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Franklin Street, Suite 200 Juneau, AK 99801
REQUEST FOR PROPOSALS FOR BRAZIL MARKET FEASIBILITY STUDY
Date of Issue: October 6, 2010
STANDARD PROPOSAL INFORMATION 1. Purpose of the Request for Proposal (RFP): The Alaska Seafood Marketing Institute (ASMI) is seeking proposals for a feasibility study of forming a Brazil Marketing Program, including a cost/benefit analysis of doing so, as described more specifically in the Scope of Work section of this RFP. 2. Minimum Requirements: Every proposer to this RFP must demonstrate a minimum of three years of previous experience in providing comparable services. 3. Conflict of Interest and Restrictions: The successful proposer to this RFP must not have a conflict of interest that would affect the ability to perform as required by the “Scope of Work” section of this RFP. Any potential conflicts must be identified and a written waiver requested prior to submission of a proposal. If a proponent has any concerns or questions regarding this issue they are encouraged to contact ASMI. 4. ASMI Mailing Address and Telephone Number: Alaska Seafood Marketing Institute 311 N. Franklin Street, Suite 200 Juneau, AK 99801 Mr. Naresh Shrestha, Finance Officer (907) 465-5560 (TEL), (907) 465-5572 (FAX) E-mail: firstname.lastname@example.org 5. Contact Persons: Any technical or procedural questions regarding this RFP, contract documents or associated information should be addressed to Naresh Shrestha at the above address. 6. Deadline for Receipt of Proposals: Proposals must be mailed or e-mailed and received by ASMI no later than 5:00 PM Alaska Standard Time, Friday, November 19, 2010. E-mailed proposals will be accepted, but must be followed by a mailed, original hard copy of the proposal. Failure to meet the deadline may result in disqualification of the proposal without review. Proposals are to be delivered to the address referenced in item number 4. So that they are not mistakenly opened early, either the outer or inner envelope should also contain the following: Confidential: Do Not Open Until November 19, 2010 Proposal for: Brazil Market Feasibility Study Or, if e-mailing, please mark in the subject line: Brazil Proposal- Do Not Open Until 11/19/2010. The State and ASMI assume no liability for incorrect addresses or delivery of RFP packages or applications by public or private carriers.
Please note that proponents should schedule several days for mail delivery to Juneau from overseas. 7. Required Review of this RFP by Proposer: Proposers shall carefully review this RFP for defects and questionable or objectionable materials. Proposer’s comments concerning defects and questionable or objectionable material in the RFP must be made in writing and received by ASMI ten (10) days before the proposal submission deadline. This will allow time for an addendum to the RFP to be issued, if required, to all recipients of the initial RFP. 8. Multiple Proposals: ASMI shall not accept multiple proposals from the same proposer. 9. Questions Received Prior to Opening of Proposals: All questions regarding this RFP should be directed to the contact person previously identified in this RFP (item 4). There are generally two types of questions: a. One involves directing the questioner to the specific section of the RFP where the answer may be found. Responses to these questions may be given over the phone. b. The second type of question involves clarifying or interpreting parts of the RFP. 10. Addendum to the RFP: Should ASMI consider it necessary to revise any part of this RFP, an addendum will be issued to all that were previously issued an RFP. 11. Proposal Withdrawal and Correction: A proposal may be corrected or withdrawn by a written request received prior to the date of opening. 12. Discussion with Responsible Offerors: As determined by the evaluation process, proposers reasonably susceptible of award may be offered the opportunity to discuss their proposal with the procurement officer or evaluation committee and the proposal may be adjusted as a result of the discussion. 13. Right of Rejection: ASMI reserves the right to declare non-responsive and reject any proposal that does not fully comply with all the terms and requirements of this RFP. The State and ASMI reserve the right to use any ideas presented in the response to the RFP. Selection or rejection of a proposal does not affect that right. 14. Authorized Signature: An individual authorized to bind the proposer to its provisions must sign the proposal. The proposal must remain valid for at least ninety (90) days from the proposal receipt deadline. 15. Noncollusion: The individual signing the proposal also certifies under penalty of perjury that the price submitted was independently arrived at without collusion. 16. Disclosure of Proposals Contents: All proposals and other material submitted become the property of the state and may be returned only at the stat’s option. All proposal
information will be held in confidence until the issuance of a notice of intent to award. Thereafter all proposals will become public information. 17. Estimated Timeline of RFP Process: Below is the estimated time schedule. This schedule is for informational purposes only, as some actual dates may vary depending on the response to this RFP. Step RFP Available Responses to questions Deadline for submitting proposals Evaluation of proposals Notice of Intent to Award Contract Start Dates 10/6/2010 10/11-11/5/2010 11/19/2010 11/22-12/8/2010 12/10/2010 12/15/2010
18. News Releases: News releases pertaining to this RFP and resulting contract may not be made without prior written approval. 19. Incurred Costs: ASMI shall not be subject to payment for cost incurred for proposal preparation or contract preparation as a result of valid and legal termination of this RFP or contract. 20. Notice of Intent to Award: After completion of the evaluation process, ASMI will notify all proposers of the intent to award a contract to the successful proponent.
