1-RFSQ-UT-26-01 Project Manual, forms and draft contract.pdf

Template Version 7-8-2025

RFSQ-UT-26-01

REQUEST FOR STATEMENT OF

QUALIFICATIONS (RFSQ):

UTILITY SERVICES CONTRACTOR

QUALIFICATION & ONBOARDING

RFSQ #: RFSQ-UT-26-01

Financial Services Department 160 Lake Avenue

Budget & Procurement Office Palm Coast, FL 32164

PROPOSAL MANUAL

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TABLE OF CONTENTS PAGE

Overview _________________________________________________________________________ 2

About Palm Coast __________________________________________________________________ 3

General Requirements ______________________________________________________________ 4

RFSQ Process _____________________________________________________________________ 6

Instructions to Proposers ___________________________________________________________ 11

Evaluation of Qualifications and Award _______________________________________________ 15

CLAIMING LOCAL PREFERENCE ______________________________________________________ 17

References – OTHER THAN THE CITY OF PALM COAST ____________________________________ 18

FORM 1 – Conflict of Interest Statement ______________________________________________ 20

FORM 2 – Debarment Certification ___________________________________________________ 22

FORM 3 – Certification of Authorized Signatory _________________________________________ 24

FORM 4 – Compliance Certification Form ______________________________________________ 25

FORM 5- E-VERIFY REGISTRATION AND USE AFFIDAVIT ____________________________ 28

Form 6 - 2 CFR 200.321 Affirmative Step Requirements __________________________________ 30

FORM 7 – PUR 1355 _______________________________________________________________ 31

FORM 8 – AFFADAVIT OF COMPLIANCE _______________________________________________ 32

ATTACHMENT A- QUALIFICATION CERTIFICATION _________________________________ 33

QUALIFICATIONS COVER PAGE ___________________________________________________ 34

CONTRACT TEMPLATE ___________________________________________________________ 35

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OVERVIEW

CITY OF PALM COAST

REQUEST FOR STATEMENT OF QUALIFICATIONS (RFSQ)

TITLE

UTILITY SERVICES CONTRACTOR QUALIFICATION &

ONBOARDING

REFERENCE

ISSUED

October 8, 2025

DUE

October 30, 2025 at 2 p.m.

PROCUREMENT COORDINATOR

CHRISTINNE FOSCHAAR

(386) 986-2337 cfoschaar@palmcoastgov.com

PROJECT MANAGER

JAMES MELLEY

(386) 986-2376 jmelley@palmcoastgov.com

BRIEF DESCRIPTION

This Request for Statement of Qualifications is issued for the purpose of seeking prequalified interested Contractors and onboard them to the current pool of Contractors to provide Utility Services Contractor Qualifications & Onboarding Services on as as-needed basis to include: (1) Water, Wastewater, and Reclaimed Water Facilities; (2) Water, Wastewater, and Reclaimed Water Pipelines; (3) Manhole/Gravity Sewer/Lateral Rehabilitation; (4) Horizontal Directional Drilling (HDD)and Connections; and (5) Industrial Electrical Installation and Repair.

OTHER KEY DATES AND MEETINGS

Non-Mandatory Pre-Proposal Meeting: N/A Question Deadline: October 22, 2025 at 2 p.m.

Proposal Deadline: October 30, 2025 at 2 p.m.

The above outlines the deadlines applicable to this RFSQ. City reserves the right to modify or change the scheduled deadlines at its sole discretion and will provide notice to the Proposers of any such change(s).

DOCUMENT AVAILABILITY, SUBMISSION, OTHER INFORMATION

Proposal documents are available through the City’s Procurement Portal at (https://palmcoastgov.bonfirehub.com/portal). Proposals shall be received electronically through the City’s Procurement Portal by the specified time and date. No other method of submission will be allowed or considered (i.e. Mailed, emailed, or hand delivered).

The City of Palm Coast (the City) uses its best efforts to divide total requirements, when economically feasible, into smaller tasks or quantities and to establish delivery schedules, where the requirement permits, in order to encourage participation by minority businesses, women’s business enterprises, and labor surplus area firms in compliance with CFR 200.321. In addition, the City will consider requests from qualified business enterprises to further divide total requirements, when economically feasible, into smaller tasks or quantities and further adjust delivery schedules, where the requirement permits, which encourage further participation by minority businesses, women’s business enterprises, and labor surplus area firms.

https://palmcoastgov.bonfirehub.com/portal

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Review requests should be submitted on the portal, https://palmcoastgov.bonfirehub.com/portal, on the Messages Tab under Opportunity and Q&A, upon Project Opening and prior to the posted Questions Deadline.

ABOUT PALM COAST

The City of Palm Coast, located in Flagler County on the northeast coast of Florida, is situated halfway between St.

Augustine and Daytona Beach and about 70 miles from both the Jacksonville and Orlando metropolitan areas. Palm Coast's Interstate 95 Exit 284 (at State Road 100) is the closest I-95 exit to the beach from Maine to Miami. Palm Coast covers approximately 97 square miles and is situated on 70 miles of saltwater and freshwater canals and the Intracoastal Waterway, providing residents with abundant fishing and boating opportunities.

