RFP 2025-054 Marine Turtle Conservation Program Services.pdf

City of Delray Beach

RFP2025-054

MARINE TURTLE CONSERVATION PROGRAM SERVICES

The City of Delray Beach 100 NW 1st Avenue

Delray Beach, FL 33444

PURCHASING AND CONTRACT ADMINISTRATION DIVISION

REQUEST FOR PROPOSAL

RFP NO. 2025-054

Title: MARINE TURTLE CONSERVATION PROGRAM SERVICES

DUE DATE AND TIME: September 24, 2025 @ 2:00 P.M. (EASTERN STANDARD TIME)

INSTRUCTIONS

Proposals must be received on or before the due date and time (eastern standard time). All Proposals will be publicly opened at City Hall, unless otherwise specified.

The City will only accept electronic submittals for this Request for Proposals (RFP). Proposals will be accepted through a secure mailbox at Bidnet Direct (https://www.bidnetdirect.com/florida/cityofdelraybeach) until the Due Date and Time indicated in this RFP. Bidnet Direct does not accept electronic Proposals after the Due Date and Time. It is the sole responsibility of the Proposer to ensure its electronic RFP submission is complete prior to the solicitation Due Date and Time. Electronic submission of Proposals will require the uploading of forms and/or attachments as designated in this RFP. Electronic submission must include a signed original of the Solicitation Summary form. The submission of forms and attachments containing embedded documents or proprietary file extensions is prohibited.

If the Solicitation Summary form is not included, the City may deem the Proposal non-responsive. Proposals must contain all information required to be included in the submittal, as described in this Solicitation.

BROADCAST

The City of Delray Beach utilizes electronic online services for notification and distribution of its solicitation documents. The City’s solicitation information can be obtained from: (a) https://www.bidnetdirect.com/florida/cityofdelraybeach (b) Purchasing webpage on the City of Delray Beach https://www.delraybeachfl.gov/government/city- departments/purchasing/current-bids-solicitations; and (c) Request via email burzynskij@mydelraybeach.com.

https://www.bidnetdirect.com/florida/cityofdelraybeach https://www.delraybeachfl.gov/government/city-departments/purchasing/current-bids-solicitations https://www.delraybeachfl.gov/government/city-departments/purchasing/current-bids-solicitations mailto:burzynskij@mydelraybeach.com

Proposers who obtain solicitations from sources other than those named above are cautioned that the Request for Proposals package may be incomplete. The City will not evaluate incomplete Proposal packages. Bidnet Direct is an independent entity and is not an agent or representative of the City. Any technical issues must be submitted to Bidnet Direct by contacting (800) 835-4603 (toll free) or support@bidnet.com. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue.

CONTACT

Any questions regarding the specifications and Solicitation process must be submitted in writing through the “Question and Answer” feature on https://www.bidnetdirect.com/florida/cityofdelraybeach. Requests for clarification and additional information must be received prior to the deadline for Submission of Questions on September 12, 2025, by 5:00 PM (Eastern Standard Time).

The City of Delray Beach

Delray Beach, FL 33444

LEGAL ADVERTISEMENT

REQUEST FOR PROPOSAL NO. 2025-054

The City of Delray Beach, Florida (“City”) is seeking proposals from qualified Respondents for Marine Turtle Conservation Program Services in accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP).

Request for Proposals documents are available beginning August 20, 2025 on the Purchasing Division’s webpage of the City of Delray Beach website at https://www.delraybeachfl.gov/government/city-departments/purchasing/current-bids-solicitations, Bidnet Direct (https://www.bidnetdirect.com/florida/cityofdelraybeach), by contacting the City Purchasing Division at burzynskij@mydelraybeach.com or by phone at 561- 243-7153.

Proposals will be accepted through a secure mailbox at Bidnet Direct (https://www.bidnetdirect.com/florida/cityofdelraybeach)) until the Deadline for Submission as indicated in this RFP. The Due Date and Time for submission of proposals is September 24, 2025, at 2:00 PM (Eastern Standard Time). Late Proposals will not be accepted. The City will only accept electronic Proposals for this RFP.

The City will not hold a Pre-Proposal Conference.

It is the responsibility of the Proposer (Respondent) to ensure that all pages are included in the submission. All Proposers are advised to closely examine the solicitation package. Any questions regarding the completeness or substance of the solicitation package or scope of services must be submitted in writing via Bidnet Direct.

The City of Delray Beach reserves the right to accept or reject any or all Proposals, in whole or in part, with or without cause, to waive any irregularities and/or technicalities, and to award the contract on such terms as it deems will best serve the interests of the City.

CITY OF DELRAY BEACH

https://www.delraybeachfl.gov/government/city-departments/purchasing/current-bids-solicitations https://www.delraybeachfl.gov/government/city-departments/purchasing/current-bids-solicitations https://www.bidnetdirect.com/florida/cityofdelraybeach mailto:burzynskij@mydelraybeach.com http://pbgvwss/PBG%20Graphics/Graphics%20and%20Logos/PBG%20logo-Landscape.tif

SECTION 1

PROJECT OVERVIEW

1.1 The City of Delray Beach, Florida, is seeking proposals from qualified Respondents for Marine Turtle Conservation Program Services in accordance with the terms, conditions, and specifications contained in this Request for Proposals (RFP).

