Request for Qualifications ( RFQ ) For. Consulting Services. For a. Needs Assessment for Houston Forensic Science Center, Inc.

Transcription

1 Request for Qualifications ( RFQ ) For Consulting Services For a Needs Assessment for Houston Forensic Science Center, Inc. December 9,

2 TABLE OF CONTENTS I. Purpose 3 II. Definitions 3 III. Addenda 3 IV. Objective 4 V. Scope of Work 4 VI. Selection Process 4 VII. Selection Criteria 5 VIII. Submittals 7 IX. Additional Instructions, Notifications and Information 8 2

3 Request for Qualifications ( RFQ ) For Consulting Services For a Needs Assessment for Houston Forensic Science Center, Inc. I. PURPOSE The Houston Forensic Science Center, Inc. ( HFSC or the Center ) invites the submittal of Statements of Qualifications ( SOQ ) from consulting firms interested in providing professional consulting services for performing a Needs Assessment. II. DEFINITIONS Needs Assessment means all services necessary to assess and verify existing conditions at the Center; review and verify HFSC standard requirements; and survey the existing facility to aid in establishing criteria for a new facility. The Needs Assessment will take into account the fact that the Center is a regional forensic science center in a metropolitan area for which tremendous growth is projected for the next thirty (30) years. The Needs Assessment will address projections concerning demographics; anticipated changes in technology; and possible changes in best practices in forensic science. The Needs Assessment will result in a written report. Respondent means an entity or team that submits an SOQ in response to this RFQ. The Lead Firm is the primary entity in the team. Short-listed Respondent means one or more Respondents invited by HFSC to participate in an interview/presentation. Statement of Qualifications or SOQ means a Respondent s written response to this RFQ. Submittal Date means at or before 2:00 p.m., local time, January 15, Successful Respondent means the Respondent selected by HFSC to perform the Needs Assessment for the Center. III. ADDENDA All addenda and interpretations to this RFQ shall be in writing. Any addendum or interpretation that is not in writing shall not legally bind HFSC. Only information supplied by HFSC in writing or outlined in this RFQ should be used in preparing the SOQ. HFSC does not assume responsibility for the receipt of any addenda by Respondents. 3

4 Respondents, their authorized representatives and agents are responsible for obtaining, and will be deemed to have, full knowledge of the addenda, conditions, requirements, and specifications of the RFQ at the time a SOQ is submitted to HFSC. No addendum will be issued later than noon on January 8, 2015, except addenda with minor clarifications, withdrawing the RFQ, or postponing the Submittal Date. IV. OBJECTIVE HFSC proposes to retain a highly qualified consulting firm or team to provide the services described herein. Architectural firms, consulting firms and team members with significant experience in planning and executing projects with similar characteristics will be given prime consideration for this project. Through the Needs Assessment, the Successful Respondent is to determine, evaluate and (if appropriate) recommend changes to the operational and programmatic space requirements for the Center. The Needs Assessment will also address possibilities for future expansion of physical space associated with enhancement and growth of forensic services, improvements in facilities and workspaces (compared to the existing facility), and increases in corporate presence and user/customer awareness in the community. V. SCOPE OF WORK The Successful Respondent will consider HFSC s vision, mission, service priorities, the individual spaces needed, and detailed requirements of each space. Needs Assessment services will include existing conditions survey, space program for existing and future needs, conceptual floor plans, and a cost estimate for the facilities recommended in the Needs Assessment. The Successful Respondent will need to gather any existing records or documents (e.g. record drawings) that indicate existing conditions. These documents will need to be verified by on-site inspection of the premises. The extent of this effort shall be as in-depth and as extensive as is required and necessary to support the Needs Assessment. VI. SELECTION PROCESS The Short-listed Respondents and the Successful Respondent will be selected in a two-step process. Step 1 (SOQs) An evaluation will rank each Respondent s SOQ based on the selection criteria and relative weights set out in Section VII-A of this RFQ. The Respondent can receive up to 100 points for the SOQ. A maximum of three firms will be short-listed to participate in Step 2. Step 2 (Interviews/Presentations) Short-listed Respondents will be required to participate in an interview/presentation. The interview/presentation will be ranked as set out in Section VII-B of this RFQ. The Respondent can receive up to 100 points for the interview/presentation. The apparent Successful Respondent will be the Respondent that offers the best value to HFSC based on the combined SOQ and interview/presentation scores. 4

