RFQ 23-02_ENGINEER HURRICANE IDALIA_11 07 23.pdf

REQUEST FOR QUALIFICATIONS

FOR

ENGINEERING CONSULTANT, DESIGN,

INSPECTION & RELATED SERVICES PERTAINING TO HURRICANE

IDALIA RECOVERY PROJECTS (INCLUDING HAZARD MITIGATION

PROJECTS)

RFQ 2023-02

CEDAR KEY WATER AND SEWER DISTRICT

Date of Issue: November 20, 2023

Responses Due By December 29, 2023

MAIL OR HAND DELIVER RESPONSES TO:

Alicia M. Johns

Cedar Key Water & Sewer District

510 3rd Street

Cedar Key, Florida 32625

Website: www.ckwater.org

Phone Questions: (352)543-5285

Email Questions: alicia@ckwater.org i

TABLE OF CONTENTS

SECTION 1.0. STANDARD TERMS AND CONDITIONS (STAC)

1.1. Definitions

1.2. Issuance of Addenda

1.3. Florida Public Records Law and Confidentiality

1.4. Requests for Clarification and Assistance

1.5. ADA - Special Accommodations

1.6. Proposer’s Responsibility

1.7. Indemnification and Hold Harmless)

1.8. District Rights

1.9. Public Entity Crimes

1.10. Small, Minority and Woman-Owned Business Enterprise

1.11. Equal Employment Opportunity/Affirmative Action

1.12. Drug Free Workplace

1.13. Conflicts of Interest

1.14. Non-Collusion

1.15. Ethical Business Practices

1.16. Subcontracting

1.17. Withdrawal or Modification of Proposals

1.18. Status Of Contractor

1.19. Registered to Do Business in the State of Florida

1.20. Debarment and Suspension

1.21. Employment Eligibility Verification

1.22. Venue

1.23. Construction

1.24. Order of Precedence

1.25. Term of the Contract and Termination

1.26. Insurance Requirements

1.27 Federal Requirements

SECTION 2.0. CONE OF SILENCE

SECTION 3.0. SCHEDULE OF EVENTS

ii

SECTION 4.0. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

SECTION 5.0. PROPOSAL RESPONSE REQUIREMENTS

SECTION 6.0. PROPOSAL DUE DATE AND TIME, OPENING

SECTION 7.0. EVALUATION OF PROPOSALS AND SELECTION PROCESS

SECTION 8.0. INTENT TO AWARD AND CONTRACT EXECUTION

APPENDICES: REQUIRED DOCUMENTS AND CERTIFICATIONS:

Proposal Transmittal Form (to be on Proposer’s Letterhead) ..................................................... A-1

Checklist of Required Forms, Documents, Certifications ...........................................................B-1

Required Forms and Certifications ..................................................................................C-1 – C-13

Draft Contract Document ............................................................................................................ D-1

EXHIBITS:

Legal Advertisement .................................................................................................................... E-1

INTENT, DESCRIPTION OF WORK, AND BACKGROUND

In accordance with section 287.055, Florida Statutes, known as the Consultants

Competitive Negotiation Act (CCNA), the Cedar Key Water and Sewer District (“District”) is seeking Proposals from qualifying consulting firms (the “Proposer”) to provide all or a portion of professional consulting services (“Professional Services”) for engineering, construction engineering inspection, and surveying/mapping services related to water and wastewater utility system (“System”) improvements and repairs to be undertaken by the District stemming from damages suffered from Hurricane Idalia (including hazard mitigation projects). The District anticipates selecting one or more professional firms to execute a Contract for Professional Services in accordance with this RFQ.

The CCNA establishes contracting procedures by which agencies must select architects, professional engineers, landscape architects, and surveyors and mappers (“Professional Firms”).

The CCNA process allows for Professional Firms to be chosen based on quality of personnel, minority/women-owned business enterprise consideration, past performance, willingness to meet time and budget requirements, location, workload and volume of work previously awarded to each

Professional Firm by the District. The selected firms must be capable of providing all or a portion of the Professional Services set forth in the RFQ as well as providing deign, permitting, and construction oversight as may be required by the District based on each specific project for which services are needed.

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 Proposer to include in its Proposal all pertinent information in accordance with the objectives of the RFQ.

*The District is simultaneously conducting RFQ 2023-01 Disaster Recovery Services, seeking a professional consultant(s) or consulting firm(s) to provide comprehensive disaster recovery oversight, management, and administration services related to Hurricane Idalia.

Interested and qualified firms may submit proposals in response to RFQ 2023-01, this RFQ 2023-

02, or both.

Proposers interested in providing one or more of the Services are instructed to submit one

(1) original, three paper (3) copies, and one (1) flash drive of its Proposal, in accordance with this

RFQ, no later than December 29, 2023 @ 3:00 EST to Cedar Key Water & Sewer District, 510 3rd

Street, Cedar Key, Florida 32625.

