6-ITB-27-00020 Financial Consultant Services .pdf

Invitation to Bid Financial Consultant Services

ITB-27-00020

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SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-27-00020

SOLICITATION TITLE: Financial Consultant Services

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified Contractors to perform ongoing and as needed independent financial consulting services and guidance regarding various rate structures utilized by the Hillsborough County Public Works Department to adequately fund the Transportation Assessment Program, the Residential Street Lighting Program, and the Stormwater Management Assessment Program for a five (5)-year period.

DUE DATE & TIME: November 16, 2026, 2:00 P.M. Eastern Time (as recorded by the County’s Electronic Bidding System)

ISSUING DEPARTMENT DIRECTOR:

The Director of Procurement is considered the issuing department director for the purpose of Section 2-567(c) of the Hillsborough County Procurement Protest Policy and Procedures Ordinance.

BID SUBMISSION: The County will only accept bids submitted through its electronic bidding system (Euna Procurement). Bids that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire @eunasolutions.com.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com

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● Questions regarding the specifications or solicitation document must be directed to the County using the “messages” section in Euna Procurement for this particular procurement.

• To be given consideration, such requests must be received no later than ten (10) calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-27- 00020 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Bid, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

DIGITAL ACCESSIBILITY COMPLIANCE:

Any and all information and communications technology developed, provided, procured, maintained, or otherwise made available under this Contract and intended for public access or use, shall comply with various accessibility standards. Please see General Terms and Conditions for complete details and requirements.

mailto:iSupplier@HCFL.gov https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI

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1. SPECIFICATIONS

1.1. Scope

The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from experienced and qualified Contractors to perform ongoing and as needed independent financial consulting services and guidance regarding various rate structures utilized by the Hillsborough County Public Works Department to adequately fund the Transportation Assessment Program, the Residential Street Lighting Program, and the Stormwater Management Assessment Program.

1.2. Background

The Public Works Department operates under the County Administrator and includes the Transportation Maintenance Division. The Division administers the Stormwater Management Assessment Program and the Residential Street Lighting Program, serving residential, commercial, and municipal customers throughout Hillsborough County.

1.2.1 Stormwater Management Assessment Program

1.2.1.1 The Transportation Maintenance Division is responsible for administering the Stormwater Management Assessment Program, which is provided by the County to approximately 330,000 customers in Hillsborough County. The Division is also responsible for planning, developing, operating, and maintaining the County’s Stormwater system. The stormwater consists of approximately 3,100 miles of stormwater infrastructure, including over 1,400 miles of ditches and over 1,700 miles of distribution pipelines ranging in size from less than 15 inches to 72 inches in diameter. The system also includes 3,140 stormwater ponds, 40 localized pumping stations, and over 44,000 drainage structures.

1.2.1.2 All Public Works Administration assets were financed by the County with non-ad valorem revenues, grants, impact fees, or conveyed assets. These assets are maintained and operated with tax revenues derived from a combination of non-ad valorem special assessments and the County’s General Fund.

1.2.1.3 The system revenues that support the operation and maintenance of the stormwater system are derived primarily from user rates. The current Stormwater Management Assessment Rates were adopted via County Resolution R26-090. Additional revenues are received from the County’s General Fund, which contributes $20 million annually.

1.2.2 Residential Street Lighting Program

1.2.2.1 The Transportation Maintenance Division is responsible for administering the Residential Street Lighting Program, which is provided by the County to approximately 130,000 customers in Hillsborough County. The Division is responsible for operating and maintaining the residential street lighting system.

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1.2.2.2 The Residential Street Lighting Program is administered in accordance with Ordinance 17-17, which allows the County's Public Works Department to pay for the operational and maintenance costs of the street lighting system, which is owned by TECO, through a non-ad valorem special assessment. This system consists of 797 districts and includes approximately 40,000 lighting assemblies.

1.2.2.3 The system revenues that support the operation and maintenance of the lighting system are derived primarily from annual non-ad valorem assessments. User Rates for the Residential Street Lighting Program are adopted annually pursuant to County Ordinance 17- 17, as amended, supplemented, or superseded.

1.2.3 Transportation Assessment Program

1.2.3.1 The Transportation Assessment Program consists of approximately 7,250 roadway lane miles, 3,400 miles of sidewalk, and over 250 bridges. All Public Works Administration assets were financed by the County with ad valorem and non-ad valorem revenues, grants, impact fees, or conveyed to the County. These assets are maintained and operated with tax revenues derived from a combination of non-ad valorem special assessments and the County’s General Fund.

1.2.3.2 The system revenues which support the operation and maintenance of the transportation system are derived primarily from non-ad valorem assessments. Additional revenues are received from grants, impact fees, and other taxing mechanisms.

