1183-RFP-25-3 Solicitation Document.pdf

REQUEST FOR PROPOSAL COVER SHEET

SOLICITATION NUMBER: 1183-RFP-25-3

SOLICITATION TITLE: INVESTMENT MANAGEMENT SERVICES

ISSUE DATE: June 17, 2025

QUESTIONS DEADLINE: July 7, 2025 5:00 PM EST

PROPOSAL DUE DATE: July 22, 2025 2:00 PM EST

The City reserves the right to modify or alter the procurement schedule as needed.

PROCUREMENT DEPARTMENT

CONTACT PERSON

Glendora Williams

EMAIL ADDRESS: Gvwilliams@rivierabeach.org

The City of Riviera Beach reserves the right to cancel this RFP at any time and for any reason before the City Council awards a contract.

Responses must be received electronically ONLY via BidNet

(https://www.bidnetdirect.com/florida/cityofrivierabeach). Responses not received electronically by the deadline will be rejected.

City of Riviera Beach, Florida

Procurement Department

1481 West 15th Street

Riviera Beach, FL 33404

Web: www.rivierabeach.org

Office: (561) 845-4180

Email: purchasing@rivierabeach.org mailto:Gvwilliams@rivierabeach.org http://www.rivierabeach.org/ mailto:purchasing@rivierabeach.org

TABLE OF CONTENTS

TABLE OF CONTENTS

I. GENERAL INFORMATION

II. SCOPE OF WORK

III. PROPOSAL REQUIREMENTS

IV. EVALUATION PROCESS

V. SOLICITATION TERMS AND CONDITIONS

ADDITIONAL ATTACHMENTS AND REQUIRED FORMS:

ATTACHMENT “A” – Offeror’s Required Forms

1. Offeror’s Checklist

2. Addendum Acknowledgment

3. Authorized Signatories

4. Certification of Proposal

5. Cone of Silence Acknowledgement Form

6. Conflict of Interest Disclosure Form

7. Drug-Free Workplace Form

8. E-Verify Affirmation Statement

9. Human Trafficking Affidavit

10. Litigation Statement

11. Non-Discrimination Affidavit

12. Non-Collusion Affidavit of Prime Offeror

13. Public Access Form

14. Public Entity Crimes Affidavit

15. Required References

16. Scrutinized Companies Certification

ATTACHMENT “B” - PRICE PROPOSAL FORM

ATTACHMENT “C” – SAMPLE STANDARD PROFESSIONAL SERVICES CONTRACT

ATTACHMENT “D” – LOCAL VENDOR PREFERENCE PROGRAM AND AFFIDAVIT

The 10 Most Critical Things to Keep in Mind When Responding to an RFP for the City of Riviera Beach

1. _______ Read the entire document. Note critical items such as: mandatory requirements; supplies/services required; submittal dates; funding amount and source; contract requirements (i.e., contract performance security, insurance requirements, performance and/or reporting requirements, etc.).

2. _______ Note the procurement contact’s name, address, phone numbers, and e-mail address. This is the only person you are allowed to communicate with regarding the RFP and is an excellent source of information for any questions you may have.

3. _______ Attend the pre-bid proposal conference if one is offered. These conferences provide an opportunity to ask clarifying questions, obtain a better understanding of the project, or to notify the City of any ambiguities, inconsistencies, or errors in the RFP.

4. _______ Take advantage of the “question and answer” period. Submit your questions online in BidNet by the advertised due date and view the answers given in the formal “addenda” issued for the RFP. All addenda issued for an RFP are available online in BidNet and will include all questions asked and answered concerning the RFP.

5. _______ Follow the format required in the RFP when preparing your response. Provide point-by-point responses to all sections in a clear and concise manner.

6. _______ Provide complete answers/descriptions. Read and answer all questions and requirements. Don’t assume the City or evaluation committee will know what your company’s capabilities are or what items/services you can provide, even if you have previously contracted with the City. The Proposals are evaluated based solely on the information and materials provided in your response.

7. _______ Check for RFP addenda. Before submitting your response, check online in BidNet for any addenda the

City has issued.

8. _______ Technical and Cost/Fee Proposals MUST be submitted separately.

9. _______ Review and read the RFP document again to make sure that you have addressed all requirements.

10. _______ Submit your response on time. Note all the dates and times listed in the RFP and be sure to submit all required items on time.

Late proposal responses are never accepted. Don’t wait until the last minute to upload electronically in BidNet.

This checklist is provided for assistance only and should NOT be submitted with the Offeror’s Response.

I. GENERAL INFORMATION

A. HISTORY AND BACKGROUND

The City of Riviera Beach (“City”) is located along the Atlantic shores of southeast Florida in Palm Beach County.

With a population of more than 38,000 residents, Riviera Beach is home to one of the most impressive beaches in the southeastern United States, boasting an average year-round temperature of 75 degrees.

Along the waterfront in Riviera Beach, residents and tourists enjoy the city’s shops, restaurants, and spectacular attractions. The waterfront marketplace draws in crowds of tourists headed for the cruise ships; the Port of Palm Beach is located in Riviera Beach, and the Margaritaville at Sea cruise ship departs every other day. Riviera Beach is a growing harbor city located along the shores of the Atlantic Ocean in southeast Florida, USA.