STANDARD CONTRACT INFORMATION 1. Location of Work: Work shall be performed, completed and managed at the location of the firm(s) and approved subcontractors awarded the contract. 2. Joint Ventures: Joint ventures shall not be allowed. 3. Subcontractors: Subcontracting shall be allowed provided that it is pre-approved by ASMI and within the scope of service and required deliverables. 4. Contract Negotiations: Upon completion of the evaluation process, contract negotiations will commence. It is anticipated that all contract negotiations will be held via telephone, or in Juneau, Alaska, or at the successful proponent’s location. If the selected proposer fails to provide the necessary information for negotiations in a timely manner, negotiate in good faith, or cannot perform the contract within the budgeted funds and/or proposed cost, ASMI may terminate negotiations and negotiate with the next highest ranked proposer. 5. Standard Agreement Forms: The successful proposer will be required to sign and comply with the professional services contract Standard Agreement Form, Appendix A, Appendix B1 and the contract Appendix C and D specifying the terms for the services and payments. ASMI reserves the right to include additional terms and conditions during the contract negotiations. These terms and conditions must be within the scope of the original RFP and will be limited to cost, clarification, definition, and administrative and legal requirements and will be included in Appendix C and D of the contract. Provisions of the RFP, which are consistent with the contract, shall become incorporated in the contract by reference and constitute binding obligations. The successful proposal or provisions which are consistent with the contract shall become incorporated in the contract by reference and constitute binding obligations of the parties. 6. Indemnification: The contractor shall indemnify, hold harmless and defend the state, its officers, agents and employees from all liability, including costs and expenses, for all actions or claims resulting from injuries or damages sustained by any person or property arising directly or indirectly as a result of any error, omission or negligent act of the contractor, subcontractor, or anyone directly or indirectly employed by them in the performance of this contract. The successful proposer much comply with Appendix B1 of the State’s standard contract forms which requires proof of general liability, auto liability and workers’ compensation insurance prior to contract approval. Failure to provide evidence of adequate coverage is a material breach and grounds for termination of the contract. A copy of Appendix B1 is included with this RFP.
7. Contract Approval: This RFP does not obligate ASMI or the proposer until a contract is signed and approved by both parties. If approved, it is effective from the date of final approval by the Executive Director of the Alaska Seafood Marketing Institute (ASMI). ASMI shall not be responsible for work done prior to final approval of the contract. 8. Liquidated Damages: ASMI reserves the right to require liquidated damages in the contract to assure the contractor’s performance of all contract provisions in a timely manner. 9. Ownership of Documents: All data, specifications, graphics and other products developed in the performance of the contract remain the sole property of the state and may be used by the state for any other purpose without additional compensation to the contractor. The contractor agrees not to assert any rights or establish any claim under the design patent or copyright laws. The contractor, for a period of three years after final payment under this contract, agrees to furnish and provide access to all retained materials at the request of the client. Unless otherwise directed by the client, the contractor may retain copies of all the materials. 10. Confidentiality: The contractor shall not, at any time, during or after the term of the contract, without the client’s written consent, disclose any information designated confidential by the client. 11. Inspection and Reports: ASMI reserves the right to inspect, in a manner and at reasonable times it considers appropriate, all the contractor’s facilities and activities under this contract. 12. Contractor’s Records and Client’s Right to Audit: All books, records, correspondence, accounting procedures and records, information and any other supporting evidence relating to the resulting contract shall be open to inspection and subject to audit and/or reproduction during normal working hours. 13. Notice of Amendment: The contractor shall notify the client in writing at least 30 days prior to the contract expiration date of any known circumstances which may require an extension of the contract completion date. 14. Additional Terms and Conditions: ASMI reserves the right to include additional terms and conditions during contract negotiations. However, these terms and conditions must be within the scope of the original RFP and will be limited to price, clarification, definition, and administrative and legal requirements. 15. Rejection of Work: The contractor shall be responsible for the quality, accuracy and proper performance of the work identified in the contract. ASMI may reject any work found to be defective or not in accordance with the specifications contained in this RFP, contractor’s proposal, and resulting contract, regardless of the stage of completion and
the time and place the error was discovered. ASMI may also reject defective work that has been previously approved because of an oversight. 16. Waiver: The waiver by one party of any breach of the contract, or the failure of one party to enforce any of the provisions, shall be limited to a particular instance. Neither party shall waive any future breaches or future provisions merely because a breach has been waived in a particular instance. 17. Severability: If any provision of the contract is found to be invalid under, or contravene to the laws of any particular state, borough, or country, such contravention shall not invalidate the entire contract. The contract shall be construed as if the invalid provision is not contained in the contract. 18. Contract Termination: In addition to ASMI having the right to cancel the contract due to lack of appropriate funds, ASMI may, with written notice, terminate the resulting contract in whole or in part, when it is in the best interest of the state. The state is liable only for payment for services rendered before the effective date of termination. 19. Vendor Tax ID Number: A valid tax identification number must be provided prior to contract approval. 20. Contract Duration: All work should be completed by April 1, 2011. 21. Renewal Options: If the proposed contract were renewed, all fees and/or rates would remain the same throughout the life of the proposed contract.
