Fort Walton Beach Council agenda — 09-10-13--regular — reading text

human resources practices including federal and state employment laws. Experience designing and implementing pay plans and overall compensation systems, gathering data, performing job analysis and evaluation and conducting and analyzing salary survey data - 20% 82. 2 Use of effective and appropriate methodology to successfully perform this project - 20 %. 823 Qualifications of the individuals assigned to this task - 20% 8. 2. 4 Ability to meet the stated proposal requirements or other evaluation factors as indicated throughout the Request for Proposals or as may be deemed reasonable during the review process - 20% 8. 2. 5 Costs for services provided - 10% 8. 2. 6 Local Vendor Preference as defined in City' s Purchasing Policies— 5% 8. 2. 7 Minority Business Enterprise as defined in City' s Purchasing Policies- 5% 8. 3 EVALUATION COMMITTEE - A committee appointed by the City manager will assist in reviewing and evaluating all proposals submitted. 8. 3. 1 The committee members consisting of at least three staff members shall review each proposal individually and score each proposal based on the evaluation criteria listed below. The committee will compile individual rankings for each proposal to determine committee recommendations. The committee may at their discretion, schedule presentations from the top ranked firrn( s). The final recommendation will be decided based on review of scores and consensus of committee. 8. 3. 2 Submissions will be evaluated to determine those that best meet the needs of the City. Acceptance and approval of each proposal will be based on an evaluation of the information submitted by the applicants. The Evaluation Committee will meet on July 25th, 2013 at LOAM in the City Annex Training Room to evaluate and rank all firms. 8. 3. 3 After evaluation and ranking of submittals, the City may at its sole discretion, elect to forego further consideration of firms and recommend the highest ranked firm to the City Council for award. 8. 3. 4 The City reserves the right to reject all proposals. In the event the City does so, it shall provide in writing to all proposers the reasons for its rejection.  15. 1. b Pay and Classification Study for the City of Fon Walmn Beach, FL RFP 13m 8 8. 4 PRESENTATIONS: At the sole determination of the City, a minimum of the three ( 3) top ranked firms based upon submittal evaluations, may be required to make a presentation of their proposal. 8. 4. 1 If the City desires presentations, this will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way provide an opportunity to change any items in the original proposal. 8. 4. 2 If presentations are elected, the Purchasing Agent shall schedule the time and location of these presentations and notify the selected firms. Presentation shall be limited to 30 minutes, including the question and answer period. The presentations shall assist the Evaluation Committee in selecting the most qualified firm(s) for this project. Additional information and/ or cost information may be requested for clarification purposes, but in no way will change the original proposal submitted. 8. 4. 3 A new scoring sheet shall be prepared, based on the identical criteria and weighing below, for each presenter. The scores from the submittal and from the presentation shall be averaged to determine the final ranking. Based on the final scoring of the Evaluation Committee after the last presentation, a recommendation shall be made by the Evaluation Committee to the City Council to begin negotiations with the highest ranked firm 9. 0 SUBMISSION OF PROPOSALS 9. 1 SUBMISSIONS: One unbound original, five ( 5) complete copies of the Proposal, and one electronic copy of the proposal on a compact disk or flashdrive, containing the above -listed information must be received at the City Clerk' s Office no later than 2: 30 PM local time., July 16, 2013. Submissions will not be accepted after this time. 9. 2 Proposals shall be addressed as follows: City Clerk City of Fort Walton Beach 107 Miracle Strip Parkway SW Fort Walton Beach, FL 32548 9. 3 Submitted envelopes should be marked: " RFP 13 -018 - Pay & Classification Study" 10. 0 PROHIBITION OF COMMUNICATION: To ensure fair consideration for all prospective firms, the City prohibits communication to or with any department, bureau, or employee during the submission process, except as provided below. Additionally, the City prohibits communications initiated by a prospective firm to the City official or employee evaluating or considering the submission prior to the time a decision has been made. If a firm initiates communications of any form regarding this solicitation, that act may be grounds for  F- 1 5. 1. b Pay and Classification Study for City of Fort Walton Beach, FL UP 13 018 - disqualifying the proposer from consideration for the REP. 11. 0 GENERAL CONDITIONS OF PROPOSALS 11. 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. 11. 2 COMPLETENESS. All information required by the Request for Proposals must be supplied to constitute a legitimate proposal. 11. 3 PUBLIC OPENING. All proposals will be publicly opened and the list of Proposers read aloud in the City Hall Annex Bldg Conference Room, 105 Miracle Strip Parkway SW, Fort Walton Beach, FL at the time specified and will be made available for public inspection within thirty ( 30) days after the proposal opening or when an award decision is made, whichever is earlier. 12. 0 TERMS AND CONDITIONS OF CONTRACT 12. 1 CONTRACT REQUIRED. The City and the successful proposer( s) shall enter into a Contract for Services that will include, but not be limited to and may be superseded by such Contract, the following terms and conditions. 12. 2 INDEPENDENT CONTRACTOR STATUS; INDEMNITY. At all times the contractor will be an independent contractor and shall, therefore, agree to indemnify and save harmless the City, its officers, agents, and employees, from and against any and all liability, claims, demands, damages, fines, fees, expenses, penalties, suits, proceedings, actions and costs of action, including attorney's fees for trial and on appeal, of any kind and nature arising or growing out of or in any way connected with the performance of the Contract whether by act or omission of the proposer, its agents, servants, employees or others, or because of or due to the mere existence of the Contract between the parties. 12. 3 COPYRIGHTED, CONFIDENTIAL MFORMATION. If applicable, the proposer shall pay all royalties and assume all costs arising from the use of any invention, design, process materials, equipment, product or device which is the subject of patent rights or copyrights. Proposer shall, at its own expense, hold harmless and defend the City against any claim, suit or proceeding brought against the City which is based upon a claim, whether rightful or otherwise, that the goods or services, or any part thereof, furnished under the contract, constitute an infringement or any patent or copyright of the United Slates. The Proposer shall pay all damages and costs awarded against the City. 12. 4 TIME IS OF THE ESSENCE. A condition that time is of the essence for the proper provision of services of the Contract and that the successful proposer(s) will conduct all required work diligently and as specified by the City. 12. 5 ASSIGNMENT. The successful proposer( s) may not assign, transfer, or otherwise Packet Pp.,106  15.1. b Pay and Classification Study for the City of Fort Walton Beach, FL UP 13 018 dispose any rights or obligations of the Contract without prior written consent of the City. 12. 6 TERMINATION FOR CONVENIENCE. The City may at any time, at its sole discretion, Without cause, terminate the Contract for its convenience by written notice to the successful Proposer. If terminated for convenience, the City will calculate the outstanding payments due the Contractor and make that payment pursuant to the Prompt Payment Act. 12. 7 TERMINATION FOR DEFAULT. Contractors will be in default under the Contract if they commit a material breach of the Contract and as otherwise specified in the Contract. 12. 8 EXECUTION OF AGREEMENT. Within fifteen ( 15) calendar days after issuance of the Notice of Award,