Grant_Consulting_Services.pdf

RFP#202633 Page 1

REQUEST FOR PROPOSALS

FOR

GRANT CONSULTING SERVICES

RFP#202633

Submittal Due Date:

Thursday, October 15, 2026 at 2:00 pm, EST

Non-Mandatory Pre-Submittal Meeting:

Wednesday, September 30, 2026, EST

ISSUED BY:

Procurement & Contract Services Department

450 SE 6th Avenue Homestead, FL 33030

Date Issued: Friday, September 18, 2026

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/cityofhomestead https://secure.procurenow.com/portal/%7bproject.government.code%7d

RFP#202633 Page 2

TABLE OF CONTENTS

1. INTRODUCTION

2. DUE DATE

3. SCOPE OF SERVICES

4. GENERAL PROVISIONS

5. INFORMATION REQUIRED OF PROPOSER

6. INSURANCE REQUIREMENTS

7. SUBMISSION OF PROPOSAL

8. QUESTIONS REGARDING SPECIFICATIONS OR PROCESS

9. OTHER MATTERS

10. TERMS & CONDITIONS OF AGREEMENT

11. FEDERAL PROVISIONS

12. PROPOSAL EVALUATION COMMITTEE & PROCEDURES FOR REVIEW OF

PROPOSALS

13. EVALUATION/AWARD CRITERIA

14. PRICING SCHEDULE

15. VENDOR SUBMISSIONS

Attachments:

A - COH Forms - Federal-Updated

B - COH - Federal Contract Provisions 2026

C - PSA for RFP# 202633 Grant Consulting Services

RFP#202633 Page 3

1. INTRODUCTION

1.1. Summary

The City of Homestead (“City”) is seeking qualified and experienced firms and/or individuals (“Consultants”) to establish a pre-qualified pool of consultants to provide comprehensive grant consulting services. Services may include, but are not limited to, grant funding research and identification, grant writing and application development, and post-award grant management and administration.

Consultants selected through this solicitation will be placed in a pool and may be engaged on a task order or project-specific basis at the City’s discretion.

The objective of this solicitation is to enhance the City’s ability to identify, secure, and effectively manage grant funding from federal, state, local, and private sources in support of City priorities, including but not limited to transportation, infrastructure, environment, economic development, public safety, parks and recreation, technology, and community development.

The Consultant shall comply with the Federal requirements per 2 Code of Federal Regulations (CFR) Part 200 Super Circular, titled “Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards” and any subsequent revisions and updates to 2 CFR. Part 200 “Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards”. The City of Homestead is an Equal Opportunity Employer. MBE/WBE/DBE businesses are encouraged to participate.

1.2. Background

The City of Homestead is committed to leveraging external funding to support capital improvements, infrastructure, public services, technology, and community development initiatives. The City seeks to expand its capacity to secure and manage grant funding from federal, state, local, and private sources.

The City intends to establish a pool of qualified consultants who may be engaged on an as-needed basis.

1.3. Contact Information

Xintia Rubio-Rojas, CPPB Senior Buyer Email: bids@homesteadfl.gov Procurement & Contract Services Department 450 SE 6th Avenue Homestead, FL 33030 Office: 305-224-

1.4. Timeline

Publication: SD Newsleader, South Florida Business

Journal

Release Project Date: September 18, 2026

RFP#202633 Page 4

Pre-Proposal Meeting (Non-Mandatory): September 30, 2026, 2:00pm

A NON-MANDATORY pre-proposal meeting will be held on the date and time listed above in the General Services

Administration Department conference room located at 350 SE 6th Avenue, Homestead, Florida 33030. At that conference all work will be discussed and all questions answered. No questions will be answered verbally except at the pre-proposal conference. You may submit questions via the Questions & Answer tab.

Virtual Option:

Join:

https://teams.microsoft.com/meet/26909051

6722717?p=p1EIBcdzXeTJvaE1Xx

Meeting ID: 269 090 516 722 717

Passcode: ic9WA6pS

Dial in by phone

+1 929-346-7292,,69992074#

United States, New York City

Phone conference ID: 699 920 74#

Question Submission Deadline: October 9, 2026, 5:00pm https://teams.microsoft.com/meet/269090516722717?p=p1EIBcdzXeTJvaE1Xx https://teams.microsoft.com/meet/269090516722717?p=p1EIBcdzXeTJvaE1Xx

RFP#202633 Page 5

Proposal Submission Deadline: October 15, 2026, 2:00pm

JOIN THE VIRTUAL RFP OPENING:

https://teams.microsoft.com/meet/29030388

2874464?p=C6iyFf0TRqXxYTMVo3

Meeting ID: 290 303 882 874 464

Passcode: i7D2Nj2T

Dial in by phone

+1 929-346-7292,,435830943#

United States, New York City

Phone conference ID: 435 830 943#

Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

Evaluation Committee Meeting: Tentative, subject to change: October 29, 2026 at 10:00 a.m.

