Board of County Commissioners County Administrator

Mary Lou Berger, Mayor Verdenia C. Baker Hal R. Valeche, Vice Mayor Paulette Burdick Shelley Vana Steven L. Abrams Melissa McKinlay Purchasing Department Priscilla A. Taylor www.pbcgov.com/purchasing

REQUEST FOR PROPOSAL

RFP NO. 16-036/SC

Palm Beach County Board of County Commissioners and

Palm Tran are seeking

Proposals for:

Design, Fabricate and Install Ballpark Bus Stop Shelters

Date issued/available for distribution: May 25, 2016

Proposer shall submit one (1) unbound original, four (4) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal to be received in the Offices of the Purchasing Department no later than June 24, 2016, 4:00 p.m. local time. See Section 1.9 of the RFP for Mailing Instructions.

Non-Mandatory Pre-Proposal Conference: See Section 1.5 of this solicitation.

ENVELOPE MUST BE IDENTIFIED WITH THE

DEADLINE DATE FOR RECEIPT OF PROPOSALS

AND

THE RFP NUMBER.

C A U T I O N In order to do business with Palm Beach County vendors are required to create a Vendor Registration Account OR activate an existing Vendor Registration Account through the Purchasing Department’s Vendor Self Service (VSS) system which can be accessed at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on our VSS system.

Palm Beach County shall not be responsible for the completeness of any Request for Proposal package not downloaded from our VSS system or obtained directly from Palm Beach County Purchasing Department.

IN ACCORDANCE WITH THE PROVISIONS OF ADA, THIS DOCUMENT MAY BE

REQUESTED IN AN ALTERNATE FORMAT

http://www.pbcgov.com/ https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService i

TABLE OF CONTENTS

SECTION PAGE

SECTION 1 GENERAL INFORMATION

1.1 ISSUING OFFICE

1.2 INTRODUCTION

1.3 HISTORY AND BACKGROUND

1.4 PURPOSE OF THE PROJECT

1.5 NON-MANDATORY PRE-PROPOSAL CONFERENCE

1.6 PERIOD OF CONTRACT

1.7 QUALIFICATION OF RESPONDENTS

1.8 TIMETABLE

1.9 PROPOSAL SUBMISSION

1.10 CONTACT PERSON

1.11 CONE OF SILENCE

1.12 ADDITIONAL INFORMATION/AMENDMENT(S)

SECTION 2 GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

2.2 MODIFIED PROPOSALS

2.3 WITHDRAWAL OF PROPOSALS

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

2.5 RFP POSTPONEMENT/CANCELLATION

2.6 COSTS INCURRED BY PROPOSERS

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

2.8 NEGOTIATIONS

2.9 RIGHT TO PROTEST

2.10 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL

AUDIT REQUIREMENTS

2.11 RULES; REGULATIONS; LICENSING REQUIREMENTS

2.12 CRIMINAL HISTORY RECORDS CHECK

2.13 REVIEW OF PROPOSALS

2.14 EXCEPTIONS TO THE RFP

2.15 SELECTION PROCESS

2.16 EVALUATION CRITERIA

2.17 AWARD OF CONTRACT

2.18 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

2.19 COMMENCEMENT OF WORK

2.20 INSURANCE REQUIREMENTS

2.21 SUCCESSFUL PROPOSER NON-DISCRIMINATION POLICY

2.22 DRUG FREE WORKPLACE CERTIFICATION

2.23 AUTHORIZED SIGNATURE

ii

TABLE OF CONTENTS

(continued)

SECTION PAGE

SECTION 3 PROPOSAL REQUIREMENTS

3.1 EXPERIENCE / QUALIFICATIONS / BACKGROUND / REFERENCES

INFORMATION

3.2 PROJECT APPROACH / UNDERSTANDING INFORMATION

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

3.4 PRICE PROPOSAL INFORMATION

3.5 BUSINESS INFORMATION

3.6 SPECIAL CONTRACT PROVISIONS

3.7 AMENDMENTS TO THE RFP

3.8 ADDITIONAL INFORMATION

SECTION 4 SCOPE OF WORK/SERVICES

ATTACHMENT A - LOCATIONS OF BUS STOP SHELTERS – SITE

PLAN

ATTACHMENT B - LOCATIONS OF BUS STOP SHELTERS – AERIAL

MAP

ATTACHMENT C - CHAPTER 3 OF FDOT / STATE DESIGN

HANDBOOK FOR FLORIDA BUS PASSENGERS FACILITIES,

VERSION III, 2013

ATTACHMENT D - CHAPTER 14-20 PRIVATE USE OF RIGHT OF

WAY- FLORIDA ADMINISTRATIVE RULES

SECTION 5 ATTACHMENTS

ATTACHMENT 1 - SAMPLE STANDARD CONTRACT

SECTION 6 APPENDICES

APPENDIX A - PRICE PROPOSAL PAGES

APPENDIX B - BUSINESS INFORMATION

APPENDIX C - SPECIAL CONTRACT PROVISIONS

APPENDIX D - DRUG FREE WORKPLACE CERTIFICATION

APPENDIX E - NON-DISCRIMINATION POLICY

SECTION 1

GENERAL INFORMATION

1.1 ISSUING OFFICE

This Request for Proposal (RFP) is issued for the County of Palm Beach, hereinafter referred to as “County”, by the Purchasing Department for the benefit of Palm Tran, Inc., hereinafter referred to as “Palm Tran”. The Purchasing Department is the SOLE point of contact concerning this RFP. All communications regarding this RFP must be done through the Purchasing Department. See Section 1.10, Contact Person.

