Construction_Engineering_and_Inspection_(CEI)_Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cityofgainesville.org

PWDA-260014-SM

CONSTRUCTION ENGINEERING AND INSPECTION (CEI) SERVICES

RELEASE DATE: September 24, 2025

RESPONSE DEADLINE: October 30, 2025, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

Construction Engineering and Inspection (CEI) Services

Table Of Contents

1. INTRODUCTION

2. DEFINITION OF TERMS

3. SCOPE OF WORK/SPECIFICATIONS

4. TERMS AND CONDITIONS OF SOLICITATION

5. REQUIRED SUBMITTAL RESPONSE FORMAT

6. REQUIRED SUBMITTAL DOCUMENTS - RFP

7. SELECTION PROCESS

8. EVALUATION CRITERIA

9. AWARD

10. CONTRACT

11. GENERAL TERMS AND CONDITIONS

Attachments:

A - Sample Contract B - Anti-Human_Trafficking_Affidavit

C - SCOPE OF WORK

1. INTRODUCTION

1.1. Summary

The City of Gainesville is requesting the submission of proposals from qualified engineering firms for transportation projects.

1.2. Background

Gainesville is the largest city and also the county seat of Alachua County. It serves as the cultural, educational and commercial center for the north central Florida region.

The city provides a full range of municipal services, including police and fire protection; comprehensive land use planning and zoning services; code enforcement and neighborhood improvement; streets and drainage construction and maintenance; traffic engineering services; refuse and recycling services through a franchised operator; recreation and parks; cultural and nature services; and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a municipal airport, a 72-par championship golf course and a utility.

Gainesville is home to Florida's largest and oldest university, and is one of the State’s centers for education, medicine, cultural events and athletics. The University of Florida and UF Health Hospital at UF are the leading employers in Gainesville and provide jobs for many residents of surrounding counties. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida.

1.3. Procurement Representative

Sheri Manning

Procurement Specialist II mannings1@cityofgainesville.org

Respondents shall submit all inquiries regarding this bid via the City of Gainesville Procurement Portal, located at https://procurement.opengov.com/portal/cityofgainesville Please note the deadline for submitting inquiries. All answers to inquiries will be posted via Addendum on the City of Gainesville Procurement Portal. Respondents shall click “Follow” on this bid to receive an email notification when Addenda are posted. It is the responsibility of the respondent to check the website for answers to inquiries.

1.4. Timeline

RFP Available for Distribution: September 24, 2025

Deadline for Receipt of Questions: October 15, 2025, 11:59am

Deadline for Uploading of Proposals: October 30, 2025, 3:00pm https://go-rts.com/ https://www.flygainesville.com/ http://gru.com/ https://procurement.opengov.com/portal/cityofgainesville

2. DEFINITION OF TERMS

2.1. DEFINITION OF TERMS

A. Addendum/Addenda: Written or graphic document(s) issued prior to the Response due date, which make additions, deletions, or revisions to the solicitation or contract documents.

B. Agreement: A written Contract between two or more Parties. “Contract” and “Agreement” are synonymous.

C. Bid: The written response to a Solicitation.

D. CITY: City of Gainesville

E. Cone of Silence: The period between the issue date of the solicitation and the time CITY Officials and

Employees award the contract.

F. Due Date: The date the response is due.

G. Lobbying: When any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by CITY officials and employees, except as authorized by procurement documents.

H. Non–Responsive: A response that does not meet the material requirements of the solicitation.

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

J. Respondent: An individual or business entity that submits a response to a Solicitation.

K. Response: A written document submitted by a Respondent in reply to Solicitation.

L. Responsive: A response that conforms in all material respects to the requirements set forth in the

Solicitation.

M. Solicitation: A written document issued by an agency to obtain information or pricing for goods and/or services. May also be referred to as an Invitation to Bid (ITB), Request for Proposal (RFP), Request for

Quotation Quote), Invitation to Negotiate (ITN) or Request for Statement of Qualifications (RFSQ).

N. Work: Activity involving mental or physical effort done in order to achieve a purpose or result requested in the scope.

