Fabrication_and_Installation_of_Historical_Markers_(Addendum_#2_Revision).pdf

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

GCRA-260038-AF

FABRICATION AND INSTALLATION OF HISTORICAL MARKERS

RELEASE DATE: July 28, 2026

RESPONSE DEADLINE: September 7, 2026, 3:00 pm

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

Fabrication and Installation of Historical Markers

Table Of Contents

1. INTRODUCTION

2. DEFINITION OF TERMS

3. SCOPE OF WORK/SPECIFICATIONS

4. TERMS AND CONDITIONS OF SOLICITATION

5. REQUIRED SUBMITTAL RESPONSE FORMAT

6. REQUIRED SUBMITTAL DOCUMENTS - RFP

7. SELECTION PROCESS

8. EVALUATION CRITERIA

9. EVALUATION PHASES

10. AWARD

11. CONTRACT

12. GENERAL TERMS AND CONDITIONS

Attachments:

A - Draft Contract B - Consolidated State Law Affidavit 10-22-25 C - Appendix A - Map D - Appendix B - Marker Locations E - Appendix C - Marker Designs F - Appendix D - Design Schematics G - Appendix E - Narratives (English and Spanish) H - Appendix F - Individual Sample Images I - Appendix G - Gainesville Sign Design Standards J - Appendix H - 5th & Pleasant Black Heritage Trail Logo

1. INTRODUCTION

1.1. Summary

The Gainesville Community Reinvestment Area (GCRA) is soliciting proposals for the fabrication and installation of the 5th & Pleasant Black Heritage Trail historical markers and signs. The 5th & Pleasant Black Heritage Trail includes a series of twenty-one (21) free-standing signs, combining eighteen (18) low profile markers and three (3) pedestrian totem (trailhead) signs reflecting the Fifth Avenue Pleasant Street neighborhood’s historic aesthetic and providing historical information at each location.

1.2. Background

Gainesville is the largest city and also the county seat of Alachua County. It serves as the cultural, educational and commercial center for the north central Florida region.

The city provides a full range of municipal services, including police and fire protection; comprehensive land use planning and zoning services; code enforcement and neighborhood improvement; streets and drainage construction and maintenance; traffic engineering services; refuse and recycling services through a franchised operator; recreation and parks; cultural and nature services; and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a municipal airport, a 72-par championship golf course and a utility.

Gainesville is home to Florida's largest and oldest university, and is one of the State’s centers for education, medicine, cultural events and athletics. The University of Florida and UF Health Hospital at UF are the leading employers in Gainesville and provide jobs for many residents of surrounding counties. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida.

1.3. Procurement Representative

Anette Francia

Procurement Specialist II franciaa1@cityofgainesville.org

Respondents shall submit all inquiries regarding this bid via the City of Gainesville Procurement Portal, located at https://procurement.opengov.com/portal/cityofgainesville Please note the deadline for submitting inquiries. All answers to inquiries will be posted via Addendum on the City of Gainesville Procurement Portal. Respondents shall click “Follow” on this bid to receive an email notification when Addenda are posted. It is the responsibility of the respondent to check the website for answers to inquiries.

1.4. Timeline

RFP Available for Distribution: July 28, 2026

Pre-Proposal Meeting (Non-Mandatory): August 11, 2026, 2:00pm

Via Zoom https://go-rts.com/ https://www.flygainesville.com/ http://gru.com/ https://procurement.opengov.com/portal/cityofgainesville

Deadline for Receipt of Questions: August 18, 2026, 12:00pm

Deadline for Uploading of Proposals: September 7, 2026, 3:00pm

2. DEFINITION OF TERMS

2.1. DEFINITION OF TERMS

A. Addendum/Addenda: Written or graphic document(s) issued prior to the Response due date, which make additions, deletions, or revisions to the solicitation or contract documents.

B. Agreement: A written Contract between two or more Parties. “Contract” and “Agreement” are synonymous.

C. Bid: The written response to a Solicitation.

D. CITY: City of Gainesville

E. Cone of Silence: The period between the issue date of the solicitation and the time CITY Officials and

Employees award the contract.

F. Due Date: The date the response is due.

G. Lobbying: When any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by CITY officials and employees, except as authorized by procurement documents.

H. Non–Responsive: A response that does not meet the material requirements of the solicitation.

I. Redacted: means that the confidential/proprietary information in the proposal has been obscured so that it cannot be read.

J. Respondent: An individual or business entity that submits a response to a Solicitation.

K. Response: A written document submitted by a Respondent in reply to Solicitation.

L. Responsive: A response that conforms in all material respects to the requirements set forth in the

Solicitation.

M. Solicitation: A written document issued by an agency to obtain information or pricing for goods and/or services. May also be referred to as an Invitation to Bid (ITB), Request for Proposal (RFP), Request for

Quotation Quote), Invitation to Negotiate (ITN) or Request for Statement of Qualifications (RFSQ).

