Professional_Services_-_Re-Accreditation_Services.pdf

CITY OF ZEPHYRHILLS

2026-006

PROFESSIONAL SERVICES - RE-ACCREDITATION SERVICES

AN EQUAL OPPORTUNITY EMPLOYER

FLORIDA TAX EXEMPT #85-8012740166C-4

FEDERAL IDENTIFICATION NUMBER #59-6000455

I. Introduction

II. Scope of Work

III. Evaluation Criteria and Ranking Process

IV. Evaluation Documents

V. Technical Proposal

VI. Vendor Requirements and Acknowledgements

1. Introduction

1.1. Invitation

The City of Zephyrhills (the “City”) invites responses (“Responses”) from Vendors to provide the services described in the Scope of Work section.

1.2. Vendor

A Vendor is an individual, firm, or corporation submitting a Response to the City for the services requested in this request for qualifications (RFQ).

1.3. Agreement Terms and Conditions

The Vendor selected to provide the services requested herein (the “Successful Vendor”) shall be required to execute an Agreement with the City. In the event that the proposer to whom the contract is awarded does not execute a contract within thirty days after such award, the City of

Zephyrhills may give notice to such proposer of intent to award the contract to the next ranked

Vendor, or to call for new Responses. After a contract is signed, failure to comply with any of the terms and conditions of this RFQ by the awarded Vendor will be cause for termination of the

Agreement.

1.4. Additional Information or Clarification

Requests for additional information or clarifications must be made in the City's e-Procurement

Portal at https://procurement.opengov.com/portal/zephyrhillsfl and in accordance with the Cone of Silence. The Cone of Silence applies to all communications concerning any bid, request for proposal (RFP), or RFQ before an intent to award is issued. Any request for additional information, or for questions seeking clarification, must be received in writing no later than

Monday, October 19, 2026 by 9:00 am. The City will issue responses to inquiries and any other corrections or amendments it deems necessary through the City's e-Procurement Portal prior to the Response Submission Date. Vendors should not rely on any representations, statements, or explanations other than those made in this RFQ or any written addendum to this RFQ. Where there appears to be a conflict between the RFQ and any addenda issued, the last addendum issued shall prevail. It is the Vendor’s responsibility to ensure receipt of all addenda. Vendors will be required to acknowledge all addenda within their submission through the e-Procurement

Portal. All communications are to be directed to the Purchasing Agent through the City's e-

Procurement Portal at https://procurement.opengov.com/portal/zephyrhillsfl.

1.5. Award of Agreement

An Agreement may be awarded to the Successful Vendor by the City Council, as applicable, based upon the requirements reflected herein. The City reserves the right to execute, or not execute, an Agreement with the Successful Vendor that is determined to be in the City’s best interest.

1.6. Agreement Execution

By submitting a Response, the Vendor agrees to be bound to and execute the Agreement for:

Professional Services - Re-Accreditation Services. Without diminishing the foregoing, the

Vendor may request clarification and submit comments or proposed revisions to the language concerning the Agreement for the City’s consideration. Any such comments or proposed revisions identified after the Response has been received need not be considered by the City.

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

Nothing herein shall preclude the City from seeking to negotiate changes to the Agreement during the negotiation process.

1.7. Response Package

Careful attention must be given to all requested items contained in this RFQ. Vendors are invited to submit Responses in accordance with the requirements of this RFQ. Please read the entire solicitation before submitting a Response. Vendors shall make the necessary entries in all blanks and forms provided for the Response.

• Each Response submitted for evaluation must meet the requirements specified in the

RFQ.

• Failure to submit all required items in the manner specified may result in the submittal being found unacceptable.

• Any submittal found unacceptable will not be considered for selection for this project.

1.8. Changes/Alterations

A Vendor may change or withdraw a Response at any time prior to the Response Submission

Deadline by clicking on "Unsubmit Proposal" in the e-Procurement Portal. All changes or withdrawals shall be made through the City's e-Procurement Portal at https://procurement.opengov.com/portal/zephyrhillsfl. Oral or verbal modifications will not be allowed. Written modifications will not be accepted after the Response deadline.

1.9. Discrepancies, Errors, and Omissions

Any discrepancies, errors, or ambiguities in the RFQ or addenda (if any) should be reported to the City of Zephyrhills Purchasing Agent in the manner prescribed in the Additional Information or Clarification section. If necessary, the City will issue a written addendum to the RFQ clarifying such conflicts or ambiguities.

1.10. Disqualification

The City reserves the right to disqualify Responses before or after the submission date upon evidence of collusion with intent to defraud or other illegal practices on the part of the Vendor.

The City also reserves the right to waive any immaterial defect or informality in any Response, to reject any or all Responses in whole or in part, or to reissue an RFQ.

1.11. Reject Responses

The City reserves the right to reject any or all Responses, waive informalities, request additional information, and negotiate a contract with the most qualified Vendor for professional services at compensation determined to be fair, competitive, and reasonable, in keeping with the best interests of the City.

