Loading...
HomeMy WebLinkAboutRequest for Qualifications'"ur°�. CITY ()F MIAMI ADDENDUM NO. 1 January 27, 2017 REQUEST FOR QUALIFICATIONS NO.: 15-16-032 CAPITAL PROGRAM SUPPORT SERVICES TO: ALL PROSPECTIVE PROPOSERS: The following changes, additions, clarifications, andlor deletions amend the above -captioned Request for Qualifications and shall become an integral part of the Proposals submitted and the Professional Services Agreement to be executed for Capital Program Support Services — Request for Qualifications ("RFQ") No.: 15-16-032 (the ''Services"). Please note the contents herein, and affix same to the documents you have on hand. All attachments (if any) are available on the Office of Capital Improvements' ("OCI") website, and are part of this Addendum. A. The deadline for receipt of proposals has been extended to Monday, February 13, 2017 at 2:00 p.m (local time). B. The following includes revisions to the RFQ: 1. Section 1.2, titled "Submission of Proposals", third sentence, page 3 of the RFQ, is hereby deleted in its entirety and replaced with the following, to remove the stricken words: "One (f) original and nThe- 9 seven (7) copies (total of 40 eight (8)), plus one (1) copy in digital format (on CD-ROM or USB in .pdf format) of the Pr000ser's Proposal, must be timely received by the City. or the Proposal may be disqualified." 2. Section 3.14, titled "Public Records", second sentence, page 14 of the RFQ, is hereby deleted in its entirety and replaced with the following, to remove the stricken words: IF THE SUCCESSFUL PROPOSER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE SUCCESSFUL PROPOSER'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT 305)46-1 Q30 (305) 416-1800, VIA EMAIL AT PUBLICRECORDS(WIAMIGOV.COM, OR REGULAR MAIL E-MAIL AT CITY OF MIAMI OFFICE OF THE CITY ATTORNEY, 444 SW_2ND AVENUE, 9TH FL, MIAMI, FL 33130, Capital Program Support Services RFQ No.: 15-16-032 3. Section 4.1.A, Section A, Number 4, titled "Qualifications of the Proposer", beginning at the seventh sentence, page 17 of the RFQ, is hereby deleted in its entirety and replaced with the following, to remove the stricken words; Proposer shall submit a sproodshcot identifying each crnolovcc and owner of the company. together Atka--t Proposer shall submit a Staffing Plan identifying each owner. Key Personnel and administrative .staff to be assigned to work under this Agreement. including their project role. title. years of experience. years employed in current title and percentage of time to be devoted to work under this Agreement. • Proposer shall complete and submit Form RFQ-QP for this section of its Proposal. • Proposer shall complete and submit Form RFQ-WC for this section of its Proposal. • Preee se r c• h a ll co m n ete a n r! s „bmit-a,Erneleye -M t ri - • Proposer shall complete and submit a Staffing Plan (Form RFQ-SP). 4. Section 4.1.B. titled "Proposal Submission Format", Section A, page 20 of the RFQ, is hereby deleted in its entirety and replaced with the following, to remove "Employee Matrix": 1. Table of Contents 2. RFQ-PL — Proposal Letter 3. RFQ-N — Proposal Narrative 4. RFQ-QP — Qualifications of Proposer 5, Proposer Organizational Chart 6. Staffing Plan 7. RFQ-QT — Qualifications of Proposer's Team 8. RFQ-WC — Workload Capacity 9. Resumes of Key Personnel 10. Team Organizational Chart 11. RFQ-PP- Proposer's Project Experience 12. RFQ-PP-R — Proposer's Reference Forms C. The following includes revisions to the PSA: 1. Article 8, titled "indemnification", first sentence, page 11 of the PSA, is hereby deleted in its entirety and replaced with the following, to remove the stricken words: it is the Citv's longstanding policy that the The Consultant shall indemnify. hold harmless. and defend the City. its officers. agents. directors. and/or employees. from liabilities, damages, losses. judgments. and costs. including. but not limited to reasonable attorneys fees. to the extent caused by the negligence. recklessness. negligent act or omission. or intentional wrongful misconduct of Consultant and persons employed or utilized by Consultant in the performance of this Contract. Q, The following are the inquiries received and the corresponding responses: Q1. Section 1.8 of the Request for Qualifications states: 'Upon award of an Agreement by the City Commission, the Successful Proposer is precluded, during the term of the Agreement, from entering into any other agreements with the City to provide professional consulting services related to, or to be used, by OCI and/or Office of Transportation Management." a. Can the City clarify whether this provision also applies to firms that already have agreements with the City, or if it only applies to future agreements? b. Further. please confirm whether this provision applies to "prime" firms and subconsultants? For example, if a firm is awarded this Agreement. will it be precluded from serving the City as a subconsultant to another "prime" firm on an OCI and/or Office of Transportation Management project? Capital Program Support Services RFQ No.: 15-16-032 Al. a. During the term of the Agreement to be awarded pursuant to this RFQ, the Successful Proposer shall not serve as Prime Consultant pursuant to any consultant agreements with the City for "miscellaneous projects", including, but not limited to. the following disciplines: • Architectural Services • Civil Engineering Services • Construction Engineering and Inspection Services • Environmental Engineering Services • Landscape Architectural Services • Marine and Coastal Engineering Services • Surveying and Mapping Services • Transportation Program Support Services • Archaeological Services • Structural Engineering Services • Mechanical, Electrical, and Plumbing Engineering Services In the event that the Successful Proposer is party to any existing agreement(s) with the City for "miscellaneous" projects, said existing consultant agreement(s) will be terminated by the City, following the completion of all existing work -orders. However, the Successful Proposer shall be permitted to continue all existing "project specific" consultant agreements until completion, but shall be prohibited from executing any new "project specific" consultant agreements during the term of this Agreement. Furthermore, the Successful Proposer shall be prohibited from serving as a subconsultant under any consulting agreements with the City during the term of this Agreement. b. Subconsultants to the Successful Proposer shall be permitted to maintain and/or enter into consulting agreements with the City as the Prime Consultant and may serve as a subconsultant to other Prime Consultants during the term of this Agreement. Q2, Please confirm whether completing Form RFQ-QT is sufficient to respond to the required Employee Matrix referenced in Section 4.1 of the Request for Qualifications. If it is not, please specify the desired content and format for the Employee Matrix. A2. The Employee Matrix is no longer a requirement for this RFQ. Please refer to Section B, Number 3 and 4, of this Addendum for further clarification. Q3. Please specify the desired content and format for the Staffing Plan referenced in Section 4,1 of the Request for Qualifications. A3. Please refer to Section B, Number 3 and 4, of this Addendum for further clarification, and complete Form RFQ-SP for the Staffing Plan. Q4. Please confirm that providing the CERTIFICATE OF COMPLIANCE WITH SECTIONS 18-87 OF THE CITY CODE, which is included in Section 6.4 of the Request for Qualifications, meets the requirements of the Letter of Agreement as specified in Sections 1.12 and 3.6 of the Request for Qualifications. If not, kindly specify the desired content and format for the Letter of Agreement. A4. No, the Certificate of Compliance does not meet the requirements of the Letter of Agreement The Letter of Agreement can be found on the Capital Improvements and Transportation Program (CITP) Forms webpage at - http:/lwww.miamigov.com/CITP/forms.html. Specifically, the form can be found within the section titled, "Community Business Enterprise - Forms and Reports". Q5. Are firms that are currently under contract either as an architect of record, engineer of record or prime contractor precluded from being on the program management team? 3 Capital Program Support Services RFQ No.: 15-16-032 A5. Please refer to above response, Al, for further clarification. Q6. Does the City have a preferred web -based project management system to manage the capital improvements program? A6. No, the City does not have a preferred web -based project management system to manage the capital improvements program, Q7. What is the expected role/scope of the project scheduler(s)? A7. The project scheduler shall assist Project Managers, Construction Managers and other OCI staff in the analysis and reporting of schedules submitted by contractors and/or consultants for various projects. The project scheduler shall also prepare project schedules and provide litigation assistance, as needed by OCI staff. Q8. Does the City have a preferred scheduling platform (ie: PS, Microsoft, etc.)