miami beach RFQ 2026-392-DF.pdf

Request for Qualifications (RFQ)

2026-392-DF

Roofing Consulting Services

TABLE OF CONTENTS

SOLICITATION SECTIONS:

0100 INSTRUCTIONS TO RESPONDENTS

0200 GENERAL CONDITIONS

0300 PROPOSAL SUBMITTAL INSTRUCTIONS & FORMAT

0400 PROPOSAL EVALUATION

APPENDICES:

APPENDIX A CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT

APPENDIX B SPECIAL CONDITIONS

APPENDIX C SAMPLE CONTRACT

APPENDIX D INSURANCE REQUIREMENTS

SECTION 0100 INSTRUCTIONS TO RESPONDENTS & GENERAL CONDITIONS

1. GENERAL. This Request for Qualifications (RFQ) is issued by the City of Miami Beach, Florida (the "City"), as the means for prospective Bidders to submit proposals for the City's consideration in evaluating qualifications to select a firm with whom it may negotiate an agreement for the purpose noted herein.

The City utilizes Bidnet Direct (City of Miami Beach - Bid Opportunities and RFPs | BidNet Direct) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this RFQ. Any prospective Bidder who has received this RFQ by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in disqualification of the Proposal submitted.

2. BACKGROUND

The City of Miami Beach (“City”) Department of Parks, Facilities, Fleet, and Beaches is responsible for the ongoing maintenance and preservation of City‑owned facilities, including all roofing and exterior envelope systems. Although the City maintains a Job Ordering Contract (“JOC”) for larger roofing and electrical construction projects, this contract does not address the City’s need for specialized professional consulting services required to evaluate roof conditions, diagnose system deficiencies, or support long‑term asset management planning.

To meet these needs, the City is seeking qualifications from experienced and licensed firms to provide comprehensive roof consulting services on an as‑needed basis. These services will include, but are not limited to, detailed roof assessments, moisture diagnostics, exterior envelope evaluations, preventive maintenance oversight, asbestos sampling when necessary, and related technical support. Consultants will deliver objective findings, technical analyses, drawings, recommendations, and budgetary guidance that will assist the City in planning, prioritizing, and implementing both immediate and long‑range roofing and waterproofing strategies.

The current City contract pursuant to Request for Qualifications (RFQ) 2021-068-DF for roofing consulting services is due to expire on September 27, 2026 with no additional renewal terms available.

3. PURPOSE.

The City of Miami Beach is soliciting “Statements of Qualifications” that the City may consider in order to select a qualified consultant(s) to assist the Property Management Division in evaluating the condition of roofs at various municipal facilities, providing owner’s representative services during an approved repair /or replacement program and other services as identified herein.

Proposer and sub-consultants contracted to provide roofing consultant services for a particular project are precluded from bidding/responding to the competitive solicitation for the design and/or construction of the project.

The City may award contracts for services to a prime consultant(s), as well as create a continuing pool of prequalified consultants, as follows:

1. Prime Consultant(s). The City may make an award to qualified consultant(s) that can act in the capacity of the City’s prime consultant for roofing consulting services. While the City intends to make an award to a single consultant, it reserves its right to award to multiple consultants if it deems it is in its best interest. Additionally, the City reserves the right to engage other consultants, either through option 2 below or through other means, to assist the City.

2. Pool of Pre-qualified Consultants. Additionally, to assist with smaller roofing consultant services (or related needs), the City intends to create a continuing pool of prequalified consultants (not selected in Option 1 above).

Firms that submit a proposal pursuant to the RFQ, and who are deemed to be responsive, responsible and best qualified may be eligible to participate in the continuing pool of pre-qualified consultants. The firms included in the continuing pool will also be eligible to participate as sub-consultants to the prime consultant on applicable projects at the discretion of the City.

3.1 Interested Parties. In accordance with the instructions in Section 0300, interested parties are invited to submit proposals with detailed information demonstrating their experience and qualifications. A Pre-proposal conference will be held in accordance with Section 0100, Sub-sections 7 and 8. All proposals will be evaluated in accordance with the criteria found in Section 0400.

4. STATEMENT OF WORK REQUIRED.

4.1 Roof Assessment:

1) Survey and document a thorough review of each roof area

2) Identify any drainage issues

a) Recommend procedures for improving drainage in areas where there is significant ponding. The ponding water will accelerate the deterioration of any roof system and potentially challenge the structural integrity of the roof.

b) Establish procedures for improving drainage issues that will be incorporated into future roof replacement scope of work

c) Assess existing roof drainage conditions and provide recommendations on any repairs / replacement

i) Evaluate corrosion conditions related to salt air exposure, including fasteners, metal decking, flashings, MEP supports, and rooftop equipment.

ii) Identify areas where marine grade or corrosion resistant materials are recommended.

iii) Include wind uplift classification for each roof area per current FBC HVHZ (2026), including roof zone mapping.

iv) Evaluate vapor drive and humidity related risks common in coastal hot humid environments.

