Rfq 2017 01 Continuing Professional Marine Engineering Services
Request for Qualifications RFQ 2017-2018-02 Architect & Engineering Services Continuing Services Contract Due: May 17, 2018 at 2:00 PM CST
Table of Contents Solicitation Intent/Objective ..............................................................................................1 Scope of Work .................................................................................................................2 General Conditions, Instructions & Information for Proposers ..........................................4 General Information .........................................................................................................7 Tentative Procurement Schedule .....................................................................................8 Insurance Requirements ..................................................................................................9 Website ......................................................................................................................... 11 Instructions for Preparing Proposals ............................................................................. 12 Evaluation of Proposals ................................................................................................ 19 Evaluation Criteria ......................................................................................................... 22 Competitive Range ........................................................................................................ 24 Submittal Forms Proposer Information ..................................................................................................... 27 Drug-Free Workplace Form .......................................................................................... 28 W-9 ....................................................................................................................... 9 Minimum Qualifications ................................................................................................. 30 Current or Completed Projects ...................................................................................... 31 Project Photos ............................................................................................................... 32 Sub-Consultant ............................................................................................................. 33 Project Architect ............................................................................................................ 34 Disputes Disclosure ...................................................................................................... 35 References .................................................................................................................... 36 Minority / Woman Owned Business Statement (for reporting purposes only) ................ 37 Other Forms Statement of No-Proposal ............................................................................................. 38 Check List ..................................................................................................................... 39
Submit Qualifications to: Northwest Florida State College 100 College Blvd. Niceville, Florida 32578 Request for Attn: Purchasing Department Qualifications Bldg. 320 Room 136 RFQ #: Contact: Dedria Luderman Director of Purchasing 2017-2018-02 Phone: 850-729-6031 Fax: 850-729-5215 RFQ Title: Email: lundermd@nwfsc.edu Architect & Engineering Website Homepage: www.nwfsc.edu/about/purchasing/ Services for Continuing Services Contract All information related to this procurement request can be located at: https://www.nwfsc.edu/about/purchasing/current-bids/ Proposal Due Date & Time: May 17, 2018 at 2 p.m. CST Issue Date: April 15, 2018 Location of Public Receipt Acknowledgement: Room 136. Administration Building #320 1. The intent of this Request for Qualifications (RFQ) is to select qualified firms for providing quality Architect/Engineering (A/E) services for minor projects at all locations of NWFSC College Three (3) to five (5) firms will be awarded a master agreement contract, terms will be for three (3) years with options to renew for up to two (2) additional one-year (1) terms. Service on an as-needed basis will be requested by the College's Facilities Department, administered by the Director of Facilities. 2. Generally, the services will include, but not be limited to: a. Computer-aided construction documents, including all supporting documents in conformance with building and related codes, rules and regulation of agencies having jurisdiction; b. As-built ACAD drawings; c. Construction administration for the duration of the project and/or contract; d. Presentation documents utilizing BIM, REVIT or other 3-D presentation software. 3. Projects may include a study or planning activity and a grouping of minor construction, and renovation and remodeling activities. 4. Projects will primarily consist of renovation, remodeling, and/or retrofitting of systems in existing facilities. 5. Provide disaster recovery services as directed by the Director of Facilities. 6. Professional fees for continuing services contracts shall not exceed $50,000.00 per minor project. 7. Interested firms should consider that a continuing services contract does not guarantee award of a specific project nor exclusivity to perform services for any specific project. RFQ 2017-2018-02 Continuing Services 1 Contract
Scope of Work Professional Services General - One or more of services noted below may be requested during the contract term. a. Prepare studies, surveys, specifications utilizing College supported Microsoft Office suite software. b. Provide owner with 100% AutoCAD drawings utilizing v. 2013 or newer. c. Utilize BIM (Building Information Modeling), Revit Architecture or other 3-D modeling software. d. Initiate meetings and provide numbered meeting notes and agenda. e. Prepare studies, planning activity and cost estimates as directed by the Project Manager. f. Provide services as required for recovery from natural or man-made disasters. g. Provide design renderings, and color/finish material boards as required. h. Submittal and response to DOE requirements. i. All designs and code compliances to be in accordance with SREF, building codes, ADA and regulations having jurisdiction. j. Coordinate construction documents release schedule with project schedule. k. Coordinate value engineering analysis and/or construction cost estimate. l. Perform document and quarterly affordance reviews. m. Verify NWFSC standards of construction are incorporated into drawings. n. Perform document reviews and perform quality assurance evaluations. o. Clarify and re-issue all items not clearly identified on the construction documents. p. Submittal management and approval with agencies having jurisdiction. q. Stamping of document. r. Observe construction for compliance with contract documents; notify Project Manager of discrepancies. s. Observe construction for compliance with applicable codes; notify College and CM representative of any discrepancies. t. Administration of document closeout process. 