SOLICITATION QUOTATION PROFESSIONAL SERVICES

Transcription

1 SEALED BID PROPOSAL FORM L. BROOKS PATTERSON - OAKLAND COUNTY EXECUTIVE OAKLAND COUNTY PURCHASING DIVISION SOLICITATION QUOTATION PROFESSIONAL SERVICES Contact Information: Oakland County Purchasing Division Building 41 West - Lower Level 2100 Pontiac Lake Road Waterford, MI Buyer: Joan Daniels Phone: (248) Fax: (248) danielsj@oakgov.com Solicitation Event ID: Response Due: 12/17/2010 By: 2:00 PM Event Title: Alternative Energy Target Market Analysis Project Category Codes: 96128, 91849, 96129, Eastern Time The Oakland County Purchasing Division is issuing a Request for Proposal (RFP) seeking bidders to perform services as detailed in Attachment (B). Index: Proposal Form (This Form) Attachment (A) Mailing Label Attachment (B) Solicitation Specifications Oakland County Professional Services Contract Boilerplate (for information purposes only) can be viewed on the Oakland County Purchasing website General Submission Information: This solicitation event can be accessed at the Michigan Inter-governmental Trade Network (MITN) website: It s the bidder s responsibility to insure that responses are received in the Purchasing Division prior to the date and time specified. Purchasing Division s address, due date and time are listed on the first page of the proposal form. The responsibility rests entirely with the bidder, notwithstanding delays resulting from postal handling or for any other reasons. No late or misdelivered bids will be accepted. The official time clock shall be the date/time stamp machine located at the Purchasing Division main office located at the address listed above. Sealed bid responses may only be delivered to the Oakland County Purchasing Division. Package must be sealed. Package must have the provided mailing label affixed to the outside of the package. Package must list the submitting company s name, contact person and address. Deliver to: Oakland County Purchasing Division Building 41 West Lower Level 2100 Pontiac Lake Road Waterford, MI Bid responses shall be accepted at the Oakland County Purchasing Division any time during the normal course of business only; said hours being 8:30 A.M. to 5:00 P.M. Eastern Time, Monday through Fridays, excluding legal holidays. 1

2 All questions regarding this solicitation should be submitted in writing or (preferred) to the buyer listed on page one of the proposal form. Subject line must include the solicitation event number listed on page one of the proposal form. Submissions: This proposal form must be signed by a person authorized to bind and commit the company to provide such goods and /or services offered to the County should their bid be accepted by the County. The bidder acknowledges that the County is a public entity and therefore is subject to public disclosure laws. Modifications: Prior to opening the solicitations, clarifications, modifications, or amendments may be made to the solicitation at the discretion of Oakland County Purchasing Division. Should any such changes be made, an addendum will be issued and posted on the Michigan Intergovernmental Trade Network (MITN) website. It s the responsibility of the bidder to check the website for addendums. Contract Requirement: A copy of the County s Professional Services Contract boilerplate can be viewed on the Oakland County Purchasing website Bidders are encouraged to review the contract boilerplate with the proposed terms and conditions. Review the insurance requirements in PARAGRAPH 6.2. and Exhibit I Contractor Insurance Requirements, Lines 1a, 1b, 1c and 1d. The successful bidder will be required to comply with same. Awarded bidder shall provide required insurance documentation upon notice of award. Specifications: Specification response requirements must be submitted with signed proposal form. Failure to include in the response all information outlined in this RFP may be cause for rejection of the response. Alternatives to Specifications: Bidders may offer alternatives from the expressed specifications described by the County. The County reserves the right to consider and accept or reject such alternatives. Alternatives must clearly describe all variances from the specifications herein. Provide product literature, specification sheets and drawings with bid if providing an alternate. Withdrawal: Responses may be withdrawn by writing or electronic notice provided such notice is received by the Purchasing Division prior to the time set for the opening of the responses. Award Information: Organizations may be requested to submit a completed, signed Federal W-9 form prior to an award of a contract or purchase order. Awarded bidder shall provide required insurance documentation upon notice of award. Terms and Conditions: No late or misdelivered proposals will be accepted. The official time clock shall be the date/time stamp machine located at the Purchasing Division main office located at the address listed above. The Respondent shall be responsible for all costs incurred in the development and submission of this response. Oakland County assumes no contractual obligation as a result of the issuance of this RFP, the preparation or submission of a response by a Respondent, the evaluation of an accepted response, or the selection of finalists. Oakland County shall not be contractually bound until Oakland County and the successful Respondent have executed a written contract for performance of the work. Submission is a conclusive presumption that the bidder is familiar with the RFP, Contractual Requirements, and Specifications and that the bidder understands and agrees to abide by each and all of the stipulations and requirements contained herein. Any exceptions to the 2

