Okaloosa County BOCC — April 5, 2016 — 2016 Solid Waste Procurement - FINAL — reading text

County staff, and Review Committee members, or any other person authorized on behalf of the County related or involved with the solicitation. All inquiries on the scope of work, specifications, additional requirements, attachments, terms and general conditions or instructions, or any issue must be directed in writing, by US mail or email to: Okaloosa County Purchasing Department 5479-A Old Bethel Road Crestview, FL 32536 Email: jkublik@co.okaloosa.fl.us (850) 689-5960 All questions or inquiries must be received no later than the last day for questions (reference RFP & Respondent’s Acknowledgement form). Any addenda or other modification to the procurement documents will be issued by the County at least ten (10) days prior to the date and time of bid closing, as a written addenda distributed to all prospective respondents by posting to the Florida Online Bid System (Florida Purchasing Group) and the Okaloosa County Web Site. To access the Florida Online Bid System go to: www.floridabidsystem.com. To access the Okaloosa County Web Site go to: http://www.co.okaloosa.fl.us/purchasing/current-solicitations. Such written addenda or modification shall be part of the proposal documents and shall be binding upon each respondent. Each respondent is required to acknowledge receipt of any and all addenda in writing and submit with their proposal. No respondent may rely upon any verbal modification or interpretation. 2. Preparation of Proposal The respondent shall submit an original and five (5) copies (total of 6) and an identical electronic copy on a CD or flash drive of the proposal documents. In addition, Respondents shall also provide a non-password protected copy of the completed Excel Financial Proposal Form file with their electronic submission. All blanks in the proposal documents shall be completed by printing in ink or by typewriter in both words and numbers with the amounts extended, totaled and the proposal signed. A proposal price shall be indicated for each section, proposal item, alternative, adjustment unit price item, and unit price item listed therein, or the words “No Proposal,” “No Change,” or “Not Applicable” entered. No changes shall be made to the phraseology of the form or in the items mentioned therein. In case of any discrepancy between the written amount and the numeric figures, the written amount shall govern. Any proposal which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for which shall in any manner fail to conform to the conditions of public notice inviting proposals may be rejected. A proposal submitted by a corporation shall be executed in the corporate name by the president or a vice president or other corporate officer who has legal authority to sign. A proposal submitted by a partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature). The official address of the partnership shall be shown below the signature. A proposal submitted by a limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm must be shown below the signature. A proposal submitted by an individual shall show the respondent’s name and official address. A proposal submitted by a joint venture shall be executed by each joint venture in the manner indicated on the proposal form. The official address of the joint venture must be shown below the signature. RFP Page - 20 OKALOOSA COUNTY Okaloosa County Solid Waste & Recyclables Collection, Transfer, and Processing/Disposal RFP# XXXXXX All signatures shall be in blue ink. All names shall be typed or printed below the signature. The proposal shall contain an acknowledgement of receipt of all Addenda, the numbers of which shall be filled in on the form. The address and telephone # for communications regarding the proposal shall be shown. If the respondent is an out-of-state corporation, the proposal shall contain evidence of respondent’s authority and qualification to do business as an out-of-state corporation in the State of Florida. 3. Integrity of Proposal Documents Respondents shall use the original Proposal documents provided by the County and enter information only in the spaces where a response is requested. Respondents may use an attachment as an addendum to the Proposal documents if sufficient space is not available. Any modifications or alterations to the original proposal documents by the respondent, whether intentional or otherwise, will constitute grounds for rejection of a proposal. Any such modifications or alterations that a respondent wishes to propose must be clearly stated in the respondent’s response in the form of an addendum to the original proposal documents. 4. Submittal of Proposal A proposal shall be submitted no later than the date and time prescribed and at the place indicated in the advertisement or RFP and shall be enclosed in an opaque sealed envelope plainly marked with the “RFP Title,” “RFP Number,” and the “RFP Deadline,” and shall be accompanied by the proposal security and other required documents. It is the respondent’s responsibility to assure that its proposal is delivered at the proper time and place. Offers by telegram, facsimile, or telephone will NOT be accepted. Note: Crestview is not a next day delivery site for overnight carriers. 5. Modifications & Withdrawal of Proposal Respondent is expected to examine the specifications and all other instructions provided herein. Failure to do so will be at the Respondent’s risk. The original proposal and electronic proposal must be identical. Should deviations occur, the signed original proposal shall prevail. All unit prices shall be rounded to the nearest cent. In case of mistake in an extended price, the unit price will govern and the Respondent’s total offer will be recalculated accordingly. Proposals cannot be modified after submittal. Respondents may withdraw submittals at any time before the submittal deadline; however, no proposal may be withdrawn or modified after the submittal deadline. 6. Proposals to Remain Subject to Acceptance All proposals will remain subject to acceptance or rejection for one hundred and eighty (180) calendar days after the day of the proposal opening, but the County may, in its sole discretion, release any proposal and return the proposal security prior to the end of this period. 7. Drug-Free Workplace Preference shall be given to businesses with drug-free workplace programs. Whenever two (2) or more proposals which are equal with respect to price, quality and service are received by the County for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process (see attached certification form). Established procedures for processing tie proposals will be followed if none of the tied vendors have a drug-free workplace program. Note: For respondent’s convenience, this certification form is enclosed and is made a part of the proposal package. RFP Page - 21 OKALOOSA COUNTY Okaloosa County Solid Waste & Recyclables Collection, Transfer, and Processing/Disposal RFP# XXXXXX 8. Conditional & Incomplete Proposals The County specifically reserves the right to reject any conditional proposal and proposals which make it impossible to determine the true amount of the proposal. 9. Proposal Price The proposal price shall include all equipment, labor, materials, permit(s), freight, taxes, required insurance, Public Liability, Property Damage and Workers’ Compensation, etc. to cover the services proposed herein. 10. Disqualification of Respondents Any of the following reasons may be considered as sufficient for the disqualification of a respondent and the rejection of its proposal: a. Submission of more than one proposal for the same work from an individual, firm or corporation under the same or different name. b. Evidence that the respondent has a financial interest in the firm of another respondent for the same work. c. Evidence of collusion among respondents. Participants in such collusion will receive no recognition as respondents for any future work for the County until such participant has been reinstated as a qualified respondent. d. Uncompleted work which in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded. e. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. f. Default under previous contract. g. Listing of the respondent by a Local, State or Federal Government on its barred/suspended vendor list. 11. Award of Contract County Review - County-designated selection committee will review and rank all proposals. The contract shall be awarded to the responsible and responsive respondent whose proposal is determined to be the most advantageous to the County, taking into consideration the price and other criteria set forth in the RFP. The County reserves the right to reject any and all proposals or to waive any irregularity or technicality in proposals received. The County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final. The County reserves the right to waive any informalities or reject any and all proposals, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this proposal and to accept the proposal that in its judgment will best serve the interest of the County. The County specifically reserves the right to reject any conditional proposals and proposals which make it impossible to determine the true amount of the proposal. Each item must be proposed separately and no attempt is to be made to tie any item or items to any other item or items. 12. Protest Any proposal award recommendation may be challenged on the grounds of material irregularities in the procurement procedures, or material irregularities in the evaluation of the proposal. Such notice of intent to challenge shall be made in writing and delivered to the County Administrator within 72 hours after posting of the intended recommendation of award. A formal written challenge shall be filed with the County Administrator