Construction_Management_Services_-_Zephyr_Park_Rehabilitation.pdf

CITY OF ZEPHYRHILLS

2025-011

CONSTRUCTION MANAGEMENT SERVICES - ZEPHYR PARK REHABILITATION

AN EQUAL OPPORTUNITY EMPLOYER

FLORIDA TAX EXEMPT #85-8012740166C-4

FEDERAL IDENTIFICATION NUMBER #59-6000455

I. INTRODUCTION TO REQUEST FOR QUALIFICATIONS

II. SCOPE OF WORK

III. TECHNICAL RESPONSE PACKAGE

IV. EVALUATION CRITERIA & RANKING PROCESS

V. EVALUATION DOCUMENTS

VI. ADDITIONAL CONDITIONS

VII. VENDOR REQUIREMENTS AND ACKNOWLEDGEMENTS

1. INTRODUCTION TO REQUEST FOR QUALIFICATIONS

1.1. Invitation

The City of Zephyrhills (the “City”), invites responses (“Responses”) from Vendors which offer to provide the services described in Section “Scope of Work".

1.2. Vendor

A Vendor is an individual, firm, or corporation submitting a Response to the City for the services requested in the RFQ.

1.3. Agreement Terms and Conditions

The Vendor(s) selected to provide the service(s) requested herein (the “Successful Vendor(s)”) shall be required to execute an Agreement with the City. In the event that the proposer to whom the contract is awarded does not execute a contract within thirty (30) days after such award, the

City of Zephyrhills may give notice to such proposer of intent to award the contract to the next ranked Vendor, or to call for new responses.

After a contract is signed, failure to comply with any of the terms and conditions of this RFQ by the awarded Vendor will be cause for termination of the "Construction Management Services

- Zephyr Park Rehabilitation" Agreement.

1.4. Additional Information or Clarification

Requests for additional information or clarifications must be made in the City's e-Procurement

Portal at https://procurement.opengov.com/portal/zephyrhillsfl and in accordance with the Cone of Silence. The Cone of Silence is applied to all communications concerning any bid, RFP or

RFQ before intent to award are issued. Any request for additional information, or for questions seeking clarifications must be received in writing no later than Friday, September 12, 2025 by

10:00 am.

The City will issue responses to inquiries and any other corrections or amendments it deems necessary through the City's e-Procurement Portal located at https://procurement.opengov.com/portal/zephyrhillsfl, prior to the Response Submission Date.

Vendors should not rely on any representations, statements or explanations other than those made in this RFQ or any written addendum to this RFQ. Where there appears to be conflict between the RFQ and any addenda issued, the last addendum issued shall prevail.

It is the Proposer’s responsibility to assure receipt of all addenda. Proposers will be required to acknowledge all addendum within their submission through the eProcurement Portal.

All communications are to be directed to the Purchasing Agent through the City's e-Procurement

Portal located at https://procurement.opengov.com/portal/zephyrhillsfl.

1.5. Award of Agreement

An Agreement may be awarded to the Successful Proposer(s) by the City Council as applicable, based upon the requirements reflected herein. The City reserves the right to execute or not execute, as applicable, an Agreement with the Successful Proposer(s) that is determined to be in the City’s best interest.

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

1.6. Agreement Execution

By submitting a Response, the Proposer(s) agree to be bound to and execute the Agreement for: Construction Management Services - Zephyr Park Rehabilitation Without diminishing the foregoing, the Proposer may request clarification and submit comments or proposed revisions to the language concerning the Agreement for City’s consideration. Any such comments or proposed revisions identified after the Response has been received need not be considered by the

City. None of the foregoing shall preclude the City from seeking to negotiate changes to the

Agreement during the negotiation process.

1.7. Response Package

Careful attention must be given to all requested items contained in this RFQ. Proposers are invited to submit Responses in accordance with the requirements of this RFQ. PLEASE READ

THE ENTIRE SOLICITATION BEFORE SUBMITTING A RESPONSE. Proposers shall make the necessary entry in all blanks and forms provided for the Response.

1. Each Response that is submitted for evaluation must meet the requirements specified in the RFQ.

2. Failure to submit all required items in the manner specified may result in your submittal being found unacceptable.

3. Any submittal found unacceptable will not be considered for selection for this project.

1.8. Changes/Alterations

Proposer may change or withdraw a Response at any time prior to Response Submission

Deadline by clicking on "Unsubmit" Proposal via eProcurement Portal. All changes or withdrawals shall be made City's e-Procurement Portal located at https://procurement.opengov.com/portal/zephyrhillsfl. Oral/Verbal modifications will not be allowed. Written modifications will not be accepted after the Response deadline.

1.9. Discrepancies, Errors, and Omissions

Any discrepancies, errors, or ambiguities in the RFQ or addenda (if any) should be reported to the City of Zephyrhills Purchasing Agent in the manner prescribed in RFQ Section “Additional

Information or Clarification”. Should it be necessary, the City will issue a written addendum to the RFQ clarifying such conflicts or ambiguities.

1.10. Disqualification

The City reserves the right to disqualify Responses before or after the submission date, upon evidence of collusion with intent to defraud or other illegal practices on the part of the

Proposer. It also reserves the right to waive any immaterial defect or informality in any

Response; to reject any or all Responses in whole or in part, or to reissue a Request for

Qualifications.

