A - 26-16-RFQ - Continuing Engineering Services for Sebastian Municipal Airport.pdf

REQUEST FOR QUALIFICATION

26-16-RFQ

CONTINUING ENGINEERING SERVICES FOR SEBASTIAN MUNICIPAL

AIRPORT

Contact Person

Jessica Graham, CPPB, FCCM Procurement Manager Phone: (772) 388-8231

Email: procurement@cityofsebastian.org

*Dates in this schedule occurring after the release date may be amended by the City.

The City reserves the right to delay or modify dates and will notify Bidders of all changes.

PROPOSED SCHEDULE

EVENT DATE TIME

RELEASE DATE: Thursday, May 14, 2026 -

QUESTION DEADLINE Tuesday, June 2, 2026 2:00 PM Local Time

BID DUE DATE Thursday, June 18, 2026 2:00 PM Local Time

RECOMMENDATION OF AWARD August 2026 6:00 PM Local Time

BID SUBMITTAL:

All bids must be submitted electronically via Sebastian’s Euna Procurement Portal (Sebastian's Euna Portal).

mailto:procurement@cityofsebastian.org https://cityofsebastian.bonfirehub.com/portal/?tab=openOpportunities

CITY OF SEBASTIAN, FLORIDA

NOTICE TO PROPOSERS

Indian River Press Journal

Date Advertised: Sunday, May 17, 2026

NOTICE IS HEREBY GIVEN that the City of Sebastian is accepting proposals for 26-16- RFQ, Continuing Engineering Services for Sebastian Municipal Airport. The solicitation document outlining the scope of services is available from the City of Sebastian’s Euna Procurement Portal.

Link: https://cityofsebastian.bonfirehub.com/portal/?tab=openOpportunities).

Questions are due on Tuesday, June 2, 2026, at 2:00 pm local time. All questions shall be submitted through the Euna Procurement Portal.

Proposals are due on Thursday, June 18, 2026, at 2:00 p.m. local time.

TABLE OF CONTENTS

Legal Ad 2

Table of Contents 3

Section 1 - Instructions to Proposers 4

Section 2 - Scope of Work 6

Section 3 - Insurance Requirements 11

Section 4 - Evaluation Procedure 14

Exhibits (Available on Euna Procurement)

• EXHIBIT A – Required Forms

• EXHIBIT B - General Terms and Conditions

• EXHIBIT C - Contract Provision Guidelines for Obligated Sponsors and Airport Improvement Program Projects

• EXHIBIT D - Non-Exclusive Professional Services Agreement

• EXHIBIT E - Consultant Services Agreement

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

SECTION 1 – INSTRUCTIONS TO BIDDERS

1.1 PURPOSE

1.1.1 The purpose of this Request for Qualification (RFQ) is to select the most highly qualified Aviation-oriented engineering firm(s) to provide Continuing Engineering Services. It is anticipated that multiple firm(s) will be awarded a non-exclusive contract to provide the necessary services for an initial period of three (3) years.

1.1.2 By submitting a bid, the Contractor agrees to comply with all federal and state laws and regulations, including Contract Provision Guidelines for Obligated Sponsors and Airport Improvement Program Projects.

a) Refer to Section 6 - General Provisions for Contract Provision

Guidelines for Obligated Sponsors and Airport Improvement Program Projects

1.2 SOLICITATION POSTING

1.2.1 This Request for Qualifications (RFQ) and related documents are available for download through the City of Sebastian’s Euna Procurement Portal.

A. Sebastian's Euna Procurement Portal

1.2.2 It is the sole responsibility of interested parties to monitor the City of Sebastian’s Euna Procurement for solicitation opportunities and updates.

1.3 QUESTION DEADLINE

1.3.1 The deadline to submit questions will be Tuesday, June 2, 2026, at 2:00

PM local time. Any questions or communication regarding this solicitation must be emailed to the City’s Procurement Manager at procurement@cityofsebastian.org.

1.3.2 The Proposer is responsible for checking for addenda associated with this solicitation.

1.4 ELECTRONIC PROPOSAL SUBMITTAL

1.4.1 All Proposals must be submitted via Sebastian’s Euna Procurement Portal

(Sebastian's Euna Portal).

