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HomeMy WebLinkAboutspecifications REQUEST FOR QUALIFICA TIONS NO. 07-10-01 PROFESSIONAL SERVICES FOR EMERGENCY DEBRIS DISPOSAL MANAGEMENT CITY OF SUNNY ISLES BEACH MIAMI-DADE COUNTY, FLORIDA NOTICE TO CONSULTANTS NOTICE IS HEREBY GIVEN that the CITY OF SUNNY ISLES BEACH is seeking qualifications for the following: Request for Qualifications No. 07-10-01 Professional Services for Emergency Debris Disposal Management Notice is hereby given that the City of Sunny Isles Beach is seeking qualified Professional Engineering Consultants to submit letters of interest and statements of qualifications and experience, including Standard Form 330, to act as the City's Consultants to provide Management Services for the preparation of a FEMA approved Debris Management Plan, for the development of a Request for Proposals for Debris Removal, and Management Services to monitor and control debris removal. Sealed submittals will be received by the City Clerk until 10:00 a.m., Wednesday, November 14, 2007, at City of Sunny Isles Beach, City Hall located at 18070 Collins Avenue, First Floor Meeting Room, Sunny Isles Beach, Florida, 33160. Submittals received after this time will not be accepted. Submittals will be opened publicly and read aloud at this time. A mandatorv Pre-Submittal Conference is scheduled for 10:00 a.m., Wednesday, October 24, 2007 at the Sunny Isles Beach Government Center, 18070 Collins Avenue, First Floor Meeting Room, Sunny Isles Beach, Florida. All consultants planning to submit a submittal are required to attend this meeting. Consultants should allow sufficient time to ensure arrival prior to the indicated time, those arriving after the discussion has begun will not be considered to be in attendance. Submittals from those who have failed to attend will not be accepted. The envelope containing the sealed bid must be clearly marked: "SEALED BID" RFQ # 07-10-01 PROFESSIONAL SERVICES FOR EMERGENCY DEBRIS DISPOSAL MANAGEMENT OPENING DATE AND TIME: WEDNESDAY, NOVEMBER 14, 2007,10:00 A.M. FEMA Approved Debris Management Plan: The Consultant will develop, with assistance from the City, a Debris Management Plan that is to be submitted to FEMA by the Consultant for approval. Request for Proposal for Debris Removal: The Consultant will develop, with assistance from the City, a Request for Proposals for Debris removal and disposal that conforms to the approved Debris Management Plan. This proposal shall then be offered by the City and Consultant to potential responders. The Consultant shall review the responses and make a recommendation to the City as to how to proceed with an award. Debris Removal Management Services: The Consultant will provide the necessary staff, on site and in satellite locations, equipment, training and all other necessary items to provide the City complete management of emergency generated debris removal and disposal that conforms to the approved Debris Management Plan. RFQ packages are available at no cost from Demandstar by calling 1-800-711-1712 or by accessing their website at www.demandstar.com. The City reserves the right to reject any or all submittals, with or without cause, and to waive technical errors and informalities, and to accept the submittal which best serves the interest of the City. For further information, please contact Rick Conner, Public Works Director, at 305-792-1928. Jane A. Hines, CMC, City Clerk City of Sunny Isles Beach CITY OF SUNNY ISLES BEACH, FLORIDA REQUEST FOR QUALIFICATIONS NO. 07-10-01 PROFESSIONAL SERVICES FOR EMERGENCY DEBRIS DISPOSAL MANAGEMENT 1.1 INTRODUCTION Pursuant to the Consultants' Competitive Negotiation Act, Section 287.055, Florida Statutes, ("CCNA") the City of Sunny Isles Beach, Florida, (the "City") a municipality located in Miami-Dade County, Florida, requests qualified professional engineers to submit letters of interest and statements of qualifications and experience, including Standard Form 330, to act as the City's consultants. The City intends to execute agreements with the consultants to provide support services for emergency debris management. 1.2 MANDATORY PRE-SUBMITTAL CONFERENCE & SUBMISSION DATE A mandatory Pre-Submittal Conference is scheduled for 10:00 a.m., Wednesday, October 24, 2007 at the Sunny Isles Beach Government Center, 18070 Collins Avenue, First Floor Meeting Room, Sunny Isles Beach, Florida. All consultants planning to submit a submittal are required to attend this meeting. Consultants should allow sufficient time to ensure arrival prior to the indicated time, those arriving after the discussion has begun will not be considered to be in attendance. Submittals from those who have failed to attend will not be accepted. Submittals must be received by the City Clerk's Office no later than 10:00 a.m. Wednesday, November 14, 2007, at the Sunny Isles Beach Government Center, First Floor Conference Room, 18070 Collins Avenue, Sunny Isles Beach, FL 33160. Submittals will be opened publicly and read aloud at this time. 1.3 ELIGIBILITY In addition to the other requirements stated in this document, to be eligible to respond to this Request for Qualifications (RFQ), the consultants must have successfully provided within the past five (5) years, services similar to those outlined in Section 1.5 of this RFQ. Each consultant shall meet all legal, technical, and professional requirements