Addendum 1 - Questions and Answers.pdf

Ron DeSantis, Governor Kevin Guthrie, Executive Director

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T a l l a h a s s e e , F L 3 2 3 9 9 - 2 1 0 0 Or la ndo , FL 3 2 8 0 9 - 5 6 3 1

DATE: March 21, 2025.

SOLICITATION NUMBER: RFP-DEM-24-25-017

SOLICITATION TITLE: Inspection & Assessment Services Contractors for the Florida Statewide Residential Mitigation Program, Elevate Florida

ADDENDA NUMBER: 1

EFFECTS: Provides answers to written questions and revises sections of the Request for Proposal document.

This addendum serves as posting of the Questions and Answers and notice of amended sections of pages from the original Request for Proposal (RFP) document. Changes to the RFP are in red. All other terms and conditions of the RFP remain unchanged. This addendum should be acknowledged by Vendors utilizing Form 4, Addendum Acknowledgement, and should be submitted with your Proposal.

All written questions are reproduced in the same format as submitted by the Vendor.

Question # RFP Section/Attachment Name and Page

Question

Question #1 Attachment B, Attachment C, Forms 1, 2, 4, 5 and 6

If utilizing subcontractors for the purposes of this RFP as the Prime Respondent/Consultant, are subcontractors required to submit separate copies filled out and signed by a representative of the respective contracted firm for all attachments listed above along with the Prime Respondent's copies?

For example, does FDEM require a separate price proposal from the Prime Respondent and from any subcontracted entities individually?

Answer #1 No. Subcontractors are not required to fill out the attachments you have listed. Respondents to this solicitation are responsible for filling out a separate Form 3, Sub-Contractors, for each subcontractor they plan to utilize to complete any portion of the work for this project. See Section 3.8 Subcontracting.

http://www.floridadisaster.org/

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Question #2 As we see, the price proposal attachment is broken down by service, in which case the company providing the service will fill in their respective pricing.

Answer #2 The Respondent to this solicitation is responsible for completing a pricing sheets for each service you can provide.

Question #3 Could you kindly provide more details on:

The key qualifications and certifications required for proposers.

Answer #3 Proposals must meet the Mandatory Proposal Requirements as outlined in Section 3.4 of the RFP. Further, Attachment B, Price Proposal, will capture relevant license information.

Question #4 Could you kindly provide more details on:

Any mandatory documentation or forms that must be submitted along with the proposal.

Answer #4 Proposals must meet the Mandatory Proposal Requirements as outlined in Section 3.4 of the RFP.

Question #5 Could you kindly provide more details on:

Whether subcontracting is permitted for certain services within the contract.

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Answer #5 See Section 3.8 Subcontracting.

Question #6 Could you kindly provide more details on:

Any pre-proposal meetings or Q&A sessions that might be available to clarify expectations.

Answer #6 At this time there are no pre-proposal meetings or additional Q&A sessions scheduled other than the written Q&A period as outlined in Section 2.1 of the Solicitation.

Question #7 Attachment A - Scope of Work, pg. 3 of 13 "Contractor shall submit the final recommendation in a standardized Pre- Construction Inspection Report, provided by FDEM or authorized designee if required." Can we see a copy of the standardized inspection report?

Answer #7 A copy will be provided upon award.

Question #8 Attachment A - Scope of Work, pg. 4 of 13 "Contractor will be issued inspection report forms to complete and return at each construction Milestone as well as a closeout form." Can we see a copy of this report form?

Answer #8 A copy will be provided upon award.

Question #9 Attachment A - Scope of Work, pg. 4 of 13 "Contractor will be issued inspection report forms for both assessments to complete and return to project management." Can we see a copy of this report form?

Answer #9 A copy will be provided upon award.

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Question #10 Elevate Florida RFP, pg. 11 of 19 "2.11 Proposal Disqualification d) If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values."

What are the upper and lower limits of each price to be considered reasonable?

Answer #10 This information is not being provided to Respondents at this time.

Question #11 Elevate Florida RFP, no specific page How many houses are anticipated to be part of the grant program?

Answer #11 At this time Elevate Florida is anticipating funding an estimated 1500 projects.

Question #12 Elevate Florida RFP, no specific page What is the overall budget for the inspection/reporting piece of the Elevate Florida program?

Answer #12 There is currently no set budget for inspection services.

Question #13 Elevate Florida RFP, no specific page Since the program page is currently up, how many applications are already received and is there any breakdown of geographic areas?

Answer #13 There are currently over 5,500 applicants for Elevate Florida. Applications are concentrated in regions 6 and 9.

Question #14 RFP Section 3.2, page 13 In pointing out inapplicable sections of the PUR, this section states that “Section 3. Electronic Submissions: Section 1.3 of this RFP will supersede.”