3 stipulations should be submitted separately. Each response should be prepared simply and economically, providing a straightforward concise description of the proponent s approach and ability to meet the County s needs, as stated in this RFP. All prices shall be quoted in U.S. dollars. Unless Respondents specifically note otherwise, any and all quoted prices will be firm. If the vendor s consumer pricing is reduced during the term of the contract, the lower price will apply. In case of error in the extension of prices in the response, the unit prices shall govern. The County of Oakland reserves the right to reject any or all solicitation responses, awarding the solicitation to other than the lowest priced solicitation response and to waive any irregularities and /or formalities. Also to accept any solicitation response which, in its judgment, best serves the County s interest. The County of Oakland reserves the right to request any additional information which might be deemed necessary after the submission of this document to bidder, and after responses from bidder have been received by the County. The County of Oakland reserves the right to conduct interviews, reference checks, and any other due diligence deemed necessary to select the successful bidder. The County of Oakland reserves the right to split or abstract any or all bids and award multiple contracts from the same solicitation based on price, availability, and services when in its judgment best serves the County. All work shall be performed in a professional manner and shall be consistent with the practices of the trade. The Contractor shall be responsible for any permits and inspections. All labor and materials shall be in accordance with applicable building, safety, and fire codes. Shipping terms are to be F.O.B Destination unless otherwise stated in the solicitation specifications. E-Verify Prior to contract award all County Contractors are required to comply in accordance with Miscellaneous Resolution No (BOC Minutes, July 30, 2009, pp 37-38), unless otherwise exempted, all service contractors and/or vendors who wish to contract with the County to provide services must first certify they have registered with, will participate in, and continue utilize, once registered, the E-Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by the contractors and/or vendors. Breach of this term or conditions is considered a material breach of a contract. Contractor s/vendor s submitting bid responses agree that the contractor/vendor will registered with, and will participate in, and will continue utilize once registered and throughout the term of a contract, if one is offered, the E-Verify Program (or any successor program implemented by the federal government or its departments or agencies) to verify the work authorization status of all newly hired employees employed by the contractors and/or vendors. All County Contractors are required to comply with all Federal, State, or Local laws. The County reserves the right to cancel the contract for services if the contractor has not done so. Failure to comply with all Federal, State, or Local laws either currently or historically is a consideration in the bid evaluation process as well. Such compliance shall include, but not be limited to, non-discrimination against any employee or applicant for employment because of sex, race, religion, color, national origin, or handicap in violation of State and Federal law; prohibition of use of any copyrighted software contrary to the provisions of any applicable Software license agreement or State or Federal law; compliance with all applicable grant requirements if any part of a Contract is supported or paid for with any State or Federal funds granted to the County; compliance with the Immigration Reform and Control Act (IRCA) and I-9 employment verification requirements. Any and all future Federal, State, or Local laws must also be complied with while the contractor is providing services/products to the County. Vendors that have been found guilty or held civilly liable for violation of any federal or state law, or have been barred and/or declared ineligible from consideration in receiving any federal, state 3

4 or municipal contract, must provide information as part of their proposal on all such violations / barrings / ineligibilities. Pursuant to Act 167 of the Public Acts or 1933, the County of Oakland, A Michigan Constitutional Corporation, is exempt from the sales tax provisions of this Act. In addition, the Michigan Department of Treasury has promulgated General and Specific Sales and Use Tax Rules which provide that the County of Oakland is not required to have a sales tax exemption number. (R205.79; Rule 29) For reporting purposes County of Oakland I.D. # W. 4

