CMGR-260057_RFP_for_Disposition_of_Ironwood_GC_(2).pdf

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BID COVER

Office of Procurement and Contracts Management

(352) 334-5021(main)

Issue Date: 7/22/26

REQUEST FOR PROPOSAL: #CMGR-260057-WB

Disposition of Ironwood Golf Course

PRE-PROPOSAL MEETING: ☐ Non-Mandatory ☐ Mandatory ☒ N/A ☐ Includes Site Visit

DATE: TIME:

LOCATION: N/A

QUESTION SUBMITTAL DUE DATE: 8/12/26

All meetings and submittal deadlines are Eastern Time (ET).

DUE DATE FOR UPLOADING PROPOSAL: 8/24/26 @ 3:00pm

SUMMARY OF SCOPE OF WORK:

It is the intent of the City of Gainesville to obtain proposals for a sustainable long term path forward regarding Ironwood Golf Course.

Submit questions only within bidding platform.

Bidder is not in arrears to City upon any debt, fee, tax or contract: Bidder is NOT in arrears Bidder IS in arrears Bidder is not a defaulter, as surety or otherwise, upon any obligation to City: Bidder is NOT in default Bidder IS in default

If this solicitation was received from sources other than City of Gainesville’s OpenGov.com platform then it is bidder’s responsibility to access City’s platform for any addenda in order to submit a responsible and responsive offer. Uploading an incomplete document may deem the offer non-responsive, causing rejection.

ADDENDA ACKNOWLEDGMENT: Prior to submitting my offer, I have verified that all addenda issued to date are considered as part of my offer: Addenda received (list all) #______________________________________

Legal Name of Bidder: ________________________________________________________________________

DBA: _______________________________________________________________________________________

Authorized Representative Name/Title: ____________________________________________________________

E-mail Address: _______________________________________ FEIN: ______________________________

Street Address: _______________________________________________________________________________

Mailing Address (if different): ___________________________________________________________________

Telephone: (______) _______________________ Fax: (______) _______________________

By signing this form, I acknowledge I have read and understand, and my business complies with all General Conditions and requirements set forth herein; and, Proposal is in full compliance with the Specifications.

Proposal is in full compliance with the Specifications except as specifically stated and attached hereto.

SIGNATURE OF AUTHORIZED REPRESENTATIVE: ____________________________________________________

SIGNER’S PRINTED NAME: ____________________________________________ DATE: _______________________

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PART 1 – REQUEST FOR PROPOSAL INFORMATION

Thank you for your interest in working with the City of Gainesville.

Pertinent information and required documents regarding this bid as part of a responsive offer are listed below:

BID COVER

PART 1 – REQUEST FOR PROPOSAL INFORMATION

PART 2 – PROJECT OVERVIEW

PART 3 – PRICE PROPOSAL

PART 4 – HOW TO SUBMIT A PROPOSAL

PART 5 – EVALUATION PROCESS

PART 6 – SELECTION PROCESS

PART 7 – AWARD

PART 8 – GENERAL INFORMATION

PART 10 – EXHIBITS

PART 11 – NO BID SURVEY

NOTE: The terms “bidder” and “proposer” are used interchangeably throughout this document.

1.1 DISTRIBUTION OF INFORMATION

The City posts and distributes information pertaining to its procurement solicitations through City’s OpenGov.com plaform.

In order to submit a bid response to this solicitation the bidder must be registered with this platform.

It is the responsibility of the vendor to monitor this platform. Properly registered vendors can expect to receive automatic notification of solicitations for bids and proposalss. Bidder’s failure to retrieve available, required procurement information from this platform and include the appropriate documentation and information in solicitation responses may result in disqualification.

1.2 PRE-PROPOSAL MEETING/QUESTIONS/CLARIFICATIONS AND BID OPENING

If scheduled (refer to Bid Cover Page), attending a pre-proposal meeting is strongly recommended as the project’s scope of work, procedures, and specifications will be discussed at this time. It is the only time during the bid process that bidders may ask questions directly of the end user.

NOTE: For a bidder’s attendance of a mandatory pre-proposal meeting to count, the bidder must sign-in before the Procurement Specialist calls the end of that meeting. If the bidder is not signed in by that time, they will be disqualified from bidding on the project. If the mandatory pre-proposal meeting also includes a required site visit, then bidder must sign in, both at the pre-proposal meeting, and again at the end of the site visit, in order to have their attendance count and not be disqualified from submitting a proposal.

NOTE: Failure to attend a mandatory pre-proposal meeting will result in disqualification of your proposal.

If special accommodations are needed in order to attend a pre-proposal meeting or a bid opening, please contact the Procurement and Contracts Management Department at least 72 hours in advance.

All questions that occur outside of the pre-bid meeting must be submitted within OpenGov.com only, and must be received by the date indicated on the Bid Cover Page to be considered. Technical and/or specification questions will not be answered over the phone; they must be submitted within OpenGov.com (refer to Bid Cover Page). All questions will be answered via

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Addendum which will be posted on OpenGov.com for bidder access. All addenda must be acknowledged by the bidder on the Bid Cover Page.

