CITY OF TYBEE ISLAND RFP # THE CITY OF TYBEE ISLAND IS ISSUING THIS REQUEST FOR PROPOSAL FOR FURNISHING THE SERVICES DESCRIBED HEREIN:

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1 MAYOR Jason Buelterman CITY COUNCIL Wanda Doyle, Mayor Pro Tem Barry Brown Rob Callahan Bill Garbett Monty Parks Paul Wolff CITY OF TYBEE ISLAND RFP # CITY MANAGER Diane Schleicher CITY CLERK Janet LeViner CITY ATTORNEY Edward M. Hughes THE CITY OF TYBEE ISLAND IS ISSUING THIS REQUEST FOR PROPOSAL FOR FURNISHING THE SERVICES DESCRIBED HEREIN: PROFESSIONAL PLANNING SERVICES TO DEVELOP A MASTER PLAN PROPOSALS ARE TO BE RETURNED NO LATER THAN DECEMBER 11, 2015 at 11:00 AM A NON MANDATORY PRE-PROPOSAL MEETING WILL BE HELD DECEMBER 3, 2015 at 2:00PM The City is seeking a proposal for services equal to or exceeding specifications set forth on the attached pages. Those not meeting these standards will be rejected. The attached material specifications become and remain a part of this request for proposal All responses, inquiries, or correspondence relating to, or in reference to, this request for proposals, and all reports, charts, displays, schedules, exhibits and other documentation by the respondents shall become the property of the City when received. All proposals submitted in response to this RFP shall become the property of the City. The City retains the right to use any or all ideas presented in any proposal response, whether amended or not. Selection or rejection of the proposal does not affect this right. Mail proposal to: RFP # MELISSA FREEMAN 403 BUTLER AVE PO BOX 2749 TYBEE ISLAND, GA Inquiries or other need for clarification in this document should be submitted no later than DECEMBER 8, Questions to: George Shaw gshaw@cityoftybee.org Page 1 of 10

2 SERVICES TO BE PROVIDED The successful Offeror shall perform the following work for the City: Community Assessment Identify potential Issues and Opportunities Analysis of existing development patterns Areas likely to be annexed Areas of rapid development or changes of land use Areas where the pace of development may outpace facilities and services Declining or unattractive areas, possibly in need of redevelopment Areas of significant infill development opportunities Assess consistency with DCA s Quality Growth Plan Objectives Assess consistency with South Beach Business Redevelopment Design Supporting analysis of data and information Population Economic Development Housing Natural and Cultural Resources Community Facilities and Services Public safety Water Waste water Storm water and drainage Parks Intergovernmental Coordination Historic Preservation Transportation and Parking Community Participation Programs Identify Stakeholders Conduct a Survey Conduct Public Hearings Form Citizen Committees Community Agenda General Vision Statement Future Development Defining Narrative Issues and Opportunities Implementation Program (STWP) Long-Term and Ongoing Activities Recommended Policies SUBMISSION REQUIREMENTS Proposals shall be submitted in a sealed envelope, clearly marked on the outside of the envelope, to the office of the above address prior to the time specified. Page 2 of 10

3 A. All submissions must be accompanied by copies of the necessary licenses of the parties making the proposals. B. Required Information: Please submit the following information in the order requested. Name, address, phone number, fax number, and address of the person or firm submitting the proposal. Provide the name of the contact person and person authorized to contract for the firm. Please include a proposal sheet, W-9, vendor application, affidavit verifying status, and contractor affidavit which can be found at the end of this request. METHOD OF AWARD The contract, if awarded, will go to the proposal deemed best for the city as determined by Mayor and City Council. The award will take into account price among other factors as specified in this RFP. Notice of the award recommendation will be posted on the website at in the City Council packet. Signature of offeror indicates understanding and compliance with attached terms and conditions and all other specifications made a part of this RFP and any subsequent award or contract. All terms, conditions and representations made in this request will become an integral part of the contract. Nothing contained within this RFP is indicative of intent by the City of Tybee Island to reimburse the offeror, in whole or in part, for any costs associated with preparation, submission, or presentation of proposals. Evaluation Criteria: Submitted proposals will be evaluated and scored based upon the following criteria: Criteria Points Assigned Understanding of Project 20 Ability to Meet Time Frame 35 Past Experience 25 Pricing 20 WAIVER: The City of Tybee Island reserves the right to reject any or all proposals received. The City reserves the right to waive any variances from original proposal specifications in cases where the variances are considered to be in the best interest of the City. INSURANCE Contractor shall provide a Certificate of Insurance naming the City of Tybee Island as also insured, indicating the following minimum coverage: Comprehensive General Liability $1,000,000 Comprehensive Auto Liability $1, Workman s Comp. equal to statutory requirements Page 3 of 10

