6-RFQ Template - Professional Services.docx

Title XX-RFQ-25

Request for Qualifications

XX-0-2024

Project Name

Qualification Release Date:

Month Day, 2024

Virtual Prequalification Meeting

Month Day, 2024 @ 10:00AM (Mandatory/Non-Mandatory)

Deadline for Questions

Month Day, 2024 @ 5:00PM

Qualification Due Date:

Month Day, 2024 @ 10:00AM

Qualification Open Date:

Month Day, 2024 @ 11:00AM

Contact Information

Procurement Official, Title 120 Malabar Road, Palm Bay, FL 32907-3009 321-952-3424

TABLE OF CONTENTS

CHECK LIST OF MINIMUM REQUIRED SUBMITTALS

This “Standardized Check List” has been provided to assist the Firm with the submission of their Qualification package. This Check List cannot be construed as identifying all required submittal documents for this project. Firm’s remain responsible for reading the entire Qualification document to ensure that they are in compliance.

The City, in its sole discretion, reserves the right to reject any and all Qualifications, to waive any and all formalities and reserves the right to disregard all nonconforming, non-responsive or incomplete Qualifications. The City specifically reserves the absolute right to determine the seriousness of any Firm’s failure to specifically conform to the requirements of the Qualification document. Firm’s cannot utilize the City’s determination of the seriousness of any specific non-conformance as a basis to protest the award of any Qualification. Qualifications may be considered subject to rejection if in the sole opinion of the City: there is a serious omission, unauthorized alteration of form, an unauthorized alternate Qualification, incomplete or unbalanced unit price, or irregularities of any kind. The City may reject, as non-responsive, any or all Qualifications where Firm fail to acknowledge receipt of Addenda as prescribed.

Qualification packages shall be submitted via the City of Palm Bay’s Vendorlink website. Receipt of Qualifications will be officially closed after time and date identified herein. Qualifications received after the specified time and date will not be accepted. The City will not be responsible for technical difficulties, internet connectivity issues, email server issues or any other delivery issues or delays.

Electronic copies will be considered late if the received day/date/time in the City of Palm Bay’s Vendorlink website is after the time and date identified herein.

Electronic Proposal Submittal (sent via Bonfire)

REQUIRED FORMAT:

Title Page

Tab 1: Table of Contents

Tab 2: Introduction / Letter of Response

Tab 3: Firm Staff

Tab 4: Firm Experience

Tab 5: Firm Approach/Capabilities

Tab 6: Additional Forms

· Non-Collusion Affidavit

· Drug Free Workplace

· Insurance Requirements

· Human Trafficking

Company Name:

DBA, if applicable

FEIN:

Street Address:

City, State, Zip Code:

Phone Number:

Email Address:

Authorized Signature:

Printed Name:

Title:

Date:

NOTICE TO FIRMS

Notice is hereby given that sealed Qualifications in the form of an electronic PDF submittal for furnishing all labor, materials, and equipment for the construction of:

Continuing Consultant Services Library

RFQ # 12-0-2024/GB

will be received via the City of Palm Bay’s Vendorlink website, no later than Tuesday, February 20, 2024, at 10:00 a.m. Qualifications received after the above time and date will not be accepted. Any uncertainty regarding the time a Qualification is received will be resolved against the Firm.

DEADLINE FOR QUESTIONS

Questions are due to the procurement official no later than Tuesday, Month/Day, 2024 at 5:00 p.m.. Any questions submitted after will be answered at the discretion of the Cit

QUALIFICATION OPENING

Only the NAME of the firms who submitted a response to this Request for Qualifications will be read aloud which will be conducted on Tuesday, Month/Day, 2024 at 5:00 p.m. The location of the opening and reading will be the Procurement Department, Conference Room, 120 Malabar Road, SE, Suite 200, Palm Bay, FL 32907. Interested parties may attend virtually via Microsoft Teams or telephonically by:

Phone Number: 347-378-4680 Comment by James "Nick" Canjar: Update information as needed.

Conference ID: 218 217 424# Meeting ID: 261 659 892 840 Passcode: uN74r6 The public record of the preliminary qualification results as read at the public opening can also be requested by calling 321-952-3424 or emailing procurement@palmbayfl.gov. To attend in person, interested parties should check in at the Information Desk in Building A to be escorted to this meeting.

