General_Planning_and_Zoning_Consulting_Services_(Addendum_#2_Revision).pdf

CITY OF DORAL

Request for Qualifications

General Planning and Zoning

Consulting Services

Submission Due Date: Wednesday, March 11, 2026, at 2:00 pm

RFQ No. 2026-04

Procurement and Asset Management Director:

ROMAN MARTINEZ, MPA, CPPO, CPPB

City of Doral

General Planning and Zoning Consulting Services

2026-04

Table Of Contents

1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

2. SCOPE OF SERVICES

2.1. Technical Specifications

3. RESPONSE REQUIREMENTS

3.1. Transmittal Letter

3.2. Qualifications and Experience of the Firm

3.3. Organizational Chart

3.4. Summary of Projects Completed

3.5. Availability

3.6. Additional requirements

4. EVALUATION CRITERIA AND METHODOLOGY

4.1. Evaluation Process Overview

4.2. Scoring Criteria & Available Points

5. Insurance Requirements

5.1. Policies and coverage limits

6. GENERAL DEFINITIONS AND SOLICITATION TERMS AND CONDITIONS

6.1. General Definitions

6.2. General Terms and Conditions

7. VENDOR RESPONSE

7.1. Vendor Questionnaire

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1. GENERAL INFORMATION

1.1. General Instructions and Submittal Requirements

1.1.1. Notice to Respondents

NOTICE: The City of Doral (“City”) hereby gives notice of its intent to seek Responses from interested, qualified parties and professional firms in response to this Request for Qualifications (“RFQ”) to provide the services described herein. Responses must be received no later than the deadline date and time specified below.

1.1.2. Project Overview

The City of Doral is seeking Responses for planning consultant firms to provide general planning and zoning consulting services.

By way of this RFQ, the City of Doral is soliciting competitive sealed proposals from qualified and interested parties for the provision of general planning and zoning consulting services, as more particularly described herein. Through the process described herein, persons and/or firms interested in assisting the City with the provision of the Services must prepare and submit a Statement of Qualification in accordance with the procedure and schedule in this RFQ. The City intends to use the Proposals submitted in response to this RFQ to evaluate and rank Proposers based on qualifications and to establish a pool of the most qualified Proposers.

The City may initiate contract negotiations with one or more Proposers from this qualified pool, as determined to be in the best interest of the City. The selected firms will assist the City with the continuous update of the

Comprehensive Plan, development of projects or analysis identified in the Comprehensive Plan, update of the

Land Development Regulations, provide both short‐term and long term planning recommendations, coordinate and process various land use amendment and rezoning applications, annexation services, assist with permit reviews, or any additional planning matters as directed by the City Planning and Zoning Director or his/her designee. It is the City’s intent to select firms that: (a) possesses the professional and administrative capabilities to provide the proposed services, and (b) will agree to work under the compensation terms and conditions determined by the City to provide the greatest benefit to the taxpayers of the City. The City reserves the right to remove any portion of this project should it deem it to be in the best interest of the City. The City will review submittals only from those persons and/or firms that submit a proposal that includes all of the information required by this RFQ, the determination of which shall be in the sole discretion of the City.

Through the RFQ process described herein, qualified Professionals interested in providing such services to the

City must prepare and submit a Response packet in accordance with the procedure and schedule of this RFQ.

The City will review submittals only from those persons and/or firms that submit a proposal that includes all of the information required by this RFQ, the determination of which shall be in the sole discretion of the City.

1.1.3. Procurement Schedule

All dates and times in this Solicitation may be changed by a written addendum issued by the City.

The City’s schedule for this Solicitation is as follows:

Issuance/Advertisement Date: February 10, 2026

General Planning and

Pre-Submittal Conference (Non-Mandatory): February 24, 2026, 10:00am

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/23871032003052

?p=JTtqpUKu8gGDvLnWRX

Meeting ID: 238 710 320 030 52

Passcode: ux2bZ3JP

Deadline Date for Written Questions: March 3, 2026, 5:00pm

Deadline for Submittals & Date of Opening: March 11, 2026, 2:00pm

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/26929080759695

?p=WFBMjPDZWvrs8kFvE7 Meeting ID: 269 290 807 596 95 Passcode: 4FE6y6Ag

Evaluation Committee Meeting Phase I (Non-

Mandatory):

March 18th, 2026 10:00am

City of Doral Government Center 8401 NW 53rd Terr., 3rd floor Doral, FL 33166

The above schedule may be amended as required. All scheduled meetings will be announced with sufficient time to allow the public full access to the scheduled meetings as per State of Florida in the Sunshine Law.

1.1.4. Pre-Submittal Conference

Conference Type: Non-Mandatory

A Pre-Submittal Conference will be held on the date and time specified in the Procurement Schedule. During this meeting, the requirements of this Solicitation will be reviewed and discussed.

Any changes to this Solicitation discussed during the conference or site visit are not binding unless included in a written addendum issued by the City.