Proposals received after this date and time will not be considered and shall be returned unopened.

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

• MBE/WBE businesses are encouraged to participate.

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

ADA –Special Accommodations: Any person requiring accommodations 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.

The RFQ and any addenda issued are available on the District website at 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 RFQ instructions.

Description of Work:

Hurricane Idalia made landfall as a major category 3 hurricane on Florida’s gulf coast on

August 30, 2023. The District experienced extreme storm surge and other catastrophic impacts related to the storm which necessitate repairs and improvements to the System (including potential hazard mitigation projects) to ensure that the District is able to meet its obligation to adequately provide water and wastewater utility service to customers within its service area, both presently and in the future.

The District is currently in the process of identifying, assessing, and documenting storm-related damages and identifying necessary repairs and improvements to the System, to be funded through the District’s insurance, FEMA, or other sources. The District requires one or more consultant engineers to provide engineering, design, construction engineering inspection, and surveying/mapping services on an as needed basis, pursuant to work authorizations issued by the

District, to implement the storm-related improvements, projects, and repairs that are identified by the District during the damage assessment process. Some of the tasks consultant engineers may be required to perform include, but are not limited to:

• Preliminary and Final Design

• Performing feasibility studies, analyses, and assessments

• Prepare or support the preparation of grant applications to include Opinions of Probable

Cost and Concept Plans

• GIS Support Services

• Surveying and Mapping

• Engineering Services associated with water and wastewater utility projects including

Sanitary Sewer Collection System, Lift Station and Force Mains, Water systems and

Reclaimed Water Treatment analysis, design, inspection, and permitting

• Construction phase services, including but not limited to construction engineering inspection

• Construction bid services

• Construction contract administration

• Preparation and submission of information to and necessary consultations with the local

Transportation Department, Florida Department of Environmental Protection, Florida

Department of Transportation, regional water management districts, U.S. Army Corps of

Engineers, Florida Division of Emergency Management (FDEM), Federal Emergency

Management Agency (FEMA), or other appropriate regulatory agencies

• Providing such other Professional Services as the District may require

SECTION 1.0. STANDARD TERMS AND CONDITIONS (STAC)

Conformity and adherence to the terms and conditions of this RFQ shall be a consideration by the

District as part of its process.

1.1. Definitions

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

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

1.1.2. Contract means the legally enforceable document agreed to and signed by the District and successful Proposer(s) (collectively referred to as the “Parties”), which is attached hereto as

Appendix D and incorporated herein by reference.

1.1.3. District means the Cedar Key Water and Sewer District, a legal entity and public body.

1.1.4. Proposer means any firm, individual or organization submitting a proposal in response to this RFQ.

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

1.1.6. SOW means Scope of Work

1.1.7. Successful Proposer or Engineering Consultant means a Proposer who is awarded a

Contract as a result of its proposal submitted in response to this RFQ.

1.2. Issuance of Addenda

If this RFQ is amended, the District will issue an appropriate addendum to the RFQ. If an addendum is issued, all terms and conditions that are not specifically modified shall remain unchanged.

1.3. Florida Public Records Law and Confidentiality

1.3.1. By submitting a Proposal in response to this RFQ, a Proposer acknowledges that the

District is a governmental entity subject to the Florida Public Records Law (Chapter 119, Florida

Statutes). The Proposer further acknowledges that any materials or documents provided may be

“public records” and, as such, may be subject to disclosure to, and copying by, the public unless otherwise specifically exempt by Law.

1.3.2. Should the Proposer 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

Proposer 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

Proposer 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 Proposer 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.

1.3.3. Should any person request to examine or copy any material so designated, and provided the affected Proposer has otherwise fully complied with this provision, the District, in reliance on the representations of the Proposer, 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 Proposer of that request, and the Proposer shall reply to such notification, in writing that must be received by the District no later than 4:00 p.m., CST, of the second business day following Proposer’s receipt of such notification, either permitting or refusing to permit such disclosure or copying.

1.3.4. Failure to provide a timely written reply shall be deemed consent to disclosure and copying of the complete copy of such material. If the Proposer refuses to permit disclosure or copying, the

Proposer 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 Proposer is not initially named as a party, the Proposer 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 proposal submitted by a Proposer 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.

1.4. Requests for Clarification and Assistance

All inquiries and questions concerning this RFQ must be in writing (e-mail is acceptable) and received in accordance with Section 3.0, Schedule of Events and must be directed to:

Questions: Alicia M. Johns

Mailing Address: Cedar Key Water & Sewer District

510 3rd Street

Cedar Key, Florida 32625

E-mail Address: alicia@ckwater.org

Questions and responses will be posted on the District’s Website and, if necessary, an

Addendum(s) issued. Any questions relative to interpretation of the solicitation or the Proposal process shall be addressed in writing as indicated in the Schedule of Events below. Questions received after the cut-off date as specified in the Schedule will not be considered.