1.11. Reject Responses

The City of Zephyrhills, Florida reserves the right to reject any or all responses, waive informalities, request additional information and to negotiate a contract with the most qualified

Vendor for professional services at compensation which the agency determines is fair, competitive and reasonable in keeping with the best interests of the City.

1.12. Vendor’s Expenditures

Proposers understand and agree that any expenditure they make in preparation and submittal of

Responses or in the performance of any services requested by the City in connection with the

Responses in response to this RFQ are exclusively at the expense of the Proposers. The City shall not pay or reimburse any expenditure or any other expense incurred by any Proposer in preparation of a Response or anticipation of an Agreement award or to maintain the approved status of the Successful Proposer(s) if an Agreement is awarded.

1.13. Compliance with Applicable Law

The laws of the State of Florida shall govern the agreement. Comply with all applicable federal, state, county and municipal laws, ordinances, regulations and rules related to the services to be performed there under. Conduct no activity or provide any service that is unlawful or offensive.

1.14. Conflicts of Interest

No Vendor shall be eligible for selection on any project and no work shall be assigned to a

Vendor which conflicts with or is duplicative of any work by the Vendor or any affiliated business entity, including, but not limited to, partnerships, joint ventures, and subsidiaries of the same parent corporation or Vendor.

1.15. Indemnification

Indemnity: Vendor shall defend, indemnify and hold harmless the City of Zephyrhills and all of the City of Zephyrhills’s officers, agents, and employees from and against all claims, liability, loss and expense, including reasonable costs, collection expenses, attorneys’ fees, and court costs which may arise because of the negligence (whether active or passive), misconduct, or other fault, in whole or in part (whether joint, concurrent, or contributing), of Vendor, its officers, agents or employees in performance or non-performance of its obligations under the Agreement generated from this solicitation. Vendor recognizes the broad nature of this indemnification and hold harmless cause, as well as the provision of a legal defense to the City of Zephyrhills when necessary, and voluntarily makes this covenant and expressly acknowledges the receipt of such good and valuable consideration provided by the City of Zephyrhills in support of these indemnification, legal defense and hold harmless contractual obligations in accordance with the laws of the State of Florida. This clause shall survive the termination of the Agreement from this solicitation. Compliance with any insurance requirements required elsewhere within the

Agreement shall not relieve the Vendor of its liability and obligation to defend, hold harmless and indemnify the City of Zephyrhills as set forth in this article of the Agreement.

It is further agreed that liability and exposure for indemnification (including, but not limited to the amounts of any indemnification owed by a governmental entity) will be limited to and governed by the provisions of Section 768.28(5), Florida Statutes.

Insurance: Vendor shall, at its sole costs and expense, procure and maintain throughout the term of the contract, Comprehensive General Liability and Worker's Compensation insurance, including Employer Liability insurance, with minimum policy limits of

1.16. Insurance

Vendor shall, at its sole cost and expense, procure and maintain throughout the term of the contract, Comprehensive General Liability and Worker’s Compensation insurance, including

Employer Liability insurance, with minimum policy limits of $2,000,000 combined Single

Limits, or to the extent and in such amounts as required and authorized by Florida law, and will provide endorsed certificates of insurance generated and executed by a licensed insurance broker, brokerage or similar licensed insurance professional evidencing such coverage, and naming the City of Zephyrhills as a named, additional insured, as well as furnishing the City of

Zephyrhills with a certified copy, or copies, of said insurance policies. Certificates of insurance and certified copies of these insurance policies must accompany the signed contract. Said insurance coverages procured by the Vendor as required herein shall be considered, and the

Vendor agrees that said insurance coverages it procures as required herein shall be considered, as primary insurance over and above any other insurance, or self-insurance, available to the City of

Zephyrhills, and that any other insurance, or self-insurance available to the City of Zephyrhills shall be considered secondary to, or in excess of, the insurance coverage(s) procured by the

Vendor as required.

Nothing shall be construed to extend the City of Zephyrhills’s liability beyond that provided in section 768.28, Florida Statutes.

1.17. Builders’ Risk Coverage

This solicitation includes: (1) construction of a new above-ground structure or structures, or (2) any addition(s), improvement(s), alteration(s), or repair(s), to an existing above-ground structure or structures, or (3) the installation of machinery or equipment into an existing structure or structures, the Vendor shall provide, in a policy acceptable to the City, “all risk” (i.e., Special

Form) property insurance on any such construction, additions, machinery or equipment. The amount of the insurance shall be no less than the estimated replacement value at the time of the

City’s final acceptance of such new structures, addition(s), improvement(s), alternation(s), repair(s), machinery or equipment. The coverage shall not be subject to any restriction with respect to occupancy or use by the City and, subject to thirty (30) days’ prior written notice to the City shall remain in full effect until final acceptance by the City. In addition, the City, the

Professional, and the Vendor’s sub consultants of any tier, shall be additional insureds on this policy. The insurance shall include a deductible no greater than one percent (1%) of the Contract amount, or $25,000, whichever is smaller, for which the Vendor shall be responsible. The risk of loss whether insured or not shall remain with the Vendor until final acceptance. Upon request, Vendor shall furnish to the City complete copies of the insurance policy.

