Board of Commissioners Port of New Orleans REQUEST FOR PROPOSALS FOR A SMART PHONE GPS TRACKING SYSTEM DUE BY TWELVE NOON CENTRAL TIME ON TUESDAY, NOVEMBER 3, 2015 NEW ORLEANS, LOUISIANA Re-submitted October 22, 2015 Page 1 of 9
Board of Commissioners Port of New Orleans Request for Proposals (RFP) for a: Smart Phone GPS Tracking System Table of Contents PART I. SUMMARY... 3 REQUEST FOR PROPOSALS FOR A SMART PHONE GPS TRACKING SYSTEM... 3 PORT CONTACT... 3 SCHEDULE... 3 Part II. General Information... 4 INSURANCE AND CONTRACT REQUIREMENTS... 4 PONO SF 24-102 FORM... 4 SELECTION PROCESS AND CRITERIA... 5 MBE/DBE/WBE/SBE PARTICIPATION... 5 COMPENSATION... 5 MINIMUM REQUIREMENTS... 5 AUDIT REQUIREMENTS... 6 ETHICS DISCLOSURE... 6 TRANSPORTATION WORKER IDENTIFICATION CREDENTIALS... 6 AFFIDAVITS... 6 Part III. Requirements to Respond to this RFP... 7 SUBMITTAL REQUIREMENTS TO RESPOND TO THIS RFP... 7 WRITTEN PROPOSAL, FORMS AND ADDITIONAL/OPTIONAL INFORMATION... 7 EVALUATION CRITERIA OF THE RFP... 8 PRESENTATIONS BY SHORT-LISTED CONSULTANTS/TEAMS... 8 RFP RESULTS... 9 Part IV. Attachments Download from Board website as detailed below Attachment A - Scope of Work Attachment B is a sample of the standard Board agreement for professional services and the two affidavits to be executed with the agreement. Attachment C - PONO SF 24-102 Form and instructions Attachment D contains the four forms required to be completed and bound within the written proposal. Page 2 of 9
PART I. SUMMARY REQUEST FOR PROPOSALS FOR A SMART PHONE GPS TRACKING SYSTEM PART I. SUMMARY: Notice is hereby given that the Board of Commissioners of the Port of New Orleans (Board) is requesting the submittal of proposals from firms for providing a smart phone application to track truckers smart phones using the global positioning system (GPS) and an associated system to capture data and report the collected data. See Scope of Work attached as Attachment A. The agreement will be between the Prime Consultant and the Board and will be administered by Board staff. Only one Consultant/Team consisting of a Prime Consultant and its sub-consultants, if any, will be selected. The Consultant/Team shall follow the instructions given in this Request for Proposals (RFP) in order to respond with a valid proposal for evaluation by the Board s Consultant Evaluation Committee. A box or envelope containing the bound written original proposal and six (6) bound copies thereof, shall have the contract s exact title (see above) and the name of the Prime Consultant clearly shown on the outside and shall be mailed or delivered (no facsimile nor email) to the Board of Commissioners Port of New Orleans, Ms. Andrée L. Fant, Executive Assistant for Capital Projects, 1350 Port of New Orleans Place, New Orleans, Louisiana 70130 not later than twelve noon, Central Standard Time, on Tuesday, November 3, 2015 to be considered for the contract. Deliveries are only accepted Monday thru Friday, excluding holidays, from 8:00 a.m. to 4:00 p.m. Failure to submit required information by the deadline will cause disqualification and removal from consideration on this project. No information may be changed or submitted after the deadline. Attachments A thru D for this RFP are shown in the RFP Table of Contents and are available for download on the Board s website at www.portno.com under HOME, under PROCUREMENT, under REQUEST FOR PROPOSALS then under SMART PHONE GPS TRACKING SYSTEM, or directly at this website address: http://portno.com/request-for-proposals then under SMART PHONE GPS TRACKING SYSTEM. PORT CONTACT Ms. Andrée L. Fant will be chair of the Board s Consultant Evaluation Committee. As necessary, addendum to this RFP will be posted on the Board s website at www.portno.com under HOME, under PROCUREMENT, under REQUEST FOR PROPOSALS then under SMART PHONE GPS TRACKING SYSTEM, or directly at this website address: http://portno.com/request-for-proposals then under SMART PHONE GPS TRACKING SYSTEM. Prime Consultants are responsible for disseminating pertinent information to their sub-consultants, if any. All inquiries shall be directed to Ms. Fant, by email only at fanta@portno.com. Questions and answers will also be posted on the Board s website as stated above. SCHEDULE Proposals will be evaluated as described herein and a short-list of Consultants/Teams will be generated to present proposals to the Board s Consultant Evaluation Committee. After which, a contract should be awarded. The anticipated schedule is as follows: Prospective Proposers Meeting October 21, 2015 Proposal Submittal Deadline November 3, 2015 Page 3 of 9
