Okaloosa County BOCC — October 15, 2013 — Request for Approval to Adv RFP General Eng Services_Internal Coor Sheet_RFP — reading text

RE 62 1 aw CONTRACT & LEASE INTERNAL COORDINATION SHEET Coniract/Lease Number: Tracking Number: WY /3 Contractor/Lessee Name: KIP-p G YIP Grant Funded: YES__ NO Purpose: Coordination/Review of RFP/Contract-Okaloosa County Airports-Architeciural Engineering and Aviation Planning Services Selection Date/Term: _3_yeees Lrwith Zadd'/ tyr penwstols |. [E-GREATER THAN $50,000 Amount: _ ZZ 2. [[] GREATER THAN $25,000 Department: County Airports 3. [Z] $25,000 OR LESS Dept. Monitor Name: Sunil Harman Li. Sue Document has been reviewed and includes any attachments or exhibits. Purchasing Review Proe' LLGE, are met: Yj Date: S 20/1 FE Patcrasing Director or designee : Risk Management Review WO pate:_ 92 Risk Martager ér desgnee County Attorney Review pprov ey) Date: (2 County Attorney [x Following Okaloosa County approval: Contract & Grant Document has been received: Date: Contracts & Grants Manager ARCHITECTURAL, ENGINEERING, AVIATION PLANNING & CONSTRUCTION SERVICES PROPOSAL #: AP 64-13 PROPOSAL DUE: REQUEST FOR PROPOSAL/ QUALIFICATIONS FOR ARCHITECTURAL, ENGINEERING AND AVIATION PLANNING SERVICES FOR OKALOOSA COUNTY AIRPORTS SYSTEM The Okaloosa County Board of County Commissioners under the provisions of Section 287.055, Florida Statutes and county policy, request qualifications from professional firms to provide architectural, engineering and aviation planning services for the Okaloosa County Airports Systems. It is the intent of the Board to enter into contract negotiations with one or more firms. Guidelines detailing form and content requirements for the statement of qualification/ proposal are available by contacting Richard Brannon, Purchasing Director, 602-C North Pearl Street, Crestview, FL 32536, (850) 689-5960, or they may be downloaded from our website at www.co.0kaloosa.fl.us (Departments, Purchasing, Vendor Registration & Opportunities); this links you to the Florida Panhandle Purchasing Group website where our bid specifications will now be posted. Proposals must be delivered to the Okaloosa County Purchasing Department at the address below no later than , in order to be considered. All proposals must be in sealed envelopes reflecting on the outside thereof “Proposal for Architectural, Engineering and Aviation Planning Services for Okaloosa County Airports Systems.” All proposals should be addressed as follows: Okaloosa County Purchasing Department Richard Brannon 602-C North Pearl Street Crestview, FL 32536 Richard L. Brannon Date Purchasing Director BOARD OF COUNTY COMMISSIONERS OKALOOSA COUNTY, FLORIDA Don Amunds Chairman Last Revised ~ 03/02/2009 1 Guidelines for Statement of Qualifications/Proposal Architectural, Engineering and Aviation Planning Services for Okaloosa County Airports System The purpose of this Request For Proposal/Qualifications is to provide interested consultants with guidelines and information to enhance their submission of proposals on the project entitled “ARCHITECTURAL, ENGINEERING AND AVIATION PLANNING SERVICES FOR OKALOOSA COUNTY AIRPORTS SYSTEM.” Okaloosa County plans to retain professional architect/engineer (A/E) and aviation planning services in support of its Capital Maintenance and Improvement Program. This support will be required at Okaloosa Regional Airport, Bob Sikes Airport, and Destin/Ft Walton Beach Airport, which together comprise the County's airport system. The scope of professional services includes, but is not limited to, the following and which are further addressed in the attached proposed contract agreement; 1. Preparation of plans, specifications, construction contract documents, cost estimates, and engineer’s reports. 2. Provision and/or coordination of special services such as testing, surveying and program management services. 3. Architectural services to design or modify new and existing facilities, including plans, specifications and construction management as necessary. 1 4, Construction review and administrative services and construction management when needed. 5. Assisting in the development of Federal and State grant applications, grant administration and closeout documentation. 6. Planning to include airport master plans, land-use planning, FAR Part 150 Studies and Environmental Assessments for airport development. The term of the contract will be for three (3) years. The County reserves the right to renew these contracts for two (2) additional one-year contract periods. Renewal of the contract period shall be recommended by the Airports Department through the Board of County Commissioners’ discretion. The Board of County Commissioners reserves the right to accept or reject any or all statement of qualifications/proposals or to waive any informality existing in any proposal, or to accept the proposals which best serves the interest and intent of this project and is from the most responsive and responsible firms. Last Revised ~ 03/02/2009 2 An original and five (5) copies of the proposal will be required with all copies having been signed by a company official with the power to bind the company in its proposal. All must be completely responsive to the Request for Proposal/Qualifications guidelines for consideration. The content of the statement of qualification/proposal of the successful firms will become a basis for contractual negotiations. The selected consultant shall be required to assume responsibility for all services offered in his proposal. The selected consultant will be the sole point of contact concerning contractual matters including payments of any charges resulting from the contract. Payment schedule and basis for payment will be negotiated, but will be based upon documented work completed. Proposals MUST be submitted in the format described below: 1) Letter of interest including information on location of the firm's office that will be the lead office for this contract. 