RFQ 2023-01 Disaster Recovery Servicesv2.pdf

RFQ 2023-06 Disaster Recovery Services Instructions to Respondents

Instructions to Respondents:

Respondents interested in the Work are instructed to submit one (1) original hard copy and one (1) electronic copy (USB flash drive) of its complete Response in accordance with this RFQ, no later than December 1, 2023, at 3:00 PM., Eastern Time unless otherwise changed through an addendum to this RFQ, to the address below. Responses received after this date and time will not be considered and will be returned unopened. The USB flash drive will not be returned.

All Responses and all attachments must be bound and delivered SEALED to the District at the address shown below no later than the time and date set for receipt of Responses. Deliver OR mail the Response in a sealed envelope/package to:

CEDAR KEY WATER AND SEWER DISTRICT

RFQ # 2023-06

ATTN: ALICIA JOHNS

510 3RD STREET

CEDAR KEY FL 32625

The front lower left corner of each SEALED envelope/package must contain the following information for proper identification:

1. Include name and address of Respondent on each sealed envelope/package.

2. If Response is contained in multiple packages, number each sealed package sequentially, i.e., “1 of 3”, “2 of 3”, “3 of 3”.

All Responses received will be recorded and date stamped at the District Office located at 510 3rd Street, Cedar Key, FL 32625.

Submission of Responses by fax or other electronic means will not be accepted. Any Responses received after the stated time and date will not be considered. Late Responses will not be opened at the public opening.

Responses may be withdrawn or modified only by written notification from the Respondent prior to the time fixed for the opening of Responses. Negligence on the part of the Respondent in preparing the Response confers no right for withdrawal of the Response after it has been opened.

Disaster Recovery Services RFQ # 2023-06 Attention: Alicia Johns DUE NO LATER THAN: December 1, 2023, at 3:00 PM, EST

Responses Must Address:

The Response must address the requirements in a clear and concise manner in the order stated herein. Responses must be divided as described below and must include the information/documents specified in the applicable tab. Responses that do not adhere to the following format or include the requested information/documents may be considered incomplete and therefore unresponsive by the District.

The District reserves the right to seek additional/supplemental representation on specific issues as needed.

Responses should be typed. No changes in or corrections to Responses will be allowed after the Responses are opened.

The signer of the Response must declare that the Response in all respects is fair and made in good faith without collusion or fraud and that the signer of the Response has the authority to bind the principal Respondent.

The District will not be liable for any costs incurred by Respondent prior to entering a contract.

Therefore, all Respondents are encouraged to provide a simple, straightforward, and concise description of their ability to meet the RFQ requirements.

RESPONSE CONSTRUCTION:

Respondent will construct its Response in the following format as outlined and a divider must separate each tab as prescribed.

TAB 1 – RESPONSE TRANSMITTAL FORM ON THE FIRMS LETTERHEAD (FORM NO. 1)

All signatures must be by an individual with authority to legally bind the Respondent, witnessed, and corporate and/or notary seal (as applicable.) If the individual signing the Response Transmittal Form does not have apparent authority to legally bind the Respondent, attach documentation demonstrating such authority. The corporate or mailing address must match the company information as it is listed on the Florida Department of State Division of Corporations. Attach a copy of the webpage(s) from http://www.sunbiz.org as certification of this required information. Verify that all addenda and tax identification number have been provided.

TAB 2 – EXECUTIVE SUMMARY AND QUALIFICATION APPLCATION (FORM NO. 2)

This summary should be no more than three (3) pages. Form 2, Qualification Application and Questionnaire should be included in this Tab and is not subject to the three (3) page limit.

TAB 3 – LETTERS OF REFERENCE (FORM 3)

Include three reference letters from similarly situated communities or local governments dated 2016 or later. Letters must be on the entities letterhead and signed by an authorized official and include a brief description of the project and results, date of the project and name of contact person, e-mail, and phone number.

http://www.sunbiz.org/

TAB 4 – KEY STAFF

Include a summary of leadership and key staff, their role and experience that will be assigned to work with the District. Include behind the summary a resume of each key staff listed in the summary with relevant information to the services be requested (limit one page, front and back, per person). Provide an organizational chart, resumes, and summary of staff qualifications. Demonstrate current capacity and current expertise in disaster recovery. Respondent shall document knowledge and experience of personnel with Federal, State and local emergency management agencies, programs, funding sources and reimbursement processes. Provide the name and location of the proposed:

a. Closest office

b. Principal in charge

c. Local On Site Project Manager·

If other subcontractors are to participate in the consulting services, those subcontractors shall be required to provide similar information.

TAB 5 – APPROACH

Provide a description of the Respondent's approach to the project including implementation of the RFQ Scope of Services, startup procedures, estimating methodology, and management of disaster recovery.

TAB 6 – CAPACITY

Capacity to perform services timely for the District is critical and could be impacted by other obligations firms may have in the general area. Provide a listing of all active disaster recovery contracts with cities, counties, or other entities. Provide current obligations of Respondent, including time schedules and staff committed.