1.2.4 Rate Study Process

1.2.4.1 Rate Study Cycle

The County's fiscal year commences on October 1, and it is the County's intent that the Rate Study process concludes on or about March 31 of each year.

1.2.4.2 Rate Model

Each Rate Model is currently built using proprietary Microsoft® Excel spreadsheet software and is modified annually to maintain continuity with changing economic and environmental conditions.

1.2.4.3 Rate Study Procedures

The County will perform the following functions for each Rate Study conducted:

1.2.4.3.1 Data Collection

The County will collect, verify, and transmit all Rate Model data that is necessary or recommended to complete the Rate Study. Final statistics for the previous fiscal year will

ITB-27-00020 Page 5 be used unless more recent data is available and appropriate. Pertinent categories include:

1.2.4.3.1.1 Budget and statistical data

1.2.4.3.1.2 Capital improvement program data

1.2.4.3.1.3 Data service costs

1.2.4.3.2 Data Development

The County will develop and transmit all necessary Rate Model data for the six (6)-year projection. The basis for all such projections or estimates will be sufficiently documented.

1.2.4.3.3 Modification of Rate Model

The County will assist the Contractor in making modifications to each Rate Model as necessary or recommended to add or delete expenditure line items and/or revenue line items, and to change statistical tables, assumption tables, allocation tables, debt service schedules, and/or capital projects lists. Each Rate Model will also be modified to include changes in the Department's organizational structure that have occurred since the previous Rate Study developed from that model was completed.

1.2.4.3.4 Presentation of Results

County ordinances provide that each modification of the User Rates must be established in a formal resolution adopted by the County at a public hearing conducted to consider that modification. All such changes must comply with the Bond Covenants and applicable ordinances. The Board of County Commissioners may also schedule workshops to discuss proposed modifications prior to conducting such hearings.

1.3. Applicable Publications and Terminology

The following terminology forms a part of this specification:

1.3.1 “Budget Year” shall mean the fiscal year in which a two (2)-year budget is developed by the Department for the subsequent two fiscal years.

1.3.2 “Capital Improvement Program (CIP)” shall mean the County's long-range plan for the expansion, improvement, replacement, and repair of Department's facilities.

1.3.3 “Department” shall mean the County's Public Works Department.

1.3.4 “FCOS Rate Study” shall mean a full-cost-of-service rate study.

1.3.5 “Off-Cycle Year” shall mean the fiscal year that follows a budget year.

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1.3.6 “Project Team” shall mean the key personnel designated by the Contractor to perform project services.

1.3.7 “Public Works Rate Model” shall mean the rate model used for the Public Works Transportation Assessment Program, Stormwater Management Assessment Program, and the Residential Street Lighting Program.

1.3.8 “Public Works Rate Study” shall mean the annual rate study developed for the Public Works Transportation Assessment Program, Stormwater Management Assessment Program, and the Residential Street Lighting Program.

1.3.9 “Public Works Residential Street Lighting System” shall mean the Tampa Electric Company infrastructure and related assets dedicated as a separate fund for the provision of residential street lighting districts.

1.3.10 “Public Works User Rates” shall mean the user rates adopted for the Public Works Transportation Assessment Program, Stormwater Management Assessment Program, and Residential Street Lighting Program.

1.3.11 “Rate Model” shall mean the County's microcomputer-based rate model which projects the annual revenue requirement of the Department over a six (6)-year period based on historical data modified for projected economic and environmental conditions.

1.3.12 “Rate Study” shall mean the County's annual review of the user rates and rate model projections to; (1) ascertain whether the user rates will be adequate to meet the projected revenue requirements and comply with applicable Bond Covenants and when necessary; (2) develop alternate user rates which would meet those criteria.

1.3.13 “Task Authorization” shall mean a written authorization executed by the Project Manager and the Team Leader for the Contractor to proceed with the task assignments described therein.

1.3.14 “Team Leader” shall mean the individual designated by the Contractor to lead its Project Team, act as its primary liaison with and advisor to the County and perform the majority of all authorized project services.

1.3.15 “User Rates” shall mean the current rates, fees, charges, and assessments established by County resolution to fund the Public Works Transportation Assessment Program, Stormwater Management Assessment Program, and Residential Street Lighting Program and comply with Bond Covenants.

1.3.16 “Utility System” shall mean the Stormwater System, Transportation System, and the Residential Street Lighting System.

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1.4. Minimum Requirements

1.4.1 Public Works Stormwater System

1.4.1.1 Budget Year

During each odd-numbered fiscal year, the Department develops an operating budget for the two (2) subsequent fiscal years. Each Rate Study conducted during the Budget Year is more comprehensive than the related Rate Study conducted during the Off-Cycle Year. The Contractor shall provide, during each Budget Year to the extent authorized by the Department, the Project Services described below:

1.4.1.1.1 Rate Model Review

The Contractor shall update the model with prior actual and prior budget data, review and evaluate the mathematical formulas, forecast assumptions, modeling methodology, and logic used by the Stormwater Management Assessment Rate Model, and determine their accuracy, propriety, and reasonableness. The review shall be performed in conjunction with the Stormwater Management Assessment Rate Study Review prescribed below.