General Services Administration Conference

Room

Address: 350 SE 6th Avenue

Homestead, FL 33030

Council Meeting: Tentative: November 2026

2. DUE DATE

A. Proposals may be received up to but not later than Thursday, October 15, 2026 at 2:00 pm via the City e-Procurement Portal located at https://procurement.opengov.com/portal/cityofhomestead. The City e-Procurement Portal

Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Homestead strongly recommends completing your response well ahead of the deadline.

B. Proposals received after the closing time and date, for any reason whatsoever, will not be considered. Any disputes regarding timely receipt of proposals shall be decided in the favor of the City of Homestead. Proposers shall assume full responsibility for timely submission at the location designated for receipt of proposals. The City of Homestead cannot be responsible for proposals received after opening time and encourages early https://teams.microsoft.com/meet/290303882874464?p=C6iyFf0TRqXxYTMVo3 https://teams.microsoft.com/meet/290303882874464?p=C6iyFf0TRqXxYTMVo3 https://procurement.opengov.com/portal/cityofhomestead

RFP#202633 Page 6 submission. Proposals received by the City after the time specified for receipt will not be considered. Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the

Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the

Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal. Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

C. All information required by this Request for Proposal must be supplied to constitute an acceptable proposal.

3. SCOPE OF SERVICES

3.1. Purpose

The City of Homestead (“City”) is seeking qualified and experienced firms and/or individuals (“Consultants”) to establish a pre-qualified pool of consultants to provide comprehensive grant consulting services. Services may include, but are not limited to, grant funding research and identification, grant writing and application development, and post-award grant management and administration.

Consultants selected through this solicitation will be placed in a pool and may be engaged on a task order or project-specific basis at the City’s discretion.

3.2. Objective

The objective of this solicitation is to enhance the City’s ability to identify, secure, and effectively manage grant funding from federal, state, local, and private sources in support of City priorities, including but not limited to transportation, infrastructure, environment, economic development, public safety, parks and recreation, technology, and community development.

3.3. Scope of Services

Consultants may be requested to provide services in one or more of the following categories:

Grant Research and Identification

• Conduct ongoing research to identify funding opportunities from federal, state, regional, and private sources aligned with City priorities.

• Monitor grant databases, agency notices, and legislative updates for relevant opportunities.

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• Provide regular reports or alerts summarizing funding opportunities, eligibility requirements, deadlines, and match requirements.

• Analyze funding feasibility, competitiveness, and alignment with City projects.

• Coordinate with City staff to prioritize opportunities based on strategic goals and readiness.

Grant Writing and Application Development

• Prepare high-quality, competitive grant applications, including narratives, forms, and supporting documentation.

• Coordinate with City departments to gather technical data, project details, budgets, and supporting materials.

• Develop detailed project descriptions, scopes, schedules, and performance measures.

• Assist with preparation of cost estimates, benefit-cost analyses, and required financial documentation.

• Ensure compliance with all grant program requirements, guidelines, and submission procedures.

• Review and edit City-prepared grant materials for clarity, completeness, and competitiveness.

• Provide submission support, including electronic grant portal coordination and deadline management.

Grant Management and Administration

• Provide post-award grant administration services to ensure compliance with all applicable regulations and grant agreements.

• Assist with grant agreement review, execution, and compliance tracking.

• Prepare and submit required reports, including progress reports, financial reports, and reimbursement requests.

• Track project milestones, budgets, and deliverables to ensure timely and compliant execution.

• Support audit preparation and documentation, including adherence to federal and state requirements

(e.g., Uniform Guidance).

• Assist with grant closeout procedures and final reporting.

• Provide training and technical assistance to City staff on grant compliance and best practices.

3.4. Task Order Assignments

• Work will be assigned on an as-needed basis through task orders or project-specific scopes.

• The City reserves the right to solicit proposals from one or more firms within the pool for each assignment.

• Selection for individual tasks may be based on expertise, past performance, availability, and proposed approach.

RFP#202633 Page 8

3.5. Minimum Qualifications

Consultants shall demonstrate:

• Proven experience in securing grant funding from federal, state, local, and/or private sources.

• Demonstrated success with grant programs relevant to municipal governments (e.g., USDOT, EPA, HUD, FEMA, FDOT, etc.).

• Experience in grant administration and compliance.

• Strong technical writing, research, and project management capabilities.

3.6. Deliverables

Deliverables may include, but are not limited to:

• Grant opportunity reports and funding matrices

• Completed grant applications and supporting documentation

• Project narratives, budgets, and schedules

• Compliance tracking tools and reports

• Reimbursement packages and financial documentation

• Progress and performance reports

• Final grant closeout documentation

3.7. Performance Standards

• Timely delivery of all assignments and adherence to grant deadlines

• Accuracy, completeness, and quality of all submissions

• Compliance with all applicable regulations and requirements

• Effective communication and responsiveness to City staff

3.8. General Requirements

• Consultants shall comply with all applicable federal, state, and local laws and regulations.