1.5. ADA - Special Accommodations

Any person requiring special accommodations due to a disability should call the District at least five (5) working days prior to any pre-response conference, response opening, or meeting.

1.6. Proposer’s Responsibility

1.6.1. It is understood and the Proposer 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.

1.6.2. Failure by the Proposer 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.

1.6.3. Proposers are expected to examine the specifications and all instructions pertaining to the required commodities/services. Failure to do so will be at Proposer’s risk.

1.7 Indemnification and Hold Harmless (ref: Appendix C-1)

1.7.1. The Proposer agrees to indemnify and hold the District harmless for any and all claims, liability, losses and causes of action that may arise out of its fulfillment of the Contract. It agrees to pay all claims and losses, including related court costs and reasonable attorneys’ fees, and shall defend all suits filed due to the negligent acts, errors or omissions of the Proposer employees and/or agents.

1.7.2. In the event the completion of the project (to include the work of others) is delayed or suspended as a result of the Proposer’s failure to purchase or maintain the required insurance, the

Proposer shall indemnify the District from any and all increased expenses from such delay.

1.7.3. The first ten dollars ($10.00) of remuneration paid to the Proposer is for the indemnification provided above.

1.8. District Rights

1.8.1. The District reserves the right to reject any Proposal as Nonresponsive or to reject all

Proposals and cancel or reissue this solicitation.

1.8.2. The District may waive informalities and negotiate with the apparent most qualified

Proposer.

1.8.3. The District reserves the right to withdraw this RFQ at any time prior to final award and execution of a Contract.

1.8.4. No Proposer is guaranteed any amount of work even if the District enters into a Contract with the Proposer.

1.8.5. The District has the right to request any necessary clarifications or Proposal data without changing the terms of the RFQ.

1.8.6. All expenses involved in the preparation, submission, and participation in the selection and contracting process pursuant to this RFQ shall be borne solely by the Proposers. No payment will be made for any Proposals received or for any other effort required of, or made by, the Proposers prior to Contract commencement and approval of a work authorization.

1.9. Public Entity Crimes (ref: Appendix C-2)

As required by section 287.133 (2)(a), Florida Statutes, 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 proposal or contract to provide any goods or services to a public entity, may not submit a proposal or contract with a public entity for the construction or repair of a public building or a public work, may not submit proposals 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 a public entity, and may not transact business with a public entity in excess of the threshold amount provided in section 287.107, Florida Statutes for CATEGORY TWO ($25,000) for a period of 36 months from the date of being placed on the convicted vendor list. Any person must notify the

District within 30 days after a conviction of a public entity crime applicable to that person or to an affiliate of that person.

1.10. Small, Minority and Woman-Owned Business Enterprise

Certification as a minority business enterprise for the purpose of this RFQ is defined by the Florida

Small and Minority Business Assistance Act. Proposers certified by the State of Florida should include a copy of the certification.

1.11. Equal Employment Opportunity/Affirmative Action (ref: Appendix C-3)

1.11.1. The District certifies that it is an Equal Employment Opportunity/Affirmative Action employer and that it will not discriminate during the selection process on the basis of age, sex, familial status, race, national origin, or handicap status.

1.11.2. Any business submitting a Proposal in response is required to be an Equal Employment

Opportunity/Affirmative Action employer and must require the same of any subcontractors hired under pursuant to the RFQ. Each Proposer will sign and submit with its Proposal an Equal

Employment Opportunity/Affirmative Action Statement.

1.12. Drug Free Workplace (ref: Appendix C-4)

1.12.1. The District certifies that it is a Drug Free Workplace.

1.12.2. Each Proposer shall be required to sign and submit with its Proposal an Affidavit certifying that the Proposer complies with regulations related to a drug-free workplace as defined in section

287.087, Florida Statutes.

1.12.3. Preference shall be given to Proposers with drug-free workplace programs. In order to have a drug-free workplace program, a Proposer shall:

a. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

b. Inform employees about the dangers of drug abuse in the workplace, the businesses’ policy of maintaining a drug-free workplace, available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees from drug abuse violations.

c. Give each employee engaged in providing the commodities or contractual services that are under this RFQ a copy of the statement specified in subsection (a) above.

d. In the statement specified in subsection (a), notify the employees that, as a condition of working on the commodities or contractual services that are under this RFQ, the employee will abide by the terms of the statement and will notify the employee of any conviction of, a plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes, or any controlled substance of the United States or any state, for violation occurring in the work place no later than five (5) days after such conviction.

e. Impose a sanction, on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.

f. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

1.13. Conflicts of Interest (ref: Appendix C-5)

The District may disqualify any Proposer determined to have a conflict of interest prohibited under

Part III, Chapter 112, Florida Statutes. All awards hereunder are subject to the provisions of

Chapter 112, Florida Statutes. All Proposers must disclose with its proposal whether any officer, director, employee or agent is also an officer or an employee of the District.

