RFP-2018-0395_PUR-F-304_Feasibility_Study_-_Smart_Meter_Replacement_Program.pdf

PUR-F-304 8/2018

City of Casselberry | Finance Department | Procurement Division

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program

To: All Prospective Proposers

From: Procurement Division

Dear Potential Proposer:

The City of Casselberry, Florida, a municipal corporation existing under the laws of the State of Florida, herein after also referred to as the “City”, does hereby announce that it is accepting written proposals from all qualified firms or individuals interested in providing the services generally described herein and as specified in the “Scope of Services” of this Request for Proposals (RFP) document. The successful Proposer(s) must demonstrate by his/hers qualifications, experience, availability, approach and work plan that he/she will best serve the overall needs of the City.

If you are interested in preparing a response to this RFP, please read the requirements carefully and complete the proposal in the manner as set forth in this RFP document. Your response is considered a binding offer to perform in the manner described in the proposal response and shall remain a firm offer for a period not to exceed one hundred eighty (180) days from public opening. Also please be aware that, under the competitive proposal process, the stipulations set forth herein are fully binding on the Proposer to the extent that you confirm acceptance by your signature on the Price Proposal Form, herein.

All proposals shall be received by the due date and time as indicated herein. Questions regarding this solicitation must be received in writing not later than the date and time as indicated in the Proposal Schedule.

Responses to those questions considered material to the solicitation shall be distributed via formal addenda and posted to the City of Casselberry website: http://www.casselberry.org/index.aspx?NID=406 through the VendorLink, LLC. It is the responsibility of the Proposer to read the Proposal Schedule for date/time of the Pre-proposal meeting, if applicable.

All Proposers are advised that under Chapter 119, Florida Statutes, all responses are deemed a public record and open to the public as provided for in said statute.

The City welcomes your response to this RFP document. Proposals should be prepared in accordance with the RFP instructions and will be evaluated by the City as stated in the evaluation section of this document. The City reserves the right to waive any formalities, to reject any or all proposals or to re-advertise for proposals for these services. The City may withdraw all or part of this RFP at any time to protect the interests of the City. All Proposers are asked to be thorough yet concise in their response. Failure to provide the response in the manner prescribed herein may be grounds for disqualification. Thank you for your interest in doing business with the City of Casselberry, Florida.

http://www.casselberry.org/index.aspx?NID=406

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TABLE OF CONTENTS

SECTION TITLE PAGE

NUMBER

1 Project Overview 3 2 Proposal Schedule 5 3 General Instructions 5 4 Proposal Response and Format 10 5 Evaluation Process 13 6 General Terms and Conditions 18

ATTACHMENT TITLE PAGE

NUMBER

A Insurance Requirements 33 B Conflict of Interest and Non-Collusion Statement 34 C Addendum Receipt Acknowledgement Certification 36 D Drug-Free Workplace Certification 37 E Organizational Information 38 F References 39 G Proposed Schedule of Subcontractor Participation 40 H Contractor Certification Regarding Scrutinized Companies 41 I Price Proposal Form 42

EXHBIT TITLE PAGE

NUMBER

1 Scope of Services 46 2 Statement of No Bid Submittal 48 3 Standard Services Agreement 49 4 Solicitation Response Identification Label 50

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program

SECTION 1 PROJECT OVERVIEW

1.01 INTENT AND PURPOSE

The City of Casselberry has approximately 14,825 residential water meters serviced in the City’s utility system. There are approximately 878 commercial water meters serviced in the City’s utility system. The City also provides for separate potable water irrigation meters. System-wide, the City services approximately 20,000 water meters. The City last underwent a large meter replacement program around 1997. At that time, the existing meters were replaced with Sensus touch-read meters. These meters have an estimated 20-year life span. At this time approximately 83% of the City’s meters are ten (10) years old or older. Of those, approximately 55% of the meters were installed prior to 2001.

Due to age, the meters may slow down over time, resulting in deficient accountability of the water being pumped out of the state’s aquifer under the City’s consumptive use permit. In addition, the City may be losing water revenue due to the age of the meters. The City desires to have improved accountability of the water consumption in the utility system, as well as account and bill for all water used. The Consultant will assist the City with determining the costs of a large replacement program with newer technology and a methodology for replacing the meters.

It is the City’s intent to optimize meter reading, customer service, and water-use efficiency efforts using Automated Meter Reading (“AMR”) technology. The City has determined a feasibility study shall be completed to more clearly define the project. Should the study determine a need based on the financial analysis, the City may also have the consultant evaluate multiple AMI/AMR platforms.