1.18. Termination (Cause and/or Convenience)

A. This contract may be terminated in whole or in part in writing by either party in the event of substantial failure by the other party to fulfill its obligations under this contract through no fault of the terminating party, provided that no termination may be effected unless the other party is given (1) not less than thirty (30) calendar days written notice

(delivered by certified mail, return receipt requested) of intent to terminate and (2) an opportunity for consultation with the terminating party prior to termination.

B. This contract may be terminated in whole or in part in writing by the local government for its convenience, provided that the other party is afforded the same notice and consultation opportunity specified in 1(a) above.

C. If termination for default is effected by the local government, an equitable adjustment in the price for this contract shall be made, but (1) no amount shall be allowed for anticipated profit on unperformed services or other work, and (2) any payment due to the

Vendor at the time of termination may be adjusted to cover any additional costs to the local government because of the Vendor's.

D. If termination for convenience is effected by the local government, the equitable adjustment shall include a reasonable profit for services or other work performed for which profit has not already been included in an invoice.

E. For any termination, the equitable adjustment shall provide for payment to the Vendor for services rendered and expenses incurred prior to receipt of the notice of intent to terminate, by the Vendor relating to commitments which had become from prior to receipt of the notice of intent to terminate.

F. Upon receipt of a termination action, the Vendor shall (1) promptly discontinue all affected work (unless the notice directs otherwise) and (2) deliver or otherwise make available to the local government all data, drawings, reports specifications, summaries and other such information, as may have been accumulated by the Vendor in performing this contract, whether completed or in process.

G. Upon termination, the local government may take over the work and may award another party a contract to complete the work described in this contract.

H. If, after termination for failure of the Vendor to fulfill contractual obligations, it is determined that the Vendor had not failed to fulfill contractual obligations, the termination shall be deemed to have been for the convenience of the local government. In such event, adjustment of the contract price shall be made as provided in paragraph (c) above.

1.19. RFQ Availability

RFQ documents, plans, addendums can be viewed and downloaded from the City's e-

Procurement Portal at https://procurement.opengov.com/portal/zephyrhillsfl . Registration is

FREE. It is your responsibility to ensure you have downloaded all addendums published before the bid opening. You must be a registered vendor for the City of Zephyrhills prior to any work with the City. Should you have questions concerning this site, contact Customer Support via the

City's e-Procurement Portal to provide assistance. Responses will be opened after the deadline online. A listing of those Vendors who submitted a response will be posted.

1.20. Response Submission

One electronic response package shall be submitted through the City's e-Procurement Portal located at https://procurement.opengov.com/portal/zephyrhillsfl, prior to the Opening time of

Friday, September 19, 2025 by 10:00 am.

The City shall not, under any circumstances, be responsible for delays caused by the issues caused in uploading or for other delays. All responses must be manually and duly signed by authorized authority to bind said Vendor or individual, and Vendor must affix their corporate seal (if any) to the response. In the absence of a corporate seal, the response must be notarized by a Notary public.

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

Each Vendor is solely responsible for the reading and completely understanding the requirement of this RFQ. The opening time shall be and must be scrupulously observed. Under no circumstances will responses delivered to the office be accepted. All responses are to be uploaded via City's e-Procurement Portal online. Late submissions will not be accepted.

1.21. Appropriations Clause

The City, as an entity of government, is subject to the appropriation of funds by its legislative body in an amount sufficient to allow continuation of its performance in accordance with the terms and conditions of this contract for each and every fiscal year following the fiscal year in which this contract shall remain in effect. Upon notice that sufficient funds are not available in the subsequent fiscal years, the City shall therefore be released of all terms and other conditions.

1.22. Acceptance of Applicable Policies & Procedures.

A. Vendors responding to this RFQ agree by submission of such response to accept and comply with the City policies and procedures that apply to the selection process for this project.

B. All Vendors should be licensed in the State of Florida and professionally qualified.

C. Any concerns, or issues, relating to current policies and procedures may be addressed with City staff, but separate from this selection process.

1.23. Evaluation Committee Process

The City Manager will appoint a ranking committee who will review and evaluate the qualifications of all interested Vendors. This committee shall select at least three (3) Vendors that are licensed in the State of Florida and are otherwise professionally qualified.

The ranking committee will present their recommendations to the City Manager based on their review of the written responses. The City Manager will present the Committee’s recommendations to City Council for their consent for approval. A member from the ranking committee will be present to respond to any detailed questions the Council may have. City

Council will vote on the Committee’s recommendation.

1.24. Written Selection Process

Step 1. The City will review submittals for responsiveness and responsibility. Those found responsive and responsible based on an initial review shall proceed to Step 2.

Step 2. The City Evaluation Committee comprised of City management and staff will evaluate the responses using the criteria below. Responses will be evaluated and ranked or scored.

1.25. Oral Presentations

At the City's sole discretion, a formal oral presentation may be required by each Vendor that is short list selected during the initial review process. The City will provide a week's notice, if selected. If required, presentations should be in support of the Vendor's response or to exhibit or otherwise demonstrate the information contained herein. If the Committee wishes additional clarification of any information, Vendors maybe requested to submit that information in writing.

