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Agenda 09/25/2018 Item #16C509/25/2018 EXECUTIVE SUMMARY Recommendation to award agreements to EMA, Inc., Gray Matter Systems, LLC, and Stantec Consulting Services, Inc, under Request for Proposal #18-7287, “Enterprise Asset Management Consulting Services.” OBJECTIVE: To provide ongoing technical support to the County’s Enterprise Asset Management program. CONSIDERATIONS: On May 6, 2016, the Public Utilities Department’s asset management software Cityworks went live, followed by the Growth Management Department’s asset management Cartogra ph software on May 2, 2018. The purpose of this award, as memorialized in the proposed attached agreements, is to procure ongoing technical support for any of the County’s Departments engaged in the enterprise asset management program. Currently, the county has no support agreements in place to support its asset management initiatives because the previous “Enterprise Asset Management Consulting and Professional Services” contract (Agreement #10-5447) expired on November 25, 2017. Due to the wide range of technical skills required to successfully manage an enterprise asset management program, a multiple award contract will enable the participating departments to receive the appropriate level of support based on the scope of their challenge. On January 26, 2018, the Procurement Services Division released Request for Proposal (RFP) 18-7287 to 2,359 vendors for Enterprise Asset Management Consulting Services. Interested parties downloaded ninety-three (93) solicitation packages and the County received four (4) proposals by February 26, 2018. The Selection Committee ranked the firms as indicated below based on the attached RFP’s criteria. Timmons Group was not recommended because the selection committee determined that its business plan, expertise, and experience did not meet the County’s needs for this project. Firms Ranked EMA, Inc. 1 Gray Matter Systems, LLC 2 Stantec Consulting Services, Inc. 3 Timmons Group Not selected Although the RFP contemplated an award to a single vendor, the selection commi ttee recommends award to the top three firms due to the complexity of the services and to ensure services are provided in a timely manner. Accordingly, subject to the Board’s approval of this item, staff is asserting the County’s Reserved Rights under Section 12 of the Collier County Procurement Ordinance and modified the attached agreements to incorporate the revised award process to the top three recommended firms. Staff recommends awarding agreements to EMA, Inc., Gray Matter Systems, LLC, and Stantec Consulting Services, Inc. Staff determined that each firm is responsive and responsible. The work assignments will be processed upon the issuance of a Work Order on a rotational basis. The attached proposed agreements are for an initial three-year term with two additional one-year renewals. FISCAL IMPACT: Approval of this executive summary will have no specific fiscal impact. The source of funding for future scopes of work under this contract will come from individual departments capital and operational funds. 16.C.5 Packet Pg. 1290 09/25/2018 GROWTH MANAGEMENT IMPACT: While this item has no direct impact on the Growth Management Plan, it is consistent with the goals of the County to streamline and expedite the procurement of services. LEGAL CONSIDERATIONS: This item is approved as to form and legality and requires majority vote for Board approval. -SRT RECOMMENDATION: To award RFP #18-7287, “Enterprise Asset Management Consulting Services” to EMA, Inc, Gray Matter Systems, LLC, and Stantec Consulting Services, Inc., and authorize the Chairman to sign the attached agreements. Prepared by: Jeffrey Dunham, Technical Systems Operations Manager, Public Utilities Department ATTACHMENT(S) 1. 18-7287 EMA_Contract_Vendsign (PDF) 2. 18-7287 GrayMatter_Contract_VendSign (PDF) 3. 18-7287 Stantec_Contract_Vendsign (PDF) 4. NORA signed (PDF) 5. 18-7287 RFP Solicitation (PDF) 16.C.5 Packet Pg. 1291 09/25/2018 COLLIER COUNTY Board of County Commissioners Item Number: 16.C.5 Doc ID: 6575 Item Summary: Recommendation to award agreements to EMA, Inc., Gray Matter Systems, LLC, and Stantec Consulting Services, Inc, under Request for Proposal #18-7287, “Enterprise Asset Management Consulting Services.” Meeting Date: 09/25/2018 Prepared by: Title: – Solid and Hazardous Waste Name: Sarah Hamilton 08/31/2018 6:12 PM Submitted by: Title: Manager - Waste Reduction & Recycling – Solid and Hazardous Waste Name: Dilia Camacho 08/31/2018 6:12 PM Approved By: Review: Procurement Services Opal Vann Additional Reviewer Completed 09/04/2018 8:22 AM Procurement Services Kristofer Lopez Additional Reviewer Completed 09/04/2018 8:49 AM Procurement Services Ted Coyman Additional Reviewer Completed 09/04/2018 1:07 PM Procurement Services Sandra Herrera Additional Reviewer Completed 09/04/2018 1:48 PM Public Utilities Operations Support Joseph Bellone Additional Reviewer Completed 09/07/2018 3:33 PM Public Utilities Department Dan Rodriguez Additional Reviewer Completed 09/10/2018 9:28 AM Procurement Services Swainson Hall Additional Reviewer Completed 09/11/2018 11:34 AM Public Utilities Department Sarah Hamilton Level 1 Division Reviewer Completed 09/12/2018 1:48 PM Public Utilities Department George Yilmaz Level 2 Division Administrator Review Completed 09/13/2018 5:03 PM County Attorney's Office Scott Teach Level 2 Attorney Review Completed 09/14/2018 11:51 AM County Attorney's Office Jeffrey A. Klatzkow Level 3 County Attorney's Office Review Completed 09/14/2018 11:58 AM Office of Management and Budget Valerie Fleming Level 3 OMB