Request for Qualifications (RFQ) Number PUBLIC WORKS CONTINUING CONSTRUCTION AND ENGINEERING INSPECTION AND PROJECT MANAGEMENT SERVICES

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1 City of DeBary Request for Qualifications (RFQ) Number PUBLIC WORKS CONTINUING CONSTRUCTION AND ENGINEERING INSPECTION AND PROJECT MANAGEMENT SERVICES The City of DeBary, Florida is seeking standby proposals and professional qualifications from interested firms or individuals for the purpose of providing CONTINUING CONSTRUCTION AND ENGINEERING INSPECTION AND PROJECT MANAGEMENT SERVICES. This RFQ is for provision services for all aspects of which includes but is not limited to administering the contract bid process, administer the construction contract to ensure project is constructed in conformity with the plans, document quantities, maintain organized, complete and accurate records of all activities related to the project. Sealed proposals must be marked CONTINUING CONSTRUCTION AND ENGINEERING INSPECTION AND PROJECT MANAGEMENT SERVICES RFQ City of DeBary 16 Columba Drive DeBary, Florida Faxed proposals will not be accepted. The scope of services may be obtained on the City s website, debary.org. Page 1

2 TECHNICAL REQUIREMENTS FOR REQUEST FOR QUALIFICATIONS NO: Continuing Construction and Engineering Inspection and Project Management Services 1. GENERAL CONDITIONS 1.1. The City of DeBary is accepting proposals from qualified firms to provide professional services as described in Section 2, Scope of Services. Any contracts that may be executed between the City and any firm(s) as a result of this RFQ shall be limited to the scope as described herein. The City shall incur no other obligations, express or implied 1.2. The City shall establish a selection committee, which will review all packages, submitted and will rank the firms submitting in order of preference based upon the proposals. The City, at its sole option, may require presentations from the top ranked firms in order to refine the ranking of the top ranked firms Evaluation of packages and initial ranking of firms shall be based upon the written submittals and the committee's evaluation of the submittals with regard to the ability, capacity and skill of the firm, the quality of performance and conduct of the firm on previous contracts with the city and completeness and responsiveness to this RFQ. Qualified firms wishing to respond to this RFQ are: advised to carefully review: Section 2, Scope of Services; Section 3, Submittals and Presentations; and Section 4, Selection Criteria Continuing service contracts are negotiated and renewed annually for a period coinciding with the City's fiscal year (October 1 st ) and is subject to a yearly budget appropriation No portion of this RFQ shall be understood to forbid or otherwise limit mu1ti-firm submittals, if such is necessary in order to provide professional services from all required disciplines. However, the City will contract with only a single lead firm that must provide project management expertise, coordination with subconsulants, and be responsible for quality control and assurance for the overall contract. No firm that participates in any RFQ as a sub-consultant is permitted to submit a separate proposal either singly or as a lead firm, excepting that any such firm may submit as a sub-consultant to more than one lead firm References submitted by firms in response to this RFQ shall be specific, relevant to the scope, and recent (within the past four years.) Page 2

3 1.7. Written questions must be addressed to: Dan Parrott City Manager City of DeBary 16 Columba Road DeBary, FL RFQ's are due by 2:00 P.M. on Friday May 29 th ; Late packages will not be accepted and will be returned unopened. Packages are to be delivered to and marked: City of DeBary CONTINUING CONSTRUCTION AND ENGINEERING INSPECTION AND PROJECT MANAGEMENT SERVICES 16 Columba Road DeBary, FL The Short Listing process will be completed by June 3 rd, 2015 a written Notice will be submitted to the short-listed firms Presentations, if required, will be scheduled. The exact schedule will be announced after the Short Listing meeting The selection committee shall establish the ranking of firms and shall recommend to the City Council negotiation of a contract with the top-ranked firm or the next-ranked firm if a contract cannot be negotiated with the top-ranked firm, subject to the Council's approval of firm ranking order. A copy of the signed contract, together with a Notice to Proceed will be returned to the firm. The City authorizes no work until the firm receives the Notice to Proceed The City currently contracts with an independent contractor for all Construction Inspection Services. A transitional plan, which shall include informational marketing, will need to be established. Minimal office hours at a City provided facility will be established for customer service activities Public Entity Crime Statement In accordance with Paragraph (2)(a) of Section , Florida Statutes, "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any 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 be awarded or perform work as a contractor, supplier, subcontractor, Page 3

4 or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section , for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list." 2. SCOPE OF SERVICES The scope of services may be obtained on the city s website at debary.org 3. Written Submittals 3.1 Each submittal shall be prepared in one (1) original and ten (10) copies. The original shall be labeled with the word "Original" on the front outside cover. The original shall contain all original signatures where required. 3.2 The original and each copy shall be bound. 3.3 The first page shall be a title page, which will include the name of the RFQ, the name and address of the firm responding and the name(s) and address(s) of subconsu1tants, if any Immediately following the title page shall begin the following tabbed sections: Tab One. Statement of Interest and Introduction. The responding firm (or the lead firm if sub-consultants are proposed) will provide a letter, on letterhead, not exceeding two pages, which serves as a statement of interest and introduction to the submittal. If sub-consultants are proposed, each sub-consultant may provide a similar letter, not exceeding one page Tab Two - History of Firm. This section shall include a brief narrative, not exceeding two pages, of the corporate history of the firm. This statement does not apply to any governmental entity submittal Tab Three - Qualifications and Capacity. This section shall include, in the following order: A description, not exceeding three (3) pages, of the proposed project team. This description should provide the names, titles, firm names (if sub-consultants are involved) and clearly identify all proposed roles in the project team for each person. An organization chart showing the proposed project team members and their relationships with task leaders and the project manager Page 4