However, Section 1.3 of the RFP deals with the Method of Procurement, not electronic submissions. Please clarify.

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Answer #14 You are correct. Section 3.1, How to Submit a Proposal of this RFP will supersede.

Question #15 RFP Section 3.2, page 13 In pointing out inapplicable sections of the PUR, this section states that “Section 4. Terms and Conditions: Section 1.9 of this RFP will supersede.”

However, Section 1.9 of the RFP specifies the Procurement Officer and gives contact info; it does not discuss terms and conditions. Please clarify.

Answer #15 You are correct. Section 1.10 Order of Precedence for Solicitation of this RFP will supersede.”

Question #16 RFP Section 3.4, Item c, Capability and Capacity, page 14

This section asks bidders to “provide a statement of the firm’s resources and capacity.” Please clarify what types of information would demonstrate sufficient capacity. Do you want numbers of available staff only? Names and resumes of key staff? Something more?

Answer #16 Please provide within your narrative a description of ability to scale as needed for concurrent inspections. Describe capacity to complete inspections across multiple regions. Include licensure information for each identified staff member.

Question #17 Attachment A, Scope of Work, page 2 This section states that “Contractor shall maintain all relevant and necessary certifications to perform the described scope of work in Florida, including but not limited to licensure as a Professional Engineer, licensed in the State of Florida, to conduct all inspections with the exception of elevation surveys, which may be conducted by a surveyor licensed in the State of Florida.” Please clarify whether all persons performing construction inspections must be Professional Engineers licensed in Florida. Would it be

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Answer #17 It is permissible for experienced staff to conduct construction and structural integrity assessments; however, a licensed engineer is required and responsible for oversight, review, signing and sealing inspection reports.

Question #18 Attachment A – Scope of Work For Construction Inspections and Demolitions inspections, please clarify if these are programmatic inspections or if these are inspections required by the building department that must be performed by a licensed professional of record. If these are programmatic inspections, please clarify the qualifications that are required of the inspectors.

Answer #18 Construction and demolition inspections are programmatic. The local building department will also conduct their required inspections as applicable. Please refer to the solicitation for qualification requirements.

Question #19 Attachment A – Scope of Work Please clarify if inspections are to be performed digitally (ex. on tablets) and how they will be received by the program. For example, is there a specific inspection program being used for the field? Are they uploaded directly into a system of record or transmitted another way?

Answer #19 Inspection forms will be provided in PDF format. We will not mandate a methodology for completion. Completed forms will be transmitted via email.

Question #20 Attachment A – Scope of Work Has any specific software been specified for use by the program that the contractor will need to use? Will there be any associated costs to the contractor (ex. License fees)?

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Answer #20 No.

Question #21 Attachment A – Scope of Work Has the program developed the inspection report templates that are to be used by the contractor for each inspection type or will we need to create these?

Answer #21 Yes. These forms will be provided following award.

Question #22 Attachment A – Scope of Work Please clarify if and how QA/QC will be performed on the inspection reports and other deliverables. For example – will the contractor submit the reports in a system of record and receive feedback through the system of record if the reports require revision?

Answer #22 Reports will be submitted via email. If there are any required revisions or clarifications the Contractor will be contacted directly.

Question #23 Attachment A – Scope of Work Please clarify if the contractor will need to schedule the inspections, or if they will be performing to a schedule provided by the program manager.

Answer #23 Initial assessments will be scheduled by the project management vendor.

Construction inspections will be scheduled by the general contractor.

Question #24 Attachment A – Scope of Work Please clarify if FDEM will require the inspection team to assist with any policy development related to the inspections (ex. Standard operating

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Answer #24 Assistance with policy development will not be required.

Question #25 Attachment A – Scope of Work How many applicants are anticipated in the program? How many applicants are anticipated per pathway (ex. Elevation)?

Answer #25 There are currently over 5,500 applicants for Elevate Florida; we are anticipating funding an estimated 1,500 projects. 63% of submitted applications are structural elevations. 26% are mitigation-reconstructions.

10% are wind retrofit projects. 1% are acquisition-demolition projects.

Question #26 Attachment B – Price Proposal As per the RFP, “unit pricing per inspection type shall be all-inclusive and include all charges for airfare, lodging, meals, vehicle rental, fuel, parking, tolls or any other travel expense...” For the purposes of providing accurate pricing in terms of travel for inspections, please clarify the distribution of applicants. How spread out are they from one another? Will inspections be able to be scheduled in groups for efficiency?

Answer #26 Applicants are located throughout the state with the highest concentrations in regions 3, 6, and 9. We will batch projects within jurisdictions as much as possible.

Question #27 Attachment B – Price Proposal The price proposal requests unit costs. Some shared project management functions will be required to support the scope, for example – staff to

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Answer #27 Yes. Please include all overhead within the unit pricing.

