REQUEST FOR LETTERS OF INTEREST. SOLICITATION TITLE Solicitation Identification Number PD XXX Per The Terms and Conditions of PD
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1 ESCAMBIA COUNTY FLORIDA REQUEST FOR LETTERS OF INTEREST SOLICITATION TITLE Solicitation Identification Number PD XXX Per The Terms and Conditions of PD Letters of Interest Will Be Received Until: 11:59 p.m. CST, DAY, MONTH XX, 2009 Office of Purchasing, Room Palafox Place, Pensacola, FL Matt Langley Bell III Building Post Office Box 1591 Pensacola, FL Attention: Paul R. Nobles, CPPO, CPPB, FCN, FCPM, FCCM Board of County Commissioners Grover Robinson IV, Chairman Kevin W. White, Vice Chairman Wilson Robertson Gene M. Valentino Marie Young From: Claudia Simmons Purchasing Manager All requests for assistance should be made in writing when possible. Responses will be provided to all known submitters in writing. No verbal responses will be provided. Assistance: Name Title Office of Purchasing Matt Langley Bell III Building 213 Palafox Place 2 nd Floor, Room Pensacola, FL T: F: NOTICE It is the specific legislative intent of the Board of County Commissioners that NO CONTRACT under this solicitation shall be formed between Escambia County and the awardee vendor until such time as the contract is executed by the last party to the transaction. SPECIAL ACCOMMODATIONS: Any person requiring special accommodations to attend or participate, pursuant to the Americans with Disabilities Act, should call the Office of Purchasing, (850) at least five (5) working days prior to the solicitation opening. If you are hearing or speech impaired, please contact the Office of Purchasing at (850) (TTY).
2 Escambia County Florida Request For Letters Of Interest Proposer's Checklist SOLICITATION TITLE Solicitation Identification Number PD XXX Per The Terms and Conditions of PD How To Submit Your Proposal Please review this document carefully. Offers that are accepted by the county are binding contracts. Incomplete proposals are not acceptable. All documents and submittals must be received by the office of purchasing on or before date and hour specified for receipt. Late proposals will be returned unopened. The County has implemented a new Electronic Submittal Process, which requires the use of GovernmentForms.software. This software, which generates and posts a customized version the Standard Form (SF) 330 along with the capability to upload other required items, can be downloaded at the following address: Letter Of Interest (PDF) GSA Standard Form 330 Part II (PD , Professional Services As Governed by Florida Statute , provide if not already submitted Part I PDF1 These forms are available as editable PDF documents from the website (links to these and other forms can be found at the end of this document). The Following Submittals Are Required Upon Notice Of Award: Certificate Of Insurance (provide if not submitted electronically) How To Submit A No Proposal If you do not wish to propose at this time, please respond to the Office of Purchasing providing your firm's name, address, a signature, and a reason for not responding in a sealed envelope. This will ensure your company's active status in our vendor s list. This form is only for your convenience to assist in filling out your proposal. Do not return with your proposal. i
3 I. INFORMATION PACKAGE Scope of Work SOLICITATION TITLE Solicitation Identification Number PD XXX Per The Terms and Conditions of PD INSERT SCOPE OF WORK HERE Anticipated Disciplines (Function Codes SF 330) for this project Code Description INSERT SF 330 FUNCTION CODES HERE Anticipated Experience Categories (Profile Codes SF 330) for this project Code Description INSERT SF 330 EXPERIENCE CODES HERE II. INSTRUCTIONS TO SUBMITTERS Firms desiring to provide described Professional Services shall submit one (1) electronic copy of your firms Letter of Interest containing all of the requested information no later than the date and time listed on the cover sheet. Submittals delivered late shall not be accepted or considered. No exceptions will be made. Government Forms Software: All information requested must be submitted. Failure to submit all information may result in a lower evaluation of the proposal. Letters, which are substantially incomplete or lack key information, may be rejected by the County at its discretion. The selection of the short listed firms will be based on the information provided in the submittal. The submittals shall be in the GSA Standard Form (SF) 330 format with two additional sections as described below (include in Letter of Interest). No other format will be acceptable. Information submitted with your letter of interest should include documentation to demonstrate your firm s qualifications and abilities to provide the scope of services. The submittal should include sufficient information to permit a clear understanding of similar past projects, especially in Florida, staff experience and abilities, and any other additional, pertinent details to describe the team s capabilities. A committee will review the information submitted and short-list the firms. On-site presentations, interviews, and or discussions will be requested of a short list of three 1