N. Work: Activity involving mental or physical effort done in order to achieve a purpose or result requested in the scope.

O. Unredacted: means that the entire document, including the confidential/proprietary information, has not be obscured and is visible for the evaluation team to use in their evaluation process.

3. SCOPE OF WORK/SPECIFICATIONS

3.1. MINIMUM QUALIFICATIONS

1. Respondent shall demonstrate through their response to the RFP that it has no less than three (3) years of responsible experience in the relevant trade.

2. Respondent shall demonstrate through their response that they have worked on a minimum of three (3) projects in the last seven (7) years.

3. Respondent shall have three (3) years of experience working with state or local governments on similar projects.

4. Through their responses to the RFP, participants must demonstrate that they are a Responsible agency.

3.2. SCOPE OF WORK

General All signs include images, text (maximum 300 words), 5th & Pleasant logo and a locator map.

Low Profile Markers shall be approximately:

• 80”H x 36”W x 12”D (sign dimensions)

• 35”H x 40”W (graphic area) Pedestrian Totem (Trail head) Signs shall be approximately:

• 88”H x 26”W x 4”D (sign dimension)

• 62”H x 26”W (graphic area)

• 24” transparent area between ground elevation and wall as safety feature

Colors All signs include a variety of colors within the Gainesville Sign Design Standards for City Parks brand color palette (Appendix G).

Sign Text & Imagery Final sign text and imagery are included in each final sign design (Appendix C). Individual narratives in Microsoft Word document format can be found in Appendix E and final imagery is organized by sign in Appendix F.

Material & Installation Materials for the 5th & Pleasant Black Heritage Trail signs must be fiberglass embedment or high-pressure laminate. Direct embedment required. Please see Appendix D for design schematics.

Scope of Work

1. Utility Locate Services:

Digging/excavation will be in accordance with Chapter 556, Florida Statutes, “Underground Facility Damage Prevention and Safety Act”; additionally, for each location the vendor will verify utility utilities through “soft dig” excavation for each location. In the event of utility conflicts, in coordination with the GCRA project manager, alternative location(s) will be identified.

2. Graphic Design:

The design of all 5th & Pleasant Black Heritage Trail signs has been completed and should be fabricated as such. However, the GCRA understands the final designs must be incorporated into the manufacturer’s in-house signage design system. While there may be a need for minor adjustments, all sign designs should match the final layout, copy, fonts and color palette of the designs included herein as Appendix C as closely as possible. Any proposed changes must be approved by the GCRA.

3. Site Plans:

The Vendor must provide a site plan for each sign installation site. Site plans shall be scaled, include a north arrow, and at a minimum, identify: sign location with dimensions; distance from back-of-curb or, in the event there is no curb, distance from travel lane; ADA compliance within the sidewalk (i.e., clear zones); distance from collinear property line(s); distance from adjoining vertical elements; and distance from adjoining manholes, handholes, pull boxes, etc. Site plans are not required to be signed or sealed.

4. Permitting:

Building permits will not be required. Right-of-way permits for each location will be required by the Gainesville Community Reinvestment Area. The Vendor is responsible for all permits associated with fabrication and installation. For information on right-of-way permitting, please see Building & Development Welcome to the City of Gainesville. Additionally, a Maintenance of Traffic (“MOT”) shall be required with each right-of-way permit.

5. Fabrication:

The Vendor shall fabricate the 5th & Pleasant Black Heritage Trail signs in accordance with the designs included in Appendix C and specifications included in Appendix D.

6. Installation:

The Vendor shall provide direct embedment installation of twenty-one (21) 5th & Pleasant Black Heritage Trail signs at the locations specified in Appendix A and Appendix B. Areas where installation is completed must be restored as found and any debris or spoils removed.

7. Warranty and Maintenance:

The Vendor shall provide a warranty plan and maintenance guide based on final selected materials.

https://www.gainesvillefl.gov/Home/Do-It-Online/Building-Development/Building-Development https://www.gainesvillefl.gov/Home/Do-It-Online/Building-Development/Building-Development

4. TERMS AND CONDITIONS OF SOLICITATION

4.1. DISTRIBUTION OF INFORMATION

Respondents must submit all inquiries regarding this bid via the City Procurement Portal ("eProcurement Portal") at https://procurement.opengov.com/portal/CityofGainesville. Please note the deadline for submitting questions. All answers to questions will be posted in the eProcurement Portal. To receive notifications when answers are posted, respondents should select "Follow" on the bid title. It is the respondent's responsibility to monitor the website for answers to inquiries.

4.2. PRE-SOLICITATION MEETING

Attendance at the pre-solicitation meeting is strongly recommended as it provides an opportunity to discuss the project's scope of work, procedures, and specifications directly with the Project Manager. This meeting is the only time during the bid process when bidders can ask questions directly.