• All work products shall become the property of the City of Homestead.

• Consultants must maintain appropriate licenses, certifications, and insurance coverage.

4. GENERAL PROVISIONS

4.1. CONTRACT PERIOD

The anticipated contract term for the Grant Consulting Services shall be three (3) years, commencing on the date specified in the executed agreement.

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At the sole discretion of the City, the contract may be renewed for up to two (2) additional one

(1)-year renewal periods, for a maximum total contract term of five (5) years. Any renewal shall be subject to satisfactory performance, continued need for the services, availability of funding, and mutual agreement on any applicable terms and conditions.

Services may be earlier terminated, by either Party in accordance with the Section 4.6

Suspension or Termination.

Any contract(s) or amendment(s) resulting from this solicitation shall be subject to fund availability and mutual written agreement between the City and the successful proposer(s).

4.2. CONTRACT AWARD

The proposer understands that this RFP does not constitute an offer or a contract with the City. A contract shall not be deemed to exist, and is not binding, until proposals are reviewed and accepted by the City and executed by all parties.

4.3. PERFORMANCE EVALUATION

Throughout the contract period the vendor(s) performance will be monitored by City staff. If vendor performance fails to meet the standards specified and receives an unacceptable rating, the

City may without cause and without prejudice to any other right or remedy, terminate the contract(s) whenever the City determines that such termination is in the best interest of the City.

Vendor’s receiving an unacceptable rating will be notified by certified mail. Contract termination shall be served by written notice by the Procurement Department.

4.4. INDEPENDENT CONTRACTOR; NO GUARANTEE; EXECUTION OF

AGREEMENT

At all times during the term of the contract, the successful Contractor(s) shall act as an independent Contractor and at no time shall be considered an agent or partner of the City. The

City does not guarantee any work during the term of the Agreement. The City and the Awarded

Contractor shall execute a contract (“Agreement”) within thirty (30) days after Notification of

Award based upon the requirements set forth in the RFP through action taken by the City

Council at a fully authorized meeting. If the Contractor awarded the project fails to enter into an

Agreement as herein provided, the award may be declared null and void, and the project may be awarded to the next most responsible and responsive Respondent, or re-advertised, as determined by the City. The initial term of the Agreement awarded pursuant hereto shall be from the effective date of the Agreement.

4.5. CONTRACT AMENDMENT(S)

The City may also require additional services not specifically identified in the contract. The

Contractor agrees to provide such services, and shall provide the City prices on such additional services based upon a formula or method which is the same or similar to that used in establishing the prices in this proposal. If the price(s) offered are not acceptable to the City, and the situation cannot be resolved to the satisfaction of the City, the City reserves the right to procure those services from other vendors or to cancel the contract. Furthermore, the City reserves the right to delete or revise items and services under this solicitation at any time during the contract period

RFP#202633 Page 10 when and where deemed necessary. Deletions may be made at the sole discretion of the City at any time during the contract period. Items revised must be mutually agreed upon in writing by the Contractor.

4.6. SUSPENSION OR TERMINATION

The City reserves the right to suspend or terminate this Agreement, in whole or in part, upon written notice to the Contractor.

Termination for Cause: The City may terminate the Agreement for cause if the Contractor fails to perform the required services, materially breaches the Agreement, fails to comply with applicable Federal, State, or local requirements, or otherwise fails to meet the terms and conditions of the Agreement. When appropriate, the City will provide written notice and a reasonable opportunity to correct the deficiency before termination.

Termination for Convenience: The City may terminate the Agreement for convenience upon written notice when termination is determined to be in the best interest of the City, including due to changes in grant funding, program requirements, or availability of funds.

Upon termination, the Contractor shall be paid for acceptable services properly performed through the effective date of termination, subject to the terms of the Agreement and applicable

Federal requirements. The Contractor shall take reasonable steps to minimize costs associated with termination and shall provide all work products and records requested by the City.

This provision is intended to comply with the applicable requirements of 2 CFR Part 200, including 2 CFR § 200.327 and Appendix II to Part 200, as applicable.

5. INFORMATION REQUIRED OF PROPOSER

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is expected that the Proposals be organized in the manner specified.

5.1. TITLE PAGE

Show the name of Proposer's agency/firm, address, telephone number, name of contact person, date, and the subject: RFP#202633 Grant Consulting Services.

5.2. TABLE OF CONTENTS

The table of contents should outline in sequential order the major areas of the submittal, including enclosures. All pages must be consecutively numbered and correspond to the Table of

Contents. Clearly identify the material by section and page number.

5.3. LETTER OF TRANSMITTAL

The Proposer shall provide an introduction letter on corporate letterhead, signed by an authorized representative of the company. The letter should clearly indicate the company name, address and signature. This letter shall provide a brief narrative highlighting the Proposer’s proposal. This tab section should not include cost quotations.