***IMPORTANT NOTICE REGARDING BID OPENING***

Online viewing of bid openings are only held for construction. A Tabulation document, listing bidder names, will be posted for interested parties.

All meetings and submittal deadlines are Eastern Time (ET).

1.3 RFP TIME TABLE

The anticipated schedule for the RFP and contract approval is as follows:

RFP available for distribution 7/22/26

Pre-Proposal Meeting N/A

Deadline for receipt of questions 8/12/26

Deadline for uploading of proposals 8/24/26 (3:00 p.m. local time)

Evaluation/Selection process Week of 9/7/26

Oral presentations, if conducted Week of 9/21/26

Projected award date TBD

Projected contract start date TBD

All dates are subject to change. Bidders will be notified via Addendum posted in the OpenGov.com platform in event of any schedule change.

1.4 PROHIBITION OF LOBBYING

To ensure fair consideration, consistent and accurate dissemination of information for all bidders, the City prohibits communication to or with any department, employee, or agent evaluating or considering proposals during the submission process, except as authorized by the Procurement and Contracts Management Department representative. Additionally, the City prohibits communication initiated by a bidder to any city official or employee evaluating or considering the proposals (up to and including the City Commissioners) before the time an award decision has been made. Any communication between bidder and the City required to obtain information or clarification for preparing a bid or to enable a proper, accurate evaluation of a proposal will be handled solely through the Procurement and Contracts Management Department staff. Any communications initiated between the bidder and the City outside these parameters may be grounds for disqualifying the offending bidder from consideration for award of the proposal and/or any future proposal.

1.5 CONE OF SILENCE

During the Cone of Silence as defined in the next paragraph, except as pursuant to an authorized appeal, no person may lobby (as defined in section 1.4) on behalf of a competing party in a particular procurement process, City officials or employees except the Procurement designated staff contact in the Procurement division. Violation of this provision shall result in disqualification of the party on whose behalf the lobbying occurred.

The Cone of Silence is the period between the issue date of the RFP, which allows for immediate submittals to the City of Gainesville’s Procurement and Contracts Management Department Division for the Request for Proposal and the time the City Officials and Employee awards the contract.

1.6 DETERMINATION OF RESPONSIBILITY OF BIDDERS

The specific qualifications of bidders for this specific Request for Proposal are included in Part 3, 3.1, d) Qualifications. Bidder must also demonstrate that it is responsible as defined in the City of Gainesville’s Pro-01 Procurement Administrative Guidelines, as may be amended.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

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As a part of the proposal evaluation process, City reserves the right to conduct a background investigation of bidder, including a record check by the Gainesville Police Department if the qualifications require it. Bidder’s submission of a proposal constitutes acknowledgment of the process and consent to such investigation.

No contract will be awarded to any proposer who is in arrears to City upon any debt, fee, tax or contract, or who is a defaulter, as surety or otherwise, upon any obligation to City, or who is otherwise determined to be not responsible by City pursuant to Section C.2.ii, Pro-01 Procurement Administrative Guidelinesl, following:

These criteria consider the bidder’s capability to perform:

a) The ability of the bidder to successfully carry out a proposed contract.

b) Past performance (including reference check), experience, business and financial capabilities, skills, technical organization, legal eligibility and reliability.

c) Current litigation pending between the bidder and the City.

d) Bidder has paid all debts owed to the City.

e) Bidder possesses all required licenses.

If it is determined that the bidder is not responsible, City will notify bidder of its finding, including evidence used, and allow bidder the opportunity to come into compliance within three (3) business days of notification.

Successful Bidder must either update or complete City’s supplier application, pay business tax (if applicable), and register with the State of Florida (if required by law).

1.7 RESPONSIVENESS OF PROPOSAL

Each proposal will be reviewed to determine if the proposal is responsive to the submission requirements outlined in the RFP.

A responsive proposal is one which follows the requirements of the RFP, includes all required documentation, is submitted in the format outlined in the RFP, is of timely submission (via upload to WSS), and has the appropriate signatures as required on each document. Failure to comply with these requirements may deem the proposal non-responsive (see C.2.i. of the Pro-01 Procurement Administrative Guidelines).

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https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

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PART 2 – PROJECT OVERVIEW

2.1 GENERAL DESCRIPTION

It is the intent of the City of Gainesville to obtain proposals for a sustainable long-term path forward regarding Ironwood Golf Course.

The City is willing to consider:

• Outright sale of the Property;

• Long-term lease of the Property;

• Lease-to-own arrangement;

• Long-term operating agreement with substantial private capital investment;

• Public-private or other partnership structure; or

• Another alternative structure that advances the City’s financial, recreational, and community objectives.

Regardless of the transaction structure proposed, the City intends for the Property to remain in perpetual use as a golf course.

The City seeks a transaction that:

• Preserves Ironwood Golf Course for continued golf use;

• Maintains meaningful public and community benefit;

• Establishes a sustainable operating model;

• Reduces or eliminates ongoing City operational subsidy and financial exposure;

• Transfers appropriate operational and capital responsibilities to a financially capable entity;

• Encourages meaningful reinvestment in the course and facilities;

• Builds upon established golf demand and revenue generation;

• Improves ancillary revenue opportunities;

• Promotes responsible environmental stewardship; and

• Positions Ironwood Golf Course for long-term operational and financial success.

