Cooper_City_Stormwater_Master_Plan_(H1470_|_4673-305-P14).pdf

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

CITY OF COOPER CITY

REQUEST FOR PROPOSAL

COOPER CITY STORMWATER MASTER PLAN (H1470

| 4673-305-P14)

RFQ2026-2

For information, contact the Purchasing Division:

The Purchasing Division

954-434-4300 Ext. # 268

Purchasing@CooperCity.gov

RELEASE DATE: October 26, 2026

RESPONSE DEADLINE: November 30, 2026, 9:00 am

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

mailto:Purchasing@CooperCity.gov

Request For Proposal #RFQ2026-2 Title: Cooper City Stormwater Master Plan (H1470 | 4673-305-P14)

Table Of Contents

1. INTRODUCTION AND INFORMATION

1.1. INTRODUCTION

1.2. DEFINITIONS

1.3. SOLICITATION SCHEDULE

1.4. DUE DATE & SUBMITTALS

1.5. NOTICE OF ELECTRONIC PROCUREMENT

1.6. GENERAL PROPOSAL INFORMATION

1.7. CONE OF SILENCE

1.8. COMMUNICATION WITH EVALUATION COMMITTEE MEMBERS

1.9. PRE-PROPOSAL MEETING

1.10. ELIGIBILITY AND COMPETENCY OF PROPOSERS

1.11. CONTRACT TERM

1.12. PROHIBITION AGAINST LOBBYING

1.13. COLLUSION

1.14. PROPOSER DUE DILIGENCE AND PROFESSIONAL ADVICE

1.15. QUESTIONS AND/OR CLARIFICATION/INFORMATION

1.16. ADDENDUM(S) AND/OR MODIFICATIONS TO THE SOLICITATION

1.17. WRITTEN CONTRACT

1.18. LISTING OF SUBCONSULTANTS/SUBCONTRACTORS

1.19. ACCESS STATEMENT FOR NOTICES OF PUBLIC MEETINGS AND DEPARTMENTAL

PUBLICATIONS

1.20. NO PROPOSAL

1.21. ACCEPTANCE/REJECTION/MODIFICATION TO PROPOSALS

1.22. LIQUIDATED DAMAGES

1.23. PROHIBITION AGAINST CONTINGENT FEES

1.24. TEAM COMPOSITION

1.25. TEAMING RESTRICTIONS

1.26. PERMITS, FEES, AND NOTICES

1.27. SOLICITATION ACKNOWLEDGMENT

2. SCOPE OF SERVICES

2.1. GENERAL INFORMATION

2.2. BACKGROUND

2.3. SCOPE OF SERVICES

2.4. GRANT COMPLIANCE, AGENCY COORDINATION, AND PROJECT CLOSEOUT

2.5. TIME OF COMPLETION

2.6. MINIMUM REQUIREMENTS (DEMONSTRATION OF COMPETENCY)

3. RESPONSE REQUIREMENTS

3.1. SUBMITTAL REQUIREMENTS

3.2. COMMUNICATIONS AND SUBMITTAL OF ADDITIONAL INFORMATION

3.3. SUBMITTAL REQUIREMENTS FOR INITIAL SUBMISSION AND SECOND TIER ADDITIONAL

INFORMATION, WHEN APPLICABLE

3.4. POSTPONEMENT/CANCELLATION/IRREGULARITIES

3.5. COSTS INCURRED BY PROPOSERS

4. EVALUATION PROCESS

4.1. REVIEW OF PROPOSALS

4.2. EVALUATION COMMITTEE

4.3. EVALUATION/SELECTION PROCESS

4.4. EVALUATION CRITERIA

4.5. ORAL PRESENTATIONS

4.6. NEGOTIATIONS

4.7. CONTRACT AWARD

4.8. PROTEST

5. GENERAL CONDITIONS

5.1. BID/PROPOSAL TABULATIONS

5.2. TAXES

5.3. MISTAKES

5.4. ESTIMATED QUANTITIES

5.5. PROTESTS, APPEALS AND DISPUTES

5.6. INVOICES/PAYMENT

5.7. NON-CONFORMANCE TO CONTRACT CONDITIONS

5.8. DISPUTES

5.9. LEGAL REQUIREMENTS

5.10. PATENTS AND ROYALTIES

5.11. OCCUPATIONAL SAFETY AND HEALTH ACT (OSHA)

5.12. ANTI-DISCRIMINATION

5.13. DEFAULT

5.14. ORGANIZATIONAL CONFLICT OF INTEREST

5.15. DISCLAIMER

5.16. EVIDENCE

5.17. ASSIGNMENT

5.18. INDEMNIFICATION

5.19. NON-EXCLUSIVE

5.20. FORCE MAJEURE (UNCONTROLLABLE CIRCUMSTANCES)

5.21. EQUITABLE ADJUSTMENT

5.22. CANADIAN COMPANIES

5.23. ELIGIBILITY

5.24. PROPERTY

5.25. TERMINATION

5.26. EVENT OF DEFAULT

5.27. NOTICE TO CURE/DEFAULT

5.28. CONFIDENTIAL INFORMATION/CONFIDENTIALITY

5.29. GOVERNING LAW AND VENUE

5.30. NO PARTNERSHIP OR JOINT VENTURE

5.31. AUDITS

5.32. PUBLIC RECORDS

5.33. E-VERIFY

5.34. PUBLIC ENTITY CRIMES

5.35. SCRUTINIZED COMPANIES

5.36. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS

5.37. INSURANCE

5.38. VARIANCES

5.39. INDEPENDENT CONSULTANT

5.40. SELLING, TRANSFERRING OR ASSIGNING CONTRACT

5.41. DAMAGE TO PUBLIC OR PRIVATE PROPERTY

5.42. CONTRACTOR'S COSTS

5.43. MODIFICATION OF SERVICES

5.44. BID/PROPOSAL ACKNOWLEDGEMENT

5.45. REQUESTS FOR ADDITIONAL INFORMATION BY CITY

5.46. PROPRIETARY INFORMATION

5.47. RECORDS RETENTION

5.48. SUBSTITUTION OF PERSONNEL

5.49. INSPECTOR GENERAL REVIEWS

5.50. VENDOR REGISTRATION

5.51. CONTRACT DOCUMENT

6. SPECIAL CONDITIONS

6.1. FEDERAL REQUIREMENTS

7. ATTACHMENTS & EXHIBITS

7.1. EXHIBITS AND ATTACHMENTS

8. PROPOSER INFORMATION

8.1. VENDOR QUESTIONNAIRE

Attachments:

A - RFQ2026- Draft Professional Services Agreement

B - Standard Form 330-21b - Architect-Engineering Qualifications

