pembroke pines Residential_Home_Inspection_and_Cost_Estimating_Services.pdf

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RESIDENTIAL HOME

INSPECTION AND COST

ESTIMATING SERVICES

REQUEST FOR QUALIFICATION # PL-26-02

Issuance of Solicitation: Tuesday, June 23, 2026

Questions Due Date: Sunday, July 12, 2026

Bid Submission Deadline: Tuesday, July 21, 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. SUBMITTAL DOCUMENTS

6. EVALUATION & SELECTION PROCESS

7. INSURANCE REQUIREMENTS

8. GENERAL TERMS AND CONDITIONS

9. SPECIAL TERMS & CONDITIONS

10. LOCAL, STATE, AND FEDERAL REQUIREMENTS

Attachments:

A - HUD Section 3 Implementation Plan and Forms 1-6

B - HUD's Davis-Bacon and Labor Standards Contractor Guide Addendum

C - Specimen Contract - Contractual Services Agreement

D - Sample Insurance Certificate

RFQ # PL-26-02 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:

RFQ # PL-26-02

Residential Home Inspection and Cost Estimating Services

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 South 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, July 21, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/270259.

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:

RFQ # PL-26-02 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:

Jamie Chen or other Procurement Staff in the Procurement Department

City of Pembroke Pines

8300 South Palm Drive, Pembroke Pines, FL 33025

(954) 518-9061 or 954-518-9020 purchasing@ppines.com

RFQ # PL-26-02 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 2-year period with no renewal terms.

2.2 Tentative Schedule of Events

Issuance of Solicitation (Posting Date): June 23, 2026

Question Due Date: July 12, 2026, 12:00am

Issuance of Final Answers to Questions: July 14, 2026

Bid Submission Deadline: July 21, 2026, 2:00pm

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

Evaluation Committee Meeting: To Be Determined (TBD)

2.3 Pre-Bid Meeting

This project will not have a pre-bid meeting.

2.4 Estimated Project Cost

Not Applicable

2.5 Grant/Federal Funding

Yes, the City plans to utilize the following grant(s)/federal fund(s) for this project:

U.S. Department of Housing and Urban Development (HUD)

2.6 Additional U.S. Department of Housing and Urban Development (HUD) Requirements

The project is federally funded through the U.S. Department of Housing and Urban Development

(HUD) and must adhere to strict federal guidelines. This includes compliance with the Davis-Bacon

Act, which requires the payment of prevailing wages for all laborers and mechanics working on the project. The Contractor will be responsible for submitting certified payroll records reflecting the applicable prevailing wages for each trade involved. Please see "HUD's Davis-Bacon and Labor

Standards Contractor Guide Addendum" in the attachments section for further information.

Additionally, the project is governed by Section 3 of the Housing and Urban Development Act of

1968, as amended. Section 3 ensures that employment and economic opportunities created by HUD assistance benefit low- and very low-income individuals, especially those residing within the project’s service area. Contractors must demonstrate their compliance with Section 3 requirements, RFQ # PL-26-02 SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 6 please see "HUD Section 3 Implementation Plan and Forms 1-6" in the attachments section for additional information. This may include providing information on how they will hire qualified low-and very low-income individuals and/or utilize Section 3 businesses as part of the project. As part of the bidding process, Contractors must return Form 1 with their bid submission, as failure to do so may result in the disqualification of your submittal. In addition, Forms 2-6 must be submitted with final reporting, 30 days after project completion, as applicable.

2.7 Proposal Security/Bid Bond

A Proposal Security shall not be required for this project.

2.8 Payment and Performance Bonds

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

RFQ # PL-26-02 SECTION 3 - PURPOSE AND BACKGROUND Page 7

SECTION 3 - PURPOSE AND BACKGROUND

3.1 Purpose

The City of Pembroke Pines is seeking statements of qualifications from qualified firms, hereinafter referred to as the Contractor, to conduct residential inspection services to determine the extent of rehabilitation needed in residential homes and the cost for each repair, in accordance with the terms, conditions, and specifications contained in this solicitation.

Services include inspections for general repairs, and accessibility modifications for the elderly/disabled.

Interested residential inspection firms shall submit qualification statements, performance data and other information relative to the proposed Scope of Services. Responses will be evaluated by a

Selection/Evaluation Committee. Firms that do not provide the information requested, or which fail to meet the minimum qualification criteria, shall be disqualified from further consideration.

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.

