Pavement_Management_System_(Addendum_#4_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP25-0180

PAVEMENT MANAGEMENT SYSTEM

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

PAVEMENT MANAGEMENT SYSTEM

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / PERFORMANCE BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Pavement Management System

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINTS CONSIDERING SOCIAL, POLITICAL, OR

IDELOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE

Attachments:

A - Exhibit 1 - Contract

1. INTRODUCTION

1.1. Summary

The City of Orlando (referred to as "City") is seeking to retain the services of a qualified consultant to implement a pavement management system. The City currently uses the

PAVER program from the American Public Works Association, but may consider other pavement management systems as proposed by the consultant. The consultant will be responsible for the collection of pavement surface condition data and the initiation of the program.

1.2. Background

The City of Orlando is a 111.2 square mile area that covers a total of 71,140 acres. With its central location in the region and the State, Orlando is easily accessible from Interstate

4, Florida Turnpike, East/West Expressway and the Beach line Expressway.

The Mission of the City of Orlando is to enhance the quality of life in the City by delivering public services in a knowledgeable, responsive and financially responsible manner.

1.3. Contact Information

Direct inquiries to the following:

Cindy Jordan, C.P.M.

Purchasing Agent III

400 South Orange Ave

Orlando, FL 32801

Email: cynthia.jordan@orlando.gov

Phone: (407) 246-2367

Department:

Streets and Stormwater

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date May 14, 2025 mailto:cynthia.jordan@orlando.gov tel:(407)246-2367

Pre-Proposal Meeting (Non-

Mandatory)

May 21, 2025, 1:30pm

JOIN THE VIRTUAL PRE-PROPOSAL

MEETING

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhO

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2%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d

Dial in by phone

+1 321-247-7568,,266276159# United

States, Orlando

Find a local number

Phone conference ID: 266 276 159#

Join on a video conferencing device

Tenant key: cityoforlando@m.webex.com

Video ID: 117 341 523 2

Question Submission Deadline June 2, 2025, 5:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d mailto:cityoforlando@m.webex.com

Proposal Submission Deadline August 11, 2025, 2:00pm

JOIN THE VIRTUAL BID OPENING

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_MjJjNzRmOTMtODU5

Zi00MDUyLWIyNTItNTMxZjkwMWU1ZmZl

%40thread.v2/0?context=%7b%22Tid%22

%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d

Dial in by phone

+1 321-247-7568,,303859293# United

States, Orlando

Find a local number

Phone conference ID: 303 859 293#

Join on a video conferencing device

Tenant key: cityoforlando@m.webex.com

Video ID: 117 875 533 4

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

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2. Direct link to the City's e-Procurement Portal:

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

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City to award a Contract to a Consultant for six (6) months; five (5) months for initial inspection and data gathering, and one (1) month for creating the end result.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. Description of Project

The City of Orlando (referred to as "City") is seeking to retain the services of a qualified consultant to implement a pavement management system. The City currently uses the PAVER program from the

American Public Works Association, but may consider other pavement management systems as proposed by the consultant. The Consultant will be responsible for the collection of pavement surface condition data and the initiation of the program.

4.2. Scope of Services and Technical Requirements

As set forth in this RFP, Proposals shall conform to the scope of services and technical requirements as set forth herein.

A. The City is seeking to retain the services of a qualified Consultant to implement a pavement management system. The City currently uses the PAVER program from the American Public Works

Association, but may consider other pavement management systems as proposed by the Consultant.

The Consultant will be responsible for the collection of pavement surface condition data and the initiation of the program.

B. The City’s road network varies in its structural composition and includes flexible and rigid pavements. Pavement condition data must be gathered in a sound, systematic and reproducible manner to ensure consistent and accurate results for all City maintained pavements.

C. The Consultant shall:

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

1. Collect pavement condition data for approximately 1,050 lane miles of City streets; Annexed and additional mileage added on to contract

a) Additional miles for annexed or added roads to be added at unit price of contract, per mile.

2. Collect data and measure the surface condition of approximately 55 centerline miles of brick surface streets; in accordance with the PASER method, or other standard as proposed by the consultant.

3. Provide Pavement Condition Index (PCI) values for all roadway segments, which shall be determined by most efficient and accurate method, in accordance with ASTM D6433.

4. Determine the length and width of each road segment and provide this information to the City in a user-friendly GIS format.

5. Provide periodic updates on pavement condition for City streets, as needed.

6. Acquire other pavement related data and configure the system as required to generate multi-year pavement rehabilitation programs that reflect the City’s policies and practices.

