Fire_Rescue_Headquarters_and_Training_Facility_Feasibility_Study.pdf

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City of Bartow, FL

Request for Proposals

Fire Rescue Headquarters and Training Facility Feasibility Study Project ID: 26-10

RELEASE DATE: March 3, 2026

RESPONSE DEADLINE: April 1, 2026, 2:00 pm

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

#26-10 Title: Fire Rescue Headquarters and Training Facility Feasibility Study

Table Of Contents

1. INTRODUCTION AND BACKGROUND INFORMATION

2. RFP INFORMATION

3. SCOPE OF WORK

4. SUBMITTAL REQUIREMENTS AND CONTENTS

5. EVALUATION PROCESS

6. SUBMITTAL EVALUATION & SCORING

7. EVALUATION CRITERIA

8. CONDITIONS AND TERMS OF PROPOSALS

9. PRICING TABLE

10. VENDOR SUBMITTAL FORMS

Attachments:

I - Attachement I - BFD June 20 2022 Presentation

SECTION 1: INTRODUCTION AND BACKGROUND INFORMATION

1.1. Purpose of Solicitation

The City of Bartow, Florida (City”) actively seeking a qualified and innovative company with experience evaluating fire department facilities and staffing and developing long-term planning solutions. Through a competitive Request for Proposals (RFP) process, the

City plans to contract professional services to conduct a Fire Rescue Headquarters and Training Facility Feasibility Study. This study will assess current and future needs for new or modified fire stations, identify optimal locations for fire stations, and evaluate asset deployment to ensure response-time standards are met throughout the fire protection district.

These services are partially funded by state appropriated funds. All services must be performed in accordance with applicable Federal, State and Local regulations.

1.2. City Background Information

The City of Bartow, Florida (hereinafter known as "the City") was granted its municipal charter in 1882. It is located in Central

Florida, within Polk County, and is accessible from U.S. Highway 17 and State Road 60. Its neighboring cities are Lakeland and

Winter Haven, and it is situated between Tampa and Orlando. It is the County Seat and serves a resident population of approximately

22,084, and one of the largest counties in Florida and one of the fastest growing counties in the country.

The mission of the City of Bartow Fire Department is to protect life and property, through education and awareness as well as caring and efficient response with the highest quality service possible.

The feasibility study will serve as a foundation for making informed decisions regarding the design, location, construction, and operational needs inclusive of staffing and a new Fire Headquarters and Training Facility.

According to the City of Bartow Planning Department and the Central Florida Regional Planning Council, there were over 5,000 new single-family units and over 2,500 new multi-family units planned or in-progress throughout the city as of 2024.

The Bartow Fire Department (BFD) is a full-time career fire and rescue agency with 27 uniform personnel. From an operational perspective, three shifts consisting of a Lieutenant, Drivers/Engineers, and five additional Firefighter/EMT’s provide all-hazard incident response services. The BFD currently provides these services to a 54-square mile area from two locations located in the City.

In addition to providing emergency services, the BFD also conducts fire inspections, code enforcement, plan reviews, fire cause investigations, disaster preparedness and response, and public education and prevention activities. Over the last five-year period, the

BFD has experienced a service demand increase of nearly 18%.

With these factors in mind, it has become critical to provide a new fire rescue headquarters and training facility to replace the antiquated 1966 fire station. Current station is insufficient to house existing personnel, equipment and meet demands and growth occurring; 1st responders living quarters are above the equipment garage, thereby creating a health hazard for emergency personnel where exhaust soot needs daily cleaning and removal from the living quarters, entry/exist from station is safety hazard for pedestrian/bike traffic.

SECTION 2: RFP INFORMATION

2.1. RFP Schedule

RFP Solicitation Issued: March 3, 2026

Question Submission Deadline: March 24, 2026, 4:00pm

Proposals Due: April 1, 2026, 2:00pm

Directly in OpenGov or a physical proposal may be sent to City of Bartow - Attn: Procurement at 450 N.

Wilson Ave, Bartow, FL 33830.

1st Evaluation Committee Meeting – to review selection process (Non-Mandatory):

April 8, 2026

City Hall Commission Chambers - 450 N. Wilson

Ave, Bartow, FL 33830

2nd Evaluation Committee Meeting – to shortlist

(Non-Mandatory):

April 15, 2026

City Hall Commission Chambers - 450 N. Wilson

Ave, Bartow, FL 33830

3rd Evaluation Committee Meeting – to interview shortlisted firms, if applicable (Non-Mandatory):

April 23, 2026

City Hall Commission Chambers - 450 N. Wilson

Ave, Bartow, FL 33830

City Commission Award – Tentative: May 4, 2026

2.2. RFP Process

In accordance with F.S 287.057 and more fully explained in this RFP, an award, if made, shall be made to the best overall proposer(s) whose proposal is most advantageous to the City, taking into consideration the evaluation factors set forth in this RFP. The City shall not use any other factors or criteria in the evaluation of the proposals received. The Evaluation Committee empaneled for this solicitation will review the qualifications of all submitting proposers as part of the selection process. The City reserves the rights to:

(a) determine, at its sole discretion, whether a Proposal satisfactorily meets the criteria established in this RFP; and (b) seek clarification from any firm(s) submitting a statement of qualifications/Proposal.