TAB 7 – COST PROPOSAL/FEE SCHEDULE

Each Respondent must complete and submit a Cost Proposal/Fee Schedule in the form specified below showing hourly rates for consultant services as well as an itemized list of all direct and indirect costs associated with the performance of the Services. The hourly labor rates shall include all applicable overhead and profit. Overtime hours will be paid at the same rate as regular time hours. All normal expenses shall be absorbed in hourly rates, including lodging, meals, transportation, and per Diem.

Employee Classification*

Base Rate** Fringe and Overhead***

Profit*** Requested Rate

Engineer Data Manager GIS Specialist Accountant Procurement Administrator

Grant Manager

* Additional rows may be added for additional Employee Classifications ** Base Rate is actual hourly wage rate, exclusive of fringe, overhead, and profit ***Maximum 150% for fringe and overhead; maximum profit 10%; or audited rates, whichever is less.

TAB 8 – REQUIRED FORMS DOCUMENTS AND CERTIFICATIONS

The following forms must be fully filled out and signed by a person with authority to bind the Respondent:

Form No. 4 Indemnification and Hold Harmless Statement Form No. 5 Public Entity Crimes Sworn Statement Form No. 6 Equal Employment Opportunity/Affirmative Action Statement Form No. 7 Drug Free Workplace Certification Form No. 8 Conflicts of Interest Disclosure Form No. 9 Non-Collusion Affidavit Form No. 10 Ethics Clause & Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements Form No. 11 List of Proposed Sub-Contractors Form No. 12 Certification Regarding Debarment, Suspension, and Other Responsibility

Matters - Primary Covered Transactions Form No. 13 E-Verify Certification Form No. 14 Insurance Certification Form No. 15 Comments on Proposed Contract Form No. 16 System for Award Management Form Form No. 17 Byrd Anti-Lobbying Amendment Form

Please note any concerns with the proposed contract on Form No. 15. Any comments that are included on this form regarding the contract documents will be forwarded to the legal department for review. The District’s acceptance of comments does not guarantee any revision to the contract documents. Comments not included on this form WILL NOT be considered. Please indicate NONE or Not Applicable (N/A) if there are no comments on the proposed contract documents.

REQUEST FOR QUALIFICATIONS (RFQ) FOR

DISASTER RECOVERY SERVICES

RFQ 2023-01

RFQ ADVERTISE DATE: October 13, 2023 RFQ RELEASE DATE: October 13, 2023

RESPONSES DUE DATE AND TIME: December 1, 2023 @ 3:00 P.M.

MAIL OR DELIVER RESPONSES TO:

(hand-delivery or express mail services)

Cedar Key Water and Sewer District

ATTN: RFQ 2023-01

510 3rd St.

Cedar Key, FL 32625

Contact:

Alicia Johns 510 3rd St.

Cedar Key, FL 32625

(352) 543-5285 ajohns@ckwater.org

RFQ 2023-01 - DISASTER RECOVERY SERVICES

TABLE OF CONTENTS

INTENT AND GENERAL INFORMATION

SECTION 1.0 SCHEDULE OF EVENTS

SECTION 2.0 CONE OF SILENCE

SECTION 3.0 SCOPE OF SERVICES (SOS) / SCOPE OF WORK (SOW)

SECTION 4.0 RESPONSE REQUIREMENTS

SECTION 5.0 RESPONSE OPENING

SECTION 6.0 EVALUTION OF RESPONSES AND SELECTION PROCESS

SECTION 7.0 INTENT TO AWARD AND CONTRACT EXECUTION

SECTION 8.0 STANDARD TERMS AND CONDITIONS (STAC)

APPENDICES

A. Legal Advertisement B. Draft Contract

INTENT AND GENERAL INFORMATION

Cedar Key Water and Sewer District through Request for Qualifications No. 2023-01 is soliciting responses from qualified disaster recovery firms or individuals with the required expertise and capability to perform the services needed to ensure that disaster recovery from Hurricane Idalia is effectively and efficiently implemented and documented in accordance with Federal Emergency Management Agency (FEMA) guidelines and that maximum recovery funding is obtained for the District (“the Services”). The specific elements are included in the Scope of Services, Section 3.0, of this RFQ.

Firms interested in preparing a response for this RFQ must complete the requirements set forth in this RFQ, its attached documents, and documents incorporated by reference (collectively referred to as the “RFQ”). Under the RFQ process, the conditions set forth herein are binding on the Respondent as confirmed by the signature of a person with legal authority to bind the Respondent on the cover letter transmitting its Response to the District in response to this RFQ.

If this RFQ is amended, the District will issue an appropriate addendum to the RFQ. If an addendum is issued, all terms and conditions of this RFQ that are not specifically modified in the addendum shall remain unchanged. An addendum to this RFQ will be issued if any of the dates and/or times change. Specific dates/times will be determined at each phase.

It is understood and the Respondent hereby agrees to be solely responsible for obtaining all materials and determining the best methods that will be utilized to meet the intent of the specifications of this RFQ. Failure by the Respondent to acquaint themselves with the available information will not relieve them from responsibility for estimating properly the difficulty or cost of successfully performing the Work. Respondents are expected to examine the specifications and all instructions pertaining to the required commodities/services. Failure to do so will be at Respondent’s own risk.

