2637_RFP_Fire_Assessment_Fee_Consulting_Services.pdf

City of Oviedo, Florida

Request for Proposals

#26-37: Fire Assessment Consulting & Related Services

Due Date: 2:00 p.m., October 27, 2026

Procurement Department 400 Alexandria Blvd.

Oviedo, Florida 32765

RFP 26-37 – Fire Assessment Consulting & Related Services Page 2

Table of Contents

Description Page No.

Formal Notice

Request for Proposals

General Terms and Conditions

Anticipated Timetable

Award of Contract

Conflict of Interest

Contract Negotiations

Legal Requirements

Public Records

Title VI Non-Descrimination

Questions

Submittal of Proposals

Scope of Services

Information to be Included in the Submittal

Evaluation Process

Standard Insurance Requirements

Statement of Insurance Compliance Form

Non-Collusion Affidavit

Conflict of Interest Statement

Disputes Disclosure Form

Public Entity Crime Information Statement

Drug Free Workplace Certification Form

Compliance with Employment Eligibility Requirements

Certification Pursuant to Contracting with Scrutinized Companies

Human Trafficking Affidavit

Affidavit of Compliance with Foreign Entity Laws

Acknowledgement of Addenda

Exhibit A, Sample City of Oviedo Agreement

Exhibit B, Electronic Proposal Submission Instructions

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FORMAL NOTICE – REQUEST FOR PROPOSALS (RFP)

SUBMIT RFP TO:

City of Oviedo

Procurement Office 400 Alexandria Boulevard

Oviedo, Florida 32765

REQUEST FOR PROPOSALS

Fire Assessment Consulting & Related Services and Respondent Acknowledgment

Jacqueta Scott Procurement Manager

(407) 971-5534 E-mail: jscott@Cityofoviedo.net

RFP #26-37

RFP DUE DATE: October 27, 2026 RFP DUE TIME: 2:00 P.M (Eastern Standard Time)

Respondent Firm Name:________________________________

Mailing Address:

City, State, Zip:

Type of Entity: (Circle one)

Corporation Partnership Proprietorship Joint Venture

Incorporated in the State of

Telephone Number: _____________________

Fax Number: ___________________________

Email: _________________________________

Federal Employer ID Number or SS Number:

List Principals:

X___________________________________

Authorized Signature

Typed or printed name:

Title: _____________________________________

Date: _____________________________________

All services, programs and activities of the City of Oviedo are offered and solicited without regard to race, color, national origin, age, sex, religion, disability or family status. For information regarding the City’s Title VI Nondiscrimination Policy, Plan and Procedures please visit www.cityofoviedo.net.

THIS FORMAL NOTICE SHOULD BE COMPLETED & INCLUDED WITH SUBMITTAL AS THE “TITLE

PAGE”

mailto:jscott@Cityofoviedo.net http://www.cityofoviedo.net/

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CITY OF OVIEDO, FLORIDA

REQUEST FOR PROPOSALS (RFP) 26-37

FIRE ASSESSMENT CONSULTING & RELATED SERVICES

The City of Oviedo is seeking the services of firms interested in providing Fire Assessment Consulting and Related Services for the City of Oviedo. This firm will be expected to execute the City’s Standard Continuing Consultant Agreement (attached Exhibit A) and provide all the needed insurance certificates and endorsements per that agreement. Each individual or firm shall become familiar with all the terms contained in the agreement and be willing to execute the agreement before submitting a proposal. There shall be no exception to either the scope of services or the terms of the agreement.

REQUESTING THE SOLICITATION DOCUMENT

The City of Oviedo Purchasing Division is the official source to obtain information relating to the City solicitations.

All documents regarding this solicitation are posted utilizing an online bid management system, VendorLink. There is no charge to register with VendorLink and/or to participate in the solicitation process. VendorLink is used for the submission of electronic bids. Vendors may also make an appointment with the City of Oviedo Purchasing Division to obtain such information.

ON-LINE PROVIDER DISCLAIMER

Although not required, it is recommended that firms register and maintain their registration with VendorLink at www.MyvendorLink.com. This is a third-party vendor that provides a platform to communicate solicitation information to the Public. VendorLink does not represent the City nor does communications through this provider constitute communications to the City. The City of Oviedo is not responsible for errors and omissions occurring in the transmission or downloading of any documents from the online website. In the event of any discrepancy between information on this website and the hard copy specifications, the terms of the hard copy specification will control.

AMERICANS WITH DISABILITIES ACT

Persons with disabilities needing special accommodation at public meetings should contact the Purchasing Division at 407-971-5534, no later than seven (7) days prior to the appropriate date on which the accommodation is requested.

PROHIBITION AGAINST CONTINGENT FEES

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 an Agreement as a result of this solicitation process, and that it 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 making of the Agreement as a result of this solicitation process.