HISTORICAL INFORMATION PERTINENT TO THE PROPOSED CONTRACT 1. ASMI’s Mission: The primary objective of the Alaska Seafood Marketing Institute is to create a dynamic, market-driven environment that will expand the global consumption of Alaska seafood. It accomplishes this by fostering growth opportunities with the food industry. ASMI’s programs emphasize collaborative marketing and building the identity of Alaska seafood as a brand. 2. ASMI’s Authority: ASMI was established by the Alaska State Legislature in 1981 as a public corporation within the Department of Commerce, Community and Economic Development. As a cooperative effort between the State of Alaska and private Alaskan industry, the Institute has the following legislative mandates: 1) conduct programs of education, research, advertising, 2) promote all species of seafood and their by-products that are harvested in the state and processed for sale, 3) develop market-oriented quality specifications for Alaska seafood in domestic and world markets, and adopt, and distribute recommendations regarding the handling of seafood from the moment of capture to final distribution, 4) prepare market research and product development plans for the promotion of all species of seafood and their by-products that are harvested in the state and processed for sale. ASMI is governed by a seven member Board of Directors, appointed by the governor of Alaska. The board consists of five processors and two harvesters. Eight standing committees provide ASMI’s board and staff with input and promotional direction. Staff is located in two offices: Juneau, Alaska, which is the corporate/administrative headquarters and also the location of the international marketing program, and Seattle, Washington, which is the headquarters for the domestic marketing programs. 3. Current Program: ASMI has been a participant in the U.S. Department of Agriculture (USDA) Market Access Program (MAP) since 1986. Current year funding is $4.5 million from USDA and an industry match of $2.7 million for a combined budget of $7.2 million. ASMI’s international program employs its monies by developing and executing generic marketing and promotional programs, directed toward retail, HRI and consumer markets. All marketing plans and budgets are adopted and approved annually by ASMI’s Board of Directors. Specific industry conditions are addressed by ASMI and include: a) World-wide farmed salmon production has surpassed the Alaska harvest. Alaska seafood cannot compete with aquaculture on the basis of cost alone. Negative factors include: i. Cost of remote harvesting and processing operations is high. Cost of transporting finished product to market is high, particularly for fresh product. This challenge will become more acute with rising fuel costs.
ii. Variable supply introduces risk for large-scale business development in the processing and purchase of Alaska seafood. ASMI aims to increase the value of the Alaska seafood resource by differentiating Alaska seafood as coming from Alaska- a pure and pristine environment, our fisheries are managed for sustainability, wild and natural. b) Alaska’s commitment to sustainable management comes at significant cost with respect to productivity, efficiency, and full utilization of Alaska seafood resources. Alaska seafood remains abundant, stable, high in quality and value, however the market must be cultivated to offset Alaska’s worldwide market share. c) Sustainability is a growing concern for retailers worldwide. ASMI aims to achieve an overall acceptance in the international marketplace that Alaska seafood is sustainable: i. Since 1959, the Alaska constitution has mandated that “fish… be utilized, developed and maintained on the sustained yield principle.” ii. Every aspect of Alaska’s fisheries have been strictly regulated, closely monitored and rigidly enforced for nearly five decades. d) There is a general perception that fresh farmed seafood is preferable to previously frozen or frozen wild Alaska seafood. ASMI seeks to raise the value of frozen and previously frozen Alaska seafood. International Program Situation Analysis Alaska seafood products compete for “share of plate” with other proteins. ASMI’s International Program’s mission is to increase the economic value of the Alaska seafood resource through: Increasing positive awareness of the Alaska seafood brand. Collaborative marketing programs that align ASMI and industry marketing efforts for maximum impact within the food industry. Long-term proactive marketing planning. Quality assurance, technical industry analysis, education, advocacy and research. Prudent, efficient fiscal management. The ASMI International Program will continue in its present marketing mode and strive to sustain its current posture. The following is ASMI’s FY11 General Approach: The international program will work towards achieving ASMI’s mission by capitalizing on opportunities for Alaska Seafood in ASMI’s target markets. The international program will continue to build sustainability into the foundation of our brand identity.
ASMI will position the Alaska seafood brand as a trustworthy and safe choice that is a good value for both the trade and consumer. Convenience, health and value remain important to consumers- ASMI will continue to highlight how Alaska seafood aligns with these interests. A key component of this strategy will be to educate consumers on “Cook it Frozen,” the health benefits Alaska seafood provides, and offering a variety of recipes that feature both premium and low cost ingredients. ASMI will continue our work in all ASMI’s targeted international markets because having multiple markets assists in our ability to achieve our mission. ASMI will remain vigilant in adapting as circumstances evolve. Messages ASMI will focus on building the brand around its core messages rather than reacting to short-term issues. ASMI will focus on the positive aspects of our differentiating factors. The following are the ASMI International Program’s key messages: Alaska Message ASMI will continue to differentiate Alaska seafood from all other seafood by calling out Alaska and therefore tapping into the positive perception consumers and the trade have of Alaska. ASMI will work to reinforce as well as add to that perception by delivering the key messaging outlined below in our marketing activities. Sustainability Message ASMI will continue to educate the trade on Alaska’s long-standing commitment to sustainability and will incorporate the sustainability message into the core brand identity. Wild Message ASMI will increase its emphasis on the “wild” aspect of Alaska seafood in its messaging. With the general decline of wild stocks worldwide, wild is becoming more of a differentiating factor. Alaska is uniquely positioned to benefit from increased emphasis on the wild message, as the state prohibits all types of finfish farming. Pure and Pristine Message ASMI will highlight the pure and pristine waters Alaska seafood comes from as a point of differentiation. Key points on the pure and pristine message are as follows: Alaska has 34,000 miles of coast line. Alaska is thousands of miles away from large sources of pollution. Alaska has a small population for its vast size. Health and Nutrition Messages With obesity on the rise in many Alaska seafood markets, both government and consumers are becoming more health conscious. ASMI will continue to include the following health and nutrition points in its messaging: Alaska seafood is a healthy alternative to other protein sources. Alaska seafood is among the richest sources of omega-3s.
