3-26-0134 Evaluation Criteria and Proposal Submission.pdf

RFQ 26-0134 DESIGN BUILD CONTRACT FOR HVAC REPLACEMENT AT 501 W. SANFORD STREET

EVALUATION CRITERIA AND PROPOSAL SUBMISSION

The City will conduct a comprehensive and impartial evaluation of all responsive proposals received in response to this RFQ. The City reserves the right to use any and all reasonable and relevant criteria in making its decision as to the most advantageous proposer. Discussions may be conducted with Vendors determined to be reasonably qualified, and the City reserves the right to reject any and all proposals. The City reserves the right to determine the overall qualifications under the RFP.

A committee comprised of various city staff will evaluate all responsive proposals. At the City’s option or in order to make a final determination, proposers may be invited to a second round of scoring which may include oral presentations or interviews. The evaluation committee will determine the responsiveness and acceptability of each proposal according to established criteria.

Vendors shall be treated fairly and equally with respect to any opportunity for discussion and revision of their offer. To obtain the best and final value offers, revisions may be permitted after submissions and before award of the Contract.

The City will evaluate and score each of the proposal submittals received from responsive respondents based on established criteria listed below. Only the top ranked respondents will proceed to the Negotiation Phase. No order of preference is required during this phase.

Evaluation Criteria:

An evaluation committee will assess the information provided by proposers in response to the criteria established below. The scores of all evaluators will be used to determine the ranking of each proposal.

Proposals will be evaluated on a matrix of the following criteria/weights.

Maximum Possible Points Evaluation Criteria

Experience and Qualifications of Firm:

• Experience of Company

• List of References

Qualifications of Team:

• Qualifications of Staff

• Organization Chart

Operational Plan

• Schedule

• Approach

• Quality Control/Quality Assurance Plan

100 TOTAL POINTS

Each vendor is responsible for submitting all relevant, factual, and correct information with their bid. The evaluation committee will assign a ranking score to each vendor based on the available data.

Proposal Submission:

Responses to this RFQ should be provided in the following numbered format as listed below.

1. Provide a brief description of the firm, including the number of years the firm has been in existence, range of professional services, office location(s), and staff size.

2. The City is interested in the experience of the firm and/or the proposed project leaders on similar projects. Please provide information regarding up to five (5) similar projects and include the following items in the narrative:

• project name and location;

• year completed;

• owner representative’s name, title, address, and phone number;

• project description;

• project budget and actual cost; and

• name of project manager and members of the project team; and

• Specific goals on the projects, such as time completion incentives etc, and whether those goals were met

Projects must have been completed within the last five (5) years.

3. Please include an organizational chart that indicates the project’s key personnel and their responsibilities. This chart should also include any proposed subcontractors.

4. Provide for each of the key personnel and subcontractors related work experience, education, training, and any other pertinent data that would demonstrate competence and experience in this type of work. This portion of the submittal shall include a resume for each proposed individual.

Please note if any proposed individual would be a subcontractor or consultant outside the lead firm. Explain the firm’s past experience with each subcontractor listed. No change in the proposed key personnel or subcontractors will be approved without express written consent of the City.

5. Identify the project’s principal contact and contact information.

6. Provide a graphic timeline and project schedule with key milestones identified.

7. Describe a general project approach that could be employed to complete the project. Describe a process or project that was used in the past to successfully complete a similar project.

8. The firm should list and describe any prior or ongoing engagements or professional relationships that would constitute a potential conflict of interest, together with a statement explaining why such relationships do not constitute a conflict of interest relative to performing the proposed project. The firm covenants and agrees that the firm and its officers, employees, and subcontractors will have no interest, including personal financial interest, and will acquire no interest, either directly or indirectly, that will conflict in any manner with the performance of the services called for under this RFQ.

9. An affirmative statement should be included indicating that the firm and all assigned key professional staff are properly registered/licensed to practice in the State of Texas.

10. Identification of Potential Problems The response should identify and describe any potential problems, the firm's approach to resolving these problems, and any special assistance that will be requested from the City.

Short-Listing:

The Evaluation Committee at its sole discretion may create a short-list of the highest scored proposals based on the preliminary evaluation against the evaluation criteria. Only those short-listed Proposers would be invited to participate in interviews and/or presentations, demonstrations or product testing. Upon conclusion of any interviews and/or presentations, demonstrations or product testing, the Evaluation Committee will finalize the scoring against the evaluation criteria.

Oral Presentations:

Proposers who submit a PROPOSAL in response to this RFP may be required to give an oral presentation of their PROPOSAL to the City. The City will schedule the time and location of these presentations. Oral presentations are an option of the City and may or may not be conducted.

Notwithstanding the possibility of a request for an on-site interview and presentation, Proposers shall not rely on the possibility of such a request and shall submit a complete and comprehensive written response to this solicitation. Any costs incurred for the interviews and the oral presentation are the responsibility of the Proposer.

The Evaluation Committee will then discuss the oral presentation results and arrive at an overall score for each respondent. Negotiations with the respondent having the highest overall score will then begin.

Negotiations:

If negotiations do not result in a contract, the city will then begin negotiations with the respondent having the second highest overall score. This process will continue until either a contract is awarded or the RFP is cancelled. Once the city and the respondent determine that an agreement cannot be reached and the decision is made to move on to the next highest scoring respondent, negotiations cannot be reconvened with a respondent with whom agreement previously could not be reached.

Other Considerations:

The City reserves the right to consider historical information and facts, whether gained from the proposal, references, or any other source, in the evaluation process, including Proposer’s past working or business relationship with the City, if any.

The City will also consider the impact on the ability of the City to comply with rules, policies, and practices relating to contracting with historically underutilized businesses and nonprofit organizations employing persons with disabilities. The City further reserves the right to consider a Firm’s background, personnel, experience, financial and other references, exceptions to this RFP or subsequent contract, and any working relationships, past or present, a proposer may have with its other clients.

RFQ 26-0134 DESIGN BUILD CONTRACT FOR HVAC REPLACEMENT AT 501 W. SANFORD STREET