Pre-Employment_Typing_&_Microsoft_Desktop_App_Testing_(Addendum_#2_Revision).pdf

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

REQUEST FOR PROPOSAL (RFP)

RFP26-0388

PRE-EMPLOYMENT TYPING & MICROSOFT DESKTOP APP TESTING

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)

PRE-EMPLOYMENT TYPING & MICROSOFT DESKTOP APP TESTING

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

Pre-Employment Typing & Microsoft Desktop App Testing

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 AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE / ATTACHMENTS

45. PRICING PROPOSAL

Attachments:

A - RFP26-0388 EXHIBIT 1 -CONTRACT

1. INTRODUCTION

1.1. Summary

The City of Orlando (City) is soliciting proposals from qualified firms to provide pre-employment testing for prospective new employees (job applicants) and promotional job candidates. Testing will include typing skills (speed and accuracy), Microsoft Office

(Word, Excel, Accesss, PowerPoint, Project, Outlook, and SharePoint) and reading comprehension tests.

These services must be provided in compliance with all applicable federal, state and local laws, ordinances, rules and regulations pertaining to the work specified herein.

1.2. Background

The City of Orlando was founded in 1875, with an estimated population of 355,066 residents living within approximately 138 square miles. Orlando is governed by a seven-member City Council comprised of the Mayor (elected at large) and six District

Commissioners.

The City employs approximately 4,147 employees providing a full range of governmental services, including:

• Police and fire protection

• Street construction and maintenance

• Solid waste management

• Sewer services

• Parks, recreation, and cultural services

• Planning and development services

• Transportation and public infrastructure programs

• Traditional support activities

Orlando has emerged as the No. 1 Fastest-Growing Major Metro Area in the United States among the 30 most populous regions which has an estimated population of 2.9 million, securing top rankings in job growth, population growth, and nominal GDP growth. The

City is recognized as a globally welcoming community that places unity and compassion at the core of everything it does.

1.3. Contact Information

Direct inquiries to the following:

Tara Urdininea

CPP, Procurement Agent III

400 South Orange Avenue

Orlando, FL 32801

Email: tara.urdininea@orlando.gov

Phone: (407) 246-2368

Department:

Human Resources

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 June 30, 2026

Pre-Proposal Meeting (Non-

Mandatory)

July 15, 2026, 2:00pm

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/meet/2998012

30565391?p=8WvIPpWUTYWlkWUkM4

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 299 801 230 565 391

Passcode: hF7H2qM6

Question Submission Deadline July 22, 2026, 5:00pm mailto:tara.urdininea@orlando.gov tel:(407)246-2368 https://teams.microsoft.com/meet/299801230565391?p=8WvIPpWUTYWlkWUkM4 https://teams.microsoft.com/meet/299801230565391?p=8WvIPpWUTYWlkWUkM4

Proposal Submission Deadline August 4, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/meet/2874859

18186060?p=O3e9S2cHki9VoPSu3J

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 287 485 918 186 060

Passcode: F4PS3SQ6

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.

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 https://teams.microsoft.com/meet/287485918186060?p=O3e9S2cHki9VoPSu3J https://teams.microsoft.com/meet/287485918186060?p=O3e9S2cHki9VoPSu3J http://www.orlando.gov/procurement/solicitations/ https://procurement.opengov.com/portal/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 is to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

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

4.1. SCOPE OF SERVICES

A. Test Administration and Test Development: The Contractor shall furnish and administer testing which will include Typing skills, Microsoft Excel & Word and additional office suite products, and reading comprehension tests that may be requested.

B. Custom Assessment Capabilities

1. The Respondent must have the in-house capability or a built-in platform feature to create custom, employer-specific tests.

2. The platform should allow the employer to combine individual test modules

(e.g., merging an Excel test with a customized reading comprehension quiz) into a single, cohesive test battery.

C. Based on previous hiring experience, we expect approximately 1,500 - 1,700 combined tests will be required on an annual basis. These figures are provided only as information; it is neither expressly implied nor guaranteed that the amount shown will be achieved during the initial contract period or subsequent extension periods of any contract entered because of this Request.

