RFP-11-18-2023-1.pdf

RFP-11-18-2023-01 RURAL INFRUSTRUCTURE FUND GRANT ADMINSTRATION AND

ENGINEERING SERVICES

The City of Gretna (City) requests proposals from individuals or firms to provide engineering services related to the City’s Florida Rural Infrastructure Fund Grant as awarded by the Florida Department of Commerce.

PROPOSAL SUBMISSION

Respondents are required to submit their response to this Request for Proposal electronically via DemandStar no later than 2:00 PM, on December 22, 2023, at which time they will be electronically opened and published via Demandstar. No proposals will be received after this time.

“RFP-11-18-2023-01 RURAL INFRUSTRUCTURE FUND GRANT ADMINSTRATION AND

ENGINEERING SERVICES”

Copies of this Proposal Document may be obtained by contacting DemandStar by Onvia at www.demandstar.com or call toll free 1-800-711-1712 and request Document # RFP-11-18-2023-01, or at https://www.demandstar.com/app/buyers/bids/431413.

FOR INFORMATION

For information on this Request for Proposal, contact the City of Gretna, (850) 856-5257.

ACCEPTANCE AND REJECTIONS

The City of Gretna reserves the right to reject any or all submissions with or without cause; to waive any or all irregularities with regard to the specifications and to make the award to the firm offering the greatest advantage to the City. Please be advised that the submission(s) is issued subject to City of Gretna rules prohibiting certain communications with the City, as completely specified in General Conditions of the submission(s).

Request for Proposal http://www.demandstar.com/

RFP-10-10-2023 RURAL INFRUSTRUCTURE FUND GRANT ADMINSTRATION AND

I. INTRODUCTION

The City of Gretna (City) requests proposals to provide engineering services under a $3,501,840 Florida Rural Infrastructure Fund Grant (RFI). Engineering services will include design, construction contract bidding and award, services during construction, inspection services, and any additional services required to complete the project and exhaust available grant funds.

The successful proposal must agree to abide by all applicable State and Federal laws, rules and regulations, as now in effect and as may be amended from time to time, including but not limited to, the Federal laws and regulations set forth in 24 CFR Part 570 applicable Federal Register Notices, and the State’s Action Plan, and all applicable RFI regulations and guidelines.

II. GENERAL INSTRUCTIONS:

A. Respondent are required to submit their response to this Request for Proposal electronically via

DemandStar at https://www.demandstar.com/app/buyers/bids/431413.

B. Any questions concerning the RFP process, required submittals, evaluation criteria, and selection process should be directed to Antonio Jefferson, City Manager.

C. Respondents are expected to carefully examine the scope of services, and evaluation criteria and all general and special conditions of the request for qualification prior to submission. Each Respondent shall examine the RFP documents carefully; and, no later than five (5) calendar days prior to the date for receipt of submissions, he/she shall make a written request to the City for interpretations or corrections of any ambiguity, inconsistency, or error, which he may discover. All interpretations or corrections will be issued as addenda. The City will not be responsible for oral clarifications.

Only those communications, which are in writing from the City, may be considered as a duly authorized expression on behalf of the City. In addition, only those communications from firms, which are in writing and signed, will be recognized by the City as duly authorized expressions on behalf of Respondents.

D. Your response to the RFP be uploaded to Demandstar no later than, 2:00 PM on December 22, 2023.

E. Responses to the RFP cannot be opened electronically via Demandstar until the solicitation has closed.

F. It is the Respondent’s responsibility to assure that the submission is uploaded to Demandstar. No submission will be accepted by Demandstar after the deadline date and time.

G. The City is not liable for any costs incurred by Respondents prior to the issuance of an executed contract.

H. Firms or individuals responding to this RFP must be available for interviews by City staff and/or

City Commissioners if required.

I. The contents of the submission of the successful firm will become part of the contractual obligations.

J. If you are not submitting, please return the form attached at the end of the RFP marked 'No Submission.”

K. The City reserves the right to reject any and/or all submission, in whole or in part, when such rejection is in the best interest of the City. Further, the City reserves the right to withdraw this solicitation at any time prior to the final award of the contract.