The City of Palm Coast is one of Florida's newest cities; incorporated in 1999. Palm Coast is a full-service City government servicing over 100,000 residents. It offers a comprehensive list of services including Water/Wastewater Management, Stormwater Management, Public Works, Administration, Economic Development, Finance, Information Technology, Parks & Recreation, Fire and Human Resources. Law Enforcement Services are provided by the Flagler County Sheriff’s Office. Facilities owned and operated by the City of Palm Coast include City Hall, the Water/Wastewater Management, Stormwater Management, the Public Works yard, the Palm Coast Community Center, the Southern Recreation Center and five fire stations.

Palm Coast also provides its residents with over a dozen City parks, a tennis center, a golf course, an aquatics center, and more than 125 miles of connecting multiuse pathways for walking, running, and bicycling. Parks and other recreational amenities are open seven days a week, usually from sunrise to sunset.

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GENERAL REQUIREMENTS

INTRODUCTION - PROJECT OVERVIEW AND OBJECTIVES

The purpose of this Request for Statement of Qualifications (RFSQ) is to award contracts to the current pool of Contractors for Utility Services Contractor Qualifications & Onboarding Services to perform specified services on an as needed basis. Work categories include: (1) Water, Wastewater, and Reclaimed Water Facilities; (2) Water, Wastewater, and Reclaimed Water Pipelines; (3) Manhole/Gravity Sewer/Lateral Rehabilitation; (4) Horizontal Directional Drilling (HDD) and Connections; and (5) Industrial Electrical Installation and Repair.

The intent of the City is to select up to two (2) of the most qualified Contractors in each work category and enter into contract(s) based upon the Evaluation Criteria provided herein.

SCOPE OF SERVICES

The scope of services (“Services”) for this project shall require the selected Contractor to perform Utility Services Contractor Qualifications & Onboarding services based on their qualifications and abilities, as determined by the needs of each project. Each project shall have a scope of work that is independent and stand alone, which shall be established at the time the City requests a pricing proposal from an awarded Contractor regarding a specific project, or scope of work.

Below are the general scopes of work for each work category of Utility Services Contractor Qualifications & Onboarding Services which may be provided under the awarded multi-year contract(s). This is not intended to be a comprehensive or exhaustive scope of services, but a general reference to the types of work/tasks that may be required by the City. The exact nature and magnitude of the services to be performed shall be defined at the time that work is awarded by contract.

1. Water, Wastewater, and Reclaimed Water Facilities:

Project services shall include but are not be limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for the construction and/or rehabilitation of City water, wastewater, and reclaimed water treatment facilities including potable and reclaimed water ground storage tanks and re-pump sites, wastewater pump stations, wastewater biosolids, reclaimed water discharge stations, well head work, and other related services including ancillary electrical work that is related to these projects. Projects may include below ground mechanical joint and above ground flange joint piping, fittings, and valves, pump station rehabilitation of the structure, piping, fittings, and valves, site grading, installation of vertical and horizontal concrete, and associated electrical motor control centers and control panels.

2. Water, Wastewater, and Reclaimed Water Pipelines:

Project services shall include but are not be limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for the installation or relocation of City water, wastewater, and reclaimed water pressure mains and wastewater collection mains via open cut including valves, air release valves, fittings, manholes, gravity sewer pipe with and without lateral connections, and ancillary equipment such as locate wires and boxes.

3. Manhole/Gravity Sewer/Lateral Rehabilitation:

Project services shall include but are not limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for the rehabilitation of City wastewater collection systems including manholes, gravity sewers, and laterals. Rehabilitation would include preparing and applying coatings in manholes, installing various gravity sewer liners especially cured in place pipe (CIPP), and installing lateral repairs. Work may include, but is not limited to:

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• Manhole and gravity sewer cleaning

• Manhole and gravity sewer pre- and post-work inspections

• Isolation and by-pass pumping

• Cured-In-Place Pipe reconstruction

• Reinstatement of services and pressure grouting

4. Horizontal Directional Drilling (HDD) and Connections:

Project services shall include but are not limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for the fusing and installation of City water, wastewater, and reclaimed water pressure mains in locations where the open cut method is not possible or is impractical. Contractor is required to manage and dispose of their drill mud in accordance with all applicable local, state and federal environmental laws.

Contractor must also install pipe using the open cut method to install valves, air release valves, fittings, restrainers, make connections as needed and identified on drawings, and ancillary equipment such as locate wires and boxes.

5. Industrial Electrical Installation and Repair:

Project services shall include but are not limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for the installation or repair of power load centers, motor control centers, generators, switch gear, instrumentation and control equipment and systems, overhead and underground conduit networks including manholes and duct banks, pump station control panels including Supervisory Control and Data Acquisition (SCADA) hardware, and programmable logic controllers.

CONTRACTOR DUTIES AND RESPONSIBILITIES:

The Contractor shall provide and pay for the following:

• All labor, materials and equipment.

