03-26-15JS_Exhibit_B_-_Proposal_Requirements.pdf

RFP #26-15JS St. Armands Key and Lido Key Assessment District Overhead Utility Undergrounding Program

EXHIBIT B: PROPOSAL RESPONSE REQUIREMENTS

This section identifies specific information which must be contained within the proposal and the order in which such information should be organized. The information each Proposer provides will be used to determine those Proposals that best meets the overall needs of the City. The Proposal should contain sufficient detail to permit the City to conduct a meaningful evaluation. However, overly elaborate responses are not requested or desired.

By submitting a proposal response Proposer, hereby declares that no person or other entities other than the Proposer has personal interest in this Solicitation, that this Solicitation is made without collusion with others; and that Proposer has carefully read and examined the Scope of Work, and with full knowledge of all conditions under which the services herein are contemplated must be furnished, hereby propose and agree to furnish these services according to the requirements set out in the Scope of Work for the prices as listed on the Bid Form.

FORMAT OF PROPOSAL RESPONSE

INTRODUCTION

Include the following in this section of the Proposal.

1. A cover page that identifies Proposer, the RFP by title, and the RFP number.

2. An introductory letter/statement that describes your proposal in summary form

(limit 2 pages).

MINIMUM QUALIFICATION REQUIREMENTS

In this section submit the information and documentation requested that confirms Proposer meets the following minimum qualification requirement(s)

Submit the information and documentation requested that confirms Proposers meets the following minimum qualification requirement(s). Proposer must meet these minimum qualification requirements in order to be considered a responsible proposer. Proposals from Proposers deemed non-responsible will not be evaluated or considered for award.

1. The Proposer must demonstrate experience on a minimum of three (3) Florida overhead-to-underground electric and communication utility undergrounding projects that were completed or in final construction within the past ten (10) years. Projects must include experience with electric utility coordination and may include residential and/or commercial service conversions.

Supporting documentation shall include project descriptions identifying the project name and location, the client or owner and contact information, the status of the project, and a description of the Proposer’s role and scope of services.

2. The Proposer must identify a project team with demonstrated experience relevant to the services requested. At a minimum, the Proposer shall identify a lead for electric utility coordination with experience coordinating residential and commercial service conversions for Florida undergrounding projects, and a lead for assessment methodology development and bond-validation support with experience supporting non-ad valorem assessment programs or assessment-based infrastructure financing in Florida.

Supporting documentation shall include identification of key personnel assigned to the project and résumés demonstrating relevant experience.

3. The Proposer must demonstrate experience supporting assessment-funded or assessment-based infrastructure programs, including activities such as but not limited to feasibility analysis, preliminary engineering support, cost estimating, assessment methodology development, and coordination with legal, financial, and utility partners.

Supporting documentation shall include narrative descriptions of similar programs delivered for Florida local governments and a description of the Proposer’s role in supporting assessment development, statutory processes, or bond validation, if applicable.

4. The Proposer must demonstrate familiarity with and experience working under Florida Statutes Chapters 163, 170, and 197.3632, and applicable local government codes governing improvement areas and non-ad valorem assessments.

Supporting documentation shall include project examples or narrative descriptions demonstrating experience with statutory compliance on similar Florida programs.

TRADE SECRETS

Pursuant to Florida Statute identify any trade secret being claimed. NOTE:

Designation of the entire Proposal as “Trade ‘Secret’, ‘Proprietary’ or ‘Confidential’ is not permitted and may result in a determination that the Proposal is non-responsive and therefore will not be evaluated or considered.

Proposer must submit purported trade secret information as follows:

1. Trade secret material must be segregated in a separate document, from the portions of the Proposal that are not being declared as trade secret. NOTE:

Trade secret requests made after the Due Date and Time are not allowed.

2. Proposer shall cite, for each trade secret claimed, the Florida Statute number which supports the designation. Further, Proposer shall Proposal a brief written explanation as to why the cited Statute is applicable to the information claimed as trade secret.

3. Proposer shall provide an electronic copy of its proposal complete with all information and an additional electronic copy of its proposal that redacts all designated trade secrets.

PROPOSER STATEMENT OF ORGANIZATION

In this section, provide information and documentation on Proposer as follows:

1. Legal contracting name including any dba or fictitious name in which Proposer operates under.

2. State of organization or incorporation.

3. Ownership structure of Proposer’s company (e.g., Sole Proprietorship, Partnership, Limited Liability Corporation, Corporation).

4. List any fictitious name or dba name under which Proposer operates.

5. Federal Identification Number (if sole proprietorship, provide your Social Security number). The City collects this information for tax reporting purposes.

6. Contact information for Proposer’s corporate headquarters and local office (if different). Include the following:

i. Address

ii. City, State, Zip

iii. Phone

iv. Number of years at this location

7. List of officers, owners and/or partners, or managers of the firm. Include names, addresses, email addresses, and phone numbers.

