Collision_Repair_and_Body_Work_Services.pdf

CITY OF DORAL

REQUEST FOR PROPOSALS (RFP) No. 2026-08

Collision Repair and Body Work Services

NOTICE IS HEREBY GIVEN that the City of Doral is soliciting Request for Proposals from qualified contractors to submit their solicitation response for Collision Repair and Body Work Services

Solicitation documents, addenda, and notices for this Solicitation can be viewed and downloaded through OpenGov Interested parties must register with OpenGov to receive automatic notifications of addenda or notices related to this Solicitation.

Electronic responses will only be received online via OpenGov.

Issuance/Advertisement Date April 10, 2026

Pre-Proposal Meeting (Mandatory) April 15, 2026, 10:00am

Microsoft Teams meeting

Join:

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7465133?p=n6SfHIAoKavWBE5STP

Meeting ID:

212 094 174 651 33

Passcode:

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Site Visit N/A

Cut-off Date for Written Questions April 22, 2026, 5:00pm https://procurement.opengov.com/portal/cityofdoral https://procurement.opengov.com/portal/cityofdoral https://procurement.opengov.com/portal/cityofdoral https://teams.microsoft.com/meet/21209417465133?p=n6SfHIAoKavWBE5STP

Deadline for RFP Submittals &

Date of Opening

April 29, 2026, 2:00pm

Microsoft Teams meeting

Join:

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221 950 661 421 776

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Anticipated Public Evaluation

Committee Meeting Phase I (Non-

Mandatory)

May 7, 2026, 10:00am

TBD

Anticipated Evaluation Committee

Meeting - Interviews - Phase II

(Closed to the Public) (Optional)

Meeting location, date, and time will be announced at a later date.

Anticipated Evaluation Committee

Meeting – Final Ranking – Phase II

(Optional)

Meeting location, date, and time will be announced at a later date.

Attendance at the scheduled pre-bid meeting is HIGHLY encouraged. Attendees will be able to receive important information which will be discussed as it relates to this RFP procurement process.

This RFP procurement process is subject to the “Cone of Silence” as more particularly described in the solicitation. Accordingly, all questions regarding this RFP must be made in writing using the

OpenGov platform.

Connie Diaz, MMC

City Clerk, City of Doral https://teams.microsoft.com/meet/221950661421776?p=4qqRZGkQNgkMCZA8mG https://teams.microsoft.com/meet/221950661421776?p=4qqRZGkQNgkMCZA8mG https://procurement.opengov.com/portal/cityofdoral

CITY OF DORAL

Request for Proposals

Collision Repair and Body Work

Services

Submission Due Date: Wednesday, April 29, 2026, at 2:00 pm

RFP No. 2026-08

Procurement and Asset Management Director:

ROMAN MARTINEZ, MPA, CPPO, CPPB

City of Doral

Collision Repair and Body Work Services

2026-08

Table Of Contents

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

2. SCOPE OF WORK

2.1. Technical Specifications

2.2. Pricing Proposal

3. MINIMUM INSURANCE REQUIREMENTS

3.1. MINIMUM INSURANCE REQUIREMENTS

4. RESPONSE REQUIREMENTS

4.1. Required Forms & Certifications

4.2. Technical Response Requirements

4.3. Staffing & Qualifications

4.4. References and Past Performance

4.5. Financial Stability Documentation

5. EVALUATION CRITERIA AND METHODOLOGY

5.1. Evaluation Process Overview

5.2. Scoring Criteria & Weights

5.3. Oral Presentations/Interviews (if applicable)

6. GENERAL DEFINITIONS AND SOLICITATION TERMS AND CONDITIONS

6.1. General Definitions

6.2. General Terms and Conditions

7. VENDOR RESPONSE

7.1. Vendor Questionnaire

Collision Repair and Body

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

1.1.1. Notice to Respondents

NOTICE: The City of Doral (“City”) hereby gives notice of its intent to seek Responses from interested and qualified parties in response to this 2026-08 Collision Repair and Body Work Services to provide the services described herein. Responses must be received before the deadline date and time specified below.

1.1.2. Project Overview

The City of Doral (the "City") is seeking Responses from qualified organizations or individuals to provide

Collision Repair and Body Work Services under the coordination of Public Works.

1.1.3. Procurement Schedule

All dates and times in this Solicitation may be changed by a written addendum issued by the City. After the deadline for Submittals, any remaining dates and times are estimates and may be adjusted by the City at its discretion without issuing a written addendum.

Issuance/Advertisement Date: April 10, 2026

Pre-Proposal Meeting (Mandatory): April 15, 2026, 10:00am

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/21209417

465133?p=n6SfHIAoKavWBE5STP

212 094 174 651 33

Passcode:

NS654hN6

Site Visit: N/A

Cut-off Date for Written Questions: April 22, 2026, 5:00pm

Collision Repair and Body

Deadline for RFP Submittals & Date of

Opening:

April 29, 2026, 2:00pm

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/22195066

1421776?p=4qqRZGkQNgkMCZA8mG

221 950 661 421 776

Passcode:

Bc2je3y6

Anticipated Public Evaluation Committee

Meeting Phase I (Non-Mandatory):

May 7, 2026, 10:00am

TBD

Anticipated Evaluation Committee Meeting -

Interviews - Phase II (Closed to the Public)

(Optional):

Meeting location, date, and time will be announced at a later date.