RFQ # PL-26-02 SECTION 4 - SCOPE OF WORK Page 8

SECTION 4 - SCOPE OF WORK

4.1 Scope of Work

1. Conduct and complete a checklist to document an initial inspection of each property and identify deficiencies affecting health and safety, code compliance, structural integrity, accessibility, energy efficiency, and habitability in accordance with the City’s adopted Rehabilitation Standards and applicable HUD requirements. Initial inspections must use the City’s approved inspection checklist/report format.

2. Submit an inspection checklist and comprehensive color photographic documentation of the entire property and all relevant interior and exterior areas in sufficient detail to establish pre-rehabilitation conditions. Photographs shall clearly document both identified deficiencies and surrounding contextual conditions to support verification of existing conditions, audit review, and dispute resolution between property owners and contractors. Photographs of items needing repair shall be included and submitted to the City’s Program Administrator.

3. Prepare a detailed work write-up, technical specifications, and independent cost estimate for each property to be rehabilitated. Work write-ups shall be suitable for bidding and construction purposes and shall accurately reflect repairs necessary to address documented deficiencies. Photographs shall be clearly numbered to correspond to work specifications.

3A. The Consultant shall submit the initial work write-up, technical specifications, and independent cost estimate to the City’s Program Administrator for review and approval prior to finalization and bid solicitation. The Consultant shall revise and resubmit documents as necessary to address comments and ensure compliance with applicable program requirements, rehabilitation standards, and funding regulations.

4. Obtain and incorporate evaluations, reports, or recommendations from licensed professionals when specialized inspections or technical expertise are required.

5. Identify corrective actions necessary to address health and safety deficiencies, code violations, structural deficiencies, accessibility barriers, energy efficiency concerns, and conditions affecting the long-term habitability and viability of the dwelling consistent with applicable rehabilitation standards and program requirements.

6. All recommended rehabilitation activities shall be reasonable, necessary, cost-effective, and consistent with applicable program requirements, rehabilitation standards, and available funding and shall be fully supported by documented inspection findings, including photographic evidence.

7. Work write-ups shall prioritize eligible rehabilitation activities in accordance with the priorities established herein and consistent with applicable program objectives, rehabilitation standards, and funding requirements.

7A. Rehabilitation activities shall be prioritized in the following order unless otherwise directed by the City:

RFQ # PL-26-02 SECTION 4 - SCOPE OF WORK Page 9

1. Correct municipal (building) code violations

2. Weatherization, Hurricane Protection, Roof Repair

3. Health, Life/Safety, Architectural Barrier Removal

4. Electrical and Mechanical Systems including HVAC

5. Improvements necessary to enhance the overall condition, durability, and long-term viability of the dwelling.

The priority assigned to each recommended rehabilitation activity shall be documented within the work write-up and supported by inspection findings.

8. Work write-ups shall not include luxury items, purely cosmetic improvements, or discretionary upgrades unless specifically authorized in writing by the City and only when such items are necessary to meet program requirements or approved scope modifications.

9. Prior to issuance of any bid solicitation, the Consultant shall obtain written approval of the final work write-up, technical specifications, and cost estimate from the City’s Program Administrator.

The Consultant shall not proceed with bid solicitation activities until such authorization has been received.

9A. Prior to issuance of any bid solicitation, the Consultant shall obtain and document the homeowner’s written acknowledgment and approval of the proposed rehabilitation scope of work, unless otherwise directed by the City. Documentation of homeowner approval shall be maintained in the project file and provided to the City upon request.

9B. Conduct pre-bid meetings, including inviting contractors from the City’s approved list, collecting sign-in sheets, responding to contractor questions, and preparing addenda as necessary.

10. Perform in-progress inspections as requested by the City’s Program Administrator to verify compliance with the approved scope of work, applicable codes, rehabilitation standards, and accepted construction practices. Submit written inspection reports documenting findings and deficiencies.

11. Review contractor change order requests and provide written recommendations regarding necessity, cost reasonableness, eligibility, and consistency with the approved scope of work and applicable program requirements.

12. Assist with homeowner and contractor conflict resolution regarding rehabilitation work, as requested by the City.

13. Review completed work and provide written recommendations regarding contractor progress payment requests, draw requests, and final payment requests based on observed completion of approved work items and verification that work has been satisfactorily completed in accordance with the approved scope.

RFQ # PL-26-02 SECTION 4 - SCOPE OF WORK Page 10

14. Conduct follow-up inspections for properties that do not pass final inspection and prepare punch lists identifying incomplete or deficient work.