? A8. Yes, Microsoft Project is the City's preferred scheduling platform. Q9. Will the county require the selected consultant to develop a project management plan (PMP)? A9. The Successful Proposer shall be required by the City to develop project specific PMPs on an as needed basis. Miami -Dade County is not involved with this RFQ. Q10. Which drafting platform does the City prefer using? A10. The City's preferred drafting platform is AutoCAD. Q11. Will the City require the use of project inspectors, if so. is there a preferred certification? All. The City will request project inspectors on an as needed basis. Accordingly, the certification(s)llicense(s) required will be determined at the time of each inspection required_ Project inspectors shall have the industry certification(s)/license(s) required and the experience necessary to inspect work under the assigned field(s) of construction. Q12. Will the City require support to their building and zoning department? Al2. No, the City does not anticipate requiring the Consultant awarded pursuant to this RFQ to provide support to the City's Building Department and Planning & Zoning Department. Q13. Page 3 of the RFQ, Section 1.2 indicates that "One (1) original and nine (9) copies (total of 10), plus 1 copy in digital format is required. Page 21 of the RFQ, Section 4.2 indicates that One (1) unbound original and seven (7) bound copies, plus one digital copy in .PDF format is required. Will the City please clarify how many bound and unbound copies of the proposal response shall be included? A13. Please refer to Section B. Number 1, of this Addendum for further clarification. Q14. Form RFQ-AM -- Approach and Methodology has been included on the City's website for download, but has not been referenced within this RFQ. Will the City please clarify if RFQ-AM should be utilized for this proposal response? A14. No, Form RFQ-AM is rot a requirement for this RFQ, and will be removed from the website. Q15. The Addenda Certification form has been included on the City's website for download, but has 4 Capita! Program Support Services RFQ No,: 15-16-032 not been referenced within this RFQ. Will the City please clarify which section the Addenda Certification Form should be included in within cur proposal response?? A15. The Addenda Certification form is not a requirement for this RFQ, and will be removed from the website. Q16. Would the City please consider extending the response deadline in order to allow respondents the benefit of the clarifications anticipated to be provided within Addendum 1? A16. Please refer to Section A of this Addendum for further clarification. THIS ADDENDUM IS AN ESSENTIAL PORTION OF THE PROFESSIONAL SERVICES AGREEMENT AND SHALL BE MADE A PART THEREOF. Annie Perez, CPPO, Director City of Miami Department of Procurement Capital Program Support Services RFQ No.: 15-16-032 Request for Qualifications Staffing Plan RFQ Title: RFQ Number: Name of Proposer: Complete the chart provided below to respond to the requirements for the Staffing Plan as specified in the RFQ. Years ; Time Years of EmpCayed Allocated for Experience ` the Current this . . Tde Contract RFQ-SP 1/25/2017 Request for Qualifications Staffing Plan Please utilize the space below, as necessary, Owner/Key PersonneilAdministratiive Staff Project thole Title Years of Experience Years Employed in the (ant We -rune Allocated for this Canfract RFQ-SP 1 /25/2017 ,(1 f)r r •.' !r * eur!e r [lees ` .die. `, ... <)R CITY TY ()11 sII.1.1II REQUEST FOR QUALIFICATIONS s'.A1'1'1' \1, 131.()GRAA1 SUPPORT S E1:VI{'ES4 RFQ NUMBER 15-16-032 ISSUE DATE JANUARY 3, 2017 ADDITIONAL INFORMATION AND CLARIFICATION DEADLINE JANUARY 20, 2017 5:00 p.m. PROPOSAL SUBMISSION DUE DATE FEBRUARY 6, 2017 2:00 p.m. CONTACT Sade Chaney Senior Procurement Contracting Officer Procurement Department City of Miami 444 SW 2nd Avenue, 6'h Floor Miami, Florida 33130 Phone: 305-416-1903 Fax: 305-400-5054 Email: schaney@miamigov.com TABLE OF CONTENTS Public Notice Pg. 2 SECTION 1 Introduction to Request for Qualifications (RFQ) Pg. 3 SECTION 2 RFQ Scope of Services Pg. 8 SECTION 3 RFQ Genera] Conditions Pg. 10 SECTION 4 Instructions for Submitting a Proposal... ........ Pg. 16 SECTION 5 Evaluation and Selection Process ... Pg. 24 SECTION 6 RFQ Proposal Forms Pg, 26 1 CITY OF MIAMI PUBLIC NOTICE RFQ NO: 15-16-032 CAPITAL PI:OGI..1 \f SUPPORT OI:T :�+I 1 VICES Completed Proposals must be delivered to the Office of the City Clerk, City Hall, 3500 Pan American Drive, Miami, Florida 33133 by 2:00 p.m., on February 6, 2017 ("Proposal Submission Due Date)", Any Proposals received after the above date and time or delivered to a different address, department, or location will not be considered. Request for Qualifications (RFQ) documents may be obtained on or after January 3, 2017, from the City of Miami, Office of Capital Improvements (OCI) webpage at: htto://www.miamiqov.com/CITP/ProcurementOpp.html. It is the sole responsibility of all firms to ensure the receipt of any addenda, Therefore, it is recommended that firms periodically check the OCI webpage for updates and the issuance of addenda. The Procurement Department has scheduled a Voluntary Pre -Proposal Conference, which will occur on January 10, 2017 at 1:00 p.m. EST, at 444 SW 2"d Avenue, 6th Floor South Conference Room, Miami, FL 33130. Any Proposers not attending the pre -proposal conference will not be precluded from submitting a proposal. The City of Miami reserves the right to accept any Proposals deemed to be in the best interest of the City, to waive any minor irregularities, scrivener's errors omissions, and/or technicalities in any Proposals, or to reject any or all Proposals and to re -advertise for new Proposals, in accordance with the applicable sections of the City Charter and Code, and this RFQ. The responsibility for submitting a Proposal before the stated time and date is solely and strictly that of the Proposer. The City is not responsible for any delay, late or mis-delivered Proposals, no matter the cause. THIS SOLICITATION 15 SUBJECT TO THE "CONE OF SILENCE" IN ACCORDANCE WITH SECTION 18-74 OF THE CITY CODE. Daniel J. Alfonso, City Manager DP No: 26713 Capital Program Support Services RFQ 15-16-032 SECTION 1 1.0 INTRODUCTION TO REQUEST FOR QUALIFICATIONS 1.1 INVITATION Thank you for your interest in this RFQ. The City of Miami (the "City") Procurement Department (Procurement), through the Office of Capital Improvements (OCI) seeks Proposals which offer to provide the services described in Section 2.0, Scope of Services. This RFQ is being issued pursuant to § 287.055, Florida Statutes: the "Consultants Competitive Negotiation Act" (CCNA). All references to Florida Statutes, City of Miami and Miami -Dade County Codes, and other laws/regulations will be interpreted to include "as amended from time to time.' Copies of the solicitation are available on the OCI webpage by visiting http:/iwww.miamigov.com/CITP!ProcurementOpp.html. For the purposes of this RFQ, the words: a) "Proposal.' shall mean the completed written and properly signed submission in response to this RFQ by a Proposer. b) '`Proposer" shall mean the entity submitting a Proposal in response to this RFQ. 1.2 SUBMISSION OF PROPOSALS Sealed written Proposals must be received by the City of Miami; City Clerk's Office, no later than the date, time and at the location indicated in Section 4 of the RFP, in order to be considered responsive. Faxed documents are not acceptable. One (1) original and nine (9) copies (total of 10), plus one (1) copy in digital format (on CD-ROM in .pdf format) of the Proposer's Proposal, must be timely received by the City, or the Proposal may be disqualified. Proposals can also be hand delivered to the City Clerk's Office, no later than the date, time, and at the location indicated in Section 4 of the RFQ. 1.3 VOLUNTARY PRE -PROPOSAL CONFERENCE A Voluntary pre -proposal conference ("Conference'') will be held on January 10, 2017 at 1:00 p.m. The Conference will be held at the City of Miami, MRC Building, 444 S.W. 2nd Avenue, 6th Floor, South Conference Room, Miami, Florida 33130. Prospective Proposers are strongly encouraged to attend this meeting to obtain information relative to the RFQ. 1.4 CONE OF SILENCE Pursuant to Section 18-74 of the City of Miami Code (Ordinance No. 12271), a "Cone of Silence" is imposed upon this RFQ. Oral communication is prohibited as long as the Cone of Silence remains in effect. Written communications must be in the form of fax, mail, or e-mail to Sade Chaney, Senior Procurement Contracting Officer, City of Miami, Procurement Department, at 444 SW 2"d Avenue, 6th Floor, Miami, FL 33130, Fax 305-400-5054, e-mail schaneymiamigcv.com with a copy to the Office of the City Clerk, Attn: Rosa Castillo, at rcastilloRmiamigov.com. Oral communications are not permissible. See "Cone of Silence" Ordinance for details, Please review City of Miami City Code Section 18-74 for additional information pertaining to the Cone of Silence. Capital Program Support Services RFQ 15-16-032 ,(5 ()h• J * IAii 11 IF1111 !lilt it 1 Proposers are hereby cautioned not to contact any member of the Evaluation Committee or any City staff, except as provided in the RFQ, regarding this RFQ, until such time as the Cone of Silence is lifted. Failure to abide by this condition of the RFQ shall be cause for rejection of Proposer's Proposal, and may result in potential debarment, pursuant to the applicable provisions of the City of Miami Code and applicable regulations. 1.5 ADDITIONAL INFORMATION OR CLARIFICATION Requests for additional information or clarifications must be made in writing. Proposers may fax or e-mail their requests for additional information or clarifications in accordance with Section 1.4, Cone of Silence. Facsimiles must have a cover sheet that includes the Proposer's name, the RFQ number and title, and the number of pages transmitted. Any request for additional information or clarification must be received in writing no later than 5:00 PM, on January 20, 2017. Late or misplaced delivered requests for additional information or clarification may not receive a response in the subsequent addendum. Procurement will issue responses to inquiries received and any other corrections or amendments it deems necessary via written addenda, prior to the Proposal Submission Date. Proposers should not rely on any representations, statements or explanations other than those made in this RFQ or in any written addenda to this RFQ Where there appears to be conflict between the RFQ and any addenda issued, the last addendum issued shall prevail. Addenda will only be made available on the OCI webpage, and it is the Proposer's sole responsibility to assure its review and receipt of all addenda. Prior to submitting the Proposal, the Proposer should check the OCI webpage for all addenda: http://www miamigojr.com'CITP/ProcurementOpp.html. 1.6 AGREEMENT TERMS AND CONDITIONS The Proposer selected to render the services requested herein (Successful Proposer) shall be required to execute a Professional Services Agreement (PSA or Agreement) with the City in substantially the same form as the Agreement included as part of the RFQ. Certain provisions of the Agreement are non-negotiable. These include without limitation: applicability and compliance with applicable laws (e.g., State Statutes, County and City Codes): hold harmless, duty to defend indemnity and insurance, Code of Ethics and conflicts clauses, and cancellation for convenience by the City Manager. 