Disaster Cost Recovery and Related Grant and Project Management Services

Agency: Lake County
State: Florida
Type of Government: State & Local
Category:
  • R - Professional, Administrative and Management Support Services
  • S - Utilities and Training Services
Posted: Sep 13, 2019
Due: Sep 25, 2019
Solicitation No: 19-0518
Publication URL: To access bid details, please log in.
Bid/RFP Number: 19-0518

Response Deadline: 9/25/2019 3:00:00 PM

Project Title: Disaster Cost Recovery and Related Grant and Project Management Services

Status: Open

Department: Procurement Services

Project Description:

Preconference:

Contracting Officer: William Ponko

Officer Email: bponko@lakecountyfl.gov

Officer Phone: (352) 343-9839

Agenda Item Number:

Special Notes:

Commodity Code(s):
  • CONSULTANT-COST ANALYSIS (991-256)
  • CONSULTANT-REGULATORY-UTILITYS (991-225)
  • EMERGENCY PREPAREDNESS SVCS (991-312)
  • GRANTS ALL TYPES (991-378)
  • SURVEY-ASSESSMENT & STUDIES (973-765)
Bid Documents:

Attachment Preview

Disaster Cost Recovery and Related Grant and Project Management Services
REQUEST FOR PROPOSAL (RFP)
Procurement Services website
352-343-9839
315 West Main Street, Suite 441
Tavares, Florida 32778
Post Office Box 7800
19-0518
RFP Number:
19-0518
Solicitation Title: DISASTER COST RECOVERY AND RELATED GRANT AND PROJECT
MANAGEMENT SERVICES
Contracting Officer: William Ponko
CLOSING DATE: 09/18/2019
CLOSING TIME: 3:00 P.M. Eastern
Vendors shall complete and return all information requested in Section 9.0. Failure to submit the
solicitation response by the specified time and date will result in rejection of Proposal. Failure to sign
the Proposal response may be cause for rejection of the Proposal.
TABLE OF CONTENTS
1.0 PURPOSE OF SOLICITATION ............................................................................................. 2
1.1 TECHNICAL SPECIFICATIONS or SCOPE OF WORK ............................................... 2
1.2 EXHIBITS .............................................................................................................................. 2
1.3 ATTACHMENTS................................................................................................................... 2
2.0 POINT OF CONTACT............................................................................................................. 2
3.0 PROPOSED SCHEDULE ........................................................................................................ 2
4.0 QUESTIONS, EXCEPTIONS, AND ADDENDA .................................................................. 2
5.0 TERM OF CONTRACT........................................................................................................... 3
6.0 METHOD OF PAYMENT ....................................................................................................... 3
7.0 METHOD OF AWARD............................................................................................................ 3
8.0 DELIVERY OF PROPOSAL................................................................................................... 4
9.0 SUBMITTAL REQUIREMENTS ........................................................................................... 4
9.1 PRESENTATION .................................................................................................................. 5
9.2 PROPOSAL GUIDELINES.................................................................................................. 5
9.3 PROPOSAL SECTIONS AND CONTENT ........................................................................ 5
9.4 PRESENTATIONS/ POST-DISCUSSIONS AFTER PROPOSAL RESPONSE ............. 6
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Disaster Cost Recovery and Related Grant and Project Management Services
19-0518
1.0 PURPOSE OF SOLICITATION
The purpose of this Request For Proposal (RFP) is to solicit competitive sealed Proposals to
select a Vendor(s) to supply DISASTER COST RECOVERY AND RELATED GRANT
AND PROJECT MANAGEMENT SERVICES for Lake County, Florida.
1.1 TECHNICAL SPECIFICATIONS or SCOPE OF SERVICES
Refer to Exhibit A – Scope of Services for full details.
1.2 EXHIBITS
Exhibit A – Scope of Services
Exhibit B – Insurance Requirements
Exhibit C – Review the Lake County General Terms and Conditions page dated 2/26/2019.
1.3 ATTACHMENTS
Attachment 1 – Bid Submittal Form
Attachment 2 – References Form
Attachment 3 – Pricing Sheet
Attachment 4 – Certification Debarment and Suspension Form
2.0 POINT OF CONTACT
Inquiries concerning any portion of this solicitation should be directed to the Contracting
Officer below who will be the official point of contact for this solicitation.
William Ponko, Contracting Officer
Telephone: 352-343-9839
Fax: 352.343.9473
E-mail: Bponko@lakecountyfl.gov
