11-RFP SCOPE OF SERVICES.pdf

BACKGROUND, OBJECTIVES, REQUIREMENTS, RESPONSIBILITIES

1. BACKGROUND AND OBJECTIVES:

1.1 The Broward Sheriff’s Office (BSO) is seeking a Proposer to provide all services necessary to provide Maintenance and Repair of Vessel for the Department of Law Enforcement and Fire Rescue Harbor Patrol and BSO’s Marine Unit.

1.2 It is anticipated that BSO will award all services to one (1) Proposer; however we reserve the right to award to more than one Proposer.

1.3 The specifications set forth herein are for informational purposes and to provide a general description of requirements. Proposers will be responsible to submit a technical Proposal based upon their program that will meet the goals, objectives and requirements set forth herein.

1.4 It is anticipated that the term of this Agreement will be for three (3) years with two (2) one-year renewal options.

1.5 Awarded Proposer will be responsible to set up, maintain and provide all required services as set forth in this Solicitation.

2. RESPONSIVENESS AND RESPONSIBILITY CRITERIA

2.1 Responsiveness Criteria: A Responsive Proposer means a contractor, business entity or individual who has submitted a Proposal that conforms in all material respects to the requirements of this solicitation. The requirements of this solicitation and scope of work include, but are not limited to, the required forms included in this solicitation which contain all requested information, signatures, notarizations, insurance, bonding, security and any other solicitation documents. Failure to provide the information required may result in a Proposer being deemed non-responsive. BSO reserves the right to waive minor technicalities or irregularities as is in the best interest of BSO.

2.2 Responsibility Criteria: A Responsible Proposer means a contractor, business entity or individual who is capable of meeting all of the requirements of this solicitation and resulting contract. Capable includes the financial and technical ability to perform as contractually required. At any time prior to award, BSO may find that a Proposer is not responsible to receive a particular award.

3. REQUIREMENTS OF THE SOLICITATION:

Failure to meet the following requirements listed in this Section may result in removal of a Proposal from consideration. Any documents/information requested anywhere in the Scope of Services should be included in the Proposal and labeled as indicated in this Section 3.

Documentation which is not included with the Proposal, or other documentation requested within Bonfire, must be received within five (5) working days of request by BSO unless otherwise extended in writing by BSO at its discretion.

3.1 General:

3.1.1 Responsibilities of Proposer. It is the responsibility of each Proposer to:

3.1.1.1 Examine the solicitation documents thoroughly;

3.1.1.2 Visit the site, if applicable, to become familiar with conditions which may affect cost, progress, performance of furnishing of required services;

3.1.1.3 Take into account any federal, state, local laws which may affect cost, progress, performance or furnishing of required services;

3.1.1.4 Carefully correlate Proposer’s observations with the RFP solicitation and supporting documents; and

3.1.1.5 Carefully review solicitation and supporting documents and notify BSO through Bonfire’s "Public Q&A" section by clicking the "Ask a Question" button, of any questions or requests for clarifications.

3.1.2 Each Proposer acknowledges that:

3.1.2.1 The specifications set forth are for informational purposes and to provide a general description of the requirement. Proposers shall be responsible to submit technical submittal based upon their program that will meet the goals, objectives and requirements set forth herein.

3.1.2.2 Proposer’s submittal in response to this RFP shall constitute an incontrovertible representation by Proposer that it has complied with the above requirements and that without exception, the Proposal is premised upon performing and furnishing the services required by the RFP solicitation.

3.1.2.3 In preparing a response to this solicitation, Proposer shall rely on its own assumptions, investigations, examinations, studies, interpretations, expertise and opinions. Proposer shall base its submission on its own judgment, analysis and opinion of feasibility of the project. BSO does not guarantee the details pertaining to existing reports, on any documents included with this solicitation to be more than a general indication of the services.

3.2 Laws, Ordinances, Regulations: Awarded Proposer(s) must comply with all Federal, State and Local laws, ordinances for work required for services listed in this Solicitation.