Gatekeeper Review Completed 09/14/2018 1:24 PM Budget and Management Office Mark Isackson Additional Reviewer Completed 09/17/2018 2:48 PM County Manager's Office Nick Casalanguida Level 4 County Manager Review Completed 09/18/2018 2:14 PM Board of County Commissioners MaryJo Brock Meeting Pending 09/25/2018 9:00 AM 16.C.5 Packet Pg. 1292 16.C.5.aPacket Pg. 1293Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1294Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.a Packet Pg. 1295 Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1296Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1297Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1298Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1299Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1300Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1301Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1302Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1303Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.a Packet Pg. 1304 Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1305Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1306Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1307Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1308Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1309Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1310Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1311Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1312Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1313Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1314Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1315Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1316Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1317Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1318Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1319Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.aPacket Pg. 1320Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 12/21/2017 Kraus-Anderson Insurance 420 Gateway Boulevard Burnsville MN 55337-2790 Certificates Department (952)707-8200 (952)890-0535 Certificates@kainsurance.com EMA, Inc. 2355 West Highway 36 Suite 200 St Paul MN 55113-3819 Continental Casualty Company 20443 Continental Insurance Company 35289 Valley Forge Insurance Company 20508 18-19 Liab w/Prof A XCU Broad Form Property Damage 6023279676 01/01/2018 01/01/2019 1,000,000 1,000,000 15,000 1,000,000 2,000,000 2,000,000 A 6023279693 01/01/2018 01/01/2019 1,000,000 B 0 6056566450 01/01/2018 01/01/2019 6,000,000 6,000,000 C N 6050420493 01/01/2018 01/01/2019 1,000,000 1,000,000 1,000,000 A Miscellanous Professional Liability Claims Made & Reported MCH006131381 01/01/2018 01/01/2019 Per Claim $5,000,000 Aggregate $5,000,000 n^Contract #10-5447 Enterprise Asset Management Consulting and Professional Services Additional Insured (General Liability) if required by written contract and per the Blanket Additional Insured endorsement on the policy: Collier County Continued on Page 2. Collier County 3301 Tamiami Trail East Naples FL 34112 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANYAUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERALAGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'LAGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 16.C.5.a Packet Pg. 1321 Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) COMMENTS/REMARKS 16.C.5.a Packet Pg. 1322 Attachment: 18-7287 EMA_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1323 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1324 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1325 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1326 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1327 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1328 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1329 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1330 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1331 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1332 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1333 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1334 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1335 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1336 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1337 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1338 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1339 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1340 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1341 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1342 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1343 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1344 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1345 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1346 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1347 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1348 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1349 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.b Packet Pg. 1350 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 8/20/2018 Palmer &Cay,LLC 410 Park Avenue,Suite 1210 New York NY 10022 Susan L.King 646-863-0033 susan.king@palmerandcay.com Federal Insurance Company 20281 927 Gray Matter Systems,LLC 100 Global View Drive,Suite 200 Warrendale PA 15086 2121096779 A X 1,000,000 X 1,000,000 10,000 1,000,000 2,000,000 X Y Y 36044660 11/22/2017 11/22/2018 2,000,000 A 1,000,000 X Y Y 73600792 11/22/2017 11/22/2018 A X X 5,000,000Y7818276211/22/2017Y 11/22/2018 5,000,000 X $0 A X N Y 71763536 11/22/2017 11/22/2018 1,000,000 1,000,000 1,000,000 