RFP 37-25-050 Survey and Remonumentation FINAL.pdf

THE CHARTER COUNTY OF WAYNE, MICHIGAN

REQUEST FOR PROPOSALS

FOR

SURVEY, MONUMENTATION AND REMONUMENTATION

SERVICES

CONTROL NO. 37-25-050

RFP TIMETABLE

ACTION DATE TIME

RFP Issue Date June 18, 2025

Pre-Proposal Conference* n/a Proposer’s Questions Due June 27, 2025 2:00 pm

Responses to Proposer’s Questions July 2, 2025 Oral Presentations* TBD

Proposals Due July 16, 2025 2:00 pm Notice to Award** September 30, 2025

Contract Start Date** TBD

* If Necessary ** Estimated Dates

Procurement Contact: Carrie Marlow, Strategic Sourcing Analyst

(313) 967-0034 Cmarlow@waynecountymi.gov

Description: The County of Wayne is requesting proposals for a contractor to carry out the objectives of the County’s monumentation and remonumentation plan and its perpetual monument maintenance plan in accord with the State of Michigan’s Survey and Remonumentation Act and the Corner Recordation Act.

A copy of this RFP may be obtained from the BidNet Direct website (formerly MITN.info) at https://www.bidnetdirect.com, until the deadline date and time noted above.

mailto:Cmarlow@waynecountymi.gov https://www.bidnetdirect.com/

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Contents

PART 1 – REQUEST FOR PROPOSALS (RFP)

SECTION 1.0 – INTRODUCTION & INSTRUCTIONS

1.1 Introduction/Background

1.2 Objective

1.3 Overview of Solicitation (RFP) Document

1.4 Contact with Wayne County Personnel

1.5 Wayne County Rights & Responsibilities

1.6 Subcontractors

1.7 Disqualification of Respondents

1.8 Freedom of Information Act (FOIA)

1.9 Disclosure of Contents

1.10 County-Based Enterprise (and other) Advantage Programs

1.11 Final Agreement Award Determination

1.12 Conflict of Interest

1.13 Gratuities

1.14 Compliance with Laws

1.15 Cooperative Contract (Optional)

1.16 Proposal Guarantee

1.17 Pre-Proposal Meeting and Site Visit

1.18 Definitions (Optional)

SECTION 2.0 – MINIMUM QUALIFICATIONS

2.1 Adherence to Minimum Qualifications (Pass/Fail)

2.2 Preferred Qualifications (Optional)

SECTION 3.0 – SCOPE OF WORK/SPECIFICATIONS

3.1 Contracted Scope of Services/Statement of Work:

3.2 Specifications:

3.3 Contract Term:

3.4 Additional Specifications:

SECTION 4.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

4.1 Wayne County Responsibility

4.2 Truth and Accuracy of Representations

4.3 Proposer Q&A

4.4 Preparation of the Proposal

4.5 Proposal Submission Requirements

4.6 Duplicate Proposals

4.7 Withdrawal

4.8 Evaluation Process

4.9 Evaluations and the Proposal Evaluation Committee

4.10 Evaluation Criteria

4.11 Optional Tools to Enhance the Evaluation Process

4.12 Negotiations

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4.13 Wayne County Option to Reject Proposals

PART 2 – SUPPLIER SUBMITTAL REQUIREMENTS

SECTION 5.0 – REQUIRED DOCUMENTATION AND FORMS

5.1 REFERENCES THAT DEMONSTRATE MINIMUM QUALIFICATIONS

5.2 PROPOSAL FORM

5.3 PRICING SHEET AND OTHER PRICING REQUIREMENTS

5.4 PROPOSAL GUARANTEE/BID BOND

5.5 RESPONSE TO SCOPE OF WORK REQUIREMENTS FORM

5.6 TERMS AND CONDITIONS FORM

APPENDICES

Appendix A – Price Sheet

Appendix B – Agreement/Contract or Terms and Conditions

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PART 1 – REQUEST FOR PROPOSALS (RFP)

SECTION 1.0 – INTRODUCTION & INSTRUCTIONS

1.1 Introduction/Background

INTRODUCTION: Through this Request for Proposals (RFP), the Charter County of Wayne (County) hereby invites businesses who meet the qualifications and specifications set forth herein to submit proposals to perform all professional surveying activities needed (a) to monument original public land survey corners, protracted public land survey corners and associated property controlling corners; (b) to remonument previously monumented original public survey corners, protracted public land survey corners and associated property controlling corners identified by the County’s representative and (c) for perpetual monument maintenance of all original public land survey corners, protracted public land survey corners, associated property controlling corners, and associated geodetic coordinates by filing Land Corner Recordation Certificates in accord with the Corner Recordation Act, Act 74 of 1970, MCL 54.201 through

54.210 (d).

GENERAL WAYNE COUNTY INFORMATION: Situated in the heart of the Great Lakes region along the beautiful Detroit River, Wayne County is the 19th most populous county in the United States. With 43 distinct communities including the automotive capital of the world - Detroit, Wayne County is rich in history, culture, arts, and world-class amenities. We take pride in being one of the most diverse counties in the United States; a place where different cultures come together to offer a truly cosmopolitan experience.