1.02 BACKGROUND

The City of Casselberry was incorporated in 1965, and is located at the crossroads where U.S. Highway 17-92 and State Road 436 intersect. Both of these roads are known for the substantial retail and multi-family development. The City is committed to redevelopment activities along U.S. Highway 17-92, including a mix of retail, government, residential and recreational activities.

Located just 20 minutes northeast of downtown Orlando, Casselberry’s city government is focused on meeting the needs of businesses looking to relocate and/or entrepreneurs who are seeking the right location to jump-start a new enterprise. One of the fastest growing areas in Metro Orlando, Casselberry is an exciting, thriving community in which to do business.

The City operates under a Commission/Manager form of government and provides a full range of services to include, police, the construction and maintenance of streets, sidewalks, parks, stormwater, wastewater, water and other infrastructure, engineering, planning and community development, code enforcement, general administration and support services, and recreational and cultural events.

A quick City snapshot (as of 2016, provided by the Casselberry Community Development Department):

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

Area: 7.6 square miles Population: 27,786 Median Household Income: $44,192 18 Parks Over 24 Lakes Public Golf Course Voted “Best Workplace for Commuters” by the National Center of Transit Research

1.03 TERM

The Proposer recognizes that time is of the essence with respect to the timetable for achievement of the tasks and agrees to complete the project within the established timeline of the awarded contract.

1.04 MINIMUM REQUIREMENTS

In order to be considered, the firm must meet all of the following mandatory minimum requirements:

A. The Proposer shall have been in business for a minimum of three (3) consecutive years and be currently licensed to perform similar services as requested in this RFP within the State of Florida.

This requirement shall be based on the Solicitation’s due date. Documentation to demonstrate meeting this minimum requirement shall be submitted with your response. The Proposer shall provide proof that they have held and maintained for a minimum of three (3) years a current State of Florida business license.

a. Business or Corporation shall hold a business license; and

b. Individual shall hold a current a State of Florida License as required by rule, and have authority to submit certified reports to state agencies (if applicable).

B. If the business headquarters is located outside of the State of Florida, they shall currently be licensed to perform services in both their home state and the State of Florida; and shall have been in business for a minimum of three (3) consecutive years. This requirement shall be based on the Solicitation’s due date. Documentation to demonstrate meeting this minimum requirement shall be submitted with your response and may include, but not be limited to; local business tax receipts for three (3) years, corporation documents with date of inception, certificate of authority, etcetera. In addition, the Proposer shall submit to Procurement a current Certificate of Authority, which is issued through the Department of State and in accordance with Florida Statute 607.1501, within ten (10) business days upon notice of intent to award.

C. Demonstration of Experience: Demonstrate similar projects as requested in “Tab B”

D. Successful Contractor shall hold all State and Local County licenses applicable to complete the Work described in the Scope of Services.

E. Successful Contractor shall have at least one (1) employee/owner with an Arborist Certification by the National Arborist Association (NAA) or similar.

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

The Proposer shall provide proof of the above minimum qualifications by furnishing copies and or written documentation to substantiate meeting the requirements. Failure to provide said documentation with your proposal may be grounds for deeming your proposal unresponsive and removing it from further consideration.

1.05 RFP SECURITY BOND (NOT APPLICABLE)

1.06 PERFORMANCE AND PAYMENT BONDS (NOT APPLICABLE)

SECTION 2 PROPOSAL SCHEDULE

The City reserves the right to modify the dates and times of the Proposal Schedule. When the due date or the pre-proposal date must be changed, respondents will be notified via an Addenda.

Proposal Schedule

Task Date

RFP Released to General Public September 19, 2018 Non Mandatory Pre-Proposal Meeting N/A Deadline for Questions by Interested Parties 2:00 p.m., October 4, 2018 Proposal Due Date and Opening 2:00 p.m., October 16, 2018 Evaluation and Selection 2:00 p.m., October 18, 2018 Presentations, if required N/A City Commission Approval of Contract November 19, 2018

SECTION 3 GENERAL INSTRUCTIONS

3.01 REQUESTING THE SOLICITATION DOCUMENT

The RFP documents are available on-line and can be downloaded at no charge via VendorLink, LLC on the City of Casselberry website: http://www.casselberry.org/index.aspx?NID=406. Proposers must register to download the solicitation documents and to receive notifications of Addenda. The City is not responsible for errors and omissions occurring in the transmission or downloading of any documents from these websites. In the event of any discrepancy between information on the website and the hardcopy specifications, the terms of the hardcopy specifications shall prevail. For more information, email the Procurement Division at procurement@casselberry.org. Important: The desire of the City to pursue proposals shall in no way obligate the City to compensate Proposers for your efforts or to execute a contract with your firm.

