Proposal_Requirements.pdf

Proposal Requirements

Instructions: The RFP must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements.”

A. Transmittal Letter Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead. It must be signed by a representative of the offeror who is authorized to sign such material and to commit the offeror to the obligations contained in the offer. The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

B. Vendor Qualifications and Capability

• Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles.

• Provide resumes for all key personnel in the RFP and identify the project manager. Limit resumes to two pages per individual and include:

(1) Academic and professional qualifications

(2) International Society of Arboriculture certification (as applicable)

(3) Florida Nursery, Growers and Landscape Association certification (as applicable)

(4) Experience as it relates to the project and to the individual's specified role on the project.

• Past Project Experience. The offeror should identify project experience similar to services identified in this solicitation. Experience included must be limited to projects completed within the past three (3) years. At a minimum, the project description should include the following:

i. client name and description of the project/or services

ii. Description of project with accompanying planting or landscape plan

iii. staff assigned to reference engagement that will be designated for work per the RFP

iv. the client's project manager name, e-mail address and telephone number.

• Previous and current work for City of St. Petersburg. List projects, dates and contract amounts.

Do not use attachments or references.

• References. A list of five (5) clients, contact persons for whom the firm or individual has recently provided services similar in nature to the services identified in this RFP. Provide the client name;

nature of project; and client project manager name, e-mail address and telephone number.

C. Technical Approach and Capacity The offeror should identify the process utilized on other significant projects as well as the process envisioned for the services identified in this solicitation. The proposer should also include within the project approach the process envisioned to interface with the City through the Project Manager.

• Describe the project plan and process for performing the scope of services. The project plan should include key activities, summarized plant list, and deliverables required to complete the scope of services, organized in a logical, easy-to- follow manner.

• Describe the notice required for on- versus off-site meetings and the notice required to have staff available for on-site consultation for planting and landscaping plans.

• Provide warranty and maintenance details, the description should include the following:

i. Site preparation methods

ii. Planting Methods

iii. Watering and establishment plan

iv. Replacement procedures for failed trees or plants

D. Cost Analysis. Each offeror shall submit a completed copy of the cost analysis with information regarding the following fees:

Note: Please complete the cost proposal on the solicitation.

Please provide any additional costs not included in Section 6 - Cost Proposal

• Delivery or Pickup Availability

i. Indicate whether trees are available for delivery only, or available for pickup by the City, in addition to delivery.

ii. If pickup is available, identify the pickup location(s) and any associated conditions or limitations.

iii. Provide a detailed breakdown of all delivery-related fees, including unit pricing or flat-rate charges, if applicable.

iv. Provide the estimated delivery timeframe following receipt of a purchase order.

Note: All plants purchased under this contract shall be delivered to locations within the City of St. Petersburg.

E. Business Enterprise Outreach and Utilization Proposers must indicate if the company is a SBE, MBE, WBE, combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract. At a minimum, proposers must address the following:

A. A detailed description of your organization’s efforts to identify and contact City of St. Petersburg SBEs, MBEs, and WBEs to inform them of opportunities to work as subcontractors for this proposal.

i. Attending relevant opportunities offered by the City’s Office of Supplier Development including outreach events and matchmaking sessions.

ii. Documentation of planned or prior outreach efforts B. Planned efforts such as mentoring, training, and other capacity building programs for SBE, MBE, and WBEs.

C. Detailed description of your organization’s process for ensuring small businesses have enough time and information to provide your firm with bids.

i. Description of how your firm considers SBEs, MBEs, and

WBEs in the development of proposal and bid packages.

ii. Explanation of how your firm ensures SBEs, MBEs, and WBEs understand the bid and specifications and are able to learn ways to improve.

D. Provide past performance in utilizing SBEs, WBEs, and WBEs on past projects within the last three (3) years.

E. Provide a detailed Subcontractor Utilization Form