C - AE - Required Forms and Affidavits (Federal)

D - Budget and Scope - Attachment A of Grant Agreement H1470

E - Maps from FEMA Application

1. INTRODUCTION AND INFORMATION

1.1. INTRODUCTION

NOTICE IS HEREBY GIVEN that the City of Cooper City, Florida, hereinafter referred to as the City, will be accepting sealed proposals until 9:00 am (EST) on Monday, November 30, 2026, from qualified firms capable of providing Cooper City Stormwater Master Plan

(H1470 | 4673-305-P14). Proposers shall comply with all rules and regulations for these services and follow the terms, conditions, and specifications contained in this solicitation. The Awarded Proposer shall provide all labor, materials, insurance, and incidentals for the solution to the City of Cooper City.

Cooper City Stormwater Master Plan (H1470 | 4673-305-P14) RFP RFQ2026-2

The detailed solicitation shall be obtained online at https://procurement.opengov.com/portal/coopercity.

All questions must be submitted in writing via the OpenGov Procurement Portal by Wednesday, November 11, 2026at12:00 pm.

Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City's eProcurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. Proposers are responsible for checking the website for answers to inquiries. Changes to the solicitation, if any, will only be transmitted by written addendum. Proposals cannot be submitted via fax or e-mail.

Proposals must be submitted via the OpenGov Procurement Portal no later than 9:00 am (EST), Monday, November 30, 2026.

The City Commission of the City of Cooper City reserves the right, for any reason, to reject any and all proposals/proposals and to make awards in the best interest of the City.

Request for Proposal Advertisement Date: October 26, 2026 https://procurement.opengov.com/portal/coopercity/projects/318541

Pre-Proposal Meeting (Non-Mandatory): November 4, 2026, 9:00am https://coopercityfl-org.zoom.us/j/83126817380

Webinar ID: 831 2681 7380

Phone one-tap:

+13052241968,,83126817380# US

+13017158592,,83126817380# US (Washington DC)

Join via audio:

+1 305 224 1968 US

+1 301 715 8592 US (Washington DC)

+1 309 205 3325 US

+1 312 626 6799 US (Chicago)

+1 646 931 3860 US

+1 929 205 6099 US (New York)

+1 689 278 1000 US

+1 719 359 4580 US

+1 253 205 0468 US

+1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston)

+1 360 209 5623 US

+1 386 347 5053 US

+1 507 473 4847 US

+1 564 217 2000 US

+1 669 444 9171 US

+1 669 900 6833 US (San Jose)

International numbers available: https://coopercityfl-org.zoom.us/u/kcgGbKWulb

Questions & Answer Deadline: November 11, 2026, 12:00pm

Proposal Due Date: November 30, 2026, 9:00am

Review of Proposals & Selection of Candidates for

Presentations:

December 4, 2026, 12:00pm

Presentations & Final Ranking: December 8, 2026, 12:00pm

Recommendation of Award/Agenda Item Request: December 9, 2026, 12:00pm

Anticipated Award of Contract by City Commission: December 15, 2026, 12:00pm https://coopercityfl-org.zoom.us/u/kcgGbKWulb

The Cone of Silence is hereby imposed, prohibiting communication regarding this Request for Proposal between a potential vendor, service provider, proposer, lobbyist, or; consultant and the City Commissioners, City’s professional staff including, but not limited to, the

City Manager, Staff, and any member of the City’s selection or evaluation committee. See Sec 2-269.5 of Cooper City Procurement

Code for further information about the Cone of Silence.

Pursuant to Florida Statutes Section 287.05701, Proposers are hereby notified that the City will not request documentation of, or consider, the social, ideological or political interests of a Proposer when determining if a Proposer is a responsible vendor, nor will the

City give preference to a Proposer based on the Proposer’s social, ideological or political interests. Therefore, nothing in this Solicitation shall in any way be utilized to request documentation relating to or authorizing consideration of a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible vendor or to give a preference to a Proposer based on the Proposer's social, political, or ideological interests.