Alaska seafood contains a wide variety of minerals (including zinc, iron, calcium, selenium). Naturally high in many essential vitamins, Alaska seafood contains vitamins E, C, D, and A. Some varieties are very high in antioxidant E, which has proven to strengthen the immune system and lower the risk of heart disease by reducing buildup of plaque in coronary arteries. Strategy ASMI conveys these messages through the following strategies: Consumer Public Relations (PR)- PR is designed to increase consumer awareness of Alaska seafood products to prompt purchase. Consumer Advertizing- Consumer advertorials are an effective medium for reaching the consumer with the quality, wild, natural and sustainable attributes of Alaska seafood, with the goal of increasing consumer awareness of the availability of Alaska seafood. Consumer Promotions- Consumer promotions are very effective in targeting consumers with information about Alaska seafood with the aim of increasing consumer awareness of Alaska seafood. In addition to increasing awareness, consumer promotions directly encourage sales by tempting customers. Consumer Research- In accordance with MAP regulations, ASMI conducts third party research in order to assess progress towards performance measures. Trade Trade Public Relations- Trade public relations are designed to increase trade awareness of Alaska seafood and to notify the trade of generic activities and opportunities to participate within the ASMI program. Retail Merchandising- In-store displays, consumer contests and consumer demonstrations remain one of ASMI’s most effective promotional tools in achieving increases in trade and consumer awareness, product origin identification and increases in sales volume. One of the main objectives is to ensure that wild Alaska seafood achieves a strong and positive differentiation over competitive farmed seafood, through origin identification and its quality, taste, sustainability and other attributes at the actual point of sale when the consumer is in the retail store. Website- ASMI maintains overseas websites to address the specific needs of each overseas region. The sites contain information for consumers, trade and journalists and also offer the ability to access and download a range of information and recipe based materials covering all Alaska seafood species. Trade Shows- Trade shows offer an opportunity to improve trade relations and educate trade on the pure, natural and sustainable features of Alaska seafood products.
Buyer’s Education- In some regions, ASMI conducts Alaska Seafood Buyer’s Education Programs in order to maintain and develop strong trade relationships with existing and new partners. Trade Research- An evaluation and research study is conducted by a third party to measure trade awareness levels and attitudes toward Alaska seafood products within the region. Hotel Restaurant Industry (HRI) Foodservice Promotions- ASMI selectively targets major foodservice distributors with promotional support. ASMI also seeks to organize promotions directly with hotel and restaurant chains. Foodservice Advertizing/Public Relations- Foodservice advertizing is an effective method of educating and impacting foodservice decision makers through press releases and generic recipes. Chef Training Seminars/Training Schools- In some ASMI regions, ASMI conducts chef training seminars in order to educate chefs about proper handling and cooking techniques for Alaska seafood. Foodservice Trade Shows- In some regions, ASMI attends HRI tradeshows in order to offer generic product information materials that communicate the advantages that Alaska seafood offers the professional chef. Product tastings and chef demonstrations will take place at the booth if budget allows.
SCOPE OF WORK The following is a possible outline of the scope of work for the Brazil market feasibility study proposal. This represents an outline, further more specific details will be agreed upon through the research agency briefing process. The scope of work may contain but may not be limited to the following: AREA: Brazil, with emphasis on major cities, coastal areas and distribution centers. 1. Evaluate the potential to market Alaska seafood species to Brazil. a. Evaluate potential taking into consideration seafood products currently in the market and levels of domestic consumption. b. How do Alaska products compare to more readily available products in terms of taste, size, product form and price? c. Are there Alaska seafood products currently available in the Brazil market in great quantities that are not being identified and/or promoted as such? i. For Alaska seafood products available, analyze trade and consumer perceptions of these products. Are they considered high quality? ii. Consider perceptions of Alaska generally—would Alaska origin identification add value to a product?
2. Evaluate the competitiveness of Alaska seafood directly imported from the U.S. to Brazil. a. How competitive is Alaska product imported from the U.S. directly compared to domestic product? Compared to product from Mercosul member countries? Compared to product processed in third-party countries? i. Evaluate not only in terms of price but in terms of product form, taste, packaging, fresh/frozen, etc. b. Evaluate competitiveness considering tariffs and other trade barriers. 3. Analyze potential for expansion of the bacalhau market. a. Provide an overview of the bacalhau market in Brazil. i. Common product forms and sizes ii. Major brands and retailers iii. Geographic consumption patterns iv. Trends b. How much bacalhau of Alaska origin (through third-party countries) is currently in the Brazil Market? i. Is any identified as Alaska origin? c. Is there potential for expansion of this market- either as a whole or the Alaska segment of this market? d. Is there opportunity for distinguishing product origin (Alaska) at the retail/foodservice level? 4. Identify both current and potential opportunities for processing Alaska seafood in third-party countries for re-export to Brazil.
