How To Prequalify For A Disaster Recovery Contract

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1 Board of Regents of the University System of Georgia Request for Qualifications To Provide First Response Disaster Recovery Services DIS-1501 For The University System of Georgia Colleges and Universities; Georgia Archives; and Georgia Public Library System (Statewide & Local) Solicitation Issue Date: January 20 th, 2015 Qualifications Packages Due: March 6th, 2015, 12:00pm

2 REQUEST FOR QUALIFICATIONS First Response Disaster Recovery Services University System of Georgia Colleges and Universities; Georgia Archives; and Georgia Public Library System (Statewide & Local) The Board of Regents of the University System of Georgia ( BOR, USG ) oversees the Georgia Public Library System, the Georgia Archives, and 31 public colleges and universities throughout the State of Georgia. This includes approximately 60,000 acres of land as well as academic campuses, agricultural field and research stations, forest research lands, and a variety of leased facilities located in communities dispersed throughout the state. Overall, the USG s inventory of buildings exceeds 3,415 accounting for over half of the total space owned by the State of Georgia. Reference to BOR / USG / USG Institutions throughout the RFQ includes the USG Colleges and Universities, the Georgia Archives, and the Georgia Public Library System. In the case of a major incident or event of a regional extent, there would not be the opportunity to effectively identify firms that offer the range of necessary services, experience and response capabilities for emergency situations. This Pre-Qualification process is intended to identify firms that are able to provide services for the stabilization of facilities and operations prior, during and/or immediately following an emergency situation. Stabilization activities are described, but not limited to - activities requiring prompt immediate action to prevent/reduce threats to life safety and/or protect facilities, including content, from further damage. In some situations, restoration of facility operations is a part of the immediate stabilization service to include services required for institutions to resume full or partial operations in the affected areas. 1. Application Procedure for Basic Prequalification To be considered for USG disaster recovery services, firms/entities who wish to be considered must submit applications for basic pre-qualification. The application, and list of pre-qualified or eligible firms, once substantially compiled, may be viewed at the Board of Regents office. Each application shall be identical and include a transmittal with an electronic pdf document submittal that is digitally signed by the firm principal(s) and preparer. The transmittal must identify 1

3 the single point of contact to be used for the duration of the pre-qualification process. Documents should not exceed 10MB in size. A zipped file is acceptable if it does not exceed the 10MB limit. The application form and necessary attachments as described in section 6 must be submitted by each firm/entity that wishes to be considered. Incomplete or information not submitted in the format requested may be disqualified from further consideration. The pages of the submittal must be numbered. A table of contents, with corresponding hyperlinks, must be included to identify each section. Responses are limited to twenty (20) pages or less using a minimum of an 11-point font. Any exhibits, affidavits or other enclosure information called for may be included in an appendix and will not count toward the page limit. Each Application shall be prepared electronically in a pdf file format. Applications received will be reviewed to determine initial eligibility of applicant based on the minimum requirements met by the applicant. Eligible applicants will be notified of their eligibility and will be required to submit Appendix A with pricing information. Vendors responding as required within 30 days of initial notification will be placed into a pool of pre-qualified service providers for a period of 12 months (1 year) contingent on the firm s continued eligibility. Applicants will be notified of eligibility status within 45 days from receipt of Appendix A information and/or additional information requested. The pool of providers will be the source of First Response Facility Disaster Recovery Services to consider when such services are required. At the end of 12 months, approved vendors will be required to submit confirmation of continued ability to meet minimum qualifications and resubmission of Appendix A with pricing information, Appendix B, and Appendix C. Failure to comply with confirmation and resubmission will result in a vendor being removed from the pool of pre-qualified service providers. 2. Minimum Qualifications Firms to be considered should have the capability of providing a full range of stabilization services for USG facilities within the State of Georgia. At a minimum, firms must demonstrate through their submitted documentation: Ability to respond to any USG institution, or identification of specific institutions that they are able to respond to, within 2 hours or less to begin initial assessment, (A listing of institutions is provided as Appendix B); Minimum of ten (10) years of experience of firm leadership in providing services as described, with a minimum of (5) demonstrable projects ranging from moderate to large-scale responses; and Firm s knowledge, skills and abilities to provide, at a minimum, the services identified in Section 5. Firms will also be evaluated by their ability to coordinate with the campus(es), library(ies) and University System s administrators for the disaster recovery program, to include the firm s ability to; Provide an immediate assessment of the scope and nature of the services required and the development of a program to effectively respond to those needs; Manage and supervise the crew(s) providing services; Identify and secure all goods, materials, and labor required to provide the services; 2