3.02 ON-LINE SERVICE PROVIDER DISCLAIMER

VendorLink, LLC System has no affiliation with the City other than as a service that facilitates communication between the City and its vendors. VendorLink, LLC is an independent entity and is not an agent or representative of the City. Communications to VendorLink, LLC do not constitute mailto:procurement@casselberry.org

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program communications to the City.

3.03 SOLICITATION DOCUMENTS FROM THIRD PARTY PROVIDERS

The City of Casselberry Procurement Division, its website and service provider, VendorLink, LLC are the only authorized sources of solicitation documents/forms. Solicitation documents/forms obtained from any other third party source may be an incomplete set of documents. Proposers using solicitation documents/forms obtained from any other third party source are advised to register with VendorLink, LLC to obtain a complete set of solicitation documents and to enable notification of required addenda.

Reproduction of these documents without the express permission of the City is prohibited.

3.04 PRE-PROPOSAL MEETING (NOT APPLICABLE)

If a Pre-proposal meeting is required, the date and time will be included in the Project Schedule. The Pre-Proposal meeting will be held in the City of Casselberry, City Commission Chambers, located at 95 Triplet Lake Drive, Casselberry, Florida 32707. Pre-Proposal meeting attendance is strongly encouraged.

If the Pre-Proposal conference is mandatory, attendance is required.

IMPORTANT NOTE: It is imperative that all Proposers have a clear understanding of the Scope of Services requirements. Therefore, in the event a mandatory pre-proposal meeting is required and/or subsequently scheduled, attendance will be a pre-requisite for submitting a proposal; and proposals will only be accepted from those who are represented at a mandatory pre-proposal meeting. Attendance at the pre-proposal meeting will be evidenced by the Proposer’s/representative’s signature on the attendance roster. In the event of a mandatory pre-proposal meeting, the time, date, and location of the meeting will be noted in the released Addendum notifying such requirement. Please plan your travel time accordingly.

3.05 INTERPRETATION AND QUESTIONS

All questions relating to this solicitation document must be in writing and hand-delivered or delivered electronically through email to the attention Procurement Division that serves as the official point of contact for this solicitation no later than the date and time as set forth in the Proposal Schedule.

Procurement Division City of Casselberry 95 Triplet Lake Drive, 2nd Floor Casselberry, Florida 32707 Phone: (407) 262-7700, Ext. 1142 Email: procurement@casselberry.org

A. It is the Proposer’s responsibility to become familiar with and fully informed regarding the terms, conditions and specifications of this RFP solicitation. Lack of understanding and/or misinterpretation of any portions of this RFP solicitation document shall not be cause for withdrawal of your RFP response after opening or for subsequent protest of award. Proposers must contact the Procurement Division prior to proposal opening, should clarification be required.

mailto:procurement@casselberry.org

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

B. Any interpretations, clarifications, or changes will be made in the form of written addenda issued by the Procurement Division.

C. Any oral communications will not be authoritative and will not be binding on the City.

D. It is the sole responsibility of the Proposer to contact the Procurement Division prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with each proposal.

E. Addenda will be available to all Proposers and will be uploaded to VendorLink, LLC on the Procurement website at: www.casselberry.org/index.aspx?NID=406.

3.06 PREPARATION AND FORMAT

Proposals should be prepared in a clear and concise manner to meet the requirements of the RFP.

Emphasis should concentrate on conformance to the RFP instructions, responsiveness to the requirements, as well as completeness and clarity of content.

3.07 PAGE LIMITATION

Proposal packages shall be limited to not more than 50 PAGES printed on a single side of paper, with a font no less than twelve (12) point. Note: Required attachments and forms will not be counted in the page limitation.

3.08 COMPLETENESS

Proposals shall contain the information as required in this solicitation. Failure to submit all information as requested may result in a lowered evaluation score of the proposal. Proposals that are substantially incomplete or lack key information may be rejected by the City. The following list details the appropriate proposal format:

A. Selection dividers with tabs properly labeled with Tab numbers to identify each required criteria in Section 5.

B. All attachments shall be placed under the appropriate tab for that sub-section.

C. Current Certificates of Insurance; and Local Business Tax Receipt (formerly known as

Occupational License) shall be placed under Tab “A” of your proposal.

3.09 JOINT VENTURES

All Proposers intending to submit a proposal as a Joint Venture are required to have filed proper documents with the Florida Department of State, the Department of Business and Professional Regulations, Construction Industry Licensing Board and/or any other state or local licensing Agency prior to submitting a proposal response. Please refer to Section 489.119 Florida Statutes.

