SAN JOSE/EVERGREEN COMMUNITY COLLEGE DISTRICT REQUEST FOR QUALIFICATIONS & PROPOSAL G2010.0089 CONTRACTOR OUTREACH CONSULTING SERVICES Proposal Due Date & Time 3:00 P.M. April 25, 2014 Proposals Must Be Submitted To: San Jose/Evergreen Community College District District Offices -- Purchasing Dept Bldg 7 4750 San Felipe Road San Jose, CA 95135 Optional, Non-Mandatory Proposers Conference will be held: April 16, 2014 at 3:00 pm In Conference Room 9 of District Offices, 4750 San Felipe Road, San Jose CA 95135 Contact Cindy Giesing, Purchasing Agent Phone: (408) 270-6487 e-mail address: Cynthia.giesing@sjeccd.edu It is the policy of the San Jose/Evergreen Community College District that no person or Consultant shall be excluded from participation in, denied the benefits of, or otherwise be discriminated against in the award and performance of any District contract on the grounds of ethic group identification, race, color, language, accent, immigration status, ancestry, national origin, age, sex or gender, gender identity, religion, sexual orientation, marital status, medical condition, veteran status, physical or mental disability, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics; and that barriers to effective participation traditionally encountered by minorities and females be minimized.
SAN JOSE/EVERGREEN COMMUNITY COLLEGE DISTRICT INDEX This Request for Qualifications and Proposal packet includes the following documents: - Cover - Index - Notice to Proposers - Solicitation Conditions - District Background Information and General Conditions Scope of Services Instructions to Proposers Proposers Desired Qualifications Proposal Format and Content Schedule Evaluation and Selection -Appendix A: PROPOSAL NARRATIVE TEMPLATES Cover Sheet Cover letter Staffing Plan Rate Sheet Work Plan Pricing Proposal References Appendix B: PROPOSAL PACKET Proposed Subcontractors Small/Disadvantaged Business Utilization Form Certificate of Non-Discrimination Form Proposer Business Structure Form Business Enterprise Certification Form Statement of Non-Collusion Form Signature Page W9 Appendix C: SJ/ECCD Sample Contract Appendix D: SJECCD Local Business Outreach Program for Minority-Owned, Women-Owned & Small Business, September 2011, Program and Construction Management by Gilbane
SAN JOSE/EVERGREEN COMMUNITY COLLEGE DISTRICT NOTICE TO PROPOSERS The San Jose/Evergreen Community College District, 4750 San Felipe Road, San Jose, California 95135 hereby invites sealed proposals for the following: REQUEST FOR QUALIFICATIONS and PROPOSAL G2010.0089 CONTRACTOR OUTREACH CONSULTNG SERVICES Proposals shall be made on forms and be in accordance with solicitation conditions and specifications prepared by the District. The District will receive sealed proposals at the District Office, Purchasing Dept (Bldg 7), 4750 San Felipe Road, San Jose, CA 95135, before: 3:00 p.m. April 25, 2014 Advertise: March 25, 2014 April 1, 2014 April 8, 2014 April 15, 2014 Board of Trustees San Jose/Evergreen Community College District
SAN JOSE/EVERGREEN COMMUNITY COLLEGE DISTRICT SOLICITATION CONDITIONS SOLICITATION MATERIALS AND INFORMATION: This Request for Qualifications and Proposal packet and all subsequent documents may be obtained from the San Jose Evergreen Community College District website: http://www.sjeccd.edu/district-services/fiscal-services/purchasing-bids. All questions must be e-mailed to Cindy Giesing at cynthia.giesing@sjeccd.edu with a copy to Sam Ho at sam.ho@sjeccd.edu by April 18, 2014. Answers will be researched and one or more addendums will be issued by April 22, 2014. EXAMINATION OF REQUEST FOR QUALIFICATIONS AND PROPOSAL DOCUMENTS AND ACTUAL CONDITIONS: Before submitting a proposal, the proposer shall thoroughly familiarize himself/herself with all solicitation documents referred to in the Request for Qualifications and Proposal, and any addenda issued before the solicitation closing. Such addenda shall form part of the proposal response. It shall be the proposer's responsibility to ascertain that his/her proposal includes consideration of all addenda issued prior to the solicitation closing. If, after inspection and examination by the proposer, there are any existing conditions or requirements of the bid which are not completely understood by the bidder, he/she shall contact the District Purchasing Department for further information as may be available. PROPOSAL FORM:, Proposals must conform to the format specified below, and must include all forms in the Solicitation Packet furnished by the SJ/ECCD properly completed. No electronic, email, or telephone proposal or modifications will be considered. All items on the forms should be filled out. Numbers should be stated in both words and figures. Signatures of all individuals must be in long hand. Proposals must not be written in pencil. Mistakes may be crossed out and correction inserted in adjacent, but the correction must be initialed in ink by the person signing the proposal. No corrections can be made after the time of the solicitation closing. Whenever the amount resulting from the multiplication of the unit price bproposed by the proposer on any item by the total number of units called for in the item does not equal the total price proposed, then the unit price shall govern for all purposes. Statements or communications which serve to qualify the proposal may void such proposal as to the items qualified. Proposal forms that are not filled out completely may be rejected from consideration as non-responsive. Solicitation Conditions Page 1 of 4