Responses specified shall be furnished in accordance with the terms and conditions of the RFP solicitation, the specifications, addenda issued by the City of Bartow if any, and all other documents prepared for this procurement submittal. A form W-9 should be attached to each Proposer’s response when returned by the responding vendor. Payment under any resulting contract will be rendered to the name of the firm appearing on the Proposer’s form W-9.

The City of Bartow reserves the right to reject any and all proposals, to waive informalities, to re-advertise, and to enter into a contract or series of contracts determined to be in its best interest, in accordance with the terms and conditions of the solicitation.

2.3. Vendor Qualifications

Companies shall be in the business of providing professional services as it relates to new or modified fire stations through a Fire

Station Feasibility and Facilities Study as further described in the scope of work and each company submitting a Proposal must possess sufficient financial support, equipment and organization to ensure that it can satisfactorily perform services if awarded a

Contract. Proposers must demonstrate that they, or the principals assigned to the City’s project, have successfully provided services of a similar magnitude to those specified in this RFP within the past five (5) years and have the managerial and financial ability to successfully perform the work envisioned by this RFP.

Proposers must satisfy each of the following requirements cited below. Failure to do so will result in the Proposal being deemed non-responsive:

• Before awarding the Contract, the City reserves the right to require that a Proposer submit such evidence of qualifications as the City may deem necessary. Further, the City may consider any evidence of the financial, technical, and other qualifications and abilities of a Proposer in making the award in the best interest of the City.

• Proposer shall have no record of judgments, pending lawsuits against the City or criminal activities involving moral turpitude and shall not have any conflicts of interest that have not been disclosed to and waived by the City.

• Neither Proposer nor any principal, officer, or stockholder of Proposer(s) shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform satisfactorily on any previous contract with the City.

2.4. Licensure Requirements

• To do business with the City of Bartow, businesses based within the City limits of the City of Bartow shall furnish a copy of the most recent City of Bartow Business/Occupational License in which can be obtained from https://www.cityofbartow.net/departments-services/city-clerk-public-records/business-tax-receipt-occupational-licenses-applications-payments.

• For businesses based outside the City limits of the City of Bartow but are based in Polk County or those businesses based outside Polk County shall furnish a copy of the most recent Polk County Business/Occupational License in which may be obtained from https://www.polktaxes.com/services/local-business-taxes/.

• Vendor should also be licensed to perform the type of work stated in this solicitation. Indicate registration, license numbers or certificate numbers for the business or professions which are the subject of this Bid. Please attach certificate of competency and/or state registration.

Proposals received from a company not holding the proper license shall be deemed non-responsible and not considered for award. The proposal will not be evaluated by the Technical Evaluation Panel.

2.5. Vendor Eligibility

The City desires to contract with a qualified and experienced company on this project. Responding companies must have documented experience for similar projects. The responding company shall provide a minimum of three (3) and maximum of five (5) projects from within the past five (5) years of similar size and complexity of the City of Bartow’s Fire Department within Tab 3, Experience and

Expertise.

2.6. Legal Requirements

Federal, State, County, and local laws ordinances, rules and regulations that in any manner affect the item(s) covered herein apply.

Lack of knowledge by the Respondent will in no way be cause for relief from responsibility.

2.7. Selection

It is the intent of the City to enter into an Agreement with the top ranked firm(s) following the negotiation of services to be render.

The final Agreement will require approval by the City Manager or City Commission at one of their regular meetings.

2.8. Award

The City intends to award to one (1) or more firms; however, the City reserves the right to award as the City deems in its best interest.

The City of Bartow also reserves the right to reject any or all Responses or any part of any Response, to waive any informality in any

Response, or to re-advertise for all or any part of the work contemplated.

https://www.cityofbartow.net/departments-services/city-clerk-public-records/business-tax-receipt-occupational-licenses-applications-payments https://www.cityofbartow.net/departments-services/city-clerk-public-records/business-tax-receipt-occupational-licenses-applications-payments https://www.polktaxes.com/services/local-business-taxes/

2.9. Term of Agreement

The performance period for this project shall be for a contract term of one hundred twenty (120) days, unless terminated earlier in accordance with the terms of the agreement. The term of the agreement may be subject to negotiation prior to execution.

• It is the intention of the City that the firm’s personnel proposed for the contract will be available for the contract term. In the event the Contractor wishes to substitute personnel, he shall propose personnel of equal or higher qualifications, and all replacement personnel are subject to City approval. In the event substitute personnel are not satisfactory to the City and the matter cannot be resolved to the satisfaction of the City, the City reserves the right to cancel the Contract for cause.

• Firm agrees and understands that the contract shall not be construed as an exclusive arrangement and further agrees that the

City may, at any time, secure similar or identical services from another vendor at the City’s sole option.

