REQUEST FOR QUALIFICATION

RFQ 26-115

PROFESSIONAL DESIGN SERVICES FOR

DOWNTOWN PARKING GARAGE

City of Clermont

685 W. Montrose Street

Clermont, FL 34711

RELEASE DATE: July 27, 2026

DEADLINE FOR QUESTIONS: September 2, 2026

RESPONSE DEADLINE: September 10, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Clermont

REQUEST FOR QUALIFICATION

Professional Design Services for Downtown Parking Garage

I. Introduction II. Response Procedures

III. Statement of Work IV. Response Format V. Evaluation Process

VI. Terms and Conditions

Attachments:

A - OpenGov Vendor Registration

Request For Qualification #RFQ 26-115 Title: Professional Design Services for Downtown Parking Garage

1. Introduction

1.1. Summary

The City of Clermont is seeking Statements of Qualifications from experienced architectural and engineering firms to provide professional design services for a proposed multi-level public parking garage in downtown Clermont. The project is intended to increase public parking capacity, support downtown businesses and civic activities, and provide a safe, efficient, durable, and visually attractive public facility.

The selected consultant will evaluate two proposed City-owned locations - 705 7th Street near

Minneola Avenue and the south City Hall parking lot adjacent to 685 W. Montrose Street near

W. Desoto Street. The consultant will assist a City-appointed committee in comparing the locations and selecting the preferred site, after which the consultant may be authorized to complete the design, permitting, construction procurement assistance, and construction administration services.

1.2. Background

Downtown Clermont continues to experience increased demand for public parking due to ongoing growth, civic activity, community events, local businesses, and public access to downtown destinations. To address this need, the City has evaluated the development of a multi-level public parking garage and previously issued design-build solicitations for the project.

Those efforts did not result in a completed project, and the City has elected to proceed with a qualifications-based selection of a professional architectural and engineering consultant to assist with site evaluation, planning, design, and future project delivery. The selected consultant will provide the professional analysis and design support necessary to assist the City with site selection and advance the project through design, permitting, construction procurement, and construction administration.

1.3. Contact Information

Freddy Suarez Procurement Services Director 685 W. Montrose Street Clermont, FL 34711 Email: fsuarez@clermontfl.org Phone: (352) 241-7350

Department:

Procurement Services

1.4. Timeline

The following dates are set forth for information and planning purposes; however, the City reserves the right to change the dates as needed. Respondents are advised to closely monitor any potential date changes through the Portal at https://procurement.opengov.com/portal/clermontfl. (Please note that there is no charge or fee for respondents to register and utilize the Portal).

mailto:fsuarez@clermontfl.org tel:(352)241-7350

Solicitation Issued Date July 27, 2026

Newspaper Advertisement July 29, 2026

Questions Deadline September 2, 2026, 3:00pm

Response Due Date (Deadline) September 10, 2026, 2:00pm

Receipt and Acknowledgement of Responses

Zoom Meeting Information https://us06web.zoom.us/j/86221438465?pwd=

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Meeting ID: 862 2143 8465 Passcode: 868480

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2. Response Procedures

2.1. Purpose

This solicitation aims to receive responses from qualified respondents according to Florida

Statute 287.055 (the Consultant’s Competitive Negotiation Act or CCNA) to provide Professional

Design Services for Downtown Parking Garage under the terms, conditions, and specifications contained herein. Upon completing the response review process, the City intends to enter into direct negotiations with the most qualified respondent, resulting in a single contract award for a specific undertaking.

The City of Clermont uses OpenGov (“Software Administrator”), an e-procurement system

(“Portal”) that provides bid notification services to interested vendors. The Portal allows vendors to register online and receive notification of new solicitations, addenda, and awards. There is no charge to vendors/contractors to register and participate in the solicitation, nor will any fees be charged to the awarded vendor. Vendors with internet access should review the registration options at the following website: https://procurement.opengov.com/portal/clermontfl.

2.2. Electronic Bidding System

The City of Clermont uses OpenGov (“Software Administrator”), an e-procurement system

(“Portal”) that provides bid notification services to interested vendors. The Portal allows vendors to register online and receive notification of new solicitations, addenda, and awards. There is no charge to vendors/contractors to register and participate in the solicitation, nor will any fees be charged to the awarded vendor. Vendors with internet access should review the registration options at the following website: https://procurement.opengov.com/portal/clermontfl.

The City of Clermont uses the NIGP Commodity Codes to notify vendors whenever projects are issued that include category codes that match the codes added to the vendor profile.

2.3. Delivery of Proposal

Proposals must be submitted electronically in the Portal, which will be sealed until the due date and time indicated in the solicitation. The respondent may withdraw responses submitted early before the deadline. All responses must remain valid for at least ninety (90) calendar days and will remain the property of the City. Responses to this solicitation will not be accepted by fax or email.

All proposals will be publicly opened electronically in the Portal and read at the location in the

#Introduction section.

Only the names of companies that submitted a response will be read.