COLLABORATION ENCOURAGED: The District recognizes that the items of work outlined in SCOPE OF WORK require different types of skills and experience, and that a given Consultant may want to supplement their strengths by including other consultants with different strengths. Such COLLABORATION AND TEAMWORK ARE ENCOURAGED, including collaboration with various ethnic and cultural groups. One entity must be designated as prime and be responsible for managing the overall project. The other entities must be designated as subconsultants, Subconsultants must be listed on the Proposed Subcontractors form of the Proposal Packet. The Proposal Narrative Part 3, Staffing Plan, must clearly indicate which team member is prime, and must include Memos of Understanding or similar statements from subconsultants defining their roles on the project. SMALL AND DISADVANTAGED BUSINESS ENTERPRISES: The District has set a goal of 15% combined utilization of small and disadvantaged contractors & suppliers on all projects unless otherwise noted. A. The District recognizes small and disadvantaged contractor and supplier certifications granted to firms by any of the following agencies: Department of General Services Bureau of Minority & Women Business Opportunities (DGS BMWBO) Federal Department of Transportation National Minority Development Council (NMSDC) or its affiliates Women Business Enterprise National Counsel (WBENC) National Women Business Owners Corporation (NWBOC) Minority Business Enterprise Council (MBEC) State of California San Francisco Human Rights Commission City of Oakland City of San Jose County of Santa Clara County of Alameda County of San Mateo The District reserves the right to revise this list at its own discretion B. The Small and Disadvantaged Contractor/Supplier Utilization Form is required to be submitted with each proposal.. C. If there is no anticipated participation of small and disadvantaged businesses on this project, a justification letter must be submitted with the proposal for SJECCD s review. ADDENDA: Any addenda issued during the time of the solicitation shall form a part of the solicitation document issued to proposers for the preparation of their proposals and shall constitute a part of the contract documents. Solicitation Conditions Page 2 of 4
PROPOSAL SUBMISSION: Whether proposals are sent by mail or delivered in person, the proposer shall be responsible for the delivery of the proposal to the District Offices, Purchasing Department (Bldg 7), San Jose/Evergreen Community College District,4750 San Felipe Road, San Jose, CA 95135 on or before the advertised date and hour for the closing of the solicitation. If the mail or personal delivery is delayed beyond the date and hour set for the solicitation closing, such delayed proposals shall not be considered and shall be returned unopened. Proposal must reference the Solicitation Proposal number and name on the outside of the sealed proposal package. No late proposals will be accepted. Proposers must submit one (1) original, (1) copy, and one (1) electronic copy (in PDF format on a CD or thumb drive) delivered with the original in the sealed proposal envelope. The District will also accept (1) original, (1) copy, and one (1) additional hard copy Include the complete Proposal packet with all forms signed and dated. Reference your company name on all pages of your submittal. ACCEPTANCE, CHANGES, REJECTION OR WITHDRAWAL OF PROPOSALS: The Proposal submitted by the Proposer shall remain open and valid and shall be subject to acceptance by SJ/ECCD for ninety (90) days after the solicitation closing date. Changes to a proposal shall not be allowed after solicitation closing. The San Jose/Evergreen Community College District reserves the right to reject any and all proposals, to waive any informality and/or irregularity in any proposal received, and to be the sole judge of selecting the proposer or proposers who in the District s judgment will best meet the District s needs and objectives for this solicitation. The proposer may withdraw its proposal at any time before the solicitation closing. In no case may a proposal be withdrawn after the solicitation closing date without express approval from the Governing Board of the San Jose/Evergreen Community College District. Request for withdrawal of a proposal must be submitted in writing by the proposer to SJ/ECCD. BASIS OF AWARD: This solicitation will be awarded in the best interest of the District. See Solicitation Specifications. FORCE MAJEURE CLAUSE: The Consultant and SJ/ECCD shall be excused