CITY OF BONITA SPRINGS, FLORIDA RFP #

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1 CITY OF BONITA SPRINGS, FLORIDA RFP # Pursuant to Florida Statutes, Chapter 287, The City of Bonita Springs hereinafter referred to as the City, will accept sealed Responses for Qualifications and Proposals to RFP # in the office of the City Clerk, 9101 Bonita Beach Rd, Bonita Springs, FL 34135, until 2:00 P.M. January 16,2015 at which time they will be opened and announced for: OUTSOURCED NATIONAL FLOOD INSURANCE PROGRAM, COMMUNITY RATING SERVICE EVALUATION PROCESS SUPPORT SERVICES All interested parties desiring to be considered for this work must submit one (1) marked original and five (5) photocopies of the response, together with a qualifications statement, experience, & proposal form included herein and any other relative information. Late submittals and facsimile submissions will not be considered. The City reserves the right to reject any or all responses, to waive any informalities or irregularities, to award in whole or in part to one or more respondents, to utilize other services provided by the chosen firm(s) not regulated by Florida Statutes, or take any such actions that may be deemed in the best interest of the City. STATEMENT OF THE WORK The City of Bonita Springs is currently rated as a Class 6 Community under the NFIP /CRS evaluation system. In 2013 FEMA introduced a more comprehensive Community Rating Service program which requires significantly more documentation and verification efforts in order for a community to maintain or improve its NFIP/CRS ranking and the discounts in flood insurance premiums that correspond to that ranking. The City of Bonita Springs, Florida is seeking qualified firms and/or teams to provide professional services to the City to outsource assistance with the anticipated upcoming Five-Year field audit and evaluation process under the Community Rating Service for the National Flood Insurance Program. SCOPE OF SERVICES The scope of services required by the City in connection with this request for proposal covers see Exhibit A QUALIFICATIONS A qualified firm or team of firms should demonstrate the following minimum qualifications for consideration: 1

2 1. Qualified personnel and certifications 2. Auditable methods for fee calculation, collection and remittance to City. Relevant Experience A. A demonstration of the Firm s participation in similar or related projects resulting in the City reaching its stated goals, objectives, and policies. B. A resume sampling of personnel to be assigned to the City along with an indication of their role and responsibility along with relevant experience. C. Any additional information, which the proposer considers pertinent for consideration in the response to this Request for Proposal. Questions regarding the Request for Proposal should be in writing and submitted to the Assistant City Manager at so the question and response can be distributed to all proposers in an addendum. SELECTION NEGOTIATION PROCESS: A Selection Committee made up of three staff members will be responsible for selecting the most qualified firm. Each firm should submit documents that provide evidence of capability to provide the services required for the committee s review and selection. A presentation is not anticipated. The City Manager will then negotiate and execute an agreement with the successful candidate. COMPLIANCE WITH LAWS AND ORDINANCES OR OTHER REGULATIONS Consultant agrees that he or she will, in the performance of work and services under this agreement, comply with all Federal, State, County, and Local laws and regulations now in effect, or hereinafter enacted during the term of this agreement that are applicable to the Consultant, its employees, agents or subcontractors, if any, with respect to this work and services described herein. Consultant will adhere to the Immigration Act, and E Verify. INSURANCE REQUIREMENTS Consultant shall obtain at Consultant s own expense, all required insurance and provide certificates of such insurance which shall be filed with the City Clerk before beginning work under this agreement. The following are required types and minimum limits of 2

3 insurance coverage, which the Consultant agrees to maintain during the term of this contract. 1. Automobile liability and property damage including hired and borrowed vehicle liability in an amount of at least $1,000,000 combined single limit. 2. General liability including products, completed operations, coverage in an amount of at least $1,000, Professional liability covering the type of service(s) being provided in the agreement in an amount of at least $1,000,000 combined single limit. 4. Workers compensation insurance with statutory limits and $500,000 employers liability and in absence of any employees, on a minimum if any basis of payroll or subcontracts. 5. Insurance to be maintained as shown on the certificate of insurance during the entire duration of work being performed and for at least 30 days after completion and delivery. Certificates to provide a minimum of 30 days notice of cancellation or alteration. If the term of the agreement overlaps the expiration date of the insurance coverage(s), the consultant shall provide a renewal certificate of insurance no later than 10 days prior to expiration. The General Liability policy shall be endorsed to name the City of Bonita Springs as an Additional Insured including coverage for completed operations. Consultant shall be required to provide a copy of that endorsement and the endorsement shall be subject to acceptance by the City of Bonita Springs. All insurance companies provided shall be rated at least A+ per Best s Key Rating Guide and be licensed to do business in the State of Florida. The consultant shall defend, indemnify and hold harmless the City of Bonita Springs, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonable attorneys fees and paralegals fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Consultant or anyone employed or utilized by the Consultant arising out of or in the performance of this Agreement. This indemnification obligation shall not be construed to negate, abridge or reduce any other rights or remedies which otherwise may be available to an indemnified party or person described in this paragraph. This section does not pertain to any incident arising from the sole negligence of The City of Bonita Springs. 3