2.2 PROJECT SPECIFICATIONS

Facility Overview Ironwood Golf Course is a municipally owned golf facility located at 2100 NE 39th Avenue in Gainesville, Florida. The City of Gainesville has owned the course since 1992, and the facility is currently operated through the City’s Department of Parks, Recreation and Cultural Affairs.

Ironwood is an 18-hole, par-72 championship golf course serving Gainesville residents, regional visitors, students, seniors, youth golfers, leagues, tournament participants, and golfers of varying skill levels. The course features a traditional layout situated among mature trees, lakes, contoured fairways, and strategically placed bunkers.

The facility has historically operated as a public-access municipal golf course and includes, among other amenities and operational components:

• 18-hole golf course;

• Driving range and practice opportunities;

• Golf cart operations;

• Golf shop and customer service operations;

• Clubhouse facilities;

• Banquet and event space;

• Maintenance facilities;

• Equipment and cart storage areas;

• Parking and supporting infrastructure;

• Golf leagues;

• Tournament play;

• Junior golf opportunities;

• Golf instruction; and

• Community and recreational programming.

The course is open to the public and has historically served as one of Gainesville’s principal public golf amenities.

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Historical and Community Role Ironwood has served the Gainesville community as a municipal golf course for more than three decades under City ownership.

The course represents a significant recreational asset within the City’s broader parks and recreation system and provides access to a form of recreation that requires specialized land, infrastructure, turf management, irrigation, equipment, and operational expertise.

Ironwood serves a broad range of users and provides opportunities for:

• Daily-fee public play;

• Junior and youth golf;

• Senior golf;

• Student play;

• Golf leagues;

• Tournament activity;

• Instruction and skill development;

• Driving range and practice use;

• Community recreation; and

• Regional visitation.

Unlike many general park facilities, Ironwood generates direct user-based revenues through multiple sources, including greens fees, golf cart rentals, driving range fees, golf lessons, pro shop sales, facility rentals, concessions, booking fees, and other golf-related activities.

At the same time, operation of an 18-hole golf course carries substantial recurring and long-term costs associated with specialized turf management, irrigation, drainage, grounds maintenance, equipment, buildings, golf carts, utilities, staffing, and capital renewal.

Rounds of Play and Public Utilization Ironwood has demonstrated substantial public utilization and an established base of golf participation.

Available City operating information reflects approximately:

• 40,000 rounds of play in FY2024; and

• 35,000 rounds of play in FY2025.

Earlier operating and consultant information has also reflected periods of annual play at or above these levels, demonstrating the course’s established market presence and continued public demand.

Year-to-year rounds of play may be affected by a variety of factors, including:

• Weather conditions;

• Course conditions;

• Maintenance closures;

• Capital projects;

• Irrigation or drainage issues;

• Pricing changes;

• Tournament schedules;

• Staffing capacity;

• Golf cart availability;

• Regional market conditions; and

• Changes in operating schedules.

The reduction from approximately 40,000 rounds in FY2024 to approximately 35,000 rounds in FY2025 should therefore be evaluated within the broader context of course operations, facility conditions, market factors, and the City’s ongoing management and capital constraints.

Notwithstanding year-to-year fluctuations, the historical volume of play demonstrates that Ironwood remains a heavily utilized recreational asset with an established customer base and meaningful market presence.

Revenue-Generating Operating Model Ironwood is not solely a tax-supported recreational facility. It is a revenue-generating municipal operation that derives earned income from multiple golf and facility-related activities.

Primary revenue sources include:

• Greens fees;

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• Golf cart rentals;

• Driving range fees;

• Golf lessons;

• Pro shop and merchandise sales;

• Facility rentals;

• Concessions;

• Booking fee commissions;

• Handicap services; and

• Other miscellaneous golf-related revenues.

The City’s official financial records demonstrate that Ironwood has the capacity to generate substantial earned revenue.

However, the financial records also reflect a recurring gap between revenues and expenditures, reinforcing the City’s interest in identifying a financially sustainable long-term ownership, lease, lease-to-own, or alternative operating structure.

FY2024 and FY2025 Financial Performance According to the City’s FY2025 fourth-quarter financial statements, Ironwood reported the following year-end financial results:

Fiscal Year Total Revenue Total Expenditures Surplus/(Deficit) FY2024 Actual $1,437,411 $1,510,082 ($72,671) FY2025 Actual $1,032,198 $1,354,881 ($322,683)

From FY2024 to FY2025, total revenue declined by approximately $405,213, or 28.2%, while total expenditures declined by approximately $155,201, or 10.3%. As a result, the reported operating deficit increased from approximately $72,671 in FY2024 to approximately $322,683 in FY2025.

These results demonstrate two important characteristics of Ironwood’s operating profile. First, the course has demonstrated the ability to generate more than $1 million annually in earned revenue. Second, the current municipal operating model continues to experience a significant gap between revenues and expenditures.

