C_-_26-7-RFQ_-_Solicitation_Document_-_Addendum_1_Revision.pdf

Solicitation Document Revised Per Addendum 1

REQUEST FOR QUALIFICATION

26-7-RFQ

CONTINUING ENGINEERING AND ARCHITECTURAL SERVICES

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 Proposers of all changes.

PROPOSED SCHEDULE

EVENT DATE TIME

RELEASE DATE: Thursday, January 8, 2026 -

QUESTIONS DUE DEADLINE Thursday, January 22, 2026 2:00 PM Local Time

PROPOSAL DUE DATE Friday, February 6, 2026 2:00 PM Local Time

EVALUATION MEETING TBD TBD

RECOMMENDATION OF AWARD TBD TBD

mailto:procurement@cityofsebastian.org

SECTION 1 – INSTRUCTIONS TO PROPOSERS

1.1 PURPOSE

1.1.1 The purpose of this Request for Qualification (RFQ) is to select the most highly qualified firm(s) to provide Continuing Engineering and Architectural 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 proposal, the Contractor agrees to comply with all federal and state laws and regulations, including 2 C.F.R. 200.317 through 200.326 and Appendix II to 2 C.F.R. part 200 entitled “Contract Provisions for Non- Federal Entity Contracts Under Federal Awards.”

1.1.2.1. See Appendix A for Contract Provisions for Non-Federal Entity

Contracts Under Federal Awards.

1.1.3 All solicitations are posted on VendorLink (https://www.myvendorlink.com/).

It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates.

1.2 QUESTION DEADLINE

1.2.1 The deadline to submit questions will be Thursday, January 22, 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.

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

1.3 ELECTRONIC PROPOSAL SUBMITTAL

1.3.1 All Proposals must be submitted via VendorLink electronically https://www.myvendorlink.com/.

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

1.3.3 Late proposals will not be opened or announced.

1.3.4 At its sole discretion, the City may reject any and all proposals or accept any proposal or portion thereof deemed to be in its best interest and to waive any non-substantial irregularities.

https://www.myvendorlink.com/ https://www.myvendorlink.com/

1.4 PROPOSAL OPENING

1.4.1 All sealed proposals are due by Friday, February 6, 2026, by 2:00 P.M.

local time.

1.4.2 The proposal opening will be held virtually. Proposals will be opened at 2:05 p.m. local time. Only the NAME of the company that submitted a response to this Request for Qualification will be read aloud.

1.4.3 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

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20 https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20

Indian River Press Journal Date Advertised: Friday, January 9, 2026

CITY OF SEBASTIAN, FLORIDA

NOTICE TO BIDDERS

Continuing Engineering and Architectural Services

NOTICE IS HEREBY GIVEN that the City of Sebastian is accepting proposals for Continuing Engineering and Architectural Services. The solicitation document outlining the scope of services is available from VendorLink (https://www.myvendorlink.com/external/bids).

Questions are due on Thursday, January 22, 2026, at 2:00 pm local time. All questions shall be directed to the Procurement Manager, Jessica Graham, CPPB, FCCM, at 772- 388-8231 or by email at procurement@cityofsebastian.org

Proposals are due Friday, February 6, 2026, 2:00 p.m. local time.

https://www.myvendorlink.com/external/bids

TABLE OF CONTENTS

Section 1 – Instructions To Proposers 2

Legal Ad 4

Table of Contents 5

Section 2 – Scope of Work 6

Section 3 – Evaluation Procedure 15

Section 4 – General Terms and Conditions. 22

Section 6 – Required Forms 23

• Contact Information Sheet 24

• Corporate Resolution (if Applicable) 25

• Proposer Certifications Affidavit 26

• Appendix A, 44 C.F.R. Part 18 – Certification Regarding Lobbying 27

• Contracting With Entities of Foreign Countries of Concern Prohibited Affidavit

• Human Trafficking Affidavit 29

• Truth in Negotiation Certification 30

• Subconsultant List 31

• Local Vendor Preference Affidavit 32

Exhibits

• Exhibit A – Contract Provisions for Non-Federal Entity Contracts Under Federal Awards

• Exhibit B – Non-Exclusive Professional Services Agreement

• Exhibit C – Consultant Service Agreement

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 three (3) 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. All interested firms are encouraged to submit a proposal, even if they do not provide all disciplines listed in the solicitation.

B. Firms are not required to offer every discipline identified in the solicitation document.

2.1.4 Consultant Service Agreement (CSA): Compensation of professional services fees shall be proposed by way of a Continuing 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 Provide professional services, including but not limited to:

A. Architecture: Professional architectural consultant and associated professional services. Professional services include, but are not limited to, planning and feasibility studies, conceptual design, design development, design criteria package preparation, 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, park facilities master plan design, and related projects.