from performance hereunder during the time and to the extent that they are prevented from performance by acts of God, acts of Government, labor disturbances, fire, lack or shortage of transportation facilities by the Government or other causes which are beyond the control of and not due to the fault or neglect of the Consultant or SJ/ECCD; or when SJ/ECCD is prevented from performing by operation of law or a court order. In these instances, the Consultant shall within five (5) days of such occurrence submit written evidence for the cause of the delay including a request for an extension of time equal to the delay. If the District finds that a cause for delay does exist, it may at its option grant an extension of time equal to the delay. Solicitation Conditions Page 3 of 4
PAYMENT: All payments will be processed through SJ/ECCD's normal accounts payment process after receipt and acceptance of the services and after compliance by the Consultant with all of the terms of the contract/order. Consultant may submit monthly invoices for work performed. CONSULTANT S RESPONSIBILITIES: In the performance of any operations hereunder, Consultant shall furnish at its own expense and cost any and all necessary labor bonds, permits, materials, supplies, machinery, equipment, tools, transportation and anything else necessary to perform and complete the work covered by this Agreement, other than items which SJ/ECCD specifically agrees in writing to furnish. Solicitation Conditions Page 4 of 4
1. DISTRICT BACKGROUND SAN JOSE/EVERGREEN COMMUNITY COLLEGE DISTRICT SOLICITATION SPECIFICATIONS Located in the northeastern Santa Clara Valley, the San Jose/Evergreen Community College District encompasses more than 300 square miles, including part of the city of San Jose and all of the city of Milpitas. The District includes the areas served by Milpitas and San Jose Unified School Districts, together with the Eastside Union High School District. The District is classified as a governmental instrumentality under Internal Revenue Code Section 115 and as a charitable organization under Internal revenue Code Section 501(c)(3), and is, therefore, exempt from Federal taxes. The District is fiscally independent. San Jose/Evergreen Community College District is a multi-college district with approximately 575 employees and 14,000 Full Time Equivalent Students. It is comprised of two colleges, San Jose City College and Evergreen Valley College, Workforce Institute, and a District Office, operating at the following locations: San Jose City College 2100 Moorpark Avenue San Jose, CA 95128 Evergreen Valley College 3095 Yerba Buena Road San Jose, CA 95135 Workforce Institute 600 South Bascom Avenue, Suite T101 San Jose, CA 95128 San Jose/Evergreen Community College District Office 4750 San Felipe Road San Jose, CA, 95135 San Jose Evergreen Community College District has a strong commitment to supporting diversity as expressed in our Mission, Vision and Values statements: Our Vision By the year 2017, SJECCD becomes the premier institution for advancing opportunity, equity, and social justice for everyone through educational excellence. Our Mission As a leading educational institution, the mission of the SJECCD is to meet the diverse educational and workforce needs of our community by empowering our students to become agents for socioeconomic change. Our Values Opportunity Equity Social Justice Page 1 of 11
2. INFORMATION AND GENERAL CONDITIONS A. Definitions The term District as used in these terms shall be construed to include the San Jose/Evergreen Community College District (SJECCD) and all employees, officers, and agents of the San Jose/Evergreen Community College District. The term Consultant as used in these clauses shall be construed to include the contractor that will provide outreach consulting services to the District. B. Signature The proposal must be signed in the name of the Consultant and must bear the signature of the person authorized to sign proposals on behalf of the Consultant. C. Compensation and Additional Services If additional services are required and authorized by the Chancellor, other than those included in the original Agreement, the Agreement will be amended to reflect the additional services, including any additional agreedupon compensation for such services. D. Assignment of Contract Any disputes shall be resolved through binding arbitration pursuant to California Code of Civil Procedure section 1280 et seq., with the nonprevailing party to pay the arbitrator s fees, but with each side otherwise to bear its own costs and fees. 3. SCOPE OF SERVICES BACKGROUND SJECCD is soliciting proposals from interested and qualified consultants to assist the District in implementing our Local Business Outreach Program for Minority-Owned, Women-Owned, and Small Business outreach plan. The overall goal of the Plan and of this solicitation is to strengthen local, diverse, and small business participation and hiring related to construction and professional services for the District. Our existing Outreach Plan includes a goal of 15% contractor/vendor participation by small and disadvantaged businesses. The focus of the scope of work for this solicitation is to achieve the District s 15% outreach goal. The scope of work for this solicitation also includes helping the District validate that goal or refine it based on demographic data and establish consistent long term measurements to track and report progress towards the outreach goals. The District intends to enter into a contract with the selected Consultant that is a one year contract renewable at the District s discretion for two optional extensions of one year each. Page 2 of 11
