Okaloosa County BOCC — September 3, 2013 — reading text

Ability to observe and advise whether plans and specifications are being complied with. f. Past record of professional accomplishments. g. Previous experience with Okaloosa County Board of County Commission. h. Familiarity with the proposed project area. i. Qualifications of personnel assigned to the program. j. Experience with programs similar in size and scope to those herein proposed. k. Firm’s capability to meet schedules. l. Willingness to meet time and budget requirements. m. Geographic location of the firm, including permanent office of staff and project management team. 2. Review of all proposals 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 capabilities, ability, and adequacy of personnel, past record, recent experience, current workload and location of the firm or individual as provided in the submittal. c. The Selection Committee may call for presentations by the top ranks firms. Last Revised – 10/18/2013 Page 6 Packet Pg. 751  3. Negotiations between the Selection Committee, or the Committee Designee, and the priority vendors (the vendors ranked highest on the Board approved short list) that will proceed as follows: a. Negotiations will be held with the 1st vendor on the priority list. b. If no tentative agreement can be reached with the 1st vendor, then negotiations will commence with the 2nd vendor on the short list. c. If no tentative agreement can be reached with the 2nd vendor, then negotiations will commence with the 3rd vendor. d. If no tentative agreement is reached with the 3rd vendor, then the Committee shall return to the Board to report such and recommend that a new short list be established from among the other proposals submitted. 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 agreements 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 contracts. 5. Upon approval of the agreement by the Board, execution of a formal written agreement prior to commencement of the work associated with the contract. 6. Direct contact one-on-one with the Committee members or the Board of County Commissioners is not allowed. Selection will be on the basis of professional qualifications and experience. Failure to comply with this requirement can result in disqualification. a. The Selection Review Committee will evaluate and rank all proposals meeting the minimum submission requirements and enter into formal negotiations with said firms. Firms will be notified of dates and times of any interviews. PROPOSAL OPENING – Names of firms that submit a proposal on or before the dealing specified herein shall be available to the public once the submittal deadline has passed. It is the proposer’s responsibility to assure that his proposal 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 – 10/18/2013 Page 7 Packet Pg. 752  --- EXAMPLE --- CRESTVIEW COURTHOUSE FLOOR PLANS – SECURITY LETTER Dear Requestor: Please be advised that the documents you have requested are protected under provisions of the Homeland Security Act. Since secure governmental operations are conducted at the Shalimar Annex, the facility may become the target of foreign or domestic terrorists who would seek to do harm to the persons inside. Okaloosa County is providing you a package of documents that includes pages of plans for the Crestview Courthouse with the following limitations on their use. While in possession of the floor plans for the courthouse: 1. You will restrict access to only those persons directly involved in the design and cost estimate on the project. 2. While in your custody, the documents will be safeguarded at all times to prevent access to or viewing by unauthorized individuals 3. You may not publish any portion of the plans in any internal or external media or communications. 4. You may not reproduce the documents without expressed written consent from the documents’ custodian, the Okaloosa County Facilities Maintenance Director. 5. You may not distribute the documents to any person or firm for any reason without expressed written consent from the documents’ custodian, the Okaloosa County Facilities Maintenance Director. 6. Once the proposal has closed for the project, all copies of the documents will be returned to the document custodian within ten (10) business days via the Okaloosa County Purchasing Department. 7. Violation of these terms may result in prosecution under the Homeland Security Act of 2002 and its revisions. By signing below you are agreeing to the terms and conditions herein described. Signed in Agreement by: Signature Date Firm Name Last Revised – 10/18/2013 Page 8 Packet Pg. 753  SPECIAL CONDITIONS 1. Construction Cost - The construction price shall include all equipment, labor, materials, permit(s), freight, taxes, required insurance, Public Liability, Property Damage and Workers' Compensation, etc., to cover the finished work called for. 2. Applicable Laws and Regulations - The proposers attention is directed to the fact that all applicable state laws, county municipal ordinances, orders, rules and regulations of all authorities having jurisdiction over project shall apply to the proposal throughout, and they will be deemed to be included in the contract the same as though they are written out in full herein. Special attention shall be applied to ensure that the building and all modifications to it are compliant with the current ADA codes for Florida courts. 3. Protection of Work Area - The contractor will be required to protect all work areas necessary to prevent accidents and insure safe working conditions for employees and work related personnel. 4. Review of Job Site – for technical information or to see jobsite, contact Don Turner, County Facility Maintenance Office, 850-689-5791; 8:00 a.m. – 4:00 p.m., Monday – Friday. 5. Proposal Information - Questions concerning proposal requirements or specifications should be directed to Richard Brannon at the Okaloosa County Purchasing Department, 602-C North Pearl Street, Crestview, Florida 32536, at 850-689-5960. Any changes by the County to specifications shall be in writing in the form of an addendum and furnished to all proposers. Verbal information obtained otherwise will not be considered in awarding of the proposal. 6. Right to Waive and Reject A. The Board, in its absolute discretion, may reject any proposal 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. B. There is no obligation on the part of the County to award the proposal to the lowest proposer, and the County reserves the right to award the proposal to proposer submitting a responsive proposal 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. C. The Board of County Commissioners reserves the right to waive any informalities or reject any and all proposals, 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. D. The Board of County Commissioners specifically reserves the right to reject any conditional proposal and will normally reject those that made it impossible to determine the true amount of the proposal. Last Revised – 10/18/2013 Page 9 Packet Pg. 754 7. 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 or proposals: A. More than one proposal for the same work from an individual, firm or corporation under the same or different name. B. Evidence that the proposer has a financial interest in the firm of another proposer for the same work. C. 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. D. Uncompleted work that in the judgment of the County might hinder or prevent the prompt completion of additional work if awarded. E. Failure to pay or satisfactorily settle all bills due for labor and material on former contracts in force at the time of advertisement of proposals. F. Default under previous contract. G. The Board, in its absolute discretion, may reject any proposal 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. 8. Conditional and Incomplete Proposals - The Board of County Commissioners specifically reserves the right to reject any conditional proposal and will normally reject those that make