5 L. BROOKS PATTERSON-COUNTY EXECUTIVE OAKLAND COUNTY PURCHASING DIVISION EXHIBIT I CONTRACTOR INSURANCE REQUIREMENTS 1. At all times during this Contract, including renewals or extensions, Contractor shall obtain and maintain insurance according to the following specifications: a. Commercial General Liability - with the following as minimum requirements: $3,000,000 Each Occurrence (Total Limit) Occurrence Form Policy Broad Form Property Damage Premises/Operations Independent Contractors Products and Completed Operations (Blanket) Broad Form Contractual Personal Injury - Delete Contractual Exclusion Additional Insured: The County of Oakland and County Agents (as defined in this Contract); b. Workers' Compensation - as required by law and $500,000 Employer s Liability; c. Automobile Liability and Property Damage - $1,000,000 each occurrence, including coverage for all owned, hired and non-owned vehicles including No Fault coverage as required by law; d. Professional Liability/Errors & Omissions Insurance (as applicable) - with minimum limits of $1,000,000 per claim and $1,000,000 dollars aggregate. 2. General Certificates of Insurance: a. All Certificates of Insurance shall contain evidence of the following conditions and/or clauses and shall be sent to: The County of Oakland and County Agents, Oakland County Purchasing Division, 2100 Pontiac Lake Road, Bldg 41W, Waterford, MI or fax b. The County of Oakland and County Agents (as defined in this Contract) shall be named as General Liability Additional Insured with respect to work performed by the Contractor. c. All Certificates are to provide 30 days written notice of material change, cancellation, or non-renewal. Certificates of Insurance or insurance binders must be provided no less than ten (10) working days before commencement of work to the Oakland County Purchasing Division. Insurance carriers are subject to the approval of Oakland County. 5

6 I have reviewed the terms and conditions and insurance requirements prior to submitting this bid solicitation. Bidder Signature (person authorized to bind and commit the company) Print Bidder Name Company Name Date Solicitation Event Number Proposal Form (pages 1-6) must be returned signed with your bid response. See Attachment (A) Shipping Label 6

7 ATTACHMENT (A) Bid Solicitation Check Sheet: gfedc Original plus 1 additional hard copies or CDs (As per Solicitation Specifications) gfedc gfedc gfedc Signed Proposal Form Complete Solicitation Specification Requirements Affix your company address, contact person and phone number on the exterior of package gfedc gfedc Fill in your company information below Please cut below dotted line and affix to mailing envelope or package FROM: Company Name: Contact Person: Phone Number: S E A L E D Solicitation Event Title: Alternative Energy Target Market Analysis Project Solicitation Event Number: Buyer Initials Due Date: 12/17/2010 Time: 2:00 PM E.T. DELIVER TO: OAKLAND COUNTY PURCHASING DIVISION EXECUTIVE OFFICE BUILDING 41W - LOWER LEVEL 2100 PONTIAC LAKE ROAD WATERFORD MI JED B I D Fill in your company information above Proposal Form (pages 1-6) must be returned signed with your bid response. Affix this label to the exterior of your package. 7

8 ATTACHMENT B 1.0 INTRODUCTION The Oakland County Purchasing Department on behalf of the Oakland County s Planning and Economic Development Services Division is issuing this Request for Proposal (RFP) to obtain responses for the Alternative Energy Target Market Analysis project. The objective of this RFP is to provide sufficient information to enable qualified respondents to submit applicable written proposals. This RFP is not a contractual offer or commitment to purchase services. To respond to this RFP, proposals must conform to the procedures, format, and content requirements outlined in this document. Significant deviations may be grounds for disqualification. 2.0 BACKGROUND INFORMATION The following background information has been provided in support of the Alternative Energy Target Market Analysis RFP. 2.1 Oakland County Emerging Sector Initiative Overview Oakland County s Emerging Sectors business development and attraction strategy recognizes the importance of diversification to ensure the continued growth and development of business in the county. Over five years ago L. Brooks Patterson recognized that an economic development strategy based solely on the automotive sector would no longer be able to sustain Oakland County s economy. He charged the economic development team with identifying the top 10 emerging sectors and attracting the top companies in those sectors to the county. Since its inception, the Emerging Sectors initiative has expanded to include supporting the growth of existing emerging sector businesses and the start-up of new businesses. The initiative has been extremely successful. It has resulted in almost $1.6 billion in new investment, the creation of more than 23,000 new jobs and the retention of almost 9,300 existing jobs. It currently generates $41 million in property tax revenue per year. The 10 emerging sectors include: Advanced Electronic Advanced Materials/Nano Aerospace Alternative Energy Communications & IT Defense/Homeland Security Entertainment/Film/Digital Media Finance, Insurance, Real Estate Health Care/Life Sciences Robotics 2.2. Additional Sources of Background Information More information about this and other Oakland County initiatives may be found on the Oakland County website Information specific to Emerging Sectors may be found on the following web page: Alternative Energy Target Market Analysis Overview 8