Wayne County offers a first-class business environment, a top-rated international airport, diverse residential areas, expansive parks, and a multitude of recreational and cultural activities. We are home to several major universities including Wayne State, the University of Michigan-Dearborn, and the University of Detroit- Mercy. We have several award-winning secondary and primary schools, as well as numerous community colleges and vocational schools. We are also home to the Detroit Symphony Orchestra, Michigan Opera Theater, Detroit Institute of Arts, the Henry Ford, and dozens of theaters, art galleries and concert halls.

With hundreds of musical and cultural events every year, Wayne County is Michigan's cultural epicenter.

SPECIFIC BACKGROUND INFORMATION: The State of Michigan requires each county to have a monumentation and remonumentation plan that provides for (a) monumentation of original public land survey corners, protracted public land survey corners and associated property controlling corners and (b) remonumentation of all previously monumented original public survey corners, protracted public land survey corners and any associated property controlling corners. Counties must also have a perpetual monument maintenance plan for all original public land survey corners, protracted public land survey corners, associated property controlling corners, and associated geodetic coordinates to be maintained by filing Land Corner Recordation Certificates as required by the Corner Recordation Act, Act 74 of 1970, MCL 54.201 through 54.210 (d).

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Each year, since 1993, Wayne County, through its Office of Wayne County Register of Deeds, has received a grant to carry out its state-mandated plan. A contractor performs the work. Total compensation for each year of the contract is dependent upon grant funds.

1.2 Objective

The general objectives of this solicitation are the following:

• competitively award a contract

• ensure there is a fair process at every step of the procurement process

• to fulfill the purchase request in a timely manner

• ensure that taxpayers dollars are spent wisely

1.3 Overview of Solicitation (RFP) Document

The solicitation is composed of the following 2 parts:

PART 1: REQUEST FOR PROPOSALS

Section 1.0: INTRODUCTION, OVERVIEW, INSTRUCTIONS: Specifies the information regarding the requirements of the solicitation process.

Section 2.0: MINIMUM QUALIFICATIONS: Specifies the requirements a Proposer must meet in order to be considered for evaluation.

Section 3.0: SCOPE OF WORK: Sets forth a description of the professional surveying, monumentation, remonumentation, and maintenance activities needed for the required State-mandated monumentation and remonumentation plan.

Section 4.0: PROPOSAL EVALUATION, SELECTION & AWARD PROCESS: Includes information on how proposals will be evaluated, selected and awarded.

PART 2: SUPPLIER SUBMITTAL REQUIREMENTS (CHECKLIST)

Section 5.0: REQUIRED DOCUMENTATION AND FORMS: Proposer will submit the required documentation and complete the requisite forms that will be utilized in determining whether the Proposer is a responsive and responsible Proposer that has the capacity and capability to deliver and provide products under this agreement.

1.4 Contact with Wayne County Personnel

In order to create a more competitive and unbiased procurement process, the County has designated a single point of contact for the duration of this solicitation. From the issue date of this proposal, until a Successful Proposer is selected, all requests for clarification or additional information regarding this RFP, or

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contact with County personnel concerning this RFP or the evaluation process must be solely to the contact person listed on the cover page of this RFP.

If it is discovered that a Proposer contacted and received information regarding this Solicitation from any Wayne County personnel other than the person specified above, the Wayne County Procurement Director, in his/her sole discretion may disqualify its proposal from further consideration. Only those communications made by the Procurement Department contact in writing will be binding with respect to this RFP.

If it is later discovered that a violation regarding this section has occurred, the County may reject any proposal or terminate any contract awarded pursuant to this RFP.

1.5 Wayne County Rights & Responsibilities

Wayne County has the right to amend this RFP by one or more written addenda. Wayne County is responsible only for that which is expressly stated in the solicitation document and any authorized written addenda.

Should any such addenda require additional information not previously requested, Proposer’s failure to address the requirements of such addenda may result in the Proposal not being considered, as determined in the sole discretion of Wayne County. Wayne County is not responsible for and shall not be bound by any representations otherwise made by any individual acting or purporting to act on its behalf, other than the Procurement Director, Procurement Director’s designee, and/or stated contact for the solicitation.

It is the Proposer’s responsibility to periodically check the source of the RFP until the posted Proposal Deadline to obtain any issued addenda. However, Wayne County will make reasonable efforts to inform all Proposers of any clarifications, modifications, or amendments.

When, either before or after receipt of proposals, Wayne County changes its requirements or terms and conditions, the Procurement Director, or their designee, shall amend the solicitation.

The Procurement Director will have the discretion to extend the RFP deadline date if he/she determines that it is in the best interest of the County. Furthermore, the Procurement Director may also cancel the original solicitation and issue a new solicitation if it is in the best interest of the County or if the amendment is so substantial in nature as to exceed what prospective offerors reasonably could have anticipated, so that additional sources likely would have submitted offers had the substance of the amendment been known to them.

1.6 Subcontractors

In an effort to promote supplier diversity, Wayne County encourages Proposers to identify and include qualified disadvantaged businesses as subcontractors when proposing to provide products and services to the County.

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Subcontractors (or their assignments), as it pertains to the Scope of Work, may not be changed without prior written approval by the County. The Contract will not be assignable to any other business entity without the County’s approval. Proposers are encouraged to consider a joint venture.

