RFP05-19.docx
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- Attached to
- Holiday Light Display Services State and local contract opportunity
- Solicitation number
- 05-19
- Issued by
- Volusia County, Florida
About this file
This is a Request for Proposals (RFP) issued by the City of DeBary, Florida for Holiday Light Display Services. The City seeks proposals from individuals and firms to lease, install, remove, and store holiday light displays for the 17-92 corridor. The project involves displaying 73 pole-mounted holiday light decorations placed on every fourth light pole starting at Saxon Blvd heading south to Dirksen Drive. Installation is scheduled for November with removal to storage in January on an annual basis. The RFP was issued on February 25, 2019, with oral inquiries accepted until 5:00 p.m. on March 8, 2019. Proposals must be received by 2:00 p.m. on Friday, March 15, 2019, at the City of DeBary Purchasing Manager's office. The City will evaluate proposals and may enter into a contract after conducting negotiations and obtaining appropriate approvals. The contract will be structured as a continuing contract with no guaranteed volume or level of work, and the selected respondent will have no exclusive or sole right to perform the work.
The RFP does not specify pricing terms, set-asides, or incumbent information. Respondents must submit four copies of their proposals in sealed envelopes and include a letter of transmittal, office location and key personnel information, organization profile and qualifications, and at least three references for similar projects completed within the past ten years. The City will evaluate submissions based on credentials of assigned personnel, availability of qualified personnel and products, past performance records and reputation, and conformance to desired outcomes. A selection committee will evaluate proposals and conduct discussions with no fewer than three firms before making a final selection. The City reserves the right to reject all proposals, waive informalities, and re-advertise if necessary. Respondents are required to carry specific insurance coverage including Commercial General Liability of $1,000,000 per occurrence and $2,000,000 aggregate, Business Auto Liability of $1,000,000, a $1,000,000 Commercial Umbrella policy, and Workers' Compensation coverage.
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Text version
REQUEST FOR PROPOSALS
FOR
HOLIDAY LIGHT DISPLAY SERVICES
RFP 05-19
CITY OF DEBARY, FLORIDA
16 Colomba Road DeBary, Florida 32713 Telephone: (386) 668-2040 Facsimile: (386) 668-4122
TABLE OF CONTENTS
| PART I GENERAL INFORMATION | 3 |
| 1.1 DEFINITIONS. | 3 |
| 1.2 PURPOSE | 3 |
| 1.3 ISSUING OFFICE AND LOCATION OF PROPOSALS OPENING | 3 |
| 1.4 INVITATION TO PROPOSE | 3 |
| 1.5 CONTRACT AWARDS | 3 |
| 1.6 DEVELOPMENT COSTS | 4 |
| 1.7 INQUIRIES | 4 |
| 1.8 TIMETABLES | 4 |
| 1.9 DELAYS | 4 |
| 1.10 QUALIFICATION SUBMISSION AND WITHDRAWAL | 5 |
| 1.11 ADDENDA | 6 |
| 1.12 EQUAL OPPORTUNITY | 5 |
| 1.13 INSURANCE | 6 |
| 1.14 LOBBYIST DISCLOSURE REQUIREMENT | 6 |
| 1.15 PUBLIC ENTITY CRIMES | 6 |
| PART II STATEMENT OF WORK | 7 |
| 2.1 SCOPE OF WORK | 7 |
| A. INTRODUCTION | 7 |
| B. SCOPE OF SERVICES | 7 |
| C. CURRENT CONDITIONS | 7 |
| D. DESIRED OUTCOMES | 7 |
| PART III INSTRUCTIONS FOR PREPARING SUBMISSIONS | 10 |
| 3.1 RULES FOR SUBMISSIONS | 10 |
| 3.2 SUBMISSION FORMAT | 10 |
| A. Letter of Transmittal | 10 |
B. The Location Of The Office Where The Work Will Be Prepared; And The Key
| Personnel In That Office | 10 | |
| C. Organization Profile and Qualifications | 10 | |
| D. References | 10 | |
| E. Other Information | .10 | |
| PART IV EVALUATION OF SUBMISSIONS | 11 | |
| 4.1 EVALUATION METHOD AND CRITERIA | 11 | |
| A. General | 11 | |
| B. Selection | 11 | |
| C. Negotiations | . 12 |
PART I GENERAL INFORMATION
1.1 DEFINITIONS
For the purposes of this Request for Proposals, the respondent shall mean contractors, consultants, respondents, organizations, firms, or other persons submitting a response to this Request for Proposals.