1.2 TERM OF CONTRACT

The Contract shall commence upon the date of the date of execution of the Agreement by both parties (“effective date”) for a term of three (3) years with the option, if exercised by the City, of two (2) additional one (1) year renewals.

1.3 METHOD OF AWARD:

The Method of Award for this solicitation will be to the Proposer with the highest ranking or scores, with whom the City is able to negotiate an acceptable Agreement. The City will enter negotiations with the firm receiving the highest-ranking proposal score. Should negotiations fail then the City will enter negotiations with the next highest-ranking firm.

1.4 The City intends to contract with a single firm or individual for the services listed in this procurement.

1.5 The anticipated schedule for this solicitation is as follows:

ITEM

EVENT

DATE/TIME

a. Issue RFP August 20, 2025

b. Institute Cone of Silence August 20, 2025 c.

Non-Mandatory/Non-Mandatory Pre-Proposal Conference

N/A

d. Deadline for Delivery of Questions September 12, 2025

e. Due Date and Time (for delivery of Proposals) September 24, 2025, by 2:00 PM

EST

f. Technical Evaluations TBD

g. Oral Presentations/Interviews (if conducted) TBD

h. Final Evaluations TBD

1.6 MEETING LOCATIONS

• City Hall Conference Room – located at 100 N.W. 1st Avenue, first floor, Delray Beach, FL.

END OF SECTION 1

SECTION 2

SPECIAL TERMS AND CONDITIONS

2.1 PURPOSE

The purpose of this Request for Proposals (RFP) is to solicit Proposals from qualified respondents for Marine Turtle Conservation Program Services for the City of Delray Beach.

The City expects each Proposer to clearly outline its best and most comprehensive resources in its response, because all services and responsibilities identified in this solicitation will be awarded to the selected Proposer.

2.2 ELIGIBILITY

To be eligible to respond to this Request for Proposals and be considered for award, the Proposer must demonstrate to the satisfaction of the City that it has, or the principals assigned to the engagement have successfully provided services, similar in scope and complexity, to a municipality, quasi-governmental organization, or a private organization. Proposers must meet all of the following minimum qualifications:

a. Proposers must have at least five (5) years of experience performing the marine turtle nest services described within this RFP.

b. Proposer must have the knowledge and ability to obtain a Florida Wildlife Commission (FWC) permit for sea turtle nest monitoring and reporting.

2.3 RECORDS, ACCOUNTS, AND STATEMENTS

The successful Proposer shall keep on its premises, or such other place approved by the City, current, true, accurate, and complete records and accounts of all services provided to the City and shall give the City or City’s representative access during reasonable business hours and upon three (3) business days’ notice to examine and audit such records and accounts. Such records shall be maintained at such standards to allow a certified auditor the ability to properly examine the records in order to certify a statement of the successful Proposer’s business with the City.

2.4 GENERAL STANDARDS

The successful Proposer shall at all times comply with all rules, regulations, and ordinances of the City and other governmental agencies having jurisdiction. The successful Proposer shall further take all precautions and extreme care to conduct its activities in a safe, professional, and prudent manner with respect to its agents, employees, members, visitors, and participants. The successful Proposer must provide the following:

2.5 DEFAULT

a. In the event the successful Proposer defaults in the performance of the contract, the City shall have the following options:

i. The City Manager will give the successful Proposer thirty (30) days’ written notice of default. If the problem is not resolved within the thirty (30) days, the City may immediately terminate the contract upon providing written notice of the Proposer’s failure to timely cure the default and obtain the services elsewhere.

ii. The City may recover at law any and all claims that may be due to the City from the successful Proposer.

iii. The City may perform such work as it deems necessary to cure the default or subsequent default and charge the successful Proposer for the full cost of labor and materials expended, plus thirty percent (30%) of the cost for administrative overhead.

b. The acceptance of all or part of monies due for any period after a default shall not be deemed as a waiver of any of these options, or a waiver of the default or subsequent default of the same or any other term, covenant, and condition.

c. The successful Proposer agrees that the City shall not be responsible or have any liability whatsoever for any alleged damages, claim of lost profits, or otherwise in the event the City declares the successful Proposer in default hereunder.

2.6 INSURANCE

The selected Proposer shall not commence any performance pursuant to the terms of this RFP until certification or proof of insurance has been received and approved by the City’s Risk Manager or designee.

The selected proposer must provide 30 days’ advance written notice of cancellation, nonrenewal, or material change to the City of Delray Beach.

The required insurance coverage is to be issued by an insurance company authorized, licensed, and registered to do business in the State of Florida, with the minimum rating of A- VII or better, in accordance with the latest edition of A.M. Best’s Insurance Guide. This insurance shall be documented in certificates of insurance which provides that the City of Delray Beach shall be notified at least ten (10) days in advance of cancellation, non-renewal, or adverse change. The receipt of certificates or other documentation of insurance or policies or copies of policies by the City or by any of its representatives, which indicate less coverage than is required, does not constitute a waiver of the selected Proposer’s obligation to fulfill the insurance requirements herein. Deductibles must be acceptable to the City of Delray Beach.

