CHARLESTON COUNTY PARK AND RECREATION COMMISSION

Transcription

1 CHARLESTON COUNTY PARK AND RECREATION COMMISSION REQUEST FOR PROPOSAL HOLIDAY FESTIVAL OF LIGHTS ORNAMENTS MARCH 25, RFP

2 Request for Proposal Holiday Festival of Lights Ornaments Table of Contents Price Proposal Introduction Scope of Work Selection Process Qualification and Evaluation of Proposals Submittals Attachment A Fort Sumter with Cadets Attachment 1 SC Dept. of Revenue Form I-312, if applicable Attachment 2 Equal Employment Opportunity Certification Attachment 3 Non-Collusion Oath Attachment 4 Drug Free Workplace Certification Attachment 5 Local Preference Option Attachment 6 Compliance with Illegal Immigration Act Attachment 7 Insurance Requirements Attachment 8 Certification/Qualification Questionnaire/References Attachment 9 W-9 Taxpayer Identification Number and Certification form Contract Document 2 RFP

3 Price Proposal Holiday Festival of Lights Ornaments RFP Price Proposal must be sent in a separate sealed envelope Specific Requirements: an approximately 2 ½ x 2 ¾ wide 24kt gold on brass ornament, approximately 5 ¼ x 5 ¼ boxed; text card and peach board inside hot stamped box; ribbon attached to hang ornament; 2016 Holiday Festival of Lights incorporated into design. Costs include all pricing for design, manufacturing and delivery, including all taxes and duties of any kind levied by federal, state, municipal, or other governmental authority, which either party is required to pay with respect to the materials or services required to perform the work. A sample of an ornament with similar specific s, but with exact brass quality (weight, thickness) must accompany proposal. 1 Base Year 2 Year 2 Option 1 3 Year 3 Option 2 4 Year 4 Option 3 5 Year 5 Option 4 Description Est. Qty. Unit of Issue Unit Price Holiday Festival of Lights Ornament ,000 ea. Artwork/Tooling charge 1 ea. Base Year Total Holiday Festival of Lights Ornament ,000 ea. Artwork/Tooling charge 1 ea. Year 2 Total Holiday Festival of Lights Ornament ,000 ea. Artwork/Tooling charge 1 ea. Year 3 Total Holiday Festival of Lights Ornament ,000 ea. Artwork/Tooling charge 1 ea. Year 4 Total Holiday Festival of Lights Ornament ,000 ea. Artwork/Tooling charge 1 ea. Year 5 Total Total All Years Total 3 RFP

4 Design format required, (sketch, bmp, jpg, etc.): Cost for additional orders if different from above: Discount offer(s) (If applicable): Time required for design, production and delivery: Time required for additional deliveries: Price will be evaluated in accordance with the pricing form. Owner reserves the right to waive any irregularities and to reject any or all proposals. PRC also reserves the right to accept the proposal as a whole or any items listed under the Scope of Work. Proposals submitted shall not be withdrawn within 60 days from the date the proposal are due. Name of Company Date Signature 4 RFP

5 Holiday Festival of Lights Ornaments Introduction The Charleston County Park and Recreation Commission (CCPRC) is seeking proposals from qualified firms to produce an ornament for our 2016 Holiday Festival of Lights with options for 2017 thru CCPRC historically features an ornament at its annual Holiday Festival of Lights. It is anticipated that the selected Vendor will be awarded a contract for one year, with options for renewal for up to four additional one year options if it is deemed in the best interest of CCPRC. CCPRC reserves the option to issue orders under the terms of the contract in the amount specified at the unit prices set forth at the time of the agreement. No guarantee is expressed and/or implied as to the total quantity of ornaments to be purchased and CCPRC s payment obligation will be limited to the actual amount specified in the executed order against the contract. CCPRC represents one of the most unique park and recreation agencies in the state of South Carolina. As a Special Purpose Public Service District created in 1968, CCPRC has specific areas of responsibility that are defined through our legislative act. Existing in an area which boasts excellent municipal programs and two additional special recreation districts, CCPRC is charged with providing park and recreational services, as well as working in harmony with other recreational agencies in Charleston County. Vendors are encouraged to visit our to learn more about our annual light show. Scope of Work The proposed 2016 ornament is being fashioned after the Fort Sumter with Cadets featured as part of the light show as depicted in Attachment A rough sketch of the proposed ornament. Specific Requirements: The ornament shall be an approximately 2 ½ x 2 ¾ wide 24kt gold on brass ornament approximately 5 ¼ x 5 ¼ boxed Text card and peach board inside hot stamped box Ribbon attached to hang ornament 2016 Holiday Festival of Lights incorporated into the design Must be produced and delivered no later than February 1, Proposal shall include, at a minimum, all information requested on the Proposal Form, including, but not limited to, all pricing for design, manufacturing and delivery, including all taxes and duties of any kind levied by federal, state, municipal, or other governmental authority, which either party is required to pay with respect to the materials or services required to perform the work. 5 RFP