1.12. Vendor’s Expenditures

Vendors understand and agree that any expenditure made in preparation and submittal of

Responses, or in the performance of any services requested by the City in connection with the

Responses to this RFQ, are exclusively at the expense of the Vendor. The City shall not pay or reimburse any expenditure or any other expense incurred by any Vendor in preparation of a

Response, in anticipation of an Agreement award, or to maintain the approved status of the

Successful Vendor if an Agreement is awarded.

1.13. Compliance with Applicable Law

The laws of the State of Florida shall govern the Agreement. Vendors must comply with all applicable federal, state, county, and municipal laws, ordinances, regulations, and rules related to the services to be performed under the Agreement. Vendors will conduct no activity and provide no service that is unlawful or offensive.

1.14. Conflicts of Interest

No Vendor will be eligible for selection on any project, and no work will be assigned to a

Vendor, if it conflicts with or is duplicative of any work by the Vendor or any affiliated business entity, including but not limited to partnerships, joint ventures, and subsidiaries of the same parent corporation or Vendor.

1.15. Indemnification

The Vendor will defend, indemnify, and hold harmless the City of Zephyrhills and all of the

City’s officers, agents, and employees from and against all claims, liability, loss, and expense, including reasonable costs, collection expenses, attorneys’ fees, and court costs, which may arise because of the negligence (whether active or passive), misconduct, or other fault, in whole or in part (whether joint, concurrent, or contributing), of the Vendor, its officers, agents, or employees in performance or non-performance of its obligations under the Agreement generated from this solicitation. The Vendor recognizes the broad nature of this indemnification and hold harmless clause, as well as the provision of a legal defense to the City when necessary, and voluntarily makes this covenant and expressly acknowledges the receipt of such good and valuable consideration provided by the City in support of these indemnification, legal defense, and hold harmless contractual obligations in accordance with the laws of the State of Florida. This clause will survive the termination of the Agreement from this solicitation. Compliance with any insurance requirements required elsewhere within the Agreement will not relieve the Vendor of its liability and obligation to defend, hold harmless, and indemnify the City as set forth in this article of the Agreement. It is further agreed that liability and exposure for indemnification

(including, but not limited to, the amounts of any indemnification owed by a governmental entity) will be limited to and governed by the provisions of Section 768.28(5), Florida Statutes.

1.16. Insurance

The Vendor will, at its sole cost and expense, procure and maintain throughout the term of the contract Comprehensive General Liability and Worker’s Compensation insurance, including

Employer Liability insurance, with minimum policy limits of $1,000,000 combined single limits, or to the extent and in such amounts as required and authorized by Florida law. The Vendor will provide endorsed certificates of insurance, executed by a licensed insurance professional, evidencing such coverage and naming the City of Zephyrhills as an additional insured, as well as furnishing the City with a certified copy or copies of said insurance policies. Certificates of insurance and certified copies must accompany the signed contract. Insurance coverage procured by the Vendor as required herein will be considered primary over any other insurance or self-insurance available to the City. Any other insurance or self-insurance available to the City will be considered secondary or excess. Nothing herein will be construed to extend the City’s liability beyond that provided in Section 768.28, Florida Statutes.

1.17. Termination (Cause and/or Convenience)

A. This contract may be terminated in whole or in part in writing by either party in the event of substantial failure by the other party to fulfill its obligations under this contract through no fault of the terminating party, provided that no termination may be effected unless the other party is given (1) not less than thirty calendar days written notice (delivered by certified mail, return receipt requested) of intent to terminate and (2) an opportunity for consultation with the terminating party prior to termination.

B. This contract may be terminated in whole or in part in writing by the local government for its convenience, provided that the other party is afforded the same notice and consultation opportunity specified in subsection A above.

C. If termination for default is effected by the local government, an equitable adjustment in the price for this contract will be made, but (1) no amount will be allowed for anticipated profit on unperformed services or other work, and (2) any payment due to the Vendor at the time of termination may be adjusted to cover any additional costs to the local government because of the

Vendor's actions.

D. If termination for convenience is effected by the local government, the equitable adjustment will include a reasonable profit for services or other work performed for which profit has not already been included in an invoice.

E. For any termination, the equitable adjustment will provide for payment to the Vendor for services rendered and expenses incurred prior to receipt of the notice of intent to terminate, relating to commitments made prior to receipt of the notice.

F. Upon receipt of a termination action, the Vendor will (1) promptly discontinue all affected work (unless the notice directs otherwise) and (2) deliver or otherwise make available to the local government all data, drawings, reports, specifications, summaries, and other such information as may have been accumulated by the Vendor in performing this contract, whether completed or in process.

G. Upon termination, the local government may take over the work and may award another party a contract to complete the work described in this contract.

H. If, after termination for failure of the Vendor to fulfill contractual obligations, it is determined that the Vendor had not failed to fulfill contractual obligations, the termination will be deemed to have been for the convenience of the local government. In such event, adjustment of the contract price will be made as provided in subsection C above.