The District reserves the right to reject any Response found to be non-responsive, vague, or non-conforming. The District also reserves the right at any time to withdraw all or part of this RFQ in order to protect its best interests. The District is not liable for any costs incurred by the Respondent in preparing its response, nor is a response an offer to contract with any Respondent.

Pursuant to Chapter 119, Florida Statutes, all responses are subject to Florida’s public records laws.

While every effort is made to ensure the accuracy and completeness of information in the RFQ, it is recognized that the information may not be complete in every detail and that all work may not be expressly mentioned in the RFQ. It is the responsibility of the Respondent to include in its Response all pertinent information in accordance with the objectives of the RFQ.

Respondents interested in the Work are instructed to submit one (1) original hard copy and one

(1) electronic copy (USB flash drive) of its complete Response in accordance with this RFQ, no later than December 1, 2023 @ 3:00 P.M., unless otherwise changed through an addendum to this RFQ, to the District at 510 3rd St., Cedar Key, FL 32625. Responses received after this date and time will not be considered and shall be returned unopened.

• Cedar Key Water and Sewer District is an Equal Opportunity Employer.

• MBE/WBE businesses are encouraged to participate.

• Cedar Key Water and Sewer District strictly enforces open and fair competition.

ADA – Special Accommodations: Any person requiring accommodations by the District due to a disability should call the District at (352) 543-5285 at least five (5) working days prior to any pre-response conference, response opening, or meeting. If you are hearing or speech impaired, please contact the District by the Florida Relay Service, which can be reached at 1-800-955-8771 (TTY).

The RFQ and any addenda issued are available on the Cedar Key Water and Sewer District website at https://www.ckwater.org/ or by contacting the District at (352) 543-5285. All questions pertaining to this RFQ should be submitted in writing in accordance with Section 1.1 of the RFQ.

SECTION 1.0 SCHEDULE OF EVENTS

Failure to comply with this or any other paragraph of this RFQ shall be sufficient reason for rejection of the Response.

All times listed in the Schedule of Events are Eastern Standard Time (EST).

Event Date/Time Response Advertisement Date October 13, 2023

Release of Request for Qualifications October 13, 2023 Questions Due from Prospective Respondents October 30, 2023

Responses to questions due November 14, 2023 RESPONSES DUE TO DISTRICT December 1, 2023 @ 3:00 P.M.

Oral Presentations (if needed) December, 2023

Board Consideration and Ranking of Responses December 2023 – January 2024 Commencement of Services By Successful

Respondent January 2024

1.1 All inquiries and questions concerning this RFQ must be in writing (e-mail is acceptable), received in accordance with Section 1.0 Schedule of Events, and must be directed to:

Alicia Johns at ajohns@ckwater.org.

Questions and responses will be posted on the District’s Website according to Section 1.0 Schedule of Events, and, if necessary, an Addendum or Addenda will be issued.

1.2 Respondents will be notified of the District’s desire to enter additional discussions and hear an oral presentation of proposed solutions, if necessary.

http://www.jeffersoncountyfl.gov/

SECTION 2.0 CONE OF SILENCE

2.1 A Cone of Silence will be in effect for this RFQ beginning with the advertisement date of

October 13, 2023 and will terminate upon issuance of Notice of Award. A violation of the “Cone of Silence” renders any award voidable at the sole discretion of the District Superintendent with approval from the District and may subject the potential Respondent/Consultant or representative to debarment.

2.2 The prospective Respondent shall not have any communication with any District officers, agents, or employees regarding this RFQ or project. No interpretation of the meaning of the plans, specifications or RFQ shall be made to a Respondent orally. Any such oral or other interpretations or clarifications shall be without legal effect.

2.3 All requests for interpretations or clarifications shall be in writing, addressed to the contact person as shown in Section 1.0, Schedule of Events. All such requests for interpretations or clarifications must be received in writing in accordance with Section 1.0, Schedule of Events. Any and all such interpretations and supplemental instructions shall be in the form of a written addendum which, if issued, shall be posted on the District’s website on the date indicated in Section 1.0, Schedule of Events. Such written addenda shall be binding on the Respondent and shall become a part of the RFQ Document(s).

SECTION 3.0 SCOPE OF SERVICES (SOS) / SCOPE OF WORK (SOW)

3.1 GENERAL SCOPE

The District has recently been affected by Hurricane Idalia. The District is seeking a professional consultant(s) or consulting firm(s) to provide expertise to receive the maximum recovery funding from the Federal Emergency Management Agency (FEMA) Public Assistance Program, Community Development Block Group Disaster Recovery (CDBG-DR), Hazard Mitigation Grant Program (HMGP), and other state and federal agencies providing disaster recovery funding. The ideal Consultant(s) shall possess demonstrated experience in programmatic disaster recovery and must have intimate knowledge and expertise in the operations of the FEMA Public Assistance Program including hazard mitigation, as well as Department of Economic Opportunity and other Federal, State and local grant sources. The ideal Consultant(s) should have extensive experience in assisting with federally compliant procurements, FEMA reimbursement of costs for District staff and resources, tracking volunteer time, and seeking grants for rebuilding of necessary infrastructure.