• Tools, construction equipment and machinery.

• Other services and facilities necessary for the proper execution of the work including incidental items not detailed or called for, but which are required for the proper completion of the project.

• All legally required sales, consumer and use taxes.

• All applicable permits, government fees and licenses.

• Contractor shall be responsible for calling in their own locates and if any damage occurs to other utilities they will be repaired at Contractor’s expense.

• Contractor shall be responsible for furnishing and erecting erosion control and maintenance of traffic devices for each project.

• All required density, locate wire and pressure testing prior to placing in service.

• Contractor shall obtain a hydrant meter for every project prior to using any water and must return meter at the end of the project (Contractor not responsible for usage on City projects).

• Contractor shall restore any area(s) that are damaged during project completion. This includes, but is not limited to, damage to existing utilities, sink holes, pavement damage, sidewalk damage, sod damage, tree damage, fence damage, etc. The Contractor shall be required to restore the work area(s) to their pre-existing condition upon project completion. All restoration shall meet City/or FDOT Design Standards and Specifications, whichever is more stringent.

• All installations shall be conducted in compliance with materials manufacturer’s requirements.

• Survey services for construction layout and record drawings.

• Preparation of record drawings compliant with City As-Built Standards.

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RFSQ PROCESS

PURCHASING PROCEDURES: The Procurement and Contracting Procedures and Processes apply to this Request for Statement of Qualifications. These procedures can be found at:

http://www.palmcoast.gov/procurement under Procurement Policy.

INQUIRIES/INTERPRETATIONS: All Proposers shall carefully examine the Request for Statement of Qualifications (RFSQ) documents. Any ambiguities or inconsistencies shall be brought to the attention of the City prior to the due date in writing through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal); failure to do so will constitute an acceptance by the Proposer of any subsequent award decision. In addition, the City will consider requests from qualified business enterprises to further divide total requirements, when economically feasible, into smaller tasks or quantities and further adjust delivery schedules, where the requirement permits, which encourages further participation by minority businesses, women’s business enterprises, and labor surplus area firms. Any questions concerning the intent, meaning and interpretations of the RFSQ documents including the attached draft agreement, or suggestions for addenda to the RFSQ documents, shall be posed through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) during the Q&A period. Proposer should not rely on any oral statement or instructions made by any employee(s) of the City with regard to this proposal. Any oral statements or instructions given before the proposal due date will not be binding on the City.

ADDENDA: Should revisions to the RFSQ documents become necessary, the City shall post addenda on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal). All Proposers should check the City’s Procurement Portal Web Page at least three (3) calendar days before the proposal due date to verify information regarding addenda. Failure to do so could result in rejection of the proposal as unresponsive. Proposer must sign, date, and return all addenda with their proposal for the submission to be deemed Responsive. It is the sole responsibility of the Proposer to obtain information related to addenda and to ensure that the proposal considers all changes to the RFSQ documents.

ANTI-LOBBYING/CITY CONTACT : Proposers are hereby notified that all communications regarding this RFSQ, whether in writing, electronic, verbal, or by some other means, and whether made indirectly by third parties or directly by the Proposer, must be submitted to the City’s Procurement Portal Web Page. Except as expressly required by this RFSQ for formal presentations (if any), any indirect or direct communications and lobbying regarding this RFSQ made to members of the City Council, members of the Evaluation Committee, or any other City official, from the date of advertising until the time an award has been made, are strictly prohibited and may constitute grounds for immediate disqualification of the Proposer’s proposal.

PREPARATION COSTS: The City shall not be liable for any expenses incurred in connection with preparation of a proposal. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the Proposer's ability to meet the requirements of this RFSQ.

LICENSES/PERMITS: Unless expressly stated in the RFSQ, all permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, City, etc. are the responsibility of the Proposer.

CONTRACT TERMS AND CONDITIONS: The length of the contract term will be three (3) years and allows for two (2) annual renewals. The draft contract template is attached to this RFSQ. Proposers should review the draft contract template prior to submitting a proposal. If Proposer wants to negotiate modifications or additional terms and conditions to the contract, then Proposer shall raise these requested modifications or additional terms and conditions by inquiry in writing through the City’s Procurement Portal Web Page. UNLESS EXPRESSLY ACCEPTED BY THE CITY AND ISSUED BY ADDENDA, ONLY THE TERMS AND CONDITIONS IN THIS RFSQ SHALL APPLY. NO ADDITIONAL TERMS AND CONDITIONS INCLUDED WITH THE PROPOSAL SHALL BE CONSIDERED. ANY AND ALL https://palmcoastgov.bonfirehub.com/portal

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SUCH ADDITIONAL TERMS AND CONDITIONS ARE INAPPLICABLE TO THIS RFSQ, WHETHER SUBMITTED PURPOSEFULLY OR INADVERTENTLY, OR APPEARING SEPARATELY IN TRANSMITTAL LETTERS, SPECIFICATIONS, LITERATURE, PRICE LISTS OR WARRANTIES. IT IS UNDERSTOOD AND AGREED THAT THE GENERAL AND/OR ANY SPECIAL CONDITIONS IN THESE RFSQ DOCUMENTS AND SUBSEQUENT ADDENDA ARE THE ONLY CONDITIONS APPLICABLE TO THE PROPOSER’S SUBMITTAL, AND THE PROPOSER'S SIGNATURE ON THE RESPONSE FORM ATTESTS TO THIS STATEMENT. EXCEPTIONS TO THE TERMS AND CONDITIONS WILL NOT BE ACCEPTED.