3.3 Questionnaire: If applicable, Proposer should answer all questions and provide as much information as possible in a concise manner. If responses exceed the maximum characters accepted on the Questionnaire(s), attach separate document to the proposal titled “Supplemental Reponses”. List the Questionnaire Title, question number, restate the question, and provide the supplemental information and/or detailed response.

Clarification to any of the questions must be submitted as a question through Bonfire before the Q & A deadline.

3.4 Financial Stability: Proposers will be stable and financially solvent.

BSO reserves the right to request documentation of financial stability, including Proposer’s most recent three (3) years of Financial Statements SEC filings, or Dun & Bradstreet Reports. Financial Statements are a Compilation, Review or Audit Report from a Certified Public Accountant and include, at a minimum, a balance sheet and statement of operations. SEC filings and/or Dun & Bradstreet Reports, if submitted, must also include this minimum data. The financial documentation submitted must include a classified balance sheet which shows the components of current assets and current liabilities and a statement of operations showing net income after interest, taxes, depreciation and amortization. Proposer must submit these documents within five (5) working days upon request by Broward Sheriff’s Office, unless otherwise extended in writing by BSO at its discretion.

3.5.1 BSO may consider the unavailability of the most recent year’s financial statements and whether the Proposer acted in good faith in disclosing the financial documents.

3.5.2 Any claim of confidentiality on financial statements should be asserted at the time of submittal.

3.5.3 Although the review of a Proposer's financial information is an issue of responsibility, the failure to either provide the financial documentation or correctly assert a confidentiality claim pursuant the Florida Public Records Law and the solicitation requirements (Public Record and Exemptions section) may result in a recommendation of non-responsiveness and/or release of Proposer’s proposal sections in accordance with Florida Public Records Laws and pursuant to a public records request placed upon BSO.

3.6 Scope of Services:

Provide a complete response to section 3.6 Scope of Services of the Solicitation. Please note responses do not need to restate anything specifically requested to be uploaded as Exhibits in the subsections below. Response should be uploaded to Bonfire when submitting and label as “Proposal” and state the subsections corresponding to the information provided.

3.6.1 General Requirements

The Awarded Proposer must be able to provide all the required work which is the subject of this Solicitation.

3.6.2 Proposers Qualifications

Awarded Proposer shall possess all qualifications and obtain any required licenses and permits to engage in the business required herein prior to Contract execution. Proof of these items shall be provided to the BSO, upon request.

All Awarded Proposers’ employees performing repair and maintenance services under this Solicitation shall be fully qualified to keep the Vessels, motors and related equipment properly maintained and they shall use all reasonable care to maintain such in a proper operating condition at all times. The Proposer must be factory / manufacturer certified to service the Vessels listed in these specifications, including, but not limited to Mercury warranty service or have the ability to sub-contract or manage these repairs. Awarded Proposers’ employees who are responsible for configuration of Vessel Equipment must be familiar with all Laws.

3.6.3 Facilities

Proposer must have an actual maintenance and repair service facility (“Facility”). BSO vessels are required to be secured within a fenced compound and under video surveillance at all times.

The Facility where work is to be performed, and vessels stored and parked must be suitable for the performance of the required services and preferably be located within Broward County. In addition, it is preferable that the Facility have unrestricted waterside access with the ability to lift vessels safely from the water into their yard.

Information showing compliance with this section in form of a map should be uploaded to Bonfire when submitting a proposal and labeled as Exhibit 3.6.3.

BSO reserves the right to inspect the Facility before an award is issued to verify that the Facility is acceptable. The Broward Sheriff’s Office reserves the right to inspect the Proposer’s Facility at any reasonable time with or without prior notice throughout the duration of the Agreement.

The installation Facility must be capable to provide services and installation for all Vessel Equipment (radios, electronics, generators, fire pumps, piping, etc.) and motors, the Vessels and motors of which are listed on Exhibit A and as otherwise provided by BSO.

Awarded Proposer’s Facility must be open at a minimum during normal business hours from 7:30 AM to 5:00 PM, Monday through Friday.

Emergency Services: Awarded Proposer must be able to provide emergency services 24 hours a day, seven days a week.

3.6.4 Operations

To initiate a new job request BSO’s Contract Administrator, will contact via email the Awarded Proposer point of contact, as detailed in Section 3.6.6.