6 Selection Process Proposals will be considered only from qualified firms normally engaged in the services specified. CCPRC reserves the right to waive any irregularities, accept the proposal in its entirety and/or reject any and all proposals. CCPRC also reserves the right to reject all proposals that do not meet the Owner s intended quality or cannot meet the schedule. Proposals submitted shall not be withdrawn within 60 days from the date the proposal are due. Listed below is the anticipated schedule: Deadline for questions: 2:00 PM, April 20, 2015 Proposals Due: 2:00 PM, May 12, 2015 Qualification/Evaluation While CCPRC is concerned about the ultimate cost, the proposals will not be based solely on the lowest price. Proposals will be evaluated on, but not limited to, the following criteria, listed in the order of importance (factors 2 and 3 are of equal importance and any subfactors are of equal importance): 1) Cost 2) Past performance 3) Project approach and reference 4) Capacity 5) Local preference CCPRC will determine the best value based upon these criteria and recommend the selection of a Contractor. CCPRC reserves the rights to, at reasonable times, inspect the part of the plant or place of business of a Contractor or any subcontractor which is related to the performance of any contract awarded or to be awarded by the Commission and the books and records of such Contractors and subcontractors in accordance with CCPRC s Procurement Policy. Proposals for services shall include all charges, including, but not limited to, taxes and duties of any kind levied by federal, state, municipal or other governmental authority which either party is required to pay with respect to services covered under this agreement. There is no express or implied obligation for CCPRC to reimburse responding firms for any expenses incurred in preparing the proposals and/or any ornament submitted for consideration. CCPRC may request additional information from one or more Vendors after the submission of the proposals in order to clarify, confirm or to properly evaluate any proposal. CCPRC also reserves the right to, at reasonable times, to inspect the plant or place of business of a Vendor, contractor and/or subcontractor which is related to the performance of any contract awarded or to 6 RFP

7 be awarded by the Commission and the books and records of such contractors and subcontractors in accordance with CCPRC s Procurement Policy. Criteria for Selecting based on Qualifications Vendor Representations Each Vendor by submitting proposals represents that: 1. The Vendor has read and understands this solicitation (including all Attachments) and that its offer is made in accordance therewith. 2. The Vendor has reviewed the solicitation, has become familiar with the local conditions under which the service is to be performed, and has correlated personal observations with the requirements of the proposed Contract Documents. 3. The Vendor is qualified to provide the services required under this solicitation and, if awarded the Contract, will do so in a professional, timely manner using successful Vendor s skill and attention. Basis of Award The award determination shall be based on technical and price factors, not necessarily the lowest price. Following the deadline for submittal of proposals, a selection committee will review, analyze, and rank all submittals based on their response to the information requested. If desired, the selection committee may short list the number of qualified Vendor. CCPRC reserves the discretion to determine the number of Vendors that will be on the short list. CCPRC reserves the right to reject any or all submittals and to waive defects, technicalities, and/or irregularities in any submittal. CCPRC reserves the right to finalize a contract based on all factors involved in the written qualification submittal without further discussion or interview. Basis of Evaluation for each Factor Technical Factors: The Vendor shall be rated higher during evaluations if their proposal meets or exceed the following items: (Factors 2 through 4). Factor 1- Cost Basis of Evaluation: CCPRC will evaluate cost based on the total price proposal submitted for items requested by name in the Price Proposal Form Contract will be awarded to one vendor: Analysis will be performed by one or more of the following techniques to ensure a fair and reasonable price: Prices received in response to the RFP Cost realism analysis performed 7 RFP

