LAKELAND_CRA_–_DOWNTOWN_DISTRICT_REDEVELOPMENT_PLAN_UPDATE.pdf

REQUEST FOR PROPOSAL

2025-RFP-017

LAKELAND CRA – DOWNTOWN DISTRICT REDEVELOPMENT

PLAN UPDATE

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: March 5, 2025

DEADLINE FOR QUESTIONS: March 26, 2025

RESPONSE DEADLINE: April 4, 2025, 3:30 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Lakeland

LAKELAND CRA – DOWNTOWN DISTRICT REDEVELOPMENT PLAN

UPDATE

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. SELECTION CRITERIA

V. INSURANCE AND SAFETY REQUIREMENTS

VI. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

VII. VENDOR QUESTIONNAIRE

Attachments:

B - Indemnification 2025 Consultant

Request For Proposal #2025-RFP-017 Title: LAKELAND CRA – DOWNTOWN DISTRICT REDEVELOPMENT PLAN UPDATE

1. NOTICE

LAKELAND CRA – DOWNTOWN DISTRICT REDEVELOPMENT PLAN UPDATE

FOR THE CITY OF LAKELAND

Wednesday, March 5, 2025

RFP No.2025-RFP-017

Sealed proposals will be received electronically by the Purchasing Manager via OpenGov, the City’s e-

Procurement Portal (“Portal”), until 3:30 pm – Friday, April 4, 2025. Proposals received after this specified time and date will not be considered. The sealed proposals will be publicly opened and read aloud on the same date and time in the office of the Purchasing Manager for the following:

RFP Documents may be accessed by visiting our Website athttps://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780.RFP Documents are Required for Submittal. Respondents are required to submit their response through the Portal. Respondents shall sign up on the Portal if an account does not exist.

THE CITY OF LAKELAND IS SOLICITING SEALED PROPOSALS FROM QUALIFIED VENDORS TO

PROVIDE:LAKELAND CRA – DOWNTOWN DISTRICT REDEVELOPMENT PLAN UPDATE.

THE PROPOSALS SUBMITTED SHALL BE IN COMPLETE ACCORDANCE WITH, WITHOUT LIMITATION, THIS REQUEST FOR PROPOSAL, THE ATTACHED CITY OF LAKELAND SPECIFICATIONS, ALL CODES AND

REQUIREMENTS REFERENCED THEREIN.

All Questions regarding this request for proposals shall be in writing and submitted electronically via the

Portal through the Question and Answer tab before 5:00 pm on Wednesday, March 26, 2025. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Bidders requiring clarification or having a dispute with these documents must advise the City Purchasing

Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Wednesday, March 26, 2025 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Bidder waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement. Note: Any use of brand names (manufacturer) in this invitation and specification is for Bidder convenience only and shall not limit this offering. Equal or better equipment and alternate bids may be given consideration.

https://procurement.opengov.com/portal/lakelandgov

1.2. FLORIDA PUBLIC RECORDS LAW

Respondent’s submittal information shall be subject to Chapter 119, Florida Statutes, generally known as the “Florida Public Records Law.” This statute provides that all documents, papers, records and similar material produced or received by an agency or political subdivision of the State are subject to public inspection and review under reasonable conditions and at reasonable times. Accordingly, unless specifically exempted by law, all bids and materials received with bids, marketing information, quotations, proposals, specifications, correspondence, forms, contracts, bonds, financial statements, prospectus, corporate resumes, product summaries, lab reports, inspection and test reports and any other such material will be considered a matter of public record. The City and its staff cannot regard any document, information or data as proprietary or confidential unless so advised by the City Attorney.

Additionally, should a Contractor enter into an Agreement with the City, the Contractor shall comply with Florida Statute Chapter 119, the Florida Public Records Act as it relates to records kept and maintained by Contractor in performance of services pursuant to this Agreement. In accordance with

Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract. Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City. Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public records in possession of the

Contractor or keep and maintain public records required by the City to perform services pursuant to the contract. If the Contractor transfers all public records to the City upon completion of the contract, the

Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

1.3. EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a proposal the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Respondent to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Respondent and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Exparte communication may be grounds for disqualifying the offending Respondent from consideration or award of the proposal, then in evaluation, or any future proposal.