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A. Provide a narrative of the proposed approach and methodology for engaging with City representatives in the course of performing the services. Proposer shall explain its understanding of the work to be performed, the commitment to perform the work, a statement explaining why the contractor believes itself to be qualified to perform the engagement. Briefly state your firm's understanding of the work to be done and provide a positive commitment to perform the work.

B. Give the names of the person(s) who will be authorized to make representations for your firm, their titles, addresses and telephone numbers.

5.4. FIRM QUALIFICATIONS AND EXPERIENCE

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

a. The firm shall have a minimum of three (3) years of demonstrated experience providing similar services to public agencies, municipalities, governmental entities, or other public-sector organizations. The firm shall demonstrate familiarity with the requirements, procedures, and regulatory environment applicable to public agencies.

b. Indicate specifically the personnel who will have primary responsibility for this contract.

c. Organizational chart with team member resumes. The Proposal shall provide an organizational chart depicting the proposed project team and each team member’s role on the project. The Proposer shall identify all subconsultants.

d. Professional staff (name, project role, business address, phone number and email address) including job skills, education (degree and specification), professional training, total years of experience, years of experience with the current firm, professional registration, and other professional qualifications.

e. Identify any subconsultants who are to participate in providing services. This must include their respective tasks or disciplines they are to perform and evidence of their qualifications (name, project role, business address, phone number and email address) including job skills, education (degree and specification), professional training, total years of experience, years of experience with the current firm, years of experience working with the respondent, percent of subconsultants business to be performed for prime and also include past relationships, professional registration, and other professional qualifications.

f. Current and projected workload. Provide a list of your current and projected workload addressing the addition of the City as a client.

g. Provide a statement as to whether the proposer has, in the last five years, been a party to a lawsuit of any kind related to, in any manner, the type of services requested in this RFP.

If any such litigation exists, provide a statement as to legal style of the matter, the jurisdiction in which it was filed and the status.

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h. State that the business is licensed, permitted, and/or certified to do business in the State of Florida. All required federal, state, and local licenses and permits shall be kept in force during the term(s) of the contract. Copies of all required licenses are to be provided with

Consultant’s submittal.

5.5. SIMILAR PROJECTS & REFERENCES

To demonstrate the Proposer’s qualifications, experience, and successful performance in providing grant consulting services of a similar scope and complexity, the Proposer shall provide a minimum of three (3) client references for projects that are comparable in size, scope, and service requirements to those contemplated under this RFP.

References shall be limited to projects that were completed within the past five (5) years or are currently active and underway. The Proposer shall provide the following information for each reference:

• Client Information: Client name, address, telephone number, and email address.

• Project Description: A detailed description of the grant consulting services provided, including applicable grant identification, research and development, application preparation, grant writing, submission, administration, compliance, reporting, and/or grant management services.

• Performance Period: The beginning and ending dates of the engagement, or indication that the project is currently underway.

• Contract Value: The total annual contract amount for the services provided.

• Project Team: The names and roles of the Proposer’s team members who were actively involved in delivering services for the referenced project.

• Contract Termination: If the engagement was terminated prior to the expiration of the contract term, provide an explanation of the circumstances and reason for termination.

Proposers are encouraged to select references that demonstrate successful experience with public-sector, municipal, governmental, or similarly situated organizations, as applicable, and that reflect the Proposer’s ability to deliver services comparable to those requested in this RFP.

NOTE: Proposers shall not include projects completed for, or currently underway with, the City as references for purposes of this requirement.

5.6. PROJECT APPROACH

Describe your firm’s approach to providing the grant consulting services requested in this RFP.

Explain how your firm will:

• Identify grant opportunities that match the City’s needs and priorities.

• Work with City staff to gather information and develop grant applications.

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• Assist with grant writing, submission, administration, reporting, and compliance, as needed.

• Communicate with City staff and provide updates throughout the grant process.

• Provide sufficient qualified staff, technology, and other resources to successfully complete the work.

• Monitor deadlines and ensure grant-related work is completed accurately and on time.

5.7. FORMS

Forms required to be completed and uploaded under the Vendor Submissions area include:

"COH Forms - Federal," consisting of:

• Attachment A - Americans with Disabilities Act (ADA) Disability Nondiscrimination

Statement

• Attachment B - Business Entity Affidavit/Conflict of Interest (Vendor/Bidder Disclosure)

• Attachment C - Certification Regarding Debarment, Suspension, and Other

Responsibility Matters Primary Covered Transactions

• Attachment D - Drug-Free Workplace Program Affidavit

• Attachment E - Scrutinized Companies Form

• Attachment F - E-Verify

• Attachment G - Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on

Public Entity Crimes

• Attachment H - Performance Surveys

• Attachment I - Notification of Social Security Number Collection and Usage

• Attachment J - W-9 Form

• Attachment K - Affidavit Attesting to Noncoercive Conduct for Labor or Services

• Attachment L - Affidavit Regarding Prohibition on Contracting with Entities of Foreign

Countries of Concern

• Attachment M - Proposer's Certification

Required Federal Forms

• Attachment N - Small and Minority and Women's Business Enterprise

• Attachment O - Certification Regarding Lobbying

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• Attachment P - Protest Procedures

5.8. ELECTRONIC PRICING TABLE

Pricing shall be submitted separate from proposal via Electronic Pricing Table. No reference shall be made to fees in the proposal submission. Failure to adhere to this requirement may result in disqualification. In order to insure a uniform review process and to obtain the maximum degree of comparability, it is required that the proposals be organized in the manner specified.

