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. 15-061R/LJ

Palm Beach County Board of County Commissioners and

Water Utilities Department are seeking

Proposals for:

ADVANCED METERING INFRASTRUCTURE (AMI)

Date issued/available for distribution: May 6, 2016

Proposer shall submit one (1) unbound original, six (6) 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 6, 2016, 4:00 p.m. local time. See Section 1.8 of the RFP for Mailing Instructions.

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

TABLE OF CONTENTS

SECTION PAGE

SECTION 1 GENERAL INFORMATION

1.1 ISSUING OFFICE

1.2 PURPOSE OF THE PROJECT

1.3 HISTORY AND BACKGROUND

1.4 GENERAL INFORMATION

1.5 PERIOD OF CONTRACT

1.6 QUALIFICATION OF RESPONDENTS

1.7 TIMETABLE

1.8 PROPOSAL SUBMISSION

1.9 CONTACT PERSON

1.10 CONE OF SILENCE

1.11 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 SMALL BUSINESS ENTERPRISE

2.11 PALM BEACH COUNTY OFFICE OF THE INSPECTOR GENERAL

AUDIT REQUIREMENTS

2.12 RULES; REGULATIONS; LICENSING REQUIREMENTS

2.13 CRIMINAL HISTORY RECORDS CHECK

2.14 REVIEW OF PROPOSALS

2.15 EXCEPTIONS TO THE RFP

2.16 SELECTION PROCESS

2.17 EVALUATION CRITERIA

2.18 AWARD OF CONTRACT

2.19 DISCLOSURE OF OWNERSHIP INTEREST

2.20 STANDARD CONTRACT PROVISIONS (ATTACHMENT 1)

2.21 COMMENCEMENT OF WORK

2.22 INSURANCE REQUIREMENTS

2.23 SUCCESSFUL PROPOSER NON-DISCRIMINATION POLICY

2.24 DRUG FREE WORKPLACE CERTIFICATION

2.25 AUTHORIZED SIGNATURE

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TABLE OF CONTENTS

(continued)

SECTION PAGE

SECTION 3 PROPOSAL REQUIREMENTS

3.1 EXPERIENCE / QUALIFICATIONS / BACKGROUND / REFERENCES

INFORMATION

3.2 PROJECT APPROACH UNDERSTANDING SATISFACTION OF

REQUIREMENTS INFORMATION

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

3.4 BUSINESS LOCATION/LOCAL PREFERENCE

3.5 PRICE PROPOSAL/PAYMENT SCHEDULE INFORMATION

3.6 BUSINESS INFORMATION

3.7 AMENDMENTS TO THE RFP

3.8 ADDITIONAL INFORMATION

SECTION 4 SCOPE OF WORK/SERVICES

ATTACHMENT A - PALM BEACH COUNTY SERVICE AREA

ATTACHMENT B - APPROVED MATERIAL LIST FOR METER BOXES

AND METER LIDS

SECTION 5 ATTACHMENTS

ATTACHMENT 1 - SAMPLE STANDARD CONTRACT

SECTION 6 APPENDICES

APPENDIX A - PRICE PROPOSAL PAGES

APPENDIX B - BUSINESS INFORMATION

APPENDIX C - SBE SCHEDULES 1, 2, 3(A), & 4

APPENDIX D - CERTIFICATION OF BUSINESS LOCATION

APPENDIX E - DRUG-FREE WORKPLACE CERTIFICATION

APPENDIX F - DISCLOSURE OF OWNERSHIP INTERESTS

APPENDIX G - NON-DISCRIMINATION POLICY

APPENDIX H - SATISFACTION OF REQUIREMENTS

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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 the Palm Beach County Water Utilities Department (PBCWUD). 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 1.9, Contact Person.

1.2 PURPOSE OF THE PROJECT

Palm Beach County (County) is soliciting proposals from qualified Contractors to provide a fixed base Advanced Metering Infrastructure (AMI) system for the Palm Beach County Water Utilities Department (PBCWUD) as more specifically described in the Scope of Work/Services (SOW). The County desires to improve the efficiency of collecting monthly water utility meter data, for performing subsequent billing, and for enhancing the interface with its customers.

1.3 HISTORY AND BACKGROUND

PBCWUD is an enterprise fund operation of the Palm Beach County Board of County Commissioners. The County provides potable water, wastewater, and reclaimed water services to approximately 185,313 metered accounts located within approximately 1,300 square miles of the primarily unincorporated area of the County (see Attachment A to the Scope of Work/Services - Palm Beach County Service Area map). A total of ten (10) Meter Readers are assigned to read the 185,313 accounts every month. The service area is split into reading cycles and cycles are read each day throughout the month and billing the accounts occurs every day. Our current meter infrastructure incorporates a combination of Sensus manual meters with readings captured via handheld reading devices, and Neptune AMR meters with an estimated 125,000/60,000 split respectively.