1.4.1.1.2 Stormwater Management Assessment Rate Study Review

The Contractor shall review the Stormwater Management Assessment Rate Study, evaluate its validity, and, when deemed necessary or appropriate, recommend alternate rates that will produce sufficient revenues to make required deposits, maintain required reserves, pay necessary operating expenditures, and satisfy applicable Bond Covenant tests in all respects. The Contractor may interview such County staff and review such County records and documentation as deemed necessary or advisable to assure the reliability of the data in the Stormwater Management Assessment Rate Model. The Contractor shall, at a minimum:

1.4.1.1.2.1 Review historical revenues and expenditures by fund.

1.4.1.1.2.2 Review allocation factors for reasonableness.

1.4.1.1.2.3 Review historical customer growth of assessed units by customer class.

1.4.1.1.2.4 Project customer growth and stormwater assessed units by customer class and determine reasonability of each.

1.4.1.1.2.5 Assess the impact of various conditions and projected changes identified by the County.

1.4.1.1.2.6 Review, in cooperation with County staff and engineering consultants, the County’s current CIP and the projected capital outlays in all funds.

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1.4.1.1.2.7 Review the methodology for calculating stormwater impact fees and determine reasonability of proposed changes in fees, if any, for each type of service and each service area.

1.4.1.1.2.8 Based on the stated assumptions and the consistent application of then-current policies, determine the sufficiency of the revenues produced by the Stormwater Management Assessment User Rates and/or any user rates proposed for the ensuing fiscal year and projected for each of the following five (5) years.

1.4.1.1.3 Rate Structure Review

Concurrent with each Stormwater Management Assessment Rate Study Review prescribed above, the Contractor shall evaluate the structure of the user rates proposed and projected in that rate study. The Contractor shall consider, at a minimum, the following:

1.4.1.1.3.1 The relationships between and within customer classes.

1.4.1.1.3.2 The relationship between variable costs and those which are fixed and non-variable.

1.4.1.1.4 Recommendations and Opinions

The Contractor shall issue final recommendations and opinions, in writing, to the County with respect to the Stormwater Management Assessment Rate Model and to the user rates and rate structures proposed and projected by the County from the Stormwater Management Assessment Rate Study.

1.4.1.1.5 Rate Resolution Review

The Contractor shall assist the Department in preparing a rate resolution to adopt recommended user rates that is consistent with the Stormwater Management Assessment Rate Study results.

1.4.1.1.6 Presentation of Results

The Contractor shall assist the Department in the presentation of the Stormwater Management Assessment Rate Study results and recommendations at workshops, public hearings, and other related meetings and in the development of briefing documents and visual aids for such presentations.

1.4.1.2 Off-Cycle Year

The Contractor shall provide, during each off-cycle year to the extent authorized by the Department, the project services described in this subsection.

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1.4.1.2.1 Rate Model Review

The Contractor shall update the model with prior actual and prior budget data and shall review and evaluate the mathematical formulas, forecast assumptions, modeling methodology, and logic used by the Stormwater Management Assessment Rate Model.

The Contractor shall assess the accuracy, propriety, and reasonableness of these components as part of the rate-sufficiency review prescribed below.

1.4.1.2.2 Rate Sufficiency Review

The Contractor shall review the Stormwater Management Assessment Rate Study, evaluate its validity, and, when deemed necessary or appropriate, recommend alternate rates which will produce sufficient revenues to make required deposits, maintain required reserves, pay necessary operating expenditures, and satisfy applicable Bond Covenant tests in all respects. The Contractor may interview such County staff and review such County records and documentation as deemed necessary or advisable to assure the reliability of the data in the Stormwater Management Assessment Rate Model. The Contractor shall, at a minimum:

1.4.1.2.2.1 Review historical revenues and expenditures by fund.

1.4.1.2.2.2 Review historical customer growth of assessed units by customer class.

1.4.1.2.2.3 Project customer growth, stormwater assessed units by customer class and determine reasonability of each.

1.4.1.2.2.4 Assess the impact of various conditions and projected changes identified by the County including, at a minimum:

1.4.1.2.2.4.1 Grandfathered accounts, developer agreements, and prepaid, deferred, and financed impact fees.

1.4.1.2.2.4.2 New facilities coming online.

1.4.1.2.2.4.3 New regulatory requirements.

1.4.1.2.2.5 Review, in cooperation with County staff and engineering consultants, the County’s current CIP and the projected capital outlays in all funds.