The selected consultants will interface with District staff, Program Manager, construction project managers, general contractors, and the District Facilities Department. The selected party shall provide regular reports on progress toward local and small business participation goals. The consultant will work under the general direction of the District Outreach Committee and the specific direction of a three-member steering committee to be composed of the Director of Community Relations and Diversity Programs of the Chancellor s Office, a representative of the Program and Construction Management firm, Gilbane, and a representative of the District Purchasing Department. OUTREACH GOAL The purpose of this solicitation and the services subsequently purchased is TO INCREASE THE PARTICIPATION OF DIVERSE SMALL BUSINESSES IN THE BUSINESS OF THE DISTRICT, with particular emphasis on the current bond-funded construction activity. Diverse small businesses includes minority-owned, women-owned, disabled veteran-owned, and small businesses. All activities undertaken in connection with this solicitation must ultimately promote this goal. SCOPE OF WORK The following Scope, Deliverables, and Anticipated Timeline have been assembled by the Outreach Steering Committee to guide consultants in submitting relevant proposals. In responding to this solicitation, Consultants may further define, adjust or alter the specifics of the Scope deliverables, timeline etc based on their expert knowledge and experience. Item 1: IDENTIFY DIVERSE SMALL BUSINESSES (Market Research Component) Provide information, contacts, and statistics about local diverse small businesses in a targeted, searchable and maintainable format. Information should be accurate, current, and comprehensive. Anticipated time to accomplish this Scope Item: Not more than 3 months a. Proposed Deliverable: Produce a baseline spreadsheet of current available vendors/contractors of all ethnicities, gender, and veteran status whose business addresses are in Santa Clara County. On the spreadsheet, provide information including business name, type of services and/or products, address, contact information including current active email addresses and phone numbers, number of employees, web address, demographics of owners in terms including gender, ethnicity, and veteran-status. b. Proposed Deliverable: Identify overall demographic metrics of Santa Clara county as related to potential contractors and vendors for the District. Include total population, number of registered businesses, and type of business (ie, what goods or services does the business provide). Break out the data by minorityowned, women-owned, disabled veteran owned, and small. Page 3 of 11
Item 2: DEVELOP AND IMPLEMENT METRICS (Measurement and Evaluation component) Assist the District in developing metrics and best practices for assessing outreach activities and their results. Anticipated time to accomplish this Scope Item: Not more than 3 months a. Proposed Deliverable: Construct a baseline of the District s contractors and vendors over the past five years in terms including gender, ethnicity, veteran, number of awarded contracts, and awarded dollar amounts. b. Proposed Deliverable: Develop a data collection and reporting structure that is comprehensive, easily understandable, accurate, and maintainable. Consider the identified deliverables from Items 1, 2, 3. Item 3: OUTREACH TO POTENTIAL CONTRACTORS (Community Outreach component) Assist the District, Gilbane, General Contractors etc in making opportunities known to potential bidders, contractors and subcontractors Anticipated time to accomplish this Scope Item: Not more than 3 months a. Proposed Deliverable: Identify likely vendors and further qualify them as to their readiness to compete for District s bond and non-bond-funded projects, goods, and/or services. Include state licensing information, bonding ability, insurance coverage, etc. b. Proposed Deliverable: Identify deficiencies and barriers for those who are not qualified c. Proposed Deliverable: Propose, plan, and conduct outreach activities to make opportunities known to diverse small businesses who are potential bidders or subcontractors. Increase outreach activities to qualified and non-qualified vendors including MBE/WBE/Veteran-owned enterprises through one-on-one contacts and outreach events for any of the District s purchasing or contracting opportunities. Keep attendance and contact data (in a spreadsheet or other format) for follow up. Item 4: WORK WITH POTENTIAL CONTRACTORS/VENDORS (Coaching/training component) Assist potential vendors/contractors in accessing opportunities with the District. Anticipated time to accomplish this Scope Item: 3 to 6 months a. Proposed Deliverable: Identify informational or educational needs of potential contractors/vendors. Assess available sources of information and training which can meet those needs. Connect potential contractors/vendors with the identified resources. Page 4 of 11