1.4 GENERAL INFORMATION

The intent of this competitive process is to select future Advanced Metering Technology which will be used throughout the County’s entire service area. Due to budget and time constraints, the conversion of the entire service area will not be possible in one budget year. The County anticipates the completion of the initial phase will take no longer than one (1) year. All future phases comprises of the installation will utilize the technology selected in this solicitation.

The scope of the initial phase of the project is as follows:

• AMI Meters/Transponders (Provided by Contractor and installed by County)

5/8" Single Box 2,700 5/8" Dual Box 24,300 1" Single Box 540

• Communications Infrastructure installed by Contractor to capture reading data within the boundaries of Hypoluxo Road to the North, Linton Road to the South, Military Trail to the East and State Road 7 to the West. (See Attachment A - Palm Beach County Service Area map with marked coverage area)

• Contractor hosted server/data repository environment with capability to transfer reading data to the Palm Beach County Water Utilities Department's (PBCWUD) enterprise billing system

• Web based access to hosted customer interface software

• System implementation services

• Training for both software and field installation/connectivity

• Operational and user manuals for office and field staff

• Warranty and maintenance service for purchased components

The County’s goal is to provide the most economical and reliable service available to its PBCWUD customers. The County expects that the AMI system will serve as a vital tool for achieving its goal as it moves forward. The AMI system is expected to provide information technology which shall:

a. Improve the County’s operational efficiency and reduce costs through remote transmission and central retrieval of interval data from water meter reads. In addition, the system shall provide ancillary notifications of leaks, tampering, theft, high consumption, and low consumption. The system shall also provide trending and analysis features for user patterns.

b. Significantly enhance County services such as on demand meter and usage data. Remote activations and deactivations of meters are highly desirable.

c. Provide the County’s customers with a self service web portal and e-mail and text notifications, thereby empowering the County’s residents and businesses to control usage, costs, and to advance “green” initiatives.

1.5 PERIOD OF CONTRACT

The proposed effective date of this Contract is August 16, 2016. The selected proposer(s) will provide services in accordance with the schedule submitted in their proposal for completion of the tasks necessary for successful implementation of all components outlined in the scope of the initial phase as defined in Section 4.3 – General Information. The County anticipates the completion of this work will take no longer than one (1) year.

1.6 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.

1.7 TIMETABLE

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

Activity Date Time Location

RFP available for 5/6/16 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

Deadline for receipt of 5/17/16 5:00 p.m. Purchasing Department questions or comments 50 S. Military Trail, Ste.110

W. P. B., FL 33415

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

W. P. B., FL 33415

Selection Committee 6/23/16 9:00 a.m. Purchasing Department Meeting 50 S. Military Trail Room 1N-142 North/South

W. P. B., FL 33415

Oral Presentations/ 6/29/16 9:00 a.m. Purchasing Department Selection Committee 50 S. Military Trail Meeting (if conducted) Room 1N-142 North/South

W. P. B., FL 33415

Deadline for receipt of 7/6/16 4:00 p.m. Purchasing Department BAFOS’s (if required) 50 S. Military Trail, Ste. 110

W. P. B., FL 33415

Selection Committee 7/13/16 9:00 a.m. Purchasing Department Meeting (if required) 50 S. Military Trail Room 1N-142 North/South

W. P. B., FL 33415

Posting Date of Notice 7/15/16 Purchasing Department of Intent to Award 50 S. Military Trail, Ste. 110

W.P.B., FL 33415

www.pbcgov.com/purchasing http://www.pbcgov.com/purchasing

BCC Award Date 8/16/16 Governmental Center 301 N. Olive Avenue, 6th Floor

W.P.B., FL 33401

Contract Start Date 8/16/16

NOTE: County reserves the right to alter the above activities and/or times at the

County’s sole discretion.

1.8 PROPOSAL SUBMISSION

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

One (1) unbound original, six (6) 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 May 26, 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. 15-061R/LJ

Title: ADVANCED METERING INFRASTRUCTURE (AMI) Due Date: June 6, 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.

1.9 CONTACT PERSON

The contact person for this RFP is Lisa Juliano, Senior Buyer, at (561) 616-6820, e-mail address: ljuliano@pbcgov.com or fax number (561) 242-6720 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.

1.10 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.