The selected Proposer must submit a current Certificate of Insurance, naming the City of Delray Beach as an additional insured and listed as such on the insurance certificate, no later than ten (10) days after award and prior to commencement of any work. New certificates of insurance are to be provided to the City upon expiration. All renewal or replacement certificates of insurance shall be forwarded to the City’s Purchasing Division located at 100 N.W. 1st Ave., Delray Beach, FL 33444.

The selected Proposer shall provide insurance coverage as follows:

2.6.1. WORKERS COMPENSATION – With statutory limits, the City reserves the right not to accept exemptions to the Workers Compensation requirements of this Solicitation.

2.6.2. COMMERCIAL GENERAL LIABILITY – With limits of not less than One Million Dollars ($1,000,000) per occurrence and Two Million Dollars ($2,000,000) in the aggregate for Bodily Injury and Property Damage. Coverage shall be primary and non-contributory with respect to any insurance or self-insurance maintained by the City of Delray Beach. A waiver of subrogation shall be provided in favor of the City of Delray Beach.

The Commercial General Liability insurance policy must include coverage that is not more restrictive than the latest edition of the Comprehensive General Liability Policy, without restrictive endorsements, as filed by the Insurance Services Offices, and the policy must include coverage’s for premises and/or operations, independent contractors, products and/or completed operations for contracts, contractual liability, broad form contractual coverage, broad form property damage, products, completed operations, and personal injury. Personal injury coverage shall include coverage that has the Employee and Contractual Exclusions removed.

2.6.3. AUTOMOBILE LIABILITY – Covering all vehicles associated with Proposer’s operations to include all owned, non-owned and hired vehicles. The coverage will be written on an occurrence basis with limits of liability not less than One Million Dollars ($1,000,000) combined single limit per each occurrence. A waiver of subrogation shall be provided in favor of the City of Delray Beach.

2.6.4. PROFESSIONAL LIABILITY (“Errors & Omissions”) – With limits of not less than one Million

Dollars ($1,000,000) per occurrence.

2.6.5. DATA BREACH AND PRIVACY/CYBER LIABILITY INSURANCE – Including coverage for failure to protect confidential information and failure of the security of the Proposer’s computer systems or the City’s systems due to the actions of the Proposer which results in unauthorized access to City data. The limit applicable to this policy shall be no less than One Million Dollars ($1,000,000) per occurrence and must apply to incidents related to the Cyber Theft of the City’s property.

The selected Proposer must submit, no later than ten (10) days after award and prior to commencement of any work, a Certificate of Insurance naming the City of Delray Beach as an additional insured.

2.7 PERFORMANCE BOND/LETTER OF CREDIT

Intentionally Omitted

2.8 CERTIFICATIONS/LICENSES

Any Proposer that submits an offer in response to this solicitation shall, at the time of such offer, hold all the required licenses, permits, and certifications issued by the applicable State, County or City agency/department qualifying the Proposer to perform the services described in this solicitation.

The City may at its option, and in its best interest, allow the Proposer to supply any missing information on certification and licensing during the Proposal Evaluation period.

2.9 METHOD OF PAYMENT: MONTHLY INVOICES

The selected Proposer shall submit an invoice to the City, each month, after the services have been performed and have been received and accepted by the City. The amount charged shall not be in excess of the rates and fees agreed to in the Agreement.

The date of the invoices shall not exceed thirty (30) calendar days from the performance of the work.

Under no circumstances shall the invoice be submitted to the City in advance of the performance of the work.

The invoice shall contain the following basic information: the awarded Proposer’s name and address, invoice number, date of invoice, description of the service performed, the contract number, purchase order number, and any discounts.

The City prides itself on paying its vendors promptly and efficiently, and as such requires that vendors accept payment via wire transfer, ACH (direct deposit), or an appropriate electronic payment method. All payments shall be made in accordance with the Florida Prompt Payment Act, Section 218.74, Florida Statutes, upon presentation of a proper invoice by the awarded Proposer.

2.10 SUBCONTRACTING IS NOT ALLOWED

The City will not allow any subcontracting of the work to be performed under this Contract. The selected Proposer must perform the work with its own staff. During the performance of the Contract, the City may occasionally allow the selected Proposer to substitute some of its staff to account for unavailable individuals, but only with the explicit written permission of the City.

2.11 OTHER FORMS OR DOCUMENTS

If the City is required by the selected Proposer to complete and execute any other forms or documents in relation to this solicitation, the terms, conditions, and requirements in this solicitation shall take precedence to any and all conflicting or modifying terms, conditions or requirements of the selected Proposer’s forms or documents.

2.12 MODIFICATION OF SERVICES

a. The City reserves the right to delete or modify any portion of the contracted services at any time without cause, and if such right is exercised by the City, the rates and fees shall be reduced at the same ratio as the estimated costs of the services deleted relates to the estimated costs of the services originally contracted. If service has already been provided on the portion of the work to be deleted, the selected Proposer will be paid for the deleted portion based on the estimated percentage of the completion of such portion.

b. If the selected Proposer and the City agree on modifications or revisions to the service elements, after the City has approved performance of a particular task or project, and a budget has been established for that task or project, the selected Proposer shall submit a revised budget to the City for approval prior to proceeding with the task or project.

END OF SECTION 2

SECTION 3

SCOPE OF SERVICES

3.1 GENERAL INFORMATION AND BACKGROUND

The City of Delray Beach, Florida (City) is soliciting proposals from qualified firms interested in providing Marine Turtle Conservation Program Services.

