REQUEST FOR PROPOSAL

Transcription

1 REQUEST FOR PROPOSAL FOR Spokane Tribe of Indians Phase I Environmental Site Assessment PROPOSAL NO. FY2014/049 BY SPOKANE TRIBE OF INDIANS PURCHASING/PROPERTY DEPARTMENT 6195 FORD/WELLPINIT RD PO BOX 100 WELLPINIT WA KEY INFORMATION Contact Marnita Parr, CPP, CPPM, BSM Phone Opening Date August 1, 2014 Closing Date August 20, :00P.M. Return Location Delivery Address Purchasing/Property Director 6195 Ford/Wellpinit Rd Wellpinit WA PO Box 100 Marnitap@Spokanetribe.com

2 Introduction The SPOKANE TRIBE OF INDIANS is requesting proposals from reasonable, responsive, responsible, and qualified firms to complete a phase 1 environmental Site Assessment. On behalf of the Spokane Tribe of Indians (herein called the Tribe ) we hereby request proposals from reasonable, responsive, responsible, qualified, and vendors possessing the ability to perform the required tasks as shown below. To be considered responsive, responsible, reliable, qualified, and possessing the ability to complete the entire project, your complete proposal must be received by Marnita Parr, CPP, CPPM, BSM, Purchasing/Property Director, Spokane Tribe of Indians, P.O. Box 100, Wellpinit, WA on or before the above closing date and time. The SPOKANE TRIBE OF INDIANS reserves the right to reject any or all submitted proposals. Proposals must be delivered from postal services or hand delivered, no fax s or electronic proposals will be accepted. Vendors are strongly encouraged to carefully read the entire request for proposal. The Spokane Tribe of Indians is a federally recognized Indian Tribe and is eligible for GSA and/or government pricing. There are no expressed or implied obligations for the SPOKANE TRIBE OF INDIANS to reimburse responding firms for any expenses incurred in preparing proposals in response to this request. Contact Person Inquiries concerning the request for proposals and the subject of the request for proposals must be made to: Marnita Parr, CPP, CPPM, BSM Purchasing/Property Director Spokane Tribe of Indians P.O. Box 100 Wellpinit, WA During the evaluation process the SPOKANE TRIBE OF INDIANS reserves the right, where it may serve the SPOKANE TRIBE OF INDIANS best interest, to request additional information or clarifications from proposers or allow corrections of errors or omissions. At the discretion of the SPOKANE TRIBE OF INDIANS, firms submitting proposals may be requested to make oral presentations as part of the evaluation process. The SPOKANE TRIBE OF INDIANS reserves the right to retain all proposals submitted and to use any ideas in the proposal regardless of whether that proposal is selected. Submission of a proposal indicates acceptance by the firm of the conditions contained in this request for proposals. Scope of Work The SPOKANE TRIBE OF INDIANS is soliciting the services of qualified firm's to conduct; in conformance with ASTM E and the AAI Rule per 40 CFR 312, a bona fide purchaser protection comprehensive environmental response, compensation, and liability act assessment.

3 The awarded vendor will be required to: Records Review Standard Environmental Record Source (federal, state and tribal) NPL sites (within I mile) CERCLA sites (1/2) milercra TSD sites (I mile) (transportation, storage & disposal) ERNS (property only) Landfills ( Yz mile) State Hazardous (1 mile) UST (registered) sites (adjacent properties) LUST sites (1/2 mile) Physical Setting Source USGS- Current 7.5 Minute Topographic Map Standard Historical Sources Aerial Photographs from Okanogan County Fire Insurance Maps Property Tax Files Local Street Directories Building Dept. Records Zoning/land Use Records Other Historical Sources Groundwater Depth and Flow (gpm) Site Reconnaissance (physical observations) Interviews with Owners and Occupants (past and current, owners and occupants). Interviews with adjacent land owners, or anyone near the site that might have historical information of the site. Interviews with Local Government Officials and Other Agencies Note: the user of the ESA will be the Bureau of Indian Affairs Technical Proposal A master copy (so marked) of a Technical Proposal and two copies to include the following: The purpose of the technical proposal is to demonstrate the qualifications, competence and capacity of the firms. The technical proposal should demonstrate the qualifications of the firm and of the particular staff to be assigned to this account. The technical proposal should address all the points outlined in the request for proposals excluding any cost information, which should only be included in a separate location in order to clearly identify cost. The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer's capabilities to satisfy the requirements of the request for proposal, and; * A signature of the vendor or of any partner, officer or employee who certifies that he or she has the authority to bind the vendor; * A statement that the vendors proposal is valid for 90 days after the deadline for submission of proposals. * Names and resumes of the key personnel including support staff to be assigned to the project. Resumes describing the qualifications of personnel to be utilized in the performance of this contract must show, at a minimum, the person's name, education, position, certifications, and total years and types of experience relevant to the performance of the contract. * References. Please provide names of at least three references of persons who have worked with the same primary personnel as described above for the type of contract work in this proposal and 3 references of organizations that vendor has provided similar and/or like work. * Proposal for delivering services, including organization of responsibilities, a general timeline (including at least proposed begin and end timeframe), work plan, approach and the availability of personnel for consultation and discussion as necessary to serve the needs of STOI. * Any current or proposed business transaction between vendor and any STOI officer, employee or any other Tribal entity which may give rise to a claim of conflict of interest. Vendor shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required

