RE: Request for Proposals (RFP) Consultant Services for Public Transit Board Training

Transcription

1 State of Vermont Agency of Transportation Contract Administration Finance & Administration One National Life Drive [phone] Montpelier VT [fax] August 20, 2014 RE: Request for Proposals (RFP) Consultant Services for Public Transit Board Training Dear Proposer: The State of Vermont, acting through the Agency of Transportation (VTrans), is requesting proposals for consulting services to develop and deliver individualized training to the boards of Vermont s nine rural public transit agencies subsequent to an evaluation of each agency, as well as developing and delivering related self-evaluation and reference materials. All work will be accomplished in accordance with the Scope of Work, (SOW), dated August 19, 2014 and the Procedures for Selecting Contractors and Specifications for Contractor Services document including Customary State Contract Provisions, dated August 28, 2008, Revised December 29, 2008; the General Special Provisions dated November 22, 2011; and the revised Standard State Provisions for Contracts and Grants, dated June 9, 2014; all of which are attached hereto. VTrans intends to select one or more Contractor(s) to perform these services and will enter into a contract with a Fixed Rate. Please state the names of the transit agencies included in your proposal. The selected Contractor s proposal, excluding financial information, becomes public record and is available for public review and inspection upon execution of the contract. The contents of the successful Contractor s proposal, as accepted by VTrans, will become part of the contract(s) awarded as a result of this process. In the event it becomes necessary to revise, modify, clarify, or otherwise alter this RFP, revisions will be made in the form of a written RFP change. All questions related to this RFP shall be forwarded to Amy Rast, Public Transit Coordinator, in writing to the address above, by at amy.rast@state.vt.us or by fax at (802) no later September 19, All questions received will be documented and answered after this date. A compiled list of all questions and answers will be created and copies provided in the form of a written RFP change.

2 Request for Proposal for Consultant Services for Public Transit Board Training Page 2 In order to be considered responsive to this RFP, each prospective Contractor shall conform to the following requirements: 1. Required Information for the Technical Proposal A. Submit one (1) envelope, or package, containing seven (7) copies of the technical proposal. B. The technical proposal shall be clear and concise, not exceeding a maximum of twelve (12) double-sided pages, the pages shall be 8 ½ x 11 in size, and shall be printed in a size twelve (12) font or greater. The pages shall be numbered consecutively therefore the page number may reach twenty (24) but the physical pages shall not exceed twelve (12), exclusive of resumes. C. Separate from the twelve (12) page limit, under separate tab within the technical proposal labeled Resumes, the Contractor shall provide resumes of planned staff Include in the resumes specific project experience and the number of years of employment with the firm. D. The technical proposal shall cover the details of the firm, address the evaluation criteria set forth in this RFP, include a detailed description of the firm s understanding of the SOW, detail the firms capabilities to perform such work, including an estimated number of staff and classifications to accomplish the work. E. Include an organizational chart which clearly identifies the project manager and other key individuals assigned to this project, their function and/or responsibility, along with their level of involvement in this project. F. The technical proposals will be evaluated considering the following criteria: CRITERIA POINTS 1. Project understanding and approach Solutions/Services Offered Project Team Staffing a. Experience of Team on similar projects (non-profit boards/board development) b. Expertise with related work (Public Transit and the FTA) 4. Responsiveness of proposal to the RFP requirements

3 Request for Proposal for Consultant Services for Public Transit Board Training Page 3 5. Cost Reasonableness of labor hour estimate Total Project Cost Total Required Information for the Cost Proposal A. Submit one (1) envelope, or package, containing four (4 copies of the cost proposal, Appendix A. B. Contractors shall complete all the categories listed in Appendix A. Please include additional classifications of labor to be utilized and/or additional tasks. C. Direct costs for meals, travel and lodging will be considered part of the firm fixed price. The price per class should be considered all inclusive. The price per class shall include all anticipated expenses including but not limited to: salary, honorariums, stipends, meals, mileage, lodging, materials, equipment, telephone, airfare, printing, etc. D. Any rates not outlined in the Cost Proposal will need to be approved in writing by VTrans prior to utilization or invoicing. This includes any new training not currently specified to be developed and/or presented. E. If the audited indirect cost rate includes costs which provide no benefit to VTrans projects or costs otherwise not allowable under 48 CFR, Part 31, an adjusted indirect cost rate may be required. If a Contractor submits an overhead rate that is arbitrarily lower than their latest certified overhead rate and they are subsequently awarded the contract, then VTrans reserves the right to require that the lower rate be used on this contract for pricing and billing purposes. Supporting documentation justifying the alternate indirect cost rate may be requested. This also applies to all sub-contractors utilized by the selected Contractor. E. If the prime Contractor intends to utilize the services of a sub-contractor(s), the following should be accomplished: a) Provide justification and documentation in the cost proposal regarding the basis for selecting each sub-contractor (low bid, competitive negotiation, technical capabilities, etc.) you intend to use. Documentation needs to include all technical and cost information for all sub-contractors contacted.