SUBMISSIONS: Refer to the Instructions to Proposers for instructions on preparation of the proposal.

TIME TO RESPOND: Proposals shall be submitted electronically through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) for receipt by the specified time and date. NO OTHER METHOD OF SUBMISSION WILL BE ALLOWED OR CONSIDERED (I.E. MAILED, EMAILED, OR HAND DELIVERED). It is strongly recommended that Proposers begin the uploading process at least ONE (1) day before the Proposal Deadline set forth in the Overview for sufficient time to complete the process. NO SUBMISSIONS THROUGH THE CITY’S PROCUREMENT PORTAL WEB PAGE WILL BE ALLOWED OR CONSIDERED AFTER THE SPECIFIED TIME AND DATE.

For general assistance, please contact Budget and Procurement Division staff at least one business day in advance of the proposal due date. For technical questions related to the submission portal, please contact Bonfire at Support@GoBonfire.com or visit their help forum at https://bonfirehub.zendesk.com/hc.

ADDITIONAL INFORMATION/FOLLOW-UP: No additional information may be submitted, or follow-up made, by any Proposer after the stated due date, outside of a formal presentation to the Evaluation Committee, unless requested by the City. At the time of opening and upon review of the proposals submitted, the City reserves the right to request all required forms/attachments (other than the pricing form, issued addenda and Form 4) that may have not been submitted at the time of submittal. The respondent shall have one (1) business day from the City’s request to supply this information to the City for their proposal to be considered valid.

UNDERGROUND UTILITIES: Information provided to Proposer as to the location of existing utilities has been prepared from the most reliable data available to the City. This information is not guaranteed, however, and it shall be the Proposer’s responsibility to determine the location, character and depth of existing utilities.

DELAYS: The City, at its sole discretion, may delay the scheduled due dates indicated if it is to the advantage of the City to do so. The City will notify Proposers of all changes in scheduled due dates by posting the notification in the form of addenda on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal).

PROPOSAL WITHDRAWAL: Proposers may withdraw their proposals through the City’s Procurement Portal prior to the time and date set for the proposal deadline. Once opened, proposals become the property of the City and will not be returned to the Proposers.

INCOMPLETE PROPOSALS/MISTAKES IN PROPOSAL: FAILURE TO SIGN AND RETURN ANY OR ALL ISSUED ADDENDA, FAILURE TO RETURN A SIGNED AND COMPLETED PRICING FORM, IF APPLICABLE, AND/OR FAILURE TO SIGN AND RETURN A COMPLETED FORM 4 COMPLIANCE CERTIFICATION SHALL BE ABSOLUTE DISQUALIFICATION OF THE PROPOSAL AS NON-RESPONSIVE. Other than the pricing form, if applicable, issued Addenda, and Form 4, the City reserves the right, at City’s discretion, to reject the proposal, or to request all required forms/attachments that may have not been submitted, or that may be otherwise incomplete or noncompliant in the City’s opinion. Upon request by the City, the Proposer shall have one (1) business day to supply this information to the City for the proposal to be considered valid. Proposers are expected to examine the terms and conditions, specifications, delivery schedule, prices, extensions and all instructions pertaining to supplies and services. Failure to do so will be at Proposer's risk. In the event of extension or addition error(s), the unit price, and extension will prevail, and the Proposer's total offer will be corrected accordingly. Written amounts take precedence over numerical amounts.

Proposals submitted having erasures or corrections must be initialed in ink by the Proposer.

mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc

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PUBLIC OPENING: The proposals shall be opened publicly and the names of the Proposers shall be read aloud at that time. Persons with disabilities needing assistance to participate in the public opening should contact the City Human Resource Office ADA Coordinator at 386-986-2570 at least forty-eight (48) hours in advance of the public opening.

ACCEPTANCE/REJECTION/GROUNDS FOR DISQUALIFICATION: The City reserves the right to accept or reject any or all proposals, or any part of a submittal for any reason and without penalty prior to or after the rankings are made by the City, and to terminate any contract negotiations commenced with any Proposer. City will make the award to those Proposers, who in the opinion of the City will be in the best interest of or the most advantageous to the City. The City also reserves the right to reject the proposal of any Proposer who has previously failed in the proper performance of an award or failed to deliver on time contracts of a similar nature, or who, in the City's opinion, is not in a position to perform properly under this award. The City reserves the right to inspect all facilities of Proposers in order to make a determination as to the foregoing. The City reserves the right to waive or enforce any irregularities, informalities, and technicalities and may at its discretion, request a re-procurement. This section shall be construed liberally to benefit the public and not the Proposer. Any of the following causes may also be considered as sufficient grounds for disqualification of a Proposer or the rejection of a proposal:

a) Submission of more than one proposal for the same work by any entity under the same or different names.

