Okaloosa County BOCC — May 4, 2013 — Compare version 5 with original — reading text

recommendations. B. All formal protests of the committee's recommended rankings shall be submitted to the County Administrator, in writing, with a copy to the County Attorney, within five (5) calendar days from the date that the notice of intent to protest is received by the County Administrator. C. The formal protest shall contain, but not be limited to, the following information: 1. Name and address of the protesting party. 2. Request for Proposals being protested. 3. Statement of disputed issues of material fact. If there are no disputed material facts, the formal protest must so indicate. Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 30  4 nd of any relevant rules, regulations, statutes and constitutional . provisions entitling the protesting party to relief. A c o n c i s e s t a t e m e n t o f t h e u l t i m a t e f a c t s a l l e g e d a Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 30  5. A demand for the relief the protesting party deems itself entitled. 6. Such other information as the protesting party deems to be material to the issue. D. The County Administrator and the County Attorney shall review the merits of each timely protest and issue their recommendation to the Board of County Commissioners along with the recommendation of the selection committee. STEP 5: The Board of County Commissioners shall consider the recommendation of the selection committee and, if appropriate, the recommendation of the County Administrator and County Attorney resulting from the exercise of the protest procedure. The recommendation of the selection committee should normally be accepted, unless a protest has been filed or the committee report does not adequately support the recommendation. If neither the recommendation of the selection committee or the recommendation resulting from the exercise of the protest procedure are accepted, the committee should be reconvened until acceptable recommendations have been agreed upon. In reconvening the committee, the Board should advise the committee what elements need to be specifically reviewed in order to finalize the priority list. STEP 6: Negotiations between the selection committee and the priority vendor (the vendor ranked highest on the Board approved short list) will proceed as follows: A. Negotiations will be held with the first vendor on the priority list. B. If no tentative agreement can be reached with the first vendor, then negotiations will commence with the second vendor on the short list. C. If no tentative agreement can be reached with the second vendor, then negotiations will commence with the third vendor. D. If no tentative agreement can be reached with the third vendor, then the committee shall return to the Board to report such and recommend that a new short list be established from among the other proposals submitted. If for any reason said procedure is not feasible, the committee shall seek direction from the Board as to how to proceed further. STEP 7: Presentation of the tentative agreement by the selection committee to the Board for approval. The Executive Summary shall inform the Board as to the terms, conditions and costs associated with the contract. STEP 8: Upon approval of the agreement by the Board, execution of a purchase order and formal, written agreement prior to commencement of the work associated with the contract. COUNTY ADMINISTRATOR/PURCHASING DIRECTOR AUTHORIZATION PROCEDURE Qualified firms will be informally considered, with the most qualified firm to be selected on the basis of the following characteristics: A. Appropriate capabilities and skills. B. Ability to perform the contract within the required time and budget restraints. C. Previous experience with the County. When contracting for architectural and engineering (A&E) services, geographic location may be a selection criteria provided its application leaves an appropriate number of qualified firms. D. Adequacy of personnel (sufficient number available for contract). Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 30 The requesting department head will appoint a review committee to review submittals for all work between $25,000.00 - $50,000.00. A written recommendation will be forwarded to the County Administrator for approval. Services up to $25,000.00 will be reviewed by the requesting department head and their staff. A written recommendation will be forwarded to the Purchasing Director for approval. Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 30  SELECTION COMMITTEE MEMBER INSTRUCTIONS You have been selected to serve on a Board approved Review and Recommendation Committee for services for Okaloosa County. 1. You will be given a copy of all proposals received for this service. 2. You are required to read and review each proposal, make written notes as to the proposal meeting the following criteria: a. Did the response meet the requested format? b. Did the proposal include all required documentation? c. Does this firm seem capable of producing the services requested? 3. Fill out the provided ranking sheet for each firm. 4. At a schedule meeting, all Committee Members will discuss the strengths and weaknesses of each firm. 5. All Committee Members will submit their ranking sheet to the Committee Chair or the Purchasing representative. 6. A consensus ranking will be prepared for attachment to the Board agenda recommendations to be presented at the next Board meeting. 7. Upon approval by the Board, the Purchasing Director shall notify all firms submitting proposals of the Board action. Note: Any questions directed to any Committee Member by a proposer should be directed to the Purchasing Director. Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 30  ATTACHMENT "A" The following are requirements that will be included in all bid specifications (Special Conditions section) for projects that are funded through/by the U.S. Department of Transportation, Federal Transit Administration. Okaloosa County reserves the right to reject any/all bids that are submitted incomplete or without these documents. 1. Buy America 2. Bus Testing 3. Lobbying 4. Clean Air 5. Civil Rights 6. Bid Protests 7. Government Debarment and Suspension 8. Fraud 9. The Purchasing Director has the authority and responsibility to ensure Federal requirements are met regarding all procurements of goods and services utilizing FTA Funds. That person will also have the ability to stop any procurement activity if it conflicts with Federal procurement practices. 10. The Okaloosa County Coordinated Transportation Office shall ensure that all required portions of the Uniform Administrative Requirements for Grants & Cooperative Agreements (49CFR-Part 18 & Circular 4220 are complied with. 11. The Purchasing Department & Okaloosa Coordinated Transit will maintain current copies of the above documents and familiarize themselves with the requirements. 12. Okaloosa Coordinated Transit shall maintain a written record of all purchases utilizing FTA funds showing the purpose of the expenditure. Revised – 11/09/98, 03/21/00, 09/18/01, 03/19/02, 09/07/04, 05/15/07, 09/04/07, 09/03/08, 09/12/2011 30  FEDERAL TRANSIT ADMINISTRATION REQUIREMENTS UNDER 49 CFR, PARTS 18 AND 19, AND CIRCULAR 4220 BUY AMERICA - The contractor agrees to comply with 49 U.S.C. 5323(j) and 49 CFR Part 661 which provide that Federal funds may not be obligated unless steel, iron, and manufactured products used in FTA-funded projects are produced in the United States, unless a waiver has been granted by FTA or the product is subject to a general waiver. General waivers are listed in 49 CFR 661.7 and include final assembly in the United States for 15 passenger vans and 15 passenger wagons produced by Chrysler Corporation, microcomputer equipment, software, and small purchases (currently less than $100,000) made with capital, operating, or planning funds. Separate requirements for rolling stock are set out at 5323(j)(2)(C) and 49 CFR 661.11. Rolling stock not subject to a general waiver must be manufactured in the United States and have a 60 percent domestic content. A bidder or offeror must submit to the FTA recipient (Okaloosa County) the appropriate Buy America certification (below) with all bids on FTA-funded contracts, except those subject to a general waiver. Bids or offers that are not accompanied by a completed Buy America certification must be rejected as non-responsive. This requirement does not apply to lower tier subcontractors. Certification requirement for procurement of steel, iron, or manufactured products. Certificate of Compliance with 49 U.S.C. 5323(j)(1) The bidder or offeror certifies that it will meet the requirements of 49 U.S.C. 5323(j)(1) and the applicable regulations in 49 CFR Part 661. Date Signature Company Name Title Certificate of Non-Compliance with 49 U.S.C. 5323(j)(1) The bidder or offeror hereby certifies that it cannot comply with the requirements of 49 U.S.C. 5323(j)(1), but it may qualify for an exemption