Any substantive questions regarding the Solicitation must be submitted in writing to the Procurement Division on or before the question deadline.

Respondents are responsible for reviewing all information related to this Solicitation, including information presented at the conference. By submitting a Proposal, the Proposer certifies that it is sufficiently familiar with the facilities, work requirements, and all conditions that may affect contract performance.

https://teams.microsoft.com/meet/23871032003052?p=JTtqpUKu8gGDvLnWRX https://teams.microsoft.com/meet/23871032003052?p=JTtqpUKu8gGDvLnWRX https://teams.microsoft.com/meet/26929080759695?p=WFBMjPDZWvrs8kFvE7 https://teams.microsoft.com/meet/26929080759695?p=WFBMjPDZWvrs8kFvE7

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1.1.5. Cone of Silence Policy and Inquiries

This Solicitation is subject to the “Cone of Silence”. Accordingly, all questions and/or comments regarding this

Solicitation must be made in writing and be directed to Procurement at the following email at procurement@cityofdoral.com. All inquiries must reference “2026-04 General Planning and Zoning

Consulting Services” in the subject line. No phone calls will be accepted in reference to this solicitation. If it becomes necessary to provide additional clarifying information that revises any part of this solicitation, supplements or revisions will be made available via a written addendum.

1.1.6. Method and Deadline for Submittal

Responses must be submitted electronically through the OpenGov Procurement

Portal https://procurement.opengov.com/portal/cityofdoral/projects/235792 by the date and time stated above.

The responsibility for submitting a Response before the stated time and date is solely and strictly that of the

Proposer. The City is not responsible for any delayed, lost, late, misdelivered, or non-delivered Responses, no matter the cause. Any submittals received after the due date and time specified will not be considered.

Solicitations and addenda or notices in connection therewith may be downloaded OpenGov. To receive notifications of addenda or notices issued in connection with this RFQ, interested parties must register with

OpenGov.

The City reserves the right to accept any response deemed to be in the best interest of the City, to waive any minor irregularities, scrivener’s errors, minor omissions, minor deviations, and/or technicalities in any

Responses, or to reject any or all Responses and to re-advertise for new Responses, in accordance with the applicable sections of the Florida Statutes, the City Charter and Code, and this Solicitation. Minor issues may be corrected at the City’s discretion; however, material deficiencies, missing mandatory information, or failure to meet basic requirements may result in disqualification.

1.1.7. Method of Award

The City anticipates entering into contracts with firms deemed responsive and responsible and determined by the City to be the most advantageous. The City anticipates selecting a minimum of a pool of firms but reserves the right to select more firms if in the best interest of the City.

A contract will not exist and is not binding until Responses are reviewed and accepted by appointed staff, the best Response is identified, negotiations with the Respondent have been authorized by the appropriate level of authority within the City, a contract has been executed by the parties and approved by the appropriate level of authority within the City.

The City’s selection committee will evaluate Responses and will select the Responses that meet the best interests of the City. The City is the sole judge of its own best interests, the Responses, and any resulting negotiated contract. The City’s decisions will be final.

In the event the parties are unable to negotiate terms acceptable to the City, the City may determine to accept the offer of the second most responsive and responsible Proposer determined by the selection committee, or it may re-solicit proposals.

The City reserves the right to reject all statements of qualifications and/or proposals, to waive non-material, technical variances or infirmities in the proposal, to abandon the project or to solicit and re-advertise for other proposals. The City may in its discretion waive any informalities and irregularities contained in a proposal or in the manner of its submittal and award a contract thereafter.

mailto:procurement@cityofdoral.com https://procurement.opengov.com/portal/cityofdoral/projects/235792

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A resulting contract(s) will be awarded in accordance with Florida Statute 287.055 known as the Consultants

Competitive Negotiation Act (CCNA).

1.1.8. Term of Contract

The initial contract resultant from this solicitation shall prevail for a one (1) year period from the contract’s effective date. Prior to, or upon completion of that initial term, the City shall have the option to renew the contract for two (2) additional one (1) year period for a total of three (3) years.

The City and the Awarded Respondent shall execute a contract (“Agreement”) within thirty (30) days after

Notification of Award based upon the requirements set forth in the RFQ through action taken by the City

Council at a fully authorized meeting. If the Respondent awarded the Contract fails to enter into a contract as herein provided, the award may be declared null and void, and the Contract may be awarded to the next most responsible and responsive Respondent, or re-advertised, as determined by the City. The Awarded

Proposer(s) shall maintain, for the entirety of the stated additional periods(s), the same terms and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative, and not a right of the Awarded Proposer(s).

1.1.9. Identification of Subcontractors

Respondents shall list all proposed subcontractors in the appropriate portion of the Required Submission

Forms attached in the Attachments section. Contractor shall be responsible for the coordination of the trades, Subcontractors, materials, and staff necessary to complete the Work.