1.18. RFQ Availability

RFQ documents, plans, and addenda can be viewed and downloaded from the City's e-

Procurement Portal at https://procurement.opengov.com/portal/zephyrhillsfl. Registration is free.

It is the Vendor’s responsibility to ensure all addenda published before the bid opening have been downloaded. Vendors must be registered with the City of Zephyrhills prior to performing any work with the City. Should you have questions concerning this site, contact Customer

Support via the City's e-Procurement Portal for assistance. Responses will be opened after the deadline online, and a listing of the Vendors who submitted a Response will be posted.

1.19. Response Submission

One electronic response package must be submitted through the City's e-Procurement Portal at https://procurement.opengov.com/portal/zephyrhillsfl prior to the Opening time of Monday, November 2, 2026 by 9:00 am. The City will not, under any circumstances, be responsible for delays caused by uploading issues or other delays. All Responses must be manually and duly signed by an authorized authority to bind the Vendor, and the Vendor must affix their corporate seal (if any) to the Response. In the absence of a corporate seal, the Response must be notarized by a notary public. The submittal of a Response by a preparer will be considered by the City as constituting an offer by the Vendor to perform the required services at the stated fees. Each

Vendor is solely responsible for reading and fully understanding the requirements of this RFQ.

The opening time must be scrupulously observed. Under no circumstances will Responses delivered to the office be accepted. All Responses are to be uploaded via the City's e-

Procurement Portal. Late submissions will not be accepted.

1.20. Appropriations Clause

The City, as an entity of government, is subject to the appropriation of funds by its legislative body in an amount sufficient to allow continuation of its performance in accordance with the terms and conditions of this contract for each and every fiscal year following the fiscal year in which this contract remains in effect. Upon notice that sufficient funds are not available in subsequent fiscal years, the City will be released from all terms and conditions.

1.21. Oral Presentations

At the City's sole discretion, a formal oral presentation may be required by each Vendor that is short-listed during the initial review process. The City will provide one week’s notice if selected.

If required, presentations should support the Vendor's Response or demonstrate the information contained therein. If the Evaluation Committee requires additional clarification of any information, Vendors may be requested to submit that information in writing.

1.22. Acceptance of Applicable Policies and Procedures.

Vendors responding to this RFQ agree, by submission of a Response, to accept and comply with the City policies and procedures that apply to the selection process for this project. All Vendors must be licensed in the State of Florida and professionally qualified. Any concerns or issues relating to current policies and procedures may be addressed with City staff, but separately from this selection process.

1.23. Evaluation Committee Process

The City Manager will appoint a ranking committee to review and evaluate the qualifications of all interested Vendors. This committee will select at least three Vendors that are licensed in the

State of Florida and otherwise professionally qualified. The ranking committee will present its recommendations to the City Manager based on its review of the written Responses. The City

Manager will then present the committee’s recommendations to the City Council for consent and approval. A member of the ranking committee will be present to respond to any detailed questions the Council may have. The City Council will vote on the committee’s recommendation.

1.24. Written Selection Process

Step 1. The City will review submittals for responsiveness and responsibility. Those found responsive and responsible based on an initial review will proceed to Step 2.

Step 2. The City Evaluation Committee, comprised of City management and staff, will evaluate the Responses using the criteria below. Responses will be evaluated and ranked or scored.

1.25. Formal Interview Evaluation Criteria

The Evaluation Committee will consider the following criteria during the interview process:

• Overall impression of key team members.

• Methodology presented to assure success.

• Ability of principals to promote confidence in the Vendor’s ability to complete the projects within the time and budget.

• Ability of team members to communicate during the interview process.

• Vendor's ability to effectively answer questions and problem-solve during the meeting.

• Overall impression of the Vendor.

1.26. Interview Format

The Vendors selected to make a presentation to the Evaluation Committee will be notified by the

City. Each Vendor selected for further consideration will be notified in writing and informed of the place and time for the interview session. The time allotted to each Vendor for the presentation and interview will not exceed 45 minutes (five minutes for setup, 20 minutes for presentation, five minutes for questions, and five minutes for knock-down). All members of the

Evaluation Committee will be present during the formal interview.

1.27. Issues to Address at Interview

The intent of the formal interview process is to provide the Evaluation Committee with in-depth information from the Vendor in order to make a final selection of the best-suited Vendor for the contract. Vendors should focus their presentations on the detailed plan for the tasks, evaluations, interviews, schedule, and quality of the services to be provided, as well as any unique characteristics or services the Vendor offers. Vendors are discouraged from reviewing company history and past experience already evaluated during the written submittals, unless this information is directly relevant to the discussion.

1.28. Award Criteria

The Evaluation Committee’s recommendation will be based on its in-depth review of the written

Responses and the evaluation of the interview responses. Criteria will include, but are not limited to:

• Approach to implementation, performance, and satisfaction of City requirements.

• Demonstrated professional skills and credentials.

• Demonstrated understanding and success on similar projects.