FY2025 Revenue Performance FY2025 actual revenue totaled approximately $1.032 million. Major revenue categories were as follows:

Revenue Source FY2024 Actual FY2025 Actual Approximate Change Greens Fees $630,625 $579,807 -8.1% Cart Rentals $209,514 $153,832 -26.6% Driving Range Fees $155,573 $163,068 +4.8% Golf Lessons $7,236 $7,896 +9.1% Pro Shop Sales $85,155 $66,653 -21.7% Concessions $267,033 $28,273 -89.4% Facility Rentals $13,560 $2,714 -80.0% Total Revenue $1,437,411 $1,032,198 -28.2%

The FY2025 results demonstrate continued strength in several core golf-related revenue categories. Green fees generated approximately $579,807, exceeding the FY2025 amended budget of $525,687 by approximately $54,120, or 10.3%. Driving range revenue reached approximately $163,068, representing an increase over FY2024. Golf lesson revenue also increased year over year, while pro shop sales reached approximately $66,653, substantially exceeding the adopted budget amount.

The financial results further indicate that the overall decline in total revenue was not attributable solely to core golf demand. A substantial portion of the year-over-year decline occurred in concessions and other ancillary revenue categories. For example, reported concessions revenue declined from approximately $267,033 in FY2024 to approximately $28,273 in FY2025.

This distinction is important to the City’s evaluation of future operating models because it may indicate opportunities for a qualified purchaser, lessee, lease-to-own partner, or operator to strengthen the financial performance of the facility through improved:

• Food and beverage operations;

• Concession services;

• Facility rentals;

• Banquet and event utilization;

• Merchandise and retail;

• Customer experience;

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• Golf programming;

• Sponsorship;

• Marketing; and

• Other complementary revenue sources.

FY2025 Expenditure Profile FY2025 actual expenditures totaled approximately $1.355 million, compared with approximately $1.510 million in FY2024.

Major expenditure categories included:

Expenditure Category FY2024 Actual FY2025 Actual Salaries and Benefits $402,926 $329,911 Operations and Maintenance $1,094,136 $947,896 Administrative and General $13,020 $10,384 Capital Outlay $0 $6,425 Non-Discretionary Expenditures $0 $60,265 Total Expenditures $1,510,082 $1,354,881

A significant component of Ironwood’s cost structure is golf course maintenance. FY2025 landscape and grounds maintenance expenditures were approximately $644,497, compared with approximately $626,192 in FY2024.

The FY2025 financial packet also reflects approximately:

• $386,099 in Golf Course Administration expenditures;

• $43,307 in Golf Course Concessions expenditures; and

• $644,497 in Golf Course Maintenance expenditures.

These figures demonstrate the specialized cost structure associated with operating and maintaining an 18-hole golf facility and underscore the importance of experienced management, efficient procurement, modern maintenance practices, appropriate staffing models, equipment planning, and long-term capital investment.

FY2026 Budget and First-Quarter Financial Performance For FY2026, the City adopted and amended an annual operating revenue budget of approximately $1,030,575 and an annual expenditure budget of approximately $1,350,597, resulting in a budgeted operating deficit of approximately $320,022.

As of December 31, 2025, first-quarter performance was as follows:

Measure FY2025 Q1 Actual FY2026 Q1 Actual Approximate Change Total Revenue $242,491 $248,581 +2.5% Total Expenditures $278,969 $309,669 +11.0% Surplus/(Deficit) ($36,478) ($61,088) Deficit Increased

During the first quarter of FY2026, total revenue increased by approximately $6,090, or 2.5%, compared with the same period in the prior year. However, total expenditures increased by approximately $30,700, or 11.0%, resulting in a first-quarter operating deficit of approximately $61,088.

FY2026 First-Quarter Revenue Trends Several core golf-related revenue categories demonstrated positive year-over-year performance during the first quarter of

FY2026:

Revenue Source FY2025 Q1 FY2026 Q1 Approximate Change Greens Fees $128,408 $146,331 +14.0% Cart Rentals $35,287 $33,406 -5.3% Driving Range Fees $24,451 $41,010 +67.7% Golf Lessons $307 $1,267 +312.7% Pro Shop Sales $15,550 $17,592 +13.1% Total Revenue $242,491 $248,581 +2.5%

The FY2026 first-quarter financial statements show particularly strong performance in several core golf categories:

• Greens fee revenue increased by approximately 14% year over year;

• Driving range revenue increased by approximately 68% year over year;

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• Golf lesson revenue increased substantially;

• Pro shop sales increased by approximately 13% year over year; and

• Total revenue increased approximately 2.5% year over year.

These results indicate continued customer demand for core golf services and suggest opportunities for a qualified operator to build upon existing participation through improved programming, pricing strategy, customer retention, instruction, practice amenities, technology, merchandising, and marketing.

Financial and Operational Challenges Notwithstanding Ironwood’s established customer base and significant earned-revenue capacity, the course continues to face financial, operational, and capital challenges.

