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SALT RIVER PIMA-MARICOPA INDIAN COMMUNITY1648460-280670REQUEST FOR PROPOSAL (RFP)CDD/EPNR – MACROINVERTEBRATE – PRIMARY AND SECONDARYPROPRIETARY & CONFIDENTIAL – PREPARED BY SRP-MICTABLE OF CONTENTS TOC \o "1-2" \h \z \u I.OVERVIEW PAGEREF _Toc324408607 \h 1II.SCOPE OF SERVICES PAGEREF _Toc324408608 \h 1III.PROPOSAL FORMAT PAGEREF _Toc324408609 \h 1A.Submission Requirements PAGEREF _Toc324408610 \h 1B.Delivery of Proposal PAGEREF _Toc324408611 \h 1C.Inquiries PAGEREF _Toc324408612 \h 2D.Format PAGEREF _Toc324408613 \h 2IV.PROPOSAL EVALUATION PAGEREF _Toc324408614 \h 3A.Selection Criteria PAGEREF _Toc324408615 \h 3B.Proposal Scoring Methodology PAGEREF _Toc324408616 \h 4C.Proposal Evaluation Process PAGEREF _Toc324408617 \h 4V.GENERAL TERMS AND CONDITIONS PAGEREF _Toc324408618 \h 4Timeline PAGEREF _Toc324408619 \h 4SRPMIC’s Proposal and Vendor Policies PAGEREF _Toc324408620 \h 5ATTACHMENT A PAGEREF _Toc324408621 \h 8ATTACHMENT A-1 PAGEREF _Toc324408622 \h 9ATTACHMENT B PAGEREF _Toc324408623 \h 10ATTACHMENT C PAGEREF _Toc324408624 \h 1OVERVIEWThe Water Quality Program (WQP) of the Environmental Protection & Natural Resources Division (EPNR) in the Community Development Department is in need of both a “primary” and “secondary” laboratory to perform routine analysis of Macroinvertebrate samples. Sample matrix may be surface water, groundwater, effluent, runoff, and occasionally sediment, soil, or fish tissue. The primary laboratory will be used to analyze all samples collected by the Water Quality Program, while the secondary laboratory will only be used for split samples or other Quality Assurance/Quality Control (QA/QC) samples as needed according to the U.S. Environmental Protection Agency approved Quality Assurance Program Plan (QAPP) for bio-monitoring. SCOPE OF SERVICESThe scope of services supports the various sampling activities administered by the Water Quality Program (WQP) including those associated with the Clean Water Act §106 and §319 objectives.Description of Services:Analyze Macroinvertebrate samples to the family level.Analyze and deliver completed reports within the requested Turn-Around Time.All work shall meet the requirements of the U.S. Environmental Protection Agency Federal Reference Methodologies or Standard Methods.Supply laboratory analysis reports including Quality Assurance/Quality Control (QA/QC) reports.PROPOSAL FORMATSubmission RequirementsTo facilitate evaluation of Proposals, one original proposal and two (2) identical copies shall be submitted to SRPMIC. In addition, an electronic copy, by e-mail to cddrfp@srpmic-. The original should be clearly marked “original”. The proposal shall be prepared with a straightforward, concise delineation of the vendor’s capabilities to satisfy the requirements of this RFP. All submissions should be verified by the submitting vendors. Proposals must be received no later than 4:00 PM Arizona Time on Friday, June 22, 2012. Only delivery to and acceptance by SRPMIC at the address below shall be considered the official time of submission. Late proposals will not be considered. Facsimile proposals will not be accepted.The proposals shall be delivered to SRPMIC. Proposals delivered in person, by U.S. Postal Service or other courier shall be submitted to the following address:Salt River Pima-Maricopa Indian CommunityPurchasing DepartmentATTN: Ms. Paula Nitti10005 East Osborn RoadBuilding A, Suite #100Scottsdale, Arizona 85256Proposals and amendments to proposals, received after the date and time specified above will not be considered.Delivery of ProposalEach proposal must be received by the date and time set for closing receipt of proposals. A proposal received after the established deadline will not be considered. The proposal will be sealed and labeled with the following information:Name of VendorAddressPrimary Contact PersonSecondary Contact PersonTelephone and Email AddressRFP #CDDEPNR-12-026It should be clearly marked as “CDD/EPNR – Macroinvertebrate – Primary and Secondary”. Any deviation from these requirements may result in the proposal being considered non-responsive, thus eliminating the vendor from further consideration.InquiriesAll questions and/ or contacts with SRPMIC staff regarding this RFP should be directed to cddrfp@srpmic-. Inquiries and requests made to other employees of SRPMIC will not be answered. All questions should be received by SRPMIC no later than 4:00 PM Arizona Time, Friday, June 8, 2012. Requests for clarification, questions and comments must be clearly labeled, "CDD/EPNR – Macroinvertebrate – Primary and Secondary" in the subject line of the e-mail. SRPMIC is not responsible for failure to respond to a request that has not been labeled as such and addressed to the above email address. If the question relates to a specific item in the document, please reference the relevant section or requirement number. Recognizing the tight timelines, SRPMIC will respond to individual questions as quickly as possible, sending the response to the originator and all other involved parties. FormatAll proposals must be prepared using a 12 point font and be printed on standard 8 ?” x 11” papers (larger paper is permissible for charts, spreadsheets, etc.). Each vendor is required to submit the proposal in a sealed package. Vendors whose proposals deviate from these instructions may be considered non-responsive and may be disqualified at the discretion of SRPMIC.Proposals should be prepared as simply as possible and provide a straightforward, concise description of the vendor’s capabilities to address the requirements of this