D. Tests shall be able to be delivered remotely through electronic invitation that will include ability to set an expiration time.

E. Platform Accessibility & Security: The testing system must be accessible remotely on-demand and compliant with ADA, EEOC, and data security standards.

F. Validity & Reliability: The assessments must be professionally validated to ensure consistent, legally defensible, and accurate results.

G. While test scores may be cloud based for retrieval and retention purposes, a master file of scores will be electronically provided to the City prior to contract expiration. These scores must be retained based on legal retention requirements as prescribed by law.

4.2. Test Types

The Contractor shall develop and administer the following test types:

A. Typing Proficiency: Assessment of speed (WPM) and accuracy (error rate) through timed tests.

B. Microsoft Office: All Microsoft products shall include a platform that is within the latest 2 releases and updated as needed. That includes an overall score, speed and accuracy as well as level of proficiency. Simulation-based timed testing (not multiple-choice) requiring hands-on execution of tasks within:

1. Word: Formatting, document creation, and editing.

2. Excel: Data entry, formatting, formula writing, and pivot tables.

3. PowerPoint: Slide management, design, and presentation structuring.

4. Outlook: Email management, calendar scheduling, and professional communication.

C. Reading Comprehension: Evaluation of verbal reasoning, vocabulary, and the ability to extract actionable information from workplace documents.

D. General Computer Skills: Basic literacy in navigating operating systems, file management, and web browsing.

4.3. Current Technology Environment

The City of Orlando’s current technology environment includes the following:

A. OKTA

B. Windows 11 Operating System

C. Microsoft Edge

D. Chrome Enterprise

E. Workday

F. Office 365

4.4. Reporting

The Contractor shall provide:

A. Reporting tools, inclusive of the tracking of the successful completion of each course, if applicable.

B. Analytics: the Contractor must provide detailed, exportable reports or scorecards that clearly highlight a candidate's strengths, weaknesses, and performance against baseline or industry standards.

4.5. Customer Service and Project Management Plan

The Contractor shall provide the following support at no additional cost for the proposed services as set forth in this RFP.

A. Assign an account manager to be the primary point of contact with the City.

B. Guarantee that the content availability “up time” to is not less than 99.0%.

Contractor shall notify Authorized Users within 24 hrs. of any interruption of service.

C. 24 x 7 Help Desk/Technical Assistance and Customer/Product Support provided at no charge (includes local or toll-free telephone number and dedicated e-mail address) for both the hiring team and candidates.

D. Access to courses and pre-employment testing 24 hours a day, 7 days a week.

E. Should the City find it necessary, the Contractor shall provide appropriate test validation for legal defense.

4.6. Training Program and Support

The Contractor shall provide training and support for all services proposed. Contractor will establish all webinar trainings and provide all material needed for each webinar training session.

Contractor will conduct no fewer than three and no more than four training sessions each year of the contract.

A. Orientation/implementation training, installation/setup, and demos/trials.

B. Custom logins if applicable.

C. City employees able to learn at any time during the licensing period.

D. New employees able to train as required.

E. On-Site Training – Contractor shall be responsible for providing the following:

1. Professional training materials for a minimum of nine (9) City employees.

2. Development of training curriculum and related components and/or software, training materials.

3. In-Person or remote “Train the Trainer Sessions” to be held as needed.

F. Off-Site Training – Contractor shall be responsible for providing the following:

1. Professional training materials.

2. Onsite technical service and support staff.

3. Development of training curriculum and related components and/or software, training materials.

G. Support Services – Contractor shall provide support for the proposed services as set forth in this RFP. Contractor shall provide the functional requirements for general, application and data, technology, and security as described in

Attachment "G” - Cloud Security Questionnaire.

H. The remainder of a license can be re-assigned, if applicable, at no charge if an employee leaves the organization.

4.7. Miscellaneous

A. Capability of integration with Human Resources Information System (HRIS), Enterprise Resource Planning (ERP) or Applicant Tracking System (ATS), most specifically Workday.