The City’s municipal beach is one of the finest in the state. Our beautiful sandy beaches make Riviera Beach an appealing place for sporting events. Our community and visitors provide an interesting, varied mix of young people, families and retirees from just about anywhere.

B. PURPOSE

The City of Riviera Beach (City), has issued this Request for Proposal (RFP) to solicit competitive proposals from highly qualified, experienced, and licensed firm(s), to provide investment management services, in accordance with the terms, conditions, and specification contained in this Request for Proposal (RFP). The Procurement Department is the SOLE point of contact concerning this RFP. The Procurement Department Contact is identified on the Cover Page of this RFP. All questions and communications concerning this solicitation and procurement process MUST be submitted in Bidnet by the deadline identified on the RFP cover page.

The RFP documents, including this solicitation, exhibits, attachments, addendums, and the successful proposal, shall form the terms and conditions of the Agreement.

C. QUESTIONS

Prospective proposers are required to submit any questions related to this solicitation electronically through BidNet by the deadline specified within the solicitation documents. No other forms of submission will be accepted, and only those questions submitted via BidNet will be officially received and addressed. It is the sole responsibility of the proposer to adhere to this procedure when submitting inquiries.

Responses to all questions received within the designated solicitation period will be posted as an addendum on BidNet. Proposers are advised that failure to report any known or suspected issues or failure to seek clarification or correction of any aspect of the solicitation will be done at their own risk.

D. PROPOSAL SUBMISSION:

Electronic Proposal responses shall be submitted via BidNet in response to this RFP, prior to the designated proposal due date and time indicated on the RFP Cover Page.

It will be the sole responsibility of the Proposer to become familiar with the scope of services, the City’s requirements, and systems prior to submitting a proposal.

Late submittals and paper bid submittals will not be accepted or considered. BidNet Direct’s platform will not accept late submittals.

E. ADDENDUMS AND INTERPRETATIONS:

The City reserves the right to amend this solicitation prior to the due date. Any change(s) to this solicitation will be conveyed through the written addenda process. Only written addenda will be binding. If an addendum is issued, the Proposer must follow the instructions and submit the required information and forms, or acknowledge the addendum, as instructed therein. It is the responsibility of all potential Proposers to monitor the solicitation for any changing information, prior to submitting their response.

No interpretations of the meaning of the plans, specifications, scope of work or other contract documents will be made orally to any Proposer. Proposers must request such interpretation in writing as instructed in the RFP solicitation package. To be considered, such request must be received by the Questions and Answers deadline as indicated on RFP Cover Page and on BidNet . Questions received after this time will NOT be answered.

F. REQUIRED LICENSING

In order to be deemed responsive and responsible to this solicitation, the Proposer must be registered to do business in the State of Florida and possess all required State, Federal, and Local licenses and certifications required to perform the services requested herein.

THE CONTRACTOR MUST POSSESS BUSINESS LICENSES, APPLICABLE GENERAL OR SPECIALIZED LICENSES, AND CERTIFICATION(S) TO BE CONSIDERED RESPONSIVE AND RESPONSIBLE TO THIS SOLICITATION.

Failure to submit proof of all required license(s) and certification(s) with proposal submittal will result in a non-responsive and non-responsible determination.

Required licenses and certifications will consist of the following, but is not limited to:

State:

• Business License

• Certificate of Good Standing

G. SUBMITTAL GUIDELINES FOR BIDNET DIRECT

1. RFP Released The release of the RFP is formally communicated through the posting of this RFP as an event in BidNet.

This RFP is being conducted through BidNet, an online, electronic tool, which allows a supplier to register, log on, select answers and type text in response to questions, and upload any necessary documents. Each supplier interested in competing to win a contract award must complete and submit a response to this RFP using BidNet

2. RFP Review The RFP consists of any and all documents or links applicable to the solicitation, as posted online on BidNet.

Please carefully review all information contained in the solicitation, including all documents available as attachments or available through links. Any difficulty accessing the solicitation or documents should be reported immediately to the Procurement Contact and/or the BidNet Help Desk.

3. Uploading Forms

Once the supplier is ready to upload electronic files (completed forms or worksheets, product sheets, etc.), please follow the directions within the RFP to upload these documents in the proper location.

4. Reviewing the Response Prior to Submission

Each supplier is responsible for ensuring all questions have been answered appropriately and that all necessary documents have been uploaded where applicable. Prior to final submission of your response, please review the following checklist:

a. Please review and confirm that the supplier has answered all questions appropriately (if applicable).

b. Please confirm that all necessary files have been uploaded.

5. Confirm that pricing/cost is NOT included in the technical proposal

6. Help Desk Support For technical questions related to the use of BidNet Direct, suppliers have access to phone support at 800- 835-4603, Monday through Friday, 8:00 AM to 8:00 PM EST, excluding Holidays or closings in response to inclement weather. Suppliers can also email questions to: support@bidnet.com

H. PROPOSAL OPENING

All Request for Proposals solicited by the City of Riviera Beach will be opened electronically via Bidnet at the date and time indicated in the solicitation. This meeting will be conducted virtually via Microsoft Teams and in person at 1481 West 15th Street, Riviera Beach, Florida, 33404. Proposers may attend this meeting in real time on a computer, laptop, cell phone, or any other device with Wi-Fi access. Get the app now and be ready when your first meeting starts.