1.4.1.2.2.6 Based on the stated assumptions and the consistent application of then-current policies, determine the sufficiency of the revenues produced by the Stormwater Management Assessment User Rates and/or any user rates proposed for the current and ensuing fiscal year.

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1.4.2 Public Works Residential Street Lighting System

1.4.2.1 Fiscal Year

The Contractor shall provide, during each fiscal year if requested by the Department, the Project Services described in this subsection.

1.4.2.1.1 Rate Model Review

The Contractor shall review and evaluate the mathematical formulas, forecast assumptions, and modeling methodology and logic used by the Residential Street Lighting Rate Model and determine their accuracy, propriety, and reasonableness. The review shall be performed in conjunction with the Residential Street Lighting Rate Study Review prescribed below.

1.4.2.1.2 Residential Street Lighting Rate Study Review

The Contractor shall review the Residential Street Lighting Rate Study, evaluate its validity, and when deemed necessary or appropriate recommend alternate rates which will produce sufficient revenues to make required deposits, maintain required reserves, pay necessary operating expenditures, and satisfy applicable ordinance requirement in all respects. The Contractor may interview such County staff and review such County records and documentation as deemed necessary or advisable to assure the reliability of the data in the Residential Street Lighting Rate Model. The Contractor shall, at a minimum:

1.4.2.1.2.1 Review historical revenues and expenditures.

1.4.2.1.2.2 Review allocation factors for reasonability.

1.4.2.1.2.3 Review historical customer growth, new districts, and change in lighting classification.

1.4.2.1.2.4 Project customer growth, new districts, and change in lighting classification.

1.4.2.1.2.5 Project impact, if any, of proposed pricing structures at selected usage levels, including estimated changes in revenue and usage which may result from the implementation of such rate structures.

1.4.2.1.2.6 Assess the impact of various conditions and projected changes identified by the County, including, at a minimum, the addition of new customers and modification of existing districts.

1.4.2.1.2.7 Based on the stated assumptions and the consistent application of then-current policies, determine the sufficiency of the revenues produced by the Public

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Works Residential Street Lighting User Rates and/or any user rates proposed for the ensuing fiscal year and projected for each of the following five years.

1.4.2.1.3 Rate Structure Review

Concurrent with each Residential Street Lighting Rate Study Review prescribed above, the Contractor shall evaluate the structure of the user rates proposed and projected in that rate study. The Contractor shall consider, at a minimum, the following:

1.4.2.1.3.1 The relationships between and within districts and lighting classifications.

1.4.2.1.3.2 The relationship between variable costs and those which are fixed and non-variable.

1.4.2.1.4 Recommendations and Opinions

The Contractor shall issue final recommendations and opinions in writing to the County with respect to the Residential Street Lighting Rate Model and to the user rates and rate structures proposed and projected by the County from the Residential Street Lighting Rate Study.

1.4.2.1.5 Rate Resolution Review

The Contractor shall assist the Department in preparing a rate resolution to adopt recommended user rates that is consistent with the Residential Street Lighting Rate Study results.

1.4.2.1.6 Presentation of Results

The Contractor shall assist the Department in the presentation of the Residential Street Lighting Rate Study results and recommendations at workshops, public hearings, and other related meetings and in the development of briefing documents and visual aids for such presentations.

1.4.3 Transportation Assessment Program

1.4.3.1 Budget Year

During each odd-numbered fiscal year, the Department develops an operating budget for the two (2) subsequent fiscal years. Each rate study conducted during the budget year is more comprehensive than the related rate study conducted during the off-cycle year. The Contractor shall provide, during each budget year to the extent authorized by the Department, the project services described in this subsection.

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1.4.3.1.1 Rate Model Review

The Contractor shall update the model with prior actual and prior budget data, review and evaluate the mathematical formulas, forecast assumptions, and modeling methodology and logic used by the Transportation Assessment Rate Model and determine their accuracy, propriety, and reasonableness. The review shall be performed in conjunction with the Transportation Assessment Rate Study Review prescribed below.

1.4.3.1.2 Rate Study Review

The Contractor shall review the Transportation Assessment Rate Study, evaluate its validity, and when deemed necessary or appropriate recommend alternate rates which will produce sufficient revenues to make required deposits, maintain required reserves, pay necessary operating expenditures, and satisfy applicable Bond Covenant tests in all respects. The Contractor may interview such County staff and review such County records and documentation as deemed necessary or advisable to assure the reliability of the data in the Transportation Assessment Rate Model. The Contractor shall, at a minimum:

1.4.3.1.2.1 Review historical revenues and expenditures by fund.

1.4.3.1.2.2 Review allocation factors for reasonability.

1.4.3.1.2.3 Review historical customer growth for usage by customer class.

1.4.3.1.2.4 Project customer growth, usage by customer class, and determine the reasonability of each.

1.4.3.1.2.5 Assess the impact of various conditions and projected changes identified by the County.

1.4.3.1.2.6 Review, in cooperation with County staff and engineering consultants, the County’s current CIP and the projected capital outlays in all funds.