L. Cancellation: The contract may be terminated by the City without cause by giving a minimum of sixty (60) days written notice of intent to terminate. Contract prices must be maintained until the end of the thirty (60) day period. The City may terminate this agreement at any time because of the contractor's failure to perform in accordance with these specifications and the applicable contract.

The City may retain/withhold payment for nonperformance if deemed appropriate to do so by the City.

O. Public Entity Crimes Statement: 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 bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, 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.

M. Certification Regarding Debarment, Suspension, and Other Responsibility Matters: The prospective primary participant must certify to the best of its knowledge and belief, that it and its principals are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency and meet all other such responsibility matters as contained on the attached certification form (Attachment).

N. Any professional consultant who utilizes the services of a lobbyist is required, by virtue of responding to this request, to make full disclosure to the City concurrently with the submission of this proposal. Such disclosure shall include the following:

i. The name of any lobbyist employed directly or indirectly by the consultant for the purpose of influencing or attempting to influence the selection of a professional consultant by the City.

ii. The name, address, telephone, and fax numbers of the lobbyist.

iii. The length of such agreement contract, or understanding and the amount of any fee, gratuity, compensation, or consideration paid or promised to be paid to the lobbyist, either before or after hiring, whether or not the same is set out as compensation for the lobby in or is for other services.

This disclosure shall be submitted with the qualifications and will be filed with the City Clerk and such records shall be open to the public.

P. The successful proposer will be required to keep, maintain, and provide upon request records of all activities performed activities under the grant as provided in Chapter 119 Florida Statutes public records. It will be the proposer’s duty to communicate to the city any questions concerning the application Chapter 119.

Q. E‐VERIFY REGISTRATION AND USE ‐ Pursuant to section 448.095, Florida Statutes, beginning.

January 1, 2021, any City contractors shall register with and use the U.S. Department of Homeland Security’s E‐ Verify system, https://e‐verify.uscis.gov/emp, to verify the work authorization status of all employees hired on and after January 1, 2021. City Contractors must provide evidence of compliance with section 448.095, Florida Statutes. Evidence shall consist of an affidavit from the Contractor stating all employees hired on and after January 1, 2021, have had their work authorization status verified through the E‐ Verify system and a copy of their proof of registration in the E‐Verify system. Failure to comply with this provision will be a material breach of the contract and shall result in the immediate termination of the contract without penalty to the City. The City Contractor shall be liable for all costs incurred by the City securing a replacement Contract, including but not limited to, any increased costs for the same services, any costs due to delay, and rebidding costs, if applicable.

If the City Contractor utilizes Subcontractors, the following shall apply:

i. Contractor shall also require all subcontractors performing work under the Agreement to use the E‐Verify system for any employees they may hire during the term of the Agreement.

ii. Contractors shall obtain from all such subcontractors an affidavit stating the subcontractor does not employ, contract with, or subcontract with an unauthorized alien, as defined in section 448.095, Florida Statutes.

iii. Contractor shall provide a copy of all subcontractor affidavits to the City upon receipt and shall maintain a copy for the duration of the Agreement.

III. SCOPE OF WORK:

The successful proposer will conduct engineering services. Engineering services will include design of water, wastewater, roadway, and traffic signaling infrastructure, construction contract bidding and award, services during construction, inspection services, and any additional services required to complete the project and exhaust available grant funds. Proposals for RIF Engineering Services must indicate a fee for the service, with an explanation of the basis for the fee. Fees shall be quoted as a lump sum.

The successful proposal must agree to abide by all applicable State and Federal laws, rules and regulations, as now in effect and as may be amended from time to time, including but not limited to, the Federal laws and regulations set forth in 24 CFR Part 570 applicable Federal Register Notices, and the State’s Action Plan, and all applicable RFI regulations and guidelines.