1.26. Formal Interview Evaluation Criteria

o Overall impression of key team members o Methodology presented to assure success o Ability of principals to promote confidence in the ability of the Vendor to complete the project(s) within the time and cost budgeted o Ability of team members to communicate during the interview process o Vendor's ability to effectively answer questions and problem solve in the meeting o Overall impression of the Vendor

1.27. Interview Format

The Vendors selected to make a presentation to the Evaluation Committee will be notified by the

City. Each Vendor selected for further consideration shall be notified in writing and informed of a place and time for the interview sessions. The time allotted to each Vendor for the presentation and interview shall not exceed forty five (45) minutes. (5 Minutes for setup, 20 minutes for presentation, 5 minutes for questions and 5 minutes for knock-down). All members of the

Evaluation Committee will be present during the formal interview.

1.28. Issues to Address at Interview

The intent of the formal interview process is to provide the evaluation committee with in-depth information from the Vendor in order to make a final selection of the best-suited Vendor for the contract. What makes you better suited for this solicitation than the other Vendors. Vendors should focus their presentations on the detailed plan for the tasks, evaluations, interviews, schedule and quality of the services to be provided and any unique characteristics or services the

Vendor offers.

Vendors are discouraged from reviewing company history and past experience evaluated during the written submittals unless this information is relevant to the discussion.

1.29. Award Criteria

The evaluation committee recommendation will be made from their in depth review of the written responses and the evaluation of the interview responses based on various criteria including but not limited to:

• Approach to the implementation, performance and satisfaction of City requirements

• Demonstrated professional skills and credentials.

• Demonstrated understanding and success of similar projects

• Demonstrated ability to communicate well.

• Ability to perform the work within the stated timeframe.

1.30. Hourly Rate/Fees

Hourly Rate/Fees will be solicited from the short-listed candidates invited to interview by email to be delivered by the designated date on the Timetable. Hourly Rates/Fees may be negotiated further with the number one selected Vendor.

If there is no date listed or should the interviews be waived then the fees will be expected the

Tuesday after the Council meeting.

All Hourly Rate/Fees shall be sent to the Purchasing Agent, at emarkewich@ci.zephyrhills.fl.us.

Mark your emails “FEE RATES-2025-011-Company Name” in the subject line.

1.31. Final Evaluation

Upon completion of the evaluation process by the Evaluation Committee, the Vendors will be ranked in descending order of recommendation. The Evaluation Committee shall present their final ranking to the City Manager for presentation to the City Council for approval of the committee’s recommendation. The City will begin negotiations with the number one ranked

Vendor. Should the City be unable to negotiate a satisfactory contract with the top-ranked

Vendor at a price determined to be fair and reasonable, negotiations shall be terminated with that

Vendor and the City shall initiate negotiations with the second ranked Vendor to arrive at an acceptable contract, and so on.

The final negotiated contract is presented to City Council for approval and authorization by the

City Manager.

1.32. Exception to the RFQ

Vendors may take exceptions to any of the terms of this RFQ unless the RFQ specially states where exceptions may not be taken. Should a Vendor take exception where none is permitted, the response will be rejected as nonresponsive. All exceptions taken must be specific, and the

Vendor must indicate clearly what alternative is being offered to allow the City a meaningful opportunity to evaluate and rank responses.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions and the responses will be evaluated based on the responses as submitted. The City, after completing evaluations, may accept or reject the exceptions. Where exceptions are rejected, the City may request that the Vendor furnish the services or goods described herein, or negotiate an acceptable alternative.

1.33. Openness of Procurement Process

Written competitive responses, other submissions, correspondence, and all records made thereof, as well as negotiations conducted pursuant to this RFQ, shall be handled in compliance with

Chapters 119 and 286 Florida Statutes. The City gives no assurance as to the confidentiality of any response once submitted.

1.34. Cooperative Purchases

This is a cooperative purchase contract. State law allows any government agency and any accredited school in the state to buy off this contract without going to bid, as long as it does not conflict with any of their local regulations.

1.35. Negotiations

The City may award a contract on the basis of initial offers received, without further negotiations, or may negotiate a final contract. Therefore, each initial offer should contain the

Vendor’s best terms from a cost or price and technical standpoint.

The City reserves the right to enter into contract negotiations with the selected Vendor. If the

City and the selected Vendor cannot negotiate a successful contract, the City may terminate said negotiations and begin negotiations with the next selected Vendor. This process will continue until a contract has been executed or all Vendors have been rejected. No Vendor shall have any rights against the City arising from such negotiations.

1.36. Right to Protest

Any actual or prospective Vendor who is aggrieved in connection with the solicitation or award of a contract may seek resolution of its complaints by contacting the City Manager. All Protests must be presented one (1) week after the solicitation deadline or one (1) week after Council approval of ranking.

1.37. Public Records

In accordance with 119.0701 F.S. Vendor shall:

IF A VENDOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONSULTANT’S DUTY TO PROVIDE PUBLIC

RECORDS RELATING TO THIS AGREEMENT OR CONTRACT, THEY SHALL

CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT:

RICARDO QUINONES, CITY CLERK

CITY OF ZEPHYRHILLS

5335 8TH STREETH

ZEPHYRHILLS, FLORIDA 33542

RQUINONES@CI.ZEPHYRHILLS.FL.US

813-780-0000

1.38. ACH-EFT Payments

The City will make payments for services provided under this contract by means of an ACH-

EFT process. This method is quicker and eliminates fraud activity. This will need to be setup before any payment processing. The City reserves the right to revise this program as necessary.

