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Submitting a Responsive Proposal

Learn about communication protocols, key dates, RFP sections, required forms, pricing, and evaluation criteria for submitting a responsive proposal for pump and motor repair services. Follow the guidelines provided for a successful submission process.

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Submitting a Responsive Proposal

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  1. Submitting a Responsive Proposal Pump and Motor Repair Service RFP#FY20-RFP-05

  2. Thank you for your interest in Charlotte Water! 2

  3. Communication Protocol • Keeping the integrity of the solicitation process is very important. • It ensures trust within the community • It ensures trust between vendors and the city • A communication silence between vendors and CLT Water staff until after the solicitation is awarded. • No Sales Calls • No Meetings • No Information Sharing • The City reserves the right to disqualify any Company that contacts a City Official, employee or agent concerning this RFP other than the assigned Charlotte Water Procurement Officer. • Ryan Lingholm, CPPB • Procurement Officer • Email: ryan.lingholm@charlottenc.gov 3

  4. Important Dates 4

  5. What is a Responsive Proposal? • Being Responsive • Is a Company which conforms, in all material respects, to the following: • Submits all required forms, Proposed Solution & Cover Letter • Accepts terms and conditions of the RFP and Contract; or provides exceptions in Proposal submission • Exceptions will be reviewed during evaluation stage and may be accepted, rejected, or negotiated • Can provide the services per Scope of Services 5

  6. Request for Proposals (RFP) • Different Sections within the RFP • Section 1: Introduction • Section 2: Procurement Process • Section 3: Scope of Services • Section 4: Proposal Content & Format • Section 5: Evaluation Criteria • Section 6: Required Forms • Section 7: City Contract Terms & Conditions 6

  7. Section 1: Introduction Information provided in this Section includes: Objective of RFP Definitions City’s Rights & Options City’s Conditions 7

  8. Section 2: Procurement Process • Information provided in this Section includes: • RFP Schedule Times and Dates • Charlotte Water’s Procurement Officer’s Information • How to submit Proposals • Description of evaluation process 8

  9. Section 3: Scope of Services • Information provided in this Section includes: • Scope of project • Diagnose, reporting, repairing requirements • Warranty and guarantee • Facility requirements • City’s acceptance standards • Cost estimate and pricing information 9

  10. Section 4: Proposal Format • Information provided in this Section includes: • What needs to be in your solicitation packet • Proposal Format • Required Forms • Proposal copy on flash drive • Your Proposal should include the following (Section 4.1): • Cover Letter • Proposed Solution • Required Forms –signed and dated 10

  11. Cover Letter (section 4.1.1) • The Cover Letter should include the following: • A letter of transmittal attesting to its accuracy, signed by an individual authorized to execute binding legal documents. • The cover letter shall provide: • Company’s Primary Point of Contact; • Address; • Telephone and Facsimile numbers • Signature Authority/executive’s name, title, address, email address, telephone and facsimile numbers. • The cover letter shall present the Company's understanding of the project; • Summarize your approach to perform the project. 11

  12. Important Information about Proposed Solutions • Describe, in detail, how and why your Company is the best value for the City. • Written responses from Section 6 Required Forms: • Company’s Background Response • Additional Company Questions • If unclear about the Scope of Services and/or Contract Terms and Conditions, ask the Procurement Officer before final submission of Proposal. • Deadline for submitting questions: July 5, 2019, 2:00 p.m. 12

  13. Pricing • Submit pricing in accordance with Form 3, the Pricing Worksheet, based on the Scope of Services • Includes term of contract • The City awards service Contracts based on the best value, not necessarily the lowest cost. 13

  14. Section 5: Evaluation • Proposals are evaluated on the following: • Qualifications & experience • Proposed approach/solution • Cost effectiveness and value • Acceptance of terms of contract • The Evaluation Team is anticipated to seek City Manager’s Office approval of the selected companies. • Proposals are available for review after award via written request. • Services may begin after execution of contract(s). 14

  15. Section 6: Required Forms • Addenda Receipt Confirmation • Company must confirm that all Addenda have been received and understood. • Proposal Submission Form • Pricing Worksheet • Company’s Background Response • References • Additional Company Questions • Certification Regarding Debarment, Suspension, and Other Responsibility Matters • Byrd Anti-lobbying Certification • Safety Assessment 15

  16. Contract Terms and Conditions • Please read thoroughly • States all Terms and Conditions to do business with City of Charlotte for this project 16

  17. Addenda to the RFP • Addenda will be issued to answer all questions, notify Proposers of all changes and/or clarify Scope of Services, requirements • Questions may be asked during Pre-Proposal but all official answers will be answered via addenda • All questions after the Pre-Proposal Meeting must be submitted to the Procurement Officer in writing via ryan.lingholm@charlottenc.gov 17

  18. Proposal Submission • Remember: • Proposals are due: July 17, 2019 @ 2:00 p.m. EST. • Late submissions, even by one minute, may not be accepted. • Proposals, including original, hard, and electronic copies, must be in a sealed envelope/box. • Proposals may be hand delivered or mailed. • Proposals cannot be sent via email or fax. • There will not be a public opening of proposals. 18

  19. Proposal Submission • Proposals must be clearly marked as specified in Section 2.4. • Proposals ENCLOSED • RFP #: FY20-RFP-05 • Pump and Motor Repair Service • Name of Proposer • Address of Proposer 19

  20. Proposal Submission Package • The following original items must be submitted in a sealed envelope in its entirety to be deemed responsive: • Required Forms • Proposed Approach/Solution based on Scope of Services in Section 3 • 1 original and 1 on flash drive (in a searchable format) • 5 copies of the original 20

  21. Proposal Submission Package • Mark all proprietary and confidential information (not entire proposal) in a separate envelope • All information will be reviewed by the City’s Attorney for final determination • The City is a pubic entity and thus has a legal obligation to provide proposals as part of a public records request • Trade secrets and personal identification information are considered proprietary and confidential information (Section 1.6.2) 21

  22. Helpful Links • Vendor Registration - http://vendors.charlottenc.gov • Charlotte Water Vendor Opportunities Website- http://charlottewater.org/opportunities 22

  23. Final Reminders • All questions MUST be submitted in writing by July 5, 2019 at 2:00 p.m. via email to: • Ryan Lingholm @ ryan.lingholm@charlottenc.gov • Proposals must be submitted no later than: • July 17, 2019 at 2:00 p.m. 23

  24. RFP#FY20-RFP-05 • Questions? 24

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