Template Version 7-8-25

RFP-ED-26-24

REQUEST FOR PROPOSAL:

Market and Feasibility Study for a Boutique Hotel in Town Center within the State Road

100 Community Redevelopment Area (CRA)

RFP #: RFP-ED-26-24

Financial Services Department 160 Lake Avenue

Budget & Procurement Office Palm Coast, FL 32164

PROPOSAL MANUAL

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TABLE OF CONTENTS PAGE

Overview _________________________________________________________________________ 2

About Palm Coast __________________________________________________________________ 3

General Requirements ______________________________________________________________ 4

Instructions to Proposers ___________________________________________________________ 13

Evaluation of Qualifications and Award ________________________________________________ 17

CLAIMING LOCAL PREFERENCE _______________________________________________________ 19

Price Form Page 1 _________________________________________________________________ 20

Price Form Page 2 _________________________________________________________________ 21

References – OTHER THAN THE CITY OF PALM COAST ____________________________________ 22

FORM 1 – Conflict of Interest Statement _______________________________________________ 24

FORM 2 – Debarment Certification ___________________________________________________ 26

FORM 3 – Certification of Authorized Signatory _________________________________________ 28

FORM 4 – Compliance Certification Form ______________________________________________ 29

FORM 5- E-VERIFY REGISTRATION AND USE AFFIDAVIT _____________________________ 32

Form 6 - 2 CFR 200.321 Affirmative Step Requirements ___________________________________ 34

FORM 7 – PUR 1355 ________________________________________________________________ 35

FORM 8 – AFFIDAVIT OF COMPLIANCE ________________________________________________ 36

EXHIBIT A ________________________________________________________________________ 37

EXHIBIT B ________________________________________________________________________ 38

Contract Template _________________________________________________________________ 39

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OVERVIEW

CITY OF PALM COAST

REQUEST FOR PROPOSALS (RFP)

TITLE

Marketing and Feasibility Study for a Boutique Hotel and Mixed-Use Development within the State Road 100 Community Redevelopment Area (CRA)

REFERENCE

ISSUED

December 17, 2025

DUE

January 22, 2026 at 2 p.m.

PROCUREMENT COORDINATOR

TAYA HOFF

(386) 986-2339 Thoff@palmcoastgov.com

PROJECT MANAGER

CRAIG MCKINNEY

(386) 986-2471 Email: cmckinney@palmcoastgov.com

BRIEF DESCRIPTION

This Request for Proposals is issued for the purpose of completing a Bankable Marketing and Feasibility Study for a Boutique Hotel within the State Road 100 Community Redevelopment Area

(CRA).

OTHER KEY DATES AND MEETINGS

Ques on Deadline: January 13, 2026 at 2 p.m.

Proposal Deadline: January 22, 2026 at 2 p.m.

The above outlines the deadlines applicable to this RFP. City reserves the right to modify or change the scheduled deadlines at its sole discre on and will provide no ce to the Proposers of any such change(s).

DOCUMENT AVAILABILITY, SUBMISSION, OTHER INFORMATION

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

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

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

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ABOUT PALM COAST

The City of Palm Coast is the largest city in Flagler County, the 4th fastest-growing county in the state of Florida.

Located in Flagler County on Florida's northeast coast, Palm Coast is positioned between St. Augustine and Daytona Beach, approximately 70 miles from both the Jacksonville and Orlando metropolitan areas. Palm Coast's Interstate 95 Exit 284 (at State Road 100) is the closest I-95 exit to the beach from Maine to Miami making it an attractive tourist destination. Palm Coast spans approximately 90 square miles and boasts 70 miles of saltwater and freshwater canals, and Intracoastal Waterway. It also offers 19 miles of Atlantic Ocean Shoreline.

The City of Palm Coast is one of Florida's newest cities, incorporated in 1999. Palm Coast is a full-service City government servicing approximately 117,000 residents and 38,250 households. From 2010 to 2022 the City of Palm Coast’s population grew by 27%. Additionally, Flagler County’s population is forecasted to grow 43% by 2050.