2) Business Credentials - Provide a synopsis of the consultant's qualifications, to include specific capabilities of the firm, brief history of the firm (1 page) and financial status (1 page}, past performance relating to completing airport projects within budget and on schedule and experience in managing multiple tasks simultaneously, 3) Registration - State the State of Florida licensing/registration qualifications of the consultant's personnel and business office. Provide copies of same. 4) Specific Accomplishments - Provide a listing of completed projects with a description of the work performed by the consultant representative of the type of work proposed under this Request for Proposal/Qualifications. Include any specialized engineering and design experience relative to the specified services at airports within the last three (3) years. The list should include only projects that had significant input from individuals who will be assigned to work on County projects. 5) Project Management Organization - Describe the organizational structure that will be used to manage projects. The consultant must identify key personnel to be assigned to projects, and provide a resume of their qualifications, education, and experience. Include quality management principles and practices employed. 6) References - List five (5) references representative of related past experience to include, as a minimum, a contact person, company name, phone number and a brief description of the project. 7) Additional Information and Comments - The contents under this heading are left to the discretion of the consultant. Material must be pertinent to the proposal but not be otherwise requested in the Request for Proposal/Qualifications. 8) Current Form 254. Last Revised — 03/02/2009 3 9) 10) 11) Conflict of Interest Disclosure Form - The award hereunder is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose with their proposals the name of any officer, director, or agent who is also a public officer or an employee of the Okaloosa Board of County Commissioners, or any of its agencies. Furthermore, all respondents must disclose the name of any County officer or employee who owns, directly or indirectly, an interest of five percent (5%) or more in the firm or any of its branches. Furthermore, the official, prior to or at the time of submission of the proposal, must file a statement with the Clerk of Circuit Court of Okaloosa County, if he is an officer or employee of the County, disclosing his or spouse's or child's interest and the nature of the intended business. NOTE: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. Identical Tie Proposals - Preference shall be given to businesses with drug-free workplace programs. Whenever two or more proposals that are equal with respect to price, quality and service are received by the County for the procurement of commodities or contractual services, a proposal received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process (see attached certification form). Established procedures for processing tie proposals will be followed if none of the tied vendors have a drug-free workplace program. NOTE: For bidder's convenience, this certification form is enclosed and is made a part of the bid package. Indemnification and Hold Harmless - 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 the 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 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 is “nota next day guaranteed delivery location” by delivery services. The Board of County Commissioners of Okaloosa County in its absolute discretion may reject any proposal! 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. Last Revised - 03/02/2009 4 Evaluation / Selection Of Proposals A Selection Review Committee will evaluate all proposals received and: 1. Prepare an alphabetical listing of those proposers determined to be interested and available. Evaluate the proposals 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. Last Revised — 03/02/2009 Responsiveness of the proposal clearly stating an understanding of the work to be performed for the County. Firm's reputation and competence, including technical education and training, experience in airport projects, availability of adequate personnel, equipment and facilities, the extent of repeat business of the firm and, where applicable, the relationship of cost estimates by the firm to actual costs on previous projects. Current workload. Financial responsibility. Ability to observe and advise whether plans and specifications are being complied with. Past record of professional accomplishments. Previous experience with Okaloosa County Airports System. Familiarity with proposed project areas and understanding of the program to be undertaken. Qualifications of personnel