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GENERAL TERMS AND CONDITIONS

ANTICIPATED RFP TIMETABLE

a) Release of Request for Proposals: September 27, 2026

b) Deadline for Written Questions: October 16, 2026

c) RFP Due Date: October 27, 2026

d) Evaluation of RFPs and Short List Completed: November 10, 2026

e) Staff Recommendation and Anticipated Award by City Council: December 2026

All dates are tentative. The City reserves the right to change scheduled dates.

ASSIGNMENT

The proposer shall not assign or transfer any contract resulting from this solicitation, including any rights title or interest therein, or its power to execute such contract to any person, company or corporation without the prior written consent of the City.

AWARD OF CONTRACT

Proposers to whom contracts are awarded shall be required to enter into a written contract with the City in a form approved by legal counsel for the City. This RFP, and any part thereof, may be incorporated into and made a part of the final contract. For informational purposes, a sample of the City of Oviedo’s standard contract document is attached as Exhibit A for your information.

Note that the agreement shall not be modified, and contract language is non-negotiable.

CANCELLATION

The City reserves the right to cancel, in whole or in part, any solicitation when it is in the best interest of the City. Availability of all information related to a cancelled solicitation is subject to Chapter 119, Florida Statutes.

CONFLICT OF INTEREST

The award of any contact hereunder is subject to the provisions of Chapter 112, Florida Statutes.

Proposers must disclose with their RFP the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of City or any of its agencies. Further, all Proposers must disclose the name of any officer or employee of the City who owns, directly or indirectly, any interest in the Proposer’s firm or any of its branches or affiliate companies.

CONTRACT NEGOTIATIONS

After the ranking is completed, the City will attempt to negotiate an agreement with the top firm or individual which is determined to be in the best interests of the City. The agreement will cover all aspects of the scope of services as described herein. If no agreement is reached with the top ranked firm or individual, negotiations will be terminated and initiated with the next-ranked firm or individual, and so on, until agreement(s) are reached. All successful proposers shall be required to execute an agreement, which among other things, provides that all plans, drawings, reports, and specifications that result from firm or individual's services shall become the property of the City.

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The City reserves the right before awarding the contract, to require a firm or individual to submit such evidence of its qualifications as it may deem necessary. The City shall be the sole judge of the competency of the firm or individual. Upon the successful negotiations of an agreement, a formal contract will be prepared and executed by both parties.

CONTRACT TERM/RENEWAL

It is the intent to award a contract for an initial three (3) years period with two (2) possible one

(1) year renewals, for a total of five (5) years.

DISPUTES

In case of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the City of Oviedo City Manager shall be final and binding on both parties.

ELECTRONIC SIGNATURES

The successful proposer consents and agrees to the execution of documents using electronic signatures as allowed by the provisions of Florida Statutes §668.001-006 – The Florida Electronic Signatures Act of 1996.

GOVERNING LAW/JURISDICTION

The interpretation, effect, and validity of any contract(s) resulting from this solicitation shall be governed by the laws and regulations of the State of Florida. Venue of any court action shall be in Seminole County, Florida. In the event that a suit is brought for the enforcement of any term of the contract(s).

JUDGEMENTS/LEGAL FINDINGS

By submitting this proposal for consideration, the Proposer affirms that they currently have no judgements or other legal findings nor have any pending judgments or other legal findings against the company or any of its executives, with any federal, state or local governmental entities that in any way could impact or have the potential to impact their ability to complete any contract awarded them as a result of this proposal. Failure to disclose any such judgments and/or findings will result in the termination of any contracts and other penalties as deemed legal and appropriate by the City.

LEGAL REQUIREMENTS

All Federal, State, County and Local Laws, Ordinances, Rules and Regulations that in any manner affect this RFP herein apply. Lack of knowledge by the submitting firms will in no way be cause for relief from responsibility.

LIABILITY

The City of Oviedo assumes no responsibility for the cost of preparing this Request for Proposals.

The awarded Consultant(s) shall hold and save the City of Oviedo, its officers, agents and employees harmless from liability of any kind in the performance of or fulfilling the requirement of the Purchase Order or Contract which may result from award of this solicitation.

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NOTICE OF INTENT TO AWARD

The Procurement Division shall publicly post a Notice of Intent to Award for a minimum period of three (3) business days on the City of Oviedo website via VendorLink at: Oviedo, FL | Official Website (cityofoviedo.net).

PAYMENT

In order for the City to provide payment, the Consultant shall submit a fully documented invoice that provides the basic information set forth in the agreement. The invoice shall be submitted to the City within thirty (30) calendar days after the service has been rendered. It shall be understood that such invoices shall not be submitted for payment until such time as the service has been completed and a City representative has reviewed and approved the service.