1.7 Disqualification of Respondents

Any one or more of the following causes may be considered sufficient for the disqualification of a Proposer and the rejection of the Proposal:

a. Evidence of collusion among proposers

b. Lack of competency as revealed by either financial, experience, or equipment statements

c. Lack of responsibility as shown by past work

d. Uncompleted work under other contracts which, in the judgment of the County, might hinder or prevent the prompt completion of additional work if awarded

e. Being in arrears on existing contracts, in litigation with the County, or having defaulted on previous contracts.

1.8 Freedom of Information Act (FOIA)

Proposal responses, resultant contract(s) and all information submitted to Wayne County by Proposers and Contractors is subject to the Michigan Freedom of Information Act (FOIA), 1976 PA 442, MCL 15.231, et seq.

1.9 Disclosure of Contents

All information provided in the proposal shall be held in confidence and shall not be revealed or discussed with competitors, until after award of the contract except as provided by law or court decision. All material submitted with the proposal becomes the property of the County and may be returned only at the County’s option.

Proposers must make no other distribution of their proposals other than authorized by this RFP. A Proposer who shares cost information contained in its proposal with other County personnel or competing Proposer personnel shall be subject to disqualification.

1.10 County-Based Enterprise (and other) Advantage Programs

Wayne County administers a procurement program that gives pricing advantages (equalization credits) to businesses located within Wayne County and to businesses located within the 10 Targeted Growth Communities within Wayne County (Detroit, Ecorse, Hamtramck, Highland Park, Inkster, Melvindale, River Rouge, Romulus, Sumpter Township, and Taylor). The County shall apply equalization credits up to 7% to the price for proposals submitted by certified County Based Enterprises (CBE) and 2% for Targeted Growth Community Enterprise (TGCE).

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County Based Enterprise / Targeted Growth Community Enterprise Equalization Allowance Table

Contract Amount Equalization Percentage

Up to $50,000 (CBE) 7%

$50,000 to $200,000 (CBE) 5%

$200,000.01 and over (CBE) 2%

Targeted Growth Community Enterprise (TGCE) 2%

This program also includes five additional certifications that provide businesses with equalization credits.

The five additional certifications are: Small Business Enterprise (SBE), Expanding Business Enterprise (EBE), Joint Venture (JV), Mentor Venture (MV) and Veteran Enterprise (VE). These equalization credits for qualifying certified suppliers have maximum allowable credits that cannot exceed 10% of the price. All suppliers and their first tier subcontractors*, who wish to receive credits for their proposals, must be certified by the Human Relations Division at the time of Proposal and must submit a copy of their current certification in the proposal.

Certification Eligible for Equalization Credits

Equalization Percentage

Small Business Enterprise (SBE) 2%

Expanding Business Enterprise (EBE) 2%

Joint Venture (JV) 2%

Mentor Venture (MV) 2%

Veteran Enterprise (VE) 2%

Equalization Allowance table for SBE, EBE, JV, MV, VE

If you have questions regarding certification or to apply for certification please visit Human Relations website at https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx or call the office (313) 224-5021.

Most federal and state funded projects will not include the application of geographic advantages such as the CBE and TGCE in accordance with funding requirements as well as other advantage categories; in these cases, equalization credits will not apply.

https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx

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*Additional equalization credits will be awarded to first tier CBE and TGCE subcontractors of the Proposer.

(See section 4.10.5)

1.11 Final Agreement Award Determination

The County reserves the right to withdraw the RFP, to award to one Proposer, to any combination of Proposers, by item, group of items, or total proposal. The County may waive informalities. The Proposer to whom the award is made will be notified at the earliest possible date. Tentative acceptance of the proposal, intent to recommend award of a contract and actual award of the contract will be provided by written notice sent to the Proposer at the address designated in the proposal. If, for any reason, a contract is not executed with the selected Proposer within a reasonable amount of time, as determined by Wayne County, after notice of recommended award, then the County may recommend the next most responsive and responsible Proposer. Award of this proposal is contingent upon the availability of funds for this project, within the sole discretion of the County. Acceptance of the Proposer’s proposal does not constitute a binding contract.

There is no contract until the agreement is approved by the Wayne County Commission (if such approval is required by the Procurement Ordinance) and executed by the County Executive.

The County is not liable for performance costs until the successful Proposer has been given a fully executed contract. Failure to accept the terms and conditions of the County’s Standard Contract may deem the Proposer non-responsive.

1.12 Conflict of Interest

No Wayne County employee or agent whose position in Wayne County enables him/her to influence the selection of a Supplier for this RFP, or any competing RFP, nor any spouse of economic dependent of such employees, shall be employed in any capacity by a proposer or have any other direct or indirect financial interest in the selection of a supplier.

1.13 Gratuities

It is prohibited for any Wayne County officer, employee or agent to accept a gratuity for themselves or for a relative, except as permitted by the County’s Procurement Ordinance.

A proposer shall not offer or give either directly or through an intermediary, consideration, in any form, to a Wayne County officer, employee or agent for the purpose of securing favorable treatment with respect to the award of the Contract.