A. Electronic Responses

1. Electronic responses will be received through the Portal and remain unopened until the response due date has passed, as indicated in this solicitation. It is the sole responsibility of the respondent that the response is submitted and received before the deadline as specified in this document. The City of Clermont is not responsible for delays in transmittal or delays caused by any other occurrence. Please allow enough time to complete the response and upload documents to the Portal.

https://procurement.opengov.com/portal/clermontfl https://procurement.opengov.com/portal/clermontfl/projects/283142/document?section=undefined

B. Uploading Electronic Documents

1. Once the “Draft Response” button has been selected in the Portal, a screen will appear, allowing the vendor to enter their response information. Once all information is completed, proceed to submit the response. A confirmation with a submittal date and time stamp will appear, and a confirmation email will also be sent to the user’s email address. Vendors can review/update their submittals at any time before the response deadline. The offer will remain sealed and cannot be viewed by anyone until after the response due date and time.

2.4. Pre-Proposal Conference

There will not be a meeting for this project.

2.5. Questions Deadline

To ensure that all prospective respondents have accurately and completely understood the requirements, the City of Clermont – Procurement Services Department will accept written questions up until 3:00 pm on Wednesday, September 2, 2026. Verbal inquiries will not be accepted and potential respondents are instructed to only seek additional information or clarification or to communicate in writing with the Procurement Services Director.

The City of Clermont requires all questions relating to this solicitation to be entered through the

“Question and Answer” tab on the Portal. Responses to questions will be provided online at https://procurement.opengov.com/portal/clermontfl.

• ALL QUESTIONS MUST BE SUBMITTED PRIOR TO THE DEADLINE.

• QUESTIONS WILL NOT BE ANSWERED VIA TELEPHONE OR FAX.

2.6. Award

The City intends to make a single award to the highest-ranked firm with which the City successfully negotiates a satisfactory agreement in accordance with Section 287.055, Florida

Statutes.

2.7. Contract Negotiations

The City intends to enter into a contract for the services as outlined. The responses constitute an agreement that any contract resulting from this solicitation will be prepared by the City.

Consequently, the City does not agree to necessarily accept terms the respondent may propose during the negotiation phase of the contract.

2.8. Contract Period

The contract shall commence on the effective date stated in the Notice of Award, executed agreement, Purchase Order, or Notice to Proceed issued by the City, as applicable. The contract shall not become effective until the successful respondent has submitted all required post-award documents and the agreement has been approved and executed by all required parties.

The contract shall remain in effect until all authorized services have been completed and accepted by the City, unless earlier terminated in accordance with the contract. Services may be authorized and performed in phases, and the consultant shall not begin any phase or additional service without the City's prior written authorization.

The negotiated fees, rates, and other compensation provisions shall remain firm for the duration of the contract unless otherwise expressly authorized in the executed agreement.

2.9. Option to Renew

Not applicable to this solicitation.

2.10. Insurance Requirements

The selected respondent(s) must provide proof of insurance when responding to this solicitation using a standard ACORD form, showing no less than the amounts indicated below. If an

ACORD form cannot be provided, a signed letter from the insurance company agency, on its letterhead, must be provided stating current insurance as described below, or stating that the agency can receive the required insurance coverage.

All suppliers performing work on City property or public right-of-way must provide the

City requires a certificate of insurance evidencing the coverage and coverage provisions identified herein. Respondents must provide the City with evidence that all subcontractors performing work on the project have the same types and amounts of coverage as required herein or that the subcontractors are included under the contractor’s policy. The City, at its own discretion, may require a certified copy of the policy.

The types and amounts of insurance required are listed below. The City reserves the right to amend or require additional types and amounts of coverage or provisions depending on the nature of the work.

Minimum Insurance Coverage Requirements with Aggregate Limits

• Commercial General Liability o Per Occurrence: $1,000,000 o General Aggregate: $2,000,000 o Products & Completed Operations Aggregate: $2,000,000

Coverage must include:

▪ Premises/Operations

▪ Products and Completed Operations

▪ Contractual Liability

▪ Contractual Indemnity (in accordance with Section 6.35 of the Terms and

Conditions)

• Automobile Liability o Per Occurrence (Combined Single Limit): $1,000,000 o Aggregate: N/A

Must include owned, non-owned, and hired vehicles.

• Workers’ Compensation and Employer’s Liability

As required by Florida Statutes, Chapter 440, including:

o Each Accident: $1,000,000 o Disease – Each Employee: $1,000,000 o Disease – Policy Limit: $1,000,000

• Excess (Umbrella) Liability o Per Occurrence: $1,000,000 o Aggregate: $1,000,000

Must follow form over General Liability, Auto Liability, and Employer’s Liability.

• Professional Liability / Errors & Omissions o Each Claim: $2,000,000 o Aggregate: $2,000,000

Additional Insurance Requirements

• Insurance carriers must be rated at least B+:VI or better by A.M. Best (latest edition) or otherwise approved by the City.

