Fort Walton Beach Council agenda — 01-26-2010 Regular — reading text

subcontractors, substitute materials, and/or equipment. 2. 3 CONSTRUCTION SERVICES. The consultant shall assist City staff in the construction administration of projects on an as- needed basis that shall include the following tasks: Conduct or attend all pre -construction conferences. Coordinate with City staff to administer contracts. Assistance with review and approval of shop drawings and submittals. Assistance with preparation or review of change orders. Page 4 130-  Assistance with site inspections during construction. Review and approval of samples and results of tests and inspections and operation and maintenance instructions. Determination of suitability ofmaterials and equipment provided by contractors. Certification of final construction as to acceptability. Preparation of as -built drawings. 2.4 SPECIFIC PROJECTS. Under this RFQ, the following projects shall serve as an example of the types of project included with this contract: Design ofa " parallel" sanitary sewer force main from Pump Station No. 1 to the point of connection with the Okaloosa County influent force main. The existing force main is a 30 -inch PCCP that is seven miles in length and 30 -years in age. Evaluation of the City' s sanitary sewer system, i.e, Sanitary Sewer Evaluation Study, Inflow / Infiltration Study, etc. Development ofa Stormwater System Master Plan to develop a system -wide computer hydraulic model, define areas ofdeficiency, and prioritize projects to upgrade or replace portions of the system. Update of the City' s Reclaimed Water Master Plan to account for the expansion of the reclaimed water system in the GolfClub area and the Commerce and Technology Park area. Development of construction plans and specifications for streetscape projects in the Community Redevelopment Agency portion of the City. 2. 5 PROJECT SCHEDULE. The following identifies the RFQ process schedule: RFQ Solicitation Issued October 29 2009. Non-Mandatory Pre- Proposal Conference November 17 2009 Proposals Due December 1 2009 Initial Evaluation Committee Meeting December 3 2009 Evaluation Committee Short -List Meeting December 10 2009 Short-List Firm Presentations December 14 -18, 2009 Council Award 12. 2010 3. PROPOSAL DUE DATE 3. 1 Sealed proposals of an original and five (5) complete copies will be received at the City Clerk's Office no later than 2: 30 p.m., Tuesday. December 1. 2009. Proposals will not be accepted after this time. Proposals shall be addressed as follows: Page 5 131-  For Mail Delivery: City Clerk City of Fort Walton Beach P. O. Box 4009 Fort Walton Beach, FL 32549 For Hand/Express Mail/ UPS Delivery: City Clerk City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 3. 2 Submitted envelopes should be marked: " RFQ 10 -002 Pre -Qualification for General Consulting Services ". 3. 3 A non -mandatory Pre -Proposal Meeting will be held on November 17, 2009 at 10: 00 a.m. in the Purchasing Conference Room at 143 Hollywood Boulevard NW. 4. SUBMISSION O]F PROPOSALS 4. 1 INCURRED EXPENSES. The City is not responsible for any expenses, which proposers may incur in preparing and submitting proposals called for in this Request for Qualifications. 4.2 INTERVIEWS. The City reserves the right to conduct personal interviews or require presentations of any or all proposers prior to selection. The City will not be liable for any costs incurred by the proposer in connection with such interviews /presentations ( i.e., travel, accommodations, etc.). 4. 3 REQUESTS FOR MODIFICATION. The City reserves the right to request at any time before award that the proposer modify his proposal to more fully meet the needs of the City. 4.4 REQUESTS FOR ADDITIONAL INFORMATION. The proposer shall furnish such additional information as the City ofFort Walton Beach may reasonably require. The City reserves the right to make investigations of the qualifications of the proposer as it deems appropriate. 4. 5 ACCEPTANCE /REJECTION /MODIFICATION TO PROPOSALS. The City reserves the right: to negotiate modifications to proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the procedures. 4. 6 PROPOSALS BINDING. All proposals submitted shall be binding for ninety (90) calendar days following opening. 4. 7 ALTERNATE PROPOSALS. An alternate proposal is viewed by the City as a proposal describing an approach to accomplishing the requirements of the Request for Page 6 132-  Qualifications, which differs from the approach set forth in the solicitation. An alternate proposal may also be a second proposal submitted by the same proposer, which differs in some degree from its basic or prime proposal. Alternate proposals may address the technical approach, or other provision or requirements set forth in the solicitation. The City will, during the initial evaluation process, consider all alternate proposals submitted. 