project goals and objectives background scope of work - City of ...

PURCHASING AND PROCUREMENT DIVISION
City of
Jacksonville Beach
Purchasing and
Procurement Division
The City of Jacksonville Beach is inviting proposers to furnish the following:
REQUEST FOR PROPOSALS NO. 07-1112
PROFESSIONAL SERVICES TO EVALUATE BEACHES ENERGY
SERVICES’ INTERNAL COMPLIANCE PROGRAM PLAN
1460A Shetter Avenue
Jacksonville Beach
FL 32250
Phone: 904.247.6229
Fax: 904.247.1639
Email:
purchasing @jaxbchfl.net
www.jacksonvillebeach.org
PROJECT GOALS AND OBJECTIVES
Beaches Energy Services’ overall goal is to ensure organizational compliance
with operating standards established by regulatory agencies. It is the intent of
Beaches Energy Services to select a single consultant to accomplish all of the
services outlined in this Request for Proposal (RFP). Beaches Energy Services
will evaluate responses to this RFP and rank the responses according to the
evaluation matrix criteria. A selection committee will provide a written
recommendation and follow purchasing protocol for final approval. The selected
firm will be required to execute a contract for services in a form acceptable to
Beaches Energy Services which must specify a not-to-exceed amount.
BACKGROUND
Beaches Energy Services is a municipally owned utility providing electric service
in Jacksonville Beach, Neptune Beach, and Ponte Vedra Beach, Florida. Beaches
Energy Services provides electric service to approximately 34,087 residential and
commercial customers. Beaches Energy Services is responsible for compliance
with specific NERC Reliability Standards as a Distribution Provider,
Transmission Operator and Transmission Owner.
SCOPE OF WORK
The scope of this proposed project would include evaluating the Beaches Energy
Services’ Internal Compliance Program plan to assess compliance with FRCC’s
Compliance Program by conducting a complete review, identifying deficiencies in
the plan and developing recommendations for corrective measures. The review
would include consideration of operational procedures/processes to be
documented as evidence of compliance in a seamless manner of the overall
initiative to balance compliance and operations. In order to achieve this balance,
quantifiable cost-efficient measures in engineering and operations must be
addressed/included in the recommendations. Beaches Energy Services anticipates
the engineering/budget estimate for this project will not exceed $25,000.

DELIVERABLES
Two copies of a written report and an electronic file of the documentation
detailing assessment processes. A matrix shall be included in the report
comparing the Beaches Energy Services program with the FRCC Compliance
Program. The questions included in the FRCC Assessment Worksheet shall be
fully addressed in the written report. An overall assessment of the Beaches
Energy Services Compliance Program Plan shall be delivered. Recommendations
shall be developed for each deficiency identified with enough clarity that
corrective actions are readily understood and can be implemented by internal
staff. The final report shall include recommendations to balance compliance
efforts and operations in a seamless, quantifiable manner. It is essential the final
report is written in sufficient detail to provide a clear understanding of the
recommendations and direction to achieve project goals and objectives.
SCHEDULE
The assessment must be completed within 60 days of Beaches Energy Services
issuing a PO. The final report must be completed within 90 days of issuing the
purchase order notification. A formal presentation will be required to
review/discuss the final report.
EVALUATION
Proposals will be evaluated separately and will receive a numeric score based on
the values associated with the criteria identified below. Points will be totaled for
a final score. The proposal awarded the most points will be recommended for
award. Proposals that omit any of the items may be rejected as non-responsive.
Each proposer who submits a response does so solely at the proposer’s cost, risk
and expense.
Factor
Point
Range
Responsiveness to the RFP format, 10%
content and scope of work.
Consultant’s experience in successfully 40%
performing similar work. Must demonstrate
a broad knowledge of NERC and FRCC Reliability Standards
and compliance procedures.
Quantifiable cost-efficiency methodology. 20%
Experience in electric utility operations and maintenance. 30%