1.4.3.1.2.7 Review the methodology for calculating impact fees and determine reasonability of proposed changes in applicable fees for each type of service and each service area.

1.4.3.1.2.8 Based on the stated assumptions and the consistent application of then-current policies, determine the sufficiency of the revenues produced by the Transportation Assessment User Rates and/or any user rates proposed for the ensuing fiscal year and projected for each of the following five (5) years.

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1.4.3.1.3 Rate Structure Review

Concurrent with each Transportation Assessment Rate Study Review prescribed above, the Contractor shall evaluate the structure of the user rates proposed and projected in that Rate Study. The Contractor shall consider, at a minimum, the following:

1.4.3.1.3.1 The relationships between and within customer classes.

1.4.3.1.3.2 The relationship between variable costs and those which are fixed and non-variable.

1.4.3.1.4 Recommendations and Opinions

The Contractor shall issue final recommendations and opinions in writing to the County with respect to the Transportation Assessment Rate Model and to the user rates and rate structures proposed and projected by the County from the Transportation Assessment Rate Study.

1.4.3.1.5 Rate Resolution Review

The Contractor shall assist the Department in preparing a rate resolution to adopt recommended user rates that is consistent with the Transportation Assessment Rate Study results.

1.4.3.1.6 Presentation of Results

1.4.3.1.7 The Contractor shall assist the Department in the presentation of the Transportation Assessment Rate Study results and recommendations at workshops, public hearings, and other related meetings and in the development of briefing documents and visual aids for such presentations.

1.4.3.2 Off Cycle Year

The Contractor shall provide, during each off-cycle year, to the extent authorized by the Department, the project services described in this subsection.

1.4.3.2.1 Rate Model Review

The Contractor shall update the model with prior actual and prior budget data, review and evaluate the mathematical formulas, forecast assumptions, and modeling methodology and logic used by the Transportation Assessment Rate Model and determine their accuracy, propriety, and reasonableness. The review shall be performed in conjunction with the rate-sufficiency review prescribed below.

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1.4.3.2.2 Rate Sufficiency Review

The Contractor shall review the Transportation Assessment Rate Study, evaluate its validity, and when deemed necessary or appropriate recommend alternate rates which will produce sufficient revenues to make required deposits, maintain required reserves, pay necessary operating expenditures, and satisfy applicable Bond Covenant tests in all respects. The Contractor may interview such County staff and review such County records and documentation as the Contractor deems necessary or advisable to assure the reliability of the data in the Transportation Assessment Rate Model. The Contractor shall, at a minimum:

1.4.3.2.2.1 Review historical revenues and expenditures by fund.

1.4.3.2.2.2 Review historical customer growth for usage by customer class.

1.4.3.2.2.3 Project customer growth, usage by customer class, and determine the reasonability of each.

1.4.3.2.2.4 Assess the impact of various conditions and projected changes identified by the County including, at a minimum:

1.4.3.2.2.4.1 Grandfathered accounts, developer agreements, and prepaid, deferred, and financed impact fees.

1.4.3.2.2.4.2 New facilities coming online.

1.4.3.2.2.4.3 New regulatory requirements.

1.4.3.2.2.5 Review, in cooperation with County staff and engineering consultants, the County's current CIP and the projected capital outlays in all funds.

1.4.3.2.2.6 Based on the stated assumptions and the consistent application of then-current policies, determine the sufficiency of the revenues produced by the Transportation Assessment User Rates and/or any user rates proposed for the current and ensuing fiscal year.

1.4.4 Special Services

1.4.4.1 Project Initiation

The Contractor shall perform start-up services as necessary to prepare its records-processing and filing systems for acceptance of Utility System data and documentation, establish protocols for the use of such systems, and to sort and file such data and documentation received or compiled immediately following execution of the Agreement that pertain to Utility System operations during the one (1)-year period immediately preceding such execution.

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1.4.4.2 Task Development

The Contractor shall provide assistance in developing the scope and projected level of effort of proposed task authorizations.

1.4.4.3 System Familiarization

The Contractor shall expand and update its understanding of the following, as necessary:

1.4.4.3.1 The County’s organizational structure.

1.4.4.3.2 The County’s use of enterprise accounting systems.

1.4.4.3.3 The County’s Oracle Cloud System.

1.4.4.3.4 The Department’s functions.

1.4.4.3.5 The Department’s relationships with other County departments.

1.4.4.3.6 The Department’s rate methodology.

1.4.4.3.7 The rate model and associated outputs.

1.4.4.3.8 The Bond Covenants.

1.4.4.3.9 County ordinances and resolutions related to the Utility System and to Private Utilities.

1.4.4.3.10 The Revenue Bonds, any revenue bonds issued by Tampa Bay Water which affect Water Resource Utility System revenues, and the related debt service requirements for each issue.

