Requests for Proposals for Sponsor-A-Highway Pilot Program

REQUEST FOR PROPOSALS FOR SPONSOR-A-HIGHWAY PILOT PROGRAM
1.OBJECTIVES

The Accomack-Northampton Planning District Commission, hereinafter referred to as the “PDC”, is soliciting proposals from a responsible Contractor to provide litter removal services for roadways on the Eastern Shore of Virginia through a pilot-stage “Sponsor-A-Highway” Program.

1. 2.GENERAL REQUIREMENTS

2.3 SCOPE OF WORK

The main purpose of this Scope of Work is to capture the nature and scope of the Project, rather than to be precise in all its details. The PDC expects that the selected Contractor will work with the PDC to develop a detailed work plan before beginning the implementation.

2.3.1 Upon award, the contract will be for a three (3) year term unless terminated earlier by mutual agreement, or by PDC for cause.

2.3.2 The Contractor shall be responsible for recruiting businesses and organizations to sponsor sections of roadways or to contribute to a pool of funds for general roadway litter removals.

2.3.3 The selected Contractor shall furnish all necessary personnel, supplies, equipment, and services to accomplish the litter removal and shall ensure that all personnel conform to the safety and relevant operational requirements of the Virginia Department of Transportation, and will comply with all relevant labor statutes of Virginia.  The Contractor will make all reasonable efforts to hire local laborers.

2.3.4 The Pilot Program is anticipated to require the Contractor to develop and submit work plans for review and approval at a frequency yet to be determined.  The work plans will identify roadways to be cleaned in the upcoming work plan period, commensurate with sponsorship funds available. The work plans will be developed in cooperation with WasteWatchers of the Eastern Shore or its designee, and road segments to be cleaned will in general differ from plan to plan.

2.3.5  Each Sponsor will be acknowledged by a sign with a recognition panel, subject to a minimum dollar amount. The Contractor shall be responsible for all sponsorship marketing, and for sign fabrication and installation. All signs installations and design are subject to final approval of PDC. All costs for these activities shall be the responsibility of the Contractor and at no cost to PDC. All signage will follow laws, regulations, and ordinances of VDOT and local entities wherein the signs reside.

2.3.6  All sponsors shall be in full compliance with the minimum state criteria for their type of business prior to acceptance into the program and shall remain in full compliance with the criteria, rules and regulations of the program at all times while they are participants. If a business is not in full compliance with the criteria at the time they are being reviewed for potential sponsorship but indicates a willingness to make appropriate changes to their operation in order to qualify, the application shall be held in reserve for a period not to exceed 30 days while the business accomplishes such changes.

2.4 PARTICIPATION FEES & COMPENSATION

The fee that the Contractor receives from businesses and organizations sponsoring the program shall constitute the sole compensation for performing the litter removal and related signage services.

2.5 TRADE SECRETS

Trade secrets or proprietary information submitted by the Contractor in connection with a procurement transaction submitted pursuant to subsection B of the Code of Virginia Title 2.2-4317 shall not be subject to the Virginia Freedom of Information Act (Title 2.2-3700 et seq.); however, the Contractor shall

2.5.1  Invoke the protections of this section prior to or upon submission of the data or other materials,

2.5.2  Identify the data or other materials to be protected, and

2.5.3  State the reasons why protection is necessary.

2.6 SMALL, WOMEN-OWNED, and MINORITY OWNED BUSINESS (SWaM)

This Request for Proposal makes every effort to encourage and support small, women-owned, and minority businesses. If the contractor intends to subcontract work as part of its performance under this contract, the contractor shall include in the proposal a plan to make every effort to subcontract to small, woman-owned, minority-owned, and service disabled veteran-owned businesses

1. 3. SELECTION CRITERIA

The selection criteria to be used to select the successful proposer will include, but is not limited to the following:

3.1 Written proposal, including Scope of Work;

3.2 Established record of consistent professional service and evidence of financial capability (3 references from different jurisdictions);

3.3 Minimum of three (3) years’ experience in obtaining sponsors under Sponsor-a-Highway programs and in litter collection, removal, and disposal, and providing related signage;

3.4 Administrative experience that includes the ability to maintain accurate and complete documentation relating to work performed, and to communicate and report as required.

3.5 Selection committee may waive informalities.

Major factors/criteria for the selection are listed below with the weight assigned by percent for each element to be evaluated in the submitted proposals:
CATEGORY                                                                          Weight Assigned

Key Staff/Project Team qualifications                                                            20 Points

Firm resources/capability to accomplish proposed work on schedule

(to include identified subcontractors, if applicable)                                         10 Points

Understanding of Virginia Roadways/Approach/

Ability to provide services required                                                                  10 Points

Firm’s prior experience in providing litter collection services

and administrative experience related to litter collection,

and sponsor recruitment                                                                                    50 Points

Completeness of submissions to include clarity,

readability, and presentation of material                                                          10 Points

The PDC may, in its discretion, determine not to award a contract solely on the basis of this Request for Proposals and will not pay for the information solicited or obtained. The PDC reserves the right to reject any or all proposals, waive informalities or reoffer the Request for Proposal.

1. 4.INSTRUCTIONS FOR PREPARING WRITTEN PROPOSAL

4.1Proposers must submit three (3) copies of their proposal and any other pertinent information concerning their services by 4:00 p.m. on October 30, 2015, to the address shown below:

A-NPDC

23372 Front St,

Accomac, VA 23301

4.2In order to comply with the State of Virginia’s Freedom of Information Act, firms responding to this Request for Proposals should prepare one (1) additional copy of their response with any proprietary or confidential information redacted. This copy should be clearly marked as “Redacted Copy” and submitted along with the other copies. Firms should review Virginia’s Freedom of Information Regulations, to determine what information may be considered proprietary or confidential and may be redacted from their response.

4.3Late proposals will be rejected

4.4All proposals, whether selected or rejected, shall become the property of the PDC.

4.5Joint venture submissions will not be considered

4.6PDC reserves the right not to accept any responses to this RFP. All submissions become property of the PDC

1. 5.OVERVIEW OF SELECTION PROCESS

In accordance with the Department’s procurement procedure 3.3.2.4, the Selection committee shall base its selection on the above listed Criteria utilizing only the submitted responses to the Request for Proposals. The PDC retains the right to contact submitting firms to clarify responses if needed.

1. 6.GENERAL CONTRACT TERMS AND CONDITIONS

After the proposal is rewarded, the contractor will need to execute in 30 days. The selected Contractor will be required to enter into a written agreement with the PDC. The PDC reserves the right to incorporate standard County and State contractual provisions into any contract negotiated as a result of a proposal submitted in response to this RFP.  The selected Contractor will be expected to enter negotiations which will result in a formal contract between parties. This RFP and the selected Contractor’s response will be incorporated into that agreement. Contractor may be required to sign additional agreements.  If the Contractor to whom the award is made fails to enter into the agreement as herein provided, the award will be annulled.

1. 7.QUESTIONS

Questions regarding this RFP should be submitted to:  Hillary Essig

[email protected]

757-787-2936 ext. 115