O. 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.

3. SCOPE OF WORK/SPECIFICATIONS

3.1. MINIMUM QUALIFICATIONS

a. Provide a professional team consisting of a prime consultant and sub-consultants pre-qualified to perform work in all of the following groups/types per Chapter 14-75 Florida Administrative

Code. The prime consultant shall be qualified in each of the bold work groups/types at a minimum and each sub-consultant shall be qualified in a minimum of one work group/type. The prime consultant and each sub-consultant shall provide a copy of their current pre-qualification letter with the proposal package to be considered responsive. The prime consultant and each sub-consultant shall maintain their qualification throughout the duration of the contract.

i. Group 8: Surveying and Mapping

I. Type 8.1: Control Surveying

II. Type 8.2: Design, Right of Way and Construction Surveying

ii. Group 9: Soil Exploration, Material Testing and Foundation

I. Type 9.1: Soil Exploration

II. Type 9.2: Geotechnical Classification Lab Testing

III. Type 9.3: Highway Materials Testing

IV. Type 9.4: Foundation Studies

V. Type 9.5: Geotechnical Specialty Lab Testing

i. Group 10: CEI

I. Type 10.1: Roadway CEI

II. Type 10.3: Construction Materials Inspection

III. Type 10.4: Minor Bridge and Miscellaneous Structures CEI

IV. Type 10.5: Major Bridge CEI

c. Consultant’s business shall demonstrate that it complies with all applicable State and Federal professional licensing laws.

d. By submitting a proposal, the consultant’s business certifies that it has fully read and understands the RFP and has full knowledge of general scope, nature, and quality of the work to be performed, the general requirements of the services to be provided, and the conditions under which the services are to be performed.

3.2. SCOPE OF WORK

2.0 RFP TIME TABLE

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

RFP available for distribution 9/24/2025

Pre-Proposal Meeting N/A

Deadline for receipt of questions 10/15/2025

Deadline for uploading of proposals 10/30/2025 (3:00p.m. local time)

Evaluation/Selection process Week of 12/02/2025

Oral presentations, if conducted Week of 12/18/2025

Projected award date 1/21/2026

Projected contract start date 3/1/2026

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

2.1 GENERAL DESCRIPTION

The City of Gainesville (hereafter “City”) is requesting the submission of proposals from qualified engineering firms for transportation projects.

2.2 SCOPE OF SERVICES

a. Generally: Contract(s) awarded under this RFP are defined as on-call continuing services agreements where performance of the scope is for an undefined number of projects. Task work order for detailed project scope of services shall be issued as needed. This RFP is for state or federally funded projects (partially or fully) by any federal or state agency; it is anticipated the majority of the work will have FHWA funds administered via direct funding to the City and via

FDOT thru LAP. Task work orders shall only be issued when the estimated construction cost for https://www.demandstar.com/ each individual project cost do not exceed the thresholds listed in Florida’s “Consultant’s

Completive Negotiation’s Act” or as revised by the Florida Legislature.

b. Professional Services

Provide a professional team capable of providing construction engineering and inspection services for new construction, resurfacing, restoration, rehabilitation and safety modifications for roadways, bridge, sidewalk, bike facilities, multi-use path, and intelligent transportation system projects. All work shall be completed in accordance with FHWA, Florida Statutes, Florida Administrative Code, Florida Greenbook, MUTCD, and Florida Speed Zoning Manual regulations and requirements. Additional requirements, such as LAP or Florida Design Manual, may be included as applicable regulations in an individual task work orders.

c. Deliverables/Schedule: Provide signed and sealed record construction drawings, certifications or other documents as specified in accordance with timeframes individual task work orders.

3.3 CONSULTANT MINIMUM QUALIFICATIONS

Provide a professional team consisting of a prime consultant and sub-consultants pre-qualified to perform work in all of the following groups/types per Chapter 14-75 Florida Administrative Code.

The prime consultant shall be qualified in each of the bold work groups/types at a minimum and each sub-consultant shall be qualified in a minimum of one work group/type. The prime consultant and each sub-consultant shall provide a copy of their current pre-qualification letter with the proposal package to be considered responsive. The prime consultant and each sub-consultant shall maintain their qualification throughout the duration of the contract.