1.4.2 All proposals submitted to the city become public records unless exempt under Florida or other law.

mailto:procurement@cityofsebastian.org

1.4.3 PROPRIETARY INFORMATION: In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all bid proposers should be aware that all proposals and the responses thereto are public records and subject to public inspection. If a proposer believes that any information contained in a proposal is confidential or proprietary and exempt from public disclosure, the proposer shall identify specifically any such information contained in their proposal and cite specifically the applicable exempting law.

1.4.4 PROPERTY OF THE CITY: All proposals received from proposers in response to this bid proposal will become the property of the City of Sebastian and will not be returned to the proposers. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the City.

1.4.5 LATE PROPOSALS WILL NOT BE OPENED OR ANNOUNCED.

1.4.6 At its sole discretion, the City may reject any and all bids or accept any bid or portion thereof deemed to be whatever is in its best interest and to waive any non-substantial irregularities.

1.5 PROPOSAL OPENING

1.5.1 Proposals will be opened on June 18, 2026, at 2:30 pm.

1.5.2 The proposal opening will be held virtually.

1.5.3 Only the NAME of the company that submitted a response to this Request for Qualification will be read aloud.

1.5.4 Meeting Information:

https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423 dbabea4df

Meeting ID: 136259113 Password: JhzXZgfvah

Or dial:

+1 (650) 419-1505 United States (San Mateo, CA) Access Code / Meeting ID: 136259113 Dial-in password: 5499943824 https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20 https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20

SECTION 2 – SCOPE OF WORK

2.1 GENERAL

2.1.1 Pursuant to Florida Statutes, Chapter 287.055, Consultants Competitive

Negotiations Act (CCNA), the City of Sebastian seeks to identify consulting firms with substantial experience and capabilities to perform consulting services on an open-ended (continuing services) basis.

2.1.2 Per Florida Statute, Florida Statute 287.055, CCNA contracts are limited to the following:

A. Professional services in which the estimated construction cost of each individual project under the contract does not exceed $7.5 million.

B. Study activity if the fee for professional services for each individual study under the contract does not exceed $500,000

C. Note: In the event that statutory dollar thresholds are amended by the State of Florida, those amended limits shall be applied to all agreements executed as a result of this solicitation.

2.1.3 Contract Award: The City will attempt to award a non-exclusive contract to a minimum of three (3) firms to provide the necessary services for an initial period of three (3) years. The contract may be renewed for two (2) additional one-year renewal terms upon mutual agreement by the awarded Firm and the City of Sebastian.

A. Awards will be based on each firm’s overall portfolio.

2.1.4 Consultant Service Agreement (CSA): Compensation of professional services fees shall be proposed by way of a Consultant Services Agreement (CSA) and mutually agreed upon by the City and the awarded consulting firms.

A. The City shall make requests of the consulting firm to perform engineering and/or architectural services on a per project basis. The City will communicate with the consulting firm, verbally or in writing, a general description of the task to be performed. If a site visit by the consulting firm is required to develop the scope of work, the consulting firm shall request approval before visiting the site.

B. Compensation: The consulting firm will generate a detailed Scope of Work document, prepare a Schedule, and a Not-to-Exceed Budget or lump sum budget to accomplish the task with a detailed cost breakdown based on the consulting firms negotiated fee structure.

a. The detailed cost breakdown shall consist of the tasks and man-hour breakdown for the work to be performed.

b. The breakdown cost shall include all sub-consultant work and the written price from all sub-consultants.

c. The detailed cost breakdown shall include a line item for Reimbursable Expenses and the list of the expenses to be eligible for reimbursement.

C. The City will review the Proposal, and if the City deems the description and cost to be in the City’s best interests, the parties will enter into a mutually agreeable written CSA.

a. The Scope of Services generally to be provided by the consulting firm through a CSA may include engineering, surveying, and or architectural services for any City project and may contain written terms and conditions. These terms and conditions do not govern; the City’s standard terms and conditions, as outlined in the non-exclusive agreement, apply.

D. Upon receipt of the CSA and the purchase order, the consulting firm shall perform the services outlined in the CSA.

2.1.5 Truth-In-Negotiations Certificate

Pursuant to Section 287.055(5)(a), Florida Statutes, for any lump-sum or cost-plus-a-fixed fee professional services contract over the threshold amount provided in Section 287.017, Florida Statutes, for CATEGORY FOUR, the Consultant must execute this Certificate and include it with the submittal of its proposal or as prescribed in the solicitation.