2. SCOPE OF WORK

2.1. Introduction

The intent of this Request for Qualifications is to select a qualified firm to provide Construction

Management at Risk (CMAR) services.

CMAR services listed in this solicitation will be for the rehabilitation and improvement of

Zephyr Park. The CMAR Contractor will work with our design team at Kimley-Horn to construct an approximately 50-acre park known as Zephyr Park. The redesign of Zephyr Park includes:

• Restrooms.

• Splash pad.

• Multiple playground areas.

• Nature trail system.

• Stage.

• Pavilions.

• Landscape.

• Hardscape.

• Public art, and

• Additional recreational opportunities, as designed.

mailto:LHILLMAN@CI.ZEPHYRHILLS.FL.US

In addition, this project will include electrical, mechanical, plumbing, irrigation, sewer, storm water, and may include additional utilities as designed.

During the development of the design documents by Kimley-Horn & Associates (KHA), the selected construction management firm will work with KHA and City staff to provide value engineering and constructability recommendations. The selected firm will provide input to the design team regarding potential cost-saving measures that could be implemented prior to the development of 100% design/construction plans. The selected firm shall ensure the City receives a buildable design that provides the highest-quality park for the citizens of Zephyrhills. The project may include a direct-purchase of materials by the City.

2.2. Project Scope

General

Scope of services required includes, but is not limited to:

• The Construction Management (CM) firm is to work with our Architectural/Engineering

(A/E) firm that is designing the project.

• Firms must be licensed in the State of Florida.

• Provide technical review, cost evaluation, and schedule evaluation assistance to the

Architectural/Engineering team during the design phase.

• CM/GC will assume responsibility for project construction cost by issuing a Guaranteed

Maximum Price (GMP) no later than 90% through the design phase of the project.

• GMP will be a contractual obligation.

• CM/GC will be responsible for methods of construction, safety programs, general conditions, prequalification of potential subcontractors, bidding of all work, certification of work in place and monthly payment requests, coordination and scheduling of all construction contracts and miscellaneous contracts required for the completion of the project within the predetermined budget and schedule.

• The CM/GC shall assist the Owner and A/E team in the management and administration of the project, except the Owner shall at all times retain complete contractual control of all prime CM/GC, Owner Representative, and A/E contracts, project funds, and disbursements. The A/E shall retain all normal architectural responsibilities for professional design, cost control, schedule, and quality assurance, including normal construction administration responsibilities.

• The CM/GC will be expected to work closely with the A/E firm selected for the project and the Owner's Representative to successfully complete all phases of the project.

Project Objectives

• CM/GC will function as a CMAR.

• During the pre-construction phase, the CM/GC will be responsible for pricing, cost evaluation, cost estimates, design analysis, value engineering, maintainability, and constructability issues. Assist in developing the strategy for the best approach for the successful completion of the project.

• Services of the CM/GC will include a preconstruction design phase and a construction phase.

• Provide constructability reviews and technical input on methods of construction materials, details, bidding formats, and types of separate bidding packages.

• When the design documents are 90% complete, the CM/GC, with the support and assistance of the Architect and Owner's Representative, will commit to a GMP for all construction and site development.

• At the 90% complete design document stage, the CM/GC will provide a surety bond.

• The City reserves the right to request an alternative additive item for Furniture, Fixtures, and Equipment (FF&E), which the City may ask to be included in the GMP. The City will accept or reject this item prior to finalizing the GMP.

• CM/GC shall competitively select all construction subcontracts and other work appropriate for competitive selection using cost and other factors.

• CM/GC will develop and maintain a master project schedule.

Optional Community Building

The City may request the construction of a maximum 6,000 square foot community building within Zephyr Park as an optional project component. This building will be considered outside the evaluation and scoring of CMAR qualifications. The inclusion of this option in the RFQ is intended solely to obtain pricing and construction planning information, should the City choose to proceed with its construction. Final design and inclusion of this component will be at the sole discretion of the City.

Selection Emphasis

• Experience of the firm and its assigned personnel in providing services on projects of similar magnitude and complexity, especially multi-use buildings and other municipal buildings.

• Be oriented to the construction field, having depth, knowledge, and resources in principles of general contracting, scheduling, contract coordination and compliance, budget control, and familiarity with State, County, and City laws, ordinances, and codes.

CM/GC Main Responsibilities

Design and Pre-Construction Phase:

• Develop a provisional construction CPM schedule indicating methods and sequencing of construction.

• Develop requirements for safety, quality assurance, and schedule adherence.

• Perform a constructability review of the construction documents.

• Perform a maintainability review of the construction documents.

• Provide detailed construction cost estimates to achieve the Owner’s budget.

• Provide analysis of different construction methods in each major trade group for potential quality, cost, and schedule enhancements.

• Develop and maintain a construction budget throughout construction.

• Develop value-engineering options.

Construction Phase:

• Maintain on-site staff for CM.

• Establish and maintain coordinating procedures in conjunction with the Architect and

Owner’s Representative.