VIRTUAL PRE-QUALIFICATION MEETING Comment by James "Nick" Canjar: If in-person meeting you will need to remove references to virtual and Microsoft Team and enter address for the location meeting will take place at.

A non-mandatory Pre-Qualification meeting will be held via Microsoft Teams on January 31, 2024 at 11:00 a.m. This pre-Qualification meeting will allow the Firms the opportunity to bring forward any questions concerning this Request for Qualifications.

Phone Number: 347-378-4680 Comment by James "Nick" Canjar: Update information as needed.

Conference ID: 218 217 424# Meeting ID: 261 659 892 840 Passcode: uN74r6 Qualifications will be received for the project as set forth in the requirements herein, and the award, if made, will be made to the highest ranked Firm whose qualifications indicate the award will be in the best interest of the City of Palm Bay.

Qualifications shall be:

1. Submitted electronically via the City of Palm Bay’s Vendorlink website.

Date advertised 01/12/2024.

STANDARD TERMS & CONDITIONS

ACCEPTANCE AND REJECTION - The City reserves the right to accept or reject any and all Qualification submittals, and to accept the Submittal which best serves the interest of the City of Palm Bay.

ADDENDUM AND AMENDMENTS TO REQUEST FOR QUALIFICATIONS - If it becomes necessary to revise or amend any part of this Request for Qualifications, the City’s Procurement Department will furnish the revision by written Addendum through the City’s solicitation hosting software linked on the City’s website. Addenda information will be posted online at the City of Palm Bay’s Procurement website: .. Firms are responsible to ensure they have received all addenda before submitting their proposal.

AWARD - Award will be made to the Firm whose Qualification Submittal is determined by the City to be in the best interest of the City and in accordance with the requirements of F.S. Chapter 287.055, CCNA.

COMMITTEE MEETINGS & INFORMATION - The Notice of Committee Meetings will be posted within a reasonable time period (generally 72-hours) in advance of such meetings. Firms are responsible to check the following locations for updates on this RFQ’s status: on the bulletin board located in the main lobby of the City Hall Building “B” at 120 Malabar Road SE, Palm Bay, FL 32907, at the City’s Web Page ..

Any portion of a meeting at which a negotiation with a vendor is conducted pursuant to a competitive solicitation, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation is exempt from the Public Meeting requirements in Chapter 286.011 and s. 24(b) Art. I of the State Constitution.

CONFLICT OF INTEREST – The Firm certifies that this Qualification submittal has not been arrived at collusively or otherwise in violation of federal, state, or local laws. The award of any Contract hereunder is subject to the provision of Chapter 112, Florida Statutes. Firms must disclose with their Submittal the name of any officer, director, partner, proprietor, associate, or agent which is also an officer or employees of the City or of its agencies. Firms must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the Firm’s firm or any of its branches or affiliate companies.

DEVIATIONS - Any deviation from specifications must be clearly stated, explained in detail and accepted by the City in writing. Otherwise, items offered are expected to be in strict compliance with specifications and the successful Firm shall be held accordingly.

DISCRIMINATORY VENDOR LIST - An entity or affiliate placed on the Discriminatory Vendor List shall not submit a Proposal for a contract to provide goods or services to a public entity, shall not submit a Proposal on a contract with a public entity for the construction or repair of a public building or perform any public work, shall not submit Proposals for leases of real property to a public entity, shall not award or perform work as a Construction Manager, supplier, Subconsultant , or consultant under any contract with any public entity, and shall not transact business with any public entity (Section 287.134(3)(d), Florida Statute).

ECONOMY OF PREPARATION - The Qualifications submittals should be prepared simply and economically, providing a straightforward, concise description of the Firm’s ability to fulfill the requirements of the RFQ.

E-VERIFY - The awarded Proposer becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. Beginning July 1, 2023, private employers with 25 or more employees are required to use the E-Verify system for new employees. The public agency must verify, utilizing the E-verify system, that the Proposer, and any Subconsultant s have work authorization status of all new employees of the Proposer or Subconsultant . The public agency MAY NOT ENTER INTO A CONTRACT unless each party to the contract registers with and used the E-Verify system. Proposer must maintain affidavits from sub-Firm s as well. If a public agency, Proposer, or Subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated this requirement shall terminate the contract, and if a Subconsultant is the violator, the Firm must be ordered to terminate the Agreement. Proposer is liable for any additional costs incurred by a public agency as a result of the termination of a contract, and the Proposer may not be awarded a public contract for at least 1 year from the date of termination. Public Agency, Proposer or Subconsultant may file a cause of action with the court to challenge the suspension and requirement to pay costs within 20 calendar days after the date of contract termination.

