Proposal_Requirements.pdf

Proposal Requirements Suggestions

Instructions: RFP-25-057 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. Project Team/Organization Chart/Key Personnel

• 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 the breakdown of time on- versus off-site and the notice required to have staff available for on-site consultation.

• Provide organization chart showing: (a) reporting relationships and responsibilities of the offeror and any other firms (b) reporting relationships and responsibilities of all key personnel (along with their firm affiliations)

• 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.

• Provide a detailed resume of the offeror'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 ten

(10) years.

C. Past Project Experience and References

a) 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

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.

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

Do not use attachments or references.

c) References. A list of five (5) clients, to include at least two (2) Florida government 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.

D. Project Approach/Proposal 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.

a) Display the proposed project schedule of the task described in the Statement of Work, including planning meetings, progress reviews, implementation, and final report.

b) 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.

c) Provide a realistic implementation and training plan and schedule for roll out of the system across multiple departments to meet the city's requirements of a 9 month implementation plan.

Identify if implementation will be completed through in-house team or 3rd party provider.

DI. Cost Analysis. Each offeror shall submit a completed copy of the cost analysis with information regarding the fee for the particular project.