15. Submit final inspection reports and comprehensive post-rehabilitation color photographic documentation of all completed work and corrected deficiencies. Final photographs shall correspond to the original inspection photographs to clearly demonstrate before-and-after conditions for audit, monitoring, and closeout purposes.

16. Maintain documentation sufficient to support inspection findings, work write-ups, cost estimates, payment recommendations, and change order recommendations for monitoring, audit, and compliance purposes in accordance with applicable federal program requirements.

17. Submit invoices for payment in accordance with City procedures.

4.2 Environmental Inspection Services

Lead Inspections: If the property was built in or before 1978 a lead inspection is mandatory.

Program specialists shall contact the Environmental Specialist to conduct their assessment before the independent Home Inspector. If any lead is present, the Environmental Specialist shall provide a detailed report including corrective action and a cost estimate which shall be used in the work specifications.

Mold Inspections: In the event that a homeowner identifies a mold problem, the independent Home

Inspectors will evaluate the area of concern. If the Home Inspector feels that there is mold present, a mold inspection is suggested to the City’s Contract Housing Administrator staff. The City’s Contract

Housing Administrator will then contact the Environmental Specialist to request a mold inspection.

If any mold is present, the Environmental Specialist shall provide a detailed report including corrective action and a cost estimate which shall be used in the work specifications.

General Contractors must address any mold issues first. When the General Contractor feels that the mold has been rectified, they will request a post-mold inspection. The City’s Contract Housing

Administrator will then contact the Environmental Specialist to request the post-mold inspection.

4.3 Order of Operations

1. Inspection completed at the property.

2. Work specifications, photographs, and inspection checklist completed for each project.

3. Work specifications approved by the City's Program Administrator.

4. Homeowner reviews and approves the work specifications prior to bid solicitation.

5. A pre-bid meeting is conducted at the property, and invitations are issued to contractors on the

City's approved contractor list.

6. The bid due date and time shall be established for five (5) to seven (7) calendar days following the pre-bid meeting.

RFQ # PL-26-02 SECTION 4 - SCOPE OF WORK Page 11

7. Bids must be submitted by the stated due date and time in accordance with the solicitation instructions. Required forms, including Section 3 documentation and the pricing page, must be completed and submitted or the bid may be deemed non-responsive.

8. If a contractor agrees to hire a new Section 3-compliant employee as part of its bid, proof of the new hire must be provided through the required forms, including the Certification of Business

Concerns Seeking Section 3 Form and the Assurance of Compliance Form, as provided by the City's

Program Administrator.

9. In the event of a tie bid, preference shall be given to the contractor that agreed to hire a Section 3 candidate. If both contractors agreed to the Section 3 requirement, the contractor that submitted its bid first shall be selected. Each bid shall be date- and time-stamped upon receipt to document timeliness.

4.4 Home Inspector’s Fee Schedule

Description Price per Project

Initial Inspection (Includes the provision of cost estimates & 2 sets of color photos) $1,500

Work Specifications Included Above

Pre-bid Meeting (This would be for the specific project, not for the RFQ process) Included Above

Interim Inspections Included Above

Final Inspection (Includes 1 Follow-Up Punch List Inspection if required) $1,500

Sub-Total $3,000

Contingency (If advanced research is required) $150

Total with Contingency $3,150

4.5 Contract Performance

Specimen Contract

A Specimen contract is included herein for general information of bidder. Upon award of the proposal, the awarded contractor shall be required to sign and agree to the terms of the attached

Specimen Contract.

Manner of Performance

The Vendor(s) shall perform all its obligations and functions under this Contract in accordance with the requirements and standards contained herein and in a professional and businesslike manner. The

Vendor(s) shall use its best efforts to coordinate its activities with and adjust its activities to the needs and requirements of the City of Pembroke Pines.

Poor Performance

The City of Pembroke Pines reserves the right to terminate the agreement with Successful Proposers, RFQ # PL-26-02 SECTION 4 - SCOPE OF WORK Page 12 including revocation of registration, for any reason that the City determines is in the best interests of its residents and citizens, including but not limited to:

• Excessive complaints.

• Failure to perform as required.

• Failure to provide necessary documentation.

• Unethical business practices.

• Expiration or revocation of any required license or certification.

• Falsification of documents.

• Failure to pay fees, if required.