EX PARTE COMMUNICATION - Ex Parte Communication means any oral or written communication relative to a solicitation, evaluation, award or contract controversy that occurs outside of an advertised public meeting or occurs with someone other than the Chief Procurement Officer, subject to the exclusions identified in Section 38.20 of the City of Palm Bay Code of Ordinance.

(A) Adherence to procedures which ensure fairness is essential to the maintenance of public confidence in the value and soundness of the important process of public procurement. Therefore, any ex parte communication between a bidder, proposer, Firm or protestant (or its employees, agents or representatives) and the City (its members, employees, agents, legal counsel, Firm s, or representatives) during the selection process and award is strictly prohibited. Ex Parte Communication is prohibited during the following periods:

(1) From the date of advertising of the solicitation through award of a contract; and

(2) From initiation of a protest of an award or contract through resolution for the parties involved in the protest.

(B) Exclusions: This requirement shall not prohibit:

(1) Pre-Bid and Pre-Proposal Meetings: Meetings called or requested by the Chief Procurement Officer and attended by bidders or proposers for the purpose of discussing a solicitation, evaluation or selection process including, but not limited to, substantive aspects of the solicitation document. Such meetings may include, but are not limited to, pre-bid or pre-proposal meetings, site visits to the City’s facilities or property, site visits to bidders’ or proposers’ facilities, interviews/negotiation sessions as part of the selection process, and presentations by proposers or submitting Firms. Such authorized meetings shall be limited to topics specified by the Chief Procurement Officer.

(2) Solicitation documents may provide for communications from bidders or proposers to designated Procurement Department staff or discussion at meetings called or requested by the City pursuant to this subsection.

(3) Addressing the City Council regarding non-procurement topics at public meetings.

(4) The filing and processing of a written protest to any proposed award to be made pursuant to the solicitation, evaluation, and selection process. Protest proceedings shall be limited to open public meetings, with no ex parte communications outside those meetings.

(5) Contacts by the City’s current Firm s but only in regard to:

a. any work being performed on City projects unrelated to the solicitation, or

b. any City projects under the prohibited ex parte communications for which the current Firm s do not intend to submit a response or have not submitted a response to any solicitation documents for those projects.

(6) Communications between the Chief Procurement Officer or other City representatives and the bidder or Firm for routine matters arising from ongoing projects or contracts previously awarded.

(7) Contacts by bidders and proposers (actual or potential) and the City regarding other projects unrelated to the purchase for which the bidders or proposers (actual or potential) may intend to submit a response or have submitted a response to any competitive solicitation;

(8) Communications between the Chief Procurement Officer and bidders and/or proposers (actual or potential) for matters regarding pending purchases. Written questions shall be made to the named contact person.

(9) Addressing the City Council during the designated agenda item public comment portion of a meeting where the Council is considering award or permission to negotiate on solicitation that a bidder or proposer submitted on.

(10) Violation of this provision shall be grounds to: disqualify the violator from the award of the purchase, void any award to or contract with the violator, and/or temporarily suspend or permanently debar the violator from future contracts with the City.

INFORMALITIES - The City of Palm Bay reserves the right to both waive any informality in Qualification submittals and to determine, in its sole discretion, whether or not informality is minor.

INFORMATION AND LITERATURE - Firms are to furnish all information and literature requested. Failure to do so may be cause for rejection.

INTERPRETATIONS - Any questions concerning conditions and specifications shall be directed to the designated Contract Administrator. Interpretations, that may affect the eventual outcome of this Qualification submittal will be furnished in writing to all prospective Firms. No interpretation shall be considered binding unless provided in writing by the City of Palm Bay.

FIRMS’ EXPENSES - No out of scope services shall be provided in the absence of prior, written authorization in the form of a written supplemental agreement and issuance of an appropriate amendment to the contract. The City will not pay a retainer or similar fee. The City is not responsible for any expenses that Firm may incur in preparing and submitting Qualification submittals called for in this request. The City will not pay for any out-of-pocket expenses, such as word processing; photocopying; postage; per diem; travel expenses; and the like, incurred by the Firm. The City will not be liable for any costs incurred by the Firm in connection with any interviews/presentations (i.e., travel, accommodations, etc.).