5 VII. SELECTION CRITERIA HFSC is seeking a highly qualified firm or team, experienced in providing Needs Assessments for forensics operations. The required qualifications may be demonstrated in the experience of Respondent s team members. A selection committee composed of representatives from HFSC will review the SOQs. The criteria used to evaluate SOQs will include the following: A. SOQs Tabbed Section 1: 1. Lead Firm's experience based on the five completed projects highlighted in Tab 1 (Lead Firm's Experience). At least three of the five highlighted projects must be of a comparable size and scope to the HFSC project. Maximum 30 Points (10 for each project) Tabbed Section 2: 2. Experience in forensic science laboratory projects by key personnel who would be assigned to this project, as shown in Tab 2, Form SF 330 ( and Section E. Maximum 10 points 3. Team's experience based on projects listed in Tab 2, SF 330, Section F. Strong, established, and proven working relationships among team members, as indicated in SF 330, Sections F & G. Maximum (2 Points for each of up to 10 projects listed in SF 330, Section F) 4. Project experience by team members concerning laboratories or other forensics institutions for governmental agencies, private entities or universities, as shown in Tab 2, SF 330, Section H. Maximum 5 points 5. A suitably sized staff to meet the peak phases of work, as shown in Tab 2, SF 330, Part II. Maximum 4 points Tabbed Section 3: 6. Track record of meeting deadlines and working within a budget, as described in Tab 3 (Narrative). Maximum 7 points 7. Demonstrable systems and processes in-house for ensuring quality and timely performance on projects, as explained in Tab 3 (Narrative). Maximum 7 points 5

6 8. Understanding of HFSC s needs and appropriateness of the team s approach to this project, as described in Tab 3 (Narrative). Maximum 7 points Tabbed Section 4: 9. Applicability and quality of testimonials, as provided in Tab 4 (Quality of Service). Maximum 10 points Total Point Value for the criteria noted above in paragraphs 1 thru 9 equals 100 points. B. Presentation/Interview Maximum 100 points The Short-listed Respondents will be required to make a presentation and answer questions. Each Short-listed Respondent firm or team will have 20 minutes to make a presentation and, upon the conclusion of the presentation, will be asked questions by the selection committee. The Short-listed Respondent s key personnel will be required to participate in the presentation/interview. The presentations and interviews will be at no cost to HFSC. The presentations/interviews will be ranked based on the selection criteria and relative weights set out below. 1. Demonstrate team s competence, qualifications and ability. 2. Demonstrate feasibility to implement the project as proposed. 3. Demonstrate ability to meet the schedule. 4. Demonstrate quality control methodology. 5. Quality of presentation/interview. 6

7 VIII. SUBMITTALS Six copies of sealed submittals are required. Submittals shall be delivered to Ray Engelhardt, 1200 Travis Street, 20 th Floor, Houston, Texas at or before 2:00 p.m., local time, January 15, Late submittals will not be accepted for any reason. All submittals must be provided in a sealed box clearly labeled on the outside with the Respondent s name, name of the project ( Statement of Qualifications for Consulting Services for a Needs Assessment for Houston Forensic Science Center, Inc. ), and addressed to Mr. Engelhardt. To enable HFSC to efficiently evaluate the SOQs, Respondents are urged to strictly follow the required format in preparing their SOQ. Each copy of the SOQ shall be bound using GBC or other semi-permanent binding method, to ensure that pages are not lost. Each copy shall be no more than one-half inch thick. Pages shall be no larger than letter-size 8 ½ x 11 or, if folded to that dimension, twice letter size 11 x 17. Each section (defined below) shall be separated by a tabbed divider. Elaborate covers, binding, dividers, and the like are not required. Each SOQ shall be organized in the following order: A. Outside Cover and/or first page: Shall contain the name of the SOQ ( Statement of Qualifications for Consulting Services for a Needs Assessment for Houston Forensic Science Center, Inc. ), the name of the Respondent, and the submittal date. B. Table of Contents: The next page shall be a table of contents. C. Tabbed Section 1 (Lead Firm's Experience) 1. Lead Firm's Experience: Please provide five (5) examples of the team s experience in similar or relevant projects. Please limit the project information in this tabbed section to one sheet per project: a. Project Name and Location, b. Year project completed. c. Project Owner, Contact Name (Owner or Owner's Representative) / Telephone Number / Address d. Brief description of the project (Scope, Size and Cost) and relevance to this Needs Assessment. 2. Graphic Information: If the Respondent includes photographs, drawings or other graphical information about any of the three projects, a separate page may be utilized for this purpose. Photographs or other graphical information used to illustrate these projects may also be incorporated into the one-page brief sheet itself. D. Tabbed Section 2 (Team's Experience) 7