4 Insure compliance with all applicable local, State and federal laws, regulations, and policies, including issues dealing with the collection and disposal of hazardous materials and debris; Create, maintain, and store to meet the standards, and in the format(s), expected by federal and state emergency management agencies such as GEMA/FEMA and insurance carriers; and The ability to obtain and provide insurance and performance/payment bonds at the amounts indicated in Section Submittal of questions and requests for clarification Questions about any aspect of the RFQ shall be submitted in writing to: Lacey E. Kondracki Board of Regents of the University System of Georgia Office of Real Estate & Facilities 270 Washington St, SW, 6 th Floor Atlanta, GA Lacey.Kondracki@usg.edu The deadline for submission of questions relating to the RFQ is March 3rd, 2015, 2:00PM. 5. Submittal of Application The deadline for submittals is March 6th, 2015, 12:00PM. Proposers should deliver a pdf version of their submittal to the Board of Regents by ing to: Facilities-Procurement@USG.edu It is the sole responsibility of the applicant to assure delivery to the noted location by the specified deadline; the Owner cannot accept responsibility for incorrect delivery, regardless of reason. No submittals will be accepted after the time stipulated above. It is the responsibility of the applicant to examine the entire RFQ, seek clarification in writing, and review their application for accuracy before submitting a response. Once the deadline has passed, all submittals will be final. No submittals will be accepted for review after the deadline. Review of applications will begin in April Vendor/Firm Miscellaneous Requirements Firms will be required to provide institutions with emergency contact information upon selection as a Pre- Qualified vendor. Information may be distributed via to institution coordinators, but at a minimum will be provided via mail. Firms are responsible for all associated printing, mailing, and other associated costs. 3

5 Firms will be required to participate in an introductory meeting with the BOR System Office Staff, including some USG Institution staff. Date and location of the meeting will be included in the notice of Pre-Qualified vendor status. Firms will be required to sign the First Response Facility Disaster Recovery Services Contract at the time services are to be delivered. (A copy of the contract will be provided with vendor notification of initial pre-qualification status.) 7. Example of Services The following lists some of those services that may typically be expected from firms that respond to this request. This is by no means a complete or comprehensive listing, but is only intended to provide a few examples of the nature of the effort and services that may be expected from the pre-qualified firms. A. Pre-emptive storm strengthening of facilities and site structures in anticipation of severe weather or other catastrophic events and may include installing boards over windows, filling and placing sand bags in areas susceptible to flooding, constructing storm drains/dams/dikes, and other storm water management systems. B. Evaluation of the disaster site (that may include part, some, or all of a campus and beyond). Such evaluation may include the identification of actions that are immediately needed to protect the public health (i.e., containing hazardous materials, re-establishing electrical service, reestablishing or temporarily replacing other utility services) 1) These duties may require the services of engineers, architects, environmental safety professionals, contractors, and a variety of trades (electricians, plumbers, surveyors, etc.) to provide a rapid assessment and to quickly gather a holistic view of the event. 2) As a part of the initial assessment, the format for data and record keeping must be established. Photographic records of the event should be liberally utilized to supplement the written documentation. C. For extensive stabilization/protective services, firms will be expected to develop action plans for presentation to the campus and USG personnel. This plan shall include, at a minimum, the following components: 1) A first priority emergency action plan that coincides with the public health and safety assessment from # 7 B above; and 2) A priority-based action plan to stabilize campus buildings and facilities, to reduce the impact of further damage, to contain/remove hazardous materials, and to re-establish utility services, permanently or temporarily, and in other ways to prepare the campus for any reconstruction activities that will be necessary. D. In addition to providing emergency damage-limiting and clean-up services, disaster recovery services will include an assessment of the extent and nature of the damage to facilities and/or structures. This assessment will include preliminary architectural and engineering evaluations, together with a professionally prepared cost estimate for the needed reconstruction activities. This assessment will not include any improvements desired by the campus. 4