EVALUATION COMMITTEE
Beaches Energy Services’ will utilize internal staff members and Purchasing to
evaluate the proposals.
FORMAT REQUIREMENTS
Please respond with one original and one electronic version of the proposal
returned in a sealed envelope bearing the name and address of the respondent.
Beaches Energy Services requires comprehensive responses to every section
within this RFP. To facilitate the review of the responses, firms shall follow the
described proposal format. The intent of the proposal format requirements is to
expedite review and evaluation. It is not the intent to constrain
firms with regard to content, but to assure that the specific requirements set forth
in this RFP are addressed in a uniform manner amenable to review and
evaluation.
The RFP shall be signed by the firm’s representative who is authorized to
contractually bind the firm. All RFP’s must be submitted as specified herein and
include:
1. Mandatory Bid/RFP Award Notice Form (Included in RFP Package)
including the RFP number and name, address, telephone number of firm,
contact person and date of proposal.
2. Table of Contents.
3. Letter of Transmittal.
4. Qualification and Experience
a. Briefly introduce your firm, providing a summary of the
administration, organization and staffing of your firm, including
multiple offices, if applicable. Provide an organizational chart
indicating the positions and names of the core management team
which will undertake this project.
b. Describe the experience of the firm in the last thirty-six (36)
months in performing consulting services in similar size and scope.
5. Methodology including technical approach and understanding of the scope
of the project.
a. Proposals must include a narrative description of the firms’ plan
for accomplishing the work and services to be provided to Beaches
Energy Services.
b. Proposals must indicate a clear understanding of the scope of
work, including a detailed project plan for this project outlying

major tasks and responsibilities, time frames, and staff assigned for
each category of the scope of work identified above.
c. Proposals shall clearly distinguish the firms’ duties and
responsibilities and those of Beaches Energy Services. Absence of
this distinction shall mean the firm is assuming full responsibility
for the tasks.
6. Any additional information to be determined by the firm.
PRESENTATION
Responders may be requested to make a short presentation (no more than 1 hour)
via conference call to assist in the evaluation of their proposal. Beaches Energy
Services will notify responders to schedule a time for the presentation.
NEGOTIATIONS
Beaches Energy Services will negotiate the terms and conditions of the proposed
contract with the vendor according to the recommendations of the Evaluation
Committee. The vendor under negotiations will provide:
1. Rates and Expenses
2. A proposed fee schedule broken down in sufficient detail to allow Beaches
Energy Services to evaluate your proposal.
3. A proposed schedule of travel including fees and related expenses.
GENERAL INFORMATION
1. Beaches Energy Services is not responsible for the U.S. Mail or private
couriers regarding Beaches Energy Services’ receipt of a proposal.
2. Beaches Energy Services reserves the right to waive informalities or
irregularities in proposals, to reject any or all proposals, and to negotiate
further with the firm selected.
3. Beaches Energy Services reserves the right to continue Professional
Services as set forth in the State of Florida Statutes, as amended.
4. The submission of a proposal shall be considered prima facia evidence
that the firm has full knowledge of the scope, nature, quantity, and quality
of work to be performed, the requirements of the specifications, and the
conditions under which the work is to be performed.
5. The firm shall furnish Beaches Energy Services with any additional
information that may be reasonably required.
6. Beaches Energy Services reserves the right to conduct personal interviews
with any or all firms prior to the final selection. Beaches Energy Services
will not be liable for any costs incurred by the firm in connection with an
interview.

7. Beaches Energy Services reserves the right to waive minor irregularities in
this RFP.
8. All materials submitted in response to this Request for Proposal shall
become the property of Beaches Energy Services.
9. All expenses incurred by a firm to respond to this RFP shall be the
obligation of the firm and shall not be a liability of Beaches Energy
Services.
10. Beaches Energy Services reserves the right to use their resources,
facilities, capabilities, and materials for services requested in the RFP. All
materials and work products produced by the firm for Beaches Energy
Services shall become the exclusive property of Beaches Energy Services
and shall not be disclosed or otherwise used in any manner whatsoever,
without the prior written approval of Beaches Energy Services.
Proposals will be due on Wednesday, August 1, 2012 at 2:00 p.m.
To request a package via email, send us an email at Purchasing@jaxbchfl.net or visit
our website at www.jacksonvillebeach.org and signup for email notification.
CITY OF JACKSONVILLE BEACH
/s/Baron Greenwade, Purchasing Administrator
Purchasing and Procurement Division