1.7 AWARD OF AN AGREEMENT An Agreement may be awarded to the Successful Proposer for the Project by the City Commission, following a written recommendation from the City Manager based upon the qualification requirements reflected herein. The draft Agreement is hereby incorporated into, and made a part of this RFQ. The City reserves the right to execute or not execute, as applicable, an Agreement with the Successful Proposer, when it is determined to be in the City's best interest. The City does not represent that any award will be made. The award and execution of the Agreement shall comply with CCNA, Florida Statute §287.055, as amended, codified in the City Code as Section §18-87. Capital Program Support Services RFQ 15-16-032 4 • iA:yf1 IIut * .. u ff t0µ�, 1.8 AGREEMENT EXECUTION By submitting a Proposal, the Proposer agrees to be bound to and execute the Agreement furnished by the City for Capital Program Support Services ("CPSS"), Without diminishing the foregoing, the Proposer may request clarification and submit comments concerning the Agreement for City's consideration. None of the foregoing shall preclude the City, at its option, from seeking to negotiate changes to the Agreement during the negotiation process. The City anticipates awarding one (1) Agreement for the services described in Section 2.0, Scope of Services. Upon award of an Agreement by the City Commission, the Successful Proposer is precluded, during the term of the Agreement, from entering into any other agreements with the City to provide professional consulting services related to, or to be used, by OCI and/or Office of Transportation Management. The City shall require the Successful Proposer to provide, for itself, as well as the subconsultant(s) any or all of the following documentation to support the Price Proposal (if applicable), as a condition precedent to execution of an Agreement. • Current financial statement(s), preferably an audited financial statement(s) for the most recently completed fiscal year clearly showing the costs (not percentage) of direct labor, indirect labor, fringe benefits, general administrative costs and overhead and a statement of profit or operating margin requested. • Raw labor rates by labor or professional classification certified as accurate by an officer of the company. • Breakdown of the fee by task/labor classification and raw or billable hourly rate/number of hours. • Updated information reflecting information resulting from negotiation of the Agreement. • Copy of current Notice of Qualification letter from the Florida Department of Transportation. 1.9 UNAUTHORIZED WORK The Successful Proposer shall not begin work until the City issues a written Notice to Proceed (NTP). Such NTP shall constitute the City's authorization to begin work. Any unauthorized work performed by the Successful Proposer, prior to the NTP, or during the term of the Agreement, shall be deemed non-compensable by the City. The Successful Proposer shall not have any recourse against the City for performing such unauthorized or premature work. 1.10 SUBMITTAL INSTRUCTIONS Careful attention must be given to all requested items contained in this RFQ. Proposers are invited to submit Proposals in accordance with the requirements of this RFQ. PLEASE READ THE ENTIRE SOLICITATION BEFORE SUBMITTING A PROPOSAL. Proposers shall make the necessary entry in all blanks and forms provided for inclusion in the Proposers Proposal. Proposals shall be submitted in sealed envelopes or packages, with the RFQ number and opening date clearly noted on the outside of the envelopes or packages. Capital Program Support Services RFQ 15-16-032 () k 1.11 CHANGES/MODIFICAT1ONS/ALTERATIONS Proposer may submit a modified Proposal to replace all or any portion of a previous submitted Proposal, or withdraw a Proposal at any time prior to Proposal Submission Deadline. All modifications or withdrawals shall be made in writing, to the point of contact specified in Article 1.4, Cone of Silence. OralNerbal modifications will not be allowed and will be disregarded. Written modifications will not be accepted after the Proposal Submission Deadline. The City will only consider the latest version of the Proposal. 1.12 SUBCONSULTANT(S)/SUBCONTRACTOR(S) For the purpose of this RFQ. "Subconsultant" and "Subcontractor" are used interchangeably. A Subconsultant or Subcontractor is any individual, firm, entity, or organization, other than the employees of the Proposer, who has or will have a contract with the Proposer to assist in the performance of services required under this RFQ. A Subconsultant shall be paid directly by the Proposer, and not paid directly by the City. The Proposer must clearly identify in its Proposal the Subconsultants to be utilized in the performance of required services. The City retains the right to accept or reject any Subconsultant proposed in the Proposer's Proposal, or proposed prior to Contract execution. Any and all liabilities regarding the use of a Subconsultant shall be borne solely by the Successful Proposer, and insurance for each Subconsultant must be maintained in good standing and approved by the City throughout the duration of the Contract. Neither the Successful Proposer nor any of its Subconsultants are considered to be employees, partners, affiliates, or agents of the City. Failure to list all Subconsultants and provide the required information may disqualify any proposed Subconsultants from performing work under this RFP. Proposers shall include in their Proposal the requested Subconsultant information and all relevant information required of the Proposer. Proposer must identify each of its Community Business Enterprise (CBE) Subconsultants via Letter of Agreement (LOA) at the time of Proposal submittal. Additional information can be found in Section 3.6. After Proposal submittal, Proposers are expressly prohibited from substituting any Subconsultants contained in the Proposal. Just cause and prior written approval by the City may constitute substitution. If approved, the City reserves the right to request additional required documentation as specified in the RFQ. If the City does not accept the proposed change(s), the Proposal will be rejected and not considered for award. 1.13 DISCREPANCIES, ERRORS, AND OMISSIONS Any discrepancies, errors, or ambiguities in the RFQ or addenda (if any) should be reported in writing, in the manner prescribed in Section 1.4, Cone of Silence. If applicable, the City will issue a written addendum to the RFQ clarifying such conflicts or ambiguities. It is agreed that any such alleged discrepancies, errors or omissions will not be construed against the drafting party. 1.14 DISQUALIFICATION This RFQ requires the use and submission of specific City forms. In addition, the RFQ requires the submission of additional documents and information. Failure to utilize the City forms will result in the Proposal being deemed non -responsive, and the Proposal will not be further considered for award._Modification of, retyping, or any alterations to, the City forms may also result in the Proposal being deemed non -responsive. Capital Program Support Services RFQ 15-16-032 6 `„00, cif tr 4 ,it ii'jiii'11 + c. .4 111111 0 R X The City reserves the right to disqualify Proposers upon evidence of collusion with intent to defraud or other illegal practices on the part of the Proposer. The City also reserves the right to waive any immaterial defect or informality in any Proposal; to reject any or all Proposals in whole or in part, or to reissue a RFQ. Any Proposer who submits in its Proposal any information that is determined by the City, in its sole opinion, to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration for award of the Contract. Any Proposal submitted by a Proposer who is in arrears, (e.g., money owed or otherwise in debt by failing to deliver goods or services to the City , including any agency or department of the City), or where the City has an open or liquidated claim against a Proposer for monies owed the City at the time of Proposal submission, or if a Proposer has been declared in default or abandoned a prior City contract or agreement, or has been debarred by a federal, State of Florida, or local public entity within the past five (5) years, will be rejected as non -responsive and shall not be considered for award. Prior to award of a contract, the above requirements must be met, and is a condition that must be maintained during the term of the Contract. 1.15 PROPOSER'S EXPENDITURES Proposer understands and agrees that any expenditure incurred in preparation and submittal of Proposals, or in the performance of any services requested by the City in connection with the Proposals for this RFQ, are exclusively at the expense of the Proposers. The City shall not pay or reimburse any expenditure or any other expense incurred by any Proposer in preparation of a Proposal, and/or anticipation of Agreement award, and/or to maintain the approved status of the Successful Proposer if an Agreement is awarded, and/or administrative or judicial proceedings resulting from the solicitation process. By submission of a Proposal the Proposer agrees to these terms. 1.1E EXECUTION OF PROPOSAL The Proposal must be manually and duly signed by an authorized corporate officer, principal, or partner (as applicable) with an original signature in full. When a firm is the Proposer, the Proposal shall be signed in the name of the firm by one or more of the partners. When a corporation is the Proposer, the officer signing shall set out the corporate name in full beneath which he shall sign his name, give title of his office and affix the corporate seal, Anyone signing the Proposal as an agent, must file with it legal evidence of signature authority. Proposers who are nonresident corporations shall furnish to the City with the Proposal, a duly certified copy of their permit to transact business in the State of Florida. Failure to promptly submit this evidence or qualification to do business in the State of Florida, may be a basis for rejection of the Proposal. Proposer understands that by submitting a Proposal to this RFQ does not constitute an Agreement or Contract with the City. Capital Program Support Services RFQ 15-16-032 7 SECTION 2 2.0 RFQ SCOPE OF SERVICES 2.1 PURPOSE This RFQ is being issued to obtain Proposals from a qualified team having an engineering firm as the lead, with the experience to assist in the program management and administration of planned and unplanned capital improvements, for the City under the direction of OCI, in accordance with the Scope of Services contained in Attachment "A" of the draft Agreement. The Successful Proposer shall be selected in accordance with Florida Statute §287.055, CCNA, as amended. The City's Capital Improvements Program (Program) is detailed in the approved Five -Year Capital Improvements Plan (Plan), exclusive of the transportation component. The Plan is available on the OCI webpage. The Successful Proposer shall be responsible for