1.4. INSURANCE AND SAFETY REQUIREMENTS

All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the RFP requirements. The Contractor agrees to accept and abide by the City of Lakeland safety regulations in complete accordance with the attached requirements.

1.5. INDEMNIFICATION AGREEMENT

The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the RFP submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the RFP requirements.

1.6. DRUG-FREE WORKPLACE CERTIFICATION

By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

1.7. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a bid in response to this Invitation to Bid, you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S. General

Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Bidder agrees that any contract awarded to Bidder will be subject to termination by the

City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.8. PUBLIC ENTITY CRIMES

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.9. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All respondents must disclose with their proposal the name of any officer, director, or agent who is also an employee of the City of

Lakeland. Further, all respondents must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the respondent’s firm or any of its branches.

The respondent shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal and that the respondent is not financially interested in, or otherwise affiliated in a business way with any other respondent on the same land or improvements.

1.10. E-VERIFY CERTIFICATION

Vendor/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

1.11. VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES

Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the

Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

As the person authorized to submit responses/bids on behalf of respondent/bidder, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

1.12. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701

Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the City's governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests.

1.13. ADDENDA

It is the Respondent’s responsibility to review all available project documents including Addenda, Notices and Questions & Answers prior to submitting a proposal. Respondent shall acknowledge all addenda electronically within their submission via the Portal.

The failure of a Respondent to submit acknowledgement of any addenda that affects the proposal price(s) may be considered an irregularity and may be cause for rejection of the proposal.

1.14. LOCAL VENDOR PREFERENCE

A copy of City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022 is attached.

A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland

Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its

Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

1.15. BID PROTEST PROCEDURE

The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

1.16. TERMS AND CONDITIONS OF AGREEMENT

A copy of the agreement to be entered into with the successful Respondent is included with this RFP

Attached herein, should the City require such.

1.17. OPENGOV PROCUREMENT

The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision. Bidders are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Bidder’s https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

1.18. RFP SUBMITTAL

Respondent shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company

Profile.

The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this proposal, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Respondents. There is no obligation to buy. The

RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of

Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

City of Lakeland, Florida

2. INTRODUCTION

2.1. Summary

The City of Lakeland is seeking responses from qualified and experienced firms to provide professional services related to the modification of the Lakeland CRA Downtown District Redevelopment Plan which includes an in-depth analysis of existing conditions, performance measures, updated goals and objectives, and a 10-year extension of its existing timeframe past 2035.

The City of Lakeland’s Community Redevelopment Agency (CRA) has the goal of updating the CRA’s redevelopment master plan for the Downtown district. Downtown is comprised of 555.11 acres made up of several sub-districts with the core being a bustling center of specialty retail, delectable dining options, and a growing arts and entertainment scene. The purpose of the Master Plan update centers around providing higher quality of life for the neighborhoods, better connectivity, purposeful development and to stimulate private investment through strategic economic growth.

2.2. Contact Information

Linda Alspaugh

Purchasing Agent

1140 East Parker Street

Lakeland, FL 33801

Email: linda.alspaugh@lakelandgov.net

Phone: (863) 834-8787

Department:

Community & Economic Development - CRA

2.3. Timeline

The City Commission may not approve this purchase, or may ask that the plan be modified in some respect. The City may opt to modify and/or terminate the project described within the RFP.

The suggested deployment schedule contained within this RFP is subject to change based on the City’s needs and/or final scoping of the project through the contract negotiation phase.

Estimated Schedule

RFP release March 5, 2025

Pre-Proposal Meeting (Non-Mandatory) March 19, 2025, 10:00am

Purchasing Building 1140 East Parker st Lakeland, FL 33801

RFP questions deadline March 26, 2025, 5:00pm mailto:linda.alspaugh@lakelandgov.net tel:(863)834-8787

RFP proposal due date April 4, 2025, 3:30pm

3. SCOPE OF WORK

3.1. LAKELAND CRA – DOWNTOWN DISTRICT REDEVELOPMENT PLAN UPDATE

II. SCOPE OF WORK

The CRA is a dependent special district whose purpose is outlined in the Florida Statutes. All work conducted by the CRA must be authorized by statute and included in the redevelopment plans. The selected consultant must have an intimate familiarity with the State of Florida’s Community Redevelopment Act (Chapter 163, Part III, Florida Statutes) and state and/or nationally recognized community redevelopment best practices and principles.