3) Evaluate previous repairs

a) Determine the condition of previous repairs and the level of performance expected going forward

4) Obtain all available documents regarding current roof systems

a) Classify the existing roof system by material and roof type

5) Confirm the condition of all roof areas by cross-referencing data with photographs and site inspections.

6) Establish a budget to upgrade roofs based on long and short-term goals.

a) Provide solution options with recommendations for the course of action that should be taken with each roof section

b) Prioritize various roof areas based on the condition of the current waterproofing system, interior sensitivity, structural condition, and customer need

c) Incorporate climate risk factors such as sea level rise projections, storm surge exposure, and FEMA flood zone designations into prioritization scoring.

d) Provide recommendations for future climate resilient systems (cool roof, solar ready, blue/green roof compatibility) based on structural feasibility.

7) Provide detailed drawings of each roof area. (line item cost)

8) Detail drawings will be provided to scale (line item cost)

9) Perimeter details will be identified

10) Penetrations will be categorized by type and their locations will be marked

11) Existing roof system composition will be detailed

a) Document roof edge securement layout and confirm compliance with ANSI/SPRI ES 1 as required in HVHZ zones.

b) Identify drainage features vulnerable to coastal flooding or storm surge backflow impacts.

12) Assess existing conditions of flashing, counterflashing, protecting caps and provide recommendations on any repairs / replacement

13) Verify all MEP supports attached to the roof (HVAC stands, electrical conduits, etc)

14) Assess existing conditions of lighting protection system and provide recommendations on any repairs / replacement

15) Core cuts will be taken, as needed, on all non-warranted roofs to determine the composition and number of existing roofing systems.

a) Core cuts provide accurate information on the number of plies, type and thickness of insulation and coatings, and the type and condition of structural decking that supports the existing roof system. Core samples can be analyzed for asbestos content, water infiltration, and roof system integrity. They provide the most tangible information for roof system diagnostics. When core cuts are performed the following services will be provided:

16) A representative number of core cut samples for each roofing section or more as needed.

17) Determination of the condition of roofing system components

18) Reports on the current roof construction, classification, and material types

a) A Roof Database will be created, including photos and data collected from surveys.

4.2 Exterior Envelope Survey:

1) Comprehensive Inspection and Evaluation of Exterior Building Envelope Systems

2) Windows, Doors, Louvers, Parapet walls, Siding and Walls will be surveyed.

3) Evaluate envelope components for UV degradation and salt air corrosion.

4) Review cladding and fenestration fastening to confirm compliance with current HVHZ impact resistant standards.

5) Recommend wind driven rain intrusion testing (ASTM E1105 or equivalent) where façade water intrusion is suspected.

6) Comprehensive Photo Documentation

7) Recommendations for Future Course of Action including additional energy efficiency measures

8) Establish a budget to upgrade waterproofing based on long and short-term goals.

9) Provide solution options with recommendations for the course of action that should be taken with each wall section

10) Prioritize various wall areas based on the condition of the current waterproofing system, interior sensitivity, structural condition, and customer need

11) CAD Drawings or Eagle views available upon request.

12) Exterior Building Envelope Database will be created including photos and data collected from surveys.

4.3 Moisture Diagnostic Scan:

1) Perform a Moisture Diagnostic Scan on the designated roof sections

a) Moisture Diagnostic Scans provide a powerful tool in the process of identifying roof areas with moisture content. By evaluating the results, you can establish whether the water infiltration is localized or is widespread across an entire roof area. By having your organization’s roofs scanned, you are validating whether water infiltration has begun degrading your roofing system.

i) Nuclear scanning counts hydrogen molecules by emitting neutrons, the higher numbers will determine the amount of moisture in roof assembly.

ii) Nuclear scans are required when more than one roof is present in the assembly as well as ballasted roof systems.

iii) Infrared technology measures temperature differentials. Wet insulation retains heat long after the roof has cooled, and the camera will show heat signatures that are much higher than the signature of dry insulation.

Infrared will only read the top assembly of insulation. Meaning, if there is more than one roof, heat signatures will only be detected on the top roof.

iv) Reports containing all the findings, as well as the methods employed while completing the scan

(1) Confirm the condition of all roof areas by cross-referencing data with photographs

(2) Include nighttime or low humidity infrared scan scheduling to improve accuracy in hot humid coastal conditions.

(3) Assess insulation moisture content not only from liquid infiltration but also from humidity based absorption.

v) Readings taken from a moisture meter are used to verify scan results

vi) Outlines of wet areas will be painted using highly visible marking paint

vii) Core cuts provide accurate information on the number of plies, type and thickness of insulation and coatings, and the type and condition of structural decking that supports the existing roof system. Core samples can be analyzed for asbestos content, water infiltration, and roof system integrity.

(1) A representative number of core cut samples for each roofing section or more as needed.