• Demonstrated ability to communicate effectively.

• Ability to perform the work within the stated timeframe.

1.29. Hourly Rate/Fees

Hourly rates and fees will be solicited from the short-listed candidates invited to interview, by email, to be delivered by the designated date on the Timetable. Hourly rates and fees may be negotiated further with the top-ranked Vendor. If there is no date listed, or if the interviews are waived, the fees will be expected the Tuesday after the Council meeting. All hourly rates and fees must be sent to the Purchasing Agent at kbarnhill@zephyrhills.gov. Mark emails with “Fee

Rates - 2026-006- Company Name” in the subject line.

1.30. Final Evaluation

Upon completion of the evaluation process by the Evaluation Committee, the Vendors will be ranked in descending order of recommendation. The Evaluation Committee will present its final ranking to the City Manager for presentation to the City Council for approval of the committee’s recommendation. The City will begin negotiations with the top-ranked Vendor. If the City is unable to negotiate a satisfactory contract with that Vendor at a price determined to be fair and reasonable, negotiations will be terminated with that Vendor, and the City will initiate negotiations with the second-ranked Vendor, and so on. The final negotiated contract will be presented to the City Council for approval and authorization by the City Manager.

1.31. Exception to the RFQ

Vendors may take exceptions to any of the terms of this RFQ unless the RFQ specifically states where exceptions are not permitted. If a Vendor takes exception where none is permitted, the

Response will be rejected as nonresponsive. All exceptions taken must be specific, and the

Vendor must clearly indicate the alternative being offered to allow the City a meaningful opportunity to evaluate and rank Responses. Where exceptions are permitted, the City will determine the acceptability of the proposed exceptions, and the Responses will be evaluated accordingly. The City, after completing evaluations, may accept or reject the exceptions. If exceptions are rejected, the City may request that the Vendor furnish the services or goods described herein, or negotiate an acceptable alternative.

1.32. Openness of Procurement Process

Written competitive Responses, other submissions, correspondence, and all related records, as well as negotiations conducted pursuant to this RFQ, will be handled in compliance with

Chapters 119 and 286, Florida Statutes. The City gives no assurance as to the confidentiality of any Response once submitted.

1.33. Cooperative Purchases

This is a cooperative purchase contract. State law allows any government agency and any accredited school in the state to purchase under this contract without going to bid, as long as it does not conflict with any of their local regulations.

1.34. Negotiations

The City may award a contract on the basis of initial offers received, without further negotiations, or may negotiate a final contract. Therefore, each initial offer should contain the

Vendor’s best terms from both a cost/price and technical standpoint. The City reserves the right to enter into contract negotiations with the selected Vendor. If the City and the selected Vendor cannot negotiate a successful contract, the City may terminate said negotiations and begin negotiations with the next selected Vendor. This process will continue until a contract has been executed or all Vendors have been rejected. No Vendor will have any rights against the City arising from such negotiations.

1.35. Right to Protest

Any actual or prospective Vendor who is aggrieved in connection with the solicitation or award of a contract may seek resolution of its complaint by contacting the City Manager. All protests must be presented within one week after the solicitation deadline or within one week after

Council approval of ranking.

1.36. Public Records

In accordance with Section 119.0701, Florida Statutes, the Vendor will:

• Keep and maintain public records required by the City to perform the service.

• Provide public access to public records on the same terms and conditions that the City would provide and at a cost that does not exceed the statutory cost provided in Chapter

119, Florida Statutes, or as otherwise provided by law.

• Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed, except as authorized by law.

• Meet all requirements for retaining public records and transfer, at no cost, to the City all public records in possession of the Vendor upon termination of the contract, and destroy any duplicate records that are confidential or exempt. All records stored electronically must be provided in a format compatible with City systems.

If a Vendor has questions regarding the application of Chapter 119, Florida Statutes, to the consultant’s duty to provide public records relating to this agreement or contract, they should contact the Custodian of Public Records at:

Ricardo Quinones, City Clerk

City of Zephyrhills

5335 8th Street

Zephyrhills, Florida 33542 rquinones@ci.zephyrhills.fl.us

813-780-0000

1.37. ACH-EFT Payments

The City will make payments for services provided under this contract by means of an

Automated Clearing House – Electronic Funds Transfer (ACH-EFT) process. This method is faster and reduces the risk of fraud. Vendors must complete the setup process before any payment can be issued. The City reserves the right to revise this program as necessary.

1.38. Additional Conditions

The City reserves the right to reject any or all Responses received. The City is not obligated to request clarifications or additional information but may do so at its discretion. The City also reserves the right to extend the deadline for submittals.

• Confidentiality of Documents: Upon receipt, all Responses become the property of the

City without compensation to the Vendor, for disposition or use at the City’s discretion.

• Equal Employment Opportunity: During the performance of this contract, the Vendor agrees not to discriminate against any employee or applicant for employment because of race, creed, color, sex, or national origin in any of its employment or procurement practices.