Joint Venture Firms must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal Joint Venture Agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program

3.10 CORPORATE STANDING AND AUTHORIZED SIGNATURE

The Proposer must demonstrate that the company is in good standing and that the person signing this proposal is an authorized signatory on behalf of the Proposer to negotiate and/or sign contracts, agreements, amendments and related documents to which the Proposer will be duly bound. Examples of satisfactory demonstration documents include:

A. A copy of your Articles of Incorporation listing the approved signatories of the corporation.

B. A copy of a resolution listing the members of staff that are authorized signatories for the company.

C. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

Failure to sign and witness the Proposer’s signature form may result in disqualification of the bid. Please be sure the bid is signed, properly witnessed, and sealed.

3.11 PROPRIETARY INFORMATION

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law); and except as it may be provided by other applicable State and Federal Law, all Proposers should be aware the RFP document and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

B. A generic notation that information is “confidential” is not sufficient. Failure to provide the Procurement Division with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

3.12 PROPOSAL REPRODUCTION

Please submit four (4) copies of the proposal package, one (1) unbound original and three (3) bound copies. The proposal submittal MUST also include an electronic version on a USB Drive containing the entire submittal formatted to be read with Microsoft® software products or Adobe® PDF software.

3.13 SUBMISSION OF PROPOSALS AND DELIVERY

A. Sealed proposals shall be received in the City’s Procurement Division at or before the date and time as indicated in the Proposal. Proposals received after the stated date and time will not be accepted and will be returned unopened. The City will not be responsible for failure of a Proposer or Proposer’s agent to submit responses in a timely manner or for a proposal delivered incorrectly or to the wrong address or location. Proposals shall be included in an sealed envelope or packing material plainly marked on the outside “Proposal Enclosed” with the following information:

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program

City of Casselberry ATTN: Procurement Division 95 Triplet Lake Drive, 2nd Floor Casselberry, Florida 32707 RE: RFP-2018-0395 – Feasibility Study – Smart Meter Replacement Program

For your convenience, Exhibit 3, Solicitation Response Identification Label, has been provided to properly identify and affix to your RFP response.

1. If your proposal is submitted by mail, please be advised that United States Postal Service (USPS)

Express and Priority service class; are delivered to the City once daily. Accordingly, in order for a submission to be received by the Procurement Division when the services of the USPS are used, a Proposer or Proposer is responsible for ensuring that their submittal is transmitted in such manner as necessary for the USPS to receive, sort, and deliver to the City by the submittal due date and time.

2. When using the USPS, UPS, FEDEX or any other mail delivery services, it is the sole responsibility of the Proposer to ensure that Proposals are received in the Procurement Division by the due date and time. The City shall not be responsible for delays caused by any occurrence.

3. No electronic proposal submissions by email, fax or other electronic means will be accepted.

3.14 PUBLIC OPENING OF PROPOSALS

Proposals will be announced publicly by the Procurement Division on the due date and time or as soon thereafter as possible. Only the names of the respondents and verification of bond submittal, if applicable, will be publicly announced. Sealed proposals received by the City pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Article I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. All other information will be subject to Florida’s Open Government Laws to public contracting.

3.15 MODIFICATION AND WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn by the appropriate duly executed representative at any time prior to the opening of proposals. Proposals may not be withdrawn for a period of one hundred eighty days (180) days after the public opening date.

3.16 OWNERSHIP OF DOCUMENTS

All proposals and documents received as a result of this solicitation shall become the sole property of the City and will not be returned to Proposers. In the event of an award, all documentation produced as part of the Contract will become the exclusive property of the City.

A. Drawings, specifications, designs, models, photographs, reports, surveys, calculations, and other data provided in connection with this solicitation and/or awarded agreement as a result of this

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program solicitation process are, and shall remain, the property of the City whether the project for which they are made is executed or not.

B. Such finished or unfinished documents, data, calculations, studies, surveys, specifications, drawings, maps, models, photographs and reports prepared by the successful Proposer(s) shall be delivered by the successful Proposer(s) to the City at the conclusion of the project or the termination of the successful Proposer(s)’ services

SECTION 4 PROPOSAL RESPONSE AND FORMAT

4.01 FIRM QUALIFICATIONS AND EXPERIENCE – TAB “A”

A. Letter of Transmittal. Provide a letter of transmittal, limit to two (2) pages, signed by an authorized representative of the Proposer, including a brief description of your firm’s location, organization structure, and philosophy.