The consultant will provide professional urban planning, design, research, analysis, and plan amendment services for the Downtown District. The final product must be visually attractive, simple to understand and to navigate and ready for approval by the Lakeland Community Redevelopment Agency and adoption by the Lakeland City Commission.

The plan will be authorized from the effective date of adoption through termination of the redevelopment area’s existence. Project recommendations shall be strategic, tactical, catalytic and feasible, considering and aligning with projected TIF generation. Plan updates are anticipated in 5-year increments in accordance with planning best practices. A 5-year implementation plan shall accompany the redevelopment plan with the capability of updating annually.

The existing Downtown Redevelopment Plan may be accessed here:

https://static1.squarespace.com/static/5930d7bce4fcb5becc66acb5/t/5967f1e886e6c0c7c981 6ede/1499984403973/Downtown+Redevelopment+Plan+Update.pdf

Task 1: Prepare a tax increment finance analysis review of the existing CRA boundary for CRA plan update through its current sunset year and evaluate opportunities.

Task 2: Draft a finding of necessity study for any boundary modification based upon said review in Task 1. The City and the CRA acknowledge pursuit of boundary modifications, and a plan update are two requests that run parallel, but each have their own process and due diligence.

Any proposal’s work plan should include an accommodation in the event boundary modifications are not agreeable based on an evaluation or discussions amongst CRA partners and therefore Task 2, no longer becomes a pertinent element of the scope.

Task 3: Develop a gap analysis or comparable resource to narrate the following:

• Completion of the Downtown District plan, goals, and objectives to date

• Review of staff information including data, infographics, annual reports, delegation of authority, completed projects, ongoing projects, and spending to date.

• Articulate successful impacts of the CRA to date.

• Overlaying elements of the Lakeland Comprehensive Plan with specific references to housing, transportation, and economic development

• Demonstrate external factors (such as inflation, COVID-19, recession, etc.) that may have limited the CRA’s ability to successfully execute the CRA plan within its existing timeline.

Task 4: Propose a CRA Plan Update for a ten-year extension within which public and private resources may be used to accomplish redevelopment activities. The analysis and effort under which the plan update will consider must include, but not be limited to:

• Review tax base and ownership data, property lines and right-of-way boundaries.

https://static1.squarespace.com/static/5930d7bce4fcb5becc66acb5/t/5967f1e886e6c0c7c9816ede/1499984403973/Downtown+Redevelopment+Plan+Update.pdf https://static1.squarespace.com/static/5930d7bce4fcb5becc66acb5/t/5967f1e886e6c0c7c9816ede/1499984403973/Downtown+Redevelopment+Plan+Update.pdf

• Evaluate current land uses, future land use/zoning designations and recommend changes, if necessary, to facilitate redevelopment.

• Evaluate market, demographic, and conditions which make the Downtown District unique and propose steps that the CRA can take to preserve, nurture and promote these features.

• Review and analyze real estate market trends and property values including a provision for projections for TIF revenues within the area.

• Evaluate vacant and underutilized properties within the CRA and determine a strategy for encouraging and facilitating (re)development or revitalization.

• Development of a vision and goals, objectives and performance measures to support the elimination of the blighting conditions outlined in the Finding of Necessities Report(s).

• Evaluate existing infrastructure and assess opportunities and constraints to complete CRA capital projects.

• Identify strategies to work with partnership agencies to complete requisite CRA capital projects. Said projects could include but may not be limited to new infrastructure, housing, neighborhood revitalization, sustainability, energizing of business districts, business retention/expansion/attraction, economic growth/diversification, connectivity to neighboring districts and others.

