Okaloosa County BOCC — January 30, 2013 — Proposed SHIP Administrative Services RFQ — reading text

implemented a drug-free workplace program shall be given preference in the award process. Note: For proposer’s convenience, this certification form is enclosed and is made a part of the bid package. 12. Liability & Indemnification Form – To the fullest extent permitted by law, Contractor shall indemnify and hold harmless County, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by negligence, recklessness, or intentional wrongful conduct of the Contractor and other persons employed or utilized by the Contractor in the performance of this Agreement. Proposal Opening shall be public on the date and time specified on the proposal form. It is the firm’s responsibility to assure that their statement is delivered at the proper time and place. Offers by telegram, facsimile, or telephone are not acceptable. Note: Crestview is “not a next day guaranteed delivery location” by delivery services. The Board of County Commissioners of Okaloosa County in its absolute discretion may reject any statement of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely and acceptable fashion, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. Evaluation/Selection of Proposals – The statements of qualifications will be reviewed by a Review & Selection Committee (to be appointed at a later date). The Committee will select those firms deemed to be most responsive and hear presentations by those firms, if necessary. The Selection Review Committee will evaluate all statements received and: 1. Prepare a listing of those proposers determined to be interested and available. Evaluate the statements of qualifications meeting minimum submission criteria based upon qualifications and conduct discussions with those firms deemed to be the most highly qualified to provide the services required. Each of the firms will be required to execute the Truth-In-Negotiation certificate as defined in Florida Statutes 287.055. Selection as best qualified will be based on the following considerations: a. Understanding of the SHIP program with particular emphasis on how SHIP and other programs can be used to address Okaloosa County’s affordable housing needs. b. Demonstrated experience of consultant team on SHIP and similar affordable housing programs/revenue sources. c. Demonstrated ability to administer affordable housing programs with program-specific rules and requirements. d. Demonstrated experience of project manager on projects of similar scope.  e. Knowledge of State and Federal affordable housing programs, regulations, and revenue sources. f. References. 2. Review of all statements received will proceed as follows: a. The Selection Committee will review all written documents submitted. b. The committee’s ranking of prospective firms shall be based on the firm’s capabilities, adequacy of personnel, past record including requested audits, recent experience, and current workload. c. The committee may request oral presentations from the consultants when establishing the recommended priority or short list. 3. Presentation of the tentative agreements by the Selection Committee to the Board for approval. The Executive Summary shall inform the Board as to the terms, conditions and costs associated with the contracts. 4. Upon approval of the agreement by the Board, execution of a formal written agreement prior to commencement of the work associated with the contract. 5. Direct contact one-on-one with the Committee members, County Commissioners or County Administrator is not recommended. Selection will be on the basis of professional qualifications and experience. a. The Selection Review Committee will evaluate and rank all statements of qualifications meeting the minimum submission requirements. Proposal Opening – Proposal Opening shall be public on the date and time specified on the proposal form. It is the proposer’s responsibility to assure that his proposal is delivered at the proper time and place. Offers by telegram, facsimile or telephone are NOT acceptable. Note: Crestview, FL is “not a next day guaranteed delivery location” by delivery services. Right to Waive and Reject: A. The Board, in its absolute discretion, may reject any statement of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. B. There is no obligation on the part of the County to award the contract to the lowest proposer, and the County reserves the right to award the contract to proposer submitting a responsive statement with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa County, and to reject any and all statements or to waive any irregularity or technicality in statements received. Okaloosa County shall be the sole judge of the statement and the resulting negotiated agreement that is in its best interest and its decision shall be final. C. The Board of County Commissioners 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. D. The Board of County Commissioners specifically reserves the right to reject any conditional proposal and will normally reject those which made it impossible to determine the true amount of the proposal. Disqualification of Proposers: Any of the following reasons may be considered as sufficient for the disqualification of a proposer and the rejection of his/her/its statement of qualifications: A. More than one statement for the same work from an individual, firm or corporation under the same or different name. B. Evidence that the proposer has a financial interest in the firm of another proposer for the same work. C. Evidence of collusion among proposers. Participants in such collusion will receive no recognition as proposers for any future work of the County until such participant shall have been reinstated as a qualified proposer. 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. The Board, in its absolute discretion, may reject any statement of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. Discrimination - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. Effective Date – The effective date of this contract would be effective upon signing a contract agreement by both parties. Payment – The Contractor shall be paid upon submission of invoices, through the requesting department, to the Okaloosa County Board of County Commissioners, Finance Office, #115, 101 E. James Lee Blvd., Crestview, FL 32536-3502. The prices stipulated herein for articles delivered and accepted. All invoices must show the County contract number. Information – Any questions should be directed to Richard Brannon, Okaloosa County Purchasing Department; 850-689-5960. Any changes by the County to specifications shall be in writing in the form of an addendum and furnished to all proposers. Verbal information obtained otherwise will not be considered in awarding of proposals. Proposers must understand that they are not allowed to contact the Review Committee Members for information.  INSURANCE REQUIREMENTS Contractor’s Insurance A. The CONTRACTOR shall not commence any work in connection with this Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Director. B. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. C. All insurance shall include the interest of all entities names in and its respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance. D. The County of Okaloosa shall be listed as Additional Insured by policy endorsement on all insurance contracts applicable to this Agreement except Workers’ Compensation and Professional Liability. E. The County of Okaloosa shall be furnished proof of coverage by certificates of insurance (COI) and endorsements for every applicable insurance contract required by this Agreement. The COI’s and policy endorsements must be delivered to the County Representative not less than ten (10) days prior to the commencement of any and all contractual agreements between the County of Okaloosa and the CONTRACTOR. F. The County shall retain the right to reject all insurance contracts that do not meet the requirement of this Agreement. Further, the County reserves the right to change