Okaloosa County BOCC — June 17, 2014 — Agreement For Consulting Services — reading text

ARBENNIE PRITCHETT WRF 5 MGD EXPANSION PROJECT MANAGEMENT & DESIGN CRITERIA PROFESSIONAL SERVICES Work Task 1. Design/Build Team Procurement Management CONSULTANT shall coordinate and manage the work associated with the Design/ Build Procurement Process. This includes development of the request for qualifications (RFQ), assisting CLIENT to review of the Statements of Qualifications (SOQs) and the pre-qualification of D/B Teams, development of the request for proposals (RFP), solicitation of proposals, and review of the proposals, and technical evaluations and recommendation. Specifically, CONSULTANT shall perform the following services: 1.1 Develop the Request for Qualifications (RFQs) 1.1.1 CONSULTANT shall coordinate its activities with the CLIENT. 1.1.2 CONSULTANT shall develop an RFQ Package and a notice that will be published to solicit, SOQs from interested D/B Teams. 1.1.3. The RFQ will explain the nature of the project and enable the short-listing of qualified firms, and shall be based on the RFQ used to solicit D/B Teams for the original 2007 Arbennie Pritchett WRF D/B Project. 1.1.4 The RFQ development will occur simultaneously with the DCP development process 1.1.5 Asin the previous RFQ, the basis of D/B Team qualification will be a set of pass or fail criteria. These criteria will address the legal structure of the team experience with jobs of similar size and nature for all members of the D/B Team; financial capacity, bonding capacity, reference checks, and the respondents’ project approach. This approach will provide the CLIENT with a process that will ensure qualified D/B Teams and a defensible screening process to select teams for the short-list. 1.2 Managing the Pre-Qualification of Interested D/B Teams. 1.2.1. CONSULTANT shall coordinate its activities with the CLIENT. 1.2.2 CONSULTANT shall manage the development of a process to screen and pre-qualify candidate design-build teams using the RFQ developed in previous tasks. The pre-qualification process will include the service agreement principles that contain the major contractual provisions and the D/B business framework. The final product shall be to establish a shortlist of qualified vendors. 1.2.3. CONSULTANT shall manage the development of a Pre-qualification solicitation package advertisement to notify interested D/B Teams of the project. 1.2.4 CONSULTANT shall manage workshops and meetings with CLIENT, and regulatory staff, as needed, to review the pre-qualification process. 1.2.5 CONSULTANT shall solicit and evaluate the responses to the RFQ, shall prepare for and attend one pre-submittal meeting and shall prepare responses to questions and/or addenda. 1.2.6 CONSULTANT shall review and evaluate the qualifications submitted in response to the RFQ. The purpose is to determine which D/B Teams meet the pass/fail criteria and then provide information for the short-listing of the remaining D/B teams. The evaluation process will be based on the criteria included in the RFQ and will focus on the respondent's financial and technical qualifications. Technical evaluations will be based on established evaluation criteria. 1.2.7. CONSULTANT shall perform evaluations of the D/B Team’s net worth, liquidity and equity, profitability, and other financial qualifications. 1.2.8 Upon receipt of the SOQs, CONSULTANT shall prepare an initial evaluation report based on the evaluation criteria established for the project. This will assist the OCWS Staff in the overall selection process. The following proposal evaluation criteria may include: 1.2.8.1 The respondent's prior experience on similar projects. 1.2.8.2 The respondent's management capability, availability, and financial resources. 1.2.8.3 CONSULTANT shall perform due diligence investigations on certain reference facilities and references that are included within the respondent’s SOQ. This effort will be used to verify the 2 EXHIBIT A OKALOOSA COUNTY WATER AND SEWER SYSTEM ARBENNIE PRITCHETT WRF 5 MGD EXPANSION PROJECT MANAGEMENT & DESIGN CRITERIA PROFESSIONAL SERVICES information contained in the SOQ and to verify the respondent’s submission. Due diligence investigations may consist of: 1.2.8.3.1.1 Phone interviews of references and discussions with the owners of the reference facilities about the proposer’s services. 1.2.9 CONSULTANT shall prepare a draft SOQ evaluation report that summarizes the results of the RFQ evaluation process and activities. Based on the evaluation of the SOQs, the CONSULTANT will hold a meeting with the OCWS Staff to review the evaluation report. Following the selection of the short- listed firms, CONSULTANT shall contact the short-listed D/B Teams, as well as those D/B Teams not selected. Following this meeting with OCWS Staff, CONSULTANT shall finalize the SOQ evaluation report, to serve as final documentation of the pass/fail results, the short-list process, the analysis of the SOQs, and a listing of the final short-listed D/B Teams. 1.3 D/B Team RFP Development and Proposal Solicitation / Review 1.3.1 CONSULTANT shall coordinate its activities with the CLIENT. 1.3.2 CONSULTANT shall prepare the RFP documents in conjunction with the DCP documents. Both documents will be submitted simultaneously to the short-listed firms for use in preparation of their final proposal. The scope of work associated with the development of the DCP is addressed in a separate Work Task of this document. 1.3.3. CONSULTANT shall manage the development of an RFP to solicit Proposals from short-listed D/B Teams. The RFP shall use, as the basis for its development, the information and data contained in the 2007 Arbennie Pritchett WRF D/B RFP. Ata minimum, the RFP shall contain the following: 1.3.3.1 Items required by State of Florida Statute 287.055., Consultant’s Competitive Negotiation Act (CCNA). 1.3.3.2 The time and place responses are due. 1.3.3.3 Minimum requirements and any limitations that apply to the selection of D/B Teams. 