CITY OF BAKER SCHOOLBOARD
P.O. BOX 680/14750 Plank Road
Baker, Louisiana 70714
Phone (225) 774-5795 Fax (225)775-5797
RFP FOR DISASTER PROGRAM MANAGEMENT SERVICES
The City of Baker School System, 14750 Plank Road, Baker, Louisiana 70714, will be accepting RFP Proposals until 4:00 P.m., Thursday, October 20 2016, on DISASTER PROGRAM MANAGEMENT SERVICES. Proposals will be reviewed on Friday, October 21, 2016.
RFP Proposal documents may be obtained at City of Baker School System, Purchasing Department in writing, by email (), by calling (225) 774-5795 or by visiting the web site
No proposals will be accepted after the date and time specified.
Proposals must be emailed, or hand delivered by 4:00 p.m., Thursday, October 20, 2016.
The City of Baker School System reserves the right to reject any or all proposals whenever such rejection is in its best interest in accordance with law. The provisions and requirements of this advertisement shall not be waived.
PROPOSER INQUIRIES:
Written questions regarding the RFP requirements or scope of services must be submitted to the RFP coordinator below:
CITY OF BAKER SCHOOL BOARD
Alisa Sibley, Purchasing Specialist
Phone: (225) 774-5795 Fax: (225) 774-5797
Email:
CBSS will consider written questions and request for clarification until Friday, October 18, 2016,
TABLE OF CONTENTS
GENERAL INFORMATION
Background
Purpose
INSTRUCTIONS TO PROPOSERS
Response to instructions
Technical and Cost Proposal
Minimum Qualifications of Proposer
Determination of Responsibility
Proposal rejection / Cancellation
Withdrawal of RFP Proposal
Error and Omissions in Proposal
PROPOSAL CONTENT
Executive Summary
Corporate Background and Experience
Approach and Methodology
Proposal Project Staff
Cost Information
EVALUATION AND SELECTION
Evaluation Team
Administrative and Mandatory Screening
Clarification of Proposals
Oral Presentations / Discussions
Evaluation and Review
Technical Proposal Criteria Definitions
Corporate Background and Experience
Approach and Methodology
Methodology
Resumes, Proposed Staff Qualifications
Cost Proposal Selection Criteria
Oral Presentation Evaluations
Announcement of Contractor
TABLE OF CONTENTS
SUCCESSFUL CONTRACTOR REQUIREMENTS
Corporation Requirements
Billing and Payments
Confidentiality
Overview
SCOPE OF SERVICES
Grant Management
Grant Development
Flood Claim
Policy Support
Audit Preparations and Management
Other Services
Project Management
Master Budget
Master Schedule
Program Accounting Plan
Management Procedures
Educational Specifications
Project Delivery Strategies
Administrative Procedures and Reporting
Construction Services Procurement
CERTIFICATION STATEMENT
CONSULTING SERVICES
Contract
Scope of Services
ADMINISTRATIVE REQUIREMENTS
Board Furnished Resources
TABLE OF CONTENTS
COMPENSATION AND MAXIMUM AMOIUNT OF CONTRACT
TERMINATION
Termination
Termination of Convenience
Termination for Non Appropriation of Liability
Indemnification and Limitation of Liability
Contract Controversies
Fund Use
Assignment
Right to Audit
Contract Modifications
Confidentiality of Data
SUBCONTRACTORS
COMPLIANCE WITH CIVIL RIGHTS LAWS 22
INSURANCE
General
Commercial General Liability
Business Automobile
Workers Compensation / Employers Liability Insurance
APPLICABLE LAW
Code of Ethics
Severability
Conflict of Interest
Ownership
Damages
Complete Contract
Entire Agreement and Order of Precedence
GENERAL INFORMATION
BACKGROUND
City of Baker School System is a Public School System in Baker, Louisiana. The system operates five (5) public schools, grades Pre K-12 grade. The City of Baker School System shall provide a quality education for all students by creating a learning community that will prepare them for their roles as lifelong learners and high-achieving citizens in a global society.