If special accommodations are required to attend a pre-solicitation meeting or bid opening, please contact the Procurement Representative at least 72 hours in advance.

NOTE: Failure of bidder to attend a mandatory pre-solicitation meeting will result in disqualification of a submitted response.

4.3. PROHIBITION OF LOBBYING

To ensure fair consideration, consistent and accurate dissemination of information for all respondents, the CITY prohibits communication to or with any department, employee, or agent evaluating or considering proposals during the submission process, except as authorized by the Procurement Division representative. Additionally, the CITY prohibits communication initiated by a respondent to any CITY official or employee evaluating or considering the proposals (up to and including the City Commissioners) before the time an award decision has been made. Any communication between proposer and the CITY required to obtain information or clarification for preparing a bid or to enable a proper, accurate evaluation of a proposal will be handled solely through the Procurement Division staff. Any communications initiated between the respondent and the CITY outside these parameters may be grounds for disqualifying the offending respondent from consideration for award of the proposal and/or any future proposal.

Lobbying means when any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by the CITY officials and employees, except as authorized by procurement documents.

4.4. CONE OF SILENCE

During the Cone of Silence, except as pursuant to an authorized appeal, no person may lobby on behalf of a competing party in a particular procurement process, no person may lobby CITY officials or employees except the Procurement Division designated staff. Violation of this provision shall result in disqualification of the party on whose behalf the lobbying occurred.

The Cone of Silence is the period between the issue date of the solicitation and the time the CITY Officials and Employees award the contract.

4.5. DETERMINATION OF RESPONSIBLE BIDDER

https://procurement.opengov.com/portal/CityofGainesville

As a part of the proposal evaluation process, the CITY reserves the right to conduct a background investigation of bidder, including a record check by the Gainesville Police Department if the qualifications require it. Bidder’s submission of a proposal constitutes acknowledgment of the process and consent to such investigation.

No contract will be awarded to any respondent who is in arrears to the CITY for any debt, fee, tax, or contract, or who is a defaulter as surety or in any other capacity, upon any obligation to the City. Additionally, any respondent determined to be not responsible by the CITY pursuant to Pro-01 Procurement Administrative Guidelines, C.2.ii., will not be awarded a contract.

Respondent must demonstrate that it is responsible as defined in the City of Gainesville’s Pro-01 Procurement Administrative Guidelines, C.2.ii., as may be amended.

These criteria assess the respondent's capability to perform.

A. The ability of the bidder to successfully carry out a proposed contract.

B. Past performance (including reference check), experience, business and financial capabilities, skills, technical organization, legal eligibility and reliability.

If it is determined that the respondent is not responsible, the CITY may notify respondent of its finding, including evidence used, and allow respondent the opportunity to come into compliance within three (3) business days of notification.

If selected, respondent must either update or complete CITY’s vendor application, pay business tax (if applicable), and register with the State of Florida (if required by law).

4.6. RESPONSIVENESS OF BID

A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in the solicitation, is of timely submission through the eProcurement Portal, and has the appropriate signatures as required on each document. Failure to comply with these requirements may deem the proposal non-responsive (Pro-01 Procurement Administrative Guidelines , C.2.i.)

Each proposal shall be reviewed to determine if the proposal is responsive to the submission requirements outlined in the solicitation.

4.7. EXAMINATION OF SOLICITATION DOCUMENTS - FULLY INFORMED

RESPONDENT

A. Prior to responding to the Solicitation, Respondents are responsible for the following: (1) examining the Solicitation thoroughly, (2) considering federal, state and local laws and regulations that may impact or affect cost, progress, performance or furnishing of the Work, (3) studying and carefully correlating Respondent’s observations with the

Solicitation, and (4) notifying the Procurement Representative of all conflicts, errors or discrepancies in the Solicitation.

B. Respondents are expected to become fully informed as to the requirements of the Specifications and failure to do so will be at their own risk. Respondents cannot expect to secure relief on the plea of error.

C. A Respondent who is aggrieved in connection with the specifications of this Solicitation may protest in writing to City of Gainesville Procurement at least within five (5) work days of the solicitation posting date.

4.8. PROPOSAL SUBMISSION INSTRUCTIONS

The bid response, containing all required documents, with authorized signatures, must be submitted in OpenGov by 3:00 p.m.

on the due date indicated on the Solicitation Cover Page. OpenGov will reject late proposals, and the City will not accept proposals submitted in any other manner that through OpenGov.

Both the response and the price proposal, if required to be submitted as a separate document, must be signed by an officer of the business who is legally authorized to enter into a contractual relationship in the name of the bidder. An authorized representative who is not an officer may sign the proposal, but must attach a corporate resolution granting authorization to the representative to execute on behalf of the business.

The submittal of a response by a respondent will be considered by the City as constituting an offer by the respondent to perform the required services at the stated fees.