1.11 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 May 17, 2016, and to the address listed in the RFP Timetable (Section 1.7) or fax number or e-mail address listed for the Contact Person (Section 1.9) 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 1.9) 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 1.7) 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 SMALL BUSINESS ENTERPRISE

Policy

It is the policy of the Board of County Commissioners of Palm Beach County, Florida, that all business be afforded an opportunity for full participation in the free enterprise system. In order to implement the policy, the Board of County Commisioners of Palm Beach County, Florida is committed to ensuring full and equitable participation by small business enterprises in the provision of goods and services.

SBE Goals

The County has established a minimum goal of 15% SBE participation for all County solicitations, inclusive of all alternates and change orders. This goal is a minimum, and no rounding will be accepted.

It will be the responsibility of the firm submitting a proposal to furnish all the necessary information to the County in order to receive points for SBE participation. Points will not be cumulative. Points shall be assigned based on the level of SBE participation as outlined below:

Table 1 - SBE Point System (Non-CCNA)

Scenario Points A Proposer is a Palm Beach County certified SBE who will be providing 51% of the work with their own workforce.

10 points (or 10% if total evaluation points exceed 100)

B Proposer has submitted proper documentation verifying that the County’s Professional Services Goal of 15% has been met, utilizing Palm Beach County certified SBE subcontractors. One-half point will be awarded for each increment of five (5) percent by which said amount exceeds the established goal.

5-8 points (or 5%- 8% if total evaluation points exceed 100)

NOTE: Final SBE points will be contingent upon a percentage of the total evaluation.

Upon initiation of the RFP solicitation process, all potential and interested professional service firms or consultants shall be required to list all SBE and M/WBE sub-consultants’ selected portion of work to be performed, and dollar amount or percentage for each on Schedule 1 and Schedule 2.

Points awarded for SBE participation shall not exceed ten percent (10%) of the total amount of possible points awarded.

Proposal Submission Documentation

SBE proposers proposing as prime consultants, are advised that they must complete Schedule 1 and schedule 2, listing the work to be performed by their own workforce as well as the work to be performed by any SBE sub-consultant. Failure to include this information on Schedule 1 will result in the participation by the SBE prime proposers own workforce NOT being counted towards meeting the SBE goal. This requirement applies even if the SBE consultant intends to perform 100% of the work with their own workforce.

Proposers are required to submit with their proposal the appropriate SBE-M/WBE schedules in order to be deemed responsive to the SBE requirements. SBE-M/WBE documentation to be submitted is as follows:

Schedule 1 - List of Proposed SBE and M/WBE Participation

This list shall contain the names of all SBE prime and SBE sub-consultants intended to be used in performance of the contract, if awarded. This schedule shall also be used if an SBE prime proposer is utilizing ANY sub-consultants.

Schedule(s) 2 - Letter(s) of Intent to Perform as an SBE or M/WBE Subcontractor

A Schedule 2 shall be completed by the SBE Prime consultant. A schedule 2 shall be completed and signed by the proposed SBE sub-consultant listed on Schedule 1. SBE Primes and SBE sub-consultants shall specify the type of work to be performed, the cost and/or percentage. If the SBE intends to subcontract any portion of the job to another certified SBE or non-SBE, they are required to list the amount and the name of the sub consultant on this form. The Prime may count toward its SBE goal second and third tiered SBE sub-consultants provided that the Prime submits a completed Schedule 2 form for each SBE sub-consultant. Additional sheets may be used as needed.

SBE Certification

Only those firms certified by Palm Beach County at the time of proposal submission shall be counted toward the established SBE goals. Upon receipt of a complete application, IT TAKES UP TO NINETY (90) DAYS TO BECOME CERTIFIED AS AN SBE WITH PALM BEACH COUNTY. It is the responsibility of the proposer to confirm the certification of any proposed SBE; therefore, it is recommended that proposers visit the on-line Vendor Directory at www.pbcgov.org/osba to verify SBE certification.

Counting SBE Participation (and M/WBE Participation for Tracking Purposes)

a. Once a firm is determined to be an eligible SBE according to the Palm Beach

County certification procedures, the Prime may count toward its SBE goals only that portion of the total dollar value of a contract performed by the SBE.

b. The Prime may count toward its SBE goal a portion of the total dollar value of a contract with a joint venture, eligible under the standards for certification, equal to the percentage of the ownership and control of the SBE partner in the joint venture.

c. The Prime may count toward its SBE goal the entire expenditures for materials and equipment purchased by an SBE sub-consultant, provided that the SBE sub-consultant has the responsibility for the installation of the purchased materials and equipment.

d. Prime may count the entire expenditure to an SBE manufacturer (i.e., a supplier/distributor that produces goods from raw materials or substantially alters the goods before resale).

e. The Prime may count sixty percent (60%) of its expenditure to SBE suppliers/distributors that are not manufacturers.

f. The Prime may count toward its SBE goal second and third tiered SBE sub-consultants; provided that the Prime submits a completed Schedule 2 form for each SBE sub-consultant.

g. The Prime may only count towards its SBE goal the goods and services in which the SBE is certified and performs with its own forces.