PUBLIC RECORDS

The CONSULTANT agrees to fully comply with all State laws relating to public records. In order to comply with Section 119.0701, Florida Statutes, the CONSULTANT must: (1). Keep and maintain public records required by the City to perform the service, (2). Upon request from the City 's custodian of public records, provide the public with a copy of the public records requested or allow the records to be inspected or copied within a reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law, (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of this Agreement and following completion of this Agreement if the CONSULTANT does not transfer the records to the City, (4) Upon completion of this Agreement, transfer, at no cost, to the City all public records in possession of the CONSULTANT or keep and maintain public records required by the City to perform the service. If the CONSULTANT transfers all public records to the City upon completion of this Agreement, the CONSULTANT shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.

If the CONSULTANT keeps and maintains public records upon completion of this Agreement, the CONSULTANT shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City, and (5). If the CONSULTANT does not comply with a public records request, the City shall enforce any and all Agreement provisions in accordance with this Agreement and the CONSULTANT shall be subject to all rights and remedies of the City and the public under controlling State law.

A request to inspect or copy public records relating to this Agreement must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the CONSULTANT of the request, and the CONSULTANT must provide the records to the City or allow the records to be inspected or copied within a reasonable time. Failure by the CONSULTANT to grant such public access and comply with public records requests shall be grounds for immediate unilateral cancellation of this Agreement by the City. The CONSULTANT shall promptly provide the City with a copy of any request to inspect or copy public records in possession of the CONSULTANT and shall promptly provide the City with a copy of the CONSULTANT’s response to each such request.

https://www.cityofoviedo.net/

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The CONSULTANT agrees that if any litigation, claim, or audit is started before the expiration of the record retention period established above, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION

OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S

(CONTRACTOR’S) DUTY TO PROVIDE PUBLIC RECORDS RELATING TO

THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT

(407) 971-5504, ELIANNE RIVERA, CITY CLERK, CITY HALL, CITY OF

OVIEDO, 400 ALEXANDRIA BOULEVARD, OVIEDO, FLORIDA 32765,

ERIVERA@CITYOFOVIEDO.NET.

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING

Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposes is a responsible Proposer.

Proposers are further notified that the City's governing body may not give preference to a Proposer based on the Proposer's social, political, or ideological interests.

PROHIBITION AGAINST CONTRACTING WITH SCRUTINIZED COMPANIES

Pursuant to Florida Statutes Section 287.135, contracting with any entity that is listed on the Scrutinized Companies that Boycott Israel List, created pursuant to Florida Statutes Section

215.4725 or that is engaged in the boycott of Israel is prohibited. The Consultant must certify that the company is not participating in a boycott of Israel. Any contract for goods or services of One Million Dollars ($1,000,000) or more shall be terminated at the City’s option if it is discovered that the entity submitted false documents of certification, is listed on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List or has been engaged in business operations in Cuba or Syria after July 1, 2018.

Any contract entered into or renewed after July 1, 2018 shall be terminated at the City’s option if the company is listed on the Scrutinized Companies that Boycott Israel List or engaged in the boycott of Israel. The Consultant must submit the certification that is attached to this solicitation.

Submitting a false certification shall be deemed a material breach of contract. The City shall provide notice, in writing, to the Consultant of the City’s determination concerning the false certification. The Consultant shall have ninety (90) days following receipt of the notice to respond in writing and demonstrate that the determination was in error. If the Consultant does not demonstrate that the City’s determination of false certification was made in error, then the City shall have the right to terminate the contract and seek civil remedies pursuant to Florida Statute Section 287.135(5)(a).

PROPOSAL OPENING

Electronic proposals shall be received in accordance with the instructions in the RFQ document.

Proposal opening shall be public on the specified date as outlined in the RFQ document. All proposals that have been received in a timely manner will be opened, recorded and accepted for consideration. The names of the firms submitting proposals will be read aloud and recorded.

mailto:ERIVERA@CITYOFOVIEDO.NET

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Sealed proposals received by an agency pursuant to a competitive solicitation are exempt from

s. 119.07(1) and s. 24(a), Article I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the proposals, whichever is earlier.

Proposals will not be accepted by hard copy, telephone or facsimile.

Public Opening: Via Zoom at www.zoom.us, Meeting ID: 836 1948 5999 Pass Code: k2mBf1

QUESTIONS

All questions concerning this RFP shall be submitted in writing to the name and e-mail address below before October 16, 2026, at 5:00 p.m. Eastern Standard Time. All responses to questions will be in the form of an addendum that will be posted on VendorLink. Respondents will be required to acknowledge receipt of addenda, if any, on the Acknowledgement of Addenda Form included in this RFP.