4.9. INTERPRETATION AND ADDENDA

All questions about the meaning or intent of this Solicitation are to be directed to the Procurement Representative via the CITY's eProcurement Portal, https://procurement.opengov.com/portal/cityofgainesville, unless stated otherwise. Interpretations or clarifications considered necessary in response to such questions will be issued by Addenda posted on the City’s eProcurement Portal.

Respondents must create an account on the City’s eProcurement Portal to receive notifications. Registered Respondents will be notified of all Addenda posted in the City’s eProcurement Portal.

Only questions answered by formal written Addenda will be binding.

A. Addenda may also be issued to modify the Solicitation as deemed advisable by the Procurement Representative.

B. Addenda issued before the Solicitation due date and time are considered binding and treated as if they were originally written into the Solicitation. It is the responsibility of the Respondents to ensure they have received, signed, and included all addenda(s) with their submittals.

4.10. EXCEPTION TO THE SOLICITATION

Respondents may take exception to any of the terms of this Solicitation unless otherwise stated. Should a respondent take exception where none is permitted, the proposal will be rejected as non-responsive. All exceptions taken must be specific to allow the City a meaningful opportunity to evaluate and rank proposals.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions. The proposals will be evaluated based on the proposals as submitted. The CITY retains the right to accept or reject the exceptions. Where exceptions are rejected, the CITY may request that the respondent furnish the services or goods described herein, or negotiate an acceptable alternative.

4.11. MODIFICATION OR WITHDRAWAL OF A RESPONSE

Modifications to or withdrawal of a respondent’s submittal can be made until the Response Submission Deadline (See Section

1.4 – Deadline). Modifications or withdrawals must be documented in the City eProcurement Portal https://procurement.opengov.com/portal/cityofgainesville prior to the Response Submission Deadline (See Section 1.4 – Deadline) in order to be recognized by the CITY. Any bid not withdrawn will constitute an irrevocable offer, for a period of one https://procurement.opengov.com/portal/cityofgainesville https://procurement.opengov.com/portal/GRU hundred twenty (120) days, to provide the CITY adequate time to award the Contract for the services specified in this solicitation.

4.12. COLLUSION

Only one (1) response from any individual, firm, corporation, organization or agency under the same or different name will be considered as a response to this Solicitation. Multiple responses from any individual, firm, corporation, organization or agency under the same or different name may result in rejection of all responses from the Respondent.

A. Respondent, by signing the Respondent’s Verification Form, declares that the Response is made without any previous understanding, agreement, or connections with any persons, firms, or corporations responding on the same items and that it is in all respects fair and in good faith without any outside control, collusion or fraud. A non-exclusive manufacturer/distributor relationship does not, in and of itself, constitute a prior understanding, agreement, connection or collusion between Responders.

B. By responding to the Solicitation, the Respondent acknowledges that it has not offered or given any gift or compensation to any CITY officer or employee to secure favorable treatment with respect to being awarded this

Contract.

4.13. TRADE SECRETS OR CONFIDENTIAL AND EXEMPT INFORMATION

Florida’s Public Records Law, Chapter 119, Florida Statutes, includes numerous exemptions to the general requirement to disclose information to the public in response to a public record’s request. Exemptions are found in various provisions of the Florida Statutes, including but not limited to Section 119.071, Florida Statutes (General exemptions from inspection or copying of public records), and Section 119.0713, Florida Statutes (Local government agency exemptions from inspection or copying of public records). Section 815.045, Florida Statutes (Trade secret information), provides that trade secret information as defined in Section 812.081, Florida Statutes (Trade secrets; theft, embezzlement; unlawful copying; definitions; penalty) is confidential and exempt from disclosure because it is a felony to disclose such records. The Parties understand and agree that Florida’s Public Records Law is very broad and that documents claimed by a Party to be confidential and exempt from public disclosure pursuant to the Public Records Law may in fact not be deemed such by a court of law. Accordingly, the following provisions shall apply:

A. Identifying Trade Secret or Otherwise Confidential and Exempt Information.

For any records or portions thereof that respondent claims to be Trade Secret or otherwise confidential and exempt from public disclosure under the Public Records Law, respondent shall:

1. Upload a pdf version reply of the complete UNREDACTED proposal. Include “UNREDACTED, CONFIDENTIAL” in document title. This is the version that will be used by the evaluators when they are reviewing your proposal. It is essential that the items that will be redacted are highlighted in yellow to prevent the evaluation team from discussing these items after the award. The first page of the document for the unredacted document should provide a general description of the information respondent has designated as confidential and/or exempt, and provide a reference to the appropriate Florida or Federal statute supporting the confidential and/or exempt classification.

2. The City’s evaluators will be provided with the complete unredacted proposal, including any trade secret or otherwise confidential and exempt information. The City evaluators will maintain the confidentiality of the information through the evaluation process, including any recorded evaluation team meetings.

