Exhibit B Proposal Requirements.pdf

RFP# 25- 28 HR

EXHIBIT B: PROPOSAL RESPONSE REQUIREMENTS

This section identifies specific information which must be contained within the proposal and the order in which such information should be organized. The information each Proposer provides will be used to determine those Proposals that best meets the overall needs of the City. The Proposal should contain sufficient detail to permit the City to conduct a meaningful evaluation. However, overly elaborate responses are not requested or desired.

By submitting a proposal response Proposer, hereby declares that no person or other entities other than the Proposer has personal interest in this Solicitation, that this Solicitation is made without collusion with others; and that Proposer has carefully read and examined the Scope of Work, and with full knowledge of all conditions under which the services herein are contemplated must be furnished, hereby propose and agree to furnish these services according to the requirements set out in the Scope of Work for the prices as listed on the Bid Form.

FORMAT OF PROPOSAL RESPONSE

INTRODUCTION

Include the following in this section of the Proposal.

1. A cover page that identifies Proposer, the RFP by title, and the RFP number.

2. An introductory letter/statement that describes your proposal in summary form

(limit 2 pages).

MINIMUM QUALIFICATION REQUIREMENTS

In this section submit the information and documentation requested that confirms Proposer meets the following minimum qualification requirement(s)

Submit the information and documentation requested that confirms Proposers meets the following minimum qualification requirement(s). Proposer must meet these minimum qualification requirements in order to be considered a responsible proposer.

Proposals from Proposers deemed non-responsible will not be evaluated or considered for award.

1. Proposer must be licensed by the Florida Department of Business and Professional Regulation (DBPR) as a “Professional Engineer”.

Provide documentation from the DBPR that confirms Proposer’s license

2. Proposer must be accredited by the American Association of State Highway and

Transportation Officials (AASHTO), American Society for Testing and Materials (ASTM) or other similar nationally recognized accreditation body related to soil and geotechnical testing.

Provide documentation from the recognized body that confirms Proposer’s accreditation.

3. Proposer has provided architectural services for a minimum of five clients during the five years prior to the date this RFP was issued that included all of the following:

(1) pre-design, (2) basis of design reports, (3) preliminary and final design development, (4) assisting with bidding and negotiation, and (5) construction oversight.

Provide a list of five clients for whom Proposer has provided architectural services who are agreeable to provide feedback to the City and validate Proposer’s services. Include the following:

i. Client name

ii. Client address

iii. Client contact name

iv. Client phone and email address

v. Performance period (start/end dates)

FORMS

Provide the completed and executed Attachments with the Proposal Response, as instructed.

1. Proposer must have an active registration with the State of Florida Division of

Corporations (Sunbiz) to do business in Florida.

Complete and submit the Acknowledgement Form included in the RFP. All signatures must be provided by an authorized company representative. The City will verify this registration.

2. Sections 112.313(3) and 112.313(7), Florida Statutes, prohibit certain business relationships on the part of public officers and employees, their spouses, and their children. See Part III, Chapter 112, Florida Statutes and/or the brochure entitled "A Guide to the Sunshine Amendment and Code of Ethics for Public Officers, Candidates and Employees" for more details on these prohibitions. However, Section 112.313(12), Florida Statutes (1983), provides certain limited exemptions to the above-referenced prohibitions, including one where the business is awarded under a system of sealed, competitive bidding; the public official has exerted no influence on bid negotiations or specifications; and where disclosure is made, prior to or at the time of the submission of the bid, of the official's or his spouse's or child's interest and the nature of the intended business. The Commission on Ethics has promulgated this form for such disclosure, if and when applicable to a public officer or employee.

If applicable, complete and submit the Interest in Competitive Bid for Public Business Form included in the RFP. If not applicable, write “N/A” at the top of the form.

3. Proposer shall execute an affidavit, in the form provided by the City, to the effect that they have not colluded with any other person, firm or corporation regarding any response submitted.

Complete and submit the Non-Collusive Affidavit included in the RFP.

4. Proposer has not been convicted of a public entity crime per Section 287.133, Florida Statutes or environmental law in the past five years.

Complete and submit the Public Entity Crime form included in the RFP.

5. Drug-Free Workplace Certification.

Complete and submit the Drug-Free Workplace Certification included in the RFP. If not applicable, write “N/A” at the top of the form.