• Event of Tie: In the event of a tie, if one of the businesses involved is minority- or female-owned, that business shall be ranked above the other firm or firms involved in the tie.

• Joint Venture: The City does not desire to enter into joint-venture agreements with multiple construction management firms.

• Evaluation Committee: The Evaluation Committee desires to review information on the

Vendor’s major consultants/contractors. Vendors are requested to name principal consultants/contractors and submit their qualifications, including all information otherwise requested of the Vendor.

2. Scope of Work

2.1. Scope of Work

The City of Zephyrhills (hereinafter "City") is requesting qualifications from interested firms/consultants who have extensive knowledge and experience with the Florida Law

Enforcement Re-Accreditation process to assist the Zephyrhills Police Department in achieving re-accreditation status through the Commission for Florida Law Enforcement Accreditation

(CFA).

2.2. The Scope of Work for this RFQ includes but is not limited to:

• Assisting with the Department's re-accreditation efforts with the Commission for Florida

Law Enforcement Accreditation.

• Identifying areas for improvement based on the CFA accreditation standards

• Assisting with the retention of records and documentation related to the accreditation process.

• Working with the leadership to review policies and procedures in the Power DMS system.

• Conduct Department facilities inspections to identify areas out of compliance with accreditation standards.

• Assist Department leadership with communications, contracts, and meetings with Florida

CFA officials.

• Be present for all onsite inspections by Florida CFA officials.

• Ensuring the Department is keeping up to date with any CFA accreditation standard changes.

• Providing necessary training to Department leadership and/or staff relating to the reaccreditation process.

• The successful firm should be located within 100 miles from the Department

2.3. The ideal firm/consultant will possess at least the following qualifications:

• At least 10 years of experience as a certified Florida Law Enforcement Officer.

• Extensive knowledge of the Florida accreditation process for law enforcement.

• At least 5 years of experience as CFA accreditation manager working in Florida law enforcement agencies.

• Experience with successfully leading (as a CFA accreditation manager) a Florida Law

Enforcement agency through its initial CFA accreditation process.

• Experience with successfully leading (as a CFA accreditation manager) a Florida Law

Enforcement agency through its first reaccreditation process.

• Experience in performing Florida police agency accreditation assessments statewide for the CFA.

• Experience as CFA team leader in performing CFA assessments statewide.

• Experience on the CFA Standard Review and Interpretations Committee.

• Experience with police policy and directive formulation.

• Experience with Power DMS and Power DMS standards programs for CFA accreditation.

2.4. Award of Contract

Award of a term contract does not guarantee that the respondent will be employed on a regular basis during the contract term, nor does it guarantee a minimum number of task orders or minimum compensation to be awarded. Nothing in this RFQ or subsequent consultant selection process shall be construed to imply that the resultant term contract is exclusive for the provision of all professional services to the City.

2.5. Contract Term

The Term of Contract is three (3) years after City approves the Contract, and City may, at its option, at a regular or special City Council meeting; renew this Contract at the end of the Term for an additional renewal term of two (2) three (3) year terms for a maximum term of nine years.

3. Evaluation Criteria and Ranking Process

A. General Ranking. The evaluation and ranking of all Competitive responses received shall be accomplished utilizing the criteria described in this Section.

B. Selection Criteria. All responses shall be equally evaluated with respect to the completeness of the data provided, support for all claims made, and the overall approach taken. The following criteria shall be utilized in the evaluation of the response.

3.1. Written Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Technical Depth Points Based 35 (35% of Total)

2. Experience and Qualifications of Firm Points Based 20 (20% of Total)

3. Experience and Qualifications of Key

Project Team Points Based 15

(15% of Total)

4. Address all Qualifications listed in Section 2 Points Based 15 (15% of Total)

5. References

References may be called regarding the level of satisfaction with services rendered by the by the proposing firm, its technical ability, cost, education of and presentation to Governing bodies.

Points Based 15 (15% of Total)

3.2. Interview Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Overall Impression of Key Team Members Points Based 20 (20% of Total)

2. Methodology Presented to Assure Success Points Based 20 (20% of Total)

3. Ability to Ensure Success within Time and

Budget Points Based 20

(20% of Total)

4. Implemented Successful Training Points Based 10 (10% of Total)

5. Communication Points Based 10 (10% of Total)

6. Responses to Questions and Problem Solving Points Based 20 (20% of Total)

4. Evaluation Documents

The services being sought under this RFQ are considered professional in nature. Consequently, the evaluation of the Responses will be based on the demonstrated qualifications and capabilities of the Vendor, resulting in a short list of three Vendors to be invited for interviews and presentations to the Evaluation Committee. Factors to be considered in the evaluation will include, but are not limited to, the following:

4.1. Qualifications and experience of the proposed project team

• Experience of the project manager and superintendent working together on past projects.

• Quality of references regarding the proposed project executive's commitment and project leadership.

• Quality of references for the remainder of the proposed team.

• Assigned team’s experience with projects of similar size and scope of work.

