Fort Walton Beach Council agenda — 01-11-11 regular — reading text

required, including the use of sub -consultants or sub -contractors, shall be detailed in a proposed Scope of Services. c. Related Technical Expertise —Descriptions of a minimum of three ( 3) and a maximum of five (5) projects of similar size and nature in the State of Florida shall be submitted. d. Project Staffing and Organization —Provide a brief description of the staffing and availability to complete this project, emphasizing specialized skills available for this project. e. Safety History and Safety Processes and Procedures —Describe the safety history of the firm including workers comp claims and how the firm has the capabilities to complete project safely. f. Licensing and Certifications —Provide copies of all relevant licenses and certifications g. Additional Information —Provide any additional information regarding your firms experience and capabilities that you feel would be important to the success of the project. h. Include an annualized schedule of activities for each tank with related costs for years one through ten. Also, include a sample contract, void of any r icing 6. PROPOSAL SUBMISSION a. SUBMISSION REQUIREMENTS —Responses to this RFP shall be submitted with pages numbered in a plastic binder with section dividers for each section of the RFP. Each proposal shall be submitted on 8 - 1/ 2" x 11" paper bound on one side. Expensive papers and bindings are discouraged since no materials will be returned to the Proposer. b. REQUESTS FOR ADDITIONAL INFORMATION —During the proposal evaluation, the City of Ft. Walton Beach reserves the right to request additional written information to assist in the evaluation of these qualifications. 61 c. INCURRED EXPENSES - The City is not responsible for any expenses, which proposers may incur in preparing and submitting proposals called for in this Request for Proposals. d. INTERVIEWS - The City reserves the right to conduct personal interviews or require presentations of any or all proposers prior to selection. The City will not be liable for any costs incurred by the proposer in connection with such interviews /presentations (i.e., travel, accommodations, etc.). e. REQUESTS FOR MODIFICATION - The City reserves the right to request at any time before award that the proposer modify the proposals received to more fully meet the needs of the City. f. ACCEPTANCE /REJECTION/MODIFICATION TO PROPOSALS - The City reserves the right to negotiate modifications to proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the procedures. g. PROPOSALS BINDING - All proposals submitted shall be binding for sixty (60) calendar days following opening. h. ALTERNATE PROPOSALS - An alternate proposal is viewed by the City as a proposal describing an approach to accomplishing the requirements of the Request for Proposals, which differs from the approach set forth in the solicitation. An alternate proposal may also be a second proposal submitted by the same proposer, which differs in some degree from its basic or prime proposal. Alternate proposals may address the technical approach, or other provision or requirements set forth in the solicitation. The City will, during the initial evaluation process, consider all alternate proposals submitted. i. ADDENDUM AND AMENDMENT TO REQUEST FOR PROPOSALS - If it is necessary to revise or amend any part of this Request for Proposal, the Purchasing Agent will furnish the revision by written Addendum on the City' s preferred method distribution point for such Request, and to all prospective proposers who received an original Request for Proposals or submitted a proposal. j. ECONOMY OF PREPARATION - Proposals should be prepared simply and economically, providing a straightforward, concise description of the proposer's ability to fulfill the requirements of the Request for Proposal and should not exceed 50 pages in length. k. PROPRIETARY INFORMATION - In accordance with Chapter 119 of the Florida Statutes Public Records Law), and except as may be provided by other applicable State and Federal Law, all proposers should be aware that Request for Proposals and the responses thereto are public records and subject to public inspection. If a proposer believes that any information contained in a proposal is confidential or proprietary and exempt from public disclosure, the proposer shall identify specifically any such information contained in their proposals and cite specifically the applicable exempting law. 2  B.