Municipal_Fire_Protection_Non-Ad_Valorem_Assessment_Program_and_Rate_Study_(Addendum_#3_Revision).pdf

REQUEST FOR PROPOSAL

2026-RFP-100

MUNICIPAL FIRE PROTECTION NON-AD VALOREM ASSESSMENT

PROGRAM AND RATE STUDY

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: August 14, 2026

DEADLINE FOR QUESTIONS: September 18, 2026

RESPONSE DEADLINE: September 25, 2026, 2:00 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

Municipal Fire Protection Non-Ad Valorem Assessment Program and

Rate Study

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. PROPOSAL REQUIREMENTS

V. SELECTION CRITERIA

VI. INSURANCE AND SAFETY REQUIREMENTS

VII. VENDOR QUESTIONNAIRE

Attachments:

B - Indemnification 2026 Consultant

G - Human Trafficking Affidavit

H - Sample Standard Contract Form

Request For Proposal #2026-RFP-100 Title: Municipal Fire Protection Non-Ad Valorem Assessment Program and Rate Study

1. NOTICE

Municipal Fire Protection Non-Ad Valorem Assessment Program and Rate Study

FOR THE CITY OF LAKELAND

Friday, August 14, 2026

RFP No.2026-RFP-100

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

Procurement Portal (“Portal”), until 2:00 pm – Friday, September 25, 2026. 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:Municipal Fire Protection Non-Ad Valorem Assessment Program and Rate Study.

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 Friday, September 18, 2026. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Proposers 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 Friday, September 18, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Proposer waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed proposal shall be construed as a total compliance statement.

1.2. FLORIDA PUBLIC RECORDS LAW

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

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

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS: KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-

MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S.

MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

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 mailto:cityclerk@lakelandgov.net 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. HUMAN TRAFFICKING -- F.S. 787.06(14)

In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”). This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

1.7. 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.

1.8. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a proposal in response to this Request for Proposals, 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 submit a proposal for and perform the services subject to the requirements set forth herein and other applicable laws. Proposer agrees that any contract awarded to Proposer will be subject to termination by the City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.9. 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.

1.10. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All proposers 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 proposers 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 proposer's firm or any of its branches.

The proposer 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 proposer is not financially interested in, or otherwise affiliated in a business way with any other proposer on the same land or improvements.

1.11. 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.

1.12. 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.

1.13. SCRUTINIZED COMPANIES OR OTHER ENTITIES

Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other

Entities that Boycott Israel or is engaged in a boycott of Israel.

1.14. 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.

1.15. 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.

1.16. LOCAL VENDOR PREFERENCE

Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net.

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.

1.17. 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.

1.18. TERMS AND CONDITIONS OF AGREEMENT

A sample copy of the standard contract to be entered into with the successful Proposer is included with this RFP attached as Attachment H herein, should the City require such.

1.19. 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.

Proposers 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 Proposer's inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

https://www.lakelandgov.net/ https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy

1.20. 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

1.21. EVALUATION PHASES

Evaluation and Selection Process – Phase 1

The City will conduct a Phase 1 evaluation consisting of the evaluation and scoring of written proposals.

If the City determines that Phase 1 provides sufficient information upon which to make a selection, the

City may proceed with a recommendation of award based solely upon the Phase 1 evaluation and ranking.

If the City elects to conduct a Phase 2 evaluation, the City may determine a shortlist of the highest-ranked Proposers based upon the Phase 1 evaluation and ranking.

Evaluation and Selection Process – Phase 2

The City may, at its sole discretion, conduct a Phase 2 evaluation consisting of presentations and/or interviews with one or more of the highest-ranked Proposers following completion of the Phase 1 evaluation. The City is not obligated to conduct Phase 2.

If the City elects to conduct Phase 2, the City will notify the Proposer(s) selected to participate and provide applicable presentation and/or interview instructions. Only those Proposers invited by the City will participate in Phase 2.

If Phase 2 is conducted, each participating Proposer’s Phase 1 and Phase 2 evaluation scores will be combined to determine the final ranking and recommendation for award.