5 must be one of the three sheets. Responding firms should clearly indicate their capacity to commit the required resources throughout the course of the contract For each person named, a brief description of qualifications, not exceeding two pages, shall include at minimum, the professional qualifications for each person, and a summary of experience on projects similar to that described by this RFQ. This summary of experience shall describe the services provided and the years of such experience A statement of the firm's capacity to perform the work within the required schedule. This should take the form of either narrative or chart, which describes the project manager's approach to return site plan reviews in a timely manner. Examples of other communities served should be provided similarly with individual task authorization. Projects providing examples of projects and miscellaneous tasks that represent a commitment by the corresponding firms to allocate the necessary resources to the project. 4. SELECTION CRITERIA 4.1. It is the intent of the City that all firms responding to this RFQ shall be ranked in order of responsiveness, experience, qualifications, and approach as demonstrated by compliance with the requirements of this RFQ and the intended services The selection committee shall evaluate and rank each firm based upon written submitta1s to arrive at a short list of no more than the three most highly qualified firms. These firms may be scheduled for presentations At such time as the selection committee arrives at a ranking which identifies at least the topranked firm and the next-ranked firm, the committee shall recommend to the City Council negotiation of a contract with the top ranked firm, or with the next highest ranked firm if no contract can be successfully negotiated with the top-ranked firm. Page 5

6 5. COMPENSATION 5.1. In general, the City's preferred method of compensation is the lump sum method. Attendance at meetings, review and comment when required, and similar tasks are unpredictable, and will be billed at hourly rates, on a monthly basis Progress payments may be requested. All invoices shall include the name of the project, the authorized amount, the total of previous billings, the current billing amount, and the amount remaining unbilled The City's normal payment procedures (Net 30 days) will be observed. No early payments shall be approved No out of scope services shall be provided in the absence of prior, written authorization in the form of a supplemental agreement to the existing contract. The City will accept no obligation for any services provided which do not conform to this requirement. 6. INSURANCE REQUIREMENTS SPECIFICATIONS 6.1. Required Coverages and Limits To assure that the proposer has the insurance specified, the proposer should provide this "Insurance Requirement Specifications" section, in its entirety, to their insurance agent(s) for review prior to submitting a proposal. The insurance agent should inform the proposer if the proposer does not currently provide the insurance requirements and provide the proposer with an estimated cost to secure the: required insurance. The proposer should include the cost to secure additional insurance in their proposal price. By submission of a proposal to the City the proposer has or agrees to obtain the insurance specified without additional cost to the City, if the proposal is awarded the RFQ Insurance Requirements for this proposal are as follows; Worker's Compensation: Statutory P1ease be advised that the Certificate of Exemption To Be Exempt From the Florida Workers' Compensation Law pertains exclusively to those corporate officers identified by the certificates, therefore, the City will not accept Certificates of Exemption as proof of Insurance. The certificate of exemption also states that the corporate officer electing exemption, "certify that Page 6

7 any employee of the business named above (on the certificate) is covered by workers' compensation insurance". Further, pursuant to Chapter (I)(a), (b) and (c), Contractors who sublet any contract work to subcontractors "shall be liable for, and shall secure, the payment of compensation to all such employees, except to employees of a subcontractor who has secured such payment" Before the City can issue a purchase order and authorize the successful bidder to proceed, the successful bidder must provide proof of insurance for any subcontractor, either by submitting a certificate of insurance indicating the successful bidder as the insured for workers' compensation statutory limits coverage, or individual certificates of insurance from each subcontractor. Certificates of exemption for those subcontractors will not be accepted in lieu of proof of coverage Comprehensive General Liability: $2,000, Comprehensive Auto Liability: $1,000, Professional Liability: $2,000, All limits are per occurrence and must include Bodily Injury and Property Damage All policies must be issued by an insurance carrier with a financial stability that is acceptable to the City All policies are to be considered primary to City coverage and shall not contain co-insurance provisions The appropriate policies are to be endorsed to include the City of DeBary as Additional Insured The successful proposer will be required to provide within ten (10) days after Notice of Award, a Certificate of Insurance demonstrating that the successful proposer is carrying sufficient insurance at the established limits below Certificate of Insurance shall be reviewed for determination of adequate coverage by the City. Page 7

8 6.5. Services will not be ordered or officially commenced until the Certificate has been received and approved. Page 8

9 ATTACHMENT "A" The City reserves the right to accept any or all of the RFQ packages, to waive informalities, and to reject all or any part of any packages as they may deem to be in the best interest of the City. This Form is a mandatory form. An officer or representative who has official authorization to sign proposals MUST sign this Form. Failure to sign in the space provided below will result in the proposal being rejected. Proposals not received by advertised due date and time will be returned to the sender unopened. Company Name FEIN or SS # Name of Owner/Partner/Officer (Print) Title/Position of Owner/Partner/Officer (Print) Signature of Owner/Partner/Officer Business Telephone Fax Telephone Address (not web site address) Business Address City/State/Zip Mailing Address City/State/Zip Remittance Address City/State/Zip Page 9

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