1.2 INTRODUCTION

Palm Tran is the Mass Transportation Department for Palm Beach County. Palm Tran has a fleet of 156 buses within the urban and rural areas of Palm Beach County. Palm Tran uses a mix of 30 foot, 35 foot, 40 foot, 60 foot articulated buses and hybrid transit style city buses. Palm Tran fleet’s annual mileage exceeds eight (8) million miles with transit ridership of twelve (12) million.

1.3 HISTORY AND BACKGROUND

The Ballpark of the Palm Beaches (Ballpark), scheduled to open in early 2017, will be the jewel of spring training facilities in the country. Scheduled to serve as the spring training homes of two Major League Baseball franchises, the Ballpark will also host an array of outdoor community events year round. The Ballpark's east entrance will be located on the 4000 block of Military Trail, in the City of West Palm Beach; Palm Tran, the County's fixed route bus system, already serves the location.

Palm Tran, in coordination with the City of West Palm Beach and Palm Beach County, will install two (2) custom high-ridership bus stop shelters located on the Ballpark property. It is anticipated that the Ballpark bus stops will attract strong ridership that would necessitate a facility with capacity to provide cover and shade for 15-20 people at a time in the South Florida elements.

1.4 PURPOSE OF THE PROJECT

Palm Beach County is seeking proposals from qualified and experienced companies to provide permits, design, fabrication and installation of two (2) custom bus stop shelters for the Ballpark of the Palm Beaches, located in the City of West Palm Beach, Florida.

1.5 NON-MANDATORY PRE-PROPOSAL CONFERENCE

All proposers are invited to attend a Non-Mandatory Pre-Proposal Conference which will be held at the Purchasing Department, 50 South Military Trail, Room 1N-142 North/South, West Palm Beach, Florida 33415, on June 6, 2016, commencing at 10:00 a.m. local time. At this time, the County’s representative(s) will be available to answer any questions relative to this Request for Proposal. Any questions or comments arising subsequent to the Non-Mandatory Pre-Proposal Conference must be presented, in writing, prior to the date and time stated in the Timetable (see Section 1.8) of the RFP, to be discussed with the County’s representative(s) as possible amendments to the

RFP.

In accordance with the provisions of ADA, auxiliary aids or services will be provided upon request with at least three days notice.

1.6 PERIOD OF CONTRACT

The proposed effective date of this Contract is September 1, 2016. The selected proposer(s) will provide services for a one (1) year period ending August 31, 2017.

1.7 QUALIFICATION OF RESPONDENTS

All proposers to this RFP shall have demonstrated experience in supplying such services and shall meet all criteria/requirements identified in this RFP.

1.8 TIMETABLE

The anticipated schedule and deadline for the RFP and Contract approval are as follows:

Activity Date Time Location

RFP available for 5/25/16 Purchasing Department Download from 50 S. Military Trail, Ste. 110 Purchasing Dept. VSS: W. P. B., FL 33415 https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService

Non-Mandatory Pre-Proposal 6/6/16 10:00 a.m. Purchasing Department Conference 50 S. Military Trail Room 1N-142 North/South

W. P. B., FL 33415

Deadline for receipt of 6/8/16 5:00 p.m. Purchasing Department questions or comments 50 S. Military Trail, Ste.110

W. P. B., FL 33415

Deadline for receipt 6/24/16 4:00 p.m. Purchasing Department of proposals 50 S. Military Trail, Ste. 110

W. P. B., FL 33415

Selection Committee 7/8/16 9:00 a.m. Purchasing Department Meeting 50 S. Military Trail Room 1N-142 North/South

W. P. B., FL 33415

Oral Presentations/ 7/15/16 9:30 a.m. Purchasing Department Selection Committee 50 S. Military Trail Meeting (if conducted) Room 1N-142 North/South

Deadline for receipt of 7/22/16 4:00 p.m. Purchasing Department BAFO’s (if required) 50 S. Military Trail, Ste. 110

Selection Committee 7/28/16 9:30 a.m. Purchasing Department Meeting (if required) 50 S. Military Trail Room 1N-142 North/South

Posting Date of Notice 8/2/16 Purchasing Department of Intent to Award 50 S. Military Trail, Ste. 110

W.P.B., FL 33415

www.pbcgov.com/purchasing

Award Date 9/1/16 Purchasing Department 50 S. Military Trail, Ste. 110

W.P.B., FL 33415

Contract Start Date 9/1/16

NOTE: County reserves the right to alter the above activities and/or times at the County’s sole discretion.

1.9 PROPOSAL SUBMISSION

All proposals must be submitted on 8 ½” x 11” paper.

One (1) unbound original, four (4) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal must be received in the Purchasing Department by June 24, 2016, 4:00 p.m. local time. The original and all copies must be submitted in a sealed envelope or container. The proposer’s complete return address must be included on the outer envelope or wrapper enclosing any materials submitted in response to this RFP. The outer envelope or wrapper should be addressed as follows:

Proposer Name Address Phone No.

Palm Beach County Board of County Commissioners Purchasing Department 50 South Military Trail, Suite 110 West Palm Beach, Florida 33415 RFP No. 16-036/SC http://www.pbcgov.com/purchasing

Title: Design, Fabricate and Install Ballpark Bus Stop Shelters Due Date: June 24, 2016, 4:00 p.m. local time.

The Purchasing Department’s office hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, excluding holidays observed by the County.

Proposers are responsible for informing any commercial delivery services, if used, of all delivery requirements and for insuring that the required address information appears on the outer wrapper or envelope used by such service.