Palm Coast also provides its residents with a dozen City parks, a brand-new tennis & recreation center, a municipal golf course, a swimming pool complex, and more than 125 miles of connecting multiuse pathways for walking, running, and bicycling. Parks and other recreational amenities are open seven days a week, usually from morning to night. The Palm Coast Southern Recreation Center hosts both junior and adult USTA tournaments, including the USTA Pro Circuit Palm Coast Open, a major event for professional players.

Additionally, Palm Coast is adjacent to Flagler Beach. This stretch of highway through Palm Coast and the Flagler Beaches is one of only two “All American Roads” in Florida designated by the U.S. Department of Transportation for its incredible oceanside views and stunning scenery. There are no chain hotels or high rises on this route: just miles of untouched sand and the limitless expanse of the Atlantic.

In January 2025, the City of Palm Coast was honored with the prestigious Regional Award for Excellence in Planning and Growth Management from the Northeast Florida Regional Council for its visionary work on the "Imagine 2050: City on the Rise" Comprehensive Plan Update.

Palm Coast's visibility in the northeast Florida region is quickly rising. In addition, the City's Town Center is experiencing rapid transformation with projects like Persimmon Capital’s 273,000 sq. ft. residential and commercial mixed-use project known as The Promenade. Planned to open by the fourth quarter of 2026, it will feature 204 luxury apartments and 50,000 square feet of mixed-use restaurant, retail and office/institution space.

Additionally, some of the biggest names in industry, such as DC Blox’s data center, which will host Google's 'Sol' cable landing station which will also be a training campus for the tech giant.

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GENERAL REQUIREMENTS

INTRODUCTION - PROJECT OVERVIEW AND OBJECTIVES

The Palm Coast Town Center is located within the State Road 100 CRA, which encompasses the community’s emerging downtown district and includes a mix of civic, cultural, residential, and institutional uses. Across the street and directly south of the 2.89 acre proposed hotel site is a $79 million-dollar mixed-use development consisting of 204 modern studio, one bedroom and two-bedroom apartments parcel, as attached hereto and incorporated herein by reference to Exhibit “A”. This mixed-use development will also include an expansive landscaped and brick paved promenade walkway fronting the development and providing entry to 57,000 square feet of restaurant, retail, office and institutional spaces. That development is set to open mid-2026. To further build on the downtown’s rapid development and interest, the City intends to attract a nationally branded boutique hotel that strengthens the Town Center’s identity, enhances tourism appeal, and stimulates adjacent mixed-use development. The selected consultant will provide market demand assessment, brand positioning, financial feasibility, and fiscal impact analysis.

The study will also point to the best components to integrate into the boutique hotel i.e., full-service restaurant, meeting or special event space and roof-top lounge area. Recommend square footage allotment for each integrated component.

The study will also evaluate how the site’s entitlement status, CRA and Opportunity Zone designations, and public infrastructure conditions affect development potential, investment return, and implementation timing. Timing is of the essence for completion of the study.

PROJECT OBJECTIVES

1. Market Demand and Positioning

Assess current and projected lodging demand within the Palm Coast and Flagler County markets, including segmentation by business, leisure, group, and extended-stay travel. Determine the appropriate hotel type, scale, key in-demand features like meeting rooms, large interior event space, full-service restaurant and/or roof top lounge for positioning and to complement the City’s evolving Town Center and regional tourism objectives.

2. Competitive Market Analysis

Evaluate the existing and pipeline hotel inventory within the competitive set, including occupancy, average daily rate (ADR), and revenue per available room (RevPAR) performance. Identify market gaps and differentiation opportunities to support a boutique or lifestyle-oriented brand.

3. Site Evaluation and Development Context

Consider site visibility, accessibility, lakefront orientation, integration with mixed-use development, and potential for synergistic restaurant and event space activation.

4. Financial Feasibility and Fiscal Impact

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Prepare preliminary development cost estimates, pro forma income statements, and financial projections through stabilized operations. Identify potential funding tools or public-private partnership mechanisms, including Tax Increment Financing (TIF) support, or impact fee incentives to enhance project feasibility and fiscal return to the city.

5. Stabilization Objective

Determine the expected stabilization period for the proposed hotel and identify the point at which the property achieves sustainable market performance. Stabilization refers to the period following opening during which occupancy, ADR, and net operating income (NOI) mature to levels consistent with comparable hotels and long-term market conditions. The analysis shall estimate the ramp-up period from opening through stabilization— typically three to five years for Tier 1 hotels—and project the stabilized year of operation that will serve as the foundation for evaluating project feasibility, debt service coverage, and long-term fiscal sustainability within the Palm Coast market.

