Recruitment_Services_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2026-RFP-057

RECRUITMENT SERVICES

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: June 1, 2026

DEADLINE FOR QUESTIONS: June 8, 2026

RESPONSE DEADLINE: June 12, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakelandgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Lakeland

Recruitment Services

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. MINIMUM REQUIREMENTS

V. SELECTION CRITERIA

VI. INSURANCE AND SAFETY REQUIREMENTS

VII. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

VIII. VENDOR QUESTIONNAIRE

Attachments:

B - Indemnification 2026 Consultant

H - Human Trafficking Affidavit

I - CCO Ordinance - 5912 - 21-059 - APPROVED - 1-3-2022 - LOCAL VENDOR

PREFERENCE

Request For Proposal #2026-RFP-057 Title: Recruitment Services

1. NOTICE

Recruitment Services

FOR THE CITY OF LAKELAND

Monday, June 1, 2026

RFP No.2026-RFP-057

Sealed proposals will be received electronically by the Purchasing Manager via OpenGov, the City’s e-

Procurement Portal (“Portal”), until 2:00 pm – Friday, June 12, 2026. Proposals received after this specified time and date will not be considered. The sealed proposals will be publicly opened and read aloud on the same date and time in the office of the Purchasing Manager for the following:

RFP Documents may be accessed by visiting our Website athttps://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780.RFP Documents are Required for Submittal. Respondents are required to submit their response through the Portal. Respondents shall sign up on the Portal if an account does not exist.

THE CITY OF LAKELAND IS SOLICITING SEALED PROPOSALS FROM QUALIFIED VENDORS TO

PROVIDE:Recruitment Services.

THE PROPOSALS SUBMITTED SHALL BE IN COMPLETE ACCORDANCE WITH, WITHOUT LIMITATION, THIS REQUEST FOR PROPOSAL, THE ATTACHED CITY OF LAKELAND SPECIFICATIONS, ALL CODES AND

REQUIREMENTS REFERENCED THEREIN.

All Questions regarding this request for proposals shall be in writing and submitted electronically via the

Portal through the Question and Answer tab before 5:00 pm on Monday, June 8, 2026. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Bidders requiring clarification or having a dispute with these documents must advise the City Purchasing

Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Monday, June 8, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Bidder waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement. Note: Any use of brand names (manufacturer) in this invitation and specification is for Bidder convenience only and shall not limit this offering. Equal or better equipment and alternate bids may be given consideration.

https://procurement.opengov.com/portal/lakelandgov

1.2. FLORIDA PUBLIC RECORDS LAW

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS: KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-

MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S.

MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

In accordance with Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract. Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City. Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public records in possession of the Contractor or keep and maintain public records required by the City to perform services pursuant to the contract. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

1.3. EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a proposal the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Respondent to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Respondent and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Exparte communication may be grounds for disqualifying the offending Respondent from consideration or award of the proposal, then in evaluation, or any future proposal.

1.4. INSURANCE AND SAFETY REQUIREMENTS

All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should mailto:cityclerk@lakelandgov.net request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the RFP requirements. The Contractor agrees to accept and abide by the City of Lakeland safety regulations in complete accordance with the attached requirements.

1.5. INDEMNIFICATION AGREEMENT

The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the RFP submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the RFP requirements.

1.6. HUMAN TRAFFICKING -- F.S. 787.06(14)

In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”). This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

1.7. DRUG-FREE WORKPLACE CERTIFICATION

By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

1.8. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a bid in response to this Invitation to Bid, you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S. General

Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Bidder agrees that any contract awarded to Bidder will be subject to termination by the

City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.9. PUBLIC ENTITY CRIMES

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.10. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All respondents must disclose with their proposal the name of any officer, director, or agent who is also an employee of the City of

Lakeland. Further, all respondents must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the respondent’s firm or any of its branches.

The respondent shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal and that the respondent is not financially interested in, or otherwise affiliated in a business way with any other respondent on the same land or improvements.

1.11. E-VERIFY CERTIFICATION

Vendor/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

1.12. VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES

Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the

Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

As the person authorized to submit responses/bids on behalf of respondent/bidder, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

1.13. SCRUTINIZED COMPANIES OR OTHER ENTITIES

Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other

Entities that Boycott Israel or is engaged in a boycott of Israel.

1.14. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701

Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the City's governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests.

1.15. ADDENDA

It is the Respondent’s responsibility to review all available project documents including Addenda, Notices and Questions & Answers prior to submitting a proposal. Respondent shall acknowledge all addenda electronically within their submission via the Portal.

