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. Qualifications and Experience of Firm and Staff Provide resumes for all key personnel in the RFP and identify the Project Manager assigned to the City. 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.

(4) Offeror must provide all current licenses and certifications required to perform the services under this RFP. At a minimum, vendors performing mold-related services must hold a current Mold-Related Services License issued by the Florida Department of Business and Professional Regulation (DBPR) and provide proof of Licensed Mold Assessor and/or Licensed Mold Remediator designation, as applicable.

• 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:

• client name and description of the project/or services

• description of project

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

• 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 three (3) 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.

• Describe the Offeror’s experience working on projects eligible for federal and state disaster reimbursement, including FEMA Public Assistance. The response should address the Offeror’s ability to:

• Perform work in compliance with FEMA eligibility, documentation, cost-tracking, and reimbursement requirements

• Maintain detailed records of labor, equipment, materials, subcontractor costs, and insurance-related expenses or claims

• Carry and manage required insurance coverages for disaster-related work and coordinate with insurers as needed

• Provide complete documentation and reporting to support FEMA and state reimbursement, insurance claims, audits, and post-disaster reviews

C. Project Approach 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 process by which the City will request services in the event of an emergency. At a minimum, the response shall address:

• Expected response times for emergency work

• Procedures for site assessment and authorization to proceed

• Coordination with the City’s Project Manager for approvals, progress updates, and change management

• Procedures for final inspection, acceptance of work, and close-out documentation

• Describe the Offeror’s approach to providing services during emergency or disaster events as compared to routine, non-emergency tasks. The response should include:

o Emergency response and rapid mobilization procedures, including 24/7 availability and on-call staffing o Ability to scale resources based on event severity and City needs o Transition procedures from emergency response to recovery or routine remediation activities

• Describe whether the Offeror utilizes separate processes for routine, day-to-day operations versus emergency or disaster response, and explain how each process is implemented and managed.

• Specify all services offered by your firm including but not limited to:

• Water damage restoration and extraction

• Fire and smoke damage restoration

• Mold removal and remediation

• Biohazard cleanup

• Debris removal and site stabilization

D. Cost Analysis

Each offeror shall submit a completed copy of the cost analysis with information regarding the following:

• Provide labor rates for services based on the following property size ranges. Rates shall include all costs associated with labor, mobilization, and materials:

o 0 – 500 square feet o 501 – 1,000 square feet o 1,001 – 5,000 square feet o 5,001 – 10,000 square feet o 10,001 square feet and above

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