ITB_2637_Bid_Opening_Minutes.pdf

This is a Bid Opening Minutes document for Request for Proposal (RFP) 26-37 issued by the City of Oviedo, Florida for Fire Assessment Consulting & Related Services. The RFP was broadcast on VendorLink on September 27, 2026, with proposals due by 2:00 p.m. Eastern Standard Time on October 27, 2026. Two firms submitted proposals: Emergency Services Consulting International, Inc. and Raftelis Financial Consultants Inc. The bid opening meeting was conducted virtually via Zoom on October 27, 2026 at 2:00 p.m., with Jacqueta Scott (Procurement Manager) and Lloyd Coleman (Procurement Coordinator) present. The initial contract term is three years with two possible one-year renewal options, for a maximum cumulative term of five years. The City anticipates completing a short list by November 10, 2026, with staff recommendation and City Council award anticipated in December 2026. All submittals are under evaluation to determine responsiveness and responsibility, and the City reserves the right to accept or reject any and all bids.

Qualified firms must hold registration and licensing to do business in Florida and demonstrate a minimum of five years of experience in fire assessment consulting. Pricing is evaluated for a maximum of 15 points out of 100 total evaluation points, with proposers required to submit detailed cost breakdowns and potentially billable hourly rates with certified labor multipliers. Evaluation criteria allocate points across introduction and required documents (10 points), experience and qualifications (35 points), project approach (25 points), references (15 points), and price (15 points). The selected firm must execute the City's standard continuing consultant agreement and provide comprehensive insurance coverage including Workers' Compensation, Commercial General Liability, Automobile Liability, and Professional Liability with minimum limits of $1,000,000 each. E-Verify employment eligibility compliance is mandatory. The scope requires delivery of a comprehensive fire rescue assessment report to City Council that includes evaluation of current fire service documents, determination of total fire rescue assessment revenue requirements, updated incident data and rates, pro forma schedules with cost recovery scenarios, compliance analysis, ordinance development assistance, and presentation of findings to City Council.