Short-list Notified November 13, 2015 Short-list Presentations December 2, 2015 Contract Award December 17, 2015 There will be a meeting for prospective proposers at the Board s administration building at 1350 Port of New Orleans Place, New Orleans, Louisiana 70130 on Wednesday, October 21, 2015 at 10:00 A.M. Central Standard Time. Prospective proposers are encouraged to attend. Please email Ms. Andree Fant at fanta@portno.com to let her know if you are attending and the number of attendees. It is anticipated that a professional services agreement will be awarded by the Board within 60 calendar days after receipt of proposals. Notice of Award will be issued immediately following the Board s award. The Prime Consultant shall have 14 calendar days after Notice of Award to execute an agreement for professional services with the Board and submit with the signed agreement both affidavits and other exhibits listed in the agreement, and all insurance certificates. All required certificates of insurance for Prime Consultant and all sub-consultants are due to the Board with the executed agreement. The Board would like to complete this project in a timely manner after an agreement is executed. Part II. General Information INSURANCE AND CONTRACT REQUIREMENTS See Attachment B to the RFP for the sample standard Board professional services agreement to be executed by the Board with the Prime Consultant. This agreement is not subject to change or revisions by the Prime Consultant, which contains all insurance requirements. During the term of this agreement, the Prime Consultant and each sub-consultant, if any, must carry all insurances shown in the sample agreement to the limits specified. The Board cannot execute the agreement without the submittal to the Board of insurance certificates showing evidence of all requisite insurance. For a period of three years after termination of the agreement, the Prime Consultant and each sub-consultant providing professional services, and any other firm as applicable, must carry professional liability insurance as outlined in the agreement. PONO SF 24-102 FORM The Consultant/Team shall submit PONO SF 24-102 Form (Attachment C ) for the Prime Consultant and a separate form for each sub-consultant. Failure to comply may be cause for disqualification and removal from consideration. The instructions for completing the form are included in Attachment C. Upon request by the Prime Consultant, after award of the contract, the successful Prime Consultant may also offer the Board additional firms to supplement its project team by submitting a written request to Ms. Andree Fant, citing the basis for the late addition and including a completed PONO SF 24-102 form for the firm to be added. All insurance and listing of personnel must be submitted upon approval of the additional firm. The contract amount will not be increased unless the scope of work under the original contract has increased and such an amendment to the contract is approved in writing in advance by the Board. During the contract term, the Board reserves the right to request a change in the key personnel that a firm has assigned to the project team, if deemed by Board staff to be in the best interest of the Board and/or the project. Upon request, the Prime Consultant and/or sub-consultants shall furnish resumes of Page 4 of 9
qualified personnel in their firms who are available as substitutions. The ideal Prime Consultant/Team will have demonstrated experience and proven capabilities directly related to the Scope of Work issued with this RFP as Attachment A. SELECTION PROCESS AND CRITERIA The Board will designate a committee to evaluate the proposals submitted by Consultants/Teams. The Consultant Evaluation Committee will consist of a chair and several port managers and engineers. The proposals will be evaluated using weighted criteria, as described herein, for ranking. Short-listed Consultants/Teams will have the opportunity to make presentations to the Consultant Evaluation Committee prior to final ranking and recommendation for award of a contract. Any commercial off the shelf (COTS) products may be more fully previewed and tested by the evaluation committee prior to final determination of the most advantageous proposal and award of contract. Such evaluation of any proposed COTS may delay award of contract. MBE/DBE/WBE/SBE PARTICIPATION The Board encourages the participation of MBE/DBE/WBE/SBE firms on the Consultant/Team. In order to receive points for participation, firms included in the proposal that have any such status must submit with the bound proposals evidence of a current certification from at least one entity that issues such certifications. The Board does not have a certification program, but accepts certifications issued by other public entities including state, local and federal government agencies. Failure to do so will assume that firms have no such current certification. Assistance for contacting DBE/MBE/WBE/SBE firms is also available from the Board s consultant, RiverWorks Business Development Group. RiverWorks Business Development Group can be reached at: Attention: Carol Balthazar 201 St. Charles Avenue, Suite 2570 (504) 896-4600 phone (504) 891-5580 fax (504)382-4007 cellular phone E-mail:lariverworks@aol.com A listing of potential businesses is available at the Board s website at www.portno.com under PROCUREMENT under INFORMATIONAL DOCUMENTS under DISADVANTAGED BUSINESS ENTERPRISE (DBE). COMPENSATION Compensation for services will be based on a lump sum fee for the contracted services. The fee will be broken down into tasks and paid on completion of the task and invoicing by the Prime Consultant to Board. Consultant/Team shall recommend break down of tasks in its proposal. However, final breakdown to be included in the contract shall be at the discretion of the Board. MINIMUM REQUIREMENTS Page 5 of 9