4 or more firms. Once all review is complete, the short-listed firms will be ranked by the selection committee with the top ranked firm being scheduled for negotiations. Award(s) resulting from this solicitation shall be subject to the provisions of Chapter 1-9-5, CONSULTANTS of the Ordinances of Escambia County and Procedure PP- 250 VENDOR PERFORMANCE EVALUATIONS of the Purchasing Policies and Procedures of Escambia County. The following policy will apply to all methods of source selection: Conduct of Participants After the issuance of any solicitation, all bidders/proposers/protestors or individuals acting on their behalf are hereby prohibited from lobbying as defined herein or otherwise attempting to persuade or influence any elected County officials, their agents or employees or any member of the relevant selection committee at any time during the blackout period as defined herein; provided, however, nothing herein shall prohibit bidders/proposers/protestors or individuals acting on their behalf from communicating with the purchasing staff concerning a pending solicitation unless otherwise provided for in the solicitation or unless otherwise directed by the purchasing manager. Definitions Blackout period means the period between the time the bids/proposals for invitations for bid or the request for proposal, or qualifications, or information, or requests for letters of interest, or the invitation to negotiate, as applicable, are received at the Escambia County Office of Purchasing and the time the Board awards the contract and any resulting bid protest is resolved or the solicitation is otherwise canceled. Lobbying means the attempt to influence the thinking of elected County officials, their agents or employees or any member of the relevant Selection Committee for or against a specific cause related to a pending solicitation for goods or services, in person, by mail, by facsimile, by telephone, by electronic mail, or by any other means of communication. Sanctions The Board may impose any one or more of the following sanctions on a nonemployee for violations of the policy set forth herein: (a) Rejection/disqualification of submittal (b) Termination of contracts; or (c) Suspension or debarment as provided in Sec of the Escambia County Code of Ordinances. 2
5 This policy is not intended to alter the procedure for Protested Solicitations and Awards as set forth in the Sec of the Escambia County Code of Ordinances. III. FIRMS' EVALUATIONS AND SELECTION The County shall follow the procedures of the Consultants Competitive Negotiation Act, Title XIX, Chapter 287, Section 055 of the Florida Statutes. The selection committee shall consider such factors as: Points 1. INSERT SELECTION CRITERIA HERE INSERT POINTS HERE Award(s) resulting from this solicitation shall be subject to the provisions of Chapter 1-9-5, CONSULTANTS of the Ordinances of Escambia County and Procedure PP- 250 VENDOR PERFORMANCE EVALUATIONS of the Purchasing Policies and Procedures of Escambia County. IV. SCHEDULE The following schedule shall be adhered to in so far as practical in all actions related to this procurement: A. Mailing date of proposals B. Letters of Interest due date C. Short-Listing Meeting D. Discussions with Short-Listed Firms E. Negotiations with First Ranked Firm F. Board of County Commissioners approval Monday, January 18, :59 p.m. CST, Tuesday, February 2, 2010 Tuesday, February 9, 2010 Tuesday, February 16, 2010 Tuesday, February 23, 2010 Thursday, March 18, 2010 V. SUBMITTAL REQUIREMENTS The County has implemented an Electronic Submittal Process that utilizes GovernmentForms.software (GFS) to generate a customized version of the Standard Form (SF) 330 in a specific format. Other items shall be in PDF format and must be submitted by electronic upload via GFS or manually via the County s web site at 3
6 Required items are described below: 1. Letter of Interest (PDF format) Letter of Interest prepared by a corporate officer or principal of the firm authorized to obligate the firm contractually. 2. Standard Form (SF) 330 Part I (GFS format) Generated by GovernmentForms.software, maximum 50 pages, includes: Standard Form (SF) Part I, Section A-C Page Limit: Typically just 1 page in length Standard Form (SF) Part I, Section D Not required by County for this submittal Standard Form (SF) Part I, Section E Page Limit: 20 pages/resumes Standard Form (SF) Part I, Section F Page Limit: 10 pages/projects Standard Form (SF) Part I, Section G Page Limit: 1 page Standard Form (SF) Part I, Section H Page Limit: No section limit, although total form length shall not exceed 50 pages. Requirements for this section (to be included in Letter of Interest): Proposers shall include any additional information to represent your firm for consideration. Proposers shall list any work which their organization failed to complete in the last five (5) years and describe the when, where, how and why of such failure. Proposers shall list any officer or partner of their team who in the last five (5) years failed to complete a contract handled in his/her name and to discuss the reasons thereof. Proposers shall list any lawsuits in which their team (firms and individuals) is involved relative to services performed or failed to perform over the last five (5) years. Note: Standard Form (SF) Part II should be submitted by each firm AND by each subcontractor. Part II s do not count against the total number of pages for this submittal. 4
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