Question #28 Attachment B – Price Proposal Please clarify if re-inspection of a property following a failed inspection will be paid at the unit cost proposed.

Answer #28 Yes. The Contractor will be paid for each inspection; initial and re-inspection at the rates given in the Attachment B, Price Sheet.

Question #29 B- Relevant Experience Will the Agency consider the combined experience of the Respondent and its teaming partners to demonstrate Relevant Experience?

Answer #29 Yes.

Question #30 Capability and Capacity Support Personnel. Please confirm that Key Personnel/Staff Resumes are not required as part of this submission.

Answer #30 Correct.

Question #31 Page 19 states, Section 5.3 of the RFP states: “All awarded contracted staff shall

What is a level 2 background check?

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Answer #31 In Florida, a Level 2 background check is a comprehensive, fingerprint-based screening that includes state and national criminal history records checks.

Question #32 Page 14, Section 3.4 of the RFP, Mandatory Proposal Requirements and Format.

Does the proposal have a page limit?

Answer #32 No.

Question #33 Page 19, Section 5.1 of the RFP states:

“Awards will be made to the highest average scored Respondents, scoring a minimum of 45 points or higher combined Mandatory Proposal Requirements and pricing.”

How many awards does the State intend to make for this contract?

Answer #33 See Section 5.1. Basis of Award.

Question #34 Page 16, Section 3.4e of the RFP states:

“Respondents are asked to identify their preferred service region (according to

Can we change our preferred regions after award?

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FDEM Regions Map located in the Attachment A, Scope of Work).”

Answer #34 Yes, though we cannot guarantee assignment only in preferred regions.

Question #35 Page 10, Section 2.10 of the RFP states:

“...and requests that all subcontracting opportunities afforded by this solicitation be shared with certified woman-, veteran-, and minority- owned business enterprises.”

Of the 184 women-owned, veteran and minority owned businesses listed on the My Florida Marketplace list, we could find no evidence of any companies that engage in structural engineering, geotechnical engineering, wind assessment of elevation assessment work – all requirements of this RFP. Can the State confirm that we are able to use subcontractors who possess these technical capabilities, but may not be on the state’s list of women/veteran/minority-owned businesses?

Answer #35 The requirement is to support diversity by providing opportunities to subcontractors who meet the certification requirements when and where available.

Question #36 Attachment B, page 1 asks for a unit price for Milestone Construction Inspections in addition to Structural Integrity Assessments.

What is the distinction between the Structural Integrity Assessment and the Milestone Construction Inspections?

Answer #36 Structural integrity assessments are pre-construction assessments to determine the feasibility of structural elevation. Construction inspections are code and grant compliance inspections during the course of construction work.

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Question #37 Attachment A, pages 5-6 lists multiple milestones.

Can the government please provide additional information about the nature and timing of these milestones?

Answer #37 Please reference the scope of work for milestone inspection report contents requirements. Milestone inspections will vary per project type, however, will generally be spaced within a few weeks of each other.

Question #38 Section 3.4 Mandatory Proposal Requirements and Format, Page 13

Sectio 3.4 states “Vendors should utilize and title the individual sections in their proposal as outlined below in section a) through h).” however, there is no section “h” below. Please confirm that there is no section “h” in required in this response.

Answer #38 You are correct. Section 3.4 Mandatory Proposal Requirements and Format, Proposals should contain the following mandatory information, forms, and certifications. Vendors should utilize and title the individual sections in their proposal as outlined below in section a) through g).

Question #39 Attachment A Scope of Work, General Requirements, Page 2

Contractor shall maintain all relevant and necessary certifications to perform the described scope of work in Florida, including but not limited to licensure as a Professional Engineer, licensed in the State of Florida, to conduct all inspections with the exception of elevation surveys” Are you saying that the prime must be a Professional Engineer licensed in the state of Florida or can the prime have a sub with these designations and or certifications?

Answer #39 The prime contractor must be the license holder; a licensed engineer is required and responsible for oversight, review, signing and sealing

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Question #40 General Will a JV that has one of the JV members licensed as a professional engineer in Florida qualify If the requirement is that the prime must be certified and or licensed in the state of Florida as a professional engineer?

Answer #40 A qualified JV may bid if one or more of its members meets the licensing and certification requirements; a licensed engineer is required and responsible for oversight, review, signing and sealing inspection reports.

Elevation Certificates must be signed and sealed by either a licensed surveyor or engineer.

Question #41 General Is it a requirement that the contractor provide and or develop their own database of record and or field apps to implement the inspections and keep track of the status of the applicants?

Answer #41 There is no specific tracking software required.

Question #42 General How many milestone construction inspections are expected per property?

Answer #42 Three for elevations, four for mitigation reconstruction, two for acquisition-demolition, and a minimum two for wind retrofits, excluding any re-inspections due to a milestone failed by the general contractor.

