5-RFP 2010 - Part E - Instructions to Offerors.pdf

City of Alexandria Request for Proposals

RFP: Operation of Senior Congregate Programs RFP No.: 2010

Part E – Instructions to Offerors

1. General This Request for Proposals (“RFP”) is issued by the City of Alexandria, Virginia (the “City”) to solicit proposals from qualified and responsible Offerors in accordance with the Virginia Public Procurement Act (“VPPA”), using the competitive negotiation method of source selection.

Offerors are responsible for reviewing all parts of this Solicitation and submitting a complete and responsive Proposal in accordance with these Instructions.

2. Issuing Office and Point of Contact This RFP is issued by the City through the Issuing Office identified in Part A – Solicitation General Information.

All communications concerning this RFP shall be directed solely to the Point of Contact identified in Part A – Solicitation General Information.

Offerors shall not contact any other City employee regarding this RFP. Unauthorized contact may result in disqualification.

3. Questions and Clarifications Offerors must submit any questions regarding this RFP in accordance with the schedule set forth in Part A – Solicitation General Information.

Responses to questions and clarifications or Modifications to the RFP will be issued by a written Addendum. Only information provided by the Addendum is considered binding.

4. Addenda The City may issue Addenda to modify or clarify this RFP at any time prior to the Proposal Due Date. Addenda will be issued in accordance with the procedures specified in Part A

– Solicitation General Information.

Offerors are responsible for monitoring the Solicitation and acknowledging receipt of all Addenda in their Proposal.

5. Award The award will be made as provided in Part F. 1- Evaluation and Method of Award.

6. Contract Formation Submission of a Proposal does not create a binding contract. A contract shall not be formed until a written contract is fully executed by the City and the successful Offeror in accordance with applicable law.

7. Disqualification of Offerors The City reserves the right, in accordance with the VPPA, to reject or disqualify any Proposal that:

• Fails to substantially comply with the requirements of this RFP;

RFP: Operation of Senior Congregate Programs

• Contains materially false or misleading information;

• Results from prohibited communications; or

• Is submitted by an Offeror determined to be non-responsible

8. Evaluation and Negotiation Proposals will be evaluated in accordance with the criteria set forth in Part F – RFP Evaluation and Method of Award.

The City may conduct discussions and negotiations with Offerors determined to be fully qualified and reasonably susceptible of being selected for award. The City may request additional information, presentations, interviews, or best-and-final offers as part of the evaluation process.

9. Format for Proposal Response Proposals must be organized, complete, and clearly presented to facilitate evaluation by the City. Proposals should clearly indicate whether the Offeror is responding to support Senior Center I or Senior Center II. If an Offeror intends to submit a proposal for both Senior Centers, then they must submit a separate proposal for each Senior Center.

Offerors are encouraged to provide concise, well-structured responses that directly address the requirements of this Solicitation. Your Proposal should provide:

9.1. Cover Letter

Provide a signed cover letter on firm letterhead that:

• Identifies the Offeror’s legal name, address, and primary point of contact

• States the Offeror’s interest in and understanding of the requested services

• Confirms the Offeror’s ability to perform the services as described

• Identifies any proposed subcontractors or teaming partners and their roles

• Is signed by an individual authorized to bind the Offeror

9.2. Firm Background and Experience

Provide a summary of the Offeror’s organization, including:

• Year established and form of organization

• Office location(s) relevant to the performance of the work

• Description of core services and areas of expertise

• Experience with projects of similar size, scope, and complexity, and experience with public sector entities. For public sector experience, this section should also include:

• Any experience with local, state, or federal government clients,

• Experience working under public procurement requirements, and

• Familiarity with applicable laws, regulations, and administrative processes.

RFP: Operation of Senior Congregate Programs

9.3. Understanding of the Project and Approach

Describe the Offeror’s understanding of the City’s objectives and requirements and the proposed approach to performing the requested services, including:

• Key issues, challenges, or considerations

• Proposed methodology and work plan (includes submission of proposed Activities Calendar, sample Emergency Preparedness Plan, and sample Policies & Procedures)

• Approach to coordination, communication, and quality control (includes submission of a Sample Communication Plan)

9.4. Key Personnel and Staffing Plan

Identify the personnel proposed for this engagement, including:

• Project manager and key team members

• Roles and responsibilities of each individual

• Organizational structure and reporting relationships

• Availability of key staff for the duration of the project

Resumes should be concise and limited to relevant experience.

9.5. Cost Proposal

Proposers are required to submit a detailed, and fully burdened, Cost Proposal outlining all costs associated with staffing Senior Centers, including personnel expenses for meal service, daily activity coordination and other operational expenses. Offerors should propose a total budgeted amount for the initial year of the Contract Term. The Contractor shall agree to hold that proposed annual cost firm for year’s 1 & 2 of the contract. For all subsequent years, any price changes shall be subject to the provisions of Part C, Section 10. Cost Proposal must be submitted separately from the Technical Proposal. Offerors must submit a separate cost proposal for each Senior Center, if submitting a proposal for both Senior Center I and II. Cost Proposal(s) should be submitted in the Part- G, Section 7.2 of the solicitation.