6 E. Facility disaster recovery firms must be fully prepared to support the work-related activities of those members of the campus that are required to be on-site immediately following the disaster event and to support the disaster recovery firm s crews. Such support may include the coordination of site security measures working in conjunction with the campus police/public safety department to assess and respond to security needs, provision of potable water and portable toilets, provision of prepared food, emergency or portable electric generators and lights, temporary work spaces (trailers or tents), transportation, communications, a clinic or emergency aid station, and all equipment and materials required to accomplish the disaster recovery program. 1) Firms are expected to have the necessary equipment and access to additional equipment in the event of a disaster/emergency that may extend well beyond the campus to an entire region. Further, the firm must have a demonstrated ability to obtain special equipment and/or consulting services as conditions require. 2) Should the campus be subjected to a disaster of regional significance, it may be necessary for the disaster recovery firm to bring members of its disaster recovery team (work crew) in from outside of the immediate area. It shall be the responsibility of the firm to arrange for lodging, as may be required, of its work crews at or below standard FEMA/GEMA per diem rates. 8. Application Process and Format Firms wishing to be considered for pre-qualification will complete the Basic Pre-Qualification form and include a written report documenting the following: Identification of General Qualifications To qualify, the firm must demonstrate that the executive leadership has ten (10) years or more experience in response services as identified in this RFQ prior to the date of this request. A. Firm background information in addition to the Basic Pre-Qualification form: a. Identify by name, address and telephone numbers all of the principal officer(s) of the firm; location(s) to include street address, city, state, country of all of the firm s office location(s), subsidiaries, and identify the principal/headquarters office location. b. Identify the firm s federal employment verification certification information confirming firm is registered with, authorized to use, is using and will continue to use, the federal work authorization program for as long as the firm shall remain on a Pre-Qualified vendor list. This statement shall be accompanied by the completed Contractor Affidavit, Appendix C, and must include the firm s User Identification Number and Date of Authorization for said federal work authorization program (i.e. e-verify). c. Identify the firm s Georgia License Type and Number. d. Identify the number of years firm leadership has in providing like services. Information provided will include which business(es), business names, type of services provided during that time, brief history and overview of the firm to include, at a minimum, the average number of employees; Biography and resume of the principal on-site leader(s) to include projects they have led. Include biographies/resumes of the firms executive leadership. e. Identify, at a minimum, five (5) projects the firm has completed in the recent past to include; 1) date of the activities; 2) scope of work; 3) total cost associated with the recovery effort; 4) firm s fees that were associated with the work; 5) accurate and factual description of the role (principal firm, subcontractor) that the firm played in the disaster recovery project; and 6) 5

7 contact information for a reference at each of the recovery project locations; 7) involvement with GEMA/FEMA. Projects should demonstrate involvement in projects that include hazardous materials remediation/disposal, roof repair, water remediation, fire/smoke remediation, and/or business continuity services. f. Identify if the primary provider of the following services are provided by the firm s employees or by subcontractors of the firms (if subcontractor, the Subcontractor Affidavit, Appendix C, must be included): a. Engineering, structural evaluation services b. Fire/Water restoration c. 24 hour hazardous materials response, containment and remediation services d. Roofing repair, replacement B. Organizational Charts a. Normal Operations organizational chart b. Example Facility Disaster Response organizational chart for moderate damage to several buildings as a result of high winds/tornadoes. C. Equipment/Materials Firms must provide a list of equipment for review by the evaluation committee. It should be anticipated that certain equipment could reasonably be expected to support any disaster recovery project. Complete the tables included in Appendix A. (Vendor must complete the tables included in this document. Substitutes will not be accepted. Vendor may include additional equipment inventory items in an a separate appendix that will include, at a minimum: A) equipment; B) a column that indicates is the item is owned by the firm and general location(s) where equipment is maintained; C) if equipment is not owned, indicate the location of the equipment and the company from which it will be obtained and the method (rent/lease/purchase). D. Firm Stability/Financial Stability To qualify, the firm must provide information to assist the evaluation committee in assessing the firm s overall stability and financial capacity. Information must be provided regarding the firm s financial rating and any documentation such as; Dun & Bradstreet analysis which indicate relative stability. The same documentation must be provided for a parent company if the firm is a subsidiary. 1. Provide a copy of any notices of violation (NOVs) or citations from federal or state regulatory agencies for environmental safety infractions during the past five (5) years, to include any parent company and subsidiary; 2. Firm must include responses to the following: Has the firm, the firm s parent corporation, or any partner or principal of the firm or the firm s parent corporation: e. filed a voluntary petition in bankruptcy or a voluntary petition seeking reorganization or to effect a plan or other arrangement with creditors; (b) made an assignment for the benefit of creditors; (c) voluntarily suspended transaction of business, become insolvent or unable to pay its debts as they mature; or, (d) applied for or consented to the appointment of any receiver or trustee for any such entity or person or of all or any substantial portion of the property of any such entity or person? 6

