Design_for_Expansion_and_Improvements_of_LARC,_Inc._Main_Campus_(Addendum_#1_Revision).pdf

RSQ 26-018

Design for Expansion and Improvements of LARC, Inc. Main Campus

The City of Fort Myers Procurement Services utilizes an electronic bidding system to streamline the solicitation process.

City of Fort Myers Procurement Services Website https://procurement.opengov.com/portal/cityftmyers

Design for Expansion and Improvements of LARC, Inc. Main Campus, RSQ 26-018

TABLE OF CONTENTS

1. INTRODUCTION

2. PROJECT DETAILS / SCOPE OF WORK

3. EVALUATION PHASES

4. INSTRUCTIONS

5. CDBG-DR SUPPLEMENTAL CONDITIONS

6. SPECIAL CONDITIONS

7. SOLICITATION TERMS AND CONDITIONS

8. CONTRACT TERMS AND CONDITIONS

9. INSURANCE

10. DEFINITIONS

11. SUBMISSION QUESTIONNAIRE

1. INTRODUCTION

1.1. Summary

1.1.1. Summary

The City of Fort Myers ("City") on behalf of LARC, Inc. is hereby soliciting proposals from qualified design professional firms ("Consultant) to provide architectural and engineering services for the expansion and improvements to the Main Campus facilities located at 2570

Hanson Street in Fort Myers, Florida. The City is administering the procurement and solicitation process on behalf of LARC, Inc. in accordance with the Subgrantee Agreement between the City and LARC, Inc.

1.1.1.1. The selected architectural firm shall be responsible for knowledge and compliance with all related local, state and federal codes and regulations.

1.1.1.2. The selected architectural firm shall be registered in the State of Florida and hold all

State, Federal and County/City licenses required to perform the services required by this request. This Consultant shall ensure compliance with all laws, rules, codes, ordinances, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and authority.

1.1.2. Background

Since 1954, LARC, Inc. has dedicated itself to meeting with quality and foresight the needs of individuals with intellectual and developmental disabilities and their families living in Lee County and northern Collier County. LARC, Inc’s mission now, as it was then, is to empower and support people with disabilities and their families to achieve their full potential. LARC, Inc.

accomplishes this mission through the provision of a continuum of award-winning community based services, using timely, individualized, goal-oriented methods. LARC, Inc. offers vocational training, community residential services, and a vast diversity of other state-of-the-art community inclusion services on a full-time, year-round basis for local people with developmental disabilities. LARC, Inc. currently provides programs and services for approximately 300 local men and women annually. Many of these individuals participate in several of LARC Inc.’s various community programs.

LARC, Inc. has been working diligently for over six decades to educate the southwestern Florida community about developmental disabilities. LARC, Inc. works continuously to fight prejudice and misconceptions regarding intellectual and developmental disabilities and educate the public to recognize a person’s abilities, rather than disabilities. Our efforts focus on helping all local people with disabilities live happier, fuller, and more productive lives in the community as independently as each is able…with full community inclusion.

1.1.2.1. LARC, Inc. is hereby soliciting proposals from qualified design professional firms to provide architectural and engineering services for the expansion and improvements to the Main

Campus facilities located at 2570 Hanson Street in Fort Myers, Florida.

1.1.2.2. The selected architectural firm shall be responsible for knowledge and compliance with all related local, state and federal codes and regulations.

1.1.2.3. The selected architectural firm shall be registered in the State of Florida and hold all

State, Federal and County/City licenses required to perform the services required by this request. This Consultant shall ensure compliance with all laws, rules, codes, ordinances, and licensing requirements that are applicable to the conduct of its business, including those of federal, state, and local agencies having jurisdiction and authority.

1.2. Advertisement

RSQ 26-018 Design for Expansion and Improvements of LARC, Inc. Main Campus

The City of Fort Myers on behalf of LARC, Inc. is seeking submittals for RSQ 26-018 Design for

Expansion and Improvements of LARC, Inc. Main Campus. Submissions must be received electronically on or before Monday, February 9, 2026, at 2:00 pm. Interested participants are encouraged to download the solicitation documents. For more details visit https://procurement.opengov.com/portal/cityftmyers

CITY OF FORT MYERS

Marty K. Lawing, City Manager Legal Ad: News-Press/OpenGov

Mary Hagemann, City Clerk RUN DATES: Friday, January 9, 2026

1.3. Contact Information

Direct inquiries to the following:

Procurement Representative Name

Kirk Zimmerman, NIGP-CPP, CPPB, Senior Procurement Specialist

2200 Second Street

Fort Myers, FL 33901

Email: kzimmerman@fortmyers.gov

Phone: (239) 321-7241

Requesting Department:

Grants and Special Projects

1.4. OpenGov Portal

The City uses OpenGov (https://procurement.opengov.com/portal/cityftmyers) to administer the competitive solicitation process, including but not limited to soliciting responses, issuing addenda, posting results and issuing notification of an intended decision. There is no charge to register and download the solicitation from OpenGov. Consultant is strongly encouraged to read the various 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 shall not be responsible for a Consultant’s inability to submit a response by the end date and time for any reason, including issues arising from the use of OpenGov.

1.5. Timeline

The Proposed timeline for this solicitation (which is subject to change) is:

Solicitation Release Date: January 9, 2026

Pre-Submittal Meeting (Non-Mandatory): January 16, 2026, 3:30pm

Agenda

2570 Hanson Street, Fort Myers, FL 33901 or virtually

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Meeting ID: 239 238 611 535 13

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Phone conference ID: 435 359 604#

Question Submission Deadline: January 26, 2026, 4:00pm https://government-project.s3.amazonaws.com/197756/00f86400-307c-40fd-8b7a-0a01c3d7c6c3_Pre-Submittal_Meeting_Agenda,_25-xxx.pdf https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0YzA0MjYtNjkzNS00ZWJhLThmYjktYjc4YzMwYjI0NGJm%40thread.v2/0?context=%7b%22Tid%22%3a%2235ab3971-4a9a-45d4-8ad1-ac170528b885%22%2c%22Oid%22%3a%2283ef1c43-5533-4d59-a153-a3a170fcb6e1%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0YzA0MjYtNjkzNS00ZWJhLThmYjktYjc4YzMwYjI0NGJm%40thread.v2/0?context=%7b%22Tid%22%3a%2235ab3971-4a9a-45d4-8ad1-ac170528b885%22%2c%22Oid%22%3a%2283ef1c43-5533-4d59-a153-a3a170fcb6e1%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0YzA0MjYtNjkzNS00ZWJhLThmYjktYjc4YzMwYjI0NGJm%40thread.v2/0?context=%7b%22Tid%22%3a%2235ab3971-4a9a-45d4-8ad1-ac170528b885%22%2c%22Oid%22%3a%2283ef1c43-5533-4d59-a153-a3a170fcb6e1%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0YzA0MjYtNjkzNS00ZWJhLThmYjktYjc4YzMwYjI0NGJm%40thread.v2/0?context=%7b%22Tid%22%3a%2235ab3971-4a9a-45d4-8ad1-ac170528b885%22%2c%22Oid%22%3a%2283ef1c43-5533-4d59-a153-a3a170fcb6e1%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0YzA0MjYtNjkzNS00ZWJhLThmYjktYjc4YzMwYjI0NGJm%40thread.v2/0?context=%7b%22Tid%22%3a%2235ab3971-4a9a-45d4-8ad1-ac170528b885%22%2c%22Oid%22%3a%2283ef1c43-5533-4d59-a153-a3a170fcb6e1%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0YzA0MjYtNjkzNS00ZWJhLThmYjktYjc4YzMwYjI0NGJm%40thread.v2/0?context=%7b%22Tid%22%3a%2235ab3971-4a9a-45d4-8ad1-ac170528b885%22%2c%22Oid%22%3a%2283ef1c43-5533-4d59-a153-a3a170fcb6e1%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0YzA0MjYtNjkzNS00ZWJhLThmYjktYjc4YzMwYjI0NGJm%40thread.v2/0?context=%7b%22Tid%22%3a%2235ab3971-4a9a-45d4-8ad1-ac170528b885%22%2c%22Oid%22%3a%2283ef1c43-5533-4d59-a153-a3a170fcb6e1%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0YzA0MjYtNjkzNS00ZWJhLThmYjktYjc4YzMwYjI0NGJm%40thread.v2/0?context=%7b%22Tid%22%3a%2235ab3971-4a9a-45d4-8ad1-ac170528b885%22%2c%22Oid%22%3a%2283ef1c43-5533-4d59-a153-a3a170fcb6e1%22%7d

Submission Deadline: February 9, 2026, 2:00pm

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Meeting ID: 283 716 510 941 08

Passcode: uC7wz6zs

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Selection Committee (Non-Mandatory): February 23, 2026, 2:00pm

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Meeting ID: 253 260 147 104 29

Passcode: 95LT7Zx3

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Presentations (if desired by committee)

(Non-Mandatory):

March 10, 2026, 9:00am

WILL TAKE PLACE ONLY IF THE

COMMITTEE DESIRES PRESENTATIONS AS

A RESULT OF THE 2/23/26.