1.14 Compliance with Laws

The Proposer must comply with all federal, state, and local laws and policies including, but not limited to:

A. The provisions of the Wayne County Procurement Ordinance governing “Ethics in Public Contracting”, as applicable to contractors, being Article 12 of Chapter 120, and Contractor agrees to provide all required disclosures;

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B. The Michigan Civil Rights Act;

C. The Persons With Disabilities Act;

D. The Age Discrimination Act;

E. Section 504 of the Rehabilitation Act;

F. The Slavery Era Disclosure Ordinance;

G. The Fair Employment Practices of the Equal Contracting Opportunities Ordinances.

1.15 Cooperative Contract (Optional)

NOT APPLICABLE

1.16 Proposal Guarantee

NOT APPLICABLE

1.17 Pre-Proposal Meeting and Site Visit

1.18 Definitions (Optional)

Definitions of terms, such as county representative, monumentation, remonumentation, maintenance, original public land survey corner, property controlling corner, protracted public land survey corner and land recordation certificate, are found in the State Survey and Remonumentation Act, Act 345 of 1990, MCL 54.262, et. seq. and the Corner Recordation Act, Act 74 of 1970, MCL 54.202, et. seq.

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SECTION 2.0 – MINIMUM QUALIFICATIONS

2.1 Adherence to Minimum Qualifications (Pass/Fail)

Interested and qualified proposers that can demonstrate their ability to successfully provide the services/products outlined in the Scope of Work/Specifications section of this RFP are invited to submit proposal(s), provided they meet the following minimum qualifications:

a) The Proposer must have at least five (5) years of experience performing survey, monumentation and remonumentation services under a county monumentation and remonumentation plan.

b) The Proposer or its key personnel must have worked on at least three (3) comparable projects.

c) The Proposer, or its key personnel, and its subcontractors, must be licensed by the State of Michigan to practice professional surveying.

Failure of the Proposer to meet all of the minimum qualifications will eliminate its proposal from any further consideration.

2.2 Preferred Qualifications (Optional)

Following the determination of meeting the minimum qualifications, the Proposer may be scored higher during evaluation if they meet the following preferred qualifications:

a) The Proposer or its key personnel have worked on at least five (5) comparable projects.

b) The Proposer or its key personnel has a qualified team of surveyors at your service and/or on staff.

c) The Proposer or its key personnel has remonumentation and maintenance experience in southeast

Michigan.

d) The Proposer or its key personnel has experience with GPS survey control networks.

e) Wayne County desires to do business with companies that have a strong desire to do business with

us. The Proposer can clearly demonstrate previous experience involving similar engagements with both public and private sector clients.

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SECTION 3.0 – SCOPE OF WORK/SPECIFICATIONS

3.1 Contracted Scope of Services/Statement of Work:

All work under the contract must be performed by professional surveyors who are licensed by the State of Michigan to practice professional surveying.

Each year of the multi-year contract, the County representative, working in collaboration with the Contractor, will choose a number of original public land survey corners, property controlling corners and protracted public land survey corners that the contractor must monument, or remonument, based on grant funding. The County will submit the list of corners to the state for approval. Once approved, the County representative will inform the Contractor of such approval. The County's grant administrator will send a formal Notice to Proceed when the County's contract approval process is completed and the grant agreement with the State has been executed. The work may be performed by the Contractor or its subcontractors. The County must approve any subcontractor who will perform any work under the contract.

When all of the corners in Wayne County have been reestablished, the Contractor must carry out the County's Perpetual Maintenance Plan.

3.2 Specifications:

1. Research of Corners

(a) For each original public land survey corner, property controlling corner, and protracted public land survey corner that is chosen by the County representative, the Contractor is responsible for researching public and private records for any historical evidence, which the contracting surveyor deems is necessary to substantiate or dispute the present position of the corner.

(b) After the Contractor has completed the research for a group of corners, the surveyor shall perform sufficient field reconnaissance to determine whether or not the corner is properly marked and witnessed. The Contractor must also check the corner location with respect to record information to confirm that it is in agreement with the compiled research data.

(c) Before any monuments are placed in the manner described in Section 2- Monumentation of Corners, the surveyor must prepare a Research Corner Dossier Folder, for each corner he or she researched, and submit it to the County representative. The folder must contain all of the historical survey information that was used to reestablish the corner and before and after photographs of the corner location under review.

(d) The surveyor who prepared the dossier must present it, along with a completed Land Recordation Certificate (LCRC), to the Peer Review Group for review and advice on the corners. This is necessary before the County accepts the original public land survey corners or protracted public land survey corners for filing under the county plan.

2. Monumentation of Corners

(a) Field Reconnaissance

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After research is completed for a group of corners, the surveyor must perform sufficient field reconnaissance to determine whether or not the corner is properly marked and witnessed. The surveyor should also check the corner location, with respect to record information, to confirm that it agrees with the compiled research data. The surveyor must take a photograph of the site before and a photograph of the site after setting any new monument. The surveyor must include the photographs in the Research Corner Dossier.

(b) Resurvey Original Survey Unit

The surveyor must measure to adjoining corners and reference all completed survey work to the state plane coordinate system using at least two of the existing 97 primary control corners and/or to the existing Continuously Operating Reference Station (CORS) towers as established by the Michigan Spatial Reference System.

(c) Set Corners

The surveyor must:

(1) locate and witness existing corners, or set and witness lost or obliterated corners by placing Wayne

County remonumentation caps and new irons or monuments at corner locations or on existing markers if suitable,

(2) set and witness temporary corner markers in hard roadway surfaces where new monument and road boxes are required and

(3) review Wayne County guidelines for setting corner markers in paved roadways.