1.2. DEFINITIONS

The following words and expressions used in this Solicitation shall be construed as follows, except when it is clear from the context that another meaning is intended:

1. A/E: architectural and engineering.

2. Addendum/addenda: shall refer to a formal written notification to prospective bidders or proponents which provides clarification of the requirements for a solicitation.

3. Advertisement: shall refer to the formal announcement of an invitation for a solicitation; usually placed in a newspaper of general circulation or on an Internet web-site.

4. Best and Final Offer (BAFO): shall refer to a competitive negotiation, the final proposal submitted after negotiations are completed that contains the proposer's most favorable terms for price, services and products to be delivered. Sometimes referred to as BAFO and utilized during the request for proposal method of procurement.

5. Best Value: shall refer to the highest overall value to the City based on relevant factors that may include, but are not limited to, price, quality, design and workmanship.

6. Bid Bond: shall refer to a bid security in the form of a bid surety, certified check, cashier's check, or cash that ensures that the bidder will be capable of entering into a contract and subsequently provide the required performance and payment bonds within a specified period of time.

7. Business Day: shall refer to a day, Monday through Friday, excluding any day that is a City observed holiday.

8. Calendar Day: shall refer to a consecutive 24-hour period running from 12:01 a.m. to midnight.

9. Change Order: shall refer to any written alteration or modification to a contract executed by the City in accordance with the terms of the contract, directing the contractor to make changes due to unanticipated conditions or developments, which do not substantially alter the character of the work contracted for, and which do not vary so substantially from the original specifications as to constitute a new undertaking.

10. City: shall refer to the City of Cooper City, Florida.

11. City Clerk: City of Cooper City Clerk’s Office.

12. City Commission: City of Cooper City Commission

13. Consultant: Respondent that receives an award of a contract, from the County, as a result of this solicitation. Consultant is also synonymous with the term “prime consultant”.

14. Consultant’s Competitive Negotiations Act (CCNA): shall refer to F.S. § 287.055, as amended, governing the procurement of architectural, engineering, land surveyor and mapping or landscape architect services.

15. Continuing Services Agreement/Contract: shall refer to a contract for professional services entered into in accordance with F.S. § 287.055, as amended, whereby a firm provides professional services for projects in which construction costs, and costs for a study activity do not exceed the ten current thresholds outlined in F.S. § 287.055, or for work of a specified nature as outlined in the contract required by the City, with no time limitation except the contract must provide for a termination clause.

16. Contract: Synonymous with the term “agreement.” An agreement refers to the Professional Services Agreement (PSA).

17. Contract Modification: shall refer to a written alteration in specifications, delivery point, rate of delivery, period of performance, price, quantity, or other provisions of any contract accomplished by mutual action of the parties to the contract.

18. Debarment: shall refer to the disqualification of a person to receive solicitations or the award of contracts by the City for a specified period of time commensurate with the gravity of the offense or the failure or inadequacy of performance.

19. Design Criteria Package: shall refer to concise, performance-oriented drawings or specifications of the public construction project.

20. Design Criteria Professional: shall refer to a firm that is qualified under chapter 481 to practice architecture or landscape architecture or a firm who holds a current certificate as a registered engineer under chapter 471 to practice engineering and who is employed by or under contract to the agency for the providing of professional architect services, landscape architect services, or engineering services in connection with the preparation of the design criteria package.

21. Evaluation Committee (EC): shall refer to the committee appointed by the City Manager or City Manager’s designee to evaluate and make a recommendation based on the criteria set forth in the solicitation.

22. Experience and Qualifications: shall refer to an aptitude and knowledge/familiarity factor which shall be considered by the appointed EC during the evaluation process.

23. Firm: shall refer to any individual, firm, partnership, corporation, association, or other legal entity permitted by law to practice architecture, engineering, or surveying and mapping in the state.

24. OpenGov: the City’s cloud-based eProcurement and contract management software.

25. LOQ: Letter of Qualifications. A two-page document identified in this NTPC, which will be utilized by the City to obtain information from A/E firms about their qualifications. Subject LOQ is required to be submitted on or before the deadline for receipt of proposals.

26. Non-Responsive: Term utilized to identify a proposer, who in the City’s sole discretion, has not complied with all the material requirements outlined in the solicitation, as applicable. Those proposers who are found non-responsive may not be considered for contract award.

27. NTPC: Notice to Professional Consultants. A document soliciting professional A/E services. Subject document contains scope description, technical certification requirements, applicable contract measures, data sheets (forms to be completed and submitted as part of the proposal), and submission dates.

28. Performance Bond: shall refer to contract of guarantee, executed subsequent to award by a successful bidder, to protect the City from loss due to the bidder's inability to complete the contract as agreed.

29. Preference: Term utilized to identify positive evaluation consideration granted, by the appointed CSC, to consultants demonstrating favored experience, as denoted in Section 2.0, Scope of Services, if applicable.

30. Professional Services: shall refer to services within the scope of a particular area of practice; such as the practice of architecture, landscape architecture, land surveying and professional engineering which are governed by F.S. § 287.055, the Consultants' Competitive Negotiation Act, as amended. Auditing services, which are governed by F.S. § 218.391, and other professions including, but not limited to law, management consulting, medicine, real estate appraising, or other area of expertise.

31. Project: Shall mean that fixed capital outlay study or planning activity described in the public notice.

32. Proposer: The person, firm, business entity, or organization submitting a response to this solicitation. Term is synonymous with the words “submitter” and/or “respondent.”