• Review the Historic Structure Survey within the downtown core to identify incentives for historic renovations and preservation

• Identify various grant opportunities to support other CRA capital projects within the district.

• Review of other Florida cities’ CRA grant programs and recommendations for inclusion/adoption, which might include business incentives, housing, façade, infrastructure or financial assistance in response to economic impact from storm events, pandemic, quality of life, or other hazards.

• Development of a ten-year work program identifying all stakeholders and capital improvement timeline for the duration of the extension.

Task 5: Outline and coordinate regulatory process required to complete update and/or modification of the District and Community Redevelopment Plan:

• Citizen Participation Process including but not limited to, o Downtown district community stakeholders and public o CRA Board / City Commission o CRA Advisory Board o Lakeland Planning & Zoning Board

• Notification Requirements to Taxing Authorities, Agencies and Counties, and Land Planning Agency as required by Chapter 163 Part III, Florida Statute.

• Other Public hearings as required including briefings to the City Commission, and presentations as needed.

Task 6: Coordinate with CRA staff, Community & Economic Development staff, and City Attorney’s Office on relevant drafting of resolutions and ordinances consistent with F.S. 163.

II. PROPOSAL FORMAT

Submittals should include a proposed schedule for the project. The CRA would prefer that the

Plan Update be completed within twelve (12) months of the approval of the contract for the project.

All respondents must provide proposals addressing each of the following items outlined below.

Any other information pertinent to the responses to this Request for Proposals as listed herein may be added to the end of each section. However, required information must be listed first in each section. If further materials are necessary to complete your proposal and are not noted under any of the headings listed below, any Addenda are to be acknowledged on the Solicitation

Submission Acknowledgement Form.

Failure to submit this information will render your proposal non-responsive.

Note: The City shall not be responsible for any costs incurred by the Respondent in preparing, submitting or presenting its proposal to the RFP. This Request for Proposals does not and shall not commit the City or their agents to enter into any agreement, to pay any costs incurred in preparation of the submittals or to procure or contract for services or supplies.

1. Cover Letter

Provide a cover letter indicating your company’s understanding of the requirements/scope of services of this formal solicitation. The letter must be a brief formal letter from the Respondent that provides information regarding the company’s familiarity and interest in this request for proposal. A person who is authorized to commit the Respondent’s organization to provide the services included in the proposals must sign the letter. Provide all names, titles, addresses, telephone numbers, and e-mail addresses.

2. Experience and Expertise

Provide an overview of the firm’s background and expertise in delivering these services to governmental entities. If any portion of the work will be subcontracted, include similar details for each subcontractor or subconsultant.

Submit a detailed description of comparable projects, either ongoing or completed within the past five years, specifying whether each project is completed or in progress. For each project, include:

• Client name

• Project description

• Duration

• Contact person and phone number for reference from client

• Results and deliverables

Where applicable, highlight projects completed for entities of similar size, business districts, or any previous work performed for the City of Lakeland. Clearly identify the team members who will have primary responsibility for this project.

3. Key Proposed Project Team

Submit the curriculum vitae of the team leader and key personnel assigned to this project.

Designate a primary contact responsible for day-to-day management, highlighting relevant qualifications and experience. Specify each team member’s role in developing the requested work products and include their resumes. Provide an organizational chart illustrating the project team structure. As necessary, demonstrate that the proposed team has the capacity and availability to fully dedicate the necessary resources without conflicts from other projects. If applicable, outline a clear workload distribution plan to ensure full commitment without compromising performance or quality on other concurrent contracts with the CRA.

4. Project Delivery and Approach

Describe the project delivery plan and management approach to ensure adherence to schedule and budget requirements. Identify any anticipated challenges in updating the Community

Redevelopment Plan and propose strategies to address them. Innovative approaches that enhance project outcomes are encouraged. Outline measures to ensure timely completion while maintaining high-quality standards. Detail project management strategies for mitigating potential conflicts and ensuring seamless execution. Include a contingency plan addressing workload balancing, key personnel availability, and measures to prevent overextension due to competing priorities.