PAYMENT - Upon acceptance of work by using department of the City, employees and others, the City shall make payment to the Consultant in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes.

The City reserves the right, with justification, to partially pay any invoice submitted by the Consultant when requested to do so by the using City department. All invoices shall be directed to the Accounts Payable Section, City of Palm Bay, 120 Malabar Road, SE, Palm Bay, FL 32907.

PUBLIC ENTITY CRIMES – By submission of response to the City’s Request for Qualifications on this project, Firm acknowledges and agrees to the following: A person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals for leases of real property to a public entity, may not be awarded or perform work as a Successful Firm, supplier, Subconsultant , or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted Vendor List (Section 287.133, Florida Statutes).

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING - Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Proposers are further notified that the City's governing body may not give preference to a Proposer based on the Proposer’s social, political, or ideological interests.

PUBLIC RECORDS - Sealed bids, proposals or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and 24(a) Article I of the State constitution until such time as the agency provides a notice of an intended decision or until 30-days after opening the bids, proposals, or final replies, whichever is earlier.

Certain exemptions to the public records law are statutorily provided for in Section 119.07, Florida Statutes. If the Firm believes any of the information contained in his or her response is exempt from disclosure, then the Firm, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records once that information is determined to be available.

If an agency rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the agency concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from Section 119.07(1) and Section 24(a) of the State Constitution until such time as the agency provides notice of an intended decision concerning the reissued competitive solicitation, or until the agency withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12-months after the initial agency notice rejecting all bids, proposals or replies.

The City is a public agency subject to Chapter 119, Florida Statutes. The CONSULTANT shall comply with Florida’s Public Records law. Specifically, the CONSULTANT shall:

The failure of the CONSULTANT to comply with the provisions set forth in this section shall constitute a material breach of Agreement and shall be cause for immediate termination of the Agreement.

If the CONSULTANT has questions regarding the application of Chapter 119 Florida Statutes, to the CONSULTANT duty to provide public records relating to this contract, contact the custodian of public records at the City of Palm Bay Procurement Department, 120 Malabar Road SE, Palm Bay, Suite 200, Florida 32907; 321-952-3424 or procurement@palmbayfl.gov.

QUALIFICATIONS ACKNOWLEDGE - By submitting a Qualification submittal, the Firm certifies that he/she has full knowledge of the scope, nature, and quality of work to be performed.

RECOMMENDATION OF AWARD INFORMATION - The Notice of Consideration for Award for Qualifications will be posted at least five (5) business days in advance of such award. Firms are responsible to check the following locations for updates on this RFQ’s status: on the bulletin board located in the main lobby of the City Hall Building “B” at 120 Malabar Road SE, Palm Bay, FL 32907; at the City’s Web Page http://www.palmbayfl.gov/procurement. Notice of Award, Solicitations currently available, and Tabulation sheets are available Online. Firms who do not have Internet access may request documentation by contacting the Procurement Department.

REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION - The Firm shall furnish such additional information/clarification as the City may reasonably require. This includes but is not limited to information that indicates financial resources as well as the ability to provide and maintain the services requested. The City reserves the right to make investigations of the qualifications of the Firm as it deems appropriate, including but not limited to, a background investigation of service personnel.

REQUEST FOR MODIFICATION - The City reserves the right to negotiate a final agreement with the top- ranked Firm to more fully meet the needs of the City. Should the City be unable to negotiate a satisfactory contract with any of the selected Firms, the City will select additional Firms in the order of their competence and qualification and continue negotiations in accordance with Section 287.055, Florida Statutes.

RESPONSIBLE FIRM - A Firm, business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required. Must be able to fully document the ability to provide good faith performance.

RESPONSIVE FIRM - A Firm, business entity or individual who has submitted a bid, proposal or submittal that fully conforms in all material respects to the IFB/RFP/RFQ and all of its requirements, including all form and substance.

SCRUTINIZED COMPANY LIST – STATE OF FLORIDA REQUIREMENT -Sections 287.135 and 215.473, Florida Statutes, prohibit Florida municipalities from contracting with companies, for goods or services over $1,000,000 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or to engage in any Business operations with Cuba or Syria. Sections 287.135 and 215.4725 also prohibit Florida municipalities from contracting with companies, for goods or services in any amount that are on the list of Scrutinized Companies that Boycott Israel.

