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

5. 1.1.2 Briefly state the proposer' s understanding of the work to be done and make a positive commitment to perform the work. 5. 1.1.3 Give the names of the persons who will be authorized to make representations for the proposer, their titles, addresses and telephone numbers. 5. 2 General Information 5. 2. 1 Name of Business 5. 2. 2 Mailing Addres P/ hone Number 5.2.3 Names of persons to be contacted for information of services if different from the name of person in charge. 5. 2. 4 Your standard Business Hours. 5. 2. 5 State if business is local, national or international and indicate the business legal status ( corporation, partnership, etc.). 5. 2. 6 Give the date business was organized and/or incorporated, and where. 5. 2. 7 Give the location of the office from which the work is to be done and the number of professional staff employees at the office. 5. 2. 8 Indicate whether the business is a parent of subsidiary in a group of fmns/ agencies. 5. 2. 9 State if the business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity. Purchasing Department Page:? Cemetery Burial Services Request for Proposal 09- 102 5. 3 Requirements: ( Limit to five ( 5) Pages) 5. 3. 1 Proposers must provide documentation, which demonstrates their ability to satisfy all of the minimum qualification requirements outlined below. Proposers who do not meet the minimum qualification requirements or who fail to provide supporting documentation shall not be considered for award. 5.3. 2 Capabilities of Finn: 5.3. 2. 1 A statement of Proposer' s qualifications to serve as a Contractor for the services required, including a listing of all key project personnel, Proposer' s shall also provide a description of in house professional and technical support. Qualification statements shall include detailed evidence or proposer' s ability to perfonn Cemetery and gravesite services. Determination of proposer' s successful ability to perform will be at the discretion of the City of Fort Walton Beach. 5. 3. 3 Past Performance 5.3.3. 1 Provide a minimum of four (4) professional references with specific names, addresses, telephone, and fax numbers, for similar services performed for other projects, specifically any pertaining to municipal facilities. 5. 3. 4 Willingness of firm to work within budget and time constraints: 5.3.4. 1 Describe willingness of proposer to work within the City' s budget and time constraints and manner in which the proposer will work with the City to ensure requirements of the scope of work are met. A statement of disclosure certifying the proposers bears no relationship, past or present, with any potential bidder or contractor, which may hinder, impede or in any way compromise efforts to perfonn complete, unbiased and objective services for the City. 5. 3. 5 Pricing 5.3. 5. 1 Provide general costs and fee guidelines for the proposed services and products. A Schedule of Fees should be itemized to include any and all miscellaneous charges. 5.3. 6 Any other pertinent infonnation, which the proposer believes, will assist the City in making its selection. Purchasing Department Page: 8  Cemetery Burial Services Request for Proposal 09- 102 6. EVALUATION OF PROPOSALS 6. 1 . An evaluation committee will be established to review and evaluate each proposal. Proposers may be required to make a brief presentation to City Staff subsequent to which a short list will be developed from such ratings. The information provided in response to paragraphs 5. 3 . 1 through 5.3. 6 will be rated, utilizing a system as follows: 6. 1. 1 Capabilities 6. 1. 2 Past Performance 6. 1.3 Price 6. 1. 4 Experience 6. 1.5 Local Knowledge 6. 1.6 Additional Information 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. 7. SELECTION OF PROPOSALS 7. 1 Project specific discussions will be conducted with the top ranked finn. Following the discussion, the committee will a Performance Services attempt negotiate to Agreement with the top ranked firm. If no agreement can be reached with the top ranked frrm that fmn 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 to both satisfactory parties. 8. QUESTIONS REGARDING SPECIFICATIONS OR PROPOSAL PROCESS 8. 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 provided in paragraph 8. 4. Additionally, the city prohibits communications initiated by 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. Such communications initiated by a proposer may be grounds for disqualifying the offending proposer from consideration for award of the proposal and/or any future proposal. Purchasing Department Page: 9 Cemetery Burial Services Request for Proposal 09- 102 8. 2 Any questions relative to interpretation of specifications or the proposal process shall be addressed to the Director of Purchasing in writing, in ample time before the period set for the receipt and opening of proposals. No inquiries if received within ten ( 10) days of the date set for receipt of proposals will 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. 8.3 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. 8. 4 Direct inquiries to: City of Fort Walton Beach Paul Eubanks, Buyer Purchasing Department PO Box 4009 143 Hollywood Blvd NW Fort Walton Beach, Florida 32549 850) 833- 9525 Fax ( 850) 833- 9643 Website: http:// www.fwb. org: 9. CONDITIONS OF PROPOSALS 9. 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. 9. 2 Comvleteness - All information required by the Request for Proposal must be supplied to constitute a legitimate proposal. 9.3 Public Opening - All proposals will be publicly opened at the time and place the specified and made available for public inspection within ten ( 10) days after made, whichever is earlier. proposal opening or when an award decision is 94 . Award Presentation - The Public Works Director will present to City Council for