for providing the requested services. The consultants shall furnish such additional information as the City may reasonably require. This includes information that indicates financial resources as well as the ability to provide and maintain the requested services. The consultant must have attended the pre-submittal meeting to be eligible to be considered for this project. No exceptions will be made. 1.4 RESERVATION OF RIGHTS While pursuing this RFQ process, the City reserves the right to: . Accept any or all responses, and the right, in its sole discretion, to accept the consultants it considers most favorable to the City's interests. . Reject any and all qualifications and to seek new qualifications when such a procedure is reasonably in the best interest of the City. . Investigate the financial capability, integrity, experience, and quality of performance of each consultant, including officers, principals, senior management, and supervisors, as well as staff identified in the response to RFQ. . Investigate the consultants' qualifications or any of its agents, as it deems appropriate . Conduct personal interviews of any or all prospective consultants prior to selection (the City shall not be liable for any costs incurred by the consultant in connection with such interviews). . Waive any of the conditions or criteria set forth in this RFQ. 1.5 SCOPE OF SERVICES The Consultant is to prepare a Debris Management Plan, submit it to FEMA and receive FEMA approval. The Consultant will also develop, with assistance from the City, a Request for Proposals for Debris removal and disposal that conforms to the approved Debris Management Plan. The Consultant will supply this proposal to all potential service providers, review the submittals received, and make a recommendation to the City for award of a contract. As the last step in this process, the Consultant shall provide all necessary personnel (on site and off site), equipment, materials, and supplies for complete Management Services to monitor and control debris removal and disposal. The intent is to have the consultants provide a viable holistic approach to the emergency recovery process, in a manner consistent with FEMA guidelines such that the maximum allowed reimbursements to the City will be realized. 1.6 SUBMITTAL REQUIREMENTS All submittals by consultants shall contain no more than ten pages addressing the issues in the attached scoring sheet. In addition, the document should be submitted in a soft cover stack. No binders, or large hard bound documents will be accepted, All other required documentation (except for 5 and 6 below) will not be considered a part of the ten pages. Any consultant wishing to provide the services described in Section 1.5 must submit one original and two additional complete copies that include, at a minimum, the following documentation: 1. Name, address and company, including, but not limited to, a business overview, financial state of the business, annual revenue for past two years, and names and addresses of persons having financial interest in the firm. 2. A list of all projects (including government projects) completed or in process for the past five years, and a corresponding list of client references with contact names and telephone numbers. 3. Proof of authorization to transact business in Florida from the Florida Secretary of State, from the prime as well as supporting firms. 4. Appropriate current Federal 330 form showing the firm data and supporting the firm's ability to perform each category of work described. (Note: These forms will not be counted as part of the ten page maximum). 5. The name, title, qualifications, experience, and all contact information of the proposed contact person. 6. A listing of the proposed personnel to be assigned to the City's various potential projects, including their qualifications and experience. 7. Sworn statement pursuant to Section 287.133(3)(A), Florida Statutes, on Public Entity Crime, a copy of which is attached hereto. 8. Non-collusive Affidavit, a copy of which is attached hereto. 1.7 ADDITIONAL INFORMATION . The submittal must clearly be marked on the front of the envelope: "SEALED QUALIFICATIONS" RFQ # 07-10-01 PROFESSIONAL SERVICES FOR EMERGENCY DEBRIS DISPOSAL MANAGEMENT OPENING DATE AND TIME: WEDNESDAY, NOVEMBER 14,2007,10:00 A.M. . Questions regarding this RFQ must be directed, no later than five working days before the opening of the RFQ, to: Rick Conner Director of Public Works Telephone: (305) 792-1928 Email: rconner@sibfl.net . Responses to this RFQ must be delivered by the stated deadline to: Jane A. Hines, CMC City Clerk Sunny Isles Beach Government Center 18070 Collins Avenue Sunny Isles Beach, FL 33160 . The opening of the submittals will be in the First Floor Conference Room, 18070 Collins Avenue, Sunny Isles Beach, Florida 33160 at the stated time. . Submittals will be opened publicly and read aloud at this time. . The City is under no obligation to return the submittals. . The City will not be liable for any cost incurred in the preparation of the response to RFQ. . The submittal shall be prima facie evidence that the consultant has full knowledge of the scope, nature, quantity and quality of work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed. . The consultants shall furnish the City with such additional information as the City may reasonably require. . Under no