Design_Build_for_Palm_Cemetery_Columbarium.pdf

REQUEST FOR QUALIFICATION

RFQ26-22

DESIGN BUILD FOR PALM CEMETERY COLUMBARIUM

City of Winter Park

401 South Park Avenue

Winter Park, FL 32789

RELEASE DATE: June 2, 2026

DEADLINE FOR QUESTIONS: June 25, 2026

RESPONSE DEADLINE: July 7, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofwinterpark https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Winter Park

REQUEST FOR QUALIFICATION

Design Build for Palm Cemetery Columbarium

I. Introduction II. Definitions

III. Proposal Preparation and Submittal IV. Qualifications and Scope of Work V. Evaluation Procedure

VI. Evaluation Criteria VII. Standard Terms and Conditions

VIII. Design Build Standard Terms and Conditions IX. Summation of Insurance Requirements X. Vendor Requirements and Acknowledgment

Attachments:

A - Palm Cemetery Maintenance Building Pictures

B - Columbarium - Example Sites

C - Design and Construction Schedule

D - Building Plans - Exterior

E - Site Plans - Overview

F - Building Plans - Interior

Request for Qualification #RFQ26-22 Title: Design Build for Palm Cemetery Columbarium

1. 1. ......................................................................... Introduction

1.1. 1.1. ............................................................................................. Summary

Electronic submissions must be received and time stamped by the City of Winter Park's eProcurement portal on or before 10:00 am Tuesday, July 7, 2026. Any responses received after said time and date will not be accepted under any circumstances. Official time will be measured by the time stamp from the eProcurement portal, which shall be scrupulously observed. Under no circumstances shall the City of Winter Park be responsible for untimely submissions, late deliveries, or delayed responses.

In accordance with the provisions of Section 287.055, Florida Statutes (Consultants Competitive

Negotiation Act), the City of Winter Park ("City") is seeking a qualified and responsible progressive design-build team to reimagine and remodel an existing Parks Department equipment storage building into a new columbarium facility that will serve the adjacent Palm Cemetery. The City is seeking to maximize the number of niche units that may be provided through both interior and exterior improvements to the building and grounds. The columbarium facility will serve as a focal point within the cemetery, providing a dignified final resting place for cremated remains and meeting the needs of our community.

The Selected Respondent will be responsible for all aspects of the construction process, including, but not limited to, design, site preparation, foundation work, remodel and construction of the columbarium structure, demo and removal, landscaping, and obtaining any necessary permits.

Respondents must be licensed and authorized to perform professional engineering services in the State of Florida pursuant to Section 471.023, Florida Statutes, and demonstrate the appropriate professional experience and qualifications to provide these services to the City.

1.2. 1.2. .......................................................................................... Background

The City of Winter Park is located in Orange County, Florida. The City is approximately nine (9) square miles and has about 30,000 residents. The City is the home of Rollins College and several other major cultural institutions, including the Morse Museum of American Art, the Cornell Fine Arts Museum, and the Albin Polasek Museum and Sculpture Garden, as well as music and the performing arts. The downtown area is listed on the National Register of Historic Places, and the city has numerous examples of outstanding architecture by noted architects. Palm Cemetery is a historic cemetery located in Winter Park.

It is the City's oldest cemetery and is currently maintained by the City's Department of Parks and

Recreation. Palm Cemetery has been in continuous operation since 1906 and is located at the corner of

1005 N. New York Avenue, Winter Park, FL 32789.

1.3. 1.3. ............................................................................ Contact Information

Rebecca Watt

Contract Agent

Email: rwatt@cityofwinterpark.org

Phone: (407) 599-3315

Department:

Budget & Performance Measurement https://procurement.opengov.com/portal/cityofwinterpark mailto:rwatt@cityofwinterpark.org tel:(407)599-3315

1.4. 1.4. ............................................................................................... Timeline

All times, dates, and actions are subject to change. In accordance with F.S. 286.0113, portions of the meetings may be exempt from public meeting requirements. All interested parties are welcome to attend the non-exempt portions of the public meetings.

Release Date June 2, 2026

Question Submission Deadline June 25, 2026, 5:00pm

Proposal Submission Deadline July 7, 2026, 10:00am

Selection Committee Meeting (Non-

Mandatory)

July 22, 2026, 10:00am

City Hall - Chapman Room

401 South Park Avenue

Winter Park, Florida 32789

2. 2. ............................................................................Definitions

Addenda means a written or graphic instrument issued by the City prior to the execution of the

Agreement that modifies or interprets the Request for Qualification by additions, deletions, clarifications, corrections, or other types of modifications. Addenda will become part of the Contract Documents upon execution of the Agreement.

