Item J3
BOARD OF COUNTY COMMISSIONERS
AGENDA ITEM SUMMARY
Meeting Date: 2/17/10
Division: Administrator
Bulk Item: Yes No X
Department: Wastewater
Staff Contact PersonlPhone #: Elizabeth W ood/292-4525
AGENDA ITEM WORDING: Approval to advertise a Request for Proposal for grant administrative
servIces.
ITEM BACKGROUND: Staff is applying for CDBG Small Cities grant funding. Administrative
services will be required to manage the grant. The fee for grant administrative services is anticipated
to require competitive procurement. A form of notice is attached.
PREVIOUS RELEVANT BOCC ACTION: NA
CONTRACT/AGREEMENT CHANGES: NA
STAFF RECOMMENDATIONS: Approval.
TOTAL COST: $750
INDIRECT COST:
BUDGETED: Yes Requested No
DIFFERENTIAL OF LOCAL PREFERENCE:
SOURCE OF FUNDS: Coppitt and KL MSTUs
COST TO COUNTY:
REVENUE PRODUCING: Yes
AMOUNTPERMONTH_ Year
No X
APPROVED BY: County Atty _ OMBIPurchasing _ Risk Management _
DOCUMENTATION:
Included X
Not Required_
DISPOSITION:
AGENDA ITEM #
Revised 7/09
FORM OF NOTICE OF REQUEST FOR PROPOSALS
Request for Grant Administrative Professional Services
for Unincorporated Monroe County,
The Board of County Commissioners of Monroe County, Florida, hereby requests sealed
proposals from qualified firms or individuals for CDBG Small Cities Grant Administrative Services.
Interested firms or individuals are requested to indicate their interest by submitting a total of
nine (9), two (2) signed originals and seven (7) complete copies of their proposal in a sealed envelope
clearly marked on the outside, with the Respondent's name and "Request for Proposals -
Unincorporated Monroe County CDBG Small Cities Grant Administrative Services" addressed
to Monroe County Purchasing Department, 1100 Simonton Street, Room 1-213, Key West, FL
33040, on or before 3:00 P.M. local time on INSERT DATE. If sent by mail or by courier, the above-
mentioned envelope shall be enclosed in another envelope addressed to the entity and address
stated above. No proposals will be accepted after 3:00 P.M. Faxed or e-mailed proposals will be
automatically rejected.
Requirements for submission and the selection criteria may be requested from DemandStar by Onvia
by calling 1-800-711-1712 or by going to the website www.demandstar.com or
htto://www.monroecountv-f1.2:ov/oa2:es/msd/bids.htm The Public Record is available at the Purchasing
Office, 1100 Simonton Street, Key West, Florida.
Technical questions are to be directed, in writing, to Elizabeth A. Wood, Senior Adminstrator-
Sewer Projects, Engineering Division, 1100 Simonton Street, Room 2-216, Key West, FL 33040, or
by fax to (305) 295-4321.
The Board reserves the right to reject any or all proposals, to waive irregularities in the
proposals and to re-advertise for proposals. The Board also reserves the right to separately accept or
reject any item or items of a proposal and to award and/or negotiate a contract in the best interest of
the County.
The areas of consideration for selecting the most qualified firm for the project include but are
not limited to:
. Responsiveness to requested materials and RFP criteria
. Demonstrated data management/tracking/record keeping/reporting capabilities
. Ability to coordinate with Clerk, Tax Collector, Florida Keys Aqueduct Authority, and
Monroe County Engineering Division
. Organization and staffing
. Strength of experience on similar projects
. Strength of overall past experience and performance
. Bid Amount
A committee will be developed to review all qualified proposals. The committee will rank the
submittals in order of preference and present the results to the County Commission with a
recommendation to negotiate a contract with the preferred person/firm. No binding contract is created
between any person/firm and the County until a contract is approved by the County Commission.
Monroe County's performance and obligation to pay under this contract is contingent upon an
annual appropriation by the Board of County Commissioners.
All submissions must remain valid for a period of ninety (90) days from the date of the deadline
for submission stated above. The Board will automatically reject the response of any person or
affiliate who appears on the convicted vendor list prepared by the Department of General Services,
State of Florida, under Sec. 287.133(3)(d), Florida Statute (1989). Monroe County declares that all or
portions of the documents and work papers and other forms of deliverables pursuant to this request
shall be subject to reuse by the County.
Dated at Key West, this
Monroe County Purchasing Department