Grant_Consulting_Services.pdf

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City of Bartow, FL

Request For Proposal

Grant Consulting Services Project ID: RFQu 26-30

RELEASE DATE: August 13, 2026

RESPONSE DEADLINE: September 16, 2026, 2:00 pm

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

#RFQu 26-30

Title: Grant Consulting Services

Table Of Contents

1. INTRODUCTION AND BACKGROUND INFORMATION

2. RFQu 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. VENDOR SUBMITTAL FORMS

Attachments:

A - Federal Clauses 7.13.2026

SECTION 1: INTRODUCTION AND BACKGROUND INFORMATION

1.1. Purpose of Solicitation

The City of Bartow is seeking to retain the services of one or more qualified and experienced consultant(s) to provide professional

Grant Consulting Services on an as-needed basis, as further detailed in this RFQu. The successful proposer(s) must demonstrate, through their qualifications, experience, and proposed approach, their ability to effectively support the grant development and administration needs of the City.

Additionally, the City is seeking a consultant that will operate as a true extension of our organization; one that is highly engaged, proactive, and committed to identifying opportunities that advance the City’s priorities. The selected partner must actively monitor federal, state, and local funding landscapes, reach out to the City with relevant grant opportunities, and provide strategic guidance without prompting.

The City expects a partner that demonstrates initiative, responsiveness, and forward-thinking support. The chosen consultant should consistently bring opportunities, insights, and recommendations to the City, helping us stay ahead of emerging programs, deadlines, regulatory changes, and funding requirements. This proactive approach is essential to maximizing the City’s competitiveness and ensuring sustained success across multiple grant categories.

1.2. City Background Information

The City is seeking a consultant to provide full-services grant consulting services that will assist in identifying and securing funding for various initiatives across all City department, including but not limited to infrastructure, utility systems, environmental programs, public health & safety, community development, resiliency, emergency management, and natural disaster assistance.

The City will evaluate all responsive submittals and select the consultant(s) that best meet the requirements and goals of this solicitation. Selection shall be made at the City’s sole discretion and within a reasonable timeframe following receipt and review of proposals.

Proposers interested in responding must fully comply with all submission requirements outlined in this RFQu. By submitting a response and confirming acceptance on the Respondent’s Certification, all stipulations outlined herein shall be binding upon the proposer.

SECTION 2: RFQu INFORMATION

2.1. RFQu Schedule

RFP Solicitation Issued: August 13, 2026

Question Submission Deadline: September 8, 2026, 4:00pm

Proposals Due: September 16, 2026, 2:00pm

1st Evaluation Committee Meeting – to review selection process:

September 22, 2026, 9:00am

2nd Evaluation Committee Meeting – to shortlist: September 29, 2026, 1:00pm

3rd Evaluation Committee Meeting – to interview shortlisted firms, if applicable :

October 6, 2026, 9:00am

City Commission Award – Tentative: October 19, 2026

2.2. RFQu Process

In accordance with F.S 287.057 and more fully explained in this RFQu, 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 RFQu.

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 RFQu 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

To be eligible for consideration, proposers must demonstrate compliance with the following minimum requirements:

• Demonstrated, frequent, and successful experience acquiring grant funding across multiple municipal government service areas, including but not limited to public safety, public works, parks and recreation, transportation, utilities, water and wastewater systems, community development, and other core city operational domains. Proposers must show a consistent history of grant awards across several categories, not solely within a single area of specialization.

• Documented evidence of a sustained grant success rate, including historical data showing that the proposer’s number of awarded grants meaningfully exceeds unsuccessful submissions over multiple years and across multiple municipal sectors.

Proposers must demonstrate a track record of reliable performance rather than isolated or one-off successes.

• Demonstrated experience providing professional grant consulting services to public agencies, including development, submission, and administration of competitive grant applications.

• A minimum of five (5) years of experience preparing, writing, and submitting grant proposals to Federal, State, and local funding agencies.

• Demonstrated experience providing program and project administration services for grant-funded projects, including coordination, documentation management, milestone tracking, compliance support, and other administrative functions.

• Proper licensing and authorization to conduct business in the State of Florida throughout the duration of the Agreement.

