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Home My WebLink AboutCORRESPONDENCE - AGREEMENT MISC - NOVAK CONSULTING GROUP (4)4/4/2014 Professional Services N Social Sustainability, Staffing and Structural Analysis Wendy Bricher Past contracts: 2013 A Train - FortZED Marketing and Community Engagement Services 2013 Novak - Competitive Process Analysis Independent Cost Estimate Cost of Standard Items Service Provided Labor Rate Inflation Adj. Rate Projected Projected Notes/Data Source Hours Cost Novak - Project Management $ 200.00 $ 5.60 $ 205.60 A Train - Project Management (Average) $ 166.00 $ 4.65 $ 170.65 Project Management - Average Rate $ 188.13 28 $ 5,268 Novak - Data Collection $ 75.00 $ 2.10 $ 77.10 A Train - Data Collection (Average) $ 80.00 $ 2.24 $ 82.24 Data Collection -Average Rate $ 79.67 34 $ 2,709 Novak - Plan Drafting $ 112.00 $ 3.14 $ 115.14 A Train Design $ 80.00 $ 2.24 $ 82.24 Plan Drafting -Average Rate $ 98.69 24 $ 2,369 A Train - Communications Strategy (Average) $ 80.00 $ 2.24 $ 82.24 $ Novak- Communications Stragegy $ 75.00 $ 2.10 $ 77.10 $ Communications Strategy - Average Rate $ 79.67 30 $ 2,390 Total I I I $ 12,735 Product Projected Notes/Data Source Cost Copying / Printing Materials $ 2,500 Public Outreach Expenses $ 500 Miscellaneous Expenses $ 500 Total $ 3,500 Grand Total $ 16,235 Inflation estimated at 2.8% per year C:\Users\wbricher\Desktop\ICE - 2014 Social Sustainability, Staffing and Structural Analysis.xlsxlCE - 4/4/2014 s%1/Y SAM Search Results List of records matching your search for Search Term : Novak* Consulting* Group* May 29, 2014 11:18 AM Page 1 of 1 FEDERALLY REQUIRED AND OTHER MODEL CLAUSES APPLICABILITY OF THIRD PARTY CONTRACT CLAUSES (excluding micro -purchases, except for construction contracts over $2,000) 7623 Department of Social Sustainability Staffing and Structural Analysis T:YPE OF PROCUREMENT X Clause Professional Operations/ Rolling Stock .Construction -MaFeriala & t Services/A&E„Management, ._._- - - - f9,£„,Prchase. :. Supplies .. No Federal Government Obligation To Third Parties X All All All All All (by Use of a Disclaimer False Statements or Claims X All All All All All Civil and Criminal Fraud Access To Third Party X All All All All All Contract Records Changes to Federal X All All All All All Requirements Termination X All All All All All Civil Rights Title VI, EEO, ADA X >$10,000 >$I0,000 >$10,000 >$I0,000 >$10,000 Disadvantaged Business X All All All All All Enterprises DBEs Incorporation of (FTA) Terms X All All All All All Suspension and Debarment X >$25,000 >$25,000 >$25,000 >$25,000 >$25,000 Buy America NA >$100,000 >$I00,000 >$100,000 Resolution of Disputes, Breaches, or Other Litigation NA >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Lobbying NA 1 >$I00,000 >$I 00,000 >$100,000 >$100,000 >$100,000 Clean Air NA >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Clean Water NA >$100,000 >$100,000 >$100,000 >$100,000 >$100,000 Caro Preference NA All All All Fly America Involves foreign Involves foreign air Involves foreign Involves foreign Involves foreign air X transport or travel transport or travel air transport or air transport or transport or travel b air travel travel Davis -Bacon And Copeland Anti- NA >$2,000 (intruding Kickback Acts ferry vessels Contract Work Hours And Safety NA >$2,500 (except >$2,000 (including Standards Act transportation >$2,500 ferryvescludi services Bonding NA $100,000 Seismic Safety NA A & E for New Buildings & New Buildings & Additions Transit Employee Protective NA Transit Operations Agreements Charter Bus NA All School Bus NA All Drug Use - Testing and Alcohol NA Transit Operations - Misuse - Testing Patent Rights and Rights in Data NA Research & and Copyright Re uirements Development Energy Conservation X All All All All All Recycled Products NA Contracts for items Contracts for items Contracts for items designated by designated by designated by EPA, when - EPA, when EPA, when procuring $10,000 procuring $10,000 procuring $10,000 ormore er ea, I or more Per year or more per year Conformance With ITS National Architecture NA ITS Projects ITS Projects ITS Projects ITS Projects ITS Projects ADA Access NA A & E All All All All Bus Testing NA All Pre -Award And Post Delivery NA Audits All CONTRACT CHECKLIST FOR COMPETITIVE PROPOSALS RFP No./Title: 7623 DEPARTMENT OF SOCIAL SUSTAINABILITY STAFFING & STRUCTURAL ANALYSIS Checklist Item Contract File Comments Location 7) Independent Cost Estimate ICE completed 4/4/2014 and The City made and documented an included in file. independent cost estimate before receipt of proposals. 