RE:Contract #18-7287 -Enterprise Asset Management Consulting Services Collier County Board of County Government,it's officer and employees are included as Additional Insured as respects General Liability,on a primary and non-contributory basis,as required by written contract and in accordance with the policy terms and conditions. Collier County Board of County Commissioners 3295 Tamiami Trail East Naples FL 34112 16.C.5.b Packet Pg. 1351 Attachment: 18-7287 GrayMatter_Contract_VendSign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1352Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1353Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.c Packet Pg. 1354 Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1355Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1356Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1357Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1358Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1359Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1360Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1361Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1362Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.c Packet Pg. 1363 Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1364Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1365Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1366Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1367Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1368Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1369Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1370Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1371Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1372Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1373Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1374Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1375Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1376Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1377Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1378Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.cPacket Pg. 1379Attachment: 18-7287 Stantec_Contract_Vendsign (6575 : Enterprise Asset Management Consulting Services) 16.C.5.d Packet Pg. 1380 Attachment: NORA signed (6575 : Enterprise Asset Management Consulting Services) COLLIER COUNTY BOARD OF COUNTY COMMISSIONERS REQUEST FOR PROPOSAL (RFP) FOR ENTERPRISE ASSET MANAGEMENT CONSULTING SERVICES SOLICITATION NO.: 18-7287 KRISTOFER LOPEZ, PROCUREMENT STRATEGIST PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FLORIDA 34112 TELEPHONE: (239) 252-8944 Kristofer.lopez@colliercountyfl.gov (Email) This solicitation document is prepared in a Microsoft Word format (Rev 8/7/2017). Any alterations to this document made by the Vendor may be grounds for rejection of proposal, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government. 16.C.5.e Packet Pg. 1381 Attachment: 18-7287 RFP Solicitation (6575 : Enterprise Asset Management Consulting Services) SOLICITATION PUBLIC NOTICE REQUEST FOR PROPOSAL (RFP) NUMBER: 18-7287 PROJECT TITLE: Enterprise Asset Management LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM A, 3295 TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA 34112 PLACE OF RFP OPENING: PROCUREMENT SERVICES DIVISION 3295 TAMIAMI TRAIL EAST, BLDG C-2 NAPLES, FL 34112 All proposals shall be submitted online via the Collier County Procurement Services Division Online Bidding System: https://www.bidsync.com/bidsync-cas/ INTRODUCTION As requested by the Collier County Public Utilities Division (hereinafter, the “Division or Department”), the Collier County Board of County Commissioners Procurement Services Division (hereinafter, “County”) has issued this Request for P roposal (hereinafter, “RFP”) with the intent of obtaining proposals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated. The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners Procurement Ordinance. The intent of this Request for Proposals (RFP) is to select a firm to provide professional services to assist the Public Util ities Department (PUD) with developing, implementing and supporting a comprehensive Asset Management Program (program), including technical, organizational, and business process aspects that is fully integrated with the SAP (County’s financial system), Cityworks (asset work order system), RIVA (asset management and investment planning application), Cartegragh, Cityview and ESRI GIS system. BACKGROUND In alignment with the Department’s priorities of compliance and meeting demand with sustainability, the Department is taking a long-range strategic approach by addressing the growing challenge of ageing infrastructure. This long range app roach resulted in a comprehensive renewal plan for the Department’s key infrastructure. A key initiative in accomplishing this goal was implement ing an Enterprise Asset Management (EAM) System called Cityworks that incorporates water, wastewater, irrigatio n quality or reuse water infrastructure, solid waste and pollution control in association with PUD GIS. RIVA the asset management and investment planning application implemented in 2017 by Powerplan and Woolpert INC was accomplished to access GIS and Cityworks asset work order data to calculate capital improvement forecasts and expenditures, life cycle projections and asset financial forecasting. The initial go live focused on motors, pumps and pressurized pipe. The objective of these systems are to ensure the best, most economical investment of the Utilities’ assets, and to implement life cycle cost based solutions. The plan is to develop an Enterprise Asset Management