The Price Proposal Page(s) (Appendix A) must be signed by an officer of the company who is legally authorized to enter into a contractual relationship in the name of the proposer (“Authorized Person”).

The submission of a signed proposal by a proposer will be considered by the County as constituting a legal offer by the proposer to perform the required services at the proposed price identified therein.

1.10 CONTACT PERSON

The contact person for this RFP is Sharon Cushnie, Senior Buyer, at (561) 616-6808, e-mail address: scushnie@pbcgov.com or fax number (561) 242-6708 in the Purchasing Department.

Proposers are advised that from the date of release of this RFP until award of the contract, NO contact with County staff and/or designated Selection Committee members concerning this RFP is permitted, except as authorized by the contact person designated herein.

1.11 CONE OF SILENCE

Proposers are advised that the “Palm Beach County Lobbyist Registration Ordinance” prohibits a proposer or anyone representing the proposer from communicating with any County Commissioner, County Commissioner’s staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract regarding its proposal, i.e., a “Cone of Silence”.

The “Cone of Silence” is in effect from the date/time of the deadline for submission of the proposal, and terminates at the time that the Board of County Commissioners, or a County Department authorized to act on their behalf, awards or approves a contract, rejects all proposals, or otherwise takes action which ends the solicitation process.

Proposers may, however, contact any County Commissioner, County Commissioner’s Staff, or any County Employee authorized to act on behalf of the Board of County Commissioners to award this contract via written communication, i.e., fax, e-mail, or U.S. Mail.

Violations of the “Cone of Silence” are punishable by a fine of $250.00 per violation.

1.12 ADDITIONAL INFORMATION/AMENDMENT(S)

Any questions, comments (i.e., additional information or clarifications) must be made, in writing via fax, e-mail or U.S. Mail, no later than June 8, 2016, and to the address listed in the RFP Timetable (Section 1.8) or fax number or e-mail address listed for the Contact Person (Section 1.10) above. The request must contain the proposer’s name, address, phone number, facsimile number and e-mail address.

Facsimiles must have a cover sheet which includes, at a minimum, the proposer’s name, address, number of pages transmitted, phone number, facsimile number and e-mail address.

Changes to this RFP, when deemed necessary by the County, will be completed only by written Amendment(s) issued prior to the Deadline for receipt of proposals.

Proposers should not rely on any representations, statements or explanation other than those made in the RFP or in any Amendment to this RFP. Where there appears to be a conflict between the RFP and any Amendment issued, the last Amendment issued shall prevail.

As they are issued, all Amendments to solicitations will be posted under the applicable solicitation on our on-line Vendor Self-Service (VSS) system at https://pbcvssp.co.palm-beach.fl.us/webapp/vssp/AltSelfService. It is the sole responsibility of the proposer to routinely check VSS for any Amendments that may have been issued prior to the Deadline for receipt of proposals. The County shall not be responsible for the completeness of any RFP package not downloaded from VSS or purchased directly from the Palm Beach County Purchasing Department.

It is the proposer’s sole responsibility to assure receipt of all Amendments. The proposer should verify with the designated Contact Person (see Section 1.10) prior to entering a proposal that all Amendments have been received. Proposers are required to acknowledge the receipt of all Amendments as part of their proposal.

SECTION 2

GENERAL TERMS AND CONDITIONS

2.1 PROPOSAL GUARANTEE

Proposer guarantees their commitment, compliance, and adherence to all requirements of the RFP by submission of their proposal.

2.2 MODIFIED PROPOSALS

Proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the Deadline for receipt of proposals. The County will only consider the latest proposal submitted.

2.3 WITHDRAWAL OF PROPOSALS

A proposal may be withdrawn only by written notification. Letters of withdrawal received after the Deadline for receipt of proposals will not be accepted unless the contract has been awarded to another vendor or no award has been made within ninety (90) days after the Deadline for receipt of proposals.

Unless withdrawn, as provided in this subsection, a proposal shall be irrevocable until the time that a contract is awarded.

2.4 LATE PROPOSALS, LATE MODIFIED PROPOSALS

Proposals and/or modifications to proposals received after the Deadline for receipt of proposals specified in the RFP Timetable (Section 1.8) are late and shall not be considered.

2.5 RFP POSTPONEMENT/CANCELLATION

The County may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; waive any minor irregularities in this RFP or in the proposals received as a result of this RFP; postpone or cancel, at any time, this RFP process; or re-advertise this RFP.

2.6 COSTS INCURRED BY PROPOSERS

All expenses incurred with the preparation and submission of proposals to the County, or any work performed in connection therewith, shall be borne by the proposer. No payment will be made for proposals received, nor for any other effort required of or made by the proposers, prior to commencement of work as defined by a contract approved by the Board of County Commissioners.

2.7 PROPRIETARY/CONFIDENTIAL INFORMATION

Any material submitted in response to this Request for Proposal is considered a public document in accordance with Section 119.07, F.S. This includes material which the responding proposer might consider to be confidential. All submitted information that the responding proposer believes to be confidential and exempt from disclosure (i.e., a trade secret or as provided for in Section 119.07, F.S.) must be specifically identified as such. Upon receipt of a public records request for such information, a determination will be made as to whether the identified information is, in fact, confidential.

2.8 NEGOTIATIONS

The County may award a contract on the basis of initial proposals received, without discussions. Therefore, each submitted proposal should contain the proposer’s best price and technical offer.

2.9 RIGHT TO PROTEST

Any proposer may protest any recommendations for contract award by submitting a written protest to the Director of Purchasing within five (5) business days after posting the Notice of Intent to Award in accordance with Chapter 2, Article II, Section 2-55 of the Palm Beach County Code. Protests must be submitted in writing, addressed to the Director of Purchasing, via hand delivery, mail or fax to (561) 242-6705.