• A minimum of thirty (30) days’ written notice of policy cancellation, non-renewal, or material change is required.

• The City of Clermont must be named as an Additional Insured for General Liability coverage, which must be explicitly stated on the certificate.

• The certificate must reference the solicitation number and title. RFQ 26-115

Professional Design Services for Downtown Parking Garage

• Certificates of insurance must be submitted to:City of Clermont

685 W. Montrose Street

Clermont, FL 34711

2.11. Reservation of Rights to the City

The issuance of this solicitation and the acceptance of responses do not constitute an agreement by the City that it will enter into a contract with any of the respondents to this solicitation.

The City reserves the right to extend the response due date, request additional information from any respondents, reject any responses, negotiate with the next qualified respondent if negotiations with the top respondent do not result in an agreement, cancel the project, and/or re-advertise the solicitation. The City reserves the right to disqualify any respondent at the sole discretion of the City.

By submitting a response and subsequent information, the respondents waive the right to object to the exercise of the City’s right to disqualify a respondent and/or a response, either now or in the future.

2.12. Restriction of Communication

Respondents to this solicitation or persons acting on their behalf may not contact, between the issued date of this solicitation and within three (3) business days following the agency posting the notice of intended award, excluding State and Federal holidays, any employee or council members concerning any aspect of this solicitation, except in writing to the Procurement

Services Director. Violation of this provision may be grounds for rejecting a response. In addition, respondents are strongly cautioned that inappropriate efforts to lobby or influence individuals or organizations involved in this selection process may result in dismissal from further consideration. The appeals procedures are in this solicitation's Terms and Conditions

Section.

2.13. Response expenses

All costs associated with preparing this response will be the sole responsibility of the respondent, including but not limited to document preparation and all travel expenses.

2.14. Response Information as Public Documents

All materials initially submitted or subsequently submitted as part of this solicitation process shall become property of the City and shall be treated as City documents subject to typical practice and/or applicable laws for public records. Otherwise, the City will not distinguish or treat any material received as confidential, proprietary, and/or a trade secret unless specifically designated as such by the respondent. Financial statements will not become subject to public record as per Section 119.07(1) Florida Statutes. Furthermore, by submitting a response, the respondent agrees to hold the City harmless for any public use or dissemination of all information submitted through this process.

2.15. Site Visit

Not applicable to this solicitation.

2.16. Tie Responses

In the event that two or more respondents receive identical final evaluation scores, and the tie remains after completion of all evaluation criteria, the tie may be broken using the following criteria, in the order listed, as determined by the Procurement Services Director.

A. Quality of the items or services provided, if such quality is ascertainable.

B. Delivery time is provided in the response by the respondents.

C. Preference of businesses with drug-free workplace programs as defined in Section

287.087, Florida Statutes.

D. The vendor closest to the City of Clermont City Hall at 685 Montrose Street, as determined by the Procurement Services Director.

E. If items 1-4 are not applicable, the tiebreaker will be decided by flipping a coin to receive the first opportunity to negotiate, as applicable.

2.17. Lobbying

Lobbying of Evaluation Committee members, the City of Clermont employees, or elected officials regarding this Request for Qualifications (RFQ) by the respondent or any member of the respondent's staff, an agent of the respondent, or any person employed by any legal entity affiliated with an organization that is responding to the RFQ is strictly prohibited upon advertisement and shall be prohibited until a written recommendation of the award is made. For purposes of this provision, lobbying activities shall include, but not be limited to, influencing or attempting to influence action or non-action in connection with this RFQ through direct or indirect oral or written communication or an attempt to obtain the goodwill of persons and/or entities specified in this provision. Such actions may cause the RFQ response or subsequent contract to be rejected or terminated.

3. Statement of Work

3.1. General Overview

The City of Clermont is seeking a qualified architectural and engineering firm to provide professional planning, site evaluation, design, permitting, procurement support, and construction administration services for a proposed multi-level public parking garage in downtown Clermont.

The selected consultant shall evaluate two potential City-owned locations:

A. Site A – 705 7th Street, near 7th Street and Minneola Avenue, Clermont, Florida; and

B. Site B – South City Hall Parking Lot, adjacent to 685 W. Montrose Street near W. Desoto

Street, Clermont, Florida.

The consultant shall prepare a site-specific evaluation and conceptual design for each location.

The analysis will be used by a City-appointed committee to compare the two sites and recommend the location that best meets the City’s parking, operational, financial, accessibility, and downtown development objectives. The City has not identified a preferred location and reserves the right to select either site, modify the project, defer subsequent phases, or discontinue the project.

Following selection and approval of the preferred location, the City may authorize the consultant to proceed with design development, construction documents, permitting, construction procurement assistance, construction administration, and project closeout. Services may be authorized by phase and shall not proceed without written authorization from the City.