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 13

SECTION 5 - SUBMITTAL DOCUMENTS

Bids must be submitted electronically at https://procurement.opengov.com/portal/pembrokepines on or before 2:00 pm on Tuesday, July 21, 2026. Please note vendors should be registered on

OpenGov under the name of the organization that they are operating as and it should match the organization name on the documents that they are submitting and utilizing when responding to the solicitation. In addition, the vendor must complete the required documents in this section and provide any additional information requested throughout this solicitation. Any additional information requested in the solicitation should be scanned and uploaded. The City recommends for proposers to submit their proposals as soon as they are ready to do so. Please allow ample time to submit your proposals on the https://procurement.opengov.com/portal/pembrokepines website. Proposals may be modified or withdrawn prior to the deadline for submitting Proposals.

PLEASE DO NOT SUBMIT ANY PROPOSALS VIA MAIL, E-MAIL OR FAX.

Prospective proposers interested in responding to this solicitation are requested to provide all of the applicable information listed in this section. Submittals that do not respond completely to all of the requirements specified herein may be considered non-responsive and eliminated from the process.

Brevity and clarity are encouraged.

1 CONFIRMATION TO BIND

1.1 I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company.*

☐ Please confirm

*Response required

2 CERTIFICATION OF INSURANCE COMPLIANCE AND INTENT TO PROCURE

REQUIRED COVERAGE

NOTE: Vendors are not required to purchase any additional insurance in order to submit a bid.

However, they must certify that they either currently hold, or are able and willing to obtain, all required insurance coverages, endorsements, and limits prior to award and execution of the contract.

2.1 I certify that, if awarded this contract, I will be required to obtain and maintain all insurance policies as detailed in the INSURANCE REQUIREMENTS Section of this solicitation before any work may commence, and throughout the life of the contract.*

☐ Please confirm

*Response required

2.2 Do you confirm that you will only use insurance carriers licensed to do business in the

State of Florida and rated no less than “A” as to management, and no less than “Class VI” as to financial strength by A.M. Best, and that you understand all endorsements required

(e.g., Additional Insured, Waiver of Subrogation, etc.) must be included?*

☐ Yes

☐ No

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 14

*Response required

2.3 Do you currently carry insurance policies that meet or exceed the minimum requirements outlined in the INSURANCE REQUIREMENTS section of this solicitation?*

☐ Yes

☐ No

*Response required

When equals "Yes"

2.3.1 Please upload your current certificate(s) of insurance that demonstrate compliance with the insurance requirements outlined in this solicitation.*

*Response required

When equals "No"

2.3.2 Please upload documentation showing that you have obtained a letter from your insurance broker or carrier, such as a Letter of Intent to Insure, Evidence of Insurability, or a

Conditional Certificate of Insurance.*

Documentation should show that:

• You can obtain the required insurance.

• The limits and types of coverage will meet the INSURANCE REQUIREMENTS outlined in the solicitation.

• You will provide a COI upon contract award.

*Response required

When equals "No"

2.3.3 Please upload your current certificate(s) of insurance.*

*Response required

2.4 Do you believe you are exempt from one or more insurance requirements (e.g., Workers'

Compensation)?*

☐ Yes

☐ No

*Response required

When equals "Yes"

2.4.1 Please upload written documentation requesting an exemption on your company letterhead, subject to City approval.*

*Response required

2.5 Do you plan on using subcontractors for this project?*

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 15

When equals "Yes"

2.5.1 Do you acknowledge that all subcontractors must also carry the same insurance or be covered under your policy, and that proof of such coverage must be provided to the City?*

☐ Yes

☐ No

*Response required

3 EXPERIENCE AND CAPABILITIES

The relative experience and qualification of each applicant’s proposed team, with respect to the project scope, will be judged and a relative rating assigned. This parameter expresses the general and specific project-related capability of the team and indicates the adequate depth and abilities of the organization which it can draw upon as needed. This will include management, technical, and support staff.

3.1 Explain your firm’s interest in working on this project, a positive commitment to perform the required work and a description of the firm.*

*Response required

3.2 Describe the size of your firm.*

*Response required

3.3 Describe your firm’s financial history, strength and stability.*

*Response required

3.4 Describe your firm’s range of activities.*

*Response required

3.5 Describe the specialized experience and technical competence of the firm or persons with respect to working on similar projects.*

*Response required

3.6 Do you have a minimum of five (5) years of experience? Please provide proof of such experience.*

*Response required

3.7 The firm must provide information on their proximity to and familiarity with the area in which the project is located.*

*Response required

3.8 Explain the availability and access to the firm’s top level management personnel.*

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 16

3.9 Identify the contact person and supervisory personnel who will work on the various projects, including the relative experience of all professionals proposed for use on the team.*

*Response required

3.10 Provide summaries of key persons and on-site staff to be assigned to the project with emphasis on their experience with similar work.*