The awarded Consultant shall perform disaster recovery consulting services, which shall include but is not limited to technical and professional services for disaster recovery and mitigation management, fiscal and administrative services, consulting, representation, assistance and support, and monitoring of the District’s recovery efforts, to include compliance and reporting responsibilities outlined and/or required by federal and state authorities and funding agencies.

In addition, the awarded Consultant may assist the District in disaster administrative planning to ensure efficient and effective disaster recovery activities and documentation, with a focus on expediting and maximizing available cost recovery and grant opportunities, inclusive of grant applications, project identification/development, cost capturing, report preparation, invoice reconciliation, closeout processes, and audit responses.

3.2 SERVICES

The selected Respondent shall assist the District with the following services as mutually agreed upon:

• Provide technical advisory services related to recovery from disasters

• Develop and implement strategies designated to maximize federal and state assistance

• Provide expert programmatic and policy advice on federal disaster relief programs

• Provide support for strategic planning and coordination of all recovery efforts

• Work with District to develop a long range recovery plan in the event of disasters where the cost of reconstruction approaches the cost of relocation or mitigation

• Work with the District’s general counsel to review contracts and purchasing documentation to ensure cost recovery

• Pursuant to the Stafford Disaster Relief and Emergency Assistance Act provisions and regulations (44 CFR and 2 CFR 200), and Sandy Recovery Improvements Act (SRIA) of 2013 including alternative procedures for public assistance and debris removal, as well as other Federal grant programs, including CDBG-DR, the awarded Consultant will develop a process/system for the District, from inception through project closeout, to prepare and submit its Public Assistance and other grant program documentation, including 2 CFR 200 compliant procurement and contract, payroll, and grant submission support.

• Work with the District’s general counsel to advise District on construction of solicitations in conformance with 2 CFR 200 federal requirements and all applicable state laws.

• Respond to District requests for information on an as-needed basis.

• Represent the District and attend meetings with FEMA, Florida Division of Emergency Management (FDEM), or other agencies as may be necessary

• Damage site assessment and project worksheet formulation

• Identify potential improvements and maximize public assistance 406 Mitigation funding in conjunction with the District

• Meet with County and municipalities as required by the District regarding disaster related repairs, damage mitigation efforts and possible improvements and collect and compile cost documentation

• Document permit requirements and work with the District to maintain code compliance, including but not limited to building and floodplain codes.

• Licenses or permits may be required by the State, County, or other local government to perform all or part of the work. Respondents should hold a required license for the kind of work to be performed at the time of Response submittal and for the duration of the contract.

Respondents will be responsible for ensuring proper permitting as such permits are required for the performance of the work.

• Review and understand the District’s insurance coverage to ensure District’s disaster recovery and restoration processes comply with laws, regulations, and guidelines, as required by FEMA, the State of Florida, or other funding entities.

• Ensure that no duplication of funding or submissions are made if a variety of funding entities are involved.

• Provide assistance and oversight to the District with regard to claims or claiming process

• Continued interaction and communication with the District regarding emergency damage assessment

• Provide assistance and oversight to the District to facilitate and ensure appropriate progress payment requests

• Provide assistance in advising and applying for Department of Economic Opportunity and other Federal, State and local grant sources.

• Assistance in tracking costs for District staff and resources and volunteer time

• Provide advice and assistance in applying for grants to rebuild necessary infrastructure

• Work with the District and the District’s Attorney to resolve disputes with FEMA, FDEM, or other agencies as may be necessary including but not limited to the preparation of appeals

• Provide the District with grant close-out services to ensure funding is retained

• Provide the District with the education and training of staff that will or may be involved with the various aspects of disaster recovery, including the any officials or employees of the District who would derive benefit from training.

SECTION 4.0 RESPONSE REQUIREMENTS

4.1 Overview

4.1.1 The use of the terms “shall,” “must,” or “will” (except to indicate simple futurity) in this

RFQ indicates a mandatory requirement or condition. The words “should” or “may” in this RFQ indicate desirable attributes or conditions, but are permissive in nature.

Deviation from, or omission of, such a desirable feature will not by itself cause rejection of a Response.

4.1.2 Responses not meeting all material requirements of this request or which fail to provide all required information, documents, or materials such as request forms, bonds, etc., will be rejected as non-responsive. Material requirements of the Response are those set forth as mandatory, or without which an adequate analysis and comparison of replies is impossible, or those which affect the competitiveness of replies or the cost to the District.

A Respondent whose Response, past performance, or current status that does not reflect the capability, integrity or reliability to perform fully and in good faith the requirements of the Contract may be rejected as non-responsible.

4.1.3 The District reserves the right to determine which Responses meet the material requirements of the RFQ and which Responses are responsible and/or responsive.

Further, the District may reject any and all Responses and seek new Responses when it is in the best interest of the District to do so.

4.1.4 A Response by a corporation shall be executed in the corporate name by the president or a vice-president or other corporate officer accompanied by evidence of authority to sign.

The corporate seal shall be affixed and attested by the secretary or an assistant secretary.

The corporate address and state of incorporation shall be provided on the Response Transmittal Form, for a Response by a/an:

a. Partnership shall be executed in the partnership name and signed by a partner (whose title must appear under the signature), accompanied by evidence of authority to sign.