8 f. If yes to any of these questions, explanations must be provided as a part of the documentation. 9. Insurance Coverage/Limits of Liability and Performance and Payment Bonds. Firm must provide proof of insurance coverage s identified below at the firm s expense and shall list the Board of Regents of the University System of Georgia as the certificate holder and as an additional insured. Type of coverage and limit of liability must, at a minimum, include: Type of Coverage Worker s Compensation Limits of Liability Statutory Limits Employer s Liability Bodily Injury by Accident $1,000,000 Each Accident Bodily Injury by Disease $1,000,000 Each Employee Bodiliy Injury/Disease Aggregate $1,000,000 Each Accident Commercial General Liability $1,000,000 Each Person (2001 ISO Occurrence Form or $1,000,000 Each Occurrence its equivalent); $1,000,000 Products-Co./Op Agg per Occurrence Includes XCU Coverage $1,000,000 Personal & Adv Injury per Occurrence $1,000,000 Contractual per Occurrence $2,000,000 General Aggregate per Project Commercial Automobile Liability *per occurrence Pollution Legal Liability $1,000,000 Bodily Injury $1,000,000 Property Damage $1,000,000 Combined Single Limit $2,000,000 per occurrence $2,000,000 annual aggregate Commercial Umbrella Liability $2,000,000 per Occurrence (*Cost of work greater than $4,000,000 Aggregate $5M will require an increase in the limit to $4/per occurrence and $10M/aggregate at time of contracting for such services.) Physical Damage Replacement Cost (To cover physical damage to USG or Component Institution property in the care custody and control of Contractor) Builders Risk written on 1991 Cause of Loss-Special Form or its equivalent OR Installation Floater (for other than new construction) Cost of Project 7

9 NOTE: The following shall be endorsed as part of the certificate of insurance: The insured contractor has provided the contract provisions concerning insurance to the Undersigned, and the Undersigned has reviewed the insurance coverage s required for the project and makes the following certifications, which shall serve to bind the various insurance carriers as follows: 1. Such insurance as is herein certified (i) are written in accordance with the company s regular policies and endorsements, subject to the company s applicable manuals or rules and rates in effect, (ii) have been issued to the insured named, and (iii) are in force at this time. 2. With the exception of the Workers Compensation Policy, the Officers, Members, Agents, & Employees of the Owner and the State of Georgia are included as additional insured s as their interests may appear and a copy of the additional insured endorsement(s) is attached hereto. The undersigned certifies that he has so notified each Insurer that Georgia law requires that the Attorney General of Georgia shall represent and defend the state entities and Indemnities named herein remains in full force and effect and is not waived by issuance of any policy of insurance. 3. Each policy either provides or has been endorsed to meet Georgia law that the policy shall not be canceled, changed, allowed to lapse, or allowed to expire for any reason until thirty (30) days (10 days for non-payment of premium) after the Certificate holder has received written notice thereof as evidenced by return receipt of certified or overnight letter. To qualify, the firm must also provide documentation verifying the ability to obtain performance and payment bonds at a level of $2,000,000 or more. (Performance and Payment Bonds shall be submitted at time of contracting for services. Bonds MUST be, at a minimum, 100% of the cost of work.) 10. Additional Terms and Conditions Restriction of Communication From the issue date of this RFQ until the pre-qualified pool of service providers is selected and the selection is announced, applicants are not allowed to communicate about this solicitation for any reason with any members of the BOR/USG/USG Institutions, except for submission of questions as instructed in the RFQ, or as provided by any existing work agreement(s). For violation of this provision, the Owner reserves the right to reject the proposal of the offending proposer. Submittal Costs and Confidentiality All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The Owner is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the Owner. Labeling information provided in submittals proprietary or confidential, or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until final selection. Statement of Agreement With submission of an application, the Applicant agrees that he/she has carefully examined the RFQ, and the Applicant agrees that it is the Applicant s responsibility to request clarification on any issues in any section of the RFQ with which the Applicant disagrees or needs clarified. The Applicant also understands that failure to mention these items in the application will be interpreted to mean that the Applicant is in full agreement with the terms, conditions, specifications and requirements therein. 8