Anticipated Evaluation Committee Meeting

– Final Ranking – Phase II (Optional):

Meeting location, date, and time will be announced at a later date.

1.1.4. Pre-Solicitation Conference

Conference Type: Mandatory

A Pre-Solicitation Conference will be held on the date and time specified in the Procurement Schedule. During this meeting, the requirements of this Solicitation will be reviewed and discussed.

If Mandatory: Prospective Respondents must attend. Those who do not attend will be ineligible to submit a

Response. Any Response submitted by a non-attendee will be deemed non-responsive.

If Non-Mandatory: Prospective Respondents are encouraged to attend, but attendance is not required to submit a Response.

Any changes to this Solicitation discussed during the conference or site visit are not binding unless included in a written addendum issued by the City.

Any substantive questions regarding the Solicitation must be submitted in writing using the OpenGov platform, on or before the question deadline.

Respondents are responsible for reviewing all information related to this Solicitation, including information presented at the conference. By submitting a Proposal, the Proposer certifies that it is sufficiently familiar with the facilities, work requirements, and all conditions that may affect contract performance.

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Collision Repair and Body

1.1.5. Cone of Silence Policy and Contact Information

This Solicitation is subject to the “Cone of Silence”. Accordingly, all questions or comments regarding this

Solicitation must be made in writing using the OpenGov platform. No e-mails or phone calls will be accepted in reference to this Solicitation. If it becomes necessary to provide additional clarifying information that revises any part of this Solicitation, supplements or revisions will be made available via a written addendum posted on

OpenGov.

1.1.6. Method and Deadline for Submittal

Responses must be submitted electronically through OpenGov by the date and time stated above. The responsibility for submitting a Response before the stated time and date is solely and strictly that of the

Respondent. The City is not responsible for any delayed, lost, late, misdelivered, or non-delivered Responses, no matter the cause. Any Responses received after the due date and time specified will not be considered.

Solicitation documents, addenda, and notices for this Solicitation can be viewed and downloaded through

OpenGov. Interested parties must register with OpenGov to receive automatic notifications of addenda or notices related to this Solicitation.

The City reserves the right to accept any Response deemed in its best interest, to waive minor irregularities, omissions, deviations, or technicalities, and to reject any or all Responses and re-advertise, as permitted by

Florida Statutes, the City Charter, and the City Code. Minor issues may be corrected at the City’s discretion;

however, material deficiencies, missing mandatory information, or failure to meet basic requirements may result in disqualification.

1.1.7. Term of Contract

The contract term will be three (3) years, with one (1) additional two (2) year renewal option, for a total possible term of five (5) years.

The City and the Awarded Respondent shall execute a contract (“Agreement”) within thirty (30) days after

Notification of Award based upon the requirements set forth in the RFP through action taken by the City

Council at a fully authorized meeting. If the Respondent awarded the Contract fails to enter into a contract as herein provided, the award may be declared null and void, and the Contract may be awarded to the next most responsible and responsive Respondent, or re‐advertised, as determined by the City. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the Awarded Proposer(s). This prerogative may be exercised only when such continuation is clearly in the best interest of the City.

2. SCOPE OF WORK

2.1. Technical Specifications

2.1.1. Statement of Need/Objectives

The purpose of this solicitation is to establish one or more contracts with vendors for the provision of vehicle painting and body repair services in conjunction with the City’s needs. These repair services consist of body work for all types and sizes of automobiles, trucks, heavy equipment, and vans. The vendor(s) must perform all types of body repairs normally performed on passenger vehicles, as well as light, medium and heavy-duty commercial vehicles. Services may include the repair, replacement, adjustment and/or overhaul of minor and major components such as safety equipment, suspension, steering, electrical, and other areas damaged in a collision.

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Collision Repair and Body

The City intends to use the Proposals submitted in response to this RFP to rank order the Proposers according to the most qualified and to then initiate contract negotiations with the top ranked Proposer(s). The City, on an as needed basis, may periodically issue additional specific projects and assignments to the selected

Proposer(s). The selected Proposer(s) shall demonstrate specific experience and capabilities and must have personnel qualified through education and experience in the specified disciplines.

2.1.2. Qualifications and Experience

All firms that submit a proposal shall meet, but not be limited to, the following minimum qualifications: The

Proposer must provide a document depicting the organization’s relevant project experience, similar in nature to the RFP, logistical capabilities and other pertinent supporting data. The Proposer must provide references with the organization names, addresses, telephone numbers and contact names of a minimum of three (3) public and or large-scale fleet agencies where similar procurement & services were successfully provided.

The firm, or principals of the firm, shall be regularly engaged in the business of providing the services as described herein. The firm shall have a record of performance and operation within Florida for a five-year (5) period of time immediately preceding this Request for Proposal and actively in business performing vehicle repair services for the same amount of time.

The Proposer must have a minimum of five (5) years of experience in operating a vehicle repair center.