assisting with the administration and management of the City's comprehensive Program. The Services may include specific management oversight of vertical and horizontal construction projects, which encompass planning, design, and construction activities. The scope and duration of an individual project may extend over multiple years. The Successful Proposer shall function as an extension of OCI's resources by providing qualified technical and professional personnel to perform the duties and responsibilities assigned under the terms of the Agreement. Key personnel, referred to as "Core Program Staff', shall work on a full time basis and may, at the sole discretion of the City, work from the City's Miami Riverside Center (MRC) building. In addition, key personnel, referred to as "Supplemental Program Staff', shall supplement City staff by providing qualified technical and professional assistance on an as needed basis, for project or task specific assignments. Supplemental Staff may work from either the MRC building or from a remote location, depending on the needs of OCI. 2.2 PROJECT SERVICES The Successful Proposer shall be required to assist and work in conjunction with OCI staff in various aspects of the management and implementation of the City's Plan. The Services shall include, but are not limited to, research and preparation of reports, studies, coordination with community organizations, project management, production management, plans review, construction administration, design and construction cost estimating, value engineering, scheduling, Geographical Information System (GIS) production/management, computer aided drafting and design (CADD) services, utility coordination, assistance with Program management technology and information systems development and maintenance, document control and records management, and financial program management for OCI. The Services may further include, but not be limited to, planning, programming, field investigations, observations, feasibility studies, and other activities that may be required to complete the approved projects. The Successful Proposer will receive work assignments from the OCI Director or authorized designee(s), who will be identified in writing, by the OCI Director. Capital Program Support Services RFQ 15-16-032 k IC CLrH * 4. 11-5i U R A. Program Staff The Successful Proposer shall be required to provide "Program Staff' of a maximum of four (4) individuals, inclusive of any "Core Program Staff' that may be required to work from the MRC building. The Program Staff shall initially be responsible for performing: • Cost estimating • Job Order Contracting (JOC) program management • Project controls, planning and scheduling • CADD support B. Program Coordinator The Successful Proposer shall designate a lead individual, referred to as the "Program Coordinator", to manage this Agreement; who shall work from an office maintained by the Successful Proposer. The Program Coordinator shall be responsible for all administrative functions associated with the Agreement. A more detailed Scope of Services is contained in Attachment "A" of the proposed Agreement. The City, at its option, may elect to expand, reduce or delete the Scope of Services to be provided by the Successful Proposer, where such action does not alter the intent of the Agreement. The OCI will request specialty services and/or personnel, on an as -needed basis. There is no guarantee or representation that any or all of the Services described in this RFQ or the resulting Agreement will be assigned during the term of the Agreement. Neither the RFQ nor the Agreement shall establish any entitlement to the receipt of any of the stated Scope of Services. Further, the Successful Proposer shall provide these Services on a non-exclusive basis, The OCI, at its option, may elect to have any of the Services set forth herein or in the Agreement, performed by other consultants or OCl staff. A detailed Scope of Work will be developed for each Work Order issued. Capital Program Support Services RFQ 15-16-032 SECTION 3 3.0 RFQ GENERAL CONDITIONS 3.1 ACCEPTANCE/REJECTION The City reserves the right to accept or reject any or all Proposals that best meet the criteria in the Solicitation or reject any or all Proposals. The City also reserves the right to reject any Proposer(s) who has previously faired to properly perform under the terms and conditions of a City contract, to deliver on time any contracts with the City, and who does not have the capacity to perform the requirements defined in this RFQ. Further, the City may waive informalities, technicalities, minor irregularities, and/or request additional information/clarification for the services specified in this RFQ, and may, at its discretion, withdraw and/or re -advertise the RFQ. 3.2 LEGAL REQUIREMENTS This RFQ is subject to all applicable Federal, State, County, City and local laws, codes, ordinances, rules and regulations, the loan documents and the grant agreements, that in any manner affect any and all of the services covered herein. Lack of knowledge by the Proposer, shall in no way be cause for relief from responsibility for compliance with these requirements. Proposer shall fully comply with all applicable Federal, State and local laws, rules and regulations, loan and grant requirements. The foregoing will be considered as part of the duties of performance of the Proposer under the Agreement. 3.3 NON -APPROPRIATION OF FUNDS In the event that insufficient funds are appropriated and budgeting or funding is otherwise unavailable or not allocated in any fiscal period for this Agreement, the City shall have the unqualified right to terminate the Work Order(s), and/or the Agreement upon written notice to the Successful Proposer, without any penalty or expense to the City. No guarantee, promise, warranty or representation is made that any particular work or project(s) will be assigned to the Successful Proposer. 3.4 BUSINESS TAX RECEIPT REQUIREMENT Proposers shall meet the City's Business Tax Receipt ("BTR") requirements in accordance with Chapter 31, Article II of the City Code, as amended, and any required County Business Tax Receipt ("County BTR"). Proposers with a business location outside the City's municipal boundaries shall meet all applicable local BTR requirements. A copy of the BTR should be submitted with the Proposal. The City may, at its sole option, allow the Proposer to submit a copy of their BTR after the Proposal Submission Due Date. 3.5 MINIMUM QUALIFICATION REQUIREMENTS The City is seeking qualified capital program support firms, as stipulated in CCNA, Florida Statues §287.055. Proposers must be licensed, registered, and practicing in the State of Florida for the last five (5) years under its current business name. Additionally, the Proposer shall have: 1) A minimum of ten (10) years' experience in capital program support services, as outlined in Section 2.0, Scope of Services, with projects of a similar size, scope and complexity as those requested herein. The Proposer shall meet the foregoing experience requirement. Principals employed by the Proposer cannot meet this requirement by having this Capital Program Support Services RFQ 15-16-032 10 experience under a different name, person or firm. Proposers must utilize the forms identified in Section 4.1.A, Contents of the Qualification Statement, to respond to this requirement. 2) The Program Coordinator with a minimum of seven (7) years' experience in providing capital program support services of a similar size and scope as identified in this RFQ. The Program Coordinator must have served in the capacity of a Program Coordinator on similar projects on three (3) previous occasions. Proposers must utilize the forms identified in Section 4.1.A, to respond to this requirement. Proposers must have a proven track record of successfully completing projects. Failure to meet the above -stated requirements will result in the Proposer's Proposal being rejected as non- responsive. Please see Section 4.0, Instructions for Submitting a Proposal: Submission Requirements, for further direction. Proposers shall provide information on the Proposer's qualifications and experience: qualifications of the Proposer's team, members and staff; Program Coordinator's experience; and previously completed projects. See Section 4.0 for further direction. Proposals that do not completely adhere to all requirements may be considered non -responsive and disqualified (additional minimum qualifications may be stated in Section 4.0). Proposers must include documentation substantiating the above stated as part of its Proposal for the City to consider crediting the years of experience from the Proposer under its previous name. Failure to include such documentation with the Proposal may result in a determination of non -responsive. 3.6 COMMUNITY BUSINESS ENTERPRISE (CBE) PARTICIPATION REQUIREMENTS - MANDATORY Unless precluded by Florida Statutes, Federal laws or regulations or grant requirements, in accordance with §18-87, the City has established mandatory CBE Participation requirements as specified in the City Code. The OCI has established procedures to assist Proposers in complying with these CBE participation requirements. The "OCI Forms" webpage includes a link to the CBE Forms/Reports, as well as a forms checklist and a "Frequently Asked Questions" (FAQ) page containing important information. In addition, there are also active links to the Miami -Dade County website for a listing of CBE certified firms and certification forms. For detailed instructions and access to required CBE forms, click on the link bellow: http://www.miamigov.com/CITP/forms.html. For all additional CBE questions, please use the contact information listed on the CBE Forms page. Proposers shall adhere to the following mandatory requirement: • Assign a minimum of fifteen percent (15%) of the comprehensive award value to firms currently certified by Miami -Dade County as a CBE. Capital Program Support Services RFQ 15-16-032 11 Unless precluded by Florida Statutes, Federal laws and regulations, or grant requirements, Proposers who meet the mandatory CBE participation requirement and use firms located within the City's municipal boundaries will be awarded five (5) bonus points. In addition to submitting the required CBE forms, refer to Section 5.0,C, Five Bonus Points and CBE Participation, to qualify to receive the five bonus points. Proposers must include the following documentation with their Proposal to be considered for the five (5) bonus points: 1) Attach copies of both a current City of Miami Business Tax Receipt AND a current Miami -Dade County Business Tax Receipt. 