circumstance should any prospective consultant, or anyone acting on their behalf, seek to influence or to gain the support of any member of the City Commission or City Staff favorable to the interest of the prospective consultant. Likewise, contact with the City Commission or City Staff against the interest of other prospective consultants is prohibited. Any such activities may result in the exclusion of the prospective consultant from consideration by the City. SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(a) FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS. 1. This sworn statement is submitted to by for whose business address is and (if applicable) its Federal Employer Identification Number (FEIN) is (If the entity had no FEIN, include the Social Security Number of the individual signing this sworn statement: 2. 1 understand that a "public entity crime" as defined in Paragraph 287.133(I)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. 3. 1 understand that "convicted" or "conviction" as defined in Paragraph 287.133(I)(b), Florida Statutes means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contenders. 4. I understand that an "affiliate" as defined in Paragraph 287.133(I)(a), Florida Statutes, means: a. A predecessor or successor of a person convicted of a public entity crime; or b. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity come. The term "affiliate" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm's length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate. 5. I understand that a "person" as defined in Paragraph 287.133(I)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of any entity. 6. Based on information and belief, the statement which I have marked below is true in a relation to the entity submitting this sworn statement. (Please indicate which one (1) of the following three (3) statements is applicable.) _ (1) Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or any affiliate of the entity has been charged with and convicted of a public entity crime within the past 36 months. _(2) The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or any affiliate of the entity has been charged with and convicted of a public entity crime within the past 36 months. (3) The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or agents who are active in management of the entity, or any affiliate of the entity has been charged with and convicted of a public entity crime within the past 36 months. However, there has been a subsequent proceeding before a Hearing Officers of the State of Florida, Division of Administrative Hearings and the Final Order by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attached is a copy of the final order.) I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THE PUBLIC ENTITY ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED AND FOR THE PERIOD OF THE CONTRACT ENTERED INTO , WHICHEVER PERIOD IS LONGER. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR THE CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM. SIGNATURE OF AFFIANT (Printed or Typed Legal Name of Affiant) State of County of Sworn to and subscribed before me this day of , 2007 by Notary Seal: Notary's Name Printed, Stamped or Typed Personally Known: or Produced Identification Identification Produced NON-COLLUSIVE AFFIDA VIT State of County of being first duly sworn, deposes and says that: (1) He/she is the (Owner, Partner, Officer, Representative or Agent) of the Bidder that has submitted the attached Bid; (2) He/she is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid; (3) Such Bid is genuine and is not a collusive or sham Bid; (4) Neither the said bidder nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, have in any way colluded, conspired, connived or agreed, directly or indirectly, with any other Bidder, firm, or person to submit a collusive or sham Bid in connection with the Work for which the attached Bid has been submitted; or to refrain from bidding in connection with such Work; or have in any manner, directly or indirectly, sought by agreement or collusion, or communication, or conference with any Bidder, firm, or person to fix the price or prices in the attached Bid or of any other Bidder, or to fix any overhead, profit, or cost elements of the Bid price or the Bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance, or unlawful agreement any advantage against the City of Sunny Isles Beach, Florida, or any person interested in the proposed Work; (5) The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Bidder or any other of its agents, representatives, owners, employees or parties in interest, including this Affiant. SIGNATURE OF AFFIANT (Printed or Typed Legal Name of Affiant) State of County of Sworn to and subscribed before me this day of , 2007 by Notary Seal: Notary's Name Printed, Stamped or Typed Personally Known: or Produced Identification Identification Produced " J SCORING SHEET FOR PROFFESSIONAL SERVICES EMERGENCY DEBRIS DISPOSAL MANAGEMENT November, 2007 1. TECHNICAL COMPETENCE 20 Points a. The project team's overall technical competency. 10 b. The project manager's specific technical competency. 10 2. PROJECT UNDERSTANDING AND APPROACH 15 Points a. The firm's thorough understanding of the scope of work. 5 b. The firm's identification of any significant project issues. 5 c. The practicality of the firm's approach. 