Consultant/Team shall have the resources to perform the requested work and to meet the requirements in this RFP. AUDIT REQUIREMENTS The selected Consultant/Team shall maintain accounting records, as a condition to the award of this public contract, for the Legislative Auditor of the State of Louisiana and/or the Board s auditors to inspect, examine and/or conduct an audit of all books, accounts and records of firms pertaining to the performance of contractual obligations and the compensation due to be received under this contract. ETHICS DISCLOSURE The Board calls the attention of all potential bidders and proposers to the Louisiana Ethics Code, La. R.S. 44:_et seq. Those laws prohibit the Board from doing business with any of its current commissioners or those who have served on the Board within the past two years or, from doing business with certain companies with which the following persons are connected. 2015 Commissioners: Gregory R. Rusovich Scott Cooper William T. Bergeron Michael W. Kearney Robert R. Barkerding, Jr. Laney Chouest Arnold B. Baker Commissioners who served during the past two years: Joseph F. Toomey Daniel F. Packer, Jr. TRANSPORTATION WORKER IDENTIFICATION CREDENTIALS Work within the Board s terminals and at most other properties require Transportation Safety Administration Transportation Worker Identification Credentials (TWIC). Federal regulations require that persons seeking entry to restricted areas of United States ports must present a valid TWIC card and must maintain possession of the TWIC at all times in secure port areas. Without a TWIC or an approved Port of New Orleans authorized TWIC escort, no entry will be allowed into cargo terminals located along Clarence Henry Truckway. Port personnel will not be responsible for providing escorting services to any consultants. The Board does not compensate consultants for obtaining TWIC for its employees and subconsultants. Processing for a TWIC can take several weeks, and Consultants should ensure that key personnel on the team have applied for TWIC upon Notice of Award of a contract. AFFIDAVITS As required by Louisiana State law, two affidavits will be needed to be executed by the person or firm doing business with the Board at the time of entering a contract. Refer to Attachment B. The agreement cannot be executed without the Consultant s affidavits; therefore, it is imperative that the Consultant read these affidavits that are a part of Attachment B before submitting the proposal. Page 6 of 9
Part III. Requirements to Respond to this RFP SUBMITTAL REQUIREMENTS TO RESPOND TO THIS RFP Any Consultant/Team failing to submit any of the required RFP information will be considered nonresponsive. Facsimiles and email submittals of the proposal will not be accepted. WRITTEN PROPOSAL, FORMS AND ADDITIONAL/OPTIONAL INFORMATION One (1) spiral bound original and six (6) spiral bound copies of the proposal, including forms and additional/optional information are required. Loose pages will not be accepted. The page limit for the Written Proposal is 16 pages (16 single-sided pages or 8 double-sided) not including the required forms and additional information. The proposal shall consist of the following items in this order: 1. WRITTEN PROPOSAL: The following sections shall be included in the bound proposal and correspond to the evaluation criteria. These sections consist of brief written descriptions. The page limit for the Written Proposal is 16 pages, anything submitted beyond that will not be considered. A. A summary of the directly related experience, both of the Consultant and any sub-consultants, and key individuals for this type of work and of similar magnitude. B. An indication of the ability of the project manager and key personnel to be able to respond to the Board's needs by providing a presence in the New Orleans area during the contract. C. A conceptual plan of action that includes how the Consultant will approach the assignments given under this contract. D. A description of skills, knowledge and experience directly related to the Scope of Work that indicates knowledge of local conditions. E. A summary description that indicates the understanding of the Scope of Work and a proposed schedule to perform the work realizing the Board would like to complete this project in a timely manner. 2. FORMS: These forms are contained in Attachment D and are downloadable from the Board s website at www.portno.com under HOME, under PROCUREMENT, under REQUEST FOR PROPOSALS then under SMART PHONE GPS TRACKING SYSTEM, or directly at this website address: http://portno.com/request-for-proposals then under SMART PHONE GPS TRACKING SYSTEM. These items are not included in the 16 page limit, but shall be bound to the Written Proposal. A. Commitment to Assign Identified Resources Form (Form CAIR) B. Key Personnel Information Form (Form KPI) C. Named Sub-consultants Form, if any will be used. (Form NS) D. Letter of Sub-consultants Intent Form, if any will be used. (Form LSI) Page 7 of 9