b) Evidence of collusion among Proposers.

c) Lack of responsibility as shown by past work in similar projects including, but not limited to, life safety performance, strict adherence to all maintenance of traffic requirements, if applicable, workmanship, progress and scheduling, and financial irresponsibility. The City may also consider past litigation and claim history of the Proposer as evidenced by prior frivolous claims made by Proposer in connection with other projects.

d) Delayed, incomplete or nonperformance to which the Proposer is committed by contract which may raise concern about the timely performance under this RFSQ.

e) Any Proposer that submits a proposal containing information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration. Falsification of any entry made on the proposal shall be deemed a material irregularity and will be grounds, at the City's option, for disqualification of the Proposer or rejection of the proposal.

f) Proposers, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of submittal of the proposal for the type of goods/services to be provided. Should Proposer not be fully licensed and certified, its proposal shall be rejected.

g) Misrepresentation of any material fact, whether intentional or not, regarding the Proposer’s insurance coverage, policies or capabilities may be grounds for rejection of the proposal and rescission of any ensuing contract.

h) Non-compliance with the submittal requirements of these Instructions to Proposers

i) Any other evidence which may hinder or otherwise delay completion of the Project may be grounds for disqualification.

SELECTION AND AWARD: The award will be made to a responsive, responsible Proposer consistent with the process and award criteria set forth in the Evaluation of Qualifications and Award herein. The City reserves the right to accept any proposal or combination of proposal alternates which, in the City’s judgment, will best serve the City’s interest. Pursuant to Florida Statutes § 287.05701, the City will not will not give preference to or request documentation of or consider a vendor’s social, political, or ideological interests when determining the vendor’s qualifications. Discrepancies in the multiplication of units of work and unit prices will be resolved in favor of the unit price. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Proposer understands that submission of its proposal constitutes Proposer’s acceptance of the terms and conditions of this Request for Statement of Qualifications, including the contract template attached. However, Proposer also understands that its proposal does not constitute an agreement or a contract with the City. The City reserves the right to reject all proposals, to waive any formalities, to solicit and re-advertise for new proposals or to abandon the project in its entirety. The right is reserved to make a separate award

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a) AWARD CRITERIA: Refer to Section entitled, “Evaluation of Qualifications and Award”.

b) LOCAL BUSINESS PREFERENCE IN SELECTION AND AWARD: The City has a Local Business Preference

Policy, see Section 2-30 of the City of Palm Coast Code of Ordinance, designed to aid Local Vendors. The Policy allows Local Vendors (defined below) to be awarded a solicitation if their cost to the City is within 3%

- 5% (depending on amount) up to total of $20,000 (see calculation below). The City’s Local Business Preference is not applicable to any Request for Statement of Qualifications where funding will be in whole or part from any federal or state agency; or a local agency with differing or no local preference.

1. Local Vendor – For purposes of application of the Local Business Preference, a Local Vendor is a businesses that has its headquarters, manufacturing facility, or locally-owned franchise located in, or having a street address within, the legal boundaries of the City of Palm Coast for at least one (1) year immediately prior to this RFSQ If the local business preference does not result in the Palm Coast business being awarded the RFSQ, then the local business preference shall be given to businesses have its headquarters, manufacturing facility, or locally-owned franchise located in, or having a street address within, the legal boundaries of Flagler County for at least one (1) year immediately prior to the RFSQ. Post office boxes do not qualify as a verifiable business address.

2. Calculation of Amount of Preference - Five percent (5%) of the total quoted price up to $200,000.00.

Three percent (3%) of the total quoted price above $200,000.00. Total local business preference shall be limited to $20,000.00 for each project.

POSTING OF PROPOSAL AWARD: Notice of Intent to Award will be posted on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) prior the City’s final approval process.

PROTEST: Protests hereunder shall be in accordance with City Code of Ordinances Chapter 2, Article 1, Division 3, Section 2-29 Bid Protest Procedures (https://library.municode.com/fl/palm_coast).

PUBLIC RECORDS: Upon Notice of Intent to Award or thirty (30) days after opening, proposals become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Proposers must invoke the exemptions to disclosure provided by law in the response to the proposal documents, and must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. The City cannot guarantee the confidentiality of any document.

PROPOSALS TO REMAIN FIRM: All proposals shall remain firm for a minimum of one-hundred and twenty (120) days after the day of the opening to allow for the evaluation, selection process and proper execution of the contract.

If need be, the Proposer and the City may mutually agree to extend that time up to an additional ninety (90) days.

MULTIPLE SUBMISSIONS: More than one proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal will be cause for rejection of all proposals in which such Proposer is believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers. Proposals in which the prices obviously are unbalanced will be subject to rejection.