Experience with insurance companies is a plus as that is where most cost estimates will derive from. Proposer must be fully licensed to perform the work described herein and shall comply with all applicable Federal/State

Statutes and local codes and ordinances.

The proposer must show proof of having met these minimum requirements on the “Proposer Qualification

Statement” in Section 5. THE CITY WILL NOT ACCEPT ANY SUBSTITUTION FOR THIS FORM.

Failure to meet the above-stated mandatory minimum qualifications will result in the Respondent’s submittal being disqualified as non-responsive. The City may consider a Response responsive where a Respondent has less than the stipulated minimum number of years of experience, solely where the Respondent has undergone a name change and such change-of-name has been filed with the State of Florida, or where the Respondent was a subsidiary of a larger firm and the Respondent’s firm has been merged into the larger firm. Respondents must include documentation substantiating the above-stated minimum requirements as part of their Response for the City to consider crediting the years of experience from the Respondent under its previous name, if applicable.

Respondents must show proof of meeting these minimum qualifications and should do so by the completion of the forms included in Vendor Response section. Respondents must also identify at least one (1) reference for each project/contract identified to substantiate specified experience, as required in Vendor Response section.

It is the responsibility of the Respondent to ascertain that the reference/contact person will be responsive.

Supporting references must include the company name or governmental agency, the contact person's telephone number, and email address. It is the responsibility of the Respondent to ascertain that the contact person will be responsive.

Respondents must provide a letter identifying all government entities, if any, for whom they have entered into agreements to provide instruction.

Collision Repair and Body

2.1.3. Pricing Methodology

If the Respondent is awarded a contract under this RFP solicitation, the prices quoted by the Respondent shall remain fixed and firm. However, the Respondent may offer incentives and discounts from this fixed price to the

City at any time during the contractual term. The City reserves the right to negotiate lower pricing for the additional term(s) based on market research information or other factors that influence price. The City reserves the right to apply any reduction in pricing for the additional term(s) based on the downward movement of the applicable index.

2.1.4. Scope of Work for Collision Repair and Body Work Services

The City of Doral, FL is seeking qualified vendors to provide comprehensive collision repair and body work services for its fleet of vehicles. The selected vendor(s) will be responsible for performing high-quality repairs to restore vehicles to their pre-accident condition. This includes, but is not limited to, bodywork, painting, frame straightening, and mechanical repairs as necessary. The goal is to ensure that all vehicles are safe, fully functional, and aesthetically restored to their original state.

Detailed Specifications

The vendor shall adhere to the following detailed specifications and standards for collision repair and body work services:

A. Assessment and Estimation:

o Conduct a thorough assessment of the vehicle to identify all damages.

o Provide a detailed written estimate of the repair costs, including parts, labor, and any additional services required.

o Use industry-standard software for estimating repair costs (e.g., CCC ONE, Mitchell, or Audatex).

B. Body Work:

o Repair or replace damaged body panels, bumpers, and other exterior components.

o Ensure all bodywork is performed to OEM (Original Equipment Manufacturer) standards.

o Utilize high-quality materials and parts that meet or exceed OEM specifications.

C. Frame Straightening:

o Use computerized frame measuring systems to ensure precise alignment and structural integrity.

o Perform frame straightening to OEM specifications.

D. Painting:

o Match paint color to the vehicle's original color using computerized paint matching systems.

o Apply paint in a controlled environment to prevent contamination and ensure a high-quality finish.

o Use environmentally friendly, water-based paints whenever possible.

Collision Repair and Body

E. Mechanical Repairs:

o Perform necessary mechanical repairs related to the collision, including suspension, steering, and braking systems.

o Ensure all mechanical repairs meet or exceed OEM standards.

F. Quality Control:

o Conduct a thorough quality control inspection upon completion of repairs to ensure all work meets the required standards.

o Provide a written warranty for all repairs, covering workmanship and materials for a minimum of 12 months or 12,000 miles, whichever comes first.

Service Requirements

The vendor shall meet the following service requirements:

A. Certification and Training:

o Technicians must be certified by recognized industry organizations such as ASE (Automotive

Service Excellence) or I-CAR (Inter-Industry Conference on Auto Collision Repair).

o Provide ongoing training for technicians to stay current with industry standards and advancements.

B. Insurance and Licensing:

o Maintain all necessary licenses and permits required to operate a collision repair facility in the State of Florida.

o Carry adequate insurance coverage, including general liability, workers' compensation, and garage keepers' liability insurance.

C. Customer Service:

o Provide a single point of contact for all communications related to the repair process.

o Offer regular updates on the status of repairs, including any changes to the estimated completion date.

o Ensure a high level of customer service and satisfaction throughout the repair process.

D. Facility Requirements:

o Maintain a clean, organized, and secure facility equipped with modern tools and equipment.

o Have the capability to handle multiple vehicles simultaneously to ensure timely completion of repairs.

Delivery Requirements

Collision Repair and Body

The vendor shall adhere to the following delivery requirements:

A. Turnaround Time:

o Complete all repairs within a reasonable timeframe, not to exceed 30 calendar days from the date of vehicle drop-off, unless otherwise agreed upon in writing.

o Provide an estimated completion date at the time of vehicle drop-off and notify the City of Doral immediately of any delays.