2) Sign and attach Form 6.4 - Certificate of Compliance. 3) Sign and attach Form C-1 - List of Subconsultants. To verify the above requirements, the City has provided Form "C-1 List of Subconsultants" to identify all subconsulting firms (including CBE certified firms) that are part of the Proposer's team, Failure to include the completed form(s) with your Proposal may deem your Proposal non- responsive. SEC. 18-73 CITY OF MIAM! CODE Local office means a business within the City which meets all of the following criteria: (1) Has had a staffed and fixed office or distribution point, operating within a permanent structure with a verifiable street address that is located within the corporate limits of the city, for a minimum of twelve (12) months immediately preceding the date bids or Proposals were received for the purchase or contract at issue; for purposes of this section, "staffed" shall mean verifiable, full-time, on -site employment at the local office for a minimum of forty (40) hours per calendar week, whether as a duly authorized employee, officer, principal or owner of the local business; a post office box shall not be sufficient to constitute a local office within the city; (2) If the business is located in the permanent structure pursuant to a lease, such lease must be in writing, for a term of no less than twelve (12) months, been in effect for no less than the twelve (12) months immediately preceding the date bids or Proposals were received, and be available for review and approval by the chief procurement officer or its designee; for recently -executed leases that have been in effect for any period less than the twelve (12) months immediately preceding the date bids or Proposals were received, a prior fully -executed lease within the corporate limits of the city that documents, in writing, continuous business residence within the corporate limits of the city for a term of no Tess than the twelve (12) months immediately preceding the date bids or Proposals were received shall be acceptable to satisfy the requirements of this section, and shall be available for review and approval by the chief procurement officer or its designee; further requiring that historical, cleared rent checks or other rent payment documentation in writing that documents local office Capital Program Support Services RFC/ 15-16-032 1 i�.} (r ti i f. • IILIIP l/IIII • ✓ 0 µ , ♦� tenancy shall be available for review and approval by the chief procurement officer or its designee; (3) Has had, fora minimum of twelve (12) months immediately preceding the date bids or Proposals were received for the purchase or contract at issue, a current business tax receipt issued by both the city and Miami -Dade County, if applicable; and (4) Has had, for a minimum of twelve (12) months immediately preceding the date bids or Proposals were received for the purchase or contract at issue, any license or certificate of competency and certificate of use required by either the city or Miami -Dade County that authorizes the performance of said business operations; and (5) Has certified in writing its compliance with the foregoing at the time of submitting its bid or Proposal to be eligible for consideration under this section; provided, however, that the burden of proof to provide all supporting documentation in support of this local office certification is borne by the business applicant submitting a bid or Proposal. 3.7 PUBLIC ENTITY CRIMES In accordance with Section 287.133, Florida Statutes, a person or affiliate who has been placed on the convicted vendor list, following a conviction for a public entity crime, may not a) submit a response on a contract to provide any goods or services to a public entity; b) submit a response on a contract with a public entity for the construction or repair of a public building or public work; c) submit responses on leases of real property to a public entity; d) be awarded or perform work as a contractor, design -builder, supplier, subcontractor, or consultant under a contract with any public entity; and e) transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list. Violation of this section by Proposer shall result in rejection of the Proposal, cancellation of the Agreement (if awarded), and may result in Proposers debarment. 3.8 RESOLUTION OF PROTESTS Any actual or prospective contractual party who feels aggrieved in connection with the solicitation or award of a contract may protest in writing to the Chief Procurement Officer, in accordance with the procedures contained in §18-104, Resolution of Protested Solicitations and Awards, as amended, of the City Code, Ordinance No. 12271 (the City of Miami Procurement Code) describing the protest procedures. Protests failing to meet the requirements for filing shall NOT be accepted. Failure of a party to timely file shall constitute a forfeiture of such party's right to file a protest. NO EXCEPTIONS TO THIS REQUIREMENT. 3.9 REVIEW OF PROPOSAL FOR RESPONSIVENESS Each Proposal will be reviewed to determine if it is responsive to the submission requirements outlined in the RFQ. A "responsive" Proposal meets the requirements of the RFQ, is submitted in the format outlined in Section 4.1.B, Proposal Submission Format, is of timely submission, and has appropriate signatures/attachments, as required on each document. Capital Program Support Services RFQ 15-16-032 13 tiot OF mite M til / �l (1 R 5 3.10 COLLUSION The Proposer, by submitting a Proposal, certifies that its Proposal is made without previous understanding, agreement or connection either with any person, firm, or corporation submitting a Proposal for the same Services, or with any City department. The Proposer certifies that its Proposal is fair, without control, collusion, fraud, or other illegal action. The Proposer further certifies that it is in compliance with the conflict of interest and code of ethics laws as defined in Section 2-611 of the City Code. The City will investigate all situations where collusion may have occurred, and the City reserves the right to reject any and all Proposals where collusion may have occurred. 3.11 CLARIFICATIONS The City reserves the right to request clarifications of information submitted, and to request any necessary supporting documentation or information of any Proposer after the Proposal submission due date. 3.12 KEY PERSONNEL Subsequent to submission of a Proposal and prior to award of an Agreement, Key Personnel shall not be changed. Proposers shall not change any member of their Key Personnel without just cause and prior written approval by the City. The City reserves the right to request additional documentation, as required by the RFQ prior to making its determination. If the City does not accept the proposed change(s), the Proposal will be rejected and not considered for award. 3.13 AUDIT RIGHTS AND RECORDS RETENTION The Successful Proposer agree to provide access, at all reasonable times, to the City, or to any of its duly authorized representatives, to any books, documents, papers, invoices, receipts, reimbursement information and records of Proposer which are directly pertinent to this RFQ, the Agreement, the loan reimbursement and grant reimbursement, for the purpose of audit, examination, excerpts, and transcriptions. The Successful Proposer shall maintain and retain any and all of the books, documents, papers and records pertinent to the Agreement for five (5) years after the City makes final payment and all other pending matters are closed. Proposer's failure to or refusal to comply with this condition shall result in the immediate termination of the Contract (if awarded) by the City. 3.14 PUBLIC RECORDS Successful Proposer shall additionally comply with the provisions of Section 119.0701, Florida Statutes, entitled "Contracts: public records". IF THE SUCCESSFUL PROPOSER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE SUCCESSFUL PROPOSER'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (305) 416-1830, VIA EMAIL AT PUBLICRECORDS@MIAMIGOV.COM, OR REGULAR EMAIL AT CITY Capital Program Support Services RFQ 15-16-032 14 )F tor OF MIAMI OFFICE OF THE CITY ATTORNEY, 444 SW 2ND AVENUE, 9TH FL, MIAMI, FL 33130. 3.15 CONFLICT OF INTEREST Proposers, by responding to this RFQ, certify that to the best of their knowledge or belief, no elected/appointed official or employee of the City is financially interested, directly or indirectly, in the purchase of goods/services specified in this RFQ. Any such interests on the part of the Proposer or its employees, shall be disclosed in writing to the City. Further, Proposers shall disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or more of the total assets of capital stock in the Proposer firm. 3.16 DEBARRED/SUSPENDED VENDORS An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not a) submit a response on a` contract to provide goods or services to a public entity; b) may not submit a response on a contract with a public entity for the construction or repair of a public building or public work; c) may not submit response on leases of real property to a public entity, may not award or perform work as a contractor, design -builder, supplier, subcontractor, or consultant under contract with any public entity; and d) may not transact business with any public entity. 3.17 NONDISCRIMINATION Proposer agrees that it shall not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this RFQ. Furthermore, Proposer agrees that no otherwise qualified individual shall solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity. 3.18 UNETHICAL BUSINESS PRACTICE PROHIBITIONS Proposer represents and warrants to the City that it has not employed or retained any person or company employed by the City to solicit or secure the award of the Agreement and that it has not offered to pay, paid, or agreed to pay any person any fee, commission, percentage, brokerage fee, or gift of any kind, contingent upon or in connection with, the award of the Contract. 