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Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 GOVERNMENT OF THE VIRGIN ISLANDS OF THE UNITED STATES Request for Proposal — Negotiation Professional Services WE coderrarmamoncemmvacls ane morse oualieieeel tee Date: May 10, 2016 “cdbocociveaosscunsnlencssnetilluligtie erred told aaa RFP No. 013-2016 (P) Pursuant to 31 V.I.C. 239 (a) (4) and Rules and Regulations thereunder issued, the Government of the Virgin Islands, Department of Property and Procurement will receive proposals for the work described below. Proposals will be received until Wednesday, June 8, 2016 @ 4:00 P.M. SCOPE OF SERVICES: ATTACHED Form No, DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 NEGOTIATED PROCEDURES: The Commissioner of the Department of Property and Procurement will appoint Selection Committee to assist in the evaluation and selection of the Contractor. Accordingly current data on qualifications and performance should be submitted with proposals. After reviewing the qualifications and proposals the Committee will select for discussions from the firm/s or person/s considered not less than three (3), in order of preference, deemed to be most highly qualified to provide the services herein required. Discussions will be conducted successively and severally with the firms or persons so selected the anticipated concepts and the relative utility alternative methods of approach for furnishing the services hereunder. FACTORS FOR DISCUSSIONS Selection criteria will include (i) Professional qualification, registration and general reputation of the principals of the firm or person; (ii) the extent to which the firm or person specializes in or has designed projects of a type and scope similar to the hereunder; (iii) familiarity with the area in which the project is to be located; (iv) capability of meeting design schedules; and (v) quality of performance on other projects. NEGOTIATION: The Selection Committee shall recommend to the Commissioner the highest qualified firm or person with whom a contract shall be negotiated. The Commissioner, with the assistance of the Selection Committee, shall attempt to negotiate a contract with such firm or person. Should the Commissioner be unable to negotiate a satisfactory contract with the firm considered to be the most qualified, at a price he determines to be fair and reasonable to the Government, negotiations with that firm will be formally terminated. Negotiations will then be commenced with the second most qualified, the third most qualified or additional firms, in order to preference and their competence and qualification, and shall continue until an agreement is reached. Randolph N. Bennett Commissioner of Property and Procurement Form No, DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 INSTRUCTION TO PROPOSALS A. NOTICE RFP-013-2016 (P) proposals to conduct a Scientific Seat Belt Survey in the Territory of the Virgin Islands. Information provided in the scope of work is to be used only for purposes of preparing a proposal. It is further expected that each bidder will read the scope of work with care, for failure to meet certain specified conditions may invalidate the proposal. The Government of the Virgin Islands, herein after referred to as GVI, reserves the right to reject any or all proposals or any portion thereof and to accept the proposal deemed most advantageous to GVI. Price shall not be the sole criterion of awarding this project. Scope and quality of work proposed and the ability of the bidder to complete this type of project shall also be considered. Applicants are requested to submit proposals on the basis of the scope of work. Alternative proposals recommending new features and technology other than that requested in the scope of work will receive consideration providing such new features and/or technology is clearly explained. Any exceptions to the requirements requested herein must be clearly noted in writing and be included as part of the proposal. The information contained herein is believed to be accurate, but is not be to consider in any way as a warranty. Request for additional information clarifying the Scope of Work should be directed in writing to Deputy Commissioner of Procurement, Ms. Latisha Blyden at latisha.blyden@dpp.vi.goy. All request will be forwarded to Honorable Commissioner Delroy Richards, Sr, Virgin Islands Police Department. B. STATEMENT OF PURPOSE RFP-013-2016 (P) proposals to conduct a Scientific Seat Belt Survey in the Territory of the Virgin Islands. Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 C. PROPOSE SCOPE OF WORK See Attached Scope of Work D. TIMETABLE 1. Last day for requests for written clarification will be Wednesday May 25, 2016 @4:00 p.m. 2. Proposals will be accepted at Department of Property & Procurement, no later than Wednesday, June 8, 2016 @ 4:00 P.M E. SUBMISSION OF PROPOSAL All interested parties shall submit seven (7) sets of proposals, which are to be delivered to the Department of Property and Procurement during normal business hours, no later than Wednesday, June 8, 2016 @ 4:00 P.M They shall be addressed to: Randolph N. Bennett Commissioner Department of Property & Procurement 8201 Subbase, 3RD Floor St. Thomas, Virgin Islands 00802 The sealed envelope containing the proposal must have the following information written on the outside of the envelope: SEALED PROPOSALS-DO NOT OPEN RFP -013-2016 (P) (Name of Bidder) (Mailing Address of Bidder) (Telephone Number of Bidder) (Fax Number of Bidder) Form No, DPP-RFP-PS-68-75 Approved 3/7/75 Revised 3/18/08 Where proposals are sent by mail, the bidder shall be responsible for their delivery to DOT before the date and time set for the closing of acceptance of proposals. WITHDRAWALS OF PROPOSAL A proposal may be withdrawn at any time prior to the time specified as the closing time for acceptance of proposals. However, no proposal shall be withdrawn or canceled for a period of thirty (30) days after said closing time for acceptance of proposals nor shall the successful provider withdraw or cancel or modify his proposal, except at the request of GVI after having been notified that said proposal has been accepted by GVI. INTERPRETATION OF SPECIFICATIONS If any person contemplating submitting a proposal requires clarification of any part of the scope of work, he/she may submit to the GVI a written request for an interpretation thereof to Deputy Commissioner of Procurement, Ms. Latisha Blyden at latisha.blyden@dpp.vi.goy.. GVI will not respond to questions received after the above established date. The person submitting the request will be responsible for its prompt delivery. Any interpretation of the scope of work will be made in writing to all prospective providers. Oral explanations will not be binding. CONSIDERATION OF PROPOSAL The Commissioner of Property and Procurement shall represent and act for GVI in all matters pertaining to the scope of work and contract in conjunction therewith. This RFP does not commit GVI to the award of a contract, nor pay any cost incurred in the preparation and submission of proposals in anticipation of a contract. GVI reserves the right to reject any or all proposals and to disregard any informality and/or irregularity in the proposal when, in its opinion, the best interest of GVI will be served by such action. Proposals failing to provide some of the items in the scope of work shall not be rejected per se but any deviations from the scope must be clearly noted. ACCEPTANCE OF PROPOSALS GVI will notify in writing acceptance of one of the proposals. Failure to provide any supplementary documentation to comply with the vendor's proposal may be grounds for disqualification. Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 J. CONTENTS OF PROPOSAL The following is a list of information to be included in the written proposal. Failure to comply with all the requirements as outlined, will disqualify the applicant. ii. Introductory letter about the applicant: a. Name, address, email and telephone numbers. b. Type of service for which individual/firm is qualified. 2. Organization: Names/addresses of Principals of Finn. Names of key personnel with experience of each and length of time in organization. Number of staff available for assignment. (Local & Off-Territory) Copy of Articles of Incorporation Copy of Certificate of Resolution Copy of valid Business License oF ho aAd 3. Outside consultants that will be retained for this project and percentage of work to be sub-contracted. 4. Project experience: a. List of completed projects and estimated cost of each. b. Current projects underway; scope; percentage completed to date and estimated cost of each. 3. Project References: (including a notarized written consent from the authorized representative which must include: name; telephone number; email address and facsimile number). 6. Project Approach: a. Describe how you will approach this project and availability to perform the services requested. (2 Cost: The Cost Proposal must be submitted in a separate sealed envelope. Form No, DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 K. CONFLICT OF INTEREST A proposer filing a proposal hereby certifies that no officer, agent or employee of GVI has a pecuniary interest in this proposal or has participated in contract negotiations on behalf of GVI; that the proposal is made in good faith without fraud, collusion, or connection of any kind with any other Bidder for the same request for proposals; the Bidder is competing solely in its own behalf without connection with, or obligation to, any undisclosed person or firm. L. LICENSE REQUIREMENT An award will not be made to any firm or individual doing business in the Virgin Islands to perform work with the Government of the Virgin Islands until evidence is submitted that the said firm or individual has a valid V.I. Business License to do business in the Virgin Islands. Bidders must submit hard copy of a valid V.I. business license within ten (10) working days after award. All Bidders bidding as Joint Ventures must be licensed as a Joint Venture in the Virgin Islands. M. REQUIRED DOCUMENTS 1. PUBLIC LIABILITY: The successful bidder will be required to obtain and have in place public liability insurance and other insurance necessary as requested in this proposal package. Insurance policy(ies) shall name the Government of the Virgin Islands as "Additional Insured". The public liability insurance shall have a minimum limit of not less than one hundred thousand ($100,000.00) dollars for anyone occurrence for death or personal injury and one hundred thousand ($100,000.00) dollars for anyone occurrence for property damage. Bidder must provide public liability insurance within ten (10) working days after award. 