3.0 PROPOSED SCHEDULE
08/15/2019....................... Request For Proposal Available
09/11/2019....................... Last Day to Receive Written Questions
09/18/2019....................... Solicitation Closing Date
4.0 QUESTIONS, EXCEPTIONS, AND ADDENDA
Vendors should carefully examine this solicitation package including the Lake County General
Terms and Conditions page. All communication, inquiries, or requests for exceptions are to be
directed to the Contracting Officer listed in Section 2.0. The last day for questions or requests
for exceptions is 09/11/2019. An addendum may be issued in response to any inquiry received,
which changes or clarifies the terms, provisions, or requirements of the solicitation. No answers
given in response to questions submitted will be binding upon this solicitation unless released
in writing as an addendum to the solicitation and posted on the Lake County Formal Bid site
for this solicitation. Where there appears to be a conflict between this solicitation and any
addenda, the last addendum issued will prevail.
It is the Vendor’s responsibility to ensure receipt of all addenda and any accompanying
documentation. Failure to acknowledge each addendum may prevent the proposal from being
considered for award.
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Disaster Cost Recovery and Related Grant and Project Management Services
19-0518
Clarification of process or procedure questions may be asked at any time to the Contracting
Officer.
5.0 TERM OF CONTRACT
The Contract will be awarded for an initial five (5) year term with the option for two (2)
subsequent one (1) year renewals. Renewals are contingent upon mutual written agreement.
The Contract will commence upon the date of the purchase order or related Notice to Proceed
and remain in effect until completion of the expressed and implied warranty periods.
Contract prices resultant from this solicitation will prevail for the full duration of the Contract
unless otherwise indicated elsewhere.
6.0 METHOD OF PAYMENT
The Contractor must submit an accurate invoice to the County’s using department. The date of
the invoice must be after delivery but no more than thirty (30) calendar days after delivery.
Invoices must reference the: purchase or task order; delivery date, delivery location, and
corresponding packing slip or delivery ticket signed by a County representative at the time of
acceptance. Failure to submit invoices in the prescribed manner will delay payment.
Payments will be tendered in accordance with the Florida Prompt Payment Act, Part VII,
Chapter 218, Florida Statutes. The County will remit full payment on all undisputed invoices
within forty-five (45) days from receipt by the appropriate County using department. The
County will pay interest not to exceed one percent (1%) per month on all undisputed invoices
not paid within thirty (30) days after the due date.
7.0 METHOD OF AWARD
Each Proposal submittal will be evaluated for conformance as responsive and responsible using
the following criteria:
A. Proper submittal of ALL documentation as required by this Solicitation. (Responsive)
B. Proposals will be evaluated based upon the greatest benefits to Lake County and the
following criteria listed in order of descending importance: (Responsible)
1. Firm’s qualifications;
2. Proposed costs / fee schedule;
3. Past Performance. In order to evaluate past performance, all Vendors are required
to submit a list of three (3) verifiable references / relevant projects completed within
the last three (3) years that are the same or similar in magnitude to this RFP. The
County may be listed as a reference. Use Attachment 2 – References Form;
4. Proposed materials and plans to accomplish tasks;
5. All technical specifications associated with this Solicitation;
6. Financial Stability: A Dun and Bradstreet report may be used by the County to
evaluate Vendor’s financial stability. All Vendors shall be prepared to supply a
financial statement upon request, preferably a certified audit of the last available
fiscal year.
Awards will be made to the most responsive, responsible, Vendor whose Proposal represents
the best overall value to the County when considering all evaluation factors.
Page 3 of 7
Disaster Cost Recovery and Related Grant and Project Management Services
19-0518
The County reserves the right to make awards to one or more Vendors and to reject any and all
offers or waive any minor irregularity or technicality in Proposals received.
Proposals received before the date and time listed will be opened, recorded, and accepted for
consideration. Vendors’ names will be read aloud and recorded. Proposals will be available
for inspection during normal business hours in the Office of Procurement Services thirty (30)