2570 Hanson Street, Fort Myers, FL 33901 or virtually via Microsoft Teams join/19%3ameeting_ZDJkZGIyNDAtZGJkNi0

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Meeting ID: 287 318 458 152 70

Passcode: KT9eU2Xk

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Phone conference ID: 757 896 748#

1.6. Pre-Submittal Meeting

The purpose of a Pre-Submittal Meeting is to review and discuss the solicitation and any addenda as published. A representative from Procurement Services, a representative from the

City Grants Department, and a representative from LARC, Inc. will be present to discuss the solicitation. The date, time, and location as stated in the 'timeline'.

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2. PROJECT DETAILS / SCOPE OF WORK

2.1. Mandatory Minimum Qualifications

2.1.1. The Consultant shall hold any necessary license(s) authorizing them to do business in the

State of Florida.

2.1.2. Consultant shall have been in business under the current company/firm name for a minimum of three (3) consecutive years.

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

2.1.4. Consultant is required to inform the City and LARC, Inc. of any relevant legal or ethical issues. Specifically, they need to disclose:

2.1.4.1. Judgments: Any court decisions against them.

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

2.1.4.3. Criminal Activities: Any criminal conduct, especially if it involves moral turpitude

(actions that are morally reprehensible).

Consultant will be given a chance to explain or provide additional information regarding these issues if applicable. This allows them to clarify any concerns and provide context.

To demonstrate qualifications to perform the Work, each Consultant must be prepared to submit within five (5) days of City’s request written evidence, such as financial data, previous experience, present commitments, and other such data as may be called for. Each Solicitation must contain evidence of the Respondent’s qualifications to do business in the State of Florida, or covenant to obtain such qualification, prior to award of the contract.

The Consultant will be required to maintain the Minimum Qualifications Requirements, as presented during selection, if selected and awarded the contract, during the term of the

Contract and any contract renewals.

2.2. Scope of Work

The selected respondent shall provide design and construction documents for the expansion of

Adult Day Training Program (ADAPT), new residential R-4 group home, addition of a generator for Building B (Commercial Culinary Kitchen), and beautification and accessibility improvement projects. These projects shall be constructed on LARC, Inc.’s campus located at 2570 Hanson

Street. Fort Myers, Fl, 33905.

The scope shall include but not be limited to the following:

2.2.1. Expansion of Adult Day Training Program (ADAPT): Design and provide construction documents for the expansion of the Adult Day Training (ADAPT) program whose focus is on serving individuals with higher care needs, specifically those requiring a 1:3 to 1:5 caregiver-to-participant ratio.

2.2.1.1 The new facility will be approximately 7,000 SF to 8,000 SF and built to comply with hurricane shelter standards.

2.2.1.2. The new facilities shall be designed and constructed with a back-up generator that meets hurricane shelter standards.

2.2.1.3. The new facilities shall be designed and constructed to ensure that it can safely accommodate individuals with IDD during times of disaster.

2.2.1.4. The new facilities shall feature appropriate infrastructure to support the day-to-day needs of participants while also serving as a safe space during emergencies.

2.2.1.5. The new facilities shall provide covered walkways connecting to existing ADAPT building, covered portico for loading and unloading during inclement weather with clearance for larger van style transport bus.

2.2.1.6. The interior space layout shall provide large center area and smaller areas around perimeter for smaller group classes, washer/dryer room, large changing room, restroom with shower, institutional style kitchen, extremely resilient interior finishes, screened porch area.

2.2.2. Residential R-4 Group Home: Design and provide construction documents for a new R-4 residential group home on the LARC, Inc. campus.

2.2.2.1. Group Home shall comply with Agency for Persons with Disabilities (APD) requirements and guidelines.

2.2.2.2. Group Home shall be equipped with an automatic fire sprinkler system with monitored fire alarm system.

2.2.2.3. Group Home shall be 6-bedroom/4-baths, approximately 3,500 to 4,000 SF.

2.2.2.4. Group Home must comply with the American with Disability Act (ADA) and provide a safe, comfortable, and accessible living space for individuals with IDD.