*Response required

3.11 Explain the ability and experience of the field staff with specific attention to project related experience.*

*Response required

3.12 Contractor should list any applicable qualification, including education, experience, honors and awards received, and professional associations of which the firm and/or its personnel are members.*

*Response required

3.13 Provide the recent, current, and projected workload of the firm.*

*Response required

3.14 What is your reputation compared to your peers in the market?*

*Response required

3.15 What is your reputation like among customers and how have you developed it?*

*Response required

3.16 How does your service differ from similar competitors? How do you win and retain business?*

*Response required

3.17 A brief statement must be included which explains why your proposal would be the most effective and beneficial to the City of Pembroke Pines.*

*Response required

4 FIRM'S UNDERSTANDING AND APPROACH TO THE WORK

The understanding that the applicant and consultants demonstrate as to the requirements and needs of the project, including an evaluation of the thoroughness demonstrated in analyzing and investigating the scope of the project.

4.1 Provide a narrative statement demonstrating an understanding of the overall intent of this solicitation, as well as the methods used to complete assigned tasks.*

*Response required

4.2 Please clearly describe all aspects of the project proposed.*

*Response required

4.3 Include details of your approach and work plans.*

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 17

4.4 How would you organize this project in terms of milestones?*

4.5 Identify any issues or concerns of significance that may be appropriate.*

*Response required

4.6 How do you ensure the quality of your services?*

*Response required

4.7 What criteria do you use to measure your quality?*

*Response required

4.8 How often do you find mistakes or errors in your work and what is done to correct these errors, and what is the average correction time?*

*Response required

4.9 Describe the firm’s techniques for quality control. At a minimum describe the firm’s technique to control design and contract documentation, including record keeping.*

*Response required

5 PREVIOUS EXPERIENCE

In this section, vendors are required to provide a detailed account of their previous experience relevant to the services outlined in this solicitation. The aim is to assess the vendor's capability and track record in delivering similar projects.

5.1 How many clients have you provided Services for?*

*Response required

5.2 What similar or related projects have you worked on within the past three years?*

*Response required

5.3 What challenges did you face and how did you overcome them?*

*Response required

5.4 How many of your clients are repeat clients?*

*Response required

5.5 How much of your revenue is derived from managing projects similar to ours?*

*Response required

5.6 Please describe the past record of performance of the firm or person with respect to accessibility to clients, ability to meet schedules, communication, and coordination skills. *

*Response required

6 REFERENCE # 1

The minimum experience for this project is five (5) years. Provide specific examples of similar experience conducting licensed work of equal or similar scope of work, preferably delivered by the proposed team members. A minimum of 3 references should be from the last five years and should be capable of explaining and confirming your firm’s capacity to successfully complete the scope of

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 18 work outlined herein. As part of the proposal evaluation process, the City may conduct an investigation of references, including a record check or consumer affairs complaints. Proposers’ submission of a proposal constitutes acknowledgment of the process and consent to investigate. The

City is the sole judge in determining Proposers qualifications. In this section you will have the ability to enter information for 5 different references including their contact details and specific project information.

Please note that the City prefers references who are not current employees of the City of Pembroke

Pines, as we generally do not contact our own employees for reference checks.

Proposers are advised to confirm that:

A. Each reference provided by the Respondent has up to date contact persons and contact information;

B. The contact person provided for each reference is someone who has personal knowledge of the Proposer's performance during the referenced project; and

C. The contact person for each reference has been contacted by the Proposer regarding this specific bid submittal and such person confirmed their willingness to serve as a reference.