1.4.4.4 Financial Planning

The Contractor shall assist the County in developing financial policies and strategies for the Utility System and its long-range strategic plan, such as updating the Utility System's respective cash-flow models to present the results of historical operations and the comparison of such results to financial targets and develop a revised six (6)-year forecast of operations recognizing changes in assumptions and that system's growth as identified in the applicable Rate Study for that year.

1.4.4.5 Revenue Bond Assistance

The Contractor shall assist the County with financial reporting related to the Revenue Bonds, including:

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1.4.4.5.1 Preparation or review of annual credit updates for bond-rating agencies.

1.4.4.5.2 Preparation of review of official statements for proposed issues of new revenue bonds.

1.4.4.5.3 Preparation or review of rate and financial data as a part of any engineering/rate report necessary to support the issuance of new revenue bonds or the refinancing of the revenue bonds.

1.4.4.5.4 Preparation or review of County resolutions to support the issuance of new revenue bonds or the refinancing of the revenue bonds.

1.4.4.5.5 Resolution of questions posed to or by the County's bond counsel.

1.4.4.6 FCOS Rate Study Assistance

The Contractor shall assist the County in designing rate structure alternatives-based on a more detailed analysis of the costs of Utility System services and the demand and usage characteristics of those services (an FCOS Rate Study), to ensure the fair and equitable allocation of service costs between and within the system's various customer classes.

1.4.4.7 Rate Design Assistance

The Contractor shall assist the County in developing a fair and equitable rate, fee, charge, or assessment for any specified Utility System service, including, at a minimum, the following:

1.4.4.7.1 Collecting and reviewing relevant data.

1.4.4.7.2 Developing a cost-allocation analysis and relevant cost-allocation factors.

1.4.4.7.3 Designing any new or alternate rate, fee, or charge as appropriate.

1.4.4.7.4 Attending scheduled meetings to discuss analysis and rate design and/or make related presentations to or on behalf of the County.

1.4.4.7.5 Preparing a written report to document analysis and recommendations, including the following:

1.4.4.7.5.1 Executive summary.

1.4.4.7.5.2 Introduction and background.

1.4.4.7.5.3 Program characteristics.

1.4.4.7.5.4 Revenue requirements.

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1.4.4.7.5.5 Analysis of existing rates and proposed rates including a projected six (6) year financial forecast to identify the estimated trends in program expenditures and funding requirements to be derived from assessments.

1.4.4.7.5.6 Conclusions and recommendations

1.4.4.7.5.7 Any additional, relevant information including tables, figures, and exhibits.

1.4.4.8 Rate Model Upgrades

The Contractor shall perform such adjustments, conversions, and/or replacements of each rate model's technology as may be necessary or desirable to enhance or expand the functional and reporting capabilities of that rate model, to maximize its efficient use by County staff, or to incorporate technological advances in spreadsheet software.

1.4.4.9 Miscellaneous Services

The Contractor shall perform additional financial services relating to the Utility System, as authorized by the Department, to address specific situations or needs encountered by the County.

1.4.5 Representations of County

1.4.5.1 The County shall make available to the Contractor all records, books, supporting documents, minutes, policies, contracts, budgets, personnel assistance, access to facilities, and any other information or resources as may be mutually considered ordinary and necessary in the development or performance of the project services.

1.4.5.2 The Director of the Department shall designate a Project Manager to administer the Agreement on behalf of the Department and coordinate the Contractor’s activities. The Project Manager may request any Project Services for which the County has authorized funding, provide any required interpretation or modification of the tasks assigned, review the Contractor’s submissions, issue approvals of such submissions as appropriate, and cancel or suspend assigned tasks. The Project Manager or designee shall be available to consult with the Contractor during standard business hours, Monday through Friday, 8:00 A.M. to 5:00 P.M., throughout the term of the Agreement.

1.4.5.3 The Director or the Project Manager shall render any necessary approvals or decisions pertaining to the Contractor’s submissions within a reasonable time so as not to delay the performance of Project Services. All such approvals and decisions shall be in writing.

1.4.6 Service Provision

1.4.6.1 The Contractor shall use its professional expertise to protect the interests of the County at all times with respect to its performance hereunder. The Contractor shall assume, ITB-27-00020 Page 18 towards the County, a professional relationship of trust, confidence, and fair dealing. The Contractor shall render services whose quality is consistent with the provisions of the Agreement and with prevailing industry and professional standards.