1.14. Non-Collusion (ref: Appendix C-6)

Each Proposer is required to sign and have notarized by a Florida Notary a “Non-collusion

Affidavit.”

1.15. Ethical Business Practices (ref: Appendix C-7)

1.15.1. The District reserves the right to deny award or immediately suspend any contract resulting from this RFQ or proposal, pending final determination of charges of unethical business practices.

At its sole discretion, the District may deny award or cancel the Contract if it determines that unethical business practices were involved.

1.15.2. Gratuities. It shall be unethical for any person to offer, give or agree to give any District employee, or for any District employee to solicit, demand, accept or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing or performing in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, subcontract, or to any RFQ or proposal thereof.

1.15.3. Kickbacks. It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

1.15.4. A Proposer is required to certify an Ethics Clause and submit with its Proposal.

1.16. Subcontracting (ref: Appendix C-8)

1.16.1. Firms submitting a Proposal may consider subcontracting portions of the services to be performed and/or provided. If this is to be done, that fact, and the name of the proposed subcontracting firm(s), must be clearly identified in the Proposal and the Contract.

1.16.2. Following the execution of the Contract, no additional subcontracting will be allowed without the express prior written approval of the District.

1.16.3. All subcontractors shall be held to the same requirements, terms and conditions of this document, its attachments, any documents incorporated by reference and the executed Contract.

1.16.4. A Proposer must list any proposed subcontractors with addresses, contact information and services to be provided and submit with its Proposal.

1.17. Withdrawal or Modification of Proposals

A Proposal may be withdrawn or modified only by written notification from the Proposer prior to the time fixed for the opening of proposals. Negligence on the part of the Proposer in preparing the proposal confers no right for withdrawal or modification of the proposal after it has been opened.

1.18. Status Of Contractor

The Proposer shall, at all times relevant to a contract as a result of this RFQ, be an independent contractor and in no event shall the Proposer, nor any employees or sub-contractors under it, be considered to be employees of the District.

1.19. Registered to Do Business in the State of Florida

A Proposer seeking to do business with the District shall, at the time of submitting a proposal, be registered with the Department of State in accordance with the provisions of Chapter 605, 607, 608, 617 and/or 620 Florida Statutes; similarly, partnerships seeking to do business with the

District shall, at the time of submitting a proposal, have complied with the applicable provision of

Chapter 620, Florida Statutes. 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

Proposer shall be licensed to do business in the State of Florida and the Proposer and employees assigned to the Contract shall hold all necessary and required professional licenses and certificates to perform required services.

1.20. Debarment and Suspension (ref: Appendix C-9)

Proposers are required to certify that they are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntary excluded from covered transactions by any governmental agency.

1.21. Employment Eligibility Verification (ref: Appendix C-10)

1.21.1. The successful Proposer shall use the U.S. Department of Homeland Security’s E-Verify

System to verify the employment eligibility of all new employees hired by the Proposer during the

Contract term, and shall expressly require same of subcontractors.

1.21.2. The successful Proposer agrees to maintain records of its participation, proof of verification of employees hired to provide services pursuant to this RFQ and Contract, and compliance with the provisions of the E-verify program, including participation by its subcontractors as provided above, and to make sure that such records are available to the District, or other authorized federal or state entity consistent with the terms of this RFQ and Contract.

1.22. Venue

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

1.23. Construction

The validity, construction, and effect of this RFQ and subsequent Contract shall be governed by the Laws of the State of Florida.

1.24. Order of Precedence

The provisions of the RFQ, successful firm’s proposal and subsequent Contract shall be complied with by the Parties, but only to the extent they are consistent with the provision of the RFQ and

Contract. In the event of an inconsistency between the provisions of the RFQ or Contract hereto, the Order of Precedence shall be followed:

a. Laws of Florida.

b. Contract.

c. RFQ and all of its addendums and attachments.

d. Successful firm’s proposal.

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

1.25. Term of the Contract and Termination

1.25.1. The term of the Contract shall begin no sooner than the later of the dates executed by both

Parties and shall be effective for a period of one (1) year from the effective date. The Contract may, by mutual assent of the parties, be extended TWO (2) additional TWELVE (12) month periods or portions thereof, up to a cumulative total of THREE (3) years. The District reserves the right to re-negotiate rates based on current market conditions.

