City_Hall_Electrical_Switchgear_Upgrades.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP25-0525

CITY HALL ELECTRICAL SWITCHGEAR UPGRADES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

CITY HALL ELECTRICAL SWITCHGEAR UPGRADES

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. MANDATORY PRE-PROPOSAL CONFERENCES

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS / LIQUIDATED DAMAGES

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

City Hall Electrical Switchgear Upgrades

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE / ATTACHMENTS

Attachments:

A - Exhibit 1 - Project Documents

B - Exhibit 2 - Permit Plans

C - Exhibit 3 - Project Specifications

1. INTRODUCTION

Proposals must be accompanied by a bid bond, certified check or cashier's check made out to the City of Orlando, or other security as provided by law, in an amount not less than

10% of the total base bid.

Proposers must be appropriately licensed Florida Contractors pursuant to Chapter 489

Florida Statutes to be considered responsible bidders and eligible to be awarded a contract.

Upon award of contract, the awarded Proposer shall be required to provide Performance and Payment Bonds in the amount of the Contract Price. The Surety must be licensed to do business in the State of Florida, must be included on the United States Department of the Treasury’s Listing of Approved Sureties, and must have at least an “A-” rating in accordance with the most current A.M. Best Company financial strength ratings.

1.1. Summary

The City of Orlando’s Procurement and Contracts Division, is soliciting proposals for qualified Proposers to furnish all labor, materials, equipment, insurance, and

"commissioning" required for electrical gear upgrades in the main tower of Orlando's City

Hall located at 400 South Orange Avenue, Orlando, Florida 32801.

The City has contracted with TLC Engineering Solutions (Design A/E) to create the permit set of design plans (Orlando City Hall - Main Tower Electrical Gear Upgrades Permit

Plans) and develop project specifications for this project that have be attached as Exhibit

"2" - Permit Plans and Exhibit "3" - Project Specifications.

It is of primary concern that all systems and assemblies in the project perform in accordance with the design intent and the Owner's operational needs. The process of assuring that such performance is achieved is referred to as commissioning.

The Commissioning Team will include representatives of the City of Orlando (Owner), Design A/E, General Contractor, Installing Subcontractors, and Commissioning Provider

(CxP).

• The Proposer (General Contractor) shall include the Installing Subcontractors as part of their Proposal.

• The CxP services will be provided by or sub-contracted by the Design A/E. The

CxP for this project is TLC Engineering Solutions (Electrical Systems).

1.2. Background

Orlando City Hall is a nine-story 200,000 square-foot building that is the headquarters of the City of Orlando government. Construction of City Hall was started in 1989 and was completed in 1992. The building is located in downtown Orlando at the CNL Center City

Commons building complex, on the corner of South Orange Avenue and South Street.

The current electrical gear was installed during the construction of City Hall between 1989 and 1992 and is at the end of its useful life. The electrical room is located in the basement of City Hall.

1.3. Contact Information

Direct inquiries to the following:

Nodir Sadikov

Purchasing Agent III, CPPB

400 S Orange Ave

Orlando, FL 32801

Email: nodir.sadikov@orlando.gov

Phone: (407) 246-2363

Department:

Facilities Management

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Note: Only one of the Mandatory Pre-Proposal Meetings must be attended by the

Proposer to qualify to submit a response to this solicitation. It is not a requirement to attend both Mandatory Pre-Proposal Meetings.

Release Project Date September 15, 2025

1st Mandatory Pre-Proposal

Meeting and Site Visit (Mandatory)

September 23, 2025, 9:00am

Orlando City Hall

400 South Orange Avenue

Veterans Conference Room - Second

Floor

Orlando, FL 32801

NOTE: This will include a site tour of City

Hall's Electrical Room and other areas of importance to this solicitation.

mailto:nodir.sadikov@orlando.gov tel:(407)246-2363

2nd Mandatory Pre-Proposal

Meeting and Site Visit (Mandatory)

September 25, 2025, 9:00am

Orlando City Hall

400 South Orange Avenue

Veterans Conference Room - Second

Floor

Orlando, FL 32801

NOTE: This will include a site tour of City

Hall's Electrical Room and other areas of importance to this solicitation.