b. Proposed Deliverable: Identify areas of needed training or information which are not readily available. Plan and conduct appropriate training or information sessions. c. Proposed Deliverable: Increase training sessions for both qualified and nonqualified vendors/contractors including MBE/WBE/Veteran-owned enterprises in order for them to be able to bid for District contracts and purchasing of goods and services. d. Proposed Deliverable: Increase the number of vendors including MBE/WBE/Veteran-owned enterprises who become qualified to bid for District s purchasing of goods and/or services as a result of the training or outreach. e. Proposed Deliverable: Increase the number of vendors including MBE/WBE/Veteran-owned enterprises that were qualified and participated in the bidding process for the District s purchasing of goods and/or services. f. Proposed Deliverable: Increase the number of vendors including MBE/WBE/Veteran-owned enterprises who win bids for services and goods as a result of this training or outreach. g. Proposed Deliverable: Increase the dollar amounts for vendors including MBE/WBE/Veteran-owned enterprises who win bids for District services and/or goods. Item 5: REPORT PROJECT PROGRESS AND RESULTS (reporting component) Report project progress by scope item and deliverables. Summarize results of each deliverable and of the overall project in relation to the District s goal of increasing participation by diverse small businesses. Anticipated time to accomplish this Scope Item: less 1 month of effort over the course of the project a. Proposed Deliverable: Provide quarterly reports to the Outreach Steering Committee at regularly scheduled meetings. Include written copies and illustrations as appropriate. b. Proposed Deliverable: Provide an end of project report that identifies results of the overall project, focusing on steps toward achieving the District s outreach participation goals. Page 5 of 11
4. INSTRUCTIONS TO PROPOSERS A. Contract Proposers shall be prepared to accept the terms and conditions of the Agreement, including Insurance and Indemnification language (See SJ/ECCD Sample Contract Attachment). If a proposer desires to take exception to the Agreement, proposer shall provide the following information as a section of the proposal identified as Exceptions to the Agreement: 1. Proposer shall clearly identify each proposed change to the Agreement, including all relevant attachments. 2. Proposer shall furnish the reasons for exception, as well as specific recommendations for alternative language. The above factors will be taken into account in evaluating proposals. Proposals that take substantial exceptions to the Agreement or proposed compensation terms may be determined by the District, at its sole discretion, to be unacceptable and no longer considered for award. B. Term of Contract The District intends to enter into a contract with the selected Consultant that is a one year contract renewable at the District s discretion for two optional extensions of one year each. C. Collusion By submitting a proposal, each proposer represents and warrants that its proposal is genuine and not a sham or collusive, or made in the interest of, or on behalf of, any person not named therein; that the proposer has not directly or indirectly induced or solicited any other person to submit a sham proposal or any other person to refrain from submitting a proposal; and that the proposer has not in any manner sought collusion to secure any improper advantage over any other person submitting a proposal. (See attached Statement of Non-Collusion Form) Page 6 of 11
5. PROPOSER'S DESIRED QUALIFICATIONS Desired Qualifications of the Consultant and Staff/Team include: 1. Collaborative work style and demonstrated leadership skills 2. Excellent interpersonal and organizational skills 3. Demonstrated experience with similar outreach efforts, including evidence of effective community relations work. 4. Experience and/or knowledge of construction-related labor compliance projects. 5. Knowledge of local labor and construction markets. 6. Familiarity with State of California Public Contract Code and small business certification processes. 7. Experience with market research and analysis of demographic data 8. Experience organizing informational events. 9. Experience coordinating or conducting training with content relevant to this proposal 10. Flexible schedule to accommodate day and evening meetings or events. 11. Bay Area (California) based (preferred). 