The list of “Scrutinized Companies” is created pursuant to Section 215.473, Florida Statutes. A copy of the current list of “Scrutinized Companies” can be found at the following link: https://www.sbafla.com/reporting/global-governance-mandates/.

The company representative authorized to sign on behalf of the bidder, hereby CERTIFIES that the company identified as the Respondent is not listed on either the Scrutinized Companies with Activities in Sudan List; or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List; is not participating in a boycott of Israel; and does not have any business operations with Cuba or Syria. Authorized representative understands that pursuant to Sections 287.135 and 215.473, Florida Statutes, the submission of a false certification may subject the Respondent company to civil penalties, attorney’s fees, and/or costs.

Bidder/proposer understands and agrees that the City may immediately terminate any contract resulting from this solicitation upon written notice if the company referenced above are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) for any contract for goods or services in any amount of monies, it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

TAX EXEMPTIONS - The City of Palm Bay is tax exempt. The City of Palm Bay’s tax-exempt number is 85-8012646361C-4.

TIME FOR CONSIDERATIONS – Qualification submittals will be irrevocable after the time and date set for the opening of Qualification submittals and for a period of ninety (90) days thereafter.

TRADE SECRETS - Respondents should not send trade secrets. If, however, trade secrets are claimed by any respondent they will not be considered as trade secrets until the City is presented with the alleged secrets together with proof that they are legally trade secrets. The City will then determine whether it agrees and consents that they are in fact trade secrets. If a respondent fails to submit a claim of trade secrets to the City before obtaining the City’s agreement, any subsequently claimed trade secrets will be treated as public records and will be provided to any person or entity making a public records request for the information (F.S. 119.01).

SCOPE OF SERVICES

AGENCY OVERVIEW

The City of Palm Bay, incorporated January 16, 1960, is a political subdivision of the State of Florida. The legislative branch of the City is composed of five elected Council Members, one of which is the Mayor. The City Manager is responsible for the execution of Council’s established and adopted policy. The City, with an estimated population of 129,000 residents, is the largest incorporated area in Brevard County.

(Please visit our official web site, https://www.palmbayfl.gov)

SCOPE OF SERVICES

Pursuant to Florida Statutes, Chapter 287.055 (Consultants Competitive Negotiations Act), the City of Palm Bay seeks to identify Firms with substantial experience and capabilities to perform consulting services on an open end (continuing services) basis. The City will endeavor to award a maximum of three (3) Firms for each professional category listed. Firms will not be limited to one discipline. Firm shall designate discipline(s) they are proposing on the attached discipline form (Attachment A). Each selected firm shall enter into a three-year (3) contract with the City. The services sought by the City may include, whether in part or in whole, but not limited to the following;

1. Architecture Professional architectural consultant and associated professional services. Professional services include, but are not limited to, planning and feasibility studies, conceptual design, design development, final design for procurement and construction, preparation of technical specifications, cost estimating, regulatory agency permitting, and construction administration for new building construction, building additions, renovations, park facilities, and related projects.

2. Landscape Architecture Professional landscape architectural consultant services including, but not limited to, landscaping and associated irrigation system design, cost estimating, regulatory agency permitting, and construction administration for City facilities and public rights-of-way (i.e. - roadways, waterways, etc.) drawings, specification and permitting.

3. Environmental Engineering Professional environmental engineering consultant services including, but not limited to, environmental studies, environmental design (ex: wetlands), construction documents, cost estimating, environmental permitting, construction administration, industrial hygienist services, and post-construction monitoring services for environmental projects. Knowledge and experience in obtaining permits from various environmental regulatory agencies, (ex: FHWA, EPA, DERM, Dept. of Health, FDEP).

4. Civil Engineering Professional general civil engineering services including, but not limited to, planning and feasibility studies, designs for roadways, bridges, stormwater/floodplain management systems and waterways, water and wastewater distribution systems, construction plans and technical specifications, cost estimating, regulatory agency permitting, and construction administration services for improvements within public rights–of-way and for City facilities.

5. Roadway/Traffic/Transportation Engineering Professional traffic and transportation engineering consultant services, including, but not limited to, planning studies, traffic impact analysis, traffic signal and intersection stop warrant analysis, transportation studies, review and comment on traffic impact analysis for private development, traffic and transportation design, construction plans and technical specifications, cost estimating and construction administration. Knowledge and experience in traffic engineering, transportation planning, street and highway design, traffic calming design, transit planning, general engineering. Experience working with regulatory agencies such the Florida Department of Transportation.