In the case of scheduled job requests BSO’s Contract Administrator can establish with the Awarded Proposer point of contact a pre-set schedule for such jobs to be performed.

Proposer must have mobile mechanics able to respond to Port Everglades and other BSO locations upon request to address maintenance issues.

The Awarded Proposer shall not make any additions, changes, alterations or omissions, or perform extra work, except with prior written authorization of the BSO Fleet Services.

3.6.5 Billing

Awarded Proposer will need to set up separate billing accounts for the departments/units that utilize their service (i.e. Harbor Patrol, Fire Rescue, and Marine Unit) in order to streamline BSO’s processing monthly invoices. All invoices must include the Hull ID Number (HIN) BSO Fleet Vessel Number, specific unit’s name, date of drop off, and date of completion. All invoices must be emailed within 30 days of completion to the unit’s designated contact person(s) along with BSO Accounts Payable.

3.6.6 Repairs (Work to be performed)

The repairs required by BSO under this Agreement will normally be electrical and/or mechanical in nature.

The Awarded Proposer shall respond within 2 business days for routine repairs when contacted. All repair work shall be completed within 5 days, unless otherwise indicated in the quote. A quote is required for all repairs, prior to commencing the work and it shall be approved by the assigned BSO coordinator and upon completion of all work, a detailed and itemized invoice of all work performed will be provided to the BSO point of contact which will include itemized costs and labor rates. If the Awarded Proposer has unforeseen delays, they must immediately contact the BSO point of contact as designated by each Unit receiving services. Upon completion the vessel shall be cleaned appropriately.

3.6.7 Hourly Labor Rate

Proposer must provide an Hourly Labor Rate for Services for the Engine and Drive Work and other. (ex. Engine, Drive Work, Fire Pump, Bilge Pump, Fiberglass repairs,etc.).

The hours charged for these services shall be the hours as listed in the current engine manufacturer flat rate manual as applicable. A copy of the manufacturer flat rate manual shall be provided to each listed BSO’s Contract Administrator upon award of the Agreement. BSO shall be charged a flat rate per hour as result the amount charged for the job will be based upon multiplying the hourly rate proposed by the number of hours and tenths listed for each operation in the manuals.

If the job requires additional work the Awarded Proposer must request approval prior to commencing any additional work not previously quoted they may request additional time to complete the operation and a new quote must be provide and approved by BSO’s coordinator before any additional work is performed. Any additional work quote must be quoted at the same Hourly Labor Rate. However, if BSO determines that the Proposer’s request is excessive, then BSO reserves the right to bid that work to other Proposers and award to the lowest responsive and responsible Proposer. This does not include Fixed Job Rate items for which the cost for labor shall be included in the total price quoted for the job.

3.7 Fixed Rate Job

Proposer must provide a Fixed Job Rate for the items listed below:

3.7.1 100/300 Hour Motor Services (Fixed Job Rate)

The following services must be priced on this RFP at a Fixed rate, such rate shall include labor rate of flat cost per foot. Awarded Proposer shall furnish all the labor and equipment to perform these jobs. Any replacement parts will be billed separately in accordance with Section 3.8 Parts, Materials and Equipment.

If after examining the unit it is determined that additional work is needed, the Awarded Proposer will contact the BSO coordinator to advise them of the additional work need and provide them with a quote to be approved by BSO prior to starting with the additional work. Any additional work will be charge as described in Section 3.6.7 Hourly Labor Rate.

Perform service on motors that have reached 100 or 300 hour intervals of operation in accordance with manufacturer’s recommendations for this service.

The Proposer shall list, as part of their submittal requirements, the specific service and parts included in the 100 as well as the 300 hour service as recommended by the manufacturer.

