For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/pembrokepines

OPERATION AND MANAGEMENT

OF THE BUILDING DEPARTMENT

REQUEST FOR PROPOSAL # AD-26-01

Issuance of Solicitation: Monday, September 14, 2026

Questions Due Date: Tuesday, October 20, 2026

Bid Submission Deadline: Tuesday, November 10, 2026

THE CITY OF PEMBROKE PINES

PROCUREMENT DEPARTMENT

8300 SOUTH PALM DRIVE

PEMBROKE PINES, FLORIDA 33025

(954) 518-9020

Table of Contents

1. NOTICE

2. GENERAL PROJECT INFORMATION & TIMELINE

3. PURPOSE AND BACKGROUND

4. SCOPE OF WORK

5. PRICE PROPOSAL / BID TABLE

6. SUBMITTAL DOCUMENTS

7. EVALUATION & SELECTION PROCESS

8. INSURANCE REQUIREMENTS

9. GENERAL TERMS AND CONDITIONS

Attachments:

A - List of Permit Types by Category (Minor, Median, & Major)

B - Specimen Contract - Building Department Services Agreement

C - Sample Insurance Certificate

RFP # AD-26-01 SECTION 1 - NOTICE Page 3

City of Pembroke Pines

SECTION 1 - NOTICE

Notice is hereby given that the City Commission of the City of Pembroke Pines is seeking sealed proposals for:

RFP # AD-26-01

Operation and Management of the Building Department

Solicitations may be found on the City of Pembroke Pines website under the Procurement

Department at http://www.ppines.com/index.aspx?NID=667, and may be downloaded directly from the OpenGov platform at https://procurement.opengov.com/portal/pembrokepines.

For Technical Support, proposers can reach the OpenGov Service Desk between 7:00 am to 10:00 pm from Monday through Friday via the following methods:

o Chat (preferred method): Click the button in the lower right-hand corner of the portal.

o E-mail: procurement-support@opengov.com o Phone: 1 (650) 336-7167

If additional help is needed with downloading the solicitation package please contact the

Procurement Department at (954) 518-9020 or by email at purchasing@ppines.com. The

Procurement Department hours are between 7:00 am to 6:00 pm on Monday through Thursday and is located at 8300 S Palm Drive, Pembroke Pines, FL 33025.

Bidders shall submit all questions regarding this bid via the City's e-Procurement Portal, located at https://procurement.opengov.com/portal/pembrokepines. Please note the deadline for submitting questions. All answers will be posted on the City's e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the bidder's responsibility to check the portal for updates. Only written responses issued through the OpenGov platform will be considered official for interpretations or clarifications.

Proposals will be accepted until 2:00 pm on Tuesday, November 10, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/232247.

Bid Opening: The sealed electronic proposals will be publicly opened at 2:30 pm, on the bid due date, by the City Clerk’s Office, in the City Clerk’s Office Conference Room located on the 4th

Floor in the Charles F. Dodge City Center/City Hall Administration Building, located at 601 City

Center Way, Pembroke Pines, Florida, 33025.

Virtual Bid Opening: In light of public health concerns and to ensure accessibility for all, the City encourages interested parties and the public to participate virtually via live streaming instead of attending the meeting in person. As a result, meetings may be a combination of in-person and virtual, all as provided by law. To virtually attend the bid opening, please use the Cisco Webex

Meetings platform.

Virtual Meeting Details:

http://www.ppines.com/index.aspx?NID=667 https://procurement.opengov.com/portal/pembrokepines mailto:procurement-support@opengov.com mailto:purchasing@ppines.com https://procurement.opengov.com/portal/pembrokepines/projects/232247

RFP # AD-26-01 SECTION 1 - NOTICE Page 4 o WebEx Meeting Link: https://ppines.webex.com/meet/purchasing o Cisco Webex Meeting Number: 717 019 586 o Join by Phone Number: +1-408-418-9388

The public may download the Cisco Webex Meetings app from https://www.webex.com/downloads.html/.

To ensure an efficient meeting process, participants are requested to mute their audio and camera during the meeting. While the public is welcome to attend the virtual bid opening, please note that active participation and commenting will not be allowed during the proceedings.

For further information about the bid opening or assistance in accessing the virtual meeting, please contact:

Ivan Ospinal or other Procurement Staff in the Procurement Department

City of Pembroke Pines

8300 South Palm Drive, Pembroke Pines, FL 33025

954-743-1434 or 954-518-9020 purchasing@ppines.com https://ppines.webex.com/meet/purchasing https://www.webex.com/downloads.html/ mailto:purchasing@ppines.com

RFP # AD-26-01 SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 5

SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE

2.1 Project Timeline

This contract shall be for an initial 5-year period with one (1) additional 5-year renewal terms.

2.2 Tentative Schedule of Events

Issuance of Solicitation (Posting Date): September 14, 2026

Pre-Bid Meeting (Non-Mandatory): October 6, 2026, 10:00am

Public Services Large Conference Room located at 8300 S. Palm Drive, Pembroke

Pines, FL 33025

Question Due Date: October 20, 2026, 6:00pm

Issuance of Final Answers to Questions: October 26, 2026

Bid Submission Deadline: November 10, 2026, 2:00pm

Bid Opening: Will be held at 2:30 pm on the day of bid submissions are due.