IV. STANDARD QUALIFYING DATA AND FORMS:

The following forms are required as qualifying data for professional selection:

1. Proof of payment of Occupational License Tax if place of business is within City Limits.

2. Corporate Charter Registration: If the firm offering services is a corporation, it must be properly chartered with the Department of State to operate in Florida. Include a copy of the current

RFP-10-10-2023 RURAL INFRUSTRUCTURE FUND GRANT ADMINSTRATION AND ENGINEERING

SERVICES

registration statement.

3. Statement: A signed statement that your firm will work with the City to meet deadlines on the project(s).

4. Certificate of Current Insurance: Certificates of Insurance acceptable to the City shall be filed with the Purchasing Division prior to commencement of the work and periodically thereafter upon any renewals during the term of the contract.

5. Contact Person: The name and telephone number of contact person(s).

V. RULES FOR SUBMISSIONS:

The submission must name all persons or entities interested in the submission as principals. The proposal must declare that it is made without collusion with any other person or entity submitting a pursuant to the

RFP.

SUBMISSION FORMAT

5.1 Letter of Transmittal:

This letter will summarize in a brief and concise statement the Respondents' qualifications. An official authorized to negotiate for the respondent must sign the letter of transmittal.

5.2 Office Location:

The location of the office where the work will be prepared, and the key personnel in that office. The consultant may identify all of their offices, but the location of the main office that will be responsible for the actual production of the work and the key personnel in that office who will be responsible for tile completion of the work must be identified.

5.3 Organization Profile and Qualifications:

This section of the submission must describe the respondent, including the size of the office responsible for the work activities. The respondent shall provide the city with the resumes of all primary individuals involved. The respondent must supply all proper Florida business license(s) and professional certification certificates. In addition, the respondent must supply the following information:

5.3.1 Type of organization (i.e., individual. Partnership, corporation, joint venture, etc.) and year established.

5.3.2 Principals of the firm and core values.

5.3.3 Person in charge of this project and diagram of proposed organizational structure.

5.3.4 Describe a professional experience in providing CDBG grant administrative and/or engineering services.

5.4 Other Information

5.4.1 Provide names, addresses, and telephone numbers of personnel of current and prior clients who may be contacted for references.

5.4.2 Described assistance expected it from city staff.

5.4.3 Proof of general liability insurance for $1,000,000 per person.

5.4.4 Proof of Body injury insurance, including death for $1,000,000 for each occurrence.

5.4.5 Proof of Property Damage insurance in the amount of $1,000,000 for each occurrence, $1,000,000 aggregate

5.4.6 Auto Liability $500,000 for each person.

5.4.7 Bodily Injury (Auto), include death $500,000 each occurrence.

5.4.8 Property Damage (Auto) $200,000 for each accident.

5.5 Technical Proposal:

Provide a comprehensive description of your approach to fulfilling the requirements of the RFP.

VI. EVALUATION OF PROPOSALS

6.1 Proposal submittals will be received and officially opened. Only the names of respondents will be read at this time.

6.2 A Proposal Evaluation Committee (PEC) will convene, review, evaluate and rank all valid responses submitted based on the evaluation criteria developed by the Committee. The Evaluation factors will include, but not limited to qualifications, experience of the firm, capabilities, required submittals, other information regarding the firm’s abilities to perform the required services and price.

6.3 The evaluation criteria which will be utilized in selection process is as follows:

Engineering Services proposals shall be evaluated using the following criteria:

1. Successful Experience administering DEO grants or other as applicable (25 points)

2. Management and Staff Qualifications, Availability (20 points)

3. Understanding of Local Needs and Approach to Project (20 points)

4. Reputation and Client References (25 points)

5. Certified Minority/Woman Owned Business (10 points)

6. 3 The City reserves the right to interview any, all or none of the Respondents that responded to the

RFP and to require formal presentations before either the PEC or City Commission before recommendation of award. This interview is to be based upon the written proposal received.

6.4 The City reserves the right to negotiate price and contract terms and conditions with the most qualified individual(s) firm to provide the requested service. If a mutually beneficial agreement with the first selected Respondent is not reached, the City reserves the right to enter into negotiations with the next highest ranked Respondent and continue this process until the agreement is reached.

