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

18 ..... ATTACHMENT STANDA.RD FORMS... ...... ......... ...... ......... ............ ... .... ................ ... 19 - 22 Purchasing Department Page: 2 Cemetery Burial Services Request for Proposal 09- 102 REQUEST FOR PROPOSAL FOR CEMETERY BURIAL SERVICES FOR THE CITY OF FORT WALTON BEACH, FLORIDA 1. INTRODUCTION 1. 1 The City of Fort Walton Beach, Florida is seekitig the services of a Cemetery Burial Contractor to meet the needs of the City. 1. 2 The City ofF ort Walton Beach has approximately 200 burials per year (average of 17 per month). 1.3 The City shall be the exclusive agent for selling and marking sites and will also ensure that all locations are properly marked for authorized burials. 2. SCOPE OF SERVICES 2. 1 The Contractor shall include the following as a minimum: 2. 1. 1 The Contractor shall provide a1llabor, material, supplies and equipment for the opening and closing of burial spaces, intennents, disinterments and other related functions. No City equipment or supplies will be provided. The Contractor will prepare the site for the installation of a vault, to include setting of the vault. All gravesites shall be hand dug- NO MACIllNERY SHALL BE ALLOWED. 2. 1.1.1 The access to some grave sites are difficult and can require the movement and replacement of headstones and/or coping. 2. 1. 2 The Contractor shall have the burial spaces prepared for the intennent by approximate scheduled funeral time or a minimum of one ( 1) hour prior to graveside services. 2. 1.2. 1 All closings shall be completed immediately following the burial services. All work shall be done during daylight hours. 2. 1.3 The Contractor shall be responsible for opening the grave to a depth necessary to install a concrete vault. 2. 1.4 The Contractor shall provide cribbing, as necessary, grass, tent, lowering device and a minimum of 20 chairs. Purchasing Department Page: 3 Cemetery Burial Services Request for Proposal 09- 102 2. 1.5 The Contractor shall have workers available and close- by during the service to provide any assistance that funeral home or cemetery personnel may need, and ensure expedient closing of the grave. 2. 1.6 The Contractor shall have the personnel/ staff to perform up to four ( 4) services ( minimum) in an eight ( 8) hour period at the City' s two ( 2) cemeteries. 2.1: 7 Term of Contract shall be a tIiree ( 3} yeiu-ferm with the- option of three 3) each three ( 3) year extensions. ( 12 years - maximum). 2. 1.8 The Contractor shall be responsible to promptly repair or replace property such as headstones, grave markers, coping, etc., t. hat may be damaged during the execution of their duties. 2. 1.9 The Contractor shall be available to perform services three hundred sixty five (365) days a year. 2. 1.10 If: for any reason, the City or the Contractor fail to satisfactorily perform their duties, the Contract may be voided with thirty ( 30) days written notice from either party. 3. PROPOSAL DUE DATE 3. 1 Sealed proposals in an original and five ( 5) complete copies will be received at the City Clerk's Office no later than 2: 30 p. m... October Tuesdav.. 28.. 2008. Proposals will not be accepted after this time. Proposals shall be addressed as follows: 3. 1.1 For Regular U.S. Mail Delivery City Clerk City of Fort Walton Beach P. O. Box 4009 Fort Walton Beach, FL 32549 3 . 1.2 For Hand/Express Mail/UPS Delivery City Clerk City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 3. 1.3 Submitted envelopes should be marked " Cemetery Burial Services'\ RFP 09- 102. 4. SUBMISSION OF PROPOSALS 4. 1 Incurred Expenses Purchasing Department Page: 4 Cemetery Burial Services Request for Proposal 09- 102 4. 1.1 The City is not responsible for any expenses, which proposers may incur in preparing and submitting proposals called for in this Request for Proposals. 4. 2 Interviews 4. 2. 1 The City reserves the right to conduct personal interviews or require presentations of any or an proposers prior to selection. The City will not " be liable for any costs incurred by the proposer in connection with such interviews/presentations ( Le., travel, accommodations, etc.). 4.3 Request for Modification 4. 3. 1 The City reserves the right to request that the proposer modify his proposal to more fully meet the needs of the City. 4.4 Request for Additional Information 4. 4. 1 The proposer shall furnish such additional infonnation as the City ofFort Walton Beach may reasonably require. The City reserves the right to make investigations of the qualifications of the proposer as it deems appropriate. 4.5 Ac eptance/Rei ction/ Modification to Proposals 4.5. 1 The City reserves the right to negotiate modifications to proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the procedures. 4. 6 Proposals Bindin~ 4. 6. 1 All proposals submitted shall be binding for ninety ( 90) calendar days following opening. 4. 7 Alternate Proposals 4.7. 1 An alternate proposal is viewed by the City as a proposal describing an approach to accomplishing the requirements of the Request for Proposals, which differs from the approach set forth in the solicitation. 4. 7. 2 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. Purchasing Department Page: 5 Cemetery Burial Services Request for Proposal 09- 102 4. 7.3 Alternate proposals may address the technical approach,. or other provision or requirements set forth in the solicitation. 4. 7.4 The City will, during the initial evaluation process, consider all alternate proposals submitted. 4. 8 Add~n~um ~ d Amendment to Request for Proposals 4. 8. 1 If it becomes necessary to revise or amend any part of this Request for Proposal, the Director of Purchasing will furnish the revision by written Addendum to all prospective proposers who received an original Request for Proposals. 4.9 Economy of Preparation 4. 9. 1 Proposals should be prepared simply and economically, providing a straightforward, concise description of the proposer's ability to fulfill the requirements ofthe Request for Proposal and should not exceed 50 pages in length. 4. 10 Proprietary Information. 4. 10. 1 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 Request for Proposals and the responses thereto are in the public domain. However, the proposers are requested to identifv sDecificallv any information contained in their proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. 4. 10. 2 All proposals received from proposers in response to this Request for Proposal 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 produced as part of the contract will become the exclusive property of the City. 4 .11 Proposer' s Certification 4. 11.1 By submitting a proposal, the proposer certifies that he has fully read and understands the proposal method and has full knowledge of the scope, nature, and quality of work to be performed. Purchasing Department Page: 6 Cemetery Burial Services Request for Proposal 09- 102 5. INFORMATION REQUIRED OF PROPOSER 5. 1 In order to insure a uniform review process and to obtain the maximum degree of comparability, it is required that proposals be organized in the manner specified. 5. 1. 1 Letter of Transmittal 5.1:1. 1 Limit to one or two pages.