B. Individuals and Qualifications. Identify and include qualifications of specific individuals to be assigned to the project (include names, contact information, and resumes) and specify which services the individuals will provide to the City.

C. Litigation. Provide a summary of any litigation, claim(s), or contract dispute(s) which have been finalized and/or decided by a court of law, which were filed by or against the firm in the past five

(5) years. The summary should state the nature of the project, litigation, claim, or contract dispute, a brief description of the case, the outcome, and the monetary amounts involved. The disclosure can be limited to:

1. Cases, which are related to contractual services provided in the regular course of business.

2. The regional/district office that will be supporting this contract.

3. Sanctions: List any regulatory or license agency sanctions.

4. Lost Accounts: Provide a complete list of all accounts lost due to early dissolution or non-renewal. Include contact names and telephone number, length of service at each account, and reason for the loss. This list can be limited to the regional/district office, which will be supporting this contract, and may be limited to the past five (5) years.

5. Canceled Accounts: Provide a complete list of all accounts canceled/terminated by the Proposer prior to the expiration date. Include contact name and telephone number, length of service provided, and reason the firm chose to cancel the contract. This list can be limited to the regional/district office that will be supporting this contract, and may be limited to the past five (5) years.

6. Contract Denial: Indicate if your firm has been denied a contract award on which you submitted the best proposal. If so, explain in detail.

D. Financial Information. The Proposal shall provide evidence of financial stability including its last three (3) fiscal year’s financial statements and company financial statement summaries; or alternate financial information, to include balance sheets and profit and loss statements; or an official letter from the Proposer’s financial accountant detailing the financial status of the Proposer.

The letter shall include a contact name, address, phone number, and fax number. The failure to produce financial requirements may be grounds for disqualification of your proposal response and offer.

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

E. The City reserves the right to utilize Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process. The proposal shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

F. Timeline. Consultant to provide a proposed Timeline for Part I and Part II.

4.02 SIMILAR PROJECTS – TAB “B”

A. To demonstrate experience and success in conducting similar work, the Proposer shall provide a minimum of three (3) references of similar size projects in similar circumstances with appropriate reference information, concentrating only on those projects completed within the last five (5) years or currently underway by the Proposer’s firm, as follows:

1. Client name, address, phone, fax number and email address;

2. Description of all services provided;

3. Performance period; and,

4. Total annual amount of contract.

5. Unless otherwise stated to submit reference information in a different format/manner, please complete and submit References with your proposal response.

B. Describe any significant or unique recognitions received or accomplishments made in previous, similar projects.

NOTE: Please do not include projects completed or currently underway with the City of Casselberry.

4.03 PROJECT APPROACH – TAB “C”

A. State your firm’s technical approach to the project and the interpretation of the Scope of Services required.

B. Define the adequacy of resources, including personnel, labor, equipment and supply resources, and other requirements to provide the requested services.

C. Provide a clear statement of the specific services and tasks to be performed. Include information concerning each task and staff committed to accomplish each task.

D. Provide a typical response time and/or project implementation schedule for proposed services including any management and planning strategies.

E. Provide information regarding any proposed innovative concepts that may enhance the value and quality of the services to be performed.

4.04 RFP REQUIRED FORMS – TAB “D”

Proposers shall include all applicable and properly executed forms under Tab D.

A. Insurance Certificates. Provide copies of your current liability and workers’ compensation

Certificates of Insurance. The successful Proposer(s) will be required to provide Certificate(s) of

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program

Insurance evidencing coverage as required in the Insurance Requirements within five (5) business days of the notification of intent to award. Note: Policies other than Workers’ Compensation shall be issued only by companies authorized to conduct business in the State of Florida, with active certificates of authority issued by the State of Florida, Department of Insurance.

B. Conflict of Interest/Non-Collusion. Proposers shall provide disclosure of any potential conflict of interest due to any other clients, contracts, or property interests for this project only. Complete the Conflict of Interest and Non-Collusion Statement certifying that no member of your firm ownership, management, or staff has a vested interest in any aspect of this solicitation or any department within the City of Casselberry.

C. Addendum Receipt Acknowledgement Certification. Include the Addendum Receipt of Acknowledgement Certification Form in this section of the submittal.

D. Drug Free Workplace Certification. If applicable, Proposers must complete, sign, and notarize the Drug Free Workplace Certification.

E. Organizational Information (Authorized Signatories). Proposers must provide a copy of the State Certificate of Good Standing/Articles of Incorporation listing the officers of the company on the Organizational Information. Provide one of the forms of evidence of signature Authority listed in Section III, (I) Corporate Standing and authorized signatories.