Agreement means a legal document executed by the City and the Successful Respondent that supersedes all prior negotiations, representations, or agreements, whether written or oral. The Agreement, as amended from time to time, forms the Contract between City and the Successful Respondent, setting forth the roles, responsibilities, and obligations of the parties, including, but not limited to, the performance of the Services and the basis of payment.

City means City of Winter Park, its officers, employees, agents, and volunteers.

Contract Documents means the Request for Qualification, including Addenda to such, the Agreement, including Addenda to such, Respondent's Proposal, Scope of Services, Certificate(s) of Insurance, Notice of Intent to Award, Notice of Award, and any other documents mailed, e-mailed or otherwise transmitted to the Respondent prior to or after the submittal of their Proposal, and prior to or after Award, all of which are all to be treated as one in the form of the Contract Documents.

Design-Builder means a firm or individual contracted by the City of Winter Park to provide professional, technical, or expert services under a written agreement. This includes, but is not limited to, architects, engineers, planners, financial advisors, IT specialists, land surveyors, and other licensed professionals who are duly registered or qualified under applicable Florida Statutes, including Chapters 471, 472, and 481.

Design-Builders and Design Professionals operate as independent contractors and are not considered employees of the City.

Equal/Equivalent means a product, service, component, or system that is demonstrated, to the satisfaction of the City, to be equal or equivalent to the product, service, component, or system specified.

The City shall be the sole judge of the acceptability of Equal or Equivalent.

F.S. means the Florida Statutes, the version in effect on the effective date of the Agreement, unless otherwise indicated.

Gross Maximum Price (GMP) means a pricing structure in which the contractor agrees to complete the project for a price that will not exceed a specified maximum amount, subject to adjustments or approved changes in scope.

Minor Irregularity means a variation from the Request for Qualification terms and conditions which does not affect the price or give the Respondent an advantage or benefit not enjoyed by the other Respondents or does not adversely impact the interests of the City.

Notice of Award means a written notice submitted by the City notifying the Successful Respondent that they have been awarded the contract.

Notice of Intent to Award means a written notice submitted by the City notifying the Successful

Respondent that the City intends to award the contract to them, contingent upon the Successful

Respondent executing the Agreement and submitting any outstanding documents.

Notice to Proceed means a written notice issued by the City to the Successful Respondent fixing the date on which the Successful Respondent shall start the performance of the Services and the length of time for the completion of the Services, in accordance with the Contract Documents.

Payment and Performance Bonds means the approved forms of security furnished by the Design-Builder and their surety as a guarantee on the part of the Design-Builder to execute work in accordance with the terms of the contract and to pay all obligations associated with the project.

Project means the total work performed under this resulting Agreement. The Project consists of planning, design, permitting, construction, and code inspection for the Contractor necessary to build the component parts of the project.

Project Manager means the individual designated by the Design-Builder, in writing, who shall serve as the primary point of contact and representative of the Design-Builder for all matters relating to the performance of services under the resulting Agreement. The Design-Builder's Project Manager shall be responsible for the day-to-day management, coordination, oversight, and execution of the Design-

Builder's obligations, including those performed by any Subconsultants/Subcontractors.

The Contractor's Project Manager shall:

A. Possess the authority to make decisions on behalf of the Design-Builder

B. Ensure timely communication and coordination with the City's Project Manager

C. Promptly address any issues affecting performance, schedule, or quality

D. Be accessible and responsive during the term of the Agreement.

The Design-Builder shall not replace the Contractor's Project Manager without prior written notice and approval by the City, which shall not be unreasonably withheld.

Proposal means the response to the Request for Qualification submitted by the Respondent.

Recommendation of Award means a written notification sent by way of facsimile or electronic e-mail to those who submitted a Proposal in response to this Request for Qualification advising them of the City's decision for its selection of the Successful Respondent and its intent to award to that Respondent.

Request for Qualification means the contents of this solicitation and all supporting documents, including

Addendum to such, or other related information transmitted to Respondents.

Respondent means the entity that submits a Proposal to the City in response to the Request for

Qualification. Respondent is interchangeable with Vendor, Consultant, Firm, Bidder, Design-Builder, and

Contractor.

Responsive means a Proposal that conforms in all material respects to the Request for Qualification requirements.

Responsible Respondent means a Respondent who shows that they have the capability in all respects to perform fully the Services outlined in the Request for Qualification, and the integrity and reliability that will assure good faith performance.

Selection Committee means City employees selected to evaluate and score the Proposals and Oral

Presentation, and recommend the Successful Respondent to the Commission for an award.

Services means all supervision, labor, materials, equipment, supplies, subcontractors, and incidental expenses required by the Respondent to execute and complete the requirements of the Services outlined in the Contract Documents, including those prescribed or implied.

Special Conditions means conditions that are used for specific Work under the resulting Contract.