(d) Peer Review Group Review of Corner Dossiers, additional survey data and LCRC forms

After the surveyor has completed the work, the Contractor must obtain a date from the County representative for presentation of the dossiers, additional survey work and LCRCs (for corners not previously recorded) to the Peer Review Group. The Contractor must provide the County representative with the dossiers, additional survey work and the LCRC forms that the Contractor intends to record. The surveyor who prepared the dossier should present the information to the Peer Review Group. The Peer Review Group will comment and give advice on the information presented.

(e) Set New Concrete Markers (when possible)

The surveyor should set new concrete markers when possible. The Contractor must provide a written explanation to the County representative explaining why a new concrete marker was not set.

(f) Set New Monument Box (when required)

The Contractor must establish acceptable accessories for all monumented corners. When the actual corner is located in a busy and hazardous highway area, the reference corner marker must be established within the public right of way but out of the vehicle traffic lane.

(g) Record Keeping

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The Contractor must complete township log sheets of work that is finished, including dates that are required by the State for each increment of work. The Contractor is responsible for the final LCRCs that are recorded. The Contractor must attend the Peer Review Group meetings along with the surveyors who research and monument the corners and prepare the dossiers.

3. Establish State Plane Coordinates

(a) The Contractor must establish state plane coordinates on all corners as reestablished in accordance with state requirements and the approved Wayne County monumentation and remonumentation plan.

(b) When all of the corners within Wayne County have been reestablished in accordance with the County monumentation and remonumentation plan, and the State Survey and Remonumentation Act, Act 345 of 1990, the County will develop its perpetual maintenance plan to insure that all corners are perpetuated on the ground. The County representative and the Contractor will meet and discuss how this work is to be carried out.

3.3 Contract Term:

The term of the resultant contract shall be for a period of three years from the date the parties have executed the contract, with either two one-year extensions or one two-year extension options, which may be exercised at the discretion of Wayne County.

3.4 Additional Specifications:

3.4.1 Service Work Schedules:

When the Contractor is onsite at County facilities the Contractor will observe the general operating hours of the Office of Wayne County Register of Deeds.

3.4.2 Service Security of Building and Property Requirements:

NOT APPLICABLE

3.4.3 Service Equipment Requirements:

The Contractor is responsible for providing its own computer equipment and information technology systems, unless specified otherwise under this RFP.

3.4.4 Service Consumable Supplies Requirements:

NOT APPLICABLE

3.4.5 Service Inspection and Correction of Deficiencies Requirements:

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3.4.6 Service Capabilities:

The Contractor will provide professionals who are current with professional development and will provide such documentation as necessary to show compliance.

3.4.7 Ordering of Services:

NOT APPLICABLE

3.4.8 Customer Service:

Contractor provided professionals assigned to the engagement will reply to email or phone calls timely.

3.4.9 Roles and Responsibilities:

The Contractor will not subcontract the responsibilities outlined in this RFP without prior written approval (excluding subcontractor(s) disclosed in the response to this RFP).

3.4.10 Delivery Acceptance Criteria:

The designated Wayne County representative shall provide the final review and approval of the required services/productions outlined in this RFP.

3.4.11 Service Level Agreements:

NOT APPLICABLE

3.4.12 Milestones:

The Contractor, as part of the response to this RFP, shall provide a timeline with milestones identified for timely implementation of services/delivery of products. The proposed timeline and milestones should preferably be presented in a Gantt chart format.

3.4.13 Training:

The Contractor shall provide training, as outlined in the Scope of Work/Specifications section of this RFP.

3.4.14 Success Criteria:

The Contractor is responsible for the successful performance of all requirements outlined in this

RFP.

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SECTION 4.0 – BIDDING, EVALUATION, SELECTION & AWARD PROCESS

This section contains key information as well as instructions to proposers on how to prepare and submit their proposal:

4.1 Wayne County Responsibility

Wayne County is not responsible for representations made by any of its officers or employees prior to the execution of the Contract unless such understanding or representation is included in the Contract.

4.2 Truth and Accuracy of Representations

The Wayne County Procurement Director or designee may reject any proposal that is evaluated and determined to include false, misleading, incomplete, or deceptively unresponsive statements.

4.3 Proposer Q&A

Proposers may submit written questions regarding this RFP, by the questions deadline date, to the individual identified on the cover page. All questions, without identifying the submitting company, will be compiled with the appropriate answers and issued as an addendum to the RFP.

When submitting questions please specify the RFP section and paragraph number, and quote the language that prompted the question. This will ensure that the issue can be quickly found in the RFP. Wayne County reserves the right to group similar questions when providing answers.

Wayne County may modify the RFP at any time during the proposal process. All changes to the RFP will be posted as an addendum under the proposal number and each posting officially revises the RFP.

4.4 Preparation of the Proposal

Each Proposer must submit a complete proposal in response to this RFP. The proposal must remain valid for at least 180 days from the due date for responses to this RFP.

The Proposer will be responsible for completing all documents and forms listed under Part 2, Section 5, of this RFP, which is titled Supplier Submittal Requirements. If not provided, proposer will be required to download the forms. Complete the forms, including signature, and then upload the forms. These documents and forms are as follows:

• Documents demonstrating minimum qualifications – It is expected that a Proposer will include completed forms to demonstrate minimum qualification requirements are met, which include:

o References o Business Information Questionnaire (included in the Ethics in Contracting Form) o Resumes for key personnel

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o Licenses/Certificates for key personnel and subcontractors

• Signed Proposal Form – The Proposer must sign the Proposal Form. Each signature represents binding commitment upon the Proposer to provide the goods and/or services offered to the County if the Proposer is determined to be the most responsive and responsible Proposer.