1.2 PURPOSE
This request for Proposals (RFP) provides guidelines for the submission of proposals in response to the City of DeBary’s solicitation for firms and individuals to lease, install, remove and store holiday light displays for the 17-92 corridor.
1.3 ISSUING OFFICE AND LOCATION OF PROPOSALS OPENING
Mike Jones, Purchasing Manager City of DeBary 16 Colomba Rd.
DeBary, Florida 32713
1.4 INVITATION TO PROPOSE
The City of DeBary is soliciting proposals from respondents for Christmas holiday light displays to be placed in the 17-92 corridor. Respondents will factor in installation, removal and storage of the displays annually.
1.5 CONTRACT AWARDS
The City of DeBary anticipates entering into a contract for the services with the respondent or respondents who submits the qualifications and proposals judged by the City to be most advantageous to the City. The City anticipates awarding a single or multiple contracts to the respondent(s) chosen, but reserves the right to award in any fashion it, in its sole determination, decides is in its best interest. Any contracts, if awarded pursuant to this RFP, shall be awarded as “continuing contracts” as such term is defined in § 287.055(2)(g), Fla. Stat., and shall be subject to the limitations and restrictions described therein.
The respondents understand that this RFP does not constitute an agreement or a contract with the City. An official contract or agreement is not binding until the proposal is reviewed and accepted by the City Council and executed by all parties.
The City reserves the right to reject all proposals, to waive any informality, and to solicit and advertise for other proposals.
A standard City of DeBary contract document will form the basis of the contract between the successful respondent(s) and the City. Additional terms and conditions may be added to the contract through negotiations with the successful qualifier(s).
1.6 DEVELOPMENT COSTS
Neither the City nor its representatives shall be liable for any expenses incurred in connection with the preparation of a response to the RFP. Respondents should prepare their submittals simply and economically, providing a straightforward and concise description of the respondent’s ability to meet the requirements of the RFP.
1.7 INQUIRIES
The City will respond to oral inquiries. Respondents may call for interpretations of this RFP to:
John Fletcher, Parks & Recreation Director 386-601-0202 or Jason Schaitz, Recreation Program Coordinator 386-601-0205 City of DeBary 16 Colomba Rd.
DeBary, Florida 32713 The City will respond to oral inquiries until 5 pm on March 8, 2019. 1.8 TIMETABLES The City and respondents shall adhere to the following schedule in all actions concerning this RFP:
A. On February 25, 2019 the City issues the RFP.
B. From February 25, 2019 until 5 pm on March 8, 2019, the City will receive and answer all oral inquiries.
C. The City must receive the proposals by 2:00 p.m. on Friday, March 15, 2019.
D. The City will then review and evaluate the proposals on a timely basis.
E. The City may enter into a contract after conducting negotiations and obtaining appropriate approvals. The City will notify unsuccessful respondents at this time.
1.9 DELAYS
The City may delay scheduled due dates if it is to the advantage of the City to do so. The City will notify respondents of all changes in the scheduled due dates by written addenda.
1.10 QUALIFICATION SUBMISSION AND WITHDRAWAL The City will receive proposals at the following address:
Mike Jones, Purchasing Manager City of DeBary 16 Colomba Rd.
DeBary, Florida 32713 To facilitate processing, please mark the outside of the envelope in the lower left hand corner as follows: “RFP #05-19 HOLIDAY LIGHT DISPLAY SERVICES.”
The envelope shall also include the Respondent’s return address in the upper left hand corner.
Respondents shall submit FOUR (4) copies of the proposal in a sealed, opaque envelope marked as noted above. The respondent may submit the proposals by mail, parcel delivery service, or in person.
THE CITY MUST RECEIVE ALL PROPOSALS BY 2:00 P.M. ON FRIDAY, MARCH 15, 2019.
Due to the irregularity of mail and delivery services, the City cautions respondents to assure actual delivery of proposals to the Procurement Officer prior to the deadline set for receiving submissions. Telephone confirmation of timely receipt of the proposal may be made by calling (386) 601-0222 at least four (4) hours prior to opening time for proposals. Proposals received after the established deadline shall not be opened or considered and, provided that the respondent has provided a valid and legible return address as instructed herein, shall be returned in their unopened state to the respondent.