Services include a minimum of:

1. Fuel and oil system components; inspect and repair leaks

2. Air silencer; clean and inspect

3. Thermostat; inspect and verify operation

4. Power trim/trim fluid; inspect fluid level

5. Engine to transom mounting hardware; re-torque

6. Electrical and ignition wires and connections; inspect

7. Gear case; lubricant, replace

8. Powerhead synchronization and linkage; inspect

9. Access EMM information; resolve any service codes

10. Fuel, oil filters & fuel water separator filters; replace

11. Propeller shaft splines; inspect and lubricate

12. Starter pinion shaft; inspect and lubricate

13. Exhaust back pressure nipple; decarbonize

14. Replace spark plugs

15. Driveshaft splines; inspect and lubricate

16. Water pump; inspect and replace

3.8 Rate per Linear Foot

Proposer must provide a rate per square foot for the services listed below:

3.8.1 Bottom Paint

Perform bottom paint service on BSO’s vessels, including pressure clean, prep and re-paint. The Proposer shall provide a rate per liner foot.

3.8.2 Vessel Detail

Perform complete Vessel “detail”: wash, polish and wax (including hull and center console where applicable) on BSO’s vessels. The Proposer shall provide a rate per liner foot.

3.9 Parts, Materials and Equipment

The Awarded Proposer shall add the cost of parts and materials need to complete a job. These items must be quoted at cost, no additional mark-ups will be allowed.

Items must be invoiced as “pass thru” for the purchased parts, materials and equipment needed to operate, maintain and repair the specific Vessels, motors and related equipment. The Awarded Proposer shall be responsible for purchasing these items at the lowest possible cost consistent with the BSO’s need for Vessels in service. This does not include Fixed Job Rate items for which the cost for labor and parts and materials shall be included in the total price proposed on this Solicitation.

3.10 Emergency Services

The Awarded Proposer must be able to perform emergency services, including but not limited to, repairs to the Vessels and Vessel Equipment as requested by BSO. Awarded Proposer must be able to provide emergency services 24 hours a day, seven days a week. The Awarded Proposer must be able to respond within 2 hours of the request being made by BSO.

Prior to Agreement execution, the Awarded Proposer must provide BSO a list of Proposer’s employees and their contact information who will be available after normal business hours including weekends and holidays to respond with regard to Emergency Services. Contact information shall include the cell phone numbers for each such employee.

3.11 Additional Services. The Awarded Proposer shall also provide the following services.

3.11.1 Out of Water Storage

The Proposer shall provide a daily rate for these services.

3.11.2 Regular Haul

The Proposer shall provide the rate for each Haul.

3.11.2 Hurricane Haul and Storage

The Proposer shall provide the rate a flat rate for hauling the vessel each time Haul and the daily rate for Storage.

3.12 Designate Contract Representative

The Awarded Proposer must designate one representative to service the Broward Sheriff’s Office account. Awarded Proposer shall provide the name, phone number and email address, and emergency phone number of the Representative to BSO prior to commencement of the Agreement.

3.13 Reporting of Accidents

In the event of accidents of any kind to or on BSO property, the Awarded Proposer shall furnish WITHOUT DELAY (but no later than 24 hours), copies of all such accident reports to the BSO Contract Administrator.

3.14 Vessel Inventory List

Current Inventory- See Exhibit A for a list of all Vessels and Motors which are the subject of this Solicitation. BSO reserves the right to replace or add additional Vessels and Motors.

3.15 SUB-CONTRACTORS

All work must be performed by Awarded Proposer employees. However, where Awarded Proposer intends to use a subcontractor to complete any work or to provide any services under this Agreement, Awarded Proposer shall provide written notice to the BSO Contract Administrator and receive prior written approval by the BSO Contract Administrator prior to such use.

The Broward Sheriff’s Office reserves the right to approve or disapprove the use of any or all such subcontractors and/or to set conditions, restrictions, or limitations upon such use.

Any subcontractors used shall be required to comply with all of the terms and conditions of this Solicitation, and the Awarded Proposer shall be responsible for the performance of any subcontractor.

3.16 ADDITIONAL INSURANCE REQUIREMENTS

If the repair and/or maintenance of BSO vessels is being performed on docks, piers wharves, or bridges, the following coverages should be included: Protection & Indemnity (P&I) coverage to cover liabilities arising out of the operation of the vessel(s) such as damage to third party property, third party individual’s bodily injury or death and injury or death to vessel passengers or crew. The P&I coverage must be written to include “masters and members of crew” to cover claims brought under the “Jones Act”.