1.22. CONTRACT TERM AND RENEWAL OPTIONS

The initial term of the Agreement shall be for one (1) year from the effective date of the Agreement.

The City shall have the option, at its sole discretion, to renew the Agreement for up to two (2) additional one-year periods, subject to satisfactory performance, continued need for the services, availability of funds, and any required City approvals. The maximum potential term of the Agreement, including all renewal options, shall not exceed three (3) years.

2. INTRODUCTION

2.1. Summary

The City of Lakeland is evaluating alternative long-term funding strategies for the provision of municipal fire protection services, including the possible implementation of a non-ad valorem fire protection assessment beginning with its FY 2028 budget. The City's objective is not simply to prepare an assessment rate study, but to develop a comprehensive funding strategy that identifies the legally assessable costs of fire protection services, recommends equitable methods of cost apportionment, evaluates alternative funding scenarios, and provides the City Commission with sufficient technical and policy information to determine whether implementation of a fire protection assessment is in the City's best interest.

The City invites qualified firms with demonstrated expertise in the development and implementation of legally defensible municipal fire assessments utilizing the Uniform Method of Collection provided in

Section 197.3632, Florida Statutes to submit proposals, qualifications and fee schedules to be considered for a one (1) year contract with two (2) one-year renewal options.

The selected firm (“Consultant”) will serve as the City's principal advisor throughout the project, including feasibility analysis, policy development, adoption, implementation, and post-adoption support of the assessment program.

The selected consultant will provide all professional consulting services necessary for the City to evaluate, establish, and implement a municipal fire protection assessment program. Services are expected to include financial analysis, legal support, assessment methodology development, GIS and parcel analysis, public communication, ordinance development, implementation assistance, and post-adoption support.

The objectives of this engagement include:

• Evaluating the feasibility of a fire protection assessment

• Identifying legally assessable costs

• Developing an equitable assessment methodology

• Providing the City Commission with policy alternatives

• Assisting in implementation if authorized

• Transferring sufficient knowledge to enable the City to administer the program in future years.

2.2. Background

The City of Lakeland is evaluating the feasibility of implementing a non-ad valorem assessment to fund eligible costs associated with the provision of municipal fire protection services. The City seeks professional consulting services to assist in evaluating available assessment methodologies and developing an equitable, legally supportable, and administratively feasible fire protection assessment program and rate structure.

2.3. Contact Information

Cristy Newton

Purchasing Manager

1140 E. Parker Street

2nd Floor

Lakeland, FL 33801

Email: cristy.newton@lakelandgov.net

Phone: (863) 834-6788

Department:

City Manager's Office

2.4. 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 August 14, 2026

RFP questions deadline September 18, 2026, 5:00pm

City responses to vendors September 22, 2026, 5:00pm

RFP proposal due date September 25, 2026, 2:00pm mailto:cristy.newton@lakelandgov.net tel:(863)834-6788

3. SCOPE OF WORK

3.1. Project Initiation and Existing Conditions Assessment

A. The Consultant shall meet with City staff to confirm project objectives, review the proposed schedule, identify required data sources and determine responsibility for providing each data set, establish communication protocols, and develop a detailed work plan. The Consultant shall then perform a comprehensive assessment of the City's fire protection system, including organizational structure, service levels, deployment strategies, staffing, response history, capital assets, operating and capital budgets, mutual aid agreements, ISO ratings, existing funding sources, and historical expenditures.

B. The Consultant shall prepare a detailed Data Acquisition Plan identifying required datasets, responsible parties, anticipated delivery dates, and data quality requirements. The Consultant shall review a minimum of three years of fire incident data and correlate those incidents with parcel-level property information to evaluate service demand and identify properties receiving a special benefit from fire protection services. The Consultant shall also distinguish between costs that are legally recoverable through a special assessment and those that should remain funded through other municipal revenue sources.

C. Task deliverables include:

• Kickoff Meeting

• Project Management Plan

• Detailed Project Schedule

• Data Request Matrix

• Existing Conditions Assessment Report

• Service Delivery Assessment

• Fire Service Cost Analysis

• Monthly Progress Reports

3.2. Legal Review and Assessment Feasibility

A. Following completion of the existing conditions review, the Consultant shall provide an evaluation of the legal feasibility and litigation risk of implementing a municipal fire protection assessment.