a. What quantity of bacalhau sold in Brazil is Alaska Pacific cod, processed in third-party countries (Norway, Portugal, etc.) and re-exported to Brazil? b. Are there other Alaska seafood products being processed in third-party countries for re-export to Brazil? c. Who are the major processors exporting Alaska product to Brazil? d. Are there other major processors in third-party countries we should be targeting? 5. Identify key trade contacts in Brazil. a. Establish contact with trade members currently distributing Alaska seafood (through third-party country processors). b. Establish a list of trade members interested in importing Alaska seafood either directly or through third-party processor countries (at the wholesale level). c. Establish a list of trade members interested in promoting their seafood as Alaska origin (at the retail and foodservice level). i. Identify what type and level of promotional support would be helpful. d. Identify Alaska industry currently doing business or making contacts in Brazil. 6. Identify target locations within Brazil and analyze strategic considerations for establishing a Brazil marketing program. a. Which cities/states have the highest seafood consumption? Which cities/states act as major food distribution areas? b. Identify procedures for importing Alaska seafood directly to Brazil. Identify potential hurdles. i. Include detailed outline of regulations, certification costs and procedures and other barriers to entry. c. Identify procedures for promoting Alaska seafood products in Brazil. Identify potential hurdles. d. Identify other strategic considerations for establishing a Brazil marketing program (staffing considerations, logistics, business practices, etc.). 7. Estimate the cost of establishing an effective Brazil marketing program. a. Estimate potential cost to ASMI International of establishing an effective, dedicated Brazil marketing program. b. Estimate potential additional benefit to the Alaska seafood industry.
PROPOSAL CONTENT AND REQUIREMENTS Required Proposal Format: All proposals that are submitted in response to this RFP must use the following format. The proposal must be submitted to the ASMI address referenced in the Standard Proposal Information section. Any proposal not following these instructions may be declared nonresponsive. Proposals may be mailed or e-mailed. If a proposal is e-mailed, it must be followed by a mailed, original hard copy. The proposer must address all the items in the format and order reflected below. Proposals that do not follow this format may be declared non-responsive and may be rejected. The written information will be evaluated based upon the criteria listed in the Proposal Evaluation Criteria. Selection of a contractor(s) will be based upon the proponent’s Agency Experience, Project Key Personnel, Project Methodology, and Cost Proposal. 1. Table of Contents: Provide a paginated table of contents, which complies with the following format:
2. Agency Description: Provide a brief description of the proposer to include: a. Proposer’s name and address b. Voice and fax numbers, and e-mail addresses c. Number of years in business under above name d. Total years in business, including other names (minimum 3 years) e. Number of offices and locations f. List other affiliated agencies, if any g. Which office would service the ASMI account? h. Total number of personnel currently employed on a full-time basis i. Agency organization and structure (submit organizational chart) j. Provide a list of clients that your company has done similar work for during the past three (3) years k. Are you on retainer with any of these clients? If yes, please identify which ones l. List at least three (3) client references (name of company, contact and telephone) 3. Agency Experience: Provide a detailed and precise description of the proponent’s experience in evaluation of export commodity/seafood marketing programs.
4. Project Key Personnel: Provide the following information on the key personnel that will be assigned to this project: a. Name the lead or primary person(s) for each project by title, duties, and approximate percentage of time that will be dedicated to the project. If the principal(s) is (are) not dedicated full time to this project, provide an approximate percentage of time allocated for other assigned accounts/duties. b. Describe qualifications and credentials of assigned personnel along with a copy of his/her resume.
5. Project Methodology: ASMI expects the study to have the following three components: a. Executive Summary b. Audit of the Brazil seafood market c. Recommendations for ASMI International Proposal Requirements RFP respondents are advised that ASMI has budgeted on a maximum of US $20,000 for this study. We anticipate that the study requires approximately the following: Minimum of 45 total interviews of U.S., Brazil, and third-party processor country industry members. Review of relevant ASMI documents to provide a frame of reference for how other ASMI International programs operate and what considerations would need to be taken into account in forming a new program. Briefings and information provided by ASMI staff and contractors. Visits and surveys of plants as well as wholesale, retail and foodservice establishments. Review of trade analysis and statistics from the U.S. and Brazil governments as well as other relevant sources. Many of these documents are available from the Foreign Agricultural Service (FAS) and the National Marine Fisheries Service (NMFS) Office of International Trade. The contractor must obtain other data and factor in transshipments of Alaska seafood products. An in-person presentation and discussion of report findings and possible teleconference presentations. The consultant will be required to carry out interviews in the U.S., Europe, and South America. ASMI makes three important stipulations concerning the proposed work: Any and all subcontractors to be utilized during this contract must be identified and qualified within the contractor’s proposal. The contractor is prohibited from subcontracting any portion of the work outlined within the contract without expressed prior written approval from ASMI. Contractor agrees not to utilize or release any portion of study findings, or research, by any means of dissemination, without the prior written consent of ASMI. All work must be completed by April 1, 2011. 6. Cost Proposal: Provide a cost proposal that does not exceed US $20,000 and explain how much would go to each of the following: a. Monthly or hourly fees b. Estimated travel costs based on the proponent’s project methodology c. Any other costs
d. Total project costs 7. Conflicts of Interest Statement: Provide a detailed and precise listing of any potential conflicts of interest as established in the “Standard Proposal Information” section of this RFP. 8. Other Licenses and Registrations: Proof of any licenses and/or registrations as required by this RFP. 9. Alaska Bidder Preference: A five (5) percent reduction (for evaluation purposes only) to the proposal’s price will be applied if a proposer qualifies as an Alaska bidder as defined by AS 36.30170(b). It is the proposer’s responsibility to complete, sign and return the “Certification of Qualification for the Alaska Bidder’s Preference form with their proposal.