NON-APPROPRIATION OF FUNDS: In the event that insufficient funds are appropriated and budgeted or funding is otherwise unavailable in any fiscal period for the goods and or services which are the subject of this RFP and any Contract awarded hereunder, the City shall have the unqualified right to terminate any related Purchase Order(s), Work Order(s) and/or Contract upon written notice to the Proposer, without any penalty or expense to the City. No guarantee, warranty or representation is made that any particular work or any project(s) will be assigned to any Proposer(s).

GOVERNMENTAL RESTRICTIONS: In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal https://library.municode.com/fl/palm_coast

10 | P a g e prior to their delivery, it shall be the responsibility of the Proposer to notify the Budget and Procurement Division at once in writing, indicating the specific regulation which requires an alteration, including any price adjustments. The City reserves the right to accept such alteration or to cancel the contract or purchase order at no further expense to the City.

PATENTS AND COPYRIGHTS: The Proposer shall indemnify and hold harmless, the City, its employees and any of its Council Members from liability of any nature or kind, including cost and expenses for or on account of, or for infringement of, patent rights, copyrights, or other intellectual property rights. Further, if such a claim is made, or is pending, the Proposer may, at its option and expense, procure for the City the right to use, replace or modify the item to render it non-infringing. If none of the alternatives are reasonably available, the City agrees to return the article on request to the Proposer and receive reimbursement. If the Proposer uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understood, without exception, that the proposal prices include all royalties or cost arising from the use of such design, device, or materials in any way involved in the work.

PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES: The City of Palm Coast hereby permits the successful Proposer to extend the pricing, terms and conditions of this solicitation and resultant contract to other governmental entities at the discretion of the successful Proposer. Each governmental agency desiring to accept the successful proposal, and make an award thereof, shall do so independently of any other governmental agency. Each governmental agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no governmental agency assumes any liability by virtue of the award by any other governmental agency.

ADVERTISING: In submitting a proposal, Proposer agrees not to use the results as a part of any commercial advertising, without the express written approval of a City employee with the appropriate level of authority.

CITY LOGO: Proposers are approved to use the City logo in your submission materials and/or presentations.

DEBARMENT: Following award, where the successful Proposer’s services are subsequently terminated for cause, the City reserves the right to suspend/debar the successful Proposer from submitting proposals on City procurements/contracts for a period of up to 36 months and/or pursue any and all other remedies available to the City.

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INSTRUCTIONS TO PROPOSERS

PROPOSAL SUBMITTAL

The Proposer must submit a proposal that substantially complies with this RFSQ in all material aspects. All proposals must contain direct responses to the requested information. The response should be organized so that specific sections and questions being responded to are readily identifiable and in the same sequence as outlined below. The proposal shall cover in as much detail as possible the requirements of the RFSQ, subject to modification and enhancements as a result of information gained during the selection process. However, Proposers are advised that lengthy or overly verbose or redundant submissions are not necessary. Proposers are advised to carefully follow these Instructions in order to be considered fully responsive to this RFSQ. Compliance with all requirements will be solely the responsibility of the Proposer. Proposers shall submit all required forms through the process outlined in the Preparing and Uploading Submission section below. By submitting a response, the Proposer warrants that its proposal is correct.

The proposal must be divided into five (5) sections with references to parts of this RFSQ done on a section number/paragraph number basis. The five (5) sections shall be named:

SECTION 1 - QUALIFICATIONS COVER PAGE AND COVER LETTER

Respondent shall complete and submit the Qualifications Cover Page, provided herein, and must also provide a 1-2 page cover letter, that must include, but is not limited to the following:

• Full legal company name, including any fictitious name(s), and Company type (i.e. Corporation, Partnership, Joint Venture, etc.);

• Physical street address and mailing address (if different), including any other location(s) which may perform portions of the Services;

• Primary point of contact information (name, title, phone, email), and any secondary or supplemental point(s) of contact information;

• Names and titles of principals, partners, or owners, as applicable;

• Brief statement of company history (date of establishment, number of years in business, number of employees, etc.) and business philosophy; and

• Brief statement regarding the Respondent’s interest in this project.

SECTION 2: COMPANY AND TEAM QUALIFICATIONS: Respondent must provide documentation to fully demonstrate the qualification, education, and abilities of Key Personnel for the Respondent, as well as any proposed Sub-Contractors that shall be performing Services, if awarded. The required documentation shall include, at a minimum:

Qualification Certification – Complete and submit Attachment “A” provided herein.

Key Personnel – Submit information to identify the Key Personnel proposed for this project and demonstrate the qualifications, experience and capabilities of the individuals identified as Key Personnel.

Licenses/Certifications – Provide any and all current licenses and certifications applicable to this project, held by Respondent and Key Personnel who are proposed to participate in the Services

Resources – Provide a list of major company changes that have occurred in the past five (5) years. These include Key Personnel changes, resources for equipment, additional manpower, relationships with sub-contractors, or other information demonstrating resources of the Respondent for successful performance in the event that multiple Task Orders are awarded simultaneously.