2.3 Non-Mandatory Pre-Bid Meeting/Site Visit

There will be a non-mandatory scheduled pre-bid meeting on Tuesday, October 6, 2026 at 10:00

am. Meeting location will be at the Public Services Large Conference Room located at 8300 S.

Palm Drive, Pembroke Pines, FL 33025

A. Proof of Attendance: Contractors may be required to sign in at any of the meetings to show proof of attendance. It is the Contractor’s responsibility to make sure that they sign in at the meeting.

2.4 Grant/Federal Funding

Not applicable for this project.

2.5 Proposal Security/Bid Bond

A Proposal Security shall not be required for this project.

2.6 Payment and Performance Bonds

Payment and Performance Bonds shall not be required for this project.

RFP # AD-26-01 SECTION 3 - PURPOSE AND BACKGROUND Page 6

SECTION 3 - PURPOSE AND BACKGROUND

3.1 Purpose

The City of Pembroke Pines is seeking bids from qualified firms, hereinafter referred to as the

Contractor, to provide the operation and management of the City's Building Department including

Plan Review and Inspection Services in accordance with Chapter 468, Part XII of the Florida

Statutes and, in accordance with the terms, conditions, and specifications contained in this solicitation.

3.2 Background

Pembroke Pines, Florida, ranked as the eleventh largest city among the state's four hundred plus municipalities and the second largest in Broward County, maintains a welcoming small-town ambiance that resonates with its residents. Located conveniently in southwest Broward County, the city provides seamless access to major highways, employment centers, entertainment venues, parks, golf courses, and a diverse array of dining and shopping options.

With a population of approximately 170,000 residents spread across 32.68 square miles, Pembroke

Pines is renowned as one of the best cities to live in America. The city boasts 28 superior parks, lush landscaping, and a distinctive South Florida charm that contributes to its natural beauty. Notably recognized as 2024's Best Place to Raise a Family in Florida, and 2024's Best City of Hispanic

Entrepreneurs by WalletHub, Pembroke Pines also earned a place as the on Money Magazine's esteemed Best Places to Live list in 2014, as the sole Florida representative, ranking in at #32 in the nation.

Incorporated in 1960, Pembroke Pines is celebrated as a safe and desirable community, having received accolades such as the All-America City designation. The city's commitment to arts and culture, exceptional schools, diverse population, numerous parks, and forward-thinking approach in an ever-evolving world make it a standout destination.

Pembroke Pines is also the home to the largest municipal-run charter school system in the nation, serving over 6,000 students across five separate campuses. The City’s award-winning charter school system is located in the Broward County School District, which is the sixth largest school district in the nation.

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 7

SECTION 4 - SCOPE OF WORK

4.1 General

It is the City's intent and the purpose of these specifications to secure a qualified firm to provide services for the operation and management of the Building Department, with a City-Provided

Leadership Model, in which the City will provide the Chief Building Official and Building

Department Operations Manager positions as City employees, and the Contractor shall be responsible for providing all other staff and making additional payments to the City to offset the costs associated with those positions. The Contractor will be required to perform the duties of the

Assistant Building Official, Trade Chiefs, Plan Reviewers, and Inspectors as defined in the Florida

Building Code, Chapter 1 Broward County Amendments (FBC, Chapter 1 BCA), and to issue permits, perform inspections and perform other Florida Building Code and statutory duties in the name of the City. The firm shall also provide all necessary administrative and clerical staff.

The successful Proposer shall be an independent contractor and the individual(s) assigned to work for the City by the Contractor shall be subject to the approval of the City and will not be a City employee(s), with the exception of the Chief Building Official and Building Department Operations

Manager positions which will be City employees.

4.2 Level of Service

As the amount of development and permits fluctuate, the City does not guarantee any certain level.

The Contractor understands that staffing may have to be adjusted accordingly from time to time.

As a result, the following historical information is provided for informational purposes only and may vary from month to month:

Completed Inspections

2025 Structural Electrical Plumbing Mechanical Total

January 2,614 562 234 166 3,576

February 2,120 442 295 218 3,075

March 2,528 471 254 186 3,439

April 2,179 542 221 187 3,129

May 2,565 544 288 214 3,611

June 2,594 697 371 246 3,908

July 2,399 548 187 168 3,302

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 8

August 2,098 560 221 153 3,032

September 2,103 537 236 167 3,043

October 2,327 563 230 198 3,318

November 2,030 461 209 185 2,885

December 2,495 491 245 200 3,431

Total 28,052 6,418 2,991 2,288 39,749

Permit Plan Review Assigned by Discipline

2025 Struct.

Online

Struct. Elect. Plumb. Mech. Private

Provider

Docs

Total

January 1,052 250 392 198 217 37 2,146

February 866 217 344 185 216 26 1,854

March 1,088 301 437 219 281 9 2,335

April 1,062 289 391 244 301 20 2,307

May 1,018 255 369 191 215 32 2,080

June 830 273 304 143 224 9 1,783

July 1,025 226 442 232 256 3 2,184

August 910 164 355 210 243 7 1,889

September 1,067 213 457 238 275 22 2,272

October 1,035 191 429 219 262 23 2,159

November 812 176 380 151 182 20 1,721

December 934 170 441 222 262 30 2,059

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 9

Total 11,699 2,725 4,741 2,452 2,934 238 24,789

Top 10 Permits by Volume Per Work Class (2025 Calendar Year)