1.25.2. The District may terminate the Contract without cause immediately upon certified presentation of written notice. Presentation can be by certified mail (return receipt requested) or signed, hand delivered receipt from a process server (private or Sheriff’s Deputy).

1.26. Insurance Requirements (ref: Appendix C-11 and D, Contract)

1.26.1. Prior to commencing Services, the Proposer(s) shall procure and maintain at its own cost and expense for the duration of the Contract insurance against claims for injuries to person or damages to property, which may arise from or in connection with the performance of the work or

Services hereunder by the Proposer, his agents, representatives, employees or subcontractors.

Specific insurance requirements are set forth in the Contract terms and conditions which are hereby incorporated into this RFQ.

1.26.2. Verification of Coverage (ref: Appendix C-11)

Proposer shall furnish certificates of insurance and with original endorsements affecting coverage required by this clause. The certificates and endorsements for each policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The certificates and endorsements are to be received and approved by the District before the Services commence.

1.26.3. Subcontractors

The Proposer shall include each of its subcontractors as insured under the policies of insurance required herein.

1.27 Federal Requirements

This RFQ and the work to be performed by Successful Proposer(s) hereunder is or may become fully or partially federally grant funded. To the extent applicable, in accordance with Federal law, Proposers shall comply with the clauses as enumerated in Attachment D - Contract for Professional

Consulting Services at Exhibit C – Federal Provisions Applicable to Consultant. Additionally, Proposers shall adhere to all grant conditions as set forth in the requirements of any applicable federal grants which have been provided to Proposer, along with all applicable Federal Laws, including but not limited to, those set forth below: which are incorporated herein by reference:

a. 2 CFR. 25.110

b. 2 CFR Part 170 (including Appendix A), 180, 200 (including Appendixes), and 3000

c. Executive Orders 12549 and 12689

d. 41 CFR s. 60-1(a) and (d)

e. Consolidated Appropriations Act, 2021, Public Law 116-260 related to salary limitations

These cited regulations are hereby incorporated and made part of this RFQ as if fully set forth herein. As stated above, this list is not all inclusive, any other requirement of law applicable in accordance with the Federal, State or grant requirements are also applicable and hereby incorporated into this solicitation. If Proposer cannot adhere to or objects to any of the applicable federal requirements, Proposers proposal may be deemed by the District as unresponsive.

SECTION 2.0. CONE OF SILENCE

2.1. A Cone of Silence will be in effect for this RFQ beginning with the date this RFQ is released listed in Section 3.0 hereof and through issuance of a Notice of Award. In accordance with same, the District prohibits communication to or with any officer, member, elected official, department, office or employee of the District during the solicitation process from the date of advertisement of the RFQ through notice of award, except as provided below.

2.2. All requests for interpretations or clarifications shall be in writing, addressed to the District as provided in section 1.4 hereof, to be given consideration. All such requests for interpretations or clarifications must be received in writing in accordance with Section 3.0, Schedule of Events.

Any interpretation made to prospective Proposers will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Such written addenda shall be binding on the Proposers and shall become a part of the RFQ Document(s). No oral interpretations of this RFQ, the scope of services, or the Contract will be provided.

SECTION 3.0. SCHEDULE OF EVENTS

The following is the scheduled sequence of events with important dates and times where known.

Dates are subject to change by the District at its sole discretion. If the District determines that it is necessary to change these dates/times prior to the Proposal due date, the change will be announced via an addendum.

ACTION DATE

RFQ Released November 20, 2023

Cut-Off date for Questions December 7, 2023

Responses to Technical Questions Provided December 15, 2023

Responses Due and Opened December 29, 2023 @ 3:00 p.m.

Evaluation of Proposals and Shortlisting January 2024

Oral Presentations January 2024*

Final Scoring/Ranking/Selection by the Board January-February 2024

Posting of Intent to Award January-February 2024

Contract Negotiations Begin January-March 2024

District Approval of Award and Contract January-March 2024

Anticipated Beginning of Work January-March 2024

*The District reserves the right to eliminate oral presentations and award based upon the evaluations of written Proposals only.

**All times listed are in eastern standard time (EST).

SECTION 4.0. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. The Engineering Consultant shall provide professional services for the District as needed and in accordance with Florida law.

4.2. The Engineering Consultant shall be a Registered Professional Engineer in Florida and have a minimum of five (5) years licensed experience in Florida, or another State acceptable to the

District if registered to conduct business in Florida. Consideration shall be given to an Engineering

Consultant who possesses experience and a working knowledge of the design and construction of municipal sewer and potable water systems, permitting new construction, environmental considerations related to new construction, and appropriate building codes in the State of Florida and the local project area.

The Engineering Consultant shall report to the District General Manager. The Engineering

Consultant shall also be required to coordinate as necessary with other consultants hired by the

District.