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Question #43 Are new building on pilings eligible for this program?

Answer #43 As a mitigation reconstruction, yes. A structure already built or with construction underway is ineligible for funding, and must be built up to code regardless, thereby making this program inapplicable in that case.

The State of Florida Division of Emergency Management

Solicitation Type: Request for Proposal (RFP) Under Executive Order

Title: Inspection & Assessment Services Contractors for the Florida Statewide Residential Mitigation Program, Elevate Florida.

Solicitation No.: RFP-DEM-24-25-017

Procurement Officer: Mina Barekat 2555 Shumard Oak Blvd.

Tallahassee, FL 32399-2100 Phone: 850-815-4621

Email: Mina.Barekat@em.myflorida.com mailto:Mina.Barekat@em.myflorida.com

TABLE OF CONTENTS

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

1.2 Background Information

1.3 Method of Procurement

1.4 Timeline of Events

1.5 Who May Respond

1.6 Term

1.7 Definitions

1.8 Special Accommodations

1.9 Procurement Officer

1.10 Order of Precedence for Solicitation

1.11 Purchases from Other Entities

1.12 Agency’s Right to Reject Proposals

SECTION 2. SOLICITATION PROCESS

2.1 Question Submission

2.2 Addenda to the Solicitation

2.3 General Contract Conditions and Contract Formation

2.4 MyFloridaMarketPlace (MFMP) Registration

2.5 Florida Substitute Form W-9 Process

2.6 Division of Emergency Management Enterprise Solution (DEMES)

2.7 Registration with the Florida Department of State

2.8 Disclosure of Proposal Contents

2.9 Modification or Withdrawal of Proposals

2.10 Diversity

2.11 Proposal Disqualification

2.12 No Alternate Proposals

2.13 Convicted Vendor, Discriminatory, and Antitrust Violator Vendor Lists

2.14 Cooperation with the Inspector General

2.15 Florida Accountability Contract Tracking System (FACTS)

2.16 Additional Information

SECTION 3. RESPONDING TO THE SOLICITATION

3.1 How to Submit a Proposal

3.2 PUR 1001, General Instructions

3.3 Scoring Criteria

3.4 Mandatory Proposal Requirements and Format

3.7 Responsive Requirements

3.8 Subcontracting

3.9 Public Records & Respondent Confidential Information

SECTION 5. BASIS OF AWARD

5.1 Scoring Calculation

5.2 Agency Decision

5.3 Background Check Requirements

SECTION 6. ATTACHMENTS AND FORMS

6.1 Attachments

6.2 Forms

Remainder of Page Intentionally Left Blank

SECTION 1. INTRODUCTION

1.1 Solicitation Objective

The Florida Division of Emergency Management (FDEM or Agency) is seeking to establish a pool of qualified Respondents to provide Inspection and Assessment services to implement the statewide residential mitigation grant program, Elevate Florida.

Qualified Respondents will provide a broad range of services that include structural integrity assessments, elevation certificates, construction inspections, geotechnical reports, wind retrofit assessments, and demolition inspections throughout individual projects from pre-construction to closeout. General descriptions of service tasks are outlined in Attachment A, Scope of Work.

This is an ongoing program that will include inspections throughout Florida. Once under contract, Respondents may be assigned inspections in batches, geographically, or other manners as deemed appropriate. Qualified Respondent

(s) will be issued a Notice to Proceed to perform services to a subset of homes in each batch based on location, availability, and other factors. This procurement will have a quick turnaround. The Agency expects to have a kickoff meeting within 1 (one) week of Vendor selection for Structural Integrity and Construction Inspection services.

1.2 Background Information

The Agency is implementing Florida’s first Statewide Residential Mitigation

Program, Elevate Florida. Through Elevate Florida, FDEM will administer two federal mitigation grant programs funded by Federal Emergency Mitigation Assistance (FEMA) under which residential projects are eligible. Each of these programs may have a cost-share requirement for the property owner, due at contract signing. Below are the eligible project types which are further defined in Attachment A, Scope of Work.

Eligible Project Types:

Elevation Mitigation Reconstruction Acquisition-Demolition Wind Retrofits

1.3 Method of Procurement

Emergency procurement under the authority of Executive Order 24-214, as amended and subsequently extended under 25-26.

1.4 Timeline of Events

The table below contains the Timeline of Events for this solicitation. Respondents shall become familiar with the Timeline of Events. The dates and times within the Timeline of Events may be subject to change. It is the Respondent’s responsibility to check for any changes. All changes to the Timeline of Events will be made through an addendum to the solicitation. Respondents are responsible for submitting all required documentation by the dates and times specified below (Tallahassee, Florida local time). The Agency will not consider late submittals.

Timeline of Events - Action/Location Event Date Event Time

(Eastern Time)

RFP posted on the VIP. 3/13/2025 TBD

Deadline to submit questions to the

Procurement Officer.

