Okaloosa County BOCC — September 3, 2013 — reading text

Note: For proposer’s convenience, this certification form is enclosed and is made a part of the bid package. 11. Liability & Indemnification Form – To the fullest extent permitted by law, CONTRACTOR shall indemnify and hold harmless COUNTY, its officers and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this Agreement. 4 Packet Pg. 82  Note: For proposer’s convenience, this certification form is enclosed and is made a part of the bid package. 12. Federal E-Verify Compliance Certification - In accordance with Okaloosa County Policy and Executive Order Number 11-116 from the office of the Governor of the State of Florida, Proposer hereby certifies that the U.S. Department of Homeland Security’s E- Verify system will be used to verify the employment eligibility of all new employees hired by the contractor during the contract term, and shall expressly require any subcontractors performing work or providing services pursuant to the contract to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term; and shall provide documentation of such verification to the COUNTY upon request. Note: For proposer’s convenience, this certification form is enclosed and is made a part of the bid package. RFQ Opening shall be public on the date and time specified on the proposal form. It is the firm’s responsibility to assure that their RFQ is delivered at the proper time and place. Offers by telegram, facsimile, or telephone are not acceptable. Note: Crestview is “not a next day guaranteed delivery location” by delivery services. Evaluation/Selection of Submittals – The submittals will be reviewed by a Review & Selection Committee (to be appointed by the Okaloosa Board of County Commissioners at a later date). Paper and Electronic Submission are required in Microsoft Word or Adobe Acrobat PDF not to exceed 9mb. The Committee will select those firms deemed to be most responsive and hear presentations by those firms, if necessary. The Selection Review Committee will evaluate all submittals received and: 1. Prepare an alphabetical listing of those proposers determined to be interested and available. Evaluate the submittals meeting minimum submission 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: a. 50% Cost b. 30% Technical solution – ability to meet all technical requirements c. 20% Vendor Qualifications and Experience 2. Review of all submittals received will proceed as follows: a. The selection committee will review all written documents submitted. b. The committee’s ranking of prospective firms shall be based on the firm’s qualifications, capabilities, ability, adequacy of personnel, past record, 5 Packet Pg. 83  recent experience, current workload, location(s) of the firm or individual and the overall adherence to the Request For Qualifications. c. The committee may request oral presentations from the consultants when establishing the recommended priority or short list. d. Proposals will be reviewed to determine if all mandatory requirements have been met. Failure to meet any mandatory requirements may result in the proposal being rejected. 3. Okaloosa County reserves the right to negotiate contracts with one or more information technology firms for these services. 4. Presentation of the rankings, selections, agreements and proposed contracts will be made to the Okaloosa County Board of County Commissioners in accordance with the Purchasing Department’s policy related to the acquisition of services. 5. At such time when an approval is granted by the Okaloosa County Board of Commissioners notification will be provided to each firm in accordance with the County’s Purchasing Department policy. RFQ Opening - RFQ Opening shall be public on the date and time specified on the RFQ form. It is the proposer’s responsibility to assure that their RFQ is delivered to the proper time and place. Offers by telegram, facsimile or telephone are NOT acceptable. Note: Crestview, FL is “not a next day guaranteed delivery location” by delivery services. Right to Waive and Reject: 1. The Board, in its absolute discretion, may reject any submittal of a proposer that has failed, in the opinion of the Board, to complete or perform an Okaloosa County contracted project in a timely fashion or has failed in any other way, in the opinion of the Board, to perform a prior contract in a satisfactory manner, and has directed the Okaloosa County Purchasing Director to emphasize this condition to potential proposers. 2. There is no obligation on the part of the County to award the contract to the highest ranked proposer, and the County reserves the right to award the contract to proposer submitting a responsive RFQ with a resulting negotiated agreement which is most advantageous and in the best interest of Okaloosa County, and to reject any and all proposals or to waive any irregularity or technicality in proposals received. Okaloosa County shall be the sole judge of the proposal and the resulting negotiated agreement that is in its best interest and its decision shall be final. 3. The Board of County Commissioners reserves the right to waive any informalities or reject any and all submittals, in whole or part, to utilize any applicable state contracts in lieu of or in addition to this proposal and to accept the proposal that in its judgment will best serve the interest of the County. 6 Packet Pg. 84 4. The Board of County Commissioners specifically reserves the right to reject any conditional proposal and will normally reject those which made it impossible to determine the true amount of the proposal. Each item must be proposed separately and no attempt is to be made to tie any item or items to any other item or items. Disqualification of Proposers - Any of the following reasons may be considered as sufficient for the disqualification of a proposer and the rejection of his proposal: 1. More than one submittal for the same work from an individual, firm or corporation under the same or different name. 2. Evidence that the proposer has a financial interest in the firm of another proposer for the same work. 3. Evidence of collusion among proposers. Participants in such collusion will receive no recognition as proposers for any future work of the County until such participant shall have been reinstated as a qualified proposer. 4. Uncompleted work which, in the judgment of the County, might hinder or prevent the prompt completion of additional work if awarded. 5. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of the RFQ. 6. Default under previous contract. Discrimination - An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity. 7 Packet Pg. 85  INSURANCE REQUIREMENTS Contractor’s Insurance A. The CONTRACTOR shall not commence any work in connection with this 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. All insurance shall include the interest of all entities names in and its respective agents, consultants, servants and employees of each and all other interests as may be reasonably required by Okaloosa County as Additional Insured. The coverage afforded the Additional Insured under this policy shall be primary insurance. If the Additional Insured have other insurance that is applicable to the loss, such other insurance shall be on an excess or contingent basis. The amount of the company’s liability under this policy shall not be reduced by the existence of such other insurance. D. The County of Okaloosa shall be listed as Additional Insured by policy endorsement on all insurance contracts applicable to this Agreement except Workers’ Compensation and Professional Liability. E. The County of Okaloosa shall be furnished proof of coverage by certificates of insurance (COI) and endorsements for every applicable insurance contract required by this Agreement. The COI’s and policy endorsements must be delivered to the County Representative not less than ten (10) days prior to the commencement of any and all contractual agreements between the County of Okaloosa and the CONTRACTOR. F. The County shall retain the right to reject all insurance contracts that do not meet the requirement of this Agreement. Further, the County reserves the right to change these insurance requirements with 60-day notice to the CONTRACTOR. G. The insurance definition of Insured or Additional Insured shall include Subcontractor, Sub-subcontractor, and any associated or subsidiary companies of the CONTRACTOR, which are involved, and which is a part of the contract. H. The County reserves the right at any time to require the CONTRACTOR to provide certified copies of any insurance policies to document the insurance coverage specified in this Agreement. I. The