Work Class Permit Count

Residential Re-Roof 1,933

Residential Windows/Doors/Shutters 1,924

Residential Revision after Permit Issued 835

Residential Fence 726

Residential Driveway/Patio/Walkway 477

Commercial Revision after Permit Issued 460

Residential A/C Change Out 423

Multi Family Unit Windows/Doors/Shutters 365

Commercial A/C Change Out 307

Commercial Re-Roof 272

Building Safety Inspection Program

Application Year (Calendar Year) Submissions

2023 646

2024 1,569

2025 158

4.3 Scope of Professional Services

The Contractor shall perform Professional Building Department Services for the City. Such services shall include, but are not limited to the following:

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 10

A. Review and process plans for issuance of building permits under the Florida Building Code, including applications for all required certificates, licenses and registrations. Plans review and inspection services shall include, but not be limited to structural, mechanical, plumbing and electrical, as well as providing all administrative documentation as required by governmental entities having jurisdiction as well as the City.

B. Review applications for compliance with submittal requirements, including contractor licensing and insurance, and other agency approvals.

C. Route applications to appropriate staff for discipline compliance reviews and comments.

D. Monitor review status to ensure prescribed and statutorily-required time limits are met.

E. Monitor, review and process permit applications for inactivity or expiration.

F. Review and evaluate permit fees and costs on a regular basis and provide analysis to City.

G. Process and enforce the 25 Year Building Safety inspection or affiliated program consistent with requirements of the FBC and applicable statutes.

H. Provide customer services to building contractors, architects, engineers, citizens, and applicants about construction projects, code questions, permitting and other related concerns.

I. Comply with statutes governing private providers and special inspectors as modified from time to time.

J. Inspect permitted construction within the City limits, for compliance with all applicable codes, ordinances, plans and/or specifications.

K. Generally perform inspections between 7:00 a.m. and 6:00 p.m. Monday through Thursday, except on an as needed basis as described in the Emergencies section below, and at such time as set forth therein or as requested by the City.

L. Prepare written reports of inspections and investigations of complaints and other reports, as may be reasonably required by the City, and maintain all related records.

M. Contractor shall review and maintain all records required by applicable federal agencies, including but not limited to the Federal Emergency Management Agency (FEMA), in association with the processing of building permits, in the format required by such agencies or any successor federal agencies.

N. Perform any other related services required by the City and all other governmental agencies having jurisdiction.

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 11

O. Coordinate relevant activities with the City's Planning and Economic Development

Department and consultants, the City's Fire Prevention Bureau, the City's Engineering

Division and City's Code Enforcement Division.

P. Coordinate activities with Broward County Board of Rules and Appeals and the Florida

Building Commission, as needed or required.

Q. Provide services with regard to Unsafe Buildings as described in Section 111 of the Florida

Building Code, inspect, post and record violations, participate in public hearings and provide support to the City as it pertains to unsafe structures.

R. Coordinate with the City's Code Compliance Division to provide Building Code Enforcement services and to participate in related special magistrate meetings as required.

S. Provide required support to the City’s Floodplain Administrator and enforce the provisions of the Florida Building Code and City Code of Ordinances related to Floodplain Management.

1. Conduct required analysis and determinations related to Chapter 152 (Flood Damage

Protection) of the City Code of Ordinances as it pertains to improvements and damage determinations.

T. Respond to Public Records requests as required.

U. Perform community outreach as it pertains to permitting activity and compliance with the

Florida Building code and associated statutes.

V. City shall provide, and the Contractor shall be required to utilize, the electronic permitting system, currently Tyler Enterprise Permitting and Licensing a.k.a. Tyler EnerGov

("Permit System"), to update and maintain daily inspections and inspections schedules as well as permit and plan review activities, which shall be updated by Contractor in real time.

1. The Contractor acknowledges that the Permit System allows permit applications and related materials to be submitted electronically by the public twenty-four (24) hours per day, seven (7) days per week.

2. The Contractor may perform work associated with this Agreement outside of the

Building Department’s established business hours, as necessary, provided that such work does not require or result in the Building Department offices being open to the public outside of the City’s normal operating hours. Under no circumstances shall the

Contractor open, staff, or provide in-person public services at the Building Department offices outside of the City’s established business hours unless expressly authorized in writing by the City.

W. Contractor shall be responsible to provide all necessary equipment required for the performance of services under this Agreement, including but not limited to computers, RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 12 cellular devices, peripherals, and related hardware and software (with the exception of the

Permit System).

X. Contractor shall be solely responsible, at its own expense, to provide internet services, telephone landlines and related service as needed in the performance of this agreement, except as otherwise expressly provided herein:

1. The City shall provide electricity for use by the Contractor within the Building

Department offices at City Hall.