Subcontractor means an entity having a direct Contract with the Successful Respondent or with any other

Subcontractor of the Successful Respondent who will provide product(s) or Services(s) for the performance of a part of the Services required under the Contract Documents under the sole control and direction of the Contractor. The Design-Builder shall be fully responsible for the performance, conduct, and compliance of all Subcontractors, shall ensure that Subcontractors are bound by the same terms, conditions, and obligations as set forth in the resulting Agreement, and shall remain the sole point of contractual responsibility to the City, regardless of any subcontracted services.

Use of a Subcontractor does not relieve the Contractor of any obligation or liability under this

Agreement.

Successful Respondent means the Respondent to whom the City awards an agreement based on the City's evaluation of the Respondents' qualifications and pricing as hereinafter provided.

Supplemental Conditions means the part of the Contract Documents that amends or supplements

General Conditions.

Timeline means the list of critical dates and actions involved in the Request for Qualification.

3. 3. ..................................... Proposal Preparation and Submittal

3.1. 3.1. ............................................................................... Obtain Documents

Documents can be downloaded by visiting the City of Winter Park's public eProcurement portal. If you experience any problems downloading the document, please contact the OpenGov system support via the Tech

Support chat on the website, email procurement-support@opengov.com, or by phone at (650) 336-7167.

Respondents are strongly encouraged to read the various vendor Guides and Tutorials available in OPENGOV well in advance of their intention of submitting a response to ensure familiarity with the use of OPENGOV. The

City will not be responsible for an Offeror’s inability to submit a response by the end date and time for any reason, including issues arising from the use of OPENGOV.

3.2. 3.2. ..................................................................... Electronic Proposals Due

Electronic responses must be submitted via City's eProcurement portal by 10:00 am Tuesday, July 7, 2026. It is the Respondent’s responsibility to ensure that your proposal is delivered at the proper time to the City's eProcurement portal. Proposals that for any reason are not so received will not be considered. All proposals received after 10:00 am Tuesday, July 7, 2026 will not be accepted. Under no circumstances will City of

Winter Park be responsible for late proposals or submissions.

All proposals will be opened and acknowledged immediately following the proposal's due date and time.

Pursuant to Florida Statute 119.071 (1)(b)1. a., sealed bids, electronic proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Art. I of the State

Constitution until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the bids, proposals, or final replies, whichever is earlier.

3.3. 3.3. ................................................... City is Not an Administrative Agency

To the fullest extent allowed by law, the City of Winter Park is not an administrative agency subject to the formal solicitation procedures specified in Section 120.57(3), Florida Statutes, as it may be amended.

3.4. 3.4. ..................................................................... Preparation of Proposals

Proposals shall be submitted electronically by the Respondent via the City's eProcurement portal and whether the Respondent is a corporation, limited partnership, limited liability company, or other entity other than an individual. A Respondent may be requested to present evidence of their experience and qualifications and the entity’s financial ability to carry out the terms of any resulting contract.

If your response contains any information deemed confidential, provide an additional redacted version of your response labeled “Redacted”. An electronic copy (Adobe) shall be submitted in within the Vendor Requirements and Acknowledgment section.

3.5. 3.5. ............................................................................... Proposal Submittal

Proposals shall be submitted directly to the City's eProcurement portal. Submit proposals in accordance with the instructions listed herein regarding the time, place, and date required. Responses received after the time requirement will not be opened and will not be considered for award. It is the Respondent’s sole responsibility to be sure its response is submitted directly to the City's eProcurement portal by 10:00 amTuesday, July 7, https://procurement.opengov.com/portal/cityofwinterpark/projects/268735 mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/cityofwinterpark https://procurement.opengov.com/portal/cityofwinterpark/projects/268735/document?section=2589329 https://procurement.opengov.com/portal/cityofwinterpark/projects/268735/document?section=2589329 https://procurement.opengov.com/portal/cityofwinterpark https://procurement.opengov.com/portal/cityofwinterpark

2026, and that the response is properly submitted as required. The City will not be responsible for any proposal submitted incorrectly or to the wrong location.

All proposals must be prepared and submitted in accordance with the instructions provided in this Request for

Qualifications ("RFQ"). Each proposal received will be reviewed to determine if it is responsive to the submission requirements outlined in the RFQ. A responsive proposal is one that follows the requirements of the RFQ, includes all documentation and supporting exhibits, is of timely submission, and has the appropriate signatures and acknowledgments as required on each document. Failure to comply with these requirements may deem your proposal non-responsive. The City reserves the right to disqualify a proposal that is not submitted in the format delineated in Vendor Requirements & Acknowledgement.

Pursuant to Section 287.05701, Florida Statutes, the City may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor or give preference to a vendor based on the vendor’s social, political, or ideological interests.