B. Pick-Up and Delivery:

o Offer pick-up and delivery services for vehicles to and from the City of Doral's designated locations.

o Ensure all vehicles are returned in a clean and presentable condition.

C. Documentation:

o Provide detailed documentation of all repairs performed, including parts used, labor hours, and any additional services rendered.

o Include before and after photos of the vehicle as part of the documentation.

Compliance with Standards

The vendor shall comply with all relevant standards and regulations, including but not limited to:

A. OEM repair procedures and guidelines.

B. ASE and I-CAR certification standards.

C. Environmental regulations related to the use and disposal of hazardous materials.

D. State and local regulations governing collision repair facilities.

Evaluation Criteria

The City of Doral will evaluate proposals based on the following criteria:

A. Experience and qualifications of the vendor and its technicians.

B. Quality of past performance and references.

C. Compliance with the detailed specifications and service requirements outlined in this scope of work.

D. Proposed pricing and overall value.

E. Ability to meet delivery requirements and turnaround times.

By submitting a proposal, the vendor agrees to comply with all terms and conditions outlined in this scope of work. The City of Doral reserves the right to reject any or all proposals, waive any informalities or irregularities, and accept the proposal deemed to be in the best interest of the City.

Collision Repair and Body

2.2. Pricing Proposal

PRICING TABLE

Awarded vendors will honor the rates and quote as identified in the appraised estimate provided by the City of

Doral’s insurance carrier. For repairs not covered by the insurance, the following rates below shall apply. 10%

Discount off OEM parts

Line Item Description Unit of

Measure Unit Cost

1 Body Per Hour

2 Paint Per Hour

3 Frame Per Hour

4 Mechanical Per Hour

5 Structural Per Hour

3. MINIMUM INSURANCE REQUIREMENTS

3.1. MINIMUM INSURANCE REQUIREMENTS

3.1.1. Commercial General Liability

Limits of Liability Bodily Injury & Property Damage Liability

Each Occurrence Policy Aggregate Personal & Advertising Injury Products & Completed Operations

$2,000,000 $2,000,000 $1,000,000 $2,000,000

Endorsements Required City of Doral listed as an additional insured

3.1.2. Business Automobile Liability

Limits of Liability Bodily Injury & Property Damage Liability Combined Single Limit Any Auto/Owned Autos or Scheduled Autos Including Hired and Non-Owned Autos

Collision Repair and Body

Any One Accident $1,000,000 Garage Keepers’ Liability – Per

Vehicle $100,000

Endorsements Required City of Doral listed as an additional insured

3.1.3. Workers Compensation

Statutory- State of Florida

Employer’s Liability

Limits of Liability

Bodily Injury Caused by an Accident, Each Accident Bodily Injury Caused by Disease, Each Employee Bodily Injury Caused by Disease, Policy Limit

$1,000,000 $1,000,000 $1,000,000

Workers Compensation insurance must be provided for all persons fulfilling this contract, whether employed, contracted, temporary or subcontracted.

3.1.4. Umbrella or Excess Liability Insurance

Can be utilized to provide the required limits. Coverage shall be “following form” and shall not be more restrictive than the underlying insurance policy coverages, including all special endorsements and City as

Additional Insured status.

3.1.5. Subcontractors' Compliance

It is the responsibility of the contractor to ensure that all subcontractors comply with all insurance requirements.

The above policies shall provide the City of Doral with written notice of cancellation or material change from the insurer in accordance to policy provisions. Companies authorized to do business in the State of Florida with the following qualifications shall issue all insurance policies required above. City reserves the right but not the obligation to reject any insurer providing coverage due to poor or deteriorating financial condition.

The Company must be rated no less than “A-” as to management, and no less than “Class V” as to financial strength, by the latest edition of Best Insurance Guide published by A.M. best Company, or its equivalent. All policies or certificates of insurance are subject to review and verification by Risk Management.

Please Note: The Certificate shall contain a provision that coverage afforded under the policy will not be cancelled, or materially changed until at least thirty (30) days prior written notice has been given to the City.

Certificates of insurance, reflecting evidence of the required insurance, shall be provided to the City, or in accordance to policy provisions. In the event the Certificate of Insurance provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the vendor shall furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a renewed Certificate of Insurance as proof that equal and like coverage for the balance of the period of the Agreement or extension hereunder is in effect.

The City reserves the right to require additional or alternative insurance in order to meet the full value of the scope of services.

Collision Repair and Body

At time of award, the successful bidder must furnish a Certificate of Insurance and Declaration of

Coverage Page showing the City of Doral as additional named insured on each of the policies referenced above.

4. RESPONSE REQUIREMENTS

4.1. Required Forms & Certifications

Interested Respondents will submit the following forms in the exact sequence provided, including insertion of documents where specified. The following materials are considered essential and non-waivable for any response to this solicitation.