5. Fee Proposal

Fee proposal to complete the Scope of Work. If the Respondent intends to omit any tasks or requirements listed in the Scope of work said omission must be described in this section.

6. Required Forms

Include fully executed forms a copy of the current Florida Departments of Businesses &

Regulation License(s)/ registration with the appropriate Board(s) for your firm if applicable, and a copy of your State of Florida proof of incorporation. If not a corporation, submit a copy of your

State of Florida Division of Corporations showing your State registration or your license if you are a sole proprietorship.

III. EVALUATION

It is the intent of the City that all firms responding to this RFP, who meet the requirements, will be ranked in accordance with the criteria established in these documents. The City will consider responsive and responsible submittals received in its evaluation and award process.

Criteria

Firms submitting a proposal along with the required information and documentation will have their proposal evaluated and scored based on the evaluation criteria set forth herein.

Further, each proposal will be evaluated for full compliance with the RFP instructions to the

Respondents and the terms and conditions set forth within the RFP document. Proposals will be scored and ranked specified in the following table. Proposals will be evaluated and an award made to the Respondent who is determined to be responsible and responsive to this Request for

Proposals and whose proposal is the most advantageous to the City in terms of quality of service, the Respondent’s qualifications and capabilities to provide the specified services and comply with the applicable conditions of this Request for Proposals and Contract, and who in the judgment of the City will best serve the needs and interests of the City.

The following represent the principal selection criteria, which will be considered during the evaluation process. Shortlisting of firms will be based on converting each Committee Member’s

Total Score into a ranking with the highest score ranked first, second, highest ranked score, etc.

Once converted, the Committee Member’s ranking for each firm will be entered into a shortlist summary. The Total Score recorded on the summary sheet will determine the ranking and shortlisting.

Criteria Total Points

Possible

Experience and Expertise:

Respondents will be evaluated based on their experience with similar projects and how that experience contributes to the successful execution of this project. Consideration will also be given to the quality of past projects, adherence to schedules, challenges encountered, and the effectiveness of solutions implemented.

Key Project Personnel:

Respondents will be evaluated on the qualifications and relevant experience of key personnel and consultants, including their expertise on similar projects that contribute to the successful execution of this proposal.

Assessment will also consider the proposed team’s ability to reasonably allocate sufficient time and attention to each task for this project.

Project Delivery and Approach:

Respondents will be evaluated on team organization, understanding of the scope of work, and the effectiveness of their project management and communication plan.

Consideration will also be given to their ability to professionally deliver quality services on time and within budget. Evaluation will assess the feasibility and effectiveness of the proposed management plan in ensuring timely and cost-effective project completion.

Additional factors include the firm’s ability to dedicate sufficient resources and capacity of project personnel to execute the project.

Fee Proposal:

Respondents are evaluated based on the proposed cost-effective fee to complete the services in this RFP. If

Respondent intends to omit any tasks or requirements listed in the scope of work, the omission must be described and included with your Fee Proposal.

Total Points to be earned are on a scale of 1 – 100 points, 1 being the lowest, and 100 being the highest.

Selection Process

The selection process is as follows:

The Selection Committee will evaluate all proposals which have been determined to be responsive.

1. The Selection Committee will then rank the proposals of those firms based on their submittals.

2. Purchasing will notify the short-listed firm(s). Respondents will be evaluated based on the oral presentations or interviews conducted, using the same evaluation criteria, a post-presentation ranking will be conducted to determine the overall top ranked firm.

3. CRA staff and the Purchasing Division will prepare Notice of Intent to Award letter to the top ranked firm.

4. The CRA Advisory Board will consider the staff recommendation for the top ranked firm.

5. The City Commission of the City of Lakeland will make the final selection after considering the Advisory Board recommendations and rankings of the Committee. The

City Commission is not required to accept the recommendation and rankings of the

Committee. The City Commission’s decision will be final.

6. The City and the selected Respondent will enter into a contract incorporating the requirements of this RFP and with other terms acceptable to the City. The City reserves the right to negotiate the terms and conditions of the contract with the selected

Respondent. The City has the right to rescind the contract award to the selected

Respondent if the City and the selected Respondent do not agree upon the contract terms. The City reserves the right to reject a Respondent, even a Respondent awarded the contract, at any time prior to full contract execution.