PROPOSER EXPERIENCE

In this section, provide details of Proposer’s experience to include the following:

Provide a brief summary of the Proposer’s company history and background, including firm size, areas of practice, and experience providing professional services to Florida local governments.

Describe the Proposer’s experience with Florida overhead-to-underground electric and communication utility projects, including projects completed or in final construction within the past ten (10) years and the Proposer’s role in utility coordination.

Describe the Proposer’s experience with assessment-funded or assessment-based infrastructure programs, including non-ad valorem assessment districts, improvement areas, or similar financing mechanisms.

Summarize the Proposer’s experience working in mixed-use, residential, or commercial areas, including coordination with residents, businesses, utilities, and public agencies during planning and implementation.

Describe the Proposer’s experience supporting public engagement and transparency for assessment-based infrastructure programs, including development of web-based content, public-facing dashboards or project websites, parcel-level information tools, FAQs, and other materials used to clearly communicate assessment methodologies, costs, schedules, and program status to property owners and stakeholders.

Identify any notable accomplishments or recognitions related to utility undergrounding, infrastructure delivery, or program management.

TEAM’S EXPERIENCE

In this section provide details of Proposer’s team’s experience to include the following: If no conflict of interest exists,

1. Identify and include information regarding experience and qualifications of Proposer’s personnel and any subconsultants to be assigned to provide consulting services to the City to include the following: relevant education, their roles, whether full time or part time, their expertise, qualifications, and tenure with the organization emphasizing prior experience with issues pertaining to municipalities and the services requested herein.

2. Describe any significant or unique accomplishments, recognition, or awards received by Proposer’s key personnel, or proposed subcontractors for previous services in their given field.

CAPACITY

Provide the following information regarding Proposer’s capacity for the provision of services:

1. Specify the location(s) where the work for these services will be performed.

2. Details of Proposer’s staffing resources, at the location that will provide services to the City.

3. Overview of Proposer’s staffing resources, at its other locations, if any.

4. Describe any work that will be subcontracted and provide the name of the subcontractor and the work to be accomplished by the subcontractor.

5. Provide a brief summary regarding any prior or pending litigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered herein, in which the Proposer, any of its partners, employees or subcontractors is or has been involved within the last three years.

6. Provide an explanation, in general terms, of Proposers’ financial capacity to perform the scope of work.

7. Provide details of any ownership changes to Proposer’s organization in the past year or changes anticipated within six months of the Due Date and Time (e.g., mergers, acquisitions, changes in executive leadership).

8. Provide documentation supporting Proposer’s ability to obtain the required insurances (e.g., current ACORD form indicating the types and amounts of insurances, a confirmation letter from Proposer’s insurer on insurer’s letterhead attesting to its ability to obtain the required insurances).

9. Provide details of Proposer’s capacity and commitment to provide priority services to the City in the event of an emergency situation to ensure continuity of City operations.

APPROACH

Provide the Proposer’s approach to performing the services required for the Assessment District Overhead Utility Undergrounding Program for St. Armands and Lido Keys. The response should demonstrate the Proposer’s understanding of the community-driven, assessment-funded nature of the program and the need for transparency, coordination, and risk management.

1. Describe the Proposer’s approach to staffing, including identification of key personnel, use of in-house staff and subconsultants, and methods for ensuring continuity of services throughout the program duration.

2. Describe the Proposer’s onboarding, training, and quality-control procedures applicable to staff assigned to this project, including familiarity with City procedures, statutory requirements, safety protocols, and coordination with utilities and public agencies.

3. Describe the Proposer’s overall approach to delivering the scope of services, including preliminary engineering support, utility coordination, assessment methodology development, parcel-level data management, and preparation of documentation required for City Commission consideration.

4. Describe the Proposer’s approach to public engagement support and transparency, including development of public-facing web-based content, project websites, FAQs, parcel-level assessment information tools, and other materials intended to clearly communicate program status, costs, schedules, and assessment methodology to property owners and stakeholders.

5. Describe the Proposer’s approach to coordination with electric and communication utilities, including management of residential and commercial service conversions, sequencing, cut-over strategies, and coordination with construction phasing to minimize impacts to residents, businesses, and visitors.

6. Describe the Proposer’s approach to schedule management and critical path control, including identification of key milestones, dependencies, and coordination points related to statutory actions, utility coordination, and optional future phases contingent upon City Commission approval.

7. Describe the Proposer’s methodology for identifying, tracking, and mitigating program risks, including development and maintenance of a Risk Register and coordination with City staff to address financial, schedule, utility, and community-related risks.

8. Describe the Proposer’s communication approach, including methods for coordinating with City staff, utilities, consultants, and stakeholders, and the formats typically used for correspondence and documentation.

9. Describe the Proposer’s approach to responsiveness and support for urgent or time-sensitive City needs, including availability during key milestones, public meetings, and statutory deadlines.

10. Provide any additional information the Proposer believes would assist the City in evaluating the Proposer’s approach to successfully delivering the requested services.

END OF SECTION