Jacqueta Scott Procurement Manager E-mail: jscott@cityofoviedo.net

RESPONSE DUE DATE AND TIME

All responses are due no later than 2:00 p.m. Eastern Standard Time on October 27, 2026, or as may be revised by written addenda. Proposals not in possession of the City by the due date and time shall be deemed late and shall not be considered for award.

The responsibility for submitting a proposal before the stated due date and time is solely and strictly the responsibility of the proposer. The City is not responsible for delays caused by technical problems, any internet outages or delays incurred by electronic delivery, or any other occurrence.

RESTRICTED DISCUSSIONS

From the date of issuance of this solicitation until final City Council approval, vendors shall not discuss the solicitation or any part thereof with any employee, agent, or any representative of the City except as expressly authorized by the designated Procurement Manager. Contact made with any other employee of, and/or elected City officials of the City of Oviedo regarding this RFP will be grounds for the rejection of the contacting individual’s or firm’s submittal.

RIGHT OF REJECTION BY THE CITY

Notwithstanding other provisions of this RFP, the City reserves the right to award this contract to the firm(s) that best meets the requirements of the City. Further, the City reserves the right to reject any or all submittals prior to execution of the contract, with no penalty to the City.

SHORTLIST

As applicable, a tabulation or the Evaluation Committee’s shortlist will be posted on the City of Oviedo website via VendorLink at: Oviedo, FL | Official Website (cityofoviedo.net). Proposers may also call the Procurement Division for results.

STATE REGISTRATION REQUIREMENTS

Any corporation submitting a bid or proposal in response to this solicitation shall either be http://www.zoom.us/ mailto:jscott@cityofoviedo.net

RFP 26-37 – Fire Assessment Consulting & Related Services Page 10 registered or have applied for registration with the Florida Department of State in accordance with the provisions of Chapter 607, Florida Statutes. A copy of the registration/application may be required prior to award of a contract. Any partnership submitting a response to this Solicitation shall have complied with the applicable provisions of Chapter 620, Florida Statutes.

For additional information on these requirements, please contact the Florida Secretary of State’s Office, Division of Corporations, (800) 755-5111 (http://www.dos.state.fl.us).

SUBMITTAL OF PROPOSALS

For purposes of this solicitation, a sealed proposal is considered a proposal submitted using VendorLink. The proposal must be received no later than 2:00 p.m. Eastern Standard Time on October 27, 2026.

To ensure correct formatting, proposers shall:

1. Submit Proposal electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), Adobe Portable

Document Format (.pdf); or Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Contact VendorLink technical support at support@evendorlink.com if technical difficulties arise during submission.

5. Follow all instructions outlined in this RFP and provide all requested information.

An unsigned proposal is not a valid offer, therefore, failure to sign in the space provided on the “Formal Notice” will result in the proposals being considered non-responsive and the proposal rejected. It is not a minor technicality which the City reserves the right to waive. An electronic signature may be used and shall have the same force and effect as a written signature.

The City may ask awarded proposers to supply one (1) hard copy set with original, written signatures and original forms, prior to the contract execution. Hard copy proposals should not be submitted unless specifically requested by the City.

SUPPORTING DOCUMENTATION

The City will require the selected Consultant to provide the following documentation to support the negotiated Proposal.

a. Scope of service as revised during contract negotiations. Note that changes should serve to clarify the scope and not add or delete from the scope of work as contained in the Request for Qualifications.

b. Billable hourly rates for each proposed sub-consultant developed by multiplying the raw labor rates by the breakeven multiplier. This information must be certified by an officer of the firm. Breakeven multiplier includes direct and indirect labor, general administrative and overhead costs. The profit or operating margin must be clearly indicated

c. Valid insurance certificate(s) evidencing contractually required coverage.

TITLE VI NON-DISCRIMINATION

No person shall on the basis of race, color, national origin, sex, age, disability, family or religious status, as provided by Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of mailto:support@evendorlink.com

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1987, the Florida Civil Rights Act of 1992 and other nondiscrimination authorities, be excluded from participation in, be denied the benefits of, or otherwise subjected to discrimination or retaliation under any program or activity of the City of Oviedo. To view the City’s Nondiscrimination Policy, Plan and Procedures, visit the City’s web page at www.cityofoviedo.net.

VERIFICATION OF EMPLOYMENT STATUS

The Consultant is required to be registered with the U.S. Department of Homeland Security’s E- Verify system prior to entering into a contract with the City of Oviedo. The Consultant shall use the E-Verify system to verify the employment eligibility of all new employees hired by the Consultant during the contract term. The Consultant shall include an express provision in all of its subcontracts requiring subconsultants, who perform work or provide services pursuant to the contract, to use the E-Verify system to verify the employment eligibility of all new employees hired by the subconsultant during the contract term. Only those employees determined eligible to work within the United States shall be employed under this contract.