• Performance Period shall commence upon execution of the Agreement between the City and issuance of a Purchase Order to the successful firm.

• The City makes no guarantee or promise as to the number of available projects or that the firm will perform any project for the City during the life of the basic agreement.

2.10. Insurance Requirements

Successful Proposer shall, at a minimum, provide, pay for, and maintain in force at all times during the term of this Contract the following insurances:

a. Coverages

Successful Proposer shall, at a minimum, provide, pay for, and maintain in force at all times during the term of this Contract the following insurances:

Commercial Liability Insurance

Firm shall maintain commercial general liability (CGL) insurance with a limit of not less than $1,000,000 each occurrence. If such

CGL insurance contains a general aggregate limit, it shall apply separately to this location/project in the amount of $1,000,000.

Products and completed operations aggregate shall be $1,000,000. CGL insurance shall be written on an occurrence form and shall include bodily injury and property damage liability for premises, operations, independent vendors, products and completed operations, contractual liability, broad form property damage and property damage resulting from explosion, collapse or underground (x,c,u) exposures, personal injury and advertising injury. Fire damage liability shall be included at $100,000.

Commercial Business Automobile Liability

Business Automobile Liability shall be provided with minimum limits of One Million Dollars ($1,000,000.00) per occurrence, combined single limit for Bodily Injury Liability and Property Damage Liability. Coverage must be afforded on a form no more restrictive than the latest edition of the Business Automobile Liability policy, without restrictive endorsements, as filed by the

Insurance Services Office, and must include:

o Owned Vehicles, if applicable.

o Hired and Non-Owned Vehicles, if applicable.

o Employers' Non-Ownership, if applicable.

Workers Compensation Insurance

(a) Such insurance shall be no more restrictive than that provided by the Standard Workers’ Compensation Policy, as filed for use in

Florida by the National Council of Compensation Insurance, without restrictive endorsements. In addition to coverage for the Florida

Workers’ Act, where appropriate, coverage is to be included for the Federal Employer’s Liability Act and any other applicable Federal or State law. The policy must be endorsed to provide the Owner with thirty (30) days’ notice of cancellation. The minimum amount of coverage (inclusive of any amount provided by an umbrella or excess policy) shall be:

(i) Part One: “Statutory”

(ii) Part Two: $1,000,000 Each Accident

$1,000,000 Disease-Policy Limit

2.11. General Provisions of Insurance

1. Such policy or policies shall be without any deductible amount unless otherwise noted in any ensuing Contract and shall be issued by approved companies authorized to do business in the State of Florida, and having agents upon whom service of process may be made in Polk County, Florida. Consultant shall pay all deductible amounts, if any. Consultant shall specifically protect the City and the Bartow City Commission by naming the City and the Bartow City Commission as additional insureds under the Commercial

Liability Policy as well as on any Excess Liability Policy coverage.

2. Consultant shall furnish to the City a Certificate of Insurance or endorsements evidencing the insurance coverage specified herein within fifteen (15) calendar days after notification of award of any ensuing Contract. The required Certificates of Insurance shall name the types of policies provided, refer specifically to that Contract, and state that such insurance is as required by Contract. Consultant’s failure to provide to City the Certificates of Insurance or endorsements evidencing the insurance coverage within fifteen (15)calendar days shall provide the basis for Contract termination.The Certificates are to be signed by a person authorized by thatinsurer to bind coverage on its behalf and coverage shall be obtainedwith a carrier having an AM Best Rating of A-VII or better.

3. Coverage is not to cease and is to remain in force (subject to cancellation notice) until all performance required of consultant is complete. Where commercially feasible, all policies must be endorsed to provide the City with at least thirty (30) days’ notice of expiration, cancellation and/or restriction. If any policy of insurance coverage will expire prior to the completion of the work, a copy of the renewal policy shall be furnished at least thirty (30) days prior to the date of the policy’s expiration.

4. The City reserves the right to review and revise any insurance requirements at the time of renewal or amendment of any ensuing

Contract, including, but not limited to, deductibles, limits, coverage, and endorsements based on insurance market conditions affecting the availability or affordability of coverage, or changes in the scope of services that affect the applicability of coverage. If Consultant uses a sub-consultant, Consultant shall ensure that sub-consultant names City as an additional insured.

2.12. Local Preference

A purchasing preference shall be afforded to local vendors in accordance with the following criteria:

The term BUSA vendor mean any business whose commercial activities have been regularly transacted from a physical location within the boundaries of the City of Bartow Utility Service Area (BUSA) for a period of at least six months, including the date of quote or bid award.

A local vendor preference shall not be afforded in any quote or bid award where it is precluded by law, administrative rule, policy, regulation, or related funding agreement.

2.13. Vendor Preference

A purchasing preference shall be afforded to Veteran Business Enterprises (VBE), and Women/Minority Business Enterprises

(W/MBE) in accordance with the following criteria:

1. The term “Veteran-Owned Business Enterprise (VBE)” means any business having at least fifty-one (51%) ownership by a veteran owner who must have been honorably discharged from service and must independently control management and daily business operations. Must hold the professional license for the business, if applicable.