3.2. Project Objectives

The consultant shall assist the City in developing a parking garage that:

A. Provides meaningful net-new public parking capacity.

B. Maximizes parking efficiency within the physical and regulatory constraints of the selected site.

C. Provides safe and efficient vehicle circulation, ingress, egress, queuing, and wayfinding.

D. Provides safe, accessible, and convenient pedestrian connections to downtown businesses, civic facilities, sidewalks, streets, and public destinations.

E. Complements the architectural character and civic identity of downtown Clermont.

F. Incorporates durable, low-maintenance, resilient, and energy-efficient materials and systems.

G. Minimizes impacts to nearby businesses, City Hall operations, public parking, streets, sidewalks, utilities, community events, and emergency access.

H. Can be constructed within an approved project budget and a reasonable schedule.

I. Accommodates future technologies and operational needs, including electric-vehicle charging, paid parking, security, communications, parking guidance, and, where feasible, solar readiness.

3.3. Phase 1 – Project Initiation and Existing-Conditions Review

The consultant shall begin the project by confirming the City’s goals, evaluation criteria, operational needs, budget considerations, and decision-making process. Services shall include, at a minimum:

A. Conducting a project kickoff meeting with City staff.

B. Reviewing available plans, property information, utility records, zoning requirements, development standards, previous studies, parking information, and other documents provided by the City.

C. Conducting site visits and documenting existing conditions at both proposed locations.

D. Identifying information needed to complete the site evaluations, including surveys, utility investigations, geotechnical services, environmental reviews, traffic data, parking counts, or other supporting studies.

E. Coordinating with City departments, utility providers, permitting agencies, and other stakeholders as directed by the City.

F. Preparing a project work plan, schedule, communication protocol, and list of required decisions and deliverables.

3.4. Phase 2 – Two-Site Evaluation

The consultant shall evaluate both proposed sites using consistent criteria so that the City-appointed committee can make an informed comparison. The evaluation shall address, at a minimum:

A. Site Conditions

1. Available site area, dimensions, boundaries, grades, and topography.

2. Existing buildings, pavement, landscaping, parking, sidewalks, walls, enclosures, and other site features.

3. Existing and anticipated utility locations, capacities, conflicts, relocations, and connections.

4. Stormwater, drainage, floodplain, environmental, and soil considerations.

5. Zoning, setbacks, height restrictions, easements, rights-of-way, and other development constraints.

6. Emergency access, fire-department access, solid-waste operations, deliveries, and service needs.

7. Construction access, staging, laydown areas, haul routes, and potential disruption during construction.

B. Parking and Operational Analysis

1. Estimated gross parking capacity for each site.

2. Estimated net-new public parking spaces after accounting for existing parking displaced by construction.

3. Proposed mix of standard, oversized, compact, accessible, motorcycle, bicycle, electric-vehicle charging, and electric-vehicle-ready spaces.

4. Recommended number of garage levels and preliminary structural footprint.

5. Vehicle circulation, ramps, turning movements, entry and exit locations, queuing, and sight-distance considerations.

6. Pedestrian access, accessible routes, elevators, stairs, crosswalks, and connections to surrounding destinations.

7. Potential impacts on City Hall operations, employees, visitors, businesses, residents, downtown events, and existing public parking.

C. Feasibility and Comparative Analysis

The consultant shall compare the two sites based on:

1. Parking capacity and net-new parking provided.

2. Site-development complexity.

3. Traffic and pedestrian impacts.

4. Utility and stormwater requirements.

5. Constructability and construction staging.

6. Architectural and placemaking opportunities.

7. Estimated project cost.

8. Estimated design, permitting, and construction schedule.

9. Operational efficiency and user convenience.

10. Long-term maintenance and lifecycle considerations.

11. Opportunities and risks unique to each site.

12. Compatibility with the City’s downtown and civic-development objectives.

3.5. Conceptual Design for Both Sites

The consultant shall prepare a conceptual design for each proposed location. Each concept shall be sufficiently developed to allow the City to understand the likely scale, capacity, function, appearance, cost, and impacts of the proposed garage.

Conceptual design services shall include:

A. Preliminary site plans showing the garage footprint, access points, circulation, pedestrian connections, landscaping, utility areas, and adjacent improvements.

B. Preliminary parking layouts for each level.

C. Preliminary massing, height, number of levels, and structural-system recommendations.

D. Preliminary building elevations, architectural character, facade concepts, screening, and streetscape treatment.

E. Preliminary locations for elevators, stairs, accessible routes, mechanical and electrical rooms, storage areas, security equipment, and support spaces.

F. Preliminary recommendations for lighting, security, emergency communication, paid-parking compatibility, parking-counting systems, communications infrastructure, and wayfinding.

G. Preliminary stormwater, utility, landscape, and site-improvement concepts.

H. Conceptual renderings, perspectives, diagrams, or other visual materials necessary to communicate the design of each location.

I. Identification of assumptions, constraints, risks, and items requiring additional investigation.

The conceptual designs are intended to support site selection and shall not be considered final construction documents.

3.6. Art Walk and Placemaking

For Site A – 705 7th Street, the consultant shall evaluate how an Art Walk or pedestrian art corridor may be incorporated into the garage design near 7th Street and Minneola Avenue.