1.4.6.2 The Contractor shall secure, at its own expense, all personnel, facilities, and equipment required to perform Project Services.

1.4.7 Task Authorizations

1.4.7.1 All requests for Project Services shall be made by or through the Department.

Whenever Project Services are desired, the Project Manager shall provide a description of the tasks required. Within two (2) weeks after notification, the Contractor shall submit to the Project Manager a written price proposal detailing:

1.4.7.1.1 The classifications of all personnel proposed to perform such tasks

1.4.7.1.2 The estimated work hours for each classification

1.4.7.1.3 The maximum authorized hourly rate for each classification

1.4.7.1.4 The reimbursable expenses anticipated

1.4.7.2 If a price proposal is deemed acceptable, the Project Manager shall issue a Task Authorization for those services. The Contractor shall complete all Task Authorizations in a timely manner, and no delay in such completion shall relieve the Contractor of its duty to perform or give rise to damages or additional compensation from the County.

1.4.7.3 Each request for service, and each resulting price proposal and Task Authorization, shall cite the subsection(s) and paragraph(s) from the Scope of Services that correspond to the services desired.

1.4.7.4 The Contractor shall commence performance of each Task Authorization upon receipt of a fully executed copy thereof, unless directed otherwise therein. The Contractor shall complete each Task Authorization in accordance with the Agreement unless such completion is cancelled by the Project Manager. The Contractor shall not perform any service or incur any expense that would cause the authorized amount of the Task Authorization, including approved modifications, to be exceeded without the prior written approval of the Project Manager.

1.4.7.5 No Task Authorization shall be issued subsequent to the stated expiration of the Agreement including any authorized extensions. However, any Task Authorization issued prior to such expiration and in accordance with the Specifications shall be completed by the Contractor and paid by the County as provided herein.

1.4.7.6 Any valid but incomplete Task Authorization may be modified subsequent to expiration of the Agreement, including any authorized extensions, with respect to its scope

ITB-27-00020 Page 19 of services, time for completion, or compensation, provided such modifcations do not contravene the funding limits established in the Specifications for the term of the Agreement.

1.4.7.7 Access to Records and Properties

1.4.7.7.1 The County shall provide or secure such access to public and private properties as may be reasonably necessary for the performance of Project Services. The County shall make available to Contractor upon request and in accordance with this subsection, all such County data and documentation as may be reasonably necessary for the performance of Project Services. No charges will be assessed the Contractor for access to such properties or records.

1.4.7.7.2 All requests for records should be addressed to the Project Manager in writing and should specify the desired medium or media. Records are maintained in printed, electronic, magnetic, and/or photographic form. Records may not be available in all media. All requests made directly to the Department's Records Management or other staff should reference this subsection.

1.4.7.7.3 Requests for records will be filled during standard business hours as soon as and to the extent practicable. The Department shall provide, at its discretion, either original records or copies thereof for use by the Contractor. All records provided to the Contractor are subject to return to the Department at termination of the Agreement.

1.4.7.8 The Contractor shall advise the Department, upon request, of the status of work assignments and the details thereof. All written reports to the County shall be submitted in draft form until accepted by the Director or the Project Manager.

1.4.7.9 All instructions, directives, and information provided to and from the Department and the Contractor shall be transmitted in writing to the fullest extent practicable.

1.4.7.10 Except as may be otherwise provided herein, the Contractor may use such methods as it deems appropriate to perform Project Services. Detailed work procedures are not included in the Agreement. The Contractor must exercise independent, professional judgment in the performance of Project Services.

1.4.8 Project Team

The Contractor shall maintain an adequate and competent staff to perform Project Services. The Contractor shall not subcontract, assign, or transfer the performance of any Project Services except with the prior written approval of the Project Manager. The Contractor shall be solely responsible for the employment, direction, supervision, compensation, and control of its employees and any and all approved subcontractors.

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1.4.9 Disclosure of Information

The Contractor shall not make any statements, press releases, or publicity releases concerning the Agreement or its subject matter or otherwise disclose or permit to be disclosed any of the data or other information obtained or furnished in compliance with the Agreement or any particulars thereof during the period of the Agreement without first notifying the Department and securing the Director's consent in writing. Absent such specific written consent, the Contractor shall not publish, copyright, or patent any of the data furnished or developed in compliance with the Agreement, it being understood that such data is the property of the County.

1.4.10 Ownership of Documents

1.4.10.1 All documents and electronic data prepared, collected, or obtained by the Contractor under the Agreement and for which the Contractor has been compensated, shall be considered works made for hire and shall become the property of the County without restriction or limitation on their use. All such documents and data shall be made available to the County at any reasonable time upon request. The Contractor may, at its sole expense, retain copies of such documents and data for its own internal audit purposes. Upon termination of the Agreement, the Contractor, if requested, shall deliver to the Department all papers, surveys, reports and other data and material to which the County has exclusive rights by virtue hereof or of any business done by the Contractor on behalf of the County.