• Pricing Sheet – The Proposer must use the Pricing Sheet that accompanies this RFP. Any other pricing format submittal may result in disqualification.

• Proposal Guarantee – NOT APPLICABLE

• Response to Scope of Work Requirements Form - The Proposer shall include a detailed response to the outlined requirements.

• Terms & Conditions Form – Proposer will review terms and conditions. Any exceptions to the terms and conditions need to be identified in the proposal otherwise it will be determined that the terms and conditions are acceptable to the Proposer.

• First Tier Subcontractor Designation Form – This form is required to be completed by all prime contractors for contracts greater than $50,000.

• Ethics in Contracting Vendor Form – This form is required to disclose any relationships between the principal/managing members of the proposing company and Wayne County employees for all contracts greater than$10,000.

• W-9 Form – This form is required to verify the proposer’s federal tax identification (EIN) number and legal business name.

• Fair Employment Practices (FEP) Certificate – A current FEP certificate is required of all companies that do business with Wayne County. If the proposer does not have this certification, an on-line application shall be submitted to the Human Relations Department at the time of proposal submission for all contracts greater than $50,000. Print a hard copy of your company’s on-line application and submit with the proposal.

• Certificate of Insurance (COI) – A current COI is required, which lists, at minimum, commercial general liability limits and as applicable other insurance that may be required. The requirements for the resultant contract are listed in the Contract/Terms and Conditions attachment.

• DBE Form – Not Applicable.

• Debarment Form – Not Applicable

• Evaluation Criteria – Proposer is to include any additional materials or documentation, which supports its ability to meet or exceed the Evaluation Criteria outlined in Section 4.10 of this RFP.

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There are no unique formatting requirements. Information provided shall be organized and in a readable format.

4.5 Proposal Submission Requirements

To be considered, the proposal must be prepared in the manner and detail specified in this RFP.

1) Proposals, all attachments, and any modifications or withdrawals, must be submitted electronically through the BidNet Direct (MITN) Bid System (https://www.bidnetdirect.com/). Proposers should provide the documents in a modifiable form (e.g., Microsoft Word or Excel), but have the option to also provide copies of any documents in a non-modifiable form (e.g. PDF) with the sole exception of any pricing which must be provided in Excel format, when an Excel Pricing Sheet is provided. Proposer’s failure to submit a proposal as required may result in disqualification of such proposal. The proposal and attachments must be fully uploaded and submitted prior to the due date and time identified above.

Proposals received after the deadline will not be accepted.

Do not wait until the last minute to submit the proposal, as the BidNet system requires the creation of an account and entry of certain information, in addition to uploading and submitting the materials. The BidNet system will not allow a proposal to be submitted after the due date and time identified on the cover page.

2) The opening/downloading of a proposal does not constitute the County’s acceptance of the Proposer as a responsive and responsible Proposer.

3) Submission of a proposal establishes a conclusive presumption that the Proposer is thoroughly familiar with the RFP, specifications and terms of the Form of Contract, and the County’s Procurement Ordinance, and that the Proposer understands and agrees to abide by each and all of the stipulations and requirements contained therein.

4) Proposals sent by facsimile, telegraph, or email will not be considered.

5) All costs incurred in the preparation and presentations of the proposal, as well as any resulting contract, are the Proposer’s sole responsibility; no such costs will be reimbursed to any Proposer. All documentation submitted with the proposal will become the property of the County.

4.6 Duplicate Proposals

No more than one (1) proposal from any Proposer, including its subsidiaries, affiliated companies and franchisees will be considered by the County. In the event multiple proposals are submitted in violation of this provision, the County will have the right to determine which proposal will be considered, or at its sole option, reject all such multiple proposals.

4.7 Withdrawal

Proposals may be withdrawn through the BidNet Direct System prior to the proposal deadline indicated on the cover page of this RFP. No proposal may be withdrawn after the deadline for submission.

https://www.bidnetdirect.com/

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4.8 Evaluation Process

All Proposals will be reviewed for compliance with the mandatory minimum requirements stated within this RFP. Proposals not in compliance with the mandatory minimum requirements will be eliminated from further consideration.

A. Wayne County may contact the Proposer for clarification of the Proposer's proposal.

B. Wayne County may require the Proposer to submit additional and/or supporting materials.

C. Responsive proposals will be evaluated on the factors identified in this RFP. The Proposer(s) whose proposal is advantageous to the County, taking into consideration the evaluation factors, will be recommended for award approval.

4.9 Evaluations and the Proposal Evaluation Committee

Wayne County reserves the right to judge the contents of the proposals submitted pursuant to this RFP and to review, evaluate and select the successful proposal(s).

All requests for proposals shall be reviewed and evaluated by an Evaluation Committee approved by the Procurement Director. Evaluation Committees are usually comprised of at least three voting members, but they can be any size. Voting membership on the Evaluation Committee shall be limited to County employees; however, the Procurement Director, Procurement Officer, public officials and/or consultants under contract with Wayne County may sit as non-voting consulting members. (Bid Evaluator’s Guide)

All proposals will be evaluated based on Section 4.10 below. All proposals will be scored and ranked in numerical sequence as outlined in the Bid Evaluator’s Guide. Wayne County may also, at its option, invite proposers being evaluated to make an oral presentation or conduct site visits, if appropriate.