6. INSURANCE REQUIREMENTS

6.1. INSURANCE REQUIREMENTS

A. Insurance- Upon submission of Proposal, Proposer shall provide Certificate(s) of

Insurance and any other documentation outlined below evidencing current in-force insurance to City’s Risk Management Department. These are mandatory insurance requirements, please be sure to fulfill each requirement listed below. All policies, endorsements, certificates and/or binders shall be subject to approval by the City’s Risk

Management as to form and content. These requirements are subject to amendment or waiver only if so approved in writing by a duly authorized representative of the City. A lapse in any required insurance coverage during this Contract shall be considered a material breach. Further it is understood and agreed by Proposer that nothing in this provision shall waive or otherwise limit the right of the City to modify INSURANCE REQUIREMENTS to meet the demands of special or unique circumstances. Accordingly, those rights are expressly reserved by the City. The insurance obligations under this Contract shall be all the insurance coverage and/or limits carried by or available to the Proposer or the minimum insurance requirements and/or limits shown in this Contract, whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to the

City. No representation is made that the minimum insurance requirements of this Contract are sufficient to cover obligations of the Proposer under this Contract.Throughout the term of this agreement and for all applicable statutes of limitation periods, Proposer agrees to have and maintain in full force and effect the insurance policies set forth in this article. All policies must contain an endorsement requiring minimum thirty (30) days written notice from the insurance company to the City prior to cancellation or any change in coverage, scope or amount of any such policy or ten-day notice for non-payment of premium.

PROPOSER EXPRESSLY AFFIRMS THAT IT HAS HAD THE OPPORTUNITY TO

RECOVER THE COSTS OF THE INSURANCE REQUIRED IN ITS CONTRACT

PRICE.

1. All insurance policies shall be issued by insurers that are authorized to transact business in the State of Florida, and have an A. M. Best's financial and size rating of A-VII or better.

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2. All insurance policies, except Property, Workers Compensation and Professional

Liability (if applicable), shall name and endorse the following as additional insured:

The City of Homestead, its employees, directors, officers, agents, independent contractors, successors and assigns, and other authorized representatives as additional insured to the extent of the contractual obligation assumed by the Proposer. The

Commercial General Liability policy shall be endorsed with the ISO CG2010

Additional Insured endorsement (or similar policy coverage form or endorsement with coverage at least as broad as the ISO CG 2010) and the ISO CG 2037 Additional

Insured – Completed Operations endorsement (or similar policy coverage form or endorsement with coverage at least as broad as the ISO CG 2037). As additional insured, the City shall be defended and indemnified for claims to the extent caused by the acts, actions, omissions or negligence of Proposer, its employees, agents, subcontractors, and representatives; but is not defended or indemnified for the additional insured’s own acts, actions, omissions, negligence. Proposer shall provide a copy of the policy endorsements at any time upon City request.

3. It is specifically agreed that the City of Homestead shall not be liable to the Proposer for any liability arising out of the performance of this Agreement. Proposer specifically waives any and all rights of recovery it may have against the City of Homestead, independent of any waiver of rights of recovery by any insurer. All insurance policies shall include a Transfer of Rights of Recovery Against Others to Us/Waiver of

Subrogation in favor of the City. Proposer agrees to obtain any endorsement that may be necessary to effect all waivers of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

4. All insurance policies shall be endorsed to provide that (a) Proposer’s insurance is primary and non-contributory to any other Insurance available to the City of Homestead with respect to claims covered under the policy and (b) Proposer’s insurance applies separately to each insured against who claims are made or suit is brought and that the inclusion of more than one insured shall not operate to increase the insurer’s limit of liability. Self-insurance shall not be acceptable. Any policy including a self-insured retention (“SIR”) in the primary layer of liability in any amount must be submitted to and approved by the City’s Risk Management Department prior to risk approval.

5. If the Proposer fails to submit the required insurance certificate(s) in the manner prescribed with the executed agreement submitted to the City and if not submitted with the executed agreement in no event exceed three (3) calendar days after request to submit certificate(s) of insurance, the Proposer shall be in default, and the Contract may be rescinded at the City’s sole discretion. Under such circumstances, the Proposer may be prohibited from submitting future solicitations to the City.