2. Coordination, Where Applicable a. Utilization of Building Information Modeling (BIM) or other software for systems integration, clash avoidance, building information modeling and presentations. b. Establish and implement procedures for information distribution, document reviews, presentations, and approvals at the start of the project. c. Provide and coordinate services of mechanical, electrical, plumbing, structural, and other sub-consultants as required. d. Review CM's construction cost estimate at each required submittal. e. Assist in analyzing the Guaranteed Maximum Price (GMP) and recommend acceptance and/or rejection to Project Manager. f. Attend construction meetings. g. Respond in a timely manner to Requests for Information (RFIs) and Construction Change Requests (CCR). h. Certify pay requests as provided in the construction contract. RFQ 2017-2018-02 Continuing Services 2 Contract
i. Review and approve shop drawings for conformance to contract documents. j. Prepare punch-lists and actively participate in punch-list reviews and meetings. k. Issue Final Certificate of Completion. l. Inspections pertaining to the one-year guarantee provided by the CM. 4. Close-out, Where Applicable a. Delivery of "as-built" drawings on CD utilizing AutoCad v. 2013 or newer. b. Support CM in the preparation and assembly of close-out documents (to be provided on CD and hard-copy), training, parts and operational manuals. c. Participate with CM in providing training for NWFSC personnel. d. Provide specifications in Microsoft Word v.2007 or newer. RFQ 2017-2018-02 Continuing Services 3 Contract
General Conditions, Instructions & Information for Proposers 1. Definitions: 4. Late Submittals: The time and date will be scrupulously observed. Submittals received after the A/E: A company/person which is awarded the specified time and date shall be returned unopened. RFQ/contract. NWFSC will not be responsible for late deliveries or CCNA: Consultants' Competitive Negotiations delayed mail. The time clock located at the Purchasing Act. Florida Statute 287.055 which prescribes Department shall serve as the official authority to the process to be utilized when public entities determine lateness of any submittal. procure services performed by an architect, professional engineer, landscape architect, or Receipt of the submittal in the Purchasing Department registered surveyor and mapper. after the time and date specified due to failure by the CM: Construction Manager submittal firm to provide the above information on the Evaluation Team: Comprised of NWFSC outside of the envelope/container shall result in the staff established to review the submittals in rejection of the offeror's submittal. response to this RFQ, score the submittals in accordance with the criteria, and make a 5. Registration: Proposers who obtain RFQ recommendation for award. The Director of documents from other sources or directly from the Purchasing serves as the non-voting Chairman website must officially register with NWFSC's Director of the ETeam. of Purchasing in order to be placed on the mailing list for NWFSC: N o r t h w e s t F l o r i d a State any forthcoming addenda or official communications. College. NWFSC was formerly Okaloosa- NWFSC shall not be responsible for providing Walton College. addendum to submitting firms who receive RFQ Project Manager: NWFSC documents from other sources. Representative Proposal: Credentials prepared and delivered Failure to register as a prospective submitting firm may in submittal to an RFQ. cause your submittal to be rejected as non-responsive if Proposer: Firm submitting their credentials in your Proposal does not include an addendum response to this RFQ. acknowledgement for the most current addendum. RFQ: Request for Qualifications. A formal request soliciting professional credentials from 6. Public Opening: Proposal shall be received at the qualified firms. Includes specifications or Scope Purchasing Department at the above referenced of Services and all contractual terms and address by the specified time and date. As soon as conditions. possible thereafter the names of the submitting firm shall be read off at the specified location. Persons with 2. Contact: Any questions, recommended changes to disabilities needing assistance to participate in the the RFQ documents, or other matters regarding this Public Opening should call the contact person at least RFQ must be directed to the Director of Purchasing. 48 hours in advance of the Public Opening. All prospective proposers are hereby instructed not to A list of submitting firms will be posted in the Purchasing contact any member of the Board of Trustees or Department and on its website. NWFSC staff member other than the noted contact person regarding this RFQ or their submittal prior to 7. No Submittal: If not submitting your firm's posting of a recommendation of award. Any such qualifications, respond by returning only the Statement contact shall be cause for disqualification. Exception: of No Proposal (page 38), and give the reason in the Contact may be made during the Oral Presentations. space provided. Failure to submit either a Proposal or a Statement of No Proposal shall be cause for removal 3. Due Date/Time: The Submitting Firm may submit of the Proposer from the mailing list. The form may be the submittal in person or by mail/courier service. faxed to 850.729-5215, emailed to NWFSC cautions Submitting Firms to assure actual lundermd@nwfsc.edu or sent via regular mail. delivery of mailed or hand-delivered submittal prior to the deadline set for receiving submittal. 8. Delays: NWFSC, at its sole discretion, may delay the scheduled due dates indicated above if it is to the A list of submittals received will be available at: advantage of NWFSC to do so. NWFSC will notify https://www.nwfsc.edu/about/purchasing/current-bids/ Proposers of all changes in scheduled due dates by Additionally, telephone confirmation receipt of the written addendum. submittal may be made by calling NWFSC's Director of Purchasing. 9. Proposal Withdrawal: Proposers may withdraw their proposals by notifying NWFSC in writing at any RFQ 2017-2018-02 Continuing Services 4 Contract