3. Upload a pdf version reply of the REDACTED copy of the proposal. Include “REDACTED” in the document title. This copy will be used to support any public records requests that may arise from this solicitation.

4. Provide an affidavit or similar type of evidence that describes and supports the basis for Respondent’s claim that the information is confidential and exempt from public disclosure, referencing all applicable Florida Statutes

B. Request for Trade Secret or Otherwise Confidential and Exempt Information.

1. In the event a public record request is made to view the information which respondent claims is confidential and/or exempt, the City will notify the respondent and give the respondent a reasonable opportunity (generally 2 business days) to institute appropriate legal action to prevent the disclosure of the information claimed as confidential and/or exempt.

2. In the event that the City in its sole discretion finds no basis for respondent’s claim that certain information is Trade

Secret or otherwise confidential and exempt under Florida’s Public Records Law, then City shall notify respondent in writing of such conclusion and provide respondent a reasonable amount of time to file for declaratory action requesting a court of law to deem the requested information as Trade Secret or otherwise as confidential and exempt under Florida’s Public Records Law. If respondent fails to file for declaratory action within the reasonable amount of time provided, then City will disclose the information requested.

3. If a public records lawsuit is filed against CITY requesting public disclosure of the information labeled by respondent as Trade Secret or otherwise as confidential and exempt, CITY shall notify respondent and respondent shall intervene in the lawsuit to defend the nondisclosure of such information under Florida’s Public Records Law.

4. Respondent hereby indemnifies and holds CITY, its officers and employees harmless from any and all liabilities, damages, losses, and costs of any kind and nature, including but not limited to attorney’s fees, that arise from or are in any way connected with respondent’s claim that any information it provided to CITY is Trade Secret or otherwise confidential and exempt from public disclosure under Florida’s Public Records Law.

C. How to Designate Trade Secret or Otherwise Confidential and Exempt Information

If a respondent believes that its reply contains Trade Secret or otherwise confidential and exempt information (as defined by Florida or Federal law) and should be withheld from disclosure to the public, in such cases the respondent must provide a redacted copy of the proposal for public access.

D. How the City will Handle Material Identified as Trade Secret or Otherwise Confidential and Exempt Information

All public records submitted to the City, including those claimed as confidential and/or exempt, will be retained by the City and will not be returned to a respondent at the conclusion of the bidding process.

4.14. PROTEST OF SOLICITATION SPECIFICATIONS AND/OR AWARD

Participants may protest the Specifications of the solicitation in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

Participants may protest the Solicitation Award in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines

4.15. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this solicitation;

postpone or cancel, at any time, this solicitation process; or waive any irregularities in this solicitation or in the proposals received as a result of this solicitation.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

5. REQUIRED SUBMITTAL RESPONSE FORMAT

5.1. SUBMITTAL FORMAT

Respond to each of the below listed items in your response.

A. Introduction: Briefly introduce your firm indicating whether the firm is local, regional, national or international. Provide a profile of the firm including, but not limited to, the approximate number of professional staff employed.

B. Project Understanding and Approach: Describe your understanding of the objectives and scope of the requested services and your general approach to such. Include a general time frame for being able to respond to CITY requests for specific project proposals.

C. Proposed Project Staff: Identify the key personnel who will be directly assigned to this project. State the qualifications and related experience of each member of the proposed project team. In addition, the firm should identify its total number of professional personnel by discipline and training and further describe the total workload during the project period. Indicate which key personnel the firm would have available to allocate to the project.

D. Qualifications: The response to this solicitation should address each of the Minimum qualifications.

Bidders must provide documentation which demonstrates their ability to satisfy all of the minimum requirements.

E. Business Tax Receipt: If Local Preference is requested, a copy of the firm's Business tax receipt should be submitted with the solicitation.

6. REQUIRED SUBMITTAL DOCUMENTS - RFP

1. RESPONDENT VERIFICATION*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

I hereby propose to provide the goods/services requested in this Solicitation. I agree to hold pricing for at least 60 calendar days from the Solicitation due date. I agree that CITY’s terms and conditions herein take precedence over any conflicting terms and conditions submitted for CITY’s consideration, and agree to abide by all conditions of this Solicitation.

I certify that all information contained in this Response is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to execute and submit this Response on behalf of the organization as its agent and that the organization is ready, willing and able to perform if awarded.

• RESPONDENT_VERIFICATION.pdf

*Response required

2. LOCAL PREFERENCE*

To claim "Local Preference" a bidder must have a valid occupational license (business permit) issued by the City of Gainesville, Florida at least six months prior to bid or proposal opening date and have a physical business address located within the corporate limits of the City of Gainesville, Florida.

☐ Yes - Include a copy of the current year's license (permit) issued by the City of Gainesville, Florida with your submittal.