B. Software as a Service platform is required.

C. The Price Proposal shall state whether the pricing is proposed as per unit, modules, etc. or unlimited.

5. PRE-PROPOSAL CONFERENCE

5.1. Date

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

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online:

https://teams.microsoft.com/meet/299801230565391?p=8WvIPpWUTYWlkWUkM4 Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568 Once dialed-in and prompted, enter the Conference ID: 299 801 230 565 391 Passcode: hF7H2qM6 on Wednesday, July 15, 2026 at 2:00 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, at least three (3) days prior to the pre-proposal conference along with attendance notification (first and last name of attendee, phone number and email address of all attendees of the firm) if applicable, and return via fax or email to:

Tara Urdininea, CPP, Procurement Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2368

Fax: (407) 246-2869

Email: tara.urdininea@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 Tuesday, August

4, 2026. 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 http://www.orlando.gov/procurement/ 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

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

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

7.1. 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.

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 the Confidential and/or

Proprietary Information Exemption Form, 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: RFP26-0388, Pre-Employment Typing &

Microsoft Desktop App Testing

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. 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.

8.5. Conflict of Interest Disclosure

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

8.6. General Business Information

Proposals shall provide:

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. If Proposer is a parent or subsidiary, identify: (1) any affiliated entities that substantially control or are substantially controlled by Proposer, describing their relationship to Proposer; (2) any affiliated entities that will be relied on or otherwise involved in providing services hereunder, including but not limited to any that will provide intellectual property, personnel or expertise, or financial guarantees to Proposer in connection with the project.

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.

8.7. 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."

8.8. Proposer’s Experience, Staff Experience and Financial Stability

Proposers must provide the following information:

A. Proposers shall submit a verifiable statement of the Proposer's experience providing: Pre- Employment Typing & Microsoft Desktop App Testing Services.

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. Attachment "D" can be found in Section 44 - Vendor

Questionnaire/Attachments.

B. Proposers shall submit verifiable information of certifications and trained clinical aptitude by key staff, and evaluation of staff experience.

C. Proposer shall submit verifiable information of the Proposer's financial stability.

Download, fill out and upload Attachment "H" - Financial Stability. Attachment "H" can be found in Section 44 - Vendor Questionnaire/Attachment.

D. 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.

8.9. 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 "E."

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.

8.10. Veteran Business Enterprise Participation in Subcontracts

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

8.11. Price Proposal Schedule

The City of Orlando Procurement and Contracts Division has implemented an electronic pricing system to streamline solicitation responses. All responsive Respondents to this solicitation must submit electronic submittals/responses. Paper responses will be deemed non-responsive.

Although the City generally awards contracts based on a "lump sum" basis to the responsive and responsible Respondent submitting the lowest total response/bid, the City may choose to award on a "per group" or "per item" basis. Therefore, Respondents must submit with their submittals, all pricing and clearly indicating which items are submitted and which are not. Failure to submit this information may render such submittals/responses non-responsive.

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.ice arrangement.

8.12. Cloud Security Questionnaire

Proposer should provide the functional requirements for general, application and data, technology, and security as described in Attachment "G” - Cloud Security Questionnaire.

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. Proposer & Team Qualifications, and

Financial Stability

This criteria will include, but will not be limited to, Proposer’s approach to working with the City, locations, testing types/quality, availability of staff, capacity, scheduling and testing methodology, testing instruments, communications of test results, training, and quality of documentation, and Attachment

"H" Financial Stability which shall be completed and submitted by the Proposer with its Proposal.

Points Based 30 (30% 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, experience in performing work of a similar nature, experience working with public or private agencies, certification and trained clinical aptitude by key staff, evaluation of staff experience, lost business, reference responses and financial stability.

Points Based 40 (40% 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.

Points Based 28 (28% 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 to conduct further deliberations, evaluations and rescoring of the

Respondents until a ranking, or total score, without a tie is achieved.