2.2 SCOPE OF SERVICES

2.2.1 Civil Engineering – Airport Engineering, Design & Construction

The scope of services is anticipated to include, but not be limited to, planning, master plan update, feasibility and economic study, runway and taxiway design, runway safety, taxiway construction, runway and taxiway rehabilitation, airfield lighting, runway signage and markings, hangar design, parking lot and other aviation improvements within the Sebastian Municipal Airport.

2.2.2 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.

2.2.3 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 including construction field changes (redline drawings) that has been directed to be performed by the Firm.

2.3 UTILIZATION OF SUBCONSULTANTS

2.3.1 All subconsultants must be included on the Subconsultant Form, kept up to date, and approved in writing by the City of Sebastian before performing work.

2.4 CONTRACTOR MINIMUM QUALIFICATIONS

2.4.1 General

A. In State: The Proposer shall have been in business for a minimum of five (5) consecutive years under the same FEIN number and shall currently be authorized to perform services within the State of Florida. This requirement shall be based on the Solicitation’s due date.

a. Copies of documentation demonstrating meeting this minimum requirement shall be submitted with your response.

Examples of documentation may include, but not be limited to, local business tax receipts for five (5) years, corporation documents with date of inception, certificate of authority, etcetera.

B. Out of State: If the business headquarters is located outside of the State of Florida, they shall currently be licensed to perform services in both their home state and the state of Florida; and shall have been in business for a minimum of five (5) consecutive years under the same FEIN number. This requirement shall be based on the Solicitation’s due date.

a. The Proposer shall have held and maintained for a minimum of five (5) years a current State of Florida:

i. Business or Corporation shall hold a Certificate of Authorization as an Engineering Services Business

ii. Individual shall hold a current State of Florida Registered license as required by rule, and have authority to submit certified reports to state agencies (if applicable)

iii. The firm must have been established as a legal entity, be licensed in the State of Florida, and the principals of the firm must have performed Engineering Professional Services for a minimum of five (5) years.

b. Copies of documentation demonstrating meeting this minimum requirement shall be submitted with your response.

Examples of documentation may include, but not be limited to, local business tax receipts for five (5) years, corporation documents with date of inception, certificate of authority, etcetera.

c. The Proposer shall also submit to Procurement a current Certificate of Authority, which is issued through the Department of State and in accordance with Florida Statute 607.1501, within ten (10) business days upon notice of intent to award.

C. If the proposer’s business is located in Sebastian, FL, or Indian River County, they must provide a copy of their business tax receipt.

2.4.2 Experience

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

B. In addition, the firm must have adequate resources of certified (per each industry standards) professionals (for example, planners, surveyors, environmental consultants, etc.) as needed to ensure the deliverable(s) are met accurately and promptly.

2.4.3 Certifications

A. Engineers shall hold a professional license to practice in the State of Florida.

a. Copies of documentation demonstrating meeting this minimum requirement should be submitted with your response

2.4.4 Proposers that do not meet the minimum requirements listed herein as determined by the City, at its sole discretion, will be deemed non-responsive and not considered for award. All decisions made by the City are final.

2.4.5 No contract will be awarded to any proposer who, as determined by the CITY, has an unsatisfactory performance record, inadequate experience, lack of organization, labor, and equipment to perform the required services, and is in arrears to the CITY on a debt or contract or is a defaulter on surety to the CITY or whether the proposer’s taxes or assessments are delinquent.

The City has the right to disqualify any proposer who does not meet any or all qualifications necessary as determined by the City.

3.

SECTION 3 – INSURANCE REQUIREMENTS

3.1 INSURANCE REQUIREMENTS

3.1.1 The City of Sebastian is to be specifically included as an additional insured on all insurance certificates (except Worker's Compensation). Waiver of Subrogation is required for Commercial General Liability and Automobile Liability. A renewal certificate shall be issued thirty (30) days prior to the expiration date. The certificate shall provide a thirty (30) day notification clause in the event of policy cancellation.

3.1.2 Before starting and until acceptance of the work by the City, Awarded Contractor shall, as a minimum mandatory condition precedent to this work, procure and maintain insurance of the types and to the limits specified below, at their own expense and without cost to the City, until final acceptance by the City of all products or services covered by the purchase order or contract.