Respondents may withdraw their submissions by notifying the City in writing at any time prior to the opening. Respondents may withdraw their submissions in person or by an authorized representative. Respondents and authorized representatives must provide the letter of withdrawal, picture identification, proof of authorization (in the case of authorized representatives), and provide the City with a signed receipt for the qualification package. Proposals, once opened become the property of the City and will not be returned to the respondent.
In accordance with Chapter 119 of the Florida Statutes (Public Records Act), and except as may be provided by other applicable State and Federal Law, all proposers should be aware that Request for Proposals and the responses thereto are in the public domain. However, the Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.
Please note that Sections 119.071(1)(b), (c) and 815.045 of the Florida Statutes address in part the issue of the public nature of sealed bids, qualifications or proposals as well as the confidential nature of certain trade secrets. The bid, qualifications or proposal submitted by your company may contain areas, which are designated "confidential" or "exempt from disclosure." If your bid, proposal or qualifications contains such information, you are required to identify such information and advise the City with specificity the applicable law making such information exempt from disclosure in accordance with the Public Records Law. A generic notation that information is "confidential" shall not suffice. Failure to provide a detailed explanation and justification including statutory cites and specific reference to your submittal(s) detailing what provisions, if any, you believe are exempt from disclosure, may result in your submittal(s) being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.
1.11 ADDENDA
If revisions become necessary, the City will mail or fax written addenda to all respondents who received the Request for Proposals.
1.12 EQUAL OPPORTUNITY
The City recognizes fair and open competition as a basic tenet of public procurement and encourages participation by minority and women business enterprises, as well as state or federally recognized non-profit organizations.
1.13 INSURANCE
| 1 | Prior to commencement of its Work, the Subcontractor shall furnish to Contractor, policies of insurance and appropriate certificates evidencing that the below described insurance is in force and fully paid. All insurance policies and certificates provided for hereunder shall become a part of this Subcontract and the policies and insurance company issuing same must be acceptable to Contractor. The Subcontractor shall purchase and maintain insurance of the following types of coverage and limits of liability: | |
| 1.1 | Commercial General Liability (CGL) with limits of insurance not less than $1,000,000 each occurrence and $2,000,000 annual aggregate. | |
| 1.1.1 | If the CGL coverage contains a General Aggregate Limit, such General Aggregate shall apply separately to each project. | |
| 1.1.2 | CGL coverage shall be written on ISO Occurrence Form CG 00 01 1093 or a substitute form providing equivalent coverage and shall cover liability arising from premises, operations, independent contractors, products-completed operations, and personal and advertising injury. | |
| 1.1.3 | Contractor, Owner, and all other parties required by the Contractor and/or by the Owner Contract, shall be included as additional insureds on the CGL, the endorsement used must provide a scope of coverage equivalent to or broader than the ISO CG 20 10 and 2037 forms. This insurance for the additional insureds shall be as broad as the coverage provided for the named insured Subcontractor. It shall apply as Primary Insurance before any other insurance or self-insurance, including any deductible, maintained by, or provided to, the additional insured. Insurance must be primary and non-contributory. | |
| 1.1.4 | Subcontractor shall maintain CGL coverage for itself and all additional insureds for the duration of the Project and maintain Completed Operations coverage for itself and each additional insured through the longer of the applicable statute of limitations or repose period for construction defects and products liability claim in the state where the Work is performed after completion of the Work. | |
| 1.2 | Automobile Liability | |
| 1.2.1 | Business Auto Liability with limits of at least $1,000,000 each accident. | |
| 1.2.2 | Business Auto coverage must include coverage for liability arising out of all owned, leased, hired and non-owned automobiles. | |
| 1.2.3 | Contractor, Owner and all other parties required of the Contractor shall be included as additional insureds on the auto policy. | |
| 1.3 | Commercial Umbrella | |
| 1.3.1 | Umbrella limits must be at least $1,000,000. | |
| 1.3.2 | Umbrella coverage must include as insureds all entities that are additional insureds on the CGL. | |
| 1.3.3 | Umbrella coverage for such additional insureds shall apply as primary before any other insurance or self-insurance, including any deductible, maintained by, or provided to the additional insured other than the CGL, Auto Liability and Employers Liability coverages maintained by the Subcontractor. | |
| 1.4 | Workers' Compensation and Employers Liability | |
| 1.4.1 | Employers Liability Insurance limits of at least $500,000 each accident for bodily injury by accident and $500,000 each employee for injury by disease. | |
| 1.4.2 | Where applicable, U.S. Longshore and Harborworkers Compensation Act Endorsement shall be attached to the policy. | |