• Group 8: Surveying and Mapping o Type 8.1: Control Surveying o Type 8.2: Design, Right of Way and Construction Surveying

• Group 9: Soil Exploration, Material Testing and Foundation o Type 9.1: Soil Exploration o Type 9.2: Geotechnical Classification Lab Testing o Type 9.3: Highway Materials Testing o Type 9.4: Foundation Studies o Type 9.5: Geotechnical Specialty Lab Testing

• Group 10: CEI o Type 10.1: Roadway CEI o Type 10.3: Construction Materials Inspection o Type 10.4: Minor Bridge and Miscellaneous Structures CEI o Type 10.5: Major Bridge CEI

Consultant’s business shall demonstrate that it complies with all applicable State and Federal professional licensing laws.

By submitting a proposal, the consultant’s business certifies that it has fully read and understands the RFP and has full knowledge of general scope, nature, and quality of the work to be performed, the general requirements of the services to be provided, and the conditions under which the services are to be performed.

3. CITY RESPONSIBILITY

a. The City will be responsible to the selected consultant(s) for the following tasks:

• Monitoring consultant’s progress for contract compliance.

• Provide information concerning project which is available in City files.

• Inform the Consultant of any known City design parameters or requirements.

• Payment to the Contractors and Consultants in accordance with Florida’s Prompt Payment

Act.

• Responsive to questions in a timely manner.

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:

A. Evaluators consisting of City staff will review the proposals. The evaluation process provides a structured means for consideration of all proposals and is described in detail in the City's Professional

Services Evaluation Handbook included with this solicitation. Evaluators shall execute the Evaluator’s

Disclosure statement included in the aforementioned handbook and FDOT’s Conflict of

Interest/Confidentiality Certification (FDOT form 375-030-50) included in Part 9 of this RFP shall be completed prior to proceeding with the evaluation period. Individuals that do not meet the requirements of 23 CFR 1.33 and 23 CFR 172.7(b)(4) shall be prohibited from participating as evaluators.

B. Upon review and evaluation written proposals, the City will select no less than three (3) firms for further discussion or presentations based on ranking. The consultants shall then further detail their qualifications, approach to the project and ability to furnish the required services during the presentation. Firms selected for further presentations must provide one (1) electronic copy of materials presented in PDF format on a USB Flash drive.

C. The City shall then select and rank no less than three (3) firms in order of preference who are deemed to be the most highly qualified to perform the required services, in accordance with the procedures described in the City's Professional Services Evaluation Handbook included with this solicitation. The

City Commission, if applicable, will then be requested to approve the ranking and authorize contract negotiation.

D. The City will negotiate a contract with the top ranked firm(s) for professional services in accordance with Part 6 – “Award”.

4. TERMS AND CONDITIONS OF SOLICITATION

4.1. DISTRIBUTION OF INFORMATION

Respondents must submit all inquiries regarding this bid via the City Procurement Portal ("eProcurement Portal") at https://procurement.opengov.com/portal/CityofGainesville. Please note the deadline for submitting questions. All answers to questions will be posted in the eProcurement Portal. To receive notifications when answers are posted, respondents should select "Follow" on the bid title. It is the respondent's responsibility to monitor the website for answers to inquiries.

4.2. PRE-SOLICITATION MEETING

Attendance at the pre-solicitation meeting is strongly recommended as it provides an opportunity to discuss the project's scope of work, procedures, and specifications directly with the Project Manager. This meeting is the only time during the bid process when bidders can ask questions directly.

If special accommodations are required to attend a pre-solicitation meeting or bid opening, please contact the Procurement Representative at least 72 hours in advance.

NOTE: Failure of bidder to attend a mandatory pre-solicitation meeting will result in disqualification of a submitted response.

4.3. PROHIBITION OF LOBBYING

To ensure fair consideration, consistent and accurate dissemination of information for all respondents, 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 Division representative. Additionally, the CITY prohibits communication initiated by a respondent 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 proposer 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 Division staff. Any communications initiated between the respondent and the CITY outside these parameters may be grounds for disqualifying the offending respondent from consideration for award of the proposal and/or any future proposal.