• Sufficient organizational capacity and staffing to perform the required services in a timely and responsive manner.

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.

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.

2.9. Term of Agreement

The Agreement will begin upon execution and will run for an initial three-year term, with the option for two (2) additional one-year renewal periods upon mutual written 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 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/

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. Agreements with Other Government Agencies

Proposers agree that this response serves as a valid submittal to all Florida governmental agencies. Subject to the Proposer's consent, these agencies may utilize this proposal under identical pricing, terms, and timelines. Participating entities shall execute independent awards and assume sole liability for their respective purchases. This solicitation establishes no mutual liability among agencies, nor does it restrict any agency’s right to independently re-solicit these goods or services.

SECTION 3: SCOPE OF WORK

3.1. Overview

The City of Bartow is seeking to retain the services of one or more qualified and experienced consultant(s) to provide professional

Grant Consulting Services on an as-needed basis, as further detailed in this RFQu. The successful proposer(s) must demonstrate, through their qualifications, experience, and proposed approach, their ability to effectively support the grant development and administration needs of the City.

Additionally, the City is seeking a consultant that will operate as a true extension of our organization; one that is highly engaged, proactive, and committed to identifying opportunities that advance the City’s priorities. The selected partner must actively monitor federal, state, and local funding landscapes, reach out to the City with relevant grant opportunities, and provide strategic guidance without prompting.

The City expects a partner that demonstrates initiative, responsiveness, and forward-thinking support. The chosen consultant should consistently bring opportunities, insights, and recommendations to the City, helping us stay ahead of emerging programs, deadlines, regulatory changes, and funding requirements. This proactive approach is essential to maximizing the City’s competitiveness and ensuring sustained success across multiple grant categories.

3.2. Project Definition

The objective of this solicitation is to engage qualified consultants to provide full-service grant consulting services and grant administration services for the City of Bartow on an as-needed basis. The selected firm(s) will assist the City in identifying, pursuing, securing, administering, and closing out grant funding opportunities, as well as supporting grant-related project administration for various initiatives across multiple City departments. These initiatives may include, but are not limited to, infrastructure, utility systems, environmental programs, public health, community development, resiliency, emergency management, and natural disaster assistance.

The selected consultant(s) will work collaboratively with the City’s Grants Administrator and relevant City departments to deliver the following services:

• Identify viable grant funding opportunities from Local, State, Federal, and other eligible sources.

• Prepare, compile, and submit complete and competitive grant proposals.

• Support full compliance with applicable grant requirements, including performance management, reporting, reimbursement processing, and documentation.

• Assist with grant-related project administration, coordination, and monitoring throughout the grant lifecycle.

• Maintain regular communication with City staff and provide timely updates on funding opportunities, application progress, and awarded grant status.

• Provide guidance aimed at improving grant competitiveness and supporting successful project delivery.

3.3. Pre-Award Administration - Grant Research and Application Process

The selected consultant(s) shall perform grant development functions, including but not limited to the following:

• Funding Needs Analysis:

o Partner with City staff to arrange bi-annual meetings with City departments to determine funding needs and priorities. In-person attendance is preferred; virtual participation will be accepted when necessary. A needs analysis questionnaire will be coordinated jointly by the Grant Administrator and the Consultant.

o Prepare a bi-annual summary or proposal outlining departmental funding needs, anticipated opportunities, and recommended actions to improve project readiness for upcoming grant cycles.

• Grant Funding Research:

o Conduct ongoing research to identify Local, State, and Federal funding opportunities that align with the

City’s priorities and strategic goals.

o Provide the City with monthly updates summarizing potential funding opportunities, including eligibility considerations, deadlines, and any recommended follow-up actions.

• Communication:

o Work closely with the City’s Grant Administrator on potential grant notifications and time-sensitive funding announcements.

o Consultants shall be available during normal Eastern Standard Time business hours through phone and email.

The City expects a response within one (1) business day to inquiries.

o Provide timely updates regarding funding announcements, application progress, and any changes affecting submission feasibility.