3.1.3 The certificate holder shall read:

City Of Sebastian

1225 Main Street

Sebastian, FL 32958

3.1.4 Minimum coverage with limits and provisions are as follows:

A. Commercial General Liability: The contractor shall provide Commercial General Liability insurance. This shall include premises/operations, personal & advertising injury, products, completed operations, contractual liability, specifically confirming and ensuring the indemnification and hold harmless clause of the contract. This insurance policy shall be considered primary to and not contributing to any insurance the City maintains. It shall name the City as an additional insured with a waiver of subrogation noted on the Certificate of Liability. The policy of insurance shall be written on an “occurrence” form.

The contractor shall obtain insurance which shall at least meet the following minimum limits:

a) Per Occurrence: $1,000,000

• General Aggregate: $2,000,000

B. Business Automobile: The contractor shall provide Business

Coverage Automobile Insurance, which shall protect the contractor from claims for damage for personal injury, bodily injury including accidental death, as well as claims for property damages which may arise from operations under this contract whether such operations are by himself or by anyone directly or indirectly employed by him.

Coverage shall include owned, non-owned, hired and rented vehicles.

The contractor shall obtain insurance which shall at least meet the following minimum limits:

a) Bodily Injury and Property Damage:

• Combined Single Limit (each Accident): $1,000,000.00

C. Workers' Compensation: The contractor shall provide and maintain workers’ compensation insurance for all employees in the full amount required by statute and full compliance with the applicable laws of the State of Florida (Florida Statutes Chapter 440). Exemption certificates to this requirement are not acceptable.

The Contractor shall obtain insurance which shall at least meet the following minimum limits:

a) State Worker’s Compensation: Statutory

b) Employer’s Liability: $1,000,000.00 Each Accident $1,000,000.00 Disease, Policy Limit $1,000,000.00 Disease, Each Employee

D. Umbrella/ Excess Liability: The contractor shall provide umbrella/excess coverage with limits of no less than $1,000,000.00 excess of Commercial General Liability, Automobile Liability and Employers Liability. *This coverage is optional if Successful Proposer has $2,000,000 General Aggregate under the Commercial General Liability Policy. **

E. Professional Liability Insurance or Errors and Omissions Insurance:

The contractor shall provide professional liability insurance or Errors and Omissions Insurance. Deductibles should not exceed $5,000.00 for each claim. The consultant represents that it is financially responsible for the deductible amount.

The contractor shall obtain insurance which shall at least meet the following minimum limits:

a) Each Claim: $1,000,000

b) Annual Aggregate: 2,000,000

3.1.5 An endorsement to the Commercial General Liability or Automobile Liability policy, covering Contractor’s or subcontractor’s liability for bodily injury, property damage and environmental damage resulting from sudden accidental and gradual pollution and related clean-up cost incurred by the Contractor that arise from the Goods delivered or Services (including transportation risk) performed by Contractor under this Contract is also acceptable.

3.1.6 The Contractor shall declare any self-insured retention or deductible amount over $5,000 for any policy. The City reserves the right to reject any self-insured retention or deductible over $5,000.

3.1.7 All insurance carriers shall be rated (A) or better by the most recently published A.M. Best Rating Guide. Unless otherwise specified, it shall be the responsibility of the contractor to ensure that all subcontractors comply with the insurance requirements set forth in this Agreement. The City may request a copy of the insurance policy according to the nature of the project.

City reserves the right to accept or reject the insurance carrier.

SECTION 4 – EVALUATION PROCEDURE

4.1 The City intends that all responsive and responsible proposers responding to this RFQ will be evaluated in accordance with the criteria established in these documents.

4.2 Proposers shall include all information solicited in this RFQ, and should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited. Each proposer will be ranked based on the criteria herein addressed.

4.3 During the evaluation process and at the sole discretion of the City, requests for clarification of one or more proposer submittals may be conducted. The City may perform this request for clarification in a written format or through scheduled oral interviews. Such clarification requests will allow proposers to answer any questions the City may have about a proposer’s submittal. After written clarification is completed, the Committee members can revise their individual scores for the non-price factors.

4.4 An adjectival-based scoring system shall be applied to the qualification criteria throughout the evaluation process to evaluate the written responses and the oral discussions. A score of 0 is the least favorable, and a score of 4 is the most favorable in all sections.

