Fort Walton Beach Council agenda — 04-26-11 regular — reading text

proposals called for in this Request for Proposals. 3. 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). If interviews are required, they will be scheduled by the Purchasing Agent at least two business days in advance. 4 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. ACCEPTANCE /REJECTION /MODIFICATION OF PROPOSALS - The City reserves the right to negotiate modifications to proposals that it deems acceptable, reject any and all M r proposals, and to waive minor irregularities in the procedures. 0 T a 6. PROPOSALS BINDING - All proposals submitted shall be binding for ninety ( 90) U- calendar days following the bid opening. 7. ALTERNATE PROPOSALS - An alternate proposal is viewed by the City as a proposal describing an approach to accomplishing the requirements of the Request for 00 MN 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 LL technical approach, or other provision or requirements set forth in the solicitation. The v d City will, during the initial evaluation process, consider all alternate proposals submitted. a Y 8. ADDENDUM AND AMENDMENT TO REQUEST FOR PROPOSALS - If it is necessary v to revise or amend any part of this Request for Proposal, the Purchasing Agent will post L the addendum on the Florida Bid System website at www,floridabidsystem. com and on the City's website at www.fwb.org. It is the bidder's responsibility, prior to submitting a o bid, to ascertain if any addenda have been issued, to obtain all such addenda, and to w addenda with the bid ( or complete and sign addenda return any executed E acknowledgement form). The failure of a bidder to submit acknowledgment of any r V addenda that materially affects the bid is considered a manor irregularity and will be r v cause for resection of the bid. a 9. 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. 10. 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 Page 5 of 93  14.2.b believes that any information contained in a proposal is confidential or proprietary an exempt from public disclosure, the proposer shall identify specifically any such information contained in their proposals and cite specifically the applicable exempting law. 11. 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. 12. PROPOSER' S CERTIFICATION - By submitting a proposal, the proposer certifies that he has fully read and understands the proposal method and has full knowledge of the scope, nature, and quality of work to be performed. 13. LOCAL MERCHANT PREFERENCE - In accordance with Section 4. 01. 02 of the City of Fort Walton Beach Code of Ordinances, in operating within the policy of purchasing d quality to suit the intended purpose at the least expense, every effort will be made to J purchase from merchants located within the City. M r If all bids /proposals received in response to a competitive procurement are for the same 0 T total amount or unit price, quality and service being equal, the procurement shall be a awarded to the local merchant. v_ Local Merchant will be a scheduled evaluation criteria in all Request for Proposal ( RFP) 3 competitive solicitations and will be assigned a weight of 5 %. If the proposal meets the a definition of a local merchant, as defined in Section 2. 18 of the City' s Purchasing Policies and Procedures, the proposal will be awarded 5 points by each evaluation 00MN committee member. U- Exception to this Local Merchant Preference policy shall apply to: Purchases or contracts made under an emergency situation, as defined by Cn Section 2. 14 of the City' s Purchasing Policies and Procedures. grant v Purchases funded in whole or part by a governmental agency ( purchases). L d The City Council may waive application of the local merchant preference. J d E 14. MINORITY BUSINESS ENTERPRISE - Certification as a Minority Business Enterprise tU will be a scheduled evaluation criteria in all Requests for Proposal ( RFP) competitive solicitations and will be assigned a weight of 5 %. If the proposal meets the definition of a a Minority Business Enterprise, as defined in Section 2.20 of the City's Purchasing Policies and Procedures, the proposal will be awarded 5 points by each evaluation committee member. Page 6 of 93 VIII. EVALUATION OF PROPOSALS: 1. 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 the needs of the City. After review of all proposals ( and interviews if required) selection committee will score each proposal based on the assigned evaluation criteria. The Selection Committee will meet on April 4, 2011 at 10: 00 a. m. Local Time in the Main Conference Room located at City Hall, 107 Miracle Strip Parkway SW. 2. 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 ii deems appropriate. Failure to provide requested additional information may result in rejection of the proposal. 3. RATING SYSTEM - The Selection Committee will rate all proposals utilizing the JaJa Weighted Rating System below. The sum of the Total Weighted Ratings assigned by MM the committee members will be used to rank the proposals. 00 TT aa The top ranked proposer with the highest Total Weighted Score will be recommended for award to the City Council, in accordance with Section 3. 9. 11 of the City' s Purchasing LL Policies and Procedures. 33 aa EVALUATION CRITERIA TO RANK PROPOSALS: co co n nN N Proposals will be evaluated on the following Criteria: 1- 5) WEIGHTED EVALUATION CRITERIA WEIGHT SCORE SCORE