7. Upload all data to the City’s computer network in a format which is compatible with the most current version of MicroPAVER, Cityworks, Cartegraph (Software), or other pavement management systems as proposed by the consultant.

8. Create a new File Geodatabase (Line Type) containing each surveyed pavement segment and the attribute data listed above. City Staff will supply a copy of the Street Centerline File Geodatabase for reference.

For the purposes of linking the new File Geodatabase to existing GIS layers and the Paver Database, this File Geodatabase should include the following:

a) The Segment ID of the corresponding segment in the Street Centerline File Geodatabase.

b) The Street Name of the segment (including the cross streets at the start and end of the segment) in the appropriate format to match the Street Centerline File Geodatabase. This includes separate fields for the street Direction, Name, and Suffix.

c) The Date the data is observed.

9. Provide a written report documenting the work done and summarizing the key findings of the project;

on a monthly basis and also at the time of each invoice submission.

10. Produce the template for an annual pavement report to be submitted at the end of each calendar year documenting work performed, results of the work program, budget level analysis, strategies for the upcoming year and other related information; and

11. Prepare and implement a five-year strategy to accomplish a frequency for future reassessment of pavement surface conditions.

12. Prepare data and documentation for PCI predictive futures and fiscal impacts of strategies including industry termed “worst first”, “best first” along with documentation illustrating the budgetary requirements for the program to maintain current PCI score, to improve to a determined score, or to eliminate current backlog.

4.3. Work Program and Fee Schedule

Phase 1

Task 1: Project Kick-Off

Objectives:

1. Conduct a Project Kick-Off meeting to initiate the project.

2. Acquire data necessary to initiate fieldwork including City GIX street centerline file.

Deliverable

1. Minutes of Meeting documenting relevant items discussed, and decisions taken at the Project Kick-

Off Meeting

2. Finalized Project Communication Plan

Task 2: Prepare for Fieldwork / GIS Integration

1. Prepare all necessary maps and databases required for efficient and accurate collection of field data per ASTM D6433 and approved data collection method.

2. Configure the data collection vehicle (if applicable) to meet the requirements of the project, including the creation of a calibration site.

3. Obtain approval of camera angles/views in digital imagery from City staff to capture GPS (sub-meter) location of each representative pavement distress per segment.

Assumptions:

The network definition (e.g. the Street Name and From/To Termini descriptions) from the existing pavement database will be maintained and ported to the Pavement Management database.

GIS Requirements

The Pavement Management Database will need to be compatible with SQL Server 2009. Server location and setup is TBD.

The Section ID numbers should be intelligently numbered to correspond to Street Name and well-spaced as to accommodate additional Sections for future segment splits.

In addition to the standard shapefile/s to be set-up and connected to the Pavement Management data, we require a new, separate ESRI File Geodatabase/s that will allow us to calculate:

1. The lane mileage for the entire City of Orlando (within ½ mile accuracy).

2. The pavement area of each Pavement Management Section. The areas should include separate calculations differentiating the main pavement area (i.e. pavement length by pavement width) and the curb return radius areas at the ends of each segment.

You can develop the best type of File Geodatabase/s to capture this information, be it polygons or lines, as long as the Sections are properly divided and given their proper Section ID number. The File

Geodatabase/s need not contain every captured field for the pavement survey, but contain a minimal amount of fields to calculate the information needed for Lane Miles and Section area, and joinable to the rest of the Pavement Management data base fields via the Section ID number as needed.

The City of Orlando Street Centerline File Geodatabase will be provided by City staff, which will be used only to reference the coordinate system as well as the street names, whose spelling and format is to be mimicked. City staff will provide updates of this File Geodatabase periodically as it is populated with new streets, or any street names are changed. City staff will also provide aerial photographs, though it is of utmost importance that this data is never shared with any person or agency outside of this project, as that would violate copyright.

Deliverables:

1. Maps and Field Book prepared for field work

2. Prior to full scale field collection, meet with City staff on 10 example segments to come to agreeance on scoring and distress collection results.

3. Data collection vehicle configuration to collect geo-located digital imagery to meet the requirements of the project (if applicable)

4. Sample digital images for review and approval by City staff

Task 3: Field Work

Systematically collect geo-referenced digital imagery of City maintained roads per ASTM 6433.

1. Measure all pavement distresses within a given sample area in each roadway segment (for segments where data collection vehicle is not used). Pavement distresses and the location of the first sample area will be determined as per ASTM 6433.

2. The number of sample areas to be inspected per roadway segment are shown in the table below, where (N) is the total number of 2,500 square foot sample units within a given segment and (n) is the minimum number of units that are to be inspected.