4 The Offeror shall specify terms of payment. PAYMENT TAXES The City of Tybee Island, Georgia is not subject to any State or Federal taxes. Documentation will be provided with the invoice at the time of payment, if requested. 403 Butler Ave, Tybee Island, Georgia DELIVERY: F.O.B. DESTINATION TERMINATION OF CONTRACT The City reserves the right to terminate the contract for reasons of violations by the successful proposer of any term or condition of the contract by giving thirty (30) days written notice, unless otherwise stated herein, stating the reasons therefore and giving the party ample time to remedy the deficiencies. City of Tybee Island TERMS AND CONDITIONS ACCEPTANCE. This order constitutes an offer which shall become a binding contract upon the terms and conditions herein set forth upon acceptance by Seller either by acknowledgement of this order or commencement of performance. Buyer objects to any difference, conflicting or additional terms proposed by Seller in the acceptance of this order, and no such terms shall be effective unless expressly accepted by Buyer in writing. Each shipment received by Buyer from Seller shall be deemed to be only upon the terms and conditions contained in this order, except by such written instrument modifying the order, signed by Buyer, notwithstanding any terms and conditions that may be contained in any acknowledgment, invoice, or other form issued by Seller and notwithstanding Buyer s act of accepting or paying for any shipment, or similar act by Buyer. SUBCONTRACTING. Seller shall not enter into a subcontract for any part of this order, including completed or substantially completed items or major components thereof, without Buyer s written consent. Nothing in this order shall be seen as prohibiting Seller s purchase of standard commercial articles, raw materials, or other supplies specified in this order if these are typically purchased by Seller in the normal course of business. CONE OF SILENCE. Lobbying of Procurement Evaluation Committee members, City employees, and elected officials regarding this product or service solicitation, Request for Proposal (RFP) or contract by any member of a proposer s staff, or those people employed by any legal entity affiliated with an organization that is responding to the solicitation is strictly prohibited. Negative campaigning through the mass media about the current service delivery is strictly prohibited. Such actions may cause your proposal to be rejected. TERMINATION. Buyer may terminate or suspend performance under this order in whole or in part from time to time by sending written notice to Seller. Upon receiving notice of such action Page 4 of 10

5 by Buyer, Seller shall immediately comply with its terms and take all reasonable steps to avoid incurring any additional costs under this order. Buyer s sole liability to Seller shall be for items completed and delivered to Buyer in accordance with this order and for Seller s reasonable costs to the date of termination, such costs being solely attributable to this order and not being recoverable from other sources. INDEMNIFICATION. Seller agrees to indemnify, defend and hold Buyer, Buyer s employees, and those for whom Buyer may act as agent harmless from (1) any and all claims and liabilities for injuries or death of persons or damages to or destruction of property; (2) any other Loss caused by or resulting from the acts or omissions of Seller, its agents, subcontractors, suppliers or employees in the performance of this order; (3) any Loss caused by or resulting from the supplies purchased under this order, (4) any intended use of products or materials provided by Seller; (5) any defective products or materials provided by Seller, including without limitation the use or disposal of hazardous and/or toxic materials, such materials to include at minimum all materials recognized by the Environmental Protection Agency as hazardous; or (6) any breach by Seller of any express or implied warranties. If Seller s work hereunder involves operations by Seller s agents, subcontractors, suppliers or employees on Buyer s premises or any place where Buyer conducts operations, Seller shall take all necessary precautions to prevent the occurrence of any injury or damage to persons or property during the progress of such work. Further, Seller shall indemnify, defend and hold Buyer, Buyer s employees, and those for whom Buyer may act as agent harmless for any injuries occurring to Seller s agents, subcontractors, suppliers or employees and Seller shall maintain public liability, property damage and employee s liability and compensation insurance sufficient to protect Buyer from any claims under any applicable law, statute, or regulation. MODIFICATION; WAIVER. No waiver or modification of this order shall be effective unless in writing and signed by both of the parties hereto. Failure of either party to enforce its rights under this order shall not constitute a waiver of such rights or any other rights. ENTIRE AGREEMENT. This order is intended by the parties as a final expression of their agreement and also as a complete and exclusive statement of the terms thereof, any prior or contemporaneous oral or written agreements as to the same subject matter notwithstanding. INVALIDITY. In the event that any provision of this order is declared invalid, illegal, or otherwise unenforceable by any tribunal or law, the remainder of the provisions shall not be affected thereby, and each term and provision not declared invalid, illegal or unenforceable shall be valid and shall be enforced to the fullest extent permitted by law. DRUG FREE WORKPLACE. By accepting this order, the Seller certifies that he shall provide a drug free workplace for his employees in accordance with the laws of the State of Georgia. SPECIFICATIONS, PROPOSALS, BID DOCUMENTS. The documents which form the basis for this order shall include the plans and specifications and proposal documents as attached hereto, together with any other documents so listed and enumerated, if any, and it is expressly understood that any special conditions listed and attached hereto are specifically made a part of this contract. APPLICABLE LAW. The provisions and performance of this purchase order shall be governed by the laws of the State of Georgia and applicable federal law. Seller agrees to bring Page 5 of 10