time prior to the time set for the deadline. Proposers may withdraw their proposals in person or through an 14. Proposal Preparation Costs: Neither NWFSC authorized representative. Proposers and authorized nor its representatives shall be liable for any expenses representatives must disclose their identity (company incurred in connection with preparation of a proposal. business card and driver's license) and provide a signed Proposers should prepare their proposals simply and receipt for the proposal. Once opened, proposals economically, providing a straightforward and concise become the property of NWFSC and will not be description of the Proposer's ability to meet the returned to the Proposers. requirements of the RFQ. 10. Additional Information: No additional information 15. Accuracy of Proposal Information: Any Proposer may be submitted, or follow-up performed by any which submits in its proposal to NWFSC any Proposer after the stated due date outside of a formal information which is determined to be substantially presentation to the Evaluation Team, unless specifically inaccurate, misleading, exaggerated, incomplete, false, requested by NWFSC. or incorrect, shall be disqualified from consideration and may be disqualified from applying for other NWFSC 11. Inquiries: All Proposers shall carefully examine the work for a period of up to three (3) years. RFQ documents. Any ambiguities or inconsistencies a) All photos, images, schematics and drawings of shall be brought to the attention of NWFSC in writing buildings which are included in your proposal prior to the due date; failure to do so, on the part of the must cite the source. Proposer, will constitute an acceptance by the Proposer of any subsequent decision. Any questions concerning 16. News Releases: The Proposer shall obtain the the intent, meaning and interpretations of the RFQ prior approval of NWFSC for any news releases or documents shall be requested in writing, and received other publicity pertaining to this RFQ or the service, by NWFSC's Director of Purchasing. study or project to which it relates. All questions must be emailed to 17. Public Entity Crimes: In accordance with Florida lundermd@nwfsc.edu using the following subject line: Statute 287.133, no award will be made to any person RFQ 2017-2018-02 Questions. or affiliate identified on the Department of Management Such inquiries regarding this RFQ must be submitted Services' "Convicted Vendor List". This list is defined as in writing to NWFSC's Director of Purchasing. consisting of persons and affiliates who are disqualified NWFSC will provide written answers to the questions from public contracting and the purchasing process in the form of written addendum to all Proposers who because they have been found guilty of a public entity have received the RFQ. NWFSC will not be crime. responsible for any oral instructions made by any employee(s) of NWFSC in regard to this RFQ. No public entity shall award any contract to, or transact any business in excess of the threshold amount 12. Addendum: Should any revisions/ provided in Section 287.017 Florida Statutes for clarifications/supplemental instructions be needed, Category Two (currently $35,000.00) with any person or NWFSC will issue a written addendum to all Proposers affiliate on the "Convicted Vendor List" for a period of who received an RFQ package from NWFSC's thirty-six (36) months from the date that person or Purchasing Department. affiliate was placed on the "Convicted Vendor List" unless that person or affiliate has been removed from The Proposer shall sign, date, and return the the list. By signing and submitting the RFQ forms, the acknowledgement page of the latest/final addendum Proposer attests that they have not been placed on the with their Proposal. Previous addenda will be deemed "Convicted Vendor List". received. It is the Proposer's responsibility to contact NWFSC's contact person in the event that a previous 18. Public Records: Upon award recommendation addendum is not received. three (3) calendar days after opening, whichever occurs All Proposers should check the website at least seven first, proposals become "public records" and shall be (7) calendar days before the date fixed for receiving the subject to public disclosure consistent with Chapter proposals to ascertain whether any addendum has been 119.07(3)(m) and 119.071(1)(b), Florida Statutes. issued. Proposers must invoke the exemptions to disclosure provided by law in the response to the RFQ, and must 13. Termination: If the awarded contract is terminated identify the data or other materials to be protected, and or cancelled within the first year of the contract period, must state the reasons why such exclusion from public NWFSC may elect to negotiate and award the contract disclosure is necessary. to the next ranked Proposer or to issue a new RFQ, whichever is determined to be in the best interest of Proposals may be reviewed at the Purchasing office. NWFSC. RFQ 2017-2018-02 Continuing Services 5 Contract
19. Acceptance / Rejection: NWFSC reserves the 25. Compliance with Laws: No laws, rules, right to reject all proposals, to waive any informalities regulations or statutes, etc. may, or will, or are intended and technicalities, and to solicit and re-advertise for new to be, superseded by any verbiage herein. proposals, or to abandon the project in its entirety. NWFSC reserves the right to make the award to 26. College Closing: In the event that NWFSC is that Proposer who, in the opinion of NWFSC, will be in closed on the due date because of weather, or other the best interest of and/or the most advantageous to event(s), the due date shall be automatically and NWFSC. officially changed to 2:00 p.m. on the next business day without the need for an addendum to be issued. NWFSC reserves the right to reject the proposal of any vendor who has previously failed in the proper 27. Clarifications: NWFSC reserves the right to performance of an award or to deliver on time contracts, request clarification of information submitted, and to or who, in NWFSC's opinion, is not in a position to request additional information of one or more perform properly under this award. NWFSC reserves Proposers, if needed. the right to inspect all facilities of Proposers in order to make a determination as to the foregoing. 20. Familiarity with Laws: All Proposers are required to comply with all Federal, State, and local laws, codes, rules and regulations controlling the action or operation of this RFQ. Relevant laws may include, but are not limited to: 1. The Americans with Disabilities Act of 1990 2. OSHA regulations 3. All Civil Rights legislation. 4. Office of Education 6A-14 5. State Requirements for Educational Facilities (SREF) 6. Florida Statute 1013 (K-20 Education Code – Educational Facilities) 7. Florida Building Code 21. EEO Statement: NWFSC is committed to assuring equal opportunity in the award of contracts, and therefore, complies with all laws prohibiting discrimination on the basis of race, color, religion, disability, national origin or gender. 22. Conflict of Interest: All Proposers must disclose with the proposal the name of any officer, director, or agent who is also an employee of NWFSC. All Proposers must disclose the name of any NWFSC employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Proposer's firm. 23. Affirmation: By submission of a proposal, the Proposer affirms that his/her proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The Proposer agrees to abide by all conditions of this RFQ and the resulting contract. 24. Precedence: Any and all verbiage hereafter which varies from these guidelines shall have precedence. RFQ 2017-2018-02 Continuing Services 6 Contract
