RFP-2019-0518_Purchase_Trade-in_Golf_Cart_Fleet.pdf

City of Casselberry | Procurement Division 95 Triplet Lake Drive, Casselberry, Florida 32707

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

Solicitation Number: RFP-2019-0518 Project Name: Purchase Trade-in Golf Cart Fleet Due Date: July 16, 2019

PUR-F-304 6/2019

To: All Prospective Proposers

From: Rhonda Ulmer, Procurement Manager

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 qualifications, experience, availability, approach and work plan that 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: https://www.casselberry.org/index.aspx?NID=406 through VendorLink, LLC. It is the responsibility of the Proposer to read the Proposal Schedule for date/time of the Pre-proposal Conference, 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.

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

TABLE OF CONTENTS

SECTION TITLE

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

ATTACHMENT TITLE

A Insurance Requirements B Conflict of Interest and Non-Collusion Statement C Addendum Receipt Acknowledgement Certification D Drug-Free Workplace Certification E Organizational Information F References G Proposed Schedule of Subcontractor Participation H Contractor Certification Regarding Scrutinized Companies I Price Proposal Form J Statement of No Bid Submittal K Solicitation Response Identification Label

EXHBIT TITLE

1 Scope of Services and Technical Requirements 2 Draft Contract 3 Proposal Schedule of Values 4 Purchase Trade-in Golf Cart Fleet Lease Schedule 5 Specifications, Options/Accessories Verification List 6 Trade-in Golf Cart serial numbers

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

SECTION 1 PROJECT OVERVIEW

1.01 INTENT AND PURPOSE

It is the intent of this solicitation to engage one (1) firm to lease purchase (60) new gasoline model year golf carts (the “Proposed New Fleet”), for a term of five (5) years as per the Scope of Services and Technical Requirements in Exhibit “1”.

1.02 BACKGROUND

The City of Casselberry was incorporated in 1965, and is generally located at the intersection of U.S.

Highway 17-92 and State Road 436. 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 20 minutes north of downtown Orlando, Casselberry’s government is focused on meeting the needs of businesses looking to relocate and entrepreneurs who are seeking an ideal location to start a new enterprise. One of the fastest growing areas in Metro Orlando, Casselberry is an exciting, thriving community to do business, live, and enjoy the outdoors.

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

A quick City snapshot (as of 2019 provided by the Casselberry Community Development Department):

Area: 7.6 square miles;

Population: 29,778;

Median Household Income: $46,300;

18 Parks;

Over 24 Lakes;

Public Golf Course; and Voted “Best Workplace for Commuters” by the National Center of Transit Research.

1.03 TERM

The City desires to enter into a lease purchase Agreement for a period of five (5) years with a one ($1.00) dollar buy-out at end of lease term.

1.04 MINIMUM REQUIREMENTS

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

The following mandatory minimum requirements have been established, subject to the City’s right to waive minor irregularities. The proposer must provide documentation to demonstrate meeting the minimum qualifications including those contained within Scope of Services and Technical Requirements in Exhibit “1”.

A. The Proposer must be in good standing and must not be listed in the System for Award Management

(SAM) as an excluded party.

B. All licenses required by the Proposer, whose businesses and professions are regulated by the Florida

Department of Business and Professional Regulation, must be active and current.

C. The Proposer shall have been in business for a minimum of one (1) year and maintain an active license to perform similar services as requested in this RFP within the State of Florida. This requirement is based on the solicitation’s due date. Provide documentation to demonstrate meeting the minimum requirements with your proposal response, such as the State of Florida Certificate of Status or other written documentation. The Proposer must provide proof that they have held and maintained a current State of Florida Business License for the specified period.

D. If the business headquarters is located outside of the State of Florida, they must be licensed to perform services in both their home state and the State of Florida. The firm must have been in business for a minimum of one (1) year. This requirement is based on the solicitation’s due date.

Proposer shall provide documentation to demonstrate meeting this minimum requirement with your proposal response. Documentation may include, but not be limited to, local business tax receipts, corporation documents with date of inception, and certificate of authority. Proof of Certificate of Authority issued through the Department of State, in compliance with Florida Statute 607.1501, is required within ten (10) business days upon notice of intent to award.

Failure to provide the appropriate documentation with your proposal may be grounds for deeming your proposal unresponsive and removing it from further consideration.

1.05 RFP SECURITY BOND

The RFP response shall be accompanied by an RFP Security Bond equaling five percent (5%) of the total RFP price. Failure of the Proposer to supply same, in the amount and type required, shall automatically render the Proposer as non-responsive resulting in the disqualification from further consideration of their RFP response.

A. The RFP Security Bond shall be submitted in the form of a Bid Bond; in the amount of five percent

(5%) of the total RFP price, made payable to the City of Casselberry, issued by a surety firm and through a reputable and responsible surety bond agency licensed to do business in the State of Florida.

1. The surety must be rated as "A”® or better as to strength by Best’s Insurance Guide, published by A. M. Best Company, Inc., located at 1 Ambest Road, Oldwick, New Jersey 08858. For the latest ratings and Insurance Guide, access www.ambest.com.

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

2. In lieu of a Bid Bond, the Proposer may submit cash (U.S. currency only), money order, certified or cashier’s check drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of five percent (5%) of the total RFP price. Money orders and checks must be made payable to the City of Casselberry and shall accompany your bid submittal.