Teams Meeting:

Meeting ID: 249 591 390 880 1

Passcode: 9xH2gm2U

Dial in by phone

+1 872-242-8933,,71439515# United States, Chicago

Phone Conference ID: 714 395 15# mailto:support@bidnet.com

NOTE: LATE SUBMISSIONS AND PAPER SUBMISSIONS WILL NOT BE ACCEPTED. BIDNET DIRECT’S PLATFORM WILL

NOT ACCEPT LATE SUBMISSIONS.

I. CONTRACT PERIOD:

The selected proposer(s) will provide services for a one-year period. Four one-year renewal options offered by the City, at the City’s sole discretion, may be included.

J. CONE OF SILENCE:

Section 2-166 (Cone of Silence) of the City Code of Ordinances, prohibits any communication, except written correspondence, regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between any person’s representative seeking award from such competitive solicitation; and any City Council person or legislative staff, or any City employee authorized to act on behalf of the Council to award a contract under this Bid.

The Cone of Silence shall be in effect as of the deadline to submit the proposal, bids, or other response to this competitive solicitation and shall remain in effect and subject to the terms of this section for any person or person’s representative.

The provisions of this division shall not apply to oral communications at any public proceeding, including pre-bid conference, oral presentations before selection committees, and contract negotiations during any public meetings, presentations made to the Council, and protest hearings. Further, the Cone of Silence shall not apply to contract negotiations between any employee and the intended awardees, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, or any written correspondence at any time with any employee, Council member, or selection committee member, unless specifically prohibited by the applicable competitive solicitation process.

The Cone of Silence shall terminate at the time the Council awards or approves a contract, rejects all bids or responses, or otherwise takes action, which ends the solicitation process.

Any Contract entered into in violation of the Cone of Silence provisions in this section shall render the transaction voidable.

Penalties for violation of the Cone of Silence shall be applied per Section 2- 168 (Penalties) of the City Code of Ordinances.

K. ACCEPTANCE OF PROPOSALS / MINOR IRREGULARITIES

The City reserves the right to accept or reject any and all proposals, parts of proposals, and waive minor irregularities or variances to specifications contained in proposals, which do not make the proposal conditional in nature, and minor irregularities in the solicitation process. A minor irregularity shall be a variation from the solicitation that does not affect the price of the contract or does not give an offeror an advantage or benefit not enjoyed by other offerors, does not adversely impact the interests of other firms, or does not affect the fundamental fairness of the solicitation process. The City also reserves the right to reissue a Request for Proposal.

https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances?nodeId=PTIICOOR_CH2AD_ARTIVOFEM_DIV1.5LORE_S2-166COSI https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances?nodeId=PTIICOOR_CH2AD_ARTIVOFEM_DIV1.5LORE_S2-168PE

The City reserves the right to disqualify the Proposer during any phase of the competitive solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the Proposer.

L. CHANGES AND ALTERATIONS

Proposer may change or withdraw a Proposal at any time prior to Proposal submission deadline; however, no oral modifications will be allowed. Modifications shall not be allowed following the Proposal deadline.

M. MATERIAL MODIFICATIONS / ALTERATIONS

Material modification and/or alterations to the verbiage or documents herein made by the Offeror’s is expressly prohibited and is not enforceable. Modifications and/or alterations may render the proposal submission void and bar the Offeror from consideration in connection with this solicitation.

N. TRANSACTION FEES

The City of Riviera Beach uses BidNet to distribute bids and proposals. There is no charge to register and participate in the solicitation process, nor will any fees be charged to the awarded Proposer.

II. SCOPE OF WORK

A. Purpose

The Proposers shall perform the following related professional services for the City. Responsibilities of the selected Proposer shall include, but are not limited to the following:

1. Review of the City’s investment portfolio pursuant to the stated investment objectives.

2. Provide recommendations on the acquisition and sale of securities to the City’s Finance Director.

3. Assist City Finance Staff in the settlement of securities.

4. Assist the City in developing cash flow projections to identify cash requirements and idle cash.

5. Provide monthly statements on investment activities, including reports required by GASB 31 and GASB

40.

6. Provide a risk control assessment to ensure the safety of City investments.

7. Prepare and present Quarterly and Annual reports to City Staff.

8. Make presentations to City staff and/or the City Council as needed.

B. Background

Proposers are to identify the following:

1. Size of firm

2. Number of employees

3. Describe the organization, structure, and any change in ownership or management during the past (3) years.

4. Location of the office(s) from which the City shall have contact with for coordination of service

5. Describe the organization, structure, and any change in ownership or management during the past three

(3) years.

6. Describe any potential conflicts of interest your firm may have in the management of this account. Include any activities of affiliated or parent organization, brokerage activities, or investment banking activities.