The City of Delray Beach (City) has one of the most successful beach maintenance and preservation programs in the United States. Since 1973, the beach has been successfully maintained through five (5) periodic beach renourishments and four (4) storm repair projects. The City’s 2.8-mile-long beach area begins just north of the Highland Beach/Delray Beach boundary to just south of the Ocean Ridge/Delray Beach City limit.

The City holds a Joint Coastal Permit (JCP), Permit No. 0303553‐001‐JC, with the Florida Department of Environmental Protection (FDEP) and the United States Army Corps of Engineers (USACE) for sand nourishment of the beach with offshore borrow areas. The JCP has conditions specific to the beach nourishment / construction activities, marine turtle and manatee protection, monitoring and reporting.

The JCP marine turtle protection conditions include annual surveying for marine turtle nesting activity and egg relocations (as necessary) during the nesting season from March 1 to October 31.

The City has maintained a Marine Turtle Conservation program since 1984 and is environmentally sensitive to the endangered sea turtles’ species and understands the value that this information provides to the Florida Fish and Wildlife Commission (FWC) and other environmental agencies. Additionally, the City of Delray Beach cleans the beaches with mechanical equipment (beach tilling) and, as such, marine turtle nesting surveys, staking and egg relocations are required for the protection of the species. The sea turtles that nest on Florida Beaches are either endangered or threatened and are protected under the Federal Endangered Species Act of 1973 and Florida’s Marine Turtle Protection Act (379.2431, Florida Statutes).

The FWC, qualifies and issues marine turtle permits under authority granted to the state through a Cooperative Agreement with the U.S. Fish and Wildlife Service (USFWS). The turtle conservation program requires reporting on hatching and reproduction success rates and also involves inventory and excavation of nests on Delray Beach’s beach.

3.2 SCOPE OF SERVICES:

The successful Proposer (hereinafter in this Scope referred to as Consultant) will provide the City with Marine Turtle Nesting Season Services as follows:

The Consultant selected through this solicitation will need to meet the qualifications and submit an application to FWC for conducting marine turtle monitoring along the City’s 2.8 miles (4.5 kilometers) of municipal beach extending from Florida Department of Environmental Protection (FDEP) DNR Monument R‐175 near George Bush Boulevard south beyond Atlantic Dunes Park to FDEP DNR Monument R‐190. The Consultant’s costs submitted on the bid form shall include all permitting, mobilization and travel, daily marine turtle nesting surveys, marking all nests on the beach, monthly lighting surveys, standardized field data collection and all equipment and tools necessary to perform these services, performing data analysis, and preparation of professional scientific monitoring reports. Additional deliverables will include copies of video and/or still photographic data collected during daily nest surveys and monthly lighting surveys, and resource maps with Global Positioning System (GPS) targets clearly showing the positions of field observations. The Consultant must comply with all marine turtle permit requirements in the City’s FDEP

JCP permit included as an exhibit to this solicitation.

Daily Monitoring Task includes pre‐construction daily sea turtle monitoring on the City's 2.8 miles of beach between R‐175 and R‐190 during the sea turtle nesting season (March 1 to October 31). This monitoring will comply with all Florida Fish and Wildlife Conservation Commission (FWC) sea turtle monitoring requirements and applicable conditions set forth in Florida Department of Environmental Protection (FDEP) Joint Coastal Permit (JCP) No. 0303553‐001‐JC.

Consultant will perform daily morning sea turtle nesting surveys throughout sea turtle nesting season, beginning March 1 through October 31; on occasion, nesting may begin earlier and/or end later. Surveys will commence within 30 minutes of sunrise. Monitoring will be performed either on foot or using ATVs.

The City will provide one parking space within Anchor Park (340 S Ocean Blvd, Delray Beach, FL) for storage of monitoring equipment. All emergences (turtle crawls) apparent from the previous night will be interpreted to determine which species of turtle came ashore and whether or not it nested. Crawls will be denoted as being above or below the previous high tide line. The approximate geographic location of each crawl will be determined by GPS (sub‐meter accuracy).

Any obstacles encountered by turtles during their crawls will be documented by Consultant during daily monitoring. Additionally, any evidence of hatchling misorientation or disorientation from either marked or unmarked nests will be documented using FWC's electronic Marine Turtle Hatchling Disorientation Incident Report Form. Based on track evaluations, an estimate of the number of hatchlings disoriented will be recorded and light sources potentially responsible for the disorientation identified. Information concerning each incident will be forwarded by email to the City so appropriate remedial action may be taken.

The Consultant will assist with sea turtle stranding response. Sick, injured, or dead animals are examined, and if alive, transported to state‐approved care facilities. A standard Sea Turtle Stranding and Salvage data form will be completed and submitted for each stranded animal encountered. This information will be transmitted to FWC in accordance with established guidelines. All sea turtle monitoring and related activities will be performed under a FWC Marine Turtle Permit that the Consultant will be required to obtain upon execution of the contract for this solicitation. All persons engaged in monitoring for the Consultant shall be listed in the Consultants permit.