6.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

6.2 Reference Contact Information - Reference's Business Address*

*Response required

6.3 Reference Contact Information - Reference's Contact Name & Title*

*Response required

6.4 Reference Contact Information - Reference's E-mail Address*

*Response required

6.5 Reference Contact Information - Reference's Phone Number*

*Response required

6.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

6.7 Project Information - Name of Contactor Performing the Work*

*Response required

6.8 Project Information - Name and location of the project*

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 19

6.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

6.10 Project Information - Project Duration*

*Response required

6.11 Project Information - Completion (Anticipated) Date*

*Response required

6.12 Project Information - Size of Project*

*Response required

6.13 Project Information - Cost of Project*

*Response required

7 REFERENCE # 2

7.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

7.2 Reference Contact Information - Reference's Business Address*

*Response required

7.3 Reference Contact Information - Reference's Contact Name & Title*

*Response required

7.4 Reference Contact Information - Reference's E-mail Address*

*Response required

7.5 Reference Contact Information - Reference's Phone Number*

*Response required

7.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

7.7 Project Information - Name of Contactor Performing the Work*

*Response required

7.8 Project Information - Name and location of the project*

*Response required

7.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

7.10 Project Information - Project Duration*

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 20

7.11 Project Information - Completion (Anticipated) Date*

7.12 Project Information - Size of Project*

*Response required

7.13 Project Information - Cost of Project*

*Response required

8 REFERENCE # 3

8.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

8.2 Reference Contact Information - Reference's Business Address*

*Response required

8.3 Reference Contact Information - Reference's Contact Name & Title*

*Response required

8.4 Reference Contact Information - Reference's E-mail Address*

*Response required

8.5 Reference Contact Information - Reference's Phone Number*

*Response required

8.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

8.7 Project Information - Name of Contactor Performing the Work*

*Response required

8.8 Project Information - Name and location of the project*

*Response required

8.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

8.10 Project Information - Project Duration*

*Response required

8.11 Project Information - Completion (Anticipated) Date*

*Response required

8.12 Project Information - Size of Project*

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 21

8.13 Project Information - Cost of Project*

9 REFERENCE # 4

9.1 Reference Contact Information - Name of Firm, City, County or Agency

9.2 Reference Contact Information - Reference's Business Address

9.3 Reference Contact Information - Reference's Contact Name & Title

9.4 Reference Contact Information - Reference's E-mail Address

9.5 Reference Contact Information - Reference's Phone Number

9.6 Project Information - Was your firm the prime contractor for the listed project?

☐ Yes

☐ No

9.7 Project Information - Name of Contactor Performing the Work

9.8 Project Information - Name and location of the project

9.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for

9.10 Project Information - Project Duration

9.11 Project Information - Completion (Anticipated) Date

9.12 Project Information - Size of Project

9.13 Project Information - Cost of Project

10 REFERENCE # 5

10.1 Reference Contact Information - Name of Firm, City, County or Agency

10.2 Reference Contact Information - Reference's Business Address

10.3 Reference Contact Information - Reference's Contact Name & Title

10.4 Reference Contact Information - Reference's E-mail Address

10.5 Reference Contact Information - Reference's Phone Number

10.6 Project Information - Was your firm the prime contractor for the listed project?

☐ Yes

☐ No

10.7 Project Information - Name of Contactor Performing the Work

10.8 Project Information - Name and location of the project

10.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for

10.10 Project Information - Project Duration

10.11 Project Information - Completion (Anticipated) Date

10.12 Project Information - Size of Project

10.13 Project Information - Cost of Project

11 PROJECT DOCUMENTS

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 22

11.1 PROPOSERS BACKGROUND INFORMATION FORM*

a. Please download the attached document, complete all required fields, and upload the completed form here.

• Proposers_Background_Inform...

*Response required

12 SWORN STATEMENT ON PUBLIC ENTITY CRIMES UNDER FLORIDA

STATUTES CHAPTER 287.133(3)(a)

12.1 SWORN STATEMENT ON PUBLIC ENTITY CRIMES FORM*

a. Please download the attached document, complete all required fields, and upload the completed form here.

• Sworn_Statement_on_Public_E...

*Response required

12.2 Public Entity Crimes Status*

▪ Which option did you select on the Sworn Statement on Public Entity Crimes Form:

• A) Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, nor any affiliate of the entity have been charged with and convicted of a public entity crime subsequent to July 1, 1989.

• B1) The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, AND There has been a proceeding concerning the conviction before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer did not place the person or affiliate on the convicted vendor list. (Please attach a copy of the final order.)

• B2) The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, AND The person or affiliate was placed on the convicted vendor list. There has been a subsequent proceeding before a hearing officer of the State of Florida, Division of Administrative Hear¬ings. The final order entered by the hearing officer determined that it was in the public interest to remove the person or affiliate from the convicted vendor list. (Please attach a copy of the final order.)

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 23

• B3) The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, AND The person or affiliate has not been placed on the convicted vendor list.

(Please describe any action taken by or pending with the Department of General

Services.)

☐ A) No convictions.

☐ B1) Convicted, final order did not place on the convicted vendor list.

☐ B2) Convicted, listed, then removed.

☐ B3) Convicted, not listed, action pending.