After a prospective supplier/contractor has been selected, Wayne County and the prospective supplier(s)/contractor(s) will negotiate a contract.

Each proposal that is timely received will be evaluated on its merit and completeness of all requested information. In preparing proposals, proposers are advised to rely only upon the contents of this RFP and accompanying documents and any written clarifications or addenda issued by the County. If a Proposer finds a discrepancy, error, or omission in the proposal package, or requires any written addendum thereto, the Proposer is requested to notify the Purchasing Contact noted on the cover page of this RFP, so that written clarification may be sent to all prospective proposers. The County is not responsible for oral representations. All questions must be submitted in writing to the Procurement Contact only before the Question Deadline indicated on the cover page of this document. All answers will be issued in the form of a written addendum.

Proposers shall not be provided any information about other proposals or prices or where the Proposer stands in relation to others at any time during the evaluation process. Any request for such information by a Proposer, its subcontractor or an affiliated party may be viewed as a compromise to the evaluation process and the requesting Proposer may be eliminated from further consideration.

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4.10 Evaluation Criteria

4.10.1 Experience & Qualifications (50 points)

(a) Describe how you meet or exceed the minimum qualifications in the Scope of Work in this document. Include copies of licensures of key personnel and subcontractors with your proposal.

(b) Describe how you meet or exceed the preferred qualifications in the Scope of Work in this document.

(c) Describe the experience (including years of experience) in providing similar services.

(d) Provide at least three (3) references for similar projects, including name of establishment, address, dates of service, contact name and telephone number. Clearly indicate for the projects which, if any, of the proposed key personnel worked on each.

(e) Describe the experience and qualifications of key personnel. Include detailed resumes.

4.10.2 Work Plan and Timeline (20 points)

(a) Submit a detailed work plan.

(b) Submit a proposed timeline, preferably in Gantt format.

4.10.3 Technical Solution (0 points) (If applicable)

4.10.4 Project Cost (30 points)

(a) Complete the enclosed price sheet.

(b) Provide a detail of how you arrived at this figure. Be sure to include breakdowns by position and hours, as well as detail of anticipated reimbursable expenses.

4.10.5 Utilization of First Tier Subcontractors located in Wayne County (0 points)

To receive additional equalization credits for first tier subcontractors, proposers must submit the following:

(a) Please complete the “Human Relations First-Tier Subcontractor Form”.

(b) Provide CBE and/or TGCE certificates for subcontractor located in Wayne County.

(c) Provide a description of the services that each first-tier subcontractor located in Wayne

County will provide, total amount each subcontractor will be compensated, along with the percentage of contract award for each subcontractor. (This information is requested in the Form.)

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(d) A formal letter of intent between the Proposer and each first-tier subcontractor located in Wayne County formalizing the intent to subcontract is required, if awarded a contract pursuant to this RFP.

Depending on the amount of points assigned to the “utilization of subcontractor located in Wayne County” criteria, proposals shall receive a prorated number of the points based on the total percentage of subcontractors located in Wayne County that are utilized as set-forth in the “First- Tier Subcontractor Designation” form.

(For Example: if the total points allocated for the “utilization of subcontractor located in Wayne County” criteria is 8 points, and a Respondent utilizes 30% of total subcontractors located in Wayne County; then the proposer will receive 2.4 points for this criteria).

4.11 Optional Tools to Enhance the Evaluation Process

Wayne County, during the evaluation of proposals may find it necessary to utilize one or multiple tools, as listed below, to facilitate their understanding of the proposal(s) in order to select the best offering to Wayne County.

4.11.1 Clarifications

Wayne County may issue a clarification request, in writing, to one or all Proposers. A clarification request does not allow a Proposer to change its proposal. The clarification response may include additional information to address any ambiguities or deficiencies in the proposal.

4.11.2 Oral Presentation

Wayne County may require an oral presentation of the Proposer's proposal. This presentation provides an opportunity for the Proposer to clarify its proposal.

4.11.3 Site Visit

Wayne County may conduct a site visit to tour and inspect the Proposer’s facilities.

4.11.4 Best and Final Offer (BAFO)

Wayne County may request a Best and Final Offer (BAFO) from each Proposer determined to be in the competitive range.

4.12 Negotiations

After a prospective Contractor(s) has been selected, Wayne County and the prospective Supplier(s) will negotiate a Contract. If a satisfactory Contract cannot be negotiated within a reasonable amount of time, as determined by the County, Wayne County may, at its sole discretion, begin negotiations with the next qualified Proposer who submitted a proposal.

4.13 Wayne County Option to Reject Proposals

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The County reserves the right to: reject any or all proposals (in whole or in part); to award in whole or in part; to award by line item; and, to waive any minor informality or irregularity in proposals received, if it is determined by the Procurement Director or designee that the best interest of the County will be served by doing so. The County may reject any proposal from any person, firm or corporation in arrears or in default to the County on any contract, debt, or other obligation, or if the Proposer is debarred by the County from consideration for a contract award, or if Proposer has committed a violation of the ethics or anti-kickback provisions of the County’s Procurement Ordinance which resulted in a termination of a contract or other penalty within the two (2) years immediately preceding the date of issuance of this document.