2. The term “Women/Minority-Owned Business Enterprise (W/MBE)” means any business having at least fifty-one (51%) ownership by women or minority group members who independently control the management and daily business operations. Group members are Women, African Americans, Hispanic Americans, Asian Americans, and Native

Americans. Must hold the professional license for the business, if applicable.

In order for a vendor to be recognized as a VBE or W/MBE by the City the following documentation must be submitted with the vendor’s registration through the City’s e-procurement system and/or such documentation must be submitted with their quote or bid submission:

• Valid Veteran or W/MBE Certification form from one of the following:

• U.S. Small Business Administration

• National Veteran Owned Business Association

• Florida Minority Supplier Development Council

• Women Business Enterprise National Council

• The State of Florida Office of Supplier Diversity

• Florida Department of Transportation

• Other Florida governmental agencies

A Vendor preference shall not be afforded in any quote or bid award where it is precluded by law, administrative rule, policy, regulation or related funding agreement.

This policy in no way supersedes the Local Preference Policy.

SECTION 3: SCOPE OF WORK

3.1. Overview

The City of Bartow, Florida (City”) actively seeking a qualified and innovative company with experience evaluating fire department facilities and staffing and developing long-term planning solutions. Through a competitive Request for Proposals (RFP) process, the

City plans to contract professional services to conduct a Fire Rescue Headquarters and Training Facility Feasibility Study. This study will assess current and future needs for new or modified fire stations, identify optimal locations for fire stations, and evaluate asset deployment to ensure response-time standards are met throughout the fire protection district.

These services are partially funded by state appropriated funds. All services must be performed in accordance with applicable Federal, State and Local regulations.

3.2. Background

The Bartow Fire Department (BFD) is a full-time career fire and rescue agency with 27 uniform personnel. From an operational perspective, three shifts consisting of a Lieutenant, Drivers/Engineers, and five additional Firefighter/EMT’s provide all-hazard incident response services. The BFD currently provides these services to a 54-square mile area from two locations located in the City.

In addition to providing emergency services, the BFD also conducts fire inspections, code enforcement, plan reviews, fire cause investigations, disaster preparedness and response, and public education and prevention activities. Over the last five-year period, the

BFD has experienced a service demand increase of nearly 18%.

With these factors in mind, it has become critical to provide a new fire rescue headquarters and training facility to replace the antiquated 1966 fire station. Current station is insufficient to house existing personnel, equipment and meet demands and growth occurring; 1st responders living quarters are above the equipment garage, thereby creating a health hazard for emergency personnel where exhaust soot needs daily cleaning and removal from the living quarters, entry/exist from station is safety hazard for pedestrian/bike traffic.

3.3. Minimum Required Services

1. Fire Station Feasibility & Training Facility Assessment

• Objective: Assess the viability of constructing new fire stations or renovating existing facilities.

o Evaluate current and projected service demand and operational efficiency.

o Assess site conditions, architectural programming, and infrastructure needs.

o Analyze cost implications for renovation, expansion, or new construction.

o Provide recommendations for phased implementation and timelines.

2. Operational Efficiency & Staffing Evaluation

• Objective: Analyze the efficiency and effectiveness of the current Bartow Fire Department

(BFD) staff and operations at existing and future locations.

2.1 Minimizing Overtime

• Workload Analysis: Track call volume by time, season, and geography to identify peak demand.

• Shift Optimization: Explore alternative shift schedules (e.g., 48/96 shifts, Kelly days) to reduce fatigue and overtime reliance.

• Leave Management: Implement improved vacation and leave planning to minimize last-minute overtime.

• Technology Use: Utilize scheduling software to forecast staffing gaps and automate coverage assignments.

2.2 Staffing Needs (Growth & New Stations)

• Baseline Staffing Model: Document current staffing levels, overtime usage, and coverage per station.

• Service Levels & Budgets: Identify current and projected service levels, including response times, station locations, staffing, and major equipment.

• Growth Projections: Align staffing increases with population growth, call volume trends, and service area expansion.

• New Station Planning (December 2027):

o Determine recruitment pipeline (academy classes, lateral hires).

o Identify leadership roles (captains, lieutenants).

o Establish a training timetable.

o Plan for full staffing deployment at the new station.

2.3 Truck Staffing

• Current State: 3 Engines, 1 Ladder Truck, 1 Brush Truck all with incomplete staffing and cross staffing of apparatus.

• Future Goal: Transition to 3-person crews for safety and operational efficiency.

• Staffing Requirements & Implementation:

o Consider city demographics, call volume, response mode, and call structure.

o Evaluate how leave, training, and programs impact service provision.

o Establish metrics for future staffing recommendations.

2.4 Cross-Training

• Multi-Role Training: Fire suppression, hazmat, and technical rescue certifications.

• Flexibility: Allows personnel to staff multiple apparatus types and reduce overtime when specialists are unavailable.

• Career Development: Build pathways for firefighters to gain multi-discipline certifications.