3.6. 3.6. .................................................................................... Responsiveness

The City will determine whether the Respondent complies with the instructions for submitting proposals, including completeness of the proposal, which encompasses the inclusion of all required attachments and submissions. Late proposals will not be accepted. Failure to meet other requirements may result in rejection.

3.7. 3.7. ....................................................................................... Responsibility

The City will determine whether the Respondent is one with whom it can or should do business. Factors that the City may evaluate to determine “responsibility” include, but are not limited to: past performance, references (including those found outside the proposal), compliance with applicable laws, Respondent's record of performance and integrity – e.g. has the Respondent been delinquent or unfaithful to any contract with the City, whether the Respondent is qualified legally to contract with the City, financial stability and the perceived ability to perform completely as specified. A Respondent must always have sufficient financial resources, in the opinion of the City, to ensure the performance of the contract and must provide proof upon request. The City reserves the right to inspect and review Respondent’s facilities, equipment, and personnel and those of any identified subcontractors. The City will determine whether any failure to supply information or the quality of the information will result in rejection.

4. 4. ......................................... Qualifications and Scope of Work

The terms “Design-Builder” and “Respondent” shall be interpreted to have the same meaning for purposes of these specifications, terms, and conditions.

4.1. 4.1. .................................................... Mandatory Minimum Qualifications

The Design-Builder shall maintain the Minimum Qualifications Requirements during the term of the

Contract.

The City will evaluate such disclosures solely for purposes of determining responsibility and capacity to perform, in accordance with applicable law.

A. The Design-Builder and key personnel must be properly licensed in accordance with all laws and regulations. Copies of the licenses must accompany the submittal. The firm must have a physical presence in the State of Florida.

B. The Design-Builder shall have been in business under the current company/firm name for a minimum of three (3) consecutive years prior to the date of submission. This requirement is reasonably related to ensuring the Design-Builder's stability and capacity.

C. Neither the Design-Builder nor any principal, officer, or stockholder shall be in arrears or in default of any debt or contract involving the City (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City.

D. The Design-Builder shall inform the City of any relevant legal or ethical issues. Specifically, disclosing:

1. Judgments: Any court decisions against them.

2. Pending Lawsuits: Any legal actions that are currently underway.

3. Criminal Activities: Any criminal conduct, especially if it involves moral turpitude (actions that are morally reprehensible). The Design-Builder shall be given the opportunity to explain or provide additional information regarding these issues, if applicable. This allows them to clarify any concerns and provide context.

The Respondent and key personnel must be experienced in providing the services described. The Respondent's portfolio shall represent a diverse level of experience with projects for government agencies or private entities of a like size or larger than the City of Winter Park.

4.2. 4.2. ..................................................................................... Scope of Work

The Selected Respondent shall provide all professional design, permitting, engineering, demolition, site preparation, reconstruction, and construction services necessary for the design and installation of a columbarium facility and associated site improvements.

The project shall include, at a minimum:

Design and Construction Requirements

• Design and construction of the columbarium structure and associated site improvements;

• Reconstruction/redesign of the existing maintenance building;

• Evaluation and redesign of the existing building, associated grounds, and final project layout;

• Provision of both indoor and outdoor niche options while maximizing long-term capacity;

• Incorporation of the existing outdoor restroom into the design or preservation of the structure in place;

• Development of a covered gathering space suitable for on-site services and visitor use;

• Integration of future expansion opportunities;

• Visitor pathways, benches, landscaping, and architectural enhancements;

• Security features including access control, camera systems, and optional niche lighting.

Architectural Requirements:

• The proposed design shall incorporate high-quality architectural finishes compatible with the cemetery setting. Desired elements include limestone, simulated stained-wood finishes, glass storefront features, clerestory windows, and stone accent walls. Alternate materials may be proposed provided they achieve equivalent aesthetics, durability, and functionality.

Niche Requirements:

• The columbarium system shall maximize capacity while maintaining visitor access and aesthetics.

Niches shall accommodate up to two (2) standard-sized urns and generally consist of double-sided rectangular configurations. Niche dimensions shall not exceed two (2) feet in length.

Site Improvements

• Site survey and investigation;

• Demolition, excavation, grading, and preparation of existing conditions;

• Installation of accessible pathways and supporting infrastructure;

• Landscaping and drainage improvements.

Materials and Quality Requirements

• Use of durable, high-quality materials;

• Stonework fabricated by qualified trade personnel;

• Uniform appearance and defect-free finishes;

• Compliance with all applicable codes and standards.

Compliance

• Compliance with all local, state, and federal requirements, including permitting, environmental standards, accessibility requirements, and applicable building codes.

4.3. 4.3. ................................................................................................. Budget

The total budget for the project is $1,900,000 (maximum) and includes coordination with multiple parties, such as city staff, third-party design vendors, community stakeholders, constituents, construction teams, civil engineers, and installation personnel. City staff will assist in coordinating the installation, but no additional funds will be provided to complete the project.