• Assigned team’s experience with effective budget control.

• Assigned team’s experience with effective schedule control.

4.2. Management Plan

• Demonstrated ability to solve complex project issues.

• Firm's cost management plan during design and construction.

• Firm's approach for managing changes within the stated cost and schedule limitations.

• Firm's approach for competitively administering and evaluating bid packages.

• Firm's schedule management plan.

• Firm's quality assurance program and plan.

• Firm's close-out plan.

4.3. General Ranking

The evaluation and ranking of all competitive Responses received will be accomplished using the criteria described in this section.

5. Technical Proposal

5.1. General Requirements

All Technical Proposals must conform to the following formatting standards to ensure consistency and ease of evaluation. Proposals not meeting these requirements may be deemed non-responsive:

• Page Setup: Standard 8.5” x 11” pages with 1-inch margins on all sides.

• Font & Size: Use Calibri 11-point for body text. Headings may be larger but not exceed

18-point.

• Paragraph Spacing: Set spacing at 6 pt before and after paragraphs; avoid additional line breaks between paragraphs.

• Line Spacing: Single line spacing is required for body text.

• Layout: Proposals must use a single-column page layout. Multi-column or “magazine-style” text formatting is not permitted.

• Section Order: Responses must follow the order of sections outlined in this RFP without reordering or combining.

• Page Numbers: Number all pages sequentially, except the cover page. Include the vendor name in the header or footer.

• File Format: Submit as a single searchable PDF with text recognition enabled. Do not password-protect or encrypt the file.

• Graphics & Color: All content must remain clear and legible if printed in black and white. Avoid design features that reduce readability.

• Clarity of Language: Use clear, concise, and straightforward language. Avoid unnecessary jargon, complex phrasing, or excessive marketing language.

In addition, technical proposals must be organized in the order outlined below. Proposals not following this structure may be deemed non-responsive.

All bid submissions must be made through the City’s e-Procurement Portal located at https://procurement.opengov.com/portal/zephyrhillsfl.

5.2. Table of Contents

Provide a complete table of contents listing all required sections in order with corresponding page numbers. At a minimum, the following headings must be included:

• Table of Contents.

• Letter of Transmittal.

• Executive Summary.

• Project Understanding and Approach.

• Staffing and Qualifications.

• Past Performance and References

• Other Documents (Optional).

5.3. Letter of Transmittal

Submit a one-page letter that:

• Identifies the primary contact person (name, title, address, phone, email).

• Is signed by an authorized representative of the firm with authority to bind the company to all terms.

• Expresses the firm’s interest in the project and commitment to the City’s schedule, quality standards, and community goals.

5.4. Executive Summary

Provide a concise overview of your proposal. The Executive Summary should also serve as a capability statement introducing your firm. At a minimum, include the following:

• Firm Overview: Brief description of your company, including history, size, core services, and relevant project experience.

• Key Capabilities: Specialized expertise, certifications, unique resources, or equipment that position your firm for success.

• Understanding of the Project: Summary of your firm’s understanding of the project objectives and challenges.

• Approach and Value Proposition: High-level description of your methodology and the value your firm will bring to the City.

• Differentiators: Highlight what sets your firm apart from competitors, such as innovation, successful past performance, or community engagement.

• Statement of Selection: Provide a clear statement of why your firm should be selected over others, emphasizing differentiators and value-added capabilities.

5.5. Project Understanding and Approach

Describe your understanding of the project, including:

• The project’s objectives, challenges, and success factors.

• How your approach aligns with the City’s goals, community needs, and quality expectations.

• The specific abilities of the firm and any innovative approaches to providing the services or implementing the project.

5.6. Staffing and Qualifications

Identify key personnel who will be assigned to the project:

• Provide names, roles, and responsibilities.

• Attach resumes tailored to the project’s scope and complexity.

• Include an organizational chart showing lines of authority and accountability.

• Identify the team leader and principal point of contact with the City.

• Define where elements of the work will be performed (city/state), and specify whether tasks will be carried out by the prime firm or by sub consultant/contractor firms. Clearly indicate who in the firm’s organizational chart will oversee performance of each portion of the work.

• Specify the members of the project team and their locations. If key personnel are not stationed locally, describe how they will be successfully integrated into the project team to ensure timely coordination on project needs.

• The project team location must be within the greater Tampa Bay region, no more than

100 miles from Zephyrhills.

5.7. Past Performance and References

Provide evidence of past performance on similar projects:

• List at least three (maximum of 10) relevant projects completed within the past five years that demonstrate proficiency in comparable work.

• For each project, include:

o Project Title.

o Project Location.

o Project Description.

o Project Value.

o Project Start Date and Completion Date.

o Owner’s Name and Address.

o Contact Person (name, title, phone, email).

5.8. Other Documents (Optional)

Vendors may include additional documents they believe would strengthen their proposal, without duplicating information already provided. Examples may include:

• Awards or recognitions.

• Licenses.

• Testimonials or letters of recommendation.