4.5 Committee members will score the Proposer’s response in accordance with the following scale:

Weighted Value

Description

“Non-Responsive”: No information was provided for the specific criteria, and the proposal failed to address the requirements. No documentation was provided.

“Insufficient Evidence”: The proposal is lacking or inadequate in most basic requirements for the specific criteria.

“Partial/Basic Evidence”: The proposal meets many basic requirements for the specified criteria but lacks essential elements.

“Sufficient Evidence”: The proposal adequately meets the minimum requirements of the specific criteria and is generally capable of meeting the City’s needs.

“High-Level Evidence”: The proposal exceeds the minimum requirements across most criteria.

NOTE: The Committee member’s score times the “weighted value” assigned to the sections listed below equals the total score for that section. (EXAMPLE: Maximum score of 4 X’s weighted value of 10 = Maximum of 40 Points).

4.6 Proposers submitting the required criteria will have their proposals evaluated by an evaluation team and scored based on proposal criteria factors, including, but not limited to, the ability of the professional personnel, past performance, willingness to meet time requirements, and recent, current, and projected workloads.

4.7 Proposal Requirements

4.7.1 Pages should be sequentially numbered at the bottom of the page.

4.7.2 Proposals should be concise and provide only the information requested.

Additional data will not be considered.

4.7.3 The Proposal shall be limited to seventy-five (75) pages (Not including the required forms listed in the compliance check). Any responses exceeding seventy-five (75) pages, not including the required forms or tabs, may be considered non-responsive and not considered for award.

4.8 Proposal Submittal Format

4.8.1 Compliance Check - Proposers shall submit one (1) electronic copy of the items below.

A. Exhibit A – Required Forms.

a. Failure to complete and submit these forms may result in the rejection of your proposal.

4.8.2 Proposal Submittal - Proposers shall submit one (1) electronic copy of the items below.

A. Title Page: (Non-scored) - The title page should show the request for the proposal's subject, title, and proposal number; the firm's name; the name, address, and telephone number of a contact person; and the date of the proposal.

B. Section 1 – Table of contents: (Non-scored) - The Table of Contents shall list all major topics, their associated section number, and the starting page.

C. Section 2: Firm Profile (4 x 5 = maximum of 20 Points)

a. Maximum of three (3) pages

b. The purpose of this section is to provide brief overview of your Firm and Firm history. Briefly describe the Firm’s organization and philosophy, and, in addition, include the following information:

i. Basic Information – Contractor’s name, mailing address, email address, and phone number(s).

ii. Primary Contact Person - Name and contact information for the Contractor’s primary contact person. This person will be the contact person for all matters related to the response to this RFQ, scheduling, negotiating, and contracting.

iii. Qualifications - Summary and highlights of the Contractor’s qualifications, number of years in business, and ability to provide the services identified in the purpose and scope of services of this RFQ (Section 2).

iv. Availability - Specify the location of the Project Manager and key personnel that will be assigned to work on this contract. If the contractor has more than one location, then indicate where each Team Member's main office resides, and the amount of their time (in hours per week) allocated to the main office and the satellite offices.

v. Additional Information - Additional information the Contractor believes relevant and important, not otherwise requested.

D. Section 3 – Engineering Knowledge and Methodology: (4 x 6 = maximum of 24)

a. Write a statement of understanding showing your firm is thoroughly versed in Airport Engineering, Design & Construction services and understands the requirements from project inception to completion.

b. Indicate if services will be provided by your Firm or by a subconsultant firm. When services are to be provided by a subconsultant firm, include the subconsultant firm’s name, appropriate qualifications, and what services and percentage of services will be provided.

c. Describe the Proposer’s Quality Assurance/Quality Control Program.

E. Section 4 – Staff Credentials and Project Team: (4 x 9 = maximum of 36)

a. The purpose of this section is to provide a brief overview of the project team and staff credentials.

b. Introduce the designated project manager and the project team.

c. Include a team organizational chart highlighting the key people who shall be assigned to work on the project (no photos please).

d. For each key person who would be assigned to the projects, include:

i. a one or two-page résumé with the person's title, email, and other contact information, current position with the company, length of time with the company, a summary of relevant professional qualifications, relevant project experience, and education.

ii. For each key person, include a copy of applicable current professional licenses, registrations, and/or certifications.

e. Subcontractors: Identify services to be provided by subcontractors, and provide the name, email, and other contact information for each subcontractor's contact person, including county of residence. Provide summaries of each subcontractor's experience relating to the portion of the services they intend to provide.

