Fort Walton Beach Council agenda — 06-28-11 regular — reading text

specified. V. PROPOSAL CONTENT: To standardize responses and simplify the comparison and evaluation of the responses, all statements must be organized in the manner set forth below, separated into sections with tabs, and appropriately labeled. All information and materials requested shall be provided in the proposal under a single cover. Business History & Organization A. The full name and address of the firm. B. Chronological history of the firm, proving a minimum of ten ( 10) years of experience in work similar to the scope of this REP. C. The branch office ( if any) that will perform the services described herein. D. The Principal -in- Charge of the branch office. E. A statement from the firm which states, to the best of its knowledge, that there are no circumstances that shall cause a conflict of interest in performing services for the City of Fort Walton Beach. Technical Approach & Capabilities A. Describe abilities and proposed methods) to monitor weather events, and how communications will be conducted before, during, and following a natural disaster. Also describe proposed methods to plan, schedule, construct, and deliver the services as outlined in the Bid Specification requirements. B. Describe your firm' s timeline of activities that would occur prior to, during and following a natural disaster in order to provide debris removal services that conforms to all required standards and regulatory requirements listed in the specifications. C. Describe any additional value -added services your firm could provide that would help make the debris removal operations more efficient for the City. References A. Provide information on at least four ( 4) major events to which your firm has provided debris removal services over the past ten ( 10) years. B. Provide event name ( if any), customer /agency name, location, contact name, contact phone number, and total tons or cubic yards of debris removed. C. These references shall be provided with the returned proposal. Packet Pg. 24  8. 2. b 4. Copies of business licenses and certifications as required in the specifications 5. Include a price quote for all equipment and services as indicated in the Scope of Work and this RFP. VI. SUBMISSION REQUIREMENTS: Responses to this RFP shall be submitted with pages numbered in a plastic binder with section dividers for each section of the RFP. Each proposal shall be submitted on 8 - 1/ 2" x 11" paper bound on one side. Double -sided printing is preferred. Expensive papers and bindings are discouraged since no materials will be returned to the Proposer. 1. REQUESTS FOR ADDITIONAL INFORMATION - During the proposal evaluation, the City of Fort Walton Beach reserves the right to request additional written information to assist in the evaluation of these qualifications. 2. ACCEPTANCE / REJECTION / MODIFICATION TO PROPOSALS - The City reserves the right to negotiate modifications to proposals it deems acceptable, reject any and all proposals, and to waive minor irregularities in the procedures. 3. INCURRED EXPENSES - The City is not responsible for any expenses that proposers may incur in preparing and submitting proposals called for in this RFP. 4. 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). If interviews are required, they will be scheduled by the Purchasing Agent at least two ( 2) business days in advance. 5. 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. 6. PROPOSALS BINDING - All proposals submitted shall be binding for ninety 90) calendar days following the bid opening. 7. ALTERNATE PROPOSALS - An alternate proposal is viewed by the City as a proposal describing an approach to accomplishing the requirements of the RFP, 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. Packet Pg. 25  6. 2. b ADDENDUM AND AMENDMENT TO REQUEST FOR PROPOSALS - If it is necessary to revise or amend any part of this REP, the Purchasing Agent will post the addendum on the Florida Bid System website at www. tloridabidsystem. com and /or on the City' s website at www. fwb.org. It is the Bidder' s responsibility, prior to submitting a bid, to ascertain if any addenda have been issued, to obtain all such addenda, and to return any executed addenda with the bid ( or complete and sign addenda acknowledgement form). The failure of a Bidder to submit acknowledgment of any addenda that materially affects the bid is considered a major irregularity and will be cause for rejection of the bid Any questions relative to interpretation of specifications or the Bid process shall be addressed to the Purchasing Agent, in writing, in ample time before the period set for the receipt and opening of Bids. No inquiries, if received within ten ( 10) days of the date set for the opening of bids, will be given any consideration. Any interpretation made to prospective bidders will be expressed in the form of an addendum to the specifications which, if issued, will be sent to all prospective bidders no later than five ( 5) days before the date set for receipt of bids. Oral answers will not be authoritative. 9. ECONOMY OF PREPARATION - Proposals should be prepared simply and o economically, providing a straightforward, concise description of the proposer' s ability to fulfill the requirements of the REP. 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 RFPs and m 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 lea` the applicable exempting law. 0 11. PROPERTY OF CITY - All proposals received from proposers in response to this REP 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 LL X produced as part of the contract will become the exclusive property of the City. 12. LOCAL MERCHANT PREFERENCE - In accordance with Section 4.01. 02 of cvE the City of Fort Walton Beach Code of Ordinances, in operating within the policy rm 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. If all bids /proposals received in response to a competitive procurement are for the same total amount or unit price, quality and service being equal, the procurement shall be awarded to the local merchant. Packet Pg. 26  8. 2. b Local Merchant will be a scheduled evaluation criteria in all REP competitive solicitations and will be assigned a weight of 5 %. If the proposal meets the definition of a local merchant, as defined in Section 2. 18 of the City' s Purchasing Policies and Procedures, the proposal will be awarded five ( 5) points by each evaluation committee member. Exception to this Local Merchant Preference policy shall apply to: Purchases or contracts made under an emergency situation, as defined by Section 2. 14 of the City' s Purchasing Policies and Procedures. Purchases funded in whole or part by a governmental agency ( grant purchases). The City Council may waive application of the local merchant preference. 13. MINORITY BUSINESS ENTERPRISE - Certification as a Minority Business Enterprise will be a scheduled evaluation criterion in all REP competitive solicitations and will be assigned a weight of 5 %. If the proposal meets the definition of a Minority Business Enterprise, as defined in Section 2. 20 of the City' s Purchasing Policies and Procedures, the proposal will be awarded five (5) points by each evaluation committee member. VII. EVALUATION OF PROPOSALS: a G 1. SELECTION COMMITTEE - An evaluation committee will be formed to review, ... score, and rank all proposals. Proposals will be evaluated to determine those that m best meet the needs of the City. After review of all proposals ( and interviews if required) the selection committee will score each proposal based on the assigned u w evaluation criteria. The Selection Committee will meet on May 17, 2011 at 10: 00 am, CDT,