A. The required forms are attached to this Solicitation as Section 6, and are inclusive of the following:

1. Business Entity Affidavit

2. Certificate of Authority

3. Proposer Qualification Statement

4. List of Proposed Subcontractors (If applicable)

5. Affidavit Regarding Unauthorized Aliens Under 448.085, Florida Statutes

6. Bidder Affirmation

7. Conflict of Interest Disclosure Form

8. Required Affidavit Regarding the Use of Coercion for Labor and Services

9. Public Entity Crimes

10. Performance Evaluation Survey (References)

11. Pricing Proposal

B. The required confirmation questions to this Solicitation as Section 6, and are inclusive of the following:

1. Compliance with Foreign Entity Laws

2. Disability Non-Discrimination & Equal Employment Opportunity

3. Conformance with OSHA Standards

4. E-Verify Program Affidavit

5. No Contingency Affidavit

6. Copeland “Anti-Kickback” Act Affidavit

7. Non-Collusion Affidavit

8. Drug Free Workplace Program

Collision Repair and Body

9. Cone of Silence Certification

4.2. Technical Response Requirements

4.2.1. Understanding of the Project

• Provide a concise narrative describing your understanding of the City’s needs, goals, and objectives as they relate to the Scope of Work.

4.2.2. Proposed Approach and Methodology

• Outline your overall approach to fulfilling the Scope of Work, including:

4.2.3. Relevant Experience and Capabilities

• Explain how your prior work and organizational experience are relevant to the services required, especially in:

• Provide examples of past projects of similar scope, scale, and participant demographics.

4.2.4. Facilities, Technology, and Resources

• Identify the facilities, equipment, and resources your organization will provide to support program operations, including safety equipment, instructional materials, and communication tools.

• Describe technological capabilities for:

4.2.5. Quality, Compliance, and Innovation

• Describe your quality control processes to ensure all services meet or exceed the standards outlined in the Scope of Work.

• Provide your plan for complying with all applicable laws, certifications, and program quality assessments as conducted by the City.

• Identify any innovative program enhancements, alternate instructional methods, or value-added solutions.

4.2.6. Risk Management

• Describe your approach to identifying and mitigating risks related to:

• Include contingency plans to ensure uninterrupted services during the contract term.

4.3. Staffing & Qualifications

Respondents must provide documentation demonstrating their ability to meet the minimum qualifications and deliver the services described in the Scope of Work. Responses should address both the firm’s overall qualifications and the qualifications of key individuals assigned to this project.

4.3.1. Firm Qualifications

• Indicate the number of years the firm has provided services similar in nature and scope to the services described in the Scope of Work.

Collision Repair and Body

• Provide examples of past relationships with public agencies, municipalities, or programs of comparable size and service requirements.

• Identify any additional capabilities or resources that could be offered to improve services.

• Provide copies of all applicable licenses and certifications.

• Provide copies of all small/minority/veteran business certifications.

4.3.2. Project Manager/Program Lead

• Identify the individual who will serve as the primary point of contact for the City.

• Provide a summary of their relevant experience.

• Include applicable certifications.

4.4. References and Past Performance

The “Performance Evaluation Survey” form is provided in Vendor Response section of this Solicitation.

Respondents must provide this form to their references for completion. A minimum of three (3) current/former customers to complete and send directly to the City at PerformanceSurvey@cityofdoral.com.

The City may use the completed survey forms to evaluate each Respondent’s past performance. The City may also independently verify the information provided, review consumer affairs or complaint records, contact references directly, and obtain any other information it deems necessary to assess a Respondent’s qualifications and ability to perform.

The City, in its sole discretion, will determine whether a Respondent is qualified. Submission of a Response constitutes acknowledgment of and consent to this evaluation process.

4.5. Financial Stability Documentation

Demonstrate your firm’s financial soundness and history of meeting financial obligations.

Financial Stability. Each respondent is required to submit documentation to demonstrate that their business is fiscally and operationally sound, with sufficient human and financial resources necessary to:

• Fulfill the implicit and explicit contractual obligations identified in this Solicitation and

• Provide the level of services required by the specifications that result from the Solicitation process.

The following documentation is required to be submitted with your response to this solicitation, or your response may be disqualified.

REQUIRED FOR ALL RESPONSES: Dun & Bradstreet Report

4.5.1. Dun & Bradstreet Report

All Respondents are required to provide a current Dun & Bradstreet (D&B) Business Information Report for their company as part of their submission. This report will be used by the City to evaluate the proposer’s financial stability and capacity to undertake additional services.

mailto:PerformanceSurvey@cityofdoral.com

Collision Repair and Body

The Dun & Bradstreet report must:

A. Be ordered, paid for, and obtained directly by the proposer.

B. Reflect the proposer’s most recent financial information available.

C. Be included in the proposer’s submittal package to the City.

5. EVALUATION CRITERIA AND METHODOLOGY

5.1. Evaluation Process Overview

5.1.1. Preliminary Review

Procurement staff will review all Responses to confirm compliance with the submission requirements for this

Solicitation. Non-compliant Responses may be deemed non-responsive and excluded from further consideration.

5.1.2. Phase I – Committee Evaluation

An Evaluation Committee (“Committee”), appointed by the City Manager, will evaluate each responsive

Response in accordance with the requirements of this RFP. The Committee will consist of at least three (3) but no more than five (5) members. The Committee may rank all responsive firms and, at its discretion, shortlist the highest-ranked firms for Phase II evaluation.

