Fort Walton Beach Council agenda — 11-18-09 regular agenda — reading text

Wilbert Tim White Vault & Monument Company Turn K.ey Vault & Burial Services, Inc. Upon receipt of the proposals, a selection committee comprised of Jeff Peters, Recreation and Cultural Services Director, Brandy Wunker, Financial Services Director, Jeff Glassburn, Utilities Operations Manager, Allen Lassiter, Service Operations Manager, and John Hofstad, Utility Services Director. The Selection Committee graded each firm on the following qualities: Capabilities of Company Experience with Similar Services Past Performance Local Knowledge Price Additional Information Discussion: The committee attended a selection committee meeting open to the public on Monday, November 10 at 2: 00 pm. Each burial service company was in attendance. Each selection committee member submitted their scoring sheets and they ' were totaled up during the meeting. The scores were as follows: 1. Turn IZey Vault and Burial Services, Inc. 441 2. Tim White & Monument Company 438 3. Gulf Coast Wilbert 423 As mentioned above, the companies were evaluated on the ( 1 ) capability of the company, ( 2) Past Performance, ( 3) Price, ( 4) Experience with Similar Services, ( 5) Local I< nowledge, ( 6) Additional Information. The following prices were submitted for with set- opening/ closing up: Turn Key Vault Tim White Vault Gulf Coast Wilbert Monday - Friday $ 400. 00 $ 485. 00 $ 545. 00 Saturday $ 500. 00 $ 610.00 $ 645. 00 Sunday $ 600. 00 $ 735. 00 $ 745. 00 Based on the 2007- 08 number of burials and using the costs submitted from each company, the totals would be as follows ( for FY 2008- 09): Turn Key Vault 65, 700. 00 Tim White Vault 79, 860. 00 Gulf Coast Wilbert 87, 595. 00 After totaling all scoring sheets, Turn IZey Vault and Burial Services, Inc. was the highest rated company. Staff then contacted the City Attorney to discuss a Conflict of Interest regarding Turn IZey Vault & Burial Services, Inc. The owner/ operator of Turn key Vault is the son of the cemetery supervisor. The City Attorney returned the email stating ( 1t is my opinion that there is not a statutory conflict of interest if Turn Kry is awarded this contract': All back up emails are attached regarding Conflict of Interest issues. If approved by Council, a formal contract will be prepared. The amount budgeted for opening and closings for FY 2008- 09 totals $ 90, 000. 00 and budgeted in 001- 1080- 539- 3400 ( Contractual Services) . Recommendation: Staff requests Council authorization to award the Cemetery Burial Services (RFP 09- 102) to the top ranked company, Turn Key Vault and Burial Services, Inc. of Fort Walton Beach, Florida, and authorize the City Manager to execute a formal contract, which would be valid for a of three period 3) years with an option of three ( 3) - three ( 3) year extensions ( 12 Years Maximum). If approved, sufficient funding is budgeted in account 001- 1080- 539- 3400, Contractual Services, in the amount Of 90,000. 00. 2 Pre Date I (- / 2- 08 Reviewed and Concur: 2\ O~ \ Director Date Reviewed and Concur: U-- l1Jto { Date Attachments: 1. Selection Committee Final Scoring Sheets 2. RFP 09- 102 3. Emails form City Attorney regarding Conflict of Interest 4. Selection Committee Meeting Notice 5. Attendance sheet of meeting 6. Cost Breakdown per Company 7. Turn K.ey Vault and Burial Services, Inc Proposal Additional Materials Folder: 1. Tim White Vault and Monument Company proposal 2. Gulf Coast Wilbert Proposal 3  REQUEST FOR PROPOSAL CEMETERY BURIAL SERVICES FOR THE CITY OF FORT WALTON BEACH RFP 09- 102 Issued By: Purchasing Department 143 Hollywood Boulevard NW Fort Walton Beach, Florida 32548 850) 833- 9523 Fax ( 850) 833- 9643 Website: http:// www.fwb. org Date of Issue:September 30, 2008 28, 2008 - 2: 30 p. m. C. S. T. Due Date/ Time for Receipt of Proposals: October  Cemetery Burial Services Request for Proposal 09- 102 TABLE OF CONTENTS Page 1. 3 mTRODUCTION ....... ......................... ............. ........... ..... ............ .............. ........... ............. 2. SCOPE OF SERVICES... ......... .......... .................. ................... .... ......... ............... ......:.3........ 3. 4 PROPOSAL DUE DATE .......... ..... ................................... .................................................. 4. 4 SUBMISSION OF PROPOSALS...... ...... ............. ........ ............ .... .... ......... ............. ............. 5. INFORMATION REQUIRED OF 7 PROPOSER................................................................. 6 EVALUATION OF PROPOSALS ......................................................................................9 7. SELECTION OF PROPOSALS ........... .......... ....... .................................................. ...... 9 ...... 8. QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS................ 9 9. CO~ ITIONS OF PROPOSALS .......................................... ......................................... 1..0 10. 10 TERMS AND CONDITIONS OF AGREEMENT ........................................................... 11. DISCUSSIONS WITH RESPONSIBLE PROPOSER 12 AND REVISIONS TO PROPOSAL ................................................................................. 12. 12 . EXECUTION OF AGREEMENT................... ................................................................. 13. RIGHT TO ADillT RECORDS ........................................................................................12 14. 13 FISCAL YEAR FUNDING APPROPRIATION............................................................... 15. 13 PROPOSER'S CERTIFICATION FORM ......................................................................... 16. 13 PUBLIC ENTITY CRIMES ............................................................................................... 17. 14 FLORIDA PROMPT PAYMENT ACT ............................................................................ 18. 15 PROPOSERS WARRANTY ............................................................................................. 19. INSURANCEP/ RFORMANCE PAYMENT BONDS ...................................................15 20. 15 DRUG-FREE WORKPLACE CERTIFICATION ............................................................ Purchasing Department Page: 1  Cemetery Burial Services Request for Proposal 09- 102 21. AMERICANS WITH DISABILITIES ACT ..................................................................... 15 22. PURCHASE AGREEMENTS WITH OTHER GOVERNMENT AGENCIES ...............16 23. IN"SURANCE.. ....... .... ....... ............... ......... ........ ...... ................................................ 16........... 24. CE BOND ............... ........ ...................... ......... ........ ............... ............... PERFORM.AN"