4.4. 4.4. ........................................................................... Project Management

A. Provide all project coordination, including developing a preliminary project schedule, managing builder and subs work, tracking project status and budget, preparing monthly invoicing, providing monthly project status updates, etc.

B. Prepare and submit a quality assurance and quality control plan, indicating how the Design-

Builder intends to assure quality and timeliness in performance of the work.

C. Facilitate and attend progress meetings.

5. 5. ........................................................... Evaluation Procedure

This RFQ is limited to the Step One Requirements only. However, information contained herein provides an overview of the entire selection process. Selection shall be in accordance with the City's selection procedures.

This contract will be awarded based upon a two-step competitive sealed proposal process.

5.1. 5.1. ........................................... Two-Step Competitive Proposal Selection

Step One - Request for Qualifications

• The Committee shall review and evaluate all responsive submittals in response to the Step One

RFQ using the evaluation criteria specified in the RFQ and will develop a shortlist of the most qualified firms.

Step Two - Request for Proposals

• Those Respondents short-listed will be required to submit a Technical Proposal and Price Proposal based upon the Design Criteria Package to be issued in the Step Two Request for Proposals. Firms shall not submit Technical and/or Price Proposals during Step One of the selection process.

o Technical Proposal: The content of the Technical Proposal shall present a clear, comprehensive, and well-documented representation, understanding, and commitment of how the Respondent intends to implement and fulfill the requirements set forth in the Design

Criteria Package and other stated requirements of the design-build Contract.

▪ The Respondent shall describe steps to administer, coordinate, and complete all requirements of the design-build project with special emphasis on design quality control and construction quality assurance.

▪ The Respondent shall demonstrate how the requirements and provisions of the Design

Criteria Package will be implemented with requirements pursuant to the intended design-build Contract.

▪ The Technical Proposal shall include preliminary designs, plans, specifications, and schedules for design and construction. The Technical Proposal shall contain sufficient information to enable the Committee to evaluate each of the criteria to be used in scoring the Technical Proposals. Those Technical Proposal evaluation criteria will be published in the Step Two Request for Proposals.

o Price Proposal: The Price Proposal shall be submitted concurrently with the submittal of the

Technical Proposal by the invited shortlisted Respondents and shall consist of a total lump sum for design and construction of the project described in the Design Criteria Package, supported by separate costs for design and construction. The Price Proposal shall be based upon and include the cost of services required to design and manage the Project that will be incurred prior to the establishment of the Guaranteed Maximum Price (the "Pre-GMP

Services"). These services may include, but are not limited to:

▪ Design to one hundred percent (100%);

▪ Identification of long-lead/early procurement and direct purchase items;

▪ Insurance and bonding costs; and

▪ Project information management system development and administration.

o Price Proposals exceeding the City's budget amount may be rejected from further consideration, or in the alternative, negotiations may be conducted with the Respondent. The

City reserves the right to negotiate both Technical and Price Proposals. The Respondent will be responsible for the creation of the project design based on the criteria in the Design Criteria

Package.

5.2. 5.2. .................................................................. Initial Review of Responses

The City will perform an initial review of all submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, form verification, professional licensing, references, past performance, and other relevant criteria.

5.3. 5.3. ........................................................................... Selection Committee

A Selection Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responses. The Committee may utilize additional

City staff and outside experts to advise and assist it in reviewing the submissions.

A Selection Committee, appointed in accordance with the City’s policies and procedures, will individually review and evaluate all eligible submissions based on the factors set forth in the Evaluation Criteria of the

Solicitation and assign a score for each criterion. This will be completed before the selection committee meeting. The Committee will rank the short-listed Respondent based on the Evaluation Criteria outlined in this solicitation.

5.4. 5.4. ................................................................................................. Criteria

Firms submitting a response along with the required information and documentation will be evaluated and scored based on the evaluation criteria set forth herein.

Further, each response will be evaluated for full compliance with the RFQ instructions and the terms and conditions set forth within the RFQ document. Responses will be scored and ranked in accordance with the weighting and grading specified in the Evaluation Criteria during Step One.

The following represent the principal selection criteria to be considered during the evaluation process.

Proposals will be evaluated using a two-step approach. Step One will evaluate the qualifications of the

Respondent, including the qualifications and experience of the firm and key personnel, for the project.

Step Two will occur following a separate Request for Proposals (RFP) solicitation and will evaluate the technical and price proposals.

Points will be determined by multiplying the assigned weight by the grade awarded by each Committee

Member. Shortlisting of firms for advancement to Step Two will be based on the results of the Step One evaluation. Each Committee Member's total score will be converted into a ranking, with the highest score https://procurement.opengov.com/portal/cityofwinterpark/projects/268735/document?section=2589323 ranked first, the second-highest score ranked second, and so forth. Once converted, the selection committee member’s ranking for each firm will be entered into a shortlist summary, and the total score recorded on the summary sheet will determine the firms selected to advance to Step Two.