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2. SCOPE OF SERVICES

2.1. Technical Specifications

2.1.1. Statement of Need/Objectives

The selected firms will assist the City with a broad range of planning tasks, including the ongoing update and implementation of the Comprehensive Plan and the development of specific projects or analyses identified therein. In addition, the firms will support the update and refinement of the City’s Land Development

Regulations and Subdivision Regulations.

Services may also include the preparation of both short-term and long-term planning recommendations;

coordination and processing of various land use amendments and rezoning applications; annexation studies and support; and assistance with the review of development permits. The firms may also be called upon to support other planning-related matters as directed by the City’s Planning and Zoning Director or their designee.

Services may include on-call, or as needed, planning and zoning support to address workload surges, vacancies, special initiatives, or emergency timelines. Services may be authorized through individual task assignments, work orders, or purchase orders issued at the City’s discretion. The City does not guarantee a minimum volume of work and reserves the right to assign tasks based on firm(s) availability, expertise, performance, or project need.

The selected firms will assist the City with a broad range of planning tasks, including not limited to:

A. On-call, staff augmentation, surge capacity personnel o As-needed planning staff augmentation;

o Rapid response support for vacancies and peak workload periods;

o Ability to provide interim senior planner-type support;

o Services may include remote, hybrid, or on-site support as requested.

B. Executive/Director-Level Advisory & Institutional Knowledge Support o Advisory support on Doral LDC interpretation and historical policy context;

o Briefings/Memos for leadership decision-making;

o Coordination support for board/council agenda items;

o Peer review of staff recommendations;

o Advisory input on politically sensitive or precedent-setting items;

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C. Comprehensive Plan and Implementation o Plan implementation support, targeted studies, and project management of planning initiatives;

o Provide alignment support between Comp Plan and LDC;

D. Preparation of short- and long-term planning recommendations; Land Development Code (LDC) and

Policy Services o Coordination and processing of land use amendment and rezoning applications;

o Formal interpretation memos;

o Code cleanup, conflict resolution, modernization, and updates to related regulations as applicable or requested;

E. Development Review and Entitlements o rezonings, comp plan amendments, conditional uses, variances, PUDs/major site plans (as applicable to your process);

o interdepartmental coordination (engineering/traffic/utilities);

o Peer review and third-party technical review support when requested o Optional pre-application and concept review support.

F. Quasi-Judicial / Hearing support o Staff reports and coordination for quasi-judicial items/defensibility including findings consistency and complex or multi-agency projects;

o Exhibit preparation/organizations;

o Hearing preparation support, presentations, and testimony support when requested o Coordination with City Attorney and outside counsel as needed, requested

G. Annexation & Intergovernmental Coordination o Annexation studies/support;

o Interlocal/intergovernmental coordination with County/regional entities.

H. Special Projects / Emerging Issues o May include corridor plans, redevelopment studies, housing policy support, legislative impact analysis, grant planning support, etc.;

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o Additional planning services as directed by the Development Services Administrator, Planning and

Zoning Director or their designee.

I. Deliverables & Knowledge Transfer o Written work products suitable for public record o Transfer of data/work product to City with file standards consistent with city systems;

o Optional staff/board workshops or briefings when requested.

2.1.2. Qualifications and Experience

All proposers that submit a proposal shall meet, but not be limited to, the following minimum qualifications:

B.

a. The Proposer must have been actively engaged in providing general planning and zoning consulting services to local, regional, or state governments within the past five (5) consecutive years.

b. Proposer must have, at a minimum, a principal planner that is AICP certified, have five

(5) years of experience immediately preceding this RFQ. While not required, prior experience with planning projects in the City of Doral is preferred. Minimum experience required can be held by the firm, key personnel, or a combination of both. Supporting references must support this experience, listing the agency or company name, along with the contact person’s full name, telephone number and email address. It is the responsibility of the Proposer to ascertain that the contact person will be responsive.

c. The proposed shall have a record of performance and operation within Florida for a consecutive five‐year (5) period immediately preceding this RFQ. The firm, or principals of the firm, shall be regularly engaged in the business of providing the services as described herein. The experience must be demonstrated by direct or substantial involvement of the individual(s) in a supervisory capacity at the Project Manager level or above. The determination of the individual’s qualifications and compliance with the experience and qualifications shall be at the sole discretion of the City. The Selection Committee may negatively evaluate proposals from firms they determine have failed to meet the above experience and qualifications.

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d. The firm shall have enough financial support, equipment, and organization to ensure that they can satisfactorily execute the services if awarded a Contract under the terms and conditions herein stated. Desired experience is requested in quasi-judicial hearing support and staff report preparation; LDC interpretation/implementation and code cleanup; development review and entitlements; intergovernmental coordination; special studies and planning initiatives; and ability to provide senior-level planning advisory services independent of production work, including strategic guidance, peer review, and institutional knowledge support.

e. Proposers shall disclose any current or anticipated conflicts related to concurrent representation of municipalities or private applicants within Miami-Dade County that could reasonably affect responsiveness or objectivity. There shall not be any pending criminal charges against the firm, principal owners, partners, corporate officers, or management employees. The term “equipment and organization” as used herein shall be construed to mean a fully equipped and well-established operation as determined by officials of the City of Doral.