3.19 ADDITIONAL TERMS AND CONDITIONS No additional terms and conditions included with the Proposal shall be evaluated or considered, and any and all such additional terms and conditions shall have no force or effect and are inapplicable to this solicitation. If submitted either purposely, through intent or design, or inadvertently, appearing separately in transmittal letters, specifications, literature, price lists or warranties, it is understood and agreed that the General and Special Conditions in this solicitation are the only conditions applicable to this solicitation and that the Proposer's authorized signature affixed to the Proposer's acknowledgment form attests to this. Capital Program Support Services RFQ 15-16-032 15 L If s 11:11::f' {1111 R, 1 !1 ', It SECTION 4 4.0 INSTRUCTIONS FOR SUBMITTING A PROPOSAL Submit the following information and documents with Proposer's Proposal. Failure to do so may deem the Proposal non -responsive. Proposals deemed non -responsive will receive no further consideration. 4.1 SUBMISSION REQUIREMENTS Each Proposal must contain the following documents and forms required by Sections 4.1.A, Section A — E, fully completed and signed as required. Proposers shall prepare their Proposal utilizing the same format outlined below in Section 4.1.8 "Proposal Submission Format". Each section of the Proposal, as stipulated in Section 4.1.B, shall be separated by a tabbed divider identifying the corresponding section number. Proposers are not to submit any information in response to this RFQ that has not been requested or which the Proposer considers confidential. Submission of any confidential information will be deemed a waiver of any confidentiality or other such protection, which would otherwise be available to the Proposer, except as specifically permitted under Florida Statute. Proposers are not to include any documents not specifically required or requested, including, but not limited to; media and public relations literature, annual reports, pictures, etc. Such documentation will not be considered and will be redacted from the copies provided to the Evaluation Committee. The submission of such documentation may adversely affect the evaluation of the Proposal by the Evaluation Committee. Hard cover binders shall not be used in the submission of the Proposal. Proposers should also make every effort to utilize recycled paper in preparing its Proposal. Double sided printing is permitted, provided that the Proposal complies with the format set forth in Section 4.1.B. Do not include additional information not requested in this RFQ, unless specified in the form of an Addendum. This RFQ requires the use and submission of specific City forms. The City forms shall not be expanded or altered. Additional pages may not be added unless the form specifically states that pages can be added. Failure to utilize the City forms will result in the rejection of the Proposal as non -responsive. A. Content of Qualifications Statement: All Forms referenced in Sections 4.1.A, Section A— E are required (as applicable). Section A 1. Table of Contents The table of contents should follow in sequential order the sections and documents specified in Section 4.1.B, including enclosures. All pages of the Proposal must be consecutively numbered and correspond to the Table of Contents. 2. Proposal Letter Proposer shall complete and submit Form RFQ-PL for this section of the Proposal. (1 page maximum) Capital Program Support Services RFQ 15-16-032 3. Narrative Proposer shall complete and submit Form RFQ-N for this section of its Proposal. Provide a brief overview of the Proposer's firm and why the Proposer should be selected for this Project. 4. Qualifications of the Proposer Identify the Proposer's number of years of experience in the required professional services. Licenses and any other pertinent information shall be submitted which demonstrates the Proposer's ability to satisfy all of the minimum qualification requirements identified in Section 3.5. Proposers shall include an organizational chart. Proposer must disclose, in detail, any and all judgments, suits, claims, arbitrations and back charges asserted or awarded against the Proposer or any proposed subconsultant in the past seven (7) years where the threshold exceeded $100,000. Proposers which do not contain such documentation may be deemed non -responsive. No company brochures are to be included as part of the Proposal. Proposer shall submit a spreadsheet identifying each employee and owner of the company, together with their title, years of experience and years employed in current title (Employee Matrix). Proposer shall provide its current work- load for the next six (6) months and a staffing plan. • Proposer shall complete and submit Form RFQ-QP for this section of its Proposal. • Proposer shall complete and submit Form RFQ-WC for this section of its Proposal. • Proposer shall complete and submit an Employee Matrix. • Proposer shall complete and submit a Staffing Plan. 5. Qualifications of the Proposer's Team Proposer shall base the Proposal on the anticipated levels of staffing identified in Section 2.0, Scope of Services, and contained in Attachment "A" of the proposed Agreement. Proposer shall list all subconsultants and Key Personnel, including a one page resume describing education, experience, licenses and any other pertinent information to this RFQ. The following sections identify specific details the Proposer must address within their Proposal: Sub -Section A: This sub -section is to address the Program Staff and Supplemental Program Staff requirements for the Program. The roles and responsibilities for each team member are to be identified and must include an explanation of how their prior experience makes them best suited for their position. Attention should be given to maximizing management and staffing efficiencies. For any off -site personnel their proposed office location(s) must be identified. Back -office support personnel should not be reflected. Timeframes for availability of all Key Program Staff from the issuance of a notice of award are to be identified. Proposers shall complete and submit Form RFQ-QT for this section of its Proposal. Workload capacity, Form RFQ-WC, shall be completed for all Key Personnel identified in Form RFQ-QT. Capital Program Support Services RFQ 15-16-032 1 7 r O 0 i Sub -Section B: Proposer shall identify area(s) of expertise the Proposer's Team can provide as supplemental services for the OCI. Proposer shall identify the area(s) of expertise, including the subconsultants and Key Personnel who shall provide said supplemental services. Examples of supplemental services include environmental remediation, marine/coastal construction, and information technology expertise in the development and enhancement of project management software programs, etc. 6. Team Organizational Chart An organizational chart of the Proposer's team shall be provided for key personnel. 7. Proposer's Project Experience Proposer shall complete and submit Form RFQ-PP for this section of its Proposal to provide a comprehensive summary of the Proposer's experience in capital program support services. The firm MUST have a minimum of ten (10) years of experience and served as lead on similar projects on a minimum of three (3) previous occasions. Proposer shall submit projects of similar size, scope and complexity, including; client name, address, phone number, description of work, the year the project was completed, total of fees paid or projected to be paid to the firm, the number of full time personnel assigned to the program, and the total value of the construction/capital improvement program. Failure to meet the ten (10) year minimum experience requirement shall result in a non- responsive determination for the Proposal. For each Form RFQ-PP, the Proposer must submit Form RFQ-PP-R for the Proposer's Project Experience. Form RFQ-PP-R must be completed and signed by the Program/Project Owner's representative. List no more than five (5) projects. Section B 8. Management Plan Proposal shall provide a detailed explanation of the Proposers understanding of the City's requirements and key Program issues, and identify the process and methodology to be utilized to best meet the needs of the City, including: I. Proposed strategies utilized to assist the City in meeting the short and long term requirements of the OCI. ii. Protocols and procedures regarding the communication and coordination among the CPSS Team, OCI, other consultants, contractors, and other parties. iii. Protocols and procedures for managing schedules and financial expenditures under the Capital Plan, including any time limits imposed for spend -down of funds. iv. Work flow management including efficiencies in the use of manpower. Section C 9. Qualifications of Program Coordinator Capital Program Support Services RFQ 15-16-032 [8 4t {JF' 14. * IEi1El � 0 R Proposer shall complete and submit Form RFQ-PC for this section of its Proposal to provide a comprehensive summary of the Program Coordinator's experience within the past seven (7) years, including a list of projects of similar size, scope and complexity. Failure to meet the stipulated minimum requirements will result in the Proposal being deemed non -responsive, List no more than three (3) projects. Form RFQ-PC-R shall be submitted for each Form RFQ-PC submitted. Proposer shall also provide a one page resume reflecting the Program Coordinator's education, experience and qualifications as they relate to this Project. Section D 10. PSA or Agreement Provisions (Exhibit "B") Provide comments on, and exceptions to the attached Agreement terms and conditions. Proposed changes to the Agreement must be returned to the City in Microsoft Word format with comments reflected by "red -lining" the original document utilizing the tracking feature. The Microsoft Word document must be included in the Proposal in both printed format and electronically on a CD-ROM or USB Drive. The City will only consider the identified comments and exceptions during negotiations. Where a Proposal is returned without comments it will be deemed that the Proposer has no comments or exceptions to the draft Agreement. If the Proposer has no comments, a statement to that effect shall be included in the Proposal in this section. As noted certain sections of the Agreement, including, without limitation, Hold Harmless/Indemnity, Insurance, Cancellation for Convenience, Funding Out, Ethics, Public Records, Sunshine, Lobbying and Compliance with Laws Sections are long standing City practices and cannot be modified. 11. RFQ Proposal Forms (Section 6.0) Sign and submit each RFQ Proposal Form for the Proposer. 