• Additional case studies or success stories.

6. Vendor Requirements and Acknowledgements

6.1. Solicitation Acceptance*

Please download the below document(s), complete, and upload.

• Solicitation_Acceptance_-_2...

*Response required

6.2. Request for Qualifications Confirmation*

Project Identification Number: 2026-006

Project Name: Professional Services - Re-Accreditation Services

RFQ Deadline: Monday, November 2, 2026, 9:00 am

The undersigned, hereby declares that no person or other persons other than the undersigned are interested in this RFQ, as Principal, and this response to request for qualifications is made without collusion with others; and that we have carefully read and examined the specifications, and with full knowledge of all conditions under which the services herein is contemplated must be furnished, hereby proposed and agree to furnish this service according to the requirements set out in the specifications for said purchase and service.

☐ Please confirm

*Response required

6.3. Addenda*

By clicking below you confirm you are aware of all addenda published and have read all https://government-project.s3.us-west-2.amazonaws.com/192752/27c7ca2b-604d-423d-b085-a44a3c4f9118_Solicitation_Acceptance_-_2025.pdf questions and responses to this solicitation.

☐ Please confirm

*Response required

6.4. Errors and Omissions*

Upon review of this project’s plans and construction documents are you aware of any apparent errors or omissions?

☐ Yes

☐ No

*Response required

When equals "Yes"

6.4.1. Explanation of Errors or Omissions Found, if any*

Enter explanation of errors or omissions found or enter N/A

*Response required

6.5. Technical Proposal*

Upload your firm's response package.

*Response required

6.6. Technical Proposal contains information deemed confidential?*

If your response contains any information deemed confidential, provide an additional redacted version of your response labeled “Redacted”. An electronic copy shall be in Microsoft Word or

Adobe – the most recent software version.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.6.1. Upload your redacted copy.*

*Response required

6.7. Point of Contact (Name, Email and Phone)*

*Response required

6.8. Name and Title of Authorized Signatory*

Enter the Name and Title of the Authorized Signatory

*Response required

6.9. By clicking confirm, the authorized signatory is confirming that they are authorized to bind the entity to the contract.*

By clicking confirm the Authorized Signatory is certifying that this Response is made without prior understanding, agreement, connections with any corporation, firm or person submitting a

Response for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud. I agree to all conditions of this Bid/Proposal and certify that I am authorized to sign this Response for the company. In submitting a Response to the City of Zephyrhills, the

Responder offers and agrees that if the Response is accepted, the Company will convey, sell, assign or transfer to the City of Zephyrhills all rights, title and interest in and all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of

Florida for price fixing relating to the particular commodities or services purchased or acquired by the City of Zephyrhills. At the City's discretion, such assignment shall be made and become effective at the time the City tenders final payment to the Company.

☐ Please confirm

*Response required

6.10. FEIN Number*

Enter FEIN Number

*Response required

6.11. Are you a Parent Company?*

Please verify whether you are a Parent Company

☐ Yes

☐ No

*Response required

When equals "Yes"

6.11.1. Parent Company Name*

Enter Parent Company Name

*Response required

When equals "Yes"

6.11.2. Former Parent Company Information, if any*

Enter Former Parent Company/Companies Names

*Response required

6.12. Firm Principal Information*

Enter Name/Title/Phone Number of two Principals in the firm.

*Response required

6.13. Present Office Locations and Number of Personnel*

Enter Present Office locations, City/State/Number of personnel for each.

*Response required

6.14. Drug Free Workplace*

The undersigned vendor, in accordance with Florida Statute 287.087, hereby certifies that the

Firm does:

A. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

B. Inform employees about the dangers of drug abuse in the workplace, the business’ policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

C. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

D. In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or pleas of guilty or nolo contendere to, any violation of chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five days after such conviction.

E. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.

F. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

☐ Please confirm

*Response required

6.15. Public Entity Crimes*

Please download the below document(s), complete, and upload.

• Public_Entity_Crimes_-_2025...

*Response required

6.16. Non-Collusive Affidavit*

Please download the below document(s), complete, and upload.

• Non-Collusive_Affidavit_-_2...

*Response required

6.17. Statement of E-Verify Requirements Compliance*

By confirming, I, the duly authorized representative/agent of the firm I am representing for this bid hereinafter referred to as Successful Respondent, by this Affidavit attest to the following:

The Successful Respondent acknowledges that Section 274A of the Immigration and

Nationalization Act and other relevant provisions of law prohibit the employment of unauthorized aliens; that the U.S. Department of Homeland Security has established an E-Verify

System that allows employers to verify employee eligibility in an efficient manner; and that the https://government-project.s3.us-west-2.amazonaws.com/192752/f5d7b0b9-c8ed-4056-8d41-f95d8c58e7cd_Public_Entity_Crimes_-_2025.pdf https://government-project.s3.us-west-2.amazonaws.com/192752/88241d6a-8a9c-427b-ad4c-443375541ddc_Non-Collusive_Affidavit_-_2025.pdf