Responsibilities After Contract Award

Schedule 3(A) – Professional Services Activity Report

This form shall be submitted by the prime consultants with each payment application when SBE sub-consultants are utilized in the performance of the contract. This form shall contain the names of all SBE sub-consultants, specify the subcontracted dollar amount for each sub-consultant and show amount drawn and payments to date issued to sub-consultants. This form is intended to be utilized on all professional services contracts.

Schedule 4 – SBE-M/WBE Payment Certification

A schedule 4 for each SBE OR MWBE sub-consultant shall be completed and signed by the proposed SBE after receipt of payment from the prime. If a SBE sub-consultant intends to disburse any funds associated with this payment to any sub-consultant for labor provided on this contract, the amount and name of the sub-consultant must be listed on this form. In addition, if the named sub consultant is a certified SBE, then a schedule 4 shall be completed and signed by the named SBE after receipt of payment from the SBE sub-consultant. When applicable, the prime shall submit this form with each application submitted to the county for payment to document payment issued to a sub in the performance of the contract

All proposers hereby assure that they will meet the SBE participation percentages submitted in their respective proposals with the sub-consultants contained on Schedules 1 and 2 and at the dollar values or percentages specified. Proposers agree to provide any additional information requested by the County to substantiate participation.

The successful proposer shall submit an SBE-M/WBE Activity Form (Schedule 3(A)) and SBE-M/WBE Payment Certification Forms (Schedule 4) with each payment application. Failure to provide these forms may result in a delay in processing payment or disapproval of the invoice until they are submitted. The SBE-M/WBE Activity Form is to be filled out by the Prime Consultant and the SBE-M/WBE Payment Certification Forms are to be executed by the SBE firm to verify receipt of payment.

SBE Substitutions

After contract award, the successful proposer will only be permitted to replace a certified SBE sub-consultant who is unwilling or unable to perform. Such substitution must be done with other certified SBE’s in order to maintain the SBE percentages submitted with the bid. Requests for substitutions must be submitted to the user Department and

OSBA.

2.11 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.

2.12 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).

2.13 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.

2.14 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.

2.15 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.

2.16 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 2.17. 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 2.17. 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.

2.17 EVALUATION CRITERIA

1. Experience/Qualifications Weight 20 % ( 20 pts) Background/References (See Section 3.1)

2. Project Approach/Understanding Weight 35 % ( 35 pts) (See Section 3.2)

3. Key Personnel and Operations Weight 15 % ( 15 pts) (See Section 3.3)

4. Price Proposal/Payment Schedule Weight 15 % ( 15 pts) (See Section 3.5)

5. Small Business Enterprise Weight 10 % ( 10 pts) (See Section 2.10)

6. Business Location Weight 5 % ( 5 pts)

(See Section 3.4)

2.18 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.

2.19 DISCLOSURE OF OWNERSHIP INTEREST

Pursuant to a directive by the Board of County Commissioners, the Disclosure of Ownership Interest affidavit (DOIA, Appendix F) must be completed on behalf of any individual or business entity that seeks to do business with the County when applicable.

Disclosure does not apply to nonprofit corporations, government agencies, or to an individual’s or entity’s interest in any entity registered with the Federal Securities Exchange Commission or registered pursuant to Chapter 517, F.S., whose interest is for sale to the general public.

http://www.pbcgov.com/purchasing

Upon request from the Purchasing Department, the recommended awardee shall submit a completed DOIA (Appendix F) within a reasonable time, as requested. If the recommended awardee fails to submit a completed DOIA in a timely manner, the County, at its sole discretion, may elect to cancel the Recommended Award.

2.20 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 1.7).

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.

2.21 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.

2.22 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.

2.23 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 G 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.

2.24 DRUG FREE WORKPLACE CERTIFICATION

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

2.25 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, six (6) 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 Lisa Juliano, 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 Proposer shall submit a detailed statement of their experience, qualifications and background for providing a fixed base advanced metering infrastructure system similar to that being solicited in this

RFP.

