Y26-125-HS_Drafting_Resource_(rev._1).docx

ORANGE COUNTY BOARD OF

COUNTY COMMISSIONERS

Procurement Division

IFB DRAFTING RESOURCE – PURCHASING SECTION

A. PROJECT INFORMATION

1. TITLE (from Project Information Sheet received from dept) Background Checks

2. PROJECT ID (grab from the contract numbering board after logging new project) Y26-125

3. CATEGORIES (COMMODITY CODES):

Please select the applicable commodity code(s) for Advantage (https://apps.ocfl.net/OrangeBids/Commodityrpt.asp) 97300

Note: Categories in OpenGov will be selected based on Project Information Sheet and Scope of Services provided by Dept)

B. SET UP QUESTIONS

2.

3. Pre-Solicitation Meeting (If Applicable): Comment by Santiago-Rullan, Heidee M: Please confirm a pre-solicitation meeting will not be needed OR correct to Yes and complete the information below. Comment by Petrelli, John: Not required. Comment by Heidee Santiago-Rullan: OK Will the meeting be required to be held at a physical location, or can it be held virtually?

N/A

If it requires a physical pre-solicitation meeting, please list the location information, including building name, address, and conference room number or exact meeting location.

N/A

4. Contract Type (select one – highlight your selection):

a. Term Contract

b. Option Year Contract

c. One-Time Contract

5. Contract Term (Select One) (Contracting Agent – delete any choices that are not applicable before sending to the department) The Contract resulting from this solicitation shall commence effective upon execution by both parties and the service period shall be specified for _______________.

a. Three (3) years with two (2) additional one (1) year renewal periods.

b. Two (2) years with three (3) additional one (1) year renewal periods.

c. One (1) year with four (4) additional one (1) year renewal periods.

d. Five (5) years. No renewals. (Preferred)

8. Descriptive Literature Are descriptive literature documents/written specification sheets a requirement of this procurement?

(select one – highlight your selection)

a. No – Not Applicable Comment by Santiago-Rullan, Heidee M: Please confirm or correct. Comment by Petrelli, John: Confirmed

b. Yes – Descriptive Literature / Specification Sheets are required for proposed equivalents only (most common).

c. Yes – Descriptive Literature / Specification Sheets are required for all items.

10. Funding Source Is Federal Funding a consideration of this Procurement?

(select one – highlight your selection)

a. NO – Federal Funding is not a consideration of this Procurement

b. YES – Uniform Guidance is applicable to this procurement: Federal Act Funding, Federal Grant or Other Grant with Federal Pass-through amounts.

Federal Funding Agency:

c. YES – Use of this contract may be necessary to prepare, respond, or recovery in the event of an officially declared state of emergency in the county/State/Nation.

Federal Funding Agency:

11. HIPAA Compliance – Does this procurement require a Business Associate Agreement? Y/N?

The HIPAA Privacy Rule requires all Covered Entities to have a signed Business Associate Agreement (BAA) with any Business Associate (BA) they hire that may come in contact with Protected Health Information (PHI). This question is particularly relevant for Health Services, Family Services, Fire Rescue and Corrections Department.

YES

12. Coordination with risk management (if there isn’t a current contract to consult with in the Insurance Matrix)

a. General Liability Coverage Required

i. Endorsements? Y/N?

Additional Insured- CG 20 26 or CG 20 10/CG 20 37 or their equivalents.

Note: CG 20 10 must be accompanied by CG 20 37 to include products/completed operations Waiver of Transfer of Rights of Recovery- CG 24 04 or its equivalent.

ii. Limit:

$1,000,000/$2,000,000

b. Commercial Auto Liability Required

i. Endorsement? Y/N?

Not required.

N/A

c. Workers' Compensation / Employers Liability Required

i. Endorsement? Y/N?

Waiver of Subrogation- WC 00 03 13 or its equivalent

$100,000

d. Specify any Additional Insurance Requirements and the limits:

Professional Liability- with a limit of not less than $1,000,000 per occurrence/claim

The amount?

N/A

Note: Generally, all procurements require references. Exceptions are as follow:

· Procurements that are pre-qualified do not require references.

· In some rare instances procurements for certain basic commodities do not require references. However, if purchasing large quantities consider requesting references that can confirm the respondent’s ability to deliver on time.

a. Quantity of Client References Required Respondent shall supply a list of at least (select one – highlight your selection): Comment by Santiago-Rullan, Heidee M: Select one of the options. Comment by Petrelli, John: 5 client references

i. three (3) client references

ii. four (4) client references

iii. five (5) client references

b. Reference Time Period (select one – highlight your selection): Comment by Santiago-Rullan, Heidee M: Choose five or ten years of reference time frame required. Comment by Petrelli, John: 5 years References shall be within the last ___ years, immediately preceding the due date of bid submittal.

i. five (5)

ii. ten (10)

15. Documentation Required for Qualification

Select all applicable qualifications the respondent will have to demonstrate to qualify for award.