5.5. 5.5. ................................................................................. Selection Process

The selection process is as follows:

A. The selection committee will evaluate all responses determined to be responsive.

B. The selection committee will then rank the responses of those firms based on their submittals, emphasizing City needs and following Florida Statutes Section 287.055, known as the Consultants

Competitive Negotiations Act, to determine a shortlist with three (3) or more firms.

6. 6. ................................................................ Evaluation Criteria

A. Scoring Definitions o 1 = Poor: Lacking or inadequate in most basic requirements, specifications, or provisions for the specific criteria.

o 2 = Below Average: Meets many of the basic requirements, specifications, or scope provision but lacks some essential aspects for the specific criteria.

o 3 = Average: Adequately meets the minimum requirements, specifications, or provisions of the specific scope and is generally capable of meeting the City's needs.

o 4 = Above Average: More than adequately meets the minimum requirements, specifications, or provision of the specific scope and exceeds those requirements in some aspects for the specific scope.

o 5 = Excellent: Exceeds minimum requirements, specifications, and provisions in most aspects for the specific criteria.

In evaluating the proposals, the City shall have the discretionary power to render decisions on:

A. the honesty, reputation, and integrity of a Respondent necessary to a faithful performance of the

Contract;

B. a Respondent's skill and business judgment;

C. Respondent's facilities, labor force, and equipment for carrying out the Contract properly and expeditiously;

D. Respondent's previous conduct under other contracts with the City and contracts with any other parties that the Respondent has provided work or services;

E. the quality of Respondent's previous work for the City and any other parties that the Respondent has provided work or services;

F. Respondent's pecuniary ability and financial stability;

G. the Respondent's prior and existing compliance with laws, ordinances, and regulations;

H. Respondent's maintenance of a permanent place of business;

I. Respondent's appropriate successful contractual and technical experience in similar work;

J. The proportional amount of the work Respondent intends to perform with its organization as compared with the portion it intends to subcontract;

K. the qualifications of subcontractors whom each Respondent proposes to use;

L. the proximity of Respondent's labor force, equipment, and business operation in relation to the City;

M. Respondent's ability to meet and/or maintain scheduling requirements;

N. Respondent's quoted prices for services, and

O. Respondent's responsiveness to this Request for Qualification.

The above factors may be determined by Respondent's past performance of services/work for supplied references and other parties Respondent has performed services/work, information submitted as part of the proposal or in response to an inquiry by the City, and information otherwise known or discovered by the City, or any combination thereof. The City may conduct detailed examinations of Respondents, including

Respondent's personnel, place of business and facilities, compliance with federal, state, and local laws and all relevant licensing and permitting requirements, and other matters of responsibility germane to the procurement process. The failure of a Respondent to supply information in connection with an inquiry promptly, at the City's discretion, may be grounds for rejecting such Respondent and its proposal.

PROSPECTIVE RESPONDENTS ARE PROHIBITED FROM CONTACTING ANY MEMBER OF THE SELECTION

COMMITTEE, EMPLOYEE, OR PUBLIC OFFICIAL (EXCEPT THE FACILITATOR) AT ANY TIME DURING THE

FORMAL SOLICITATION PROCESS UP TO THE TIME OF CONTRACT AWARD. ANY ATTEMPTED CONTACT MAY

BE GROUNDS FOR DISQUALIFICATION.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualification and Experience of Key Design

Personnel

Respondents will be evaluated based on the qualifications, expertise, and relevant experience of the proposed design team, key personnel, and consultants assigned to the project.

Consideration will be given to professional credentials, technical expertise, project-specific experience, and the team's demonstrated ability to successfully design and coordinate projects of similar size, scope, and complexity.

0-5 Points 35 (35% of Total)

2. Designer Past Performance

Respondents will be evaluated based on the past performance of the proposed design team in delivering projects of similar size, scope, complexity, and permitting requirements.

Consideration will be given to the team's record of producing high-quality, coordinated construction documents; obtaining required permits; maintaining scheduled and budgets;

minimizing revisions and change orders;

providing responsive support during bidding and construction; and achieving positive client references and project outcomes.

0-5 Points 30 (30% of Total)

3. Firm's Current and Projected Workload

Respondents will be evaluated based on their current and projected workload and their demonstrated capacity to successfully perform the required services. Consideration will be given to the information provided in the

Certification of Current Capacity, including the firm's ongoing and anticipated projects, availability of key personnel and resources, workload commitments, and ability to dedicate sufficient staff and resources to complete the project within the required schedule.