The evaluation shall address:

A. The proposed location, alignment, width, and configuration of the Art Walk.

B. Integration with the garage, surrounding sidewalks, downtown destinations, landscaping, seating, lighting, shade, wayfinding, and public gathering areas.

C. Opportunities for murals, sculpture, decorative facade treatments, lighting installations, rotating exhibits, or other public-art features.

D. Ground-level openness, visibility, security, accessibility, and pedestrian comfort.

E. Any proposed clearance beneath an elevated parking level.

F. Effects on parking capacity, circulation, structure height, structural design, cost, schedule, security, drainage, and long-term maintenance.

G. Infrastructure necessary to support future public-art installations.

For Site B – South City Hall Parking Lot, the consultant shall evaluate appropriate pedestrian enhancements, public art opportunities, civic design elements, landscaping, streetscape improvements, and placemaking features suitable for the City Hall setting.

The final selection of artists or specific artwork may be made separately by the City.

3.7. Site Evaluation Report and Committee Support

The consultant shall prepare a written site-evaluation report presenting the findings for both locations. The report shall include:

A. An executive summary.

B. Existing-condition findings.

C. Conceptual designs for both sites.

D. Parking-capacity and net-new-parking calculations.

E. Traffic, circulation, pedestrian, utility, stormwater, operational, and constructability findings.

F. Preliminary project schedules for both sites.

G. Opinions of probable construction cost for both sites, including assumptions, allowances, escalation, design contingency, construction contingency, and major exclusions.

H. Advantages, disadvantages, risks, and opportunities associated with each site.

I. A side-by-side comparison matrix.

J. The consultant’s professional findings regarding the feasibility of each location.

The consultant shall attend meetings with the City-appointed committee, present its findings, respond to questions, revise materials as directed, and provide technical assistance throughout the site-selection process. The committee and City will make the final site recommendation and selection. The consultant shall not serve as the decision-making authority.

3.8. Public and Stakeholder Coordination

The consultant shall support public and stakeholder engagement as directed by the City.

Services may include:

A. Meetings with City staff, the site-selection committee, City Council, advisory boards, downtown businesses, residents, community organizations, or other stakeholders.

B. Preparation of presentation boards, renderings, exhibits, summaries, and presentation materials.

C. Participation in public meetings, workshops, committee meetings, or City Council presentations.

D. Documentation and evaluation of comments received.

E. Revision of concepts based on direction approved by the City.

The number and format of meetings shall be established during contract negotiations.

3.9. Phase 3 – Schematic Design for the Selected Site

Following written authorization from the City, the consultant shall advance the approved concept for the selected location. Schematic-design services shall include:

A. Confirmation of the project program, parking capacity, design criteria, budget, and schedule.

B. Refinement of the site plan, floor plans, circulation system, ramps, elevators, stairs, accessible routes, support spaces, and structural layout.

C. Development of the architectural character, facade treatment, screening, landscaping, streetscape, public-art infrastructure, and pedestrian features.

D. Preliminary civil, structural, mechanical, electrical, plumbing, fire-protection, lighting, technology, security, communications, and stormwater systems.

E. Coordination of surveys, geotechnical services, utility investigations, traffic analysis, environmental reviews, and other required supporting services.

F. Preparation of an updated opinion of probable construction cost.

G. Identification of value-engineering opportunities and major project risks.

H. Presentation of the schematic design to City staff and other stakeholders as directed.

3.10. Phase 4 – Design Development

After approval of the schematic design, the consultant shall prepare design-development documents that establish the size, character, materials, systems, and major details of the project.

Services shall include:

A. Coordination of all architectural and engineering disciplines.

B. Development of plans, elevations, sections, details, outline specifications, and system narratives.

C. Refinement of parking layouts, structural systems, facade treatments, accessible routes, elevators, stairs, lighting, security, technology, utilities, drainage, landscaping, and site improvements.

D. Coordination with utility providers and regulatory agencies.

E. Code, accessibility, life-safety, and permitting reviews.

F. Constructability, durability, maintainability, and lifecycle-cost reviews.

G. Updated project schedule and opinion of probable construction cost.

H. Value-engineering recommendations were needed to maintain the approved budget.

I. Review meetings with the City at established design milestones.

3.11. Phase 5 – Construction Documents and Permitting

The consultant shall prepare complete, coordinated, signed, and sealed construction documents for the selected site. The documents shall be suitable for permitting, competitive construction procurement, and construction.

Services shall include:

A. Architectural, civil, structural, mechanical, electrical, plumbing, fire-protection, landscape, stormwater, traffic, lighting, security, communications, and specialty-system plans and specifications.

B. Technical specifications and project-specific procurement requirements.

C. Final code, accessibility, and life-safety analysis.

D. Final coordination of utilities, site improvements, signage, pavement markings, wayfinding, landscaping, irrigation, and pedestrian connections.

