Fort Walton Beach Council agenda — 11-09-2010 Regular — reading text

including relevant College, or professional courses and experience and similar work Details on the qualifications of the firm, including documentation of the firm' s experience. List at least three ( 3) professional references ( name, address and phone number) that the City may contact in relation to the lessees qualifications and experience in operating a BMX Skateboard Track Concessions Facility or similar type facility. List at least three ( 3) Credit references ( name, address and phone number) that the City may contact to obtain information on lessees credit history. 4. CONFLICT STATEMENT - A statement of disclosure certifying that 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. 5. PRICING —Indicate the proposed amount of Monthly Lease Fees to be paid to the City. Provide any additional incentives the proposer will offer as consideration for award of the lease. 6. OTHER INFORMATION - Any other pertinent information which the proposer believes will assist the City in making its selection. 7. SUBMISSION OF PROPOSALS a. Sealed proposals of an original and four (4) complete copies will be received at the City Clerk's Office no later than October 5, 2010 at 2: 30 p.m. CST. Proposals will not be accepted after this time. Proposals shall be addressed as follows: City Clerk City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 Submitted envelopes should be marked: " RFP 10 -024 LEASE OF CITY -OWNED BMX SKATEBOARD TRACK & CONCESSIONS FACILITY " b. 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 Proposals. c. 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.). d. REQUESTS FOR MODIFICATION - The City reserves the right to request at any time before award that the proposer modify the proposals received to more fully meet the needs of the City. e. 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. f. PROPOSALS BINDING - All proposals submitted shall be binding for ninety (90) calendar days following opening. g. ALTERNATE PROPOSALS - An alternate proposal is viewed by the City as a proposal describing an approach to accomplishing the requirements of the Request for Proposals, 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. h. ADDENDUM AND AMENDMENT TO REQUEST FOR PROPOSALS - If it is necessary to revise or amend any part of this Request for Proposal, the Purchasing Agent will furnish the revision by written Addendum by posting the Addendum on the Florida Bid System website at www.floridabids,ystem. com. ( Registration required). i. ECONOMY OF PREPARATION - Proposals should be prepared simply and economically, providing a straightforward, concise description of the proposer' s ability to fulfill the requirements of the Request for Proposal and should not exceed 50 pages in length. j. 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 identify specifically any such information contained in their proposals and cite specifically the applicable exempting law. k. PROPERTY OF CITY - All proposals received from proposers in response to this Request for Proposal will become the property of the 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. 1. 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. m. LOCAL MERCHANT PREFERENCE: In accordance with section 4.01. 024 of the City Code, in operating within the policy of purchasing quality to suit the intended purpose at the least expense, every effort will be made to purchase from merchants located within the city. Local Merchant is defined as a merchant whose primary place of business is located within the City of Fort Walton Beach and who possesses a valid City of Fort Walton Beach Business Tax Receipt. Further, section 3. 4 of the City' s Purchasing Policy FIN -09, provides that local merchant preference will be a scheduled evaluation criteria in all competitive solicitations. If all bids /proposals received in response to a competitive solicitation are for the same total amount or unit price, quality and service being equal, the bid/proposal shall be awarded to a local vendor. n. MINORITY/ WOMAN- OWNED /SERVICE DISABLED VETERAN OWNED BUSINESS: In operating within the policy of purchasing quality to suit the intended purpose at the least expense, every effort will be made to purchase from merchants who are certified by the Florida Office of Supplier Diversity and that meet the criteria outlined in F.S. 288. 8. EVALUATION OF PROPOSALS a. EVALUATION COMMITTEE — An evaluation committee will be formed to review, score, and rank all proposals. Proposals will be evaluated to determine those that best meet the needs of the City. b. REQUEST FOR ADDITIONAL INFORMATION - The proposer shall furnish such additional information as the City of Fort Walton Beach may reasonably require. The City reserves the right to make investigations of the qualifications of the proposer as it deems appropriate. Failure to provide requested additional information may result in rejection of the proposal. c. SHORT LIST - After review of all proposals and rating by the audit committee, the committee will rank, in order of preference, a short list of three ( 3) top proposers. The Evaluation Committee will meet at 10: 00 a. m. October 11, 2010 in the Main Conference Room at City Hall, 107 Miracle Strip Parkway, Ft. Walton Beach. d. RATING SYSTEM - The audit committee will rate all proposals utilizing the following Weighted Rating System. The sum of the Total Weighted Ratings assigned by the audit committee members will be used to rank the proposals. The top three ( 3) proposers with the highest Total Scores will be ranked, and presented, in order of preference to the City Council. The City Council will accept the recommendation to proceed with negotiations with the highest ranked firm, or to reject all proposals. EVALUATION CRITERIA TO SHORT -LIST PROPOSALS: Proposals will be evaluated on the following Criteria: WEIGHTED EVALUATION CRITERIA WEIGHT SCORE SCORE Experience and Ability of 1 Proposer to effectively manage 30% Facility 2 Value of Services 35% 3 Credit and Background Checks 30% 4 State Certified MBE/WOB /SDVOB 5% 5 Local Vendor Preference N/ A 9.9. OUESTIONSOUESTIONS REGARDINGREGARDING SPECIFICATIONS SPECIFICATIONS OROR PROPOSALPROPOSAL PROCESSPROCESS a.a. PROHIBITIONPROHIBITION OFOF COMMUNICATIONCOMMUNICATION - - ToTo ensureensure fairfair considerationconsideration forfor allall proposers,proposers, thethe CityCity prohibits prohibits communication communication toto oror withwith anyany department,department, bureau,bureau, oror employee employee duringduring thethe submissionsubmission process,process, exceptexcept asas providedprovided below.below. Additionally,Additionally, thethe citycity prohibitsprohibits communicationscommunications initiatedinitiated byby aa proposerproposer toto thethe CityCity officialofficial oror employeeemployee evaluatingevaluating oror considering considering thethe proposalsproposals priorprior toto thethe timetime anan awardaward decision decision hashas beenbeen made.made. IfIf aa proposerproposer initiatesinitiates communications,communications, thatthat actact maymay bebe groundsgrounds forfor disqualifyingdisqualifying thethe proposerproposer fromfrom considerationconsideration forfor awardaward ofof thethe proposal.proposal. b.b. POINTPOINT OFOF CONTACTCONTACT - - TheThe Purchasing Purchasing Agent,Agent, oror aa designee,designee, willwill initiateinitiate anyany necessary necessary communication communication withwith aa proposerproposer toto obtainobtain informationinformation oror clarificationclarification toto allowallow thethe evaluationevaluation committeecommittee toto properlyproperly andand accuratelyaccurately raterate thethe proposals.proposals.  c. DISCUSSION OF PROPOSALS —The Purchasing Agent, or a designee, may discuss a proposal directly with the responsible proposer to get clarification and