☐ No - Bidder is not eligible to claim Local Preference.

*Response required

3. UPLOAD PROPOSAL RESPONSE HERE*

Please upload your company's proposal for this solicitation here.

*Response required

4. DRUG-FREE WORKPLACE CERTIFICATION FORM*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

Whenever two or more bids which are equal with respect to price, quality, and service are received in accordance with Section 287.087, Florida Statutes, preference shall be given to respondents that certify that they have a drug-free workplace.

• Drug_Free_Workplace.pdf

*Response required

5. CONSOLIDATED STATE LAW AFFIDAVIT*

Please download the below documents, complete, notarize and upload.

• Consolidated_State_Law_Affi...

*Response required 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6. REFERENCES*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

• Respondent_References.pdf

*Response required

7. IS PROPOSER CLAIMING A PUBLIC RECORD EXEMPTION FOR TRADE

SECRETS OR CONFIDENTIAL INFORMATION IN SUBMITTAL?*

☐ Yes - Include cover letter citing specific Florida Statute exemption(s) and upload both a redacted AND unredacted version (identified in title) of your submittal under 3 above.

☐ No - No further action is needed.

*Response required

8. NO RESPONSE SURVEY

If you are not bidding, please complete and return the attached form so that we may learn from your comments to improve our solicitations.

• No_Response_Survey.pdf https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3108/61aa0683-9800-48b7-ac0a-d2821bdc6c43_Respondent_References.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OXUMMROM%2F20260902%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260902T170921Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEAAaCXVzLXdlc3QtMiJIMEYCIQDv7tln4q0AM%2FaC9tIAugAuhnu64eS5aY4%2BRCgZKFYaggIhAOl2pXe58kBAo%2FJnoExmt1RcL86XdaJJrQk5AnJmxPtcKpUFCMn%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgwU0jNLqQLh4htIbUYq6QRD8nltre9UkugbcntA2WPM3pYdwZa8RnV1H6vkLOLaxVhMt5ddwvEfjs4AJaWE6m1snaRRRMSsDom4Qc3idIkrwQBfdejs9A6RFViVEVGavDx90DoVGA2BR5iWA4Ym2hPX0UpdhiC810WIIlzotF%2FliABTc%2FMtD8ADhU3%2BmFr%2Fc%2FpSO3Zbiguy1rRxz7Szc3EJMjmQ%2Fam56jgerGtnBrc5PLNrEuNxE7ht1ZUtw1EnOWWKar8z5bkNf90Z6gdXrbK1KeNojW9KSFSlPT9xQZhFt247S8X5YsY45KCsG3MB2aUQcjEgfMQGLvBsAh%2F7ol8JMgtqXFiZBys3DxP5mctN8YQXK6BwujvUZcCPwbHMVzhL%2Byndj1lw%2FEOevFxTXhEB74haK0SAi3n9Q1r0K1MB3WvIO0DT7Mb%2BKqbMVcIIdCZKwTij203iG9MwcgbCOeGWgK8cA29pb4P%2FLyeroFvN5HLl1bKvWNh51dUOmEV9LqI%2BMcsH0cHpuMUcw%2Binqn600xe%2Bfiza3GaAiuZe49pOfZFwfg%2FS4X%2FzJy7NFdV3m8tAvOHUBH9CAejyke8TpVP7EArZ6I8G7ebraeOm%2FoBdL%2BxDSL9VmhfNWsnk28wLU%2BOxzG9PLdV9ok%2FNhsFG7iZp2GaH2YwY9Pa%2BAuIo%2FNdArbjPEPgzh4vqd%2B5UQNkIXI529cZMPP3xhv748wT77IEtOZJSyKMzvMJQjYdcIX4TufLqfYxF%2BpHeKCOAkS3TeEHPdN%2B7ac5AOHoHvtpbWZ2YgXoNgz%2BAQoK4vBalqSSe6m9U7%2BW6So46rRPP36PyNOYgisTdHefelzCUkOHUBjqYAUjeNcg3OmAwMDOLCGjcZ%2BF9pXezbu%2Byjc9ajHJRWboMYJARhTC0mWREus7rJhkT9HP5vXYzEPOJUL5uyibYQ%2FTkaDJyqVQkfefRV%2B3hGNtSSYwPtWHza2oOzjTESpEbLLIRFjwzkDixnJTSBnxtB0jIKbRBhcpOIzmg5xC0EmlfxfiuAbNtTOast7XSUyFCJwO8ctO%2FGE1e&X-Amz-Signature=0885367ba0b8fbdb00bed7355a674d755a72ed1acc2235b4c722986d44f2a4ed&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Respondent_References.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3111/a3019c41-8981-4d12-8ddf-39f0f2cff148_No_Response_Survey.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OXUMMROM%2F20260902%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260902T170921Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEAAaCXVzLXdlc3QtMiJIMEYCIQDv7tln4q0AM%2FaC9tIAugAuhnu64eS5aY4%2BRCgZKFYaggIhAOl2pXe58kBAo%2FJnoExmt1RcL86XdaJJrQk5AnJmxPtcKpUFCMn%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgwU0jNLqQLh4htIbUYq6QRD8nltre9UkugbcntA2WPM3pYdwZa8RnV1H6vkLOLaxVhMt5ddwvEfjs4AJaWE6m1snaRRRMSsDom4Qc3idIkrwQBfdejs9A6RFViVEVGavDx90DoVGA2BR5iWA4Ym2hPX0UpdhiC810WIIlzotF%2FliABTc%2FMtD8ADhU3%2BmFr%2Fc%2FpSO3Zbiguy1rRxz7Szc3EJMjmQ%2Fam56jgerGtnBrc5PLNrEuNxE7ht1ZUtw1EnOWWKar8z5bkNf90Z6gdXrbK1KeNojW9KSFSlPT9xQZhFt247S8X5YsY45KCsG3MB2aUQcjEgfMQGLvBsAh%2F7ol8JMgtqXFiZBys3DxP5mctN8YQXK6BwujvUZcCPwbHMVzhL%2Byndj1lw%2FEOevFxTXhEB74haK0SAi3n9Q1r0K1MB3WvIO0DT7Mb%2BKqbMVcIIdCZKwTij203iG9MwcgbCOeGWgK8cA29pb4P%2FLyeroFvN5HLl1bKvWNh51dUOmEV9LqI%2BMcsH0cHpuMUcw%2Binqn600xe%2Bfiza3GaAiuZe49pOfZFwfg%2FS4X%2FzJy7NFdV3m8tAvOHUBH9CAejyke8TpVP7EArZ6I8G7ebraeOm%2FoBdL%2BxDSL9VmhfNWsnk28wLU%2BOxzG9PLdV9ok%2FNhsFG7iZp2GaH2YwY9Pa%2BAuIo%2FNdArbjPEPgzh4vqd%2B5UQNkIXI529cZMPP3xhv748wT77IEtOZJSyKMzvMJQjYdcIX4TufLqfYxF%2BpHeKCOAkS3TeEHPdN%2B7ac5AOHoHvtpbWZ2YgXoNgz%2BAQoK4vBalqSSe6m9U7%2BW6So46rRPP36PyNOYgisTdHefelzCUkOHUBjqYAUjeNcg3OmAwMDOLCGjcZ%2BF9pXezbu%2Byjc9ajHJRWboMYJARhTC0mWREus7rJhkT9HP5vXYzEPOJUL5uyibYQ%2FTkaDJyqVQkfefRV%2B3hGNtSSYwPtWHza2oOzjTESpEbLLIRFjwzkDixnJTSBnxtB0jIKbRBhcpOIzmg5xC0EmlfxfiuAbNtTOast7XSUyFCJwO8ctO%2FGE1e&X-Amz-Signature=389b06967840bec57d541f69835c151d9f4356f4112dc5f872359ed4d8cd36d8&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22No_Response_Survey.pdf%22&x-id=GetObject