General Information 1. Gifts are Prohibited a. NWFSC's Board of Trustees states the following, in part: NWFSC employees may not accept or solicit any gift [see F.S. 112.312(12)(a) and F.S. 112.312(12)(b)] of any kind (except as otherwise provided within this rule) from any person or entity (a prohibited source) who: a) is seeking official action by the employee or NWFSC b) does business or seeks to do business with NWFSC 2. Exclusive Rights: The contract will not grant exclusive rights to all architectural service requirements of NWFSC. 3. Form of Contract a. Master contract prepared by the College will be negotiated following approval by the College President and Board of Trustees. b. The agreement shall include a provision that all travel expenses, if any, reimbursed by NWFSC will comply with Florida Statute 112.061. 4. Licenses / Permits It shall be the responsibility of the A/E to obtain, at no additional cost to NWFSC, any and all licenses and permits required to complete the contractual services. These licenses and permits shall be readily available for review by NWFSC's Director of Purchasing or his/her designee. 5. Acknowledgement By submitting a proposal, the Proposer acknowledges that he/she has read this RFQ, understands it, and agrees to be bound by its terms and conditions. 6. Time Period for Acceptance All proposals received shall remain firm for a period of one hundred twenty (120) calendar days, after the date specified for receipt of proposals. RFQ 2017-2018-02 Continuing Services 7 Contract
Tentative Procurement Schedule 1. The tentative schedule for this RFQ is as follows: Date Item, Location & Time April 15, 2018 RFQ advertised and released (distributed) May 6, 2018 Cutoff for Proposer's questions Proposals due Deliver to the Purchasing Department May 17, 2018 Bldg 320 Room 136 by 2 p.m. CST Formal acknowledgement in Room 136 immediately thereafter Evaluation team meets and short-lists June 5, 2018 Bldg 320 Administrative Service Conference Room June 7, 2017 Reference check and site visits begin Oral Presentations & recommendation of award determined June 21, 2018 Bldg 320 Administrative Service Conference Room July 17, 2018 Board Approval 2. The above tentative schedule is subject to change. All changes will be posted on the website at: https://www.nwfsc.edu/about/purchasing/current-bids/ 3. College Calendar: NWFSC's College Calendar is available on-line at: https://www.nwfsc.edu/calendar/ RFQ 2017-2018-02 Continuing Services 8 Contract
Insurance Requirements 1. Applicability a. Only the awarded firms need to comply with the following insurance requirements. b. Please DO NOT include a certificate of insurance with your Proposal. c. The awarded firms will be required to provide a certificate of insurance at time of contract execution. 2. Requirements During the performance of the services under this Contract, Contractor shall maintain the following insurance policies reflecting at least the minimum amounts and conditions as follows: Insurance Limit Requirements Type of Insurance Minimum Limits of Liability $1,000,000 each occurrence General Liability: $1,000,000 Personal & Adv. Injury Comprehensive Commercial General Liability $2,000,000 General Aggregate including Products Liability $1,000,000 Products $2,000,000 Products Aggregate Automobile Liability: owned, non-owned and $1,000,000 per occurrence hired automobiles $1,000,000 combined single limit each accident Waiver of Subrogation Endorsement Show NWFSC in Schedule Excess Liability or Umbrella $5,000,000 each occurrence $100,000 Employee Theft or Loss Crime or Faithful Performance $100,000 Depositors Forgery or Alt $100,000 Computer and Funds Transfer $100,000 each accident or disease Worker's Compensation $500,000 aggregate $500,000 each accident Employers Liability $500,000 each employee – disease $500,000 policy limit – disease Professional Liability $5,000,000.00 3. Conditions a. Policies must be written by an insurance company authorized to do business in Florida. b. Policies other than Worker's Compensation shall be issued only by companies authorized by the Department of Insurance of the State of Florida to conduct business in the State of Florida and which maintain a Rating of "A-" or better and a Financial Size Category of "VI" or better according to the A.M. Best Company. 1) Ratings may be verified by NWFSC at http://www.ambest.com/ . c. Policies for Worker's Compensation may be issued by companies authorized as a group self-insurer by Florida Statute 440.57. RFQ 2017-2018-02 Continuing Services 9 Contract
d. Contractor shall furnish NWFSC with certificates of insurance which shall include a provision that policy cancellation, non-renewal or reduction of coverage will not be effective until at least thirty (30) days written notice has been endeavored to be made to NWFSC. e. Contractor shall include NWFSC as an additional insured on the General Liability and Automobile Liability insurance policy required by the Contract. All of Contractor's sub-consultants shall be required to include NWFSC and Contractor as additional insured on their General Liability insurance policies. f. All policies shall be in Occurrence form only. "Claims made" insurance policies are not acceptable, unless there is an extended claims reporting period of five (5) years. g. Defense must be in addition to the limits of liability. h. The Contractor shall not commence work under this Contract until all insurance required as stated herein has been obtained and such insurance has been approved by NWFSC. 4. Insurance Approved by NWFSC The Proposer shall not commence work under this Contract until all insurance required as stated herein has been obtained and such insurance has been approved by NWFSC. 5. Self-Insured In the event the Proposer is a self-insured organization, different insurance requirements may apply. 6. Misrepresentation Misrepresentation of any material fact, whether intentional or not, regarding the Proposer's insurance coverage, policies or capabilities may be grounds for rejection of the Proposal and rescission of any ensuing contract. 7. ACORD Sample as Reference a. A sample ACORD Certificate of Liability Insurance is available on the dedicated website as a reference. The verbiage and alterations which will be required to be made to the form are shown for your information. b. To expedite the provision of proof of insurance to NWFSC, Proposers are encouraged to forward the sample form to their insurance companies. RFQ 2017-2018-02 Continuing Services 10 Contract
Website 1. NWFSC Purchasing Department's Website The Purchasing Department's website can be found at: www.nwfsc.edu/about/purchasing/ 2. RFQ 2017-2018-02 Dedicated Webpage a. The project specific information for use during the procurement process is located at: https://www.nwfsc.edu/about/purchasing/current-bids/ The following documents and information will be posted at the dedicated webpage: 1) RFQ documents 2) Addenda 3) Submittal forms 4) Proposal Tabulation 5) Recommendation for Award 6) Award 7) Other information related to this RFQ 3. Directions to Campus Locations Maps and directions to NWFSC's campuses are available at: https://www.nwfsc.edu/?s=maps RFQ 2017-2018-02 Continuing Services 11 Contract