Lobbying means when any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by the CITY officials and employees, except as authorized by procurement documents.

4.4. CONE OF SILENCE

During the Cone of Silence, except as pursuant to an authorized appeal, no person may lobby on behalf of a competing party in a particular procurement process, no person may lobby CITY officials or employees except https://procurement.opengov.com/portal/CityofGainesville the Procurement Division designated staff. 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 solicitation and the time the CITY Officials and Employees award the contract.

4.5. DETERMINATION OF RESPONSIBLE BIDDER

As a part of the proposal evaluation process, the 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 respondent who is in arrears to the CITY for any debt, fee, tax, or contract, or who is a defaulter as surety or in any other capacity, upon any obligation to the City. Additionally, any respondent determined to be not responsible by the CITY pursuant to Pro-01 Procurement Administrative Guidelines, C.2.ii., will not be awarded a contract.

Respondent must demonstrate that it is responsible as defined in the City of Gainesville’s Pro-01 Procurement Administrative Guidelines, C.2.ii., as may be amended.

These criteria assess the respondent'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.

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

If selected, respondent must either update or complete CITY’s vendor application, pay business tax (if applicable), and register with the State of Florida (if required by law).

4.6. RESPONSIVENESS OF BID

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

Each proposal shall be reviewed to determine if the proposal is responsive to the submission requirements outlined in the solicitation.

4.7. EXAMINATION OF SOLICITATION DOCUMENTS - FULLY INFORMED

RESPONDENT

A. Prior to responding to the Solicitation, Respondents are responsible for the following: (1) examining the

Solicitation thoroughly, (2) considering federal, state and local laws and regulations that may impact or affect cost, progress, performance or furnishing of the Work, (3) studying and carefully correlating

Respondent’s observations with the Solicitation, and (4) notifying the Procurement Representative of all conflicts, errors or discrepancies in the Solicitation.

B. Respondents are expected to become fully informed as to the requirements of the Specifications and failure to do so will be at their own risk. Respondents cannot expect to secure relief on the plea of error.

C. A Respondent who is aggrieved in connection with the specifications of this Solicitation may protest in writing to City of Gainesville Procurement at least within five (5) work days of the solicitation posting date.

4.8. PROPOSAL SUBMISSION INSTRUCTIONS

The bid response, containing all required documents, with authorized signatures, must be submitted in OpenGov by 3:00 p.m. on the due date indicated on the Solicitation Cover Page. OpenGov will reject late proposals, and the City will not accept proposals submitted in any other manner that through OpenGov.

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 respondent will be considered by the City as constituting an offer by the respondent to perform the required services at the stated fees.

4.9. INTERPRETATION AND ADDENDA

All questions about the meaning or intent of this Solicitation are to be directed to the Procurement Representative via the CITY's eProcurement Portal, https://procurement.opengov.com/portal/cityofgainesville, unless stated otherwise. Interpretations or clarifications considered necessary in response to such questions will be issued by Addenda posted on the City’s eProcurement Portal.

Respondents must create an account on the City’s eProcurement Portal to receive notifications. Registered Respondents will be notified of all Addenda posted in the City’s eProcurement Portal.

Only questions answered by formal written Addenda will be binding.

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

A. Addenda may also be issued to modify the Solicitation as deemed advisable by the Procurement

Representative.

B. Addenda issued before the Solicitation due date and time are considered binding and treated as if they were originally written into the Solicitation. It is the responsibility of the Respondents to ensure they have received, signed, and included all addenda(s) with their submittals.

4.10. EXCEPTION TO THE SOLICITATION

Respondents may take exception to any of the terms of this Solicitation unless otherwise stated. Should a respondent take exception where none is permitted, the proposal will be rejected as non-responsive. All exceptions taken must be specific 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. The proposals will be evaluated based on the proposals as submitted. The CITY retains the right to accept or reject the exceptions. Where exceptions are rejected, the CITY may request that the respondent furnish the services or goods described herein, or negotiate an acceptable alternative.