Total No. of Sample Units in

Section (N)

Min. No. of Units to be Inspected

(n)

1 to 5 n = N

6 to 15 6

16 to 40 8

Over 40 20 %

Deliverables:

1. Geo-referenced, pavement oriented digital imagery of City maintained roads for subsequent pavement condition rating and pavement length and width measurements in the office.

Task 4: Acquire Pavement Condition Data

Objective:

To Acquire pavement condition data either from pavement survey field measurements or geo-referenced digital images, depending on the approved approach.

1. The Pavement Management system looks at different distresses for AC surfaced roads and PCC surfaced roads. In addition, the severity and extent of AC distresses is typically assessed based on length or area of the pavement affected by the distress. The severity and extent of PCC distresses is typically assessed on a slab-by-slab basis.

2. For brick surfaced streets, create a model based on the PASER method or accepted alternative presented by the consultant. This model will focus on distortion related distresses since cracking related distresses clearly do not come into play in this case. Patching will also be included in the model.

The resulting PCI scores of brick surfaced roads will then be reviewed by City staff.

Deliverables:

1. A computerized Pavement Management report that lists the PCI score for each road segment in the database. This report can be sorted as required for review by City staff.

Task 5: Pavement Length and Width Determination

Provide pavement length and width information for each road segment maintained by the City. Note locations at which a significant change in paved width occurs. Turning lanes and widened lanes at intersections will be considered as part of this exercise in order to provide an accurate area of the City maintained roadway network. In addition to the length and width of the roadway, the curb return radius areas at the ends of each segment should be determined.

Deliverables:

1. Pavement Management database containing the nominal width of each section of road in the pavement management system.

2. Additionally, provide a more detailed database containing information about the widths and location of width changes for the City’s road network.

Task 6: Provide Geo-Referenced Digital Images

Provide geo-referenced, sequential digital images of the forward-looking pavement / right of way view

(where data collection vehicle is used). Provide photographs, with GPS (sub-meter) locations, of each representative pavement distress for segments where field measurements are collected for PCI data

(i.e. where data collection vehicle is not used).

1. Sequential, geo-referenced digital images of pavement/right of way view in JPG format with an approved quality and resolution.

2. Uniquely name each image and associate the images with the corresponding road segment.

3. Configure Pavement Management Database so that the images for each road segment can be viewed in sequential order.

Phase 2

Task 7: Delivery of PCI Data

Objectives:

Assist with the upload of all data to the City’s computer network in a format which is compatible with

MicroPAVER (Version 7.1), Cityworks, and Cartegraph or any approved pavement management software provided by consultant.

Deliverables:

1. Data to be uploaded to City computer(s)/network.

2. Provide 5 drives containing all pavement condition data collected, that is compatible with the software stated above.

Task 8: Infrastructure Report and Templates

1. Provide an infrastructure report that:

a. Documents the work done as part of this project; and,

b. Summarizes the key findings of the project.

2. Provide an annual pavement report template that City staff can use to document:

a. Pavement rehabilitation work performed in the past year;

b. The results of the work performed;

c. The recommended rehabilitation program for the upcoming year given the anticipated budget for this work;

d. The anticipated effect that this program will have on the future condition of the roadway network;

and,

e. Other related items of interest to the City.

Also, provide a template for future reports to be created by City staff. Following submission of the Final

Report and Template, provide up to 24 hours of Pavement Management Database related telephone support to City staff through to the end of the 2025 calendar year.

1. Infrastructure Report as described above.

2. Report Template for creation of subsequent reports by City staff.

3. Provide support to City staff in creating a presentation to senior staff, elected officials, and/or the public at large.

Task 9: GIS Linkage

1. Link the Pavement Management database to the City’s GIS through the pavement centerline file.

2. Maintain the linkage through the 2025 calendar year based on completed pavement rehabilitation work and new streets that have become the responsibility of the City. This information to be provided by City staff.

Deliverables:

1. Linkage of Pavement Management Database to City’s ESRI GIS through the modified pavement centerline file.

5. PRE-PROPOSAL CONFERENCE

5.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL MEETING Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_Nzc0YmIzYTQtMjFhOC00NzRiLTg5YWYtNzMwZTE5NGFkOTkw

%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d Dial in by phone +1 321-247-7568,,266276159# United States, Orlando Find a local number Phone conference ID: 266 276 159# Join on a video conferencing device Tenant key: cityoforlando@m.webex.com Video ID: 117 341 523 2 on Wednesday, May 21, 2025 at 1:30 pm.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, by email to the Purchasing Agent at least three (3) days prior to the closing date of the Question and Answer period. Email to:

Cindy Jordan, C.P.M.,Purchasing Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2367

Fax: (407) 246-2869

Email: cynthia.jordan@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Monday, August

11, 2025. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4 http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP25-0180, Pavement Management System

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Operating Plan

Proposer shall provide the following information:

Operating Plan – The Operating Plan should include, but will not be limited to, its plan for provision of the requested work, operating policies, training programs and staffing levels.