6. Brand Alignment and Flag Strategy

Assess alignment with Tier 1 global hotel families such as Hilton and Marriott and their respective boutique and lifestyle flags (e.g., Hilton’s Tapestry or Curio Collection; Marriott’s Tribute Portfolio or Autograph Collection).

Recommend the most suitable brand affiliation strategy based on site characteristics, target market, ADR potential, and investment parameters.

7. Economic and Community Benefits

Quantify anticipated economic, employment, and fiscal impacts resulting from hotel construction and ongoing operations, including job creation, annual ad valorem revenue generation, visitor spending, and catalytic benefits to surrounding mixed-use development.

SCOPE OF SERVICES

1. Market and Economic Analysis

Conduct an in-depth evaluation of the Palm Coast and Flagler County lodging markets, including supply, demand, and performance trends by segment (business, leisure, group, and extended stay).

Identify primary and secondary demand generators, market seasonality, and visitor demographic trends.

Provide projections of future lodging demand, average daily rate (ADR) growth, and competitive positioning over a ten-year horizon. Provide a 10-year pro forma with scenario analysis and an editable Excel.

2. Competitive Set and Brand Benchmarking

Define the appropriate competitive set for the proposed boutique hotel and evaluate recent and historical operating performance (occupancy, ADR, RevPAR).

Benchmark Palm Coast market performance against comparable Tier 1 brands, including Hilton, Marriott, Hyatt, and IHG boutique and lifestyle collections.

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Assess feasibility of affiliation with soft-brand flags such as Hilton’s Tapestry or Curio Collection and Marriott’s Tribute Portfolio or Autograph Collection, including franchise criteria, room count compatibility, and ADR expectations.

3. Site and Development Evaluation

The proposed property is located within the State Road 100 Community Redevelopment Area (CRA) and the federally designated Opportunity Zone, making it eligible for potential tax-advantaged investment and CRA financing tools. However, the CRA’s current authorization period expires following the 2034 tax year, and therefore any tax increment or other financial participation mechanisms must be structured and realized within that limited timeframe.

The 2.89-acre site is privately owned, free of debt, and holds existing commercial entitlements necessary to accommodate the hotel’s ancillary restaurant and retail space as well as off-site parking rights for approximately twenty-five (25) vehicles. However, the property owner will need to convert a portion of existing residential apartment entitlements into hotel room key entitlements in accordance with the Town Center DRI and CDD requirements.

4. Financial Feasibility and Alternative Development Scenarios

As appropriate to the Boutique Hotel or any other hotel recommendation, prepare midterm stress metrics (e.g.

what happens if occupancy falls 10%) clearly identifying key assumptions and transparency. Prepare an economic TIF impact memorandum suitable for CRA use.

5. Public-Private Partnership and Fiscal Impact

Evaluate potential City or CRA participation tools, including Tax Increment Financing (TIF), impact fee adjustments, land value contribution, and performance-based incentive structures. All CRA-related participation scenarios shall account for the remaining term of the CRA (through the 2034 tax year) to ensure realistic forecasting of available increment revenue and to evaluate the feasibility of reimbursement structures within the remaining life of the district.

Quantify anticipated fiscal benefits to the City and CRA, including ad valorem revenue generation, job creation, visitor spending, and economic multiplier effects. Provide recommendations for potential public-private partnership (P3) frameworks that ensure public benefit and project viability.

INDUSTRY METHODOLOGY STANDARDS

All analyses shall conform to current methodologies of HVS, CBRE Hotels, STR, and PKF Hospitality Research.

Reports must include assumptions, source citations, and modeling consistent with hospitality finance industry norms.

REQUIRED DELIVERABLES

Draft and Final Market and Feasibility Report (PDF and editable format)

Executive Summary Presentation Deck (PowerPoint)

Financial Model Spreadsheet (Excel) with full pro forma

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Brand Submission Packet aligned with Marriott/Hilton franchise standards

CONSULTANT QUALIFICATIONS

Proposing firms shall have completed at least three (3) Tier-1 boutique hotel feasibility studies within the past five

(5) years, including at least one in Florida or the Southeastern U.S. The project team shall include specialists in hotel economics, real estate development, and CRA/Opportunity Zone finance.