4.11. MODIFICATION OR WITHDRAWAL OF A RESPONSE

Modifications to or withdrawal of a respondent’s submittal can be made until the Response Submission Deadline (See Section 1.4 – Deadline). Modifications or withdrawals must be documented in the City eProcurement Portal https://procurement.opengov.com/portal/cityofgainesville prior to the Response Submission Deadline (See Section 1.4 – Deadline) 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.

4.12. COLLUSION

Only one (1) response from any individual, firm, corporation, organization or agency under the same or different name will be considered as a response to this Solicitation. Multiple responses from any individual, firm, corporation, organization or agency under the same or different name may result in rejection of all responses from the Respondent.

A. Respondent, by signing the Respondent’s Verification Form, declares that the Response is made without any previous understanding, agreement, or connections with any persons, firms, or corporations responding on the same items and that it is in all respects fair and in good faith without any outside control, collusion or fraud. A non-exclusive manufacturer/distributor relationship does not, in and of itself, constitute a prior understanding, agreement, connection or collusion between Responders.

B. By responding to the Solicitation, the Respondent acknowledges that it has not offered or given any gift or compensation to any CITY officer or employee to secure favorable treatment with respect to being awarded this Contract.

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

4.13. TRADE SECRETS OR CONFIDENTIAL AND EXEMPT INFORMATION

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:

A. Identifying Trade Secret or Otherwise Confidential and Exempt Information.

For any records or portions thereof that respondent claims to be Trade Secret or otherwise confidential and exempt from public disclosure under the Public Records Law, respondent shall:

1. Upload a pdf version reply 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 respondent 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. 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.

3. Upload a pdf version reply 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.

4. Provide an affidavit or similar type of evidence that describes and supports the basis for

Respondent’s claim that the information is confidential and exempt from public disclosure, referencing all applicable Florida Statutes

B. Request for Trade Secret or Otherwise Confidential and Exempt Information.

1. In the event a public record request is made to view the information which respondent claims is confidential and/or exempt, the City will notify the respondent and give the respondent 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.

2. In the event that the City in its sole discretion finds no basis for respondent’s claim that certain information is Trade Secret or otherwise confidential and exempt under Florida’s Public Records Law, then City shall notify respondent in writing of such conclusion and provide respondent 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 respondent fails to file for declaratory action within the reasonable amount of time provided, then City will disclose the information requested.

3. If a public records lawsuit is filed against CITY requesting public disclosure of the information labeled by respondent as Trade Secret or otherwise as confidential and exempt, CITY shall notify respondent and respondent shall intervene in the lawsuit to defend the nondisclosure of such information under

Florida’s Public Records Law.

4. Respondent 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 respondent’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.

C. How to Designate Trade Secret or Otherwise Confidential and Exempt Information

If a respondent believes that its reply 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 respondent must provide a redacted copy of the proposal for public access.

D. How the City will Handle Material Identified as Trade Secret or Otherwise Confidential and Exempt Information

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 respondent at the conclusion of the bidding process.

4.14. PROTEST OF SOLICITATION SPECIFICATIONS AND/OR AWARD

Participants may protest the Specifications of the solicitation in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines 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

Participants may protest the Solicitation Award in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines

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

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

5. REQUIRED SUBMITTAL RESPONSE FORMAT

Instructions to consultants: Proposals must contain each of the documents listed below; each fully completed, signed, and notarized 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.

5.1. CONTENT OF PROPOSAL

PROPOSAL FORMAT

• Project Understanding and Approach: Describe your understanding of the objectives and scope of the requested services and your general approach to such. Include a general time frame for being able to provide the services contained in this RFP.

• Proposed Project Staff: Identify the key personnel who will be directly assigned to this project. State the qualifications and related experience of each member of the proposed project team of engineers and professionals.

• Qualifications of Firm: Provide pertinent information about the firm and related experience with similar projects. In addition, the firm should identify its total number of technical and professional personnel by discipline and training and further describe the total workload during the project period. Indicate what resources (professional and technical time) the firm would have available to allocate to the project.