B. Engineering

a. 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).

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

c. Structural Engineering: Professional structural engineering services including, but not limited to, Structural plans and drawings to verify accuracy, completeness, and conformance with design codes and standards (e.g., IBC, ASCE, AISC, ACI). Load calculations, foundation systems, construction materials for strength, durability and proper specification. Structural system design, shop drawings, field condition and site reports during construction process. As well as assessments, renovations or retrofits in reference to analysis of deterioration, damage or load capacity. Ensuring that structures are safe and compliant with Florida Building Code.

d. Geotechnical Engineering: Professional geotechnical engineering services including, but not limited to, soil and rock data from field investigations (e.g., borings, test pits, cone penetration tests) and lab testing to evaluate properties such as bearing capacity, shear strength, permeability, and settlement potential, site conditions, groundwater conditions, foundation design recommendations, earthwork specifications, pavement design and construction support such as temporary shoring, excavation safety and ground improvements. Ensuring that soil related risks are properly managed, supporting structural integrity.

e. Mechanical, Electrical and Plumbing (MEP) Engineering:

Mechanical, electrical, and plumbing services including, but not limited to, air conditioning systems, plumbing water supply, plumbing water supply, plumbing drainage (waste) systems, firefighting systems, electrical power and lighting systems including emergency power generators, fire protection and alarm systems, security access and surveillance systems, building management systems.

f. Roadway, Traffic, and 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, sidewalk/trails/pathway 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.

g. 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.

h. 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 and Firm Selection

2.3.1 If a CSA requires multiple disciplines, the City will determine the most appropriate discipline and qualified firm, and will negotiate the CSA with that firm.

2.3.2 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 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. 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 A&E 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. Architects and Engineers shall hold professional licensure to practice in the State of Florida.

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

B. In accordance with the applicable discipline, certifications shall be required in accordance with industry standards (AICP, etc.).

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.

2.5 INSURANCE

2.5.1 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 before said expiration date. The certificate shall provide a thirty (30) day notification clause in the event of cancellation or modification to the policy.

2.5.2 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.

2.5.3 The certificate holder shall read:

City Of Sebastian

1225 Main Street

Sebastian, FL 32958

2.5.4 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, Any deductible is not to exceed $5,000.00 for each claim. The consultant represents 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

2.5.5 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.

2.5.6 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.

2.5.7 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 3 – EVALUATION PROCEDURE

3.1 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.

3.2 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.

3.3 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.

3.4 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.

3.5 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).

3.6 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.

3.7 Proposal Requirements

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

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

Additional data will not be considered.

3.7.3 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.

3.8 Proposal Submittal Format

3.8.1 Compliance Check - Proposers shall submit one (1) electronic copy of the items below, and upload the information to the section entitled “Submittal

- General Information.”

A. Contact Information Sheet

B. Corporate Resolution (if applicable)

C. Proposer Certifications Affidavit

D. Appendix A, 44 C.F.R. Part 18 – Certification Regarding Lobbying

E. Contracting with Entities of Foreign Countries of Concern Prohibited Affidavit

F. Human Trafficking Affidavit

G. Truth in Negotiation Certification

H. Subcontractor List

I. Local Vendor Preference Affidavit (if applicable)

3.8.2 Proposal Submittal - Proposers shall submit one (1) electronic copy of the items below, and upload the information to the section entitled “Submittal

– Engineering and Architecture.”

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 6 = maximum of 24 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 project. 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 and Architecture Knowledge and

Methodology: (4 x 5 = maximum of 20)

a. Write a statement of understanding showing your firm is thoroughly versed in engineering and/or architecture 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.

e. Reference checks are typically completed on the short-listed firms only; however, the City reserves the right to expand reference checks to other firms or during different phases of the evaluation process. Consideration of responses received from reference checks may be given during the final selection process.

f. If the reference cannot be reached due to inaccurate information, a score of zero may be assigned to that reference.

3.8.3 Selection & Award Process

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

Evaluation Criteria Total

Points

Section 2 – Firm Profile 24

Section 3 – Engineering and Architecture Knowledge and

Methodology

Section 4 – Staff Credentials and Project Team 36

Section 5 – References 20

MAXIMUM POSSIBLE POINTS 100

MBE/WBE/DBE Business (only used in the event of a tie) points) 5

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.

3.8.4 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).

Section 4 – General Terms and Conditions

The Request for Qualifications General Terms and Conditions are located on the City’s

Website. Interested Proposers must visit the website below to view the General Terms and Conditions.

Link: https://www.cityofsebastian.org/548/Terms-and-Conditions https://www.cityofsebastian.org/548/Terms-and-Conditions

SECTION 5

REQUIRED

FORMS

CONTACT INFORMATION SHEET

DUE DATE: February 6, 2026 Proposals due on or before 2:00 PM LOCAL TIME

Proposals must be submitted electronically via VendorLink

Check the Addenda for any revised opening dates before submitting your bid. Proposals received after the date and time stated above will not be opened.