33. PSA: Professional Services Agreement. Synonymous with the term “contract.”

34. Purchasing Division: A division of the Finance department which serves as the centralized department for the purchase of goods, services, including professional architectural /engineering services under the Consultants’ Competitive Negotiation

Act (“CCNA”), Sec. 287.055, Fla. Stat. and capital projects by the City.

35. Responsible Offeror: shall refer to a person, business or contractor who has the capability in all respects to fully perform the contract requirements and the experience, capacity, facilities, equipment, credit, sufficient qualified personnel, and record of timely and acceptable past performance that will assure good faith performance for a City project or purchase.

36. Responsive: Term utilized to identify a proposer who, in the City’s sole discretion, has complied with all the material requirements outlined in the solicitation, as applicable.

37. Responsive Offeror: shall refer to a person, business or contractor whose response to a bid or proposal substantially conforms in all material respects to the requirements and criteria set forth in the invitation or solicitation. This includes such aspects as following bid instructions for proper submittal, completing all necessary forms included with the solicitation, providing information required by the solicitation, and complying with all terms, conditions and specification requirements as enumerated in the solicitation.

1.3. SOLICITATION SCHEDULE

Request for Proposal Advertisement Date: October 26, 2026

Pre-Proposal Meeting (Non-Mandatory): November 4, 2026, 9:00am

Webinar ID: 831 2681 7380

Phone one-tap:

+13052241968,,83126817380# US

+13017158592,,83126817380# US (Washington DC)

Join via audio:

+1 305 224 1968 US

+1 301 715 8592 US (Washington DC)

+1 309 205 3325 US

+1 312 626 6799 US (Chicago)

+1 646 931 3860 US

+1 929 205 6099 US (New York)

+1 689 278 1000 US

+1 719 359 4580 US

+1 253 205 0468 US

+1 253 215 8782 US (Tacoma) +1 346 248 7799 US (Houston)

+1 360 209 5623 US

+1 386 347 5053 US

+1 507 473 4847 US

+1 564 217 2000 US

+1 669 444 9171 US

+1 669 900 6833 US (San Jose)

International numbers available: https://coopercityfl-org.zoom.us/u/kcgGbKWulb

Questions & Answer Deadline: November 11, 2026, 12:00pm

Proposal Due Date: November 30, 2026, 9:00am

Review of Proposals & Selection of Candidates for

Presentations:

December 4, 2026, 12:00pm

Presentations & Final Ranking: December 8, 2026, 12:00pm

Recommendation of Award/Agenda Item Request: December 9, 2026, 12:00pm

Anticipated Award of Contract by City Commission: December 15, 2026, 12:00pm

***Schedule subject to change***

1.4. DUE DATE & SUBMITTALS

A. All proposals are due no later than 9:00 am (EST), Monday, November 30, 2026, to the OpenGov Procurement Portal.

Proposals shall be opened and publicly.

B. All required documents must be returned in order for the proposal to be considered for award. All proposals are subject to the conditions specified herein and on the attached General Conditions, Technical Specifications and Proposal Form. The City encourages early submittal of proposals.

C. Sealed bids will be received through the City's eProcurement Portal located at https://procurement.opengov.com/portal/coopercity.

D. Telegraphic, facsimile and email proposals will not be accepted.

E. Proposals received after the closing time and date will not be accepted or considered. The OpenGov Procurement Portal does not accept late entries. Any disputes regarding timely receipt of proposals shall be decided in the favor of the City. Late proposals will be rejected.

1.5. NOTICE OF ELECTRONIC PROCUREMENT

This Solicitation is being solicited electronically through the OpenGov. Electronic submittals are to be submitted through OpenGov

(https://procurement.opengov.com/portal/coopercity) until the date and time indicated in this Solicitation document. It is the sole responsibility of the Proposer to ensure their proposal reaches OpenGov before the Solicitation closing date and time. There is no cost to the Proposer to submit a proposal in response to solicitations issued by the City via OpenGov. Electronic proposal submissions require the uploading of electronic attachments and Proposers must CONFIRM their proposal (acknowledge) in order for the proposal to be received by the City through OpenGov. The submission of attachments containing embedded documents or proprietary file extensions is prohibited. All proposals received and time stamped through OpenGov, prior to the proposal submittal deadline shall be accepted as timely submitted. If you submit your Proposal and subsequently an Addendum is issued, your firm will be required to acknowledge the addendum. The circumstances surrounding all proposals received and time stamped after the proposal submittal deadline will be evaluated by the procuring department in consultation with the City Attorney’s Office to determine whether the proposal will be accepted as timely. Proposals will be opened promptly at the time and date specified. The responsibility for submitting a proposal on or before the stated time and date is solely and strictly the responsibility of the Proposer. The

City will in no way be responsible for delays caused by technical difficulty or caused by any other occurrence. All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne by the

Proposer(s). If there are any questions regarding OpenGov, please contact OpenGov Support Support via email: support@support.opengov.com.

No part of your proposal can be submitted via HARDCOPY, EMAIL, OR FAX, unless otherwise expressly directed by the Solicitation documents.

1.6. GENERAL PROPOSAL INFORMATION

This solicitation may include the words "bid", "proposal" and “offer”. These words are used interchangeably in reference to all offers submitted by prospective respondents in response to Requests for Quotes, Requests for Qualifications, Requests for Proposals and

Invitations to Bid.