2.2.2.5. Group Home shall support the continued care of individuals with higher needs, ensuring they have a safe and secure environment in which to live.

2.2.2.6. Group Home shall include covered carport area for tall van style bus vehicle to park for loading and unloading and single large storage area under carport area.

2.2.2.7. Group Home design must comply with the Florida Building Code newest edition and shall have impact resistant construction for doors and windows and back-up generator.

2.2.2.8. Group Home shall be energy-efficient and compliant with the Florida Energy

Code. The building shall utilize LED light fixtures, spray foam insulation, Corian solid surface counters, and security cameras. The Group Home shall include a laundry room with 2 washers/2 dryers, residential kitchen, pantry with upright freezer, etc.

2.2.3. Generator for Building B (Commercial Culinary Kitchen): Design and construction documents for the addition of a generator to Building B, which houses LARC, Inc.'s commercial culinary kitchen, will enable LARC, Inc. to continue operating the kitchen during disasters. The generator will facilitate LARC, Inc.'s ability to assist the county with disaster response efforts when/if needed. It will also enhance LARC, Inc.'s role as a critical resource in disaster recovery and community support.

2.2.4. Beautification and Accessibility Improvements: Design and provide construction documents for various beautification initiative projects, which include:

• Sensory Garden: A garden designed to provide therapeutic experiences through sensory-rich environments.

• Reflection Pond with Pergola: A peaceful, reflective space with a pergola for relaxation and contemplation.

• New Pavilion: A hurricane-resistant pavilion designed for social gatherings and activities.

• New Sidewalks and Concrete Areas: The new sidewalks and concrete areas will enhance accessibility and reduce fall risks, ensuring that all individuals, regardless of mobility, can easily navigate the campus.

• Undercover Seating Areas and Transportation Zones: Covered seating areas will provide shelter from the elements for individuals arriving and departing, while also providing gathering spaces for families and staff.

• Activity Areas: New activity areas will include a Bocce Ball court and a Horseshoe Pit, which will serve both as recreational areas and as spaces for training for Special

Olympics. These features will encourage physical activity, social engagement, and skill-building for participants.

2.2.5. Project Milestone Schedule: (from Notice to Proceed)

• 3 months after contract execution – Schematic Design Documents.

• 6 months after award – Design Development Documents.

• 8 months after award - 30% Contract Documents

• 11 months after award – 50% Contract Documents.

• 15 months after award – 100% Contract Documents.

• 18 months after award – Permitting Complete.

• The selected consultant will provide the CITY with 30% and 60% design plans as deliverables upon completion

3. EVALUATION PHASES

3.1. Qualifications of the Consultant

To demonstrate qualifications to perform the Work, each Consultant must be prepared to submit information pertaining to each criterion. Each Submittal must contain evidence of the

Consultant's qualifications to do business in the State of Florida, or covenant to obtain such qualification, prior to award of the contract.

3.2. Responsiveness

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

3.3. Responsibility

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

3.4. Technical/Qualification Submittal

Each proposer must be organized with section tabs for ease of review in the same order as described in the criteria.

3.4.1. Approach to the Project/Design

3.4.2. Experience of the Firm and Assigned Personnel

LARC, Inc. will determine how well submissions address the specifications and overall project needs.

3.5. Selection Committee and Evaluation Process

3.5.1. Procurement Services

Procurement Services will perform the initial review of all submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria and review of the MBE and Local preference if applicable. This will confirm the Consultant's submissions are responsive to the solicitation request.

Procurement staff will review of all responsive submissions and forward it with the responsive submissions to the Selection Committee for further analysis. This analysis may include evaluation of scope requirements and price, if applicable as stated in this solicitation.

3.5.2. Selection Committee

A Selection Committee (hereinafter referred to as “the Committee”) consisting of at least three (3) members will be established to review, discuss, and evaluate all responsive submissions. The Committee shall be comprised of employees and/or representatives of

LARC, Inc. The Committee may utilize additional consultants and experts as either voting or non-voting members to advise and assist the Committee in review of 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 ranging from zero (0) points to the maximum points allowed for each rating criteria. This will be completed before the selection committee meeting. The Committee will rank the short-listed Consultant based on the Evaluation Criteria outlined in the section titled Evaluation

Criteria for Short-Listing.

