WORKFORCE ALLIANCE, INC. PROCUREMENT INSTRUCTIONS REQUEST FOR PROPOSALS FOR
OFFICE MOVING SERVICES
RELEASED NOVEMBER 1, 2013, / DUE NOVEMBER 27, 2013
Workforce Alliance, Inc. (Alliance) is requesting sealed proposals from Vendors for the provision of Office Moving Services described in the Scope of Work for this procurement.
I. ALLIANCE WEBSITE INFORMATION
The three required Certification Forms and Conflict of Interest Disclosure Form are to be downloaded from the Alliance website at www.pbcalliance.com and be fully completed by the Vendor and submitted as part of the proposal. The three Certification Forms are to also be fully completed and notarized. By submitting a proposal the Vendor agrees to Alliance’s Independent Contractor vendor contract terms and conditions which are posted on the Alliance website at the same location of the procurement.
Alliance will use its website at www.pbcalliance.com and public in-person bidder site reviews for communication between Alliance and potential Vendors. Beginning at the time the procurement is released interested Vendors can download a copy of the procurement from the Alliance website. A procurement question and answer page will be established on the website at the same place as the procurement and will be updated as needed including questions asked during the site visits. It is the Vendor’s responsibility to check the Alliance website frequently to stay informed and up-to-date throughout the procurement process. Beginning with the release of the procurement, Vendors may submit questions in writing to Alliance (questions during the site visit must also be submitted in writing). Vendors who have a question regarding the procurement may e-mail the question to Alliance at [email protected] or ask during the site visits. When submitting a question by email, restate the name of the procurement and then state your question. Answers will not be provided verbally (however, depending upon the complexity of the question, questions may be answered during the site visits). The questions and answers from emails and/or site visits will be posted on our web site November 13, 2013. (www.pbcalliance.com) for the benefit of all prospective Vendors at the same place the procurement is posted.
II. PROPOSAL SOLICITATION AND ACCEPTANCE
After the published deadline for receipt of proposals, all proposals become public information and are available for inspection to any interested party. Duplication requests of any part or of an entire proposal submitted will be subject to the appropriate fees established by Alliance. No changes, modifications, or additions can be made to a proposal after the submission deadline unless required by Alliance of all Vendors. Alliance reserves the right in its sole and absolute discretion to waive any minor technical irregularity of any proposal submitted.
ALLIANCE MAY REJECT ALL PROPOSALS IN WHOLE OR IN PART IN ITS SOLE DISCRETION FOR ANY REASON AND IS NOT OBLIGATED TO AWARD ANY ONE OR MORE VENDOR CONTRACTS PURSUANT TO THIS PROCUREMENT OR TO ISSUE A NEW PROCUREMENT IF NO VENDOR CONTRACT IS AWARDED UNDER
Alliance will not return proposals, binders or exhibits. All proposals become the property of Alliance and will be a matter of public record subject to the provisions Section 165, WIA and of Chapter 119, Florida Statues.
III. COMPLIANCE & EX PARTE COMMUNICATION
It is the Vendor’s responsibility to make sure that all the required elements and Exhibit forms are included and in the proper format of their proposal. Proposals that do not include the required elements and Exhibit forms or are not in the proper format may be disqualified from consideration.
It is the policy of Alliance to prohibit ex parte communication regarding this procurement between a potential and/or current contractor and any Alliance Board member, Alliance Committee member, Alliance staff and any other person serving as an evaluator during the procurement process. No Vendor shall discuss any proposal with an Alliance or Consortium staff member or evaluator or Alliance Board, Alliance Committee or Consortium member. Alliance reserves the right to reject the proposal of any Vendor who fails to comply with this provision. Any written communication to staff (with the exception of the questions and answers described in this procurement), a board member or evaluator from a potential and/or existing contractor shall not be distributed. Written questions will be taken during the site visits and the questions and answers will be posted on our web site prior to the RFP closing date.
IV. PROPOSAL FORMAT
Proposals shall be submitted as follows:
1. Electronically submitted, faxed or e-mailed copies of a proposal shall not be accepted by Alliance.
2. Vendors are to submit one original of the proposal marked “Original” and four hard copies of the proposal marked “Copy”. Each copy of the proposal shall be marked in sequential order 1 of 4, 2 of 4, 3 of 4, 4 of 4.
3. The original and each copy of the proposal must be submitted in the following order: • three Certification Forms (forms provided by Alliance (on Alliance’s web site)) to be completed and notarized by the Vendor: Certification & Sworn Statement Pursuant To Section 287.133(3)(A), Florida Statutes, On Public Entity Crimes; Suspension And Debarment Certification; Certification & Sworn Statement Lobbying. These three forms are to be completed by the Vendor.