The City has identified concerns associated with:

• Recurring operating deficits;

• Long-term capital needs;

• Irrigation infrastructure;

• Drainage;

• Turf conditions;

• Equipment replacement;

• Golf cart needs;

• Clubhouse and facility improvements;

• Practice facility modernization;

• Specialized maintenance costs;

• Utility expenses;

• Staffing and operational efficiency;

• Ancillary revenue performance; and

• The City’s long-term capacity to sustain operating and capital subsidies.

The FY2025 year-end financial statements reported an operating deficit of approximately $322,683, while the FY2026 amended budget anticipates an annual operating deficit of approximately $320,022.

These financial challenges must be considered alongside the course’s demonstrated ability to generate substantial earned revenue and continued strength in several core golf-related revenue categories.

Opportunity for Reinvestment and Operational Innovation The City believes Ironwood presents both a significant operational challenge and a meaningful opportunity for reinvestment, modernization, and long-term business improvement.

Potential opportunities may include:

• Increasing and stabilizing rounds of play;

• Strategic pricing and yield management;

• Dynamic tee-time pricing;

• Improved cart utilization and fleet management;

• Driving range modernization;

• Golf technology and entertainment-oriented practice amenities;

• Expanded golf instruction;

• Junior and youth golf development;

• Senior golf programming;

• Tournament growth;

• Membership, pass, and loyalty programs;

• Improved food and beverage operations;

• Enhanced concessions;

• Event and banquet utilization;

• Facility rentals;

• Pro shop and merchandise improvements;

• Sponsorship and partnership opportunities;

• Digital marketing;

• Customer relationship management systems;

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• Improved procurement;

• Efficient staffing models;

• Cost-effective course maintenance;

• Irrigation modernization;

• Drainage improvements;

• Capital reinvestment; and

• Other innovative golf-supportive revenue strategies.

The City is particularly interested in proposals that demonstrate how private, nonprofit, institutional, or other partner investment and professional management could build upon Ironwood’s established customer base while addressing its long-term operating and capital needs.

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PART 3 – PRICE PROPOSAL

3.1 PRICING FORM

Provide a detailed financial pro forma analysis for the proposed project.

Note: THE CITY RESERVES THE RIGHT TO ADD OR DELETE LOCATIONS, SERVICES, ITEMS, OR

MATERIALS FROM THIS CONTRACT SHOULD IT BE IN THE BEST INTEREST OF THE CITY. THE

CONTRACT PRICE MAY BE ADJUSTED UPON AGREEMENT OF THE CONTRACTOR AND THE CITY’S

REPRESENTATIVE AND BASED UPON BID PRICES.

NOTE: If travel is involved in the execution of an awarded contract for this solicitation, should any air travel be required the City’s travel policy allows for Coach air travel only. All other travel will be billed in accordance with the Federal General Services Administration rates which can be found at: https://www.gsa.gov/travel/plan-book/per-diem-rates. In addition, long distance phone calls, printing, and other administrative costs may be billed at cost only -no mark-up. Evidence of these expenditures will be submitted when invoicing the City. Travel and administrative costs should be identified in the Price Proposal.

https://www.gsa.gov/travel/plan-book/per-diem-rates

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PART 4 – HOW TO SUBMIT A PROPOSAL

Instructions to bidders: Proposals must contain each of the documents listed below; each fully completed and signed, as required. Required signatures for proposal forms may be applied using electronic signature software (i.e., DocuSign, Adobe Sign, etc.). Proposals submitted which do not include the following items may be deemed non-responsive and may not be considered for contract award. The City reserves the right to request all other missing forms and additional information from any bidder prior to award.

4.1 FORMAT OF PROPOSAL

a) Table of Contents The table of contents should outline in sequential order the major areas of the proposal, and all pages of the proposal, including the enclosures, must be clearly and consecutively numbered and correspond to the table of contents.

b) Price Proposal The price proposal is a presentation of the bidder’s total offering price in their proposed form of transaction for disposition of the property (sale/lease/lease to own, etc.)

If a prescribed format for the price proposal is appended, bidders must use it; otherwise, bidders may use formats of their choice.

c) Qualifications

The response to the minimum qualification requirements should address each of the qualifications set out in the section below. Bidders must provide documentation which demonstrates their ability to satisfy all of the minimum qualification requirements. Bidders who do not meet the minimum qualification requirements or who fail to provide supporting documentation will not be further considered. If a prescribed format or required documentation for the response to minimum qualification requirements is stated below, bidders must use said format and supply said documentation.

• Entity or management within the entity has a minimum of five years’ experience operating a golf course or driving range.

4.2 CONTENT OF PROPOSAL

Required Documents:

The following documents are required to be included in the bidder’s submission:

a. RFP Cover Page

b. Address each Minimum Qualification

c. Provide a Statement of all Qualifications that will communicate the capabilities of the proposer to successfully complete the project

d. Pricing Proposal

e. Drug-Free Workplace Form

f. Bidder Verification Form

g. Consolidated State Law Affidavit

h. References Form

i. Bidder’s W-9

j. Copy of any applicable, current licenses and/or certification required by City/County/State

k. Exceptions to the RFP (refer to Part 4, 4.5 Exception to the RFP)

l. Investigation of Alleged Wrongdoings, Litigation/Settlements/Fines/Penalties

4.3 PROPOSAL SUBMISSION INSTRUCTIONS

The bid response, containing all required documents, with authorized signatures, must be received by 3:00 p.m. on the due date indicated on the Bid Cover Page for this project. The bidder’s complete pdf response must be uploaded into this platform prior to the 3:00 p.m. deadline. This platform will not accept late submittals.