The failure of a Respondent to submit acknowledgement of any addenda that affects the proposal price(s) may be considered an irregularity and may be cause for rejection of the proposal.

1.16. LOCAL VENDOR PREFERENCE

Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net.

A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland

Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its

Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

1.17. BID PROTEST PROCEDURE

The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

1.18. TERMS AND CONDITIONS OF AGREEMENT

A copy of the agreement to be entered into with the successful Respondent is included with this RFP

Attached herein, should the City require such.

1.19. OPENGOV PROCUREMENT

The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision. Bidders are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Bidder’s inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

https://www.lakelandgov.net/ https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy

1.20. RFP SUBMITTAL

Respondent shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company

Profile.

The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this proposal, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Respondents. There is no obligation to buy. The

RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of

Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

City of Lakeland, Florida

2. INTRODUCTION

2.1. Summary

The City of Lakeland, Florida (“City”), is soliciting sealed proposals from qualified executive search firms to establish a pool of firms capable of conducting national recruitments for executive-level positions across the organization. These recruitments will support both general fund and enterprise fund departments, ensuring the City continues to attract highly qualified, innovative, and service-oriented leadership.

The City seeks executive search firms with demonstrated experience recruiting senior leadership for both traditional municipal government functions and specialized enterprise operations. Traditional governmental services include, but are not limited to, police, fire rescue, public works, community and economic development, finance, human resources, information technology, parks and recreation, legal services, and other internal support and administrative functions.

In addition, the City seeks firms with expertise recruiting executive leadership for complex enterprise and operational environments, including municipally owned electric and water utilities, airport operations, and sports, entertainment, and event venue management. The City recognizes that these operational areas require specialized executive recruitment strategies and industry-specific candidate networks.

Firms may submit proposals for:

• Traditional local government executive and leadership recruitments;

• Specialized enterprise executive recruitments; or

• Both traditional governmental and enterprise executive recruitment services.

The City recognizes that firms may possess expertise in one or multiple operational areas and intends to establish a pool of qualified firms with diverse recruitment specializations to support the City’s wide range of operational and executive leadership needs.

The City intends to award contracts to multiple executive search firms with demonstrated expertise in public sector and specialized leadership recruitment. Selected firms will be utilized on an as-needed basis for upcoming executive vacancies.

2.2. Background

Community

Located along the Interstate 4 corridor between Tampa and Orlando, Lakeland is the largest city between these two metropolitan areas. Built upon historic character, philanthropy, and volunteerism, Lakeland offers its residents, businesses, and visitors a distinctive sense of place.

Incorporated in 1885, Lakeland quickly emerged as one of Florida’s premier cities. From the arrival of railroad service in the mid-1890s to being one of the first cities in Florida to provide electricity, Lakeland has long been a hub of innovation and progressive ideas. Today, the City continues to thrive as population and business growth are drawn to this strategically located community in the geographic center of the state.

Lakeland’s economic base includes warehouse and distribution, transportation, education, healthcare, manufacturing, retail, and tourism. The City is home to Publix Supermarkets headquarters and Florida Southern

College, which hosts the world’s largest single-site collection of Frank Lloyd Wright architecture. The City is also the spring training home of the Detroit Tigers, a Major League Baseball team.

Lakeland has received national recognition, including distinction on Money Magazine’s “Best Places to Live” list and rankings among the fastest-growing metropolitan areas in Florida and the United States.

Lakeland has a population of approximately 124,990 residents, the 18th largest in Florida. Polk County’s population is approximately 874,790. The Lakeland Metropolitan Statistical Area (MSA) is the 7th largest in the state.

Organization

The City operates under a Commission-Manager form of government, in which the public elects six City

Commissioners and a Mayor. The City Commission establishes policy, adopts ordinances, and appoints the City

Manager, who is responsible for overseeing day-to-day operations, preparing the annual budget, making policy recommendations, and appointing department directors.

The City of Lakeland is a full-service municipality located in Central Florida, recognized for its strong financial management, strategic growth, and high quality of life. It provides a wide range of services, including public safety, utilities, transportation, and community development. The City is governed by a seven-member City Commission and supported by an appointed City Manager; employs approximately 2,500 individuals across all departments;

operates with an annual budget of approximately $750 million; and spans 76 square miles.

In addition to its traditional governmental operations, the City also manages several enterprise functions that operate with business-oriented funding models and service delivery structures unique to the public sector. These operations require executive leadership with experience balancing municipal governance, financial sustainability, customer service, and revenue generation.