0-5 Points 25 (25% of Total)

4. Financial Stability and Capacity

Respondents will be evaluated based on their financial stability and capacity to successfully perform the required services. This includes an assessment of their financial resources, historical financial performance, and overall ability to sustain project operations without risk of interruption. Financial capacity will be evaluated using the firm's ExperianTM

Financial Stability Risk Score, obtained by the City at its expense. Scores will be evaluated as follows:

1 = Poor: Experian Risk Class Score of 5, High Risk, or no credit history reflected by Experian during the City's query.

2 = Below Average: Experian Risk Class

Score of 4, Medium-High Risk

3 = Average: Experian Risk Class Score of

3, Medium Risk

4 = Above Average: Experian Risk Class of

2, Low-Medium Risk

5 = Excellent: Experian Risk Class Score of

1, Low Risk

0-5 Points 10 (10% of Total)

7. 7. ............................................ Standard Terms and Conditions

7.1. 7.1. ................................................................ Basis of Response/Proposals

The words “RESPONSE” and “PROPOSAL” shall be interpreted to have the same meaning for purposes of these specifications, terms, and conditions. Respondent will include all cost items; failure to comply may be cause for rejection. No segregated proposals or assignments will be considered. It is the intent of the City to promote competition.

It shall be the responsibility of the Respondent to advise the Procurement Division of any language, requirements, etc., or any combination thereof, which the Respondent feels may inadvertently restrict or limit the requirements stated in the specifications to a single vendor or manufacturer. Such notification must be made in writing at least seven (7) business days prior to the opening date and time of the proposal.

7.2. 7.2. ........................................................... Performance & Payment Bonds

Upon contract award, the Successful Respondent shall be required to furnish and pay for bonds covering the faithful performance of the contract and payment of all obligations arising thereunder by delivering to the City a Performance & Payment Bond (“P&P Bond”). The P&P Bond shall be furnished in the amount equal to one hundred percent (100%) of the annual contract price, in such a form as the City may prescribe and with a surety company acceptable to the City. The P&P Bond must be effective from the beginning of the project until the

City has acknowledged satisfactory performance. Please be advised that the surety or sureties must agree to adjust the bonds to the contract price as it may be modified by approved change orders and will be deemed to legally and conclusively waive notice of such change. All bonds (Bid Surety and/or P&P) are to be issued from a company licensed to sell bonds in the State of Florida with a rating no less than “A” in the Best Key Rating

Guide. The City has the right but not the obligation to verify that these requirements are met. The P&P Bond must be delivered to the City on the specified date. Failure or neglect to deliver said bonds as specified shall be considered as having abandoned the contract. Letters of Credit are not acceptable in lieu of the required bonds. In its sole discretion, the City reserves the right to waive this requirement.

7.3. 7.3. ................................................. Submission of Supporting Documents

The Successful Respondent shall furnish all required documents within ten (10) business days after notification of the award. If the Successful Respondent fails to furnish the required documents within ten (10) business days, the City may withdraw the award and award to the next responsive, responsible Respondent whose proposal provides the best value to the City.

7.4. 7.4. ................................................................................................ Delivery

All prices shall be FOB Destination, City of Winter Park, Florida. Delivery dates and warranties must be written out and submitted with bids. We insist delivery dates be met as specified. There will be no additional charge for multiple delivery locations.

7.5. 7.5. ...................................................................................... Contract Term

Unless otherwise agreed in a written document approved and signed by the City, the contract shall be in effect for twenty-two (22) consecutive months from the date the Mayor or other authorized signer signs the contract on behalf of the City, or until project completion.

7.6. 7.6. ............................................................................ Invoicing & Payment

Unless otherwise agreed to by the City, payment terms will be thirty (30) days net from receipt of invoice unless an appropriate prompt payment discount is provided and accepted. Payment shall be made by the City only after the items awarded to a vendor have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly invoiced, and the invoices are in all respects satisfactory to the City and appropriate for payment. All invoices shall bear the purchase order number or RFQ number.

Payment and disputes involving invoices and payments shall be governed in accordance with Part VII, Chapter

218, Florida Statutes (Local Government Prompt Payment Act).

7.7. 7.7. .................................................................................. VISA Acceptance

The City of Winter Park has implemented a purchasing card program using the VISA platform. Successful

Respondent may receive payment from the City by the purchasing card in the same manner as other VISA purchases. VISA acceptance is preferred but is not the exclusive method of payment.

7.8. 7.8. .................................................................................................... Taxes

The City is exempt from Federal Excise and Sales taxes. Tax exemption number: State #85-8012621708C-8.

7.9. 7.9. .............................................................................................. Mistakes

Respondents are expected to examine the specifications, delivery schedule, prices, extensions, and all other instructions provided herein. Failure to do so will be at the Respondent’s risk. The City is not obligated to give successful Respondents extra payments for conditions that can be determined by examining the site and documents. In case of a mistake in the extended price, the unit price will govern and the Respondent’s total offer will be corrected accordingly.