12. Information for Determining Joint Venture Eligibility - Form A (if applicable) Section E 13. Letter of Agreement(s) (LOA) 14. Form C-1 List of Subconsultants* 15, Certificate of Compliance 16. Business Tax Receipt 17. Copies of Miami -Dade County CBE certification for Proposer or Proposer's Subconsultant(s) (if applicable) 18. Notice of Qualifications (FDOT) NOTE: Subconsultants Information form C-1 Proposer shall list all proposed subconsultants to be used, regardless of racial or gender grouping, to include names, addresses, phone numbers, type of work (service or commodity) and CBE certification by Miami -Dade County (if applicable). Capital Program Support Services RFQ 15-16-032 19 B. Proposal Submission Format Proposal are to be prepared and submitted in the format below. Failure to comply with this format may result in the Proposal being deemed non -responsive. Section A 1. Table of Contents 2. RFQ-PL — Proposal Letter 3. RFQ-N — Proposal Narrative 4. RFQ-QP — Qualifications of Proposer 5. Proposer Organizational Chart 6. Employee Matrix 7. Staffing Plan 8. RFQ-QT — Qualifications of Proposer's Team 9. RFQ-WC — Workload Capacity 10. Resumes of Key Personnel 11, Team Organizational Chart 12. RFQ-PP- Proposer's Project Experience 13. RFQ-PP-R — Proposer's Reference Forms Section B 1. I`ilanagement Plan Section C 1. RFQ-PC — Qualifications of Project Coordinator 2. RFQ-PC-R — Program Coordinator Reference 3. Resume of Program Coordinator 4. Form RFQ-WC - Workload Capacity for Program Coordinator Section D 1. PSA or Agreement Provisions (Exhibit "B") 2. RFQ Proposal Forms (Section 6,0) 3. Information for Determining Joint Venture Eligibility - Form A (if applicable) Section E 1. Letter of Agreement(s) (LOA) 2. Form C-1 List of Subconsultants 3. Certificate of Compliance 4. Business Tax Receipt 5. Copies of Miami -Dade County CBE certification for Proposer or Proposer's Subconsultant(s) (if applicable) 6. Notice of Qualifications (FDOT) Capital Program Support Services RFQ 15-16-032 ,r) 0 R. 4.2 PROPOSAL SUBMISSION One (1) unbound original and seven (7) bound copies, plus one digital copy (in .pdf file format), of your complete Proposal for this RFQ shall be delivered to: Mr. Todd Hannon, City Clerk City of Miami Office of the City Clerk 3500 Pan American Drive, First Floor Miami, Florida 33133 Proposal must be clearly marked on the outside of the package referencing: RFQ No. 15-16-032 CAPITAL PYOG-1-Z .\1 SUPPORT Proposals received at any other location than the aforementioned, or after the Proposal Submission Due Date and time shall be deemed non -responsive and shall not be considered. Proposals should be signed by an official authorized to bind the Proposer to the provisions given in the Proposals. Proposals are to remain valid for at least 180 days, Upon award of an Agreement, the contents of the Successful Proposer's Proposal may be included as part of the Agreement, at the City's discretion. Additional information on submission requirements can be found in Section 4.1. SUBMITTAL GUIDELINES Genera[ Only one (1) Proposal from an individual, firm, partnership, corporation or joint venture will be considered in response to this RFQ. Subconsultants, business entity, or subcontractors may be included in more than one Proposal submitted by more than one Proposer. A firm, partnership, corporation or joint venture that submits a Proposal may not be a subconsultant on another Proposal submitted under this RFQ. Joint venture firms must complete and submit with their Proposal the form titled "Information for Determining Joint Venture Eligibility", (Form A, located on the last two pages of this RFQ document) and submit a copy of the formal agreement between all joint -venture parties. This joint venture agreement must indicate their respective roles, responsibilities and levels of participation for this RFQ. Failure to timely submit Form A, along with an attached written copy of the joint venture agreement may result in disqualification of the Proposer's Proposal, Joint Venture Proposals will be evaluated based on the combined team. Each member of a Joint Venture shall provide the information listed above. Proposer must clearly identify any subconsultants proposed to be used, and provide for the subconsultant the same information required of the Proposer. The City retains the right to accept or reject any proposed subconsultants. Capital Program Support Services RFQ 15-16-032 21 Throughout this RFQ, the phrases "must" and "shall' will denote mandatory requirements. Any Proposal that does not meet the mandatory requirements is subject to immediate disqualification. It is the policy of the City that the Successful Proposer register as a vendor indicating the commodities/services which the Proposer can regularly supply to the City prior to award of a contract. The Proposer can register as a City vendor, via the internet at: http:f www.miamigov.com/Procurement/pages/SupplierCorner/default-asp. For any questions regarding vendor registration, contact the Procurement Department at (305) 416-1922, Proposers must be registered as a condition of award. It is the sole responsibility of the Proposer to insure that the registration is complete. Capital Program Support Services RFQ 15-16-032 11 SECTION 5 5.0 INFORMAL EVALUATION/SELECTION PROCESS A. Evaluation Procedures The procedure for Proposal evaluation and selection is as follows: 1. Request for Qualifications issued. 2, Receipt of Proposals. 3. Opening and listing of all Proposals received. 4. Preliminary review by City's Procurement staff for compliance with the submission requirements of the RFQ, including verification that each Proposal includes all documents required. 5. Review by professional staff and/or an Evaluation Committee (Committee) certifying that the Proposer is qualified to render the required services according to State regulations. 6. The Committee, appointed by the City Manager, shall meet to evaluate each responsive Proposal in accordance with the requirements of this RFQ. The Committee will select a minimum of three (3) firms deemed the most highly qualified to perform the required services, unless fewer than three (3) Proposals are received. At the Committee's option, they may decide to hold brief presentations and interview sessions with all Proposers or Shortlisted firms. 7. The Committee forwards its recommendation to the City Manager, listing the Proposers in rank order. 8. After reviewing the Committee's recommendation, the City Manager may: a) approve the recommendation of the Committee, written notice of which shall be provided to all proposers, and the City Manager shall then submit his or her recommendation to the City Commission; b) reject the Committee's recommendation and instruct the Committee to re- evaluate and make further recommendations; c) reject all Proposals; or d) recommend that the City Commission reject all Proposals. City Manager may accept the recommendation and authorize Procurement to enter into negotiations with the top ranked Proposer or request that the Committee provide additional information as to the ranking of the Proposals. Upon approval of the Committee recommendation the Proposers will be listed in rank order on the OCI webpage, http://www.miamigov.com/CITPIProcurementOpp.html. 9, Upon successful negotiation of the Agreement(s), Procurement will forward the recommended Agreement(s) to the City Manager for approval and the City Manager upon acceptance of the negotiated Agreement(s) will approve the award for Agreements not exceeding $500,000.00 or recommend that the City Commission, Capital Program Support Services RFQ 15-16-032 when required by the City's Procurement Code, approve the recommendation of the Committee and the award of the Agreement(s). Where Procurement is not able to successfully negotiate an Agreement with the top ranked Proposer(s), Procurement will recommend to the City Manager that such negotiations be terminated and that Procurement enter into negotiations with the next ranked Proposer(s) until an Agreement is negotiated or all Proposals are rejected. 10. After reviewing the City Manager's recommendation, the City Commission may: approve the City Manager's recommendation and authorize award of the Agreement; reject the Agreement: or reject all Proposals and direct the City Manager to re -open negotiations or to solicit new Proposals. B. Evaluation Technical Criteria Proposal shall be evaluated according to the following criteria and respective weight: Proposer's Experience and Qualifications Maximum 25 points Proposer's Team Experience and Qualifications Maximum 25 points Management Plan Maximum 25 points Experience of Program Coordinator Maximum 15 points Proposer's Approach and Methodology to Maximum 10 points Rendering Services C. Five Bonus Points and CBE Participation Unless precluded by Florida Statutes, Federal laws or regulations, or grant requirements, bonus points will be granted to Proposers who agree to use Miami -Dade County CBE Firms from within the City of Miami municipal boundaries. The awarded firm must agree to assign at a minimum fifteen percent (15%) of the contract value to Miami -Dade County certified CBE firm(s) that maintain a "Local Office", as defined in City Code §18-73. Capital Program Support Services RFQ 15-16-032 24 ♦ I11111 111111 11 11 0x� SECTION 6 6.0 RFQ PROPOSAL FORMS 6.1. RFQ INFORMATION AND ACKNOWLEDGEMENT FORM The Proposer hereby acknowledges and affirms to the contents of this RFQ; its response thereto, including without limitation, and all Addenda have been read, understood, and agreed to by assigning and completing the spaces provided below: Addendum No. 1, Dated Addendum No. 2, Dated Addendum No. 3, Dated Addendum No. 4, Dated 6.1.1. RFQ No. 15-16-032 I certify that any and all information contained in this RFQ is true. I certify that this RFQ is made without prior understanding, agreement, or connections with any corporation, firm or person submitting a RFQ for the same materials. supplies, equipment, or services and is in all respects fair and without collusion or fraud. I agree to abide by all terms and conditions of the RFQ, and certify that l am authorized to sign for the Proposer's firm. Please print the following and sign your name: Firm's Name Principal Business Address Telephone Fax E-mail address Name Title Authorized Signature Capital Program Support Services RFQ 15-16-032 25 - rs k 11 11I111II II1111 M - /y R 6.2.1 CERTIFICATE OF AUTHORITY STATE OF COUNTY OF SS: ) (IF CORPORATION) I HEREBY CERTIFY that a meeting of the Board of Directors of the a corporation existing under the laws of the State of , held on , 20 _ , the following resolution was duly passed and adopted: "RESOLVED, that, as President of the Corporation, be and is hereby authorized to execute the Proposal dated, , 20 , to the City of Miami and this Corporation and that their execution thereof, attested by the Secretary of the Corporation, and with the Corporate Seal affixed, shall be the official act and deed of this Corporation." I further certify that said resolution is now in full force and effect. