Okaloosa County BOCC — April 27, 2013 — reading text

Proposals – Proposals must be submitted upon the prescribed forms provided herein. All blank spaces must be filled in, as noted, in ink or typed in both words and numbers with the amount extended and totaled. In case of any discrepancy between the written amount and the figures, the written amounts shall govern. Any proposals may be rejected that contain any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for or which shall in any manner fail to conform to the conditions or published notice inviting proposals. 14. Regulation & Ordinances – The proposer is required to be familiar with all Federal, State, and Local Laws, Ordinances, Codes, rules, and regulations that may in any way affect the work. Ignorance on the part of the proposer shall in no way relieve proposer from responsibility. 15. Prohibition Against Contingent Fees – Florida Statute 287.055(6)(a) requires the following statement, duly signed and notarized, be included in each submittal: “The respondent warrants that he or she has not employed or retained any company or person, other than a bona fide employee working solely for the respondent to solicit or secure this agreement and that he or she has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for the respondent, any fee, commission or percentage, gift or other consideration contingent upon or resulting from award or making of this agreement.” 16. Protection of Resident Workers – The Okaloosa County Board of County Commissioners actively supports the Immigration & Nationality Act (INA) which includes provisions addressing employment eligibility, employment verification, and nondiscrimination. Under the INA, employers may hire only persons who may legally work in the United States, (i.e., Last Revised- 03-07-2013 Page 8 Packet Pg. 652  8.6.a.a citizens and nationals of the U.S.) and aliens authorized to work in the U. S. The employer must verify the identity and employment eligibility of anyone to be hired, which includes completing the Employment Eligibility Verification. The contractor shall establish appropriate procedures and controls so no services or products under the contract documents will be performed or manufactured by any worker who is not legally eligible to perform such services or employment. Okaloosa County reserves the right to request Attachment: RESTORE Act Consulting Draft RFP (1507 : Restore Act Consulting Services RFP & Committee) documentation showing compliance with these requirements. Proposers doing construction business with Okaloosa County are required to use the Federal Government Department of Homeland Security’s website and use the E-Verify Employment Eligibility & Verification System to confirm eligibility of all employees to work in the United Sates. 17. POLICY ON “NO CONTACT CLAUSE” The Okaloosa County Board of County Commissioners has established a solicitation silence policy (No Contact Clause) that prohibits oral and written communication regarding all formal solicitations for goods and services (formal Request for Proposals, and Requests for Qualifications) issued by the Board through the County Purchasing Department. The period commences on the date the proposals are due and terminates when the Board of County Commissioners approves an award. When the solicitation silence period is in effect, no oral or written communication is allowed regarding the solicitation between prospective proposers and members of the Board of County Commissioners, the County Administrator, or members of the Board Approved Review Committee. All questions or requests for information regarding the solicitation must be directed to the designated Purchasing Representative listed in the solicitation. Any information thought to affect the committee or staff recommendation submitted after proposals are due, should be directed to the Purchasing Director or his appointed representative. It shall be the Purchasing Director’s decision whether to consider this information in the decision process. Any attempt by a vendor/proposer to influence a member or members of the aforementioned shall be grounds to disqualify the proposer from consideration during the selection process. All proposers must agree to comply with this policy by signing the following statement and including it with their submittal. I representing Signature Company Name Hereby agree to abide by the County’s “No Contact Clause” and understand violation of this policy shall result in disqualification of my proposal/submittal. 18. Evaluation & Selection – A Selection Review Committee appointed by the Board of County Commissioners will evaluate all submittals received and: Last Revised- 03-07-2013 Page 9 Packet Pg. 653  8.6.a.a 1. Prepare an alphabetical listing of the firms determined to be interested and available. Evaluate the responses meeting minimum submissions criteria based upon qualifications and conduct discussions with those firms deemed to be the most highly qualified to provide the services required. Selection as best qualified will be based on the following considerations: Attachment: RESTORE Act Consulting Draft RFP (1507 : Restore Act Consulting Services RFP & Committee) a. Responsiveness of the submittal and understanding of the project. b. Firm’s availability of adequate personnel, equipment and facilities. c. Geographic location of the firm. d. Familiarity with the project requirements. e. Similar project experience in size and scope to that herein proposed. f. Business credentials and qualifications of proposed personnel. g. Firm’s capability to meet contract schedule. h. Cost. 2. Review all proposals received will proceed as follows: a. The selection committee will review all documents submitted. b. The committee’s ranking of prospective firms shall be based on the evaluation criteria listed in No. 1 above as provided in the submittal. 3. Negotiations between the selection committee, or the committee designee, and the top firm (or firms) ranked highest on the Board approved short list will proceed as follows: a. Negotiations will be held with the first firm on the priority list. b. If no tentative agreement can be reached with the first firm, then negotiations will commence with the second firm on the short list. c. If no tentative agreement can be reached with the second firm, then negotiations will commence with the third firm. d. If no tentative agreement is reached with the third firm, then the committee shall return to the Board to report such and recommend that a new short list be established from among the other responses received. If for any reason said procedure is not feasible, the committee shall seek direction from the Board as to how to proceed further. 4. Presentation of the tentative contract 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. Last Revised- 03-07-2013 Page 10 Packet Pg. 654  8.6.a.a 5. Upon approval of the contract agreement by the Board, a formal written contract agreement will be executed prior to commencement of the work associated with the contract. a. The selection review committee will evaluate and rank all responses meeting the requirements herein and enter into formal negotiations with Attachment: RESTORE Act Consulting Draft RFP (1507 : Restore Act Consulting Services RFP & Committee) selected firms. Firms will be notified of dates and times of any interviews once final selection has been made. (Presentations may be required). 19. Submittal Opening – Names of firms that submit a response on or before the deadline specified herein shall be available to the public once the submittal deadline has passed. It is the firm’s responsibility to ensure that their response is delivered at the proper time and place. Offers by telegram, facsimile or telephone are NOT acceptable. Note: Crestview, Florida is “not a next day guaranteed delivery location” by delivery services. Last Revised- 03-07-2013 Page 11 Packet Pg. 655  8.6.a.a INSURANCE REQUIREMENTS Contractor’s Insurance A. The CONTRACTOR shall not commence any work in connection with this Attachment: RESTORE Act Consulting Draft RFP (1507 : Restore Act Consulting Services RFP & Committee) Agreement until he has obtained all required insurance and such insurance has been approved by the Okaloosa County Risk Management Director. B. All insurance policies shall be with insurers licensed to do business in the State of Florida, and any insuring company is required to have a minimum rating of A, Class X in the Best Key Rating Guide published A. M. Best & Co., Inc. C.