Pursuant to Florida Statutes Section 287.05701, Proposers are hereby notified that the City will not request documentation of, or consider, the social, ideological or political interests of a Proposer when determining if a Proposer is a responsible vendor nor will the

City give preference to a Proposer based on the Proposer’s social, ideological or political interests.

https://procurement.opengov.com/portal/coopercity https://procurement.opengov.com/portal/coopercity https://procurement.opengov.com/portal/coopercity mailto:support@support.opengov.com

The City may, at its sole and absolute discretion, reject any and all or parts of any or all proposals; accept parts of any and all proposals; further negotiate project scope, terms, and fees; 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 process. In the event that a Proposer wishes to take an exception to any of the terms of this Solicitation, the Proposer shall clearly indicate the exception in its proposal. No exception shall be taken where the Solicitation specifically states that exceptions may not be taken. Further, no exception shall be allowed that, in the

City’s sole discretion, is deemed to constitute a material deviation from the requirements of the Solicitation. Proposals taking such exceptions may, in the City’s sole discretion, be deemed non-responsive. The City reserves the right to request and evaluate additional information from any Proposer regarding Proposer’s responsibility after the submission deadline as the City deems necessary.

The Proposer’s proposal will be considered a good faith commitment by the Proposer to negotiate a contract with the City, in substantially similar terms to the proposal offered and, if successful in the process set forth in this Solicitation and subject to its conditions, to enter into a Contract or Lease substantially similar to the terms herein. Proposer’s proposal shall be irrevocable until

Contract award unless the proposal is timely withdrawn in accordance with the terms of this Solicitation. A proposal may be withdrawn in writing only, addressed to the City contact person for this Solicitation, and only prior to the proposal due date and time, or upon the expiration of one hundred eighty (180) calendar days after the opening of proposals.

As further detailed in the Submittal Form, Proposers are hereby notified that all information submitted as part of, or in support of proposals, will be available for public inspection after opening of proposals, in compliance with Chapter 119, Florida Statutes (the

"Public Record Law”).

Any Proposer who, at the time of proposal submission, is involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law, may be found non-responsible.

1.7. CONE OF SILENCE

Pursuant to Sec 2-269.5 of Cooper City Procurement Code:

A. Definitions: “Cone of Silence,” as used herein, means a prohibition on any communication regarding this Request for

Proposal/Invitation to Bid/Proposal between:

1. a potential vendor, service provider, Proposer, lobbyist, or consultant, and;

2. the City Commissioners, City’s professional staff including, but not limited to, the City Manager and his/her staff, any member of the City’s selection or evaluation committee.

B. Restriction; Notice: A Cone of Silence shall be imposed upon each solicitation after its advertisement. At the time of imposition of the Cone of Silence, the City Manager or his/her designee shall provide for public notice of the Cone of Silence by posting a notice at City Hall. Additional notice thereof shall be provided to the affected departments, and to each City Commissioner.

The City may include a statement disclosing the requirements of this section in any public solicitation for goods or services.

C. Termination of Cone of Silence: The Cone of Silence shall terminate at the beginning of the City Commission meeting

(whether regular or special meeting) at which the City Manager makes a written recommendation to the City Commission for the award of the Contract. However, if the City Commission refers back to the City Manager or staff for further information, the

Cone of Silence shall be re-imposed until such time as the Manager makes a subsequent written recommendation.

Exceptions to Applicability: The provisions of this section shall not apply to:

1. Oral communications at pre-solicitation meetings;

2. Oral presentations before selection or evaluation committees;

3. Public presentations made to the City Commissioners during any duly noticed public meeting; Communications in writing at any time with any City employee, unless specifically prohibited by the applicable solicitation documents; in which case the Proposer shall file a copy of any written communication with the City Clerk. The City Clerk shall make copies available to any person upon request;

4. Communications regarding a particular solicitation between a potential vendor, service provider, Proposer, lobbyist or consultant and the City’s Purchasing Division or City employee designated responsible for administering the procurement process for such solicitation, provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation document.

D. Penalties: Violation of this section by a particular Proposer shall render any award to said Proposer potentially void by the City

Commission or City Manager. Any person who violates a provision of this section may be prohibited from serving on a City selection or evaluation committee. In addition to any other penalty provided herein, violation of any provision of this section by a City employee may subject said employee to disciplinary action.

E. Clarification: Please contact the City’s Purchasing Division or the City employee designated responsible for administering the procurement process for this solicitation for any questions concerning “Cone of Silence” compliance.

1.8. COMMUNICATION WITH EVALUATION COMMITTEE MEMBERS

Proposers are hereby notified that direct communication regarding this Solicitation, written or otherwise, to individual Evaluation

Committee Members or, to the Evaluation Committee as a whole, are expressly prohibited. Any oral communications with Evaluation

Committee Members other than as provided in Sec 2-269.5 of the Cooper City Procurement Code are prohibited.

1.9. PRE-PROPOSAL MEETING

Proposers are highly encouraged to attend the virtual Pre-Proposal Meeting, which will be held on Wednesday, November 4, 2026 at

9:00 am ET.

1.10. ELIGIBILITY AND COMPETENCY OF PROPOSERS

To be eligible for award of a contract in response to this solicitation, the Proposer must demonstrate that they, or the principals assigned to the project, have successfully completed services, as specified in the Scope of Services/Technical Specifications section of this solicitation, are normally and routinely engaged in performing such services and are properly and legally licensed to perform such work.