Required Documents:

The following documents are required to be included in the consultant’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 consultant to successfully complete the project

D. Consultant Verification Form

E. Consultant’s W-9

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

G. Exceptions to the RFP (refer to Part 3, 3.5 Exception to the RFP)

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

I. FDOT form 375-030-32 – Certification Regarding Debarment, Suspension, Ineligibility and Voluntary

Exclusion-Lower Tier Covered Transactions for Federal Aid Contracts

J. FDOT form 375-030-33 - Certification for Disclosure of Lobbying Activities on Federal-Aid Contracts

K. FDOT form 375-030-34 - Disclosure of Lobbying Activities

L. FDOT form 375-030-83 – Professional Services Commitment Form

6. REQUIRED SUBMITTAL DOCUMENTS - RFP

1. RESPONDENT VERIFICATION*

PLEASE DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD WITH YOUR SUBMITTAL.

I hereby propose to provide the goods/services requested in this Solicitation. I agree to hold pricing for at least 60 calendar days from the Solicitation due date. I agree that CITY’s terms and conditions herein take precedence over any conflicting terms and conditions submitted for CITY’s consideration, and agree to abide by all conditions of this Solicitation.

I certify that all information contained in this Response is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to execute and submit this Response on behalf of the organization as its agent and that the organization is ready, willing and able to perform if awarded.

• RESPONDENT_VERIFICATION.pdf

*Response required

2. UPLOAD PROPOSAL RESPONSE HERE*

Please upload your company's proposal for this solicitation here.

*Response required

3. DRUG-FREE WORKPLACE CERTIFICATION FORM*

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, preference shall be given to respondents that certify that they have a drug-free workplace.