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of the corporation this , day of , 20 Secretary: (SEAL) FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY PROPOSER'S PROPOSAL Capital Program Support Services RFQ 15-16-032 -.0% op ��_ir • 'meeer• 4.. 11011 6.2.2 CERTIFICATE OF AUTHORITY (IF PARTNERSHIP) STATE OF ) SS: COUNTY OF I HEREBY CERTIFY that a meeting of the Partners of the organized and existing under the laws of the State of , held on , 20 , the following resolution was duly passed and adopted: "RESOLVED, that, , as of the Partnership, be and is hereby authorized to execute the Proposal dated, 20 , to the City of Miami and this Partnership and that their execution thereof, attested by the shall be the official act and deed of this Partnership." 1 further certify that said resolution is now in full force and effect. IN WITNESS WHEREOF, I have hereunto set my hand this day of , 20 Secretary: (SEAL) FAILURE TO COMPLETE, SIGN AND RETURN THIS FORM MAY DISQUALIFY PROPOSER'S PROPOSAL Capital Program Support Services RFQ 15-16-032 27 6.2,3 CERTIFICATE OF AUTHORITY (IF JOINT VENTURE) STATE OF COUNTY OF SS: ) I HEREBY CERTIFY that a meeting of the Principals of the organized and existing under the laws of the State of herd on , 20 , the following resolution was duly passed and adopted: "RESOLVED, that. as of the Joint Venture be and is hereby authorized to execute the Proposal dated, 20 to the City of Miami official act and deed of this Joint Venture," I further certify that said resolution is now in full force and effect. IN WITNESS WHEREOF, ! have hereunto set my hand this , day of ,20 Secretary: FAILURE TO COMPLETE, SIGN AND RETURN THIS FOR MAY DISQUALIFY PROPOSER'S PROPOSAL Capital Program Support Services RFC) 15-16-032 ,ti 0x X 6.2.4 CERTIFICATE OF AUTHORITY (IF LIMITED LIABILITY CORPORATION) STATE OF SS: COUNTY OF I HEREBY CERTIFY that a meeting of the Principals of the organized and existing under the laws of the State of held on , 20 , the following resolution was duly passed and adopted: "RESOLVED, that, as of the Limited Liability Corporation be and is hereby authorized to execute the Proposal dated, 20 , to the City of Miami official act and deed of this Limited Liability Corporation." I further certify that said resolution is now in full force and effect, IN WITNESS WHEREOF, I have hereunto set my hand this , day of ,20 Secretary: (SEAL) FAILURE TO COMPLETE, SIGN AND RETURN THIS FORM MAY DISQUALIFY PROPOSER'S PROPOSAL Capital Program Support Services RFQ 15-16-032 29 ter 6.2.5 CERTIFICATE OF AUTHORITY (IF INDIVIDUAL) STATE OF COUNTY OF ) SS: } HEREBY CERTIFY that as an individual, I (Name of Individual) and as a d/b/a (doing business as) (if applicable) exist under the laws of the State of Florida. "RESOLVED. that, as an individual and/ar d/b/a (if applicable), be and is hereby authorized to execute the Proposal dated, , 20 , to the City of Miami as an individual and/or d/b/a (if applicable) and that my execution thereof, attested by a Notary Public of the State, shall be the official act and deed of this attestation." further certify that said resolution is now in full force and effect. IN WITNESS WHEREOF, I have hereunto set my hand and affixed the official seal of Notary Public this , day of , 20 NOTARY PUBLIC: Commission No.: I personally know the individual/do not know the individual (Please Circle) Driver's License # (SEAL) FAILURE TO COMPLETE, SIGN, AND RETURN THIS FORM MAY DISQUALIFY PROPOSER'S PROPOSAL Capital Program Support Services RFQ 15-16-032 30 6.3 (a) ;Ez ref i�� 11:J111JIS'fl 11-,1 or. r .1i1. (y li ' DEBARMENT AND SUSPENSION Authority and requirement to debar and suspend: After reasonable notice to an actual or prospective contractual party, and after reasonable opportunity to such party to be heard, the City Manager, after consultation with the Chief Procurement Officer and the City Attorney, shall have the authority to debar a contractual party for the causes listed below from consideration for award of city contracts. The debarment shall be for a period of not fewer than three years. The City Manager shall also have the authority to suspend a contractor from consideration for award of City contracts if there is probable cause for debarment. Pending the debarment determination, the authority to debar and suspend contractors shall be exercised in accordance with regulations, which shall be issued by the Chief Procurement Officer after approval by the City Manager, the City Attorney, and the City Commission. (b) Causes for debarment or suspension include the following: 1. Conviction for commission of a criminal offense incident to obtaining or attempting to obtain a public or private contract or subcontract, or incident to the performance of such contract or subcontract. 2. Conviction under state or federal statutes of embezzlement, theft, forgery, bribery, falsification or destruction of records, receiving stolen property, or any other offense indicating a lack of business integrity or business honesty. 3. Conviction under state or federal antitrust statutes arising out of the submission of bids or Proposals. 4. Violation of contract provisions, which is regarded by the Chief Procurement Officer to be indicative of non -responsibility. Such violation may include failure without good cause to perform in accordance with the terms and conditions of a contract or to perform within the time limits provided in a contract, provided that failure to perform caused by acts beyond the control of a party shall not be considered a basis for debarment or suspension. 5. Debarment or suspension of the contractual party by any federal, state or other governmental entity. 6, False certification pursuant to paragraph (c) below. 7. Any other cause judged by the City Manager to be so serious and compelling as to affect the responsibility of the contractual party performing City contracts. Capital Program Support Services RFQ 15-16-032 (c) Certification: All contracts for goods and services, sales, and leases by the City shall contain a certification that neither the contractual party nor any of its principal owners or personnel has been convicted of any of the violations set forth above or debarred or suspended as set forth in paragraph (b) (5). The undersigned hereby certifies that neither the contractual party nor any of its principal owners or personnel has been convicted of any of the violations set forth above, or debarred or suspended as set forth in paragraph (b) (5). Company Name: Individual Name: Signature: Date: Capital Program Support Services RFQ 15-16-032 AV,‘ i)F' fe * FI;II,i,Iref * • 0 RSA 6.4 CERTIFICATE OF COMPLIANCE WITH SECTIONS 18-87 OF THE CITY CODE I. hereby certify that: i) I am the (President'Secretary or Principal) of (Proposer); ii) I have read Sections 18-87 of the City of Miami Procurement Code; iii) (Proposer) hereby agrees to assign a minimum of fifteen percent (15%) of the contract value to firms currently certified by liana -Dade County as a Community Business Enterprise ("CBE"); OR iv) (Proposer) hereby is certified by Miami -Dade County as a CBE firm and will self -perform to meet the minimum fifteen percent (15%) CBE requirement. An active copy of the respondent's CBE certification must be included in the proposal document. OPTIONAL: v) (Proposer) hereby agrees to make assignments pursuant to item (iii), above, to certified CBE firms who maintain a -Local Office." as defined in City Code Section 18-73; STATE OF FLORIDA SS COUNTY OF hII MI-DADE ) Before me, a Notary Public duly commissioned, qualified and acting personally, appeared to me well known, who being by me first duly sworn upon oath says that he/she has been authorized to execute the foregoing Certificate of Compliance Nvith Section 18-87 of the City of Miami Procurement Code on behalf of Respondent Finn named therein in favor of the City. Subscribed and Sworn to before me this day of ,20. My commission expires: Bonded by: Notary Public, State of Florida at Large Capital Program Support Services RFQ 15-16-032 33 Information for Determining Joint Venture Eligibility — Form A If the Proposer is submitting as a joint venture. please be advised that this form (2 pages) MUST be completed and the REQUESTED written joint -venture agreement MUST be attached and submitted with this form. 1. Name of joint venture: 2. Address of joint venture: 3. Phone number of joint venture: 4. Identify the firms that comprise the joint venture: 5. Describe the role of the MBE firm (if applicable) in the joint venture: 6. Provide a copy of the joint venture's written contractual agreement. 7, Control of and participation in this Agreement. Identify by name, race. sex, and "tire those individuals (and their titles) who are responsible for day-to-day management and policy decision making. including. but not limited to, those with prune responsibility for: (a) Financial decisions: (b) Management decisions. such as: (1) Estimating: (2) Marketing and sales: (3) Hiring and firing of management personnel: Capital Program Support Services RFQ 15-16-032 34 y��l �.)F'a` * 111011. * / tls 0 K (4) Purchasing of major iterns or supplies: (c) Supervision of field operations: NOTE: If, after filing this form and before the completion of the Joint Venture's work on the Agreement, and if there is any significant change in the information submitted, the Joint Venture must inform the City in writing. AFFIDAVIT "The undersigned swear or affirm that the foregoing statements are correct and include all material information necessary to identify and explain the terms and operation of our joint venture and the intended participation by each joint venturer in the undertaking. Further, the undersigned covenant and agree to provide to the City current, complete and accurate information regarding actual joint venture work and the payment therefore and any proposed changes in any of the joint venturer relevant to the joint venture, by authorized representatives of the City. Any material misrepresentation will be grounds for terminating any Contract which may be awarded and for initiating action under Federal or State laws concerning false statements." Name of Firm: Name of Firm: Signature: Signature: Name: Name: Title: Title: Date: Date: Capital Program Support Services RFQ 15-16-032 33