6. Surveying /Mapping Services Professional surveying and mapping services including, but not limited to, boundary/topographic surveys, roadway surveys, bathymetric surveys, preparation of legal descriptions/sketches, LIDAR services, asset management surveys, etc.

7. Construction/Project Management Contract/construction/grant management services to assist with the administration and management of construction contracts and City procedures for successful completion of various capital projects including, but not limited to, buildings, parks facilities, roadways, bridges, waterways, transportation and traffic engineering projects, and other City projects as needed. Firm must be familiar with current Federal/State/County and local regulations, policies, processes demonstrate knowledge and experience pertaining to grants administration, housing requirements, City codes, and administrative procedures.

8. Construction Engineering/Inspection Services Construction Engineering and Inspection (CEI) services to include contract administration, inspection, and materials sampling and testing. It shall be the responsibility of the CEI Consultant to administer, monitor, and inspect Construction Contracts such that the project is constructed in reasonable conformity with the plans, specifications, and special provisions for the Construction Contract. Observe the Firm ’s work to determine the progress and quality of work. Identify discrepancies, report significant discrepancies to the City and direct the Firm to correct such observed discrepancies. Inform the designated City project personnel of any significant omissions, substitutions, defects, and deficiencies noted in the work of the Firm and the corrective action that has been directed to be performed by the Firm .

9. Grant Writing Professional grant writing consultant services encompass the development, preparation, and writing of grant proposals to secure funding from government entities, foundations, and other funding organizations. Services may include research and identification of grant opportunities, strategic planning for funding acquisition, preparation of narratives and budgets, submission of proposals, and assistance with grant administration and reporting requirements.

10. Permitting/Plan Review Professional consulting services for permitting and plan review that include a comprehensive analysis of projects to ensure compliance with local, state, and federal regulations. Services may consist of navigating the permitting process, preparing and submitting necessary documentation, managing communications with regulatory agencies, and facilitating reviews to secure approvals for development plans.

11. Land Development Review Professional land development review services to evaluate and guide development proposals through the regulatory framework. This includes assessing site plans, zoning compliance, land use compatibility, environmental impact assessments, and providing recommendations to ensure sustainable and compliant development practices.

12. Urban Planning & Design Professional urban planning and design services aimed at shaping the physical setting for life in cities, towns, and regions. Services include the creation of comprehensive plans, development regulations, urban designs, parks and facilities master plans, public space planning, and community engagement processes to guide orderly development and create vibrant, livable communities.

13. Building Safety and Compliance Services Professional consulting services focusing on ensuring that all construction and building designs meet safety standards and comply with all relevant building codes and regulations. Services include, but are not limited to, technical field inspections of buildings, equipment, and installations during various phases of construction; granting inspection approvals if found in compliance with Florida Building Codes, regulations, and approved permit documents; providing written comments if found not in compliance. Inspectors shall have the necessary tools, equipment, cell phone, and vehicle to perform inspection services. Plans Examiners will examine permit documents and construction plans for compliance with Florida Building Codes and related regulations, granting approvals if found in compliance and providing written comments for non-compliance.

14. Fire Safety and Prevention Services Professional consulting services dedicated to ensuring that all aspects of building and urban development adhere to strict fire safety and prevention standards. Services include, but are not limited to, technical field inspections of buildings, equipment, and installations during various phases of construction; granting inspection approvals if found in compliance with the Florida Fire Prevention Code, NFPA regulations, and approved permit documents; providing written comments if found not in compliance. Fire Plans Examiners will review building plans to ensure compliance with fire prevention codes and regulations, providing approvals for compliant structures and detailed recommendations for non-compliant cases. These services are designed to promote safety, prevent fire incidents, and ensure adherence to all relevant regulations and standards.

Qualifications Of Proposers Responses will be considered from qualified Firms whose experience includes successful work in the industry with the following applicable requirements:

· For disciplines requiring architectural or engineering work, The Firm must have on staff architects/engineers with knowledge of all applicable Federal, State and County standards and requirements needed to develop design plans, specifications, cost estimates, site inspections and project management as applicable.

· Firms shall demonstrate professional and supporting staff knowledge and experience to develop studies, design drawings, technical specifications, cost estimates, regulatory agency permitting, contract administration, and other related services for projects applicable to their respective disciplines.

· Architects, Engineers, and Surveyor/Mappers shall hold professional licensure to practice in the State of Florida.