CONTACT:

Jessica Graham, CPPB, FCCM

Procurement/Contracts Manager

(772) 388-8231 procurement@cityofsebastian.org

RFQ Title: Continuing Engineering and Architectural Services

RFQ NO.: 26-7-RFQ

Proposer Name and “Doing Business As”, if applicable:

Federal Tax Identification Number:

Unique Entity ID (SAM.GOV):

Address:

City: State: Zip Code:

Telephone No:

E-Mail Address of Authorized Representative:

I certify that I have carefully examined the RFQ document and associated documents, including the Addenda, accompanying or made a part of this solicitation. I further certify that all information contained in this proposal is truthful to the best of my knowledge and belief and that I am duly authorized to submit this proposal on behalf of the proposer named above and that the proposer is ready, willing, and able to perform if awarded.

Signature of Authorized Representative (Manual)

Name of Authorized Representative (Typed or Printed)

Title Date

Each submittal must include the signatures of an officer or employee authorized to execute agreements on behalf of the company. If the individual is not listed on Sunbiz.org, a Corporate Resolution shall be provided. The submittal shall be marked non-responsive if a Corporate Resolution executed by an officer is not provided.

The City reserves the right to reject any and all proposals or to accept any proposal or portion deemed to be in the City's best interest and waive any non-substantial irregularities.

CORPORATE RESOLUTION

I, ___________________________________________, Board President of

______________________________, a corporation organized and existing under the laws of the

State of _____________________, hereby certify that at a meeting of the Board of Directors of the Corporation duly called and held on _____________________, 2026, at which a quorum was present and acting throughout, the following resolutions were adopted and are now in full force and effect:

RESOLVED that the following individual of this corporation is authorized to execute on behalf of this corporation bids and agreements, of which bids and agreements include a hold harmless and indemnification clause.

I further certify that the names of the officers of this corporation and any other persons authorized to act under this resolution and their official signatures are as follows:

NAME OFFICIAL SIGNATURE

IN WITNESS WHEREOF, I have hereunto subscribed my name as Board President and affixed the seal of the corporation this _____ day of ____________, 2026.

Board President Signature: __________________________________________________

STATE OF _________________

COUNTY OF _________________

The foregoing instrument was acknowledged before me, by means of ___ physical presence or

___ online notarization, this _______ day of _______________, _______ (year) by

_____________________________, who is personally known to me or who has produced

_______________________________ as identification and who did (did not) take an oath.

______________________ (Signature of Notary Public)

______________________ (Name of Notary – Typed, printed or stamped)

______________________ (Notary Seal / Serial Number)

______________________ (Date)

CONTINUING ENGINEERING AND ARCHITECTURAL SERVICES (26-7-RFQ)

PROPOSER CERTIFICATIONS AFFIDAVIT

I, , ___________________________________, (Print Authorized Name) (Title) of ____________________________________________________________________________ (Company Name)

Affirm that I read and understand, as well as accept all requirements and regulations listed in the Request for Qualification General Terms and Conditions of the above-referenced solicitation document, to include the following certifications:

• Non-Collusion

• Conflict of Interest

• Public Entity Crimes

• Scrutinized Vendor Certification

• Immigration Laws

• Drug-Free Workplace

• Suspension and Debarment Certification

• Florida Convicted, Suspended, And Discriminatory Complaints

Addenda

• Addenda _____#1 _____#2 _____ #3 _____ #4 o Initial above to confirm receipt of the addenda.

(Signed)

(Title)

(Date)

STATE OF _________________

COUNTY OF _________________

The foregoing instrument was acknowledged before me, by means of ___ physical presence or

___ online notarization, this _______ day of _______________, _______ (year) by

_____________________________, who is personally known to me or who has produced

_______________________________ as identification and who did (did not) take an oath.

______________________ (Signature of Notary Public)

______________________ (Name of Notary – Typed, printed or stamped)

______________________ (Notary Seal / Serial Number)

______________________ (Date)

APPENDIX A, 44 C.F.R. PART 18 – CERTIFICATION REGARDING LOBBYING

Certification for Contracts, Grants, Loans, and Cooperative Agreements (To be submitted with each bid or offer exceeding $100,000.00)

The undersigned certifies, to the best of his or her knowledge, that:

1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, Title 31, U.S.C. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure

The Contractor, ____________________________________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

Signature of Contractor’s Authorized Official

Name and Title of Contractor’s Authorized Official

Date

CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF

CONCERN PROHIBITED AFFIDAVIT

The Contracting with Entities of Foreign Countries of Concern Prohibited Affidavit Form (“Form”) is required by Section 287.138, Florida Statutes (“F.S.”), which is deemed as being expressly incorporated into this Form. The Affidavit must be completed by a person authorized to make this attestation on behalf of the Bidder/Proposer for the purpose of submitting a bid, proposal, quote, or other response or otherwise entering into a contract with the City. The associated bid, proposal, quote, or other response will not be accepted unless and until this completed and executed

Affidavit is submitted to the City.