RP Funding Center: The RP Funding Center is a multi-purpose entertainment and sports venue that hosts concerts, conventions, and major events, playing a vital role in the region’s economic development and tourism strategy. The facility operates with an annual budget of approximately $8 to $12 million and attracts between 250,000 and

400,000 visitors each year while hosting 300 to 350 events annually. It features more than 100,000 square feet of exhibit and meeting space, an arena with a seating capacity of 8,000, and a theatre with a seating capacity of 2,200.

The Center generates an estimated regional economic impact of $25 to $40 million, employs 102 individuals, including 32 regular full-time employees, and generates revenue through event rentals, ticket surcharges, concessions, sponsorships, and partnerships.

Lakeland International Airport: Lakeland Linder International Airport is a rapidly growing aviation hub that supports commercial, cargo, and general aviation operations, serving as a major driver of economic activity in the region and hosting nationally recognized events such as the Sun 'n Fun Aerospace Expo. The airport encompasses 1,776 acres and features a primary runway of 8,500 feet and a secondary runway of 5,000 feet. It handles 160,000+ aircraft operations annually and operates with an annual budget of approximately $15.2 million. The airport generates an estimated economic impact of $1.5 billion annually and facilitates the flow of 12 million gallons of aviation fuel. It employs 36 individuals and serves as the host site for the Sun ’n Fun Aerospace Expo, which attracts more than

200,000 attendees, features approximately 4,000 aircraft, and produces an economic impact exceeding $60 million during the event period.

Water Utilities: The City’s Water Utilities Department provides reliable water, wastewater, and industrial reclaimed water services to residents and businesses, with a strong emphasis on sustainability, regulatory compliance, and long-term infrastructure planning. The system serves a water service territory of 132 square miles and a wastewater service territory of 149 square miles, supports approximately 70,000 water customer accounts and 60,000 wastewater accounts, and is staffed by 259 employees.

Lakeland Electric: Lakeland Electric is the third largest municipally owned electric utility in Florida, serving more than

144,000 customers and a service area population of approximately 316,000 across a 246-square-mile territory.

Established in 1889 and owned by the City of Lakeland since 1904, the utility operates its own generation, transmission, and distribution systems, playing a critical role in the City’s financial stability and economic competitiveness. Lakeland Electric employs 415 employees and owns and operates a portfolio of generation assets.

The utility has earned the American Public Power Association’s Reliable Public Power Provider (RP3) Gold designation, a national recognition of excellence in reliability, safety, workforce development, and system improvement.

2.3. Contact Information

Tara Walls

Senior Buyer

1140 East Parker Street

Lakeland, FL 33801

Email: tara.walls@lakelandgov.net

Phone: (863) 834-6780

Department:

Human Resources

2.4. Timeline

The City Commission may not approve this purchase, or may ask that the plan be modified in some respect. The City may opt to modify and/or terminate the project described within the RFP.

The suggested deployment schedule contained within this RFP is subject to change based on the City’s needs and/or final scoping of the project through the contract negotiation phase.

Estimated Schedule

RFP release June 1, 2026

RFP questions deadline June 8, 2026, 5:00pm

RFP proposal due date June 12, 2026, 2:00pm mailto:tara.walls@lakelandgov.net tel:(863)834-6780

3. SCOPE OF WORK

3.1. Purpose and Objectives

A. The purpose of this RFP is to:

1. Establish a pre-qualified pool of executive search firms

2. Ensure access to firms with national reach and diverse recruitment strategies

3. Support recruitment for critical leadership roles across the City’s traditional governmental operations and enterprise functions, including but not limited to:

a. Department Directors

b. Assistant/Deputy Directors

c. Public Safety Leadership (Police, Fire, Emergency Management)

d. Public Works and Infrastructure Leadership

e. Administrative and Internal Service Leadership (Finance, Human Resources, Information

Technology, etc.)

f. Enterprise Executives (Electric Utility, Water/Wastewater Utilities, Airport Operations, Sports and

Entertainment Event Venues)

g. Other leadership level positions as identified by the City Manager

B. The City seeks firms that can deliver:

1. High-quality candidate pools

2. Strong outreach and diversity strategies

3. Proven success in conducting executive and specialized recruitments for traditional municipal government operations as well as specialized enterprise environments, including aviation, utilities, and sports and entertainment venue operations.