F. Proof of Licenses/certification. Please include copies of applicable licensure/certification, including; but not limited to:

1. Provide proof of proper State of Florida business licensure and professional certification(s)/registration(s) in the State of Florida.

2. Provide proof of corporate registration to operate in the State of Florida by the Department of State, Division of Corporations. Information concerning certification can be obtained at:

http://dos.myflorida.com/sunbiz/. Please note: certification must be for active status only.

G. Local Business Tax Receipt. Provide a copy of your Local Business Tax Receipt. In accordance with Section 205.065, Florida Statutes, a current Department of Professional Regulation certificate may be provided in lieu of a Local Business Tax Receipt, with a copy of the corresponding Occupational License of the home state, county, or city.

H. Tax Identification Number (TIN). All Proposers shall furnish a completed W-9 with their bid or proposal submittal if they have not done business with the City or have not provided a W-9 within the last two (2) years. A tax identification number is required to do business with the City.

I. Sub-Contractors. Proposers must list any sub-contractors that shall be used to accomplish the Scope of Services on the Proposed Schedule of Subcontractor Participation. If no subcontracting will be utilized on this project, indicate on top of form.

4.05 PRICE PROPOSAL – TAB “E”

The Price Proposal Form, shall be completed, notarized and included in the Required Forms Tab. An authorized signatory must sign attesting to knowledge of Scope of Services, committing to the prices as offered, and acceptance of the terms and conditions. The ability of the successful Proposer to maintain a sense of fiscal responsibility shall be favorably considered in the evaluation of proposals.

A. When applicable, the Price Proposal may be evaluated using the below formula :

http://dos.myflorida.com/sunbiz/

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program

The lowest price receives the maximum points. The lowest price is then divided into, individually, by the other prices to determine the percentage. The percentage is then multiplied by the maximum points allowed. (The Weighted Score may be rounded to the nearest whole number.)

The following is only an example:

Proposer Proposed Price Applied Percentage

Maximum Score

Weighted Score

A $42,500.00 84% X 25 = 21 B $40,000.00 89% X 25 = 22 C $35,500.00 100% X 25 = 25

SECTION 5 EVALUATION PROCESS

EVALUATION CRITERIA.

Evaluation Criteria

Tab Assignment Category Maximum Points

A Firm’s Qualifications and Experience 30 B Similar Projects/References 20 C Project Approach 10 D RFP Solicitation Response Required Forms 10 E Price Proposal/Fee Schedule 30

MAXIMUM TOTAL POINTS

ADJECTIVAL RATING

An adjectival scoring system is used in accordance with the rating scale below. The Committee members adjectival rating score is multiplied by the percentage of maximum points (weight) resulting in a total score for that section.

0 = Unsatisfactory: Not responsive to the question. (0% of the max. points) 1 = Below Minimum Standards: Responsive to the question, but below acceptable standards. (25% of the maximum points) 2 = Marginal: Minimal acceptable performance standards and responsive to the question. (50% of the maximum points)

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program

3 = Satisfactory: Above minimum performance, effective and responsive to the question. (75% of the maximum points) 4 = Excellent: Exceeds expectations for effectiveness and responsiveness to the question. (100% of the maximum points)

A determination of the best qualified firm will be made by the Evaluation Committee based on the stated criteria. In order to assist in determining the best qualified firm, the Evaluation Committee reserves the right to request additional information and/or clarification relating to any information submitted by any Proposer. The City shall be the sole judge of its own best interests, the proposals, and the resulting agreement. The City’s decisions shall be final.

5.01 DETERMINING RESPONSIBILITY

In conjunction with the weighted criteria being used to determine the qualifications and capability of the Proposer, the City may also consider the Proposer’s ability to meet or exceed the following criteria:

A. The Proposer's ability, capacity, and skill to perform the contract or to provide the services within the time specified;

B. The quality of performance of previous contracts or services including previous performance with the City;

C. Proposer’s compliance with relevant laws and ordinances relating to contracted services;

D. Financial resources of the Proposer to perform the contract and to meet the obligations of the required services; and, E. Whether the Proposer is in arrears to the City on a debt or a contract; whether the Proposer is in default on surety to the City; or whether the Proposer's taxes are delinquent.

5.02 MATERIAL DEVIATIONS

The City of Casselberry has established certain requirements with respect to proposals to be submitted by prospective Proposers. The use of "shall" (except to indicate simple futurity) in the RFP indicates a requirement or condition, which must be met. The City of Casselberry may, at its sole discretion, waive requirements or conditions if the conditions are determined to be non-material. A deviation from a requirement is material when the deficient response is not in substantial accord with the RFP requirements, provides an advantage to one Proposer over other Proposers, or has a potentially significant effect on the delivery, quantity or quality of items proposed amount paid to the Proposer, or for the cost to City of Casselberry. Material deviations cannot be waived.