8 Factor 2- Past Performance Basis of Evaluation: The degree to which past performance evaluations and all other past performance information reviewed (i.e., performance recognition documents and information obtained for any other source) reflects a trend of satisfactory and/or an outstanding level of performance, considering: Successful completion of tasks Timely product delivery Quality products and services Cooperativeness and teamwork at all levels (task managers, contracting officers, procurement office, auditors, etc.) References In addition to the above, CCPRC may review any other sources of evaluation information of past performance. Other sources may include, but are not limited to, inquiries of Vendor representative(s), and any other known sources not provided by the Vendor. While CCPRC may elect to consider data from other sources, the burden of providing detailed, current, accurate, and complete past performance information rests with the Vendor. Based on the trend and satisfactory and/or outstanding ratings, performance may be rated higher. Factor 3- Project Approach and Performance Differentiators Basis of Evaluation: The Vendor may be rated higher during evaluations if their proposal meets and/or exceeds the following items: Capability to provide products Provide supplies and product Timely response to requests for onsite support Factor 4 Capacity Basis of Evaluation: The Vendor will be evaluated to determine if their proposal has sufficient capacity to meet and maintain orders. Firm must have the ability to be up and running with minimum down time. Factor 5 Local Preference Basis of Evaluation: Vendor whose business is physically located and operating within the limits of Charleston County and who otherwise meets the CCPRC s vendor requirements in Attachment 5 and submits the requested information. Evaluation Criteria Each response to this Request for Proposal will be subject to the same review and assessment process. Submittals will be evaluated on the basis of the Proposal s technical capability and experience. All Vendor submitting qualifications must provide at a minimum, their expertise and capabilities as they relate to the Factors 2 through 4, with regard to the work outlined by the RFP. Past performance relates to how well a Vendor has performed. Vendor will be evaluated on Factors 1 thru 5. 8 RFP

9 Factor 1- Cost Factor and Solicitation Submittal Requirements: 1. The Vendor will be evaluated based on the total price proposal submitted, however, not necessary the lowest price. CCPRC will evaluate cost based on the total price proposal submitted for items requested by name in the Price Proposal Form but not the recommended items. Contract will be awarded to one vendor. Factor 2 Past Performance Factors and Solicitation Submittal Requirements: Ensure correct phone numbers and addresses are provided for all client points of contact. Submit a copy of references as indicated in Certification/Qualification Questionnaire/References, Attachment 8 which contains the point of contact information for each of the five required client references. 1. Provide five recent client references (from within the past three years) 2. Provide the client s name, as well as address and telephone number for a point of contact who can provide information regarding the Vendor role on the providing products and equipment 3. The Vendor is encouraged to submit any other information they believe will enhance their position in the evaluation criteria 4. Reputation and previous experience of Vendor products and equipment Factor 3 Project Approach & Performance Differentiators Factor and Solicitation Submittal Requirements: 1. Detailed description of Vendor s approach in providing the product. 2. The reason Vendor proposal should be selected. 3. Indicate how your company will address products being out of product for extended period. Factor 4 Capacity Factor and Solicitation Submittal Requirements: 1. Ability to meet a schedule 2. Description of Vendor s approach to timelines and scheduling Factor 5 Local Preference Option Factor and Solicitation Submittal Requirements: 1. Vendor whose business is physically located and operating within the limits of Charleston County and who otherwise meets the CCPRC s vendor requirements in Attachment 5 and submits the requested information. A) Price Solicitation Submittal Requirements: Submit an original clearly marked Original and two copies of the price proposal in a separate sealed envelope with a cover page including name of firm, address, phone, and fax numbers, contract solicitation number and point of contact. Submit the price proposal at the same time as the technical proposal. Submit an electronic copy of your price proposal (in PDF) on one electronic copy (CD) or flashdrive. 9 RFP