E. Final opinion of probable construction cost and recommended construction schedule.

F. Preparation and coordination of permit applications and supporting documents.

G. Responses to reviewing-agency comments and revisions required to obtain permits.

H. Coordination with the City concerning permit responsibilities, fees, and required approvals.

The consultant shall not guarantee that construction bids will equal the opinion of probable construction cost, but shall prepare estimates using generally accepted professional practices and current market information.

3.12. Phase 6 – Construction Procurement Assistance

When authorized, the consultant shall assist the City in procuring the construction contractor.

Services may include:

A. Preparing the final construction solicitation package.

B. Participating in pre-bid or pre-proposal meetings and site visits.

C. Responding to technical questions from prospective contractors.

D. Preparing drawings, specifications, clarifications, and addenda.

E. Reviewing substitution or equivalency requests.

F. Assisting the City with the evaluation of bids or proposals.

G. Reviewing pricing, qualifications, exceptions, and proposed construction schedules.

H. Preparing a technical recommendation regarding the award.

The City will retain sole authority over the procurement process, responsiveness determinations, contractor selection, negotiations, and award.

3.13. Phase 7 – Construction Administration

If construction administration is authorized, the consultant shall provide professional services during construction to assist the City in determining whether the work is generally proceeding in accordance with the contract documents.

Services may include:

A. Conducting a preconstruction conference.

B. Attending progress meetings.

C. Reviewing shop drawings, product data, samples, and other submittals.

D. Responding to requests for information and preparing clarifications.

E. Conducting periodic site observations appropriate to the stage of construction.

F. Reviewing contractor payment applications and providing recommendations to the City.

G. Reviewing proposed substitutions, change requests, claims, and time-extension requests.

H. Preparing proposal requests, construction-change directives, supplemental instructions, and other design-related documents.

I. Coordinating required special inspections, materials testing, commissioning, and regulatory inspections.

J. Monitoring correction of observed deficiencies.

K. Conducting substantial-completion and final-completion inspections.

L. Preparing punch lists and reviewing the completion of corrective work.

Site observations by the consultant shall not constitute continuous inspection, control of construction means and methods, or responsibility for construction safety. The construction contractor shall remain responsible for its work, subcontractors, means and methods, sequencing, safety programs, and compliance with the construction documents.

3.14. Project Closeout

The consultant shall assist the City with project closeout, including:

A. Reviewing record drawings and other closeout documents submitted by the contractor.

B. Reviewing operation and maintenance manuals, warranties, test reports, training materials, and commissioning documentation.

C. Assisting with final inspections and the Certificate of Occupancy.

D. Confirming completion of punch-list items.

E. Preparing final architectural and engineering record documents based on contractor-provided information.

F. Delivering final electronic project files to the City.

G. Participating in a warranty inspection before expiration of the contractor’s warranty period, when authorized.

3.15. Required Professional Disciplines

The consultant shall provide or retain all professional disciplines necessary to perform the authorized services. The project team may include:

A. Architecture and parking-facility planning.

B. Civil engineering.

C. Structural engineering.

D. Mechanical, electrical, and plumbing engineering.

E. Fire-protection and life-safety design.

F. Surveying and mapping.

G. Geotechnical engineering.

H. Traffic and transportation engineering.

I. Landscape architecture and streetscape design.

J. Stormwater and utility engineering.

K. Lighting design.

L. Security, communications, access-control, and parking-technology design.

M. Cost estimating and value engineering.

N. Public engagement and visualization services.

O. Environmental, permitting, or other specialty services required by the project.

All professional services shall be performed under the responsible charge of appropriately licensed professionals in the State of Florida.

3.16. Design Requirements

The design shall consider, at a minimum:

A. A multi-level public parking garage of approximately three to five levels, or another configuration supported by the site analysis.

B. A target capacity of at least 250 parking spaces at each proposed site, where feasible, with the final capacity determined through the site-evaluation and design process.

C. Clear identification of gross spaces and net-new public spaces.

D. Compliance with the Florida Building Code, Florida Accessibility Code, fire and life-safety requirements, City standards, and all other applicable regulations.

E. Safe and efficient vehicle and pedestrian circulation.

F. Appropriate accessible parking spaces and accessible routes.

G. Elevators and stairs based on code, capacity, operations, and City direction.

H. Lighting, security cameras, emergency communication, access-control pathways, and communications infrastructure.

I. Compatibility with paid-parking systems, license-plate recognition, parking guidance, or occupancy-counting systems where directed.

J. Electric-vehicle charging stations and additional EV-ready infrastructure.

K. Solar readiness, where practical.

L. Durable, corrosion-resistant, low-maintenance materials and finishes appropriate for a parking structure.

M. Drainage, stormwater management, utility coordination, and protection of adjacent properties.

N. Landscaping, irrigation, signage, pavement markings, bicycle parking, wayfinding, and streetscape improvements.

O. A secure maintenance or storage space and necessary electrical, communications, and janitorial support areas.

P. Compatibility with surrounding buildings, streets, civic uses, and downtown architectural character.

3.17. Cost Estimating and Budget Control

The consultant shall provide opinions on probable construction costs at each required design phase. Estimates shall:

A. Be organized by major building and site components.

B. Identify assumptions, exclusions, allowances, contingencies, escalation, and market conditions.

C. Include costs associated with site work, utilities, foundations, structure, facade, elevators, MEP systems, lighting, security, technology, EV charging, public-art infrastructure, landscaping, streetscape improvements, and other major elements.