The proposer must show proof of having met these minimum requirements on the “Bidder Qualification Statement” in Section 5. THE CITY WILL NOT ACCEPT ANY

SUBSTITUTION FOR THIS FORM.

2.1.3. Licensing

Successful Proposer must provide a copy of their occupational/business license and State registration at time of award. Florida state registration can be downloaded and printed via www.sunbiz.org. Proposers must have the proper license(s) and/or certification(s) to perform what is being requested in this project. Failure to possess the proper license(s) and/or certification(s) may result in disqualification of proposal submittal. Copies of the Proposer’s license(s) and/or certification(s) which are applicable to this project shall be submitted as part of their proposal submittal.

3. RESPONSE REQUIREMENTS

3.1. Transmittal Letter

Respondents should prepare their proposals using the following format. In preparing proposals, Respondents should assume that the City has no previous knowledge of their products, services, or capabilities. Emphasis should be placed on clear, complete presentation of factual information.

Additionally, Respondents may not refer to information in previous proposals or bids submitted to the City.

This letter will summarize in a brief and concise manner the following:

1. Proposer's understanding of the scope of work and make a positive commitment to timely perform the work.

2. The letter must name all persons or entities interested in the proposal as principals.

http://www.sunbiz.org/

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3. The letter must declare that it is made without collusion with any other person or entity submitting a proposal pursuant to this RFQ.

4. Identify all the persons authorized to make representations for the proposer, including the titles, addresses, and telephone numbers of such persons.

The Letter of Transmittal must be signed by an authorized agent of the firm and indicate the agent's title or authority. The letter should not exceed two pages in length.

3.2. Qualifications and Experience of the Firm

A Qualification statement shall be written with sufficient details on the scope of services requested in this RFQ. This statement shall provide the following:

• Executive Summary – Provide a brief summary describing the firms approach to the scope of services, firms background in providing similar services. This summary should be brief and concise to advise the evaluation committee of the basic services, experience of firm’s staff, and any other relevant information. A project manager should be provided and assigned to manage all aspects of work.

• Experience of the Firm/Team – Provide the firm’s history and background, tax status, principals, offices, owners, board of directors and/or trustees, primary markets served, the total current member of employees, employees by classifications, number of years the firm has been in business.

• Firms/Teams Past Performance – Provide a detailed description of similar contacts which the firm has ongoing or completed within the past five (5) years. The description shall identify for each project the following:

o Name of Firm/Client o Description of work provided o Total Dollar Value of the contract o Contract Duration o Reference Contact (Name and Phone Number) o Prime or Sub Contractor on Project.

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3.3. Organizational Chart

Provide an organization chart showing the key individuals assigned to their areas of responsibilities. Must include:

o Name of the Firm o Name of the Employee o Title/ Position o Years of Experience o Years employed within the Firm

3.4. Summary of Projects Completed

Narratives on specific projects completed on time and in budget within the past five (5) years.

3.5. Availability

• Indicate current and anticipated workloads and availability for other activities.

• Identify the extent and nature of any anticipated outside support (subcontracting) that will be necessary to complete the services herein.

• Identify each support awarded proposer by their trade.

The City reserves the right to reject any proposed firms used as outside support.

3.6. Additional requirements

Respondents must provide documentation demonstrating both the firm’s overall qualifications and the qualifications of key individuals assigned to this project.

3.6.1. Previous or current litigation

Provide a summary of any litigation filed against the proposer in the past three years that is related to the services that proposer provides in the regular course of business. The summary shall state the nature of the litigation, a brief description of the case, the outcome or projected outcome, and the monetary amount involved.

3.6.2. Certifications

If proposer is a corporation, provide certification from the Florida Secretary of State verifying proposer's corporate status and good standing, and in the case of out-of-state corporations, evidence of authority to do business in the State of Florida.

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3.6.3. Occupational license

Submit copy of your firm’s occupational license where business is located

4. EVALUATION CRITERIA AND METHODOLOGY

4.1. Evaluation Process Overview

4.1.1. Preliminary Review

Procurement staff will review all Responses to confirm compliance with the submission requirements for this

Solicitation. Non-compliant Responses may be deemed non-responsive and excluded from further consideration.

4.1.2. Committee Evaluation

An Evaluation Committee, appointed by the City Manager or designee, will meet to evaluate all responsive submittals received in accordance with the requirements set forth in the solicitation. The City may request additional information of a clarifying nature if deemed necessary for this evaluation. Additional information may be requested via written submissions or oral presentations to the Evaluation Committee. The Committee will rank all responsive firms and select in order of preference no fewer than three firms deemed to be the most highly qualified to perform the services.

4.1.3. City Manager Review

The City Manager will review the Committee’s scores and rankings along with the administrative review by

Procurement staff. In the City’s best interest, the City Manager may:

• Recommend award to City Council.