Question Submission Deadline October 6, 2025, 5:00pm

Proposal Submission Deadline October 20, 2025, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

This is the public link: https://orlando-gov.zoom.us/j/86803235843

Call in number: +1 305 224 1968

Webinar ID: 86803235843

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

https://orlando-gov.zoom.us/j/86803235843 https://orlando-gov.zoom.us/j/86803235843 http://www.orlando.gov/procurement/solicitations/

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for the duration of Work from the issuance the Notice to Proceed to the final completion of the project.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. SCOPE OF SERVICES

As set forth in this RFP, Proposals shall conform to the scope of services and technical requirements as set forth herein.

A. The goals of the project include upgrades to the building power system to provide enhanced safety, visibility, resiliency, redundancy, and capacity for future growth.

B. The scope of work includes replacement of the main electrical distribution equipment, code compliance upgrades, and a new portable generator connection to support the building during utility power outages.

C. Equipment being replaced includes switchboards, distribution panels, automatic transfer switches along with addition of new enclosed circuit breakers, transformers, and panelboards to provide power system separation.

D. The portable generator connection will be installed at the building exterior and connected to the new dual-feed main switchboard.

E. The electrical rooms that enclose this equipment will be modified to allow installation of the new electrical equipment and comply with egress requirements.

https://procurement.opengov.com/portal/orlando

F. Building electrical service disconnecting means will also be upgraded as part of the project.

G. To perform the work and maintain 24-hour building operation, a temporary power distribution system will be installed bypassing the permanent power distribution system to energize the building loads during construction.

H. Electrical work must be performed by an electrical contractor.

I. The liquidated damages for this project will be $2,000 per day.

4.2. Permit Plans and Project Specifications

Permit Plans and Project Specifications have been attached as Exhibit "2" - Permit

Plans and Exhibit "3" - Project Specifications.

4.3. Additional Documents

Exhibit "1" contains the following:

A. Miscellaneous Fees, Taxes and Permits of the City of Orlando

B. Instructions to Proposers

C. Proposal and Contract Requirements

D. Agreement - Sample of City's standard construction Agreement.

E. General Conditions

F. Supplementary Conditions

G. Forms - Construction forms to be used during the project.

H. General Requirements

4.4. Project Schedule

The following is the scheduled calendar of project phases with important dates.

It is anticipated that City Hall will need to Completely shut down power two times during this project. It is of utmost importance that the Contractor will be 100% committed to these dates and commit enough personnel to limit the shut downs as follows:

A. Phase I - City Hall Open for all pre-work (91 days)

B. Phase II - City Hall Closed for 1st shutdown (11 days) 10/05/2026 - 10/16/2026

C. Phase III - City Hall Limited Operation 1st, 2nd, 5th, 9th floors only. (49 days)

10/17/2026 - 12/04/2026

D. Phase IV - City Hall Closed for 2nd shutdown (15 days) 12/05/2026 - 12/20/2026

E. Phase V - City Hall Open for testing and commissioning (30 days)

Dates are subject to change by the City, at the sole discretion of the City.

5. MANDATORY PRE-PROPOSAL CONFERENCES

5.1. Date

A. The 1st Mandatory Pre-Proposal Conference will be held atOrlando City Hall 400

South Orange Avenue Veterans Conference Room - Second Floor Orlando, FL

32801 NOTE: This will include a site tour of City Hall's Electrical Room and other areas of importance to this solicitation. on Tuesday, September 23, 2025 at 9:00 am.In order to be considered present for a Mandatory Pre-Proposal Conference, a Proposer must have at least one (1) representative present and signed in on the Pre-Solicitation Sign-In Sheet. See the Introduction Section of this solicitation for the location, date, and time.

B. The 2nd Mandatory Pre-Proposal Conference will be held at:Orlando City Hall

400 South Orange Avenue Veterans Conference Room - Second Floor Orlando, FL 32801 NOTE: This will include a site tour of City Hall's Electrical Room and other areas of importance to this solicitation. on Tuesday, September 23, 2025 at

9:00 am.In order to be considered present for a Mandatory Pre-Proposal

Conference, a Proposer must have at least one (1) representative present and signed in on the Pre-Solicitation Sign-In Sheet. See the Introduction Section of this solicitation for the location, date, and time.

5.2. Purpose

The 1st and 2nd Mandatory Pre-Proposal conferences and site visits are intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals.