1.3.3.4 Terms and provisions to be included in the service agreement. 1.3.3.5 A description of the process to be used to evaluate proposals including the evaluation factors and their relative weight. 1.3.4 CONSULTANT shall manage the distribution of the RFP and associated documents to the short- listed D/B Teams. CONSULTANT shall conduct and facilitate a mandatory pre-proposal conference with all of the short listed D/B Teams to clarify the RFP process. Following these meetings, CONSULTANT shall prepare addenda to the RFP and to the draft service agreement. 13.5 CONSULTANT in conjunction with the OCWS Staff will hold proprietary meetings with each of the proposed D/B Teams. The purpose of these interviews will be to allow the D/B Team to present confidential conceptual design ideas to the CLIENT and clarify PROJECT goals prior to submittal of their proposal. Such meetings will be clearly defined in the RFP prior to advertisement. 1.3.6 Upon receipt of the proposals, CONSULTANT shall prepare an initial evaluation report based on the evaluation criteria established for the project. This will assist the CLIENT’s selection team in the overall selection process. The following proposal evaluation criteria may include: 1.3.6.1 The respondent's prior experience on similar projects. 1.3.6.2 The respondent's management capability, availability and financial resources. 1.3.6.3 Nature of design proposed, system reliability, performance standards for the facility. 1.3.6.4 Project performance warranties, liquidated damages and other enforcement provisions. 1.3.6.5 Environmental protection measures to be used. 1.3.6.6 Allocation of project risks. EXHIBIT A— OKALOOSA COUNTY WATER AND SEWER SYSTEM ARBENNIE PRITCHETT WRF 5 MGD EXPANSION PROJECT MANAGEMENT & DESIGN CRITERIA PROFESSIONAL SERVICES 1.3.6.7 1.3.6.8 1.3.7 1.3.7.1 1.3.7.2 1.3.7.3 1.3.7.4 13.8 13.9 1.3.10 The proposed selection process would allow the CLIENT to use a combination of qualification and other criteria in the selection process and to use cost in negotiating an agreement. The acceptability of the proposed service agreement to the proposer is an important evaluation criterion. The service agreement will contain performance standards, warranties, liquidated damages and enforcement provisions as well as establishing allocation of project risks. CONSULTANT shall perform due diligence investigations on certain reference facilities and references that are included within proposals. This effort will be used to verify the information contained in the proposals and to verify the applicability of the reference facilities to those that were included in the proposals. Due diligence investigations may consist of: Phone interviews of references and discussions with the owners of the reference facilities about the proposer’s services. Discussions with representatives from appropriate regulatory agencies to confirm the facility’s compliance with permit conditions. Review of applicable local and state regulatory requirements, including investigations of prior violations of federal, state, and local regulations. CONSULTANT shall coordinate with the CLIENT during the development of an interview approach and with the preparation of interview questions. Such questions will be based on both proposal- specific information and the information obtained during the due diligence investigations. CONSULTANT shall review and screen the proposals for completeness and determine if the proposal meets the minimum requirements set forth in the DCP. CONSULTANT shall prepare a list of clarification questions for each proposal. Based on the evaluation of the proposals, the CONSULTANT will hold a meeting with the CLIENT to identify the recommended D/B Team. The CONSULTANT will present the findings in a recommendation report. Based upon the evaluation of the best and final proposals, the CLIENT shall select a preferred D/B Team to begin negotiating a final contract. Following approval of this selection by the governing board, CLIENT and CONSULTANT shall open the cost proposals and begin to evaluate the proposed PROJECT costs. 1.4 D/B Team Negotiation and Contracting 1.4.1 1.4.1.1 1.4.1.2 1.4.1.3 1.4.1.4 Based upon the evaluation of the best and final proposals as described in earlier Work Tasks, the CLIENT shall select a preferred D/B Team to begin negotiating a final contract. CONSULTANT shall coordinate with the CLIENT during these negotiations to provide relevant information and data, to offer opinions on technical and contractual issues, and to evaluate the costs of any changes. If the negotiation is not successful and the CLIENT begins negotiations with any other selected respondent, CONSULTANT shall assist in those negotiations. Specifically, CONSULTANT shall: Assist the CLIENT during negotiations with the most responsive D/B Team. Clarify terms that are consistent with CLIENT’s desired levels of legal, financial, regulatory, and engineering risk. Make a recommendation in regard to service agreement execution. When the negotiation process is complete, assist the CLIENT to execute the required service agreement including project performance bonds or other security sufficient to secure adequate performance by the D/B Team. Work Task 2. Design Criteria Package Development and Design Services CONSULTANT shall serve as the Design Criteria Professional and shall coordinate with the CLIENT to develop a Design Criteria Package (DCP) for the PROJECT that complies with State Statutes and the CLIENT’s criteria, meets CLIENT objectives, and that facilitates efficient proposal evaluations and contract 4 ExnHipit A— OKALOOSA COUNTY WATER AND SEWER SYSTEM ARBENNIE PRITCHETT WRF 5 MGD EXPANSION PROJECT MANAGEMENT & DESIGN CRITERIA PROFESSIONAL SERVICES negotiations. The principal goal of the DCP is to provide enough guidance to respondent D/B Teams to ensure the CLIENT’s project goals are met. The specific work to be completed in this task shall consist