(2) Determination of the condition of roofing system components

2) Drawings of each roof area will indicate the location of each wet area

a) Detail drawings will be provided

b) Perimeter details will be identified

c) Penetrations will be categorized by type and their locations will be marked

d) Existing roof system composition will be detailed

4.4 Manage Roof Preventive Maintenance & Minor Repairs:

1) Manage Preventive Maintenance and General Housekeeping Tasks

a) General Housekeeping - shall consist of those routine tasks which need to be done so that the roofing system may drain freely and function as designed.

b) Preventive Maintenance - Periodic work intended to protect the roofing system from premature deterioration or failure.

i) Inspect and maintain marine exposed components using corrosion resistant materials and coatings.

ii) Ensure maintenance procedures consider HVHZ requirements for fasteners, flashing, and securement.

2) Require for all preventive maintenance work to be performed according to warranty holder’s recommended procedures and specifications or as provided for below roofs not under a manufacturer’s warranty.

3) Preventive Maintenance work plan includes small repairs that can be made by roofing contractors. (i.e. touch up caulk joints, fill small pitch pans, make small repairs to the surface membrane) Inspector will provide all materials needed to perform such repairs

a) It is the inspector’s discretion on whether the job is preventive or corrective. Corrective measures consist of larger scale repairs.

4) General Housekeeping plan shall consist of the following tasks:

a) Visually inspect the roofing system components to identify preventive maintenance items, identify any changes since previous inspection and document any needed repairs that are outside the preventive maintenance requirement.

b) Properly disposing of all debris in on-site dumpsters

4.5 Asbestos Survey:

1) Core cuts will be taken, as needed, to determine the composition and number of existing roofing systems.

a) Core cuts provide accurate information on the number of plies, type and thickness of insulation and coatings, and the type and condition of structural decking that supports the existing roof system. Core samples can be analyzed for asbestos content, water infiltration, and roof system integrity. They provide the most tangible information for roof system diagnostics. When core cuts are performed the following services will be provided:

2) A representative number of core cut samples for each roofing section or more as needed.

3) Determination of the condition of roofing system components

4) Screen for other legacy hazardous materials common in older coastal buildings, such as polychlorinated biphenyls

(PCB) containing sealants, where applicable.

5) CAD Drawings - Provide CAD drawings of each roof section

6) Drawings will be provided to scale

7) Perimeter details will be identified

8) Primary Roof Penetrations will be categorized by type and their locations will be marked

a) Existing roof system composition will be detailed

9) A report with test results will be provided including photos and a CAD drawing with core locations detailed.

a) Independent lab results will be included.

EPA regulation 40 CFR Part 763: specifies the minimum number of samples to be taken of each homogenous area of suspected ACM based on the type and quantity of the material as illustrated in the following table:

Size of Homogeneous Area Minimum Number of Samples to be Collected

Recommended Number of Samples to be Collected

Less than 1,000 sq. / ft.

Between 1,000 & 5,000 sq./ ft.

Greater than 5,000 sq. / ft.

Homogeneous Area - In accordance with Asbestos Hazard and Emergency Response Act (AHERA) definitions, an area of surfacing materials, thermal surface insulation, or miscellaneous material that is uniform in color and texture.

4.6 Fastener Pull Out and Deck Evaluation:

1) This standard provides procedures used in the field to test the pullout resistance of all types of fasteners. The data developed from these tests provide the roof system manufacturer, design professional, and other practitioners with pullout resistance values for the specific fastener installed into the load resisting material of the deck.

2) Remove any roofing material before test is performed.

a) Remove (10) 1x1 areas in visually inspect the decking condition.

b) The fastener shall be installed using the same method and tools as will be used during the actual construction

3) Record the results of all pullout test

4) Compare pull out test results directly to 2026 FBC HVHZ uplift requirements by roof zone (1, 2, 3).

5) Evaluate corrosion level of decking and fasteners resulting from salt air exposure.

6) Perform a minimum of ten (10) in accordance with ANSI/SPRI FX-1

7) Prepare a roof plan drawing and identify the location of each pullout test and visual inspection

4.7 Other services may include:

• General inspections and assessments

• Aerial assessments

• Project estimating

• Moisture surveys

• Hurricane/Severe Weather inspections

• Project management

• Wind load calculations

• Upload testing (structural, upload, fasteners, etc.)

• Owner’s representative services

• Load calculations for sustainable roofs (incorporation of white, blue, green or solar roofs)

• Resiliency focused roof vulnerability analysis including climate risk scoring.

• Storm surge impact modeling on rooftop drainage systems.

• Coastal corrosion assessment across all rooftop assemblies and systems.

5. ANTICIPATED RFQ TIMETABLE. The tentative schedule for this solicitation is as follows:

RFQ Issued July 24, 2026 Pre-Proposal Meeting August 4, 2026 at 11:00am

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Join the meeting now Meeting ID: 265 131 285 342 7 Passcode: YZ97Zv2w

Dial in by phone

Phone Number: +1 786-636-1480 Phone Conference ID: 903 453 885, then #

Deadline for Receipt of Questions August 27, 2026, at 5:00 pm ET Responses Due September 9, 2026, at 3:00 pm ET

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Join the meeting now Meeting ID: 258 064 272 344 92 Passcode: fo96Wf26

Phone Conference ID: 839 473 955, then #

Evaluation Committee Review TBD Tentative Commission Approval TBD

Contract Negotiations Following Commission Approval

6. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below:

Procurement Contact: Telephone: Email:

Danny Flores 305-673-7490 dannyflores@miamibeachfl.gov Additionally, the City Clerk is to be copied on all communications via email at RafaelGranado@miamibeachfl.gov or via facsimile: 786-394-4188.