Nest Marking To ensure sea turtle nests are not impacted, Consultant will be responsible for clearly marking all nests with stakes and flagging tape. The Consultant will be responsible for notifying (via telephone or text) the City’s beach raking vendor prior to performing any beach raking. All nests will be marked for determination of nest fate and reproductive success. Based on the previous nesting data from this specific stretch of beach, loggerhead sea turtle nests make up the majority of nests laid, with fewer green and leatherback nesting. For the purposes of this proposal, Consultant can assume 450 nests per season will need to be marked and fated.

Nests will be monitored throughout their incubation period to determine nest fate (e.g., hatched, washed out, depredated, vandalized, etc.). After an appropriate incubation period, and in accordance with the FWC handbook, nests will be excavated to determine reproductive success. Two measures of reproductive success will be calculated: hatching success (the percentage of eggs in the nest that hatch) and emerging success (the percentage of eggs in the nest that produce hatchlings which successfully escape from the nest).

Reporting Monthly summary reports: Consultant will prepare and submit these reports providing tabulations of the daily monitoring activities and data collected. They will be submitted within one week after the last day of the month following monitoring (e.g., the March report will be due no later than April 7) and shall include current nesting totals for the season.

A year‐end report: Consultant will prepare and submit this report to summarize the monitoring methods, sea turtle emergences by species, nest fates of all marked nests, reproductive success of evaluated nests and an assessment of sea turtle nesting and reproductive success. This report will be submitted no later than 90 days following completion of monitoring activities.

Permit‐related reports: Consultant will prepare and submit these reports following the completion of monitoring and relocation activities. The Statewide Nesting Beach Survey and Nest Productivity Assessment reports are required of all marine turtle permit holders by FWC.

Lighting Surveys Monthly surveys (performed on a mutually agreed upon schedule) of beachfront lighting conditions will be performed between March 1 and October 31. The location, number and type of lights visible from the beach and not in compliance with the City's lighting regulations will be documented and reported. Photos (long exposure, without flash) will also be taken of all lights visible from the beach. A sub‐meter GPS will be used to record coordinates from which observations are made. Reports, including recommendations for correcting problem lights, will be provided within 30 days of each survey. Following the first lighting evaluation, a full report including photographs and GPS locations of lights, along with a unique site evaluation form for each facility/property evaluated will be furnished. Subsequent reports will summarize any new lights observed and any lights that came into compliance since the previous survey.

Nest Relocations The City is scheduled to perform a Beach Renourishment event in Winter 2025/2026 (outside of sea turtle nesting season, between November 1 and February 28) and anticipates completion by March 1, however; if beach construction should conflict with turtle nesting season some nests may require relocation from the Project Area. If construction occurs in November 2025, Consultant will relocate nests from the Project Area beginning 65 days prior to the start of construction. Consultant will continue performing surveys until November 30th, 2025. If construction runs into the 2026 nesting season starting March 1, Consultant will relocate nests from the Project Area. All nests will be relocated before 9 am and will be moved to an adjacent beach location with conditions appropriate for sea turtle nest incubation and hatching (no known erosion or lighting problems. This item is to be estimated per nest for an estimated 10 nests; actual need for this task and quantities are dependent on construction timing). No additional renourishments are planned at this time; however, this may change based on storm-related impacts in the coming years. If a storm repair project is scheduled for future years where this contract is active, pricing for this task will be requested at that time.

Escarpment Monitoring Following completion of construction, Consultant will conduct weekly surveys to document the formation of scarps greater than 18 inches over a distance of 100 feet or more and potentially interfering with sea turtle nesting/hatching throughout the nesting and hatching season. Consultant will notify the City of any scarps that meet these conditions and may potentially interfere with sea turtle nesting. FDEP/FWC may require that those areas be leveled, or the beach profile be reconfigured to minimize subsequent scarp information. Consultant will prepare an annual summary of escarpment surveys and actions taken (if leveling is required) and submit to City in the final report.

Public Outreach In an effort to promote public awareness and involvement in the sea turtle program, the Consultant will coordinate public outreach events to engage interested public participants. Public Outreach events may include nighttime turtle nesting walk events, daytime nest excavation events, or other public outreach /education events. The passive part of the nighttime event may occur in the form of a lecture on sea turtle ecology, lighting, monitoring and the importance of the beaches and marine turtles in Delray. This may be followed by an active event, such as a turtle walk in an attempt to witness a nesting sea turtle or a hatching event.

END OF SECTION 3

SECTION 4

EVALUATION RESPONSE REQUIREMENTS

4.1 SUBMITTAL REQUIREMENTS

Proposers should carefully follow the format and instructions outlined herein. All documents and information must be fully completed and signed as required. Do not password-protect electronic documents.

The Proposal shall be written in sufficient detail to permit the City to conduct a meaningful evaluation of the proposed services. However, overly elaborate responses are not requested or desired.

4.2 REQUIRED INFORMATION

In addition to the information required in Section 3, Scope of Services, Proposers must submit the following information with their Proposals:

a. SUBMITTAL FORMAT

To facilitate and expedite review, the City asks that all Proposers follow the response format outlined below.