7. Identify the types of accounts managed by your firm. Provide your most recent Form ADV.

8. Describe any regulatory censure or litigation (including closed cases) involving your firm or the individual that will be providing investment services to the City during the next five (5) years.

9. Provide audited financial statement for the past two (2) years.

10. Provide a list of five (5) client references for which your firm manages public funds including the value of assets managed and average annual yield for the past two years by investment type.

11. Provide a list of clients that terminated your services in the past two (2) years and the reason for the termination.

Proposers shall make a statement if they have ever had a service agreement terminated for cause and detail date, entity/name of company during the past seven years.

C. Investment Approach

1. Outline your firm’s investment management philosophy and strategies employed for adding value to portfolios.

2. Describe the type of securities you propose to purchase, and how you will provide liquidity.

3. Explain how investment decisions are implemented, monitored and evaluated.

4. Provide the firms intermediate-term investment (1-3 years) performance for the most recent five (5) years.

5. Outline the daily procedures for portfolio review and client contact.

6. Outline your process to monitor investment policy compliance.

7. Describe your firm’s’ outline reporting capabilities.

8. Discuss which performance benchmarks you would suggest for the City’s portfolio given the current investment policy.

D. Business Operation and Customer Support

1. Detail your business operation structure that is in place to accommodate your government clients. Identify any unique business operations that have been set up that are specific to the government client or that you are able to offer the City.

2. Describe any litigation or proceeding whereby, during the past seven years, a court or any administrative agency has ruled against the firm in any manner related to its professional activities. Similar information shall be provided for any current or pending litigation. Failure to return this information with your proposal may result in the rejection of your proposal.

E. Performance Reporting

1. Detail your process for providing performance measurement reports to suit the needs of the City.

2. Detail how frequently do you plan to provide investment performance measurement report to the City.

3. Describe the performance attribution analysis services you could provide.

4. Provides a sample copies of portfolio reports that would be provided to the City.

Fees

Please describe the fees proposed by your organization for providing investment management services to the City.

1. Using Attachment “B” – Price Proposal, provide a proposed fee schedule that fully itemize all fees, if any for the following:

• Advisory fees-percentage of assets of hard dollar

• Investment Manager fees, investment revenue share, directed brokerage, soft dollar fees

• Conversion fees

• Transferring assets from on fund to another

• Miscellaneous fees-training, travel, administrative, etc.

III. PROPOSAL REQUIREMENTS

A. PROPOSAL FORMAT

Each Proposer must submit a full and complete response to all the items stated in the Evaluation Criteria and must fully comply with all applicable requirements of this Solicitation. Proposers shall use and submit any applicable or required forms provided by the City and attach such to their proposal. Failure to use the forms may cause the proposal to be rejected and deemed non-responsive. Any misinterpretation or failure to comply with instructions may lead to a Proposer’s proposal being rejected. These directions and instructions have equal force and weight with the scope of work, specifications and strict compliance, which is required with all of these provisions.

Each Proposer is responsible for full and complete compliance with all laws, rules and regulations, which may be applicable.

Prices offered on the Price Proposal Form are all inclusive and shall constitute complete compensation. Failure on the part of the Proposer to completely and properly evaluate any factors of costs prior to submitting a response shall not form a basis for additional compensation.

Proposal response, containing all required documents, with authorized signatures, must be received by the due date indicated on the RFP Cover Page. The Proposer’s complete submittal in PDF format must be uploaded into Bidnet prior to the deadline.

B. PROPOSAL INSTRUCTIONS:

Electronic Proposal responses shall be submitted via Bidnet in PDF searchable format, in response to this RFP, prior to the designated proposal due date and time indicated in the solicitation.

NOTE: If you believe that any portion of your response is exempt from disclosure as a public record, that exempt material must be submitted in a separate electronic pdf file. The pdf file must be clearly identified as “PUBLIC RECORDS EXEMPT,” per the City of Riviera Beach Procurement Code and a brief explanation should be given as to the legal basis for the exemption.

https://www.bidnetdirect.com/florida/cityofrivierabeach

To the extent permitted by law, all documents pertaining to this Solicitation will be kept confidential until an agreement is awarded, if any. All submissions will become the property of the City, and the City is under no obligation to return submissions.

Responses must be signed by a person authorized to bind the offeror to this Solicitation, and proof of this authority must be included in the response. Responses must contain a letter or other clear evidence of such authority, and all other information requested or required by this Solicitation, or as determined by the City.

C. MISTAKES

The Proposer shall examine this RFP carefully. The submission of a Proposal shall be prima facie evidence that the proposer has full knowledge of the scope, nature, and quality of the work to be performed; the detailed requirements of the specifications; and the conditions under which the work is to be performed. Ignorance of the requirements will not relieve the proposer from liability and obligations under the Contract.

D. RESPONSIBILITY

In order to be considered as a responsible firm, firm shall be fully capable to meet all of the requirements of the solicitation and subsequent contract, must possess the full capability, including financial and technical, to perform as contractually required, and must be able to fully document the ability to provide good faith performance.