D. Identify potential cost differences between the two proposed sites.

E. Include value-engineering alternatives when estimates exceed the City’s approved budget.

F. Be updated following material changes to the project scope or design.

3.18. Project Schedule

The consultant shall prepare and maintain a detailed project schedule showing:

A. Site evaluation and conceptual design.

B. Committee review and site selection.

C. Schematic design.

D. Design development.

E. Construction documents.

F. Permitting and agency review.

G. Construction procurement.

H. Construction administration.

I. Commissioning and closeout.

The schedule shall identify major milestones, City review periods, public or committee meetings, required decisions, regulatory reviews, critical activities, and potential schedule risks.

3.19. Meetings, Communication, and Reporting

The consultant shall:

A. Designate a project manager who will serve as the primary point of contact.

B. Attend project meetings as required by the authorized scope.

C. Provide agendas and meeting materials in advance when requested.

D. Prepare and distribute meeting minutes identifying decisions, action items, responsible parties, and due dates.

E. Provide regular written progress reports describing completed work, upcoming activities, schedule status, budget status, risks, and decisions required from the City.

F. Maintain project records, including decision logs, comment logs, schedule updates, cost estimates, and deliverable registers.

G. Promptly notify the City of conditions that may affect project scope, cost, schedule, safety, permitting, or quality.

3.20. Deliverables

Deliverables may include, but are not limited to:

A. Existing-conditions memorandum.

B. Two-site evaluation report.

C. Site-comparison matrix.

D. Conceptual plans and renderings for both sites.

E. Parking-capacity and net-new-parking calculations.

F. Preliminary and updated opinions of probable construction cost.

G. Project schedules.

H. Committee, public meeting, and City Council presentation materials.

I. Schematic-design documents.

J. Design-development documents.

K. Permit and construction documents.

L. Technical specifications.

M. Bid or proposal assistance documents.

N. Construction-administration records.

O. Punch lists and closeout documentation.

P. Record documents.

Unless otherwise approved, deliverables shall be provided electronically in searchable PDF format and in the original editable format used to create the documents. Drawings shall also be provided in an industry-standard editable computer-aided-design (CAD) or building-information-modeling (BIM) format acceptable to the City.

4. Response Format

PROPOSAL REQUIREMENTS

A response to this solicitation should address the requirements listed below clearly and concisely in the order stated herein. The response must detail how the proposed services best satisfy the City’s needs. The submitted proposal must follow the rules and format outlined within this section. Adherence to the rules will ensure a fair and objective analysis of all proposals.

Respondents must upload their proposal in the Portal in the format requested below (with each section identified).

All proposals to this RFQ must be submitted and received by the deadline specified in this solicitation unless changed by an addendum. The responsibility for submitting the proposal on or before the stated date and time is solely that of the respondent. The City of Clermont will in no way be responsible for delays in transmittal or delays caused by any other occurrence. LATE

PROPOSALS WILL NOT BE ACCEPTED. Please allow sufficient time to submit the proposals.

PROPOSAL FORMAT

Proposals must contain the following documents, each fully completed and signed as required.

Proposals must be tabbed and include the information/documents specified in the applicable section. All abbreviations and acronyms used in the response shall be kept to a minimum and defined upon their first usage. Proposals that do not adhere to the following format or include the requested information/documents may be considered incomplete and, therefore, non-responsive.

To expedite the evaluation of responses, all respondents must follow the format and instructions contained herein. The City retains the option to reject any response that does not conform to the stated format requirements.

4.1. Proposal*

Instruction:

Respondents are limited to a total page count not to exceed sixty (60) pages excluding the cover page, table of contents, and tab sheets. Page size shall be 8.5 x 11 inches. The text size should be 11 points or larger using Arial or Times New Roman font only. Use at least one (1) inch margins on the top and bottom and three-quarter (3/4) inch side margins. All response sections must be appropriately separated and tabbed. The City reserves the right to seek additional/supplemental representation on specific issues as needed.

Content:

Table of Contents

Outline the major areas of the response in sequential order (as stated below). All pages must be consecutively numbered. Respondents must respond to all minimum requirements listed below.

Responses that do not contain such documentation may be deemed non-responsive or receive a low score.