The official address of the partnership shall be provided on the Response Transmittal Form.

b. Limited liability company shall be executed in the name of the firm by a member and accompanied by evidence of authority to sign. The state of formation of the firm and the official address of the firm shall be shown.

c. Individual shall show the Respondent’s name and business address.

d. Response by a joint venture shall be executed by each joint venture member in the manner indicated on the Response Transmittal Form. The official address of the joint venture must be provided on the Response Transmittal Form.

4.1.5 All names shall be printed in ink below the signatures.

4.1.6 The Response shall contain an acknowledgment of receipt of all Addenda, the numbers and dates of which shall be filled in on the Response Transmittal Form.

4.1.7 The postal and email addresses and telephone number for communication regarding the

Response shall be shown.

4.1.8 A Respondent seeking to do business with the District shall, at the time of submitting a

Response, be appropriately registered with the Department of State in accordance with the provisions of Chapters 605, 607, 617, or 620, Florida Statutes, as applicable. For further information on required filing and forms, please go to the following sites:

http://sunbiz.org/index.html or http://www.dos.state.fl.us/doc/index.html.

The Response shall contain evidence of Respondent’s authority and qualification to do business in the state or locality where the Project is located or Respondent shall covenant in writing to obtain such qualification prior to award of the Contract and attach such covenant to the Response. Respondent’s state contractor license number, if any, shall also be shown on the Response Transmittal Form.

http://www.dos.state.fl.us/doc/index.html

4.2 Response to the RFQ shall be submitted in the format described below:

Responses must be divided as described below and must include the information/documents specified in the applicable tab. Responses that do not adhere to the following format or include the requested information/documents may be considered incomplete and therefore unresponsive by the District.

The District reserves the right to seek additional/supplemental representation on specific issues as needed. Responses should be typed. No changes in or corrections to Responses will be allowed after the Responses are opened. The signer of the Response must declare that the Response in all respects fair and in good faith without collusion or fraud and that the signer of the Response has the authority to bind the principal Respondent.

The District will not be liable for any costs incurred by Respondent prior to entering a contract.

Therefore, all Respondents are encouraged to provide a simple, straightforward, and concise description of their ability to meet the RFQ requirements.

RESPONSE CONSTRUCTION

Respondent will construct its Response in the following format as outlined below, and a divider must separate each tab as prescribed.

TAB 1 – RESPONSE TRANSMITTAL FORM ON THE FIRMS LETTERHEAD (FORM NO. 1)

All signatures must be by an individual with authority to legally bind the Respondent, witnessed, and corporate and/or notary seal (as applicable.) If the individual signing the Response Transmittal Form does not have apparent authority to legally bind the Respondent, attach documentation demonstrating such authority. The corporate or mailing address must match the company information as it is listed on the Florida Department of State Division of Corporations. Attach a copy of the webpage(s) from http://www.sunbiz.org as certification of this required information. Verify that all addenda and tax identification number have been provided.

TAB 2 – EXECUTIVE SUMMARY AND QUALIFICATION APPLCATION (FORM NO. 2)

This summary should be no more than three (3) pages. Form 2, Qualification Application and Questionnaire should be included in this Tab and is not subject to the three (3) page limit.

The proposing firm must provide information indicative of experience on other projects of similar complexity that demonstrate successful and reliable experience in past performance within the last seven (7) years as related to this Response. The three (3) page summary should include the following information:

• The organization and size of the proposer, whether it is local, regional, national or international in operations.

• The location of the office from which the work is to be done and the number of professional staff by staff level employed at that office.

• A description of the range of activities performed by the office.

• A statement on the proposer's staff capability to perform the range of activities.

http://www.sunbiz.org/

• Describe Respondent’s FEMA Consultant experience similar to the type of activity being requested and give the names and telephone numbers of client officials responsible for three of your FEMA Consulting projects.

TAB 3 – LETTERS OF REFERENCE (FORM 3)

Include three reference letters from similarly situated communities or local governments dated 2016 or later. Letters must be on the entities letterhead and signed by an authorized official and include a brief description of the project and results, date of the project and name of contact person, e-mail, and phone number.

TAB 4 – KEY STAFF

Include a summary of leadership and key staff, their role and experience that will be assigned to work with the District. Include behind the summary a resume of each key staff listed in the summary with relevant information to the services be requested (limit one page, front and back, per person). Provide an organizational chart, resumes, and summary of staff qualifications.

Demonstrate current capacity and current expertise in disaster recovery. Respondent shall document knowledge and experience of personnel with Federal, State and local emergency management agencies, programs, funding sources and reimbursement processes. Provide the name and location of the proposed:

a. Closest office

b. Principal in charge

c. Local On Site Project Manager·

If other subcontractors are to participate in the consulting services, those subcontractors shall be required to provide similar information.

TAB 5 – APPROACH

Provide a description of the Respondent's approach to the project including implementation of the RFQ Scope of Services, startup procedures, estimating methodology, and management of disaster recovery.

TAB 6 – CAPACITY

Capacity to perform services timely for the District is critical and could be impacted by other obligations firms may have in the general area. Provide a listing of all active disaster recovery contracts with cities, counties, or other entities. Provide current obligations of Respondent, including time schedules and staff committed.