• Operational Efficiency: Enhance emergency response capabilities and support staffing at new stations.

The findings will provide the City with the data and analysis necessary to make informed, strategic decisions regarding their emergency services infrastructure.

3.4. Detailed Scope of Services

A more detailed scope of services to be performed includes, but is not limited to, the following:

1. Overview

• Evaluate existing fire stations, training facilities, staffing, and operations; provide long-range planning recommendations.

2. Project Objectives

• Assess current fire department services and facilities.

• Identify gaps relative to NFPA standards and industry best practices.

• Recommend facility, staffing, and operational improvements for current and future needs.

3. Fire Station & Training Facility Assessment

3.1 Data Collection

• Gather all pertinent data and documents, including facility plans, layouts, and maintenance/renovation records.

• Consultant responsible for all third-party data costs.

3.2 NFPA Compliance Review

• Review fire station design standards.

• Identify deficiencies and areas for improvement.

3.3 Collaboration & Stakeholder Engagement

• Work with Fire Department, PSAP, City Planning, and other departments.

• Evaluate current and future facility, personnel, and apparatus needs.

3.4 Operational Efficiency & Facility Condition Assessment

• Assess structural integrity, design, layout, expansion potential, energy efficiency, HVAC, electrical, space adequacy, ADA compliance, emergency power, safety, asbestos, and other conditions.

• Provide estimated costs for:

o Remodel/renovation/expansion o New construction

• Assess operational impacts and timelines for each option.

3.5 Future Fire Station Planning

• Identify optimal future locations and a phased development plan.

• Consider land use, population, density, barriers, development, school locations, transportation infrastructure, apparatus deployment, and call volumes.

• Provide cost estimates for new construction.

3.6 Fire Training Facility Integration

• Evaluate training facility placement at current and/or future stations.

C. Staffing & Service Assessment

4.1 Baseline Assessment

• Review current services, staffing, budgets, facilities, equipment, response times, and ISO rating.

4.2 Service Impact Analysis

• Assess how findings will affect existing services and future needs.

4.3 Call Analysis

• Evaluate historical calls, response times, and priority calls.

• Recommend improvements to meet current and projected demands.

4.4 Staffing Model Recommendations

• Recommend optimal staffing levels and leadership structure.

• Include organizational charts.

• Consider demographics, call volume, response model, and community expectations.

4.5 Operational & Workforce Considerations

• Evaluate impacts of leave, training, dual-role employees, administrative support.

• Develop metrics for staffing, truck staffing, overtime reduction, cross-training, and potential role changes.

4.6 Staffing Scenarios Analysis

• Analyze multiple scenarios

• Include financial, staffing, service, facility, and equipment impacts.

4.7 Fleet, Equipment, & Program Review

• Inventory current apparatus, equipment, and facilities.

• Evaluate rental licensing and property maintenance programs.

4.8 Culture, Retention, & Operational Efficiency

• Provide recommendations for staff wellbeing, culture, retention, and operational effectiveness.

5. Meetings & Engagement

• Project kickoff with City and Fire Department leadership.

• Facility inspections and reviews.

• Stakeholder meetings (SWOT on facilities).

• Review of preliminary findings with City leadership.

• Final presentation to City Council.

6. Reporting & Deliverables

• Comprehensive assessment report.

• Draft report for City review.

• Final report (digital + 9 printed copies).

• Cost estimates, feasibility analysis, and recommendations for:

o Renovation, reconstruction, or new construction o Staffing model changes and operational improvements

• Presentation of findings to City Council and leadership.

7. Recommended Staffing Deliverables

• Staffing projection table (2025–2030).

• Overtime reduction plan with measurable targets.

• Truck staffing transition plan.

• Cross-training matrix.

• Cost estimates, capital/equipment needs, and implementation timelines.

• Presentation of analysis and recommendations to City management, Union, and Department leadership.

8. Project Schedule

• Initial consultation and document review.

• On-site assessments.

• Draft report submission.

• Final report delivery.

• Optional third station assessment.

9. Budget Requirements

• Detailed cost breakdown, including:

o Personnel and labor o Travel and site visits o Report preparation and presentations o Optional third station assessment (separate line item)

Guiding Documents

A list of relevant plans and developments are linked below, which may be used as reference documents for preparing a proposal. The City may share more documents with the chosen Consultant team after the execution of the contract.

A. June 20, 2022, Fire Department Presentation to Bartow City Commission – Attachment I

SECTION 4: SUBMITTAL REQUIREMENTS AND CONTENTS

To be considered for award, a proposal must be received and accepted through the City’s e-procurement system; OpenGov or in the

Purchasing Department no later than the due date and time established within the solicitation. Submittals shall not contain information in excess of that requested, should be concise and should specifically address the issues of this RFP.

Submittal of proposals or responses via email is not acceptable.

4.1. For ALL Proposals Submitted

The submittal should be prepared simply and economically, providing a straightforward, concise description of the proposer's ability to fulfill the requirements of this Request for Proposals and should not exceed the necessary pages required in respond to information requested.