4 UNDER NO CIRCUMSTANCES SHOULD ANY PROSPECTIVE PROPOSER, OR ANYONE ACTING FOR OR ON BEHALF OF A PROPSPECTIVE PROPOSER, SEEK TO INFLUENCE OR GAIN THE SUPPORT OF ANY MEMBER OF THE CITY COUNCIL OR THE CITY STAFF FAVORABLE TO THE INTEREST OF ANY PROSPECTIVE PROPOSER. LIKEWISE, CONTACT WITH THE CITY COUNCIL OR CITY STAFF AGAINST THE INTERESTS OF OTHER PROSPECTIVE PROPOSERS IS PROHIBITED. REJECTION OR DISQUALIFICATION OF PROPOSALS The City may reject or disqualify a proposal under any of the following circumstances: The Proposer misstates or conceals any material fact in the proposal. The proposal does not strictly conform to applicable laws or any requirements of this RFP. The proposal does not include documents, certificates, affidavits, acknowledgments or other information required by this RFP. The Proposer fails to acknowledge receipt of any formal addenda. The Proposal has not been executed by the Proposer through, or by an authorized officer or representative of the Proper or Proposer team. The Proposer fails to comply with all provisions, requirements and prohibitions binding on all Proposers as herein set forth or fails to comply with applicable law. The City reserves the right to reject all proposals and/or re-advertise all or any part of this RFP when it is deemed in the best interest of the City to do so If the proposer attempts to lobby or influence the City Council or staff. INDEPENDENT CONTRACTOR: The proposer selected as Consultant to the City and its employees will be independent contractors of the City and as such, will receive no benefits available to employees of the City. CONFLICT OF INTEREST: Very real possibilities exist for a perceived or actual conflict of interest to occur from permit to permit or review to review. Each respondent must explain how potential conflicts of interest are to be investigated and avoided prior to applications being accepted. GOVERNING LAW: INTERESTED PROPOSERS WILL AGREE THAT THE LAWS OF THE STATE OF FLORIDA SHALL GOVERN CONTRACTS AND THAT THE VENUE FOR ANY DISPUTE WILL BE LEE COUNTY, FLORIDA. 4

5 UNDERSTANDING OF SCOPE/APPROACH: Selection will be based on the understanding of the outlined scope, and the approach proposed to successfully address the City s needs. Consideration will be given to expertise, schedule control, labor allocation, anticipated review timeframes, and level of coordination expected with City staff. Proposers should demonstrate how their approach or portions thereof have been used successfully elsewhere with descriptions of similar projects, outcomes and contact information. Attention will be given to the proposer s current and projected workload, the priority the City will receive, and any innovative or alternative value-added processes or approaches that may be considered applicable to this project. PERFORMANCE BOND Not Required RFP EXECUTION, SUBMITTAL & DELIVERY: Requests for Proposals must be received and stamped prior to the proposal opening deadline as specified elsewhere herein. The outside of all RFP packages must be clearly labeled with the RFP title, RFP number, and closing date. Respondents should submit one marked original and five (5) photocopies. RFP s received after the deadline will not be considered. Facsimile copies of RFP s will be considered unresponsive and will be rejected. It will be the sole responsibility of the respondent to ensure that the RFP reaches the office of the City Clerk on or before the closing hour and date shown on the cover page of this solicitation. RFP s must include an original, handwritten signature of an individual authorized to bind the firm. Unsigned RFP s will be rejected. The City of Bonita Springs reserves the right to reject any or all RFP s, to waive any informalities or irregularities in any RFP s received, to re-advertise for RFP s, to award in whole or in part to one or more offerors, or take any such action that may be deemed in the best interest of the City. COST LIABILITY: The respondent shall bear all costs associated with submission of the RFP, including RFP preparation, site visitations or any travel connected with the submittal of this RFP. 5

6 CONTENTS OF RFP/PUBLIC RECORDS: Once opened by the City, a response to this RFP is a public record under Chapter 119, Florida State Statutes. The contents of the RFP as accepted by the City may become part of any contract awarded as a result of this RFP. All RFP s, being public record, will be available for public inspection during normal business hours. Persons who wish to read RFP responses must make an appointment with the City Clerk. APPENDIX A Public Entity Crimes Pursuant to the provisions of paragraph (2) (a) of Section , Florida State 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 to perform work as a contractor, supplier, subcontractor, 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 ($15,000.00) for a period of thirsty six months from the date if being placed on the convicted vendor list. Conflicts of interest The award of any contract hereunder is subject to the provisions of Chapter 119, Florida State Statutes. Offerors must disclose with their proposals, the name of any officer, director, partner, associate or agent who is also an officer or employee of the City of Bonita Springs or its agencies. 6

7 EXHIBIT A SCOPE OF SERVICES 1. Successful applicant will be responsible for coordination between various departments of the City and other partnering agencies and entities relative to the Activities as identified in the 2013 CRS Coordinator s Manual for which each are individually responsible, prior to the anticipated CRS field visit, including but not limited to: A. Activity 300 Public Information B. Activity 400 Mapping and Regulations C. Activity 500 Flood Damage Reduction D. Activity 600 Flood Preparedness 2. Successful applicant will be responsible for submission of any required or requested information or documentation to CRS representatives prior to any anticipated field visit. 3. Successful applicant will be responsible for on-site coordination with CRS representatives and city staff during the anticipated CRS field visit. 4. Successful applicant will be responsible for submission of any follow up required or requested information or documentation as a result of the CRS field visit. 5. Successful applicant will coordinate all such efforts through the Assistant City Manager. 7

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