7. SELECTION PROCESS

The bidder(s) will be selected from the qualified, responsive and responsible bidders submitting responses to this Request for Proposal. The selection process will be as follows:

A. Evaluators consisting of CITY staff will review the proposals. The evaluation process provides a structured means for consideration of all proposals.

B. Upon review and evaluation, the CITY may request oral presentations from the top ranked proposers. During the oral presentations, the proposers shall further detail their qualifications, approach to the project and ability to furnish the required services. These presentations shall be made at no cost to the CITY. Proposers selected for further presentations should provide one (1) electronic copy of materials presented in PDF format.

C. The final ranking of proposers will be in accordance with the procedures described in the CITY’s

Professional Services Evaluation Handbook located here: https://www.gainesvillefl.gov/Government-

Pages/Government/Departments/Financial-Services/Do-Business-with-the-City.

D. If required, the final ranking of proposers will be presented to the City Commission. The City

Commission will be requested to approve the recommended ranking and authorize negotiation and execution of the contract beginning with the top ranked bidder.

E. Provided that the City Commission approves the ranking and an award, the CITY will negotiate a contract with the top ranked bidder. Should the CITY be unable to negotiate a satisfactory contract with the top ranked proposer, negotiations will be terminated with that proposer and negotiations will be initiated with the second most qualified proposer, and so on until a satisfactory contract is negotiated.

https://www.gainesvillefl.gov/files/assets/public/budget-amp-finance/documents/professional-services-evaluation-handbook-2016-01-21.pdf https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

8. EVALUATION CRITERIA

8.1. SELECTION AND EVALUATION CRITERIA

Proposals will be evaluated in accordance with the procedures described in the City's, Professional Services Evaluation Handbook.