Instructions for Preparing Proposals All Proposals are subject to Florida Statute 119.07: Public Records A. Proposal Format 1. Proposal Preparation: a. To ensure that all proposals are fairly evaluated, scored and ranked, it is very important that the proposals are prepared according to the prescribed format. Failure to follow this requirement may result in the disqualification of your Proposal. b. All photos, images, schematics, and drawings of buildings which are included in your proposal must cite source. 2. For Ease of Evaluation: a. It is recommended that a 3-ring binder be used. b. Include your company name and/or logo on the cover and spine. c. The proposal should be submitted on 8½" x 11" paper, use 11" x 17" foldouts for schedules, organizational charts, etc. d. We request (not required) that you limit your proposal to 100 pages or less. Divider tabs not included. e. Portrait orientation f. The sections should be separated by using divider tabs with section title for easy reference (see below). g. Ensure all information is typewritten (via word processor, as appropriate). a) Use either Arial or Calibri fonts. b) Colored fonts and highlighting may be used. h. Duplex (2-sided) the pages to the fullest extent possible. 3. Format a. Submit one (1) electronic copy of your proposal: 1) May be submitted on either flash drives or CDs/DVDs. 2) The electronic version should be submitted as one document. Do not separate by sections. 3) The documents may be in PDF format only. b. Additionally, submit seven (7) complete sets (hard-copies in binders) as follows: 1) One (1) original, labeled "original". 2) Six (6) hard-copies, labeled "copy". c. Each of the binders and electronic copies must be complete, with all supporting documentation. RFQ 2017-2018-02 Continuing Services 12 Contract
d. Place the books and electronic media in a box, and deliver sealed box to NWFSC's Purchasing Department, boldly marked as follow: Your Company's Name Return Address RFQ 2017-2018-02 for A/E for Continuing Services Contract Due: May 17, 2018 at 2:00 p.m. CST e. Use form found on the dedicated webpage or computer generated form. f. DO NOT WRITE DIRECTLY ON THE CARDBOARD BOX. g. The hard-copy proposal should be divided by tabs into eight (8) sections, which shall be numbered or named: 1. Basic Information 5. Qualification/experience of Firm 2. Minimum Qualifications / Corporate 6. Qualification/experience of Project Information / Licenses Personnel 3. Work Plan 7. Resolution of Litigation 4. Project Administration and Information 8. References B. Proposal 1. Basic Information Proposers shall include the following information/submittals: a. Letter of Transmittal: This one-page letter will summarize in a brief and concise manner, the Proposer's positive commitment to perform the work in a professional and timely manner. Additionally, it should state that all information submitted is certified to be true and accurate. The letter must be signed by an official authorized to make such commitments and enter into a contract with NWFSC. The letter must indicate the official's title or authority. b. Proposer Information: Complete the "Proposer Information" form on page 27 of the RFQ, which includes: 1) Proposer: Company/firm name and addresses (street address and mailing address) 2) Contact Person: Main contact person who should be contacted regarding your proposal, and whom to notify as to short-listing, oral presentations, and recommendation of award. 3) Internet Contact: Include contact person's email address, and the firm's website address (if applicable). 4) State: (ex: Florida or Alaska) where incorporated. 5) FEIN: Provide the Federal Employer Identification Number of the Proposer 6) SSN: In the case of a sole proprietorship or partnership, provide Social Security numbers for all owners/partners only if the FEIN is not provided. 7) Telephone Number: Direct phone number of the contact person. Include extension number. 8) Toll Free: Direct toll-free phone number of the contact person, if applicable 9) Fax Number: Direct fax number of the contact person 10) Type of Business: Identify the type of business entity involved (e.g.; corporation, sole proprietorship, partnership, joint venture, etc.). c. Acknowledgment of Addenda: Include the acknowledgement page (signed and dated) of the last/final addendum issued by NWFSC, if applicable. d. W-9 Form: Submit a completed W-9 form (page 29), also available on the Internet at: http://www.irs.gov/pub/irs-pdf/fw9.pdf). e. Drug-Free Workplace: If applicable, provide a statement concerning the Proposer's status as a Drug- Free Work Place [DFW] (page 28). In accordance with Florida Statute 287.087, whenever two or more proposals are determined to be equal, a proposal received from a business that completes the attached DFW form certifying that it is a DFW shall be given preference in the award process. RFQ 2017-2018-02 Continuing Services 13 Contract
f. History of Firm: Include a chronological history of your firm. Include items such as: 1) Date incorporated, 2) Date when Project Architect joined the firm, 3) Dates that the current partners/officials joined the firm, 4) New satellite office(s) opening dates, 5) Completion dates of major projects, and 6) Any "firsts" or important events experienced by the firm. g. Subsidiaries: Name any subsidiary or affiliated companies in which principals have a financial interest. Explain in detail the Principals' interest in this company and nature of business. h. Minority/Women owned business statements on page 37. REPORTING PURPOSES ONLY. 2. Minimum Qualifications / Licensing / Corporate Information a. In order to be considered for selection, the Proposer must have the minimum qualifications as listed on the form on page 30. b. Complete the "Minimum Qualifications" form on page 30 and submit with your proposal. Provide sufficient information to clearly show you meet or exceed the minimum qualifications. c. Provide sufficient information (attachments) to clearly show that you meet the minimum qualifications. d. Provide copies of licenses as follows: 1) If Proposer is a corporation, provide a copy of the certificate from the Secretary of State verifying that the Proposer's corporate status is in good standing. 2) Local business license. e. Proposals submitted by firms under "joint venture" arrangements or other multi-party agreements must submit a power of attorney delegating authority to one principal with authority to negotiate and execute any/all contract documents and amendments resulting from negotiations/award of this RFQ. 3. Work Plan a. The scope of work includes information for services that may be requested through-out the term of the contract in support of minor projects. 