The Consultant shall review applicable Florida statutes, constitutional requirements, and judicial decisions governing special assessments. Particular attention should be given to satisfying the legal requirements of special benefit and fair apportionment.

B. The Consultant shall identify policy issues requiring Commission direction, including the treatment of governmental property, nonprofit organizations, houses of worship, common areas, agricultural lands, vacant property, multifamily developments, condominiums, and mixed-use properties.

C. The Consultant shall attend a meeting of the City Commission and present the results of the existing conditions assessment, identify legally assessable costs, explain the legal framework governing special assessments, discuss service delivery findings, and identify policy issues requiring Commission direction before development of assessment methodologies.

D. Task deliverables include:

• Legal Sufficiency and Risk Assessment Memorandum (litigation risks, legal assumptions, policy decisions affecting legal defensibility, recommendations for minimizing legal risk)

• Benefit Analysis Memorandum

• Policy Alternatives Memorandum identifying key policy decisions requiring Commission direction, such as cost recovery targets, exemptions, hardship assistance, treatment of governmental property, and other implementation choices before assessment rates and methodology

• Preliminary Eligibility Matrix identifying assessable and non-assessable costs

3.3. Assessment Methodology Development

A. The Consultant shall develop and evaluate alternative assessment methodologies capable of equitably allocating fire protection costs among benefited properties. At least three methodologies shall be presented, with a recommendation identifying the Consultant's recommended approach. Each methodology shall include a discussion of its legal defensibility, equity, administrative complexity, implementation costs, long-term maintainability, and anticipated public understanding.

B. The Consultant shall explain the advantages and disadvantages of each methodology considered and document the basis for recommending the preferred methodology.

C. The Consultant shall prepare sample rate calculations demonstrating the impact of each methodology on representative residential, commercial, industrial, institutional, multifamily, and mixed-use properties.

D. Task deliverable include:

• Policy Alternatives Report (cost recovery, exemptions, etc.)

• Assessment Methodology Report

• Sample Assessment Calculations

• Preliminary Property Classification System

• Comparative Evaluation Matrix

• Recommended Assessment Methodology with Justification

• Decision Matrix comparing all methodologies

3.4. Revenue Requirements and Rate Analysis

A. Using the City's financial information, the Consultant shall determine the annual revenue required to fund fire protection services and prepare a minimum of four funding scenarios representing varying levels of cost recovery. The funding scenarios shall include one scenario reflecting full cost recovery of legally assessable costs.

B. The Consultant shall evaluate existing and alternative funding sources for fire protection services and demonstrate how each alternative would affect the amount of revenue required from the proposed assessment.

C. The Consultant shall evaluate the fiscal impacts of each scenario on the City's General Fund, property owners, and long-term financial sustainability. Multi-year revenue projections shall also be developed.

D. The Consultant shall attend a meeting of the City Commission, present alternative assessment methodologies, funding scenarios, projected assessment rates, General Fund impacts, and policy alternatives and obtain Commission direction regarding the preferred methodology, target cost recovery level, exemptions, hardship assistance, and other policy decisions before preparing the

Technical Assessment Study.

E. Task deliverables include:

• Revenue Requirement Analysis

• Sensitivity Analysis

• Interactive Excel Rate Model allowing City staff to modify assumptions and immediately calculate revised assessment rates

• Rate Calculator

• Funding Alternatives Report

• Five-Year Revenue Projection

• Fiscal Impact Analysis

• Recommended Rate Schedule

3.5. Assessment Roll Development

A. The Consultant shall develop the assessment roll using the most current Property Appraiser data and GIS information. The Consultant shall verify parcel classifications, assign benefit units, conduct quality assurance reviews, reconcile discrepancies with the Property Appraiser, and prepare the preliminary assessment database.