By submission of a bid or proposal in response to this solicitation, the Consultant affirms that all employees in the above categories shall undergo e-verification before placement on this contract. The Consultant shall commit to comply with this requirement by completing the E- Verification Certification form attached to this solicitation.

A public employer, consultant, or subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Florida Statutes is obligated to terminate the contract with the person or entity pursuant to Section 448.095(2)(c)1, Florida Statutes. If the City terminates the contract for the foregoing reason, the consultant will be liable for any additional costs incurred by the City as a result of the termination of the contract.

http://www.cityofoviedo.net/

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SCOPE OF SERVICES

Fire Assessment Consulting and Related Services under this contract shall deliver a complete fire rescue assessment report to City Council in compliance with all Federal, State, and Local requirements and applicable case law, reflecting the following services including, but not limited to:

1. FIRE ASSESSMENT CONSULTING AND RELATED SERVICES

a. Evaluate the City’s current documents, ad valorem tax roll information, fire call data, agreements, reports, levels of service, budget expenditure requests, projected long-term capital needs, and other data pertaining to the provision of the fire services;

b. Determine the total fire rescue assessment revenue requirements to ensure that the City recovers the full costs, including direct and indirect of: (1) net fire rescue service delivery revenue requirements (2) implementing the program and (3) collecting the assessments using the City’s current financial information;

c. Using the ad valorem roll and existing assessment roll, update fire rescue incident data and revenue requirements. Administer the current fiscal year assessment program and maintain the assessment roll database;

d. Using a minimum of five (5) years of fire incident reports, correlate the fixed property uses within the reports to comparable property uses on the tax roll;

e. Calculate pro forma schedule and updated rates, revenue requirements, and various rate scenarios from full cost recovery to various percentage of partial cost recovery to assist in budget analysis and assessment program planning;

f. Formulate and present an Annual Assessment Supplement, which documents data adjustment and modifications as well as updated pro forma assessment rates;

g. Prepare the critical events schedule for the upcoming fiscal year to ensure adherence to statutory deadlines and maintain the current fiscal year database;

h. Calculate and confirm the pro forma schedule of rates for all classifications, based on a fair and reasonable apportionment methodology with accurate classification of parcels residential for the relevant fiscal year assessment program;

i. Ensure the implemented assessment methodology, and the recommended assessment rates and parcel classifications, comply with all applicable case law and statutory requirements, and compatibility with the tax bill method of collection;

j. Assist the City with calculation, development, and adoption of implementing ordinances and/or resolutions;

k. Assist the City with recurring annual rate calculation, development, and adoption of ordinances and/or resolutions, which include City Council communication and exhibits.

l. A kick-off meeting and an exit conference with the Finance Director and the selected firm’s representatives will be held prior to the assessment and once a draft report is completed. Observations and recommendations must be summarized in the draft report and discussed with the Finance Director, City Manager and each City Councilmember prior to the finalization of the report. The selected firm will be required to present the final report to City Council at a scheduled public meeting. The City will require a minimum of

RFP 26-37 – Fire Assessment Consulting & Related Services Page 13 seven (7) and one (1) ADA compliant electronic copy of the final assessment report two weeks prior to the scheduled public meeting.

2. ADDITIONAL CONSULTING SERVICES

a. The selected firm may also provide advice and/or services for other special assessments on an as needed basis, offer practical and immediate alternatives or funding strategies, and outline a detailed path, timeline or other means to implement any funding approach.

3. RELATED SERVICES

a. The selected firm will also provide advice and assist with the legal requirements for the adoption of the annual assessment rate resolution and certification of the assessment roll in accordance with Section 197.3632, Florida Statutes including; (1) the development of the TRIM notice or the first call notice and its distribution to any affected property owners, (2) publication of the public hearing and (3) the certification of the assessment roll to the appropriate governmental agencies;

b. The Consultant may be required to provide additional services regarding challenges, public protests, administrative hearings or similar matters. These items would be billed as additional services at a separate hourly rate;

c. The Consultant shall be available to serve as an expert witness and provide supporting documentation as necessary;

d. Review the current Interlocal Agreements with third parties and related City Ordinances, including Annual Rate Resolutions, for any changes that may be necessary to meet current legal standards, or to incorporate any changes that may be adopted by the City as a result of this study.

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INFORMATION TO BE INCLUDED IN THE SUBMITTAL

In order to maintain comparability and facilitate the review process, it is requested that proposals be organized in the manner specified below providing separate sections as outlined. Include all information requested herein in your proposal.

Failure to include any of the documents or information requested below may result in the submittal being determined non-responsive by the City’s Purchasing Division.

SECTION 1 – INTRODUCTION AND REQUIRED DOCUMENTS

Shall be considered and scored by the City’s Evaluation Team for a maximum of 10 points.