9 Within the Emerging Sector economic development initiative two sectors have risen to the top of the list for their potential to generate jobs and add investment within Oakland County. Those two sectors are life science/health care and alternative energy. Oakland County developed the Medical Main Street initiative to maximize the potential for generating jobs and investment in the life science/health care sector. Oakland County now is seeking to further develop its strategy to maximize the potential represented by the alternative energy sector. A successful economic development effort incorporates strategies and action plans for attraction, expansion of existing businesses, opportunities for new businesses to develop and long term business environment enhancements. The alternative energy initiative will need to incorporate strategies that address all of the elements listed above. The alternative energy economic development strategy will incorporate a target market plan customized to maximize the potential the alternative energy market represents for Oakland County. To that end, the contract deliverables should provide Oakland County with the following: Recommendations for the key sub-sectors within the alternative energy sector to focus Oakland County s economic development efforts Strategies and action plans to maximize the short and long term potential for the expansion of the recommended sub-sectors in Oakland County. Information to weave the recommendations, strategies and action plans into a comprehensive alternative energy initiative Examples of best practices that other communities have incorporated in their alternative energy economic development efforts Oakland County may, at its discretion, contract the work in phases according to budgetary and other needs. In addition, Oakland County may determine additional work elements or eliminate work elements through the course of developing a contract with the successful vendor. 3.0 SCOPE OF WORK Under the direction of authorized Oakland County Staff, awarded vendor shall provide an alternative energy target market analysis as described below. Recommendation of sub-markets within the alternative energy sector for Oakland County to target as part of a proactive business attraction and expansion economic development strategy o The recommendations will contain: A profile of the sub-market to include: Site location decision criteria ranked by priority Identify companies with the potential to expand, categorized by position within supply chain Detail product demand including current volumes, projected demand and growth history. Show how this demand relates to the total alternative energy supplier market and the total energy generation supplier market. Location of sub-market operations including headquarters, R&D and manufacturing Current state of the technology Projections of the evolution of the technology within the sub-market Quantify the potential for jobs and investment that Oakland County can anticipate for the subsector as the result of an aggressive business attraction and expansion effort. Include a rationale for that estimate. Include a business case for why Oakland County is a preferred expansion location for the recommended sub-sector. This business case will be used to develop marketing materials. The business case will, at a minimum include: How do Oakland County assets and resources match the expansion needs of the sub-sector? What are the opportunities for collaboration and partnerships with other organizations? 9

10 Is this sub-sector part of a regional or State target market effort? How does this affect the business case for Oakland County? Recommend what Oakland County can do to become more competitive as a preferred expansion location for this sub-sector Recommend how Oakland County can weave the recommendations, strategies and action plans into a comprehensive alternative energy initiative o This recommendation will incorporate, at a minimum, the following items: Both short term and long term components The short term components will optimize the potential for the attraction and expansion of the recommended sub-sectors The long term components will increase Oakland County s competitiveness as a preferred expansion location for the recommended sub-sectors The recommendation must be achievable under the leadership of Oakland County The recommendation must specifically take into account regional and state-wide programs and initiatives Best practices for comparable communities o Provide case studies of communities that are competitors to Oakland County that have successfully developed alternative energy economic development target market strategies for the recommended sub-sectors. Include comparisons of competitive advantages and disadvantages Describe why these communities have been successful in expanding the sub-sector within their community Include lessons learned 4.0 PROPOSAL 4.1 Required Information At a minimum, interested vendor must submit the information as detailed below. 1. Business Organization A. State the full name, address, main telephone number and fax number of the lead organization and any partnering firm. Include information about the organization such as number of years in business and any other relevant company background. B. Provide contact information for each member of the proposed project team. This information should include address as well as address, telephone number, and fax number if different from the company s address, telephone and fax numbers. 2. Statement of the Problem A. State vendor s understanding of the request, as presented 3. Approach A. Provide narrative on your approach to developing the requested report 4. Work Plan A. Provide a work plan/schedule indicating various tasks, major benchmarks and key elements that may be dependent and may affect other tasks and timelines B. Divide this work plan into phases. 5. Prior Experience A. For each person to be assigned to this project provide examples of the individual s expertise and past experience that will contribute to the successful development of this report. The examples should include a description of the past project(s), the dollar value of the project(s), the start and end date of the project(s) and the outcome and/or impacts of the project(s). In addition, provide the name of the firm or entity that contracted the services for each project, as well as the firm s or entity s project contact person with his/her telephone number and or address. 10