• Reject the Committee’s scoring in whole or in part.

• Direct the Committee to re-evaluate.

• Reject all Responses.

4.1.4. Final Award

The City reserves the right to require a Respondent to submit such evidence of its qualifications as it may deem necessary before awarding the Contract and may consider any evidence available to it as to the financial, technical, and other qualifications and abilities of a Respondent, including past performance

(experience) with the City.

The final award is subject to City Council approval. The City is the sole judge of its best interests and reserves the right to reject all Responses at its sole discretion. The City’s decision will be final.

Upon approval of the City Council, a contract shall be awarded to a pool of Proposers selected as the most responsible, responsive Proposers meeting all selection criteria. Any award made shall be subject to execution of contract in a form and substance, which is approved by the City Attorney. The City of Doral reserves the right not to award or to reject proposals from vendors that are currently in litigation with the City of Doral or as a result of any prior lawsuit with the City of Doral.

4.2. Scoring Criteria & Available Points

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Responses will be evaluated by the Committee according to the following criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications of Firm/Team

Firm’s qualifications, experience and past firm performance related to providing the type of services requested in this solicitation, including quality of work, adherence to schedule and budget.

Points Based 25 (25.3% of Total)

2. Key Personnel

Relevant experience and qualifications of firm’s key personnel that will be assigned to this project.

Points Based 25 (25.3% of Total)

3. Understanding of the Scope of Services

Proposer’s approach to providing the services requested in this solicitation.

Points Based 40 (40.4% of Total)

4. References and Proposer’s track record of on time and within budget project performance

References confirming satisfactorily completed projects of a similar nature.

Points Based 9 (9.1% of Total)

5. Insurance Requirements

5.1. Policies and coverage limits

Successful Proposer(s) shall maintain during the term of the Agreement, at their sole cost and expense, the following insurance policies and coverage limits:

1. Commercial General Liability (CGL)

• $1,000,000 per occurrence

• $2,000,000 general aggregate

• $2,000,000 products/completed operations aggregate

• $1,000,000 personal and advertising injury

Additional Requirements:

• City must be listed as Additional Insured on a Primary and Non-Contributory basis

• Waiver of Subrogation in favor of the City

• 30-day notice of cancellation required

2. Automobile Liability

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• $1,000,000 Combined Single Limit (CSL) o Must include Hired and Non-Owned Vehicles

Additional Requirements:

• Required only if the vendor or its personnel will be on City property or job sites

• City must be listed as Additional Insured on a Primary and Non-Contributory basis

• Waiver of Subrogation in favor of the City

• 30-day notice of cancellation required

4. Workers’ Compensation and Employer’s Liability

• Statutory Workers’ Compensation coverage is required for all contractors with employees

• Employer’s Liability Limits:

o $100,000 for bodily injury caused by an accident, each accident o $100,000 for bodily injury caused by disease, each employee o $500,000 for bodily injury caused by disease, policy limit

Additional Requirements:

• Waiver of Subrogation in favor of the City

• 30-day notice of cancellation required

Clarification: Structural Design/Traffic/Roadway Design limits should not be listed under Workers’

Compensation. These exposures are professional in nature and should be addressed under Professional

Liability.

For Staffing Firms or Leased Employees:

• If the vendor or any subcontractor uses a leasing company, temporary staffing agency, or similar arrangement, they must:

o Provide a certificate of insurance meeting the above Workers’ Compensation requirements prior to commencement of work o Ensure the certificate covers all staff assigned to the project, without limiting language (e.g., “only those listed, billed, or assigned”)

5. Umbrella or Excess Liability may be used to meet the underlying minimum insurance requirements;

• Coverage shall be “following form” and shall not be more restrictive than the underlying insurance policy coverages, including all special endorsements

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• City must be listed as Additional Insured on a Primary and Non-Contributory basis

• Waiver of Subrogation in favor of the City

• 30-day notice of cancellation required

6. Professional Liability/Errors & Omissions

Limits of Liability

Each Claim $2,000,000

Policy Aggregate $2,000,000

If claims made, retro Date applies prior to contract inception.

Coverage is to be maintained and applicable for a minimum of 3 years following contract completion.

7. Cyber Liability (If Applicable)

Limits of Liability

Each Occurrence $1,000,000

Including Liability for Data Breach, Media Content, Privacy Liability and Network Security for third parties.

Retro Date – Prior to commencement of job.

Please Note: The Certificate(s) shall contain a provision that coverage afforded under the policy will not be cancelled, or materially changed until at least thirty (30) days prior written notice has been given to the City.

Certificates of insurance, reflecting evidence of the required insurance, shall be provided to the City, in advance of any work to be completed.

In the event the Certificate of Insurance provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the vendor shall furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a renewed Certificate of Insurance as proof that equal and like coverage for the balance of the period of the Agreement or extension hereunder is in effect.