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6. Proposer shall carry the following types of insurance coverage whether products and/or services provided by Proposer to the City in connection with the performance of this

Contract occur on City premises or not. (Commercial General Liability must be carried by all Contractors):

a. WORKER'S COMPENSATION: As required by the State of Florida with the statutory limits, and include employers’ liability insurance with a limit of not less than $1,000,000 for each accident, $1,000,000 for each disease and $1,000,000 for aggregate disease. Policy shall be endorsed with a “Waiver of Our Right to

Recover From Others” endorsement which favors the City. A copy of NCCI Form

WC 00 03 13 (or similar endorsement with coverage at least as broad as NCCI

Form WC 00 03 13) issued by the insurer may be required for risk review and shall be provided to the City at any time upon request. If Proposer’s worker’s compensation program is part of an employee-leasing or co-employment arrangement where certain Statutory employees may be excluded from coverage, Proposer specifically agrees to indemnify, hold harmless, defend against and pay or reimburse the City for losses the City or its insurers may be obligated to pay to any natural person who is denied workers compensation benefits or employers liability coverage that arise out of or result from Proposer’s employee-leasing or co-employment arrangement.

b. AUTOMOBILE LIABILITY: Proposer shall carry automobile liability insurance with minimum limits of One Million ($1,000,000) dollars, combined single limit per occurrence for bodily injury liability and property damage. The policy is to be written on ISO Form CA 00 01 covering any auto (Symbol 1) or if

Proposer has no owned autos, covering hired (Symbol 8) and non-owned (Symbol

9) autos. Policies shall be endorsed to add the City of Homestead as Additional

Insured and include a Waiver of Subrogation in favor of the City. Coverage must be primary and non-contributory to any other insurance available to the City of

Homestead. Copies of the endorsements or policy forms reflecting these terms may be required for risk review and shall be provided to the City at any time upon request.

c. COMMERCIAL GENERAL LIABILITY: Proposer shall carry Commercial

General Liability Insurance (“CGL”) for all on-going and completed operations and shall include but shall not be limited to Contractual, Products and Completed

Operations and Personal and Advertising Injury coverage with limits of not less than: One million ($1,000,000) dollars each Occurrence and for Personal and

Advertising Injury coverage and Two million ($2,000,000) dollars for Products –

Completed Operations Aggregate and General Aggregate. The CGL must include but shall not be limited to the following listed Coverages: Coverage A – Bodily

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Injury and Property Damage Liability, Coverage B – Personal and Advertising

Injury Liability, and Coverage C – Medical Payments. Coverage shall include but shall not be limited to coverage for premises and/or operations, independent contractors, products and/or completed operations for contracts, contractual liability, broad form contractual coverage, broad form property damage, products, completed operations, and personal injury. Personal injury coverage shall include coverage that has the employee and contractual exclusions removed. Proposer’s

CGL coverage shall be primary and non-contributory. For any claim related to this contract, this coverage shall be primary coverage at least as broad as ISO CG

20 01 04 13 – PRIMARY AND NONCONTRIBUTORY – OTHER

INSURANCE CONDITION as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the

City, its officers, officials, employees, or volunteers shall be excess of the

Proposer’s insurance and shall not contribute with it. Proposer shall provide copy of this policy endorsement to the City at any time upon request. The City’s Risk

Management Department shall not accept an insurance policy that includes the

ISO CG 21 39 CONTRACTUAL LIABILITY LIMITATION, the ISO CG 24 46

AMENDMENT OF INSURED CONTRACT DEFINITION or similar endorsements. The CGL must be endorsed to add the City of Homestead as

Additional Insured and include a waiver of subrogation endorsement in favor of the City. Copies of these endorsements and/or policy forms reflecting these terms may be required for risk review and shall be provided by Proposer to the City at any time upon request.

d. PROFESSIONAL (ERRORS & OMISSIONS) LIABILITY INSURANCE:

Proposer shall carry and maintain professional liability insurance with minimum limits of $2,000,000 per Claim or Occurrence and $2,000,000 Aggregate. Unless coverage is written on an Occurrence Form, the retroactive date must be evidenced on the COI provided to the City and must be no later than the date of this Contract. If coverage is written on a Claims-Made form, Proposer shall satisfy the requirements of this Section by either: (1) maintaining a Professional

Liability policy as outlined above for 36 months post-completion OR (2) terminating Professional Liability insurance coverage post-completion AND purchasing an Extended Reporting Period (“ERP”) Endorsement (with a 36-month term minimum) within 10 working days of policy termination. If Proposer chooses Option (2) at any time post-completion, a copy of the ERP shall be provided to the City within 30 calendar days.

e. UNMANNED AERIAL SYSTEMS/VEHICLE (“UAV”) LIABILITY: Where

Proposer operates and/or otherwise utilizes UAVs (aka “Drones”) or engages a

RFP#202633 Page 18 third party to operate and/or otherwise utilize UAVs, Proposer shall provide to

City Risk Management for approval prior to commencing any UAV-related operations: (1) satisfactory evidence of insurance with limits of no less than

$1,000,000 per Occurrence / $2,000,000 Aggregate and (2) any and all other requested documentation.