RFP. Expensive bindings, color displays, promotional material, etc., are not necessary or desired. Emphasis should be concentrated on accuracy, completeness, and clarity of content. All parts, pages, figures and tables should be numbered and clearly labeled. The proposal should be organized and indexed in the following format and must contain, at a minimum, all listed items in the sequence indicated:SectionTitleTitle PageLetter of TransmittalTable of Contents1.0Abstract2.0Procedures and Timeframes3.0Record of Performance4.0Insurance Policies5.0Fee BreakdownInstructions relative to each part of the proposal to this RFP are defined in the remainder of this section.Title PageThe title page should include the following:Name of Project – CDD/EPNR – Macroinvertebrate – Primary and SecondaryName of Submitter – Company NameDate of SubmittalLetter of TransmittalEach proposal must include a letter of transmittal. The letter of transmittal MUST:Identify the primary organization responding to the RFP;Identify the name, title, telephone number and email address of the primary and secondary contact persons for any follow-up questions, information requests;Identify the name, title and e-mail address of the person authorized to contractually obligate the organization;Identify the name, title and telephone number of the person authorized to negotiate the contract on behalf of the organization;Identify the name and address of the corporate headquarters of the parent company, if any;Acknowledge receipt of any and all amendments to the RFP;Be signed by the person authorized to contractually obligate the organization; andInclude a statement that vendor’s proposals to the RFP will be considered firm for 180 days after the date of receipt of the proposal.Table of ContentsThe table of contents should outline Sections 1 thru 5, as stated above.Abstract[Section 1.0] Provide a description of the proposers’ understanding of the need for professional services. Procedures and Timeframes[Section 2.0] Describe the overall approach in providing assistance to the SRPMIC. Describe the work plan with project scope of services procedures, format and type of submittals, and turn-around time for submittals.Record of Performance [Section 3.0] List previous projects, full amount paid for services, starting and ending dates, brief description of work, and name and telephone numbers of contracting agencies.Insurance Policies[Section 4.0] Vendors should include copies of their insurance policies. Errors and Omissions Policy, Company Policy and Automobile Policy are to be included, any proposal not containing one or more insurance policies must submit an explanation as to why a particular coverage is not carried. Any proposal not containing either copy of insurance policy or explanation will not be reviewed.Fee Breakdown[Section 5.0] Please provide a fee schedule for laboratory analyses, and include any additional fees such as mileage and sampling equipment. The SRPMIC will pay the contract work on a cost reimbursement arrangement for each assigned project. Each invoice must be labeled with the assigned project number, project name, and description of payment.PROPOSAL EVALUATIONSelection CriteriaAll applicants should understand the factors that will enter into evaluation of proposals, and the significance of these evaluation factors. Factors for evaluation for this project will fall into the following six (6) priorities, based on 100 points.Experience, Performance, and Reputation of the Laboratory. The evaluation will include the respondents’ past experience, emphasizing experience in similar analysis and the ability to address the specific concerns and problems of clients. The Community will evaluate the respondents’ records of integrity, judgment, performance, and timelines in the execution of previous jobs. The Community will also review the laboratory’s accreditations and certifications.Quality Assurance/Quality Control. The Community will examine whether or not the laboratory has adequate policies and procedures to ensure accurate and reliable test results. The laboratory should have documented adequate and effective control measures in place.Experience of Key Personnel. The Community will evaluate each key person identified, and their ability to perform the duties as specified in the scope of services. Each position should have a clearly defined job description and related basic qualifications, experience, and skills required to perform these duties in a manner that is satisfactory to the Community.Facility/Equipment Capacity. The Community will examine any physical descriptions, photos, and schematics provided by the laboratory. Evaluations will be made based upon such things as laboratory space to limit contamination, proper and well-functioning equipment, and building design to determine if the layout precludes efficient operation for laboratory services. Services. The Community will evaluate the laboratory based upon customer convenience. Does the laboratory provide courier service for sample bottles, provide coolers, have online services for clients to review reports, etc. The Community will also determine proximity as a factor of convenience.Budget Cost Control. Include estimated cost control methods and procedures. Cost considerations should be listed for services such as the rates charged for each category of employee under the contract, overhead, and other expenses. Proposal Scoring Methodology The following is a summary of the proposal evaluation factors and the point value assigned to each. These factors will be used in the evaluation of the individual proposal. Final