8 SF 330 Architect-Engineer Qualifications: Lead Firm will submit a completed Form SF 330 (Part II). SF 330 is not required of each team member. Please indicate the Lead Firm in Section B. Name of the Lead Firm noted in Section B must match the name registered with the Texas Secretary of State. Each SOQ must indicate the lead firm proposed for the project. Include all team members in Section C. Attach an organizational chart (Section D) of the proposed team, showing the reporting structure of key personnel noted in Section E. Complete Section E for each key personnel proposed for this project. Do not attach separate resumes. List up to five projects completed in last five years in Section F which best illustrate the proposed team's qualifications and experience in forensic science laboratory projects or projects of similar complexity. In Section H, list all work concerning laboratories or other scientific institutions for governmental agencies, private entities or universities. Complete Part II for each team member listed in Section C. E. Tabbed Section 3 (Narrative) Narrative: The Respondent shall provide no more than three pages of narrative that describes: 1. Lead Firm s track record of meeting deadlines and working within a budget; 2. Lead Firm s systems and processes for ensuring quality and timely performance on projects; 3. Lead Firm s understanding of HFSC s needs and team s approach to this project; F. Tabbed Section 4 (Quality of Service) Testimonials: Respondents may include no more than three one-page letters from clients and/or general contractors that they have worked with on previous projects. Letters should comment on experiences and qualitative matters related to services received from the Respondent or team members. Include current contact information for each person signing the testimonial letters. VIII. ADDITIONAL INSTRUCTIONS, NOTIFICATIONS AND INFORMATION A. Respondents who provide false or misleading information, whether intentional or not, in any documents presented to HFSC for consideration in the selection process shall be excluded. Any false or misleading information in these documents would, in effect, render the entire document suspect and therefore useless. B. NO CONTACT PERIOD Neither Respondent nor any person acting on Respondent s behalf shall attempt to influence the outcome of the award by the offer, presentation or promise of gratuities, favors, or anything of 8

9 value to any appointed official or employee of, or personnel managed by, HFSC, their families or staff members. All inquiries regarding the solicitation are to be directed to Mr. Ray Engelhardt. From issuance of the solicitation to the time of the award, aside from Respondent s formal response to the solicitation, communications publicly made during the official pre-qualification conference, or written requests for clarification during the period officially designated for such purpose by HFSC, neither Respondent nor any person acting on its behalf shall attempt to persuade or influence the outcome of the award or obtain or deliver information intended to or which could reasonably result in an advantage to any Respondent. C. COST OF SOQS HFSC will not be responsible for costs incurred by anyone in the submittal of qualifications or for any costs incurred prior to the execution of a formal contract. D. CONTRACT NEGOTIATIONS This RFQ is not to be construed as a contract or as a commitment of any kind. If this RFQ results in a contract offer by HFSC; a specific scope of work, fees, insurance coverages, and other contractual matters will be determined during contract negotiations. To ensure that the appropriate staff is assigned to the project, HFSC may make the inclusion of a key persons clause a part of the contract negotiations. E. CONFIDENTIAL INFORMATION All responses shall be held confidential from other parties by HFSC to the extent allowable by law until after the selection process is completed. Respondents should be aware that at the completion of the selection process the contents of their SOQs are subject to the provisions of the Texas Public Information Act and may be made public. CONFIDENTIAL or SENSITIVE information should not be included in the SOQ. F. CITY of HOUSTON POLICIES Although HFSC is a local government corporation created by the City of Houston, HFSC is not bound by all City of Houston policies. Nevertheless, for purposes of contracting with HFSC, the Successful Respondent should be aware that HFSC follows policies equivalent to the City s prevailing wage and minority/women, disadvantaged business enterprise policies. G. HFSC reserves the right to (1) evaluate the qualifications submitted; (2) waive any irregularities therein; (3) request Respondents submit more detailed information; (4) accept any submittal or portion of a submittal; and/or (5) reject any or all Respondents submitting qualifications, should it be deemed in HFSC s best interest. Ray Engelhardt Project Coordinator [email protected] 9