7.10. 7.10. ............................... Minor Informalities or Irregularities in Response

A minor informality or irregularity is one that is merely a matter of form and not of substance. It also pertains to some immaterial defect in a bid or variation of a bid from the exact requirements of the invitation that can be corrected or waived without being prejudicial to other bidders. The defect or variation is immaterial when the effect on price, quantity, or delivery is negligible when contrasted with the total cost or scope of the acquired supplies or services. The procurement officer either shall give the bidder an opportunity to cure any deficiency resulting from a minor informality or irregularity in a bid or waive the deficiency, whichever is to the advantage of the City. Examples of minor informalities or irregularities include the failure of a bidder to

A. Furnish required information concerning the number of its employees;

B. Sign its bid, but only if-

1. The undersigned bid is accompanied by other material indicating the bidder's intention to be bound by the unsigned bid (such as the submission of a bid guarantee or a letter signed by the bidder, with the bid referring to and clearly identifying the bid itself); or

2. The firm submitting a bid has formally adopted or authorized, before the date set for opening of bids, the execution of documents by typewritten, printed, or stamped signature and submits evidence of such authorization and the bid carries such a signature;

C. Acknowledge receipt of an amendment to an invitation for bids, but only if-

1. The bid received clearly indicates that the bidder received the amendment, such as where the amendment added another item to the invitation and the bidder submitted a bid on the item;

or

2. The amendment involves only a matter of form or has either no effect or merely a negligible effect on the price, quantity, quality, or delivery of the item bid upon.

7.11. 7.11. .................................................................................. Contract Award

The City reserves the right to make award(s) by individual item, aggregate, or none, or a combination thereof;

with one or more suppliers; to cancel the formal solicitation; reject any or all proposals; or waive any minor informalities or technicalities in proposals received, as may be deemed in the best interest of the City in the

City’s sole discretion; and reserves the right to award the contract to the most responsive, responsible

Respondent who submits a proposal meeting specifications in a way deemed most advantageous and of best value to the City in the City’s sole discretion.

The City further reserves the right to consider matters such as, but not limited to, the quality offered delivery terms, and service reputation of the vendor in determining the most advantageous proposal.

The City reserves the right to make an award to more than one Respondent. The City reserves the right to demand additional information or clarification with respect to any proposal or submission from one or more

Respondents. Such request shall be furnished to all Respondents. Failure to respond or to provide adequate information in response shall be grounds for disqualification at the sole discretion of the City. Information received upon such request for additional information or clarification may be relied upon by the City in determining the most advantageous proposal for purposes of making an award.

7.12. 7.12.Proposal or Contract Terms at Variance with This Document and the RFQ or Specifications

This formal solicitation expressly limits acceptance of the terms of this document. If the Respondent submits a proposal that contains additional terms and conditions, then, at the option of the City, it may award the contract to such proposal but without the contractual terms that were included in the RFQ and which are inconsistent with or different from the language in this invitation, and the specifications and this document so long as the proposal is otherwise responsive to this document and the specifications with the inconsistent language stricken.

The Respondent hereby agrees that by making a submission based upon this RFQ, any term or condition inconsistent with this document or the specifications shall be null, void, and stricken by the City. Without limitation, the following contract terms and provisions shall be deemed inconsistent and will be stricken:

A. Any provision that changes the venue for any type of dispute resolution to a location outside of Orange

County, Florida.

B. Any provision that applies the law of any jurisdiction other than the law of Florida.

C. Any provision that provides for a dispute resolution method other than resolution in the court of appropriate jurisdiction and venue (although non-binding mediation in Orange County, Florida using a mutually agreed mediator will not be deemed inconsistent). Dispute resolution through arbitration or through any other tribunal court of appropriate jurisdiction and venue (in Orange County, Florida).

D. Any provision that provides for attorneys fees to the prevailing party in any litigation between or among the parties is inconsistent and shall be stricken.

E. Any provision that limits the remedies and warranties available to the City under applicable provisions of Florida law shall be inconsistent and stricken. Although the Uniform Commercial Code and Florida law will allow for the limitation of warranties and remedies, such limitations are also inconsistent with the intent of this formal solicitation and will be stricken from the contract if awarded. It is the intent of the parties that the City shall reserve all of its rights of warranty and remedies available to the fullest extent under Florida law, without limitation.

F. Any provision that alters the risk of loss and/or FOB point of responsibility with respect to goods in transit that are inconsistent with the provisions of this document or the bid specification shall be inconsistent and stricken.

G. Any provision that provides for the City to hold harmless and indemnify another party shall be inconsistent with this formal solicitation and stricken.

H.