PROPOSAL SUBMISSION EVALUATION CRITERIA Criteria Agency Experience Project Key Personnel Project Methodology Cost Proposal Total Possible Points Relative Value 30 20 40 10 100
Cost Evaluation Formulas: The proposal with the lowest cost must receive the highest available rating allocated to the cost factor. The rater for each higher cost proposal must be determined using the following formula: (Price of Lowest Cost Proposal) X (Maximum Points for Cost) = Points Price of Each Higher Cost Proposal
By signing the bid/proposal, the bidder/offeror certifies that the bidder/offeror complies with the Americans with Disabilities Act of 1990 and the regulations issued thereunder by the federal government, and certifies that programs, services and activities provided to the general public on behalf of the State under a contract resulting from this solicitation comply with the Americans with Disabilities Act of 1990, 28 CFR, Part 35, Subpart B 35.130. The State of Alaska complies with Title II of the Americans with Disabilities Act of 1990. Individuals with disabilities, who may need auxiliary aids, services, and/or special modifications to submit a proposal, should contact the Finance Officer no later than (7) days prior to the proposal deadline to make any necessary arrangements.
Statement of Non-Discrimination The Alaska Seafood Marketing Institute (ASMI) is an equal opportunity employer. ASMI does not discriminate against any employee or applicant for employment because of race, religion, color, national origin, or because of age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood when the reasonable demands of the position(s) do not require distinction on the basis of age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood.
1) Agency Contract Number 2) Authority Number 3) Optional Renewal? Years remaining 4) Finacial Coding STATE OF ALASKA AMENDMENT TO PROFESSIONAL SERVICES CONTRACT [ ] Yes [ ] No
5) Agency Assigned Encumbrance Number 6) Amendment No.
This agreement is between the State of Alaska, 7) Department of COMMUNITY COMMERCE & ECONOMIC DEVELOPMENT, ASMI 8) Contractor Mailing Address Street or P.O. Box City
hereafter the State, and hereafter the Contractor State Zip code
9) Original period of performance FROM: TO: 11) Previous amount of contract to date
10) Amended period of performance FROM: TO: 12) This amendment is for 13) This amended contract shall not exceed a total of $0 14) In accordance with the provisions of the above referenced contract, the parties to that contract agree that the services to be performed by the contractor under the contract are amended as follows: All other terms and conditions of the contract remain in effect. (Use reverse for continuation of amended provisions if necessary.)
IN WITNESS WHEREOF the parties hereto have executed this amendment. NOTICE! This amendment has no effect until signed by the head of the contracting agency, procurement officer or designee. 15) CONTRACTOR
17) CERTIFICATION: I certify that the facts herein and on supporting documents are correct, that this voucher constitutes a legal charge against funds and appropriations cited, that sufficient funds are encumbered to pay this obligation or that there is sufficient balance in the appropriation cited to cover this obligation. I am aware that to knowingly make or allow false entries or alterations on a public record, or knowingly destroy, mutilate, suppress, conceal, remove, or otherwise impair the variety, legibility or availability of a public record constitutes tampering with public records punishable under AS 11.56.815-820. Other disciplinary action may be taken up to and including dismissal.
Signature of Authorized Representative
Date Type or printed Name of authorized Representative Title 16)
Signature of Head of Contracting Agency or Designee CONTRACTING AGENCY Department/Division Typed or Printed Name of Authorizing Official ALASKA SEAFOOD MARKETING INSTITUTE
Signature of Project Director
Date Typed or Printed Name of Project Director Title
Title 18) APPROVAL BY THE DEPARTMENT (if applicable)
02-112 (Rev: 05/88)
APPENDIX A – GENERAL PROVISIONS
Article 1. Definitions.
1.1 In this contract and appendices, “Project Director” or “Agency Head” or “Procurement Officer” means the person who signs this contract on behalf of the Requesting Agency and includes a successor or authorized representative. 1.2 “State Contracting Agency” means the department for which this contract is to be performed and for which the Commissioner or Authorized Designee acted in signing this contract. Article 2. Inspection and Reports.
2.1 The department may inspect, in the manner and at reasonable times it considers appropriate, all the contractor’s facilities and activities under this contract. 2.2 The Contractor shall make progress and other reports in the manner and at the times the department reasonably requires. Article 3. Disputes.
3.1 Any dispute concerning a question of fact arising under this contract which is not disposed of by mutual agreement shall be decided in accordance with AS 36.30.620.632. Article 4. Equal Employment Opportunity.