9) Unreasonable Qualification No Requirements This solicitation did not contain unreasonable requirements placed on firms in order for them to qualify to do business. 10) Unnecessary Experience and No Excessive Bonding Unnecessary experience and excessive bonding requirements were not included in this solicitation or contract documents. 11) Organizational Conflict of No Interest (OCI) If there is an apparent or potential OCI the solicitation contains provisions to eliminate or mitigate the conflict (e.g. by inserting a clause that prohibits the contractor from competing for the follow-on contract to the current design or research contact) and OCI Certification is submitted by the contractor. 12) Arbitrary Action No There was no arbitrary action in the procurement process. (An example of arbitrary action is when award is made to other than the contractor who most satisfied all the City requirements as specified in the solicitation and as evaluated by staff. 13) Brand Name Restrictions NA Brand Name or Equal. When it is impractical or uneconomical to provide a clear and accurate description of the technical requirements of the property to be acquired, a "brand name or equal" description may be used to define the performance or other salient characteristics of a specific type of property. The City must identify the salient characteristics of the named brand that offerors must provide. When using a "brand name" specification, the City does not need to reverse -engineer a complicated part to identify precise measurements or specifications in order to describe its salient characteristics. FT A's "Best Practices Procurement Manual;' (BPPM) contains additional information on preparation of specifications including examples with specific lan ua e. 14) Geographic Preferences No The solicitation contains no in -State or local geographic preference except where Federal statutes mandate or encourage them. 15) Contract Term Limitation Yes; contract is for consulting The contract period of performance for rolling services, not rolling stock. stock and replacement parts does not exceed Contract was awarded to highest - five (5) years inclusive of options without prior scoring firm via the City's normal written FTA approval. For all other types of contracts, the procurement file contains RFP evaluation process. evidence that the contract term is based on sound business judgment. 16) Written Procurement Selection Yes Procedures The City has written selection procedures and the solicitation also identifies all requirements that offerors must fulfill and all other factors to be used in evaluating bids or proposals. 17) Solicitation Prequalification NA Criteria The solicitation required prequalification of persons, firms, or products. The list is current includes enough qualified sources to ensure maximum full and open competition, and potential bidders are not precluded from qualifying during solicitation period from issuance of the solicitation to its closing date. If the solicitation does not contain a prequalification requirement, check NA. 18) Award to Responsible 1. Yes Contractor 2. Yes The City made a determination that it was 3. Yes awarding to a responsible contractor 4. Yes considering such matters as contractor 5. Yes integrity, compliance with public policy, record of past performance, and financial and technical resources. 1. Appropriate Financial, equipment, facility and personnel. (YIN) 2. Ability to meet delivery schedule. (Y/N) 3. Satisfactory period of performance. (Y/N) 4. Satisfactory record of integrity, not on declined or suspended listings. (Y/N) 5. Receipt of all necessary data from vendor. (Y/N) 19) Sound and Complete Agreement Yes This contract is a sound and complete agreement. In addition, it includes remedies for breach of contract and provisions covering termination for cause and convenience. 24) Clear, Accurate, and Complete Yes Specification A complete, adequate, and realistic specification or purchased description was available and included any specifications and pertinent attachments which define the items or services sought in order for the bidder to properly respond. 25) Two Bidders Yes; two proposals were Two or more responsible bidders were willing received. and able to compete effectively for the business. 26) Firm Fixed Price A not -to -exceed dollar limit is set A firm fixed price contract was appropriate for in the contract. this procurement. 29) Advertising Yes; on the City's BuySpeed The Invitation for Bids was publically eprocurement system. advertised. 