· Firms must possess at least five (5) years of considerable relevant experience in delivery of professional services as outlined above for their respective disciplines, with emphasis on municipal, county, state, or federal projects.

· Firm must have sufficient qualified staff to complete applicable work in the time required and in accordance with State statutes and standards.

Scope and Term of Agreement

· Responses are hereby invited for a term contract on a continuing service basis. The City intends to evaluate submitted responses and award multiple Firms exhibiting comprehensive experience in the submitted discipline. The term of the contract(s) for Miscellaneous Projects (basic construction cost under $4 million each or study activities under $500,000, in accordance with the requirements of Florida Statute 287.055.) shall be for a three (3) year period from the award date. (Note: In the event that statutory dollar thresholds are amended by the State of Florida, those amended limits shall be applied to this Agreement.) The City may extend each individual contract(s) under the same terms and conditions for two (2) additional one (1) year periods, on an as needed basis, subject to vendor acceptance, satisfactory performance and determination that renewal will be in the best interest of the City. No guarantee is expressed or implied as to the amount and total number of the individual project task authorizations provided to any one firm for the life of this contract.

Utilization of Subconsultants

· Firms may utilize subconsultants to complete tasks under this contract with the approval of the City. When submitting for disciplines, the City will only receive qualifications from the Prime Firm. The subsequent evaluation criteria and applicable discipline requirements will apply to the Prime Firm only.

EVALUATION CRITERIA

EVALUATION PROCEDURE

All qualification submittals will be subject to a review and evaluation process. It is the intent of the City that all Firms responding to this RFQ, who meet the requirements, will be ranked in accordance with the criteria established in these documents. The City will consider all responsive and responsible Qualification submittals received in its evaluation and award process.

Qualification submittals shall include all the information solicited in this RFQ which are pertinent to the understanding and evaluating of the submittal package. Firms will provide their best response and should not withhold any information from the written response in anticipation of presenting the information orally, since oral discussions may not be solicited from all firms. Each Firm will be ranked based on the criteria herein addressed.

An adjective-based scoring system shall be applied to the qualification criteria throughout the evaluation process for the evaluation of the written responses and the oral discussions. A score of 0 is the least favorable and a score of 5 is the most favorable in all sections. For evaluation purposes, the term “Responsible” means: A business entity or individual who is fully capable to meet all the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required and be able to fully document the ability to provide good faith performance.

The Firm’s response will be scored by Committee members in accordance with the following scale:

Description

NOTE: The Committee member’s score times the “weighted value” assigned to the different sections listed here equals the total score for that section. (EXAMPLE: Maximum score of 5 X’s weighted value of 10 = Maximum of 50-Points).

Firms submitting the required criteria will have their Qualification submittals evaluated by an evaluation team and scored for the qualification criteria factors to include but not limited to the ability of the professional personnel; past performance; willingness to meet time requirements; and recent, current, and projected workloads.

QUALIFICATION SUBMITTALS & CRITERIA

Firms shall include the following information in their written response document.

· Submit packages in the format outlined below.

· Sections should be tabbed and labeled; pages should be sequentially numbered at the bottom of the page.

· Submittals should be concise and provide only the information requested. Additional data will not be considered.

Title Page: (non-scored) Title Page shall show the request for qualification’s subject, title and RFQ number; the firm's name; the name, address, email address and telephone number of a contact person; and the date of the submittal.

Tab 1 - Table of Contents: (Non-scored) The Table of Contents shall provide listing of all major topics, their associated section number, and starting page.

Tab 2 – Introduction / Letter of Response: (Non-scored) The response shall contain a cover letter by a person who is authorized to commit the firm to perform the work included in the Qualification submittal and shall identify all materials and enclosures being forwarded in response to the RFQ. The letter shall also provide a brief description of the firm’s ability to meet the requirements of the RFQ, to include a statement that they are financially capable of performing the scope of work required for this project and provide a brief discussion about firm’s business history in the marketplace.

Tab 3 – Firm Staff: (maximum 5 x X = up to XX Points) A. Provide an organizational chart for the Firm, including subconsultants.

B. Identify the following team members:

· Project Manager/Principal in Charge

· Project Architect/Engineer/etc.

· Key Staff (civil, drainage, traffic, permits, GIS, utilities, etc.)

· Key Sub-Consultant Personnel

· Other Key Personnel

C. For each individual listed above, provide one-page resumes to include the following:

· Name

· Role in this contract

· Experience (Years) - Total years of relevant experience and years of relevant experience with current firm.