1. Describe your team's experience and ability with minor projects in responding within a limited time frame, and in a customer service manner to meet project needs. 2. Describe your team's experience and services provided in development of building programs, and feasibility studies. 3. Describe how you will support an existing LEED certified building/space during this contract. 4. Describe how you will accomplish the work plan in an occupied building. Explain necessary precaution based on prior experience. 5. Describe your firms experience and the resources you bring to the table for Disaster Recovery. 6. Describe the extent of services performed in-house and through sub-consultants. 7. All contractors/vendors who are permitted access on school grounds when students are present, who have direct contact with students, or who have access to or control of school funds for NWFSC College must meet the Level 2 screening requirements, pursuant to F.S. 1012.32, in order to comply with the Jessica Lunsford Act (F.S. 1012.465). The cost of such background screening is to be borne by the contractor/vendor. 4. Scheduling and Workload 1. Given inconsistent funding amounts, describe the availability of the project executive and project architect. 2. Describe the project management, scheduling, and recordkeeping systems utilized by your firm and how they will be utilized to support this contract. RFQ 2017-2018-02 Continuing Services 14 Contract
3. Describe cost control, cost estimating and value engineering systems utilized by your firm and how they will be utilized to support this contract. 4. Describe systems utilized to communicate project progress with owners. 5. Describe past projects that have benefitted from these systems. 6. You are asked to provide recovery support to the College following natural and/or man-made disasters. Describe similar past experiences such as: services provided, equipment provided, and administration with agency having jurisdiction. 5. Qualification/Experience of Firm (and sub-consultants) a. Company Credentials: Provide a brief statement of qualifications that includes the firm's size/staffing. Detail any information that would give the Proposer an advantage in completing this project. b. Current and Recently Completed Projects: Complete the form on page 31 for each of your projects, of comparable type, size and complexity that best illustrate the experience of the firm and the staff being assigned to this project. Include no less than five (5) or more than ten (10) projects c. Photos: Include photos/drawings for each of the projects on the facing page (page 32). Include a "before" photo (if available), schematic design, and final photo (or a current photo if the project is not yet complete) from the same viewpoint of the schematic design. a This section should be duplexed, with the project information on the left side and the photos on the right side when the 3-ring binder is open. d. Applicability: Clearly indicate that the project was awarded to and performed by your firm on the form provided on page 31. e. Sub-Consultants: Include your major sub-consultants qualifications/information. A form is provided on page 33. Include a list of previous project experience with sub-consultants proposed for this contract. 6. Availability a. List all current and projected workload. Include dollar value, services provided and personnel assignments. Describe ability to man load this contract, as well as meet time and budget requirements b. Organizational Chart: Provide an organizational chart, as it will relate to this project, indicating key personnel and their relationships. 1) Indicate each staff member and sub-consultants' assignments and responsibilities. a) Include photos of key staff, if possible. 2) Indicate which positions are full-time and part-time. 3) You may use either 8½" x 11" (letter size) or 11" x 17" paper (fold to fit 8½" x 11") for your organizational chart. 4) Describe how the organizational structure will ensure orderly communications, distribution of information, effective coordination of activities, and accountability. c. List of Project Staff: Include a synopsis, in table format, of all personnel who will be assigned to the project. The columns should be titled: Project Position, Employee Name, Current Title, Number of Years with Firm. RFQ 2017-2018-02 Continuing Services 15 Contract
d. Principal's Credentials: List experience of each principle within the firm that will be assigned to this contract. 1) Include current job description resume, education/college degrees, licenses, and professional certifications. 2) Designate number of years with firm and whether all experience is while employed by the Proposer's firm. e. Project Architect: Complete and submit the form on page 34. f. Professional Personnel: Persons available for this contract, including those from sub-consultants. For each of the professional personnel (including the Project Architect), provide the following information: 1) Name, title and assignment (position) for this project 2) Resume which includes: a) Number of years with this firm b) Number of years with other firms c) Experience: 1. List all projects 2. List of similar projects 3. Size of projects (dollar value and square footage/scope) 4. Specific project involvement d) Education / Degrees earned e) Active registration/certification/licenses f) Current job description or overview of current position g) Other experience and qualifications which are relevant to this project g. Support Personnel: Provide details on the qualifications of the individuals who will perform the support (non-clerical) work on the project. 1) List experience of each support person in the firm assigned to this project including current job description, resume, college degrees, and professional certificates/certifications. 2) Designate number of years with firm and if all experience is while employed by the firm. 7. Resolution of Litigation a. Summary of Litigation: Provide a summary of any litigation, claim(s), or contract dispute(s) which have been finalized/decided by a Court of Law, which were filed by or against the Proposer in the past five (5) years (complete and submit a Disputes Disclosure Form – page 35). b. The summary shall include: 1) The basis of the lawsuit, litigation, claim, or contract dispute (ex: Breach of Contract), 2) A brief description of the case. 3) The outcome. 4) The monetary amounts involved. c. The disclosure can be limited to: 1) Cases which are related to contractual services provided in the regular course of business. 2) The regional/district office that will be supporting this Contract. d. Guideline: What information to include/exclude. 1) In the "Resolution of Litigation" section of your Proposal, include: a) The parties to the lawsuit. b) The basis of the lawsuit (ex: Breach of Contract, Alleged Surveying Error, Improper Design). c) The monetary amount claimed/requested. d) The monetary amount settled/paid. RFQ 2017-2018-02 Continuing Services 16 Contract
