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HomeMy WebLinkAboutspecial conditonsSPECIAL CONDITIONS PURPOSE The purpose of this Request for Proposal is to establish a 36 month contract for the purchase of Professional Consulting Services for Management Skills by all State of Florida agencies and other eligible users in accordance with Eligible Users paragraph, General Conditions. It is anticipated that the contract will be effective from May I, 2000 through April 30, 2003. OPTIONAL CONTRACT USAGE In addition to the eligible users referenced above with the consent of the successful Proposer(s) purchases may . be made under the terms and conditions of this Request for Proposal, by government entities located outside the State of Florida. Appropriate governmental entities' purchasing laws, rules and regulations shall apply to purchases made under this contract. PURCHASES UNDER $2,500 Agencies have the option to purchase from non -contract vendors provided the cost is below $2,500. State agencies are encouraged to use the State Visa Purchasing card for all purchases under $2,500. SCOPE OF' SERVICES Contractors selected will provide consulting services in some or all of the following areas: Category: A. Planning, Budgeting and Performance Measurements Consulting — Which includes, the following: • Needs Assessment - Identify and develop assessment instruments, data collection methods, analysis, interpretation and public participation strategies. • Strategic Planning - The development of long range outcomes, priorities and strategies for the agencies. • Performance Budgeting - implementation of the requirement of the Government Performance and Accountability Act of 1994. D Performance Measurement - The systematic identification and development of appropriate outcome, performance and productivity indicators, performance monitoring and reporting systems. B. Quality improvement Consulting - The use of various techniques to evaluate and improve processes and the quality of services performed. (i.e. T.Q.M., etc.) C. Airport Management Consulting - Consulting, related to creating and maintaining an airport. Training to assist the department in performing these tasks, or utilizing the information that has been gathered by the vendor should be offered in each category above as needed. No services shall be offered or provided under this contract if similar services currently appear on another State Term Contract. Detailed scope and specific requirements for work products will be provided by the contracting (purchasing) entity within the using agency when the vendor is selected for consideration with respect to a specific project or need. Such scope and requirements will include but are not limited to; description of work activities, definition of particular deliverables, time frame, and budget parameters. The objective of this RFP is to scertain the qualifications of the vendors and obtain general fee/rate information to provide to the contracting agency staff to assist in their selection of qualified consultants. 3 ESTIMATED QUANTITIES It is anticipated that the State of Florida agencies, and other eligible users, will expend approximately $2,000,000 under any contract resulting from this Proposal. These estimated figures are given only as a guideline for preparing your Proposal and should not be construed as representing actual figures under the contract. SPECIAL ACCOMMODATIONS Any person requiring a special accommodation at State Purchasing because of a disability should call State Purchasing at (850) 488-8440 at least five (5) workdays prior to the Proposal opening. If you are hearing or speech impaired, please contact the Division by using the Florida Relay Service, which can be reached at 1 (800) 955-8771 (TDD). DELIVERABLES The vendor shall guarantee that the contracting agency will be granted unlimited rights to reproduce, for the agency's use, materials and reports specifically developed for the department's requirements. if the vendor conte.mplates use of materials that are copyrighted, and charging a licensing fee for the right to reproduce or use such materials, the proposed cost of such a license shall be clearly presented by the vendor. Such information shall also be included in any material presented in response to later specific requests for services. TRAVEL & LIVING EXPENSES Invoices for travel and living expenses, if authorized under provisions of this agreement, shall be submitted in accordance with Section 112.061., Florida Statutes. NOTICE TO CONTRACTOR The employment of.unauthorized aliens by any contractor is considered a violation of section 247A(e) of the Immigration and Nationalization Act. If the contractor knowingly employs unauthorized aliens, such violation shall because .for unilateral cancellation of the contract. PUBLIC ENTITY CRIMES A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal on a contract to provide any goods or services to a public entity, may noi� submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit Proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in f.s. 287.017 for CATEGORY TWO fora period of 36 months from the date of being placed on the convicted vendor list. SURCHARGE FEE AND SUMMARY OF TOTAL SALES Division of Purchasing hereby imposes a.vendor surcharge fee of .5% (1/2 of 1%) on contractors' sales under any contract resulting from this negotiation The fee will be paid by the contractor and must be included in submitted prices and cannot be added as a separate item. Use of this contract will •be optional by State Agencies. If a State ,Agency elects to purchase from a source other than the resulting State contract, such purchases shall be in accordance with Chapter 