2.10 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL AUDIT

REQUIREMENTS

Pursuant to Palm Beach County Code, Section 2-421 - 2-440, as amended, Palm Beach County’s Office of Inspector General is authorized to review past, present and proposed County contracts, transactions, accounts, and records. The Inspector General’s authority includes, but is not limited to, the power to audit, investigate, monitor, and inspect the activities of entities contracting with the County, or anyone acting on their behalf, in order to ensure compliance with contract requirements and to detect corruption and fraud. Failure to cooperate with the Inspector General or interfering with or impeding any investigation shall be a violation of Palm Beach County Code, Section 2-421 – 2-440, and punished pursuant to Section 125.69, F.S., in the same manner as a second degree misdemeanor.

2.11 RULES; REGULATIONS; LICENSING REQUIREMENTS

The proposer shall comply with all laws, ordinances and regulations applicable to the services contemplated herein, to include those applicable to conflict of interest and collusion. Proposers are presumed to be familiar with all federal, state and local laws, ordinances, codes and regulations that may in any way affect the services offered, to include Executive Order No. 11246 entitled “Equal Employment Opportunity” as amended by Executive Order No. 11375, and as supplemented by the Department of Labor Regulations (41 CFR, Part 60).

2.12 CRIMINAL HISTORY RECORDS CHECK

Pursuant to Palm Beach County Code Section 2-371 – 2-377, the Palm Beach County Criminal History Records Check Ordinance (“Ordinance”), the County will conduct fingerprint based criminal history record checks on all persons not employed by the County who repair, deliver, or provide goods or services for, to, or on behalf of the County. A fingerprint based criminal history record check shall be conducted on all employees of contractors and subcontractors of contractors, including repair persons and delivery persons, who are unescorted when entering a facility determined to be either a critical facility ("Critical Facilities") or a criminal justice information facility ("CJI Facilities"), which are critical to the public safety and security of the County. County facilities that require this heightened level of security are identified in Resolution R- 2003-1274, as amended. In October 2013, compliance with the requirements of the U.S. Federal Bureau of Investigation’s CJI Security Policy was added to the Ordinance, which includes a broad list of disqualifying offenses. The proposer is solely responsible for understanding the financial, schedule, implications, and/or staffing implications of this Ordinance. Further, the proposer acknowledges that its proposal price includes any and all direct or indirect costs associated with compliance of this Ordinance, except for the applicable FDLE/FBI fees that shall be paid by the County.

2.13 REVIEW OF PROPOSALS

Each proposal will be reviewed to determine if the proposal is responsive to the RFP.

Proposals deemed to be non-responsive will be rejected without being evaluated by the Selection Committee. A responsive proposal is one which has been signed, has been submitted by the specified submission time, and has provided the information required to be submitted with the proposal (as stated in Section 3). While poor formatting, poor documentation, and/or incomplete or unclear information may not be cause to reject a proposal without evaluation, such substandard submissions may adversely impact the evaluation of your proposal, especially information relating to establishing financial/business stability. Proposers who fail to comply with all of the required and/or desired elements of this RFP, do so at their own risk.

2.14 EXCEPTIONS TO THE RFP

All exceptions taken must be specific, and the proposer must indicate clearly what alternative is being offered to allow the County a meaningful opportunity to evaluate the proposal. Proposers are cautioned that submitting an alternative proposal does not relieve the proposer from submitting the “Minimum Requirements” as stated in Section

3. The County is under NO obligation to accept any proposed exceptions or alternatives.

2.15 SELECTION PROCESS

All proposals timely received will be reviewed first by the Purchasing Department to determine if each proposer has submitted the required information and met all Proposal Requirements (as stated in Section 3). Those proposals fulfilling the Proposal Requirements shall be referred to the Selection Committee for review and further consideration.

The Selection Committee will evaluate all responses to this RFP that meet the Proposal Requirements and are deemed responsive. The Selection Committee may evaluate all proposals based solely on the information submitted with the proposal. Accordingly, proposers are urged to ensure that their proposal contains all the necessary information for the Selection Committee to fairly and accurately evaluate each of the criteria listed below in Section 2.16. However, an oral presentation, additional written information, internal staff analysis, proposer presentations, outside consultants, and/or any other information may be required, at any time during the selection process, to help the Committee determine the final ranking of proposers. The Selection Committee may determine, as the result of additional information, that the impact of this information is significant and may be considered in the scoring and/or ranking, at the discretion of the Committee.

The Selection Committee shall meet in public session as necessary to score each proposal by reviewing each proposal against the evaluation criteria listed below, see Section 2.16. Upon completion of the Selection Committee’s review and discussion of all the responsive proposals submitted, each Selection Committee Member shall score each proposal and total the scores for each proposal. The proposals shall be assigned a ranking based upon the totals of each Selection Committee Member’s score for each proposal.

After the Selection Committee has developed an overall ranking for each proposer, the committee will then review, discuss, and declare either: (1) the proposal(s) ranked the highest as its “finalist” and make its recommendation for award of the contract or (2) determine that it is not in the best interest of the County to award solely on the basis of the initial proposals and oral interviews, if conducted. In the latter instance, the Selection Committee may form a competitive range, or short list, comprised of only those proposers who have a reasonable chance of being selected for award. The Selection Committee may then hold discussions and negotiate with those proposers still within the competitive range. At the conclusion of discussions and negotiations, proposers may be asked to submit a Best and Final Offer (BAFO). The BAFO will be scored in the same manner as the original proposals and assigned rankings. The Selection Committee will then declare the proposal ranked the highest as its “finalist” and make its recommendation for award of the contract.