• Place behind the three Certification Forms a completed Conflict of Interest Disclosure Form (form provided by Alliance (on Alliance’s web site)). This form is to be completed by the Vendor.
• The proposal must address the questions stated in the Scope of Work. V. ADDENDA TO THIS PROCUREMENT
At the discretion of Alliance, if it becomes necessary to revise any part of this procurement, an addendum will be provided Vendors via posting on the Alliance website, www.pbcalliance.com at the same location the procurement is posted. Any
clarification, including answers to questions raised by potential Vendors, will become an addendum to the procurement.
VI. RESTRICTIONS ON DISCLOSURE
To avoid conflict of interest, all Vendors who have any financial or and/or family/relative (defined in accordance with Section 112.3163, F.S which states that a relative means “any father, mother, son, daughter, husband, wife, brother, sister, father-in-law, mother-in-law, son-mother-in-law, or daughter-in-law") relationships with any Alliance or Palm Beach Workforce Development Consortium (Consortium) staff member or Alliance Board, Alliance Committee or Consortium member must clearly disclose such a relationship by attaching a letter to the original copy of the proposal. Financial or family relationships with Vendors will disqualify an Alliance or Consortium staff member or Alliance Board, Alliance Committee or Consortium member from participating in the discussion and voting to fund proposals and will also disqualify any such individual from evaluating proposals.
VII. * PROCUREMENT TIMELINE
Alliance has established the following *timeline for this procurement:
11/1/13
RFP released. RFP packets available on the Alliance website: www.pbcalliance.com. Click on the link “Doing Business With Us”. Then click on the link “Procurements (RFPs/RFPs)”.
11/12/13
Site visits: 1951 North Military Trail, Suite D, 33409 tour begins @ 9:00 AM EST. 3400 Belvedere Road, 33406 tour begins @ 1:00 PM EST. Warehouse tour begins upon completion of 3400 Belvedere Road tour and will be completed by 4:00 pm EST.
11/13/13 4:00 pm EST
Deadline for Vendors to submit questions to Alliance regarding the RFP
11/13/13
Final answers to RFP questions posted on Alliance website www.pbcalliance.com
11/27/13 10:00 am EST
Deadline for Proposal Submissions. All proposals must arrive on or before 10:00 a.m., EST at:
Workforce Alliance, Inc.: ATTN: Contracts Manager 1951-D North Military Trail
West Palm Beach, FL. 33409
11/27-12/6/13 Alliance review of proposals and contract award selection 12/15-12/31/18 Contract period
* DISCLAIMER:
The above Timeline is a best effort attempt to outline the dates involved in this procurement. Alliance may delay scheduled dates if it is to the advantage of Alliance to do so. Alliance will notify Vendors of all changes in the timetable via posting on Alliance website at www.pbcalliance.com, at the same location the procurement is posted.
Dates may be adjusted by Alliance, particularly if a protest is filed and processed. Alliance reserves the right to reject any or all proposals.
ALLIANCE MAY REJECT ALL PROPOSALS IN WHOLE OR IN PART IN ITS SOLE DISCRETION FOR ANY REASON AND IS NOT OBLIGATED TO AWARD ANY ONE OR MORE CONTRACTS PURSUANT TO THIS PROCUREMENT OR TO ISSUE A NEW PROCUREMENT IF NO CONTRACT IS AWARDED UNDER THIS PROCUREMENT.
In the event that, following issuance of this procurement, additional funds become available for this procurement in excess of that announced or if not announced expected to become available, Alliance shall have the right to negotiate and contract with the successful Vendor(s) for additional services without the need for an additional procurement through Program Year 2018 commencing July 1 through June 30 annually depending upon Vendor’s performance, funding availability and legislative requirements. Each year Alliance will evaluate the effectiveness of the Vendor’s performance and determine if the services should be continued. Such renewal will occur at the sole and absolute option of Alliance.
A contract will be executed after successful negotiations with the recommended Vendor. In the event Alliance is unable to successfully negotiate a contract with the recommended Vendor, as determined by Alliance in its sole and absolute discretion, Alliance may then negotiate with the second or third highest ranked Vendor and so on until a contract is executed, or may decide to terminate the selection process. If two or more proposals receive the same number of points, Alliance will accept the lower cost offer. Alliance reserves the right to negotiate all and any services and payments proposed by any successful Vendor. Proposals, which cannot be successfully negotiated, will not be funded. Alliance reserves the right to not proceed to contract, provided such action is in the best interest of Alliance and to reject a proposal selected by the Alliance, CEO/President and/or governing Board if Alliance is unable to negotiate terms and conditions necessary to finalize a contract. Alliance will engage the Vendor(s) to perform the services described in this procurement, and reserves the right to modify the procedures and services to be performed, as may be determined necessary, following award of the contract(s) as they relate to the Alliance’s fiscal and program responsibilities.