2. The City shall provide janitorial services for the leased area for the Building Department offices at City Hall.

3. The City shall provide technological support for the City provided Permit System.

Y. Website Content and Public Information Management: Contractor shall create and maintain educational videos to supplement the existing Frequently Asked Questions section within the City's website. The videos shall be meant to address questions pertaining to the public’s ability to work with the Building Department.

1. The Contractor shall be required to develop, maintain and manage the Building

Department’s section of the City’s official website and related public information resources in a manner that is clear, accurate, informative, customer-friendly, and easy to navigate, with the objective of improving the public's ability to understand Building

Department requirements, locate information, and efficiently conduct business with the

City. The Contractor shall be solely and fully responsible for the ongoing maintenance, accuracy, and updating of the Building Department website content and related public information resources.

2. Such responsibilities shall include, but not be limited to, developing and maintaining educational and informational content, providing and updating instructional and educational videos, managing and updating the Frequently Asked Questions (FAQ) section, and addressing matters related to the public’s ability to interact with and conduct business with the Building Department.

3. The Contractor shall coordinate and work collaboratively with the appropriate City departments to obtain any necessary data, documentation, or supporting information required to enhance the website content and ensure the delivery of accurate, useful, and timely information to the public.

Z. Perform these duties during normal business hours or as may be altered by mutual agreement. During such regular business hours, all telephones at Contractor's office shall be answered personally.

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 13

AA. Provide priority and expedited permitting services for all state and federally funded housing programs.

BB. Contractor shall provide personnel in each discipline who shall be able to respond within one (1) hour (24 hours/day/7 days/week) to any type of emergency call-out by the

City's Fire Rescue, Law Enforcement or any authorized City representative.

CC. In order to ensure public safety, response to hazards, nuisances, and Florida Building

Code violations, reports will be performed within one (1) business day of receiving notice.

The Contractor shall provide an inspector to meet this "on call" requirement.

4.4 Emergencies

During a declared state of emergency, and the direction of the City, the Contractor shall be responsible for staffing the City's Emergency Operations Center (EOC) when operational and assisting with damage assessment and safety inspections. Emergency services will be reimbursable at direct cost with no markup. The Chief Building Official shall have immediate access to building plans and other essential building information.

1. Contractor shall work with the City during post disaster (natural or man-made) times, in restoring Plan Review and Inspection Services pursuant to the Florida Building Code and executive orders of the Governor. Contractor shall provide personnel to assist with damage assessment teams. Contractor shall serve as a resource and consultant in the relevant discipline areas, assisting the operational decision-making process and performing other duties as deemed necessary to restore overall safety and services.

2. Contractor shall comply with all statutory requirements pertaining to emergency response as amended from time to time.

4.5 Plan Review and Inspections

Contractor shall utilize City's Permit System for all plan reviews. Plan review timeframes set forth herein shall apply to complete permit applications, defined as applications that include all required documents, information, and fees necessary to perform a full and substantive review. Incomplete applications shall not be subject to the review timelines until all deficiencies have been addressed and the application is deemed complete by the Building Department. Upon initiation of a review cycle for a complete application, plan reviews and comments, including initial reviews and all sub-sequent re-reviews, shall be completed in accordance with the following schedule, unless a more expedited review timeline is required under Florida law, at which point the Parties shall endeavor to amend the Agreement:

Building Permits (Minor) 3 Business Days

Building Permits (Median) 6 Business Days

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 14

Building Permits (Major) 10 Business Days

25 Year Building Safety Inspection Program (Monitoring) 10 Business Days

A. Owner-builder permit applications shall be granted one (1) additional day for review.

B. After the fact permit applications shall be granted one (1) additional day for review.

1. Per City policy, after the fact permits shall be processed by a licensed professional and not processed via an owner-builder application, unless authorized by the Chief Building

Official.

C. A permit shall be deemed expired after one hundred eighty (180) calendar days from the date of the last action or notification from the Building Department.

D. Once a permit has been issued, the applicant has one hundred eighty (180) calendar days to pass or partial pass an inspection; once the permit has passed or partial passed the first inspection, the permit must pass or partially pass within ninety (90) calendar days. Failure to comply may result in the permit being deemed expired.

E. Reactivation of an expired permit application may be permitted at the discretion of the Chief

Building Official.

F. Inspection Scheduling and Timeframes:

1. Inspection requests shall be submitted by the applicant or their representative to the

Building Department by phone (voicemail), email, in person, or online via the Permit

System.

2. The applicant also has the ability to request an inspection date in the future.

3. Inspection requests received prior to 3:00 PM (EST) on a business day shall be scheduled for the next business day, unless a later date is requested by the applicant.

4. Inspection requests received at or after 3:00 PM (EST) shall be scheduled for the second business day following the request, unless a later date is requested by the applicant.

5. All inspections performed under this Agreement shall be conducted on the scheduled inspection date.

G. Inspection services shall be conducted in accordance with all applicable federal, state, and local laws, rules, regulations, directives, codes and ordinances.