Formal Oral Presentations/Interviews

The City may conduct formal interviews with, or receive oral presentations from, three or more of the short-listed firms. Oral presentations/Interviews will be held in accordance with F.S.

286.0113 and will adhere to the following guidelines:

The City’s Purchasing Division will establish the schedule and Respondents will be notified at least five (5) calendar days in advance of the date, time and place of the presentations/interviews. The specific format of each presentation/interview will be provided to Respondents with the notifications.

The City will allocate equal time for each Respondent. Each Respondent may be asked differing questions.

Oral presentations will provide an opportunity for the Respondents to demonstrate their ability to use time efficiently, effectively and economically. The times allotted are maximums and no firm will be penalized for using less than the allotted time.

Post Award Termination

Unless otherwise prohibited by law, in the event the Respondent who is awarded a contract by the City through this RFP is terminated early or suspended from further work or services by the City for a default in the performance under the contract, or in the event the City rescinds a contract award to the selected Respondent prior to execution of a contract, the City may, without commencing a new competitive procurement process and without waiving any rights or remedies against the defaulting Respondent (if applicable), contract with the next lowest responsive and responsible respondent that is willing and able to complete the work or services if such is determined by the City Commission to be in the City’s best interest. In awarding a contract to the next lowest responsive and responsible respondent that is willing and able to complete the work or services, the City may accept such respondent’s original proposal pricing or negotiate a price more consistent with the original pricing submitted by the defaulting Respondent or the Respondent’s whose contract award was rescinded.

Addendum – Supplemental District Information

Downtown CRA District, Lakeland Florida

The City of Lakeland’s Community Redevelopment Agency (CRA) has the goal of updating the

CRA’s redevelopment master plan for the Downtown district. Downtown is comprised of 555.11 acres made up of several sub-districts with the core being a bustling center of specialty retail, delectable dining options, and a growing arts and entertainment scene. The purpose of the

Master Plan update centers around providing higher quality of life for the neighborhoods, better connectivity, purposeful development and to stimulate private investment through strategic economic growth.

Downtown Statistics

• Area: Approx. .867 square miles (555.11)

• Population: 1,609 (.01% of the City limits total population of 117,667)

• Median Household Income: $38,423

• Households: 1,170(87.5% Owned, 12.5% Rental)

• Median Home Value: $235,714

• Total Businesses:789

Source: U.S. Census (2000, 2010, 2020), Esri (2024, 2029), ACS (2018-2022).

Overall, Downtown is home to nine (9) subdistricts

A. Downtown Core

B. North Downtown Core

C. Northeast District

D. Lake Wire

E. West District/Lemon Street

F. South Downtown

G. Garden District

H. Lake Mirror

I. The Sports and Events Area

Due to the rich architectural heritage in the City of Lakeland, special guidelines have been developed to preserve the character and architecture in the City’s historic districts, including the

These design standards encourage rehabilitation of structures with historical value. The guidelines address the various styles of architecture and suggest treatments that will enhance and preserve these original styles with reference to porches, screened enclosures, roof projections, fenestration, etc.

Resources:

Downtown Redevelopment Plan

All Historic Districts Design Guidelines

City of Lakeland Community and Economic Development https://www.lakelandcra.net/downtown https://www.lakelandgov.net/media/14333/lakeland-historic-district-design-guidelines_revised-42221.pdf https://lakelandgov.net/departments/community-economic-development/

Lakeland 2030 Comprehensive Plan

Lakeland GIS Data

Lakeland Housing Consolidated Plan and Related Information

Lakeland Historic Preservation Office Resources

Required Contents of Community Redevelopment Plans F https://lakelandgov.net/departments/community-economic-development/planning-zoning/comprehensive-plan/ https://geohub-lakelandflorida.opendata.arcgis.com/ https://lakelandgov.net/departments/community-economic-development/housing/plans-reports/ https://lakelandgov.net/departments/community-economic-development/historic-preservation/ http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=0100-0199/0163/Sections/0163.362.html

4. SELECTION CRITERIA

It is the intent of the City of Lakeland to award the contract to a vendor based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Expertise

Respondents will be evaluated based on their experience with similar projects and how that experience contributes to the successful execution of this project. Consideration will also be given to the quality of past projects, adherence to schedules, challenges encountered, and the effectiveness of solutions implemented

Points Based 30 (30% of Total)

2. Key Project Personnel

Respondents will be evaluated on the qualifications and relevant experience of key personnel and consultants, including their expertise on similar projects that contribute to the successful execution of this proposal.