A. Letter of Interest

1. Provide a letter introducing the respondent and expressing its interest in providing professional design services for the project. The letter shall not exceed two pages and include the following:

a. Identify the legal name of the respondent.

b. Identify the office that will have primary responsibility for the project.

c. Provide the name, title, telephone number, and email address of the respondent’s primary contact.

d. Summarize the respondent’s understanding of the project and interest in serving the City.

e. Confirm the respondent’s availability and commitment to provide the proposed personnel and resources.

f. Confirm that the respondent has reviewed the RFQ and agrees to comply with its requirements.

g. Be signed by an officer or other individual authorized to bind the respondent.

B. Firm Information and Minimum Qualifications

1. Provide general information about the respondent and demonstrate compliance with the minimum qualification requirements. Include the following:

a. Legal business name, business address, telephone number, website, and year established.

b. Type of business organization, including corporation, partnership, limited liability company, or other form.

c. State of formation and Florida Department of State registration information.

d. A brief history of the firm, including any former names, mergers, acquisitions, or organizational changes during the past ten years.

e. Number of employees by discipline and office location.

f. Identification of the office that will manage the project and the number of personnel assigned to that office.

g. Evidence that the respondent is authorized to provide architectural and engineering services in the State of Florida.

h. Copies of applicable Florida professional licenses and certificates of authorization..

i. Confirmation that the respondent can satisfy the City’s insurance requirements.

j. Identification of any proposed joint venture and a description of the legal and operational relationship among its members.

k. Confirmation that neither the respondent nor its proposed subconsultants are prohibited, suspended, or debarred from contracting with a public entity.

C. Firm Qualifications and Relevant Experience

1. Describe the respondent’s qualifications and experience providing services comparable to those required under this RFQ. Include:

a. Experience providing architectural and engineering design services for public parking garages or structured parking facilities.

b. Experience with municipal, civic, downtown, or urban-infill projects.

c. Experience evaluating multiple potential sites and assisting public agencies with site-selection decisions.

d. Experience designing parking facilities that incorporate efficient circulation, pedestrian connectivity, accessibility, public safety, technology, sustainability, and low-maintenance materials.

e. Experience with public art, pedestrian corridors, streetscape improvements, placemaking, or similar community-design features.

f. Experience preparing construction documents, obtaining permits, assisting with construction procurement, and providing construction-administration services.

g. Experience managing project budgets, cost estimates, value engineering, schedules, and multidisciplinary design coordination.

Provide a minimum of five and no more than eight comparable projects completed or substantially completed within the past ten years. For each project, provide:

i. Project name and location.

ii. Owner’s name.

iii. Project description and scope.

iv. Number of parking spaces and structure size.

v. Respondent’s role and services performed.

vi. Project delivery method.

vii. Original and final construction cost, where available.

viii. Design and construction completion dates.

ix. Key personnel from the proposed team who worked on the project.

x. Client reference, including name, title, telephone number, and email address.

D. Project Team and Key Personnel

1. Identify the team proposed to perform the services. Include:

a. An organizational chart showing the respondent, project manager, key personnel, subconsultants, reporting relationships, and lines of responsibility.

b. Identification of the proposed project manager and the individual who will have overall responsibility for the work.

c. Identification of key personnel anticipated for the following disciplines, as applicable:

i. Architecture and parking planning.

ii. Civil engineering.

iii. Structural engineering.

iv. Mechanical, electrical, and plumbing engineering.

v. Etc...

d. A description of each key person’s proposed role and anticipated level of involvement.

e. Resumes for key personnel, limited to two pages per person, including:

i. Education and professional registrations.

ii. Years of experience.

iii. Relevant project experience.

iv. Experience with municipal clients and Florida permitting agencies.

v. Office location.

vi. Current project assignments and anticipated availability.

f. Identification of personnel who participated in the comparable projects.

g. Identification of any proposed subconsultants, their roles, office locations, qualifications, and estimated percentage of work.

h. A description of prior working relationships among the prime firm, key personnel, and subconsultants.

2. The City expects the personnel identified in the response to remain assigned to the project unless a substitution is approved in writing.

E. Understanding of the Project

1. Describe the respondent’s understanding of the City’s objectives, the two proposed sites, and the professional services required. The response should address:

a. The purpose and need for additional public parking in downtown Clermont.

b. The importance of evaluating both proposed locations objectively before selecting a preferred site.

c. The principal opportunities and constraints associated with:

i. Site A – 705 7th Street near 7th Street and Minneola Avenue; and

ii. Site B – the south City Hall parking lot adjacent to 685 W. Montrose Street near W. Desoto Street.

d. The importance of gross parking capacity compared with net-new public parking capacity.

e. Potential impacts on downtown traffic, pedestrians, nearby businesses, City Hall operations, public parking, civic activities, and community events.

f. The need to balance capacity, aesthetics, cost, schedule, constructability, maintenance, accessibility, and long-term operations.

g. The role of the City-appointed committee is to evaluate the sites and recommend the preferred location.

h. The importance of providing clear, objective, and understandable information to support the City’s decision.

2. This section should demonstrate understanding of the project and should not include a completed design solution.

F. Technical Approach

1. Describe the respondent’s proposed approach to performing the work. The approach should be specific to this project and address, at a minimum:

a.…