H. “Business Day” and “Normal Operating Hours” shall be defined as Monday through

Thursday from 7:00 AM to 6:00 PM and shall not include City recognized holidays.

I. Plan review submissions may be submitted electronically or via paper.

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 15

J. Plans review time shall begin once all submission requirements have been met and plans are distributed for review by the Contractor’s Review Coordinator. Plan reviews shall comply with all statutory timelines.

K. Contractor shall notify the City's Contract Manager in writing of any issues or concerns affecting plan review or inspection activities relating to the City’s Permit System/Software.

L. The Contractor may submit recommendations for enhancements, modifications, or improvements to the City’s Permit System Software for the City's review and consideration.

Any such recommendations shall be subject to the City's sole approval. The Contractor acknowledges that any proposed changes must comply with applicable laws, regulations, and

BORA (Board of Rules and Appeals) approved policies and procedures.

M. Performance timeframes are set for plan review for the Contractor-controlled building staff;

Contractor is not responsible for City staffed departments (Fire, Zoning. and Engineering).

N. "Building Permits (Minor)" shall be defined as permit applications that are reviewed by one or two reviewers and specifically recognized in Attachment A.

O. "Building Permits (Median)" shall be defined as permit applications that are reviewed by multiple reviewers with an expanded scope for commercial and residential projects and that are not specifically listed under the minor or major category and specifically recognized in

Attachment A.

P. "Building Permits (Major)" shall be defined as complex projects typically for new construction or interior buildouts and specifically recognized in Attachment A.

Q. Level of Service: The City's Contract Manager will continuously monitor the performance of the Contractor to ensure compliance with the average plan review and inspection timelines as noted above.

4.6 Staff Qualifications and Requirements

A. There will be a City-Provided Leadership Model, in which the City will provide the Chief

Building Official and Building Department Operations Manager positions as City employees:

1. Chief Building Official: Must meet the requirements and qualifications set forth in the

Florida Building Code, Chapter 1 Broward County Amendments (FBC, Chapter 1 BCA), and hold a License from the State of Florida, Department of Business and Professional

Regulation as a Chief Building Official, and County Certification.

2. Building Department Operations Manager: Shall be responsible for the day-to-day operations of the department and responsible for managing non-licensed individuals. The

Operations Manager shall also act as a liaison with other City departments, ensure all noticing procedures, and evaluate permit fees and invoicing.

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 16

B. In addition to any requirements otherwise set forth herein, Contractor shall provide the necessary and appropriate personnel to ensure the performance of this Agreement, and such personnel shall satisfy the following requirements:

1. Assistant Building Official: Must meet the requirements and qualifications set forth in the Florida Building Code, Chapter 1 Broward County Amendments (FBC, Chapter 1

BCA), and hold a License from the State of Florida, Department of Business and

Professional Regulation as a Chief Building Official and County Certification.

2. Trade Chiefs (Chief Electrical, Chief Mechanical, Chief Plumbing and Chief

Structural): Must meet the requirements and qualifications set forth in the Florida

Building Code, Chapter 1 Broward County Amendments (FBC, Chapter 1 BCA), and hold a License from the State of Florida, Department of Business and Professional

Regulation as an Inspector in the specific trade with a minimum of two years' experience in Broward County and one year experience as a Plans Examiner in Broward County, and

County Certification.

3. Plans Examiners (Electrical, Mechanical, Plumbing and Structural): Must meet the requirements and qualifications set forth in the Florida Building Code, Chapter 1

Broward County Amendments (FBC, Chapter 1 BCA), and hold a License from the State of Florida Department of Business and Professional Regulation as licensed under the respective discipline practiced, and the ability to achieve County Certification.

4. Field lnspectors (Electrical, Mechanical, Plumbing and Structural Inspectors): Must meet the requirements and qualifications set forth in the Florida Building Code, Chapter 1

Broward County Amendments (FBC, Chapter 1 BCA), and hold a License from the State of Florida Department of Business and Professional Regulation as licensed under the respective discipline practiced, and the ability to achieve County Certification.

C. Dedicated Personnel: The Assistant Building Official, and all Trade Chiefs (Electrical, Mechanical, Plumbing, and Structural) shall be dedicated full-time (100%) exclusively to the City of Pembroke Pines. The Contractor shall provide, at a minimum, the following dedicated personnel: two (2) Structural Plans Examiners and one (1) Electrical Plans

Examiner; and four (4) Structural Field Inspectors, two (2) Electrical Field Inspectors, one

(1) Plumbing Field Inspector, and one (1) Mechanical Field Inspector. Such personnel shall not be assigned to, perform services for, or otherwise support any other contract, jurisdiction, municipality, or governmental agency during the term of this Agreement. These positions shall not be shared, rotated, or utilized in a dual-role capacity, whether on a full-time, part-time, temporary, acting, or interim basis, unless otherwise expressly approved in writing by the City’s Contract Manager. Notwithstanding the foregoing, Trade Chiefs may, on a limited and temporary basis, provide technical assistance or support across disciplines, provided they

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 17 possess the appropriate qualifications and certifications. Such assistance shall not relieve the

Contractor of its obligation to maintain fully staffed, dedicated positions for each required role and discipline at all times, unless otherwise expressly approved in writing by the City’s

Contract Manager. All Dedicated Personnel shall be physically present and perform their duties from the Building Department located within the City of Pembroke Pines City Hall during their regularly scheduled working hours to ensure accessibility to customers, contractors, residents, and City staff.