• Drug_Free_Workplace.pdf

4. e-VERIFY FORM*

The Contractor shall comply with all applicable requirements of Section 448.095, Florida Statutes, including but not limited to: 1) the Contractor shall register with and use the U.S. Department of Homeland Security’s E- Verify system to verify the work authorization status of all new employees of the Contractor during the term of this Agreement; and 2) the Contractor shall expressly require any subcontractors performing work or providing services pursuant to this Agreement to likewise register with and use the U.S. Department of Homeland Security’s E-Verify system to verify the work authorization status of all new employees of the subcontractor during the term of this Agreement. Section 448.095, Florida Statutes, states the statute must be construed in a manner that is fully consistent with any applicable federal laws or regulations, and therefore https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3108/33200953-3330-4776-8777-07383674d609_RESPONDENT_VERIFICATION.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OEAMYB37%2F20250924%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250924T140001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDRt3ZDBZnoq65NDlLWipAed5zg9a1KqM47eZMd7Y%2BDQQIhAN%2FAXUT4GAOSSZIlHjVsM5JcXN5QRkaWIvi8xQX1wauMKooFCF4QAhoMODkyMzY0Njg3NjcyIgxFd6hTGO50YggnRbgq5wTfPouLvXOQx%2FhcAImvO67P2vFgRCguOLMs8zvFbwqMxqQfsW0FoHriQal9PwvHbZ0XqS5qPX6pS7hbO%2Brd13dA4qRmFthUpKBbBY0u9eKjv8VcUUGmRr1mmlwj%2FxBY5Wrrah4RI6kVPhbDIG6muBuc3SvhwPAnDLKQ6YkvHiAEDYBIlLhsY6vqaLdBR5%2FSD6d1YkAMAOXAsY8OX%2BJNrTCgtwCvgWMf4SnG4nU%2BcYr9bSvBRJ%2Fnq9ePoIZjG%2F01mvZg9ahv2wFXZvZNmij0QNVd3UIpxA3r2zOICXUCkIvlbHY7eaJYexz9xkUZXyEtjOonxHFjfWDwoCAFWezi3jelYbkpGRuPOuw9GGA24lEj0cDVGikApFZHqn6PVv0vFGu01nYw4LA6KKrQg0gMf7Xxsk9y9MMev%2FO5Fk4Wt%2B2DL%2BilEJRb1%2B6V2odjU%2B13q2ZYA3oHeysiWrWyXNghOFolHkLRVXK%2FPa%2BBJxbnrN7qWsLmaq1vX2w0Fo8fYHs1E2E6GKFEGwg6eZbltRX2tdkeJqikw9ez8NqjFRjaq%2BWvvhaJHzHNAJriSEQjQWrw%2B3bSx69G%2BH10OysjGcwbWazbT1UicEQNuF5W8ECuUSJ4tC7Xs%2BNA9qiF%2F0kxdwiykeWvP%2FzvxnFOQ59Rd3UEECGdFbwD022U66%2FMKxteGJ4%2BSokZjyMzbzYUak5iu6T7YV9t5WwySRFKUR1pyt%2BjITU7xjosy9iAVj%2FDs75svaa%2BUkG7pmRhKfGaW%2FSKLVGusbWsrZPwfpLM1IQ7BhIFljisaTBG02xg4ClqwpYhok%2BmW5GNo6rilWswmtPPxgY6mgFkX0O%2F6F6ylySrztN7YnfXVqyG3LntXljGo4qwkzIbjbcHxWGkxssi0IxDqoUIMiAsYIFp2Rmd7v4rCqOSQOmRB2PEIFkp0OlFvKE77bzoykC%2FmmCBrDx8NPnfp6lRbrgDGpQGTyg0Vb%2B%2BWt%2F%2BbTCGDDxLvTVFuecRUB%2BN5qT0RU%2BtXhn8J4Qh%2B2U7U4APOQE52iDanaMpDNC6&X-Amz-Signature=52b7314a8e15da35cfec2b41bf1fb4f58585828bd7e4bdb8c471c85ca302f68c&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22RESPONDENT_VERIFICATION.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3108/6757491c-7964-4fbf-a883-858e4baa17f4_Drug_Free_Workplace.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OEAMYB37%2F20250924%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250924T140001Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjENX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDRt3ZDBZnoq65NDlLWipAed5zg9a1KqM47eZMd7Y%2BDQQIhAN%2FAXUT4GAOSSZIlHjVsM5JcXN5QRkaWIvi8xQX1wauMKooFCF4QAhoMODkyMzY0Njg3NjcyIgxFd6hTGO50YggnRbgq5wTfPouLvXOQx%2FhcAImvO67P2vFgRCguOLMs8zvFbwqMxqQfsW0FoHriQal9PwvHbZ0XqS5qPX6pS7hbO%2Brd13dA4qRmFthUpKBbBY0u9eKjv8VcUUGmRr1mmlwj%2FxBY5Wrrah4RI6kVPhbDIG6muBuc3SvhwPAnDLKQ6YkvHiAEDYBIlLhsY6vqaLdBR5%2FSD6d1YkAMAOXAsY8OX%2BJNrTCgtwCvgWMf4SnG4nU%2BcYr9bSvBRJ%2Fnq9ePoIZjG%2F01mvZg9ahv2wFXZvZNmij0QNVd3UIpxA3r2zOICXUCkIvlbHY7eaJYexz9xkUZXyEtjOonxHFjfWDwoCAFWezi3jelYbkpGRuPOuw9GGA24lEj0cDVGikApFZHqn6PVv0vFGu01nYw4LA6KKrQg0gMf7Xxsk9y9MMev%2FO5Fk4Wt%2B2DL%2BilEJRb1%2B6V2odjU%2B13q2ZYA3oHeysiWrWyXNghOFolHkLRVXK%2FPa%2BBJxbnrN7qWsLmaq1vX2w0Fo8fYHs1E2E6GKFEGwg6eZbltRX2tdkeJqikw9ez8NqjFRjaq%2BWvvhaJHzHNAJriSEQjQWrw%2B3bSx69G%2BH10OysjGcwbWazbT1UicEQNuF5W8ECuUSJ4tC7Xs%2BNA9qiF%2F0kxdwiykeWvP%2FzvxnFOQ59Rd3UEECGdFbwD022U66%2FMKxteGJ4%2BSokZjyMzbzYUak5iu6T7YV9t5WwySRFKUR1pyt%2BjITU7xjosy9iAVj%2FDs75svaa%2BUkG7pmRhKfGaW%2FSKLVGusbWsrZPwfpLM1IQ7BhIFljisaTBG02xg4ClqwpYhok%2BmW5GNo6rilWswmtPPxgY6mgFkX0O%2F6F6ylySrztN7YnfXVqyG3LntXljGo4qwkzIbjbcHxWGkxssi0IxDqoUIMiAsYIFp2Rmd7v4rCqOSQOmRB2PEIFkp0OlFvKE77bzoykC%2FmmCBrDx8NPnfp6lRbrgDGpQGTyg0Vb%2B%2BWt%2F%2BbTCGDDxLvTVFuecRUB%2BN5qT0RU%2BtXhn8J4Qh%2B2U7U4APOQE52iDanaMpDNC6&X-Amz-Signature=6a23553c1da872af9c31f7390439e498eb495e15d85588c4c48c0c9da9cd1559&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Drug_Free_Workplace.pdf%22&x-id=GetObject this section does not apply to this Agreement to the extent that this section would be inconsistent with any federal laws or regulations that are applicable to this Agreement.