6. In accordance with Florida Statute §287.135 (5), at the time Proposer submits a Response for a contract or before a company enters into or renews a contract with the City for goods or services of $1 million or more, it is not on the Scrutinized Companies with Activities in Iran Petroleum Energy List or engaged in business operations in Cuba or Syria.

Complete and submit the Scrutinized Company Certification form included in the RFP.

7. Proposer does not use coercion for labor or services.

Complete and submit the Affidavit Attesting to Noncoercive Conduct for Labor or Services included in the RFP.

8. Proposer, its principal(s), officers, agents, or proposed subcontractor(s), shall not have any conflicts of interest as it relates to this solicitation.

Attach a statement on company letterhead that:

i. Discloses any City officer, employee, or attorney, their spouses, parents, or children, who is also an owner with more than 10 percent ownership interest in Proposer’s business, OR

ii. Provides a statement to the effect that no conflict of interest exists, if applicable.

9. The Local Vendor Certification Form is used for the application of preferences as described it the Terms and Conditions for Local Preference and Ties. If proposer is claiming local preference on the Acknowledgement Form, this form is required.

Local Preference is not applicable to this solicitation.

10. The City of Sarasota tracks statistical information on employees hired in the local area.

Complete and submit the Local Employee Certification included in the RFP.

11. Proposer shall provide a list of any subcontractors they intend to utilize.

Complete and submit the Subcontractors List included in the RFP.

12. The City will send a reference survey to the references listed.

Complete and submit the Contractor/Vendor References form included in the

RFP.

TRADE SECRETS

Pursuant to Florida Statute identify any trade secret being claimed. NOTE:

Designation of the entire Proposal as “Trade ‘Secret’, ‘Proprietary’ or ‘Confidential’ is not permitted and may result in a determination that the Proposal is non-responsive and therefore will not be evaluated or considered.

Proposer must submit purported trade secret information as follows:

1. Trade secret material must be segregated in a separate document, from the portions of the Proposal that are not being declared as trade secret. NOTE: Trade secret requests made after the Due Date and Time are not allowed.

2. Proposer shall cite, for each trade secret claimed, the Florida Statute number which supports the designation. Further, Proposer shall Proposal a brief written explanation as to why the cited Statute is applicable to the information claimed as trade secret.

3. Proposer shall provide an electronic copy of its proposal complete with all information and an additional electronic copy of its proposal that redacts all designated trade secrets.

PROPOSER STATEMENT OF ORGANIZATION

In this section, provide information and documentation on Proposer as follows:

1. Legal contracting name including any dba or fictitious name in which Proposer operates under.

2. State of organization or incorporation.

3. Ownership structure of Proposer’s company (e.g., Sole Proprietorship, Partnership, Limited Liability Corporation, Corporation).

4. List any fictitious name or dba name under which Proposer operates.

5. Federal Identification Number (if sole proprietorship, provide your Social Security number). The City collects this information for tax reporting purposes.

6. Contact information for Proposer’s corporate headquarters and local office (if different). Include the following:

i. Address

ii. City, State, Zip

iii. Phone

iv. Number of years at this location

7. List of officers, owners and/or partners, or managers of the firm. Include names, addresses, email addresses, and phone numbers.

PROPOSER EXPERIENCE

In this section, provide details of Proposer’s experience to include the following:

1. Number of years Proposer has been in the business of providing architectural services.

2. Proposer’s experience in providing architectural services in Florida,

3. Proposer’s experience in providing architectural services for public sector entities.

4. Detail Proposer’s experience working with, and in accordance with Florida

Department of Transportation (FDOT), Florida Department of Environmental Protection (FDEP), the regional Water Management District, and Florida Building Code requirements and personnel.

5. A narrative detailing Proposer’s experience in the following categories of work as described in the Scope of Work:

i. Pre-design

ii. Basis of design reports

iii. Preliminary and final design development

iv. Assisting with bidding and negotiation, and

v. Construction oversight

6. Describes Proposer’s experience in providing architectural services as described in the Scope of Work for special purpose buildings and specialty type facilities to include:

i. Auditoriums

ii. Warehouses

iii. Stadiums

iv. Golf courses

v. Historic properties

vi. Performing arts centers

7. Provide five client references for the Proposer that have previously provided services similar to those specified in this RFP in the past five (5) years and who are agreeable to respond to a request from the City regarding proposer’s provision of services. (These may be the same clients provided in the Minimum Qualifications section). Do NOT include the City as a reference. The City will review its records related to architectural services provided by Proposer.