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PART 2 – SUPPLIER SUBMITTAL REQUIREMENTS

SECTION 5.0 – REQUIRED DOCUMENTATION AND FORMS

(Mandatory Minimum Requirements Checklist)

DOCUMENTATION AND FORMS

5.1 Demonstrate that the Proposer or its key personnel meet the minimum qualifications outlined in Section

2.0, which may be accomplished by submitting the following:

• Completed References Form

• Completed Business Information Questionnaire portion of the Ethics in Contracting Form

• Resumes for key personnel

• Licenses/Certificates

5.2 Signed Proposal Form – must be submitted with bid

5.3 Pricing Sheet [Appendix A] – must be submitted with bid

5.4. Proposal Guarantee/Bid Bond – NOT APPLICABLE.

OTHER FORMS (Download*, complete and include with your proposal)

5.5 Response to Scope of Work Requirements Form

5.6 Terms and Conditions Form

First Tier Subcontractor Designation Form

Ethics in Contracting Vendor Form

W-9 Form

Fair Employment Practices (FEP) Certificate. Complete the on-line application and print (PDF) a hard copy of your company’s application and include with your proposal.

Apply on-line at: https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx

Certificate of Insurance listing current coverages

EVALUATION CRITERIA

Include any additional documentation that demonstrates how your company meets or exceeds the Evaluation

Criteria outlined in Section 4.10.

* Download Forms that are not included at:

https://www.waynecounty.com/departments/mb/procurement/procurement-forms.aspx http://www.waynecounty.com/documents/mb/Subcontractor_designation_form-final_3-12-07_(2).pdf http://www.waynecounty.com/documents/mb/Ethics_Form_(rev__6-20-12).pdf http://www.waynecounty.com/documents/mb/W-9_2014.pdf http://www.waynecounty.com/county/businesses/vendormgmt.htm https://www.waynecounty.com/departments/corpcounsel/certification-program.aspx https://www.waynecounty.com/departments/mb/procurement/procurement-forms.aspx https://www.waynecounty.com/departments/mb/procurement/procurement-forms.aspx

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5.1 REFERENCES THAT DEMONSTRATE MINIMUM QUALIFICATIONS

(Outlined in Section 2.0)

Complete the following information for a minimum of three (3) customer references for products/services of similar scope dating within the past five (5) years.

Reference 1:

Entity Name:

Contact Name and Title:

City:

State:

Phone Number:

Email Address:

Years Serviced/Date of Project:

Annual Volume/Contract Amount:

Description of Project or Services:

Reference 2:

Reference 3:

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5.2 PROPOSAL FORM

PROPOSAL FORM

Failure to complete this form shall result in your Proposal being deemed non-responsive and rejected without further evaluation

The Undersigned hereby offers and, if the contract is executed by the County Executive, agrees to furnish the goods and/or services in compliance with all terms, scope of work, conditions, specifications, and addenda in the Request for Proposals. The Undersigned further agrees to accept, via email or other electronic means, any and all notifications and contractual documents including, but not limited to, notifications, insurance verification requests, and purchase orders.

ADDENDA:

The undersigned has read, understands and is fully cognizant of the Information to Proposers, including the Form of Contract, all Exhibits thereto, together with any written addendum issued in connection with any of the above. The undersigned hereby acknowledges receipt of the following addendum(s): _____, _____, _____, _____ (write “none” if none). In addition, the undersigned has completely and appropriately filled out all required forms.

OBLIGATION:

The undersigned, by submission of this Offer, agrees to be obligated, if recommended for award of the contract and if the contract is executed by the County Executive, to provide the stated goods and/or services to the County for the term as stated in this RFP, and to enter into a contract with the County, in accordance with the conditions, scope and terms, as well as the Form of Contract, together with any written addenda as specified above.

COMPLIANCE:

The undersigned hereby accepts all administrative requirements of the RFP and will be in compliance with such requirements. By submitting this Proposal Form, the Proposer represents that: 1) the Proposer is in compliance with any applicable ethics or anti-kickback provisions of the County’s Procurement Ordinance, and

2) if awarded a contract to operate the Concession or provide the Services required in the RFP, the Proposer will comply with the ethics and anti-kickback provisions of the Procurement Ordinance.

NONCOLLUSION:

The undersigned, by submission of this Proposal Form, hereby declares that this Proposal is made without collusion with any other business making any other Proposal, or which otherwise would make a Proposal.

PERFORMANCE BOND(S):

The undersigned further agrees that if awarded the Agreement, it will submit to the County any required performance bond(s).

SUBMITTAL REQUIREMENTS:

The undersigned certifies it has attached a complete response to each of the submittal requirements listed in the Evaluation Criteria and Submittal Requirements section of this RFP.

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No proposal shall be accepted which has not been signed in the appropriate space below.

I certify, under penalty of perjury, that I have the legal authorization to bind the firm hereunder:

For clarification of this offer, contact:

Company Name: Name:

Address:

Title:

City: State: Zip: Phone:

*Signature of Authorized Person Fax:

Printed Name Email:

*Proposal Form must be signed by an authorized representative.

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5.3 PRICING SHEET AND OTHER PRICING REQUIREMENTS

Complete APPENDIX A (Pricing Sheet), with the following considerations:

5.3.1 Tax Excluded…