| 1.4.3 | Where applicable, the Maritime Coverage Endorsement shall be attached to the policy. | |
| 1.5 | Builder's Risk Insurance | |
| 1.5.1 | The Contractor and/or Owner may pay for and/or maintain a Builder's Risk Insurance policy insuring the Work against damages and loss by fire, storm, theft, and other such causes from which the Subcontractor shall receive his pro-rata share in the event of a loss. However, the Contractor assumes no responsibility for any loss excluded from Builder's Risk Insurance, or for payment of any deductibles regardless of whether the Contractor or Owner paid for or provided the Builder's Risk Insurance. If the Owner or Contractor has not purchased insurance satisfactory to Subcontractor, Subcontractor may, as its sole option and expense, purchase and maintain a policy insuring its Work against damages and loss by fire, storm, theft and other such causes to protect the interest of the Subcontractor. | |
| 2 | Certificates of Insurance acceptable to the Contractor shall be filed with the Contractor prior to commencement of the Subcontractor's Work. Attached to each Certificate of Insurance shall be a copy of the Additional Insured Endorsement that is part of the Subcontractor's Commercial General Liability Policy. Contractor's receipt of Subcontractor's proof of insurance as required above at the beginning of the Project, and at any other time that the insurance required by the Contract Documents is required to be in place, is an express condition precedent to Subcontractor's right to commence work and Subcontractor's right to payment at any time. | |
| 3 | Coverages, whether written on an occurrence or claims-made basis, shall be maintained without interruption from date of commencement of the Subcontractor's Work until date of final payment and termination of any coverage required to be maintained after final payment to the Subcontractor. | |
| 4 | These certificates and the insurance policies required by this paragraph shall contain a provision that coverages afforded under the policies will not be canceled or allowed to expire until at least 30 days prior written notice has been given to the Contractor. If any of the foregoing insurance coverages are required to remain in force after final payment, an additional certificate evidencing continuation of such coverage shall be submitted with the final application for payment. If Subcontractor receives notice that any of its insurance carriers intend to cancel, non-renew, or materially change any of the policies required to be maintained by the Subcontract for any reason, it must immediately give written notice of the same to Contractor. Furthermore, if Subcontractor cancels, non-renews, or materially changes any of the policies required to be maintained by the Subcontract for any reason, it must give written notice to Contractor thirty (30) days in advance of such changes becoming effective. The use of "Leased Employees" or a Professional Employer Organization to administer Workers' Compensation shall expressly constitute a material change. Subcontractor's failure at any time to have insurance coverage of the types and amounts listed herein is a material breach of contract and a default justifying termination of this Subcontract. | |
| 5 | Waiver of Subrogation. Subcontractor waives all rights against Contractor, Owner and Architect and their agents, officers, directors and employees for recovery of damages to the extent these damages are covered by Subcontractor's commercial general liability, commercial umbrella liability, business auto liability or Workers' Compensation and employers liability insurance maintained per requirements stated above. | |
| 6 | It is expressly agreed and understood by and between Subcontractor and Contractor that all insurance, whether issued on a primary or excess basis, afforded the additional insureds shall be primary insurance to any other insurance available to Contractor and that any other insurance carried by Contractor shall be excess of all other insurance carried by the Subcontractor and shall not contribute with the Subcontractor's insurance. Subcontractor further agrees to provide endorsements on its insurance policies that shall state the foregoing; however, Subcontractor's failure to provide such endorsement shall not affect Subcontractor's agreement hereunder. |
1.14 LOBBYIST DISCLOSURE REQUIREMENT
Any professional consultant who utilizes the services of a lobbyist is required, by virtue of responding to this request, to make full disclosure to the City concurrently with the submission of this proposal. Such disclosure shall include the following:
A. The name of any lobbyist employed directly or indirectly by the consultant for the purpose of influencing or attempting to influence the selection of a professional consultant by the City.
B. The name, address and telephone and fax numbers of that lobbyist.
C. The length of such agreement, contract, or understanding, and the amount of any fee, gratuity, compensation, or consideration paid or promised to be paid to the lobbyist, either before or after hiring, whether or not the same is set out as compensation for the lobbying or is for other services.
The disclosure shall be submitted with the proposals and will be filed with the City Clerk and such records shall be open to the public.
1.15 PUBLIC ENTITY CRIMES
Pursuant to § 287.133(2)(a), Fla. Stat., a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for Special Event Management Services; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in § 287.017, Florida Statutes, for CATEGORY TWO purchases for a period of 36 months following the date of being placed on the convicted vendor list.