City of Baker Schools System is a high performing School District intent upon continuous improvement of the educational process, where student achievement is a daily focus. As such, the Owner expects all vendors and contractors seeking to conduct business with the Owner to understand that the educational mission requires a high level of quality and performance from each service provider. Responders to this RFP should expect that the needs of students come first in the School District and our focus is to bring products and services to the educational process that enhance student achievement.
PURPOSE:
The City of Baker School System experienced severe damages to the district’s schools, surrounding buildings on the schools property, equipment, and other items in the classrooms or other buildings throughout the school ground as a result of the flooding from heavy rains we received during the month of August.
The Purpose of this for Proposal (RFP) is to obtain competitiveproposals from qualified firms to provide professional services to assist the City of Baker School System (CBSS) also referred to as The City of Baker School Board with Project Management Services. These services will include assistance and management of any type regarding but not limited to assisting with support for project management, FEMA public assistance, grants management, damage assessments, debris management and monitoring, recovery and response assistance to include State and Federal Emergency Management Agency (FEMA) Hazard Mitigation Programs and HUD Community Development Block Grant Program.
TheSuperintendent and School Board Reserves the right to review and reject any/or all proposals in response to this RFP.
INSTRUCTIONS TO PROPOSER’S
RESPONSE TO INSTRUCTIONS
Firms/individuals who are interested in providing services under this RFP must submit a proposal containing the information specified in this section. The completed proposal with original signatures by an authorized representative must be received in hard copy, email version or main delivery by the due date specified in the above.
TECHNICAL AND COST PROPOSAL
Proposals should be submitted as specified. Proposals should include enough information to satisfy evaluators that the Proposer has the appropriate experience and qualifications to perform the scope of service as described herein. Proposers should respond to all requested areas.
MINIMUM QUALIFICATION OF PROPOSER
The Proposer shall have any and all required licenses to perform all services outlined in Proposal
Consultants must have a minimum of five (5) years of disaster recovery management experience and five (5) years of experience with private-non-private organizations assisting with the FEMA recovery grants process.
DETERMINATION OF RESPONSIBILITY
The Proposers responsibility relating to this RFP shall be made according to the standards set forth in LAC 34:136. The Board must find that the selected proposer:
●Has adequate financial resources for the performance, or has the ability to obtain such resources as required during performance;
●Has the necessary experience, organization, technical qualifications, skills, and facilities, or has the ability to obtain them;
●Is able to comply with the proposed or required time of delivery or performance schedule;
●Has a satisfactory record of integrity, judgment, and performance; and
●Is otherwise qualified and eligible to receive an award under applicable laws and regulations.
Proposers should ensure that their proposals contain sufficient information for the Board to make its
Determination by presenting acceptable evidence of the above to perform the services called for by the
Contract.
PROPOSAL REJECTION/ CANCELLATION
Issuance of this RFP no way constitutes a commitment by the Board to award a contract. The Board
Reserves the right to accept or reject, in whole or part, all proposals submitted and/or cancel this
Announcement if it is determined to be in the Boards best interest.
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WITHDRAWL OF RFP PROPOSAL
The proposer may withdraw a proposal that has been submitted at any time up to the date timetheProposal is due. To accomplish this, a written request signed by the authorized representative of the Proposer must be submitted to the Purchasing Department.
ERROR AND OMMISIONS IN PROPOSAL
The Board will not be liable for any errors in proposals. The Board reserves the right to make correctionsor amendments due to errors identified in proposals by the Board or the proposer. The Board, at its option has the right to request clarification or additional information from the proposers.
PROPOSAL CONTENT
EXECUTIVE SUMMARY
This section should serve to introduce the purpose and scope of the proposal. It should include
Administrative information including, at a minimum, response date, proposer contact name and
Phone number, and the stipulation that the proposal is valid for a time period of at least 90 days
From the date of submission. This section should also include a summary of the proposers
Qualifications and ability to meet the Boards overall requirements.