The City reserves the right to require additional insurance in order to meet the full value of the scope of services.

At the time of award, the Successful Proposer(s) must furnish a Certificate of Insurance and Declaration of

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Coverage Page showing the City of Doral as additional named insured on each of the policies referenced above.

6. GENERAL DEFINITIONS AND SOLICITATION TERMS AND CONDITIONS

6.1. General Definitions

A. “Authorized Representative” means the Department contact for interaction regarding contract administration.

B. “City” means the City of Doral, a duly organized municipality under the laws of the State of Florida. This term may also refer to one of the various departments or agencies of the City of Doral, as the context indicates.

C. “Contract” means the contractual agreement ultimately entered into by the City and the Successful

Respondent(s) in accordance with the terms of this Solicitation and applicable laws.

D. “Department(s)” means the City department(s) and offices for which this solicitation is prepared, which will be the end user(s) of the goods and/or services sought.

E. “Procurement Division” means the office responsible for handling procurement-related matters within the City.

F. “Respondent(s)”: means any person, individual, or entity submitting a response to this solicitation. The terms “Proposer” and “Bidder” are each interchangeable with “Respondent” and with each other and will be used as appropriate in the given context.

G. “Response(s)” means the written, sealed document submitted by the Respondent(s) according to the instructions set forth in this Solicitation. A response to this Solicitation will not include any verbal interactions with the City apart from submission of a formal written submittal. The terms “Proposal” and

“Bid” are each interchangeable with “Response” and with each other will be used as appropriate in the given context.

H. “Solicitation” means this formal request to solicit Responses from responsible and responsive

Respondents for the scope and specifications set forth herein. The terms “Invitation to Bid”, “Request for Qualifications”, “Request for Proposals”, and the like are each interchangeable with “Solicitation” and will be used as appropriate in the given context.

I. “Successful Respondent(s)” means the Respondent(s) whose response to this Solicitation is deemed by the City to be in the City’s best interest and is awarded a contract in accordance with the terms of this Solicitation. The terms “Successful Proposer”, “Successful Bidder”, “Consultant”, “Provider”, or

“Contractor” are each interchangeable with “Successful Respondent” and will be used as appropriate in the given context.

J. “We/Us/Our” means the City of Doral, Florida, a Florida municipal corporation. These terms may be used as pronouns for various subsets of the City organization as content will indicate.

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K. “Work” means the actual task (i.e., goods and/or services to be provided) contemplated by this

Solicitation and required in accordance with the terms of the Contract.

L. You/Your means person(s) or entity(ies) submitting a proposal in response to this RFQ, inclusive of corresponding subsidiaries, affiliate offices, employees, volunteers, representatives, agents, or subcontractors.

6.2. General Terms and Conditions

6.2.1. Anti-Trust/Non-Exclusivity

At such times as may serve its best interest, the City reserves the right to advertise for, receive, and award additional Contracts for the goods and/or services specified in this Solicitation, and to make use of other contracts for the purchase of these goods and/or services as may be available.

In case of a default by the Successful Respondent or failure of Successful Respondent to provide the goods and/or services indicated in the Contract, the City may procure the applicable goods and/or services from other sources and hold the Successful Respondent responsible for any excess costs incurred thereby, including, without limitation and as applicable, by retaining any amounts held by the City.

6.2.2. Assignment or Transfer

The Successful Respondent will not assign, transfer, convey, sublet or otherwise dispose of its interest in the

Solicitation or the subsequent Contract, including any or all of its right, title or interest therein, or its power to execute such Contract to any person, company or corporation without the prior written consent of the City at its sole and absolute discretion.

Further, if the majority ownership or control of the Successful Respondent changes subsequent to the award of this Solicitation or Contract, the Successful Respondent will promptly notify City in writing of such change at least thirty (30) days prior to such change, and the City will have the right to terminate the contract, at City’s sole discretion.

6.2.3. Attorney Fees

In connection with any litigation, mediation, or arbitration arising out of this Contract, each party will be responsible for its own attorney fees.

6.2.4. Audit Rights and Records Retention

Upon award recommendation or thirty (30) days after the opening of the RFQ responses, whichever is earlier, any material submitted in response to the RFQ will become a “Public Record” and is subject to public disclosure consistent with Chapter 119, Florida Statutes (Public Record Law). Respondents must claim the applicable exemptions to disclosure provided by law in their response to the RFQ by identifying materials to be protected and must state the reasons why exclusions from public disclosure are necessary and legal. The City reserves the right to make any final determination on the applicability of the Public Records Law.

The Successful Respondent agrees to provide access to the City, or any of their duly authorized representatives, to any books, documents, papers, and records of the Successful Respondent which are directly pertinent to the contract, for the purposes of audit, examination, excerpts, and transcriptions. The

Successful Respondent must maintain and retain any and all of the aforementioned records after the expiration or termination of the contract, as provided by Chapter 119, Florida Statutes.