In the event a Vendor wishes to file a protest in connection with this procurement process. A protest process is available and can be found on the Alliance website pbcalliance.com at the same location the procurement is posted. Alliance is committed to assuring equal opportunity in the invitation to contractors and therefore complies with all laws prohibiting discrimination on the basis of race, color, religion, national origin, age and sex. Responses shall be opened on the date and at the location indicated on the Timeline. Vendors may, but are not required to, attend. Alliance may choose not to announce prices or release other materials pursuant to Florida Statutes 119. Any person requiring a special accommodation because of a disability should contact the Alliance Contracts Manager at least five (5) workdays prior to the solicitation opening. If you are hearing or speech impaired, please contact Alliance by using the Florida Relay Service at (800) 955-8771 (TDD).
Attachment A Statement of Work
Purpose: This procurement action is to establish a contract between Workforce alliance and a commercial moving company for office and office equipment services.
Scope of work. There are three defined phases to the office moves and one undefined phase. Specific move dates are not determined at this time and will be established by coordination with the winning bidder within the constraints provided in the bidder’s proposal. Approximate dates for each phase are shown below by phase.
Phase 1: Movement and set up of office furniture from the warehouse located less than one mile from destination 3400 Belvedere Road, West Palm Beach, Florida 33406. Furniture to be moved includes 13-15, 3pc wood office desks, 8-12 wooden tables of various sizes, filing cabinets, 10-20 chairs and book cases. Approximate date range 12/20/13 to 1/15/14.
Phase 2: Movement and set-up of office furniture from 1951 North Military Trail, Suite D, West Palm Beach, Florida 33409 to 3400 Belvedere Road, West Palm Beach, Florida 33406 (approx. 2.5 miles). Furniture to be moved includes 10-15 3pc wood office desks, 10-20 filing cabinets, 10-30 chairs and 5-15 bookcases and assorted other office furniture and office machines. Approximate date range 12/20/13 to 1/31/14.
Phase 3: Movement and set-up of office furniture from 1951 North Military Trail, Suite D, West Palm Beach, Florida 33409 to 3400 Belvedere Road, West Palm Beach, Florida 33406 (approx. 2.5 miles). Furniture to be moved includes 10-15 3pc wood office desks, 70-80 filing cabinets, 70-80 chairs and 50-60 bookcases and assorted other office furniture and office machines. Approximate date range 12/20/13 to 2/15/14. Phase 4. Undefined. This phase is undefined and will be negotiated on an as needed basis using the billing rate/scheme provided in the proposal submitted. Date ranges for this phase are from 2/1/14 until 12/31/18 with indefinite delivery and indefinite quantity and no minimum business amount assured.
Proposal form: In addition to the mandatory certifications specified in the procurement notice, the proposal may be in the common form used by the proposer. The proposal should address the following items:
a. Cost Estimate for Phase 1-3 broken out by phase. b. Billing scheme for Phase 4.
c. Process for scheduling the moves (# of days lead time for notice of date selection and other concerns for scheduling).
d. Estimate for duration (days/hours) of each Phase (not needed for Phase 4) e. Resolution process for items damaged during the move due to actions of the
mover’s crew.
Proposal evaluation factors: The proposals will be evaluated based on cost and other factors. The other factors include flexibility of scheduling factors and damage resolution process rationality.
Site Visits. Site visits for prospective proposers will be conducted by:
• Site Visit of 1951 North Military Trail, Suite D, West Palm Beach, Florida 33409 will be conducted on 11/12/13 beginning at 9:00 am EST.
• Site Visit of 3400 Belvedere Road, West Palm Beach, Florida 33406 will be conducted on 11/12/13 beginning at 1:00 pm EST.
• Site Visit of Warehouse (located on airport in vicinity of 3400 Belvedere Road) West Palm Beach, Florida 33409 will be conducted upon completion of the prior site visit to be completed on 11/12/13 no later than 4:00pm EST.
All questions during site visits must be submitted in writing and the questions and answers will be posted on the Alliance’s web site prior to the closing date for the RFP. Attending site visits is not required to submit a proposal, but is highly encouraged.