2.16 EVALUATION CRITERIA

1. Experience/Qualifications Weight 30 % ( 30 pts) Background/References (See Section 3.1)

2. Project Approach/Understanding Weight 30 % ( 30 pts)

(See Section 3.2)

3. Key Personnel and Operations Weight 10 % ( 10 pts) (See Section 3.3)

4. Price Proposal Weight 30 % ( 30 pts) (See Section 3.4)

2.17 AWARD OF CONTRACT

The award, if any, will be made to the responsive, responsible proposer whose proposal is considered to be the most advantageous to the County based on the Selection Committee’s opinion after review of every such proposal including, but not limited to, price.

Upon review and approval of the Selection Committee’s recommendation for award, the Purchasing Department will post the award recommendation at the Purchasing Department and on the Purchasing Department website at www.pbcgov.com/purchasing for a period of five (5) business days for review by interested parties prior to final approval of the award. The apparent successful proposer will be notified of the recommendation for award by mail. The recommended awardee shall provide documentation that demonstrates that the individual(s) executing the Contract has the authority to do so and to legally bind the recommended awardee.

A contract must be completed and executed by the successful proposer and the County and, when appropriate, by the Board of County Commissioners before it becomes valid and effective. If these conditions and contract negotiations, if applicable, are not met and/or completed within a reasonable timeframe as determined by the County, the County may elect to cancel the Recommended Award to that proposer and make the award recommendation to the next most advantageous proposer. This process may continue until such time as the County has determined to cancel the procurement in its entirety. The official posting on the Purchasing Department website shall prevail if a discrepancy exists between the referenced listings.

2.18 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

The selected proposer will be required to execute a contract similar to the attached Standard County Contract (Attachment 1). If a proposer has comments related to any of the provisions in this RFP and/or the contract sample, comments must be made, in writing, no later than the date specified in the RFP Timetable (see Section 1.8).

Standard County Contract provisions (general and specific) will be incorporated into any contract resulting from this RFP. Should any selected proposer and the County be unable to consummate a written contract, the County may proceed to the next most advantageous proposal as determined by the Selection Committee or issue a new solicitation or cancel the procurement process in its entirety.

2.19 COMMENCEMENT OF WORK

This RFP does not, by itself, obligate the County. The County’s obligation will commence when the contract is approved by the Board of County Commissioners or their designee and upon written notice to the proposer. The County may set a different starting date for the contract. The County will not be responsible for any work done by the proposer, even work done in good faith, if it occurs prior to the contract start date set by the County.

http://www.pbcgov.com/purchasing

2.20 INSURANCE REQUIREMENTS

Prior to the effective date of the Contract, it shall be the responsibility of the successful proposer to provide evidence of the minimum amounts of insurance coverage specified in Attachment 1, Article 13, to Palm Beach County, c/o Insurance Tracking Services, Inc. (ITS), P.O. Box 20270, Long Beach, CA 90801.

The successful proposer shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverages and limits (including endorsements) as described herein (see Attachment 1, Article 13).

Failure to maintain the required insurance shall be considered default of the Contract.

The requirements contained herein, as well as the County’s review or acceptance of insurance maintained by the successful proposer, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the successful proposer under the Contract.

2.21 SUCCESSFUL PROPOSER NON-DISCRIMINATION POLICY

Pursuant to Palm Beach County Resolution R-2014-1421, as may be amended, the successful proposer warrants and represents that all of its employees are treated equally during employment without regard to race, color, religion, disability, sex, age, national origin, ancestry, marital status, familial status, sexual orientation, gender identity and expression or genetic information. Per Resolution R-2014-1421, as may be amended, the successful proposer shall perform the following and shall use the “Non- Discrimination Policy” form attached as Appendix I in order to do the same:

1. Submit to the County a copy of its non-discrimination policy, which shall be consistent with the non-discrimination policy of the County as set forth in this Section; OR

2. In the event that the successful proposer does not have a written non-discrimination policy, the successful proposer shall sign and submit to the County a statement affirming that their unwritten non-discrimination policy is in conformance with the County’s non-discrimination policy as provided in Palm Beach County Resolution R-2014-1421, as may be amended.

Upon request from the Purchasing Department, the recommended awardee shall satisfy the requirements set forth in this Section prior to execution of a contract with the County. If the recommended awardee fails to satisfy the requirements set forth herein within a timely manner, the County, at its sole discretion, will cancel the Recommended Award. It is the responsibility of the successful proposer to maintain a written or non-written non-discrimination policy that conforms with the County’s policy as set forth in Resolution R-2014-1421, as may be amended, throughout the term of the Contract.

Failure to meet this requirement shall be considered default of the Contract.

2.22 DRUG FREE WORKPLACE CERTIFICATION

Proposers should submit, with their proposal, an executed Drug Free Workplace Certification (Appendix D) indicating that the proposer has implemented a Drug Free Workplace Program which meets the requirements of Section 287.087, F.S.

2.23 AUTHORIZED SIGNATURE

The authorized representative signature required on all offers and the Contract must be made by an officer of the company (if applicable).

SECTION 3

PROPOSAL REQUIREMENTS

PROPOSAL FORMAT AND CONTENT:

Format

Proposer shall submit one (1) unbound original, four (4) bound copies, and one (1) electronic copy in pdf (CD or flash drive) of the complete proposal. Proposals should be typed, double spaced and submitted on 8 ½” x 11” size paper. Copies should be bound using a single method of fastening (e.g., stapled, binder, etc.). Proposals should include only brief and concise narrative. The enclosure of elaborate or unnecessary verbage or promotional material is discouraged.