This form must with your response. be completed, notarized and submitted with your response.

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Upload bid response as a pdf formatted document only, unless the solicitation states otherwise. The pdf document should be titled with bidder’s name, bid number, and, if the response is submitted in parts, include “Part # of x”.

On occasion, the City will request proposals present pricing separately from the main proposal. If separate pricing is requested, upload a separate document that indicates Pricing as its content.

Modifications to or withdrawal of a bidder’s submittal can be made up to the deadline date. Modifications and withdrawals must be documented in this platform in order to be recognized by the City. Any bid not withdrawn will constitute an irrevocable offer, for a period of one hundred twenty (120) days, to provide the City adequate time to award the Contract for the services specified in this solicitation.

Both the response and the price proposal, if required to be submitted as a separate document, must be signed by an officer of the business who is legally authorized to enter into a contractual relationship in the name of the bidder. An authorized representative who is not an officer may sign the proposal, but must attach a corporate resolution granting authorization to the representative to execute on behalf of the business.

The submittal of a response by a bidder will be considered by the City as constituting an offer by the bidder to perform the required services at the stated fees.

4.4 DISCLOSURE AND CONFIDENTIALITY

Florida’s Public Records Law, Chapter 119, Florida Statutes, includes numerous exemptions to the general requirement to disclose information to the public in response to a public record’s request. Exemptions are found in various provisions of the Florida Statutes, including but not limited to Section 119.071, Florida Statutes (General exemptions from inspection or copying of public records), and Section 119.0713, Florida Statutes (Local government agency exemptions from inspection or copying of public records). Section 815.045, Florida Statutes (Trade secret information), provides that trade secret information as defined in Section 812.081, Florida Statutes (Trade secrets; theft, embezzlement; unlawful copying; definitions; penalty) is confidential and exempt from disclosure because it is a felony to disclose such records. The Parties understand and agree that Florida’s Public Records Law is very broad and that documents claimed by a Party to be confidential and exempt from public disclosure pursuant to the Public Records Law may in fact not be deemed such by a court of law. Accordingly, the following provisions shall apply:

(i) Identifying Trade Secret or Otherwise Confidential and Exempt Information. For any records or portions thereof that bidder claims to be Trade Secret or otherwise confidential and exempt from public disclosure under the Public Records Law, bidder shall:

a. Specifically identify the records or specific portions thereof that are confidential and exempt and reference the particular Florida Statute that grants such status. Provide one redacted copy of the record and one copy of the record with the confidential and exempt information highlighted as outlined in 1 and 2 on the following page.

Bidder shall take care to redact only the confidential and exempt information within a record.

b. Provide an affidavit or similar type of evidence that describes and supports the basis for Contractor’s claim that the information is confidential and exempt from public disclosure.

(ii) Request for Trade Secret or Otherwise Confidential and Exempt Information.

a. In the event City receives a public records request for a record with information labeled by bidder as Trade Secret or otherwise as confidential and exempt, City will provide the public record requester with the redacted copy of the record and will notify bidder of the public records request.

b. However and notwithstanding the above, in the event that City in its sole discretion finds no basis for bidder’s claim that certain information is Trade Secret or otherwise confidential and exempt under Florida’s Public Records Law, then City shall notify bidder in writing of such conclusion and provide bidder a reasonable amount of time to file for declaratory action requesting a court of law to deem the requested information as Trade Secret or otherwise as confidential and exempt under Florida’s Public Records Law. If bidder fails to file for declaratory action within the reasonable amount of time provided, then City will disclose the information requested.

c. If a public records lawsuit is filed against CITY requesting public disclosure of the information labeled by bidder as Trade Secret or otherwise as confidential and exempt, CITY shall notify bidder and bidder shall intervene in the lawsuit to defend the nondisclosure of such information under Florida’s Public Records Law.

d. Bidder hereby indemnifies and holds CITY, its officers and employees harmless from any and all liabilities, damages, losses, and costs of any kind and nature, including but not limited to attorney’s fees, that arise from or are in any way connected with bidder’s claim that any information it provided to CITY is Trade Secret or otherwise confidential and exempt from public disclosure under Florida’s Public Records Law.

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How to Designate Trade Secret or Otherwise Confidential and Exempt Information If a bidder believes that its response contains trade secret or otherwise confidential and exempt information (as defined by Florida or Federal law) and should be withheld from disclosure to the public, in such cases the bidder must provide a redacted copy of the proposal for public access.

• Redacted means that the confidential/proprietary information in the proposal has been obscured so that it cannot be read.

• Unredacted means that the entire document, including the confidential/proprietary information, has not be obscured and is visible for the evaluation team to use in their evaluation process.