3. ADDITIONAL INFORMATION: These items are additional information, as applicable. These items are not included in the 16 page limit, but shall be bound to the Written Proposal. A. All PONO SF24-102 Forms for the Consultant/Team (Prime Consultant and all sub-consultants). The form and instructions are included as Attachment C. B. Any client reference letters, limited to three, preferably directly related to work similar to that to be provided under this contract. C. Evidence of MBE/DBE/WBE/SBE certification as described herein. 4. FEE PROPOSAL: The proposal shall include a fee for the work to be accomplished as described in the proposal. It should be clear what is included in the proposed fee. That is, any deviations from the Scope of Work and any specifics should be explained. It should also be clear what work product, if any, will not be owned by the Board. Any recurring costs shall be set forth for at least five (5) years. It is acceptable to include options and associated costs in the fee proposal, in fact, it is encouraged. It is not necessary to include only one cost. The fee proposal is not included in the 16 page limit, but shall be bound to the Written Proposal. EVALUATION CRITERIA OF THE RFP Listed below, in order of their relative importance, are the criteria that the Consultant Evaluation Committee will use to evaluate the RFPs considering all firms included on the Consultant/Team in the proposal: 1. Experience, both of the Prime Consultant/Team and key individuals in type of work, weighted factor of 5. 2. Past performance of Prime Consultant/Team and key individuals on similar work, weighted factor of 5. 3. Local representation including the location of intended project manager and how readily the Prime Consultant/Team will be able to respond to the Port's needs, weighted factor of 3. 4. Conceptual plan of action includes how the Prime Consultant/Team will approach the assignments, weighted factor of 3. 5. Staffing and support to be assigned to the contract, weighted factor of 3. 6. Knowledge of local conditions, including experience in the port/transportation industry, weighted factor of 3. 7. Cost of the project, weighted factor of 3. 8. Ability to meet Board schedule for deliverables as described in the RFP, weighted factor of 2.5. 9. MBE/DBE/WBE/SBE participation, weighted factor of 2.5 The evaluation will be by means of a point-based rating system of the Consultant/Team as a whole. The Consultant Evaluation Committee will be responsible for performing the above described evaluation and presenting the ranking of the Consultants/Teams to the Board s President and CEO. PRESENTATIONS BY SHORT-LISTED CONSULTANTS/TEAMS Based on the Evaluation Committee s ranking of proposals, approximately two (2) or three (3) Consultants/Teams will be short-listed for presentations to the Consultant Evaluation Committee. The presentations will occur on December 2, 2015, with times given upon short-list notification on Page 8 of 9
November 13, 2015. Presentations will be held at the Port Administration Building (1350 Port of New Orleans Place) 4th floor Presentation Room. Projector, screen, and laptop will be available. It is preferred that Consultant Teams use the Board s laptop for the presentation. Consultant Teams are encouraged to use visual tools (PowerPoint Presentations or other compatible software programs) on CD or flash drives. Consultants may email the visual tools to Ms. Andrée Fant (fanta@portno.com) in advance to ensure compatibility with the Board s equipment. Each short-listed Consultant/Team shall make a 30 minute maximum presentation with an additional 30 minutes allowed for questions by the Consultant Evaluation Committee as part of the evaluation process. The presentations are intended to be an opportunity for the Consultant/Team to demonstrate how they best meet the evaluation criteria of the RFP, which is the basis for final evaluations. The presentation shall be based on an understanding of the Board s objectives and how they may best be achieved and the qualification and experience of the Consultant/Team as a whole. The Consultant/Team shall highlight information as it relates to the criteria for evaluation as stated herein. Each team shall be allowed no less than a 15 minute period prior to their presentation time in order to set up their equipment. It is suggested that the presentation participants be limited to the Prime Consultant s principal, the project manager, and key project individuals due to limited space and time. Eight printed color copies of the presentation shall be submitted to the Evaluation Committee at the time of the interview. Allow ample time to check-in at the lobby security desk upon arrival. To expedite visitor passes, the Prime Consultant must email to Ms. Fant (fanta@portno.com) a list of the names and employers of all presentation participants so that visitor badges can be prepared in advance of the presentation. If necessary, it may be possible for Consultants/Teams to remotely provide presentations to the Consultant Evaluation Committee via a web-based meeting session. The sessions must be set up by the Consultant/Team using WebEx, GoToMeeting or similar on-line meeting provider, and inform Ms. Fant of the login information in advance. RFP RESULTS The Board awards contracts at its monthly public meeting, generally at 11:00 a.m. in the auditorium of the Port Administration Building. See Board website for dates and agendas at www.portno.com. Written notification of the award will be issued by Ms. Andrée L. Fant after the Board meeting. Page 9 of 9