scores will be for SRPMIC internal use only.SpecificationsPoints1. Experience, Performance, and Reputation of the Laboratory202. Quality Assurance/Quality Control203. Experience of Key Personnel154. Facility/Equipment Capacity155. Services156. Budget/Cost Control108. Native owned or Community Member owned business05Total 100Proposal Evaluation ProcessThe following steps will be observed in the evaluation of each proposal:Composite scores will be developed summarizing the individual scoring efforts of each proposal evaluation team memberVendors will be ranked by composite scoreVendor will be selectedGENERAL TERMS AND CONDITIONSThis section of the RFP contains the Timelines, an explanation of events and the general requirements governing this process.TimelineRFP Issued to Vendors by:May 21, 2012Last date for RFP Questions:June 08, 2012Proposals Due:June 22, 2012SRPMIC’s Proposal and Vendor Policies RFP CoordinatorAll communications concerning this RFP shall be addressed to the RFP Coordinator below. All communications are to be via email at cddrfp@srpmic-.RFP ConfidentialityAll material, data, information, or any item in any form (including any intellectual property rights derived there under), except information in the public domain, supplied by or obtained from SRPMIC, or derived from any data which the RFP recipient may have acquired in connection with this RFP and the selection process under this RFP, both before and after the issuance of the RFP:is the sole property of SRPMIC and must be treated as confidential;is not to be used for any purpose other than responding to this RFP; must not be disclosed without prior written authorization from SRPMIC; andmust be returned to SRPMIC upon request.The proposal Package and any accompanying documentation submitted by the vendor prior to the Closing Date/Time shall become the property of SRPMIC and shall not be returned. Documents provided by the vendor and specifically identified as being confidential will be held in confidence by SRPMIC and reasonable care will be taken to ensure they are not released (unless required by law), without prior authorization of the vendor. The confidential data should be identified as such on every page where it may be contained.Right to AmendIt is SRPMIC’s policy not to solicit proposals unless there is a bona fide intention to ultimately award one or more contracts. This notwithstanding, SRPMIC reserves the right to withdraw this RFP at any time. In addition, at any time prior to the RFP Closing Date/Time identified in this RFP, SRPMIC may alter, amend, delete, or add to, in whole or in part, any terms or provisions of this RFP. The SRPMIC will provide any such revisions by issuing an Addendum in the same manner as this RFP is issued.Acceptance of ProposalThis RFP neither expresses nor implies any obligation on the part of SRPMIC to enter into a contract with any vendor submitting a proposal. SRPMIC reserves the right to award a contract in whole or in part to address individual elements of the appraisal needs described in this RFP.Limitation and AwardThis RFP does not commit SRPMIC to award a contract. SRPMIC reserves the right to reject all proposals. If SRPMIC rejects all proposals, the project may be abandoned, re-advertised, or performed in any manner authorized under SRPMIC’s procurement policies.RFP as the basis for ProposalsThis RFP, including any addenda, will represent the most definitive statement SRPMIC will make concerning information upon which proposals are to be based. Any information, verbal or written, which is not contained in this RFP and any of the addenda, will not be considered by SRPMIC in evaluating the proposals. The only exception is any material demonstrated as part of a product demonstration or site visit.Agency right to waive minor irregularitiesSRPMIC reserves the right to waive minor irregularities in the proposal process or to modify the selection process and timeline, as it deems necessary.Cost LiabilityAll costs and expenses incurred by a vendor relating to preparation or presentation of its proposal or in any way related to this RFP shall be borne by the vendor. SRPMIC will not be liable for, nor shall it reimburse any vendor for, any costs, fees, or expenses, which are incurred in the preparation or submission of any proposal in response to this RFP.Amended ProposalsAny vendor may submit an amended proposal before the deadline for receipt of proposals. Such amended proposals must be complete replacements for a previously submitted proposal and must be clearly identified as such in the transmittal letter.Vendor’s Right to Withdraw ProposalVendors will be allowed to withdraw their proposal at any time prior to the deadline for receipt of proposals. The vendor must submit a written withdrawal request addressed to the RFP Coordinator.Non DisclosureThe parties hereby agree that vendors/responders to this RFP shall (1) not disclose Proprietary Information contained herein to any third party, (2) restrict dissemination of Proprietary Information contained herein to only those employees of their entity who must be directly involved with Proprietary Information, (3) use the same degree of care as for its own information of like importance, but at a minimum use reasonable care in safeguarding against disclosure of Proprietary Information of the other party, and (4) not use Proprietary Information for any purpose without the prior written consent of the Discloser.Proprietary InformationAny restriction on any data included in the proposals must be clearly stated in the proposal itself. Proprietary information submitted in response to this RFP