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HomeMy WebLinkAbout2003 05 20 Instructions to Evaluation Committeearc Of SEBASTIM HOME OF PELICAN ISLAND PURCHASING DIVISION GENERAL SERVICES DEPAR'T'MENT 1225 MAIN STREET- SEBASTIAN, FLORIDA 32958 TELEPHONE (772) 589-0743 FAX (561) 589-6880 DATE: May 20, 2003 TO: Design -Build Firm Selection/Evaluation Committee Mr. George Bonacci, Building Department Director Mr. Dave Fisher, City Engineer Mr. Tracy Hass, Growth Management Director Mr. Terry Hill, Public Works Director Mr. Jason Mileswki, Municipal Airport Director Mr. Jesus M. Vieiro, Buyer(Non-evaluating Committee Chairman) FROM: Jesus M. Vieiro SUBJECT: RFQ&P for Airport Administration Building The City is currently in receipt of four (4) Qualifications submittals from firms interested in providing their services for this project. The Committee's first goal is to shortlist the firms and to determine the finalists. Therefore, in accordance with the Consultants Competitive Negotiations Act (CCNA) and generally accepted procurement practices, please read the RFQ&P package specially the parts pertaining to the Request For Qualifications (RFQ). Our first scheduled meeting will be on Tuesday. May 27, 2003 at 10:30 AM in the City Council Chambers. Please advise if this date conflicts with your schedule. WHAT IS A REQUEST FOR QUALIFICATIONS (RFO)? An RFQ is a formal solicitation from an organization to firms, engaged in the lawful practice of their professions and desire to provide professional services, to submit qualifications and experience information and details. The organization must find that the firm to be employed is fully qualified to render the required services. Among the factors to be considered are the firm's experience, qualifications, capabilities, past record, etc. Accordingly, the organization shall evaluate firms based on the factors established for the specific process. In the RFQ process the price for the services to be performed is not a factor to be considered to evaluate a firm's qualifications. EVALUATING QUALIFICATIONS In the process of evaluating qualifications, we will be assessing and appraising the responding firms. In order to remain unbiased, evaluate the qualifications of each firm based strictly on their submittal and how well it complies with or exceeds the qualification criteria requirements established on the RFQ&P documents and the Qualification Evaluation Form. Firm's offers submittals should not be compared with each other. SELECTIONIA7AL UATION COMMITTEE The first goal of the Committee is to evaluate the firm's qualifications. Please read each firm's qualification package thoroughly, fill out and score a Qualification Evaluation Form for each firm following the criteria established for this process. To avoid collusion or the appearance thereof, all team members must refrain from any conversation among themselves regarding the Qualification packages under consideration except at the regularly scheduled meetings. Meetings shall be posted and held as public meetings in accordance with Florida Statutes. Committee members must attend all meetings. Committee meetings cannot take place if a member is absent. Committee members should recognize the potential or existence of individual biases and should make a conscious effort to put them aside. Any committee member incapable of this must inform the Committee Chairman. Committee members may discuss items of interest during the scheduled meetings, however, numerical scoring or to make known in airy way their selection will not be divulged until called for, and once submitted it may not be changed This insures that the selection process will not give an improper appearance. Evaluation forms must be filled out in full in ink, and any changes or corrections must be initialed by the Committee member. All numerical scoring will be in whole numbers, no fractions. Your attention is called to Paragraph nine (9) of the REQUEST FOR QUALIFICATIONS & PROPOSALS whereby responding firms agree not to contact or lobby City Council Members, or any City employees or agents As a Committee member you are charged with the responsibility thereof. Florida Statute 337.168 provides for confidentiality of proposals Any financial reports of the proposing firms are never to be divulged to the public. Committee members will conduct themselves accordingly.