Demonstrate capability to perform survey for urban environments such as the City of

Orlando. Provide approach for completing each task.

8.5. General Business Information

Proposer shall provide the following information:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation. If the

Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.6. Proposer's Experience

Proposer shall provide the following information:

A. Proposers must provide the following information:The statement of experience should be supported by the references listed as Attachment “D”, which shall be completed and submitted by the Proposer with its Proposal.Proposers shall submit a verifiable statement of the Proposer's experience performing the services needed to accomplish the requirements of this solicitation.

B. Lost Business

Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

8.7. Assigned Management Team Experience

The Proposer shall submit a statement of experience and resumes of the management staff who will be assigned to the project to include:

A. Respondent and team members' records of successful performances on past projects including factors such as cost control, work quality, and demonstrated ability to meet deadlines.

B. Ability of an assigned project manager and key personnel to make effective public presentations.

C. Ability of Respondent and team members to work with City staff.

D. USGA 254 and 255 forms and/or SF 330.

E. A list of the professionals the Respondent is proposing to assign to this work, their academic background, and their experience on other similar projects.

F. A list of similar projects completed by the Respondent and team members within the last five (5) years along with a reference for each of those projects, including current addresses and telephone numbers. Project descriptions shall clearly explain what role the Respondent and team members performed on the project.

G. A description of the Respondent's expertise with similar projects and the public participation required by those projects.

8.8. Financial Stability

Proposer shall provide the following information.

A. Provide a narrative description and such other information, if any, as Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the Contract.

The City reserves the right to request such additional financial information regarding

Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and

Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

B. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

C. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

8.9. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, arbitration, or mediation currently or within the last five (5) years where the amount in dispute exceeded

$10,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against Proposer.

8.10. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.11. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.12. Certification Regarding Prohibition Against Contracting With Scrutinized Companies

Proposer shall provide the required Certification Regarding prohibition Against

Contracting With Scrutinized Companies form as attached to this RFP.

8.13. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.14. Minority/Women-Owned Enterprise Participation in Subcontracts

Proposer shall provide the required Minority/Women-Owned Enterprise Participation form as attached to this RFP as Attachment “E.”

8.15. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “F.”

8.16. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "H."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

8.17. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

8.18. Price Proposal Schedule

Complete and submit the following forms:

A. Schedule

a. Proposal should provide a fixed-fee price breakdown for meeting all service requirements and implementing each phase of the Scope of

Services as outlined. Additionally, Proposal should provide hourly staff rates if additional work is required under the Contract.

b. The chargeable services shall be included in the proposed total price including all labor customarily associated with delivery of the services contemplated by this RFP. Similarly, all expenses such as but not be limited to travel, lodging, meals and telephone/faxes/copiers associated with delivery of the services contemplated by this RFP shall also be included in the total price.

c. There will be no separate reimbursement for such expenses under this total fee price arrangement.

9. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

9.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

9.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

9.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

10. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

11. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Operating Plan

This criteria will include, but will not be limited to, evaluation of information in

Proposer’s submittal regarding its pavement management system offering, plans for provision of the requested work, operating policies, training programs and staffing levels.

Points Based 48 (48% of Total)

2. Experience of Proposer and Assigned

Management Team

This criteria will include, but will not be limited to, Proposer’s general statement of experience, evaluation of staff experience and lost business, reference responses and financial stability.

0-5 Points 25 (25% of Total)

3. Veteran Business Enterprise participation in subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F.”

Points Based 2 (2% of Total)

4. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted.

0-100 Points 25 (25% of Total)

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

12.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

12.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

12.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.

12.4. Presentations

The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

12.5. Optional Discussion

At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed

Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.

12.6. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for

Proposals without discussions or oral presentations. Therefore, each response to this

RFP should contain the Proposer's best terms and conditions for consideration.

12.7. Scoring and Final Ranking

Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking. Each member’s top-ranked firm will be assigned one (1) point, second ranked firm two (2) points and so on. After accumulating the members’ points, the Proposer with the lowest points shall be ranked first, the next lowest points shall be ranked second, and so on.

In the event of a tie, the tied Respondents’ total scores from each member will be added and compared. The Respondent with the highest total scores will be ranked highest of the tied Respondents. If the total scores of two or more of the tied Respondents also results in a tie, the City’s Chief Procurement Officer, or designee, may instruct the

Advisory Committee…