If the P&I does not extend coverage to “masters & members of crew”, then a separate Jones Act coverage should be provided either within the workers compensation coverage or through a stand-alone policy.

GARAGE LIABILITY. CONTRACTOR shall carry Garage Liability insurance as part of the General Liability policy or as a separate policy in an amount not less than one million dollars ($1,000,000) per occurrence combined single limit for Bodily Injury and Property Damage to cover third party injuries and/or property damage caused by the garage operations.

GARAGE KEEPERS LIABILITY. Garage Keepers Liability Insurance: CONTRACTOR must carry Garage Keepers Liability (Direct Primary Coverage) insurance policy or policies to protect BSO’s vessels from losses resulting from perils such as fire, vandalism, and theft while such vessels are in the care, custody and control of CONTRACTOR in an amount of no less than two million dollars ($2,000,000.00) and to include loss of use of BSO’s property.

4. RESPONSIBILITIES OF PROPOSER: The specifications set forth are for informational purposes and to provide a general description of the requirement. Proposers shall be responsible to submit technical submittal based upon their program that will meet the goals, objectives and requirements set forth herein.

5. TIEBREAKER CRITERIA

In the event of a tie, two or more proposers that have the same ranking, the following steps will be taken to determine the highest ranked proposer. This method shall be used for all (RFP) ties.

5.1 Step 1: Preference shall be given to vendors who provide a Drug Free Workplace

Certification in its Proposal in the RFP Score Sheet and in inserted into the Evaluation Tally Spreadsheet as provided for in Section 3.8.9 of the Purchasing Bureau SOP’s.

5.2 Step 2: At the conclusion of step 1 if all is equal, the Proposal with the lowest cost.

5.3 Step 3: At the conclusion of step 1and step 2 if all is equal, there shall be a re-vote or re-assessment of only the tied vendors.

6. EVALUATION CRITERIA

6.1 If the Evaluation Committee decides to short-list, there will be at least two evaluations, one for the short-listing and another for making a recommendation for award to the successful Proposer.

6.2 Short Listing Criteria – For purposes of this Section, agreement does not have to be unanimous but only where two out of the three Evaluation Committee members agree.

If the Evaluation Committee agrees to short list all responsible/responsive Proposers, then the Evaluation Committee does not need to score for purposes of shortlisting. If the Evaluation Committee decides to shortlist less than all responsible/responsive Proposers, then the Evaluation Committee shall first decide at which level and above for the following Short-List Evaluation Categories they will shortlist. The Evaluation Committee cannot select “Fails to Meet Minimum Requirements for this purpose. Where two out of three Evaluation Committee members finds a Proposer as “Fails to Meet Minimum Requirements”, that Proposal cannot be shortlisted. All Proposers who meet the minimum threshold and above as agreed to by the Evaluation Committee shall be shortlisted. The following are the Short-List Evaluation Categories upon which the Evaluation Committee will evaluate Proposals for purposes of shortlisting:

6.2.1 Exceptional

6.2.2 Exceeds Minimum Requirements

6.2.3 Meets Minimum Requirements

6.2.4 Fails to Meet Minimum Requirements

6.3 Recommendation for Final Award Criteria – all Proposers selected by the Evaluation Committee for short listing and to provide oral presentations will be scored according to the following evaluation criteria by the Evaluation Committee (a maximum total of 100 points are possible in scoring each Short-Listed Proposal for the recommendation for final award evaluation.):

Criteria Points Project Approach 30 Experience of Similar Project 15 Project Pricing 25 Facilities 25 CBE/SBE Certification (Required) 5

Pricing shall be based on the sum of Line Item 1 through Line Item 9 (“Total Price”).

The score for Pricing shall be calculated as follows:

(Lowest Total Price/Proposer’s Total Price) x Project Pricing Points

After completion of scoring and approval of recommendation, BSO may negotiate pricing with the awarded Proposer as in its best interest.

6.4 A Recommendation for Award will be made on a “best value” basis. BSO may award a contract to the Proposer whose Proposal offers the “best value” to BSO. BSO reserves the right to award the contract to other than the lowest-priced Proposer.