4 under this contract. * If you have performed LOR and COS work for tribes under the CFedS program please include a sample of the LOR and COS certificates and a brief description or list of the supporting materials submitted along with the certificates to the BLM. If you have previously performed the services called for in this RFP for STOI, in lieu of a sample report, please provide the reference for the final report, including its name and date. * Please state, in writing that your firm complies fully with all government regulations regarding nondiscriminatory employment practices and provide a copy of any written EEO, ADA or affirmative action policies presently followed by vendor. * Please provide a statement disclosing any current or proposed business transaction between vendor and any STOI officer, employee or any other Tribal entity which may give rise to a claim of conflict of interest. Vendor shall warrant that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract. Vendor shall warrant, in writing that it has no interest, direct or indirect, which would conflict in any manner or degree with the performance of services required under this contract. Vendor shall at all times conduct itself in a manner consistent with STOI's Code of Conduct. Vendor shall disclose information relating to conflicts or potential conflicts of interest. *Litigation. Please describe any material, current or pending litigation, administrative proceedings or investigations that could impact the reputation or financial viability of your firm. THERE SHOULD BE NO DOLLAR UNITS OR TOTAL COSTS INCLUDED IN THE TECHNICAL PROPOSAL DOCUMENT. Cost Proposal The proposer shall submit an original and two copies of a dollar bid in a separate envelope with all cost broken out to show how the final fixed sum was reached. Proposal Tenure All Proposals shall include a statement that the proposal Task Order shall be valid for no less than a 3-year period. The STOI can and/or may elect, at their discretion to, extend the contract for 1 (one) additional year. Incurred Expenses STOI shall not be responsible for any expenses incurred by vendor in responding to this RFP. All costs incurred by vendor in the preparation, transmittal or presentation of any proposal or material submitted in response to this RFP will be borne solely by the vendor. All submitted proposals and/or information in their entirety will become property of the STOI. The Evaluation of Proposals Personnel from the STOI Realty Department, Purchasing/Property Department, Finance Department and Bureau of Land Management of Portland, Oregon, will evaluate each submitted proposal and make selection. The STOI Tribal Council will make the final decision and/or approval. The STOI will award the contract to the vendor whose proposal is deemed to be most advantageous to the STOI. Evaluation Factors Requirements listed below will be used in determining of the evaluation factors listed below.

5 It is imperative that all vendors contemplating submission of proposals and/or to be considered responsive meet all criteria below and/or pursuant to this RFP. STOI shall award the contract to the vendor whose proposal is most advantageous to the STOI. Proposals meeting qualifications shall be evaluated solely on the terms listed in the evaluation factors and shall also be scored on a scale from 1 to 100 based on the evaluation factors. Proposals will be evaluated using five sets of criteria for a maximum total of 100. The following represents the principal selection criteria, which will be considered during the evaluation process. Responsiveness, Reliability, Responsibly and Technical Qualifications Submitter's responsiveness, reliability, responsibility, technical qualifications, skill, knowledge, and experience in similar projects will be considered under this evaluation factor. This rating will focus on those persons assigned to the STOI contract, and on the characteristics of the submitter firm as a whole, if applicable. Maximum Points: 40 Fees and Delivery Timeline Cost of services provided by the submitter will be considered under this criterion. In addition, the promptness of delivery of services will be factored into consideration of cost for services. Maximum Points: 15 Evidence of Completeness and Quality of Final Report The extent to which the Submitter describes the steps he or she would take to perform LOR/COS work to ensure it meets the standards sufficient for the BLM to certify such work will be a major factor to be considered. Maximum Points: 30 Indian Preference Indian-owned and controlled companies will receive preference in accordance with 25 U.S.C. 450e(b)(7). Companies claiming Indian preference must furnish adequate proof of at least 51% Indian ownership and control with their proposal in order to secure Indianowned points. A successful vendor will be required to comply with all applicable Federal and Tribal laws and regulations in effect during the contract period, including the Indian preference requirements of the Tribe. Maximum Points: 10 Submitter's References Submitter must provide 3 references providing names, addresses and telephone numbers for STOI to contact. Maximum Points: 5 Vendor's performance regarding NA, M/WBE placements will be considered as evaluative criteria for this and future contract awards. Vendor shall not discriminate against any subcontractors or employee regarding race, religion, color, gender, age, physical condition or national origin. Award Notice STOI shall provide notice of the award to all vendors upon final approval and review of all