General Planning and

6.2.5. Basis of Award

Any contract awarded will be based on the Response offering the best combination of qualifications, experience, and value, as outlined in this solicitation and the evaluation criteria, and in the best interest of the

City as determined at the City’s sole discretion.

6.2.6. Capital and Other Expenditures

Successful Respondent understands that any capital expenditures that the Successful Respondent makes, or prepares to make, in order to provide the goods or perform the services required by the City under the Contract are a business risk which the Successful Respondent must assume. The City will not be obligated to reimburse amortized or unamortized capital expenditures or any other expenses unless otherwise explicitly agreed to by the City in writing and as part of the Contract. If the Successful Respondent does not recoup its capital expenditures during the Contract period, it will not have any claim upon the City.

6.2.7. City Property

Property owned by the City is the responsibility of the City. City Property which may be furnished for repair, modification, study, etc., will remain the property of the City. The Successful Respondent will be liable for all damages to City-owned property occurring while in the Successful Respondent’s possession.

6.2.8. Clarifications and Addenda

Questions regarding this Solicitation will be directed in writing by email to the Procurement Division at the email address specified in this Solicitation. Answers will citing the question but not identifying the questioner be issued simultaneously to all registered Respondents. If it becomes evident that this Solicitation must be amended, the City will issue a formal written addendum to all registered Respondent(s) via Opengov. No person is authorized to give oral interpretations of, or make oral changes to, the Solicitation. The issuance of a written addendum will be the only official method by which such a clarification is made. Only questions answered by written addenda will be binding.

The Procurement Division may publish Addenda, which change, add to, or clarify the terms, provisions, or requirements of the solicitation or revise the opening date. It is the Respondents’ responsibility to ensure they have reviewed all information, including answers to questions, and considered all information in preparation of their response to the Solicitation.

The City reserves the right to request clarification regarding information submitted by any Respondent after the deadline for receipt of Responses.

6.2.9. Collusion

Where two (2) or more related parties, as defined herein, each submit a Response to this Solicitation, such

Responses will be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control, and management of such related parties in preparation and submission under such solicitation. Related parties will mean employees, officers, or the principals thereof who have a direct or indirect ownership interest in another firm, or in which a parent company or the principals thereof of one Respondent have a direct or indirect ownership interest in another Respondent, for the same

Project. Responses found to be collusive, or related as provided above, will be rejected. The City reserves the right to disqualify any Respondent during any phase of the Solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the

Respondent or Contractor.

General Planning and

6.2.10. Complete Project Required

The Work to be performed under any Contract resulting from this Request for Qualifications shall consist of furnishing all tools, equipment, materials, supplies, and manufactured articles and for furnishing all transportation and services, including fuel, power, water, and essential communications, and for the performance of all labor, work, or other operations required for the fulfillment of the Contract in strict accordance with the Contract Documents. The Work shall be complete and all work, materials, and services not expressly shown or as called for in the Contract Documents which may be necessary for the complete and proper completion of the Work in good faith shall be performed, furnished, and installed by the Awarded

Proposer as though originally so specified or shown, at no increase in cost to the City.

6.2.11. Sunshine Law

As a municipal corporation, the City is subject to the Florida Sunshine Act and Public Records Law (Florida

Statute Chapter 119). By submitting a Response, the Respondent acknowledges that the materials submitted with the Response and the results of the City evaluations are open to public inspection upon proper request.

The Respondent should take special note of this as it relates to proprietary information that might be included in its Response.

6.2.12. Compliance With Applicable Laws

Successful Respondent(s) will comply with all local, state, and federal directives, ordinances, rules, orders, and laws as applicable to this Solicitation and subsequent Contract including but not limited to:

• Executive Order 11246 (which prohibits discrimination against any employee, applicant, or client because of race, creed, color, national origin, sex, or age with regard to, but not limited to, employment practices, rate of pay, or other compensation methods, and training.)

• Occupational, Safety and Health Act (OSHA)

• The State of Florida Statutes Section 287.133(3)(A) on Public Entity Crimes

• Environment Protection Agency (EPA)

• Uniform Commercial Code (Florida Statutes, Chapter 672)

• Americans with Disabilities Act of 1990, as amended

• National Institute of Occupational Safety Hazards (NIOSH)

• National Forest Products Association (NFPA)

• State of Florida Department of Transportation - Rule 14-902, Florida Admin. Code

• U.S. Department of Transportation

• City of Doral, City Ordinance No. 2004-03

• Cone of Silence, Miami-Dade County Code of Ordinances

• The State of Florida Statutes Section 218.73 and 21874 on Prompt Payment

General Planning and

The Respondent's lack of knowledge will in no way be a cause for relief. Respondents must be legally authorized to transact business in the State of Florida. All references to Florida Statutes, City of Doral, and

Miami-Dade County Charter and Codes, as well as other laws/regulations, will be interpreted to include “as amended from time to time.”