4. The City encourages responses from firms with broad-based municipal executive recruitment experience as well as firms with niche expertise in specialized operational environments such as electric utilities, water utilities, airport operations, and sports and entertainment venues. Firms may limit their proposals to areas in which they possess demonstrated expertise and successful placement experience.

3.2. Scope of Work

Selected firms may be called upon to provide comprehensive executive recruitment services, including:

A. Position Assessment

1. Meet with City leadership and stakeholders

2. Develop a recruitment strategy and timeline

3. Prepare a position profile and recruitment brochure

B. Candidate Recruitment

1. Conduct a national search

2. Identify and recruit passive and active candidates

3. Utilize public sector, industry-specific, and private sector networks and outreach platforms to recruit highly qualified candidates for both traditional municipal government functions and specialized enterprise operations.

C. Screening & Evaluation

1. Conduct preliminary interviews

2. Evaluate qualifications

3. Present detailed candidate summaries

4. Recommend a short list of finalists

D. Selection Support

1. Assist in interview planning and facilitation

2. Provide interview questions and evaluation tools

3. Coordinate reference checks and background support

E. Compensation & Onboarding Advisory

1. Provide compensation benchmarking

2. Assist with offer negotiation, if needed

3. Provide onboarding consultation

Firms must demonstrate flexibility in tailoring services to the specific needs of each recruitment.

3.3. Deliverables

The firm will provide:

1. Recruitment timeline

2. Position profile document

3. Candidate long list summary

4. Short list presentation materials

5. Written reference summaries

6. Final search report

3.4. Proposal Requirements

A. Firm Qualifications

1. Years in business

2. Public and private sector search experience

3. Experience conducting executive recruitments for traditional local government leadership positions, as well as specialized enterprise operations comparable to the City’s electric utility, water utility, airport, and sports and entertainment venue functions.

B. Project Team

1. Lead consultant

2. Assigned team members

3. Public sector credentials

C. Search Methodology

1. Outreach strategy

2. Screening tools

3. Recruitment approach

D. Timeline

E. Fee Proposal

1. Total fee

2. Payment schedule

3. Replacement guarantee

4. Reimbursable expenses

F. Areas of Recruitment Expertise Proposers must clearly identify the recruitment areas for which they are submitting qualifications, including:

1. Traditional Local Government Executive Positions. Examples may include: City/Assistant/Deputy

Managers, Police and Fire Leadership, Public Works, Finance, Information Technology, etc.

2. Enterprise Operations. Examples may include: Electric Utilities Leadership; Water/Wastewater

Utilities Leadership; Airport/Aviation Operations; Sports, Entertainment and Event Venue

Management; and other enterprise operations.

G. References

1. Three references where similar services have been provided

Firms may submit qualifications for one category or multiple categories as listed above.

3.5. Evaluation Criteria

A. The City will evaluate proposals based on:

Criteria Weight

Public Sector/Enterprise Funded

Experience 30%

Search Methodology 25%

Project Team 20%

Fee Proposal 15%

References 10%

B. The City reserves the right to:

1. Award contracts to multiple firms

2. Reject any or all proposals

3. Request additional information or interviews

4. Modify the scope of services as needed

Firms will only be evaluated on the categories and areas of expertise for which they submit qualifications.

4. MINIMUM REQUIREMENTS

4.1. Proposal Requirements

The following items must be included in your submittal to be considered responsive:

• Fee Proposal

• Timeline

• References

5. SELECTION CRITERIA

It is the intent of the City of Lakeland to award the contract to a vendor based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Public Sector / Enterprise Funded Experience Points Based 30 (30% of Total)

2. Search Methodology Points Based 25 (25% of Total)

3. Project Team Points Based 20 (20% of Total)

4. Fee Proposal Points Based 15 (15% of Total)

5. References Points Based 10 (10% of Total)

6. INSURANCE AND SAFETY REQUIREMENTS

6.1. STATEMENT OF PURPOSE

The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

6.2. CITY DEFINED

The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

6.3. OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

6.4. LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

6.5. INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other

Party’s interests or liabilities, but are merely minimums.

"Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

6.6. Commercial General Liability

This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled

INDEMNIFICATION, and “Products and Completed Operations” coverage.

The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.7. Business Automobile Liability

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.8. Workers’ Compensation

Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from

Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

All subcontractors shall be required to maintain Worker’s Compensation.

The Other Party shall also purchase any other coverage required by law for the benefit of employees.

6.9. Excess Liability

This insurance shall protect the Other Party and the additional insured against all claims in excess of the limits provided under the employer’s liability, commercial automobile liability, and commercial general liability policies. The policy shall be an “occurrence” type policy, and shall follow the form of the General and Automobile Liability.