6 submitted proposals. The award shall be contingent upon successful negotiations of a final contract between STOI and the vendor whose proposal is accepted by STOI. Proposal Confidentiality Until the award is made and notice is given to all vendors, no employee, agent, or representative of a submitting vendor shall make available or discuss its proposal with any officer, member, employee, agent or representative of the STOI other than the Contact Person, except in response to inquiries from the contact Person as part of the evaluation process. Until the award is made and notice of award is given to all vendors, the STOI will not disclose the contents of any proposal or discuss the contents of any proposal with any vendor. Irregularities in Proposals The STOI may, at their discretion, waive technical irregularities in the proposal format of any vendor selected for award, which do not alter the price, quality or quantity of the services offered. Protest to be filed under STOI's Administrative Procedures Ordinance. PROPOSAL REQUIREMENTS All proposals must be hand-delivered or mailed and be received by the Purchasing/Property Department by the closing date and time. Any proposals received after the closing date and time or submitted to another department will be considered non-responsive. The proposal award will be made to the lowest proposed vendor who is considered responsive, responsible, reliable, qualified, and possesses the ability to complete the entire project, and who s proposal conforms to all requirements. No liability will attach to the Spokane Tribe of Indians for the premature opening of, or the failure to open, any proposals not properly addressed and identified. The purchasing/property director can be reached at the number listed below. The Spokane Tribe of Indians Purchasing/Property Director, Realty Director, Executive Director, or Tribal Council reserves the right to determine whether or not a vendor is responsive, responsible, reliable, qualified, and possesses the ability to complete the entire project. Those determinations will be based on: a. The skill and experience demonstrated by the bidder in performing agreements of a similar nature. b. The bidder s record for honesty and integrity. c. The bidder s capacity to perform in terms of facilities, personnel and financing. d. The bidders past performance with the Spokane Tribe of Indians. All pricing must be guaranteed for sixty (60) days. The awarded vendor will be required to purchase a Spokane Tribal Business License if one is not currently carried; please contact the TERO office at the number below for more information regarding Spokane Tribal Business License. The Tribe shall not be responsible for any expenses incurred by the vendor in responding to this request for proposal. All costs incurred by the vendor in the preparation, or transmittal, in response to this proposal will be borne solely by the vendor. All submitted proposals and/or information in their entirety will become the property of the Tribe. The Spokane Tribe may or may not, elect to award this project for the listed items from the best-qualified vendor for all specifications listed above and according to the request for proposal. The Tribe may waive any informalities or minor defects or reject any and all proposals. Vendors must satisfy themselves of the accuracy of the estimated quantities or needs of the. After proposals have been submitted, the vendor shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

7 Preference in the award shall be given to Indian and Alaskan Native organizations in the amount of five percent (5%) of the total bid price. Any contractor claiming Indian Preference must meet and show evidence of the preference according 2 CFR, chapter I, part 200, sec The Spokane Tribe assumes no responsibility for any understanding or representations concerning conditions made by any of its officers, agents, or employees prior to the execution of a signed contract, unless such understanding or representations are expressly stated in the bidding document. Supplier Diversity Is your company at least 51% owned by a Native American, Minority or Woman (NA, M/WBE)? (Minority group members are United States citizens who are African- American, Asian-Indian American, Asian-Pacific American or Hispanic-American). Ownership means the business is at least 51% owned by such individuals and, management and daily operations are controlled by them as well. Can your firm be classified as a Native American Enterprise? YES NO If yes %. Can your firm be classified as a Minority Owned Business? Can your firm be classified as a Woman Owned Business? YES NO If yes %. YES NO If yes %. SELF-CERTIFICATION Have you and/or your business, or any business you have owned, operated, or partnered with ever been debarred by a State, Federal, City, or Tribal Agency? Yes No Signature: Date: SUBCONTRACTING If subcontractors are to be used, that fact, the name of the proposed subcontracting company, and the self-certification documents must be clearly completed for each and identified in the proposal. Following the award of the contract, no additional subcontracting will be allowed without the express prior written consent of the SPOKANE TRIBE OF INDIANS. Describe any plans to partner with another vendor to meet implementation needs. If your approach includes the use of one or more additional vendors or sub-contractors, please provide a detailed explanation of their role on the project. In addition, if your response to the technical and functional requirements and associated product demonstration is dependent upon a product offered by another vendor partner, please be advised that a single, joint response should be submitted. Additional vendors, subcontractors and/or any assignee or transferee must be able to adhere to the same agreements (e.g., not transmitting tribal data outside of the United States) required of your company. Responsibility of Vendor It is the responsibility of the vendor to provide evidence that he/she is qualified to perform the required work expected under this contract. Evidence of qualifications may include, but are not limited to, the vendor's CFedS certification, financial resources, production or service facilities, personnel, service reputation and experience adequate to make satisfactory delivery of the services described in this RFP. The failure of a vendor to supply