A. Completed “Formal Notice” found on Page 3 of this RFP shall be used as the Title Page for submittal.

1. Letter of Interest/Executive Summary - Limit to two (2) pages. Include the name, address, telephone number and e-mail address for the person that will serve as the firm’s primary contact for matters related to this RFP.

B. Required Forms:

☐ Formal Notice, shall be used as Title Page

☐ Statement of Insurance Compliance Form

☐ Non-Collusion Affidavit of Proposer

☐ Conflict of Interest Statement

☐ Disputes Disclosure Form

☐ Public Entity Crime Information Statement

☐ Certification Regarding Scrutinized Companies Form

☐ Organizational Information

☐ Drug Free Workplace Certification Form

☐ Compliance with Employment Eligibility Requirements

☐ Human Trafficking Affidavit

☐ Affidavit of Compliance with Foreign Entity Laws

☐ Acknowledgment of Addenda (if applicable)

C. Minimum Eligibility: In order to be considered for award and to be further evaluated, the proposer must meet or exceed the following criteria.

1. Must be registered and licensed to do business within the State of Florida.

2. Firm must have a minimum of five (5) years of experience in the requested area of practice.

SECTION 2 – EXPERIENCE AND QUALIFICATIONS

Shall be considered and scored by the City’s Evaluation Team for a maximum of 35 points:

A. Provide a minimum of three (3) and maximum of five (5) recent consulting projects:

List projects which are similar to this scope that your firm has recently completed or is currently working on. Include the following for each project:

1. Project name, owner name, and contact information.

2. Brief description of work.

3. Name and role of key personnel involved in project.

4. Project status and/or outcome.

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B. Organizational Profile: Submit detailed responses to the following:

1. Identify the manager, project lead and the other key personnel that will be responsible for ensuring the firm’s compliance with the requirements in the RFP and any proposed agreement. For the manager, project lead and other key personnel provide a summary or resume describing the individual’s background and skills in managing similar projects. Each summary should include the following information:

a. The person’s experience with similar projects, whether in Florida or elsewhere.

b. The person’s length of service and type of service with or in association with the firm.

c. The person’s education, formal training and job experience, with the initial focus upon the stand up of a legally valid and repeatable annual non-ad valorem fire assessment.

SECTION 3 – PROJECT APPROACH

Shall be considered and scored by the City’s Evaluation Team for a maximum of 25 points:

A. A successful response to the RFP should articulate qualifications and readiness to (1) offer a comprehensive means to legally fund additional and supplemental costs of the City’s fire department budget in ensuing fiscal years. Such services may be expanded to additional work for the contemplated special assessment or other special assessments subsequently, (2) offer practical and immediate alternatives or funding strategies (which at the discretion of the proposer may or may not be shared in detail in the response to the RFP), and (3) outline a detailed path, timeline or other means to implement any funding approach, or to cause any alternatives or strategies described or suggested to be implemented swiftly. In this context, “swiftly” would be considered within approximately the next 3 to 4 months upon contracting or a notice to proceed and “implemented” means undertaking reasonable and necessary legal, analytical, administrative and practical steps or prerequisites necessary to be in a position to collectively bill or charge all assessable property owners to fund the cost of fire services provided. Cost of fire services provided need to include capital replacement and costs incurred for services provided by other departments such as the Fleet, Information Technology and Insurance Internal Service Funds.

B. Provide details of how your firm will assure the City that any proposed funding program will fairly meet all legal requisites and work to avoid or limit Proposer identified risks and challenges.

C. Discuss why your firm is a fit for the City and why your firm should be selected.

D. Provide any other relevant information about the firm’s qualifications, personnel, resources, and ability to provide the services described in this RFP.

SECTION 4 – REFERENCES

(Three 3-page maximum submittal) Shall be considered and scored by the City’s Evaluation Team for a maximum of 15 points:

A. Provide references from up to three (3) Florida communities that, within the last three (3) years, have utilized the proposed or alternative approach, if any; or, the services of the firm otherwise. The list of references should include in summary

RFP 26-37 – Fire Assessment Consulting & Related Services Page 16 the number of parcels assessed and aggregate annual amounts collected, and at least one contact person and contact information for each of the references identified. OR

B. Submit at least three (3) references, preferably municipal clients (not to include the City of Oviedo), for which your firm has performed (or is currently performing) work similar in nature as described herein. For each reference, submit the following:

1. Client Name

2. Contact Information, including telephone number and email addresses

3. Abstract of project(s) completed or currently under contract.

SECTION 5 – PRICE

Shall be considered and scored by the City’s Evaluation Team for a maximum of 15 points:

A. Submit a detailed breakdown of the costs associated with the completion of the City’s

Fire Assessment Consulting and Related Services, based on the scope of services as described in this RFP.