+L.a ; 1. PROPERTY OF CITY - All proposals received from proposers in response to this Request for Proposal will become the property of the City of Fort Walton Beach and will not be returned to the proposers. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the City. m. PROPOSER' S CERTIFICATION - By submitting a proposal, the proposer certifies that he has fully read and understands the proposal method and has full knowledge ofthe scope, nature, and quality of work to be performed. n. LOCAL MERCHANT PREFERENCE: Section 3. 4 of the City' s Purchasing Policy FIN -09, provides that local merchant preference will be a scheduled evaluation criteria in all competitive solicitations. If all bids /proposals received in response to a competitive solicitation are for the same total amount or unit price, quality and service being equal, the bid/proposal shall be awarded to a local vendor. o. MINORITY/WOMAN -OWNED /SERVICE DISABLED VETERAN OWNED BUSINESS: In operating within the policy of purchasing quality to suit the intended purpose at the least expense, every effort will be made to purchase from merchants who are certified by the Florida Office of Supplier Diversity and that meet the criteria outlined in F. S. 288. 7. DATE OF SUMBISSION a. Sealed proposals of an original and five ( 4 ) complete copies will be received at the City Clerk's Office no later than November 11, 2010 . Proposals will not be accepted after this time. Proposals shall be labeled as follows: RFP 11 -005 Water Storage Tank Asset Management Program" Address Envelopes to: City Clerk 107 Miracle Strip Pkwy. SW Ft. Walton Beach, Fl 32548 8. EVALUATION OF PROPOSALS a. SELECTION COMMITTEE —An evaluation committee will be formed to review, score, and rank all proposals. Proposals will be evaluated to determine those that best meet the needs of the City. After review of all proposals ( and interviews if required) the selection committee will score each proposal based on the assigned evaluation criteria. b. REQUEST FOR ADDITIONAL INFORMATION - The proposer shall furnish such additional information as the City of Fort Walton Beach may reasonably require. The City reserves the right to make investigations of the qualifications of the proposer as it deems appropriate. Failure to provide requested additional information may result in rejection of the proposal. 7 The Selection Committee will meet at 10: 00 a. m. November 23, 2010 in the Purchasing Divisioin Offices located at 143 Hollywood Blvd. NW, Ft. Walton Beach F132548. c. RATING SYSTEM - The Selection Committee will rate all proposals utilizing the Weighted Rating System below. The sum of the Total Weighted Ratings assigned by the committee members will be used to rank the proposals. The top ranked proposer with the highest Total Weighted Score will be recommended for award to the City Council. The City Council will accept the recommendation to award to the highest ranked firm, or to reject all proposals. EVALUATION CRITERIA TO RANK PROPOSALS: Proposals will be evaluated on the following Criteria: WEIGHTE D EVALUATION CRITERIA WEIGHT SCORE SCORE Technical Approach and Proposed 1 Scope of Work 35% 2 Technical Expertise of Firm 30% 3 Price Proposal 30% 4 State Certified MBE/ WOB /SDVOB 5% 5 Local Vendor Preference N/ A TOTAL: 100% 9.9. OUESTIONSOUESTIONS REGARDINGREGARDING SPECIFICATIONS SPECIFICATIONS OROR PROPOSAL PROPOSAL PROCESSPROCESS a.a. PROHIBITIONPROHIBITION OFOF COMMUNICATIONCOMMUNICATION - - ToTo ensureensure fairfair considerationconsideration forfor allall proposers,proposers, thethe CityCity prohibitsprohibits communication communication toto oror withwith anyany department,department, bureau,bureau, oror employeeemployee exceptexcept thethe PurchasingPurchasing AgentAgent duringduring thethe submissionsubmission process,process, exceptexcept asas providedprovided below.below. Additionally,Additionally, thethe citycity prohibits prohibits communicationscommunications initiatedinitiated byby aa proposerproposer toto thethe CityCity officialofficial oror employeeemployee evaluatingevaluating oror consideringconsidering thethe proposalsproposals priorprior toto thethe timetime anan awardaward decisiondecision hashas beenbeen made.made. IfIf aa proposer proposer initiatesinitiates communications,communications, thatthat actact maymay bebe groundsgrounds forfor disqualifyingdisqualifying thethe proposerproposer fromfrom consideration consideration forfor awardaward ofof thethe proposal.proposal. b.b. POINTPOINT OFOF CONTACT CONTACT