Is there other documents required? Licenses? Resumes? Certifications? Comment by Petrelli, John: None required.

a. Professional Licenses

b. Certifications

c. Manufacturer Authorizations (Dealer or Service Provider)

d. None Required / None Applicable

C. SOLICITATION TERMS & CONDITIONS

1. Contract Award Select the appropriate provision for award. (select one – highlight your selection)

a. All or None Award

b. Lot-by-Lot Award

c. Reserved Right to Award All-or None OR Lot-by-Lot

d. Multiple Award (Requirements Contract: Distribution based on Primary, Secondary etc.)

e. Multiple Award (Requirements Contract: Distribution based on lowest unit cost)

f. Multiple Award (Indefinite Quantity Contract or One-time contract)

g. Item-by-Item Award

h. Reserved Right to Award All-or None or Item by Item

i. All-or-None Bid including Options

j. All-or-None Bid excluding Options

k. Revenue

D. SCOPE OF SERVICES

(Insert specifications/scope of services provided and coordinate revisions with the department, or attach as as separate document if is lengthy Comment by Santiago-Rullan, Heidee M: Please provide the scope in the separate document sent via email. (Y26-125 Scope of Services)

E. CONTRACT TERMS & CONDITIONS

1. Delivery/Performance and Force Majeure Delivery/Performance (Fill in the hours/days in highlighted areas)

Time is of the essence in the award of this Invitation for Bids. Delivery/Performance shall be no later than ten (10) calendar days from receipt of the County’s Delivery or Purchase Order. Comment by Santiago-Rullan, Heidee M: Please indicate time frame from DO receipt within which the contractor should deliver or perform. Comment by Petrelli, John: 10 business days.

It is hereby understood and mutually agreed to by and between parties hereto that the time is an essential condition of this contract. Should the Contractor neglect, fail or refuse to furnish and deliver the goods or provide services within the time herein specified, Contractor does hereby agree, as part of consideration for the award of this contract to reimburse the County any sums expended to contract for rental goods, or any excess sums expended between the contracted rate and off-contract purchase for any equipment or services approved by the Procurement Division for the period from the required scheduled commencement date until services are provided or delivery is made in accordance with the contract.

The Contractor shall, immediately upon discovery of a delay, notify the Manager, Procurement Division in writing of the cause(s) of the delay.

Force Majeure

Should the Contractor be delayed in performance or the delivery of the goods or equipment by reason of unforeseeable causes beyond its control and without fault or negligence, including, but not restricted to, acts of God or neglect of any other Contractor, the period herein above specified for the completion of delivery shall be extended by such time as shall be approved by the Manager, Procurement Division.

1. The Contractor shall not be held responsible for any delay and/or failure in performance of any part of this contract to the extent such delay or failure is caused by explosion, war, embargo, government requirement, civil or military authority, act of God, or other similar causes beyond the Contractor’s control so long as the Contractor’s delay is not caused by the Contractor’s own fault or negligence. That notwithstanding, the Contractor shall notify the County in writing within seventy-two (72) hours after the beginning of any such cause that would affect its performance hereunder and the County reserves the right the request additional information that supports the validity of the Contractor’s Force Majeure claim. Failure to notify the County in a timely manner of any claim of Force Majeure made pursuant to this section is cause for termination of this contract. Comment by Santiago-Rullan, Heidee M: Indicate how much time the contractor has to notify the county of a possible delay Comment by Petrelli, John: 72 hours

2. If the Contractor’s performance is delayed pursuant to this section for a period exceeding ten (10) calendar days from the date the County receives the required Force Majeure notice, the County shall have the right to terminate this contract thereafter and shall only be liable to the Contractor for any work performed and validated (if required for payment hereunder) prior to the date of the County’s contract termination. Comment by Santiago-Rullan, Heidee M: Indicate the time they are allowed after delay notification to resolve it. Comment by Petrelli, John: 10 business days

3. If the Contractor’s performance is delayed pursuant to this section, the County may, upon written request of the Contractor, agree to equitably adjust the provisions of this contract, including price, performance, and delivery, as may be affected by such delay. However, this provision shall not be interpreted to limit the County’s right to terminate for convenience.

F. BID RESPONSE FORM

1. Reference Requirements

References shall be for work substantially similar in scope and specifications satisfactorily completed and should validate the following capabilities and experience: Comment by Santiago-Rullan, Heidee M: List specific requirements for reference checks. Comment by Petrelli, John: Just 5 current clients, names, emails, phone numbers

· Instruction: Update bullets below with requirements, specify if the requirement applies to each reference, a minimum number of references, or collectively across all references

· Example: Each demonstrating services for a minimum of 1,000sqft

· Example: A minimum of 1 reference for Services in a LEED Certified Building

· Example: A minimum of 1 reference for Services requiring a 24-hour response time

· Example: Each demonstrating completion of multiple concurrent projects

· Example: A minimum of 1 reference for Services for high-security facilities such as a banks, courthouses, correctional institutions or government facilities.

2. Licenses/Certifications

Please list all applicable licenses required to lawfully perform the proposed work. Make sure these requirements are also addressed in the Specifications/Scope of Services. Comment by Santiago-Rullan, Heidee M: Please complete list of required licenses Comment by Petrelli, John: None required

At a minimum, the following shall be attached:

· Example: update license name

· Example: update license name

3. Please list any additional requirements Comment by Santiago-Rullan, Heidee M: Please list any additional requirements specific to this solicitation. Comment by Petrelli, John: None

4. Please list any additional requirements

5. Please list any additional requirements

G. FEE SCHEDULE FORM Comment by Santiago-Rullan, Heidee M: Please provide a chart that lists the service/commodity lines that will be involved in the scope, their description, corresponding unit type/value, the time frame they represent (1-year vs 5-year), and the estimated quantities. Comment by Petrelli, John: Attached

The Contractor shall provide all labor, equipment, manpower and other resources necessary to provide the services in strict accordance with the scope of services defined in this solicitation for the amounts specified in this Fee Proposal Form. All additional fees, including but not limited to, court fees, repository fees, DMV fees, clearinghouse costs or other miscellaneous statutory/mandatory charges, shall be included in the unit cost.

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