It should include a positive statement of compliance with the contract terms. If the proposer cannot
Comply with any of the contract terms, an explanation of each exception should be supplied. The proposer should address the specific language in the Consulting Services Contract and submit whatever exceptions or exact contract modifications that their firm may seek to the sample contract. While final wording will be resolved during contract negotiations, the intent of the provisions will not be substantially altered.
CORPORATE BACKGROUND AND EXPERIENCE
The Proposer should give a brief description of its company including a brief history, corporate structure and organization, number of years in business, and copies of its latest financial statements, preferablyaudited. The Proposer should provide a description of its corporate resources that would be available to support this project, such as facilities, tools, or auxiliary staff who have unique qualifications and experience.
This section should provide a detailed discussion of the proposer’s prior experience in working projects in size, scope, and function to the proposed contract. Proposers should describe their experience in other states or in corporate/governmental entities of comparable size and diversity with references from previous clients including names and telephone numbers.
If subcontractors will be employed, the proposer should provide the same information regarding the
Subcontractors as is requested for the proposer.
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APPROACH AND METHODOLOGY
The proposer should provide:
●Proposers understanding of the nature of the project and how their proposal will best meet the needs of the state agency
●It’s functional approach in providing the services.
●It’s functional approach in Project Management and Quality Assurance.
●Its proposed Project Work Plan that reflects the approach and methodology, tasks and services to be performed, deliverables, timetables and staffing.
PROPOSED PROJECT STAFF
The proposer should identify the number of staff positions it will provide and whether or not these are
Current employees of the Proposer. The proposer should provide detailed information about the
Experience and qualifications of the proposers assigned personnel considered key to the success of the
Project; i.e. resumes. If a subcontractor will be used, proposer should clearly identify any subcontractor
Arrangements and should provide information about the qualifications and experience of any key
Personnel the contractor expects to use from the subcontractor.
This information should include education, training, technical experience, functional experience, specific
Dates and names or employees, relevant and related to experience, past and present projects with dates
And responsibilities and any applicable certifications. This should also specifically include the role and
Responsibilities of each person on this project, their planned level of effort, their anticipated duration of
Involvement, and their on-site availability.
A minimum of two customer references (name, title, company name, address and telephone number)
Should be provided for each resume.
COST INFORMATION
The cost evaluation will be based upon the total hourly rate for all positions identified below for both
Project Management and Grants Administration. In order to determine cost, ALL, hourly rates must be
Filled in by the proposer. The respondent with the lowest “total hourly rate” will receive 23 points for the
Cost category. The remaining respondents will receive a score based upon the following formula:
No respondent will get less than 15 points for cost evaluation
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PROJECT MANAGEMENTGRANTS ADMINISTARTION
POSITION / HOURLY RATE PER PERSON / POSITION / HOURLERY RATE PER PERSONPrincipal in charge / Principal in charge
Project Manger / Project Coordinator
Assistantobject Manager / Project Adm Assistant
Project Coordinator / Project Coordinator
Project Adm Assistant / Senior PA Specialist
Program Director / PA Funding Specialist
Design Specialist / Architect / Program Director
Program Director / Design Specialist / Architect
Engineer / Reimbursement Specialist
Damage Assessment Team
Accounting/Audit Support Specialist
Closeout Specialist
Insurance Specialist
Document Control Specialist
Total hourly rate / Total hourly rate
The rates for any positions that are identified as necessary after this contract has been executed will be
Negotiated and the original contract amended.
A total not to exceed cost for project management and grants administration will be negotiated with the
Successful proposer(s) prior to execution of the contract. Any amount expended for grants administration
And project management (for this disaster) prior to execution of this contract will be backed out of the
Total cost. This is to prevent the Board for paying for the same service twice.
For information purposes, the Proposer should provide an estimated percentage of the effort that will be
Completed by a subcontractor.
EVALUATION AND SELECTION
Evaluation Team
The evaluation of proposals will be accomplished by an evaluation team designated by the Superintendent
Which will determine the proposals most responsive or most advantageous to the Board, taking into
Consideration price and the evaluation factors set forth in the RFP.