· Provide the name and location of the firm where the person currently works, which must correspond with one of the firms listed on the Organizational Chart.

· Education - Provide information on the highest relevant academic degree(s) received. Indicate the area(s) of specialization for each degree.

· Current Professional Registration - Provide information on current relevant professional registration(s), including state and discipline.

· Other Professional Qualifications - Provide information on any other professional qualifications relating to this contract, such as education, professional registration, publications, organizational memberships, certifications, training, and awards.

· Relevant Projects - Provide information and status on projects in which the person had a significant role that demonstrates the person's capability relevant to her/his proposed role in this contract. These projects do not necessarily have to be any of the projects presented in Tab 4 if the person was not involved in any of those projects or the person worked on other projects that were more relevant than the team projects in Tab 4. Include the project title and location, year completed professional services, year completed construction (if applicable), brief description (scope, size, cost, etc.), specific role, and indicate if project is with current firm. If any of the professional services or construction projects are not complete, indicate the status in the brief description.

D. Describe the team’s relationships and experience with regulatory agencies (one page maximum).

Tab 4 – Firm Experience: (maximum 5 x X = maximum XX points) Submit a portfolio of previous projects that demonstrates the proposed team’s qualifications and experience to be qualified for this contract.

Each example shall include a minimum of the following information:

· Name and description of the project

· Indicate scope, size, cost (original and final), schedule (initial and final) principal elements and special features of the project

· Discuss the relevance of the example project to this RFQ

· Project owner (the “client”), contact name, phone number and email

· Names of the team members

· Specific roles of each team member

If applicable, include the following information:

· Describe any permitting and/or regulatory agency efforts/coordination

· Describe any efforts in supporting right-of-way acquisition needs

· Describe how design and construction project cost estimates are developed and updated by the Contractor

· Describe any innovation, cost-savings/”value engineering”

· Describe any project maintenance/operational considerations

Tab 5 – Firm Approach/Capabilities: (maximum 5 x X = maximum XX points) A. Explain the methodology and strategy your team will employ in approaching tasks related to the submitted discipline. Detail the steps from initiation to completion, including how the unique characteristics and challenges of the discipline will be addressed.

B. Detail your team's approach to ensuring full compliance with all relevant Federal and State regulations, guidelines, and standards specific to the submitted discipline. Explain how you will stay updated with the most recent changes in regulations and incorporate them into the discipline management and development process.

C. Comment on the strategies and processes your team will use to manage interaction with the public and City staff regarding the submitted discipline. Include how you plan to engage stakeholders, handle feedback, and ensure clear, continuous communication throughout the development process.

D. Discuss your team's organization, including roles and responsibilities, and the logical sequence of work specific to the submitted discipline. Describe your approach to coordination, public involvement, quality control, value engineering, and management of the schedule and budget. Highlight how these elements will be integrated into a coherent and effective strategy.

E. Explain why your firm's approach to the submitted discipline is the most beneficial for the City. Provide specific reasons and evidence demonstrating how your approach will be successful, efficient, and cost-effective. Highlight any unique capabilities, resources, or experiences that make your firm's approach stand out.

F. Describe technical equipment/hardware/software resources and capabilities.

G. Describe the Firm’s presentation skills and abilities to prepare technical documents, such as memorandums and reports.

H. Cost Controls – Describe cost control methods. Provide examples of how cost control techniques (in the performance of services and/or for projects) are used and to what degree of accuracy is expected/achieved.

Tab 6 - Additional Required Submittal Forms: (Non-scored)

· Non-Collusion Form

· Drug Free Workplace Form

· Insurance Requirements Acknowledgement

· Human Trafficking

SELECTION & AWARD PROCESS

The Evaluation Team (E-Team) will evaluate each written Qualification submittal based on the criteria in the RFQ.

Based on the initial evaluation, if requested by the E-Team, a short-list of at least three (3) responding firms will be developed.

Oral Discussions/Interviews (maximum 100 points) Based on the evaluation of the written submittals and the closeness of the scores determined by said evaluation, the City may choose to conduct oral discussions/interviews with the top three or more firms for clarification, and to assure full understanding of, and conformance to, the solicitation requirements, and to clarify the firms’ qualifications. Should the Evaluation Team (E-Team) request oral discussions/interviews, the following procedures will apply.

A. The…