6.5 The City will not be under any requirement to complete the evaluation by any specific date and reserves the right to suspend or postpone the evaluation process should the need arise due to budget constraints, time constraints or other factors as directed by the City Commission. However, it is anticipated that the review/evaluation process will be completed in a timely manner. The City Manager will endeavor to notify in writing all respondents of any unexpected delays as noted above or otherwise determined. Note: A “final and best offer” may be negotiated; however, Respondents are cautioned to provide their best offer initially.

VII. ETHICAL BUSINESS PRACTICES

A. Gratuities. It shall be unethical for any person to offer, give, or agree to give any City employee, or for any

City employee to solicit, demand, accept, or agree to accept from another person, a gratuity or an offer of employment in connection with any decision, approval, disapproval, recommendation, or preparation of any part of a program requirement or a purchase request, influencing the content of any specification or procurement standard, rendering of advice, investigation, auditing, or performing in any other advisory capacity in any proceeding or application, request for ruling, determination, claim or controversy, or other particular matter, subcontract, or to any solicitation or proposal therefore.

B. Kickbacks. It shall be unethical for any payment, gratuity, or offer of employment to be made by or on behalf of a subcontractor under a contract to the prime contractor or higher tier subcontractor or any person associated therewith, as an inducement for the award of a subcontract or order.

C. The City reserves the right to deny award or immediately suspend any contract resulting from this proposal pending final determination of charges of unethical business practices. At its sole discretion, the City may deny the award or cancel the contract if it determines that unethical business practices were involved.

D. A "Cone of Silence" is established on all City competitive Request for Proposals (RFPs). The Cone of Silence prohibits all primary proposing or bidding firm(s), subcontractors, suppliers, or any other parties participating in a City of Gretna RFP solicitation from communicating with any elected official, city employee, or third-party representative of the City of Gretna other than the city employee or City designee designated in the solicitation as the point of contact for the solicitation. The Cone of Silence shall be in effect beginning at the time the solicitation has been advertised/made public. This Cone of Silence is designed to protect the professional integrity of the procurement process by shielding it from undue influences prior to the recommendation of contract award.

SUBMITTAL RESPONSE COVER SHEET

This page is to be completed and included as the cover sheet for your response to the Request for Proposals.

The City of Gretna reserves the right to accept or reject any and/or all bids in the best interest of The City.

Antonio Jefferson, City Manager

This bid response is submitted by the below named firm/individual by the undersigned authorized representation.

(Firm Name)

BY

Representative)

(Authorized

(Printed or Typed Name)

ADDRESS

CITY, STATE, ZIP

TELEPHONE

FAX

ADDENDA ACKNOWLEDGMENTS: (IF APPLICABLE)

Addendum #1 dated Initials

Addendum #2 dated Initials

Addendum #3 dated Initials

STATEMENT OF NO SUBMITTAL

We have declined to respond to the above referenced RFP for the following reasons:

We do not offer this service.

Our schedule would not permit us to perform.

Unable to meet specifications.

Others (Please Explain)

We understand that if the no-submittal letter is not executed and returned, our name may be deleted from the list of qualified Respondents for the City.

Company Name

Signature

Name (Print/Type)

Telephone No.

FAX No.

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT

1. The City recognizes fair and open competition as a basic tenet of public procurement and encourages participation by minority and women business enterprises.

2. The contractors and all subcontractors hereby agree to a commitment to the principles and practices of equal opportunity in employment and to comply with the letter and spirit of federal, state, and local laws and regulations prohibiting discrimination based on race, color, religion, national region, sex, age, handicap, marital status, and political affiliation or belief.

3. The contractor agrees to comply with Executive Order 11246, as amended, and to comply with specific affirmative action obligations contained therein.

Signed:

Title:

Firm:

Address:

CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY

MATTERS

PRIMARY COVERED TRANSACTIONS

(1) The prospective primary participant certifies to the best of its knowledge and belief, that it and its principals:

(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency.

(b) Have not within a three-year period preceding this been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract under a public transaction; violation of Federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(c) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of these offenses enumerated in paragraph (1)(b) of this certification;

and

(d) Have not within a three-year period preceding this application/proposal had one or more public transactions

(Federal, State or local) terminated for cause or default.