In the Cost Proposal, Proposers should also specify any assumptions or contingencies that impact pricing and provide justification for proposed rates to ensure transparency and alignment with the City’s budgetary requirements.

RFP: Operation of Senior Congregate Programs

9.6. References

Provide references for projects similar in scope and complexity on the Reference Sheet provided in Part G, Attachment E of this Solicitation.

9.7. Additional Information

Provide any additional information requested elsewhere in this Solicitation or that the Offeror believes will assist the City in evaluating the Proposal.

10. Governing Terms The Contract resulting from this RFP shall include the City’s Part C – Special Terms and Conditions and Part D – General Terms and Conditions, which govern contract performance, administration, acceptance, payment, and remedies.

Capitalized terms not otherwise defined in this RFP shall have the meanings set forth in Part H – Definitions.

11. Late Proposals

Responses arriving after the specified time and date in Part A – Solicitation General Information will not be accepted. Please allow sufficient time for the preparation and delivery of your response.

12. Mistakes in Offers The City may permit clarification of Proposals in accordance with the Virginia Public Procurement Act.

13. Offer Submission Information and Instructions

13.1. All offers must be submitted electronically. Submit them through the City’s

EUNA Procurement tool at: EUNA Procurement Open Public Opportunities.

Proposals sent by mail or by hand will not be accepted. All documents submitted must be in PDF format. If a document is not in PDF format, the City may determine that the Offeror’s submission is non-responsive.

13.2. Offerors are required to complete, including signatures, and return all Attachments included in the Solicitation Documents. Solicitation and Addenda that are not signed may be considered non-responsive and not accepted.

13.3. Offerors must review and comply with the requirements of the Solicitation and ensure that all required information is provided and required forms are executed and returned with its Solicitation response, including, but not limited to:

• Attachments

• Any applicable certifications and licenses.

14. Opening of Proposals As specified in Part A – Solicitation General Information https://alexandriava.bonfirehub.com/portal/?tab=openOpportunities

RFP: Operation of Senior Congregate Programs

15. Proposal Signature Solicitation Responses must contain the original signature of an individual who is authorized to bind the Offeror. The original signature must be provided on all Solicitation Documents where a signature is required. Facsimile signatures, photographic reproductions of signatures, rubber stamps, etc., are not acceptable, except in cases where the Offeror submits its Solicitation Response through the City’s ERP system.

16. Proposal Submission Proposals shall be submitted in the form, manner, and by the deadline specified in Part A

– Solicitation General Information.

17. Proposal Submission and Presentation Costs The City must not be liable in any way for any costs incurred by any Offeror in the preparation or submission of its Proposal or its participation in any discussion, presentation, negotiation, or meeting regarding its Proposal or the Solicitation.

18. Proposal Validity Period Proposals shall remain valid for a period of not less than 180 Calendar Days from the Solicitation Due Date specified in Part A – Solicitation General Information, unless withdrawn by the Offeror prior to Award in accordance with these Instructions.

19. Public Inspection and Confidentiality Proposals submitted in response to this RFP are subject to the Virginia Freedom of Information Act (“FOIA”). Offerors shall clearly identify any proprietary or confidential information contained in their Proposals.

The City will use reasonable efforts to protect properly designated proprietary information to the extent permitted by law; however, the City makes no representation or warranty that such information will be exempt from disclosure.

20. Vendor Registration If awarded a Contract, Offerors must complete the following registration to submit an Offeror electronically and to receive grant funding (if applicable).

20.1. Registered with City as an active vendor by completing the Vendor Self Service (VSS) registration on the City’s ERP system located at https://service.alexandriava.gov/MSS/Vendors/default.aspx.

20.2. If the Vendor is a Small-, Women-, or Minority-owned (SWaM) business and is registered with the Commonwealth of Virginia, provide the Vendor’s Virginia SWaM certification documentation with the registration on the City’s VSS. To register as a SWaM business with the Commonwealth of Virginia, go to the website for the Virginia Department of Small Business and Supplier Diversity, located at https://www.sbsd.virginia.gov/.

21. Withdrawal or Modification of Proposals https://service.alexandriava.gov/MSS/Vendors/default.aspx https://www.sbsd.virginia.gov/

RFP: Operation of Senior Congregate Programs

An Offeror may withdraw or modify its Proposal at any time prior to the Solicitation Due Date by submitting written notice to the Issuing Office in accordance with Part A – Solicitation General Information.

No Proposal may be withdrawn after the Proposal Due Date except as permitted by applicable law.