3.5.3. Selection Committee Meeting

The Procurement representative will schedule a public meeting for the Committee to discuss their initial evaluation and rank the responsive Consultant's deemed acceptable to be selected; committee members may change or update their scores any time before the scores are read aloud. The evaluation scores will be submitted via OpenGov to the

Procurement representative. The Committee will then determine if they would like

Presentations/Interviews with any of the Consultants and how many they would like to invite.

3.5.4. Presentations/Interviews

The Committee reserves the right to request Presentations/Interviews with any or all responsive and responsible Consultants whose submissions are deemed to be acceptable for award. Presentations/Interviews may be limited at the discretion of the Committee to short-listed Consultants. Presentations may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements.

The City nor LARC, Inc. will not be liable for any costs incurred by the Consultant in connection with such Presentations (i.e., travel, accommodations, etc.).

Presentations will be conducted in a public meeting. Each Consultant will be asked to excuse themselves during other presentations. During the presentation, Consultants must clearly demonstrate their understanding of the project scope, discuss their approach to successfully completing the project, and respond to questions from the Committee.

Upon completion of the presentations/interviews, the Committee shall hold an open discussion, and the public will have an opportunity to speak (3 minute maximum) before the Committee submits presentation scoring through OpenGov. The Procurement

Manager or designee will read the ranking of the Consultants from the Committee scoring.

If the Committee elects to conduct Presentations/Interviews, the Criteria for Phase 2 will be developed by the selection committee at the end of Phase 1. All scores from Phase 1 will be cleared and only scores in Phase 2 will be considered for award.

3.5.5. Final Ranking

After the presentation/interviews if requested, the Committee will rank the short-listed

Consultants using the criteria outlined in the Evaluation Criteria for Final Ranking section.

The rankings will then be submitted to the City Council for approval.

3.5.5.1. Upon City Council's approval, the Department Director or designee, in conjunction with the Procurement representative, and representatives of LARC, Inc.

will initiate negotiations with the top-ranked Consultant with the intention of entering into a contract.

3.5.5.2. If negotiations with the top-ranked Consultant fail, they will be terminated, and negotiations will begin with the next-ranked Consultant.

3.5.5.3. This process will continue until a successful contract is negotiated or the solicitation is terminated.

3.5.5.4. Once a contract is finalized, it will be executed by LARC, Inc.

3.5.6. Flexible Award Options

The Committee may evaluate and award a Contract based on responses to this

Solicitation without presentations. Therefore, each submission should contain the

Consultants best terms and conditions for consideration.

Awards may also be made based on individual items, groups of items, all-or-non, or a combination thereof, potentially involving one or more Consultants.

3.5.7. Tiebreaker

In the event of a tie, two or more Consultants that have the same ranking, the following steps will be taken to determine the highest ranked Consultant. This method shall be used for all RFP’s and RSQ’s ties.

3.5.7.1. Step 1: Consultants with an established drug-free workplace program, as defined by Florida Statute Section 287.087, shall be ranked higher. Documentation verifying the drug-free workplace program must be provided to receive this preference.

3.5.7.2. Step 2: The Consultant with the highest number of 1st place rankings among evaluators shall be deemed the top-ranked Consultant. If a tie persists, the

Consultant with the highest number of 2nd place rankings will be ranked higher.

This method will continue progressively through 3rd, 4th, and subsequent rankings until the tie is resolved. If a tie remains after all rankings are considered, additional tie-breaking criteria will apply.

For non-City funded procurements, the steps not permitted by law or process are hereby removed.

The highest ranked Consultant upon completion of the steps needed shall receive the first opportunity to negotiate.

3.5.8. Reserved Right to Reject Solicitations

The City and/or LARC, Inc., at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all submittals, to readvertise this solicitation, to postpone or cancel this solicitation process at any time, or to waive irregularities and informalities in this solicitation or in the submittals received as a result of this solicitation. Neither the

City nor LARC, Inc. guarantees the award of any Contract as a result of this solicitation process.

The City and/or LARC, Inc. reserves the right to evaluate the financial capability, reputation, integrity, skill, business experience, and quality of performance under similar operations for each Consultant prior to making an award.

The City and/or LARC, Inc. reserves the right to request that the Consultant provide additional information as it deems necessary to evaluate, clarify, or substantiate any area contained in each submittal and to best meet the needs of LARC, Inc. This includes information which indicates financial resources as well as the ability to provide and maintain the system and/or services. Failure to promptly supply requested information, such as records of past performance, financial stability, or the ability to meet project schedules, may result in a determination of non-responsiveness.