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SECTION 3; RELATED EXPERIENCE: Respondent must submit a written narrative describing projects for each of the applicable work categories the respondent is seeking prequalification for. Respondents must include a description of all components included in the project, project budget versus final costs, timeframe of performance, project owner name, and point of contact (with contact information). Experience submitted must, at a minimum, meet the related experience requirements as provided below:

1. Water, Wastewater, and Reclaimed Water Facilities:

Respondent shall list/describe utility projects that have been completed within the past five (5) years as a prime contractor for water and wastewater treatment facilities or large storage and master pumping facilities in Florida.

The project(s) shall be less than $500k in value.

2. Water, Wastewater, and Reclaimed Water Pipelines:

Respondent shall list/describe utility projects that have been completed within the past five (5) years as a prime contractor for 4” to 24” water, wastewater, and reclaimed water mains in Florida. The project(s) shall be less than $500k in value. Respondent shall demonstrate experience installing mains along or under FDOT, County, or Municipal right of way and along corridors which were timbered, cleared, and grubbed. On-site residential and/or commercial development projects will not be considered as relevant experience and shall not be included.

3. Manhole/Gravity Sewer/Lateral Rehabilitation:

Respondent shall list/describe utility projects that have been completed within the past five (5) years as a prime contractor for wastewater collection system rehabilitation in Florida. The project(s) shall be less than $500k in value.

Respondent shall submit experience with Raven, GML Green Monster, and Sprayroq lining systems.

4. Horizontal Directional Drilling (HDD) and Connections:

Respondent shall list/describe utility projects that have been completed within the past five (5) years as a prime contractor for 4” to 24” HDPE water, wastewater, and reclaimed water mains in Florida The project(s) shall be less than $500k in value. Respondent shall demonstrate experience working along or under FDOT, County, or Municipal right of way and along corridors which were timbered, cleared, and grubbed. On-site residential and/or commercial development projects will not be considered as relevant experience and shall not be included.

5. Industrial Electrical Installation and Repair:

Respondent shall list/describe utility projects that have been completed within the past five (5) years as a prime contractor or subcontractor for water and wastewater treatment facilities or large storage and master pumping facilities in Florida using 480V and 3 phase power. The project(s) shall be less than $500k in value. The County reserves the right to contact any or all of the entities provided to verify past performance information related to the projects submitted for consideration of Related Experience.

Any Proposal/Respondent that fails to meet the stated minimum requirements for Related Experience or is determined to have a history of sub-standard past performance may, at the County’s sole discretion, be removed from further consideration.

SECTION 4 - PROJECT APPROACH, QUALITY, AND SCHEDULE CONTROL

Bidders shall provide a detailed description of their proposed project approach, including methodology for completing the scope of services, communication strategies, and coordination with City staff. The submittal must outline the bidder’s quality control procedures, including methods for ensuring accuracy, compliance with applicable standards, and stakeholder satisfaction. Bidders shall also describe their schedule control measures, such as project management tools, progress monitoring, reporting methods, and strategies for addressing delays

13 | P a g e or unforeseen issues. The response should demonstrate the bidder’s ability to deliver high-quality services within the required timeframe while maintaining accountability and transparency throughout the project.

SECTION 5 - REQUIRED FORMS: This section shall include the required forms which are available at the end of this Proposal Manual.

INSURANCE

Proposers shall have insurance coverage that complies with the Insurance Requirements set forth in the Contract Template attached to this RFSQ. Proof of insurance shall be furnished to the City prior to final execution of the contract.

PROPOSAL SECURITY

A security is ☐ required, or ☒ not required for this proposal. If a security is required, a bond shall accompany each proposal if the proposal amount is one-hundred thousand dollars ($100,000) or greater. The bond shall be for an amount not less than five percent (5%) of the price/cost and shall be made payable to the City as a guarantee that the proposer will not withdraw its proposal for a period of one hundred twenty (120) days after proposal closing time and, upon award, will execute a contract with the City.

CONFIDENTIAL MATERIALS

Any materials that Proposer claims qualify as “trade secrets” under the Public Records Act shall be segregated, clearly labeled “trade secrets”, and accompanied by an executed Non-Disclosure Agreement for Confidential Materials.

WARRANTY AGAINST FRAUD AND COLLUSION

By submitting a proposal in response to this RFSQ, the Proposer warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Proposer, to solicit or secure this business and the resulting contract, and that the Proposer has not paid, or agreed to pay, any person, company, corporation, individual or firm, other than a bona fide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon, or resulting from, the award or the resulting contract. For the breach or violation of this provision, the City shall have the right to disqualify the proposal and terminate the Agreement at its sole discretion, without liability, and to deduct from the contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration.

By submission of a proposal, Proposer affirms that its proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. Proposer agrees to abide by all conditions of this RFSQ and the resulting contract.

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PREPARING AND UPLOADING SUBMISSION

1. PREPARE YOUR SUBMISSION MATERIALS:

Requested Information:

Name Type # Files Requirement

RFSQ Proposal File Type: PDF (.pdf) Multiple Required

Required Forms 1 - 8 File Type: PDF (.pdf) Multiple Required

References File Type: PDF (.pdf) Multiple Required

Addendum (If Issued) File Type: PDF (.pdf) Multiple Required

Underground Utility License File Type: PDF (.pdf) Multiple Required

Qualifications Cover Page and Cover Letter

File Type: PDF (.pdf) Multiple Required

Attachment A- Qualification Certification

File Type: PDF (.pdf) Multiple Required

• Please note the type and number of files allowed. The maximum upload file size is 1000 MB.