Table of Contents

Proposals should contain a Table of Contents. The Table of Contents outlines in sequential order, all of the areas of the proposal and it allows for clarity and ease of review of the proposal.

Letter of Transmittal

Proposals should contain a Letter of Transmittal addressed to Sharon Cushnie, Senior Buyer, and should, at a minimum, contain the following:

a. Identification of Proposer, including name address and telephone number.

b. Proposed working relationship between proposer and subcontractors, if applicable.

c. Name, title, address, telephone/fax numbers and e-mail address of contact person during period of proposal evaluation.

d. Signed by a person authorized to bind proposer to the terms of the proposal.

Technical Proposal

Proposals shall contain all of the documents listed below, each fully completed, signed, and notarized as required. Failure of a proposer to provide the required information is considered sufficient cause to deem the proposal non-responsive.

The item(s) marked by an asterisk (*) should be a part of the proposal; however, if these items are omitted, the proposer must submit the item(s) upon request from the County within a time frame specified by the County (normally within two working days of request) or the proposal shall be deemed non-responsive. All other items must be submitted with the proposal or it shall be deemed non-responsive.

Notwithstanding these submittal requirements, the County reserves the right, at its sole discretion, to waive any minor irregularity relating to the proposal. Upon request, it shall be the responsibility of the proposer to address the determined minor irregularity within a time frame specified by the County (normally within two working days of request).

Failure of a proposer to provide the required information within the specified time frame is considered sufficient cause to deem the proposal non-responsive.

Each of the following requirements should be addressed in separate sections of the proposal.

3.1 EXPERIENCE / QUALIFICATIONS / BACKGROUND / REFERENCES

INFORMATION

3.1.1 Each proposer shall submit a detailed statement of their firm’s history, experience, qualifications, background and capabilities for providing custom design, fabricating and installing of bus shelters. Include any data relative to firm's size, personnel and special expertise.

*3.1.2 Each proposer should submit a minimum of three (3) references demonstrating the successful provision of custom design, fabrication and installation of bus shelters within the past three (3) years.

Each reference should include the following:

a. Name of client company, contact names and titles, addresses, telephone / fax numbers, email address, dollar amount of contracts, final cost of project, and dates of service.

b. Scope of Work, types of services performed, name of project manager and number of full-time staff provided.

3.2 PROJECT APPROACH / UNDERSTANDING INFORMATION

The proposer shall provide a detailed narrative description of its approach and methodology for custom design, fabrication and installation of bus stop shelters as specified in Section 4, Scope of Work/Services including, but not limited to, the following:

3.2.1 A brief narrative demonstrating the understanding of the project requirements and the County’s needs as specified in Section 4, Scope of Work/Services. Include estimated project schedule timelines, your organization of the work and management plan.

3.2.2 Provide an enhanced concept drawing/design package based on the design criteria stated in Section 4, Scope of Work/Services, along with a detailed narrative description of proposer’s ability to provide innovative design expertise, manage projects successfully, complete projects on time, control project schedules and project budgets, provide maintenance plans and environmentally sustainable "green" practices.

3.2.3 Provide samples of work such as drawings, photographs and written commentary. Describe how your innovations will be applied to your proposed design of the baseball-themed shelters. Include a discussion of proposed materials and finishes, modular elements, vandalism deterrents, manufacturing, installation and long-term maintenance. Relate your discussion to the enhanced drawing package and renderings provided in response to 3.2.2.

3.2.4 Discuss your plan for each phase of the Contract: design, shelter fabrication, and on-site installation. Include specific information on management of the costs, schedule and work quality. Identify key issues and/or potential constraints you foresee, including areas of design, fabrication, integration of shelters during site installation, and overall project management. Discuss your process to resolve these challenges and maintain the progress of the work. Explain how you plan to establish/maintain good relations and foster open and productive communications with County/Palm Tran.

3.2.5 County resources which will be required to conduct the services.

NOTE: Proposers should familiarize themselves with the County's design criteria in Section 4, Scope of Work/Services. If there is a conflict between the County's design criteria and either ADA or FDOT design criteria, the ADA and FDOT criteria shall prevail.

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

The proposer shall:

3.3.1 Provide an organizational chart identifying the structure of the firm and the team assigned to this project (Project Team) including anticipated consultants/subcontractors.

3.3.2 Provide a list of all personnel assigned to this project, along with a complete resume detailing their experience, history of employment, length of time with the current firm, education, expertise, qualifications, any other information that may be of relevant interest, and knowledge of the project.

Include in this section any anticipated consultants/subcontractors and their qualifications. Identify personnel in any of the following (or equivalent positions): Principle in Charge, Project Manager, Lead Designer, Project Engineer, Quality Control Program Supervisor.

3.3.3 Describe the current responsibilities of each member of the proposed

Project Team, including anticipated consultants/subcontractors. Describe how the Project Team worked together on past and/or current projects and how they will work together on this Contract.

Required Appendices

3.4 PRICE PROPOSAL INFORMATION

The proposer shall submit the attached Price Proposal Page(s) (Appendix A) filled out and signed. The proposer shall indicate the amount of money to be paid by the County during the Contract term.

Offers will receive up to the maximum points listed in 2.16 above, based upon the reasonableness of the total price and competitiveness of this amount with other offers received.