7. Proposer shall be solely responsible for ensuring that all vendors and/or independent or sub-contractors (“sub-contractors”) also comply with the insurance requirements, terms, conditions, limits and related criteria as outlined above and shall specifically require Commercial General Liability, Auto Liability, Professional Liability and

Florida Workers Compensation coverage from any sub-contractor utilized by Proposer.

8. PROPOSER’S PROPERTY: Proposer and its subcontractors, if any, are solely responsible for any loss or damage to their personal property, including but not limited to tools and equipment, and temporary structures, rented machinery, or owned and leased equipment. A waiver of subrogation shall apply in favor of the City of

Homestead.

9. Proposer shall provide the City of Homestead’s Contract Administrator/Buyer with a copy of the certificate(s) of insurance and endorsements evidencing the types of insurance and coverage required in this Section within three (3) calendar days of

Proposer’s receipt of Notice of Intent to Award the Contract and, at any time thereafter, upon request by the Contract Administrator/Buyer, It is the PROPOSER’S responsibility to ensure that the Contract Administrator/Buyer is provided with evidence of current insurance on file with the City during the term of this Agreement, or longer as may be required herein.

10. Proposer's insurance policies shall be endorsed to provide the City with at least thirty

(30) calendar days prior written notice of cancellation, non-renewal, restrictions, or reduction in coverage or limits or ten days for non-payment of premium. Notice shall be sent to: City of Homestead Attn: City Manager | Grants Administration Division 100

Civic Court Homestead, FL 33030

11. At any time while this Agreement is in force, if any of the Proposer’s insurance policies are written on a Claims-Made coverage form, then Proposer shall maintain such insurance coverage for a period of THREE (3) years after the expiration or termination of this agreement (including any and all extensions and/or renewals) OR provide City with an Extended Reporting Period endorsement with a minimum term of no less than

THREE (3) years, as evidence of the City’s ability to present a claim(s) past the expiration of the Claims Made policy(ies) which arise from work performed under this

Bid during any Claims Made policy period.

RFP#202633 Page 19

12. If any of Proposer's Insurance policies

a. includes a general aggregate limit and

b. provides that claims investigation and/or legal defense costs and/or expenses are included within the policy’s general aggregate limit, the general aggregate limit of said policy(ies) shall be no less than five (5) times the per occurrence limit as specified above in this Section.

13. The provisions of this Section shall survive the expiration or termination of this agreement.

14. PAYMENT: If any of the insurance policies required under this Section lapse during the term of this agreement or any extension or renewal of the same, Proposer shall not receive payment from the City until such time that the City has received satisfactory evidence of reinstated coverage of the types and coverage specified in this Section that is effective as of the lapse date. The City, in its sole discretion, may terminate the

Agreement immediately and no further payments shall be due to Proposer.

15. RENEWAL OF INSURANCE: Proposer shall be responsible for assuring that the insurance certificate/ endorsements required in conjunction with this section remains in force for the duration of the Contract term. If the insurance certificate/endorsements are scheduled to expire during this period, Proposer shall be responsible for submitting a new or renewed insurance certificate/ endorsements to the City at a minimum of thirty

(30) calendar days in advance of such expiration. In the event that expired certificate/endorsements are not replaced with a new or renewed certificate(s) evidencing acceptable insurance coverage which covers the Contract term, the City may suspend this Agreement until such time as the new or renewed certificate/endorsements evidencing acceptable insurance coverage are received by the

City.

16. MINIMUM COVERAGE: Insurance coverage in the minimum amounts set forth herein shall not be construed as to relieve Proposer of liability in excess of such coverage, nor shall it preclude or otherwise limit the City from taking other action(s) as may be available under any other provision(s) of this Agreement or otherwise in law or equity.

17. CONFLICT: In the event that a conflict arises between the provisions of any agreement, contract or understanding that arises out of this RFP and this Section, the provisions of this Section shall control and prevail.

18. DISCLOSURE OF INFORMATION: Proposer agrees that the City may disclose the name and contact information of its insurers to any third party which presents a claim

RFP#202633 Page 20 against the City for any damages or claims resulting from or arising out of work performed by the Proposer, its agents, employees, servants or subcontractors in the performance of this contract.

19. RELAXATION OR SUSPENSION OF INSURANCE REQUIREMENTS: If, in the opinion of the City, full compliance with the insurance requirements in this Section is not commercially practicable for the Proposer, and would not be commercially practicable for most other Proposers qualified to perform the Project or Work, at the written request of the Proposer, the City may, in its sole discretion, and subject to any conditions it deems appropriate, relax or temporarily suspend, in whole or in part, the insurance requirements which would otherwise apply to the Proposer. As a condition to any such relaxation of the insurance requirements, City may require Proposer to provide the City with written evidence satisfactory to the City that full compliance with the insurance requirements is neither commercially practicable for the Proposer, nor commercially practicable for most other Proposers qualified to perform the Work. Any such modification shall be subject to the prior written approval of the City, and subject to the conditions of such approval.