System that will address all of the Utilities’ ne eds and be based on the Utilities’ developed strategic goals, impact to service levels, condition of the existing infrastructure, the risk and consequence of infrastructure component failure, life cycle cost, and links to the budget process. This system should include the development of a framework and implementation of a systematic process, to cost effectively operate, maintain, and upgrade the Utility’s physical assets; development of tools to facilitate an organized, logical approach to dec ision making; improved prioritization of capital improvement and operating expenditures; certified compliance with all regulations; provision of required detail to update fixed asset inventory in SAP, the County’s financial management software system; and enhancement of operational and maintenance practices. Enterprise Asset Management across the Agency is now possible with the implementation of Cityworks, RIVA and ESRI GIS. Growth Management (Cartegragh Cityview), Public Services as well as Facilities Departments \Divisions have the opportunity to acquire migration and implementation services through this RFP. 16.C.5.e Packet Pg. 1382 Attachment: 18-7287 RFP Solicitation (6575 : Enterprise Asset Management Consulting Services) Current Asset Management Frameworks in Use Public Utilities division use the following work order / asset management systems: • Cityworks - Cityworks and Esri ArcGIS combine to form a software platform for designing and creating GIS -centric public asset management solutions. Service requests, work orders, inspections, and projects are used to track citizen concerns and a ll types of work activities—cyclical or reactive—with their associated costs. Map layers can be created to display information such as all open requests, install locations, etc. Reports of all types are generated on various search parameters or set up as customize d templates • RIVA - asset management and investment planning, combines financial, operational and regulatory optimization across the entire financial asset life-cycle while balancing operational risks. The integrated solution will provide complete visibility starting with asset management planning, asset investment planning, and budgeting through project execution to cost control and eventual retirement. • ESRI GIS data – Includes the entire water / wastewater network and all major asset classes. GIS database hosts core asset records used by different applications. Data attributes have been defined per user groups such as financial, operations, and engineering with each user group responsible to maintain data attribute status. • InHance Utility Billing System from Harris Corporation: A primarily utility billing and customer service system. It is utilized for the tracking of all items associated with a service connection from the meter to the collection of monthly bills. System includes a work order and inventory function that is utilized by the water distribution team. Utility Billing Division is pursuing replacement of current InHance system 2017 – 2018. • Antero OP10 – a work order system used by the Wastewater Department and Water Department. This is a basic work order system that allows for the scheduling of preventative maintenance tasks, tracking of personnel costs, and creation of on the spot work orders. Antero is currently used for historical reference and is scheduled to be retired 2018. • XC2 – A database for the tracking of cross connection control devices that are part of the potable water distribution network. The database tracks the annual tests that are conducted by both in-house staff and outside vendors. System is a mobile based testing that allows data to be loaded onto tablets that can be imported and exported as work is completed in the field to the main computer data base. • SMS- Turbo- A Billing System used by the Solid Waste Department and Utility Billing Customer Service, for the Landfill and recycling centers to track vehicles, customers, materials, and other items that come in and out of the facility. Generates monthly revenue and tonnage reports. • GE - “GE Proficy” iFIX offers a robust SCADA engine, rich set of connectivity options, open architecture and highly scalable and distributed networking modeling. GE Historian collects SCADA peripheral condition codes and transmit them by interface i nto Cityworks to create and manage asset work orders. • Cartegragh - Cartegraph Operations Management System (OMS) is high-performance government software which simplifies complex operational needs by helping your team capture data, analyze and manage asset data. Cartegraph can interface with Cityworks, ESRI GIS and RIVA to provide extensive Capital Improvement Project forecasting and reporting. • Cityview - Local Government Building, Licensing, Inspections, Public Works and other departments use CityView solutions to reduce customer call volume, shorten permit issuance times, increase citizen self-service, increase inspector productivity, and reduce paper and manual processes. TERM OF CONTRACT The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewal options. Prices shall remain firm for the initial term of this contract. Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure. 16.C.5.e Packet Pg. 1383 Attachment: 18-7287 RFP Solicitation (6575 : Enterprise Asset Management Consulting Services) DETAILED SCOPE OF WORK See Exhibit A REQUEST FOR PROPOSAL (RFP) PROCESS 1.1 The Proposers will submit a qualifications proposal which will be scored based on the criteria in Section 5.0 Grading Criteria for Development of Shortlist, which will be the basis for short-listing firms. The Proposers will need to meet the minimum requirements outlined herein in order for their proposal to be evaluated and scored by the COUNTY. The COUNTY will then grade and rank the firms and enter into negotiations with the top ranked firm to establish cost for the services needed. With successful negotiations, a contract will be developed with the selected firm, based on the negotiated price and scope of services and submitted for approval by the Board of County Commissioners. 1.2 The COUNTY will use a Selection Committee in the Request for Proposal selection process. 1.3 The intent of the scoring of the qualifications proposal is for respondents to indicate their interest, relevant experience, financial capability, staffing and organizational structure. 1.4 Based upon a review of these qualification proposals, the COUNTY will rank the Proposers based on the discussion and clarifying questions on their approach and related criteria, and then negotiate in good faith an Agreement with the top ranked Proposer. 1.5 If, in the sole judgment of the COUNTY, a contract cannot be successfully negotiated with the top -ranked firm, negotiations with that firm will be formally terminated and negotiations shall begin with the firm ranked second. If a contract cannot be successfully negotiated with the firm ranked second, negotiations with that firm will be formally terminated and negotiations shall begin with the third ranked firm, and so on. The COUNTY reserves the right to negotiate any element of the proposals in the best interest of the COUNTY. GRADING CRITERIA FOR DEVELOPMENT OF SHORTLIST: 1.6 For the development of a shortlist, this evaluation criterion will be utilized by the COUNTY’S Selection Committee to score each proposal. Proposers are encouraged to keep their submittals concise and to include a minimum of marketing materials. Proposals must address the following criteria: Evaluation Criteria Maximum Points 1. Cover Letter / Management Summary 5 Points 2. Certified Minority Business Enterprise 5 Points 3. Business Plan 20 Points 4. Cost of Services to the County 20 Points 5. Experience and Capacity of the Firm 20 Points 6. Specialized Expertise of Team Members 20 Points 7. Local Vendor Preference 10 Points TOTAL POSSIBLE POINTS 100 Points Tie Breaker: In the event of a tie at final ranking, award shall be made to the proposer with the lower volume of work previously awarded. Volume of work shall be calculated based upon total dollars paid to the proposer in the twenty -four (24) months prior to the RFP submittal deadline. Payment information will be retrieved from the County’s financial system of record. The tie breaking procedure is only applied in the final ranking step of the selection process and is invoked by the Procurement Services Division Director or designee. In the event a tie still exists, selection will be determined based on random selection by the Procurement Services Director before at least three (3) witnesses. ---------------------------------------------------------------------------------------------------------------------------------------------------------- Each criterion and methodology for scoring is further described below. EVALUATION CRITERIA NO. 1: COVER LETTER/MANAGEMENT SUMMARY (5 Total Points Available) Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s) and email(s) of the authorized contact person(s) concerning proposal. Submission of a signed Proposal is Vendor's certification that the Vendor will accept any awards as a result of this RFP. EVALUATION CRITERIA NO. 2: CERTIFIED MINORITY BUSINESS ENTERPRISE (5 Total Points Available) 16.C.5.e Packet Pg. 1384 Attachment: 18-7287 RFP Solicitation (6575 : Enterprise Asset Management Consulting Services) Submit certification with the Florida Department of Management Service, Office of Supplier Diversity as a Certified Minority Business Enterprise. EVALUATION CRITERIA NO. 3: BUSINESS PLAN (20 Total Points Available/# Page Limitation) In this tab, include but not limited to: • Detailed plan of approach (including major tasks and sub -tasks). • Detailed time line for completion of the project. • Include with the Business Plan or as an attachment, a copy of a report as an example of work product. This should be for one of the projects listed as a reference. EVALUATION CRITERIA NO. 4: COST OF SERVICES TO THE COUNTY (20 Total Points Available) In this tab, include but not limited to: • Provide the projected total cost and estimated calendar day duration (including projected hours) for which your firm will provide the work as described in this RFP. • Provide a schedule of values and deliverables. • Provide proposed fee schedule of principals and staff (including sub -vendors). EVALUATION CRITERIA NO. 5: EXPERIENCE AND CAPACITY OF THE FIRM (20 Total Points Available) In this tab, include but not limited to: • Provide information that documents your firm’s and subcontractors’ qualifications to produce the required deliverables, including abilities, capacity, skill, and financial strength, and number of years of experience in providing the required services. • Describe the various team members’ successful experience in working with one another on previous projects. The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients (during which period of time, eg. 5 years) whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the vendor that best represent projects of similar size, scope and complexity of this project using form provided in Attachment B – Form 8. Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work. EVALUATION CRITERIA NO. 6: SPECIALIZED EXPERTISE OF TEAM MEMBERS (20 Total Points Available) In this tab, include but not limited to: • Description of the proposed contract team and the role to be played by each member of the team. • Attach brief resumes of all proposed project team members who will be involved in the management of the total package of services, as well as the delivery of specific services. • Attach resumes of any sub-vendors and attach letters of intent from stated sub -vendors must be included with proposal submission. EVALUATION CRITERIA NO. 7: LOCAL VENDOR PREFERENCE (10 Total Points Available) Local business is defined as the vendor having a current Business Tax Receipt issued by the Collier or Lee County Tax Collector for at least one year prior to proposal submission to do business within Collier County, and that identifies the business with a permanent physical business address located within the limits of Collier or Lee County from which the vendor’s staff operates and performs business in an area zoned for the conduct of such business. 16.C.5.e Packet Pg. 1385 Attachment: 18-7287 RFP Solicitation (6575 : Enterprise Asset Management Consulting Services) INSURANCE AND BONDING REQUIREMENTS Insurance / Bond Type Required Limits 1. Worker’s Compensation Statutory Limits of Florida Statutes, Chapter 440 and all Federal Government Statutory Limits and Requirements Evidence of Workers’ Compensation coverage or a Certificate of Exemption issued by the State of Florida is required. Entities that are formed as Sole Proprietorships shall not be required to provide a proof of exemption. An application for exemption can be obtained online at https://apps.fldfs.com/bocexempt/ 2. Employer’s Liability $_500,000_ single limit per occurrence 3. Commercial General Liability (Occurrence Form) patterned after the current ISO form Bodily Injury and Property Damage $_1,000,000__single limit per occurrence, $2,000,000 aggregate for Bodily Injury Liability and Property Damage Liability. This shall include Premises and Operations; Independent Contractors; Products and Completed Operations and Contractual Liability. 4. Indemnification To the maximum extent permitted by Florida law, the Contractor/Vendor shall defend, indemnify and hold harmless Collier County, its officers and employees from any and all liabilities, damages, losses and costs, including, but not limited to, reasonab le attorneys’ fees and paralegals’ fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contractor/ Vendor or anyone employed or utilized by the Contractor/Vendor in the performance of this Agreement. 5. Automobile Liability $_500,000 Each Occurrence; Bodily Injury & Property Damage, Owned/Non-owned/Hired; Automobile Included 6. Other insurance as noted: Watercraft $ __________ Per Occurrence United States Longshoreman's and Harborworker's Act coverage shall be maintained where applicable to the completion of the work. $ __________ Per Occurrence Maritime Coverage (Jones Act) shall be maintained where applicable to the completion of the work. $ __________ Per Occurrence Aircraft Liability coverage shall be carried in limits of not less than $5,000,000 each occurrence if applicable to the completion of the Services under this Agreement. $ __________ Per Occurrence Pollution $ __________ Per Occurrence Professional Liability $ ___________ Per claim & in the aggregate Project Professional Liability $__________ Per Occurrence Valuable Papers Insurance $__________ Per Occurrence Cyber Liability $1,000,000 Per Occurrence Technology Errors & Omissions $1,000,000 Per Occurrence 7. Bid bond Shall be submitted with proposal response in the form of certified funds, cashiers’ check or an irrevocable letter of credit, a cash bond posted with the County Clerk, or proposal bond in a sum equal to 5% of the cost proposal. All checks shall be made payable to the Collier County Board of County Commissioners on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation. 16.C.5.e Packet Pg. 1386 Attachment: 18-7287 RFP Solicitation (6575 : Enterprise Asset Management Consulting Services) 8. Performance and Payment Bonds For projects in excess of $200,000, bonds shall be submitted with the executed contract by Proposers receiving award, and written for 100% of the Contract award amo unt, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as “A-“ or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5% of the reported policy holders’ surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038. 9. Vendor shall ensure that all subcontractors comply with the same insurance requirements that he is required to meet. The same Vendor shall provide County with certificates of insurance meeting the required insurance provisions. 10. Collier County must be named as "ADDITIONAL INSURED" on the Insurance Certificate for Commercial General Liability where required. This insurance shall be primary and non-contributory with respect to any other insurance maintained by, or available for the benefit of, the Additional Insured and the Vendor’s policy shall be endorsed accordingly. 11. The Certificate Holder shall be named as Collier County Board of County Commissioners, OR, Board of County Commissioners in Collier County, OR Collier County Government, OR Collier County. The Certificates of Insurance must s tate the Contract Number, or Project Number, or specific Project description, or must read: For any and all work performed on beh alf of Collier County. 12. Thirty (30) Days Cancellation Notice required. 1/19/18 - GG ________________________________________________________________________________________ 16.C.5.e Packet Pg. 1387 Attachment: 18-7287 RFP Solicitation (6575 : Enterprise Asset Management Consulting Services)