3/18/2025 11:00am

Division’s anticipated posting of answers to Respondent’s questions on the VIP.

3/21/2025 11:00am

Deadline to submit Reply and all required documents to the Procurement

Officer via email.

3/31/2025 3:00pm

Evaluations Conducted.

4/1/2025 –

4/8/2025

NA

Evaluator Scores due to Procurement. 4/8/2025 4:00pm

Anticipated Post Notice of Intent to

Award on the VIP.

4/14/2025 TBD

1.5 Who May Respond

Respondents must provide proof of the ability to meet the Responsive Requirements listed in the RFP to be considered for award.

1.6 Term

The initial term will begin on the execution date of the Contract and shall end

December 31, 2027, unless terminated earlier in accordance with the Contract conditions. Exceptional purchase contracts pursuant to section 287.057 (3)(a) may not be renewed. Contracts will be issued with no guaranteed quantity of requested services. The use of this contract is wholly dependent upon the needs of the Agency.

1.7 Definitions

Definitions contained in section 287.012, Florida Statutes, Rule 60A-1.001, Florida Administrative Code, the Scope of Work, FDEM PO Terms and Conditions, Form PUR 1000 (as it may be updated), and Form PUR 1001 are incorporated by reference. Where in conflict, the definitions listed in this section supersede the incorporated definitions. All definitions apply in both their singular and plural sense.

A. Acquisition-Demolition - A structure is purchased from voluntary sellers and demolished, to be maintained by the local community as open space. The local community must agree to participate in this project type.

B. Agency – The Division of Emergency Management.

C. Agency Term Contract – An indefinite quantity contract to furnish commodities or contractual services during a defined period.

D. Confidential Information – A redacted portion of a Respondent’s documents, data, or records disclosed relating to its Proposal that the Respondent claims is confidential and not subject to disclosure pursuant to chapter 119, Florida Statutes, the Florida Constitution, or any other authority.

E. Contract – Any binding agreement that results from this competitive procurement, if any, between the Agency and the Vendor.

F. Contractor - The Vendor or Vendors that enter into a Contract as a result of this solicitation.

G. Customer – The Division of Emergency Management.

H. DEMES – The Division of Emergency Management Enterprise Solution. The

Agency’s electronic system utilized to request quotes, issue purchase orders during emergencies, and for processing all invoices.

I. Mitigation Reconstruction - The construction of an improved, elevated building on the same site where an existing building and/or foundation has been partially or completely demolished or destroyed. These activities result in the construction of code-compliant and hazard-resistant structures. Mitigation Reconstruction is the alternative to Structure Elevation when the structure is not sound enough to elevate, as determined during application review.

J. MyFloridaMarketPlace - MyFloridaMarketPlace (MFMP) is the State of Florida’s eProcurement system.

K. Proposal – The response/reply to an RFP.

L. Respondent - A Vendor who submits a Proposal to this solicitation.

M. State – The State of Florida.

N. Structural Elevation - Physically raising an existing structure.

O. State Holiday - An observed and paid State holiday.

P. Subcontractor – A Vendor that has executed an agreement with the

Contractor and has been approved by the Agency to perform services under the Contract.

Q. Unit Price - The maximum amount charged per Inspection/Assessment Service Type, as submitted by the Respondent on Attachment B, Price Proposal.

R. Vendor – As defined in Rule 60A-1.001, F.A.C., and that is capable and in the business of providing the commodities or service as those within the solicitation.

S. Vendor Information Portal (VIP) – The State of Florida’s Vendor registration, supplier diversity, and bidding system developed in accordance with section 287.042(3), F.S. The Vendor Information Portal is accessible at https://vendor.myfloridamarketplace.com.

T. Wind Retrofit - Measures that reduce the risk of future wind damage to structures. This may include alterations to the roof, windows, doors, and other vulnerable components of structures. Wind mitigation is another alternative for homes that are not sturdy enough to elevate.

1.8 Special Accommodations

https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Fvendor.myfloridamarketplace.com%2F&data=05%7C01%7CNicole.Walker%40dms.fl.gov%7Cd38a3a6eff994d8181eb08db23fcb675%7Ced173fed38394a3ca952140e906fed8d%7C0%7C0%7C638143340533516786%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C3000%7C%7C%7C&sdata=bawWG1kiSF9B%2FuvjOVIaeISbWDXkUETlOGDnzvbL0RI%3D&reserved=0

Any person requiring special accommodation due to a disability should contact the Agency’s Procurement Manager at (850) 815-4606. Requests for accommodation for meetings must be made at least five (5) working days prior to the meeting. A person who is hearing or speech impaired can contact the American with Disabilities Act (ADA) Coordinator by using the Florida Relay Service at (800) 955-

8771 (TDD).

