Fort Walton Beach Council agenda — 03-12-13--regular — reading text

proposalproposal describingdescribing anan approachapproach toto accomplishingaccomplishing thethe requirementsrequirements ofof thethe RFP,RFP, whichwhich differsdiffers fromfrom thethe approach approach setset forthforth inin thethe solicitation.solicitation. AnAn alternate alternate proposalproposal maymay alsoalso bebe aa secondsecond proposalproposal submittedsubmitted byby thethe samesame proposer,proposer, whichwhich differsdiffers inin somesome degreedegree fromfrom itsits basicbasic oror primeprime proposal.proposal. AlternateAlternate proposalsproposals maymay addressaddress thethe technicaltechnical approach,approach, oror otherother provisionprovision oror requirements requirements setset forthforth inin thethe solicitation.solicitation. TheThe CityCity will,will, duringduring thethe initialinitial evaluationevaluation process,process, considerconsider a0a0 alternatealternate proposalsproposals submitted.submitted. 3.3. 88 ADDENDUMADDENDUM ANDAND AMENDMENTAMENDMENT TOTO REQUEST REQUEST FORFOR PROPOSAL:PROPOSAL: IfIf itit isis necessarynecessary toto reviserevise oror amendamend anyany partpart ofof thisthis RFP,RFP, thethe PurchasingPurchasing AgentAgent wil wil postpost thethe addendumaddendum onon thethe FloridaFlorida ProposalProposal SystemSystem websitewebsite atat wwwwww fioridunronosulsystem.fioridunronosulsystem. comcom andand / / oror onon thethe City'City' ss websitewebsite atat www.www. tleb.tleb. oror AtAt isis thethe Proposer'Proposer' ss responsibility,responsibility, priortopriorto submittingasubmittinga proposalproposal , , toto ascertain ascertain ifif anyany addendaaddenda havehave beenbeen issued,issued, toto obtainobtain allall suchsuch addenda,addenda, andand toto returnreturn anyany executedexecuted addendaaddenda withwith thethe proposal proposal ( ( oror completecomplete andand signsign addendaaddenda acknowledgement acknowledgement form).form). TheThe failurefailure ofof aa ProposerProposer toto submitsubmit acknowledgmentacknowledgment ofof anyany addendaaddenda thatthat material ymaterial y affectsaffects thethe proposalproposal isis considered considered aa majormajor irregularityirregularity andand willwill bebe causecause forfor rejectionrejection ofof thethe proposal.proposal. 3.3. 99 ECONOMYECONOMY OFOF PREPARATION:PREPARATION: ProposalsProposals shouldshould bebe prepared prepared simplysimply andand economically,economically, providing providing aa straightforward,straightforward, conciseconcise descriptiondescription ofof thethe proposer'proposer' ss abilityability toto fulfillfulfill thethe requirements requirements ofof thethe RFP.RFP. SubmitSubmit oneone unbound unbound originaloriginal andand fivefive hardhard copiescopi ( es ( aa totaltotal ofof sic);sic); andand oneone electronicelectronic copycopy onon aa compactcompact disk.disk. ProposalsProposals shallshall bebe briefbrief andand toto thethe pointpoint asas possible,possible, whilewhile stillstill meetingmeeting proposalproposal requirements.requirements. 2020 f2sf2s  welsRS punoS 6uipuel OW- CC ddN PJemV: OZZZ) suoponpord OSl' OW-CL d=IH auaw43e8V a r tt L a a as —.". U, am N am Yu 3. 10 PROPRIETARY INFORMATION: in accordance with Chapter 119 of the a Florida Statutes ( Public Records Law), and except w may he provided by other applicable State and Federal Law, all proposers should be aware that RFP' s 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. 3. 11 PROPERTY OF THE CITY: All proposals received from proposers in response to this RFP 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. 3. 12 CONTRACT AWARD: The Proposer's proposal must be complete to be considered for award. 3. 12. 1 The City reserves the right to qualify, accept, or reject any or all vendors as deemed to be in the best interest of the City. The City reserves the right to accept or reject any or all proposals and to waive irregularities or technicalities in any proposal when in the best interest of the City. The City reserves the right to accept or reject any exception taken by the vendor to the terms and conditions of the Request for Proposal. 3. 12. 2 The City of Fort Walton Beach reserves the right to accept any submittal, or any part or parts thereof, or to reject any and all submittals. 3. 12. 3 It is the City's intent to make an award within ninety (90) working days of the proposal due date. 3. 12. 4 Award, if made, will be in accordance with the terms and conditions herein and shall be in the form of a Contract. Awarded vendor will be given the City' s contract compliance document to complete and return within thirty (30) calendar days of contract award. 3. 13 RESPONSE TO SCOPE OF SERVICES: 3. 13. 1 Contact Restrictions for Proposers: All questions or requests for additional information regarding this proposal MUST be directed to the designated Purchasing Agent indicated below. Prospective Proposers shall not contact any member ofthe City Managers Office or other City employees regarding this proposal prior to award recommendation by City Council and posting ofthe final tabulation on the City' s W ebsite at www.fwb. ore. Any such contact shall be cause for rejection of your proposal. 21 of28  wels/. S punos 6ulpue 10 1, 0- C L dd21 PJemtl : OZZZ) suopanpord 0SJ- 0 i0-£ 1, d=IU auawyoeny L a on waimn a. amm noun > > - nrr nioyaui m Hw a 3.13. 2 All proposers shall direct communications and inanities to: swu Paul Eubanks, Purchasing Agent a 105 Miracle Strip Pkwy. SW Fort Walton Beach, FL 32548 Phone: ( 850) 833 -9523 Fax: ( 850) 833 -% 43 Email: peubanksri-ficb.ore 3. 14 SITE VISITS: Any potential bidder wishing to visit the identified work site for the purpose of gathering additional technical information, should contact the Purchasing Representative listed in Section 2. 11. 4 on page 15 to schedule an appointment. 3. 15 VENDOR PROTESTS: Proposers or Respondents who do not agree with the City Council' s recommendation for award are afforded the opportunity to protest the recommendation by submitting written notice to the Purchasing Division within three ( 3) business days after notice of award. 3. 16 NEGOTIATIONS 3. 16. 1 The City may award a contract on the basis of initial offers received, without further negotiations, or may negotiate a final contract. Therefore, each initial of %r should contain the Proposer' s best terms from a cost or price and technical standpoint. 3. 16. 2 The City reserves the right to enter into contract negotiations with the selected Proposer. If the City and the selected Proposer cannot negotiate a successful contract, the City may terminate said negotiations and begin negotiations with the next selected Proposer. This process will continue until a contract has been executed or all Proposers have been rejected. No Proposer shall have any rights against the City arising from such negotiations. 3. 17 PERFORMANCE SCHEDULE: The Consultant shall commence performance within ten ( 10) days of receipt of Notice to Proceed. zz of28  watst'S punoS 6uipueq 00-£L d=ld PremV : OZZZ) suogonpord DS1- 01,0-£ t dJU : 1uaw40el1V a h N 4.0 EVALUATION OF PROPOSALS - It is intended that one firm shall be selected to perform professional services on behalfof the City of Fort Walton Beach for the sound system. The City of Fort Walton Beach' s representatives will rank each prospective firm in order of preference, based a oa a upon items addressed in the qualifications that are received. The City ofFort Walton Beach, through its representatives, will negotiate with the highest ranked prospective firm. The firm retained serves at the discretion, direction