The proposals will be evaluated using the following process: Qualifications Evaluation, Written Proposal Evaluation and/or Presentation/Interview Evaluation, and Other Factors as deemed appropriate. The CITY shall consider the ability of the firm’s professional personnel, willingness to meet time and budget requirements, workload, location, past performance, volume of previous work with the CITY, and location. The Evaluation process provides a structured means for consideration of all these areas.

8.2. TECHNICAL QUALIFICATIONS EVALUATION

The Technical Qualifications Evaluation will assess each responding firm's ability based on experience and qualifications of key team members, the firm's capability of meeting time and budget requirements, and the firm's record with regard to this type of work, particularly in the City of Gainesville or in the State of Florida. This stage does not involve review and evaluation of a proposal addressing the project scope of work. Consideration will be given to the firm's current workload, financial stability, and the location where the majority of the technical work will be produced. The CITY will not be impressed with excessive amounts of boilerplate, excessive numbers of resumes, excessive length of resumes, excessive numbers of photographs, work that distant offices have performed, or work not involving personnel to be assigned to the proposed project.

8.3. WRITTEN PROPOSAL EVALUATION

The Written Proposal Evaluation will assess the firm's understanding of the project and the proposed approach to be undertaken as addressed in a written proposal. The evaluation process will assess how effectively the requirements of the scope of services have been addressed. The written proposal should identify a project manager and other key members of the project/service team. It should relate the capabilities of the project/service team to the requirements of the scope of services.

8.4. PRESENTATION/INTERVIEW EVALUATION

The Proposal Presentation/Interview Evaluation is based on an oral presentation that addresses both the technical qualifications of the firm and the approach to the project. Importance is given to the firm’s understanding of the project scope of work, the placement of emphasis on various work tasks, and the response to questions. The evaluation process will assess the project manager's capability and understanding of the project and his/her ability to communicate ideas. The role of key members of the project/service team should be established based on the scope of services and the firm's approach to the project/service. The role of any subcontracted firm in the proposal should be clearly identified. Unique experience and exceptional qualifications may be considered with emphasis on understanding of the project/service, particularly “why it is to be done” as well as “what is to be done”. The City of Gainesville will not be impressed with excessive boilerplate, excessive participation by “business development” personnel, and the use of “professional” presenters who will not be involved in the project or future presentations.

8.5. OTHER FACTORS

The Other Factors to be considered, based upon the specific project (but not limited to), are those items, such as Small or Service-Disabled Veteran Business and/or Local Preference. Fee proposals, when requested and deemed appropriate, are also https://www.gainesvillefl.gov/files/assets/public/budget-amp-finance/documents/professional-services-evaluation-handbook-2016-01-21.pdf https://www.gainesvillefl.gov/files/assets/public/budget-amp-finance/documents/professional-services-evaluation-handbook-2016-01-21.pdf to be considered in the evaluation process, where the request for such fees is in accordance with the CITY’s Procurement Policies and Administrative Guidelines.

9. EVALUATION PHASES

Proposals will be evaluated in accordance with the procedures described in the CITY's, Professional Services Evaluation Handbook.

The proposals will be evaluated using the following process: Qualifications Evaluation, Written Proposal Evaluation and/or Presentation/Interview Evaluation, Other Factors as deemed appropriate, and in some solicitations, price. The CITY shall consider the ability of the firm’s professional personnel, willingness to meet time and budget requirements, workload, location, past performance, volume of previous work with the CITY, and location. The Evaluation process provides a structured means for consideration of all these areas.

PROPOSAL EVALUATION

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Qualifications Evaluation

A. Ability of Professional Personnel = 55 points maximum

B. Capability to Meet Time and Budget

Requirements: = 45 points maximum

Categories and points may be modified, with Procurement review and approval, prior to the solicitation posting.

N/A N/A

2. Written Proposal Evaluation

A. Understanding Of Project Scope of

Work = 30 points maximum

B. Project Approach = 30 points maximum

C. Project Manager = 15 points maximum

D. Project Team = 15 points maximum

E. Project Schedule = 5 points

F. Proposal Organization = 5 points maximum

Categories and points may be modified, with Procurement review and approval, prior to the solicitation posting.

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3. PRICE

Price shall be awarded points based on percentage determined by the department. All other bids shall be awarded points pursuant to their price as a percentage to the low bid.

Purchasing will calculate and apply points for price. Categories and points may be modified, with Procurement review and approval, prior to the solicitation posting.

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Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Presentation/Interview Evaluation

For some solicitations, top ranked firms may be invited to deliver a presentation or participate in an interview that will give each company the opportunity to discuss their proposal with the evaluators.

Similar to the Written and Technical evaluations, the evaluation phase will include:

A. Understanding of Project Scope of Work = 40 points maximum B. Responsiveness to Questions = 15 points maximum C.