The Committee will evaluate and rank the responsive Proposers deemed reasonably acceptable to be selected (or the short listed Proposers, as applicable) as set forth in the preceding section entitled “Evaluation Criteria”. In the event that the Committee previously elected to short list Proposers, any rankings or scores assigned as part of the short listing process shall not be binding on the Committee or its members as part of final evaluation and Committee members may modify their scores for any and all Proposers and scoring categories as they deem appropriate in their sole discretion. The Committee shall submit the proposed rank order to the Chief Procurement Officer after the conclusion of scheduled presentations, if any. Upon approval of the ranking by the Chief Procurement

Officer, the Chief Procurement Officer shall post a notice of intended action. The notice of intended action may be obtained by the Proposers as set forth in the section of this

RFP titled “Request for Proposals Information.”

12.8. Authority to Award

Contracts shall be awarded in accordance with the provisions of the City’s Procurement

Code, Chapter 7 of the City of Orlando’s Code of Ordinances. Award of contracts in excess of One Hundred Thousand Dollars ($100,000) shall be subject to City Council approval.

12.9. Reserved Right

The City, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the proposals received as a result of this RFP. The City does not guarantee the award of any Contract as a result of this solicitation process.

13. GENERAL TERMS AND CONDITIONS

13.1. Communications with the City, Agency, or Board; Prohibited Contacts

To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract

(or, if the solicitation is cancelled, upon cancellation of the solicitation). Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a respondent or potential respondent (or on a respondent or potential respondent’s behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, and any Advisory Committee members or other people or entities providing advice to the City or the Advisory Committee related to this solicitation. During the prohibited communication period, all contacts and communications regarding the solicitation by a respondent, or potential respondent, including their agents, representatives or others on their behalf, shall be directed to the City’s Procurement and

Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s Chief Procurement Officer. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a respondent or potential respondent under the City’s Procurement Code.

13.2. Questions

Any questions relative to interpretation of the solicitation or the solicitation process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the Procurement and Contracts Division on or before the cut-off date for questions as specified in the Proposal Schedule. Any interpretation made to prospective Proposers with respect to questions submitted prior to the cut-off date for questions will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative.

13.3. Addenda

It will be the responsibility of the Proposer to contact the Procurement and Contracts

Division prior to submitting a Proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the Proposal.

13.4. Point of Contact

All communication and contact regarding this solicitation shall be directed to:

Tara Urdininea, CPP, Procurement Agent III

City of Orlando

Procurement and Contracts Division

City Hall at One City Commons

400 S. Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2368

Fax: (407) 246-2869

Email: tara.urdininea@orlando.gov

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

14. ADDITIONAL INFORMATION

The City reserves the right to request that the Proposer provide additional information it deems necessary to evaluate, clarify, or substantiate any area contained in each submitted Proposal and to more fully meet the needs of the City. This includes information which indicates financial resources as well as ability to provide and maintain the system and/or services. Moreover, the City reserves the right to make investigations of the qualifications of the Proposer as it deems appropriate, including but not be limited to, a background investigation conducted by the Orlando Police Department.

15. ADDENDUM TO REQUEST FOR PROPOSALS

If it becomes necessary to revise or amend any part of this Request for Proposals before the Proposal due date, the Chief Procurement Officer will furnish the revision by written

Addendum.

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.

16. APPLICABLE LAW AND APPEALS

This Request for Proposals is issued in accordance with and shall be governed by the provisions and procedures of Chapter 7 of the City of Orlando’s Code which can be accessed online at:

https://www.municode.com/library/fl/orlando/codes/code_of_ordinances?nodeId=TITIICI

CO_CH7PRCO or by contacting the Procurement and Contracts Division. Any appeal of matters relating to this solicitation must be filed in accordance with the requirements of

Chapter 7 of the City Code.