Unnecessarily elaborate brochures or other presentations beyond those sufficient to present a complete and effective submittal to this solicitation are not desired and may be construed as an indication of the proposer’s lack of cost consciousness. Elaborate artwork, expensive visual aids, and other presentation aids are neither necessary nor desired, unless specifically requested.

4.2. Format of Response

To provide a degree of consistency in review of the written proposals, firms are requested to prepare their proposals in the standard format specified in this section.

4.2.1 Title Page

The proposer should identify the RFP subject, name and title of contact person, address, telephone number, fax number, email address, and date of submission.

4.2.2 Cover Letter

The Cover letter should not be more than two (2) pages long and should include, at a minimum, the following:

• A brief statement of the Proposer’s understanding of the required services.

• A positive commitment to perform the services on a consistent and timely basis.

• Names and contact information for the person(s) authorized to represent the Proposer.

4.2.3 Table of Contents

The table of contents should include a clear and complete identification by section and page number of the materials submitted.

4.2.4 Evaluation Criteria (Each Tab Shall be Clearly Identified within the Proposal submitted)

• Tab 1 – Executive Summary

• Tab 2 – Organizational Resources

• Tab 3 – Experience and Expertise

• Tab 4 – Approach to Project

• Tab 5 – W/MBE & Veteran Business Utilization

• Tab 6 – Local Utilization

• Tab 7 – Performance Survey

• Tab 8 – Cost

4.3. Communications and Inquiries

To ensure fair consideration for all prospective firms, the City prohibits communication associated with this RFP to or with any department, bureau or employee during the submission process until award of an agreement. Additionally, the City prohibits communications initiated by a prospective firm to any City official or employee evaluating or considering the submission prior to the time a decision has been made. Except for communications with the designated point of contact, if a firm initiates communication of any form regarding this solicitation with the City, that act may be grounds for disqualifying the proposer from the consideration for the

RFP.

All communications are to be directed to the Procurement Office contact.

The City’s contact may discuss a submission directly with the responsible proposer to get clarification and assure a full understanding of, and responsiveness to the solicitation requirements. All proposers shall be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals and such revisions may be permitted after submission for the purpose of obtaining best and final offers. In conducting such discussions, there shall be no disclosure of any information derived from proposals submitted by competing proposers except as may be required by the Florida Public Records Law, Chapter 119, Florida Statutes.

4.4. Incurred Expenses

The City is not responsible for any expenses which firms, persons, interested parties, or proposers may incur in evaluating, preparing, and submitting proposals called for in this solicitation.

4.5. Interviews

The City reserves the right to conduct personal interviews with any or all Proposers or their key team members and to require that presentations be made by any or all Proposers prior to selection. The City will not be liable for any costs incurred by a Proposer in connection with an interview or presentation (i.e., travel, accommodations, etc.).

SECTION 5: EVALUATION PROCESS

5.1. Evaluation Committee

An Evaluation Committee consisting of five (5) members assembled by the City will review and evaluate each proposal. Proposals will be evaluated to determine those that best meet the needs of the City. The proposals will be evaluated on both qualifications and the technical merits of the firm. Proposals will be evaluated in accordance with the rating system listed in this RFP.

5.2. Rating System

The Evaluation Committee will rate all proposals utilizing the Weighted Rating System detailed under the submittal evaluation and scoring section. The average of the Total Weighted Ratings assigned by the Evaluation Committee members will be used to rank proposals for short list purposes.

5.3. Evaluation Committee Process

The Evaluation Committee will evaluate proposals as follows;

• 1st Evaluation Committee Meeting will be held as the initial meeting with the committee members to discuss the proposal review and scoring process to ensure each member has a clear understanding of the scoring process and how points will be assigned.

• 2nd Evaluation Committee Meeting will be held to score & shortlist proposals received.

• 3rd Evaluation Committee Meeting when deemed necessary by the committee, will be held to conduct interviews at a minimum with the three (3) highest-scoring firms, when applicable, that were shortlisted. Directly following interviews each firm will be ranked.

All meetings are open to the public excluding the interview portion of the 3rd committee meeting. However, after interviews have been conducted the meeting will be opened back up to the public to publicly rank each firm interviewed.

5.4. Submittal Rankings and Contracting Process

The Evaluation Committee will be tasked with the review of the responses to the RFP and will rank the responses in a publicly advertised meeting. The Evaluation Committee shall reduce the number of firms to a short list. In short-listing firms, the Evaluation

Committee shall use the criteria set forth in the RFP and attempt to select the best qualified firms.

Voting members of the Evaluation Committee may discuss the proposals received and the qualifications of each firm further and shall score and rank the firms based upon which firms will best serve the city pursuant to the factors set forth in the RFP. The firms shall be ranked in order of preference based on scores given.

At this time the Evaluation Committee will determine if presentations/ interviews are necessary based on the final scores.