10 Price proposals are to be submitted by closing. All Price proposals must be sent in a SEPARATE SEALED ENVELOPE to the attention of Ms. Lanna Wright CPPB, Procurement Manager, 861 Riverland Drive, Charleston, SC and clearly marked on the bottom left hand corner Price Proposal RFP# and name of firm. B) Technical Factors: Submit one original proposal clearly marked Original and three (3) copies in 8-1/2 x 11 format, font size 12. Provide the proposals in three ring binders with a cover page including name of firm, address, phone, and fax numbers, contract number and point of contact. Submit an electronic copy of your technical proposal (in PDF) on one electronic copy (CD) or flashdrive. All technical questions shall be submitted in writing no later than 2:00 PM on Tuesday April 21, 2015 to the attention of Ms. Lanna Wright CPPB, Charleston County Park and Recreation Commission, 861 Riverland Drive, Charleston, SC by to prcprocurement@ccprc.com an addendum, if deemed necessary, will be posted on the website. Proposals are due no later 2:00PM on Tuesday, May 12, 2015 to the attention of Ms. Lanna Wright CPPB, Charleston County Park and Recreation Commission, 861 Riverland Drive, Charleston, SC and clearly marked RFP# ,. Submittals A. Each Proposer shall complete and submit the attached Attachment 8, Certification /Qualification Questionnaire/References. B. Address all factors including Project Approach: Proposer capability to be responsive and compliant with the items listed in the RFP. C. An original copy of the proposal. D. A sample of an ornament with similar specifics, but with exact brass quality (weight, thickness) must accompany the proposal. E. Completed Price Proposal Form F. Capacity: The ability to meet the schedule out lined in the RFP. G. Local Preference Option: The Local Vendor Preference will be 5% of the total amount of available points. See Attachment 5. H. Cost: Each Proposer shall submit Price Proposal Form that will include, at a minimum, price to provide the ornaments in this RFP. Proposer is encouraged to provide any additional options and fees for services they may offer that are not listed in the RFP. Each proposal will be evaluated and a Contractor will be selected in accordance with Section Qualification/Evaluation of this RFP. I. The following Attachment must be signed and submitted with proposal: 1. Attachment 1 - SC Dept. of Revenue Form I-312 if applicable 2. Attachment 2 - Equal Employment Opportunity Certification 3. Attachment 3 - Non-Collusion Oath 4. Attachment 4 - Drug Free Workplace Certification 5. Attachment 5 - Local Preference Option if applicable 10 RFP

11 6. Attachment 6 - Compliance with Illegal Immigration Act 7. Attachment 7- Insurance Requirements 8. Attachment 8 - Certification/Qualification Questionnaire/References 9. Attachment 9 W-9 Taxpayer Identification Number and Certification form Contract Document Addendum Submitter acknowledges that it is the submitter s responsibility to determine whether an Addendum has been issued. If so, the submitter must obtain copies of such Addendum from the Commission s website and agrees to be bound by all Addenda that have been issued for this Request for Proposal. If an addendum is issued, the submitter shall sign and return with proposal. 11 RFP

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13 CHARLESTON COUNTY PARK & RECREATION COMMISSION 861 Riverland Drive Charleston, South Carolina CONTRACT AGREEMENT entered this day of, Between CONTRACTOR: and OWNER: ("CCPRC") Charleston County Park & Recreation Commission CCPRC'S PROJECT #: PROJECT: Holiday Festival of Lights Ornaments 1 RFP