3.5.9. Authority to Award

Contracts shall be awarded in accordance with the provisions of the City’s Procurement

Ordinance and Policy upon approval of City Council and LARC, Inc.

3.6. Contract Negotiations and Acceptance

Upon City Council approval, LARC, Inc. will initiate negotiations with the top-ranked Consultant with the intention of entering a contract. Consultant must be prepared for LARC, Inc. to accept the Submittal as presented. If Consultant fails to sign all documents necessary to successfully execute the final contract within a reasonable time, or negotiations do not result in an acceptable agreement, LARC, Inc. may reject the Submittal or revoke the award and may begin negotiations with the next highest Consultant. Final contract terms must be approved or signed by LARC, Inc. No binding contract will exist between the Consultant and LARC, Inc., until LARC, Inc. executes a written contract and purchase order. The City will not be a party to the final contract between LARC, Inc. and the Consultant.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Approach to the Project/Design

• The approach the scope of services, including a comprehensive representation, demonstrating an understanding and a commitment of how you intend to implement and fulfill the requirements of the scope of services.

• How your firm will balance staffing needs for this project.

• How your firm will facilitate timely completion of the project.

• Describe unique abilities, innovative approaches, and/or special considerations.

Points Based 45 (45% of Total)

2. Experience of the Firm and

Qualifications of Assigned Personnel

• Experience and capabilities to perform the scope of work.

• Academic, training, and licensed credentials of employees assigned to the project.

• Existing workload and ability to meet the timeline outlined in the project.

• Provide 2 examples of completed projects with similar scope and budget within the last 5 years. Preference will be given the government agency work.

• Provide 2 examples of projects completed by the project manager with similar scope and budget in the last 5 years.

Points Based 55 (55% of Total)

4. INSTRUCTIONS

Procurement Information

Procurement Services is the official source for obtaining information regarding City of Fort

Myers solicitations. It is the responsibility of Consultant to monitor and obtain solicitation updates and current award information both prior to and after the scheduled opening date.

Information is updated as it becomes available. The City reserves the right to issue an award or a recommendation of award at any time following the scheduled solicitation opening date.

Applicable Laws and Appeals

This solicitation is issued in accordance with, and governed by, the provisions and procedures outlined in Chapter 38, Articles III and IV of the City of Fort Myers Code of Ordinances. These provisions can be accessed online at:

City of Fort Myers Code of Ordinances - Procurement

Alternatively, contact Procurement Services for further assistance.

Any appeals related to this solicitation must comply with the requirements specified in the City’s

Code of Ordinances and procurement policies.

Americans With Disabilities Act

Persons with disabilities requiring special accommodations to participate in this solicitation process should contact Procurement Services at least seven (7) days before the required accommodation.

Contact Information:

Procurement Services

2200 Second Street, Fort Myers, FL 33901

Email: ProcurementServices@fortmyers.gov

Phone: (239) 321-7240

Solicitation Submission Guidelines

1. Official Submission Portal

All submissions must be made electronically through the City’s Bid Portal in OpenGov. The portal will keep all files locked until the solicitation officially closes.

2. Official Time

The time clock in OpenGov will serve as the “Official Time” for determining the actual closing time of the solicitation. Submissions received after the specified date and time will not be accepted.

3. Responsibilities

3.1. Consultant is solely responsible for ensuring timely electronic submissions.

3.2. The City is not responsible for the distribution of addenda or other solicitation-related information to Consultant who fail to register in OpenGov.

https://library.municode.com/fl/fort_myers/codes/code_of_ordinances?nodeId=SPAADCO_CH38FI_ARTIIIPU

4. Addenda Distribution

All addenda and updates will be made available exclusively via OpenGov. Consultant is advised to regularly check the portal for any updates related to this solicitation.

4.1. Introduction

To be considered, electronic submissions must be completed in accordance with the instructions outlined in this solicitation and submitted within the specified timeframe. The portal will automatically lock at the submission deadline.

The City and/or LARC reserves the right to accept or reject any or all submissions and to waive irregularities or technicalities, as deemed in the best interest of the City and LARC, Inc. All decisions made by the City regarding these matters shall be final and binding.

4.2. Solicitation Documents

Visit the City of Fort Myers Procurement Services Website and follow the link to Active

Solicitations to access solicitation information. It is the responsibility of the Consultant to ensure correct registration information is provided. The City will not be held liable for any issues arising from incorrect or incomplete contact information.

1. Use of Official Solicitation Documents

All submittals must be prepared using the solicitation documents provided in this solicitation.