TAB 7 – COST PROPOSAL/FEE SCHEDULE

Each Respondent must complete and submit a Cost Proposal/Fee Schedule in the form specified below showing hourly rates for consultant services as well as an itemized list of all direct and indirect costs associated with the performance of the Services. The hourly labor rates shall include all applicable overhead and profit. Overtime hours will be paid at the same rate as regular time hours. All normal expenses shall be absorbed in hourly rates, including lodging, meals, transportation, and per Diem.

Employee Classification*

Base Rate** Fringe and Overhead***

Profit*** Requested Rate

Engineer Data Manager GIS Specialist Accountant Procurement Administrator

Grant Manager

* Additional rows may be added for additional Employee Classifications ** Base Rate is actual hourly wage rate, exclusive of fringe, overhead, and profit ***Maximum 150% for fringe and overhead; maximum profit 10%; or audited rates, whichever is less.

TAB 8 – REQUIRED FORMS DOCUMENTS AND CERTIFICATIONS

The following forms must be fully filled out and signed by a person with authority to bind the Respondent:

Form No. 4 Indemnification and Hold Harmless Statement Form No. 5 Public Entity Crimes Sworn Statement Form No. 6 Equal Employment Opportunity/Affirmative Action Statement Form No. 7 Drug Free Workplace Certification Form No. 8 Conflicts of Interest Disclosure Form No. 9 Non-Collusion Affidavit Form No. 10 Ethics Clause & Certification Regarding Lobbying for Contracts, Grants, Loans, and Cooperative Agreements Form No. 11 List of Proposed Sub-Contractors Form No. 12 Certification Regarding Debarment, Suspension, and Other Responsibility

Matters - Primary Covered Transactions Form No. 13 E-Verify Certification Form No. 14 Insurance Certification Form No. 15 Comments on Proposed Contract Form No. 16 System for Award Management Form Form No. 17 Byrd Anti-Lobbying Amendment Form

Please note any concerns with the proposed contract on Form No. 15. Any comments that are included on this form regarding the contract documents will be forwarded to the legal department for review. The District’s acceptance of comments does not guarantee any revision to the contract documents. Comments not included on this form WILL NOT be considered. Please indicate NONE or Not Applicable (N/A) if there are no comments on the proposed contract documents.

SECTION 5.0 RESPONSE OPENING

5.1 All Responses will be opened on the date and time indicated in Section 1.0, Schedule of

Events (i.e., date Responses are due) or as modified by Addendum.

SECTION 6.0 EVALUTION OF RESPONSES AND SELECTION PROCESS

6.1 Responses submitted to this RFQ that satisfy the required qualifications and are deemed to be submitted by responsive and responsible Respondents shall be ranked by a Selection Committee, which shall consist of the District Board of Directors.

6.2 The District reserves the right to reject any or all Responses, including without limitation, nonconforming, nonresponsive, unbalanced or conditional Responses. The District further reserves the right to reject the Response of any Respondent whom it finds, after reasonable inquiry and evaluation, to be non-responsible. The District also reserves the right to waive all informalities not involving price, time or changes in the Services and to negotiate contract terms with the Successful Respondent.

6.3 More than one Response for the same Services from an individual or entity under the same or different names will not be considered. Reasonable grounds for believing that any Respondent has an interest in more than one Response for the Services may be cause for disqualification of the Respondent and the rejection of all Responses in which that Respondent has an interest.

6.4 The District may conduct such investigation as it deems necessary to establish the responsibility, qualifications, and financial ability of Respondents, proposed subcontractors, suppliers, individuals or entities to perform the Services in accordance with the Contract document.

6.5 In ranking Responses the Selection Committee shall evaluate the Responses on the basis of the information provided by the Respondent, and rank each Response for compliance with the qualifications of each Respondent and compliance with the mandatory requirements of the RFQ. The District reserves the right to award to more than one Respondent.

6.6 Evaluation of Responses and selection of a monitoring and management firm shall be at the sole discretion of District. The Selection Committee will evaluate the Responses that are responsive to the requirements of this RFQ using the following weighted criteria:

CRITERIA Score

1. Organization and Ability of Consultant and Staff 20

2. References on Recent Projects 20

3. Relevant Firm Experience with Comparable Entities 35

4. Project Approach 20

5. Cost Effectiveness 5

TOTAL POSSIBLE POINTS 100

6.7 Respondents may be selected for interviews or oral presentations (shortlisted). The

District makes no commitment to any Respondent to this RFQ beyond consideration of the written response to this RFQ. All Respondents will be notified of the shortlisted and non-shortlisted Respondents as well as the date, time, and location of interviews and/or oral presentations, if necessary. The District's request for an oral presentation shall in no way constitute acceptance of a Response or imply that an agreement is pending. The District reserves the right to award the opportunity to provide the services specified herein based on initial Response submissions without oral presentations.

SECTION 7.0 INTENT TO AWARD AND CONTRACT EXECUTION

7.1 The District reserves the right to incorporate the successful Response into the Contract.

Failure of a Respondent to accept this obligation may result in the cancellation of the award.