D. Dual Roles: With the exception of the Assistant Building Official, who may also serve as a

Trade Chief, each position identified above shall be filled by a separate, dedicated individual.

Dual roles are not permitted for the Trade Chiefs, Plans Examiners, and Field Inspectors, who shall each function exclusively within their assigned discipline. A single individual shall not serve concurrently in more than one role, nor across multiple disciplines. Specifically, each inspection discipline (Electrical, Mechanical, Plumbing, and Structural) shall have at least one dedicated Trade Chief, and no individual may act as a Chief for more than one discipline. The Contractor shall provide sufficient qualified personnel to meet this requirement at all times during the term of the Agreement. Contractor shall not assign or permit any individual designated to serve in one of the minimum required positions identified in this section to simultaneously serve in another designated minimum required position, unless expressly approved in writing by the City's Contract Manager. Any temporary cross-disciplinary assistance shall not be construed as fulfilling minimum staffing requirements, unless expressly approved in writing by the City's Contract Manager. Failure to maintain required staffing levels shall be subject to liquidated damages as set forth in Subsection H below.

E. Additional Building Department Staff: This shall include but is not limited to team supervisors, plan review coordinators, permit technicians, customer service agents and a certificate of occupancy (CO) clerk. The contractor shall maintain sufficient department staff to intake and route plans and applications, prepare certificates, scan all documents including plans in keeping with the established procedures, scan documents and plans not scanned initially within 30 days of final inspection for archives.

F. Staffing Continuity and Replacement: The Contractor shall maintain continuous staffing for all dedicated positions identified herein and supplement staff beyond the minimum dedicated staff to meet the changes in volume. The Contractor shall notify the City’s

Contract Manager, in writing, of any known, anticipated, or actual staffing changes affecting dedicated personnel, including but not limited to absences, vacancies, resignations, terminations, or reassignments. Such notification shall be provided as soon as practicable, but no later than twenty-four (24) hours after the Contractor knew or should have known of the change, and in advance where such changes are anticipated. In the event that any such

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 18 individual becomes unavailable due to vacation, illness, incapacity, suspension, resignation, termination, or any other reason, the Contractor shall provide a qualified replacement. All replacement personnel shall meet or exceed the minimum qualifications, licensing, and certification requirements set forth in this Solicitation and shall be subject to review and approval by the City prior to assignment. Qualified replacements, acceptable to the City, must be provided in accordance with the replacement timeframes listed below. The replacement timeframe shall commence at the time the Contractor knew or should have known of the absence, vacancy, or inability of the assigned individual to perform the required duties.

1. Temporary Absence (five (5) business days or less): A qualified replacement shall be provided within twenty-four (24) hours of the absence.

2. Extended Absence (greater than five (5) business days): A qualified replacement shall be provided within seventy-two (72) hours of the absence.

3. Permanent Vacancy (resignation, termination, or removal): A permanent qualified replacement shall be provided within ten (10) business days of the vacancy.

G. No Degradation of Service: At no time shall staffing changes, absences, or vacancies result in a reduction in service levels, inspection capacity, plan review timelines, or regulatory compliance. The Contractor shall remain fully responsible for meeting all performance requirements under this Agreement.

H. Enforcement and Remedies: Repeated or chronic staffing deficiencies shall constitute a material default of this Agreement. Except where immediate termination is authorized under this Agreement or applicable law, the City shall utilize the following progressive enforcement process:

1. Step 1 - Notice of Deficiency: Upon identifying a staffing deficiency or other performance failure, the City may issue written notice describing the deficiency and the corrective action required.

2. Step 2 - Liquidated Damages: If the deficiency is not corrected within the applicable replacement timeframe or otherwise continues, the City may assess liquidated damages as specified elsewhere in the Agreement. Assessment of liquidated damages shall continue until the deficiency is corrected.

3. Step 3 - Notice to Cure: If deficiencies continue, recur, or demonstrate a pattern of non-performance, the City may issue a formal Notice to Cure specifying the deficiencies and providing a reasonable period, not to exceed ten (10) calendar days unless otherwise determined by the City, to fully cure the default.

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4. Step 4 - Additional Remedies: If the Contractor fails to timely cure the default, the City may exercise any remedies available under the Agreement or at law, including but not limited to:

a. Withholding of payment for affected services;

b. Requiring corrective action plans;

c. Procuring substitute services at the Contractor's expense where permitted by law; and

d. Termination of the Agreement for Cause.

5. Notwithstanding the foregoing, nothing herein shall limit the City’s right to immediately terminate this Agreement for cause without prior notice or opportunity to cure where permitted by law, including but not limited to fraud, criminal conduct, abandonment of services, loss of required licensure, loss of required insurance, actions that create an imminent threat to public health, safety, or welfare, or any other material breach for which immediate termination is authorized under this Agreement or applicable law.