In order for the County to make payment, the Vendor’s Legal Name, Vendor’s Address and Vendor’s TIN/FEIN Number on the Contractor’s proposal and Contract must be exactly the same as it appears on the invoice and in the County’s Vendor Self Service (VSS) system. Contractor shall send ALL ORIGINAL invoices to the following address and may send copies of invoices to the County’s representative set forth in the Contract. Invoices submitted on carbon paper shall not be accepted

PALM BEACH COUNTY

FINANCE DEPT.

P.O.BOX 4036

WEST PALM BEACH, FL 33402-4036

Note: Palm Beach County Vendors can now be paid by Credit Card via the County’s voluntary Payment Manager Program. For vendors who do not have a merchant account, one is needed to utilize the Program. For vendors with a merchant account, you will need to enroll with the Palm Beach County Clerk & Comptroller’s office. For information, contact the Palm Beach County Clerk & Comptroller at pbcpaymentmgr@mypalmbeachclerk.com or 561-355- 3295.

3.5 BUSINESS INFORMATION

Each proposer shall complete and submit the attached Business Information page (Appendix B).

3.6 SPECIAL CONTRACT PROVISIONS

The proposer shall complete the attached Special Contract Provisions (Appendix C) and submit it with their proposal.

3.7 AMENDMENTS TO THE RFP

It is the proposer’s responsibility to assure receipt of all amendments. The proposer shall verify with the designated contact person, prior to submitting a proposal, the number of amendments that have been received. Each amendment to the RFP shall be signed by an authorized person and shall be submitted with the proposal or the proposal shall be deemed non-responsive.

Additional Appendices

3.8 ADDITIONAL INFORMATION

Information considered by the proposer to be pertinent to this project and which has not been specifically solicited in any of the aforementioned sections may be placed in a separate appendix section. Proposers are cautioned, however, that this does not constitute an invitation to submit large amounts of extraneous materials. Appendices should be relevant and brief.

mailto:pbcpaymentmgr@mypalmbeachclerk.com

SECTION 4

SCOPE OF WORK/SERVICES

4.1 INTRODUCTION

Palm Tran, Inc. (Palm Tran) is the Mass Transportation Department for Palm Beach County (COUNTY). Palm Tran has a fleet of 156 buses within the urban and rural areas of the COUNTY. Palm Tran uses a mix of 30 foot, 35 foot, 40 foot, 60 foot articulated buses and hybrid transit style city buses. Palm Tran fleet’s annual mileage exceeds eight (8) million miles with transit ridership of twelve (12) million.

4.2 HISTORY AND BACKGROUND

The Ballpark of the Palm Beaches (Ballpark), scheduled to open in early 2017, will be the jewel of spring training facilities in the country. Scheduled to serve as the spring training homes of two Major League Baseball franchises, the Ballpark will also host an array of outdoor community events year round. The Ballpark's east entrance will be located on the 4000 block of Military Trail, in the City of West Palm Beach; Palm Tran, the COUNTY's fixed route bus system, already serves the location.

Palm Tran, in coordination with the City of West Palm Beach and Palm Beach County, will install two (2) custom high-ridership bus stop shelters located on the Ballpark property. It is anticipated that the Ballpark bus stops will attract strong ridership that would necessitate a facility with capacity to provide cover and shade for 15-20 people at a time in the South Florida elements.

4.3 PURPOSE OF THE PROJECT

CONTRACTOR shall provide permits, design, fabrication and installation of two (2) custom bus stop shelters at the Ballpark of the Palm Beaches, located in the City of West Palm Beach, Florida.

4.4 LOCATIONS

The locations for the two (2) ballpark bus stop shelters are identified in the maps provided as Attachment A – Locations of Bus Stop Shelters - Site Plan and Attachment B - Locations of Bus Stop Shelters - Aerial Map. Palm Tran may change these sites to meet bus routing, schedule and customer requirements. Prior to all installations, CONTRACTOR must receive Palm Tran's written approval.

4.5 CONTRACTOR’S RESPONSIBILITIES

4.5.1 CONTRACTOR shall provide a full time Project Manager who shall be the CONTRACTOR's fully authorized representative with the responsibility for assuring the competent performance of all work under this Contract.

4.5.2 CONTRACTOR shall provide custom bus stop shelter design, permits, fabrication and installation of two (2) bus stop shelters at the above Ballpark locations in accordance with the Federal Americans with Disabilities Act (ADA) and the following:

a. All applicable Florida Department of Transportation (FDOT) requirements (Attachment C: Chapter 3 of FDOT / State Design Handbook for Florida Bus Passengers Facilities, Version III, 2013.

The entire document is on the internet at http://www.dot.state.fl.us/transit/Pages/2013AccessingTransitFinal.pdf

b. Attachment D: Chapter 14-20, Private Use of Right of Way of the

Florida Administrative Rules

NOTE: CONTRACTOR(S) shall familiarize themselves with the COUNTY's design criteria. If there is a conflict between the COUNTY's design criteria and either ADA or FDOT design criteria, the ADA and FDOT criteria shall prevail.

CONTRACTOR shall submit the custom design to the COUNTY’s authorized representative or designee for review and approval.

4.5.3 Permits and Licenses: CONTRACTOR shall be solely responsible for obtaining all necessary permits and licenses, the payment of all necessary fees, and compliance with all applicable rules and regulations of any governmental agency, including the Department of Transportation, having jurisdiction over custom bus stop shelters. The CONTRACTOR expressly agrees that the fabrication and installation of custom shelters hereunder shall be subject to the Building Code of Palm Beach County. The CONTRACTOR shall provide to the COUNTY a copy of all building permits for each custom shelter within thirty (30) days of installation.