3.1.2 Proposers shall state how long they have been in business under the same business name and owner/management structure, if they have ever been terminated on an awarded contract, or if they have otherwise failed to complete any work awarded. Also list three (3) recent contracts under which you provide fixed base AMI systems consistent with the general requirements being proposed for this solicitation. For each contract, indicate contract amount, number of meters, range of meter sizes, project location, and date completed.

*3.1.3 Each proposer should submit a minimum of three (3) references demonstrating the successful implementation of a fixed base AMI Metering system similar to that being solicited for this RFP within the past five (5) year(s). Each reference should include the following:

a. Name of client company, contact names, addresses, telephone/ fax numbers, dollar amount of contracts and dates of service.

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

3.2 PROJECT APPROACH / UNDERSTANDING / SATISFACTION OF

REQUIREMENTS INFORMATION

The proposer shall provide a detailed narrative description, graphics, timeline, of its approach and methodology for implementing AMI Meter Reading Technology throughout PBCWUD's service area. Additionally, focusing on the requirements of this first phase of the overall project, proposer shall provide details including, but not limited to, the following:

3.2.1 Recommended System Architecture:

Provide all necessary narrative, diagrams and supplemental information to fully explain the architecture of the technology that will provide a fixed base AMI Metering system for the entire PBCWUD service area.

Provide details of each component. Also, clearly indicate which components will be necessary to satisfy the requirements of the initial phase.

3.2.2 Communication/Frequency Details:

Provide details of the communications infrastructure recommended by the proposer to accommodate effective and uninterrupted communication between the meter and the host server. Indicate specifics of methodology, frequencies, license requirements, duration and amount of data that can be stored and retrieved, etc. Include number of collectors, repeater sites, and backhaul requirements at each location. Antennae height shall also be shown. The supporting propagation study results shall be submitted. If proposing a licensed spectrum, submit evidence of FCC license which indicates the frequency to be used for the project.

3.2.3 Component Specifications recommended:

Provide details of make, model, version for each component included in the recommended architecture. Proposer shall submit proof of interoperability of components.

3.2.4 Security:

The proposer shall include in their proposal their approach to data and system security.

3.2.5 Project Timeline:

The proposer shall include a timeline which indicates the tasks necessary for successful implementation of all components as outlined in the Scope of the initials phase as defined in Section 4.3 – General Information. The schedule should assume monthly deliveries of 3000- 5000 meters up to a total of 27,540 where meter size and port type for each delivery will be provided by the County.

3.2.6. Satisfaction of Requirements:

The proposer shall complete and submit the Satisfaction of Requirements form included as APPENDIX H. A section is provided on the right side of the form for explanations or clarifications necessary to ensure complete understanding of the information submitted. The proposer shall provide the information as it relates to the specific technology and configuration that is being recommended. Any exceptions taken shall be specifically identified.

3.2.7 Warranty:

The proposer shall state its warranty and/or guarantee policy with respect to each item of proposed equipment. The procedure for submitting warranty claims must also be provided. Attach a copy of Manufacturer's Warranty. The proposer shall be an authorized distributor capable of processing warranty claims for the equipment proposed. If not the manufacturer, proposer must provide written evidence to support authorization.

3.2.8 Annual Maintenance for Purchased Components:

The proposer shall provide details of maintenance services available to cover the components being offered for purchase under this solicitation.

Define specifics to include reporting process, response time, level of support, point of contact, proactive and reactive activities, included upgrades, and service standards. Provide a copy of your maintenance agreements.

3.2.9 Disaster Recovery Standards:

The proposer shall provide recommended recovery strategies for all components being recommended. Additionally, provide specifics of the Hosted Server environment to indicate standards related to point of contact, response time, encryption, security, use of diagnostics, redundancy, and fail-over. The proposer shall also provide a copy of the Hosting Agreement required for such service.

3.2.10 Transition to Self-Managed Server Environment:

The proposer shall provide information relevant to the COUNTY's desire to transition from a Hosted Server to a self-managed option at some future date. Provide details of notification process, timing requirements, costs, and any other information related to making such a transition.

The proposer shall also provide the specifics of software purchases that would be necessary to provide the same functionality at the self-managed location.

3.2.11 Staff Training Plan:

The proposer shall include a detailed training plan to fully educate staff in the operations of the AMI system. Training should be targeted for field staff separate from office/billing staff. A variety of training options may be utilized; however, user manuals shall be provided for reference.

3.3 KEY PERSONNEL AND OPERATIONS INFORMATION

The proposer shall provide relevant information for members of the recommended implementation…