287, F.S., and 60A Florida Administrative Code. After receipt of payment from the contract purchases, all vendor surcharge fees shall be payable to the State of Florida no later than 15 days after the end of each quarter. Vendor surcharge fee and contract number should be noted on the check and remitted to: State of Florida 4 Department of Management Services P.O. Box 5438 Tallahassee, FL 32314-5438 Contract supplier shall furnish Division of Purchasing a detailed summary of sales at the end of each quarter. By submission of these Sales Summary reports and corresponding vendor surcharge deposits, the contractor(s) is certifying ,their correctness. All such reports and fee deposits shall be subject to audit by the State of Florida. Summary information shall be provided each quarter and shall include the following: A. State Contract. Number B. Identity of purchaser C. Total sales per quarter and year-to-date Failure to comply with these requirements will result in the contract supplier being found in default, in which case any and all re -procurement costs and all outstanding vendor surcharge fees may be charged against the defaulting contractor and may result in immediate, unilateral cancellation of your contract by Division of Purchasing. PRICE LISTS On any contract where pricing is based on a Manufacturer's or Dealer's published price list (net or discounted), the price list must be provided by the PROPOSER as part of the Proposal package in hard copy, and on a 3.5 inch diskette as a Word For Windows file. Any subsequent revisions shall be submitted in the same format to State Purchasing CONTRACT ADMINISTRATOR, for review and approval prior to implementation. Diskette must be formatted as: "Word for Windows" • Font: Times New Roman 12 • Preset tabs only • Margins: .5 Left and .5 Right, .5 Top and 1.0 Bottom • Portrait only -no landscape • No Tables • No Headers or Footers • No Excel Files State Purchasing, at its discretion, may allow the CONTRACT HOLDER to configure its own PRICE LIST of eligible offerings and to post the prices on an Internet Web Site. However, all initial pricing and any subsequent price changes must be reviewed and approved by State Purchasing Contract Administrator before they can be posted to the CONTRACT HOLDER Internet Web Site. Failure to submit the information required in this section will be grounds for disqualification of your Proposal and/or removal from any resulting contract. COMPENSATION The contractor must provide all services required to meet the provisions of the contract. In calculating cost, services include, but are not limited to, consultative services, copyright fees, materials and equipment rentals. Travel expense, if authorized under the provisions of this agreement, shall be submitted in accordance with Section 112.061, Florida Statutes. No reimbursement is available to the contractor beyond the amount agreed and provided for in Sections 112.061 and 287.058, F.S. 5 ADDITION/DELETION OF SERVICES OR VENDORS State Purchasing reserves the right to add or delete any service or vendor from the contract when deemed in to be in the State's best interest. Additions of vendors or services will be entertained on the anniversary date. Should a vendor (whether new or existing) wish to be considered for a category, the appropriate documents shall be submitted to Purchasing 60 days prior to the contract anniversary date. RENEWAL State Purchasing reserves the option to renew the period of this contract, or any portion thereof for an additional term not to exceed the original contract period. Renewal of the contract period shall be by mutual agreement in writing. DISTRIBUTION OF CERTIFICATION OF CONTRACT One (I) copy of the Certification of Contract shall be furnished to each contractor as a result of this Proposal. No additions, deletions or changes of any kind shall be made to this certification by the contractor without prior approval of State Purchasing. CANCELLATIONS All contract obligations shall prevail for at least one hundred eighty (180) days after effective date of the contract. In addition -to the provisions of the renewal paragraph, for the protection of both parties, this contract may be cancelled. VISA ACCEPTANCE The State of Florida has implemented a purchasing card program, using the Visa platform. Vendors may receive payment from state agencies by the purchasing card in the same manner as other Visa purchases. Visa acceptance. is mandatory but is not the exclusive method of payment. Please indicate your ability to accept Visa in the space provided on the Ordering instruction sheet of the Proposal. INSURANCE, WORKERS' COMPENSATION The contractor shall take out and maintain during the life of this agreement, Workers' Compensation Insurance for all of his en-ployees connected with the work of this project and, in case any work is sublet, the contractor shall require the subcontractor.similarly to provide Workers' Compensation Insurance for all of the Tatter's employees unless such employees are covered by the protection afforded by the contractor. Such insurance shall comply fully with the Florida Workers' Compensation law. In case any class of employees engaged in hazardous work under this contract at the site of the project is not protected under the Workmen's Compensation statute, the Contractor shall provide, and cause each sub -contractor to provide, adequate insurance, satisfactory to the Purchaser, for the protection of his employees not otherwise protected. SUBMISSION OF PROPOSAL ORIGINAL PROPOSAL Each completed Proposal must be in a separate sealed envelope and one of them must be identified as the Vendor's original. Proposal. The face of each envelope shall contain