PROPOSED SCHEDULE AND MILESTONES

Week 1: Kickoff meeting and project initiation

Week 3: Site visit and market data collection

Week 8: Draft findings presentation

Week 12: Final report delivery

EVALUATION CRITERIA

Relevant experience with hotel market and feasibility studies – 30 points

Understanding of CRA and Opportunity Zone financing and entitlement processes – 20 points

Project approach and ability to meet 90-day timeline – 20 points

Qualifications of project team and key personnel – 15 points

Cost proposal and overall value – 15 points

PURCHASING PROCEDURES: The Procurement and Contracting Procedures and Processes apply to this Request for Proposal. These procedures can be found at: http://www.palmcoast.gov/procurement under Procurement Policy.

INQUIRIES/INTERPRETATIONS: All Proposers shall carefully examine the Request for Proposal (RFP) documents.

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

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

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

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

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

CONTRACT TERMS AND CONDITIONS: The draft contract template is attached to this RFP. Proposers should review the draft contract template prior to submitting a proposal. If Proposer wants to negotiate modifications or additional terms and conditions to the contract, then Proposer shall raise these requested modifications or additional terms and conditions by inquiry in writing through the City’s Procurement Portal Web Page. UNLESS EXPRESSLY ACCEPTED BY THE CITY AND ISSUED BY ADDENDA, ONLY THE TERMS AND CONDITIONS IN THIS RFP SHALL APPLY. NO ADDITIONAL TERMS AND CONDITIONS INCLUDED WITH THE PROPOSAL SHALL BE CONSIDERED.

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

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

TIME TO RESPOND: Proposals shall be submitted electronically through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) for receipt by the specified time and date. No other method of submission will be allowed or considered (i.e. mailed, emailed, or hand delivered). It is strongly recommended that Proposers begin the uploading process at least ONE (1) day before the Proposal Deadline set forth in the Overview for sufficient time to complete the process. NO SUBMISSIONS THROUGH THE CITY’S PROCUREMENT PORTAL WEB PAGE WILL BE ALLOWED OR CONSIDERED AFTER THE SPECIFIED TIME AND DATE. For general assistance, please contact Budget and Procurement Division staff at least one business day in advance of the proposal due date. For technical questions related to the submission portal, please contact Bonfire at Support@GoBonfire.com or visit their help forum at https://bonfirehub.zendesk.com/hc.

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

SITE VISIT: Before submitting proposals, Proposers must carefully examine the site of the proposed work, if applicable, and make all necessary investigations to inform themselves thoroughly as to all difficulties involved in the completion of all work required pursuant to the mandates and requirements of this RFP. No pleas of ignorance

9 | P a g e of conditions or difficulties that may exist prior to the opening time or of conditions or difficulties that may be encountered in the execution of the work pursuant to this RFP as a result of failure to make necessary and reasonable examinations and investigations will be accepted as an excuse for any failure or omission on the part of the successful Proposer to fulfill, in every detail, all of the requirements of the contract documents, nor will they be accepted as a basis for any claims whatsoever for extra compensation or for any extension of time.

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

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

INCOMPLETE PROPOSALS/MISTAKES IN PROPOSAL: Failure to sign and return any or all issued addenda, failure to return a signed and completed pricing form, if applicable, and/or failure to sign and return a completed Form 4 Compliance Certification shall be absolute disqualification of the proposal as nonresponsive. Other than the pricing form, if applicable, issued addenda, and Form 4, the City reserves the right, at City’s discretion, to reject the proposal, or to request all required forms/attachments that may have not been submitted, or that may be otherwise incomplete or noncompliant in the City’s opinion. Upon request by the City, the Proposer shall have one

(1) business day to supply this information to the City for the proposal to be considered valid. Proposers are expected to examine the terms and conditions, specifications, delivery schedule, prices, extensions and all instructions pertaining to supplies and services. Failure to do so will be at Proposer's risk. In the event of extension or addition error(s), the unit price, and extension will prevail, and the Proposer's total offer will be corrected accordingly.