5.1.3. Phase II – Oral Presentations/Interviews (If Conducted)

The Committee may interview all Respondents or only the shortlisted firms. After the interviews are completed, the committee may adjust its rankings. The City may also determine that interviews are not necessary and proceed with award recommendations based solely on Phase I evaluations. Procurement staff will compile the

Committee’s final scores/rankings and forward them to the City Manager.

5.1.4. City Manager Review

A. The Procurement Department will prepare a memorandum addressed to the City Manager providing the Evaluation Committee’s recommendation. The City Manager will review the Committee’s scores and rankings along with the administrative review by Procurement staff. In the City’s best interest, the

City Manager may:

o Recommend award to City Council.

o Reject the Committee’s scoring in whole or in part.

o Direct the Committee to re-evaluate.

o Reject all Responses.

5.1.5. Final Award

The final award is subject to City Council approval. The City is the sole judge of its best interests and reserves the right to reject all Responses at its sole discretion. The City’s decision will be final.

In the event the awarded firm fails to execute the agreement or perform services after award, the City of Doral reserves the right to negotiate and execute a contract with the next most qualified firm, as determined during the original selection process, without further solicitation.

Collision Repair and Body

5.2. Scoring Criteria & Weights

Responses will be evaluated by the Committee according to the following criteria and their respective weights.

The Committee will score using a 0-5 rating scale to determine the points awarded for each of the following criteria:

Interviews/Oral Presentations: 25 points

Rating Scale

0 – Non-Responsive / Unacceptable

Proposal fails to address the criterion, contains major deficiencies, or is non-compliant. Cannot be awarded points.

1 – Poor

The proposal minimally addresses the criterion. Significant weaknesses or gaps exist, and it is unlikely to meet the requirements.

2 – Fair

The proposal addresses some aspects of the criterion, but is incomplete or unclear. Weaknesses outweigh strengths, and there is limited confidence in successful performance.

3 – Satisfactory / Acceptable

The proposal adequately addresses the criterion. Its strengths and weaknesses are balanced. It meets the minimum requirements with moderate confidence in success.

4 – Good

The proposal fully addresses the criterion with meaningful strengths. Minor weaknesses may exist, but overall, the response is thorough, clear, and demonstrates above-average capability.

5 – Excellent / Outstanding

The proposal completely and convincingly addresses the criterion. It demonstrates exceptional strengths, innovation, or value. There are no significant weaknesses, which provides high confidence in successful performance.

Extra Points:

Following the completion of the allocation of points by the committee, points will be added for the following criteria:

Respondent provided proof of certification showing it is a certified veteran business enterprise or certified service-disabled veteran business enterprise, as defined in

City of Doral Code Section 2-324

5 points

No. Evaluation Criteria Scoring Method Weight (Points)

Collision Repair and Body

1. Relevant Project Experiance Points Based 30 (30% of Total)

2. Technical Resources, Capabilities and

Proximity Points Based 25

(25% of Total)

3. Staff Experience, Organization, and

Facility Points Based 25

(25% of Total)

4. References Points Based 10 (10% of Total)

5. Proposed Fees to the City Points Based 10 (10% of Total)

5.3. Oral Presentations/Interviews (if applicable)

The City will make every reasonable effort to complete evaluations and rankings based solely on the written responses submitted, to avoid unnecessary expense to both the City and Respondents. Oral

Presentations/Interviews are not automatically scheduled for this RFP. The Evaluation Committee has the sole responsibility to determine if oral presentations or interviews are necessary to clarify or expand upon the information in the written submittals. The City may schedule them with either all Respondents or a shortlisted group, at its sole discretion.

Interviews may be conducted in person at a City facility or via a secure online meeting platform, as determined by the City. The City will provide reasonable advance notice of the format, schedule, and any technical requirements.

Oral presentations/interviews are exempt from the public meeting requirements pursuant to Section 286.011, Florida Statutes, but will be recorded for public record purposes in accordance with Section 119.07(1), Florida Statutes, as amended.

Participation in interviews is at the Respondent’s expense. Respondents should ensure that proposed key personnel, including any staff identified in the response as critical to the project’s success, are available to participate if interviews are requested. Failure to participate in an interview when requested may result in a determination that the Response is non-responsive.

6. GENERAL DEFINITIONS AND SOLICITATION TERMS AND CONDITIONS

6.1. General Definitions

A. “Authorized Representative” means the Department contact for interaction regarding contract administration.

B. “City” means the City of Doral, a duly organized municipality under the laws of the State of Florida. This term may also refer to one of the various departments or agencies of the City of Doral, as the context indicates.

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C. “Contract” means the contractual agreement ultimately entered into by the City and the Successful

Respondent(s) in accordance with the terms of this Solicitation and applicable laws.

D. “Department(s)” means the City department(s) and offices for which this solicitation is prepared, which will be the end user(s) of the goods and/or services sought.