1.9 Procurement Officer

The Procurement Officer listed below is the sole point of contact for this RFP. All emails to the Procurement Officer should contain the solicitation name and number in the subject line of the email.

Mina Barekat, Purchasing Specialist Florida Division of Emergency Management 2555 Shumard Oak Boulevard Tallahassee, FL 32399-2100 Phone: 850-815-4621 Email: Mina.Barekat@em.myflorida.com

1.10 Order of Precedence for Solicitation

In the event conflict exists among the documents comprising the RFP, the conflict will be resolved in the following order of priority (highest to lowest):

a) Addenda to RFP, if issued (in reverse order of issuance)

b) Attachment A, Scope of Work

c) Attachment B, Price Proposal

d) Technical Proposal Instructions and Evaluation Criteria

e) Attachment C, FDEM Contractual Service Agreement

f) This RFP document

g) Other RFP attachments and Forms

1.11 Purchases from Other Entities

Pursuant to their own governing laws, and subject to the agreement of the Vendor, other state agencies as defined in Rule 60A-1.001(2)(b) and (c), Florida Administrative Code, and Eligible Users as defined per Rule 60A-1.001(2), Florida Administrative Code, may be permitted to make purchases at the terms and conditions contained herein upon written approval from the Agency (Executive Director or designee) prior to contracting and are also required to follow the provisions of section 287.042(16), Florida Statutes.

1.12 Agency’s Right to Reject Proposals

The Agency may reject any Proposal not submitted in the manner specified by this solicitation. Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive. Respondents whose Proposals, references, or current status do not reflect the capability, integrity, or reliability to fully and in good faith perform the requirements of the Contract may mailto:Mina.Barekat@em.myflorida.com be rejected as not responsible. The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

The Agency is placing Vendors on notice of prohibitions. The Agency will not request documentation of, consider, or give preference based on a Respondent’s social, political, or ideological interests or preferences, pursuant to section

287.05701 F.S.

Although this solicitation uses terms such as “must”, “shall”, “will”, and “is required”, and may define certain items as requirements, the Agency reserves the right, in its discretion, to waive any minor irregularity, technicality, or omission if the Agency determines that it is in the best interest of the State to do so. However, failure to provide requested information may result in the rejection of a Proposal. There is no guarantee that the Agency will waive an omission or deviation, or that any

Vendor with a Proposal containing a deviation or omission will be considered for award of this procurement. The Agency may reject any Proposal not submitted in the manner specified by this solicitation.

A deviation from a requirement or condition is material if, in the Agency’s discretion, it provides a substantial advantage to one Respondent over another or has a potentially significant effect on the quality of the Proposal or on the cost to the State.

SECTION 2. SOLICITATION PROCESS

2.1 Question Submission

Respondents are strongly encouraged to ask questions regarding the RFP including attachments and the proposed Contract terms and conditions.

Questions must be submitted in writing via email to the Procurement Officer by the date and time reflected in the ‘Timeline of Events’ section. Questions and Answers will be posted via an Addendum to the MyFloridaMarketPlace Vendor Information Portal (VIP) by the date and time in the “Timeline of Events’ section.

The Agency is not obligated to revise the solicitation or attachments.

The Agency requests that questions contain the solicitation number in the subject line of the email. The Questions and Answers Addendum will become part of the solicitation. Questions will not constitute formal protest of the specifications of the solicitation.

Questions are requested to be submitted in the following format:

RFP Section or Attachment Name and Page Number

Question

2.2 Addenda to the Solicitation

The Agency reserves the right to modify this solicitation by issuing addenda.

Addenda will be posted on the VIP. It is the responsibility of the Respondent to regularly check for addenda to the RFP. The Respondent is solely responsible for determining whether addenda to the RFP have been issued and for reviewing impact of addenda on the RFP.

2.3 General Contract Conditions and Contract Formation

In accordance with Rule 60A-1.002(7), Florida Administrative Code, Form PUR 1000, General Contract Conditions is included herein by reference. The PUR 1000 can be found at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_age ncy_resources/state_purchasing_pur_forms.

The following sections of the PUR 1000 are inapplicable:

• Section 5(n). Force Majeure, Notice of Delay, and No Damages for Delay.

The Contract document will consist of the Attachment A, Scope of Work, the Contract document and Forms, Special Conditions, and the Attachment B, Price Proposal submitted by the awarded Respondent upon which the award was based.

This solicitation and all terms, including Forms and Attachments are hereby incorporated into the awarded contract by reference. No additional documents submitted by a Respondent will be incorporated in the Contract. During the solicitation period, the Agency may specifically identify and incorporate by reference any additional documents which are to be incorporated into the Contract.

2.4 MyFloridaMarketPlace (MFMP) Registration

Awarded Vendor(s) must complete this process prior to Contract execution. For additional information, please visit: https://vendor.myfloridamarketplace.com/.