• Develop and maintain a detailed schedule (CPM) including delivery, approvals, inspection, testing, construction, and occupancy.

• Conduct and record job meetings.

• Prepare and submit change order documentation for approval by the Architect and the

Owner.

• Maintain a system for review and approval of shop drawings.

• Maintain records and submit daily and weekly reports, as well as formal monthly reports, to the Owner.

• Maintain quality control and ensure conformity to plans.

• Provide cost control through progress payment review and verifications according to the approved schedule and contract amounts.

• Develop construction specifications and as-built drawings.

• Coordinate post-completion activities, including the assembly of guarantees, manuals, closeout documents, training, and final acceptance.

Warranty Phase:

• Coordinate, document, and monitor the resolution of remaining “punch-list” items.

• Coordinate, monitor, and resolve all warranty complaints to the satisfaction of the Owner during the one-year general warranty period.

2.3. Additional Requirements

• Deliverables: 100% Construction Documents, estimated probable cost, civil design to include permitting.

• The Vendor is required, before submitting a response, to visit the site of the proposed work and to become familiar with the nature and extent of the site. Site visits must be scheduled through the Purchasing Agent, emarkewich@ci.zephyrhills.fl.us, to minimize disruption to work and staff, and to ensure awareness of who is onsite.

• All such contract activities would be the subject of a signed Contract Task Order with a negotiated fee and format supplemental to a primary contract agreement. No travel time or travel expenses will be considered billable without special prior arrangements. Normal administrative and/or accounting overhead will be considered as covered by the agreed-upon hourly rates for direct professional personnel and will not be considered separately billable.

• The City shall not be held liable for any expenses incurred in connection with the preparation of a response to this RFQ or any costs associated with any activities involved in presentations and discussions or in preparations and execution of a contract resulting from this solicitation.

• The City places significant value on high-quality work and performance, timely access and response, scheduling and cost concerns, risk management/loss prevention, early issue identification, flow of information and communications, congenial working relations, adherence to ethical standards, proactive stand-up accountability, and the demonstration of the same.

• The purpose and intent of this solicitation is to establish contract arrangements in accordance with the State of Florida CCNA requirements. Any such contract(s) resulting from this solicitation process are intended to cover projects and work currently contemplated, but there is no guarantee on the part of the City that such project work will go forward.

2.4. Acceptance of Applicable Policies and Procedures

Vendors responding to this RFQ agree, by submission of such response, to accept and comply with the City's policies and procedures that apply to the selection process for this project.

Any concerns or issues relating to current policies and procedures may be addressed with City staff, but separate from this selection process.

2.5. Location

Project Site Location: Zephyr Park Rehabilitation, 5th Avenue, Zephyrhills, Florida.

3. TECHNICAL RESPONSE PACKAGE

3.1. Technical Proposal: General

Technical proposals must contain the following information, in the order shown below. All sections will be clearly labeled and presented in a professional format.

• Table of Contents

• Letter of Transmittal

• Executive Summary

• Project Understanding

• Preliminary Schedule & Milestones

• Approach to Projects and Ability to Furnish Required Services

• Services – Pre-Construction Phase

• Management Plan – Construction Phase

• Safety

• Qualifications and Experience of Proposed Project Team

• Successful Experience with Similar Projects

• References

• Capability Statement

• Effect of Project Team on Project Responses

3.2. Table of Contents

Provide a complete table of contents for your proposal:

• List each section of the proposal in order.

• Include corresponding page numbers for each section.

3.3. Letter of Transmittal

Submit a one-page letter on company letterhead:

• Identify the primary contact person for the proposal, including full contact information.

• Have the letter signed by an authorized representative of the firm.

3.4. Executive Summary

Provide a concise summary of your proposal:

• Summarize your firm’s understanding of the project, overall approach, and key differentiators.

• Highlight unique qualifications and capabilities without duplicating detailed content from later sections.

3.5. Project Understanding

Demonstrate your understanding of the project:

• Provide a narrative describing the project’s goals, objectives, constraints, and success factors.

• Identify any unique challenges and explain your strategies for addressing them.

• Acknowledge the Optional Community Building and confirm your ability to provide pricing and construction planning for this component, if directed by the City.

3.6. Preliminary Schedule and Milestones

Outline your proposed high-level project schedule:

• Identify key project milestones such as design reviews, GMP submission, construction start, substantial completion, and final completion.

• Indicate anticipated durations and critical dependencies.

3.7. Approach to Projects and Ability to Furnish Required Services

Describe your approach and capabilities:

• Indicate if services listed in the Scope of Work will be provided by your firm or by a subconsultant/contractor. If by a subconsultant/contractor, provide the firm’s name and specify the services to be provided.

• Describe your firm’s specific abilities relative to the Scope of Services, including relevant project experience for building types and delivery methods such as City Hall, municipal, or similar public building construction, utilizing CM/GC or general contracting for similar projects.

• Present any innovative approaches to providing the services or implementing the project.

• Briefly describe your Quality Assurance/Quality Control (QA/QC) Program.

3.8. Services – Pre-Construction Phase

Describe the pre-construction services your firm will provide:

• List the services your firm normally provides for construction management or general contractor services.

• Define “value engineering” and provide two examples where it was successfully applied on previous projects.