the following information: ORIGINAL Name of Vendor Title of RFP Opening Date and Time 6 DUPLICATE PROPOSALS Vendors are responsible for delivery of three (3) copies of their original Proposal in a separate envelope learly labeled as DUPLICATE COPIES no later than the date and time in which all Proposals must be timely submitted. If there are discrepancies in the material or content between the "original" and the duplicates, the information contained in the original shall prevail. PROPOSAL FORMAT The objective of the Proposal is to demonstrate the vendor's qualifications and abilities to provide the services required. Proposals must sufficiently address the requirements, services and deliverables outlined in the Scope of Services. In order to assist the evacuation committee in reviewing Proposals, each Proposal shall be prepared in the format described in the Proposal Narrative. PROPOSAL NARRATIVE The Responses should be compiled in the following order and so identified. Tab.A shall contain the signed Bidder Acknowledgement form PUR 7033. ➢ Tab B References: shall contain proof of submission for the Dun & Bradstreet Reference Evaluation. A fax confirmation copy is sufficient to include with your response. See attachment B for detailed instructions. A vendor that has a Dun & Bradstreet Evaluation for references & financial, that was performed since March 28, 1999 may submit that evaluation in Tab B. However, the references must be for performance in the same areas as you are responding to in this RFP and have at least the same number of references listed for the evaluation. > Tab C Consulting/Training Staff Experience: shall contain the detailed information regarding the vendor's Consulting Staffs' qualifications and training in a resume. This will not include support staff, but must include all staff that will be directly involved with the services offered. If you are submitting a bid in more than one category, give infortation in this lab divided by category. > Tab D Organizational Experience: shall contain the detailed information regarding Organizational, Experience a well established vendor is an important factor for ensuring quality in obtaining consultant services. A vendor must have been existence a minimum of one year prior to the Proposal opening. The number of years the company has been in existence, -as well as, the number of years the company has 'performed services in the categories Proposed will be evaluated. Vendor must supply a copy of the Dun & Bradstreet reference sheet with their response that lists the experience with Government entities providing similar services. If you are submitting a response in more than one category, specify the category to which experience it applies. Tab E Internet Web Site: may contain a URL for an existing web site to qualify for points in this area, The Contract resulting from this Proposal will become a public document. The State of Florida, State Purchasing is using the Florida Communities Network (FCN) on the Internet World Wide Web (WWW) to distribute State Term Contracts and product information to eligible users and other interested entities. While not required at this time, each CONTRACT VENDOR is encouraged to develop and maintain a HOME PAGE on the Internet WWW. The Horne Page must be compatible with the most recent version of browser software being used by State Purchasing. As of the writing of this solicitation, Netscape Navigator 3.0 is the State Purchasing, browser standard. State Purchasing intends to upgrade to new browser versions as they become available and fully tested, at its discretion, 7 Tab F Minority Status : shall contain Minority Business Enterprise (MBE) information, completed; this information is described in, and may be supplied by, completing the farm provided in the Web site http://fcn.state.fl.ustfcn/centers/purchase/forms,htntl, which contains a download Vendor Registration Form Application. Contractor or sub -contractor MBE is included as evaluation criteria and given points. Minority participation will be assigned for minority ownership of 50 points. If using MBE sub- contractor(s) the Proposer may receive up to 20 points based on the percentage of the sub -contractor. A vendor plan to sub -contract with a business that fits one of the above classifications may submit the name and status of the subcontract. The vendor must submit the projected percentage of business they plan to sub -contract. Points will be awarded on a sliding scale for the percentage of work to be subcontracted. A vendor that has utilized the sub -contracting provision must track the actual dollars subcontracted each quarter and report those figures and identify the Minority or Small Business along with their other quarterly report, Proposers shall not qualify for points as both a minority business and points for sub -contracting with minority businesses. Tab G Price/Fee: shall contain pricing information. Price and award shall be by geographic area (see map, Attachment A), On the price sheet the vendor must indicate which geographic areas they will cover Vendor must include each position title that is available and the cost per hour for that position's service, Use only the lines needed for positions you wish to offer, not all lines must be filled. Evaluation and Award Proposals will be evaluated by the information presented in response to this solicitation using the formula identified as Proposal Review Scoring. Award will be made to those vendors scoring at least 1000 points or more in each category bid. 8 ,73-500 973-685 973-970 COMMODITY CODES Accounting Consulting Services Quality Improvement Consulting Services Airport Management Consulting Services (Rev 7 Aug 00)