The liability limits shall not be less than:$1,000,000.00

6.10. Professional Liability/Malpractice/Errors or Omissions Insurance

The Other Party shall carry professional malpractice insurance throughout the term of this Contract and shall maintain such coverage for an extended period of three (3) years after completion and acceptance of any work performed hereunder. At all times throughout the period of required coverage, said coverage shall insure all claims accruing from the first date of the Contract through the expiration date of the last policy period. In the event that Other Party shall fail to secure and maintain such coverage, Other Party shall be deemed the insurer of such professional malpractice and shall be responsible for all damages suffered by the City as a result thereof, including attorney’s fees and costs.

The liability limits shall not be less than:$1,000,000.00

6.11. EVIDENCE/CERTIFICATES OF INSURANCE

Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewable, or adverse change.

New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals.

If requested by the City, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

For Commercial General Liability coverage, the Other Party shall, at the option of the City, provide an indication of the amounts of claims payments or reserves chargeable to the aggregate amount of liability coverage.

Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Other Party’s obligation to fulfill the insurance requirements herein.

6.12. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/269211/document?section=2594457

7. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

City of Lakeland project representatives who assume responsibility for contract management will be responsible for ensuring compliance with these safety requirements by all Contractors and

Subcontractors.

7.1. General

A. All contractors are responsible for providing their employees with a safe and healthful working environment as required the Occupational Health and Safety (OSH) Act of 1970 and the

Occupational Safety and Health Administration (OSHA) standards. Therefore, the contractor and their employees are responsible for following OSHA standards, applicable state regulations, and the City of Lakeland Safety Practices and Policies.

B. The City of Lakeland's Safety Team and City management reserve the right to STOP work for any condition found to be Immediately Dangerous to Life and Health (IDLH). The contractor is solely and exclusively responsible for compliance with all safety requirements and the safety of all their employees and property on the project site. Note: Nothing in this requirement is to be construed to as removing or shifting responsibility from the contractor.

C. The parties hereto expressly agree that the obligation to comply with applicable safety provisions is a material provision of this Contract and a duty of the Contractor. The City reserves the right to require demonstration of compliance with the safety provisions of this Contract. The parties agree that such failure is deemed to be a material breach of this Agreement. The

Contractor agrees upon such breach, all work under the Contract shall terminate until compliance with the provision of this Agreement is demonstrated. In no event shall action or failure to act on the part of the City be construed as a duty to enforce the safety provisions of this Agreement, nor shall it be construed to create liability for the City for any act or failure to act in respect to the safety provisions of this Agreement.

7.2. Personal Protective Equipment (PPE) (OSHA 29CFR§1910 Subpart I)

It is the contractor’s sole responsibility to provide adequate PPE for their employees. Additionally, the contractor is responsible for training their employees in the proper selection, maintenance, use of PPE.

Minimal PPE requirements on City of Lakeland worksites:

A. Foot protection must meet ANSI Z41.1-1999 standards and worn on all City properties.

B. Head protection must meet ANSI Z89.1-1986 standards and worn in all areas except office buildings and office trailers.

C. Eye and face protection must meet ANSI Z87.1-1989 standards and worn in all areas except office buildings and office trailers.

D. Hand and Arm Protection must meet OSHA 29CFR§1910.138 requirements for proper selection, inspection, and care.

E. Hearing Protection must meet ANSI S3.19-74, OSHA 29CFR§1910.95(j) and 29CFR§1910.95

Appendix: B requirements. Hearing protection must be worn in areas where the noise level is over 85 dB

7.3. Housekeeping

It is the contractor’s sole responsibility to keep the project work site clean during and after working hours. Contractor shall supply waste receptacles for each site location. They shall be emptied not less frequently than once each working day, unless unused, and shall be maintained in a clean and sanitary condition. At the completion of the contract the contractor will ensure that all excess materials are removed from the work site and that the worksite is left clean and safe. If the contractor leaves a project work site unkept and in a hazardous condition; the City will have the area cleaned and forward the bill to the contractor.

7.4. Smoking

Smoking is permitted only in designated areas. Receptacle’s must be used or waste removed in contractors’ waste disposal container.

7.5. Safety Kick-offs and Safety Stand-Downs

A safety kick-off to disseminate safety expectations will be conducted before the project commences.

Safety sand-downs will be conducted when major safety concerns, accidents, or near misses occur.

7.6. Training Documentation

OSHA requires documentation of all safety training provided to employees by their employers.

