Proposal_Submittal_Requirements.pdf

Proposal Requirements Management Evaluation of Billing and Collections Department

City of St. Petersburg, Florida RFP No. 26-169

Proposals shall include the following information in the order listed. Upload all responses as one PDF labeled “Proposal Requirements”. Page size shall be limited to 8 ½ x 11.

The Proposal shall be limited to 50 pages. Proposals in excess of 50 pages may be deemed nonresponsive by the Procurement and Supply Management Director. A cover page or section divider pages are not included in the total page count.

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 email address for the offeror’s contact. The transmittal letter may include other information deemed relevant by the offeror.

2. Qualifications and Experience of Firm and Staff (30%)

A. Describe the organization’s experience delivering the Scope of Services outlined in the RFP.

B. Describe how the organization has successfully delivered the Scope of Services outlined in the

RFP.

C. 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.

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. Professional registration (as applicable)

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

D. The Offeror must submit descriptions of three (3) projects demonstrating experience relevant to the services identified in this RFP. Experience must be limited to projects completed within the past ten (10) years.

At a minimum, each project description must include:

1. Client/owner name and a brief description of the project and services provided;

2. Client reference contact information, including contact person, telephone number, and email address;

3. Role of the Offeror in the project;

4. Contract value, including a comparison of the original project budget to the final project cost;

5. Year the project began and year completed;

6. Comparison of the original and actual project schedule;

7. Description demonstrating the project’s relevance to the services requested in this RFP;

8. Names of participating firms and key personnel included in this proposal, with a description of their roles and responsibilities; and

9. A summary table cross-referencing the project team (firms and key personnel) with their participation in the referenced projects.

3. Project Approach (25%)

The offeror must demonstrate its capacity, systems and planning structures to successfully perform a management evaluation of the Billing and Collections Department. The Offeror must describe the methodology and processes used on similar engagements and the approach proposed for completing the services described in this solicitation.

The Project Approach must clearly describe how the Offeror will coordinate and communicate with the City Project Manager. At a minimum, the Project Approach must include:

A. Project Plan and Methodology Describe the project plan and methodology for performing the Scope of Services. The plan shall outline key activities, deliverables, and deadlines necessary to complete the project. The information should be organized in a clear and logical format that demonstrates the Offeror’s approach to managing the project and ensuring timely completion of all required services.

4. Cost Analysis (20%)

The Offeror must complete Attachment B, Fee Summary, and upload with their proposal requirements.

5. Schedule (10%)

Provide a proposed project schedule identifying the tasks described in the Scope of Services. The schedule shall include major phases, key milestones, and anticipated timeframes, including planning meetings, progress reviews, implementation activities, and submission of the final report.

6. 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. 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. 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