• Describe the process your firm will use to obtain a Guaranteed Maximum Price (GMP) and provide bonding for this project.

3.9. Management Plan – Construction Phase

Explain how you will manage the construction phase:

• Present your cost management plan for controlling costs within established limitations during design and construction.

• Present your change order management plan for controlling cost and schedule impacts.

• Describe your procurement plan.

• Describe your subcontractor management plan, including contract document compliance procedures, project accounting procedures, and issue resolution processes.

• Present your closeout management plan for this project.

• Describe your quality assurance plan.

• Describe your mold prevention plan.

3.10. Safety

Describe your safety program:

• Provide your site logistics and safety plan for this project.

3.11. Qualifications and Experience of Proposed Project Team

Provide details on your proposed team:

• Describe your firm’s proposed organization for the construction management team, including the Superintendent, Project Manager, Project Director, Cost Estimator, Project

Executive, and other key personnel who will manage the project. Identify the specific individuals for each role.

• Provide a résumé for each of the above personnel, indicating the percentage of time they will be committed to this project. (No more than two pages per person.)

• Identify the individual who will lead your construction team from start to finish and act as the primary point of contact between your firm, the Owner, the Architect, and other consultants.

• Provide an organizational chart showing the lines of responsibility and accountability.

3.12. Successful Experience with Similar Projects

Provide examples of relevant past projects:

• List up to 10 recent projects completed within the past five years that demonstrate your firm’s proficiency with similar work.

• Include projects with a contract dollar amount of $10,000,000 or more, similar construction type, and similar scope.

• Ensure the list reflects both the firm’s experience and the proposed project team’s experience.

• For each project, include: project title, location, description, start date, completion date, owner’s name and address, contact person, phone number, and email address.

• Indicate whether the project was completed within budget and on time; if not, explain.

3.13. References

Provide professional references:

• Include at least three references for projects of similar size and scope.

• Provide the client name, contact person, title, phone number, and email address for each reference.

• Ensure all references are current and authorized to discuss your firm’s performance.

3.14. Capability Statement

Describe your firm’s current capacity:

• Provide a brief statement of your current workload and available resources.

• Demonstrate your ability to meet the project schedule and staffing requirements.

3.15. Effect of Project Team on Project Responses

Explain how your team will be organized for this project:

• Identify the location (city/state) where each element of work will be performed, whether by the prime firm or a subconsultant/contractor, and who in your organizational chart will oversee that work.

• Identify the members of the project team and their locations. If key personnel are not stationed locally, describe how they will be successfully integrated into the project team for timely coordination.

• Confirm that the project team location will be within the greater Tampa Bay region, within an 80 mile radius of Zephyrhills.

4. EVALUATION CRITERIA & RANKING PROCESS

A. General Ranking. The evaluation and ranking of all Competitive responses received shall be accomplished utilizing the criteria described in this Section.

B. Selection Criteria. All responses shall be equally evaluated with respect to the completeness of the data provided, support for all claims made, and the overall approach taken. The following criteria shall be utilized in the evaluation of the response.

4.1. Written Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Depth Points Based 35 (35% of Total)

2. Experience and Qualifications of Consultant

Firm Points Based 20

(20% of Total)

3. Experience and Qualifications of Key

Project Team Points Based 15

(15% of Total)

4. Similar Successful Projects Points Based 15 (15% of Total)

5. References

References may be called regarding the level of satisfaction with services rendered by the by the proposing firm, its technical ability, cost, education of and presentation to Governing bodies.

Points Based 10 (10% of Total)

6. Project Team Location Points Based 5 (5% of Total)

4.2. Interview Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Overall Impression of Key Team Members Points Based 25 (25% of Total)

2. Methodology Presented to Assure Success Points Based 20 (20% of Total)

3. Ability to Ensure Success within Time and

Budget Points Based 20

(20% of Total)

4. Communications Points Based 15 (15% of Total)

5. Responses to Questions and Problem Solving Points Based 20 (20% of Total)

5. EVALUATION DOCUMENTS

The services being sought under this RFQ are considered to be professional in nature.

Consequently, the evaluation of the responses will be based upon consideration of the demonstrated qualifications and capabilities of the Contractor that will result in a short list of three firms to be invited for interviews and presentations to the Evaluation Committee. Factors to be considered in the evaluation shall include, but are not limited to the following:

5.1. Qualifications and experience of the proposed project team.

A. Experience of the project manager and superintendent working together on past projects

B. Quality of references of the proposed project executive's commitment and project leadership

C. Quality of references for the remainder of the proposed team.

D. Assigned team's experience with projects of similar size and scope of work.

E. Assigned team's experience with effective budget control.

F. Assigned team's experience with effective schedule control.

5.2. Management Plan

A. Demonstrated ability to solve complex project issues

B. Firm's cost management plan during design and construction

C. Firm's approach for managing changes within the stated cost and schedule limitations.

D. Firm's approach for competitively administering and evaluating bid packages.

E. Firm's schedule management plan

F. Firm's quality assurance program and plan

G. Firm's close-out plan

5.3. General Ranking

The evaluation and ranking of all Competitive responses received shall be accomplished utilizing the criteria describe in this Section.