• Grant Proposal Development:

o Consultants shall demonstrate experience preparing successful grant applications at the Local, State, and

Federal levels (e.g., FEMA, Environmental Protection Agency, Florida Department of Environmental

Protection, Department of Justice, Department of Energy, HUD, USDA, Economic Development programs, FHWA, SAFER, AFG, etc.).

The Consultant will be expected to perform the following under proposal development:

o Assist with State and Federal appropriation documentation as needed.

o Create an organizational plan and timeline for proposal development.

o Work with City staff to delegate tasks and coordinate internal responsibilities.

o Attend funding-source meetings regarding the opportunity, when reasonable.

o Solicit, secure, and prepare letters of support and other required templates, when applicable.

o Conduct research and gather data to demonstrate project need and eligibility.

o Provide guidance related to cost match requirements and feasibility of submission.

o Assist in writing, reviewing, and refining the proposal (including abstracts) to ensure a clear and consistent narrative.

o Gather all proposal components, such as forms, budgets, schedules, narrative attachments, and certifications.

o Assist with internal workflows to prepare, review, and finalize grant proposals.

o Gather and organize all required documentation for grant submission.

o Create a final proposal package that adheres to the funding announcement and required format.

o Provide the City with a complete draft application at least ten (10) days prior to the submission deadline and incorporate City feedback within forty-eight (48) hours when practical.

o Assist the City in navigating grant-specific submission portals and online application systems.

o Manage the submission process to ensure timely and compliant delivery.

o Present to the City Commission and/or other boards as needed.

3.4. Award, Post and Closeout Administration

Following grant award, the consultant(s) may be required to provide the following:

• Award Phase Administration:

o Award Notification (e.g., assist with the creation or review of the Grant Agreement).

o Administration setup (e.g., establishing systems for tracking funds, deliverables, reporting requirements, and key deadlines).

o Compliance planning (e.g., reviewing allowable costs, reporting obligations, timelines, and any special award conditions).

o Monitoring project expenditures for compliance with approved budgets and funding restrictions.

o Utilizing relevant Local, State, and Federal grant systems as required by the awarding agency.

• Post-Award (Implementation & Monitoring):

o Monitoring and oversight (e.g., tracking financial and programmatic progress to ensure grant funds are spent in an allowable and reasonable manner).

o Conduct grant award kickoff meetings with City staff and funding agency representatives.

o Review and interpret grant award conditions, special terms, reporting requirements, and program guidance.

o Develop a grant implementation plan, project schedule, and compliance checklist.

o Assist with execution of grant agreements, amendments, certifications, and other required documents.

o Coordinate project startup activities with City departments, project managers, and stakeholders.

o Track grant budgets, expenditures, local match requirements, funding balances, and reimbursement status.

o Review reimbursement requests for eligibility, accuracy, and completeness before submission.

o Prepare and submit reimbursement requests, invoices, and required financial reports.

o Prepare and submit required progress reports, quarterly reports, and performance reports.

o Maintain supporting documentation for all grant expenditures, activities, and deliverables.

o Monitor procurement activities for compliance with applicable grant requirements and City procedures.

o Support project inspections, monitoring visits, and agency reviews.

o Maintain grant performance metrics, tracking tools, dashboards, or similar reporting aids.

o Track milestones and deadlines to support timely project execution.

o Provide monthly written updates summarizing time spent, tasks completed, and the status of active projects.

o Support compliance management (e.g., maintaining records and adhering to Uniform Guidance (2 CFR 200) and other applicable regulations).

o Meet monthly with the City’s Grants Administrator to discuss grant status, upcoming deadlines, needs, and follow-up actions.

• Reporting & Compliance:

o Prepare or support ongoing reporting requirements (e.g., progress, financial, and programmatic updates).

o Coordinate communications with funding agencies regarding project status, deliverables, and compliance issues.

o Identify compliance risks and recommend corrective actions to City staff when appropriate.

o Provide expert guidance regarding Local, State, and Federal grant programs and requirements.

o Assist in preparing and submitting quarterly reports, progress reports, and reimbursement requests.

o Ensure compliance with all grant terms, conditions, and performance obligations.

o Serve as a liaison with Local, State, Federal, and other agencies when directed by the City.

o Prepare final reports summarizing outcomes, expenditures, and compliance at grant closeout.

o Conduct reviews following unsuccessful grant applications to help strengthen future submissions.

o Support internal and external audits, including reviews to verify compliance and financial integrity.

o Assist with audits, monitoring visits, and related review activities throughout the grant period.