The Proposal title/number shall be referenced on all correspondence. All questions or requests for clarification must be received no later than fifteen (15) calendar days prior to the date proposals are due as scheduled in Section 0100-

5. All responses to questions/clarifications will be sent to all prospective Bidders in the form of an addendum.

7. PRE-PROPOSAL MEETING OR SITE VISIT(S). A pre-proposal meeting or site visit(s) may be scheduled.

Attendance for the pre-proposal meeting shall be via web conference and recommended as a source of information but is not mandatory. Bidders interested in participating in the Pre-Proposal Meeting must follow these steps:

Microsoft Teams Need help?

Join the meeting now Meeting ID: 265 131 285 342 7 Passcode: YZ97Zv2w

Phone Conference ID: 903 453 885, then #

Bidders who are participating should send an email to the contact person listed in this RFQ expressing their intent to participate.

8. PRE-PROPOSAL INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are not binding on the City and will be without legal effect, including any information received at pre-submittal meeting or site visit(s). The City, by means of Addenda, will issue interpretations or written addenda clarifications that are considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addendum will be released through Bidnet Direct. Any prospective bidder who has received this RFQ by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this RFQ. Failure to receive an addendum may result in disqualification of the Proposal. Written questions should be received no later than the date outlined in the Anticipated RFQ Timetable section.

9. CONE OF SILENCE. This RFQ is subject to, and all bidders are expected to be or become familiar with, the City's Cone of Silence Requirements, as codified in Section 2-486 of the City Code. Bidders shall be solely responsible for ensuring that all applicable provisions of the City's Cone of Silence are complied with and shall be subject to any and all sanctions, as prescribed therein, including rendering their response voidable, in the event of such non-compliance.

Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov

10. ADDITIONAL INFORMATION OR CLARIFICATION. After proposal submittal, the City reserves the right to require additional information from Bidders (or Bidder team members or sub-consultants) to determine qualifications (including, but not limited to, litigation history, regulatory action, or additional references) and financial capability (including, but not limited to, annual reviewed/audited financial statements with the auditors notes for each of their last two complete fiscal years).

11. BIDDER'S RESPONSIBILITY. Before submitting a response, each Bidder shall be solely responsible for making any and all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, and/or failure to make such evaluations, investigations, and examinations, will not relieve the Bidder from any obligation to comply with every detail and with all provisions and requirements of the contract and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Bidder.

12. DETERMINATION OF AWARD. The City Manager may appoint an evaluation committee to assist in the evaluation of proposals received. The evaluation committee is advisory only to the city manager. The city manager may consider the information provided by the evaluation committee process and/or may utilize other information deemed relevant. The City Manager's recommendation need not be consistent with the information provided by the evaluation committee process and takes into consideration Miami Beach City Code Section 2-369, including the following considerations:

(1) The ability, capacity, and skill of the Bidder to perform the contract.

(2) Whether the Bidder can perform the contract within the time specified, without delay or interference.

(3) The character, integrity, reputation, judgment, experience, and efficiency of the Bidder.

(4) The quality of performance of previous contracts.

(5) The previous and existing compliance by the Bidder with laws and ordinances relating to the contract.

The City Manager may recommend to the City Commission the Bidder(s) s/he deems to be in the best interest of the City or may recommend rejection of all proposals. The City Commission shall consider the City Manager's recommendation and may approve such recommendation. The City Commission may also, at its option, reject the City Manager's recommendation and select another Proposal or Proposals that it deems to be in the best interest of the City, or it may also reject all Proposals.

13. NEGOTIATIONS. Following selection, the City reserves the right to enter into further negotiations with the selected Bidder. Notwithstanding the preceding, the City is in no way obligated to enter into a contract with the selected Bidder in the event the parties are unable to negotiate a contract. It is also understood and acknowledged by Bidders that no property, contract, or legal rights of any kind shall be created at any time until and unless an Agreement has been agreed to, approved by the City, and executed by the parties.

14. E-VERIFY. As a contractor, you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Contract and shall expressly require any subcontractors performing work or providing services pursuant to the Contract to utilize the U.S.

Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term.

15. BIDNET DIRECT. The Procurement Department utilizes Bidnet Direct as its electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations released by the City, you must register through Bidnet Direct, www.bidnetdirect.com/florida/cityofmiamibeach. Registration is easy and will only take a few minutes. For detailed instructions on registering and submitting electronic bids, visit https://www.miamibeachfl.gov/city-hall/procurement/how-to-become-a-vendor/.

If you have any questions regarding this system or registration, please visit the link above or contact Bidnet Direct at support@bidnet.com or 1-800-835-4603 option 2.

16. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF SERVICE (VSS). In addition to registering with Bidnet Direct, the City encourages vendors to register with our online Vendor Self-Service web page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The Vendor Self- Service (VSS) webpage (https://selfservice.miamibeachfl.gov/vss/Vendors/default.aspx) will also provide you with purchase orders and payment information.

Should you have any questions or comments, do not hesitate to submit them to vendorsupport@miamibeachfl.gov.

17. SUPPLIER DIVERSITY. The City has established a registry of LGBT-owned businesses, as certified by the National LGBT Chamber of Commerce (NGLCC), and small and disadvantaged businesses, as certified by Miami- Dade County. See authorizing resolutions here.

If your company is certified as an LGBT-owned business by NGLCC or as a small or disadvantaged business by Miami-Dade County, click on the link below to be added to the City's supplier registry (Vendor Self-Service) and bid system (Bidnet Direct, Supplier-to-Government). These are two different systems, and it is important that you register for both.

Click to see acceptable certification and to register: https://www.miamibeachfl.gov/city-hall/procurement/how-to-become-a-vendor/.

Balance of Page Intentionally Left Blank

SECTION 0200 GENERAL CONDITIONS

FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a proposal in response to this solicitation, the Bidder agrees to be bound by and in compliance with the Terms and Conditions for Services (dated 3.23.2026), incorporated herein, which may be found at the following link:

https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

SECTION 0300 PROPOSAL SUBMITTAL INSTRUCTIONS AND FORMAT

1. ELECTRONIC RESPONSES (ONLY). Proposals must be submitted electronically through Bidnet Direct on or before the date and time indicated. Hard copy proposals or proposals received through email or facsimile are not acceptable and will be rejected.

A bidder may submit a modified proposal to replace all or any portion of a previously submitted proposal until the deadline for proposal submittals. The City will only consider the latest version of the bid.

Electronic proposal submissions may require the uploading of attachments. All documents should be attached as separate files in accordance with the instructions included in Section 4 below. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to ensure that its bid, including all attachments, is uploaded successfully.

Only proposal submittals received and time stamped by Bidnet Direct prior to the proposal submittal deadline shall be accepted as submitted in a timely manner. Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time for the submittal of bids and uploading of attachments. Any technical issues must be submitted to Bidnet Direct by contacting support@Bidnet.com or 1-800-835-4603 option 2. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue.

It is the sole responsibility of each Bidder to ensure its Proposal is successfully submitted in Bidnet Direct prior to the deadline for proposal submittals.

2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-responsiveness. Non-responsive proposals will not be considered.

1.Certification, Questionnaire & Requirements Affidavit (Appendix A, uploaded separately to Bidnet Direct).

2. Failure to comply with the Minimum Eligibility Requirements (if applicable).

3. OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct) with the bid and by the deadline for submittals shall render a proposal non-responsive. Non-responsive proposals will not be considered. With the exception of the Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct), the City reserves the right to seek any omitted information/documentation or any additional information from the Bidder or other source(s), including but not limited to any firm or principal information, applicable licensure, resumes of relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Bidder to perform in accordance with contract requirements. Bidder must submit any omitted information/documentation or any additional information within three (3) business days upon request from the City, or the bid may be deemed non-responsive. Non-responsive bids will receive no further consideration.

CONTINUED ON THE FOLLOWING PAGE.

4. ELECTRONIC PROPOSAL FORMAT. In order to maintain comparability, facilitate the review process, and assist the Evaluation Committee in review of proposals, it is strongly recommended that proposals be organized and tabbed in accordance with the tabs and sections as specified below. The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic Proposal shall be submitted through the "Documents" attachment tab in Bidnet Direct.

Proposal Certification, Questionnaire & Requirements Affidavit (APPENDIX A) Proposal Certification, Questionnaire & Requirements Affidavit (Appendix A) (Attached Separately to Bidnet Direct). Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit with the bid shall result in the bid being deemed non-responsive. Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit with the bid shall result in the bid being deemed non-responsive.

TAB 1 Cover Letter, Table of Contents & Minimum Qualifications Requirements

1.1 Cover Letter and Table of Contents. The table of contents should indicate the tabs, sections with tabs, and page numbers to facilitate the evaluation committee's review. The cover letter must be signed by a principal or agent able to bind the firm.

1.2 Minimum Qualification Requirement.

1.2.1Proposer and/or its principals must have completed five (5) similar projects within the past three (3) years.

Similar projects shall be defined as having provided owner representative type services for roof assessments, major roof repairs management, preventive maintenance roof services management, roof-related testing, or roof replacements. General architecture, engineering or project management services or projects relating to the installation of roofs on new construction projects shall not be considered to meet the similar projects requirement.

Submittal Requirement: For each qualifying project, submit: Project Title; Brief Description; Project Timeline;

Client Name; Client Representative; and Contact Information.

1.2.2 Provide a statement affirming that Proposer is independent and not, in any way, associated (wholly held, subsidiary, distributor, manufacturer’s representative, etc.) with a specific manufacturer of roofing materials or supplies.