14 ARTICLE 1 SCOPE OF WORK This Blanket Purchasing Agreement and Open-end Contract gives Charleston County Park and Recreation Commission ("CCPRC") the option to issue orders for Holiday Festival of Lights Ornaments in the amount specified at the unit prices set forth in the attached schedule of work. No guarantee is expressed or implied as to the total quantity of commodities/services to be purchased under this Agreement by CCPRC. This Agreement, in and of itself, does not obligate CCPRC to purchase any quantities in the absence of a written order placed against this Agreement. CCPRC reserves the right to issue purchase orders to other vendors for the same services and order partial quantities or to increase the estimated quantities set forth in the schedule. No order shall become due or be acceptable without a written order by CCPRC, which shall contain quantity, date of time and delivery, and other pertinent data required by the Vendor to perform the work in question. ARTICLE 2 DURATION OF CONTRACT The initial contract period shall start on the date of this Agreement and shall terminate one year later. Vendor will complete delivery and CCPRC will accept and receive delivery on any orders mailed to the Vendor prior to the date of expiration. All prices, terms and conditions shall remain firm for the initial period of the Contract and for any renewal period, unless subject to price adjustment. CCPRC may renew this Contract for up to four additional one year options, subject to satisfactory performance and a determination that it will be in the best interest of CCPRC. ARTICLE 3 PRICES, TERMS AND PAYMENTS Proposed price will include all work outlined in the Request for Proposal and on the Proposal form including, but not limited to, handling, set up, shipping and inside delivery charges to the destination shown herein unless otherwise indicated. The price specified shall include all taxes and duties of any kind levied by federal, state, municipal, or other governmental authority, which either party is required to pay with respect to the materials or services covered by this Agreement. If the letter of authorization accompanying these terms and conditions allows the payment of "reimbursables", they shall be paid at Seller's/Vendor's actual cost and subject to audit by CCPRC. Out of state Vendors/Consultants are required to complete form I-312, Nonresident Taxpayer Registration Affidavit Income Tax Withholding form. (a) F.O.B. Delivery Point - All prices must be F.O.B. delivery point, unloaded inside and assembled unless otherwise indicated. (b) TAXES: Prices include all applicable state, local, and federal taxes. 2 RFP

15 (c) DISCOUNTS: Proposers may offer a cash discount for prompt payment. However, such discounts will not be considered in determining the lowest net cost for the evaluation purposes. Proposers should reflect any discounts to be considered in the evaluation in the unit prices proposed. ARTICLE 4 PAYMENT Payment will be made within thirty (30) days after commodities/services have been received, accepted and properly invoiced as indicated in contract and/or order. At a minimum, invoices shall contain the identity of the provider of the services, the date of the services, a description of the services, and any applicable taxes. Invoices must bear the purchase order number. ARTICLE 5 DELIVERY Delivery time shall be stated in written order. Unless otherwise stipulated in the Contract, delivery shall be made to CCPRC, 871 Riverland Drive, Charleston, SC between 9:00 a.m. and 4:00 p.m., Monday through Friday, except holidays and at other times by special arrangements. As the best interest of CCPRC, the right is reserved to make award(s) by individual commodities/services, group of commodities/services, all or none or any combination thereof. ARTICLE 6 WARRANTY Vendor warrants that its materials and workmanship will be performed in a good and workmanlike manner and Vendor shall remedy and/or repair any defective materials or workmanship within one year of completion of any specific task order under this agreement. ARTICLE 7 NON-CONFORMANCE TO CONTRACT CONDITIONS CCPRC may withhold acceptance of, or reject any items which are found, upon examination, not to meet the specification requirements. Upon written notification of rejection, items shall be removed within five (5) calendar days by the Vendor at his expense and redelivered at his expense. Rejected goods left longer than thirty (30) days will be regarded as abandoned and CCPRC shall have the right to dispose of them as its own property. Upon verbal notice to do so, the Vendor shall immediately remove and replace such rejected merchandise at his expense. Rejection for non-conformance, failure to provide services conforming to specifications, or failure to meet delivery schedules may result in Vendor being found in default. 3 RFP

16 ARTICLE 8 INSPECTION, ACCEPTANCE AND TITLE Inspection and acceptance will be at destination. Title and risk of loss or damage to all items shall be the responsibility of the Vendor until acceptance for payment by CCPRC. ARTICLE 9 GOVERNMENTAL RESTRICTIONS In the event any governmental restrictions may be imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the successful Vendor to notify CCPRC at once, indicating in his letter the specific regulation which required an alteration. CCPRC reserves the right to accept any such alteration, including any price adjustments occasioned thereby, or to cancel the contract at no further expenses to the County. ARTICLE 10 LEGAL REQUIREMENTS Applicable provisions of all Federal, State, County and local laws, and of all ordinance, rules and regulations including the CCPRC Procurement Code shall govern development; submittal and evaluation of proposals received in response hereto and shall govern any and all claims and disputes which may arise between person(s) submitting a proposal in response hereto and CCPRC and through its officers, employees and authorized representative, or any other person, natural or otherwise. Lack of knowledge by any Vendor/Proposer shall not constitute a recognizable defense against the legal effect thereof. ARTICLE 11 ASSIGNMENT Vendor shall not transfer, subcontract or assign the performance required by this Request for Proposal without the prior written consent of the Procurement Coordinator. Any Award issued pursuant to this invitation and the monies which may become due hereunder are not assignable except with the prior written approval of the Owner. ARTICLE 12 INDEMNIFICATION The Vendor shall indemnify, save harmless, and defend CCPRC, its officers, agents and employees from and against any claims, demands or causes of action of whatsoever kind or nature arising out of error, omission, negligent act, conduct or misconduct of Vendor, his agents, servants or employees in the provision of goods or the performance of services pursuant to this RFP and contract. 4 RFP