1.11. CONTRACT TERM

The City intends to retain one (1) qualified consultant/team of firms for one (1) non-exclusive professional service agreement with an effective term of seventeen (17) months from the date specified in the Notice to Proceed (NTP) issued by the City.

The City reserves the right to exercise its option to extend this Contract for up to one hundred-eighty (180) calendar days beyond the current Contract period. If this right is exercised, the City shall notify the Proposer, in writing, of its intent to extend the contract for a definitive period of time prior to the effective date of the extension. By affixing its authorized signature to this Proposal Form, the

Proposer hereby acknowledges and agrees to this right of the City. This Contract may be extended beyond the initial one hundred-eighty (180) calendar day extension period by mutual agreement between the City and the Contractor, upon approval by the City

Commission.

1.12. PROHIBITION AGAINST LOBBYING

Pursuant to Sec. 2-267 of the City's Code, Ethics In Public Contracting, prohibition against lobbying:

a. During the solicitation of any bid or proposal, any firm and its agents, officers or employees who intend to submit, or who have submitted, bids or proposals shall not lobby, either individually or collectively, any City Commission members, candidates for City Commission or any employee of the City. Contact should only be made through regularly scheduled commission meetings, or meetings scheduled through the Purchasing Division for purposes of obtaining additional or clarifying information. Any action, including meals, invitations, gifts or gratuities by a submitting firm, its officers, agents, or employees shall be within the purview of this prohibition and shall result in the immediate disqualification of that firm from further consideration.

b. During a formal solicitation process, contact with personnel of the City of Cooper City other than the purchasing agent or designated representative regarding any such solicitation may be grounds for elimination from the selection process.

1.13. COLLUSION

By offering a submission pursuant to this request for proposal, the Proposer certifies the Proposer has not divulged, discussed, or compared his/her proposal with other Proposers and has not colluded with any other Proposer or parties to this proposal whatsoever.

The Proposer certifies, and in the case of a joint proposal, each party thereto certifies, as to his/her own organization, that in connection with this solicitation:

A. Any prices and/or cost data submitted have been arrived at independently, without consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices and/or cost data, with any other Proposer or with any competitor.

B. Any prices and/or cost data quoted for this solicitation have not knowingly been disclosed by the Proposer and will not knowingly be disclosed by the Proposer prior to the scheduled opening, directly or indirectly to any other Proposer or to any competitor.

C. No attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not to submit a proposal for the purpose of restricting competition.

D. The only person or persons interested in this proposal, principal or principals is/are named therein and that no person other than therein mentioned has any interest in this proposal or in the contract to be entered into.

E. No person or agency has been employed or retained to solicit or secure the award of the solicitation upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee except for bona fide employees maintained by the

Proposer.

Where two (2) or more related parties, as defined herein, each submit a proposal for any contract, such proposals shall be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control and management of such related parties in preparation and submittal of such proposals. Related parties shall mean Proposer, the principals, corporate officers, and managers of the Proposer; or the spouse, domestic partner, parents, stepparents, siblings, children or stepchildren of a Proposer or the principals, corporate officers and managers thereof which have a direct or indirect ownership interest in another Proposer for the same contract or in which a parent company or the principals thereof of one Proposer have a direct or indirect ownership in another Proposer for the same contract. Proposals found to be collusive shall be rejected. Proposers who have been found to have engaged in collusion may be considered non-responsible, and may be suspended or debarred, and any contract resulting from collusive bidding may be terminated for default.

1.14. PROPOSER DUE DILIGENCE AND PROFESSIONAL ADVICE

Each Proposer must satisfy itself, by personal investigation, due diligence, and any other lawful means it deems necessary, as to the conditions affecting the Project and the cost thereof. Each Proposer is solely responsible for conducting its own independent research and due diligence for the preparation of a Proposal, finalization of the Lease Agreement and subsequent delivery of the Project. As part of its due diligence, the Proposer must review the documents that the City provides.

Each Proposer shall satisfy itself as to the revenues, payments, costs and tax consequences of entering into the Lease Agreement.

The City makes no representations or warranties, express or implied, and assumes no liability whatsoever, with respect to revenues, payments, costs or the consequences of federal, state, local or other income tax treatment of Selected Proposer under the Lease

Agreement.

Information derived from any part of this RFP, or from the City or its advisors, does not relieve the Proposer, its Team Members, or

Builder(s) or Subcontractors from any risk associated with providing or undertaking the Project, delivering and undertaking the Services required hereunder and under the Lease, and otherwise meeting the requirements of this RFP and the Lease. The City and its advisors are not responsible for the completeness or accuracy of any information presented in this RFP, contained in any attachment hereto, or which may otherwise be distributed or made available during the procurement process. If any mistake, error, or ambiguity is identified by the Proposer at any time during the procurement process in any of the documents supplied by the City, the Proposer shall have a duty to immediately notify the City in writing thereof.

Each Proposer shall be fully informed as to the contents of this RFP and shall be solely responsible for ensuring that its Proposal complies with City and other applicable requirements. The Proposer shall be entirely responsible for any consequences, including disqualification of the Proposal, if the City determines that the Proposer did not follow the requirements of this RFP.

Each Proposer is responsible for obtaining professional advice from its own advisors and experts. This includes legal advice together with any other professional advice a Proposer determines to be appropriate or necessary. Proposers are responsible for carefully reviewing the minimum insurance and bonding requirements set forth in the Lease Agreement and shall take these minimum insurance and bonding requirements into account in developing their respective Proposals.