Non-compliance with all local, state, and federal directives, orders, and laws may be considered grounds for termination of contract(s). If the Successful Respondent(s) observe that the Response or subsequent Contract is at variance with applicable laws, the Successful Respondent(s) will give the City prompt written notice thereof. If the Successful Respondent(s) perform knowing it to be contrary to such laws, ordinances, rules, and regulations, such Successful Respondent(s) will bear all liability arising therefrom.

6.2.13. Governmental Restrictions

If any governmental restrictions are imposed that would necessitate alteration of the goods or services requested by this Solicitation and/or offered by the Successful Respondent prior to delivery or completion, it will be the responsibility of the Respondent(s) to notify the City immediately. In the event the City determines that the alteration diminishes the City’s bargained-for exchange or frustrates the project, the City reserves the right to accept the alteration or cancel the Contract.

6.2.14. Compliance with Occupational Health and Safety Act (OSHA) Standards

To the extent applicable, Respondent certifies that all materials, equipment, etc., contained in its Response meet all OSHA requirements. Respondent further certifies, that, if they are the Successful Respondent, and the materials, equipment, etc., delivered is subsequently found to be deficient in any OSHA requirement in effect on the date of use, all costs necessary to bring the materials equipment, etc., into compliance with the aforementioned requirements will be borne solely by the Successful Respondent. Upon request, Contractor will provide the City with a copy of their written safety program pertaining to the subject of the Contract, if such a program is required by law.

The Successful Respondent will be solely and completely responsible for the conditions of the job site, including the safety of all persons (including employees) and property during work performance. This requirement will apply continuously and not be limited to normal working hours. Safety provisions will conform to the U.S. Department of Labor OSHA, Florida Department of Labor, and all other applicable federal, state, county, and local laws, ordinances, codes, and regulations. Where any of these are in conflict, the more stringent requirement will be followed.

The City reserves the right to make safety inspections at any time the Successful Respondent is within the City limits to ensure safety rules are not being violated.

6.2.15. Cone Of Silence

This Solicitation will be subject to the “Cone of Silence” which means a prohibition on any communication regarding a Solicitation between potential Respondents or their lobbyists or representatives and the City

Council, City staff including, but not limited to, the City Manager and their staff, and any member of the City’s selection or evaluation committee, except as otherwise explicitly provided herein.

The Cone of Silence will be imposed upon this Solicitation after the advertisement thereof and will terminate upon the issuance of the City Manager’s recommendation to award. However, if the City Council refers the City

Manager’s recommendation back to the City Manager or committee for further review, the Cone of Silence will be re-imposed until such time as a recommendation is issued by the City Manager after such additional review.

General Planning and

The Cone of Silence prohibits the following activities:

• Any communication regarding this RFQ between the potential Respondent, vendor, service provider, lobbyist or consultant and the City’s professional staff.

• Any communication regarding this RFQ between the Mayor, Council members, and any member of the

Mayor and Council’s professional staff.

• Any communication regarding this RFQ between a potential Respondent, vendor, service provider, lobbyist or consultant and any member of the selection committee.

• Any communication regarding this RFQ between the Mayor, Council members, and any member of the selection committee.

• Any communication regarding this RFQ between any member of the city’s professional staff and any member of the selection committee.

• Any communication regarding this RFQ between a potential Respondent, vendor, service provider, lobbyist or consultant and the Mayor or Council.

The Cone of Silence will not apply to:

• Oral communications at the pre-response conference.

• Oral presentations before evaluation committees.

• Public presentations made to the City Council during any duly noticed public meeting.

• Written communications regarding a particular Solicitation between a potential Respondent and the

City’s Procurement Division, provided the communication is limited strictly to matters of process or procedure already contained in the Solicitation.

• Communication with the City Attorney and their staff.

• Duly noticed site visits to determine the competence of Respondents regarding a particular solicitation during the period between the opening of Responses and the time the City Manager makes his or her written recommendation.

• Any emergency procurement of goods or services pursuant to City Code.

• Responses to the City’s request for clarification or additional information.

• Contract negotiations during any duly noticed public meeting.

• Communications to enable City staff to seek and obtain industry comment or perform market research, provided all communications related thereto between a potential Respondent, vendor, service provider, lobbyist or consultant and any member of the City’s professional staff including, but not limited to, the

City Manager and their staff are in writing or made at a duly noticed public meeting.

General Planning and

Violation of the Cone of Silence by a Respondent will result in disqualification of the Respondent. Questions regarding should be directed to the City Attorney.

6.2.16. Conflict of Interest

By way of its Response, Respondent recognizes and certifies that no elected official, board member, or employee of the City will have a financial interest directly or indirectly in the Contract or any compensation to be paid under or through this transaction, and further, that no City employee, nor any elected or appointed officer (including City Council members) of the City, nor any spouse, parent or child of such employee or elected or appointed officer of the City, may be a partner, officer, director or proprietor of Respondent, and further, that no such City employee or elected or appointed officer, or the spouse, parent or child of any of them, alone or in combination, may have a Material Interest in the…