• Closeout Administration:

o Support final financial reporting (e.g., assistance with completing and submitting closeout documents).

o Prepare documentation for audits, monitoring reviews, and Single Audit requirements.

o Coordinate project closeout activities, including final reimbursement requests, final reports, and required certifications.

o Verify completion of all grant deliverables and ensure record retention requirements are met.

o Provide closeout documentation and archive project records according to applicable retention standards.

o Conduct post-project evaluations and identify lessons learned to support continuous improvement in future grant administration.

3.5. Project Administration

When applicable, the consultant(s) may be required to provide project administration services in support of specific grant-funded projects. Project administration involves oversight of a project’s delivery to help ensure it is completed within the approved scope, schedule, budget, quality standards, and grant compliance requirements.

These services are separate from Pre-Award, Post-Award, and Closeout activities and may include, but are not limited to:

• Project Management:

o Supervising grant-related activities, quality assurance tasks, and closeout processes.

o Tracking and monitoring project schedules, milestones, deliverables, and deadlines to support timely progress.

o Preparing project status updates, summaries, and progress documentation for City leadership, funding agencies, and other stakeholders.

o Coordinating and facilitating project-related meetings, site visits, communications, and collaborative sessions.

o Maintaining organized and up-to-date project files, documentation, correspondence, and records required for project execution.

o Supporting project inspections, monitoring visits, and applicable agency reviews.

• Administration:

o Supporting contract management activities, including coordination with contractors, reviewing change orders for grant consistency, and ensuring compliance with contract terms and applicable grant agreements.

o Maintaining records and adhering to Uniform Guidance (2 CFR 200) and other relevant federal regulations.

o Assisting with documentation required for Davis-Bacon, Build America Buy America, Domestic Content, and

National Environmental Policy Act compliance when applicable to the grant-funded project.

o Assisting with task management, action-item follow-up, and logistical coordination throughout the project lifecycle.

o Supporting the City with administrative activities necessary for implementing grant-funded project tasks across Federal, State, or local programs.

o Ensuring that project-level documentation aligns with grant requirements and complements post-award program administration activities.

o When specialized technical expertise is required (e.g., engineering, environmental services, construction management), the Consultant may recommend the use of qualified specialty consultants. The Consultant shall provide a written scope of work and cost estimate for approval by the City before any specialty consultant begins work.

• Safety and Operations:

o Supporting project activities to help ensure work meets applicable safety standards and serves the public interest.

• Documentation:

o Maintaining detailed records of decisions, expenditures, project changes, and other items necessary to support audits, compliance reviews, and grant reporting.

o Assisting with completing and submitting final project closeout documentation as required by the funding agency.

3.6. No Guarantee of Minimum or Maximum Services

The City of Bartow reserves the right to request services strictly on an as-needed basis. The City makes no guarantee regarding the volume, frequency, type, or value of services to be assigned under any resulting agreement. Work may vary depending on funding availability, project needs, and the City’s operational priorities, and the Consultant(s) shall perform services only as authorized by the City.

3.7. Fund Availability

Any contract resulting from this solicitation shall be effective only to the extent that funds are appropriated, available, and awarded. The City of Bartow adheres to all applicable Local, State, and Federal statutes relating to appropriations, budgeting, and grant awards. Proposers must demonstrate fiscal responsibility and cost awareness in all submitted materials. The City reserves the right to negotiate fees, rates, and cost structures in the best interest of the public and may adjust the level of services requested based on funding availability.

3.8. Personnel Requirements

The consultant(s) shall ensure that appropriately qualified personnel perform all work under the resulting agreement. At minimum:

• Work must be performed by the key personnel identified in the proposal unless approval for substitution is granted by the City.

• Attend special meetings in person and/or virtually attend any City meetings pertaining to grants, as requested.