E. RESPONSIVENESS

In order to be considered responsive to the solicitation, the firm’s proposal shall fully conform in all material respects to the solicitation and all of its requirements, including all form and substance.

F. REQUIRED ATTACHMENTS

All required attachment provided in Attachment “A” – Offeror’s Required Forms must be complete, signed and included in your proposal submittal.

• Failure to sign and return will result in a non-responsive decision.

By signing its RFP, the Proposer certifies that its proposal is made independently and free from collusion. Proposals must include all of the required documents, each completed, signed, and/or notarized as required. Failure to provide any of the required documents will render the proposal non-responsive.

G. TECHNICAL PROPOSAL

This section contains the detailed technical requirements and related services for this solicitation. All the items described in this section are service levels and/or terms and conditions that the City expects to be satisfied by the selected supplier. Each proposer must indicate its willingness and ability to satisfy these requirements in the appropriate section.

1. EXECUTIVE SUMMARY

Provide an Executive Summary of the major features of the qualifications, including any conclusions, assumptions, and general recommendations the offeror desires to make.

• The Executive Summary must be addressed to the Procurement Contact identified on the RFP Cover Page.

• It should include details of the proposed working relationship between the proposer and any subcontractors, if applicable.

• The summary must provide the name, title, address, telephone/fax numbers, and email address of the designated contact person during the proposal evaluation period.

• It must be signed by an individual who is authorized to bind the proposer to the terms of the proposal.

Each of the following requirements should be addressed in separate sections of the proposal.

2. EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES INFORMATION:

• Each proposer shall submit a detailed statement of their experience, qualifications, and background for providing investment management services which shall include, but it is not limited to:

o Describe your firm’s experience in providing investment advisory services or managing investment portfolio for public funds and governmental entities. Specify any relevant experience managing public funds in Florida.

o Summarize your assets under the management (public funds only) over the past five (5) years by following categories, short-term operating funds, medium-term operating funds, long-term operating funds and bond proceeds funds. Also, please distinguish between public funds and non-public funds.

o Describe your firms experience in developing investment policies and portfolio management guidelines for government funds.

o Clarify whether your firms acts as a broker or a primary dealer in securities or receives any other form of additional compensations (including soft dollars) for client transactions aside from the direct fee paid by clients.

o Provide an organizational chart showing your proposed project team including analytical investment and research staff, other decisions support and back office support. Identify the primary contact and describe the roles of each key person.

o Provide detailed resumes for all key investment professional who shall be directly responsible for the investment of the City’s funds. Including the following information: title, number of years at the firm, total number of years of experience, professional designation or license (license number).

• Each proposer should submit a minimum of three (3) references demonstrating the successful provision of investment management services within the past five (5) years. Each reference should include the following:

o Name of client company, contact names, addresses, e-mail address, telephone/fax numbers, dollar amount of contracts, and dates of service.

o Scope of Work, types of services performed and number of full-time staff provided.

o Proposers shall not include any work performed for the City of Riviera Beach, nor list any City staff as references, when demonstrating qualifications, experience, or capabilities in response to this RFP.

• Registered and Incorporated with the Florida Division of Corporations (Sunbz.org) and have an Active status.

3. PROJECT APPROACH / UNDERSTANDING INFORMATION

The proposer shall provide a detailed narrative description of its approach and methodology for implementing, including, but not limited to, the following:

• Overview of the project tasks to be performed.

• City resources that will be required to conduct the study.

• Timeline for performing the required services from start to completion.

4. KEY PERSONNEL AND OPERATIONS INFORMATION:

The proposer shall provide:

• An Organizational Chart identifying the structure of the firm.

• A list of the key personnel assigned to the project, along with a complete resume detailing their experience, education, expertise, qualifications and knowledge of the project.

• A description of the role of each staff member who will be responsible for handling and monitoring the Contract.

• Identification of projects of a similar nature in which each staff member has been involved.

Changes in the team members and their roles and duties shall be approved by the City. Any alternate shall meet or exceed the qualifications of the person originally proposed.

H. PRICE PROPOSAL: (SEE ATTACHMENT “B” PRICE PROPOSAL FORM)

Price Proposals shall be submitted “electronically”, uploaded as a separate document, and labeled as “Price Proposal”. will not be the sole or predominant factor. Negotiations may occur with the top-ranked, most qualified firm. Price Proposal shall contain all direct and indirect costs relative to performing the services (i.e., out-of-pocket expenses, miscellaneous office supplies, etc.) for each of the terms of the agreement, including renewal options. Price proposals will not be opened until the scheduled Evaluation Committee Meeting. Only the price proposals of the proposers meeting the seventy (70) points requirement will be opened.

The criteria for price evaluation shall be based upon the following formula: (Low Price / Proposer's Price) x Price Points = Proposer’s Awarded Points.

IV. EVALUATION PROCESS

A. EVALUATION PROCESS

The proposal must address all points outlined in the specifications of this RFP. The proposal must provide clear and concise information about the Proposer’s capability to satisfy the requirements of the RFP. The substance of the proposals will carry more weight than their form or manner of presentation.

The procedure for response evaluation and selection is as follows:

1. Preliminary review of the Proposals by the Procurement staff for compliance with the submission requirements of the RFP, including verification that each Response includes all required documents.