I. Liquidated Damages – Dedicated Staffing: The parties agree that failure to maintain required dedicated staffing levels for the Assistant Building Official or any Trade Chief will result in damages to the City that are difficult to ascertain with certainty, including but not limited to delays in permitting, inspections, regulatory compliance, and public service delivery.

1. Accordingly, the Contractor agrees to the following liquidated damages, which are agreed to be reasonable and not a penalty.

a. Liquidated damages shall apply separately to each vacant or improperly staffed position.

b. Liquidated damages shall be assessed in addition to, and not in lieu of, any other remedies available to the City under the Agreement or at law.

c. Assessment of liquidated damages is intended to encourage timely compliance and shall not constitute the exclusive remedy available to the City. The assessment or acceptance of liquidated damages shall not waive the City's right to require immediate correction of the deficiency, issue a Notice to Cure, withhold payment, terminate the Agreement for Cause, or pursue any other remedy available under the

Agreement or applicable law.

d. The City’s decision to assess or not assess liquidated damages for any specific occurrence shall not constitute a waiver of the City’s right to enforce this provision for subsequent occurrences.

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2. Liquidated damages shall accrue per dedicated position, per calendar day, beginning immediately upon expiration of the applicable replacement timeframe set forth in

Subsection E above, and shall continue until the position is filled with a qualified individual approved by the City's Contract Manager and in full compliance with the requirements of this agreement, based on the schedule below:

a. Assistant Building Official - $1,500 per calendar day

b. Each Trade Chief (Electrical, Mechanical, Plumbing, Structural) - $1,000 per calendar day

c. Each Plans Examiner - $500 per calendar day

d. Each Field Inspector - $500 per calendar day

3. For purposes of this section, a position shall be deemed “vacant or improperly staffed” if it is unfilled, filled by an individual who has not been approved by the City, does not meet the required qualifications, or is assigned in violation of the “No Dual Roles” or

“Dedicated Personnel” requirements.

J. Biennially Recertification: All personnel shall be certified and recertified biennially by the

Broward County Board of Rules and Appeals in accordance with Section 103 of the FBC-

BBCAP and State Law. Contractor shall provide documentation to the City's Contracts

Division upon execution of this Agreement, and upon staff changes thereafter, and prior to performing reviews or inspections.

K. City's Right to Require Personnel Changes: The City Manager shall have the right to require Contractor to change any personnel working on City projects upon providing

Contractor with ten (10) days written notice.

L. Contractor or City Right to Request Changes to Staffing Levels: The Contractor shall have the ability to request changes to required staffing levels and/or roles, by providing clear documentation displaying how customer service levels, operational efficiency, and all contractual performance levels will be maintained with fewer personnel. The proposal must clearly outline why the reduction is necessary and how performance, including all service levels, inspection capacity, plan review timelines, regulatory compliance, and other contractual obligations will be maintained. Any request to reduce staffing levels shall also include a proposed adjustment to the Contract price that reflects the reduced staffing commitment. The City may also initiate a review of the required staffing levels when there has been a significant and sustained change in workload, permit activity, statutory requirements, development activity, or other operational conditions that materially affect the staffing needs of the Building Department. In such cases, the City may request that the

Contractor evaluate and submit a proposal for revised staffing levels and a corresponding

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 21 adjustment to the Contract price, if appropriate. The City reserves the right to independently evaluate the proposed reduction and negotiate a corresponding reduction in compensation if it determines that the reduced staffing levels decrease the Contractor’s cost of providing the

Services. The City’s Contract Manager must reply in writing to Contractor’s request within ten (10) working days. Approval of any staffing reduction shall be at the sole discretion of the City and shall be conditioned upon execution of a written amendment adjusting the

Contract price and any other affected terms and conditions. Approval of any staffing adjustment shall be at the sole discretion of the City.

4.7 Equipment and Personnel

A. Equipment

1. All of the Contractor's equipment utilized for this Agreement, if any, shall be in good operating condition and provided with all needed maintenance to sustain sound operational condition for the duration of the Agreement, subject to inspection and approval by the City.

B. Vehicles

1. The Contractor shall provide and maintain all vehicles necessary to perform the services set forth herein. All such vehicles shall be Contractor-owned, leased, or rented, unless otherwise expressly approved in writing by the City.

2. The use of employee-owned, employee-leased, or employee-rented vehicles (collectively, “personal vehicles”) is prohibited unless expressly authorized in writing by the City. Any such approved personal vehicles must comply with all requirements of this Agreement, including, but not limited to, identification, insurance, and safety standards. The use of removable or magnetic decals alone shall not be permitted unless specifically approved by the City.

3. All vehicles shall be maintained in good repair, kept clean, free from damage and leaking fluids, properly registered, and in safe operating condition at all times. Vehicles shall be of uniform color and shall display, on each side, the Contractor’s company name, a unique vehicle identification number, and clear identification indicating that the

Contractor is performing services for the City of Pembroke Pines. Such identification shall be in lettering not less than three (3) inches in height.