Assessment will also consider the proposed team’s ability to reasonably allocate sufficient time and attention to each task for this project.

Points Based 25 (25% of Total)

3. Project Delivery and Approach

Respondents will be evaluated on team organization, understanding of the scope of work, and the effectiveness of their project management and communication plan.

Consideration will also be given to their ability to professionally deliver quality services on time and within budget. Evaluation will assess the feasibility and effectiveness of the proposed management plan in ensuring timely and cost-effective project completion.

Additional factors include the firm’s ability to dedicate sufficient resources and capacity of project personnel to execute the project

Points Based 30 (30% of Total)

4. Fee Proposal

Respondents are evaluated based on the proposed cost-effective fee to complete the services in this RFP. If Respondent intends to omit any tasks or requirements listed in the scope of work, the omission must be described and included with your Fee Proposal.

Points Based 15 (15% of Total)

5. INSURANCE AND SAFETY REQUIREMENTS

5.1. STATEMENT OF PURPOSE

The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

5.2. CITY DEFINED

The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

5.3. OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

5.4. LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

5.5. INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other

Party’s interests or liabilities, but are merely minimums.

"Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

5.6. Commercial General Liability

This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled

INDEMNIFICATION, and “Products and Completed Operations” coverage.

The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

5.7. Business Automobile Liability

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

5.8. Workers’ Compensation

Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from

Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

All subcontractors shall be required to maintain Worker’s Compensation.

The Other Party shall also purchase any other coverage required by law for the benefit of employees.

5.9. Excess Liability

This insurance shall protect the Other Party and the additional insured against all claims in excess of the limits provided under the employer’s liability, commercial automobile liability, and commercial general liability policies. The policy shall be an “occurrence” type policy, and shall follow the form of the General and Automobile Liability.

The liability limits shall not be less than:$1,000,000.00

5.10. Professional Liability/Malpractice/Errors or Omissions Insurance

The Other Party shall carry professional malpractice insurance throughout the term of this Contract and shall maintain such coverage for an extended period of three (3) years after completion and acceptance of any work performed hereunder. At all times throughout the period of required coverage, said coverage shall insure all claims accruing from the first date of the Contract through the expiration date of the last policy period. In the event that Other Party shall fail to secure and maintain such coverage, Other Party shall be deemed the insurer of such professional malpractice and shall be responsible for all damages suffered by the City as a result thereof, including attorney’s fees and costs.

The liability limits shall not be less than:$1,000,000.00

5.11. EVIDENCE/CERTIFICATES OF INSURANCE

Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewable, or adverse change.

New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals.

If requested by the City, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

For Commercial General Liability coverage, the Other Party shall, at the option of the City, provide an indication of the amounts of claims payments or reserves chargeable to the aggregate amount of liability coverage.

Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Other Party’s obligation to fulfill the insurance requirements herein.

5.12. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/151180/document?section=1369756

6. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

City of Lakeland project representatives who assume responsibility for contract management will be responsible for ensuring compliance with these safety requirements by all Contractors and

Subcontractors.

6.1. General

A. All contractors are responsible for providing their employees with a safe and healthful working environment as required the Occupational Health and Safety (OSH) Act of 1970 and the

Occupational Safety and Health Administration (OSHA) standards. Therefore, the contractor and their employees are responsible for following OSHA standards, applicable state regulations, and the City of Lakeland Safety Practices and Policies.

B. The City of Lakeland's Safety Team and City management reserve the right to STOP work for any condition found to be Immediately Dangerous to Life and Health (IDLH).