e) Identify if it is a third party lawsuit. 2) Include lawsuits such as: a) Breach of Contract. b) Deficient services. c) Oversight in design / design defects. d) Defects or deficiencies (ex: You are a Surveyor, and there was a boundary dispute involving a survey you performed.) e) Errors or omissions. f) Economic loss due to late completion of your services / delays. g) Personal injury/death due to negligence regarding your services. h) Negligence (regarding your services). i) Negligence in insuring reasonable care during performance of services. j) Negligence in overseeing projects. k) Negligence in overseeing maintenance of traffic, if it is specifically your contractual duty. l) Traffic accidents due to negligence in your design. 3) Exclude lawsuits such as: a) Traffic accidents on or off the project site due to employee being involved in an accident (as the driver of an involved vehicle). b) Liens/lawsuits filed by you due to non-payment (by your client) after attempts to collect outstanding account receivables have been unsuccessful. c) Third-party lawsuits where you were dismissed from the case because you were not directly involved in the problem. d) Landlord/tenant lawsuits. e) Cases where you were granted summary judgment and released from the lawsuit. f) Improper termination of employment. g) Negligence cases such as a slip-and-fall on your office premises. e. Pending Litigation: Include any information regarding your firm being involved in any potential or pending litigation. f. Potential Disputes: List any pending or forthcoming disputes that are known. g. Liquidated Damages: Indicate whether your firm has ever been assessed liquidated damages or delay damages. Include details. h. Sanctions: List any regulatory or license agency sanctions. i. Lost Accounts/Clients: Provide a complete list of all accounts lost (early termination or non-renewal). Include contact name, telephone number, length of service at each account, and reason for loss. This list can be limited to the regional/district office which will be supporting this Contract, and may be limited to the past five (5) years. j. Canceled Accounts: Provide a complete list of all accounts canceled/terminated by the Proposer prior to the expiration date. Include contact name, telephone number, length of service provided, and reason the Proposer chose to cancel the contract. This list can be limited to the regional/district office that will be supporting this Contract, and may be limited to the past five (5) years. k. Contract Denial: Indicate if your firm has been denied a contract award by a public entity on which you submitted the low bid. Explain in detail. 8. Availability a. List all current and projected work load. Include dollar value, services provided and personnel assignments. Describe availability to man load this contract, as well as meet time and budget requirements. b. Include a simple/small map that shows your firm's location relative to each NWFSC College site. Maps are available at www.mapquest.com or www.mapsonus.com . RFQ 2017-2018-02 Continuing Services 17 Contract
c. Identify the location of the specific office that will have direct responsibility for this contract. 1) Provide street address. 2) Include number of miles and drive-time to/from each NWFSC College site. d. Identify the geographic location of your home/corporate office. e. Points will be awarded based on the specific office having direct responsibility for this contract: 9. References – Continental United States, Hawaii and Alaska only a. Provide the following from at least five (5) references. b. Complete and submit page 36. Provide the following information: 1) Company name 2) Address 3) Contact Person 4) Email address (Required – References submitted without email addresses will be disregarded) 5) Phone number 6) Toll-free number 7) Fax number 8) Educational References (college, university and schools) 9) Non-Educational References c. If possible, include reference letters from the client on each of the three most closely related projects that the firm has completed. d. Do not include as a reference NWFSC staff or Board of Trustees members. e. The ETeam considers both the information provided by the references and the percentage of replies received. NOTE: All proposals are subject to the Florida Public Records Act, F.S. 119. C. Volume of Work Previously Awarded by NWFSC a. CCNA states NWFSC shall consider the volume of work previously awarded to each firm "with the object of effecting an equitable distribution of contracts among qualified firms. Provided such distribution does not violate the principle of selection of the most highly qualified firms." In accordance with CCNA, par. 287.055, the amount paid to each proposer in the past 5 years will be evaluated. b. PROPOSERS ARE NOT REQUIRED TO SUBMIT ANY INFORMATION FOR THIS SECTION. RFQ 2017-2018-02 Continuing Services 18 Contract
Evaluation of Proposals 1. Evaluation Method a. NWFSC will appoint an Evaluation Team (ETeam) consisting of members of its staff to evaluate proposals, and to recommend ranking of all submitting firms. The recommendations shall be submitted to NWFSC's President for approval/disapproval. The Board of Trustees shall make the final approval/disapproval of the ranking. b. The ETeam will evaluate all responsive written proposals to determine which proposals best meet the needs of NWFSC based on the evaluation criteria. NWFSC's decisions will be final. c. The process will be in accordance with FS 287.055, the Consultants' Competitive Negotiation Act. 2. Non-Responsive Proposals a. Non-Responsive proposals will be rejected by the Purchasing Department, and will not be distributed to the ETeam for consideration. Additionally, the Evaluation Team may determine that one or more required submittals/documentation are so inadequate as to be determined to be non-responsive. A proposal may be Non-Responsive proposals due to: 1) Late submission. 2) Proposer does not meet minimum requirements. 3) Failure to follow the required format listed on page 13 of the RFQ 4) Failure to sign the proposal. 5) Failure to acknowledge addenda (unless all changes are not materiel, ex: extending the due date). 6) Failure to provide required submittals / documentation. 3. Evaluation Criteria a. The ETeam shall utilize the Evaluation Form included to rate/evaluate each of the proposals. b. The criteria and weights as shown on pages 22 and 23 shall be utilized in the evaluation of the written proposals and oral presentations. 4. Evaluation of Written Proposals / Short-Listing a. Upon completion of the evaluation of all written proposals, the Eteam shall short-list Proposers to three (3) to five (5) to give an oral presentation. Only those firms with the highest scores rated in accordance with the stated criteria and their weights will be invited to give oral presentations. b. The list of short-listed Proposers will be posted on the dedicated webpage and the ITB/RFQ bulletin board in the Purchasing Department. 5. Notification of Short-Listing a. The short-listed Proposers will be notified as follows: 1) A letter will be sent to those firms who have been short-listed, notifying them of the place and time of their interview/presentation. 2) Specific questions/clarifications that the ETeam would like for all of the Proposers to address will be included in this notification. 3) Should the Evaluation Criteria for the oral presentations be changed, the revisions will be included in the letter. 6. Reference Check a. The evaluation criteria for the oral presentations will include references, and may involve on-site visits to Proposer's place of business or clients by members of the Evaluation Team. b. The Facilities Department shall perform a written reference check. 1) A 1-page reference questionnaire will be emailed to each of the references listed in the proposal. RFQ 2017-2018-02 Continuing Services 19 Contract