1. Upload a pdf version response of the complete UNREDACTED proposal. Include “UNREDACTED, CONFIDENTIAL” in document title. This is the version that will be used by the evaluators when they are reviewing your proposal. It is essential that the items that will be redacted are highlighted in yellow to prevent the evaluation team from discussing these items after the award. The first page of the document for the unredacted document should provide a general description of the information bidder has designated as confidential and/or exempt, and provide a reference to the appropriate Florida or Federal statute supporting the confidential and/or exempt classification.

2. Upload a pdf version response of the REDACTED copy of the proposal. Include “REDACTED” in the document title.

This copy will be used to support any public records requests that may arise from this solicitation.

How the City will Handle Material Identified as Trade Secret or Otherwise Confidential and Exempt Information The City’s evaluators will be provided with the complete unredacted proposal, including any trade secret or otherwise confidential and exempt information. The City evaluators will maintain the confidentiality of the information through the evaluation process, including any recorded evaluation team meetings.

In the event a public record request is made to view the information which bidder claims is confidential and/or exempt, the City will notify the bidder and give the bidder a reasonable opportunity (generally 2 business days) to institute appropriate legal action to prevent the disclosure of the information claimed as confidential and/or exempt.

All public records submitted to the City, including those claimed as confidential and/or exempt, will be retained by the City and will not be returned to a bidder at the conclusion of the bidding process.

4.5 EXCEPTION TO THE RFP

Bidders may take exceptions to any of the terms of this RFP unless the RFP specifically states where exceptions may not be taken. Should a bidder take exception where none is permitted, the proposal will be rejected as non-responsive. All exceptions taken must be specific, and the bidder must indicate clearly what alternative is being offered to allow the City a meaningful opportunity to evaluate and rank proposals.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions and the proposals will be evaluated based on the proposals as submitted. The City, after completing evaluations, may accept or reject the exceptions.

Where exceptions are rejected, the City may request that the bidder furnish the services or goods described herein, or negotiate an acceptable alternative.

4.6 ONLY ONE BID

Only one bid from any individual, firm, corporation, organization or agency under the same or different name shall be considered. Should it appear to the City that any bidder has a financial interest in more than one submission under this bid, all bids in which such bidder has a financial interest will be rejected. A subcontractor is permitted to appear in more than one submittal for the same bid, as long as the subcontractor is not a lead bidder in any of the submittals. The City considers a financial interest to include, but not be limited, to joint ventures and, partnerships.

4.7 FULLY INFORMED BIDDER

A bidder is expected to fully inform itself as to the requirements of the Specifications and Contract terms and conditions; failure to do so will be at its own risk. A bidder shall not expect to secure relief on the plea of error.

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PART 5 – EVALUATION PROCESS

5.1 EVALUATION CRITERIA

a) Selection and Evaluation Criteria Proposals will be evaluated in accordance with the procedures described in the City's, Professional Services Evaluation Handbook.

The proposals will be evaluated using the following process: Qualifications Evaluation, Written Proposal Evaluation and/or Presentation/Interview Evaluation, and Other Factors as deemed appropriate. The City shall consider the ability of the firm’s professional personnel, willingness to meet time and budget requirements, workload, location, past performance, volume of previous work with the City, and location. The Evaluation process provides a structured means for consideration of all these areas.

b) Technical Qualifications Evaluation The Technical Qualifications Evaluation will assess each responding firm's ability based on experience and qualifications of key team members, the firm's capability of meeting time and budget requirements, and the firm's record with regard to this type of work, particularly in the City of Gainesville or in the State of Florida. This stage does not involve review and evaluation of a proposal addressing the project scope of work. Consideration will be given to the firm's current workload, financial stability, and the location where the majority of the technical work will be produced. The City will not be impressed with excessive amounts of boilerplate, excessive numbers of resumes, excessive length of resumes, excessive numbers of photographs, work that distant offices have performed, or work not involving personnel to be assigned to the proposed project.

c) Written Proposal Evaluation The Written Proposal Evaluation will assess the firm's understanding of the project and the proposed approach to be undertaken as addressed in a written proposal. The evaluation process will assess how effectively the requirements of the scope of services have been addressed. The written proposal should identify a project manager and other key members of the project/service team. It should relate the capabilities of the project/service team to the requirements of the scope of services.

d) Presentation/Interview Evaluation The Proposal Presentation/Interview Evaluation is based on an oral presentation that addresses both the technical qualifications of the firm and the approach to the project. Importance is given to the firm’s understanding of the project scope of work, the placement of emphasis on various work tasks, and the response to questions. The evaluation process will assess the project manager's capability and understanding of the project and his/her ability to communicate ideas. The role of key members of the project/service team should be established based on the scope of services and the firm's approach to the project/service. The role of any subcontracted firm in the proposal should be clearly identified. Unique experience and exceptional qualifications may be considered with emphasis on understanding of the project/service, particularly “why it is to be done” as well as “what is to be done”. The City of Gainesville will not be impressed with excessive boilerplate, excessive participation by “business development” personnel, and the use of “professional” presenters who will not be involved in the project or future presentations.