Written amounts take precedence over numerical amounts. Proposals having erasures or corrections must be initialed in ink by the Proposer.

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

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

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

b) Evidence of collusion among Proposers.

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

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

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

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

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

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

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

SELECTION AND AWARD: The award will be made to a responsive, responsible Proposer consistent with the process and award criteria set forth in the Evaluation of Qualifications and Award herein. The City reserves the right to accept any proposal or combination of proposal alternates which, in the City’s judgment, will best serve the City’s interest. Discrepancies in the multiplication of units of work and unit prices will be resolved in favor of the unit price.

Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Proposer understands that submission of its proposal constitutes Proposer’s acceptance of the terms and conditions of this Request for Proposal, including the contract template attached. However, Proposer also understands that its proposal does not constitute an agreement or a contract with the City. The City reserves the right to reject all proposals, to waive any formalities, to solicit and re-advertise for new proposals or to abandon the project in its entirety. The right is reserved to make a separate award of each item, group of items or all items, and to make an award, in whole or in part, whichever is deemed in the best interest of the City. Pursuant to Florida Statutes § 287.05701, the City will not will not give preference to or request documentation of or consider a vendor’s social, political, or ideological interests when determining the vendor’s qualifications.

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

b) LOCAL BUSINESS PREFERENCE IN SELECTION AND AWARD: The City has a Local Business Preference Policy, see Section 2-30 of the City of Palm Coast Code of Ordinance, designed to aid Local Vendors. The Policy allows Local Vendors (defined below) to be awarded a solicitation if their cost to the City is within 3%

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

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

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

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

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

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

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

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

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

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

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

GOVERNMENTAL RESTRICTIONS: In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Budget and Procurement Division at once in writing, indicating the specific regulation which requires an alteration, including any price adjustments. The City reserves the right to accept such alteration or to cancel the contract or purchase order at no further expense to the City.

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

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

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

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

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

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INSTRUCTIONS TO PROPOSERS

PROPOSAL SUBMITTAL

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

The proposal must be divided into eight (8) sections with references to parts of this RFP done on a section number/paragraph number basis. The eight (8) sections shall be named:

SECTION 1 - PROPOSAL EXECUTIVE SUMMARY: Discuss the highlights, key features and distinguishing points of the proposal. The executive summary should be in the form of a letter that, at minimum, includes:

name of individual, partnership, company, or corporation submitting proposal; a brief history of the company;

city’s RFP number; statement that all terms and conditions of the RFP are understood and acknowledged by the undersigned; and signature(s) of representative(s) legally authorized to bind the Proposer. A separate sheet shall include a list of individuals who will be significant members of the project team, including contact information, i.e., phone numbers and email addresses. Limit this section to five (5) pages.

SECTION 2 - TABLE OF CONTENTS: There shall be a Table of Contents for material included in the proposal.

SECTION 3 - QUALIFICATIONS OF PROJECT TEAM AND KEY PERSONNEL: This section should present the Proposer’s project team and highlight the qualifications, expertise, and relevant experience of key personnel assigned to the engagement. The Proposer should emphasize team members’ backgrounds in hospitality and mixed-use feasibility analysis, market research, financial modeling, and public-sector collaboration. Descriptions should include each individual’s role, professional credentials, and experience on comparable projects— particularly those involving Community Redevelopment Agencies (CRAs), Opportunity Zones, or complex entitlement processes. The proposal should demonstrate a cohesive team structure with clearly defined responsibilities, illustrating the capacity and depth of experience necessary to deliver a comprehensive, data-driven feasibility study that meets the City’s objectives.

SECTION 4 - RELEVANT EXPERIENCE WITH HOTEL MARKET AND FEASIBILITY STUDIES: This section highlights the Proposer’s demonstrated expertise in conducting comprehensive market and feasibility studies for hotel development. The Proposer should describe prior engagements that showcase experience evaluating hotel market conditions, site selection criteria, and project financial performance. Emphasis should be placed on methodologies used to assess demand drivers, competitive positioning, and long-term economic sustainability. Examples of comparable projects should illustrate the proposer’s ability to deliver actionable recommendations that have guided successful hotel development in urban, resort, or destination settings.