1.4.10.2 Any reuse of documents or materials prepared or provided by the Contractor hereunder on other projects or for other purposes without written verification or adaptation by the Contractor for the specific purpose intended will be at the user's sole risk and without liability or legal exposure to the Contractor or its subcontractors.

1.4.10.3 No pre-existing or proprietary information, documents, materials, computer programs, or software compiled or developed by the Contractor outside of the Agreement shall be subject to the provisions of Section 1.4.10.

1.4.11 Resolution of Disputes

All services shall be performed by the Contractor to the reasonable satisfaction of the Department's Director. Except as otherwise provided herein, the Director shall decide all questions, difficulties, and disputes of any nature whatsoever that may arise under or by reason of the Agreement including but not limited to the prosecution and fulfillment of the services hereunder and the character, quality, amount, and value thereof. Each such decision shall be subject to review by the Board of County Commissioners, if requested.

1.4.12 Conflicts of Interest

1.4.12.1 The Contractor shall act solely on behalf of the County and not as a representative of any other party where such representation would create a conflict with the performance of the services required hereunder.

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1.4.12.2 The Contractor represents that it presently has no interest either direct or indirect, which would conflict in any manner with performance of the services required hereunder.

The Contractor further represents that no persons having any such conflicting interest shall be employed for said performance.

1.4.12.3 During the term of the Agreement, the Contractor agrees that it will not accept representation of another client to pursue interests that are directly adverse to the County's interests unless and until the Contractor has made full disclosure to the County of all the relevant facts, circumstances and implications of the Contractor’s undertaking the two representations and the County has consented to the Contractor’s representation of the other client. The County agrees, however, that it will be reasonable in evaluating such circumstances, including, but not limited to, the following:

1.4.12.3.1 Whether there is a substantial relationship between any matter in which the Contractor is representing or has represented the County and the matter for the other client.

1.4.12.3.2 Whether the Contractor’s representation of the other client will implicate any confidential information the Contractor has received from the County.

1.4.12.3.3 Whether effective representation of the County and the discharge of the Contractor’s professional responsibilities to the County will be prejudiced by the Contractor’s representation of the other client.

1.4.12.3.4 Whether the other client has also consented in writing based on the Contractor’s full disclosure of the relevant facts, circumstances and implications of the Contractor’s undertaking the two representations.

1.4.12.4 If the Contractor is required to decline employment or to withdraw from employment under the provisions of this Section, no partner or associate of the firm may accept such employment or continue such employment.

1.4.12.5 During the term of the Agreement and for a period of twelve (12) months after its termination, the Contractor shall not acquire directly or indirectly from the County, as principal either alone or as a participant in a syndicate or other similar accounts formed for the purpose of purchasing, all, or any portion of a County bond issue, or arrange for such acquisition or participation by a person controlling, controlled by, or under control with the Contractor. The use of the term "indirectly" in this paragraph shall not preclude the Contractor, with respect to a new issue of bonds of the County, from purchasing such bonds from an underwriter, either for their own trading account or for the account of customers, except to the extent that such purchases are made to contravene the purpose and intent of this paragraph.

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1.4.13 Solicitation of Contract

The Contractor warrants that it has not employed or retained any company or person other than a bona fide employee working solely for the Contractor to solicit or secure the Agreement, and that the Contractor has not paid or agreed to pay any person, company, corporation, or firm other than a bona fide employee working solely for the Contractor any fee, commission, percentage, gift or any other consideration contingent upon or resulting from the award or making of the Agreement. For the breach or violation of this provision, the County shall have the right to terminate the Agreement and, at its discretion, to deduct from any amounts due the Contractor Non-Exclusive Contract hereunder or otherwise recover the full amount of such fee, commission, percentage, gift, or consideration.

1.5. Preparation for Delivery

Delivery of the goods and/or performance of the Services and/or Work shall be no later than 30 Days after Contractor's receipt of a Purchase Order from the County. The Contractor shall be solely responsible for all freight charges. Offers that propose delivery timelines that do not fall within the aforementioned delivery time frame will be subject to rejection.

2. SPECIAL TERMS AND CONDITIONS

2.1. Basis for Award (Overall Low)

Award will be made to the lowest, responsive, and responsible Bidder meeting Specifications. Award will be made to a single Bidder for all line items. If a Bidder fails to submit an Offer on all line items, then that Bidder is not eligible for award.

2.2. Insurance, Contractor

See ITB-27-00020 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

2.2.1 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.2.2 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum requirements of the County. They are not designed as a recommended insurance program for the Contractor. Contractor shall be responsible for the sufficiency of its own insurance program.