EVALUATION PROCESS

Submissions will be evaluated on a total score basis, with a maximum score of one hundred (100) points. The following criteria will be used in the evaluation process to determine the successful respondent(s). The evaluation criteria may be modified for the oral presentation portion of the evaluation.

EVALUATION CRITERIA MAXIMUM POINTS

SECTION 1 – INTRODUCTION AND REQUIRED DOCUMENTS 10

SECTION 2 – EXPERIENCE AND QUALIFICATIONS 35

SECTION 3 – PROJECT APPROACH 25

SECTION 4 – REFERENCES 15

SECTION 5 – PRICE 15

TOTAL POINTS 100

A team of City Employees will evaluate and rank each submittal based on information provided.

A ranked short list will be presented to City Council for approval.

Evaluation factors are based on the abilities of the proposer to efficiently perform the services as generally outlined in this Request for Proposals. The City will be seeking to identify the submittal(s) which will best meet the needs of the City of Oviedo as determined from the responses to this Request for Proposals. The Selection Committee will present its recommendation to the City Council, which has the authority to make the final determination and award the contract.

RFP 26-37 – Fire Assessment Consulting & Related Services Page 17

CITY OF OVIEDO

INSURANCE REQUIREMENTS

The selected Firm or Individual for all Bids, Requests for Qualifications (RFP), and Requests for Proposals (RFP) will be required to name the City as an additional named insured with the following minimum coverages.

A. Workers’ Compensation shall be maintained by the selected firm or individual for all employees engaged in the work under this Bid, RFP or RFP in accordance with the laws of the State of Florida. Employers’ Liability Insurance shall be maintained by the selected firm or individual at limits not less than the following.

$1,000,000 Each Accident $1,000,000 Disease Each Employee $1,000,000 Policy Limit for Disease

B. Commercial General Liability Insurance shall be maintained by the selected firm or individual with limits not less than the following:

$1,000,000 Bodily Injury & Property Damage-each occurrence $1,000,000 Personal & Advertising Injury-each occurrence $2,000,000 General Aggregate $2,000,000 Products/Completed Operations Aggregates limit $ 5,000 Medical Payments $ 100,000 Fire Damage Legal Liability

Coverage shall include Contractual Liability and Independent Contractors Liability.

C. Automobile Liability Insurance shall be maintained by the selected firm or individual with a combined single limit of not less than $1,000,000 Bodily Injury and Property Damage in accordance with the laws of the State of Florida, as to the Ownership, maintenance, and use of all owned, non-owned, leased or hired vehicles.

D. Professional Liability Insurance shall be maintained by the selected firm or individual with a combined single limit of not less than $1,000,000, protecting the selected firm against claims of the City for negligence, errors, mistakes, or omissions in the performance of services to be performed and furnished by the selected firm or individual.

E. Other Required Insurance Coverage where unusual operations are necessary to complete the work, such as Longshoremen and Harbor Workers’ Exposures, use of aircraft or watercraft, use of explosives, and any high-risk circumstances. No aircraft, watercraft or explosives shall be used without the express advance written approval of the City.

The City reserves the right to alter or amend these requirements, to decrease or increase the requirements as needed, without prior notice, depending on the scope of the contract and the risk factors involved.

All insurance minimum coverages extend to any subcontractor, and the General Contractor is responsible for all sub-contractors.

RFP 26-37 – Fire Assessment Consulting & Related Services Page 18

STATEMENT OF INSURANCE COMPLIANCE

The undersigned agrees to obtain prior to award, if selected, Professional Liability, General Liability, Automobile Liability, and Worker’s Compensation coverages in accordance with the requirements as set forth in the Invitation for Proposal, Invitation to Bid, or Invitation for Qualifications, or draft agreement, attached hereto.

Policies other than State Issued Worker’s Compensation shall be issued only by companies authorized by maintaining certificates of authority issued to the companies by the Department of Insurance of the State of Florida to conduct business in the State of Florida and which maintain a Rating of “A” or better and a Financial Size category of “VII” or better according to the A.M.

Best Company. Policies for Worker’s Compensation may be issued by companies authorized as a group self-insurer by F.S. 440.57, Florida Statutes.

PROPOSER

AUTHORIZED SIGNATURE

OFFICER TITLE

DATE

THIS FORM SHOULD BE COMPLETED AND RETURNED WITH YOUR SUBMITTAL

RFP 26-37 – Fire Assessment Consulting & Related Services Page 19

NON-COLLUSION AFFIDAVIT OF PROPOSER

STATE OF _____________________

COUNTY OF ___________________

_____________________________________________, being duly sworn, deposes and says that:

1. He/She is_______________________ of _____________________________ the proposer

Title Company Name that has submitted the attached bid or Request for Proposals;

2. He/She is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal:

3. Such Proposal is genuine and is not a collusive or sham proposal;

4. Neither the said proposer nor any of its officers, partners, owners, agents, representative, employees, or parties in interest, including this affiant, has in any way colluded, connived, or agreed, directly or indirectly, with any other proposer, firm or person to submit a collusive or sham proposal in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other proposer, firm, or person to fix the price or prices in the attached proposal or any other proposer or to fix any overhead, profit or cost element of the proposal price or the proposal price of any other proposer, or to secure through any collusion, connivance, or unlawful agreement any advantage against the City of Oviedo, Florida or any person interested in the proposed Contract; and

5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.