17. CONTRACT

The Contract form that the City intends to use for the award is included with this RFP as

Exhibit “1” for reference. While this draft Contract contains standard legal language and is not routinely modified, any exceptions to this standard Contract should be clearly indicated and Proposer understands that such exceptions may affect the evaluation of the Proposal submittal. Modification or alteration of this Contract shall only be valid if mutually agreed to in writing by the parties.

18. EXECUTION OF CONTRACT

https://procurement.opengov.com/governments/portal/orlando https://www.municode.com/library/fl/orlando/codes/code_of_ordinances?nodeId=TITIICICO_CH7PRCO https://www.municode.com/library/fl/orlando/codes/code_of_ordinances?nodeId=TITIICICO_CH7PRCO

Unless such time is extended by the City, the successful Proposer shall, within fifteen

(15) calendar days after Notice of Award is issued by the City of Orlando, Procurement and Contracts Division, sign and enter into a Contract with the City, and simultaneously provide any required bonds, indemnities and insurance certificates. Failure to comply with the established deadline for submittal of required documents may be grounds for cancellation of the award.

19. AFFILIATED AGENCIES

This solicitation is issued by the City of Orlando on behalf of itself and its affiliated agencies, including but not limited to the Community Redevelopment Agency of the City of Orlando (“CRA”), the Downtown Development Board (“DDB”), and the Downtown

South Neighborhood Improvement District (“DSNID”) (each an “Affiliated Agency”). Upon the written agreement of the Contractor and an Affiliated Agency (or upon the issuance of a Purchase Order by an Affiliated Entity in circumstances here the City places orders by Purchase Order), Contractor shall provide such goods and/or services as set forth in this solicitation to an Affiliated Agency upon the same pricing, terms, and conditions set forth in the Contract between the City and Contractor, unless otherwise agreed in writing by the Contractor and the Affiliated Agency. Except as may otherwise be expressly provided in the agreement or Purchase Order authorizing the acquisition of the goods or services, (i) the procuring Affiliated Agency shall be solely responsible for all obligations and duties, and shall have all rights of the City, with respect to the goods or services procured by the Affiliated Agency; and (ii) Contractor shall look solely to the procuring

Affiliated Agency for payment and the performance of any and all other obligations for goods or services contracted for by a procuring Affiliated Agency. With respect to work performed for an Affiliated Agency, actions may be taken on behalf an Affiliated Agency by the Chief Procurement Officer of the City of Orlando, or his designee(s).

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

This Contract is subject to the terms, conditions, provisions and requirements of Section

448.095 of the Florida Statutes which is incorporated herein by this reference. Pursuant to Section 448.095 of the Florida Statutes, Contractor represents and warrants that it has registered with and uses the E-Verify System to verify the work authorization status of all newly hired employees and shall continue to do so at all times during the term of the

Contract. If Contractor enters into a contract with a subcontractor, the subcontractor must provide the Contractor with an affidavit stating that the subcontractor does not employ, contract with, or subcontract with an unauthorized alien.

21. RIGHT TO AUDIT RECORDS

The City shall be entitled to audit the books and records of a Contractor or any sub-contractor to the extent that such books and records relate to the performance of such

Contract or sub-contract. Such books and records shall be maintained by the Contractor for a period of five (5) years from the date of final payment under the prime Contract and by the sub-contractor for a period of five (5) years from the date of final payment under any sub-contract unless a shorter period is otherwise authorized in writing. If any litigation, claim, negotiation, audit or other action involving the records has been started before the expiration of the 5-year period, the records must be retained until completion of the action and resolution of all issues which arise from it, or until the end of the regular 5-year period, whichever is later.

22. FISCAL YEAR FUNDING APPROPRIATION

22.1. Specified Period

Unless otherwise provided by law, a Contract for supplies or services may be entered into for any period of time deemed to be in the best interest of the City, provided funds are available for the first fiscal period at the time of Contract. Payment and performance obligations for succeeding fiscal periods shall be subject to appropriation by City Council of funds therefore.

22.2. Cancellation Due to Unavailability of Funds in Succeeding Fiscal Periods

When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the Contract shall be cancelled, and the

Contractor…