4.5.4 Engineering Specifications/Plans: CONTRACTOR shall provide to the COUNTY the engineering drawings and specifications for the preparation and pouring of concrete pads and/or landing pads required for the installation of each custom bus stop shelter. These shall be in accordance with the ADA (see Appendix C) and shall be in conformance with the applicable sections of the Florida Department of Transportation (FDOT) Standard Specifications for Roads and Bridge Construction, Current Edition and Supplements thereto; the FDOT Road Design Standards, Current Edition and revisions thereto; and the Florida Building Code, Current Edition and revisions thereto (see Attachment C).

4.5.5 CONTRACTOR shall protect all property, real or personal, which in any way shall be disturbed by the installation of the bus stop shelters.

4.5.6 If for any reason, the installation of a custom bus stop shelter takes place at a non-conforming site, the COUNTY shall direct the CONTRACTOR to remove the shelter and install it at an appropriate location. The COUNTY will pay the CONTRACTOR all documented, reasonable, allocable and allowable direct costs of the relocation. For purposes of this Contract, a non-conforming site would likely be the result of a change in the code, a road widening, change in bus routing or change in the adjoining land use, etc., which would require the custom bus shelter to be moved.

4.5.7 CONTRACTOR shall provide an area on the custom bus stop shelter of approximately 50" by 70" for the installation of a Bus Route Map and a Palm Tran public service announcement. The frame containing the Bus Route Map and Palm Tran’s public service announcement shall be of durable material and shall be vandal resistant and weather proof.

COUNTY shall have final approval of the locations of such frame on new custom bus shelters.

4.5.8 The fabrication and installation of each custom bus stop shelter by the

CONTRACTOR shall include placement of an ADA compliant sign or decal of approximately forty-eight (48) square inches in size, containing both the shelter identification number and a local telephone number to which any damage to the shelter can be reported. The sign or decal shall be subject to approval by the COUNTY and shall be placed in a conspicuous place on the custom shelter.

4.5.9 Delivery: COUNTY will not assume any responsibility for the shipping and receiving of the bus stop shelters. It shall be the responsibility of the CONTRACTOR to make all arrangements for delivery, unloading, receiving and storing materials and equipment. The CONTRACTOR shall communicate with COUNTY Project Manager and make necessary arrangements for security and storage space if required.

4.5.10 The CONTRACTOR shall provide a detailed price list of the bus stop shelter parts that can be purchased separately when needed for maintenance or due to damage or vandalism.

4.5.11 CONTRACTOR shall be available to meet with the COUNTY/Palm Tran

Monday through Friday between 8:00 am to 5:00 pm, on an as needed basis; and attend meetings at Palm Tran North, 3201 Electronics Way, West Palm Beach, FL 33407, if necessary.

4.6 DESIGN CRITERIA

CONTRACTOR shall provide a customized, baseball-themed aluminum cantilever design that can accommodate 15-20 people per shelter and meet the following design specifications/requirements:

a. Minimum interior clearance of 7', maximum height not exceeding 10' high, length not to exceed 40'.

b. Customized (paint/engrave) perforated aluminum panels that depict baseball action figures.

c. Baseball themed panels shall be generic and not capture any specific team or logo or player.

d. Each shelter shall have a two-sided display with two (2) 50" by 70" spaces for one (1) Bus Route Map and one (1) Palm Tran public service announcement chosen by the COUNTY.

e. Each shelter shall provide two (2) 8 ft. custom aluminum benches and spaces for wheelchair/mobility devices. Bench backs should be in the general shape of a half circle and depict half of a baseball.

f. Connection via accessible route to boarding and alighting area.

g. Documentation that each shelter’s infrastructure is durable, vandal-resistant

(to include graffiti and tipping) low maintenance, and remain structurally sound for a 10-year usable life expectation.

h. Verification by a State of Florida registered engineer that each shelter’s infrastructure is designed to withstand current wind load code (requirements

(160 MPH). Anchoring technique shall be specified and allow for minimal effort to remove and reinstall infrastructure.

i. All bus stop shelters must meet all Federal/Buy America certifications and regulations.

j. Commercial design five (5) gallon capacity trash receptacles with plastic liner adjacent to or attached to each shelter or pedestal mounted.

k. Equipped with solar panels and all necessary conduits needed for solar powered lighting.

l. Equipped with bicycle racks.

4.7 DELIVERABLES

CONTRACTOR shall provide:

A. Custom design: A custom design of a baseball-themed aluminum cantilever bus stop shelter that can accommodate 15-20 people.

B. Fabrication: Fabricate and deliver two (2) custom baseball-themed bus stop shelters.

C. Engineering specifications/plans for the concrete pads and/or landing pads for the installation of two (2) custom bus stop shelters.

D. Assembly and installation of two (2) custom bus stop shelters, to include all accessory components.

4.8 COUNTY’S RESPONSIBILITIES

4.8.1 COUNTY will provide a Project Manager who will be available Monday through Friday from 8:00 am to 5:00 pm. COUNTY will furnish meeting rooms and help coordinate activities. All meetings will be held at Palm Tran North, 3201 Electronics Way, West Palm Beach, FL 33407.

4.8.2 Concrete Pads: COUNTY shall use the CONTRACTOR’s provided engineering drawings, specifications and permits for the preparation and pouring of concrete material for the shelter and landing pad at each bus stop.

4.8.3 The COUNTY’s authorized representative or designee shall review and approve all work/services. Payment shall not be made for any work/services until it has been accepted by the COUNTY.

ATTACHMENT A

LOCATIONS OF BUS STOP SHELTERS – SITE PLAN

TO SCOPE OF WORK/SERVICES

(1 Page)

ATTACHMENT B

LOCATIONS OF BUS STOP…