Proposal_Requirements.pdf

Proposal Requirements

Instructions: The proposal must include the following information in the order listed. The document must be uploaded in one continuous PDF labeled as “Proposal Requirements.”

The proposal must not exceed 100 pages. Only proposals that meet the minimum qualifications and adhere to these instructions will be considered for evaluation.

A. Table of Contents The table of contents must include a clear identification of the material by section and sub-sections and include the associated page number(s).

B. Transmittal Letter The offeror must submit a transmittal letter (maximum two pages) on the firm’s letterhead containing a brief description of the proposed firm. 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 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.

C. Qualifications and Experience of Firm and Staff This section must address the following points:

Proposers shall demonstrate experience completing five (5) similar studies for public-sector clients within the past ten (10) years. Similar studies shall include feasibility studies or market analyses for convention, conference, or major event facilities, and shall include, at a minimum, market demand analysis, competitive analysis, facility programming, financial modeling, and economic impact components.

a. Project description must include the following:

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

ii. Project name

iii. Project dates

iv. Contract amount

v. Staff assigned to the reference engagement that will be designated for work per the RFP

vi. The client's project manager’s name, e-mail address, and telephone number.

b. The Offeror must provide a narrative demonstrating its company’s experience in evaluating convention, conference or major event facilities by addressing the following:

i. A description of at least two (2) past projects where your company conducted a feasibility study or market analysis.

ii. A description of the evaluation methods behind the analysis and final recommendations.

iii. A description of experience working with municipalities, public sector clients, hotels, and facility operators.

iv. A description of past public engagement activities.

v. Timelines for similar past completed studies.

vi. Additionally, the Offeror must describe the composition, organization, and management of the project team, including:

1. Identifying all major third-party relationships and their responsibilities

2. Identifying key individuals who would be assigned to the project, including their roles and responsibilities.

c. Key Personnel The Offeror must provide resumes for all key personnel pertinent to this solicitation.

Limit resumes to two (2) pages per individual and include:

i. Academic and professional qualifications

ii. Professional registration (as applicable)

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

iv. A detailed resume of the offeror's project manager and at least one substitute project manager. The proposed project manager and the proposed substitute shall have a minimum of five (5) years of applicable experience focused on projects completed within the past ten (10) years.

D. Project Approach

The Offeror should identify the process utilized in other similar studies as well as the process envisioned for the study in this RFP. The Offeror should also include:

a. An understanding of a potential facility and community context.

b. Identification of key issues that will determine feasibility.

c. A description of overall analytic framework.

d. An explanation of how the analysis will be utilized to form recommendations.

e. A description of the role of public input into the final study.

f. A proposed project schedule for the tasks described in the Scope of Services.

g. A description of key activities, deadlines, and deliverables required to complete the scope of services.

E. Fee Summary

The offeror must submit information including a narrative on costs associated with undertaking this study.

F. 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 five (5) years.

e. Provide a detailed Subcontractor Utilization Form (Form C attachment).