Representatives from the Procurement and Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Nodir Sadikov,Purchasing Agent III, CPPB

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2363

Fax: (407) 246-2869

Email: nodir.sadikov@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Monday, October

20, 2025. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Responses to this request shall include the following information and be presented in the order shown, separated into sections as noted, including a Table of Contents that identifies each section and its page number:

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP25-0525, City Hall Electrical Switchgear

Upgrades

8.2. Table of Contents

Tab each item in paragraphs below (including sub-paragraphs) and record tab number/letter in the Table of Contents along with corresponding page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.6. General Business Information

Proposals shall provide:

A. A Copy of the Proposer's current W-9. The name of the Business and Tax ID number should match the same submitted on Attachment "A" - Proposer's

Certification.

B. If Respondent is a business organization, please submit a copy or screenshot of

Respondent’s registration with the Florida Department of Business and

Professional Regulation (DBPR), evidencing that the Proposer has a certified general contractor licensed under Florida Statute 489 to act as its qualifying agent for the Proposer to practice, or offer to practice, Certified General

Contractors services.

C. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, names of principals in charge (President, Vice-

President, Secretary and Treasurer) and their email addresses.

D. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

E. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation, If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

F. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

G. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

H. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.7. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.8. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "E."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

8.9. Experience of Proposer (General Contractor) and the Assigned Management Team

Proposers must provide the following information:

A. Project Experience

1. A description of the Proposer's expertise with similar projects, including the role and services the Proposer and its proposed non-electrical subcontractors performed on those projects, the year(s) of performance, and the public participation required by those projects. The description shall also include information regarding the Proposer’s expertise with scheduling, ability to adhere to schedules, cost control, and ability to work with City staff and other stakeholders.

2. A reference should be provided for each of those projects above, including current addresses, email addresses, and telephone numbers on the reference forms provided as Attachment “D,” which shall be completed and submitted by the Proposer with its Proposal.

3. A narrative description demonstrating Proposer’s understanding of the

Contract’s scope of work and its approach to successful completion.

4. A description of the Proposer's and non-electrical subcontractor's current and planned workloads and the commitment of the Proposer and non-electrical subcontractors personnel to dedicate the necessary time to any assigned task.

B. Staff Experience

1. Provide the name of the Project Manager (PM) and Site Superintendent the assigned to this project. Confirm that the Proposer's PM and Site

Superintendent will be dedicated strictly to this project and not doing any work on other projects.

2. Provide a list of the professional personnel the Proposer is proposing to assign to this contract, their academic background, and their experience on other similar projects. Please include the jurisdiction and license number of any relevant licenses and certifications such personnel may hold.

C. Financial Stability - Proposers must provide the following information.

1. Provide a narrative description and such other information, if any, as

Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the Contract.

2. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

3. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

4. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

5. Lost Business - Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

6. Litigation History - The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against Proposer.

8.10. Experience of the Electrical Subcontractor and Key Personnel

Proposers must provide the following information:

A. Provide the name of the electrical subcontractor the Proposer intends to utilize under this contract, the electrical subcontractors’ personnel that would be assigned, and their academic background and experience on other similar projects.

B. A description of the electrical subcontractors' expertise with similar projects, including the role and services the proposed electrical subcontractor performed on those projects, the year(s) of performance, and the public participation required by those projects. The description shall also include information regarding the electrical subcontractors' expertise with scheduling, ability to adhere to schedules, cost control, and ability to work with City staff and other stakeholders.

C. A description of the electrical subcontractors’ current and planned workloads and the commitment of the assigned lead electrician to dedicate the necessary time to this project.

D. List the electrical subcontractors’ office location(s), with street address(es), where its work under this contract will be performed.

8.11. Proposer's Approach to Providing the Scope of Work

The Proposer shall provide the following:

A. Work Plan - A detailed approach to completing the project including a Gantt

Chart or similar project management flowchart showing a clear, visual roadmap of this project schedule from start to finish including but not limited to:

1. Tasks - a list of all individual activities involved in the process of completing the project

2. Timeline and Schedule - showing key dates and durations of tasks including any float, invoice dates, equipment delivery dates.

3. Dependencies - Indicating Critical Path showing how one particular task's start or end date is linked to another task's completion.