Submittal Requirement: Submit a statement that Proposer is independent and not, in any way, associated with a specific manufacturer of roofing materials or supplies.

TAB 2 Experience and Qualifications

2.1 Organizational Chart: An organizational chart depicting the structure and lines of authority and communication for all firms, principals, and personnel involved in the project. Include information that describes the intended structure regarding project management, accountability, and compliance with the terms of the RFQ.

2.2 Relevant Experience of Prime Bidder: Summarize projects where the Bidder and/or its principals have provided services similar to those described herein. For each project, provide the following:

a. Project name and scope of services provided;

b. The names of individuals who worked on the referenced project are included in Section 2.1 above.

c. client;

d. client project manager and contact information;

e. costs of the services provided, and

f. term of the engagement.

2.3 Relevant Experience of Sub-consultant(s)/Sub-contractor(s): Summarize projects where the Sub-consultant(s)/Sub-contractor(s) and/or its principals have provided services similar to those described herein.

For each project, provide the following:

g. Project name and scope of services provided;

h. The names of individuals who worked on the referenced project are included in Section 2.1 above.

i. client;

j. client project manager and contact information;

k. costs of the services provided, and term of the engagement.

TAB 3 Approach and Methodology Submit detailed information on the approach and methodology that the Bidder and its team have utilized on previous engagements to accomplish a similar scope of work, including detailed information, as applicable, which addresses the items in Section 0100 - Instructions to Respondents & General Conditions – Section 4. Statement of Work Required.

SECTION 0400 PROPOSAL EVALUATION

1. EVALUATION COMMITTEE. An Evaluation Committee, appointed by the City Manager, may meet to evaluate each Proposal in accordance with the qualitative criteria set forth below. In doing so, the Evaluation Committee may review and score all proposals received, with or without requiring presentations. It is important to note that the Evaluation Committee is advisory only and does not make an award recommendation to the City Manager or the City Commission. The City Manager will utilize the results to take one of the following actions:

a. In the event that only one responsive Proposal is received, the City Manager, after determination that the sole responsive Proposal materially meets the requirements of the RFQ, may, without an evaluation committee, recommend to the City Commission that the Administration enter into negotiations or

b. The City Manager may recommend that the City Commission authorize negotiations or award a contract to one or more firms in accordance with Section 0100, Sub-section 12, or

c. The City Manager may Recommend that the City Commission short-list one or more firms for further consideration by the Evaluation Committee or

d. The City Manager may recommend to the City Commission that all firms, if more than one (1) responsive submittal is received, be rejected.

2. PRESENTATIONS BY SHORT-LISTED FIRMS. If a short-listing of firms responding to this RFQ is approved, the short-listed firms may be required to make presentations to and be interviewed by the Evaluation Committee. In further considering the short-listed firms, the Evaluation Committee will utilize the criteria set forth in Sub-section 4 below.

3. TECHNICAL ADVISORS. The City, at its discretion, may utilize technical or other advisers to assist the evaluation committee or the City Manager in evaluating proposals.

4. EVALUATION CRITERIA. Responsive, responsible proposals will be evaluated in accordance with the following criteria:

5. QUALITATIVE CRITERIA. The Evaluation Committee shall review responsive, responsible proposals and assign points for the qualitative factors only. The Evaluation Committee shall not consider quantitative factors (e.g., veteran's preference) in its review of proposals. The Evaluation Committee shall act solely as an advisory to the City Manager. The results of the Evaluation Committee process do not constitute an award recommendation. The City Manager may utilize, but is not bound by, the results of the Evaluation Committee process, as well as consider any feedback or information provided by staff, consultants, or any other third party in developing an award recommendation in accordance with Section 0100, Sub-section 10. In its review of proposals received, the Evaluation Committee may review and score all proposals, with or without conducting interview sessions, in accordance with the evaluation criteria.

6. QUANTITATIVE CRITERIA. Following the results of the evaluation of the qualitative criteria by the Evaluation Committee, the Bidders may receive additional points, which will be added by City staff. Veterans' Preference points will be assigned in accordance with Section 2-374 of the City Code.

7. DETERMINATION OF FINAL RANKING. The sum of the evaluation criteria points will be converted to rankings in accordance with the example below:

Bidder A Bidder B Bidder C

Committee Member 1

Qualitative Points 82 74 80 Quantitative Points 10 5 0

Total 92 79 80 Rank 1 3 2

Committee Member 2

Qualitative Points 82 85 72 Quantitative Points 10 5 0

Total 92 90 72 Rank 1 2 3

Committee Member 2

Qualitative Points 90 74 66 Quantitative Points 10 5 0

Total 100 79 66 Rank 1 2 3

Low Aggregate Score 3 7 8 Final Ranking* 1 2 3

Qualitative Criteria (Points Assigned by Evaluation Committee) Maximum Points

Experience & Qualifications (Tab 1) 70 Approach & Methodology (Tab 2) 30 TOTAL AVAILABLE POINTS for Qualitative Criteria 100

Quantitative Criteria (Points Assigned by Procurement Department) Maximum Points

Veteran's Preference Points 5 TOTAL AVAILABLE POINTS for Qualitative and Quantitative 105

It is important to note that the results of the proposal evaluation process in accordance with Section 0400 do not represent an award recommendation. The City Manager will utilize the results of the proposal evaluation process and any other information he deems appropriate to develop an award recommendation to the City Commission, which may differ from the results of the proposal evaluation process and final rankings.