4.1 The contractor may not discriminate against any employee or applicant for employment because of race, religion, color, national origin, or because of age, physical handicap, sex, marital status, changes in marital status, pregnancy or parenthood when the reasonable demands of the position(s) do not require distinction on the basis of age, physical handicap, sex, marital status, changes in marital status, pregnancy, or parenthood. The contractor shall take affirmative action to insure that the applicants are considered for employment and that employees are treated during employment without unlawful regard to their race, color, religion, national origin, ancestry, physical handicap, age, sex, marital status, changes in marital status, pregnancy or parenthood. This action must include, but need not be limited to, the following: employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training including apprenticeship. The contractor shall post in conspicuous places, available to employees and applicants for employment, notices setting out the provisions of this paragraph. 4.2 The contractor shall state, in all solicitations or advertisements for employees to work on State of Alaska contract jobs, that it is an equal opportunity employer and that all Contractor’s Initials _____ Client’s Initials _____
4.3 The contractor shall send to each labor union or representative of workers with which the contractor has a collective bargaining agreement or other contract or understanding a notice advising the labor union or workers' compensation representative of the contractor's commitments under this article and post copies of the notice in conspicuous places available to all employees and applicants for employment. 4.4 The contractor shall include the provisions of this article in every contract, and shall require the inclusion of these provisions in every contract entered into by any of its subcontractors, so that those provisions will be binding upon each subcontractor. For the purpose of including those provisions in any contract or subcontract, as required by this contract, "contractor" and "subcontractor" may be changed to reflect appropriately the name or designation of the parties of the contract or subcontract. 4.5 The contractor shall cooperate fully with State efforts which seek to deal with the problem of unlawful discrimination, and with all other State efforts to guarantee fair employment practices under this contract, and promptly comply with all requests and directions from the State Commission for Human Rights or any of its officers or agents relating to prevention of discriminatory employment practices. 4.6 Full cooperation in paragraph 4.5 includes, but is not limited to, being a witness in any proceeding involving questions of unlawful discrimination if that is requested by any official or agency of the State of Alaska; permitting employees of the contractor to be witnesses or complainants in any proceeding involving questions of unlawful discrimination, if that is requested by any official or agency of the State of Alaska; participating in meetings; submitting periodic reports on the equal employment aspects of present and future employment; assisting inspection of the contractor's facilities; and promptly complying with all State directives considered essential by any office or agency of the State of Alaska to insure compliance with all federal and State laws, regulations, and policies pertaining to the prevention of discriminatory employment practices. 4.7 Failure to perform under this article constitutes a material breach of the contract. Article 5. Termination.
The Project Director, by written notice, may terminate this contract, in whole or in part, when it is in the best interest of the State. The State is liable only for payment in accordance with the payment provisions of this contract for services rendered before the effective date of termination.
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No Assignment of Delegation.
The contractor may not assign or delegate this contract, or any part of it, or any right to any of the money to be paid under it, except with the written consent of the Project Director and the Agency Head. Article 7. No Additional Work or Material.
No claim for additional services, not specifically provided in this contract, performed or furnished by the contractor, will be allowed, nor may the contractor do any work or furnish any material not covered by the contract unless the work or material is ordered in writing by the Project Director and approved by the Agency Head. Article 8. Independent Contractor.
The contractor and any agents and employees of the contractor act in an independent capacity and are not officers or employees or agents of the State in the performance of this contract. Article 9. Payment of Taxes.
As a condition of performance of this contract, the contractor shall pay all federal, State, and local taxes incurred by the contractor and shall require their payment by any Subcontractor or any other persons in the performance of this contract. Satisfactory performance of this paragraph is a condition precedent to payment by the State under this contract. Article 10. Ownership of Documents.
All designs, drawings, specifications, notes, artwork, and other work developed in the performance of this agreement are produced for hire and remain the sole property of the State of Alaska and may be used by the State for any other purpose without additional compensation to the contractor. The contractor agrees not to assert any rights and not to establish any claim under the design patent or copyright laws. The contractor, for a period of three years after final payment under this contract, agrees to furnish and provide access to all retained materials at the request of the Project Director. Unless otherwise directed by the Project Director, the contractor may retain copies of all the materials. Article 11. Governing Law.
This contract is governed by the laws of the State of Alaska. All actions concerning this contract shall be brought in the Superior Court of the State of Alaska. Article 12. Conflicting Provisions.
Unless specifically amended and approved by the department of Law the General Provisions of this contract supersede any provisions in other appendices.
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Officials Not to Benefit.
Contractor must comply with all applicable federal or State laws regulating ethical conduct of public officers and employees. Article 14. Covenant Against Contingent Fees.
The contractor warrants that no person or agency has been employed or retained to solicit or secure this contract upon an agreement or understanding for a commission, percentage, contingent fee, or brokerage except employees or agencies maintained by the contractor for the purpose of securing business. For the breach or violation of this warranty, the State may terminate this contract without liability or in its discretion deduct from the contract price or consideration the full amount of the commission, percentage, brokerage or contingent fee.
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APPENDIX B1 INDEMNITY AND INSURANCE
The contractor shall indemnify, hold harmless, and defend the contracting agency from and against any claim of, or liability for error, omission or negligent act of the contractor under this agreement. The contractor shall not be required to indemnify the contracting agency for a claim of, or liability for, the independent negligence of the contracting agency. If there is a claim of, or liability for, the joint negligent error or omission of the contractor and the independent negligence of the contracting agency, the indemnification and hold harmless obligation shall be apportioned on a comparative fault basis. ”Contractor” and “Contracting agency,” as used within this and the following article, include the employees, agents, and other contractors who are directly responsible, respectively, to each. The term “independent negligence” is negligence other than in the Contracting agency’s selection, administration, monitoring, or controlling of the Contractor and in approving or accepting the Contractor’s work. Article 2. Insurance
Without limiting Contractor’s indemnification, it is agreed that Contractor shall purchase at its own expense and maintain in force at all times during the performance of services under this agreement the following policies of insurance. Where specific limits are shown, it is understood that they shall be the minimum acceptable limits. If the Contractor’s policy contains higher limits, the state shall be entitled to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the Contracting Officer prior to beginning work and must provide for a 30-day prior notice of cancellation, nonrenewal or material change of conditions. Failure to furnish satisfactory evidence of insurance or lapse of the policy is a material breach of this contract and shall be grounds for termination of the Contractor’s services. All insurance policies shall comply with, and be issued by insurers licensed to transact the business of insurance under AS 21. 2.1. Workers’ Compensation Insurance: The contractor shall provide and maintain, for all employees engaged in work under this contract, coverage as required by AS 23.30.045, and; where applicable, any other statutory obligations including, but not limited to, Federal U.S.L.&H. and Jones Act requirements. The policy must waive subrogation against the State. 2.2. Commercial General Liability Insurance: covering all business premises and operations used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per occurrence. 2.3. Commercial Automobile Liability Insurance: covering all vehicles used by the Contractor in the performance of services under this agreement with minimum coverage limits of $300,000 combined single limit per occurrence.