7.2 The construction, interpretation, and performance of this RFQ, and all transactions under it shall be governed by the laws of the State of Florida and Levy County. The Contract shall include all terms and conditions of this RFQ, any addenda, response, and the District’s contract issued as a result of this RFQ.

7.3 The District reserves the right to make award(s) by individual item, group of items, all or none, or a combination thereof. The District reserves the right to reject any and all Responses or to waive any minor irregularity or technicality in the Responses received.

Award will be made to the lowest responsible and responsive Respondent(s) within the category chosen for basis of award. The District reserves the right to award to one or multiple Respondents at its discretion.

7.4 The Successful Respondent will be required to assume responsibility for all services offered in the Response. The District will consider the Successful Respondent to be the sole point of contact with regard to contractual matters, including payment on any or all charges.

7.5 After successful posting of the award for 72 hours, negotiation of a final Contract, and approval of award by the District, the Successful Respondent will be required to enter into the Contract with the District.

SECTION 8.0 STANDARD TERMS AND CONDITIONS (STAC)

8.1 Definitions

8.2 Florida Public Records Law and Confidentiality

8.3 Construction and Venue

8.4 Contract

8.5 Term of the Contract and Termination

8.6 Insurance Requirements and Bond Requirements

8.7 Non-Appropriation of Funds

8.8 Authority to Piggyback

8.1 Definitions

General terms used throughout this RFQ are provided below. Additional definitions may be provided as applicable to a specific section or subject matter.

Award means the determination of a successful Respondent(s) in response to this RFQ, resulting in an offer of a Contract to perform the services pursuant to the RFQ and their Response.

Contract means the legally enforceable document agreed to and signed by the District and successful Respondent(s) (collectively referred to as the “Parties”), a draft Contract is attached hereto as Appendix B and incorporated herein.

District means the Cedar Key Water and Sewer District.

RFQ means this document, its attachments and any document hereinafter incorporated by reference.

Respondent means any firm, individual or organization submitting a Response in response to this RFQ.

Successful Respondent means a Respondent who is Awarded a Contract as result of its Response to this RFQ.

Proposal Bond means an insurance agreement in which a third party agrees to be liable to pay a certain amount of money in the event that a selected vendor fails to accept the contract as Response. If required, a Proposal bond/deposit shall be for 5% of the amount of the Response.

Payment Bond means a bond which assures that the subcontractors, laborers, and material suppliers will receive payment for the services and products used to fulfill the contract.

Performance Bond means a bond to assure satisfactory performance of the terms of the contract.

Work or SOW means the scope of work and/or services.

8.2 Florida Public Records Law and Confidentiality

8.2.1. By submitting a Response in response to this RFQ, a Respondent acknowledges that the

District is a governmental entity subject to the Florida Public Records Law (Chapter 119, Florida Statutes). The Respondent further acknowledges that any materials or documents provided to the District may be “public records” and, as such, may be subject to disclosure to, and copying by, the public unless otherwise specifically exempt by Law.

8.2.2 Should the Respondent provide the District with any materials which it believes, in good faith, contain information that would be exempt from disclosure or copying under Florida Law; the Respondent shall indicate that belief by typing or printing, in bold letters, the phrase “PROPRIETARY INFORMATION” on the face of each affected page of such materials. The Respondent shall submit to the District both a complete copy of such material and a redacted copy in which the exempt information on each affected page, and only such exempt information, has been rendered unreadable. In the event a Respondent fails to submit both copies of such material, the copy submitted will be deemed a public record subject to disclosure and copying regardless of any annotations to the contrary on the face of such document or any page(s) thereof.

8.2.3 Should any person request to examine or copy any material so designated, and provided the affected Respondent has otherwise fully complied with this provision, the District, in reliance on the representations of the Respondent, will produce for that person only the redacted version of the affected materials. If the person requests to examine or copy the complete version of the affected material, the District shall notify the Respondent of that request, and the Respondent shall reply to such notification, in writing that must be received by the District no later than 4:00 p.m., EST, of the District business day following Respondent’s receipt of such notification, either permitting or refusing to permit such disclosure or copying.

8.2.4 Failure to provide a timely written reply shall be deemed consent to disclosure and copying of the complete copy of such material. If the Respondent refuses to permit disclosure or copying, the Respondent agrees to, and shall, hold harmless and indemnify the District for all expenses, costs, damages, and penalties of any kind whatsoever which may be incurred by the District, or assessed or awarded against the District, in regard to the District’s refusal to permit disclosure or copying of such material. If litigation is filed in relation to such request and the Respondent is not initially named as a party, the Respondent shall promptly seek to intervene as a defendant in such litigation to defend its claim regarding the confidentiality of such material. This provision shall take precedence over any provisions or conditions of any Response submitted by a Respondent in response to this RFQ and shall constitute the District’s sole obligation with regard to maintaining confidentiality of any document, material, or information submitted to the District.

8.3 Construction and Venue

The validity, construction, and effect of this RFQ and subsequent Contract shall be governed by the Laws of the State of Florida. The provisions of the RFQ, Successful Respondent’s Response and subsequent Contract shall be complied with by the Parties, but only to the extent they are consistent with applicable law and the Contract. In the event of an inconsistency, the Order of Precedence shall be followed:

a. Laws of Florida and Contract

b. RFQ and all of its addendums and attachments

c. Successful firm’s Response

Venue for all actions arising under the RFQ and subsequent Contract shall lie in Levy County, Florida, United States.