SECTION 5 - UNDERSTANDING OF CRA AND OPPORTUNITY ZONE FINANCING AND ENTITLEMENT

PROCESSES: This section should demonstrate the Proposer’s knowledge and experience navigating Community Redevelopment Agency (CRA) programs, Opportunity Zone incentives, and related entitlement processes. The Proposer should outline familiarity with structuring projects to leverage public–private partnerships, tax incentives, and redevelopment tools that maximize financial feasibility and community benefit.

Discussion should include prior experience coordinating with local agencies, securing entitlements, and aligning

14 | P a g e project goals with statutory and regulatory requirements. Examples of successful projects should illustrate the Proposer’s ability to integrate these financing mechanisms and entitlement strategies to advance complex hospitality or mixed-use developments efficiently and effectively.

SECTION 6 - PROJECT APPROACH AND SCHEDULE: This section should outline the Proposer’s comprehensive approach to completing the hotel market and feasibility study within the specified 90-day timeframe. The Proposer should detail a clear work plan, including key milestones, deliverables, and communication protocols to ensure efficient project execution. Emphasis should be placed on the team’s ability to mobilize quickly, coordinate with City staff and stakeholders, and integrate market, financial, and entitlement analyses seamlessly. The proposal should demonstrate proven project management practices, data-driven methodologies, and a commitment to maintaining quality and accuracy under a condensed schedule—ensuring actionable findings are delivered on time and within scope.

SECTION 7 - PROPOSAL COST SHEET AND RATES: This section shall include the proposed itemized costs to provide the required services. Include any other cost and price information, plus a not-to-exceed amount, that would be contained in a potential agreement with the City. The hourly rates may be used for pricing the cost of additional services outlined in the Scope of Work. Proposed budget for the evaluation project, broken down by hours and rates for each task. Costs for travel and incidentals should be included in the proposal.

Include a total not-to-exceed price for the entire project. Include any pass-through costs such as taxes, fees, etc.

The fee information is relevant to a determination of whether the fee is fair and reasonable in light of the services to be provided.

SECTION 8 - REQUIRED FORMS: This section shall include the required forms which are available at the end of this Proposal Manual.

INSURANCE

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

PROPOSAL SECURITY

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

CONFIDENTIAL MATERIALS

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

WARRANTY AGAINST FRAUD AND COLLUSION

By submitting a proposal in response to this RFP, the Proposer warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for the Proposer, to solicit or secure this business and the resulting contract, and that the Proposer has not paid, or agreed to pay, any person, company, corporation, individual or firm, other than a bona fide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon, or resulting from, the award or the resulting contract. For the breach or violation of this provision, the City shall have the right to disqualify the proposal and

15 | P a g e terminate the Agreement at its sole discretion, without liability, and to deduct from the contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift or consideration.

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

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PREPARING AND UPLOADING SUBMISSION

1. PREPARE YOUR SUBMISSION MATERIALS:

Requested Information:

Name Type # Files Requirement

RFP Proposal Package File Type: PDF (.pdf) Multiple Required

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

Price Forms File Type: PDF (.pdf) Multiple Required

Addendum 1 (If issued) File Type: PDF (.pdf) Multiple Required

All items under section "Required Deliverables" on Page 6-7

File Type: PDF (.pdf) Multiple Required

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

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

2. UPLOAD YOUR SUBMISSION: https://palmcoastgov.bonfirehub.com/opportunities/211793 Important Notes:

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

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

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

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

Javascript must be enabled. Browser cookies must be enabled.

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EVALUATION OF QUALIFICATIONS AND AWARD

SELECTION CRITERIA: The selection criteria for this RFP is set forth below:

EVALUATION CRITERIA

Firm’s relevant experience with hotel market and feasibility studies – 30 points

Understanding of CRA and Opportunity Zone financing and entitlement processes – 20 points

Project approach and demonstrated ability to meet the 90-day completion timeline – 20 points

Qualifications of project team and key personnel – 15 points

Cost proposal and overall value – 15 points

EVALUATION / RANKING:

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

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

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

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

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

ORAL PRESENTATIONS (IF REQUIRED)

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

• The City shall establish the schedule. Proposers will be notified at least seven (7) calendar days in advance of the date, time and place.