6. ADDITIONAL CONDITIONS

The Owner reserves the right to reject any or all Responses received. The Owner is not obligated to request clarifications or additional information but may do so at its discretion. The Owner reserves the right to extend the deadline for submittals.

6.1. Confidentiality of Documents

Upon receipt of a response to the Owner, the response shall become the property of the Owner without compensation to the proponent, for disposition or usage by the Owner at its discretion.

6.2. Event of Tie

In the event of a tie, if one of the businesses involved in the tie is a minority or female owned, they shall be ranked above the other firm or firms involved in the tie.

6.3. Joint Venture

The Owner does not desire to enter into "joint-venture" agreements with multiple Construction

Management Firms.

6.4. Evaluation Committee

The Evaluation Committee desires to review information on the firm's major consultants/contractors. The firm is requested to name principal consultants/contractors and submit qualifications, including therein all of the information requested of the firm.

7. VENDOR REQUIREMENTS AND ACKNOWLEDGEMENTS

7.1. FEIN Number*

Enter FEIN Number

*Response required

7.2. LICENSES*

Please upload your State of Florida licenses

*Response required

7.3. Are you a Parent Company?*

Please verify whether you are a Parent Company

☐ Yes

☐ No

*Response required

When equals "Yes"

7.3.1. Parent Company Name*

Enter Parent Company Name

*Response required

When equals "Yes"

7.3.2. Former Parent Company Information, if any*

Enter Former Parent Company/Companies Names

*Response required

7.4. Firm Principal Information*

Enter Name/Title/Phone Number of two Principals in the firm.

*Response required

7.5. Present Office Locations and Number of Personnel*

Enter Present Office locations, City/State/Number of personnel for each

*Response required

7.6. Request for Qualifications Confirmation*

PROJECT IDENTIFICATION NUMBER: 2025-011

PROJECT NAME: Construction Management Services - Zephyr Park Rehabilitation

RFQ DEADLINE: Friday, September 19, 2025, 10:00 am

The undersigned, hereby declares that no person or other persons other than the undersigned are interested in this RFQ, as Principal, and this response to request for qualifications is made without collusion with others; and that we have carefully read and examined the specifications, and with full knowledge of all conditions under which the services herein is contemplated must be furnished, hereby proposed and agree to furnish this service according to the requirements set out in the specifications for said purchase and service.

☐ Please confirm

*Response required

7.7. Will you be using subcontractors/consultants?*

☐ Yes

☐ No

*Response required

When equals "Yes"

7.7.1. Subcontractors or Subconsultants for this project.*

Please download the below documents, complete, and upload.

• FIRM_DATA_SHEET_-_SUB-CONSU...

*Response required

7.8. Drug Free Workplace*

The undersigned vendor, in accordance with Florida Statute 287.087, hereby certifies that the

Firm does:

A. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

https://government-project.s3.us-west-2.amazonaws.com/70346/d9edd164-76cd-4101-baee-4cab859b1c0b_FIRM_DATA_SHEET_-_SUB-CONSULTANT_%281%29.docx?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4MVX52DHF%2F20250822%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250822T070000Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjELf%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQCk3WvZHt%2FIvxkomq%2B85MVooEbjwRWbl2nvZF7A8ajPiwIhAP4nIYH3whQ2cq4milNmPNDoYVdwmoO5fEb966UxzL1TKooFCBAQAhoMODkyMzY0Njg3NjcyIgyjvzHm8yKUdgnsCVUq5wSBZtKq%2BwfNvBLxau72Uz70eeGd5%2BVKEZ5gGmptFZ5C%2B1EbYs8rAa0vFV8w7HwUlWW0mxfUzJ9PnZhfM0GoR17fwKwoUsDXQ2foWvpyZW3UgZOmH8VTiQKRHOrpl0o6BkDpTzSlc%2FiPAp4CN2sIfAkGK4TqNnLKTjDylXxyXgkddL1mvQQObnxfhuKWhPJ3NrxuafhP8zps5RcemExGdSRqqRKkvzQE88fLHc07%2FS6C%2BRRckD3ReB4xN5atkXh3zaTHUKzB6PZj7TCuaHNmGYKrYUDGBPTF6Ya%2F8IxFe130x7r2c1Om5EZx7OBsOXWs4giQvwLkkA%2F5QTH6x%2Bj4RCkz4NQYA8v7%2BzpGLzuO2y5moX147twmHskdOM6qY6yetIwsEKSbdp5BcKtiL1zpQwQUhF%2B%2BC2wEvFm5lJitIpmZXcHhF6qmsb1oE7BXP8Dr4rH4iWvxAg2aH1XX585WSRmwAKmDII4IXI0EU%2B9JDVH7i1JUf3cDl%2FLczeNIvyNMi0hqiE82O15jtBVSuM1H%2B3B6RDJ%2BnKwn7oCXedM9cQ69NWTCsB%2BDjZw73Nc8m0hQ7fq4xfJ7%2Fj3zczZG7bf6U8Av7IQK%2FUqvkw8Hz8hOU11kLXbRJMgamBzs5yhlLXlNVJs1FYN1PQW6mOKlHSrNPEqU5RgVabKORC9vI1RXa8Lo43nprJo8FV9xUqP5m%2BixUZD2%2BwJ4AQP7Xb5qP…