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.”.

Only proposals that meet the minimum qualifications and adhere to these instructions will be considered for evaluation.

1. 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).

2. Cover 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.

3. Executive Summary, Experience & Qualifications (10%)

Offeror must submit an Executive Summary and detailed narrative describing the firm’s experience, qualifications, and overall capability to successfully perform the services described in the solicitation. The information provided should clearly demonstrate the firm’s understanding of the scope of services and its ability to deliver high-quality results. At a minimum, the response must address the following:

A. A narrative description of your firm’s current and previous experience delivering and managing daily cleaning, maintenance and ambassador programs. Include information on the types of services provided, duration of contracts, and the firm’s role in managing day-to-day operations.

B. Provide examples of your firm’s experience interacting with City Councils or similar public governing boards. Describe the nature of these interactions, including reporting, presentations, public meetings, or policy coordination, as applicable.

C. Provide a comprehensive listing of previous and current clients for whom you have provided similar services. Include the client’s name, type of organization, brief descriptions of the services performed, and contract term.

D. Describe in detail your firm’s experience working with community businesses and organizations, neighborhood associations, residents and cultural organizations.

4. Technical Approach and Integration Plan (25%)

Proposers must provide a detailed description of its company’s intended approach to perform the work described in the RFP and at a minimum, address the following:

A. Explanation of a proposed staffing plan and suggested hours of operation based on your professional experience and detail how it will cover the service zone and reflect budgetarily.

B. Describe its employee training model and how the employee training model will integrate with the services required

C. Include a list of equipment required to perform the services and if such equipment is currently owned by your company.

D. Identify any sub-contractors to be used to perform the required scope of work.

E. Provide a proposed schedule of services (pressure washing, cleaning, etc.)

F. Explain company’s complaint and response protocol

G. Demonstrate your plan to integrate with City services to include but not limited to:

i. Coordinate effectively with City departments such as Public Works Parks & Recreation, Sanitation, St. Petersburg Police Department and Code Enforcement

H. Provide monthly reports summarizing activities, data collected and key performance metrics

5. Innovation and Technology Use (20%)

Offerors must describe how innovation and technology will be utilized to enhance service delivery, accountability, transparency, and responsiveness under this contract. The response should demonstrate the Offeror’s ability to leverage technology to support efficient operations and meaningful performance measurement. At a minimum, the response must address the following:

A. A detailed description of the technology and systems proposed for work order management, reporting, and performance tracking. Identify key features, functionality, and how tools will support the day-to-day operations.

B. Describe how the proposed technology will integrate with SeeClickFix and the ability for residents and visitors to call, text or email concerns to ensure seamless communication, transparency, and timely responsiveness. Identify any required interfaces, data-sharing capabilities, or limitations.

C. Provide examples of dashboards, data visualizations, or public-facing reporting methods used to track performance, communicate outcomes, and enhance accountability and visibility for the City and the public.

6. Community Engagement Plan and Compliance with City Ordinances (20%)

Proposers must submit a comprehensive Community Engagement Plan describing how services will be delivered in a manner that is collaborative, transparent, and fully compliant with all applicable City of St. Petersburg ordinances, policies, and procedures. Responses must demonstrate an understanding of the downtown environment and the importance of respectful, non-enforcement-based engagement. At minimum, proposers must address the following:

A. Stakeholder Engagement and Relationship Management

1. Describe how your organization will establish and maintain positive working relationships with downtown businesses, property owners, residents, cultural institutions, and community organizations.

2. Approach to initial outreach and ongoing engagement within the DESZ

3. Methods of gathering and responding to stakeholder input

4. Strategies to ensure services are responsive to diverse community needs and changing conditions

B. Ordinance Awareness and Compliance Framework

1. Describe the policies, procedures, and internal controls that will ensure staff compliance with all applicable City ordinances.

2. Processes for staying current with ordinance updates and City guidance

3. Training methods to ensure staff understand ordinance requirements and limitations

4. Internal oversight mechanisms to prevent and address non-compliance

C. Humane and Respectful Public Engagement

1. Describe how staff will engage members of the public, including unhoused individuals, in a compassionate, respectful, and non-confrontational manner.

2. Guiding principles for humane engagement

3. De-escalation practices and conflict-avoidance techniques

4. Coordinator with appropriate City or community resources when additional assistance is needed

D. Roles, Authority, and Escalation Boundaries

1. Describe how staff will understand and operate within clearly defined roles and authority.

2. Distinction between ambassador services, maintenance functions, and enforcement responsibilities

3. Procedures for referring ordinance and enforcement matters to the City of St.

Petersburg

4. Escalation protocols for safety, ordinance, or sensitive community issues

E. Complaint Intake, Documentation and Timely Resolution

1. Describe the system used to receive, track, and resolve community concerns and complaints.

2. Methods for accepting complaints from the public and City referrals

3. Procedures to respond to and address issues within 24 hours

4. Documentation and reporting practices to support transparency and accountability

F. Accountability, Transparency, and Continuous Improvement

5. Describe how your organization will ensure accountability in community engagement and ordinance compliance.

6. Supervisory oversight and performance monitoring related to public interactions

7. Use of feedback, complaint data, or incident trends to improve engagement practices

8. Reporting mechanisms to keep the City informed of issues, risks, or recommended improvements

7. Budget & Cost Proposal (10%)

Proposers must submit a detailed Budget and Cost Proposal that clearly identifies and itemizes all costs associated with performing the services described in this solicitation. The proposed budget must be complete, transparent, and sufficient to demonstrate the Offeror’s ability to deliver the required services within the proposed cost structure. At a minimum, the Budget and Cost Proposal must address the following:

A. Labor and benefits B. Per occurrence unit rate for unforeseen or non-scheduled trash and litter pick-up services that may be requested by the City on an as-needed basis during the term of the contract. Such services may include, but are not limited to, incidental or unexpected clean-ups outside of the regular service schedule. The unit rate shall be all-inclusive and include all labor, supervision, equipment, materials, transportation, disposal fees, and any other costs necessary to perform the service. Unforeseen services shall be performed only upon written authorization by the City, and payment shall be made based on the approved unit rate.

C. Equipment and supplies

D. Technology and reporting systems

E. Management and administrative costs

F. Recommended alternative funding sources

8. 8. Business Enterprise Outreach and Utilization (15%).

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

9. References

Proposer must provide a list of at least three (3) client references for projects of similar size, scope, or complexity performed within the past five (5) years. Relevant projects may include, but are not limited to, downtown ambassador programs, enhanced services districts, business improvement districts, or comparable community-based services programs.

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