• e-Verify_Form.pdf

5. PROHIBITION REGARDING FOREIGN COUNTRIES OF CONCERN *

In accordance with Section 287.05701(2)(a), F.S. (2023), the City may not request documentation of or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor, and may not give preference to a vendor based on the vendor's social, political, or ideological interests.

• Foreign_Countries_of_Concer...

6. REFERENCES*

• Respondent_References.pdf

*Response required 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7. SELECTION PROCESS

The consultant will be selected from qualified businesses submitting proposal as further described in Part 3, 3.1, “Proposal Format” of this RFP. A copy of the consultant’s current Florida Professional Registration Certificate must be provided. If the consultant is a corporation, it must be chartered to conduct business in Florida.

Evaluation and selection of the consulting firm will be in accordance with the requirements of the City’s RFP procedure as stated herein. A brief description of this process follows:

A. Evaluators consisting of City staff will review the proposals. The evaluation process provides a structured means for consideration of all proposals and is described in detail in the City's Professional

Services Evaluation Handbook included with this solicitation. Evaluators shall execute the Evaluator’s

Disclosure statement included in the aforementioned handbook and FDOT’s Conflict of

Interest/Confidentiality Certification (FDOT form 375-030-50) included in Part 9 of this RFP shall be completed prior to proceeding with the evaluation period. Individuals that do not meet the requirements of 23 CFR 1.33 and 23 CFR 172.7(b)(4) shall be prohibited from participating as evaluators.

B. Upon review and evaluation written proposals, the City will select no less than three (3) firms for further discussion or presentations based on ranking. The consultants shall then further detail their qualifications, approach to the project and ability to furnish the required services during the presentation. Firms selected for further presentations must provide one (1) electronic copy of materials presented in PDF format on a USB Flash drive.

C. The City shall then select and rank no less than three (3) firms in order of preference who are deemed to be the most highly qualified to perform the required services, in accordance with the procedures described in the City's Professional Services Evaluation Handbook included with this solicitation. The

City Commission, if applicable, will then be requested to approve the ranking and authorize contract negotiation.

The City will negotiate a contract with the top ranked firm(s) for professional services in accordance with Part 9 – “Award”.

8. EVALUATION CRITERIA

8.1. SELECTION AND EVALUATION CRITERIA

Proposals will be evaluated in accordance with the procedures described in the City's, Professional Services Evaluation Handbook included with this solicitation with the following exceptions: Price and Local Business Preference. Additionally, the following shall not be considered:

a. Price or cost elements (i.e., salaries, indirect or direct cost rates)

b. In-state or local business preference

c. Preference for consultant firm location

d. Preference for consultant office location in proximity to the project.

e. Purchasing or materials preference

f. Local, minority or disadvantaged business programs

g. Hiring preferences (e.g., homeless, welfare-to-work, veterans)

h. Exclusionary business preferences restricting competition in specific geographic locations, except those indicated by the Federal Highway Administration.

i. Equal distribution or rotating of work

j. Any other non-qualifications based factor.

The proposals will be evaluated using the following process: Qualifications Evaluation, Written Proposal Evaluation and 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, and past performance. The Evaluation process provides a structured means for consideration of all these areas.

8.2. 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 and financial. 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.

8.3. WRITTEN PROPOSAL…