REQUEST FOR PROPOSALS (“RFP”) – PART I

RFP Template Revised 02/10/25 Page 1 of 6

RFP #: 262833MN

RFP TITLE: SARASOTA COUNTY ADAPTATION ACTION AREAS PROJECT

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive proposals on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a qualified Proposer to provide consultant services to assist with all grant submittal and project development of specific plans (“Project”) aligned with the Sarasota County Vulnerability Assessment and Adaptation Plan, found at:

https://www.scgov.net/government/uf-ifas-extension-and-sustainability/sustainability/resiliency-planning-7315

Proposers are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

2.0 BACKGROUND

Sarasota County received funding from the Florida Department of Environmental Protection’s (FDEP) Resilient Florida Grant Program in 2022. This funding was allocated to develop a Sarasota County Vulnerability Assessment and Adaptation Plan (“Study”). The Study identified and evaluated the vulnerabilities of critical and regionally significant assets to current and future tidal flooding, storm surge, sea level rise, rainfall-induced flooding, and compound flooding.

Sarasota County has now received funding from the Coastal & Heartland National Estuary Partnership (CHNEP) to complete an Adaptation Action Areas Project which will be federally funded by the United States Environmental Protection Agency (EPA). This Project includes further development of three Adaptation Action Area plans building on the completed Study, and assists the County with prioritizing resilience projects based on identified focus areas, vulnerabilities, and other factors.

3.0 PROPOSER

3.1 For the purpose of this RFP, the term “Proposer” is defined as the legal entity submitting a proposal.

3.2 Proposers intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Proposer.

4.0 QUALIFICATIONS

4.1 The Proposer must demonstrate experience providing vulnerability assessments and resilience and adaptation planning.

4.2 Preferred Qualifications

4.2.1. It is preferred that the Proposer demonstrates experience with federal grant proposal writing, application, and management for such grants for environmental projects.

RFP Template Revised 02/10/25 Page 2 of 6

4.2.2. It is preferred that the Proposer demonstrates experience in project conceptual design and implementation with an emphasis on nature based solutions.

5.0 MEETINGS & SCHEDULE

An anticipated schedule is provided in the Timeline posted in OpenGov. All meetings will take place at the time, date, and location specified in the solicitation Timeline.

Short-listed Proposers should be prepared to attend presentations and/or interviews either in Sarasota, Florida or virtually, at the County’s discretion.

6.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit a proposal. Proposers are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 VENDOR QUESTIONNAIRE

7.1 All proposers must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with proposer’s submittal in OpenGov. Proposers who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Grant Documents

7.2.1. This project includes EPA grant funding. All applicable grant documents will be included in OpenGov. Grant documents that require Proposer’s signature will be available in the Vendor Questionnaire section.

8.0 WRITTEN PROPOSALS

The information requested in each section below will be used by the evaluation committee to evaluate and score written proposals. All proposal documents must be submitted in the Vendor Questionnaire section in OpenGov in the format requested.

8.1 Qualifications

8.1.1. Single page Letter of Interest summarizing Proposer’s

qualifications.

8.1.2. Resumes of key personnel, including subcontractors, demonstrating individual qualifications and experience

8.2 Experience

8.2.1. Narrative – Provide a narrative that describes the Proposer’s experience, including, but not limited to the number of years in business, pertinent capabilities, and evidence of experience and resources necessary to successfully provide the requested services.

8.2.2. Customer List - Provide a list of customers who have been provided

RFP Template Revised 02/10/25 Page 3 of 6 services similar to the services described in this RFP in the last 7 years. Customer list should include contact information for a minimum of 1 and a maximum of 10 customers. At a minimum, include customer name, a brief description of services provided, contract start and end dates, and the name, email, and telephone number of a contact person who can verify information. When possible, include the dollar value of the contract. If unable to provide detailed information regarding private sector customers due to confidentiality concerns, provide as much information as possible for those customers.

8.3 Approach

8.3.1. Project Approach - Provide a detailed project approach, including the proposed strategy for providing the requested services.

Anticipated resources, including, but not limited to, staffing levels, technology and equipment should be provided.

8.3.2. Schedule/Timeline – Provide a graphical representation of the proposed schedule/timeline indicating major milestones and deliverables, keeping in mind this Project must be completed by June 30, 2027.

8.3.3. Organization – Provide an organizational chart identifying all key personnel, subcontractors, and subconsultants and their role in the providing the requested services.

8.4 Compensation

Provide a description of the total costs associated with this scope of work.

Compensation methods shall include hourly rates and detail all direct expense costs for all anticipated services.

9.0 SELECTION PROCESS

9.1 Written Proposals

9.1.1. All timely responses meeting the criteria set forth in this RFP shall be considered by the County.

9.1.2. Written proposals will be evaluated and scored using the evaluation criteria in the Evaluation Criteria section of OpenGov.