5.03 EVALUATION PROCEDURE

A. Proposals are subject to a review and evaluation process. It is the intent of the City that all Firms responding to this RFP, who meet the minimum requirements, will be ranked in accordance the established criteria as provided within the solicitation. The City will consider only the responsive and responsible submittals received during its evaluation and award process.

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program

B. An initial review is performed by the Procurement Division to ensure each proposal meets the minimum requirements as set forth in the solicitation document. This review process includes, but is not limited to, the following considerations:

1. The proposal was submitted by the stated deadline;

2. All required documents have been submitted;

3. All documents requiring an original signature have been signed and submitted; and

4. Verification through the professional regulatory agency to ensure proper professional licenses or credentials, as required.

C. The City, at its sole discretion, may utilize the services of one or more independent firms, consultants, technical experts, and/or services to assist in the review or to provide an assessment, evaluation, and/or opinion as to the merits or validity of the Proposer’s response to this RFP.

5.04 EVALUATION COMMITTEE

The Evaluation Committee is comprised of qualified and recommended City staff members, professional City advisors, or local government staff or officials appointed by the City Manager or Designee in coordination with the requesting department. The Evaluation Committee consists of members who have experience, knowledge and/or expertise in the program area and service requirements of the solicitation.

The designated Procurement Representative serves as the non-voting chair of the committee.

5.05 INITIAL RANKING - SHORLIST

The Evaluation Committee may rank and shortlist a minimum of three (3) firms based upon the criteria established herein.

If fewer than three (3) firms submit a proposal, the City may elect to have presentations or interviews;

proceed with a recommendation to award to one or more firms; or the solicitation may be canceled at the sole discretion of the City.

5.06 PRESENTATIONS OR INTERVIEWS (NOT APPLICABLE)

The City may request that Proposers provide presentations to the Evaluation Committee; and/or conduct interviews with the selected Proposers regarding their qualifications, ability to furnish the required services, quality control, and other criteria as set forth herein. The Procurement Division will notify all selected Proposers of the City’s decision to request presentations and/or interviews, as applicable. If presentations are held, the Proposer shall have officials of the appropriate management level present and representing the firm. The Proposer understands that any and all costs related to the presentations and interview process is considered an operational cost of the Proposer and shall not be passed on to, or be borne by the City.

Presentations may include, but not be limited to, a presentation from the Proposer and questions from the City. The City will make an effort to provide questions to be addressed in these sessions to the respective Proposer prior to the session. The Proposer shall address all questions provided in their presentation and may provide additional materials. Additional materials should also be provided in digital

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program format. The Proposer understands that any and all costs related to the presentations and interview process is considered an operational cost of the Proposer and shall not be passed on to, or be borne by the City.

Pursuant to Florida Statute Chapter 286, any portions of a meeting, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation, are exempt from Florida Statute

286.011 and Statute 24(b), Article I of the State Constitution.

5.07 BEST AND FINAL OFFER AND CONTRACT NEGOTIATIONS

The City may request that the respondents provide a Best and Final Offer submittal before final determination for recommendation of contract award. The contract negotiation team will include, at a minimum, a member from the Procurement Division and a member from the requesting Division/Department/Office. The City reserves the right to negotiate any and all elements of a contract resulting from this RFP solicitation. Pursuant to Florida Statute Chapter 286, any portion of a meeting, at which negotiation strategies are discussed, or negotiations with a vendor is conducted, are exempt from Florida Statute 286.011 and Statute 24(b), Article I of the State Constitution.

5.08 RIGHT TO CANCEL OR REJECT

A. As the best interests of the City may require, a solicitation may be canceled, or the Procurement

Administrator may reject any or all submittals in response to a solicitation, in whole or in part, without recourse, in accordance with the Section 5.14 of City of Casselberry Purchasing Policy. In addition, the right is reserved to make award(s) by individual items, group of items, all or none, or a combination thereof, with one or more suppliers. The Proposer understands and agrees, that the City has the right to reject, for any reason and without penalty, any and/or all proposal packages or any part of a proposal package, prior to and after the rankings are made by the City, and that the City has the right, for any reason and without penalty, to terminate any contract negotiations commenced with any Proposer. The City also reserves the right to re-advertise and solicit new bids/proposals or to abandon the project in its entirety without reason and without penalty.