1.15. QUESTIONS AND/OR CLARIFICATION/INFORMATION

All questions must be submitted in writing via the OpenGov Procurement Portal by Wednesday, November 11, 2026at12:00 pm.

Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City's eProcurement Portal. Proposers may also click “Follow” on this bid to receive an email notification when answers are posted. Proposers are responsible for checking the website for answers to inquiries. Changes to the solicitation, if any, will only be transmitted by written addendum. Proposals cannot be submitted via fax or e-mail.

1.16. ADDENDUM(S) AND/OR MODIFICATIONS TO THE SOLICITATION

If it becomes necessary to revise or amend any part of this solicitation, the City’s Purchasing Division shall furnish the revision by written addendum and will post all addenda within the OpenGov Procurement Portal.

1.17. WRITTEN CONTRACT

By submitting a Proposal in response to this Solicitation, the Proposer acknowledges that it has reviewed, understands, and agrees to be bound by all terms, conditions, requirements, specifications, and provisions contained within this Solicitation, including all attachments, exhibits, and addenda issued by the City.

The Proposer further acknowledges and agrees that, if selected for award, it shall enter into a written Agreement with the City incorporating the same terms and conditions set forth in this Solicitation, together with any additional provisions mutually agreed upon during contract negotiations and approved in writing by the City. The Contract form shall be prepared by the City and shall incorporate the terms of this solicitation, the accepted Proposal, and include a termination for convenience clause and other terms which may be required by the City and acceptable by the City Commissioners.

Submission of a Proposal shall constitute the Proposer's acknowledgment and acceptance of these requirements. No contractual relationship shall exist between the City and the selected Proposer until a written Agreement has been duly executed by both parties. No work shall be performed or payment due unless a written Contract is fully executed and approved by the City

Commissioners.

1.18. LISTING OF SUBCONSULTANTS/SUBCONTRACTORS

Prime Proposers shall identify all Subcontractors, Subconsultants, and direct suppliers proposed to perform services or provide materials under this Solicitation, including their respective responsibilities and the portions of work to be performed.

The selected Prime Consultant shall not add, remove, replace, or substitute any identified first-tier Subcontractor, Subconsultant, or direct supplier, nor modify their assigned scope of work, without the City's prior written approval.

The Prime Consultant shall be responsible for tracking and reporting all payments made to Subcontractors and Subconsultants throughout the Contract term. Subcontractors and Subconsultants may be required to verify payments reported by the Prime

Consultant within a timeframe established by the City.

As a condition of final payment under the resulting Agreement, the Prime Consultant shall submit a complete listing of all

Subcontractors and Subconsultants utilized during Contract performance, including the total amount of each subcontract, amounts paid to date, and any remaining balances.

In the event the Prime Consultant pays or intends to pay a Subcontractor or Subconsultant less than the agreed subcontract amount, the Prime Consultant shall provide the City with a written explanation identifying the discrepancy, disputed amount, and justification for the reduced payment.

The Prime Consultant shall remain fully responsible for the performance, compliance, and contractual obligations of all Subcontractors and Subconsultants engaged under the resulting Agreement.

1.19. ACCESS STATEMENT FOR NOTICES OF PUBLIC MEETINGS AND DEPARTMENTAL PUBLICATIONS

The Americans with Disabilities Act (ADA) obligates State and local governments to provide effective communications for individuals with disabilities. This includes written and oral communications. To request materials in accessible format, sign language interpreters, and/or any accommodation to participate in a City-sponsored program or meeting regarding this solicitation, please contact the Purchasing Division at purchasing@coopercity.gov five days in advance to initiate your request. TTY users may also call

711 (Florida Relay Service).

1.20. NO PROPOSAL

The City asks firms that do not intend to submit a bid or proposal to respond by returning a statement explaining their reason.

Repeated failure to respond without sufficient justification may be cause for removal of a supplier’s name from the Bid/Proposal mailing list.

NOTE: In order to qualify as a respondent, a Proposer shall submit a “no proposal” through the City's eProcurement Portal located at https://procurement.opengov.com/portal/coopercity.

1.21. ACCEPTANCE/REJECTION/MODIFICATION TO PROPOSALS

The City reserves the right to negotiate modifications to proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the proposals.

1.22. LIQUIDATED DAMAGES

mailto:purchasing@coopercity.gov https://procurement.opengov.com/portal/

1.27.1 Liquidated Damages for Failure to Meet Grant Deliverable Deadlines

Proposers acknowledge that the services contemplated under this RFQ are funded through the Federal Emergency

Management Agency (FEMA) Hazard Mitigation Grant Program (HMGP), administered by the Florida Division of Emergency

Management (FDEM), pursuant to Project No. 4673-305-P14.

Proposers further acknowledges that Attachment A - Budget and Scope of Grant Agreement H1470, incorporated into this solicitation as Attachment D, establishes mandatory deliverables and completion deadlines. Failure to provide the required deliverables within the timeframes established by the Grant Agreement may result in financial penalties being assessed against the City.

Pursuant to the Financial Consequences provisions of Attachment A - Budget and Scope of Grant Agreement H1470, incorporated into this solicitation as Attachment D, the City is subject to a penalty equal to five percent (5%) of the applicable grant deliverable amount for each late deliverable, unless such penalty is waived by FDEM based upon a reasonable explanation and supporting documentation.