4 Request for Proposal for Consultant Services for Public Transit Board Training Page 4 b) For sub-contractors named in the proposal, provide labor cost information for sub-contractor personnel. c) The successful Contractor will be expected to execute sub-agreements for each sub-contractor named in the proposal upon award of this contract. 3. Required Financial Information A. Submit one (1) envelope or package containing: a. A completed VTrans Form AF38 (revised 06/2011) for the Contractor and each sub- contractor named in the proposal. For this submittal the Contractor shall complete Section One. For each sub-contractor, the VTrans Form AF38 (revised 06/2011) shall be completed at the level commensurate with the amount of work anticipated to be performed by the sub-contractor. b. One (1) copy of the financial information for the Contractor and each subcontractor named in the proposal. c. The financial information for the Contractor and each sub-contractor shall be current for each firm and cover a period ending no more than 18 months prior to the date the proposal is due. 4. Required Shipping Information A. Clearly indicate the following on the outside of each of the three (3) sealed envelopes or packages containing the (1) technical proposals, (2) cost proposals and (3) financial information: a) Name and address of the prime Contractor b) Due 2:00PM on Thursday October 2, 2014 c) Envelope contents (i.e. technical proposal, cost proposal, or financial information) d) Consultant Services for Public Transit Board Training B. Submit the three (3) sealed envelopes or packages to the Contract Administration, Agency of Transportation, One National Life Drive, Montpelier, VT , prior to 2:00 PM on Thursday October 2, 2014.

5 Request for Proposal for Consultant Services for Public Transit Board Training Page 5 C. Proposals or unsolicited revisions submitted after the specified due date and time will not be accepted and will be returned to the Contractor. 5. Rejection Conditions A. VTrans reserves the right to reject any or all proposals received as a result of this RFP. A proposal may be rejected for one or more of the following reasons, or for any other reason deemed to be in the best interest of VTrans: a) Failure of the Contractor to adhere to one or more provisions of this RFP. b) Failure of the Contractor to submit information required by this RFP. c) Failure of the Contractor to follow generally accepted ethical and professional standards during the RFP process. d) Communications about this RFP with VTrans personnel other than the Point of Contact listed in this RFP. e) Technical Proposals exceeding the page limit. f) Technical Proposals that are not printed in accordance with the requirements of this RFP. (To include, but not limited to: paper size, font specifications, single or double sided printing, etc). g) Failure to provide the correct number of copies of the Proposals as specified in this RFP. VTrans reserves the right to request and consider the opinions of any local, State and/or Federal Agency relative to the qualifications, capability and performance of any contracting firms and/or sub-contractors identified in responses to requests for proposals. Once the technical proposal is discussed and ranked, the cost proposal will be reviewed for consistency with, and in light of, the evaluation of the technical proposal. VTrans reserves the right to seek clarification of any proposal submitted and to select the proposal considered to best promote the public interest. Each Contractor awarded a contract shall, upon notification of award, apply for registration with the Vermont Secretary of State's Office to do business in the State of Vermont, if not already so registered.

6 Request for Proposal for Consultant Services for Public Transit Board Training Page 6 The registration form may be obtained from the Vermont Secretary of State, 109 State Street, Montpelier, VT The telephone number is (802) VTrans will NOT execute the contract until the Contractor is registered with the Secretary of State s Office. You may check the status of your registration at If any Contractor is aggrieved by the proposed award of the contract, the Contractor may appeal in writing to the Chief of Contract Administration. The appeal must be postmarked within fourteen (14) calendar days following the date of the written notice to award the contract. All proposals become the property of VTrans upon submission. The cost of preparing, submitting and presenting a proposal is the sole expense of the proposing Contractor. VTrans reserves the right to reject any and all proposals received as a result of this solicitation, to negotiate with any qualified source, to waive any formality and any technicalities or to cancel this RFP in part or in its entirety if it is in the best interests of VTrans. This solicitation of proposals in no way obligates VTrans to award a contract. Sincerely, Amy Rast Amy Rast Public Transit Coordinator Vermont Agency of Transportation Enclosures: Scope of Work dated August 19, Procedures for Selecting Contractors and Specifications for Contractor Services, including Customary State Contract Provisions, dated August 28, 2008, Revised December 29, 2008; the General Special Provisions dated November 22, 2011; and the revised Standard State Provisions for Contracts and Grants, dated June 9, VTrans Form AF38 (Revised June 2011) Appendix A

7 Request for Proposal for Consultant Services for Public Transit Board Training Page 7 Agency of Transportation Appendix A EXAMPLE Board Training A. Board Assessment COST B. Training Development C. Material Development D. Meetings /Travel Firm Name Address Authorized Point of Contac Telephone Authorized Signature Date