ADMINISTRATIVE AND MANDATORY SCREENING
All proposals will be reviewed by the evaluation team to determine compliance with administrative and
Mandatory requirements as specified in the RFP. Proposals found not to be in compliant with mandatory
Requirements will be rejected from further consideration.
CLARIFICATION OF PROPOSALS
The Board reserves the right to seek clarification of any proposals for the purpose of identifying and
Eliminating minor irregularities or informalities.
ORAL PRESENTATIONS / DISCUSSIONS
Proposers who meet all mandatory requirements, and are considered susceptible for award after the
Initial evaluation may be invited to give an oral presentation that demonstrated their proposed solution
To this RFP. Proposers who are invited to participate in the oral presentation should be prepared to
Demonstrate their proposed methodology and how this methodology has been used to provide solutions
For the other clients. Commitments made by the Proposer at the oral presentation, if any, will be
Considered binding. The maximum amount of points to be assigned for oral presentations will be 25, and
These points will be based upon the perceived ability of the proposed approach and methodology to
Achieve the Boards goals for the project. Points for oral presentations will be added to the scores from
The initial evaluation.
EVALUATION AND REVIEW
Proposals that pass the preliminary screening and mandatory requirements review will be evaluated
Based on information provided in the proposal. Each proposal will get two different evaluations; one
For project management and one for grants management. Both evaluations will be conducted according
To the following criteria.
CRITERIA / MAXIMUM SCOREProposal Evaluation / Worth 100 Points
Corporate Background and Experience / 25
Approach / 25
Approach and Methodology / 25
Resumes, Proposed Staff Qualifications / 25
Cost
Total Score / 100
The evaluation team can recommend/award multiple contracts to vendors if the evaluation team
Determines that this is the Boards best interest.
TECHNICAL PROPOSAL CRITERIA DEFINITIONS
This section provides details for each of the factors listed in the Evaluation and Review Section for
Technical Evaluation Criteria.
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CORPORATE BACKGROUND AND EXPERIENCE (25 POINTS)
The proposer will be evaluated on past experience with similar projects and pertinent corporate resources
The Evaluation team will review the proposer’s overview of its experience rendering services similar to
Those included in this RFP. Speculative work samples will not be allowed.
The evaluation team/Board will then assess the proposer’s description of the corporate resources,
Including any that would be available to support the Boards requirements. Such resources might include
Particular facilities and told as well as available staff resources with unique qualifications and experience.
Finally, the evaluation team/Board will evaluate the proposers past performance qualifications and
References, and will also review the past performance qualification for each subcontractor proposed.
APPROACH AND METHODOLOGY (25 POINTS)
The evaluation team/Board will evaluate the proposers overall approach for providing the services and
Satisfying the requirements of the RFP. The items will be evaluated include:
Approach – The Proposers approach to managing the overall project. In assessing the Management
Capability, the evaluators will be looking for the following items:
•Project Organization (including identification and role of subcontractors)
•Organizational Chart
•Project Management Planning and Tracking System
•Project Reporting
•Monthly Progress / Status Reporting
•Quality Assurance
•Subcontractor Management
•Management Planning and Reporting
Methodology
•Ability to coordinate effectively between GOHSEP, FEDERAL departments and agencies, other state agencies, and local governments.
•Evidence that approach reflects sufficient knowledge and experience with the subject of local, state and federal programs.
•Evidence of experience with flooded schools
•Completeness in addressing the full spectrum of required staffing services in the statement of work.
•Flexibility and capacity to provide a range of potential, short-suspense services, including round-the-clock staffing support.
•Evidence of proven experience in writing project worksheets for FEMA
RESUMES, PROPOSED STAFF QUALIFICATIONS (25 POINTS)
The evaluation team/Board will assess the quality of the resumes of the staff supplied by the Proposer. If subcontractors will be used, the resumes from the subcontractors will also be reviewed.