B. The Consultant shall perform and document comprehensive quality assurance procedures to verify the accuracy, completeness, consistency, and integrity of the assessment roll. At a minimum, the quality assurance review shall include verification of parcel data; confirmation of parcel classifications and benefit unit assignments; validation of assessment calculations;

reconciliation of the assessment database with the Property Appraiser's tax roll and GIS data;

review of parcel inclusions and exclusions; identification and resolution of data anomalies and outliers; and documentation of all discrepancies identified and corrective actions taken. The

Consultant shall provide the City with a written Quality Assurance Report summarizing the procedures performed, findings, corrections made, and the results of the final validation of the assessment roll.

• Preliminary Assessment Roll

• GIS Parcel Database

• Parcel Classification Database

• Benefit Unit Database

• Quality Assurance Report

• Final Assessment Roll Database suitable for annual updates

• Assessment Roll Certification Memorandum

• Parcel Exception Report identifying parcels requiring manual review

• GIS Metadata Documentation

3.6. Technical Assessment Study

Technical Assessment Study

A. The Consultant shall prepare a comprehensive Technical Assessment Report that serves as the legal and analytical basis supporting adoption of the assessment and shall include detailed documentation regarding costs, benefit analysis, assessment methodology, parcel classifications, assessment calculations, legal assumptions, implementation procedures, and supporting exhibits. The report shall be suitable for presentation to the City Commission and, if necessary, for use in judicial proceedings.

B. The Consultant shall attend a meeting of the City Commission and present the completed

Technical Assessment Report, summarize the recommended assessment program, explain the proposed assessment roll, and obtain Commission concurrence before initiating the legislative adoption process.

• Draft Technical Assessment Report, including o Executive Summary o Legal Framework o Fire Service Description o Cost of Service Analysis o Benefit Analysis o Apportionment Methodology o Parcel Classification o Revenue Requirement o Assessment Rates o Policy Decisions o GIS Maps o Supporting Exhibits o Appendices

• City Review Draft Report

• Final Technical Assessment Report incorporating City feedback

• Executive Summary

• GIS Maps

• Supporting Data Appendices

• Electronic Calculation Workbook supporting all assessment calculations

3.7. Legislative Support and Program Implementation

A. The Consultant shall assist City staff and the City Attorney through completion of all statutory public hearings and certification of the assessment roll and in preparing all legislative documents necessary to implement the assessment program, including ordinances, resolutions, notices, certifications, and supporting exhibits. The Consultant shall coordinate with the Polk County

Property Appraiser, Polk County Tax Collector, and Florida Department of Revenue to ensure compliance with statutory requirements and successful placement of the assessment on the annual tax bill.

B. The Consultant shall attend required meetings of the City Commission and assist City staff during the public hearings required for adoption of the Resolution of Intent, Initial Assessment

Resolution, Assessment Ordinance, and Final Assessment Resolution, and shall provide technical testimony, respond to questions from elected officials and the public, and revise documents as necessary. Attendance at Commission workshops, meetings and public hearings shall be included in the base proposal.

• Coordination with Property Appraiser and Tax Collector

• Presentations at required public hearings

• Draft Resolution of Intent

• Initial Assessment Resolution

• Final Assessment Resolution

• Assessment Ordinance

• Annual Rate Resolution

• TRIM Notice Language

• Public Hearing Exhibits

• Assessment Roll Certification

• Final Certification Package to the Tax Collector

• Documentation of Compliance with Statutory Deadlines

3.8. Communications

A. The Consultant shall assist the City in communicating the proposed program to elected officials, stakeholders, and the public. The Consultant shall provide educational materials explaining the legal basis for the assessment, the methodology used, estimated impacts on property owners, and the City's implementation schedule.

B. The Consultant shall attend workshops, Commission meetings, and public hearings, present technical findings in an understandable manner, and respond to questions from elected officials and the public.

• Commissioner Decision Guide o Required policy decisions o Advantages and Disadvantages o Fiscal impacts o Legal implications o Timing

• Frequently Asked Questions

• Property Owner Fact Sheet

• Presentation graphics

• Representative Assessment Calculations for each major property classification

• Website Content

• Public Comment Summary Memorandum

3.9. Knowledge Transfer and Long-Term Support

A. The Consultant shall ensure that City staff possess the information, documentation, and analytical tools necessary to independently administer the assessment program following implementation.