*Response required

12.3 Did you select option B1 or B2 above?*

☐ Yes

☐ No

*Response required

When equals "Yes"

12.3.1 Please upload a copy of the final order issued by the hearing officer of the State of

Florida, Division of Administrative Hearings.*

*Response required

12.4 Did you select option B3 above?*

☐ Yes

☐ No

*Response required

When equals "Yes"

12.4.1 Please describe any action taken by or pending with the Department of General

Services.*

*Response required

13 DRUG-FREE WORKPLACE CERTIFICATION

13.1 VENDOR DRUG FREE WORKPLACE CERTIFICATION*

a. Please download the attached document, complete all required fields, and upload the completed form here.

• Vendor_Drug-Free_Workplace_...

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 24

13.2 Drug-Free Status*

☐ Complies fully.

☐ Does not comply.

*Response required

14 STANDARD DOCUMENTS

The following documents are standard documents that the City generally requires for every solicitation. As a result, we recommend vendors to keep these documents updated and readily available so that they can be easily uploaded for each project that the vendor would like to participate in. In the event that the City does not have one of the forms or documents listed below for your company, the City may reach out to your company after the bid has closed to obtain the document(s).

14.1 NON-COLLUSIVE AFFIDAVIT*

a. Please download the attached document, complete all required fields, and upload the completed form here.

• Non-Collusive_Affidavit.pdf

*Response required

14.2 SCRUTINIZED COMPANY CERTIFICATION*

a. Please download the attached document, complete all required fields, and upload the completed form here.

• Scrutinized_Company_Certifi...

*Response required

14.3 E-VERIFY SYSTEM CERTIFICATION*

a. Please download the attached document, complete all required fields, and upload the completed form here.

b. Effective January 1, 2021, pursuant to Section 448.095. Florida Statues, the City may not enter into a contract with a vendor/contractor/subcontractor unless that vendor/contractor/subcontractor is registered with and uses the E- Verify system administered by the U.S. Department of Homeland Security (“DHS”).

c. Contractor shall also require all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The Contractor shall maintain a copy of such affidavit for the duration of the contract.

• E-Verify_System_Certificati...

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 25

14.4 HUMAN TRAFFICKING AFFIDAVIT*

a. Please download the attached document, complete all required fields, and upload the completed form here.

• Human_Trafficking_Affidavit...

*Response required

15 VENDOR REGISTRATION

15.1 Do you currently have a City of Pembroke Pines Vendor Number registered in the

PaymentWorks System?*

▪ The City of Pembroke Pines utilizes OpenGov as its e-Procurement platform for solicitation and bid submission purposes. However, please be advised that vendor registration for onboarding and processing payments is handled separately through the City's Accounts Payable Division using PaymentWorks, a secure online vendor management platform.

▪ All vendors that will be submitting invoices and requiring payments from the City are required to register on the PaymentWorks platform. If the vendor is not currently registered with the City via PaymentWorks and does not have a Vendor Number, the

City will have to invite the vendor to register.

▪ For formal solicitations such as this project, the Procurement Department will send

PaymentWorks registration invitations to vendor(s) who are under active consideration for award. Please be aware that not all vendors who submit proposals will receive an invitation, in order to manage system usage and avoid onboarding vendors who are unlikely to receive payments from the City.

▪ Invitations will typically be sent to the contact listed on the submitted Vendor

Information Form.

☐ Yes

☐ No

*Response required

When equals "Yes"

15.1.1 What is your Vendor Number?*

*Response required

15.2 VENDOR INFORMATION FORM*

a. Please download the attached document, complete all required fields, and upload the completed form here.

• Vendor_Information_Form.pdf

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 26

15.3 FORM W-9 (REVISED MARCH 2024)*

a. Please download the attached document, complete all required fields, and upload the completed form here.

b. Note - Please use the March 2024 version of the form as previously dated versions of this form may delay the processing of any payments to the selected vendor.

• Form_W-9_(Rev_March_2024).pdf

*Response required

16 OPTIONAL DOCUMENTATION

16.1 TRADE SECRETS

a. The Proposer’s response to this solicitation is a public record pursuant to Florida law, which is subject to disclosure by the City under the State of Florida Public Records

Law, Florida Statutes Chapter 119.07 (“Public Records Law”). The City shall permit public access to all documents, papers, letters or other material submitted in connection with this solicitation and the Contract to be executed for this solicitation, subject to the provisions of Chapter 119.07 of the Florida Statutes.

b. Any language contained in the Proposer’s response to the solicitation purporting to require confidentiality of any portion of the Proposer’s response to the solicitation, except to the extent that certain information is in the City’s opinion a Trade Secret pursuant to Florida law, shall be void. If a Proposer submits any documents or other information to the City which the Proposer claims is Trade Secret information and exempt from Florida Statutes Chapter 119.07 (“Public Records Laws”), the Proposer shall clearly designate that it is a Trade Secret and that it is asserting that the document or information is exempt. The Proposer must specifically identify the exemption being claimed under Florida Statutes 119.07. The City shall be the final arbiter of whether any information contained in the Proposer’s response to the solicitation constitutes a Trade Secret.