6 any and all actions relating to this purchase order only in the state and federal courts located within Chatham County in the State of Georgia. APPROPRIATION. Notwithstanding any other provision hereof, this agreement shall terminate at the end of each calendar year without liability or obligation on the part of the city in any calendar year where the City has not appropriated funds for the obligations hereunder for the next calendar year. PROTESTS. A proposer may protest an award under the following circumstances: a. Tybee failed to follow the proposal evaluation process or its evaluation criteria b. Misleading discussions occurred during the evaluation process c. Tybee failed to include qualified vendors in the process d. Tybee failed to conduct the process in a fair and impartial manner Within five (5) days of receipt of a written submission of a protest, the City Manager shall issue a written response either denying the protest or validating it. Page 6 of 10

7 City of Tybee Island, PO Box 2749, Tybee Island, GA (fax) What products/services do you provide to the City of Tybee Island: To whom shall we direct the Purchase Order? Sales Contact: _ Phone# Fax# Location: To whom shall we direct Payment? A/R Contact: Phone# Fax# Remittance Address: Our terms are Net 30. Page 7 of 10

8 Affidavit Verifying Status for City Public Benefit Application By executing this affidavit under oath, as an applicant for a City of Tybee Island, Georgia, Business License or Occupation Tax Certificate, Alcohol License, Taxi Permit, Contract, or other public benefit as referenced in O.C.G.A. Section , I am stating the following with respect to my application of a City of Tybee Island: Business License or Occupational Tax Certificate, Alcohol License, Taxi Permit, (circle all that apply) Contract Other public benefit for (printed name of natural person applying on behalf of individual, business, corporation, partnership, or other private entity). 1) I am a United States citizen. OR 2) I am a legal permanent resident 18 years of age or older or I am an otherwise qualified alien or non-immigrant under the Federal Immigration and Nationality Act, 18 years of age or older and lawfully present in the United States. * In making the above representation under oath, I understand that any person who knowingly and willfully makes a false, fictitious, or fraudulent statement or representation in an affidavit shall be guilty of a violation of Code Section of the Official Code of Georgia. Signature of Applicant SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF, 20 Date Printed Name * Alien Registration Number for Non-citizens Notary Public _ My Commission Expires: Note: O.C.G.A (e)(2) requires that aliens under the federal Immigration and Nationality Act, Title 8 U.S.C., as amended, provide their alien registration number. Because legal permanent residents are included in the federal definition of alien, legal permanent residents must also provide their alien registration number. Qualified aliens that do not have an alien registration number may supply another identifying number below: Page 8 of 10

9 Contractor Affidavit under O.C.G.A (b)(1) By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A , stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services on behalf of (name of public employer) has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A Furthermore, the undersigned contractor will continue to use the federal work authorization program throughout the contract period and the undersigned contractor will contract for the physical performance of services in satisfaction of such contract only with subcontractors who present an affidavit to the contractor with the information required by O.C.G.A (b). Contractor hereby attests that its federal work authorization user identification number and date of authorization are as follows: Federal Work Authorization User Identification Number (E-verify S.A.V.E #) Date of Authorization Name of Contractor Name of Project Name of Public Employer I hereby declare under penalty of perjury that the foregoing is true and correct. Executed on,, 201 in (city), (state). Signature of Authorized Officer or Agent Printed Name and Title of Authorized Officer or Agent SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF,201. NOTARY PUBLIC My Commission Expires: Page 9 of 10

10 RFP MANDATORY PROPOSAL FORM (Must be included with your presentation) Project Description: Scope of Services to be Performed under this proposal: (please summarize proposal here) Owner s Responsibilities: Periods of Service: Method of Payment: Proposed Price $ References: (include contact information on separate sheet) Signed by Date Submitting Firm Page 10 of 10