2.5 Florida Substitute Form W-9 Process

Awarded Vendor(s) must register and complete an electronic Florida Substitute Form W-9 prior to Contract execution. The Internal Revenue Service (IRS) receives and validates the information Vendors provide on the Form W-9. For instructions on how to complete the Florida Substitute Form W-9, please visit:

https://flvendor.myfloridacfo.com/.

2.6 Division of Emergency Management Enterprise Solution (DEMES) The Agency has adopted an electronic platform for doing business (requesting quotes, issuing PO’s and reviewing/approving invoices). Awarded Contractors are required to register for a DEMES account and utilize the platform. Please visit the

DEMES home page for additional DEMES resources and registration information:

https://www.fdemportal.com/vendors/s/login.

2.7 Registration with the Florida Department of State

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/state_purchasing_pur_forms https://vendor.myfloridamarketplace.com/ https://flvendor.myfloridacfo.com/ https://www.fdemportal.com/vendors/s/login

If awarded a Contract, the Respondent shall provide a PDF file of their current and active registration with the Department of State prior to contract execution. NOTE:

Pursuant to section 607.1501, Florida Statutes, out-of-state corporations where required must obtain a Florida Certificate of Authorization pursuant to section

607.1503, Florida Statutes, from the Florida Department of State’s Division of

Corporations to transact business in the State of Florida. Website:

www.sunbiz.org.

2.8 Disclosure of Proposal Contents

All documentation produced as part of any RFP will become the exclusive property of the Agency and will not be returned to the Respondent unless withdrawn prior to the RFP opening in accordance with the Modification or Withdrawal of Proposal section.

2.9 Modification or Withdrawal of Proposals

Respondents may modify the Proposal at any time prior to the RFP due date by sending the modified Proposal to the Procurement Officer. A Proposal may be withdrawn by notifying the Procurement Officer in writing before the RFP opening.

2.10 Diversity

The State is committed to supporting its diverse business population through involving woman-, veteran-, and minority-owned business enterprises in the state’s purchasing process. The Agency supports diversity in its procurements, and requests that all subcontracting opportunities afforded by this solicitation be shared with certified woman-, veteran-, and minority- owned business enterprises. The award of subcontracts should reflect the vast array of citizens in the State.

Respondents can search for certified businesses online at the Office of Supplier Development’s Certified Vendor Directory or by contacting 850-487-0915 for information on certified businesses that may be considered for subcontracting opportunities. The Certified Vendor Directory is accessible at:

https://vendor.myfloridamarketplace.com/search/vendor.

The Office of Supplier Development’s Mentor-Protégé Program connects certified businesses with private business entities for business development mentoring.

The Agency strongly encourages Vendors doing business with the State to consider becoming a mentor and participating in this initiative. More information on the Mentor-Protégé Program may be obtained by contacting the Office of Supplier Development at 850-487-0915 or by email at: osdinfo@dms.fl.gov.

2.11 Proposal Disqualification

Each Respondent must meet the requirements and possess the experience and personnel resources to provide the products and/or services described in this RFP to be eligible for award. Proposals that do not meet all requirements, specifications, terms, and conditions of the solicitation or fail to provide all required information, documents, or materials may be rejected as non-responsive.

http://www.sunbiz.org/ https://vendor.myfloridamarketplace.com/search/vendor mailto:osdinfo@dms.fl.gov

Any one or more of the following causes may be considered as sufficient for the disqualification of a Vendor and the rejection of its Proposal or Proposals:

a) More than one Proposal for the same contract from an individual, firm, or corporation under the same or different names.

b) Evidence of collusion among Vendors.

c) Any suspension or debarment of the parent company, subsidiary, or individual involved with the Vendor by federal or any state jurisdiction within the last five

(5) years.

d) If the unit prices are obviously unbalanced either in excess or below reasonable cost analysis values.

e) If there are any unauthorized additions, interlineations, conditional or alternate bids, or irregularities of any kind which may tend to make the Proposal incomplete, indefinite, or ambiguous as to its meaning.

The Agency reserves the right to request additional information pertaining to the Respondent’s ability and qualifications to provide the products/services described in this RFP, as deemed necessary during the RFP or after contract award, if any.

The Agency reserves the right to determine which Proposals meet the requirements of this solicitation and which Respondents are responsive and responsible.

2.12 No Alternate Proposals

Only one Proposal may be submitted by each Respondent. Respondents that wholly or partially own one or more subsidiaries or affiliates, each with its own Brand, may submit only one Proposal on behalf of one Brand regardless of the number of Brands, subsidiaries, or affiliates owned or controlled by the Respondent.

2.13 Convicted Vendor, Discriminatory, and Antitrust Violator Vendor Lists

a) Convicted Vendor List.