2s WORKERS' COMPENSATION: Within ten (10) working days after award of project the successful bidder must submit a copy of their certificate providing that his firm and his agents are covered by Workers’ Compensation Employee's Liability. 3. Failure to provide certification within the stated time period may result in the proposal deemed non-responsive and may be immediately disqualified with no further consideration given for potential awarding of the contract. Form No. DPP-RFP-PS-68-75 Approved 5/7/75 Revised 3/18/08 N. REQUIREMENTS FOR CORPORATION 1. ARTICLES OF INCORPORATION 2. CERTIFICATE OF CORPORATE RESOLUTION 3. CERTIFICATE OF GOOD STANDING THESE WILL BE REQUIRED PRIOR TO AWARD OF CONTRACT. 2016 SEAT BELT SURVEY SCOPE OF WORK The contractor will conduct a Scientific Seat Belt Survey in the Territory of Virgin Islands for three consecutive year. This survey will determine the percentage of people in the Virgin Islands that comply with the Seat Belt Law in our Territory and the extent of vehicular shoulder belt use in the two islands districts of St. Croix and St. Thomas/ St. John. 1. RESEARCH DESIGN The contractor will use the same design instrument used previously as the plan they will follow while conducting the survey. The sampling of vehicles will be carried out in a scientific manner, which will ensure representativeness of total seat belt use throughout the Territory. This procedure will consist of point and variance estimation. 2. SAMPLING DESIGN The sampling design that will be used is one that adopts and adapts a method by Kish (1965) by which the primary sampling units in the Territory will be clusters of 15 minutes, in which the traffic going past a selected road site will be monitored. 3. COLLECTION OF DATA METHODOLOGY (I) Field Monitors will note the use of seat belt restraints for drivers and front seat outboard passengers in passenger cars, pick up tricks, vans and SUVs to determine the level of use. (II) Field data shall be noted in such a way that it would be possible to derive separate estimates for passenger cars and other vehicles, as well as for drivers and front seat outboard passengers within the vehicle group. (I) =‘ The sampling will take place from Monday to Saturday. The hours of observation shall range from 7:00a.m. to 6:00p.m. 4. SUMMARY SAMPLING PROCEDURES One or two individuals will be stationed at selected sites. Each day, forty- four (44), 15 minute periods will be arranged into 2 strata. Each district will provide 60 strata with a pair of clusters from each stratum. The survey count will be captured, verified and tabulated. 5. COMPUTATION OF ESTIMATES Minor modifications to the computation of estimates will be made to ensure compliance with e-CFR dated June 21, 2013. All data collected pursuant to €1340.7(c) shall be used, without exclusion, in the computation of the Territory-wide seat belt use rate, standard error, and non response rate. Known values of data contributing to the Territory-wide seat belt use rate shall not be altered in any manner. Unknown values of variables shall not be imputed unless NHTSA has approved the Territory’s imputation procedure prior to data analysis. The estimation formula shall weight observed data by the sampling weights as required by the sample design and any subsequent adjustments. Procedures will be included to adjust the sampling weights for observation sites with no usable data, including observation sites where no data were collected, and for observation sites where data were discovered to be falsified. In compliance with section (f)(2) of the e-CFR current of June 21, 2013, should the non- response rate for the entire survey exceed 10 percent for the ratio of the total number of recorded unknown values of belt use to the total number of drivers and passengers observed a procedure for collecting, additional observations will be necessary to be conducted (with additional cost to the Government) in the same calendar year of the survey to reduce the nonresponsive rates to no more than 10 percent. Additionally, in conformance with e-CFR (6/21/2013), variance estimation requires that the estimated standard error, using the variance estimation method in the /survey design must /not exceed 2.5 percentage points. If the standard error exceeds this threshold, additional observations shall be necessary and conducted (with additional cost to the Government) in the same calendar year of the survey until the standard error does not exceed 2.5 percentage points per e-CFR of June 21, 2013. 6. SURVEY RESULTS After tabulation, a report will be created with the findings and sent into the Virgin Islands Office of Highway Safety, who will in turn prepare an additional report to be sent into the National Highway Safety Association, by September 6, 2016.