Accordingly, Proposers shall be responsible for the timely completion and submission of all deliverables required under the resulting Agreement. If the Proposer fails to complete and submit a required deliverable by its established deadline, and such failure is directly attributable to the Proposer or its subconsultants/subcontractors, the Proposer shall be liable for liquidated damages as provided herein.

The parties acknowledge that damages arising from the Proposer's failure to meet grant-established deadlines may be difficult to ascertain precisely at the time of contracting and that the amounts established below are intended as a reasonable estimate of the City's anticipated financial exposure resulting from such delays and not as a penalty.

1.27.2 Assessment of Liquidated Damages

If the Proposer fails to complete and submit a required deliverable within the established deadline, due to causes attributable to the Proposer or its subconsultants/subcontractors, and such delay results in the assessment of financial consequences against the City by FDEM, the City may assess liquidated damages against the Proposer in an amount equal to five percent (5%) of the applicable grant deliverable value.

Liquidated damages shall be assessed separately for each applicable grant deliverable as a direct result of the Proposer's failure to meet the applicable deadline.

1.27.3 Exceptions and Extensions

Liquidated damages shall not be assessed for delays directly attributable to:

a. Actions or omissions of the City that prevent the Proposer from timely performing its contractual obligations.

b. Delays caused by FDEM, FEMA, or other governmental reviewing agencies that are beyond the Proposer's reasonable control, provided the Consultant has timely submitted the applicable work products and complied with its contractual responsibilities.

c. Events of force majeure or other circumstances beyond the Proposer's reasonable control, as provided in the

Agreement.

d. Written extensions of the applicable project deadlines approved by the City and, when required, FDEM or FEMA.

e. Other circumstances determined by the City to constitute an excusable delay under the resulting Agreement.

The Proposer shall promptly notify the City in writing upon becoming aware of any event or circumstance that may affect a required project milestone or completion deadline. The notice shall identify the cause of the delay, the anticipated impact on the project schedule, and proposed corrective actions.

Any extension of time shall require written authorization from the City. An extension affecting a grant-established deadline shall also be subject to any required approval by FDEM or FEMA.

1.27.4 Withholding and Recovery of Liquidated Damages

Upon determining that liquidated damages are applicable, the City shall provide the Proposer with written notice identifying the affected deliverable, the basis for the assessment, and the amount of liquidated damages.The Proposer shall be afforded an opportunity to submit supporting documentation regarding the cause of the delay before a final assessment is made.

The City may deduct assessed liquidated damages from amounts otherwise due or to become due to the Proposer under the

Agreement, to the extent permitted by law, or seek reimbursement directly from the Proposer. The assessment of liquidated damages shall not relieve the Proposer of its obligation to complete the required services, correct deficiencies, or fulfill the remaining obligations established under the Agreement. The City shall not obtain duplicate recovery for the same financial loss under this provision and any other contractual remedy.

1.23. PROHIBITION AGAINST CONTINGENT FEES

Proposers (or registered surveyor and mapper, architect or professional engineer, as applicable) warrants that he or she has not employed or retained any company or person, other than a bona fide employee working solely for the Proposer (or registered surveyor and mapper, architect or professional engineer, as applicable) to solicit or secure this agreement and that he or she has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for the Proposer

(or registered surveyor and mapper, architect or professional engineer, as applicable) any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of this agreement.” For the breach or violation of this provision, the agency shall have the right to terminate the agreement without liability and, at its discretion, to deduct from the contract price, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration.

Any individual, corporation, partnership, firm, or company, other than a bona fide employee working solely for an architect, professional engineer, or registered land surveyor and mapper, who offers, agrees, or contracts to solicit or secure agency contracts for professional services for any other individual, company, corporation, partnership, or firm and to be paid, or is paid, any fee, commission, percentage, gift, or other consideration contingent upon, or resulting from, the award or the making of a contract for professional services shall, upon conviction in a competent court of this state, be found guilty of a first degree misdemeanor, punishable as provided in s. 775.082 or s. 775.083.

Any architect, professional engineer, or registered surveyor and mapper, or any group, association, company, corporation, firm, or partnership thereof, who offers to pay, or pays, any fee, commission, percentage, gift, or other consideration contingent upon, or resulting from, the award or making of any agency contract for professional services shall, upon conviction in a state court of competent authority, be found guilty of a first degree misdemeanor, punishable as provided in s. 775.082 or s. 775.083.

Any agency official who offers to solicit or secure, or solicits or secures, a contract for professional services and to be paid, or is paid, any fee, commission, percentage, gift, or other consideration contingent upon the award or making of such a contract for professional services between the agency and any individual person, company, firm, partnership, or corporation shall, upon conviction by a court of competent authority, be found guilty of a first degree misdemeanor, punishable as provided in s. 775.082 or s. 775.083.

1.24. TEAM COMPOSITION

Any requested changes to the proposed Team composition after the response deadline, including replacement of firm(s) or assigned personnel listed in the proposal, will only be considered (1) before the completion of Negotiations; and (2) solely in the case of unforeseen circumstances (e.g., a change in employment status outside the employer’s control or a change in the organizational https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0700-0799/0775/Sections/0775.082.html https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0700-0799/0775/Sections/0775.083.html https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0700-0799/0775/Sections/0775.082.html https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0700-0799/0775/Sections/0775.083.html https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0700-0799/0775/Sections/0775.082.html https://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0700-0799/0775/Sections/0775.083.html structure of any Team member).

Any such change to the proposed…