9.1.3. When evaluating written proposals, the evaluation committee will use the scale below to score each criterion. Only whole numbers are to be used when scoring. Scores will be given weight as indicated in the evaluation criteria in OpenGov.

Score Description

5 Excellent

4 Very Good

RFP Template Revised 02/10/25 Page 4 of 6

3 Good

2 Satisfactory

1 Unsatisfactory

0 N/A

9.2 Presentations

9.2.1. If any member of the evaluation committee requests presentations, presentations shall be scheduled.

9.2.2. If presentations are requested or required, the evaluation committee shall determine the number of Proposers to be short-listed for presentations prior to scoring. The format of presentation will be determined by the County and may consist of presentations, interviews, or a combination of presentations and interviews.

Presentations will be required from no fewer than the three highest scoring Proposers (or all responsive and responsible Proposers if there are 3 or fewer) under the following circumstances.

1. The estimated costs of services are in excess of $350,000 (either annually or for the total project); or

2. Scoring results in 5 points or less between the highest scoring proposer and the 2nd highest scoring proposer; or

3. The solicitation documents specify that presentations or interviews will be required.

4. The Procurement Official has determined that presentations are required for this solicitation.

If this box is checked, the Procurement Official has determined that presentations are required for this solicitation

9.3 Ranking

Following presentations, the evaluation committee will rank the short-listed proposers. The ranking shall be based on the written proposals, clarifications (if any), and information presented during presentations.

9.4 Evaluation Committee Recommendation of Award

9.4.1. If presentations are not requested or required, the evaluation committee will recommend the highest scoring Proposer for award.

9.4.2. If presentations are requested or required, following presentations the evaluation committee will rank the short-listed Proposers, and recommend the first ranked Proposer for award.

10.0 AWARD

10.1 It is the intent of the County to award a contract to the Proposer who, in the

RFP Template Revised 02/10/25 Page 5 of 6 sole opinion of the evaluation committee is most qualified to provide the scope of services required and will provide the best value to the County.

10.2 The County reserves the right to contract for a term less than or greater than the duration indicated in OpenGov.

10.3 The successful Proposer(s) shall be required to submit proof of licenses or certifications as required by the County.

10.4 In the event of a tie, the RFP tie-breaking procedures identified in the Sarasota County Procurement Manual will apply. To be considered, tied Proposers will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

10.5 Preferences

Proposers wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this RFP, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply to the award of this RFP, due to Grant funding requirements.

10.6 Contract

A draft of the contract that the successful Proposer(s) will be expected to sign (a Consultant Agreement) is posted on the Procurement website, shown below. The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

11.0 CHANGES IN KEY PERSONNEL

11.1 A change in the key personnel of a short-listed firm after the submission of the response to this RFP could result in reconsideration of the scoring of applicable evaluation criteria, at the sole discretion of the County.

11.2 Any changes in the key personnel of a short-listed firm should be brought to the attention of the County as soon as possible after the change is made.

The changes, the reasons for the changes, and resumes for the individuals being substituted for an individual identified in the response, must be submitted, prior to oral presentations, to the Procurement Analyst identified on the Solicitation Summary.

11.3 Decreases in scoring may result from the reconsideration of changes in the

RFP Template Revised 02/10/25 Page 6 of 6 key personnel of a short-listed firm. No increases in scoring will result from the reconsideration of changes in the key personnel of a short-listed firm.

11.4 After award of a contract, the successful Proposer shall not be allowed to substitute key personnel named in this response, including subcontractors, without the prior written permission of the County. Substitution may, in the sole opinion of the County, be grounds for cancellation of selection, or termination of contract.

PART II

SCOPE OF SERVICES

Prepared by UF IFAS Extension & Sustainability Department Part II - Page 1 of 4

INTRODUCTION

Sarasota County has received grant funding to develop the County Adaptation Action Areas Project (Project) which is federally funded by the Infrastructure Investment and Jobs Act (IIJA) from the United States Environmental Protection Agency (EPA) and distributed through the Coastal & Heartland National Estuary Partnership

(CHNEP).

Sarasota County’s Vulnerability Assessment and Adaptation Plan, found at:

https://www.scgov.net/government/uf-ifas-extension-and-sustainability/sustainability/resiliency-planning-7315 was funded by the Florida Department of Environmental Protection (FDEP), will serve as a foundation for the Consultant to investigate proposed Adaptation Action Area Plans (AAA), taking into consideration all applicable statutes, possible grant funding, other County available documents/reports and maps, as well as other research which may be required of the Consultant.