4. Milestones - Key points in the project's timeline including but not limited to disruptions to City Hall power and transitions to each floor of City Hall, substantial completion date,

5. Progress - Showing how much of a task has been completed and how the project is tracking against the schedule

6. Resources - Which team members are assigned to which tasks, helping to avoid burnout or underutilization.

B. Narrative demonstrating the Provider's planning capabilities

C. Narrative on how the Proposer communicates with the City Project Manager, Design A/E, suppliers, stakeholders, subcontractors and Commissioning Provider

(CxP).

D. Describe Proposer's approach to resource management and how it will be utilized to control material and labor costs.

E. Proposer's plan for staging of construction materials without disrupting City Hall business and neighboring businesses

F. The Proposer shall provide their reasoning for Proposer's planned sequencing of phases of the project to complete the project on schedule

G. Proposer shall describe how they plan to successfully take project from the planning stage to full execution

H. The proposer shall describe the Proposer's plan in adopting to unforeseen circumstances during the course of the project

I. Safety Plan - Proposer shall provide a description of safety procedures and quality control measures.

8.12. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “F.”

8.13. Price Proposal Form

A. Price Proposal - The Proposer’s price proposal shall be submitted on the “Price

Proposal Form” in the format provided. The Proposer shall complete, and return with its Proposal, the Price Proposal included as Attachment “G.”

B. Instructions - The Proposer shall follow the specific instructions on Attachment

"G" - Price Proposal Form.

C. Lump Sum - The price proposal for the work is to be submitted on a lump sum basis broken down into construction elements as listed on the Price Proposal

Form. These lump sum prices shall include all items of work set forth in the RFP.

All items required to complete the work specified but not included in the bid shall be considered incidental to those set forth in the RFP.

D. Schedule of Values - The Bidder shall submit a Schedule of Values with their price proposal. The Schedule of Values shall be broken down by trade/type of work and include the cost of all Labor & Materials for use as a basis for payment.

9. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

9.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

9.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

9.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

10. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

11. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience of the Proposer (General

Contractor) and the Assigned

Management Team

This criteria will include, but will not be limited to, evaluation of the Proposer’s information submitted in response to

Section 8.10 – Experience of the Proposer

(General Contractor) and the Assigned

Management Team.

Points Based 22 (22% of Total)

2. Experience of the Electrical

Subcontractor and Key Personnel

This criteria will include, but will not be limited to, evaluation of the Proposer’s information submitted in response to

Section 8.11 – Experience of the Electrical

Subcontractor and Key Personnel.

Points Based 28 (28% of Total)

3. Proposer's Approach to Providing the

Scope of Work

This criteria will include, but will not be limited to, evaluation of the Proposer’s information submitted in response to

Section 8.12 – Proposer's Approach to

Providing the Scope of Work.

Points Based 28 (28% of Total)

4. Veteran Business Enterprise participation in subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F.”

Points Based 2 (2% of Total)

5. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted in response to

Attachment “G.”

Points Based 20 (20% of Total)

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

12.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

12.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

12.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.

12.4. Presentations

The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

12.5. Optional Discussion

At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed

Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.

12.6. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for

Proposals without discussions or oral presentations. Therefore, each response to this

RFP should contain the Proposer's best terms and conditions for consideration.

12.7. Scoring and Final Ranking

A. Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking. Each member’s top-ranked firm will be assigned one (1) point, second ranked firm two (2) points and so on. After accumulating the members’ points, the Proposer with the lowest points shall be ranked first, the next lowest points shall be ranked second, and so on.

B. In the event of a tie, the tied Respondents’ total scores from each member will be added and compared. The Respondent with the highest total scores will be ranked highest of the tied Respondents. If the total scores of two or more of the tied Respondents also results in a tie, the City’s Chief Procurement Officer, or designee, may instruct the Advisory Committee to conduct further deliberations, evaluations and rescoring of the Respondents until a ranking, or total score, without a tie is achieved.

C. The Committee will evaluate and rank the responsive Proposers deemed reasonably acceptable to be selected (or the short listed Proposers, as applicable) as set forth in the preceding section entitled “Evaluation Criteria”. In the event that the Committee previously elected to short list Proposers, any rankings or scores assigned as part of the short listing process shall not be binding on the Committee or its members as part of final evaluation and

Committee members may modify their scores for any and all Proposers and scoring categories as they deem appropriate in their sole discretion. The

Committee shall submit the proposed rank order to the Chief Procurement Officer after the conclusion of scheduled presentations, if any. Upon approval of the ranking by the Chief Procurement Officer, the Chief Procurement Officer shall post a notice of intended action. The notice of intended action may be obtained by the Proposers as set forth in the section of this RFP titled “Request for

Proposals Information.”