Failure to submit your response in the format requested may result in delay evaluating your Proposal. To assist you in preparing your response, the City’s selection procedures are also described herein. Proposers must abide by all requirements set forth to avoid any risk of disqualification.

b. PROPOSALS SHOULD FOLLOW THE FORMAT BELOW:

TAB 1 – INTRODUCTION

Provide a cover letter no longer than two (2) pages in length, signed by an authorized representative of your firm. Provide a positive commitment to provide the required services. Also, the letter should disclose the name of the contracting agent and primary contact person, his/her title, address, phone number, fax number and email address. The table of contents should follow the cover letter.

TAB 2 – TABLE OF CONTENTS

Include a clear identification of the material included in the Proposal by page number.

TAB 3 – MINIMUM QUALIFICATIONS

Each proposer shall submit information and documentation requested that confirms it meets the following qualification requirement(s):

A. Must be registered with the State of Florida, Division of Corporations to do business in Florida.

Include proof of registration with Division of Corporations, which will be verified by City.

B. Describe the qualifications and relevant experience of the Proposer and all key staff that are intended to be assigned to this contract. Include resumes for the Proposer and all key staff described. Include the qualifications, training and experience.

Provide an organizational chart of the Proposer’s team and identify certifications of team members.

C. Proposer is NOT listed on the Florida State Board of Administration; Scrutinized List of Prohibited Companies found at:

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_r egistration_and_vendor_lists/scrutinized_list_of_prohibited_companies

Provide an executed copy of the Scrutinized Company Certification form.

D. Proposer has no reported conflict of interests in relation to this solicitation.

Provide an executed copy of the Contractor Conflict of Interest Disclosure Statement.

E. Proposer has no reported exclusions in System for Award Management (SAM).

Proposer Is NOT listed on the System for Award Management (SAM), electronic roster of debarred companies excluded from Federal procurement and non‐procurement programs throughout the U.S.

Government (unless otherwise noted) and from receiving Federal contracts or certain subcontracts and from certain types of Federal financial and nonfinancial assistance and benefits. Provide verification of registration with SAM. The City will verify the registration status. Per Section 34.f. Rejection of Bids or Proposals of the City’s Purchasing Policies and Procedures Manual, vendors may be deemed non-responsible if: Vendor has been declared to be in default on any City or public entity contract, debarred or suspended by any public entity.

F. Proposer affirms and represents it is registered with the E-Verify system, utilizing same, and will continue to utilize same as required by law. Proposer will utilize the E-Verify System to verify the work authorization status of all newly hired employees and will require all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien.

Provide affidavit of E-Verify Registration and utilization and affidavit of any known subcontractors. If any subcontractors are hired during the pendency of the RFP or during the term of an Agreement with the City, Proposer is required to update this.

G. Proposer is NOT on the Scrutinized Companies that Boycott Israel List, as identified in Fla. Stat. Section 215.4725, and is NOT engaged in a boycott of Israel.

Provide an executed copy of the Scrutinized Companies that Boycott Israel List or Engage in a Boycott of Israel Certificate Form.

H. Proposer is NOT on the Discriminatory Vendor List as provided in Section 287.134.

Provide an executed copy of the Discriminatory Vendor List Affidavit.

I. Proposer does NOT use coercion for labor or services as defined in Fla. Stat. 787.06(13).

Provide an executed copy of the Affidavit Regarding the Use of Coercion for Labor and Services.

https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/scrutinized_list_of_prohibited_companies https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/scrutinized_list_of_prohibited_companies

J. Pursuant to 287.138, if the Proposer is NOT owned by the government of a foreign country of concern, NO government of a foreign country of concern has a controlling interest in the company of Proposer, and the Proposer is NOT organized under the laws of and does not have its principal place of business in a foreign country of concern.

Provide an executed copy of the Affidavit Regarding Contracting with Entities of Foreign Countries of Concern.

K. Proposer or affiliate has NOT been placed on the convicted vendor list.

Provide an executed copy of the Affidavit Regarding the Convicted Vendor List.

L. Proposer does NOT have any current or prior interest of, any contract with, or any grant or gift received from a foreign country of concern if such interest, contract, or grant or gift has a value of $50,000 or more and such interest existed at any time or such contract or grant or gift was received or in force at any time during the previous 5 years OR has provided a disclosure pursuant to Fla. Stat. 286.101(3)(a) or is subject to a disclosure exception under Fla. Stat. 286.101(3)(b)(1-6).

Provide an executed copy of the Affidavit Regarding Foreign Country of Concern Disclosure.

TAB 4 – PROPOSER’S INFORMATION

A. Legal contracting name including any dba and state of organization or incorporation.

B. Ownership structure of Proposer’s company (e.g., Partnership, Limited Liability Corporation, Corporation).

C. Provide, in this section, a completed and executed copy of Proposer’s W-9 that includes the company federal identification number.

D. Contact information for Proposer’s Headquarters and any offices in Palm Beach and Broward counties to include the following:

i. Address

ii. City, State, Zip

iii. Phone

E. Contact information for Proposer’s primary and secondary representative during this solicitation process.

i. Name

ii. Phone

iii. E-mail

iv. Mailing Address

v. City, State, Zip

F. Provide details of any ownership changes to Proposer’s organization in the past three years or changes anticipated within six months of the Due Date and Time (e.g., mergers, acquisitions, changes in executive leadership).

G. Provide the names of the persons who are officers or principals of the company.

H. Any additional organizational information that the Proposer’s wishes to supply to augment its Proposal.

I. Provide information concerning any prior or pending litigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered herein, in which the Proposer, any of its employees or subcontractors, is or has been involved within the last three (3) years.