4.3. The Engineering Consultant shall advise the District and prepare necessary documentation, cost estimates, and construction plans while working in conjunction with other professionals engaged by the District. The Engineering Consultant shall also provide the District with an analysis of bids received and make recommendations as to the best bids to achieve District objectives.

4.4. The Engineering Consultant shall perform those services outlined in Section 2.1 through

2.8 of the Contract as implemented by a duly issued Work Authorization.

4.5. The anticipated hours will be variable although the District generally meets monthly on the second Monday. Coordination with the General Manager/District will be by mutual agreement.

SECTION 5.0. PROPOSAL RESPONSE REQUIREMENTS

5.1. Proposers shall construct their Proposals in the following format as outlined below in two separate binders and a tab must separate each section as prescribed.

5.2. The Proposal and all attachments shall be bound and submitted in a sealed envelope (or other packaging), provide one (1) original, so identified, three (3) complete paper copies, and one flash drive copy of the Proposal for services defined herein for the term of the contract.

5.3. Failure to provide the required copies, adhere to the required format, or to provide any information required in this RFQ may result in a Proposal being deemed Nonresponsive and rejected from consideration.

5.4 Proposals shall not include any information regarding fees or compensation for the

Professional Services.

TAB 1 – EXECUTIVE SUMMARY

• Provide a brief summary of the firm, with general description of the firm background, work history, awards, major accomplishments, etc.

• Statement demonstrating the firm’s or individual’s understanding as to the

District’s needs relative to the this RFQ, including a typical project approach and a statement as the firm’s commitment to use the most current tools and technology available to provide the Professional Services.

• Include:

o Address of the office from which work is to be performed.

o A listing of the professional services to be offered.

o The name of the person(s) who will be authorized to make representations for the Proposer, their title(s), address(es), and contact numbers.

o Provide proof that Proposer’s business is licensed, permitted and/ or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

o MBE State Certification

This executive summary should be no more than ten (10) pages.

TAB 2 –ABILITY OF PERSONNEL

Provide an organizational profile of the firm and a listing of key personnel who will be assigned to provide the Professional Services. Include each individuals name, function with the firm, years of experience with the firm, education, and years of experience specific to the Professional

Services being offered. Professional resume and any professional certificates or licenses held should be included for each individual listed.

TAB 3 –EXPERIENCE OF FIRM AND REFERENCES (ref: Appendix C-12)

• Provide a detailed list and examples of relevant experience and qualifications for the

Professional Services being offered.

• Permitting: provide a description of the firms experience in dealing with federal, state and local permitting and regulatory agencies.

• Provide four (4) projects completed within the last five (5) years of the same or a similar nature of the Professional Services being offered. Include a project description, location name of project manager, scheduled and actual completion date, anticipated and actual cost of the project and client contact information familiar with the project.

If available, include if project was federal or state funded.

TAB 4 – CURRENT AND PROJECTED WORKLOAD

Provide a current and projected description of current workload. Describe whether the Proposer has the capacity to take on task and work orders on an as-needed basis for the District as such may arise during the life of the Contract.

TAB 5 – SUBCONTRACTORS (ref: Appendix C-8)

At a minimum name ALL subcontractors (to include prime and sub-contractors) that will potentially be used on this project and the services to be provided.

TAB 6 - REQUIRED DOCUMENTS AND CERTIFICATIONS

a. MBE State Certification Documentation, if applicable.

b. All other required documents and certifications included in the Appendices to this RFQ.

TAB 7 – EXCEPTIONS

Provide a list and explanation as to any exceptions to any of the terms and conditions contained in the Contract for Professional Services in this RFQ as Appendix D. Failure to note an exception and explanation on a particular Contract term shall make such terms non-negotiable during competitive negotiation.

5.3. Instructions to Proposers.

5.3.1. The Proposal should address the requirements in a clear and concise manner in the order stated herein.

5.3.2. Proposals must be tabbed as follows and must include the information/documents specified in the applicable tab. Proposals that do not adhere to the following format or include the requested information/documents may be considered incomplete and therefore unresponsive by the District.

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

5.3.4. Proposals must be typed. No changes in or corrections to proposals will be allowed after the proposals are opened.

5.3.5. The signer of the Proposal must declare that the Proposal in all respects fair and in good faith without collusion or fraud and that the signer of the proposal has the District to bind the principal Proposer.

5.3.6. The District shall not be liable for any costs incurred by Proposer prior to entering into a contract. Therefore, all Proposers are encouraged to provide a simple, straightforward, and concise description of their ability to meet the RFQ requirements.

5.3.6.1. The Proposal submittal shall be enclosed in a sealed envelope addressed to the District, at the address listed below. Proposals must be received by the District by the time specified in Section

6.1 hereof. Proposals by email or fax will not be accepted.