D. Price Proposal Scoring. The score for the Price Proposal Evaluation Criteria shall be based upon the Price Proposals received from the Proposers using

Attachment “K”. The maximum points shall be awarded to the lowest responsive

Price Proposal received. Proposers submitting higher Price Proposals will receive the fraction of the maximum points proportional to the ratio of the lowest

Price Proposal to their higher response. The scoring shall be based upon the following formula:

(Lowest Price Proposal / Proposer’s Price Proposal) x Max Price Points = Points awarded

For example, if the lowest price proposal received was $1,000 and a Proposer’s price proposal was $1,100, that Proposer would receive 16.36 points out of the maximum 18 points available calculated as follows: ($1,000 / $1,100) x 18 points

= 16.36 points awarded.

The Price Proposal Evaluation Criteria shall be scored by the City’s Procurement and Contracts Division and provided to the Committee members.

12.8. Authority to Award

Contracts shall be awarded in accordance with the provisions of the City’s Procurement

Code, Chapter 7 of the City of Orlando’s Code of Ordinances. Award of contracts in excess of One Hundred Thousand Dollars ($100,000) shall be subject to City Council approval.

12.9. Reserved Right

The City, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the proposals received as a result of this RFP. The City does not guarantee the award of any Contract as a result of this solicitation process.

13. GENERAL TERMS AND CONDITIONS

13.1. Communications with the City, Agency, or Board; Prohibited Contacts

To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract

(or, if the solicitation is cancelled, upon cancellation of the solicitation). Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a respondent or potential respondent (or on a respondent or potential respondent’s behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, and any Advisory Committee members or other people or entities providing advice to the City or the Advisory Committee related to this solicitation. During the prohibited communication period, all contacts and communications regarding the solicitation by a respondent, or potential respondent, including their agents, representatives or others on their behalf, shall be directed to the City’s Procurement and

Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s Chief Procurement Officer. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a respondent or potential respondent under the City’s Procurement Code.

13.2. Questions

Any questions relative to interpretation of the solicitation or the solicitation process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the Procurement and Contracts Division on or before the cut-off date for questions as specified in the Proposal Schedule. Any interpretation made to prospective Proposers with respect to questions submitted prior to the cut-off date for questions will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative.

13.3. Addenda

It will be the responsibility of the Proposer to contact the Procurement and Contracts

Division prior to submitting a Proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the Proposal.

13.4. Point of Contact

All communication and contact regarding this solicitation shall be directed to:

Nodir Sadikov,Purchasing Agent III, CPPB

City of Orlando

Procurement and Contracts Division

City Hall at One City Commons

400 S. Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2363

Fax: (407) 246-2869

Email: nodir.sadikov@orlando.gov

Website: http://www.orlando.gov/procurement/

14. ADDITIONAL INFORMATION

The City reserves the right to request that the Proposer provide additional information it deems necessary to evaluate, clarify, or substantiate any area contained in each submitted Proposal and to more fully meet the needs of the City. This includes information which indicates financial resources as well as ability to provide and maintain the system and/or services. Moreover, the City reserves the right to make investigations of the qualifications of the Proposer as it deems appropriate, including but not be limited to, a background investigation conducted by the Orlando Police Department.

15. ADDENDUM TO REQUEST FOR PROPOSALS

If it becomes necessary to revise or amend any part of this Request for Proposals before the Proposal due date, the Chief Procurement Officer will furnish the revision by written

Addendum.

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.

16. APPLICABLE LAW AND APPEALS

This Request for Proposals is issued in accordance with and shall be governed by the provisions and procedures of Chapter 7 of the City of Orlando’s Code which can be accessed online at:

https://www.municode.com/library/fl/orlando/codes/code_of_ordinances?nodeId=TITIICI

CO_CH7PRCO or by contacting the Procurement and Contracts Division. Any appeal of matters relating to this solicitation must be filed in accordance with the requirements of

Chapter 7 of the City Code.

17. CONTRACT

The Contract form that the City intends to use for…