Office of the Governor of the State of Florida has issued Executive Order 11-116, encouraging public agencies not under the control of the Governor to include as a provision of contracts for the provision of goods or services a requirement that contractors and subcontractors utilize the E-

Verify System to verify employee eligibility. Successful Respondent hereby affirms and agrees that Successful Respondent is in compliance and shall at all times comply with Section 274A of the Immigration and Nationalization Act and other provisions of law with respect to the hiring of unauthorized aliens. Successful Respondent shall verify the eligibility of its current and prospective employees utilizing the U.S. Department of Homeland Security’s E-Verify System during the term of this Agreement. Successful Respondent shall include in all contracts with subcontractors related to this Agreement a provision requiring the subcontractor to comply with

Section 274A of the Immigration and Nationalization Act and other provisions of law with respect to the hiring of unauthorized aliens and to verify the employment eligibility of all the subcontractor’s current and prospective employees using the U.S. Department of Homeland

Security’s E-Verify System. The Successful Respondent shall maintain records showing its compliance with the requirements of this paragraph, and shall provide copies of all such records to the City upon request. Failure to comply with any requirement of this paragraph shall constitute a breach of this Agreement for which the City may immediately terminate the Contract without penalty. In the event of such breach or termination, the Successful Respondent shall be liable to the City for any costs incurred by the City as a result of the breach.

IN ACCORDANCE WITH § 837.06, FLA. STAT., SUCCESSFUL RESPONDENT

ACKNOWLEDGES THAT WHOEVER KNOWINGLY MAKES A FALSE

STATEMENT IN WRITING WITH THE INTENT TO MISLEAD A PUBLIC SERVANT

IN THE PERFORMANCE OF HIS OR HER OFFICIAL DUTY SHALL BE GUILTY OF

A MISDEMEANOR OF THE SECOND DEGREE, PUNISHABLE AS PROVIDED IN §

775.082 OR § 775.083, FLA. STAT.

☐ Please confirm

*Response required

6.18. Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusions*

By clicking confirm, the prospective Vendor certifies:

A. By submission of this document, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any Federal Department or Agency.

B. Where the Vendor is unable to certify to the above statement, the prospective Vendor shall attach an explanation to this form.

☐ Please confirm

*Response required

6.19. Americans with Disabilities Act*

The Contractor will comply with all the requirements imposed by the ADA (42 USC 12012. Et.

Seq.) the regulations of the Federal government issued thereunder, and the assurance by the

Contractor pursuant thereto.

*Response required

6.20. Clean Air Act and Federal Water Pollution Control Act*

The Contractor will comply with all requirements imposed by the Clean Air Act, codified as 42

U.S.C. 7401 et seq and the Federal Water Pollution Control Act (Clean Water Act) 33 U.S.C.

1251-1387, the regulations of the Federal government issued thereunder, and the assurance by the Contractor pursuant thereto.

☐ Please confirm

*Response required

6.21. Copyright and Restrictions*

No material prepared under this agreement shall be subject to copyright in the United States or any other country.

☐ Please confirm

*Response required

6.22. Disadvantaged Business Enterprise (DBE) Policy*

Disadvantaged Business Enterprises (DBE) as defined in 49 CFR Part 2, as amended, shall have the opportunity to participate in the performance of contracts financed in whole or in part with

State and/or Federal funds under this Project.

☐ Please confirm

*Response required

6.23. Small and Minority Business Affidavit

Please download the below documents, complete, and upload.

• Small_and_Minority_Business...

6.24. Equal Employment Opportunity*

Vendor shall not discriminate against any employee or applicant for employment because of race, age, creed, color, sex, or national origin. The Vendor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, age, creed, color, sex, or national origin. Such action shall include, but not be limited to, the following: Employment upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship.

☐ Please confirm

*Response required

6.25. Civil Rights Act, 1964*

The Vendor will comply with all requirements imposed by Title VI of the Civil Rights Act of

1964 (42 USC 2000d, et. Seq), the Regulations of the Federal Department of Transportation issued thereunder, and the assurance by the Vendor pursuant thereto.

☐ Please confirm https://government-project.s3.us-west-2.amazonaws.com/192752/b7fb23b6-4a81-42a3-98bf-2d74ef401cbe_Small_and_Minority_Business_Affidavit_-_2025.pdf

6.26. Civil Rights Act, 1968*

The Vendor will comply with all the requirements imposed by Title VIII of the Civil Rights Act of 1968, (42 USC 3601, et seq.,) which among other things, prohibits discrimination in employment on the basis of race, color, national origin, creed, sex and age.

☐ Please confirm

*Response required

6.27. Delegates, Congress or Legislative Members*

The Vendor shall not permit a member or delegate to the Congress of the United States or the

State of Florida Legislature, to any share or part of the Contract or any benefit arising therefrom.

☐ Please confirm

*Response required

6.28. Inspector General Cooperation*

The Vendor agrees to comply with Section 20.055(5), Florida…