F. Section 5 – References (4 x 5 = maximum of 20 points)

a. Provide a list of keystone projects that showcase your abilities in engineering and/or architecture services. Clearly identify what portion or scope of work your firm performed.

b. Show at least three (3) examples for the most recent five-year period.

c. In determining which projects are more related, consider related size and complexity; how many members of the proposed team worked on the listed project; and how recently the project was completed. List the projects in priority order, with the most related project first.

d. For each of the listed projects, provide the following information:

i. Name and location of the project.

ii. Nature of the Firm’s responsibility on this project.

iii. Firm's contract amount.

iv. Project owner’s representative name, address, phone number, and e-mail.

v. Project Status: Percent complete, date completed, or anticipated completion date.

vi. Size of project.

vii. Cost of project.

viii. Work for which staff was responsible.

ix. Listing of the Firm’s project manager and other key professionals on the listed project and note those who would be assigned to the City’s project.

4.8.3 Selection & Award Process

A. The Evaluation Team will evaluate each written Proposal submittal based on the criteria in the RFQ.

Evaluation Criteria Total

Points

Section 2 – Firm Profile 20

Section 3 – Engineering Knowledge and Methodology 24

Section 4 – Staff Credentials and Project Team 36

Section 5 – References 20

MAXIMUM POSSIBLE POINTS 100

B. After evaluating the written submittals, the Evaluation Team may decide to proceed with an award based on the written proposals only.

C. The Chairman (Procurement/Contracts Manager) will complete the final Evaluation Team scores. The Procurement/Contracts Manager reserves the right to request additional analysis/review by the Evaluation Team if he/she deems additional evaluation warranted.

D. The Procurement/Contracts Manager shall review the ranking and post a Notice of Intended Decision. The recommendation will then be sent to the City Manager for placement on the Council Agenda to request City Council permission to enter negotiations and award contracts with the selected proposer(s).

E. However, based on the closeness of the scores determined by said evaluation, the City may decide to conduct oral discussions/interviews with the top three or more firms to clarify the solicitation requirements, assure full understanding of and conformance to them, and clarify the firms’ qualifications. Should the Evaluation Team (E-Team) request oral discussions/interviews, the following procedures will apply.

4.8.4 Oral Discussions/Interviews (maximum 100 points)

A. The short-listed firms will receive written questions from the Evaluation Team. The Evaluation Team will conduct oral discussions with the short-listed Firms. The Evaluation Team will then score the Firms.

B. Oral discussions/interviews or presentations are exempt from Public Meeting requirements (Section 286.011, Florida Statutes). They will provide an opportunity for the Firm to demonstrate its ability to use time efficiently, effectively, and economically.

C. The City’s Procurement Department will establish the schedule, and Proposers will be notified within a reasonable time period (generally 7 calendar days) in advance of the date, time, and place of the discussion.

The time frame for oral discussions/interviews with each firm will not exceed 45 minutes. The specific format of each discussion will be provided to the proposers via notifications.

D. Scoring for this phase will not be combined with the previous phase.

Scoring for the oral discussions/interviews will be based on the following Evaluation Criteria, using the same adjective-based scoring as described previously in this section:

Evaluation Criteria Total Possible

Points

Firm Experience

Information presented in the oral discussions and response to questions related to the Firm’s Experience.

Firm Approach/Capabilities Information presented in the oral discussions, and response to questions related to the Firm's approach/Capabilities

E. The Evaluation Team will complete its final scores for oral discussion/interviews for short-listed firms.

F. The Chairman (Procurement/Contracts Manager) will complete the final Evaluation Team scores. The Procurement/Contracts Manager reserves the right to request additional analysis/review by the Evaluation Team if he/she deems additional evaluation warranted.

G. The Procurement/Contracts Manager shall review the ranking and post a Notice of Intended Decision. The recommendation will then be sent to the City Manager for placement on the Council Agenda to request City Council permission to enter negotiations and award contracts with the selected proposer(s).