APPENDIX A

Certification, Questionnaire &

Requirements Affidavit FAILURE TO SUBMIT THE CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVITS WITH THE

BID SHALL RESULT IN THE BID BEING DEEMED NOT RESPONSIVE AND NOT BEING FURTHER

CONSIDERED

PROCUREMENT DEPARTMENT

1755 Meridian Avenue, 3rd Floor

Miami Beach, Florida 33139

APPENDIX B

Special Conditions

1. TERM OF CONTRACT. The term of the Agreement resulting from this RFQ shall be for an initial term of three (3) years.

2. OPTION TO RENEW. The City, through its City Manager, will have the option to extend for one (1) two-year renewal term or two (2) one-year renewal terms at the City Manager's sole discretion. The successful Contractor shall maintain, for the entirety of any renewal period, the same terms and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative and not a right of the successful Contractor.

3. COST ADJUSTMENTS. On or about the anniversary of each contract year, the Contractor may request, and the city manager may approve, a cost adjustment based on documented cost increases for the following contract year. Cost adjustments should be limited to changes in the applicable Bureau of Labor Statistics index for the local region or other verifiable evidence of price increases. The Contractor's adjustment request must substantiate the requested increase. The City of Miami Beach, through its city manager, reserves the right to approve a requested adjustment or may terminate the Agreement and readvertise for bids for the goods or services.

4. NEGOTIATIONS. Upon approval of selection by the City Commission, negotiations between the City and the selected Consultant will take place to arrive at a mutually acceptable Agreement, including the final scope of services, deliverables, and cost of services.

5. COMPETITIVE SPECIFICATIONS. It is the goal of the City to maximize competition for the project among suppliers & contractors. Consultant shall endeavor to prepare all documents, plans & specifications that are in accordance with this goal. Under no condition shall the Consultant include means & methods or product specifications that are considered "sole source" or restricted without prior written approval of the City.

6. CHANGE OF PROJECT MANAGER. A change in the Consultant's project manager (as well as any replacement) shall be subject to the prior written approval of the City Manager or his designee (who, in this case, shall be an Assistant City Manager). Replacement (including reassignment) of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval from the City Manager or his designee (i.e., the City project manager).

7. SUB-CONSULTANTS. The Consultant shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City. The quality of services and acceptability to the City of the services performed by sub-consultants shall be the sole responsibility of the Consultant.

8. LICENSURE. Awarded bidder(s) shall require employees performing work for this contract to hold and maintain the adequate license or certification necessary (County, State, or otherwise) to successfully complete the work herein specified throughout the contract term.

APPENDIX C

Sample Contract

BY VIRTUE OF SUBMITTING A PROPOSAL, THE FIRM HEREBY TAKES NO EXCEPTIONS TO THE

TERM AND CONDITIONS NOTED IN THIS SAMPLE CONTRACT

AGREEMENT BETWEEN

CITY OF MIAMI BEACH

AND

FOR

PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES IN SPECIALIZED

CATEGORIES ON AN “AS-NEEDED-BASIS” PURSUANT TO REQUEST FOR

QUALIFICATIONS NO. 2014-346-YG

DISCIPLINE: _______________________

RESOLUTION NO. 2015-_________

TABLE OF CONTENTS

DESCRIPTION PAGE

ARTICLE 1. DEFINITIONS

ARTICLE 2. BASIC SERVICES

ARTICLE 3. THE CITY’S RESPONSIBILITIES

ARTICLE 4. RESPONSIBILITY FOR CONSTRUCTION COST

ARTICLE 5. ADDITIONAL SERVICES

ARTICLE 6. REIMBURSABLE EXPENSES

ARTICLE 7. COMPENSATION FOR SERVICES

ARTICLE 8. CONSULTANT’S ACCOUNTING AND OTHER RECORDS

ARTICLE 9. OWNERSHIP OF PROJECT DOCUMENTS

ARTICLE 10. TERMINATION OF AGREEMENT

ARTICLE 11. INSURANCE

ARTICLE 12. INDEMNIFICATION AND HOLD HARMLESS

ARTICLE 13. ERRORS AND OMISSIONS

ARTICLE 14. LIMITATION OF LIABILITY

ARTICLE 15. NOTICE

ARTICLE 16. MISCELLANEOUS PROVISIONS

SCHEDULES

SCHEDULE A

SCHEDULE B

SCHEDULE C

ATTACHMENTS

ATTACHMENT A ............................................................ Error! Bookmark not defined.

ATTACHMENT B ............................................................ Error! Bookmark not defined.