The Consultant shall provide comprehensive training, calculation models, GIS databases, annual update procedures, and all source files developed during the project.

B. Because annual assessment updates are expected following implementation, the Consultant shall also identify the procedures, data requirements, and decision points necessary for future annual rate updates.

• Staff Training Sessions (minimum two)

• Annual Administration Manual

• Annual Update Procedures Manual

• Excel Rate Model and User Guide

• GIS Database

• Assessment Roll Database

• Electronic Project Files (Word, Excel, GIS, PDF)

• Source Data Files

• Final Project Close-Out Report

• Annual Assessment Update Checklist

3.10. Optional Services

Upon request, the Consultant shall provide additional services authorized through individual work orders, including annual assessment updates, expert witness services, litigation support, appeals assistance, annexation analyses, modifications to the assessment methodology, special studies, additional public engagement activities, additional Commission workshops, and other related consulting services requested by the City.

3.11. Deliverables

All deliverables shall be submitted in draft form for City review and comment. The City will have up to ten

(10) business days to review each draft deliverable unless otherwise agreed. The Consultant shall revise and resubmit deliverables within the timeframe established in the approved project schedule. Following receipt of the City's comments, the Consultant shall revise the deliverables as necessary and submit final versions acceptable to the City. Final acceptance of each task shall occur only upon written acceptance by the City.

Deliverables shall be provided in Microsoft Word, Excel, ESRI-compatible GIS formats, Adobe PDF, and other native electronic formats used in preparation of the deliverables.

4. PROPOSAL REQUIREMENTS

4.1. PROPOSAL REQUIREMENTS

Proposals must include:

Upload under Section 7 - Vendor Questionnaire, Question 3, Proposal Document

(use Question 7, Additional RFP Submittal Information for any other documents)

Executive Summary

Firm Qualifications

Relevant Florida Experience (at least three representative Technical Assessment Studies completed within the past 10 years). Identify:

o Municipality o Population o Year implemented o Current status o Whether legally challenged and Outcome of the litigation o Client contact information

Qualifications and Experience of Project Team (include resumes of project team members)

Project Approach including Knowledge Transfer and Long-Term Support

Work Plan

Schedule identifying all major tasks, milestones, Commission workshops, public hearings, statutory deadlines, City review periods, anticipated completion dates, and the proposed date for certification of the assessment roll. The schedule shall identify the critical path and assumptions regarding City review periods.

Litigation History

Identify:

o Challenges o Outcomes o Cases dismissed o Cases upheld

Upload under Section 7 - Vendor Questionnaire, Question 4, Sample Technical Study

Sample Technical Study

Upload under Section 7 - Vendor Questionnaire, Question 5, Sample Assessment Roll

Sample Assessment Roll

Upload under Section 7 - Vendor Questionnaire, Question 6, Fee Proposal

Fee Proposal

Separate pricing by task. The City prefers a lump-sum fee organized by task, with optional services identified separately. Proposals shall include:

o Lump-sum fee by task.

o Hourly rates for all personnel classifications.

o Optional services pricing.

o Reimbursable expenses.

o Assumptions regarding meetings, workshops, and public hearings included in the proposed fee.

Upload under Section 7 - Vendor Questionnaire, Question 9, W-9 (Request for Taxpayer Identification

Number and Certification)

Current W-9 (Request for Taxpayer Identification Number and Certification)

Upload under Section 7 - Vendor Questionnaire, Question 11, Hold Harmless Indemnification

Agreement

Indemnification 2026 Consultant (Attachment B) form signed and notarized.

Upload under Section 7 - Vendor Questionnaire, Question 12, Human Trafficking Affidavit

Human Trafficking Affidavit (Attachment G) signed and notarized.

Upload under Section 7 - Vendor Questionnaire, Questions 24.1 - 24.5, References

References (Minimum of 5) with Reference information including Organization/Business name and Contact name, phone, and email address).