1. TASK 1- Identify the top three Priority AAA Plans

A. The Consultant shall conduct analysis and identify the top three Priority AAA Plans through:

i. Reviewing, incorporating, and building upon relevant Sarasota County plans, studies, and technical documents to ensure consistency with adopted policies and avoid duplication of effort

ii. Evaluating applicability within each AAA

iii. Recommending project lists as appropriate, documenting any refinements and/or addition as needed to address future climate conditions

iv. Identifying additional analyses required to advance projects toward implementation

B. Support for Grant Implementation Projects including, but not limited to:

i. Providing technical support for resilience funding grant applications as requested by the County including, but not limited to:

a. Preparing grant documents

b. Reviewing grant documents

c. Commenting on funding applications for resilience grants, including the Resilient Florida Grant Program

ii. Researching funding opportunities as directed by the County, and providing information and substantiated documents to the County.

iii. Participating in meetings with the County to discuss the proposed projects and associated grant applications.

iv. Assisting in the prioritization of AAA projects that will be the most likely to receive grant funding.

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v. Validating documents and text in support of grant applications, including, but not limited to:

a. grant application narratives

b. GIS maps

c. technical reports

d. scope of work

e. budgets, etc.

2. TASK 2 – Prepare Three Priority AAA Plans

A. For each of the top three Priority AAA Plans, the Consultant shall:

i. Identify and evaluate adaptation strategies from the Florida Adaptation Planning Guidebook, found at:

https://floridadep.gov/sites/default/files/Adaptation_Planning_Guidebook_0.pdf organized within the following thematic categories:

a. Infrastructure Improvement Strategies – Identification and recommendation of potential gray and green infrastructure improvements, with an emphasis on nature-based solutions including but not limited to stormwater improvements, shoreline protection, living shorelines, and flood mitigation measures.

b. Funding and Financing Strategies – Identification and recommendation of potential funding mechanisms and financing strategies to implement and advance the proposed infrastructure improvement projects.

ii. Develop prioritized project list

a. Building on Sarasota County’s existing adaptation project lists and scoring criteria, Consultant shall identify, refine, and prioritize projects within each Priority AAA that are feasible for near-, mid-, and long-term implementation.

b. Project prioritization shall consider factors such as design maturity, elevation, regulatory feasibility, land ownership, interdepartmental coordination needs, and alignment with County capital planning efforts.

iii. Prepare a project prioritization matrix and/or standardized project sheets that summarize projects across multiple County departments. For each project, the project sheets shall include:

a. Project description outlining purpose, function, and anticipated performance under future sea level rise and flooding scenarios.

Descriptions shall address how the project responds to the unique vulnerabilities, physical conditions, land uses, infrastructure, and environmental constraints of the AAA.

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b. Project location(s)

c. Responsible and supporting departments

d. Anticipated implementation phases and timeframes

e. Conceptual design-level information sufficient to demonstrate technical feasibility and consistency with existing and planned infrastructure, regulatory requirements, and environmental considerations (e.g., conceptual layouts, or illustrative graphics)

f. High-level, order-of-magnitude cost estimates to support comparison, prioritization, and future funding and grant applications

g. A cost–benefit analysis, or comparable decision-support evaluation, considering both quantitative and qualitative benefits. The analysis shall be commensurate with the conceptual level of design and consistent with methodologies used by Sarasota County and relevant state and federal funding programs. Where feasible, benefits shall be evaluated under multiple sea level rise and flood scenarios. Assumptions, methodologies, and limitations shall be clearly documented.

3. TASK 3 - Final Priority AAA Plan Report (“Report”)

A. Consultant shall provide a final Report that shall include:

i. AAA Technical Memorandum

ii. Attribution to CHNEP funding

iii. PowerPoint Presentation

4. General Responsibilities of Consultant

A. Project Management: Consultant shall be responsible for Project Management including, but not limited to:

i. Organizing and conducting a Kick-off Meeting within one (1) month of notice to proceed (“NTP”) with Sarasota County, CHNEP, and Consultant’s subconsultant(s) or contractor(s) to review project scope and discuss logistics of project management and coordination.

ii. Organizing and conducting Monthly Progress Team Meetings, and additional meetings as needed, to:

a. review progress

b. receive and address project team input

c. plan and coordinate upcoming tasks

d. document all decisions and outcomes

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e. produce action item points with target dates and responsible party

f. distribute all detailed meeting notes to the County and other project team members

iii. Presenting final work products to the County and the public.

B. Consultant shall be responsible for ensuring all work meets applicable project standards, including but not limited to:

i. All requirements outlined in Florida Statute 380.093.

ii. All copyright and image authorization standards with regards to any figures, tables, photos, or other graphics included in the work products.

iii. All supporting data/metadata, GIS files, etc. developed as part of work associated with these tasks are provided to Sarasota County and CHNEP for public records and access.

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included. In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all

PART III – INSURANCE REQUIREMENTS

Insurance Template Adopted 04/19/19 Page 2 of 2 personnel on the worksite. Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor shall maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000 each occurrence, $2,000,000 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability insurance with limits not less than $1,000,000 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy. If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. PROFESSIONAL LIABILITY: Contractor shall maintain Professional Liability, or equivalent Errors & Omissions Liability, with limits not less than $2,000,000 per claim/occurrence for professional services rendered under this Contract. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this Contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this Contract is made, or provide evidence showing Contractor has obtained a two-year extended reporting period endorsement.