6. PROPOSAL FORMAT AND CONTENT A. FORMAT Proposals shall be made in the official name of the Consultant or individual under which the Consultant's business is conducted (including the official business address). Proposals shall be prepared simply and economically, providing a straightforward, concise description of proposers' ability and expertise as a Consultant. Proposals shall be typed or word processed (not handwritten) and shall not include any unnecessary promotional materials. Proposers must submit one (1) original, (1) copy and one (1) electronic copy (PDF formatted on a CD or thumb drive) delivered with the original in the sealed proposal. The District will also accept (1) original, (1) copy and one (1) additional hard copy. Include the complete Proposal Packet with all forms signed and dated. Reference your company name on all pages that you submit. B. PROPOSAL NARRATIVE See Appendix A for PROPOSAL NARRATIVE TEMPLATES which may be used to structure your response. All information indicated below must be provided. 1. Cover Sheet Include Project name & number, prime consultant s name and contact information, and date of submission Page 7 of 11
2. Cover Letter The Cover Letter should be addressed to San Jose Evergreen Community College District and signed by prime contractor. Include an overview of your proposal and highlight anything special you wish to convey to the selection committee. 3. Staffing Plan a. Describe team or collaborative structure b. List consultants who will work on this project. Identify their name, company affiliation, contact information. Describe their areas of responsibility and role on this project c. For each staff member, indicate their availability for work on this project, including any scheduling conflicts or significant periods of unavailability d. For each staff member, attach a one-page resume highlighting relevant experience e. For each Subconsultant provide a Memo of Understanding or similar statement confirming their intention to participate in this project, identifying their proposed role and confirming their availability 4. Rate Sheet For each staff member, provide an hourly rate that is all-inclusive. Expenses (mileage, copy charges, etc) will NOT be reimbursed. Include applicable rates for subconsultants. 5. Work Plan a. Summarize how you will accomplish the scope of this project. Describe your approach to this project, including methodology, deliverables, and project communication. Include a complete description of services to be provided. Include both services outlined in this written request, as well as any additional recommended services the Consultant will offer the District. b. Include a timeline for performing the services needed to accomplish the scope of work. List task, staff name, and hours by month. 6. Price Proposal a. Estimate the total hours by staff member by activity or scope item to arrive at a total proposed NOT TO EXCEED price for each Scope Item and for Total Project.. b. Using the Work Plan, add up the total hours for each staff member and multiply by the hourly rates to derive the total for this project. Please verify that this pricing is reasonable and the scope is achievable by the methods proposed. c. The awarded contract will include a Not To Exceed total price for each scope Item, invoiced monthly by hours worked by task. If the Not To Exceed price for a given scope Item is reached, and all deliverables for that Item have not been completed, Consultant will be expected to complete its work and provide all deliverables for that scope Item at its own expense. Page 8 of 11
7. Consultant s References a. Each proposer (prime consultant) must provide the following information for at least three (3) customers for whom the Consultant has provided services in the past 5 years. Indicate the scope of the work performed for each of the referenced clients as well as the period of time for which it was performed. b. Preference will be given to references in the following order, from: Community College Districts, other Higher Education Institutions, and/or public sector experience. Responses to reference checks will be considered in the award of the Solicitation. c. For each reference, supply the following information: Customer name, address, telephone number, and fax number Date services were provided. Services provided. Customer contact person s name, title, telephone number, e-mail address. C. PROPOSAL PACKET 7. SCHEDULE See APPENDIX B for forms which must be completed and submitted with the Proposal Narrative. The following table outlines the planned schedule of major activities related to the RFQ distribution, response submission, evaluation and selection processes. All times referenced are in Pacific Standard Time. San Jose/Evergreen Community College District (SJ/ECCD) reserves the right to amend the above schedule as necessary. RFQ Issued Proposers Conference (non-mandatory) March 25, 2014 April 16, 2014 3:00 pm District Office Conference Room 9, 4750 San Felipe Road, San Jose CA 95135 April 18, 2014, 5:00 p.m. Deadline for Questions Response to Questions Issued April 22, 2014 Proposals Due April 25, 2014, 3:00 p.m. Proposal Evaluation Completed May 2, 2014 Vendor Presentations May 7 & 8, 2014 Intent to Award Announcement May 22, 2014 June 10, 2014 Board Approval PROPOSERS CONFERENCE The District will conduct an informational session for prospective proposers on April 16, 2014 at 3:00 pm in the Conference Room of the District Offices (Building 9). All prospective bidders and team members re invited to attend. The District will discuss this RFQ and the Page 9 of 11
