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

elements ofa typical project. Also provide a detailed discussion on the intended project management processes that will be employed during this project. This item shall also include information concerning the Proposer' s current and future workloads and resource allocations and the effect of the workloads and resource allocations on the ability to meet the requirements of this contract. 5. 8 PROJECT TEAM MEMBERS. Identify the Project Team and provide resumes limited to one page per employee) of the individuals who will perform the required tasks of this project. The resumes shall include the professional credentials and experience of the firm' s key members who will complete the required tasks. Please include an organizational chart for the proposed project team. Page 8 134-  This item shall also include a short descriptive summary of the firm' s key members experience in each of the. areas outlined in the Scope of Services and their capabilities in financial modeling, focusing on water and wastewater utilities. Each program area identified in the Scope of Services shall be limited to a one page summary. This item shall also include a discussion of any sub -consultants that may be employed for this contract; including their qualifications and roles in any project. Given the nature of the anticipated scope of most general consultant service projects, proposals submitted as a joint venture consisting of two or more firms shall not be accepted. 5. 9 FEE SCHEDULE. Provide a basic fee schedule consisting of the basic services provided by the consultant. The fee schedule shall include the firm' s hourly rate schedule for the project team members that will complete the required tasks for this project. Please note that the City reserves the right to negotiate fees with the consultant prior to the execution of a contract. 5. 10 MINORITY BUSINESS ENTERPRISE. Identify whether any ofthe Proposer' s team qualifies as a Minority Business Enterprise pursuant to Florida Statutes 288. 703. 5. 11 OFFICE LOCATION. Identify the location of the office that will perform the majority of the work on this contract and where the project manager resides. 5. 12 ADDITIONAL INFORMATION. Please provide any other information which you feel would help the Evaluation Committee evaluate your firm for this project. This item shall also include pertinent information concerning the location ofthe primary firm of the Proposer. 5. 13 REFERENCES. Please list a minimum of five (5) business references with at least the following information: 1 Company Name 2 Contact Individual 3 Contact' s Title 4 Phone Number 5 Brief Description of the Project(s) Completed 6. EVALUATION OF PROPOSALS 6. 1 EVALUATION COMMITTEE. An Evaluation Committee consisting ofat least five members assembled by the City will review and evaluate each proposal. Proposals will be evaluated to determine those that best meet the needs of the City. After meeting the mandatory requirements, the proposals will be evaluated on both-qualifications and the technical merits of the firm. The Evaluation Committee will "short- list" a minimum of five firms (more or less ifnecessary) that best meet the City's needs based upon its evaluation ofall ofthe proposals. Proposals will be evaluated in accordance with the rating system listed in Section 6.4 below. Page 9 135-  The Evaluation Committee will meet at 10: 00 A.M. on Thursday, December 3, 2009 in the Purchasing Conference Room at 143 Hollywood Boulevard NW in Fort Walton Beach to receive a copy of the proposals. The meeting to " short-list" the top firms will occur at 10: 00 A.M. on Thursday, December 10, 2009 in the same location. 6. 2 PRESENTATIONS. At the option of the City, the " short- listed" firms may be required to make a presentation of their proposal. This will provide an opportunity to clarify or. elaborate on the proposal, but will not, in any way provide an opportunity to change any items in the original proposal. The Purchasing Agent shall schedule the time and location of these presentations and notify the selected firms. Presentations shall be limited to a total of 45 minutes, including the question and answer period. The presentations shall assist the Evaluation Committee in selecting the most qualified firm(s) for this project. Based on the final scoring of the Evaluation Committee after the last presentation, a recommendation shall be made by the Evaluation Committee to the City Council to begin negotiations with the highest ranked firm(s). Each Proposer will be notified in writing at least three (3) days in advance of the presentation date if a presentation is necessary. 