calendar days after the solicitation due date or after recommendation of award, whichever
occurs first.
8.0 DELIVERY OF PROPOSAL
DO NOT RESPOND TO THIS SOLICITATION ON-LINE. All Proposals must be sealed and
clearly marked with SOLICITATION: 19-0518, DISASTER COST RECOVERY AND
RELATED GRANT AND PROJECT MANAGEMENT SERVICES, and firm name.
Proposals must be received by the Lake County Office of Procurement Services, Room 441,
Fourth Floor, 315 W. Main Street, Tavares, FL 32778-7800, no later than 3:00 P.M., Eastern
time on 09/18/2019. Proposals received after this time, regardless of circumstance, will not be
considered.
A response will not be accepted if received in the Office of Procurement Services after the
official due date and time regardless of when or how it was received by the Lake County Clerk
of Court Mail Receiving Center. Allow enough time for transportation and inspection.
All Proposals must be sealed and delivered to (faxes/e-mails will not be accepted):
Hand Delivery:
LAKE COUNTY PROCUREMENT SERVICES
315 W. MAIN STREET
4TH FLOOR, ROOM 441
TAVARES, FLORIDA 32778
Sealed Proposals delivered by a third-party carrier (U.S. Postal Service, FedEx, UPS, etc.) are
opened and inspected by the Lake County Clerk of the Circuit Court Mail Receiving Center in
an off-site controlled facility prior to delivery to the Office of Procurement Services.
United States Postal Service (USPS). Allow additional days for transportation and inspection:
LAKE COUNTY PROCUREMENT SERVICES
PO BOX 7800
TAVARES, FL 32778-7800
Third Party Carrier (FedEx, UPS, etc.). Allow an additional day for transportation and
inspection:
LAKE COUNTY PROCUREMENT SERVICES
MAIL RECEIVING CENTER
313 SOUTH BLOXHAM AVENUE
TAVARES, FL 32778
9.0 SUBMITTAL REQUIREMENTS
Vendors must complete and return all information requested in this RFP document
Page 4 of 7
Disaster Cost Recovery and Related Grant and Project Management Services
19-0518
Proposal submission indicates a binding offer to the County and agreement of the terms and
conditions referenced in this Request For Proposal.
Do not make any changes to the content or format of any form without County permission. All
information must be legible. The person signing the Proposal must initial any corrections made.
The Proposal must be signed by an official authorized to legally bind the firm to its provisions.
Include a memorandum of authority signed by an officer of the company if the signor is not
listed as a corporate officer on the firm’s SunBiz registration or corporate documents.
Vendor must submit one (1) signed original, marked “ORIGINAL”, five (5) complete copies
marked “COPY” copy and one (1) complete electronic copy (on a CD or USB flash drive) in a
sealed package marked 19-0518, DISASTER COST RECOVERY AND RELATED
GRANT AND PROJECT MANAGEMENT SERVICES and delivered to the Office of
Procurement Services no later than the official solicitation due date and time. Any Proposal
received after this time will not be considered and will be returned unopened. The County is
not liable or responsible for any costs incurred by any Vendor in responding to this RFP
including, without limitation, costs for product or service demonstrations if requested.
9.1 PRESENTATION
Each Proposal must be a concise, accurate, complete, and clear description of the Vendor’s
solution and capabilities to satisfy this RFP.
9.2 PROPOSAL GUIDELINES
Proposals must be in accordance with the instructions outlined in this Section. Failure to
do so may result in the County rejecting the Proposal.
Page Size and Format – The preferred format is letter sized (not including foldouts),
single-spaced, with 11 point or larger text, and numbered sequentially by section.
Legible tables, charts, graphs, or figures may be used as needed and should not exceed
ledger size.
Binding and Labeling – Include a cover sheet containing the RFP title, solicitation
number, and the Vendor name in each Proposal copy. All Sections of the Proposal should
be identified by tabs.
9.3 PROPOSAL SECTIONS AND CONTENT
Proposals must be organized into the following major sections.
TAB 1 VENDOR PROFILE
Statement of Interest & Understanding of Project.
Firm Profile / Firm History.
Program Manager: List the name, business address, telephone number and e-mail
address of the program manager for the project. Provide a resume of the individual’s
background and skills in managing similar projects.
Include copies of any required licenses or permits.
TAB 2 – FORMS
Complete Attachment 1 – Bid Submittal Form.
Completed Addenda issued subsequent to the release of this solicitation must be signed
and returned with the firm’s Proposal. Failure to return signed addenda may be cause
for Proposal to be considered non-responsive.
Page 5 of 7
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