5. SELECTION CRITERIA

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

5.1. Phase 1 - Written Proposals

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications & Firm Experience

Proven track record conducting fire assessment studies in Florida

Experience defending models against local administrative/legal challenges

Relevance and satisfaction of provided municipal client references

Knowledge of and experience with

Florida case law governing special assessments

Qualifications, experience and availability of key personnel

Compliance experience with Florida's two-pronged special assessment legal test

Data analytics experience for fire incident call distribution

Points Based 40 (40% of Total)

2. Technical Approach & Methodology

Defensible cost-apportionment models (e.g., historical vs. readiness-to-serve)

Clear plan for developing the certified assessment roll

Approach to knowledge transfer

Feasibility of project milestones matching statutory deadlines

Data analytics approach for fire incident call distribution

Points Based 30 (30% of Total)

3. Implementation Timeline & Schedule

Quality of public workshop and presentation schedules

Adequacy of proposed staffing/resources and staff hours dedicated to meet critical dates

Ability to meet applicable deadlines and critical milestones

Feasibility of the proposed schedule

Points Based 20 (20% of Total)

4. Cost Proposal & Fee Structure

Transparency of travel and administrative expense overhead

Cost breakdown per project milestone or phase

Competitiveness and reasonableness of the proposed compensation structure

Points Based 10 (10% of Total)

5.2. Phase 2 - Presentations and/or Interviews (At the City's Sole Discretion)

No. Evaluation Criteria Scoring Method Weight (Points)

1. Understanding of the City's Objectives and

Challenges

Understanding of the City's objectives

Understanding the Fire Assessment

Professional Consulting Services Requirements

Identification of key project challenges and risks

Understanding of the implementation requirements and timeline

Points Based 25 (25% of Total)

2. Technical Approach & Methodology

Proposed assessment development methodology

Data collection and analysis approach

Approach to developing and applying the proposed fire assessment methodology, including property classifications and allocation of assessable costs.

Development and testing of assessment calculations

Quality Control and Validation process

Approach to developing a technically and legally supportable study

Implementation Approach

Points Based 35 (35% of Total)

3. Project Team and Readiness

Roles and Responsibilities for key personnel

Demonstrated command of the project by proposed team members

Availability and capacity

Ability to coordinate with City employees

Ability to meet required milestones

Points Based 20 (20% of Total)

4. Presentation, Responses to Questions, and

Ability to Advise the City

Clarity of the presentation

Quality and completeness of responses to questions

Demonstrated command of the subject matter

Ability to explain complex technical issues

Ability to identify risks and alternatives

Ability to provide practical recommendations

Points Based 20 (20% of Total)

6. INSURANCE AND SAFETY REQUIREMENTS

6.1. 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:

6.2. 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.

6.3. 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.

6.4. 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.

6.5. 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.

6.6. 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

6.7. 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

6.8. 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.

6.9. 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.

6.10. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/293228/document?section=2822621

7. VENDOR QUESTIONNAIRE

It is the intent of the City to team with an outside vendor to procure a robust solution that meets the needs of the City as defined in this document.

Response to this RFP becomes the exclusive property of the City of Lakeland. Awarded Respondent’s deliverables and documentation throughout the course of this project become the exclusive property of the City of Lakeland. City Policies: As a general overall requirement, the Respondents of this RFP shall be required to comply with the City policies and procedures including, but not limited to: Standard

Contractual Provisions, Insurance Requirements, Indemnification, Safety Requirements, Consultant

Expense Reimbursement Policy, and the Florida Public Records Law.

7.1. Attest*

“I attest no City of Lakeland employee, their spouse, or child has an ownership stake in this organization.”

☐ Please confirm

*Response required

7.2. Proposal Validity and Acknowledgement*

THIS RFP SHALL BE VALID FOR SIXTY (60) DAYS FROM DATE OF OPENING.

The following RFP is in strict accordance with the City of Lakeland Request for Proposal No. 2026-RFP-

100, dated Friday, August 14, 2026 and all attachments as referenced therein.

“I hereby certify that I understand and am aware that 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 RFP, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Proposer'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

Proposers. 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."

☐ Please confirm

*Response…