(2) Where the prospective primary participant is unable to certify any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.

(3) No subcontract will be issued for this project to any party which is debarred or suspended from eligibility to receive federally funded contracts.

Signature

Title

Contractor/Firm

Address

City of Gretna, Florida

REQUEST FORPROPOSALS

RFP-10-10-2023

Community Development Block Grant Administration

FLORIDA STATUTES ON PUBLIC ENTITY CRIMES FORM

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR

OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to the City of Gretna by:

on behalf of:

whose business address is:

Federal Employer Identification Number (FEIN)

2. I understand that a “public entity crime” as defined in Paragraph 287.133(1)(g), F.S., means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid or contract for goods or services, any lease for real property, or any contract for the construction or repair of a public building or public work, involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand the “convicted” or “conviction” as defined in Paragraph 287.133(1)(b), F.S., means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non‐jury trial, or entry of a plea of guilt or nolo contendere.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), F.S., means:

A predecessor or successor of a person convicted of a public entity crime or an entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a “person” as defined in Paragraph 287.133(1)(e), F.S., means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies.)

Neither the entity submitting this sworn statement, nor any of its officers, director, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity were charged with and convicted of a public entity crime after July 1, 1989.

The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or any affiliate of the entity was charged with and convicted of a public entity crime after July 1, 1989.

The entity submitting this sworn statement, or one of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or any affiliate of the entity was charged with and convicted of a public entity crime subsequent to July 1, 1989.

However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order.)

I understand that the submission of this form to the City of Gretna is for the City of Gretna only. I also understand that I am required to inform the City of Gretna prior to entering into a contract in excess of $25,000 of any change in the information contained in this form.

Signature Date

State of Florida, County of _; On this day of , 20, before me, the undersigned Notary Public of the State of Florida, personally appeared:

(Name(s) of individuals who appeared before notary) whose name(s) is/are Subscribed to the within instrument, and he/she/they acknowledge that he/she/they executed it.

Sworn to and subscribed before me this.

day of 20 . Notary Public

My Commission expires:

Personally Known Produced Identification:

(Type) Did take an Oath.

Did Not take an Oath.

City of Gretna, Florida

REQUEST FORPROPOSALS

RFP-10-10-2023

Community Development Block Grant Administration

C O N F L I C T O F I N T E R E S T S T A T E M E N T

1. of deposes and states that Name of Affiant Name of Company the above‐named entity is submitting Proposals to the City of Gretna for the project identified above.

2. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge.

3. The Affiant states that only one submittal for the above project is being submitted and that the above‐named entity has no financial interest in other entities submitting Proposals for the same services.

4. Neither the Affiant nor the above‐named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive pricing in connection with the entity's submittal for the above project. This statement restricts the discussion of pricing data until the completion of negotiations and execution of the Agreement for this project.

5. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participating in contract lettings by any local, state, or federal agency.

6. Neither the entity, nor its affiliates, nor anyone associated with them have any potential conflict of interest due to any other clients, contracts, or property interests for these services.

7. I certify that no member of the entity's ownership, management, or staff has a vested interest in any aspect of or department of the City of Gretna.

8. I certify that no member of the entity's ownership or management is presently applying for an employee position or actively seeking an elected position with the City of Gretna.

In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above‐ named entity, will immediately notify the City of Gretna in writing.

Signature of Affiant Date

Typed or Printed Name of Affiant Title

State of Florida, County of

On this day of , 20 , before me, the undersigned Notary

Public of the State of Florida personally appeared.

and

(Name(s) of individuals who appeared before notary) whose name(s) is/are subscribed to the within instrument, and he/she/they acknowledge that he/she/they executed it.

WITNESS my hand and official seal.

NOTARY PUBLIC, STATE OF FLORIDA NOTARY PUBLIC

SEAL OF OFFICE:

(Name of Notary Public: Print, Stamp, or Type as Commissioned.)

This Form Must Be Completed and Returned with your Submittal.