SIGNED__________________________________

TITLE____________________________________

SUBSCRIBED AND SWORN TO BEFORE ME THIS ______DAY OF _____________ 2026.

Notary Public, State of Florida My Commission Expires:_________________________

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CONFLICT OF INTEREST STATEMENT

STATE OF FLORIDA

CITY OF ____________________________________

Before me, the undersigned authority, personally appeared ______________________________, who was duly sworn, deposes, and states:

1. I am the of with a local office in and principal office in .

(City & State) (City & State)

2. The above named entity is submitting a Bid for the City of Oviedo, described as:

RFP No. 26-37 Fire Assessment Consulting and Related Services

3. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge.

4. The Affiant states that only one submittal for the above proposal is being submitted and that the above-named entity has no financial interest in other entities submitting proposals for the same project.

5. Neither the Affiant nor the above-named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraints of free competitive pricing in connection with the entity’s submittal for the above RFP. This statement restricts the discussion of pricing data until the completion of negotiations if necessary and execution of the Contract for this project.

6. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participation in contract letting by any local, State, or Federal Agency.

7. Neither the entity, nor its affiliates, nor anyone associated with them, have any potential conflict of interest due to any other clients, contracts, or property interests for this project.

8. I certify that no member of the entity’s ownership or management is presently applying for an employee position or actively seeking an elected position with the City of Oviedo.

9. I certify that no member of the entity’s ownership, management, or staff has a vested interest in any aspect of the City of Oviedo.

RFP 26-37 – Fire Assessment Consulting & Related Services Page 21

10. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above named entity, will immediately notify the City of Oviedo.

Signed Dated

Typed Name and Title

Sworn to and subscribed before me this _________day of , 2026.

Personally known ____ OR produced identification ____. Identification type:

Notary Public: State of ___________________ County of

Printed, typed, or stamped commissioned name of notary public

My commission expires ___________________________

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR SUBMITTAL

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DISPUTES DISCLOSURE FORM

Answer the following questions by placing an “X” after “YES” or “NO”. If you answer “YES”, please explain in the space provided, or via attachment.

Has your firm or any of its officers, received a reprimand of any nature or been suspended by the Department of Professional Regulation or any other regulatory agency or professional association within the last five (5) years?

YES _______ NO _______

Has your firm, or any member of your firm, been declared in default, terminated or removed from a contract or job related to the services your firm provides in the regular course of business within the last five (5) years?

YES _______ NO ________

Has your firm had against it or filed any requests for equitable adjustment, contract claims, bid protests, or litigation in the past five (5) years that is related to the services your firm provides in the regular course of business?

YES _______ NO ________

If yes, state the nature of the request for equitable adjustment, contract claim, litigation or protest, and state a brief description of the case, the outcome or status of the suit and the monetary amounts or extended contract time involved.

I hereby certify that all statements made are true and agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for forfeiture of rights for further consideration of this Request for Proposals, No. 26-37, Fire Assessment Consulting and Related Services.

Firm Date

Authorized Signature and Title Printed or Typed Name and Title

RFP 26-37 – Fire Assessment Consulting & Related Services Page 23

PUBLIC ENTITY CRIME INFORMATION STATEMENT

All invitations to bid as defined by Section 287.012(11), Florida Statutes, requests for proposals defined by Section 287.012(16), Florida Statutes, and any contract document described by Section 287.058, Florida Statutes, shall contain a statement informing persons of the provisions of paragraph (2)(a) of Section 287.133, Florida Statutes, which reads as follows:

“A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.”

All vendors who submit a Bid or Request for Proposals to the City of Oviedo, are guaranteeing that they have read the previous statement, and by signing the proposal documents, are qualified to submit a proposal under Section 287.133, (2)(a) Florida Statutes.

As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.

________________________________ Date: _________________________ Authorized Signature and Title

Print Name and Title

RFP 26-37 – Fire Assessment Consulting & Related Services Page 24

DRUG-FREE WORKPLACE CERTIFICATION FORM

IDENTICAL TIE BIDS-In accordance with Florida State Statutes Section 287.087, preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids which are equal with respect to price, quality, and service are received by the State or by any political subdivision for the…