TAB 5 – EXPERIENCE, ABILITY AND REFERENCES

A. Provide details of Proposer’s years of experience in the field of marine turtle conservation for projects similar in scope and complexity to that described in this RFP.

B. Provide background information on the principles of your company who will be associated with this engagement. Provide information about the general organization structure of your firm, including names and reporting relationships of key management team members. Provide information about the marine turtle conservation team to be assigned to perform the Work, including the responsibilities of each proposed team member. Include an organizational chart of the proposed marine turtle conservation team and a brief biography of the persons who will be primarily responsible for performing the Work. Describe your firm’s “back-up plan” in the event one or more of persons assigned to this engagement leaves the firm.

C. Provide a minimum of three (3) client references for projects with similar scope who are agreeable to responding to an inquiry by the City. References should include the following information:

i. Organization name

ii. Contact name(s)

iii. Address

iv. Telephone number

v. Date of service (start/end)

vi. Total amount of contract

vii. Scope of Work (brief description)

TAB 6 – TECHNICAL APPROACH

Please include the following in your proposal with regard to your firm’s approach and methodology:

A. Describe how you would approach the City’s marine turtle conservation program.

B. Describe the methods by which the marine turtle conservation program would be completed.

C. Describe the method by which the work completed by the marine turtle conservation team will be documented, in addition to any reports provided, and the availability of such documentation for review by the City.

D. Describe the extent to which City personnel will be required to assist or provide support to the members of your staff conducting the marine turtle conservation. Describe any support requirements expected of the City, i.e., special reports, technology, etc.

TAB 7 – FEE PROPOSAL

Proposers shall submit the electronic bid form in Bidnet Direct to submit its Fee Proposal. The following pricing is submitted as, all inclusive, to provide Marine Turtle Conservation Program Services in accordance with the requirements identified in this Scope of Services, and as set forth in this RFP document.

Group A - The LUMP SUM total must be entered in Bidnet Direct “Place Offer Form” which will be considered in the final evaluation and ranking of the Proposers. Proposers are hereby informed that the Unit Price for this line will be the Proposer's proposed (all-inclusive) maximum not-to-exceed price for all services and deliverables.

Price is a matter of responsiveness and will be considered in final evaluation and ranking of qualified firms.

Failure to complete and electronically submit pricing in Bidnet Direct shall determine the Proposer to be non-responsive to the solicitation requirements.

Bid pricing should be noted as a maximum amount payable for services, which remains subject to reductions through negotiations, and is not a ‘guaranteed’ amount by City.

TAB 8 – ATTACHMENTS

All Attachment/Forms and Affidavits required by this solicitation shall be fully executed by the Proposer and submitted as shown in Section 7 of this solicitation.

END OF SECTION 4

SECTION 5

EXHIBITS

5.1 EXHIBITS

A. Exhibit A - Florida Department of Environmental Protection JCP Permit

END OF SECTION 5

SECTION 6

THE EVALUATION PROCESS

6.1 REVIEW OF PROPOSALS FOR RESPONSIVENESS

Each Proposal will be reviewed to determine if the Proposal is responsive to the submission requirements outlined in this solicitation. A responsive Proposal is one that follows the requirements of this solicitation, includes all documentation, is submitted in the format outlined in this solicitation, is of timely submission, and has the appropriate signatures as required on each document. Failure to comply with these requirements may result in the Proposal being deemed non-responsive.

6.2 REVIEW OF PROPOSALS FOR RESPONSIBILITY

Each Proposer will be reviewed to determine if the Proposer is a responsible Proposer. A responsible Proposer is a Proposer which the City affirmatively determines (prior to the award of a contract) has the ability, capability, and skill to perform under the terms of the contract; can provide the materials or service promptly within the time specified, without delay or interference; has a satisfactory record of integrity and business ethics; and meets the Minimum Qualification requirements in this solicitation.

6.3 EVALUATION CRITERIA

Proposals will be evaluated by an Evaluation/Selection Committee that will evaluate and rank Proposals using the criteria outlined below. The Evaluation/Selection Committee will be comprised of appropriate City personnel and/or members of the community, as deemed necessary, with the appropriate experience and/or knowledge.

The criteria are itemized with their maximum scores for a maximum total of one hundred (100) points per Evaluation/Selection Committee member.

CRITERIA MAX. POINTS

a. Demonstrated Relevant Experience with Similar Scope & References 40

b. Staff Qualifications and Experience 25

c. Methodology 25

d. Fee Proposal 10

6.4 ORAL PRESENTATIONS

Upon initial completion of the criteria evaluation indicated above, rating and ranking, the Evaluation/Selection Committee may choose to conduct an oral presentation with the Proposer(s) which the Evaluation/Selection Committee deems to warrant further consideration based on, among other considerations, scores in clusters and/or maintaining competition. Upon completion of the oral presentation(s), the Evaluation/Selection Committee will perform a final review to re-evaluate, re-rate, and re-rank and short-list the Proposals remaining in consideration based upon the written documents, combined with the oral presentation. In such circumstances, the initial ranking of the Proposers shall be considered a preliminary ranking until after oral presentations are completed before the City Commission. The City Commission reserves the right to select the proposal which in the opinion and sole discretion of the City Commission will be in the best interest of or most advantageous to the City. The City Commission reserves the right to waive any irregularities and technicalities in the proposals.