Documentation of all required safety training required for work proposed for this contract must be submitted within thirty days of contract award or before commencement of contracted work. Please reference the Occupational Safety and Health Administration Requirements for details.

7.7. Written Safety Programs or Plans

Contactors awarded contracts with the City of Lakeland must, thirty days of contract award or before commencement of contracted work, provide the Risk Management Office written safety programs or plans. Please reference the requirements set forth in the Occupational Safety and Health Administration

Requirements. The Risk Management Office will approve the submitted safety programs or plans as adequate to reduce risk of the work being performed.

8. VENDOR QUESTIONNAIRE

It is the intent of the City to team with an outside vendor to procure a robust solution that meets the needs of the City as defined in this document.

Response to this RFP becomes the exclusive property of the City of Lakeland. Awarded Respondent’s deliverables and documentation throughout the course of this project become the exclusive property of the City of Lakeland. City Policies: As a general overall requirement, the Respondents of this RFP shall be required to comply with the City policies and procedures including, but not limited to: Standard

Contractual Provisions, Insurance Requirements, Indemnification, Safety Requirements, Consultant

Expense Reimbursement Policy, and the Florida Public Records Law.

8.1. Attest*

“I attest no City of Lakeland employee, their spouse, or child has an ownership stake in this organization.”

☐ Please confirm

*Response required

8.2. Pricing Proposal*

As noted in Scope of Work, 3.4 Proposal Requirements, Item E

*Response required

8.3. Timeline*

As noted in Scope of Work, 3.4 Proposal Requirements, Item D

*Response required

8.4. Additional RFP Submittal Information upload here*

*Response required

8.5. Certificate of Insurance*

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met.

*Response required

8.6. Hold Harmless Indemnification Agreement*

*Response required

8.7. Human Trafficking Affidavit*

*Response required

8.8. Drug-free Workplace Certification*

☐ Please confirm

*Response required

8.9. Suspension and Debarment Certification*

☐ Please confirm

*Response required

8.10. Public Entity Crimes Certification*

☐ Please confirm

*Response required

8.11. Conflict of Interest/Statement of Non-Collusion*

☐ Please confirm

*Response required

8.12. E-Verify Certification*

☐ Please confirm

*Response required

8.13. Vendor/Contractor Certification Regarding Scrutinized Companies* ☐ Please confirm

*Response required

8.14. Bidder certifies that no exceptions to the terms and conditions of the solicitation are being taken.*

☐ Yes

☐ No

*Response required

8.15. If exceptions are taken, specify in space below.

8.16. Proposal Sheet*

THIS RFP SHALL BE VALID FOR SIXTY (60) DAYS FROM DATE OF OPENING.

The following RFP is in strict accordance with the City of Lakeland Request for Proposal No. 2026-RFP-

057, dated Monday, June 1, 2026 and all attachments as referenced therein.

“I hereby certify that I understand and am aware that the City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this RFP, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more

Respondents. There is no obligation to buy. The RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

If claiming Local Vendor Preference, I certify that the company satisfies each of the following criteria at the time of their submission of a response to the solicitation necessary to qualify as a “Local Business”: a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland

Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.”

☐ Please confirm

*Response required

8.17. Local Vendor Preference

If claiming Local Vendor Preference, a valid Local Business Tax Receipt must be provided at the time the response is submitted in order to qualify for such consideration.

8.18. References

Respondents must provide at least 3 references with all details as requested.

These responses will be used to determine scores under Section 4: Selection Criteria.

Disclaimer: The City will make reasonable efforts to contact the references provided. However, the City assumes no responsibility for references that cannot be reached, do not respond, or are otherwise unavailable. It is the Proposer’s responsibility to ensure the contact information provided is current and accurate.

8.18.1. Reference 1*

Provide all information requested below.

Reference Name & Address:

Contact Person (who has knowledge of your firm's performance)

Phone:

E-Mail:

Services Provided:

*Response required

8.18.2. Reference 2*

Provide all information requested below.

Reference Name & Address:

Contact Person (who has knowledge of your firm's performance)

Phone:

E-Mail:

Services Provided:

*Response required

8.18.3. Reference 3*

Provide all information requested below.

Reference Name & Address:

Contact Person (who has knowledge of your firm's performance)

Phone:

E-Mail:

Services Provided:

*Response required

8.18.4. Additional Reference(s) (Not Required)

**You are only required to provide three references. If you would like to provide additional reference(s) you may choose to do so below. This is optional (not required).

Pr…