4. All vehicles shall bear both the Contractor’s name and the City of Pembroke Pines identification (e.g., logo or approved designation) to clearly indicate that services are being performed on behalf of the City. The Contractor shall submit a mock-up of all proposed vehicle markings, including placement, size, and design, to the City’s Contract

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Manager for review and approval prior to implementation. Approval of such markings shall be at the sole discretion of the City’s Contract Manager.

5. Vehicles displaying the City of Pembroke Pines name, logo, or other identifying markings shall be used solely for the performance of services under this Agreement and shall not be used in connection with any private provider services or other non-City business.

C. Personnel

1. Contractor's Personnel shall adhere to the following requirements:

a. While performing services under this Agreement, all personnel shall wear a uniform shirt with the Contractor's logo and shall wear a City identification tag.

b. While performing services under this Agreement, all personnel shall be equipped with communication equipment, including, but not limited to cellular telephones. A list of all cellular telephone numbers of such personnel shall be submitted to the City

Manager, or City Manager's designee, upon execution of the Agreement and such list shall be updated and provided to the City on a regular basis.

c. All personnel performing services under this Agreement shall be fluent in English and

Contractor shall require at least two staff members who are fluent in Spanish to be present in the office at all times during regular business hours.

d. During the term of this Agreement, no individual performing services under this

Agreement shall provide, perform, supervise, review, inspect, or otherwise participate in any private provider services for any project located within the City of Pembroke

Pines. Contractor personnel shall not perform private provider services on any project that could reasonably create a conflict of interest with their duties under this

Agreement, including projects requiring coordination, review, or inspection by the

City of Pembroke Pines. In addition, Contractor personnel, assigned to the City, shall not perform building department services for another agency or private provider services at any time between Monday through Friday between 7:00 am and 6:00 pm.

Furthermore, Contractor personnel shall not perform building department services for another agency or private provider services while utilizing equipment or vehicles displaying the City of Pembroke Pines' name, logo, or other identifying markings, or otherwise representing themselves as acting on behalf of the City of Pembroke Pines.

Contractor personnel assigned to the City shall devote sufficient time and attention to the performance of services under this Agreement and shall not engage in outside employment or professional activities that materially interfere with their assigned duties, availability, or responsiveness to the City. This prohibition applies regardless

RFP # AD-26-01 SECTION 4 - SCOPE OF WORK Page 23 of whether the services are performed through the Contractor, another company, as an independent contractor, or in any other capacity.

4.8 Hours of Operation

Contractor shall maintain fully-staffed business hours equal to, but not less than, the City's business hours of 7:00 a.m. through 6:00 p.m., Monday through Thursday. Contractor may, but shall not be expected to perform services under this Agreement on those days in which City Hall is otherwise closed for business, so long as the services do not require the public to access City Hall. The Parties acknowledge that the City may, in its sole discretion, transition to a five (5) day work week. In the event of such a transition, Contractor shall continue to perform services under this Agreement during the City's regular business hours, as may be amended from time to time.

4.9 Observed Holidays

A. New Year's Day

B. Dr. Martin Luther King Day

C. President's Day

D. Memorial Day

E. Juneteenth

F. Independence Day

G. Labor Day

H. Veteran's Day

I. Thanksgiving Day

J. Day After Thanksgiving

K. Christmas Day

4.10 Local Office at City Hall

A. The City has allocated office space to the Contractor within City Hall for use by the Building

Department, consisting of approximately 4,768 square feet (“Office Space”). The Contractor shall rent, utilize, and fully staff the Office Space to perform the services required under this

Agreement.

B. The Contractor’s use of the Office Space shall be required and limited to activities directly related to the performance of services under this Agreement and shall be subject to all applicable City policies, procedures, and security requirements.

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C. This Office Space shall also be shared with the City-Provided Leadership, which includes the

Chief Building Official and Building Department Operations Manager City-employee positions.

4.11 No Onsite Solicitation and Conflicts of Interest

A. The Contractor shall not create an express, implied or appearance of a conflict of interest in any location relative to Contactor's ability to ethically and adequately carry out its duties, responsibilities, and obligations to the City during the performance of this Agreement. In furtherance of this commitment, Contractor hereby agrees as follows:

1. Contractor shall not solicit work from private citizens, individuals, businesses, or others nor create a conflict of interest or the appearance of a conflict of interest in any location relative to their duties and responsibilities in their performance of this Agreement.

2. Contractor shall not represent private clients at a public hearing in the City or appear before the City Commission or any of its advisory boards or bodies established pursuant to Chapter 32 of the City's Code of Ordinances representing private clients.

3. Contractor shall not provide consulting services to any private party or client regarding any matter that may otherwise be subject to the scope of services performed by

Contractor in accordance with this Agreement.

4.12 Payment Processing, Revenue Reconciliation, and Invoicing

The City utilizes an integrated, multi-step payment processing and reconciliation framework to ensure accuracy, transparency, and proper allocation of permit-related revenues.

A. Permit Revenue Collection from Customers: The Contractor shall be responsible for ensuring that all applicable fees and payments are properly assessed and collected from permit applicants in accordance with City ordinances, policies, and procedures.