2) Each of your references should be aware they will be contacted per procurement schedule, and should be ready, willing and able to respond in a timely manner. 3) A written tabulation of the responses including those who did not respond, will be provided to the Evaluation Team, therefore, this criteria need not be covered in your oral presentation. 7. Site Visits a. Members of the Evaluation Team may visit a service site(s) or client(s) of the short-listed Proposers. Proposers may be given at least 24 hours' notice of any site visits planned by NWFSC. 8. Oral Presentations a. Short-listed firms will be invited to give an oral presentation. These presentations shall provide an opportunity for the Proposer to clarify their qualifications, approach to the contract, ability/availability to furnish the required services in accordance with the evaluation criteria. b. Firms responding to this RFQ must be available for presentations/interviews. c. The criteria for evaluating the oral presentation is subject to change. In the event that the criteria are revised, the short-listed Proposers will be advised of the changes. The final scoring will be wholly based on these criteria. Scores from the initial evaluation will not be "brought forward". d. The interview time shall be limited to one (1) hour. Forty-five (45) minutes shall be allotted to the presentation with the remaining time for questions and answers with your project team. e. Key employees who will be assigned to this contract should be available at the presentation. f. As part of your presentation, be prepared to discuss the services that you will provide, with an emphasis on services to be provided on this contract. Discuss your firm's ability to provide services on time and within budgetary constraints. g. Written handouts and/or "leave-behinds", such as brochures and PowerPoint hand-outs (recommend 3 slides per-page) are permitted. You should bring seven (7) hard-copies for the ETeam. h. If you use PowerPoint as a part of your presentation, both a hard-copy and an electronic copy of the presentation must be provided to the Evaluation Team Chairman upon your arrival. i. Gifts, including food products, for the ETeam are expressly prohibited. j. You may bring your presentation on a flash-drive. NWFSC will provide a computer with MS 2007, remote, and screen. Short-listed firms should consider bringing their own equipment (as a back-up precaution) to use for PowerPoint (or other) presentations, in case of software/hardware incompatibility. If your presentation requires specialized software, a laptop with that software loaded must be provided by the short-listed firm(s). k. The oral presentations are exempt from the "Sunshine Law", FS 286.011, and therefore, are not open to the public. However, they will be video-taped and made available for review. 11. Identical or Tie Scores: a. In the event two (2) or more Proposers are deemed equal during the evaluation process, the following criteria, in order of importance, shall be used to break said tie: 1) Drug Free Work Place 2) Flip coin. 12. Approval by NWFSC's President Following oral presentations, the ETeam will recommend a ranking to NWFSC's President. 13. Posting of Recommendation a. The President's recommendation for ranking will be posted for review by interested parties at the Purchasing Department, and at the dedicated webpage prior to submission to the Board of Trustees for final acceptance of ranking b. The recommendation will remain posted to the dedicated webpage and the ITB/RFQ bulletin board in the Purchasing Department for a period of at least three (3) working days. RFQ 2017-2018-02 Continuing Services 20 Contract
14. Negotiation and Award a. NWFSC anticipates awarding up to five (5) highest ranked Proposers, judged by NWFSC to be the most advantageous. Final approval of the ranking of Proposer(s) shall be by NWFSC's Board of Trustees at a regularly scheduled public meeting. b. The RFQ and ranking process does not constitute an offer, agreement or a contract with the Proposers. Once the ranking is approved, negotiations will commence. c. The Contract will become binding upon approval by the appropriate level of authority within NWFSC, and executed by the parties. d. The process will be in accordance with FS 287.055, the Consultants' Competitive Negotiation Act (CCNA). 15. Protests Failure to file a protest within 72 hours of posting of the recommendation for award shall constitute a waiver of proceedings. RFQ 2017-2018-02 Continuing Services 21 Contract
Evaluation Criteria for Written Proposals Criteria Weight Work Plan 1. Depth of understanding the requested services as they relate to minor projects with a fee of $50,000 or less. 20% 2. Application of requirements pertaining to Jessica Lunsford Act to projects. Experience/Qualifications of Firm 1. Company credentials 2. Completed projects of similar scope 20% 3. Sub-Consultants emphasizing similar scope of services Experience of Project Personnel 1. Organizational chart for personnel assigned to this project 2. List of project staff 3. Principal's credentials 20% 4. Credentials of the project architect's assigned to this project 5. Professional credentials for personnel assigned to this contract Project Administration and Information 1. Demonstrate resource availability for all trade and non-trade tasks. 2. Website, if applicable. 3. Resources to support scheduling, record keeping, cost control and cost 10% estimating. 4. Resources to communicate progress. Litigation and Disputes 1. Summary of litigation 2. Pending litigation and potential disputes 3. Liquidated damages and License Sanctions 10% 4. Lost or cancelled Accounts 5. Contract denial Availability 1. Ability to respond with timely and cost-effective solutions. Man load tasks and manage resources. 15% 2. Geographic location of office that will have direct responsibility for this project Volume of Work Previously Awarded 1. Dollar value of fees received from NWFSC College in the past 5 years. College will generate this information. 5% RFQ 2017-2018-02 Continuing Services 22 Contract
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