5.3.6.2. Please be advised that United States Postal Service (USPS) Express and Priority service classes, are delivered to the District once daily. Accordingly, in order for a submission to be received by the office of the District when the services of the USPS are used, a proposer or bidder is responsible for ensuring that their submittal is transmitted in such manner as necessary for the

USPS to receive, sort, and deliver to the District the submittal due date and time.

5.3.6.3. When using the USPS or any other mail delivery services, it is the sole responsibility of the Proposer to ensure that Proposals are received by the District by the due date and time. The

District shall not be responsible for delays caused by any occurrence. All Proposals shall be mailed or delivered to the office of the District at the address listed below. Sealed Proposals are to be addressed as follows:

Cedar Key Water and Sewer District

510 3rd Street

Cedar Key, Florida 32625

SECTION 6.0. PROPOSAL DUE DATE AND TIME, OPENING

6.1. Proposal Due Date: Sealed proposals must be received by Alicia M. Johns, or her designee, 510 3rd Street, Cedar Key, Florida 32625, not later than 3:00 pm, eastern standard time, 510 3rd Street, Cedar Key, Florida 32625 on December 29, 2023 @ 3:00 PM EST. Proposals received after this date and time will not be considered.

6.2. Public Opening: Proposals will be opened and announced publicly at the District’s Office located at 510 3rd Street, Cedar Key, Florida, on the due date and time as specified in Section 3.0 hereof. The public may attend the public opening, but may not immediately review any Proposals submitted. The names of Proposers only will be read aloud at the time of opening. Pursuant to

Section 119.071(1)(b), Florida Statutes, all Proposals submitted shall be subject to review as public records upon notice of an intended award pursuant to this RFQ (or a reissued RFQ covering the same services) or thirty (30) days from opening, whichever is earlier. Unless a specific exemption exists, all documents submitted will be released pursuant to a valid public records request.

6.3. Validity: All Proposals shall remain valid for a period of ninety (90) days from the date of the public opening and may be extended beyond that time by mutual agreement.

SECTION 7.0. EVALUATION OF PROPOSALS AND SELECTION PROCESS

7.1. Proposals to this RFQ that satisfy the required qualifications and are deemed to be responsive and responsible shall be ranked by the Board consisting of at least three (3) members.

The Board may utilize other District staff and/or consultants who are not members to advise and assist the Board in its review of the Proposals.

7.2. In ranking proposals the Board shall evaluate the proposals on the basis of the information provided by the Proposer, and rank each proposal for compliance with the qualifications of each

Proposer and compliance with the mandatory requirements of the RFQ.

7.3. Responses to this RFQ not meeting the requirements specified herein will be considered non- responsive or not responsible, as applicable. The District reserves the right to reject any and all responses or waive any minor irregularity or technicality in responses received. Respondents are cautioned to make no assumptions unless their response has been deemed responsive.

7.4. The Board will evaluate the Proposals that are responsive to the requirements of this RFQ using the following weighted criteria listed in order of importance:

CRITERIA

MAXIMUM

POINTS

a. Executive Summary (Tab 1) 10

b. Ability of Personnel (Tab 2) 30

c. Experience of Firm and References (Tab 3) 30

d. Availability of Workload (Tab 4) 20

f. Oral Presentations (if required) 10

Total 100 (90 if no Oral

Presentations

Required)

7.5. At its discretion, the Board may invite Proposers to provide oral presentations to the Board.

At the conclusion of oral presentations, the Board will add in points for criteria f. and may also adjust points previously awarded for criteria a.- e. based upon information and clarifications received during the oral presentations. The District makes no commitment to any Proposer to this

RFQ beyond consideration of the written response to this RFQ. All Proposers will be notified of the shortlisted and non-shortlisted Proposers as well as the date, time and location of oral presentations. The District will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations or negotiations.

7.6 In the event of a tie between two or more Proposals, if one Proposer is a State Certified

MBE, they will receive the higher ranking.

7.7. It is anticipated that the District will approve entering into competitive negotiations with the top ranked firms in order of precedence in accordance with Section 287.055, Florida Statutes.

The award and competitive negotiation of the Contract will be in accordance with and Section

287.055, Florida Statutes. It’s anticipated that the District may enter into the Contract with one or more Proposers.

7.8. Individual Board members will be removed from the Board if unable to participate in all reviews, and scoring will be based on scores of the remaining Board members.

7.9. The District and the Board reserves the right to request that the Proposer provide additional information it deems necessary to evaluate, clarify, or substantiate any area contained in each submitted Proposal and to more fully meet the needs of the District, Moreover, the District reserves the right to make investigations of the qualifications of the Proposer as it deems necessary, including, but not limited to, a criminal background investigation.