2. The Evaluation Committee shall meet to evaluate each responsive proposal in accordance with the requirements of the RFP. At the committee’s option, the Proposers may be required to attend a presentation and/or interview session.

a. Oral presentations are to support what has been provided in the proposals by each Firm and;

b. to exhibit and otherwise demonstrate, clarify, and expand on the information contained therein.

c. The City reserves the right to request additional information and clarification from Proposers.

3. The Evaluation Committee shall make a recommendation.

4. The City Manager may submit a recommended firm or “shortlist” of a combination of firms to the City Council, and may require presentations by the highest ranked firms to the City Council.

5. If the City is unsuccessful in negotiating a Contract with the highest-ranked firm, the City will attempt to negotiate a Contract with the next highest-ranked firm.

In general, the City wishes to avoid the expense to the City and to Proposers of unnecessary oral interviews.

Therefore, the City will make every reasonable effort to achieve the ranking using written submittals alone. If oral presentations/interviews are scheduled with the Firm(s), the oral presentations are exempted from the public meeting requirements of S. 286.011 F.S., however, will be recorded for public record purposes in accordance with Sec. 119.07(1) F.S. as amended.

B. VALUATION CRITERIA:

EXPERIENCE / QUALIFICATION / BACKGROUND / REFERENCES INFORMATION:

• Detailed statement of their experience, qualifications, and background for providing investment management services.

• Minimum of three (3) references demonstrating the successful provision of undertaking a survey of comparable governmental agencies, and where applicable, private employers within the past five (5) years.

• Registered and Incorporated with the Florida Division of Corporations (Sunbz.org) and have an Active status.

40 Points http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0200-0299/0286/Sections/0286.011.html http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/Sections/0119.07.html

PROJECT APPROACH / UNDERSTANDING INFORMATION

• Detailed narrative description of its approach and methodology for implementing including, but not limited to, the following:

• Overview of the project tasks to be performed.

• City resources that will be required to conduct the study.

• Timeline for performing the required services from start to completion.

30 Points

KEY PERSONNEL AND OPERATIONS INFORMATION:

• Organizational Chart identifying structure of firm.

• A list of key personnel assigned to the project, along with a complete resume detailing their experience, education, expertise, qualifications and knowledge of the project.

• Description of the role of each staff member who will be responsible for handling and monitoring the Contract.

Identification of projects similar in nature in which each staff member has been involved.

20 Points

PRICE PROPOSAL:

(Low Price / Proposer's Price) x Price Points = Proposer’s Awarded Points.

10 Points

5 COMPLETE AND RESPONSIVE OFFEROR FORMS Pass/Fail

TOTAL POSSIBLE POINTS: 100

C. AWARD OF CONTRACT

A Contract may be awarded by the City Council. The City reserves the right to execute or not execute, as applicable, a contract with the Proposer(s) that is determined to be in the City’s best interests. The City reserves the right to award a contract to more than one Proposer, at the sole and absolute discretion of the City.

The Proposer understands that this RFP does not constitute an offer or an Agreement with the Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are reviewed, accepted by appointed staff, the best proposal has been identified, approved by the appropriate level of authority within the City, and executed by all parties.

This RFP and the Proposer’s proposal shall be included and incorporated in the final award. The order of contractual precedence will be the Contract or Agreement document, the original Terms and Conditions, and the Proposer's response. Any and all legal action necessary to enforce the award will be held in Palm Beach County, and the contractual obligations will be interpreted according to the laws of Florida.

V. SOLICITATION TERMS AND CONDITIONS

A. PROPOSAL GUARANTEE

Proposer guarantees their commitment, compliance, and adherence to all requirements of the RFP by submission of their proposal.

B. MODIFIED PROPOSALS

The proposer may submit a modified proposal to replace all or any portion of a previously submitted proposal until the Deadline for receipt of proposals. The City will only consider the latest proposal submitted.

C. AUTHORIZED SIGNATORIES:

All associated forms must be signed by one duly authorized to do so. The individual submitting shall be authorized to sign (electronically accept) this solicitation response on the behalf of the Proposer as indicated in the Certificate as to Corporate Principal, designation letter by Director/Corporate Officer, or other business authorization to bind on the behalf of the Proposer. No proposal will be accepted, for any reason whatsoever, which is not submitted to the City as stated above, within the specified time.

D. WITHDRAWLS OF PROPOSALS

Any Proposer may, without prejudice to himself, withdraw his bid, offer, proposal at any time prior to the expiration of the time during which proposal responses may be submitted. Such request for withdrawal must be in writing and signed in the same manner and by the same person who signed the proposal response. After expiration of the period for receiving proposal responses, no proposal response can be withdrawn, modified, or explained.

E. INCONSISTENCIES

Any seeming inconsistency between different provisions of the plans, specifications, bid, or contract, or any point requiring explanation must be inquired into by the Bidder, in writing, at least ten (10) days prior to the date and time set for opening bid responses. After bid responses are opened, the Bidders will abide by the decision of the City as to such interpretation.

