Proposal_Requirements.pdf

Proposal Requirements

Instructions: The Response must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements.” The PDF must not exceed 50 pages.

1. Transmittal Letter

Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead.

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.

2. Qualifications and Experience of Firm and Staff

A. Describe the organization’s experience successfully delivering building plan review and inspection services similar to the Scope of Work outlined in the RFP. Include a minimum of three (3) similar contracts performed within the last five (5) years, identifying for each: the client name and contact information, contract term, description of services provided, and approximate annual volume of plan reviews and inspections performed.

B. 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. All personnel performing plan review or inspection services must hold current, active licensure under Chapter 468, Part XII, Florida Statutes, in the appropriate category.

1. Provide an 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)

2. Provide resumes for all key personnel in the RFP, including the offeror’s proposed project manager assigned to this contract. Limit resumes to two pages per individual and include:

a. Academic and professional qualifications

b. Current license type(s) and number(s) held under Chapter 468, Part XII, Florida Statutes, or other professional licensure as applicable.

c. Experience as it relates to the project and to the individual’s specified role on the project.

3. Project Approach/Proposal

The offeror should identify the process utilized on similar building inspection and plan review engagements, as well as the approach envisioned for performing 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. Provide proposed onboarding and transition plan for integrating with the City’s Building Department operations, including anticipated timelines for staff mobilization, orientation with City systems, and coordination with the City Project Manager. The plan should also address how the Vendor will manage ongoing communication, progress reporting, and quality oversight throughout the term of the agreement.

B. Describe the project plan and process for performing the scope of services, including plan review turnaround procedures, inspection scheduling and completion workflows, and quality assurance measures. The proposer should detail how their team will integrate with the City’s existing technology platforms, software, and reporting systems to track and report on activities.

4. Cost Analysis

Offerors shall complete the fee schedule below with proposed fixed hourly rates for each service listed.

All rates shall be quoted on a per-hour basis. All proposed rates must be locked for the full initial term of the contract with no escalation or adjustment. Rates must be inclusive of all overhead, administrative costs, technology, and travel within the City of St. Petersburg city limits.

Service Discipline / Type Unit of Measure Proposed Rate

PLAN REVIEW SERVICES

Plan Review (Initial and Re-Review) All Disciplines Per Hour $__________

INSPECTION SERVICES

Field Inspection (Initial and Re- Inspection)

All Disciplines Per Hour $__________

OVERTIME & EMERGENCY SERVICES

Overtime (Beyond 40 hrs/week or Outside Standard Business Hours M–

F 8:00 AM – 5:00 PM)

— Per Hour $__________

Emergency Services (as defined in the solicitation)

— Per Hour $__________

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.

2. 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, MBEs, and WBEs on past projects within the last five (5) years.

E. Provide a detailed Subcontractor Utilization Form