The City assumes no responsibility for errors or misinterpretations resulting from the use of incomplete or unofficial solicitation documents.

2. Purpose of Solicitation Documents

Solicitation documents, including all attachments, specifications, and exhibits are provided solely to facilitate the preparation and submission of responses.

3. Right to Cancel

The City reserves the right to cancel any solicitation at any time without obligation.

4.3. Responsibilities of the Consultant

Each Consultant is responsible for the following actions before submitting an offer:

1. Download Official Solicitation Documents

Obtain solicitation documents exclusively from OpenGov. Documents sourced from other platforms or sources are not guaranteed to be accurate.

2. Thoroughly Review Documents

Examine all solicitation documents to fully understand the requirements. If additional clarification is needed, submit questions through the OpenGov Q&A module.

3. Consider Applicable Laws and Regulations

Evaluate all Federal, State, and Local laws, ordinances, codes, and regulations that could impact the cost, progress, performance, or execution of the work.

4. Correlate Observations with the Solicitation Documents https://www.cityftmyers.com/1171/Procurement-Services

Study and carefully align observations with the solicitation documents to ensure consistency.

5. Report Conflicts or Discrepancies

Notify the Procurement Services Department by email to procurementservices@fortmyers.gov and submit a question through the E-Procurement Q&A tab of any conflicts, errors, or discrepancies in the solicitation documents.

5.1. Response Timeline Questions related to document format or processes will be addressed within two (2) business days or the solicitation may be placed on hold. This timeline does not apply to project-specific questions that require input from project managers or subject matter experts.

6. Review the Draft Contract

The draft contract intended for award is included with this solicitation for reference.

6.1. This draft contains standard legal language and may be modified.

6.2. Any exceptions to the standard contract should be submitted as a question in the

Q&A module before the question deadline. If the question deadline has passed, exceptions should be clearly noted in the Submission Questionnaire.

• Note: Exceptions to the draft contract may impact the evaluation of the submittal.

7. Right to Modify Contract

LARC, Inc. reserves the right to make modifications to the draft contract for specific solicitations before execution.

4.4. Questions and Addenda Guidelines

1. Submission of Questions

All questions regarding the meaning or intent of the solicitation documents shall be submitted through the OpenGov Portal. Only questions received before the deadline specified in the solicitation timeline shall be considered. Written responses to questions will be binding via addenda or the "Questions & Answers" feature in OpenGov. Oral or other informal interpretations or clarifications have no legal effect. Any addenda issued electronically during the solicitation period shall become part of the solicitation and will be incorporated into the resulting contract.

2. Authority of Addenda and Revisions

Revisions to the solicitation and responses provided via the "Questions & Answers" feature are authoritative and shall be considered addenda to the solicitation. All information provided in this solicitation, including addenda and answers to questions, will be incorporated into the solicitation and any resulting contract. It is the responsibility of the Consultant to review all addenda, revisions, and published answers to questions.

Requests for interpretations must be submitted through the OpenGov Portal. Failure to review and comply with the latest addenda or interpretations will not relieve the Consultant of their mailto:procurementservices@fortmyers.gov obligations under the solicitation or the resulting contract. No oral interpretations will be provided. All official interpretations will be issued as written addenda and made available via

OpenGov. The City is not responsible for the distribution of addenda or other solicitation-related information to Consultant who fails to register in OpenGov.

3. Modification of Solicitation Documents

The City reserves the right to issue addenda to modify the solicitation documents as necessary. Consultant(s) are strongly encouraged to attend any pre-submittal meetings to gain clarity on the solicitation requirements.

4.5. Interpretation of Solicitation and Addenda

The absence of details or the omission of specific descriptions within the Solicitation or any addenda shall be interpreted as requiring adherence to the highest standards of best commercial practices. All interpretations and clarifications of this Solicitation shall be governed by the terms and conditions set forth in this Contract.

4.6. Incorporation of Procurement Policy and Ordinance

This solicitation is issued in accordance with, and governed by, the provisions and procedures outlined in Chapter 38, Articles III and IV of the City of Fort Myers Code of Ordinances.

The City’s Procurement Policy and Ordinance (38-61 thru 68) are hereby incorporated by reference into this solicitation and any contract awarded as a result of this solicitation. By participating in this solicitation, Consultant agrees to be bound by the City’s Procurement

Ordinance and Policy in all matters related to this solicitation and any subsequent contracts.