c. EXCEPT FOR CLEARLY MARKED PORTIONS THAT ARE BONA FIDE

TRADE SECRETS PURSUANT TO FLORIDA LAW, DO NOT MARK YOUR

RESPONSE TO THE SOLICITATION AS PROPRIETARY OR

CONFIDENTIAL. DO NOT MARK YOUR RESPONSE TO THE SOLICITATION

OR ANY PART THEREOF AS COPYRIGHTED. ALL DOCUMENTS THAT THE

FIRM PURPORTS TO BE CONFIDENTIAL, PROPRIETARY OR A TRADE

SECRET SHALL BE UPLOADED TO THE OPENGOV WEBSITE AS A

SEPARATE ATTACHMENT, IN THIS SECTION, CLEARLY IDENTIFYING

THE EXEMPTION BEING CLAIMED UNDER FLORIDA STATUTES 119.07.

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 27

d. The city’s determination of whether an exemption applies shall be final, and the proposer agrees to defend, indemnify, and hold harmless the city and the city’s officers, employees, and agent, against any loss or damages incurred by any person or entity as a result of the city’s treatment of records as public records.

16.2 FINANCIAL STATEMENTS

a. The City is NOT requesting the vendor to submit any financial statements for this project and prefers if the vendor does not submit financial statements. In addition, if the City needs a copy of the vendor’s financial statements, the City can contact the vendor after the bid due date to request those documents. However, if the vendor does submit the financial statements, they should be uploaded in this section.

b. Any claim of confidentiality on financial statements must be asserted at the time of submittal. The firm must identify the specific statute that authorizes the exemption from the Public Records Law. Please note that the financial statement exemption provided for in Section 119.071(1)c, Florida Statutes only applies to submittals in response to a solicitation for a “public works” project.

16.3 ALTERNATIVES

a. If you are submitting an alternative product, please upload any related information in this section (such as specification sheets, etc.).

b. In addition, pursuant to the “Brand Names” Section included in the GENERAL

TERMS AND CONDITIONS Section if and wherever in the specifications a brand name, make, name of manufacturer, trade name, or vendor catalog number is mentioned, it is for the purpose of establishing a grade or quality of material only. Since the City does not wish to rule out other competition and equal brands or makes, the phrase “OR EQUAL” is added. However, if a product other than that specified is bid, Proposers shall indicate on their proposal and clearly state the proposed substitution and deviation. It is the vendor’s responsibility to provide any necessary documentation and samples within their bid submittal to prove that the product is equal to that specified. Such samples are to be furnished before the date of bid opening, unless otherwise specified. Additional evidence in the form of documentation and samples may be requested if the proposed brand is other than that specified. The City retains the right to determine if the proposed brand shall be considered as an approved equivalent or not.

16.4 ADDITIONAL INFORMATION

a. Please provide any additional information that you deem necessary to complete your proposal in this section, if it has not been requested in another section.

RFQ # PL-26-02 SECTION 5 - SUBMITTAL DOCUMENTS Page 28

16.5 PROFESSIONAL LICENSES

a. If applicable, please upload any professional licenses that may be required to perform the services outlined in the solicitation.

17 VENDOR CLASSIFICATION

17.1 Is your firm a Veteran Owned Small Business (VOSB)?*

a. The evaluation of competitive bids is subject to section 35.37 of the City’s

Procurement Procedures which, except where contrary to federal and state law, or any other funding source requirements, provides that preference be given to veteran owned small businesses. To satisfy this requirement, the vendor shall affirm in writing its compliance with the following objective criteria as of the bid or proposal submission date stated in the solicitation.

b. A preference of two and a half percent (2.5%) of the total evaluation point, or two and a half percent (2.5%) of the total price, shall be given to the Veteran Owned Small

Business (VOSB).

☐ Yes

☐ No

*Response required

When equals "Yes"

17.1.1 Upload the "Determination Letter" from the United States Department of Veteran

Affairs Center notifying the business that they have been approved as a Veteran Owned Small

Business (VOSB)

When equals "Yes"

17.1.2 Upload Veteran Owned Small Business Certification(s) from any relevant agency(ies)

17.2 Is your firm a Minority-Owned Business Enterprise (MBE)?*