8 such information, as part of this RFP, is grounds for a determination that the vendor is not qualified to perform the services described in this RFP. Vendor is required to "include" copies of insurance certificates showing the STOI as certificate holders, copies of all CFedS certificates and they must contact the STOI, TERO Office (information below) for further information regarding STOI business license's and /or contractors information. Awarded vendor will be required to purchase a STOI business license and may also be required to provide additional documents prior to finalization or initiation of contracts. Clyde McCoy, Manager STOI TERO Office P.O. Box 100, Wellpinit, WA INFORMATION TO INTERESTED VENDORS The Tribe may waive any informalities or minor defects or reject any and all proposals. Any proposal may be withdrawn prior to the above closing date and time. Any proposals received after the time and date specified shall not be considered. No vendor may withdraw a submitted proposal after the closing date and time listed above. Should there be reasons why the contract cannot be awarded within the specified period; the time may be extended by mutual agreement between the Tribe and the vendor. The vendor should provide an affirmative statement that it is independent of the SPOKANE TRIBE OF INDIANS. The vendor should also list and describe the (or proposed subcontractor's) professional relationships involving the SPOKANE TRIBE OF INDIANS or any of its units for the past (5) years together with a statement explaining why such relationships do not constitute a conflict of interest relative to performing the requested services. In addition, the vendor shall give the SPOKANE TRIBE OF INDIANS written notice of any professional relationships entered into during the period of this agreement. If the vendor is a joint venture or consortium, the qualification of each company comprising the joint venture or consortium should be separately identified and the company that is to serve as the principal should be noted if applicable. The vendor should identify the principal supervisory and management staff, including engagement partners, managers, other supervisors and specialists, who would be assigned to the engagement and indicate whether each such person is licensed to practice or provide this type of service in the state of Washington. Assurances must be made to the Spokane Tribe that the staff listed will be the actual staff performing the services to be provided. Any staff changes must be requested and approved by the Spokane Tribe through a written request. Any restrictions on the use of data contained in a bid must be clearly stated in the proposal itself. Proprietary information submitted in response to the Request for Proposal will be handled in accordance with applicable Spokane Tribal procurement regulations. Data contained in the proposal, all documentation provided therein, and innovations developed as a result of these contractual services cannot be copyrighted or patented by vendors. All data, documentation, and innovations become the property of the Tribe. No modification of submitted proposal will be permitted in any form after the closing date and time. Any proposal may be withdrawn prior to the closing date and time set above. Submitter must document that he/she meets the definition of a Certified Federal Surveyor as described in the Bureau of Land Management CFedS program.

9 Submitter must be able to describe the steps he/she would take in order to complete the project as defined in the executed Services Agreement Contract in a timely manner. INSURANCE REQUIREMENTS Prior to the final award, final approval, and commencing of work, the awarded contractor shall be responsible and required to provide the following: A. Comprehensive or Commercial Form General Liability Insurance (contractual liability included) with limits as follows: Each Occurrence $1,000, If the above insurance is written on a claims-made form, it shall continue for three years following termination of this agreement. The insurance shall have a retroactive date of placement prior to or coinciding with the effective date of this Agreement. B. Business Automobile Liability Insurance for owned, scheduled, non-owned, or hired automobiles with a combined single limit not less than $1,000, dollars per occurrence. C. Workers' Compensation as required by Washington State law. It is understood that the coverage and limits referred to under a., b., and c. above shall not in any way limit the liability of awarded vendor. The awarded vendor shall furnish the Tribe with certificates of insurance evidencing compliance with all requirements prior to commencing work under a contract resulting from this RFP. The Tribe will be named ADDITIONAL INSURED for all coverage s provided by this policy of insurance and shall be fully and completely protected by this policy from all claims. Covenants against Kickbacks All conditions regarding covenants against kickbacks under 48 CFR ch apply. Failure to abide by the provisions of this section may, without further notice, result in the immediate termination of any contract awarded. Reservations THE SPOKANE TRIBE OF INDIANS RESERVES: 1. The right to reject any or all quotes, to serve in the best interest of the Spokane Tribe. 2. STOI may cancel this RFP at any time for any reason. STOI may reject any and/or all proposals for any reason as determined by STOI. 3. The right to negotiate with all or one respondent when such action is deemed to be in the best interest of the Spokane Tribe. 4. The right to cancel any agreement, if in its opinion there is a failure at any time to perform adequately the stipulations of the Scope of Work, or if there is any attempt to willfully impose upon the Spokane Tribe services which are in the opinion of the Spokane Tribe of an unacceptable quality.