5 3. AVAILABILITY OF STAFF 20 Points a. The firm's ability to have staff readily available for the project. 10 b. The firm's ability to keep staff readily available for the project. 10 4. EXPERIENCE WITH FEMA REQUIREMENTS 20 Points a. The firm's familiarity/experience with all FEMA requirements. 20 5. PERFORMANCE ISSUES 25 Points a. The comparison of firm's payment requests to receipts for past four years 25 TOTAL POINTS AVAILABLE 100 ... EMERGECNCY DEBRIS DISPOSAL MANAGEMENT SERVICES SCORING NARRATIVE November, 2007 La. If you feel that the firm has clearly shown that they have the necessary, pertinent, and well developed skills and knowledge to provide an excellent product, then they should be given a score of 15 to 11. If they have not adequately proven themselves, they should receive a score of 10 to 5. If they have shown no real pertinent abilities or skills, they should receive a 4 to O. The variables are how experienced they are and how competent they are in regard to this project. l.b. The object here is not to brag on how impressive the project manager is in general. Instead, if they have clearly explained in understandable terms how the project manager can bring special skills to this specific project, they should be given a score of 15 to 11. If they have not presented pertinent experience in detail (or it is not completely pertinent), or they have only partially explained how it is relevant, they should receive a score of 10 to 5. If they have given no real pertinent experience or not addressed the issues, they should receive a 4 to O. The variables are how pertinent the project manager's experience is and how it will be used. 2.a. If the firm has clearly explained, in understandable terms, their strategy to accomplish the scope of work, and you consider it highly feasible, they should be given a score of 5 or 4. If they have not clearly explained their strategy, or if you feel it is not completely realistic, they should receive a score of 3 or 2. If they have given no understandable strategy or you feel it is completely unrealistic, they should receive a 1 or O. The variables are how thorough, and how realistic. 2.b. The object here is not to simply list one issue, it is to list one significant issue that is insightful and unique to the project. If the consultant has clearly explained, in understandable terms, their one most critical issue and you consider it highly pertinent, critical, and unique, they should be given a score of 5 or 4. If they have not presented an issue that is truly unique or critical, but has some merit, they should receive a score of 3 or 2. If they have given no real insight and have presented one issue that is common and mundane, they should receive a 1 to O. The variables are how pertinent and how unique. 2.c. If the firm has clearly explained, in very understandable terms, the real world practicality of their approach, and you feel it is in fact a viable and creative approach, then they should be given a score of 5 or 4. If they have not adequately proven the feasibility, they should receive a score of 3 or 2. If they have given no real proof, or the construction would be difficult at best, they should receive a 1 or O. The variables are how competent is their design and can it be easily constructed. .. 3.a. If the firm has staff available that will be dedicated to this project, they should be given a score of 10 to 7. If they have staff available, but will be juggling this project with others, they should be given a 6 to 3. If this project is not their top priority, they should be given a score of 2 to O. The variable is how devoted they are to the project. 3.b. If the firm can consistently be available to discuss the project on site within thirty minutes, then they should be given a score of 10 to 7. If they can be available on site within one hour, they should be given a score of 6 to 3. If they cannot consistently be on site within two hours, they should be given a score of 2 to O. The variable is how quickly they can make themselves available under reasonable circumstances. 4.a. If the firm can clearly display in-depth experience with all of the complex tracking requirements of FEMA, they should be given a score of 20 to 13. If they have some experience, they should be given a score of 12 to 7. If they have very limited experience, they should be given a score of 6 to 1. If they really cannot display any familiarity, they should be given a score of O. The variable is how much knowledge and experience they have. S.a. If the firm can clearly display, preferably in tabular form, the amounts that they have requested from FEMA for payments compared to the amounts received and show that they are effective in receiving funds, they should be given a score of 25 to 17. PLEASE NOTE, this approach is not intended to penalize aggressive firms that ask for every possible dollar in reimbursement, so it is important to look at the total picture to see how much in payments were actually received overall in judging the firm's ability to maximize reimbursements. If the firm was somewhat effective in obtaining reimbursements, they should be given a score of 16 to 8. If they were limited in their effectiveness, they should be given a score of 7 to O. The variable here is how effective they are at obtaining the greatest possible amount of reimbursement funds for the City in times of a disaster.