6. 3 SHORT LIST. After review ofall proposals and rating by the Evaluation Committee, the committee will rank, in order of preference, a short list of at least five (5) top proposers. 6.4 RATING SYSTEM. The Evaluation Committee will rate all proposals utilizing the following Weighted Rating System. The average of the Total Weighted Ratings assigned by the Evaluation Committee members will be used to rank the proposals. BIDDER: SHORT -LISTING ASSIGNED WEIGHTED EVALUATION CRITERIA WEIGHT RATING RATING Proposal Meeting Minimum 5% 0 to 5 Requirements of RFQ Statement of Understanding 15% 0 to 5 Similar Continuing Contract 20% 0 to 5 Experience Typical Work Flan 20% 0 to 5 Project Team Member 15% 0 to 5 Qualifications Hourly Rate Schedule 10% 0 to 5 Minority Business Enterprise 5% 0 to 5 Page 10 136-  Office Location 5% 0to5 Additional Information 5% 0to5 TOTAL WEIGHTED RATING: PRESENTATION ASSIGNED WEIGHTED EVALUATION CRITERIA WEIGHT RATING RATING Presentation / Q & A 25% 0 to 10 For Short- Listed Firms) FINAL WEIGHTED RATING: SCORING DEFINITIONS: 0 — Non -responsive: included no information on the subject criteria. 1 — Poor 2 —Fair 3 — Average: included the minimum requirements of the subject criteria. 4 —Good 5 — Excellent 7, QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS 7. 1 PROHIBITION OF COMMUNICATION. 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 below. Additionally, the City prohibits communications initiated by a proposer to the City official or employee evaluating or considering the proposals prior to the time an award decision has been made. If a proaoser initiates communications, that act may be grounds for disaualifying the proposer from consideration for award of the uropo_sal. 7.2 POINT OF CONTACT 7.2. 1 The Purchasing Agent, or a designee, will initiate any necessary communication with a proposer to obtain information or clarification to allow the Evaluation Committee to properly and accurately rate the proposals. 7.2. 2 The Purchasing Agent, or a designee, may discuss a proposal directly with the responsible proposer to get clarification and assure a full understanding of, and responsiveness to, the solicitation requirements. All proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submission prior to award for the purpose of obtaining. best and final offers. In conducting such discussions, there shall be no disclosure of any information derived from proposals submitted by competing proposers except as may be required by the Florida Public Records Law, Chapter 119, Florida Statutes. 7.2. 3 A proposer shall address any questions regarding interpretation ofspecifications or the proposal process to the Purchasing Agent, in writing and in sufficient time before the period Page 11 137-  set for the receipt and opening of proposals. Inquiries received within ten ( 10) days of the date set for receipt of proposals may not be answered or given any consideration. The Purchasing Agent shall issue any interpretation for a proposer in the form of an addendum to the specifications. If an addendum is issued, the Purchasing Agent will convey that addendum to all proposers no later than five (5) days prior to, the date set for receipt of proposals. 7. 3 RESPONSIBILITY FOR KNOWLEDGE OF ADDENDA. All proposers must contact the Purchasing Division prior to submitting a proposal to determine if any addenda have been issued, to obtain all such addenda, and to return, if necessary, any executed addenda with the proposal. 7.4 PURCHASING AGENT ADDRESS: All proposers shall direct communications and inquiries to: City of Fort Walton Beach Purchasing Division Attn: William Worlds P. O. Box 4009 143 Hollywood Boulevard NW Fort Walton Beach, Florida 32549 850) 833 -9523 Fax ( 850) 833 -9643 Website: http: / www.fwb.ore / 8. CONDITIONS OF PROPOSALNS 8. 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. 8. 2 COMPLETENESS. All information required by the Request for Qualifications must be supplied to constitute a legitimate proposal. 8. 3 PUBLIC OPENING. All proposals will be publicly opened and the list ofproposers read aloud in the Main Conference Room at City Hall, 107 Miracle Strip Parkway SW at the time specified and will be made available for public inspection within ten ( 10) days after the proposal opening or when an award decision is made, whichever is earlier. 8. 4 AWARD PRESENTATION. The City Engineer has tentatively scheduled to present the proposals to City