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.”

1. Transmittal Letter Vendors must submit a transmittal letter (maximum two pages) on the firm’s letterhead. It must be signed by a representative of the Vendor who is authorized to sign such material and to commit the Vendor to the obligations contained in the offer. The transmittal letter must include the name, address, phone number and e-mail address for the Vendor’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 Vendor.

2. Qualifications and Experience of Firm and Staff

A. 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.

B. Provide organization chart showing:

1. reporting relationships and responsibilities of the Vendor and any other firms

2. reporting relationships and responsibilities of all key personnel (along with their firm affiliations).

C. Provide resumes for all key personnel in the RFP. Limit resumes to two pages per individual and include:

1. Academic and professional qualifications

2. Professional registration (as applicable)

3. Experience as it relates to the project and to the individual's specified role on the project.

D. Provide a detailed resume of the Vendor's project manager, at least one substitute project manager, and other key individuals on the project team. The proposed project manager and the proposed substitute shall have a minimum of five (5) years of applicable experience and shall remain with the projects throughout the term of the City's standard agreement. The project manager shall not be replaced or substituted without the prior approval of the City. The City may request a personal interview with the short-listed firm's proposed project managers. The key project manager or their approved substitutes shall be available for all meetings. Experience included on the resume must be limited to projects completed within the past three (3) years.

E. The Vendor 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:

1. client name and description of the project and services provided

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

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

F. Previous and current work for City of St. Petersburg. List projects, dates and contract amounts. Do not use attachments or references.

3. Project Approach

The Vendor 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.

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

4. Cost Analysis

Each Vendor shall submit a completed copy of the cost proposal that clearly identifies and itemizes all costs associated with performing the services described in this solicitation.

5. 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. 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.

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

2. 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.

1. 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 five (5) years.

E. Provide a detailed Subcontractor Utilization Form

6. References

The Vendor must provide a list of at least five (5) client references for projects of similar size, scope, or complexity performed within the past five (5) years. Relevant projects shall include at least two

(2) Florida government clients, contact person for whom the firm or individual has recently provided services similar in nature to the real property title financial services identified in this

RFP.

References must include the client name; project description; contract term; and a primary contact with email address and telephone number. The City reserves the right to contact any references provided.