17 ARTICLE 13 QUALIFICATIONS OF PROPOSER Proposals will be considered only from firms normally engaged in providing the types of commodities/services specified herein. CCPRC reserves the right to inspect the facilities, equipment, personnel and organization or to take any other action necessary to determine ability to perform in accordance with specifications, terms and conditions. CCPRC will determine whether the evidence of ability to perform is satisfactory and reserves the right to reject proposals where evidence or evaluation is determined to indicate inability to perform. ARTICLE 14 CANCELLATION If, in the opinion of CCPRC, Vendor fails to perform after reasonable notice, or the Vendor willfully or negligently does not comply with specifications, requirements, terms and conditions of the Contract, the County reserves the right to cancel the Contract by means of written notification. ARTICLE 15 NOTICE TO SELLER TO DELIVER No delivery shall become due or be acceptable without a written order or shipping instruction by CCPRC, unless otherwise provided in the Contract. Such order will contain the quantity, time of delivery and other pertinent data. However, on items urgently required, the Seller may be given telephone notice, to be confirmed by an order in writing. ARTICLE 16 MODIFICATIONS All changes to purchase orders shall be by issuance of a change order. Any modifications or changes to any contract entered into as a result of this RFP/proposal must be by written amendment with the same formality and of equal dignity prior to the initiation of any such change. ARTICLE 17 DISPUTES Disputes shall be resolved in accordance with CCPRC's Procurement Code. Any litigation shall be in a court of competent jurisdiction (non-jury) in Charleston, South Carolina. ARTICLE 18 PROMPT PAYMENT CLAUSE CCPRC (1) Subject to the provisions on retainage provided in Paragraph (2) below, when a subcontractor has satisfactorily performed a work item of the subcontract, the Contractor must pay the subcontractor for the Work item within seven (7) Calendar Days of the Contractor s receipt of 5 RFP

18 payment from CCPRC. A subcontractor shall be considered to have satisfactorily performed a work item of the subcontract when CCPRC pays the Contractor for that Work item. (2) The Contractor may withhold as retainage up to five (5%) percent of a subcontractor s payment until satisfactory completion of all work items of the subcontract. Satisfactorily completion of all work items of the subcontract shall mean when CCPRC pays the Contractor for the last work item of the subcontract. The Contractor must release to the subcontractor any retainage withheld within seven (7) Calendar Days from the date the Contractor receives payment from CCPRC for the last work item of the subcontract. (3) Prior to receiving payment of each monthly estimate, the Contractor shall certify to CCPRC that the construction estimate is complete and that all subcontractors have been paid for work covered by previous estimates. (4) Failure to comply with any of the above provisions shall result in one or more of the following sanctions: (1) no further payments to the Contractor unless and until compliance is achieved; (2) the Contractor being placed in default; and/or (3) the Contractor being declared delinquent This Agreement entered into as of the day and year first written above. 6 RFP

19 This Contract entered into as of the day and year first written above. The two blocks below apply to the award action only. AWARD (Contractor is required to sign this document.) Your offer on this solicitation is hereby accepted as to the items listed. This award consummates the Contract, which consists of (a) the solicitation and your offer, and (b) this Contract award. No further contractual document is necessary. NEGOTIATED CONTRACT (Contractor is required to sign this document and return original to CCPRC.) Contractor agrees to furnish and deliver all items or perform all work, requisitions identified in this Contract and any continuation sheets for the consideration stated in this contract. The rights and obligations of the parties to this contract shall be governed by (a) this Contract award, (b) the solicitation, and (c) the clauses, representations, certifications and specifications incorporated by reference in or attached to this Contract. AGREEMENT Charleston County Park and Recreation Commission Date CONTRACTOR Signature Name Date 7 RFP