Include the following:

i. Entity name

ii. Contact name(s)

iii. Contact email address

iv. Address

v. Telephone and fax numbers

vi. Dates of service (start/end)

vii. Name and dollar value of the project

viii. Scope of work (brief description)

8. Detail any recent awards or recognition received by Proposer for architectural related services.

TEAM’S EXPERIENCE

1. A brief bio of Proposer’s key personnel who will be assigned to City Projects to include their name, title, primary area of responsibility and their experience in that discipline.

2. Provide details of all licenses and certifications held by Proposer’s key personnel.

3. Detail any recent awards or recognition key personnel have received related to their area of responsibility.

4. If subconsultants are proposed, the name of the subconsultant and their primary area of responsibility, and their experience in that discipline.

5. Detail the team’s (key personnel and subconsultants) experience in conducting community and stakeholder engagements.

6. Detail the team’s experience working with, and in accordance with FDOT, FDEP, the regional Water Management District and Florida Building Code personnel and requirements.

7. Describe the team’s experience in FDOT Plans Preparation Manual and LAP requirements.

8. Describes Proposer’s team’s experience in providing services as described in the Scope of Work for special purpose buildings and specialty type facilities to include:

vii. Auditoriums

viii. Warehouses

ix. Stadiums

x. Golf courses

xi. Historic properties

xii. Performing arts centers

9. Provide a recent example of a “problem” that was encountered on a project, the team member(s) that responded, the solution that was developed, and the outcome of implementing the solution.

10. Experience in comparing bid forms to final cost estimates and contract amounts that include change orders during the past five years. Provide a brief justification for any discrepancies that existed.

APPROACH

1. A clear and detailed strategy to Proposer’s project approach to the provision of services.

2. Proposer’s methodology for engaging with City representatives and accessibility in the area of availability for meetings, both in person and on-line.

3. Explain Proposer’s approach to making estimates of probable costs to construct the project as design progresses and comparing these to the project’s budget.

4. Describe Proposer’s corrective action plan when it appears that the budget will be exceeded or that the project scope can be achieved at a much lower cost than what was discussed during negotiations.

5. Using the format headings below, complete the information requested for up to ten projects designed by the Consultant within the last five (5) calendar years:

i. Name of Project

ii. Month and Year of Bid

iii. Number of Bids

iv. Final Cost Estimate - The final cost estimate would be the estimated construction cost your firm provided to the Project Owner for use at the bid opening and would contain all adjustments to earlier estimates caused by addenda issued during the bidding time for the project.

v. Bid Award Amount Final

vi. Final Contract Amount, including Change Orders

6. Describe cost control and cost estimating techniques for the following:

i. In-house databases from bid prices on projects designed by the firm;

ii. Estimating data published by specialists in construction estimating such as

Means, Building News, etc.;

iii. Businesses specializing in construction cost estimating.

CAPACITY

1. Specify the location(s) where off-site work for City services will be performed.

2. Details of Proposer’s current workload and capacity to take on new projects.

3. Describe Proposer’s current staffing resources both locally and corporately.

4. An explanation, in general terms, of Proposers’ financial capacity to provide the services.

5. Provide a statement on company letterhead and signed by a company official authorizing the City auditor and/or financial analysts access to your financial records, if requested.

6. Provide details of any ownership changes to Proposer’s organization in the past year or changes anticipated within six months of the date responses to this RFP are due (e.g., mergers, acquisitions, changes in executive leadership).

7. Provide documentation supporting Proposer’s ability to obtain the required insurances (e.g., current ACORD form indicating the types and amounts of insurances, confirmation letter from Proposer’s insurer (on insurer’s letterhead), attesting to its ability to obtain the required insurances).

8. Provide documentation of Proposer’s bonding capacity.

9. Provide details of Proposer’s capacity to provide quick response to City inquiries and projects.

10. Provide details of any software or technology tools Proposer will use for the provision of services.

11. Describe any litigation, arbitration, or claims that involved Proposer in the past seven years and explain the outcome.

END OF SECTION