F. QUALIFICATIONS OF PROPOSER

The City will only consider solicitation responses from firms normally engaged in providing the types of commodities, services, or construction specified herein. The proposer must have adequate organization, facilities, equipment, and personnel to ensure prompt and efficient service to the City. The City reserves the right to inspect the facilities, equipment, personnel, and organization or to take any other action necessary to determine the ability to perform in accordance with specifications, terms, and conditions. The City will determine whether the evidence of ability to perform is satisfactory and reserves the right to reject responses where evidence or evaluation is determined to indicate inability to perform. The City reserves the right to consider a Proposer’s history of any and all types of citations and/or violations, including those relating to suspensions, debarments, or environmental regulations in determining responsibility. The proposer should submit with its solicitation response a complete history of all citations and/or violation notices and dispositions thereof. Failure of a Proposer to submit such information may be grounds for termination of any contract awarded to the successful Proposer. Proposer shall notify the City immediately of notice of any citations or violations, which they may receive after the opening date and during the time of performance under any contract awarded to them.

G. CITY RESERVED RIGHTS

In connection with this solicitation, the City reserves all rights (which rights shall be exercisable by the City at its sole discretion) available to it under applicable law, including without limitation, with or without cause, and with or without notice, the right to:

1. Cancel this RFP and may re-solicit and re-advertise the RFP.

2. Reject any non-responsive proposal.

3. Waive non-material technical variances or minor irregularities in the proposal(s).

4. Reject any and all proposals in whole or part, at any time prior to the execution of an Agreement, without incurring any cost obligations or liabilities, for good cause when it is in the best interests of the City.

5. Proceed with the project in any manner that the City, at its sole discretion, deems necessary. If the City is unable to agree with the highest ranked Proposer or does not negotiate and execute satisfactory Agreement with the highest ranked Proposer, the City may negotiate with the next highest ranked Proposer, terminate this procurement and pursue other development or solicitations relating to the project, or exercise such other rights under the provisions of State law as it deems appropriate.

6. Select the Proposal or portions thereof and the Proposer(s) that are determined to be in the best interests of the City.

7. Postpone selection.

8. Issue addenda, supplements, and modifications to this RFP or any subsequent RFP.

9. Seek or obtain data and/or information from any source that has the potential to improve the understanding and evaluation of the responses to this RFP.

10. Request clarification from the Proposer(s) during the evaluation phases.

11. Exercise any other rights reserved or afforded the City under this RFP or subsequent RFP and applicable law, including waiving deficiencies in a Proposal or accepting and reviewing a non-conforming Proposal, provided that such deficiency or non-conformance is not material in nature. The City assumes no obligations, responsibilities, and liabilities, fiscal or otherwise, to reimburse all or part of the costs incurred or alleged to have been incurred by parties considering a response to and/or responding to this RFP, or any subsequent RFP. All such costs shall be borne solely by each Proposer.

12. Obtain best and final offers from each proposer after submission and prior to award.

In no event shall the City be bound by, or liable for, any obligations with respect to the contemplated Agreements until such time (if at all) as the Agreements, in form and substance satisfactory to the City, have been executed by the City and have become effective, and then, only to the extent set forth in the Agreements.

The City may exercise any of the foregoing at any time without notice to any party and without liability to any responding Proposer or to any other party for its costs or expenses incurred in connection with this RFP or otherwise. Submittals and responses to this RFP will be prepared at the sole cost and expense of the Proposer.

Submittals and other materials submitted will not be returned.

H. LOBBYING ACTIVITIES:

ALL PROPOSERS PLEASE NOTE: Any Proposer submitting a response to this solicitation must comply, if applicable, with the City’s Lobbying Ordinance, as provided in Chapter 2.164 of the City Code of Ordinance. Copies of the Ordinance may be obtained from the Office of the City Clerk, 600 West Blue Heron Boulevard, Suite #140, Riviera Beach, Florida, 33404. The ordinance may also be viewed on the City’s website at:

https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances.

I. PROPRIETARY/CONFIDENTIAL INFORMATION:

All submittals are subject to Florida Public Records Laws. If a submittal includes proprietary information exempt from public disclosure, it should be clearly designated as such so that a claim of exemption may be made in response to a public disclosure request. No assurance can be given, however, that any information so designated would not ultimately be deemed subject to public disclosure.

J. NEGOTIATIONS

The City may award the contract based solely on the initial proposals submitted, without engaging in further discussions. Therefore, each proposal should include the Proposer’s best price and technical offer.

K. RIGHT TO PROTEST:

In accordance with Section 16.5-241 of the City Code of Ordinances, if a Consultant/Firm intends to protest a solicitation or proposed award of a contract, the following apply:

• Right to protest. Any actual or prospective bidder, offeror, or contractor who is aggrieved in connection with the solicitation or award of a contract may protest to the City Council. Protestors shall seek resolution of their complaints initially with the Director, and secondly with the City Manager prior to protesting to the City Council. A protest with respect to an invitation for bids or request for proposals shall be submitted in writing prior to the opening of bids or the closing date of proposals, unless the aggrieved person did not know and could not have been reasonably expected to know of the facts giving rise to such protest prior to bid opening or the closing date for proposals.