E. “Procurement Division” means the office responsible for handling procurement-related matters within the City.

F. “Respondent(s)”: means any person, individual, or entity submitting a response to this solicitation. The terms “Proposer” and “Bidder” are each interchangeable with “Respondent” and with each other and will be used as appropriate in the given context.

G. “Response(s)” means the written, sealed document submitted by the Respondent(s) according to the instructions set forth in this Solicitation. A response to this Solicitation will not include any verbal interactions with the City apart from submission of a formal written submittal. The terms “Proposal” and

“Bid” are each interchangeable with “Response” and with each other will be used as appropriate in the given context.

H. “Solicitation” means this formal request to solicit Responses from responsible and responsive

Respondents for the scope and specifications set forth herein. The terms “Invitation to Bid”, “Request for Qualifications”, “Request for Proposals”, and the like are each interchangeable with “Solicitation” and will be used as appropriate in the given context.

I. “Successful Respondent(s)” means the Respondent(s) whose response to this Solicitation is deemed by the City to be in the City’s best interest and is awarded a contract in accordance with the terms of this Solicitation. The terms “Successful Proposer”, “Successful Bidder”, “Consultant”, “Provider”, or

“Contractor” are each interchangeable with “Successful Respondent” and will be used as appropriate in the given context.

J. “Work” means the actual task (i.e., goods and/or services to be provided) contemplated by this

Solicitation and required in accordance with the terms of the Contract.

6.2. General Terms and Conditions

6.2.1. Anti-Trust/Non-Exclusivity

At such times as may serve its best interest, the City reserves the right to advertise for, receive, and award additional Contracts for the goods and/or services specified in this Solicitation, and to make use of other contracts for the purchase of these goods and/or services as may be available.

In case of a default by the Successful Respondent or failure of Successful Respondent to provide the goods and/or services indicated in the Contract, the City may procure the applicable goods and/or services from other sources and hold the Successful Respondent responsible for any excess costs incurred thereby, including, without limitation and as applicable, by retaining any amounts held by the City.

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6.2.2. Assignment or Transfer

The Successful Respondent will not assign, transfer, convey, sublet or otherwise dispose of its interest in the

Solicitation or the subsequent Contract, including any or all of its right, title or interest therein, or its power to execute such Contract to any person, company or corporation without the prior written consent of the City at its sole and absolute discretion.

Further, if the majority ownership or control of the Successful Respondent changes subsequent to the award of this Solicitation or Contract, the Successful Respondent will promptly notify City in writing of such change at least thirty (30) days prior to such change, and the City will have the right to terminate the contract, at City’s sole discretion.

6.2.3. Attorney Fees

In connection with any litigation, mediation, or arbitration arising out of this Contract, each party will be responsible for their its own attorney fees through and including appellate litigation and any post-judgment proceedings.

6.2.4. Audit Rights and Records Retention

The Successful Respondent agrees to provide access to the City, or any of their duly authorized representatives, to any books, documents, papers, and records of the Successful Respondent which are directly pertinent to the Contract, for the purposes of audit, examination, excerpts, and transcriptions. The

Successful Respondent will maintain and retain any and all of the aforementioned records for a minimum of three years after the expiration and/or termination of the Contract.

6.2.5. Basis of Award

The City intends to award a Contract to a highly qualified Respondent whose proposal is responsive and whose firm is determined to be responsible, offering the best combination of qualifications, experience, and value, as outlined in this RFP and the evaluation criteria, and in the best interest of the City as determined at the City’s sole discretion.

6.2.6. Brand Names

Unless otherwise provided in this Solicitation, if a brand name, make, manufacturer trade name, or vendor catalog is mentioned, whether followed by the words "approved equal" or otherwise, it is the intent of the City that such name is included for the purpose of establishing a grade or quality of material only. Respondent may offer alternatives of equal quality and appropriateness for the City’s needs with appropriate identification, samples, and/or specifications. The City will be the sole judge concerning the merits of items as equals.

6.2.7. Capital and Other Expenditures

Successful Respondent understands that any capital expenditures that the Successful Respondent makes, or prepares to make, in order to provide the goods or perform the services required by the City under the Contract are a business risk which the Successful Respondent must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures or any other expenses unless otherwise explicitly agreed to by the City in writing and as part of the Contract.

6.2.8. City Property

Unless explicitly provided otherwise in this Solicitation, property owned by the City which may be furnished for repair, modification, study, etc., will remain the property of the City.

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The Successful Respondent will be liable for all damages to City-owned property occurring while in the

Successful Respondent’s possession. Damages occurring to such property while en route to the City will be the responsibility of the Successful Respondent.

In the event that such property is destroyed or declared a total loss, the Successful Respondent will be responsible for the replacement value of the property at the current market value, less depreciation, plus any other damages incurred by the City as a result of such loss.

Where a Successful Respondent is required to enter onto City real property to deliver materials or to perform work or services in connection with a Contract, the Successful Respondent will assume the full duty, obligation, and expense of obtaining all necessary licenses, permits, inspections, and insurance required.

The Successful Respondent will be liable for any damages or loss to the City occasioned by negligence of the

Successful Respondent (or its agents, representatives, or invitees).

