Fort Walton Beach Council agenda — 10-12-2006 ‎(regular)‎ — reading text

other public entities, specifically any pertaining to governmental/municipal facilities. 6. 3.3 Willingness of firm to work within budget and time constraints: Describe willingness of proposer to work within the City' s budget aild time constraints and manner in which the proposer will work with the City to ensme requirements of the scope of work are met. A statement of disclosure certifying the proposer bears no relationship, past or present,with any potential bidder or contractor, which may hinder, impede or in any way compromise efforts to perform complete, unbiased and objective services for the City. Include your estimate level.of work and proposed schedule in this section. 6.3.4 Experience of the firm with regard to Master Planning Services or similar type services. 6. 3.5 Provide a brief detailed breakdown of estimated man-houts and cost to complete each task. Each task shall state estimated man-hours and hourly wage rates of the contractor and employees. 6.3. 6 Location of Firm: Identify location ofproposer' s main office and branch offices. Also, identify the office which will be responsible for performing the services contained herein. in 6. 3. 7 Any other pertinent information, which the proposer believes will assist the City making its selection. 7. EVALUATION OF PROPOSALS: be 7. 1 An evaluation committee will be established to review and evaluate each proposal. Proposers may requiredto make a brief presentation to Staff subsequent to which a short list will be developed City from such ratings. The information provided in response to paragraphs 6.3. 1 through 6.3. 7 will be rated,utilizing a system as follows: a. Capabilities Purchasing Department Page: 9 Master Pla.nnmg Services - FWB Fairgrounds / Softball Complex Request for Proposal 06- 126 b. Past Performance c. Level of Work and Proposed Scbedule d. Price e. Experience f. Local knowledge g. Additional Information 8. SELECTION OF PROPOSALS: Project specific discussions will be conducted with the top ranked firm. Following the discussion, the cOmmittee will attein.pt to negotiate a services agreement with the top ranked firm. If no agreement can be reached with the top ranked:firm that firm shall be dismissed and-the City shall proceed with discussions with the second firm. The procedure may be repeated as many times as necessary until an agreement can be negotiated that is satisfactory to both parties. 9. QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS: 9. 1 To ensure fair cOnsideration for all proposers, the City prohibits communication to or with any department,bureau or employee during the submission process, except as provided in paragraph 9. 2. Additiorially, the city prohibits communications initiated by a proposer to the City Official or employee evaluating or considerfug the proposals prior to the time an award decision has been made. Any cominunication between proposer and the Gity will be initiated by the appropriate City Official or employee In order to obtain information or clarification needed to develop a proper, accurate evaluation of the proposal. Such communications initiated by a ser may be grounds for prop() disqualifying the offending proposer from consideration for award of the proposal and/or any future proposal. 9. 2 Any questions relative to interpretation of specifications or the proposal process shall be addressed to the Director of Purchasing in writing, in ample tiIp.e before the period set for the receipt and opening of proposals. No inquiries if received within ten 10) ( days of the date set for receipt ofproposals will be given any consideration. Any interpretation made to prospective proposers will be expressed in the form of an addendum to the specifications which, if issued, will be conveyed in writing to all prospective proposers no later than five (5) days prior to the date set for receipt of proposals. 9.3 It will be the responsibility of the proposer to contact the Purchasing Department prior to submitting aproposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the proposal. Purchasing Department Page: 10 Master Planning Services - FWB Fairgrounds / Softball Complex Request for Proposal 06- 126 9. 4 Direct inquiries to: City of Fort Walton Beach Jeff Hyde, Buyer Purchasing Department 143 Hollywood Boulevard NW Fort Walton Beach,FL 32548 Telephone:' ( 850) 833- 9526 Fax: ( 850) 833- 9643 Website: http:// www.fwb. org 10. CONDmONS OF PROPOSALS: 10. 1 Late Proposals: Proposals received by the City after the time specified for receipt will not be considered. Proposers shall assUme full responsibility for timely delivery of the proposals to the location designated for receipt of proposals. 10. 2 Completeness: All information required by the Request for Proposal must be supplied to constitute a legitimate proposBl. 10. 3 Public Opening: All proposals will be publicly opened at the time and place specified and made available for public inspection within ten (10) days after the proposal opening or when an award decision is made, whichever is earlier. 10.4 Award Presentation: Upon successful completion of negotiations, final award of the Contract must be approved by City Council. 11. TERMS AND CONDmONS OF AGREEMENT: The Agreement to be entered into with the successful proposer will include, but not be limited to, the following terIIlS and conditions. 11. 1 Costs specified in the proposal will remain firm for the duration of the contiact. 11. 2 The proposer shall agree to indemnify and save harmless the City, its officers, agents, and employees, from and against any and all liability, claims,.demands, namages, fines, fees, expenses, penalties, suits, proceedings, actions and costs of action, including attorney' s fees for trial and on appeal, of any kind and nature arising or growing out of or in any way connected with the performance of the Agreement whether by act or omission of the proposer, its agents, servants, Purchasing Department Page: 11  1 r lYH1bl"' ldUllillg ,:)ervlces - W tl J:< J:< arrgrounos I :Sortball Complex Request for Proposal 06- 126 employees or others, L _ Jause of or due to the mere exister.k _ of the Agreement between the parties. 11. 3 The proposer shall. pay all royalties and assume all costs arising from the use of any invention, desi~ process materials, equipment, product or device which is the subject of patent rights or copyrights. Proposer shall, at its own expense, hold harmless and 4efend the City agaipst any claim, suit or proceeding brought against the City which is based upon a claim, whether rightful or otherwise, that the goods or services, or any part thereof,furnished under the Contract, constitute an infiingement or any patent or copyright ofthe United States. The Proposer shall pay all damages and costs awarded against the City. . 11. 4 An understanding and agreement,by and between the proposer and the City, that the completion time as specified in proposer's submission is an ESSENTIAL CONDmON OF THE CONTRACT. The proposer shall agree that an work slian be prosecuted regularly, diligently, and uninterrupted at such rate of progress as will ensure full completion thereof within the time specified. 11. 5 Assignment: The successful Proposer shall not enter into subcontractors, retain conSultants, or assi~ transfer, convey, sublet, or otherwise dispo~ ensuing Contract,or any or all of its rights, title or iriterest e of the herein,or its power to execute such Contract to any person,company or corporation or transfer more than fifty percent (50%) of-its ownership to a third party without prior written consent of the City. 11. 6 Termination for Convenience: The City may at any time, at its sole discretion, without cause, terminate this Contract for its convenience by written notice to the successful Proposer. The City will calculate the outstanding payments due the City. The City will notify the successful PropOser of the amount owed to the City, which must immediately