• Conduct presentations and/or assist the City in developing presentations and appearances before Local, State, and

Federal agencies related to grant-funded projects.

• Serve as an advocate on behalf of the City, when appropriate, to assist in obtaining grant funding and supporting related program objectives.

• Subconsultants may not be used without prior written City approval.

• All subconsultants must be identified in the proposal and are subject to full City review and approval.

• Any changes to assigned personnel require prior City consent.

• The City may require removal or replacement of personnel whose performance is deemed unsatisfactory.

• The consultant must maintain adequate staffing to meet City project timelines and deliverables.

• The consultant shall provide a list and qualifications of employees who will be assigned to tasks on all grants, including relevant experience.

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 RFQu 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 RFQu 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 – Proposed Fee Strategy for Developing and Submitting Grant Applications

• Tab 6 – Performance Survey

• Tab 7 – Financial Viability, User Experience, Accessibility, and Payment Mechanisms

4.3. Communications and Inquiries

To ensure fair consideration for all prospective firms, the City prohibits communication associated with this RFQu 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

RFQu.

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 RFQu.

5.2. Rating System

The Evaluation Committee will rate all proposals utilizing the Weighted Rating System shown below in Section 6. 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 RFQu 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 RFQu 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 RFQu. 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 RFQu. 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 RFQu 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.

Rating Scale for use in Accessing Responses

Committee Members Score Value Explanation

0 0.0 **Unacceptable – Proposer failed to provide any information for a given criteria or provided information that could not be understood.

1 0.2 = 20% Poor – Inadequate; lacking; inferior in quality; of little or less merit; substandard;

marginal.

2 0.4 = 40% Fair – Average; moderate; mediocre; adequate; sufficient; satisfactory; standard.

3 0.6 = 60% Good – Having positive or desirable qualities; competent; skilled; above average.

4 0.8 = 80% Very Good – To a high degree; better than or above competent and/or skillful.

5 1.0 = 100% Excellent – Of the highest or finest quality; exceptional; superior; superb; exquisite;

peerless.

For example, a Selection Committee member classifies the “Experience and Expertise” criterion which shall be worth 25 points (for the purpose of this example) based on the rating scale the score would be calculated as follows:

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

o Score given by Committee Member would be 5 points.

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

o Score given by Committee Member would be 4 points.

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

o Score given by Committee Member would be 3 points.

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

o Score given by Committee Member would be 2 points.

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

o Score given by Committee Member would be 1 point.

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

o Score given by Committee Member would be 0 points.

**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.

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 7.

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

**Preference-based scoring categories, including local preference and disadvantaged business participation, are intentionally omitted from this RFQu.

No. Evaluation Criteria Scoring Method Weight (Points)

1. Tab 1 - Executive Summary

The Executive Summary should provide a concise overview of the Proposer’s qualifications to perform the scope of services described in this solicitation. The Executive

Summary shall include:

• A one-page introduction letter describing the company, including years in business, areas of specialty, licenses, certifications, and contact information for the person authorized to represent the Proposer and serve as the primary point of contact for the resulting agreement.

• A high-level description of the company’s experience providing grant consulting services to public agencies.

• A summary of the company’s experience acquiring grant funding across multiple municipal service areas such as public safety, public works, parks and recreation, transportation, utilities, water and wastewater systems, and community development.

• A brief overview of the company’s sustained grant success rate, demonstrating reliable performance over multiple years and across multiple sectors.

• Documentation showing proper incorporation by the Secretary of

State.

• All required forms listed under

Section 9: Forms.

0-5 Points 5 (5% of Total)

2. Tab 2 - Organizational Resources

As part of the evaluation process, the City must ensure that the Proposer has the organizational, financial, and staffing capacity necessary to successfully deliver the full scope of services required. Proposers shall provide:

• Description of organizational stability, supported by a certified financial statement or other verified financial documentation, along with insurance coverage limits.

• Overview of staffing structure and organizational capacity to perform grant research, proposal development, grant administration, compliance tasks, and reporting in a timely and responsive manner.

• Discussion of current and projected workload, including the company’s daily ability to perform each aspect of the scope of services.