ATTACHMENT C ............................................................ Error! Bookmark not defined.

ATTACHMENT D ............................................................ Error! Bookmark not defined.

AGREEMENT

BETWEEN THE CITY OF MIAMI BEACH

AND

FOR

PROFESSIONAL ARCHITECTURAL AND ENGINEERING SERVICES IN SPECIALIZED

CATEGORIES ON AN “AS-NEEDED-BASIS”

This Agreement made and entered into this day of , 20 , (Effective Date), by and between the CITY OF MIAMI BEACH, a municipal corporation existing under the laws of the State of Florida, having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139, (hereinafter referred to as City), and , a corporation having its principal office at (hereinafter referred to as Consultant).

W I T N E S S E T H:

WHEREAS, on September 17, 2014, the Mayor and City Commission approved the issuance of Request for Qualifications No. 2014-346-YG for Professional Architectural and Engineering Services in Specialized Categories On An “As-Needed-Basis” (the RFQ); and

WHEREAS, the RFQ was intended to provide access to architectural and engineering firms in accordance with the Florida Consultant’s Competitive Negotiation Act; and

WHEREAS, on , the City Commission approved Resolution

No. , respectively, authorizing the City to enter into negotiations with and, if successful, execute an agreement with the Consultant pursuant to the RFQ; and

WHEREAS, City and the Consultant have negotiated the following agreement pursuant to the RFQ; and

NOW THEREFORE, City and Consultant, in consideration of the mutual covenants and agreement herein contained, agree as follows:

ARTICLE 1. DEFINITIONS

1.1 Definitions. The definitions included in this Section are not exhaustive of all definitions used in this Agreement. Additional terms may be defined in other Contract Documents. The following terms shall have the meanings specified herein unless otherwise stated herein:

ADDITIONAL SERVICES: “Additional Services” shall mean those services, in addition to the Basic Services in this Agreement, as described in Article 5 and the Consultant Service Order, which the Consultant shall perform, at the City’s option, and which must be duly authorized, in writing, by the City Manager or his authorized designee, prior to commencement of same.

APPLICABLE LAWS: “Applicable Laws” means all laws, statutes, codes (including, but not limited to, building codes), ordinances, rules, regulations, lawful orders and decrees of governmental authorities having jurisdiction over the Project, the Project Site or the Parties.

BASE BID: “Base Bid” shall mean the elements contained in the Construction Documents recommended by the Consultant (and approved by the City) as being within the Construction Cost Budget. “Base Bid” shall not include additive alternates or deductive alternates.

BASIC SERVICES: “Basic Services” shall include those services which Consultant shall perform in accordance with the terms of the Agreement, as described in Article 2 and the Consultant Service Order. Any Services not specifically enumerated as Additional Services (as defined herein) shall also be considered Basic Services.

CITY (OR OWNER): The “City” shall mean the City of Miami Beach, a Florida municipal corporation having its principal offices at 1700 Convention Center Drive, Miami Beach, Florida, 33139. In all respects hereunder, City’s obligations and performance is pursuant to City’s position as the owner of the Project acting in its proprietary capacity. In the event City exercises its regulatory authority as a governmental body including, but not limited to, its regulatory authority for code inspections and issuance of Building Department permits, Public Works Department permits, or other applicable permits within its jurisdiction, the exercise of such regulatory authority and the enforcement of any Applicable Laws shall be deemed to have occurred pursuant to City’s regulatory authority as a governmental body and shall not be attributable in any manner to City as a Party to this Agreement.

CITY COMMISSION: “City Commission” shall mean the governing and legislative body of the City.

CITY MANAGER: The “City Manager” shall mean the chief administrative officer of the City. The City Manager shall also be construed to include any duly authorized representatives designated by the City Manager in writing, including the Project Administrator, with respect to any specific matter(s) concerning the Services and/or this Agreement (exclusive of those authorizations reserved to the City Commission under this Agreement, or to regulatory or administrative bodies having jurisdiction over the Project).

CONSTRUCTION COST BUDGET: The “Construction Cost Budget” shall mean the amount budgeted and established by the City to provide for the cost of construction of the Work for the Project (“Construction Cost”), as set forth in the Consultant Service Order.

CONSTRUCTION DOCUMENTS: “Construction Documents” shall mean the final (100% completed) plans, technical specifications, drawings, schematics, documents, and diagrams prepared by the Consultant pursuant to this Agreement, setting forth in detail the requirements for the construction of the Project. The Construction Documents shall set forth in full all details necessary to complete the construction of the Project in accordance with the Contract Documents.

Construction Documents shall not be part of the Contract Documents, until (a) the Consultant has submitted completed Construction Documents to the City and (b) they have been reviewed and approved by the City and any agencies having jurisdiction in accordance with the procedures as otherwise provided by the Contract Documents. However, approval by the City shall not in any way be construed, interpreted and/or deemed to constitute a waiver or excuse Consultant’s obligations to ensure the Construction Documents are constructible, in compliance with all Applicable Laws and in accordance with the Contract Documents.

CONS…