6.5 PRICE OFFERS AND EVALUATION

After the evaluation of the technical areas of the Proposal, the City will evaluate the price aspects of the Proposal.

The City will use the prices submitted by each Proposer to estimate the total cost of the Proposer’s services. The

Proposer that submits the lowest total price for all combined services will be awarded the maximum number of points (10). The total points awarded for price is determined by applying the following formula: (Lowest Proposed Price/Vendor’s Price) x (Maximum Number of Points for Price) = Price Score. The pricing evaluation is used as part of the evaluation process to determine the highest-ranked Proposer. The City reserves the right to negotiate the final terms, conditions, and pricing of the contract as may be in the best interest of the City.

6.6 NEGOTIATIONS

If the City and the Proposer(s) cannot reach agreement on a contract, the City reserves the right to terminate negotiations and may, at the City Manager’s or designee’s discretion, begin negotiations with the next highest-ranked Proposer(s). This process may continue until a contract acceptable to the City has been executed or all Proposals are rejected. No Proposer shall have any rights against the City arising from such negotiations or termination thereof.

6.7 CONTRACT AWARD

Any contract resulting from this solicitation will be submitted to the City Manager or designee, and the City Commission for approval, as appropriate. All Proposers will be notified in writing when the City Manager or designee makes an award recommendation. The contract award, if any, shall be made to the Proposer whose Proposal shall be deemed by the City to be in the best interest of the City. Notwithstanding the rights of protest listed herein, the City’s decision of whether to make the award and to which Proposer shall be final.

END OF SECTION 6

SECTION 7

PROPOSAL SUBMITTALS

7.1 FORMS

The forms listed below must be completed by an official having legal authorization to contractually bind the company or firm. Each signature represents a binding commitment upon the Proposer to provide the goods and/or services offered to the City if the Proposer is determined to be the most responsive and responsible Proposer.

Solicitation forms should be submitted via web forms available on https://www.bidnetdirect.com/florida/cityofdelraybeach when submitting an electronic proposal. Web forms require Proposers to use their https://www.bidnetdirect.com/florida/cityofdelraybeach password to submit, which serves as a signature from Proposer.

a. Acknowledgment of Addenda

b. Proposal Submittal Signature Page

c. Conflict of Interest Disclosure Form

d. Notification of and affidavit regarding Public Entity Crimes Convicted Vendor List

e. Notification of Public Records Law

f. Drug-Free Workplace

g. Non-Collusion Affidavit

h. Truth-In-Negotiation Certificate

i. Scrutinized Company Certification Form

j. E-Verify Registration Certification

k. Scrutinized Companies that Boycott Israel Affidavit

l. Discriminatory Vendor List Affidavit

m. Affidavit Regarding Use of Coercion for Labor and Services

n. Affidavit Regarding Contracting with Entities of Foreign Countries of Concern (Only if will provide Contractor with Individual’s Personal Identifying Information)

o. Affidavit Regarding Foreign Country of Concern Disclosure. (Only required if Agreement is over

$100,000.00)

p. Sample Performance Bond Format (if required, will be requested from the Proposer recommended for award)

q. Sample Payment Bond Format (if required, will be requested from the Proposer recommended for award)

r. Sample Letter of Credit Format (if required, will be requested from the Proposer recommended for award)

SECTION 8

SAMPLE AGREEMENT FORMAT

Below is the standard agreement format for this Request for Proposal. This is a sample agreement only and is subject to revisions. PLEASE DO NOT COMPLETE.

AGREEMENT

THIS AGREEMENT is hereby made and entered into this ____ day of ____________, by and between the City of Delray Beach, a Florida municipal corporation (“City”), whose address is 100 NW 1st Avenue, Delray Beach, Florida 33444, and ________________, a

Corporation/Limited Liability Company/etc., authorized to do business in the State of Florida

(hereafter referred to as “Contractor”), whose address is ________________.

WHEREAS, the City desires to retain the Contractor to provide [describe goods or services] in accordance with the City’s Request for Proposal No. 2025-054 and the Contractor’s response thereto, all of which are incorporated herein by reference.

NOW, THEREFORE, in consideration of the mutual covenants and promises hereafter set forth, the Contractor and the City agree as follows:

ARTICLE 1. INCORPORATION OF REQUEST FOR PROPOSAL

The terms and conditions of this Agreement shall include and incorporate the terms, conditions, and specifications set forth in the City’s Request for Proposal No.2025-054 and the

Contractor’s response thereto, including all documentation required thereunder.

ARTICLE 2. DESCRIPTION OF GOODS OR SCOPE OF SERVICES

The Contractor shall provide Marine Turtle Conservation Program Services pursuant to the specifications accompanying the City’s Request for Proposal, which are incorporated herein by reference.

ARTICLE 3. COMPENSATION

The City shall pay to the Contractor, in compliance with the Pricing Schedule attached hereto as Exhibit “A” and incorporated herein, according to the terms and specifications of the referenced Request for Proposal.

ARTICLE 4. MISCELLANEOUS PROVISIONS

a. Notice Format. All notices or other written…