5.5. Presentations/ Interviews

When required by FL Statue and/ or at the sole determination of the City, a proposing firm may be required to make a presentation of its Proposal. At a minimum the Selection Committee shall interview the three (3) highest-ranked Proposers, if applicable. The

Selection Committee members will have an opportunity to inquire about any aspect of the solicitation and the Proposer’s submitted

Proposal. This will provide an opportunity to clarify or elaborate on the Proposal, but will not, in any way, provide an opportunity to change any items in the original Proposal as submitted. If a presentation is determined to be necessary, the City’s single point of contact shall coordinate the presentation and notify the firm of its presentation date and time.

After the presentations, the voting members of the Evaluation Committee may discuss the presentation, proposals received and the qualifications of each firm further and shall rank the firms based upon which firms will best serve the city pursuant to the factors set forth in the RFP. The firms shall be ranked in order of preference.

*A ranking and a report of the Evaluation Committee's analysis shall be provided to the City Commission who shall make the final decision with regard to the firms that should be chosen. The City Commission may approve the rankings as set forth by the Evaluation

Committee or, the City Commissioners may re-rank the applicants based upon the criteria and the report and rankings from the

Evaluation Committee.

The City Commission will authorize the City Manager to negotiate a contract with the highest ranked firm or firms. If the City chooses to issue an award to more than one firm, the City Manager will attempt to negotiate a contract with each selected firm. If the

City Manager is unable to negotiate a satisfactory contract with one or more of the highest ranked firms, the City Manager will terminate negotiations and then negotiate with one or more of the lower-ranked firms and so on in order of preference. This process will be repeated until agreements are reached and formally approved by the City Commission, or until the short-list is exhausted, in which case a new request for proposals shall be undertaken.

The City reserves the right to award multiple contracts for one or more disciplines and to instruct the City Manager to begin negotiations with multiple firms ranked on the short-list.

During the selection process, the City will choose those submissions, in its sole determination, that best meet the City’s need based upon its evaluation of all proposals.

5.6. Rejection of Proposals

The City reserves the right to reject all proposals. In the event the City does so, it shall notify Proposers of its rejection of all proposals in writing.

5.7. Modifications to Proposals

The City reserves the right to request at any time that a Proposer modify its proposal to more fully meet the needs of the City. The

City also reserves the right to negotiate with Proposers any changes it deems necessary and to waive minor irregularities in the bid process.

5.8. Requests for Additional Information

A proposer shall furnish such additional information as the City may reasonably require. The City reserves the right to make investigations of the qualifications of a proposer as it deems appropriate.

SECTION 6: SUBMITTAL EVALUATION & SCORING

Total possible maximum points for any given RFP shall = 100 and based on that logic, establish standards by which points are assigned to proposals have been provided to ensure that evaluators score each proposal with consistency. Each Selection Committee member shall determine which of the following descriptions applies to each of the evaluation criteria:

• EXCELLENT (1.0): Of the highest or finest quality; exceptional; superior; superb; exquisite; peerless. The Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited an exceptional and superior degree of understanding, skill, and competency, both qualitatively and quantitatively. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.) demonstrate the Proposer’s ability to perform and deliver far beyond expectation.

• VERY GOOD (0.8): To a high degree; better than or above competent and/or skillful. The Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited a very high degree of understanding, skill, and competency, both qualitatively and quantitatively. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.)

demonstrate the Proposer’s ability to perform and deliver beyond expectation.

• GOOD (0.6): Having positive or desirable qualities; competent; skilled; above average. The Proposer provided information for a given criteria that satisfied the requirements and described specifically how and what will be accomplished in such a manner that exhibited a skillful and above-average degree of understanding, skill, and competency, both qualitatively and quantitatively. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.) demonstrate the Proposer’s ability to perform and deliver at the expected level.

• FAIR (0.4): Average; moderate; mediocre; adequate; sufficient; satisfactory; standard. The Proposer provided information for a given criteria that satisfied the requirements and described sufficiently how and what will be accomplished in a manner that exhibited an adequate and average degree of understanding, skill, and competency, both qualitatively and quantitatively.

The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.)

demonstrate the Proposer’s ability to perform and deliver at a level slightly below expectation.

• POOR (0.2): Inadequate; lacking; inferior in quality; of little or less merit; substandard; marginal. The Proposer provided information for a given criteria that did not satisfy the requirements and described in an inadequate manner how and what will be accomplished. The information provided simply reiterated a requirement, contained inaccurate statements or references, lacked adequate information, or was of inferior quality. The facts included in the narrative (including all supporting documentation, diagrams, drawings, charts, and schedules, etc.) demonstrate the Proposer’s ability to perform and deliver at a substandard and inferior level.

• UNACCEPTABLE (0.0): The Proposer failed to provide any information for a given criteria, provided information that could not be understood, or did not provide the information for a given category as requested. **A zero (0) value typically constitutes no response or an inability of the vendor to meet the criterion. In contrast, the maximum value should constitute a high standard of meeting the criterion. Each intermediate value should be set to cover some intermediate condition.

After a Selection Committee member has determined the description applicable for each evaluation criterion, the total points available for such criterion shall be multiplied by the factor associated with the applicable description to produce the number of points allocated for that evaluation criterion.