________________________________ does not meet any of the criteria set forth in Paragraphs 2 (a) – (c)

(Bidder's/Proposer's Legal Company Name) of Section 287.138, FS.

Pursuant to Section 92.525, F.S., under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true.

Print Name of Bidder's/Proposer's Authorized Representative: _________________________________

Title of Bidder's/Proposer's Authorized Representative: _________________________________

Signature of Bidder's/Proposer's Authorized Representative: _________________________________

Date: ________________________

HUMAN TRAFFICKING AFFIDAVIT

In compliance with Section 787.06(13), Florida Statutes, this affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the City of Sebastian (the “Governmental Entity”).

The undersigned, on behalf of the entity listed below (the “Nongovernmental Entity”), hereby swears or affirms as follows:

1. I am over eighteen (18) years of age. The following information is based on my own personal knowledge.

2. I am an officer or representative of______________________________________, a

Nongovernmental entity, and I am authorized to provide this affidavit on behalf of the

Nongovernmental Entity.

3. Neither Nongovernmental Entity, nor any of its subsidiaries or affiliates, uses coercion for labor or services, as such italicized terms are defined in Section 787.06, Florida Statutes, as may be amended from time to time.

4. If, at any time in the future, Nongovernmental Entity does use coercion for labor or services, Nongovernmental Entity will immediately notify Governmental Entity, and no contracts may be executed, renewed, or extended between the parties.

5. Nongovernmental Entity has read the foregoing attestation, confirms that the facts stated in it are true, and is made for the benefit of, and reliance by, Governmental Entity.

6. This declaration is made pursuant to Section 92.525(1)(c), Florida Statutes. I understand that making a false statement in this declaration may subject me to criminal penalties.

UNDER PENALTIES OF PERJURY, I DECLARE THAT I HAVE READ THE FOREGOING

ANTIHUMAN TRAFFICKING AFFIDAVIT AND THAT THE FACTS STATED IN IT ARE TRUE.

FURTHER AFFIANT SAYETH NOT.

Company Name

Authorized Signature

Printed Name & Title Date

TRUTH IN NEGOTIATION CERTIFICATION

The undersigned, on behalf of the entity listed below, hereby swears or affirms as follows:

1. 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. The Consultant hereby certifies, covenants, and warrants that wage rates and other factual unit costs supporting the compensation for this project are accurate, complete, and current at the time of contracting

3. The Consultant further agrees that the original agreement price and any additions thereto will be adjusted to exclude any significant sums by which the City of Sebastian determines the agreement price was increased due to inaccurate, incomplete, or noncurrent wage rates and other factual unit costs. All such agreement adjustments must be made within (1) year following the end of the agreement. For purposes of this certificate, the end of the agreement or CSA shall be deemed the later of the date of final billing or the date of the City’s acceptance of the work.

Company Name

Printed Name & Title Date

SUBCONSULTANT LIST

Firm Name: Phone #:

RFQ Title: RFQ #:

NOTE: List all subconsultants that will provide services under this agreement. If subconsultants will not be used on this agreement, check the box below. Form must be submitted with your bid.

Use additional sheets if necessary.

The City reserves the right to reject any proposals if the Firm names subconsultants who have previously failed in the proper performance of an award, or failed to deliver on time contracts of a similar nature, or who are not in a position to perform under this award. The City reserves the right to inspect all facilities of any subconsultant in order to make a determination as to the foregoing.

Company Name

Work To Be Performed

Contact Person

Telephone Number

I affirm that subconsultant(s) will not be used to complete projects under this agreement.

Printed Name & Title

Date

LOCAL VENDOR PREFERENCE AFFIDAVIT

Legal Name of Firm:

Contact Person: Telephone:

Email Address:

Remit Address:

Physical Address:

Sebastian or County Tax Receipt Number:

Current Date Issued

☐ Required copies attached?

Previous Date Issued

Number of full-time employees working in the City of Sebastian (for city preference) or Indian River County (for county preference):

I certify that my company meets the following qualifications to be eligible for local vendor preference:

(1) Maintains a valid business tax receipt issued by either the City of Sebastian or Indian River County, at least one (1) year prior to the opening of a bid for which the business may seek local vendor preference, and

(2) Maintains a physical business address located within the City of Sebastian or Indian River County, from which the…