3. The terms of the RFP Security Bond shall be:

i. The Proposer shall enter into an Agreement if awarded to the Proposer;

ii. The surety (or alternate form of security forfeit) shall be responsible for the costs resulting from the failure of the Proposer to enter into an Agreement if awarded to the Proposer; including the increased costs associated with awarding to the next most responsive, responsible Proposer and costs associated with conducting the RFP process and letting the Agreement;

iii. To promptly enter into an Agreement to perform the work and furnish the required Performance and Payment Bond, if applicable; and

iv. Any interest earned as a result of the City depositing the accepted money order, certified or cashier’s check, or cash received as RFP Security Bond into an interest bearing account shall be retained by the City.

B. Return of RFP Security Bond: As soon as the RFP responses have been evaluated, the City may, at its sole discretion, return or release the RFP Security Bonds accompanying such RFP responses, which in its sole judgment, would not likely be considered for award. All other RFP Security Bonds will be held until award of this project and the Agreement has been executed by the successful Proposer(s); after which any remaining RFP Security Bonds will be returned to the respective Proposers. It shall be the sole responsibility of the Proposer to request in writing from the City the return of the RFP Security Bond or alternative form of security used. RFP Security Bond or alternative form of security used shall not be returned unless requested by the Proposer in writing.

1.06 PERFORMANCE AND PAYMENT BONDS – (Not Applicable)

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Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

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.

Tentative Schedule Task Date

RFP Released June 20, 2019 Pre-Proposal Meeting N/A RFP Optional City-escorted project site visits N/A Deadline for Questions by Interested Parties July 10, 2019 3:00 P.M. Local Time Proposal Due Date and Time July 16, 2019 2:00 P.M. Local Time RFP Opening, Commission Chambers July 16, 2019 2:15 P.M. Local Time Evaluation and Selection July 30, 2019 Presentations, if required August, 2019 City Commission Approval of Agreement August, 2019

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

SECTION 3 GENERAL INSTRUCTIONS

3.01 REQUESTING THE SOLICITATION DOCUMENT

The RFP documents may be obtained at no charge from the City’s website at: VendorLink, LLC https://www.casselberry.org/index.aspx?NID=406. Register as a vendor 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 these websites and the hardcopy specifications, the terms of the hardcopy specifications shall prevail. For more information call the Procurement Division at (407) 262- 7700, Ext. 1142. Important: The desire of the City to pursue bid submittals shall in no way obligate the City to compensate you 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 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 CONFERENCE

If a Pre-proposal Conference is required, the date and time will be included in the Proposal Schedule.

Pre-Proposal Conferences will be held in the City of Casselberry Commission Chambers, located at 95 Triplet Lake Drive, Casselberry, Florida 32707. Pre-Proposal conference 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 conference 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 conference. Attendance at the pre-proposal conference will be evidenced by the Proposer’s/representative’s signature on the attendance roster. In the event of a mandatory pre-proposal conference, the time, date, and location of https://www.casselberry.org/index.aspx?NID=406

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

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: procurment@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.

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® 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.

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

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.

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

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

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 one (1) unbound original in the proposal package and submittal MUST also include an electronic version on a single CD-ROM or 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:

City of Casselberry ATTN: Procurement Division 95 Triplet Lake Drive, 2nd Floor Casselberry, Florida 32707 RE: Solicitation Number, Title, Due Date For your convenience, Attachment K, 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.

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

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 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”

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

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 understanding of Scope Services and Technical Requirements.

B. Qualifications. Identify and include qualifications of specific firms / individuals that will provide warranty and maintenance services 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.

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.

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

4.02 SIMILAR PROJECTS – TAB “B”

A. To demonstrate experience and success in conducting similar work, the Proposer shall provide a minimum of five (5) 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 awards 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 under the warranty and general maintenance to be performed

D. Provide a typical response time and/or delivery 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 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

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

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. References. Proposer shall complete and include the Reference form and submit with their response. (References from City of Casselberry staff shall not be provided or considered)

G. 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.

H. Scrutinized Companies Certification. If applicable, Proposers must complete and submit with their response the Contractor Certification Regarding Scrutinized Companies.

I. Price Proposal Form Certification. Include the Price Proposal Form in this section of the submittal.

J. 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.

K. 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.

L. 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.

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. Data contained within Attachment “I” Price Proposal Form shall be the basis utilized in the evaluation Criteria.

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

Phone: 407-262-7700, Ext. 1142 | Email: procurement@casselberry.org

REQUEST FOR PROPOSALS (RFP)

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

Tab Assignment Category Maximum Points A Firm’s Qualifications and Experience 30 B Similar Projects/References 20 C Project Approach 20 E Price Proposal/Fee Schedule 30

MAXIMUM TOTAL POINTS 100

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) 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

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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 provide the service within the time specified;

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

C. Previous and existing compliance by the Proposer with laws and ordinances relating to the contract or service;

D. Financial resources of the Proposer to perform the contract or provide the service; 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.

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;

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REQUEST FOR PROPOSALS (RFP)

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

The City may request that selected Proposers provide presentations or conduct interviews with the Evaluation Committee 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 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

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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 TABULATION/SHORTLIST

As applicable, a tabulation or 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

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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:

http://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.

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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 award to the City Commission. The City Attorney or other experts may review all contract documents.

B. The Procurement Division and the requesting Department/Division will prepare the required award documents and make recommendations for approval to the City Commission or City Manager, as applicable. 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. This will be for informational purposes only.

SECTION 6 GENERAL TERMS AND CONDITIONS

6.01 INTERCHANGE OF TERMS

A. Throughout this solicitation document, the terms Contractor, Proposer and/or Respondent may be used interchangeably with each other.

B. Throughout this solicitation document, term Agreement and/or Contract may be used interchangeably with each other.

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6.02 FUND AVAILABILITY

Any contract resulting from this solicitation is deemed effective only to the extent that funds are available. The City of Casselberry abides by the provisions set forth in Florida Statutes relative to the appropriation of funds.

A.