30) Adequate Number of Sources Yes Solicited Bids were solicited from an adequate number of known suppliers. 36) Evaluation Yes A method is in place for conducting technical evaluations of the proposals received and the solicitation has evaluation factors identified along with their relative importance. 37) Price and Other Factors Yes For this procurement, award was made to the responsible firm whose proposal is most advantageous to the grantee's Program with rice and other factors considered. 40) Evaluation of Options NA The option quantities or periods contained in the contractor's bid or offer were evaluated in order to determine contract award. (To be eligible for Federal funding, options must be evaluated as part of the price evaluation of offers, or must be treated as sole source awards. 41) Cost or Price Analysis Price Analysis performed; Either a cost analysis or a price analysis was awarded contract Not -to -Exceed performed and documented. The price was amount is 7% below the ICE, determined to be fair and reasonable. pricing considered fair & reasonable. 42) Written Record of Procurement 1. RFP format was selected History to evaluate service factors The file contains records detailing the history in addition to cost. of this procurement. At a minimum, these 2. Professional Services records include: (1) the rationale for the method of Agreement selected as procurement, contract type. Services will (2) Selection of contract type, be completed by 12/31/14. (3) reasons for contractor selection or 3. Award was granted to rejection, and (4) the basis for the contract price. highest -scored proposal per RFP criteria stated in 7623 RFP document. 4. Pricing is as outlined in Exhibit A of the Professional Services Agreement. 43) Exercise of Options NA The grantee exercised an option on this contract adhering to the terms and conditions of the option stated in the contract and determined that the option price was better than prices available in the market or that the option was a more advantageous offer at the time the option was exercised. If an option was not exercised under this contract, check NA. 44) Out of Scope Changes NA The grantee amended this contract outside the scope of the original contract. The amendment was treated as a sole source procurement (complying with the FTA requirements for a justification, cost analysis and profit negotiation). 45) Advance Payment Provisions No The contractor did not receive an advance payment utilizing FTA funds and the contract does not contain advance payment provisions or, if it did, prior written concurrence was obtained from FTA. 46) Progress Payment Provisions NA The contract contains progress payments based on costs incurred (as opposed to percent of completion) and the contract contains a provision giving the grantee title to property (materials, work in progress, and finished goods) for which progress payments are made. The contract may contain other security in lieu of obtaining title. 47) Time and Materials Contracts No This is a time and materials contract; the grantee determined that no other type of contract is suitable; and the contract specifies a ceiling rice. 48) Cost Plus Percentage of Cost No This is not a cost plus a percentage of cost type contract. 49) Liquidated Damages Provisions No This contract contains liquidated damages provisions and the assessment for damages is specified in the contract at a specific rate per day for each day of overrun in contract time. 50) Piggybacking 1. Yes 1) The file contains: Assignability provisions. 2. Yes 2) The procurement file contains: Price reasonableness determination. 56) Clauses Yes This contract contains the appropriate FTA required clauses. System for Award Management Report run 5/29/14; no search (SAM) SAM run and include in the file. results. City Bid Appeal Statement included in Yes Federal T &C SUPPLEMENT FOR ARCHITECT & ENGINEERING SERVICES Checklist Item Contract File Comments Location 8) A&E Geographic Preferences NA Geographic location is not a selection criterion or it is a selection criterion and its application leaves an appropriate number of qualified firms, given the nature and size of the project, to compete for the contract. 51) Qualifications Exclude Price NA The City evaluated the offeror's qualifications and excluded price as an evaluation factor. 52) Serial Price Negotiations NA The City conducted negotiations with only the most qualified offeror and failing agreement on price would conduct negotiations with the next most qualified offeror until contract award could be made to the most qualified offeror whose price is fair and reasonable to the grantee.