B. The City reserves the right to accept or reject any or all Bids/Proposals, or to waive any formalities, technicalities, irregularities, or immaterial variation.

C. The City also reserves the right to reject the proposal from a Proposer who has previously failed to perform properly, or complete on time contracts of a similar nature, or who investigation shows is not in a position to perform the contract.

5.09 EVALUATION COMMITTEE TABULATION

The Evaluation Committee’s shortlist will be posted on the City of Casselberry website via VendorLink, LLC at: www.casselberry.org/index.aspx?NID=406. Proposers may also call the Procurement Division for results.

5.10 NOTICE OF INTENT TO AWARD

The Procurement Division shall publicly post a Notice of Intent to Award for a minimum period of three

(3) business days on the City of Casselberry’s website via VendorLink, LLC at:

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

TITLE: Feasibility Study – Smart Meter Replacement Program www.casselberry.org/index.aspx?NID=406.

5.11 PROTESTS AND APPEALS

A. Any prospective Proposer or Respondent may file a Notice of Solicitation Protest concerning a

Solicitation in writing to the Procurement Administrator. The protest shall be received in the Procurement Division Office no later than three (3) business days after the due date for the Solicitation in accordance with Section VIII of the City of Casselberry Purchasing Policy.

B. Any Proposer or Respondent, who is not the intended awardee and who claims to be the rightful awardee, may file a Notice of Award Protest, in writing, with the Procurement Division Office, by 5:00 pm on the third (3rd) business day after the Notice of Intent to Award is posted. An Award Protest is not valid if filed by a Proposer who cannot show they would be awarded the Contract if their protest is upheld in accordance with Section VIII of the Casselberry Purchasing Policy.

C. The decision of the City Commission shall be final and conclusive.

5.12 AGREEMENT/CONTRACT

The City’s standard agreement for the services is included herein. The Scope of Services outlined in this RFP solicitation, the successful Proposer’s response to same and the end result of negotiations will become Exhibit “A”, Scope of Services on the agreement. Exhibit “B” will outline the Pricing Schedule as negotiated.

A. The successful Proposer must sign the agreement prior to execution by the City, whereupon the successful Proposer becomes the Consultant upon approval.

B. The provisions of said agreement contain similar language to the provisions contained in the solicitation document.

C. The agreement shall be used as a basis for negotiation and the City reserves the right to change, revise, or modify the agreement in its entirety, or any part thereof, prior to obtaining signatures from all parties.

D. The successful Proposer shall execute and return the agreement to the City, within ten (10) days after receipt along with any and all additional contractual documents, performance and payment bonds (if applicable), insurance certificates and any other documents required as outlined in this solicitation document.

E. In no event shall an agreement be considered binding upon the City until it has been properly executed by all parties.

F. In conjunction with the agreement, a purchase order or other form of payment will be established by the City prior to the start of any project, service, or work by the successful Proposer.

5.13 AWARD OF CONTRACT

A. The City Manager, or designee, shall review the fees and rates of compensation for reasonableness prior to execution of contract or submittal of a recommendation of contract or agreement to the City Commission. The City Attorney may review all contract documents. Other experts may be consulted to assist in this process.

95 Triplet Lake Drive, Casselberry, Florida 32707 Phone: 407-262-7700, Ext. 1142 | Fax: 407-262-7746

Solicitation Number:

RFP-2018-0395

REQUEST FOR PROPOSALS (RFP) Due Date:

October 16, 2018

B. The Procurement Division and the requesting Department/Division/Office will prepare the required award documents and make recommendations for approval to the City Commission or City Manager.

Upon award, Mayor or City Manager, as applicable, will execute the agreement. The City Commission retains full discretion to award or reject a contract, or authorize expenditures in the best interest of the City.

5.14 NON-EXCLUSIVE CONTRACT

Award of this project shall impose no obligation on the City to utilize the successful Proposer for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such action to be in the City’s best interest.

5.15 OWNERSHIP AND RIGHTS IN DATA

Any work, product or deliverable report provided to the City as a result of work performed while under contract shall be considered the property of the City and may be used in any fashion the City deems appropriate. The City shall have exclusive ownership of, all proprietary interest in, and the right to full and exclusive possession of all information, materials, and documents discovered or produced by the successful Proposer pursuant to the terms of the awarded contract, including but not limited to reports, memoranda or letters concerning the research and reporting tasks of the awarded contract.

5.16 ADDITIONAL INFORMATION/DATA

The City reserves the right to request any additional information needed for clarification from any Proposer for evaluation purposes. Proposers may include a section for appendixes including promotional material or supporting documentation not otherwise requested herein. Please clearly designate this section in your response.