20. SUBSEQUENT AGREEMENTS: The requirements of this Section shall extend to any subsequent written agreement which results from this RFP and shall represent the

City’s minimum insurance requirements. Proposer understands and agrees that the insurance requirements may be updated or amended at the sole discretion of the City’s

Risk Manager in any subsequent agreement executed which is subject to this RFP based on the nature of the risk, prior experience, insurer, coverage or other special circumstances.

7. SUBMISSION OF PROPOSAL

7.1. FORMAT OF SUBMITTAL

For a proposal to be eligible, the format set forth in this RFP Section 5 should be strictly followed.

7.2. INCURRED EXPENSES

The City is not responsible for any expenses which proposers may incur preparing and submitting proposals called for in this Request for Proposals.

7.3. INTERVIEWS

The City reserves the right to conduct personal interviews or require presentations prior to selection. The City will not be liable for any costs incurred by the proposer in connection with such interviews/presentations (i.e. travel, accommodations, etc.).

RFP#202633 Page 21

7.4. REQUEST FOR MODIFICATION

The City reserves the right to request that the Proposer modify his proposal to more fully meet the needs of the City.

7.5. PROPOSAL ACKNOWLEDGEMENT

By submitting a proposal, the Proposer certifies that he has fully read and understands the proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

7.6. REQUEST FOR ADDITIONAL INFORMATION

The Proposer shall furnish such additional information as the City of Homestead may reasonably require. This includes information which indicates financial resources as well as ability to provide the system and/or services. The City reserves the right to make investigations of the qualifications of the Proposer as it deems appropriate, including but not limited to, a background investigation conducted by the Homestead Police Department.

7.7. ACCEPTANCE/REJECTION/MODIFICATION TO PROPOSALS

The City reserves the right to negotiate modifications to Proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the proposals and to make awards in the best interest of the City.

7.8. PROPOSALS BINDING

All proposals submitted shall be binding for 365 calendar days following opening.

7.9. ADDENDUM OR AMENDMENT TO REQUEST FOR PROPOSAL

Addenda Notification: Bidders are required to register for an account via the City e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/cityofhomestead.

7.10. QUESTIONS AND/OR REQUEST FOR CLARIFCATION

Bidders shall submit all inquiries regarding this bid via the City e-Procurement Portal, located at https://procurement.opengov.com/portal/cityofhomestead. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City e-Procurement Portal.

Bidders shall also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

7.11. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straightforward, concise description of the Proposer's ability to fulfill the requirements of the proposal.

RFP#202633 Page 22

7.12. PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all Proposers should be aware that

Request for Proposals and the responses are in the public domain. However, the proposers are required to identify specifically any information contained in their proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All proposals received and presentation slides and notes from Proposer’s in response to this Request for Proposal will become the property of the

City of Homestead and will not be returned to the Proposer’s. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the City.

Florida State Statute affords government agencies a defined amount of time to review proposals and related information before the information is subject to Florida Public Records statutes. The applicable statute is included here: “Florida Statute 119.071 as amended by HB 7223; Sealed bids, proposals or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals or final replies, whichever is earlier.”

7.13. AGREEMENT

The intent of this Proposal is to enter into an Agreement with a firm that can provide the services as specified herein. The City reserves the right, in its sole discretion, to request services and to award a contract to any or all the vendors selected to provide services under this RFP. Further, the City makes no representations that it will have any or a specific requirement(s) level for services from any or all other vendors.

7.14. LOCAL PREFERENCE

Local Preference shall not apply to this solicitation.

7.15. AVAILABILITY OF FUNDS

The obligations of the City of Homestead under this award are subject to the availability of funds lawfully appropriated for its purpose by the City Council of the City of Homestead.

8. QUESTIONS REGARDING SPECIFICATIONS OR PROCESS

8.1. CONE OF SILENCE

A. Definitions: “Cone of Silence,” as used herein, means a prohibition on any communication regarding a particular Request for Proposal (“RFP”), Request for

Qualification (“RFQ”) or bid, between:

1. a potential vendor, service provider, proposer, bidder, lobbyist, or consultant; and,

2. the City Councilmembers, City’s professional staff including, but not limited to, the

City Manager and his or her staff, and any member of the City’s selection or evaluation committee.

RFP#202633 Page 23

B. Restriction; Notice: A Cone of Silence shall be imposed upon each RFP, RFQ and bid after the advertisement of said RFP, RFQ or bid. At the time of imposition of the Cone of

Silence, the City Manager or his or her designee shall provide for public notice of the

Cone of Silence by posting a notice at the City Hall. The City Manager shall issue a written notice thereof to the affected departments, file a copy of such notice with the City

Clerk, with a copy thereof to each City Councilmember, and shall include in any public…