• Please do not embed any documents within your uploaded files, as they will not be accessible or evaluated.

2. UPLOAD YOUR SUBMISSION: https://palmcoastgov.bonfirehub.com/opportunities/204664

Important Notes:

• Each item of Requested Information will only be visible after the Closing Time.

• Uploading large documents may take significant time, depending on the size of the file(s) and your Internet connection speed.

• You will receive an email confirmation receipt with a unique confirmation number once you finalize your submission.

• Minimum system requirements: Internet Explorer 11, Microsoft Edge, Google Chrome, or Mozilla Firefox.

Javascript must be enabled. Browser cookies must be enabled.

https://palmcoastgov.bonfirehub.com/opportunities/XXXX

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EVALUATION OF QUALIFICATIONS AND AWARD

SELECTION CRITERIA: The selection criteria for this RFSQ is set forth below (Must total 100 Weighted Points)

Project Approach, Quality & Schedule Control (Weighted 30 points)

Unacceptable – No Response Provided or Information Does not Meet or Comply with Criteria

Poor – Partial submit or very limited info meets requirements

Below Standard – Mostly does not meet requirements

Marginal – Partially Meets Criteria 3 Average – Barely Meets Requirements 4 Above Average – Meets Requirements 5 Good – Slightly above Requirements 6 Very Good – Meets Requirements with partial that exceed

Well above average – Meets Requirements with majority that exceed

Excellent – Exceeds Requirements 9 Outstanding – Far Exceeds Requirements 10

Company and Team Qualifications (Weighted 30 points) Unacceptable – No Response Provided or Information Does not Meet or Comply with Criteria

Poor – Partial submit or very limited info meets requirements

Below Standard – Mostly does not meet requirements

Marginal – Partially Meets Criteria 3 Average – Barely Meets Requirements 4 Above Average – Meets Requirements 5 Good – Slightly above Requirements 6 Very Good – Meets Requirements with partial that exceed

Well above average – Meets Requirements with majority that exceed

Excellent – Exceeds Requirements 9 Outstanding – Far Exceeds Requirements 10

Related Experience (Weighted 40 points)

Unacceptable – No Response Provided or Information Does not Meet or Comply with Criteria

Poor – Partial submit or very limited info meets requirements

Below Standard – Mostly does not meet requirements

Marginal – Partially Meets Criteria 3 Average – Barely Meets Requirements 4 Above Average – Meets Requirements 5 Good – Slightly above Requirements 6 Very Good – Meets Requirements with partial that exceed

Well above average – Meets Requirements with majority that exceed

Excellent – Exceeds Requirements 9 Outstanding – Far Exceeds Requirements 10

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EVALUATION / RANKING:

Prior to receipt of proposals, the City will establish an Evaluation Committee to evaluate the proposals. Separately, each individual Evaluation Committee member will score each criteria listed above for each proposal. The scores will range from the minimum points allowed to the maximum points allowed for the corresponding criteria.

The City’s Budget and Procurement Office will then compile these scores. A meeting may be held to review the individual scores and discuss significant variances. Scores may be modified at this time. The BPO Coordinator shall convert each evaluation committee “members” total points for each submittal into a ranking. Each member’s top ranked submittal will be assigned ranking of “1”; the second a ranking a “2” and so on. The City reserves the right to establish alternate selection criteria, rescore, re-rank, and/or shortlist. The City in its sole discretion will determine the method of evaluation and award that is most advantageous to the City.

The City reserves the right to contact references provided by the Proposer or visit operations listed in the proposal.

Information supplied by client references or obtained upon site visits may be used in determining the relative merits of the Proposer under any and all of the Evaluation Criteria.

The City reserves the right to make a separate award of each item, group of items or all items, and to make an award, in whole or in part, whichever is deemed in the best interest of the City.

ORAL PRESENTATIONS (IF REQUIRED)

The Evaluation Committee shall make reasonable effort to achieve the ranking using written submittals alone. If, at City’s sole discretion, no single top-ranked Proposer can be clearly identified based on the written submittals alone, then the City may post a Notice of Shortlist and schedule the top ranked Proposer(s) to give oral presentations. The City may choose one or more of the top ranked Proposers to present. Such presentations are exempt from public meeting requirements in accordance with Section 286.0113(2)(b)1.

When oral presentations are held, the following guidelines will be used:

• The City shall establish the schedule. Proposers will be notified at least seven (7) calendar days in advance of the date, time and place. The specific format of each presentation will be provided to Proposers with the notifications.

• The City shall allot equal time for each Proposer divided into three sequential parts: formal presentations, questions/answers, and discussion. Presentations provide an opportunity for the Proposers to demonstrate their ability to use time efficiently, effectively and economically.