For example, a Selection Committee member classifies the “Experience and Expertise” criterion (which shall be worth 25 points for the purpose of this example) as “Very Good” (which is a description factor multiplier of 0.8). The points that Selection Committee member allocated for that evaluation criterion would be 20, calculated as follows:

• 25 available points x 1.0 applicable description factor multiplier = 25 points (Excellent)

• 25 available points x 0.8 applicable description factor multiplier = 20 points (Very Good)

• 25 available points x 0.6 applicable description factor multiplier = 15 points (Good)

• 25 available points x 0.4 applicable description factor multiplier = 10 points (Fair)

• 25 available points x 0.2 applicable description factor multiplier = 5 points (Poor)

• 25 available points x 0.0 applicable description factor multiplier = 0 points (Unacceptable)

A Selection Committee member’s total score for each Proposal shall equal the sum of the total points allocated for each evaluation criteria set forth in Section 6.1.

When all Selection Committee members have completed their proposal evaluations, the individual Selection Committee member’s total scores for each Proposal will be added together to produce a final score for each Proposal.

Procurement will confirm the calculations for the final score for each Proposal. Then, Procurement shall publish a rank-ordered listing of the Proposals to the Selection Committee with the Proposal receiving the highest point as the highest-ranked Proposal.

SECTION 7: EVALUATION CRITERIA

An Evaluation Committee consisting of five (5) members assembled by the City will review and evaluate each proposal. Proposals will be evaluated to determine those that best meet the needs of the City. The proposals will be evaluated on both qualifications and the technical merits of the firm. Proposals will be evaluated in accordance with the rating system listed in this RFP.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Executive Summary

Executive Summary

• The purpose of the Executive

Summary is to provide an overview of the Proposer’s qualifications to perform the scope of services.

• Introduction letter describing your company, experience, number of years in business, licenses and/or applicable certifications, contact name, company address, phone number and email address of contact person who can sign on behalf of your entity and will be assigned as the main contact for the resulting agreement. (One page, single or double sided)

• Provide documentation showing proper incorporation by the Secretary of State.

• All forms listed under Section 8:

Forms

0-5 Points 5 (4.5% of Total)

2. Organizational Resources

• As part of the evaluation process, the City has the responsibility of taking into account the size and complexity of the project/tasks and be assured that the company/team has the organizational and financial resources required to successfully deliver this project/task. Please describe your operational stability, corporate financial resources, and insurance limits.

• Describe the companies’ current and future projected workload. Describe specifically the companies’ daily ability to handle each aspect of the scope of services described herein.

(Limit response to two (2) pages maximum)

3. Experience and Expertise

• Describe the company’s experience with providing similar size and scope of work as outlined in this RFP.

Proposers should be detailed on their level of experience in similar work and the knowledge it has provided them. (One page, single or double sided).

• Identify a minimum of three

(3) and a maximum of five

(5) comparable or similar projects with a like population, demographics, infrastructures and building use and type to the City of

Bartow’s Fire Department from within the past five (5) years that demonstrate your company’s experience with the scope of services outlined. For each project identified, provide the following:

o Description of project o Final cost of effort o Completion dates (if applicable) o Name of client o Experience with implementation, coordination and funding plans.

o Reference information, per project (one current contact name and title

0-5 Points 40 (36.4% of Total) with telephone number and e-mail address) o Example of final reports provided

• Identify the key members of the team and provide resumes, (limited to one page per employee), of the individuals who will perform required tasks under the Proposal. All discipline and area leads shall be licensed in the State of

Florida. Resumes shall include professional credentials and experience of the company’s key members who would complete required tasks.

Identify the proposed Project

Manager who will have primary contact with the

City for all work associated with a continuing contract.

For each member, provide his or her:

▪ Title

▪ Area of Specialty

▪ Office Location assigned for previous two years. If recently reassigned, provide explanation and timing.

▪ Total years of experience

▪ Years with company

▪ Specific involvement/role in projects used as references or experience summary.

▪ Include an organizational chart.

4. Approach to Project

• Describe the approach, project management and organization that will provide support to the project. Describe systems used for planning, scheduling, estimating and managing progress. The company/team’s experience in qualifications submitting for should be included.

• Provide a timeline for achieving the City’s goals and objective for this project.

• Briefly describe the company’s experience with quality control, dispute resolution, and stakeholder engagement.

0-5 Points 30 (27.3% of Total)

5. Women/ Minority Owned Business

Enterprise (W/MBE), Disabled Veteran &

Veteran Owned Business Utilization

• Any firm certified as a W/MBE and/or Veteran Owned Business will be allotted the maximum amount of points for this Tab. A copy of your company’s certification must be included in your response.

Provide certifications and descriptions of services being rendered for any subconsultant firm(s)/ subcontractor(s) being utilized on this project. One (1) point will be given for each

W/MBE and/ or Veteran business utilized up to the maximum points allotted for this Tab.

6. Local Firm or Intent/capacity to affect the local economy through the use of local labor, vendors, sub-contractors and resources

• Identify the location of the company’s principal office and the…