Any appeals related to this solicitation must comply with the requirements specified in the City’s

Code of Ordinances and Procurement Policy.

4.7. Submittal Preparation

1. Preparation of Response

Consultant must prepare their responses in a clear and concise manner, ensuring that all required content is complete. Special attention should be given to the specific information, instructions, and requirements outlined in the solicitation document to ensure responsiveness.

Incomplete responses or those lacking key information may be rejected. To facilitate the review process, each section or tab of the response should be properly labeled to correspond with the solicitation requirements.

2. Incurred Expenses

Neither the City nor LARC, Inc. is responsible for any expenses incurred by Consultant in the preparation and submission of their proposals, including costs associated with presentations or other activities related to the solicitation process.

3. Proprietary Information https://fortmyers.gov/DocumentCenter/View/14396/City-of-Fort-Myers-Procurement-Policy-PDF https://www.fortmyers.gov/1515/Procurement-Ordinances

3.1. City’s Judgment on Disclosure The City reserves the right to exercise its own judgment regarding the disclosure of records. The City may take any actions it deems necessary, including filing a declaratory action, to comply with Federal or Florida public records laws.

3.2. Ownership of Submittals All submittals received in response to this solicitation will become the property of the City and will not be returned to the Consultant.

4.8. Submission Guidelines for RFP/RSQ's

Official Submission Portal

All submissions must be made electronically through the City’s Bid Portal in OpenGov. The portal will keep all files locked until the solicitation officially closes.

Consultant is responsible for uploading their submittals directly into the OpenGov Submission

Portal. The authorized representative who binds the Consultant to the submittal must sign the qualification statement. A submittal is considered timely only if received through the OpenGov portal by the precise date and time specified in the solicitation timeline. The official time will be determined by the OpenGov portal's time clock. The portal will not accept submittals after the deadline.

Except as provided under the Americans with Disabilities Act for individuals requiring special accommodations, all proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

1. Instructions for Uploading Submissions

Submission Process Log into your OpenGov account and navigate to the solicitation for which you wish to submit a response. Click on “Draft Response”, complete the required information, upload your submission along with all required attachments, and submit your response.

Responsibility for Timely Submission The Consultant is solely responsible for ensuring their submittals are complete, uploaded, and submitted via the e-Procurement Portal before the specified due date and time. The City is not responsible for any delays or failures in submission caused by any occurrence.

2. Submission Requirements

2.1. Document Format A single PDF document, signed by an authorized representative, must be submitted via the OpenGov portal.

2.2. Title Page – Introduction Include the following: Name of the individual or firm, Address, Email address, Telephone number, Name of contact person, Date, Solicitation number and title.

2.3. Table of Contents Include page numbers and bookmark each section for easy navigation.

2.4. Letter of Transmittal Two (2) page limit. Content: Briefly state the Consultant's understanding of the services to be provided. Make a positive commitment to perform the work. Provide the names, titles, addresses, and telephone numbers of authorized representatives.

2.5. Mandatory Minimum Qualification Documentation Provide documentation to verify compliance with the "Minimum Qualifications" section. Ensure all documentation is clear and specific.

2.6. Place responses to the evaluation criteria in the order it is stated under the

"Evaluation Phase" section.

2.7. Required Documents

2.7.1. Corporate Submissions Must be signed in the corporate name by the

President or Vice-President (or other authorized officer with evidence of signing authority). The corporate seal must be affixed and attested by the Secretary or

Assistant Secretary. Include the corporate address and state of incorporation.

2.7.2. Partnership Submissions Must be signed in the partnership name by a partner, with the title noted under the signature. Include the partnership's official address.

2.8. Litigation History Provide details of any current litigation or outstanding judgments involving the Consultant in the respective question under the Submission Questionnaire.

2.9. Electronic Pricing Form Instructions, if applicable. The City uses OpenGov to streamline the solicitation process. Submittals must be made electronically; paper responses will be deemed non-responsive. This will not apply to Request for

Statement of Qualifications.

2.9.1. Submission via OpenGov Log into your OpenGov account, navigate to the relevant solicitation, click “Draft Response,” complete the requested information, upload all required attachments, and submit.

2.9.2. Unit and Extended Prices Enter unit prices for each item (if applicable). In case of discrepancies between unit and extended prices, unit prices will prevail.

2.9.3. Award Basis The City generally awards bids based on a "lump sum" to the responsive and responsible Bidder submitting the lowest total bid. However, the

City reserves the right to award based on a "per group" or "per item" basis.