District s Outreach program. Attendance at the Bidders Conference is recommended and encouraged, but is NOT mandatory. 8. EVALUATION AND SELECTION A. Evaluation Criteria The District will evaluate all proposals in a fair and consistent manner. In addition to the degree to which the proposer responds to the specifications of this Request for Proposal, it is anticipated that the following criteria will be used to evaluate proposals: 1. Proposal Content --30 points Is the proposal complete and the information relevant? Is the work plan sound? How does the bidder propose to accomplish the scope of work of this project? 2. Capacity to Perform 30 points Evaluate the strength of the assembled team and the availability of staff 3. Pricing 25 points Reasonableness of the total price and competitiveness of this amount with other offers received; adequacy of data in support of figures quoted; reasonableness of individual task budgets; and basis on which prices are quoted. 4. Local Business (70 mile radius from the District Office) - 5 Points 5. Small Business - 5 Points 6. Diverse Business (minority-owned, women-owned, veteran/disabled veteran-owned) 5 Points B. Evaluation Procedure An Evaluation Committee will review the proposals submitted and establish a list of finalists based on the evaluation criteria referenced above. The names of the Evaluation Committee will not be disclosed prior to the bid closing. The Evaluation Committee will request a number of selected proposers to make oral presentations. The presentation shall serve to confirm proposal representations, provide supplemental information and provide the District the opportunity to meet and assess the proposed team members. Presentations will be scheduled for May 7 & 8, 2014. Selected proposers will be given one week notice and must be available during this time. Additionally, the Evaluation Committee may visit the Consultant's office to meet with key proposed staff members and tour the facility. The District reserves the right to select the Consultant or Consultants which, in the District's opinion, will provide the most responsive and responsible services. The District is not bound to award the contract based solely on the lowest bid submitted. Page 10 of 11
A Responsive bidder is in conformance with the requirements for the bid including specifications/scope of work, the District s contractual terms and conditions, completion of forms, inclusion of references or attachments, and completion of required responses. False, incomplete or unresponsive statements in connection with a proposal may be sufficient cause for rejection. The District will be the sole judge in making the determination. A Responsible bidder is one with acceptable: financial responsibility, reputation, experience, resources, facilities, delivery availabilities, distance, and efficiency. It is anticipated that interviews, evaluation, and negotiations will be completed and the successful Consultant recommended to the District Board of Trustees by June 10, 2014. C. Award Following the selection of the apparent successful Consultant, the District will enter into negotiations regarding provisions of the Agreement. If a satisfactory contract cannot be negotiated, the District may, in its sole discretion, begin contract negotiations with another Consultant and terminate negotiations with the originally selected Consultant. Because the District may award without conducting negotiations, the proposal submitted shall contain the proposer s most favorable terms and conditions. The District intends to enter into a contract with the selected Consultant that is a one year contract renewable at the District s discretion for two optional extensions of one year each. If the contract is awarded, it will be to the most responsive and responsible Consultant or Consultants whose proposal is deemed by the District to be the best proposal and whose proposal best meets the needs of the District. Written notification will be made to unsuccessful Consultants. In the performance of the terms of any agreement resulting from this solicitation, consultant agrees that he/she will not engage in, not permit such subconsultants where applicable, as he/she may employ, from engaging in discrimination in employment or persons because of race, color, religion, national origin or ancestry, age, sex, familial status, sexual orientation or disability of such persons. (See Certificate of Non- Discrimination Form in Proposal Packet) Page 11 of 11