Fort Walton Beach Council agenda — 05-08-2007 regular agenda — reading text

consider the finn' s status as a certified Minority Business Enterprise and/ or whether the finn subcontracts at least 15% of Professional services to certified MBEs. If a proposer is certified as an MBE by the State of Florida Department of Labor and Employment Security, a copy of the certification shall be attached with required infonnation in order to receive points under the City' s rating system. 6. 5. 7 Location of Finn: Identify location of proposer' s main office and branch offices. Also identify the office which will be responsible for perfonning the services contained herein. If the proposer' s office is located outside of Okaloosa, Walton, Santa Rosa or Escambia Counties, identify the name, location, and qualifications of local contact, if any. 6. 5. 8 Approach/methods to be employed on this contract: The finn' s approach to municipal projects and methods proposed for planning, designing and administration of the project( s} under the successful proposer' s contract should be described. The finn shall discuss its ability to fulfill municipal project requirements ( may include discussion of professional and technical staff and availability of outside consultants not directly employed by the finn). 6. 5. 9 A demonstrated understanding of requirements: Finns shall demonstrate an understanding of the factors unique to City projects, finn' s understanding of the requirements and needs ofthe City (immediate needs vs. future needs). Proposers must submit a Statement of Understanding which clearly details their level of comprehension of the tasks detailed in this proposal. Proposers should be detailed on their level of experience in similar work and the knowledge it has provided them. 6. 5. 10 Any other infonnation which the proposer believes will assist the City in making its selection. 7. EVALUATION OF PROPOSALS: 7. 1 An evaluation committee will be established to review and evaluate each proposal. The infonnation provided in response to paragraphs 6. 5. 1 through 6. 5. 10 will be rated, utilizing a system. Proposers may be required to make a brief presentation to City staff and/ or City Council subsequent to which a short list will be developed from such ratings. Purchasing Department Page: 10 Engineering / Consulting Services, Stonnwater Utility Study Request for Proposa 1 07- 113 7. 2 Proposers may be ranked for inclusion on a short list. IF so, proposers selected for the short list may be required to make a brief (15 to 20 minutes) oral presentation to the City Council in open session for final selection. The proposer should be prepared to discuss, at a minimum, the items in paragraphs 6. 5. 1 through 6. 5. 10, as well as any related presented issues as may be posed by the City Councilor City Manager. Note: Proposers selected to make presentations will be notified in writing in advance of the presentation date. At the end of the presentation the City may rank, in order of preference, the top three ( 3) firms. 8. SELECTION OF PROPOSALS: Negotiations may be conducted with the top ranked firm( s). If no agreement can be reached with the top ranked firm, that firm shall be dismissed and the City shall proceed with discussions with the second firm. The procedure may be repeated as many times as necessary until an agreement can be negotiated that is satisfactory to both parties. 9. DISCUSSIONS WITH RESPONSIBLE PROPOSERS AND REVISIONS TO PROPOSAL: Discussions may be conducted with responsible proposers who submit proposals determined to be reasonably acceptable of being selected for award for the purpose of clarification and to assure fullunderstanding of, and to, the solicitation requirements. Proposers shall be responsiveness 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 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. 10. QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS: 10. 1 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 providedin 10. 5. Additionally, the City prohibits communications initiated by paragraph a proposer to the City Official or employee evaluating or considering the proposals prior to the time an award decision has been made. Any communication between proposer and the City will be initiated by the appropriate City Official or employee in order to obtain information or clarification needed to develop a proper, accurate evaluation of the proposal. Purchasing Department Page: 11 Engineering / Consulting Services, Stonnwater Utility Study Request for Proposa 1 07- 113 10.2 Such communications initiated by a proposer may be grounds for disqualifying the offending proposer tram consideration for award of the proposal and/ or any future proposal. 10. 3 Any questions relative to interpretation of specifications or the proposal process shall be addressed to the Director of Purchasing in writing, in a timely manner, prior to the period set for the receipt and opening of proposals. Inquiries, received within ten ( 10) days of the date set for receipt of proposals shall not be given any consideration. Any interpretation made to prospective proposers will be expressed in the form of an addendum to the specifications which, if issued, will be conveyed in writing to all prospective proposers no later than five ( 5) days prior to the date set for receipt of proposals. 10.4 It will be the responsibility of the proposer to contact the Purchasing Department prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the proposal. 10. 5 Direct inquiries to: Paul Eubanks, Buyer City of Fort Walton Beach PO Box 4009 143 Hollywood Blvd NW Fort Walton Beach, Florida 32549 850) 833- 9525 Fax ( 850) 833- 9643 Website: http:// www. fwb. org Contact with any other City representative or elected official may be grounds for disqualification. 11. CONDITIONS OF PROPOSALS: 11. 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. 11.2 Completeness - All information required by the Request for Proposal must be supplied to constitute a legitimate proposal. Purchasing Department Page: 12  Engineering / Consulting Services, Stormwater Utility Study Request for Proposal 07- 113 11.3 Public Opening - All proposals will be publicly opened at the time and place specified and made available for public inspection within ten ( 10) days after the proposal opening or when an award decision is made, whichever is earlier. 11.4 Award Presentation - The Utilities Director will present to City Council for acceptance and final award, one of the proposals, or will reject all proposals, within ninety ( 90) calendar days rrom the date of opening of proposals. 12. TERMS AND CONDITIONS OF AGREEMENT: The Agreement to be entered into with the successful proposer will include, but not be limited to, the following tenns and conditions. 12. 1 The proposer shall agree to indemnity and save hannless the City, its officers, agents, and employees, rrom and against any and all liability, claims, demands, fines, fees, damages, expenses, penalties, suits, proceedings, actions and costs of action, including attorney's fees for trial and on appeal, of any kind and nature arising or growing out of or in any way connected with the perfonnance of the Agreement whether by act or omission of the proposer, its agents, servants, employees or others, or because of or due to the mere existence ofthe Agreement between the parties. 12.2 The proposer shall pay all royalties and assume all costs arising rrom the use of any invention, design, process materials, equipment, product or device which is the of subject patent rights or copyrights. Proposer shall, at its own expense, hold hannless and defend the City against any claim, suit or proceeding brought against the City which is based upon a claim, whether rightful or otherwise, that the goods or services, or any part thereof, furnished under the contract, constitute an inmngement or any patent or copyright of the United States. The Proposer shall pay all damages and costs awarded against the City. 12. 3 An understanding and agreement, by and between the proposer and the City, that the