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

and the pleasure of the City of Fort Walton Beach. 4. 1 Selection Committee—An evaluation committeewill 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. 4.2 Evaluation Committee Meeting - The Selection Committee will meet at 10: 00 a.m. February 14, 2013 in the City Hall Annex Building - Conference Room located at 105 Miracle Strip Parkway SW, Fort Walton Beach FL 32548. 4.3 Rating System - The Selection Committee will rate all proposals utilizing the Weighted Rating System ( see Section 4. 7). The sum of the Total Weighted Ratings assigned by the committee members will be used to rank the proposals. 4.4 Presentation/ Interview: At the option of the City, the top scoring firms may be required to make a presentation of their proposal. This will provide an opportunity to clarify or elaborate on the proposal, but will not, in any way provide an opportunity to change any items in the original proposal. 4. 5 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. 4.6 Evaluation Criteria: Proposals will be evaluated by the City of Fort Walton Beach' s Evaluation Committee using the following criteria: 4.6. 1 Expertise of personnel assigned to the projects 4. 6. 2 In -house capabilities of the project office and field personnel to provide services requested. 4. 6.3 Experience in performing the requested engineering services for similar projects. Information and materials submitted for unrelated types of projects will not be considered by the evaluation committee. 4.6.4 Project methodology. 4.6. 5 In -place quality assurance procedures. 4.6. 6 References from past and present clients to include the following: 4.6.6. 1 Ability to meet deadlines. 4.6. 6. 2 Turnover rate of staff assigned to projects. 4.6.63 Typical response time for starting work. 4. 6. 6. 4 Overall quality of work. 4. 6.7 Estimated pricing based on the Pricing Sheet. 23 of 28  welsRS punoS 6u' Puel UO-CL ddb PlBmV : OZZZ) suononpard OSl- O[ O- U ddb : luawgoeAy 11 11. Q aa 4.7 EVALUATION CRITERIA SCORING: vo,o,v amam 0 - 5) WEIGHTED EVALUATION CRITERIA WEIGHT SCORE SCORE I Pricing ofproposed services compared to other proposers 35% Technical approach & capabilities of the 2I com an . 35% 3 References 20% 4 StatetedCertified MBE/WOB /SDVOB 0 or 5 points) 5% 5 Local Merchant Preference Rated 0 or 5 points) 5% TOTAL: 100% 4.4. 7.7. 11 REQUESTSREQUESTS FORFOR ADDITIONAL ADDITIONAL INFORMATION:INFORMATION: DuringtheDuringthe proposalproposal evaluation,evaluation, thethe CityCity ofof FortFort WaltonWalton BeachBeach reservesreserves thethe rightright toto requestrequest additional additional writtenwritten informationinformation toto assistassist inin thethe evaluation evaluation ofof thesethese qualifications.qualifications. 4.4. 88 QUESTIONSQUESTIONS REGARDING REGARDING SPECIFICATIONSSPECIFICATIONS OROR PROPOSAL PROPOSAL PROCESSPROCESS PROHIBITIONPROHIBITION OFOF COMMUNICATIONCOMMUNICATION 4.4. 8.8. 1 ToTo ensureensure fairfair consideration consideration forfor allall proposers,proposers, thethe CityCity prohibitsprohibits communicationcommunication toto oror withwith anyany department,department, oror employeeemployee exceptexcept thethe Purchasing Purchasing AgentAgent duringduring thethe submission submission process,process, exceptexcept asas providedprovided below.below. 4.4. 8.8. 22 PointPoint OfOf ContactContact - - TheThe Purchasing Purchasing Agent,Agent, oror aa designee,designee, willwill initiateinitiate anyany necessarynecessary communicationcommunication withwith aa proposerproposer toto obtainobtain informationinformation oror clarificationclarification toto allowallow thethe evaluationevaluation committeecommittee toto properlyproperly andand accuratelyaccurately raterate thethe proposals.proposals. 4.4. 8.8. 33 DiscussionDiscussion OfOf ProposalsProposal — s — TheThe PurchasingPurchasing Agent,Agent, oror aa designee,designee, maymay discussdiscuss aa proposalproposal directlydirectly withwith thethe responsibleresponsible proposerproposer toto getget clarification clarification andand assureassure aa fullfull understandingunderstanding of,of, andand responsivenessresponsiveness to,to, thethe solicitationsolicitation requirements.requirements. AllAll proposersproposers shallshall bebe accordedaccorded fairfair andand equalequal treatmenttreatment withwith respectrespect toto anyany opportunityopportunity forfor discussiondiscussion andand revision revision ofof proposalsproposals andand suchsuch revisionsrevisions maymay bebe permittedpermitted afterafter submissionsubmission priorprior toto awardaward forfor thethe purpose purpose ofof obtainingobtaining bestbest andand finalfinal offers.offers. InIn conductingconducting suchsuch discussions,discussions, therethere shallshall bebe nono disclosuredisclosure ofof anyany information information derivedderived fromfrom proposalsproposals submittedsubmitted byby competingcompeting proposersproposers exceptexcept asas maymay bebe requiredrequired byby thethe FloridaFlorida PublicPublic Records Records Law,Law, Chapter Chapter 119,119, FloridaFlorida Statutes.Statutes. 4.4. 8.8. 44 QuestionsQuesti - ons - Proposer Proposer shallshall address address anyany questionsquestions regarding regarding thethe proposalproposal processprocess toto thethe PurchasingPurchasing Agent,Agent, inin writingwriting andand inin sufficientsufficient timetime beforebefore thethe periodperiod setset forfor thethe receiptreceipt andand openingopening ofof proposals.proposals. Inquiries Inquiries receivedreceived withinwithin tente( n ( 10)10) daysdays ofof thethe datedate setset forfor receiptreceipt ofof proposalsproposals maymay notnot bebe answeredanswered oror givengiven anyany consideration.consideration. TheThe 2424 of2sof2s  wa;sAS punoS 6ui Puel M-Ct ddN PJemV : 6ZZZ) suo0onpoAd OSl - M-CL ddil auawyoetlV KIrA Jil V W NN a Purchasing Agent shall issue any interpretation for a proposer in the form of an a addendumto thespecifications. lfanaddendum is issued, the Purchasing Agent will conveyed that addendum to all proposers no later than five (5) days prior to the date a set for receipt of proposals. 4.8.5 Additionally, the city prohibits communications initiated by a proposer to the City official or employee evaluating or considering the proposals prior to the time an award decision has been made. if a proposer initiates communications ,that act may be grounds for disqualifying the proposer from consideration for award of the proposal. 4. 9 RESPONSIBILITY FOR KNOWLEDGE OF ADDENDA- All proposers must contact the Purchasing Agent prior to submitting a proposal to determine if any addenda have been issued, to obtain all such addenda, and to return, if necessary, any executed addenda with the proposal. 4. 9. 1 All proposers shall direct communications and inquiries to: Paul L. Eubanks, Purchasing Agent pcubankso: lwb.om or 850- 833 -9523 105 Miracle Strip Pkwy SW Fort Walton Beach. FL 32548 25 of28  walsRS punoS BulPue-1 01, 0- Ct ddN Plemtl : OZZZ) suoilonpoid OS-t- 0141- Ct d=IN auawyoelltl KFY# ijiIV w N F.^ W It 1. dmg Sound S I m n a CITY OF FORT WALTON BEACH, FLORIDA Y