e) Other factors The Other Factors to be considered, based upon the specific project (but not limited to), are those items, such as Small or Service-Disabled Veteran Business. Fee proposals, when requested and deemed appropriate, are also to be considered in the evaluation process, where the request for such fees is in accordance with the City’s Procurement Policies and Procedures.

https://www.gainesvillefl.gov/files/assets/public/budget-amp-finance/documents/professional-services-evaluation-handbook-2016-01-21.pdf https://www.gainesvillefl.gov/files/assets/public/budget-amp-finance/documents/professional-services-evaluation-handbook-2016-01-21.pdf

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PART 6 – SELECTION PROCESS

The bidder(s) will be selected from the qualified, responsive and responsible bidders submitting responses to this Request for Proposal. The selection process will be as follows:

1. Evaluators consisting of City staff will review the proposals. The evaluation process provides a structured means for consideration of all proposals.

2. Upon review and evaluation, the City may request oral presentations from the top ranked bidders. During the oral presentations, the bidders shall further detail their qualifications, approach to the project and ability to furnish the required services. These presentations shall be made at no cost to the City. Bidders selected for further presentations should provide one (1) electronic copy of materials presented in PDF format on a USB Flash drive.

3. The final ranking of bidders will be in accordance with the procedures described in the City’s Professional Services

Evaluation Handbook.

4. If required, the final ranking of bidders will be presented to the City Commission. The City Commission will be requested to approve the recommended ranking and authorize negotiation and execution of the contract beginning with the top ranked bidder.

5. Provided that the City Commission approves the ranking and an award, the City will negotiate a contract with the top ranked bidder. Should the City be unable to negotiate a satisfactory contract with the top ranked bidder, negotiations will be terminated with that bidder and negotiations will be initiated with the second most qualified bidder, and so on until a satisfactory contract is negotiated.

https://www.gainesvillefl.gov/files/assets/public/budget-amp-finance/documents/professional-services-evaluation-handbook-2016-01-21.pdf https://www.gainesvillefl.gov/files/assets/public/budget-amp-finance/documents/professional-services-evaluation-handbook-2016-01-21.pdf

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PART 7 – AWARD

7.1 TIE BIDS

Whenever two or more bids which are equal with respect to price, quality and service are received, preference shall be given in the following order: (1) Bidders submitting the attached Drug-Free Workplace form with their bid/proposal certifying they have a drug free workplace in accordance with Section 287.087, Florida Statutes; (2) Bidders located within the City of Gainesville, if not subject to the Local Preference Ordinance; (3) Bidders located within Alachua County; (4) Bidders located within the State of Florida; and (5) coin toss.

7.2 DRUG-FREE WORKPLACE

Preference shall be given to submitters providing a certification with their qualifications certifying they have a drug-free workplace whenever two or more bids which are equal with respect to price, quality, and service are received in accordance with Section 287.087, Florida Statutes. The attached form should be filled out and returned with the qualifications in order to qualify for this preference.

7.3 CONTRACT TERMS AND CONDITIONS

The City may award a contract on the basis of initial offers received, without discussions. A sample contract is attached to the bid. Therefore, each initial offer should contain the bidder’s best terms from a cost or price and technical standpoint and any changes to the sample contract.

The City reserves the right to enter into contract negotiations with the selected bidder regarding the terms and conditions of the contract and technical terms. Price will not be negotiated. If the City and the selected bidder cannot negotiate a successful contract, the City may terminate said negotiations and begin negotiations with the next selected bidder. This process will continue until a contract has been executed or all bidders have been rejected. No bidder shall have any rights against the City arising from such negotiations.

7.4 CONTRACT AWARD

The award(s), if any, shall be made to the bidder(s) whose proposal(s) shall be deemed by the City to be in the best interest of the City. The decision of the City of whether to make the award(s) and which proposal is in the best interest of the City shall be final. Successful Bidder must either update or complete City’s supplier application, pay business tax (if applicable), and register with the State of Florida (www.sunbiz.org) (if required by law).

7.5 CONTRACT

The Contract to be entered into will designate the successful bidder as the City’s Contractor. The successful bidder will be required to execute an agreement with the City.

7.6 BID PROTEST

Participants in this solicitation may protest the RFP specifications or award in accordance with C.5.i. of the Pro-01 Procurement Administrative Guidelines.

7.7 RFP POSTPONEMENT/CANCELLATION/WAIVER OF IRREGULARITIES

The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this RFP;

postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP.

http://www.sunbiz.org/ https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

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PART 8 – GENERAL INFORMATION

8.1 REIMBURSABLES

If travel is involved in the execution of an awarded contract for this solicitation, should any air travel be required the City’s travel policy allows for Coach air travel only. All other travel will be billed in accordance with the Federal General Services Administration rates which can be found at: https://www.gsa.gov/travel/plan-book/per-diem-rates. In addition, long distance phone calls, printing, and other administrative costs may be billed at cost only -no mark-up. Evidence of these expenditures will be submitted when invoicing the City. Travel and administrative costs should be identified in the Price Proposal.

8.2 INTENTIONALLY LEFT BLANK

8.3 SMALL AND…