City of White Sulphur Springs
REQUEST FOR PROPOSAL (RFP) Emergency Disaster Staffing and Equipment Contract
WSS PUBLIC FEMA RECOVERY ASSISTANCE City of White Sulphur Springs 589 Main Street West White Sulphur Springs, West Virginia 25986 Phone: 304 536 1454 | Fax: 304 536
RFP ID: WWS 2016-001 FED DIS Prepared By: J. Steven Hunter, City Attorney Date: July 3, 2016
REQUEST FOR PROPOSAL WSS PUBLIC FEMA RECOVERY ASSISTANCE White Sulphur Springs – West Virginia RFP ID: WWS 2016-001 FED DIS
SUBMISSION DEADLINE: July 7, 2016, 8:00 a.m. BIDDERS’ MEETING: July 6, 2016 at 3:00 p.m. QUESTION SUBMISSION DEAD-LINE: July 6, 2016 at 3:00 p.m.
Questions can be submitted prior to the Bidders Meeting on July 6, 2016
Questions may be submitted in written form no later than July 6, 2016 at 3:00 p.m. to the undersigned:
RFP Contact Name: Linda Coleman
City Hall
Contact Address: WSS, West Virginia 24986
Telephone Number: 304 536 1454
Email Address:
[email protected]
City of White Sulphur Springs invites and welcomes proposals for their WSS Public FEMA Recovery Assistance project. Based on your previous work experience, your firm has been selected to receive this RFP and is invited to submit a proposal. Please take the time to carefully read and become familiar with the proposal requirements. All proposals submitted for consideration must be received by the time as specified above under the “SUBMISSION DEADLINE.”
BIDDERS SHOULD NOTE THAT ANY AND ALL WORK INTENDED TO BE SUBCONTRACTED AS PART OF THE BID SUBMITTAL MUST BE ACCOMPANIED BY BACKGROUND MATERIALS AND REFERENCES FOR PROPOSED SUBCONTRACTOR(S) – NO EXCEPTIONS.
PROJECT AND LOCATION
The bid proposal is being requested for WSS Public FEMA Recovery Assistance which is or shall be located at White Sulphur Springs, West Virginia 24986.
PROJECT OBJECTIVE
The objective and ultimate goal for this project is provide staffing and/or equip-ment for obtaining reimbursement from FEMA for assistance to public entitles in relation to all public utilities, buildings, equipment, streets and bridges and all public properties damaged or destroyed by June 2016 flash flooding and assistance with any private entity that or has impacted the public services of the city as part of the federally declared disaster areas.
PROJECT SCOPE AND SPECIFICATIONS
The Project Scope and Specification are: To provide and assemble a team of professional loss consultants including disaster recovery consultants and other insurance professionals, who will establish a custom and comprehensive dis-aster recovery plan. Preferred Vendors will be those that have General Services Administration (GSA) prior rate approval. They will work with City Personnel to assess and evaluate all information, forms and documentation in seeking reimbursement from FEMA to the City. The Contractor may use local knowledgeable persons to assist in the project. The Contractor must meet all Federal Disaster GSA guidelines and comply with all Federal Employment Agency and Fair Labor Act requirements. The Contractor shall work with the City’s agent to administer the work. SCHEDULED TIMELINE
The following timeline has been established to ensure that our project objective is achieved; however, the following project timeline shall be subject to change when deemed necessary by management.
MILESTONE DATE
Start of Work: July 7, 2016
Completion of Work: June 30, 2017
PROPOSAL BIDDING REQUIREMENTS
PROJECT PROPOSAL EXPECTATIONS
City of White Sulphur Springs shall award the contract to the proposal that best accommodates the various project requirements. City of White Sulphur Springs reserves the right to award any contract prior to the proposal deadline stated within the “Scheduled Timeline” or prior to the receipt of all proposals, award the contract to more than one Bidder, and refuse any proposal or contract without obligation to either City of White Sulphur Springs or to any Bidder offering or submitting a proposal.
DEADLINE TO SUBMIT PROPOSAL All proposals must be received by City of White Sulphur Springs no later than 8:00 a.m. on July 7, 2016 for consideration in the project proposal selection process.
PROPOSAL SELECTION CRITERIA
Only those proposals received by the stated deadline will be considered. All proposals, submitted by the deadline, will be reviewed and evaluated based upon information provided in the submitted proposal. In addition, consideration will be given to cost and performance projections. Furthermore, the following criteria will be given considerable weight in the proposal selection process:
-Proposals received by the stipulated deadline must be in the correct format.
-Bidder’s alleged performance effectiveness of their proposal’s solution regarding the Project Objective of City of White Sulphur Springs.
-Bidder’s performance history and alleged ability to timely deliver proposed services.
-Bidder’s ability to provide and deliver qualified personnel having the knowledge and skills required to effectively and efficiently execute pro-posed services.
-Overall cost effectiveness of the proposal.
City of White Sulphur Springs shall reserve the right to cancel, suspend, and/or discontinue any proposal at any time they deem necessary or fit without obligation or with three (3) days’ notice to the proposing bidder/contractor. PROPOSAL SUBMISSION FOR-MAT
The following is a list of information that the Bidder shall include in their proposal submission: Summary of Bidder Background
-Bidder’s Name(s)
-Bidder’s Address -Bidder’s Contact Information (and preferred method of communication)
-Legal Form of Bidder (e.g. sole proprietor, partnership, corporation) -Date Bidder’s Company Formed -Description of Bidder’s company in terms of size, range and types of services offered and clientele. -Bidder’s principal officers (e.g. President, Chairman, Vice President(s), Secretary, Chief Operating Officer, Chief Financial Officer, and General Managers) and length of time each officer has performed in his/her field of expertise. -Bidder’s Federal Employee Identification Number (FEIN) -Evidence of legal authority to conduct business in West Virginia (e.g. business License number). -Evidence of established track record for providing services and/or deliverables that are the subject of this proposal. -Organization chart showing key personnel that would provide services to City Of White Sulphur Springs. Financial Information
-Provide a copy of the most recent audited financial statement, or an annual report by a certified public accountant or tax returns for three years. Attach in a sealed envelope marked “confidential” to be opened only for review and approval and not to be available for public inspection.
-State whether the Bidder or its parent company (if any) has ever filed for bankruptcy or any form of Reorganization under the Bankruptcy Code.
-State whether the Bidder or its parent company (if any) has ever received any sanctions or is currently under investigation by any regulatory or govern-mental body.
Proposed Outcome -Summary of timeline and work to be completed.
Equipment or Service
-List any and all equipment or services required for this proposed project and the number of each. -Detailed estimated cost for each piece of equipment or service.
-List any or equipment or services required of a subcontractor, along with a brief explanation. -List any accommodation, services, or space required from City of White Sulphur Springs, along with a brief explanation.
Cost Proposal Summary and Breakdown
-A detailed list of any and all expected costs or expenses related to the proposed project. -Summary and explanation of any other contributing expenses to the total cost. -Brief summary of the total cost of the proposal.
Licensing and Bonding
-Provide details of licenses and bonds (if any) for any proposed services that the bidder/contractor may plan on providing for this project.
Insurance
-Details of any liability or other insurance provided with regard to the staff or project.
References
-Provide 3 references – Bidder agrees that City of White Sulphur Springs may contact all submitted references to obtain any and all information regarding Bidder’s performance prior to awarding any contract.
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