Exhibit_B_Proposal_Requirements.pdf

Exhibit B

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 ITN by title, and the ITN 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 has been in the business of providing urban master planning services for a minimum of two years, with five years preferred.

Provide a list of four clients for whom Proposer has provided urban master planning services and 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)

2. Proposer must have at least one individual on its team who is a registered architect by the Florida Department of Business & Professional Regulation (DBPR).

Please provide certificate for the individual.

3. Proposer must have at least one individual on its team who holds a Professional Engineer license issued by the Florida DBPR.

4. Proposer must have on its team at least one individual on its team who possesses an American Institute of Certified Planner (AICP) certification issued by the American Planning Association or other similar nationally recognized accreditation body related to urban master planning.

5. Proposer should have at least one individual with significant urban design experience.

Please provide resume for individual(s).

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 ITN. 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 ITN. If not applicable, write “N/A” at the top of the form.

3. Statement of No Bid.

If Offeror does not intend to submit a response to this bid, please complete and return the Statement of No Bid form included in the solicitation documents- Attachment 1 Forms Packet

4. 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 ITN.

5. 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 ITN.

6. Drug-Free Workplace Certification.

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

7. 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 ITN.

8. 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 ITN.

9. 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.

10. 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.

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

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

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

Complete and submit the Subcontractors List included in the ITN.

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

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

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- TAB I

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 – TAB II 25 POINTS

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 urban master planning services.

2. Proposer’s experience in providing urban master planning services in Florida.

3. Proposer’s experience in providing urban master planning 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), Florida Department of Economic Opportunity (FDEO), Florida Fish and Wildlife Conservation Commission (FWC), Florida Water Management Districts, Department of State Division of Historical Resources, US Army Corp of Engineers, U.S. Environmental Protection Agency (EPA), Federal Emergency Management Agency (FEMA), U.S. Department of Housing and Urban Development (HUD), Florida Highway Administration (FHWA), and other State and Federal regulatory agencies.

5. Categories of work:

i. Developing initiatives that enhance public waterfront amenities, including connectivity to the amenities.

ii. Identifying opportunities for new parks, trails and open spaces, and/or enhancements of existing.

iii. Developing strategies to attract business and promote small businesses.

iv. Identifying opportunities for streetscape improvements and enhanced pedestrian experiences.

v. Engaging stakeholders / conducting community engagement strategies. Describe strategies for broad inclusion.

vi. Developing transportation plans, with an emphasis on a balanced approach to mobility.

vii. Developing strategies to preserve place identity, historic resources and landmarks.

viii. Creating or enhancing initiatives to expand and incentivize attainable workforce housing.

ix. Develop climate resiliency initiatives.

6. Provide an organizational chart to include how the team is structured.

7. List any awards or recognition for urban planning related services, with a preference for built work.

TEAM’S EXPERIENCE- TAB III 25 POINTS

1. Information regarding key personnel who will be assigned to the project, such as:

i. Name, title

ii. Brief bio and resumes

iii. Primary area of responsibility and their experience in that discipline along with licenses and certifications

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

3. Brief summary of any other projects which the members of Proposer’s team and its subconsultants have worked on.

4. Experience working with, and in accordance with State and Federal regulatory agencies.

5. Proposer’s team’s experience in providing services as described in the Scope of Work, including relevant experience in Florida coastal communities.

6. Provide a recent example of a “problem” that was encountered on a project, the names of the team member(s) proposed for Proposer’s team that responded, the solution that was developed, and the outcome of implementing the solution.

7. Provide an example of a success the team had in a recent project.

8. Encourage inclusion of a diverse mix of disciplines such as architecture, landscape architecture, economic development, transportation, and environmental planning.

9. Provide a single point of contact/project manager be identified and share details of that project manager role and experience in planning projects of this size and running multiple disciplines and teams. Project manager must have successful demonstrated experience in working with elected officials, citizens, business groups, and government staff.

10. Please specify any unique subject matter expertise, such as resiliency planning, public health experts, and micromobility specialists.

11. Please specify experience with downtown economic development expertise.

12. Please specify experience related to inclusive planning, addressing projects serving seniors, youth, and underrepresented populations.

APPROACH- TAB IV 40 POINTS

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 conducting robust community engagement and provide examples of previous community engagement initiatives.

4. Describe Proposer’s approach to updating the City’s Downtown Master Plan,

5. Provide examples of five Urban Planning projects in which Proposer was the lead consultant within the last five (5) calendar years.

6. Describe cost control techniques Proposer would utilize in the provision of services that could be utilized for Phase 1 and Phase 2.

7. Provide a copy of Proposer’s current rate sheet for the various disciplines it proposes for services for the City.

8. Disclose whether or not the inclusion of technology and data tools, such as AI, has been used in ITN response and whether it will be utilized in the development of the update to the Downtown Master Plan.

CAPACITY- TAB V - 5 POINTS

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

2. Describe Proposer’s current staffing resources both locally and corporately, for the following disciplines, applicable to Proposer’s resources for the City’s project:

i. Professional Engineers (PE)

ii. Florida Licensed Architects

iii. Certified Planners (AICP)

iv. Urban Designer

v. Project Management Professionals (PMP)

vi. LEED AP or LEED Green Associate

vii. Certified Environment Planner (CEP)

viii. Envision Sustainability Professional (ENV SP)

ix. Certified Economic Developer (CEcD)

x. GIS Certified (CISP)

xi. Landscape Architect (RLA)

3. Provide details of Proposer’s team’s current workload and capacity to take on new projects.

4. Provide Proposer’s financial capacity to provide the services.

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

6. Provide specialized equipment, software or technology tools Proposer will use for the provision of services (e.g., GIS, 3D modeling, data analytics, public engagement, storm water modeling, transportation and mobility).

7. Provide any litigation, arbitration, or claims that involved Proposer in the past seven years that would impact Proposer’s ability to provide services and the current status of the litigation, arbitration or claims.

COST – TAB VI 5 POINTS

The total cost of the project as outlined within this document. Please enter pricing in the cost table within OpenGov. The total cost for Initial Term of the contract is to complete Deliverable 1 and Deliverable 2.

NOTE: Interviews:

Top-ranked consultants will be shortlisted for interviews. The interview stage and final ranking are conducted in the second phase of the process.

END OF SECTION