will be handled in accordance with applicable procurement procedures. Each and every page of the proprietary material must be labeled or identified with the word “PROPRIETARY”.Disclosure of Proposal ContentsAll proposals and documents pertaining to the proposals will be kept confidential indefinitely. Legal ReviewSRPMIC requires that all vendors agree to be bound by the general requirements contained in this RFP. Any vendor concerns must be properly brought to the attention of RFP erning LawThis RFP and subsequent agreements shall be governed by, construed, and enforced in accordance with the Code of Ordinances and laws of SRPMIC. Nothing in this RFP, or in subsequent agreements, shall be construed as a waiver of sovereign immunity.Ownership of ProposalsAll documents submitted in the response to this RFP shall become the property of SRPMIC and will not be returned to the vendors. Proposals received will be retained by the Purchasing Department and may be reviewed by any SRPMIC personnel after final selection has been made, subject to the rules of confidentiality described above.Licensure and InsuranceIn the event that a vendor is awarded a contract, the vendor shall be required to obtain an SRPMIC tribal business license in accordance with the SRPMIC Procurement Policy.General liability and automobile insurance will also be required, at a minimum, as follows:Professional liability coverage arising out of negligent acts, errors, or omission in providing, or failing to provide, professional services in an amount not less than $1,000,000 per occurrence or as may otherwise be required and approved by the Community, which must apply on a per-project or per-location basis where applicable The aggregate limits shall be in an amount not less than $2,000,000 per occurrence.General liability insurance with a limit not less than $1,000,000 per occurrence or as may otherwise be required and approved by the Community, which must apply on a per-project or per-location basis where applicable The aggregate limits shall be in an amount not less than $2,000,000 per occurrence.Automobile liability insurance with a combined single limit of $1,000,000 for each person and $1,000,000 for each accident.SRPMIC must be named as an additional insured for liability insurance.ATTACHMENT ADESIGNATION OF PROFESSIONAL SERVICES SUBCONSULTANTSThe respondent will hereinafter state the sub-consultants who will be engaged with the respondent for the foregoing solicitation for each particular subdivision or specialty required for completion of the entire scope of work. Only those subdivisions or specialties amounting to five (5) percent or more of the total bid price need to be included. For each included specialty, state the firm name and contact information. Where no sub-consultant is listed for a particular phase of work, it is understood that the respondent will perform the work. No changes or substitutions may be made in these sub-consultants except upon the prior approval of the Salt River Pima-Maricopa Indian Community.The undersigned certifies that he/she has used the sub-bids of the following listed sub-consultants in making up his/her proposal and bid, and that sub-consultants listed will be used for the work which they bid, subject to the approval of the Community’s Project Manager, and in accordance with the applicable provisions of the solicitation and any subsequent amendments.SPECIALTYSUBCONSULTANTCONTACT INFORMATION1.Address:Phone No:Email: 2.Address:Phone No:Email: 3.Address:Phone No:Email: 4.Address:Phone No:Email: ATTACHMENT A-1DEMONSTRATION OF BIDDER’S APPLICATION OF PREFERENCEInstructions:Please list all sub-consultants from the SRPMIC Preferred Vendor List (Appendix B) that can perform professional services on this project and document contact with each of them. If additional space is needed, please use another piece of paper and use same formatting as shown here.ATTACHMENT BSAMPLE CONTRACTDone as a separate attachment ATTACHMENT CNON-COLLUSIVE AGREEMENTProject Proposal or Bid Number: ___________________By submission of this bid or proposal, the bidder certifies that:This bid or proposal has been independently arrived at without collusion with any other bidder or with any competitor or potential competitor;This bid or proposal has not been knowingly disclosed and will not be knowingly disclosed, prior to the opening of bids or proposals for this project, to any other bidder, competitor, or potential competitor;No attempt has been or will be made to induce any other person, partnership, or corporation to submit or not submit a bid or proposal or to fix overhead, profit, or cost element of said bid price, or that of any other or to secure any advantage against the Salt River Pima-Maricopa Indian Community;The person, signing this bid or proposal certifies that all statements in said proposal for bid are true and correct.Signature: ______________________________________Printed Name and Title: ___________________________Company Name: _________________________________Date: ___________________________________________State of ______________)) ss.County of ____________)On this, the ____ day of ____________, 20__, before me a notary public, the undersigned officer, personally appeared _____________________________ , known to me (or satisfactorily proven) to the person whose name is subscribed to the within instrument, and acknowledged that he/she executed the same for the purposes therein contained.In witness hereof, I hereunto set my hand and official seal.__________________________Notary Public ................
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