Pursuant to section 287.133, F.S., a person or affiliate who has been placed on the Convicted Vendor List following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity;

and may not transact business with any public entity in excess of the threshold amount provided in section 287.017, F.S. for CATEGORY TWO for a period of 36 months following the date of being placed on the Convicted Vendor List.

b) Discriminatory Vendor List.

Pursuant to section 287.134, F.S., an entity or affiliate who has been placed on the Discriminatory Vendor List may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity.

c) Antitrust Violator Vendor List.

Pursuant to section 287.137, F.S., a person or an affiliate who has been placed on the Antitrust Violator Vendor List following a conviction or being held civilly liable for an antitrust violation may not submit a bid, proposal, or reply for any new contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply for a new contract with a public entity for the construction or repair of a public building or public work; may not submit a bid, proposal, or reply on new leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a new contract with a public entity; and may not transact new business with a public entity.

2.14 Cooperation with the Inspector General

Pursuant to section 20.055(5), Florida Statutes, the Vendor, and any subcontractors understand and will comply with their duty to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing.

2.15 Florida Accountability Contract Tracking System (FACTS)

On March 1, 2012, the Department of Financial Services (DFS) implemented a centralized web-based contract reporting system to increase transparency and accountability in government contracting in Florida. The system, known as Florida Accountability Contract Tracking System or FACTS, displays grant and contract procurement information, expenditure data, audit information, and contract document images as required per section 215.985, Florida Statute. The link to the DFS FACTS public website is: https://facts.fldfs.com.

2.16 Additional Information

By submitting a Proposal, the Respondent certifies that it agrees to and satisfies all criteria specified in this solicitation. The Agency may request, and the Respondent shall provide supporting information or documentation. Failure to supply supporting information or documentation as required and requested may result in the Proposal being deemed non-responsive.

SECTION 3. RESPONDING TO THE SOLICITATION

3.1 How to Submit a Proposal

Submissions must be forwarded via email to the Procurement Officer in pdf. format no later than the date and time provided in the ‘Timeline of Events’ section of this RFP (or as revised by addenda). Submissions should include the following in the https://facts.fldfs.com/ subject line:

Responding Vendor Name Solicitation Number: RFP-DEM-24-25-017

3.2 PUR 1001, General Instructions

The PUR 1001, General Instructions to Respondents, are incorporated by reference and can be found at:

http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf.

The following sections of the PUR 1001 (General Instructions) are inapplicable:

• Section 3. Electronic Submissions: Section 3.1 of this RFP will supersede.

• Section 4. Terms and Conditions: Section 1.10 of this RFP will supersede.

• Section 5. Questions: Section 2.1 of this RFP will supersede.

3.3 Scoring Criteria

Proposals will be evaluated and scored according to the following criteria:

Technical Proposal Criteria

• Relevant Experience - up to 25 points.

• Capability and Capacity - up to 25 points.

• Technical Approach & Methodology - up to 25 points.

Price Proposal

• Inspection & Assessment Service Types - up to 25 points per Inspection/Assessment type.

3.4 Mandatory Proposal Requirements and Format

Proposals should contain the following mandatory information, forms, and certifications. Vendors should utilize and title the individual sections in their proposal as outlined below in section a) through g).

Failure of the Respondent to provide any information as required by this section may result in a score of zero for that element of the evaluation.

a) Transmittal Letter/ Letter of Interest The Respondent must submit a transmittal letter on the Respondent’s letterhead with the following information: Company name, physical address, and primary point of contact information.

Respondent shall specify which Inspection and Assessment Services of the Attachment A, Scope of Work they can perform. Respondents will be evaluated on the Inspection and Assessment service they specify and assigned work only for that service. Respondents who specify Structural Integrity Assessments and Wind Retrofit Assessments must also be able to provide Construction Inspection http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf http://www.dms.myflorida.com/content/download/2934/11780/1001.pdf

Services. This letter must be signed by a principal representative of the applicant firm.

b) Relevant Experience Respondent shall provide a brief history of firm relevant experience including a general background, knowledge of and experience working on residential projects.

Provide a description of previous experience and understanding of Hazard Mitigation Assistance (HMA) residential projects if applicable. Include a project list demonstrating proficiency in the applicable scope. Respondent shall provide all applicable licensure information for verification purposes.

Respondents can demonstrate experience by describing your company’s number of years’ experience providing like services, identifying clients, and describing past projects. Examples should include entity name, contract amount or total spend information, specific dates, locations, and the nature of the project for which the Respondent provided these services. Demonstrated familiarity or prior experience with HMA programs for grant compliance purposes is preferred.

How will Relevant Experience be scored

Evaluation Criteria Points

Respondent does not demonstrate that it has quality, depth, or relevance in experience in providing Inspection and Assessment services as outlined in the Scope of Work.

Respondent demonstrates a minimal level of quality, depth, or relevance in experience in providing…