7.10 Reserved Rights: The District, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFQ or in the proposal received as a result of this RFQ. The District does not guarantee the award of any contract as a result of this solicitation process.

SECTION 8.0. INTENT TO AWARD AND CONTRACT EXECUTION

8.1. The District reserves the right to incorporate the successful proposal into the Contract.

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

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

8.3. The selected Proposer will be required to assume responsibility for all services offered in the proposal. The District will consider the selected firm to be the sole point of contact with regard to contractual matters, including payment on any or all charges.

8.4. The Notice of Intent to Award and contracting will proceed pursuant to Section 287.055, Florida Statutes. The District does not guarantee that it will be able to come to terms on a contract with Proposer(s) and all such negotiations shall be at the Proposer’s risk and expense.

8.5. Unless such time is extended by the District, the successful Proposer shall, within thirty

(30) calendar days after Notice of Award is issued, sign and enter into a contract with the District, and shall simultaneously provide any required bonds, indemnities and insurance certificates.

RFQ 2023-02 ENGINEERING CONSULTANT, DESIGN, INSPECTION & RELATED SERVICES RELATED TO WATER

AND WASTEWATER SYSTEM IMPROVEMENTS AND REPAIRS STEMMING FROM DAMAGES SUFFERED

FROM HURRICANE IDALIA (INCLUDING HAZARD MITIGATION IMPROVEMENTS)

A-1

REQUEST FOR QUALIFICATIONS

FOR

ENGINEERING CONSULTANT, DESIGN,

INSPECTION & RELATED SERVICES PERTAINING TO HURRICANE

IDALIA RECOVERY PROJECTS (INCLUDING HAZARD

MITIGATION PROJECTS)

APPENDICES A-C

RFQ 2023-02 ENGINEERING CONSULTANT, DESIGN, INSPECTION & RELATED SERVICES PERTAINING TO

HURRICANE IDALIA RECOVERY PROJECTS (INCLUDING HAZARD MITIGATION PROJECTS)

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A-1

APPENDIX A: PROPOSAL TRANSMITTAL FORM (TO BE ON PROPOSER’S LETTERHEAD)

*The Cedar Key Water and Sewer District reserves the right to accept or reject any and/or all proposals in the best interest of the District.

This Proposal in response to RFQ 2023-02, is submitted by the below named firm/individual by the undersigned authorized representative.

(Firm Name)

BY _______________________________________________

(Authorized Representative)

(Printed or Typed Name)

ADDRESS __________________________________________

TELEPHONE ________________________________________

E-MAIL _______________________________________________

FEID #______________________________

LISTING OF ANY CERTIFICATIONS OR LICENSEs HELD:

NAME: NUMBER: _________________________

NAME: NUMBER:__________________________

NAME: NUMBER:__________________________

ADDENDA ACKNOWLEDGMENTS: (IF APPLICABLE)

Addendum #1 dated __________ Initials ______ Addendum #2 dated __________ Initials ______ Addendum #3 dated __________ Initials ______

A-2

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B-1

APPENDIX B: CHECKLIST OF REQUIRED FORMS, DOCUMENTS AND CERTIFICATIONS:

Please submit the items on the following list and any other items required by any section of this RFQ.

The checklist is provided as a courtesy and may not be inclusive of all items required within this

RFQ:

_____A. Completed Proposal Response Cover Sheet with Signature (Appendix A)

_____B. Checklist of Required Forms, Documents, Certifications (Appendix B)

_____C. FORMS (Appendix C)

_____ 1. Indemnification and Hold Harmless

______ 2. Public Entity Crimes Sworn Statement

_____ 3. Equal Employment Opportunity/Affirmative Action Statement

_____ 4. Drug Free Workplace Certification

_____ 5. Disclosure Statement, Conflicts of Interest Disclosure

_____ 6. Non-Collusion Affidavit

_____ 7. Ethics Clause Certification

_____ 8. List of Proposed Subcontractors and Services to be Performed

_____ 9. Certification Regarding Debarment, Suspension, and Other

Responsibility Matters – Primary Covered Transactions

_____10. E-Verify Compliance Certification

_____11. Required Policy Endorsements and Documentation

(Insurance Verification)

_____12. References/Conflicts

_____13. Certification Regarding Lobbying for Contracts, Grants, Loans, and

Cooperative Agreements

_____D. Contract Documents (Appendix D)

B-2

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C-1-1

APPENDIX C-1

INDEMNIFICATION AND HOLD HARMLESS

To the fullest extent permitted by law, Contractor shall indemnify and hold harmless the Cedar Key Water and Sewer District, and their officers, agents, and employees from liabilities, damages, losses, and costs including but not limited to reasonable attorney fees, to the extent caused by the negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by the CONTRACTOR in the performance of this CONTRACT.

Signed:…