• The protest shall be submitted within five (5) business days after such aggrieved person knows or could have reasonably been expected to know the facts giving rise thereto.

• Stay of procurements during protests. In the event of a timely protest under subsection (a) of this section, the Director of Procurement shall not proceed further with the solicitation or award of the contract until all administrative remedies have been exhausted OR until the City Manager makes a written determination that the award of a contract without delay is necessary to protect substantial interests of the City.

• Such appeal shall also be addressed to the City Council Chair with a copy to the City’s Manager.

• At the time of filing the formal written Protest, Bidder, Offeror, or Contractor shall post a bond payable to the

City in an amount equal to $10,000, which bond shall be conditioned upon the payment of all costs which may https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances?nodeId=PTIICOOR_CH2AD_ARTIVOFEM_DIV1.5LORE_S2-164REEX https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances?nodeId=PTIICOOR_CH16.5PRCO_ARTVIIIAPRE_S16.5-241BIPR be adjudged against them in the administrative hearing in which the action is brought and in any subsequent appellate court proceedings.

L. SMALL/MINORITY/WOMEN BUSINESS ENTERPRISE (S/M/WBE):

Procurement Code of Ordinance Section Sec. 16.5-293. - Goals. Annual goals. The annual SBE goal for city procurement of construction, professional services, and commodities shall be a minimum of 15 percent. The annual goal shall be applied to each individual city procurement of goods, services, or construction unless otherwise approved by the City Manager.

The City has a goal for Small Business Enterprises (SBE) participation of fifteen percent (15%) for City procurement of construction, professional services and other commodities. Failure to satisfy this requirement will result in a bid disqualification.

The City defines Small Business Enterprises as such, a business which has been certified by the State of Florida, The Palm Beach County Office of Small Business Assistance, or other County or State governmental agencies and is an independently owned and operated for profit business concern organized to engage in commercial transactions.

When evaluating competitive bids of up to five hundred thousand dollars ($500,000) in which the apparent low bidder is determined to be nonresponsive to SBE requirements, the contract shall be awarded to the low bidder responsive to SBE requirements, or in the event there are no bidders responsive to the SBE requirements, to the bidder with the greatest SBE participation in excess of eight percent (8%) participation, as long as the bid does not exceed the low bid amount by five percent (5%).

In cases where the low bid exceeds five hundred thousand dollars ($500,000) the contract shall be awarded to the low bidder who is responsive to the SBE requirements. In the event there are no bidders responsive to the SBE requirements, the contract shall be awarded to the bidder with the greatest SBE participation in excess of eight percent (8%) participation, provided that such bid does not exceed the low bid amount by more than fifty thousand dollars ($50,000).

M. RIGHTS TO INVESTIGATE AND AUDIT – OFFICE OF THE INSPECTOR GENERAL

The Inspector General of Palm Beach County has the authority to investigate and audit matters relating to the negotiation and performance of any awarded contract and in furtherance thereof may demand and obtain records and testimony from the Consultant/Firm. The Proposer understands and agrees that in addition to all other remedies and consequences provided by law, the failure of the Proposer to fully cooperate with the Inspector General when requested may be deemed by the City to be a material breach of any contract entered into with the Proposer as justification for termination.

N. LEGAL REQUIREMENTS

Proposers are required to comply with all provisions of Federal, State, County, local laws, RFP and ordinances, rules and regulations and any City rules, that are applicable to the items being solicited. Lack of knowledge by the Proposer shall in no way be a cause for relief from responsibility, or constitute a cognizable defense against the legal effect thereof.

https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances?nodeId=PTIICOOR_CH16.5PRCO_ARTXPRIN_DIV2SMBUENPAGO

O. CODE REQUIREMENT

The Proposer and his or her subcontractors on this project must be familiar with all applicable Federal, State, City, and Local Laws, Regulations or Codes and be governed accordingly as they will apply to this project and the actions or operations of those engaged in the work or concerning materials used. Proposer shall ask for and receive any required inspections.

P. RESERVATION FOR AWARD AND REJECTION OF PROPOSALS:

The City reserves the right to accept or reject any or all proposal, part of proposals, and to waive minor irregularities or variations to specifications contained in proposals, and minor irregularities in the RFP process. The City also reserves the right to award the contract on a split order basis; lump sum basis, individual item basis, or such combination as shall best serve the interest of the City. The City reserves the right to make an award to the responsive and responsible Proposer whose product or service meets the terms, conditions, and specifications of the RFP and whose proposal is considered to best serve the City’s interest. In determining the responsiveness of the offer and the responsibility of the Proposer, the following shall be considered when applicable: the ability, capacity and skill of the Proposer to perform as required; whether the Proposer can perform promptly, or within the time specified, without delay or interference; the character, integrity, reputation, judgment, experience and efficiency of the Proposer; the quality of past performance by the Proposer; the previous and existing compliance by the Proposer with related laws and ordinances; the sufficiency of the Proposer’s financial resources; the availability, quality and adaptability of the Proposer’s supplies or services to the required use; the ability of the Proposer to provide future maintenance,…