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Alaska Seafood Marketing Institute Professional Services Contract Appendix C – Scope of Services Article C-1 General: Article C-2 Responsibilities: Article C-3 Contractor’s Key Personnel: Name Title/Function The Contractor shall not make personnel changes without submitting written justification to the Client and receiving the Client’s written approval. The Contractor shall provide copies of any and all required licenses, certifications and any other requirements concerning personnel changes. Article C-4 Subcontracting: The following subcontractor’s as identified in the Contractor’s proposal, are considered essential in performing the work under this Contract: Article C-5 Client’s Key Personnel: The Client's personnel assigned to this Contract are: Name Title/Function
Article C-6 Other Governmental Requirements: The Contractor shall comply with all federal, state, municipal, or other governmental statutes, regulations, ordinances, acts, and/or requirements. Article C-7 Rejection of Work: The Contractor shall be responsible for the quality, accuracy, and proper performance of the work identified in the Contract. The Client may reject any work found to be defective or not in accordance with this Contract, regardless of the stage of completion and the time or place the error was discovered. The Client may also reject defective work that has been previously approved because of an oversight during inspection/approval. Article C-8 Media Announcements: Any and all media announcements pertaining to this Contract require the Client’s prior written approval. Article C-9 Written Communication: All written communication and invoices to the Client shall be addressed as identified on the Standard Agreement Form, Item 10. Article C-10 Contract Amendments: Either party shall notify the other immediately of any known circumstances that may require an amendment. The Contract shall only be changed or modified by the execution of a written amendment, signed by all parties. Article C-11 Confidentiality: The parties shall not, at any time, during or after the term of the Contract, disclose trade secrets or other proprietary data deemed confidential by both the Contractor and Client. Article C-12 Default: In case of default by the Contractor, for any reason whatsoever, the Client may procure the goods or services from another source and hold the Contractor responsible for any resulting excess cost and may seek other remedies under law or equity. Failure to perform and/or comply with each of the Articles under this Contract constitutes a material breach and may result in termination of the Contract.
Articles C & D Professional Services Contract
Article C-13 Waiver: The waiver by one party of any breach of the Contract, or the failure of one party to enforce any of the provisions, shall be limited to a particular instance. Neither party shall waive any future breaches or future provisions merely because a breach has been waived in a particular instance. Article C-14 Severability: If any provision of the Contract is found to be invalid under, or contravene to the laws of any particular state, borough, or county, such contravention shall not invalidate the entire Contract. The Contract shall be construed as if the invalid provision is not contained in the Contract. Article C-15 Entire Agreement: By reference, the Request for Proposals issued by the Client; the Contractor’s proposal; the Standard Agreement Form and Appendix A, B, C and D are incorporated into this Contract. This incorporates the entire understanding, and each party acknowledges that there are no other warranties, representations, covenants, or understandings of any kind, matter or description whatsoever, between the parties. Article C-16 Conflicting Provisions: In the event of any conflicting provisions, the order of procedure for resolving any conflict shall be: , First, Appendix C and Appendix D Second, proposal submitted by the Contractor; and Thrid, Request for Proposals (RFP) issued by the Alaska Seafood Marketing Institute.
Articles C & D Professional Services Contract
Alaska Seafood Marketing Institute Professional Services Contract Appendix D – Financial Considerations
Article D-1 Initial Amount and Term: Article D-2 Renewal Amount and Term: Article D-3 Total Amount and Term: The Client reserves the right to increase or decrease the Contract’s initial and/or renewal amounts, so long as the aggregate Contract amount is not exceeded. All amounts include all direct expenses, rates, fees, and any and all costs associated with the performance of this Contract. Article D-4 Contract Minimum: There are no guaranteed minimum amounts and the specific dollar amount available in any given period shall be at the Client’s discretion. Article D-5 Budget: Budgeted amounts may be changed upon all parties mutual consent, so long as the net effect to the Contract is zero. Article D-6 Compensation:
Article D-7 Tax Identification Number: The Contractor shall provide a valid federal Employee Identification Number (EIN) or Social Security Number (SSN) to the Client prior to or upon approval of the Contract. The Client shall withhold payment until a valid federal tax identification number is received and failure to provide one may result in Contract cancellation. Article D-8 Submission of Invoices: Article D-9 Cancellation For Lack of Funds: This Contract may be canceled at any time due to the lack of appropriated funds.
Articles C & D Professional Services Contract
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