11 If the vendor s company has experience not already described above, provide examples of company experience executing similar projects. Specifically, this information should include the name of the firm or entity, an explanation of the project, the outcome, dollar value as well as start and end dates of the project as well as contact name, telephone number and/or address. 6. Basis of Fees A. Submit a schedule of fees or other cost breakdown outlining the costs associated with the proposal. B. Provide a line item cost estimate for each aspect and/or phase of the proposal 7. Additional Information A. Include any other information that is believed to be pertinent but not specifically asked for elsewhere. B. Oakland County will openly entertain any value-added alternative(s) provided by the interested vendor. 4.2 Proposal Packaging Solicitation documents, the solicitation form that includes the signature page, acknowledgement of addenda, as well as each section 1-7 (detailed above) should be tabbed and presented in a binder (A ring binder is preferred allowing easy removal of the contents to be scanned). Vendor shall provide one original and one copy of vendor s proposal; please identify each as either the original or the copy. 4.3 Note to Interested Vendors The contents and commitments in the proposal shall remain firm for one hundred twenty (120) calendar days from the submittal due date. The vendor shall be capable of providing professional services as described under the Scope of Services and to maintain those capabilities until notification that their proposal was unsuccessful. Exclusion of any service for the project may serve as cause for rejection Best and Final Offer: The County may, at its sole option and best interest, either accept a vendor s initial proposal by award of a contract or, during the evaluation process, enter into discussions with vendors whose proposals could possibly be considered for award. After an evalution stage is concluded, vendors may be asked to submit a Best and Final Offer for consideration. 5.0 SELECTION CRITERIA 5.1 Evaluation Oakland County will use the following criteria to evaluate respondents RFP proposal responses meeting the minimum requirements described above. Oakland County reserves the right to request a presentation by the Interested Vendor or Interested Vendors as part of its evaluation process. Submissions will be evaluated on the following: EVALUATION CRITERIA WEIGHTING (i) Understanding of the project 25% (ii) Relevant company experience and relevant experience of personnel assigned 25% (iii) Approach 20% (iv) Work Plan 20% 11

12 (v) Rates and fees 15% 5.2 Evaluation Scoring 0 = proposal fails to meet minimum specification for this element and/or information is missing. 1 = Proposal meets specification with exception and/or information is unclear. 2 = proposal meets minimum specification and required information is complete and understandable. 3 = Proposal somewhat exceeds specification and/or provides a somewhat enhanced solution/features/functionality. 4 = Proposal greatly exceeds specifications and/or provides greatly enhanced solution/features/functionality. 5 = Proposal provides superior solution, technology, functionality, service or operational feature. 6.0 TIMETABLE 6.1 Activity Date Request for Proposal Released 11/23/2010 Proposals Due 12/17/2010 Vendor Interviews (Top 2-3 Vendors) *WEEK OF: 01/10/2011 Vendor Selection *WEEK OF: 01/17/2011 * These dates are approximate and may be changed depending on the needs of the County. 7.0 PROJECT CONTACT A sample of the Oakland County Professional Services contract is available on the Oakland County website, webpage: See Professional Services Contract I Interested vendor should specifically note contract insurance requirements, intellectual property requirements and E-verify obligations. 12