4.8 ADDENDUM AND AMENDMENT TO REQUEST FOR-PROPOSALS. If it is necessary to revise or amend any part of this Request for Qualifications, the Purchasing Agent will furnish the revision by written Addendum to all prospective proposers who received an original Request for Qualifications or submitted a proposal. 4. 9 ECONOMY OF PREPARATION. Proposals should be prepared simply and economically, providing a straightforward, concise description ofthe proposer's ability to fulfill the requirements of this Request for Qualifications and should not exceed 50 pages in length. The page count criteria are listed in Section 5 of this RFQ. 4. 10 PROPRIETARY INFORMATION. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all proposers should be aware that Request for Proposals and the responses thereto are public records and subject to public inspection. If a proposer believes that any information contained in a proposal is confidential or proprietary and exempt from public disclosure, the proposer shall identi specifically any such information contained in their proposals and cite specifically the applicable exempting law. 4. 11 PROPERTY OF CITY.. All proposals received from proposers in response to this Request for Qualifications will become the.property ofthe City of Fort Walton Beach and will not be returned to the proposers. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the City. 4. 12 PROPOSER'S CERTIFICATION. By submitting a proposal, the proposer certifies . that he has fully read and understands the proposal method and has full knowledge of the scope, nature, and quality of work to be performed. 5. INFORMATION REQUIRED FROM PROPOSER (50 PAGES MAXIMUM) To provide a degree ofconsistency in review of the written proposals, firms are requested to prepare their proposals in the standard format specified below. The page count for the proposals shall not exceed 50 pages in length (two -sided pages shall count as two pages). The page count shall not include required forms, section dividers, or Items 5. 1 through 5. 3. 5. 1 TITLE PAGE. Proposer should identify the RFQ subject, name and title of contact person, address, telephone number, fax number, email address, and date of submission. 5: 2 TRANSMITTAL LETTER. The transmittal letter should not be more than three (3) pages long and should include, at a minimum, the following: Page 7 133-  a. A brief statement of the Proposer' s understanding of the project and required services. b. A brief statement that the Proposer meets the minimum qualifications criteria set forth in this RFQ. c. A positive commitment to perform the services within the time period specified. d. Identification of the firms that comprise the Proposer' s team and a discussion of each firm' s role in the project. e. Names and contact information for the person(s) authorized to represent the Proposer. 5. 3 TABLE OF CONTENTS. The table of contents should include a clear and complete identification by section and page number of the materials submitted. 5. 4 EXEC U ; TIVE SUMMARY. The purpose of the Executive Summary is to provide an overview of the Proposer' s qualifications to perform the scope of services. At a minimum, the Executive Summary should contain the following information: a. Name and corporate headquarters address of Proposer; b. Description of the Proposer' s team and legal structure ( corporation, joint venture, subcontractors); c. Description of the Proposer' s project plan; d. The general and specific capabilities and experience of the Proposer' s team that the Proposer believes will benefit the City. 5. 5 STATEMENT OF UNDERSTANDING. Proposers must submit a brief narrative outlining the firm' s understanding ofthe types ofprojects that may be encountered within the context of the proposed scope of work included in this RFQ. Proposers should be detailed on their level of experience in similar work and the knowledge it has provided them. 5. 6 SIMILAR PROJECT EXPERIENCE. Each Proposer shall provide proof of a minimum of five (5) years experience in providing general consulting services for City and County governments within the State of Florida under the Consultants' Competitive Negotiations Act. The Proposer shall also provide a detailed description of at least five ( 5) recent general agreements similar in scope. 5. 7 TYPICAL WORK PLAN. Proposers must submit an outline of the firm' s approach in the planning, design, permitting, and other key