8.4 Contract

8.4.1 The Successful Respondent will be required to enter into the Contract with the District and will be required to perform the Work in accordance with the Contract terms and conditions. The Draft Contract is attached hereto as Appendix B and incorporated herein by reference.

8.4.2 Any exceptions to the proposed Contract must be noted in Form No. 15 – Comments on

Proposed Contract. The District is under no obligation to modify the proposed Contract to conform to the Successful Respondent’s Contract exceptions. Contingent Responses will not be accepted. If acceptance of the Contract Award is contingent on an exception and modification to the Contract, the Respondent must provide this information to the District at the time of submission of technical questions, as outlined in the Schedule of Events in order to obtain a determination from the District regarding the proposed exception. If a Respondent’s exception and modification are rejected by the District during the technical question portion of the Response process and the Respondent later submits a Response, Respondent shall be deemed to have accepted this Contract provision.

8.5 Term of the Contract and Termination

8.5.1 The term of the Contract shall begin no sooner than the later of the dates executed by both Parties and shall be effective for an initial term of three (3) years, with two (2) optional renewal terms of one (1) year each.

8.5.2 The District may, at any time, without cause, order Respondent in writing to suspend, delay or interrupt the work in whole or in part for such period of time as the District may determine, or to terminate all or a portion of the Contract for the District’s convenience.

Upon such termination, the Contract Price earned to the date of termination shall be paid to Respondent, but Respondent waives any claim for damages, including loss of profits arising out of or related to the early termination. Those Contract provisions which by their nature survive final acceptance shall remain in full force and effect. If the District orders a suspension, the Contract price and Contract time may be adjusted for increases in the cost and time caused by suspension, delay or interruption. No adjustment shall be made to the extent that performance is, was or would have been so suspended, delayed or interrupted by reason for which Respondent is responsible; or that an equitable adjustment is made or denied under another provision of this Contract.

8.6 Insurance Requirements and Bond Requirements

8.6.1 General Provisions

As a condition precedent to the effectiveness of this Agreement, during the term of this Agreement and during any renewal or extension term of this Agreement, the CONSULTANT, at its sole expense, shall provide insurance of such types and with such terms and limits as noted below. Providing proof of and maintaining adequate insurance coverage are material obligations of the CONSULTANT. The CONSULTANT shall provide the District a certificate of insurance evidencing such coverage. The CONSULTANT’s insurance coverage shall be primary insurance for all applicable policies. The limits of coverage under each policy maintained by the CONSULTANT shall not be interpreted as limiting the CONSULTANT’s liability and obligations under this Agreement. All insurance policies shall be through insurers authorized or eligible to write policies in the State of Florida and possess an A.M. Best rating of A-, VII or better, subject to approval by the District’s Risk Manager.

The coverages, limits, and/or endorsements required herein protect the interests of the District, and these coverages, limits, and/or endorsements shall in no way be required to be relied upon by the CONSULTANT for assessing the extent or determining appropriate types and limits of coverage to protect the CONSULTANT against any loss exposures, whether as a result of this Agreement or otherwise. The requirements contained herein, as well as the District’s review or acknowledgement, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the CONSULTANT under this Agreement.

The following insurance policies and coverages are required:

8.6.2 Commercial General Liability

Coverage must be afforded under a Commercial General Liability policy with limits not less than:

• $1,000,000 each occurrence and $2,000,000 aggregate for Bodily Injury, Property Damage, and Personal and Advertising Injury

• $1,000,000 each occurrence and $2,000,000 aggregate for Products and Completed Operations

Policy must include coverage for contractual liability.

The District, its officials, employees, and volunteers are to be included as an additional insured with a CG 20 26 04 13 Additional Insured – Designated Person or Organization Endorsement or similar endorsement providing equal or broader Additional Insured Coverage with respect to liability arising out of activities performed by or on behalf of the CONSULTANT. The coverage shall contain no special limitation on the scope of protection afforded to the District, its officials, employees, and volunteers.

8.6.3 Business Automobile Liability

Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles for Bodily Injury and Property Damage in an amount not less than $1,000,000 combined single limit each accident.

8.6.4 Workers’ Compensation and Employer’s Liability

Coverage must be afforded per Chapter 440, Florida Statutes. Any person or entity performing work for or on behalf of the District must provide Workers’ Compensation insurance. Exceptions and exemptions will be allowed by the District’s Risk Manager, if they are in accordance with Florida Statute.

The CONSULTANT waives, and the CONSULTANT shall ensure that the CONSULTANT’s insurance carrier waives, all subrogation rights against the District and the District’s officers, employees, and volunteers for all losses or damages. The District requires the policy to be endorsed with WC 00 03 13 Waiver of our Right to Recover from Others or equivalent.

The CONSULTANT must be in compliance with all applicable State and federal workers’ compensation laws, including the U.S. Longshore Harbor Workers’ Act and the Jones Act, if applicable.

8.6.5 Insurance Certificate Requirements

8.6.5.1. The CONSULTANT shall provide the District with valid Certificates of Insurance (binders are…