6.2.9. City Rights as Sovereign

Notwithstanding any language contained in this Solicitation or subsequent Contract, the Successful

Respondent understands that the City retains all of its sovereign prerogatives and rights as a municipality under applicable laws, including, but not limited to, any regulatory authority and approvals.

Neither the issuance of this Solicitation nor any subsequent Contract will constitute a waiver of the City’s rights as sovereign.

In no event will the City have any obligations or liabilities to the Successful Respondent under the Contract or otherwise on account of the City’s exercise of its sovereign prerogatives and rights and regulatory authority

(quasi-judicial or otherwise) as a municipal government.

6.2.10. Clarifications and Addenda

Questions regarding this Solicitation will be directed in writing through the OpenGov platform. Answers will be issued simultaneously to all registered Respondents. If it becomes evident that this Solicitation must be amended, the City will issue a formal written addendum to all registered Respondent(s) through the OpenGov platform.

No person is authorized to give oral interpretations of, or make oral changes to, the Solicitation. The issuance of a written addendum will be the only official method by which such a clarification is made. Only questions answered by written addenda will be binding.

Addenda – The Procurement Division may publish Addenda, which change, add to, or clarify the terms, provisions, or requirements of the solicitation. The Respondent must not rely on any representation, statement, or explanation, whether written or verbal, regardless of the source, other than those made in this solicitation document or in any addenda issued. Where there appears to be a conflict within the Solicitation and any changes, the last information published will prevail.

It is the Respondents’ responsibility to ensure they have reviewed all information, including answers to questions, and considered all information in preparation of their response to the Solicitation. Failure to acknowledge review of all information may cause their Submittal Package to be deemed non-responsive and not be considered for award.

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6.2.11. Collusion

Where two (2) or more related parties, as defined herein, each submit a Response to this Solicitation, such

Responses will be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control, and management of such related parties in preparation and submission under such solicitation. Related parties will mean employees, officers, or the principals thereof who have a direct or indirect ownership interest in another firm, or in which a parent company or the principals thereof of one Respondent have a direct or indirect ownership interest in another Respondent, for the same

Project. Responses found to be collusive, or related as provided above, will be rejected. The City reserves the right to disqualify any Respondent during any phase of the Solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the

Respondent or Contractor.

6.2.12. Confidentiality

As a political subdivision, the City is subject to the Florida Sunshine Act and Public Records Law (Florida

Statute Chapter 119). If the Contract contains a confidentiality provision, it will not apply when disclosure is required by Florida law or upon court order.

6.2.13. Conflicts and Order of Precedence

This Solicitation and Contract will be read together to avoid any conflicts. However, in the event of a conflict or inconsistency between this Solicitation or any exhibit attached hereto, any document referred to herein, or any document incorporated into this Solicitation and Contract by reference, and a term, statement, requirement, the

Response by Successful Respondent, specifications and plans prepared by the Successful Respondent, if applicable, or provision of the Contract the following order of precedence will apply:

In the event of any conflicts between the Contract and Solicitation, the Contract, as may be amended, will govern. Where there appears to be a conflict between the General Terms and Conditions, Special Terms and

Conditions, the Technical Specifications, or any addenda issued, the order of precedence will be the last addendum issued, the Technical Specifications, the Special Terms and Conditions, and then the General

Terms and Conditions.

In the event of conflicts within the Contract, as amended, the priorities stated below will govern, as applicable:

• Scope of Work and Specifications will govern the Response, including, without limitation, any plans and drawings submitted.

• Larger-scale drawings will govern over smaller ones.

• Figured or numerical dimensions will govern over dimensions obtained by scaling; and

• Where provisions of codes, manufacturer’s specifications, or industry standards are in conflict, the more restrictive or higher quality will govern.

6.2.14. Contract Amendments

The Contract(s) that result from this Solicitation may not be modified except pursuant to a written amendment executed by both the City and the Successful Respondent, or their authorized successors or assigns.

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6.2.15. Contract Interpretation and Construction

The singular includes the plural, and the plural includes the singular. “will” is mandatory, and “may” is permissive. The masculine gender includes the feminine and neuter. The words “furnish” and “furnish and install”, “install”, and “provide” or words with similar meaning will be interpreted, unless otherwise specifically stated, to mean “furnish and install complete in place and ready for service”.

Miscellaneous items and accessories that are not explicitly mentioned but are essential to produce a complete and properly operating product providing the function indicated will be furnished and installed without change in the contract price. Such miscellaneous items and accessories will be of the same quality standards, including material, style, finish, strength, class, weight, or other applicable characteristics as specified for the major component of which the miscellaneous item or accessory is an essential part, and will be approved by the City before installation. The above requirement is not intended to include major components not covered by or inferable from the Response and Contract specifications.

6.2.16. Compliance With Applicable Laws

Successful Respondent(s) will comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to this Solicitation and subsequent Contract. The Respondent's lack of knowledge will in no way be a cause for relief. Respondents must be legally authorized to transact business in the State of Florida.

All references to Florida Statutes, City of Doral, and Miami-Dade County Charter and Codes, as well as other laws/regulations, will be interpreted to include “as amended from time to time.”

Non-compliance with all local, state, and federal…