PART II STATEMENT OF WORK
2.1 SCOPE OF WORK
A. INTRODUCTION
With this Request of Proposals, the City of DeBary is soliciting proposals and qualifications from individuals and/or firms to provide Holiday Light Display Services.
B. SCOPE OF SERVICES
The exact scope of work under this contract will be determined during the life of the contract on a case-by-case, as needed basis. Individual tasks will be identified. These work tasks may involve, but are not limited to, one or more of the following matters: lease, installation, removal and storage of holiday light displays. Grant of a continuing contract pursuant to this RFP does not guarantee any particular volume, level, or amount of work, nor shall any respondent who is granted a contract pursuant to this RFP have an exclusive or sole right to perform the work as described in this RFP.
C. CURRENT CONDITIONS
The City currently has City owned banners displayed on the light poles.
D. DESIRED OUTCOMES
The City has three desired outcomes from this Request for Proposals as follows:
1. To display 73 pole mounted holiday light decorations,
2. Installation of decorations in November and removal to storage in January,
3. Decorations will be placed on every fourth light pole starting at Saxon Blvd heading south to Dirksen Drive.
PART III INSTRUCTIONS FOR PREPARING SUBMISSIONS
3.1 RULES FOR SUBMISSIONS.
The submission must name all persons or entities interested in the submission as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to the RFP.
| 3.2 | SUBMISSION FORMAT | |
| A. | Letter of Transmittal. |
This letter will summarize in a brief and concise statement the respondent’s qualifications. An official authorized to negotiate for the respondent must sign the letter of transmittal. The letter should not exceed one page in length. Each respondent shall provide four (4) copies of its submittal.
B. The Location of The Office Where The Work Will Be Prepared; And The Key Personnel In That Office.
The respondent may identify all of its offices, but must, at a minimum, identify the location of the main office that will be responsible for the actual production of the work and the names of key personnel in that office who will be responsible for the completion of the work.
C. Organization Profile and Qualifications.
This section of the proposal must describe the respondent, including the size of the office responsible for the work activities. The respondent shall provide the City with the resumes of the primary individuals who will be providing contract services to the City. The respondent must supply all proper Florida and local business license(s) and list all the personnel described in this section.
D. References.
This section of the submission must include a list of at least three (3) projects of a similar type the responsible office or individuals have completed within the last ten (10) years. The list must include:
1. Number of holiday displays.
2. Principal individuals assigned to the event.
3. The name and telephone number of a contact person who can speak on behalf of the client for such project.
E. Other Information.
Respondents may provide any additional information the respondents feel would be necessary for or relevant to the City’s review of their submissions.
PART IV EVALUATION OF SUBMISSIONS
| 4.1 | EVALUATION METHOD AND CRITERIA |
| A. | General. |
The City shall be the sole judge of the best interests of the City, the submission and the resulting negotiated agreement.
The City’s evaluation criteria shall include, but not be limited to, consideration of the following, which are listed in no particular order:
| 1. | Credentials of persons assigned to the project |
| 2. | Verification of availability of qualified personnel & product |
| 3. | Past records of performance and reputation with references |
4. Conformance to desired outcomes as provided in 2.1.D.
B. Selection.
The City will form a selection committee at its discretion. The selection committee shall evaluate the written proposals submitted by all the respondents regarding this proposal in accordance with the criteria contained in this RFP, and applicable city code provisions to the extent not otherwise prohibited by law. The City shall evaluate and rank current statements of proposals and performance data on file with the City, together with those that may be submitted by other firms regarding the RFP, and shall conduct discussions with, and may require public presentations by, no fewer than three firms regarding their qualifications, approach to the project, and ability to furnish the required services.
C. Negotiations.
It is the purpose of this qualification process to enter into a contract with the highest-ranking firm for Holiday Light Display Services. To that end, negotiations shall begin with the selected firm with the highest ranking and ending upon successful negotiation with the selected firm. If the City cannot negotiate a satisfactory contract with any of the top ranked firms, the City may select additional respondents in the order of their competence and qualification and continue individual negotiations until an agreement is or additional agreements are reached. Should the City be unable to negotiate a contract with any competent qualified firms, the City may reject all bids.
As stated in Paragraph 1.5 above, the City reserves the right to reject all submittals, to waive any irregularities and solicit and re-advertise for other proposals.
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