RFP-2025-1241_Utility_Line_Locating_Services_7.3.25.pdf

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

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

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2025-1241 UTILITY LINE LOCATING SERVICES

Due Date: Thursday, August 7, 2025, before 2:00 p.m.

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To: All Prospective Proposers

From: Procurement and Contract Management Division

Dear Potential Proposer:

The City of Casselberry, Florida, a municipal corporation existing under the laws of the State of Florida, herein after also referred to as the “City”, does hereby announce that it is accepting written proposals from all qualified firms or individuals interested in providing the services generally described herein and as specified in the “Scope of Services” of this Request for Proposals (RFP) document. The successful Proposer(s) must demonstrate by 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 Vendorlink, LLC., at: https://www.myvendorlink.com. 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.

mailto:procurement@casselberry.org https://www.myvendorlink.com/

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

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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 and Acceptance of Terms J Statement of No Bid Submittal

EXHIBIT TITLE

1 Scope of Services and Technical Requirements 2 Sample Standard Agreement 3 Electronic Submissions

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

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SECTION 1 PROJECT OVERVIEW

1.01 INTENT AND PURPOSE

It is the intent of this solicitation to engage one (1) or more qualified firms to provide Utility Line Locating Services on an as needed basis, as per the Scope of Services in Exhibit 1. The Proposer’s submittal must demonstrate sufficient experience and an approach to address the requirements outlined in the Scope of Services.

1.02 BACKGROUND

The City of Casselberry was incorporated in 1940, 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 development. The City is committed to new and redevelopment activities along U.S. Highway 17-92, including a mix of retail, government, residential and recreational activities.

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

The City operates under a Commission/Manager form of government and provides a full range of services. These include police, construction and maintenance of streets, sidewalks, parks, stormwater, wastewater, water, sewer infrastructure, engineering, planning, community development, code compliance, general administration, support services, recreational, and cultural events. Additional City information can be found at: https://www.casselberry.org/31/About-Us.

1.03 TERM

It is anticipated an Agreement will be awarded for a period of three (3) years that may be extended at the option of the City for two (2) additional one (1) year terms. The City will reserve the right to cancel this agreement at any time with ninety (90) days advance written notice. The decision to renew or extend the contract shall be at the discretion of the City. The City expects to develop a collaborative relationship with the selected proposer(s) for the services.

1.04 MINIMUM REQUIREMENTS

The following mandatory minimum requirements have been established, subject to the City’s right to waive minor irregularities. The proposer shall provide proof of the minimum qualification by furnishing copies of letters, certificates, etc. (as applicable); which clearly document said qualifications.

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.

https://www.casselberry.org/31/About-Us

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C. The Firm shall have been in business for a minimum of three (3) consecutive years and maintain an active license to perform similar services as requested in this RFP within the State of Florida. 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. Proposer shall provide documentation to demonstrate meeting this minimum requirement with your proposal response.

Include local business tax receipts, corporation documents with date of inception, and certificate of authority issued through the Department of State in compliance with Florida Statute 607.1501.

D. Evidence of authority to conduct commercial business in the State of Florida - Provide Sunbiz report showing your company registered as “Active”.

E. Professional Licenses – Provide all licenses that qualify the firm for the type of work as identified herein.

F. If you are not a single prime contractor, you will be required to list all subcontractors to be used for this project and their professional licenses.

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

1.05 RFP SECURITY BOND - NOT APPLICABLE

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.

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 proposal 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

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

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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

Upon award of this project, the successful Proposer(s) shall furnish a Performance and Payment Bonds, or alternative form of performance and payment security such as; a money order, certified or cashier’s check, cash (U.S. currency only), letter of credit; domestic corporate bond, note or debenture; equaling one hundred percent (100%) of the total amount awarded under this project. Receipt of said Performance and Payment Bonds or alternative form of security; shall occur no later than ten (10) calendar days after award of this project. No commencement of work shall be authorized by the City without receipt of certified copies of the recorded Performance and Payment Bonds or alternative security. The City will not make any payments to the Proposer until the Proposer has complied with this section, and with Florida Statute 255.05.

A. The Performance and Payment Bond shall be submitted in the form of a Payment and Performance

Bond; in the amount of one hundred percent (100%) of the total amount awarded under this project, made payable to the City of Casselberry, issued by a surety firm and through a reputable and responsible surety bond agency licensed and authorized 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

2. In lieu of a Payment and Performance Bond, the successful Proposer(s) may select one

(1) of the below listed alternative methods to provide the required security:

i. A 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 one hundred percent (100%) of the total amount awarded under this project, made payable to the City of Casselberry;

ii. An irrevocable Letter of Credit drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of one hundred percent (100%) of the total amount awarded under this project, made payable to the City of Casselberry. The irrevocable Letter of Credit shall contain the following:

The “Beneficiary” shall be stated as:

City of Casselberry 95 Triplet Lake Drive

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

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Casselberry, Florida 32707

The Letter of Credit shall also contain the following language:

“It is a condition of this letter of credit that it shall be deemed automatically extended without amendment for one (1) year from the present or any future expiration date of this letter of credit unless at least forty-five (45) days prior to such expiration date we notify the beneficiary by certified mail that we elect not to consider this letter of credit renewed for such additional period.”

iii. Cash (U.S. currency only).

iv. Domestic corporate bond, note or debenture as authorized in Florida Statute

625.317.

3. The terms of the Payment and Performance Bond or alternative form of security used shall be as provided by law, including but not limited to:

i. The successful Proposer(s) shall assure faithful performance of this project;

ii. The successful Proposer(s) shall assure timely payments to all persons providing labor, materials and/or supplies used in the performance of the work associated with this project;

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

iv. Nothing in this section shall be construed to limit the authority of the City Commission, the City Manager, or the Procurement Administrator to require other security in addition to, or in lieu of, those bonds or in circumstances other than those specified herein, when in the best interest of the City.

B. Return of Payment and Performance Bond or alternative form of security used. It shall be the sole responsibility of the successful Proposer(s) to request in writing from the City the return of the Payment and Performance Bond or alternative form of security used. The request shall be considered no earlier than thirty (30) calendar days upon completion and final acceptance of the City, or expiration in a satisfactory manner of the awarded agreement associated with this project. Payment and Performance Bonds or alternative form of security used shall not be returned unless requested by the successful Proposer(s) in writing.

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 Monday, July 7, 2025 Deadline for Questions by Interested Parties Thursday, July 24, 2025, before 2:00 p.m.

Proposal Due Date and Time Thursday, August 7, 2025, before 2:00 p.m.

RFP Opening, City Commission Chambers Thursday, August 7, 2025, 2:30 p.m.

Evaluation Committee Meeting Phase I Wednesday, August 20, 2025, at 8:00 a.m.

Informal Interviews, if required Wednesday, August 27, 2025 Evaluation Committee Meeting Phase II, if required Wednesday, August 27, 2025, at 11:00 a.m.

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

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City Commission Approval of Contract(s) September 2025

SECTION 3 GENERAL INSTRUCTIONS

3.01 REQUESTING THE SOLICITATION DOCUMENT

The RFP documents may be obtained at no charge from: Vendorlink, LLC., at https://www.myvendorlink.com. 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 and Contract Management Division at (407) 262-7700, Ext. 1142. Important: The desire of the City to pursue proposals 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 and Contract Management 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 – NOT APPLICABLE

No pre-proposal conference will be held for this solicitation. If a Pre-proposal Conference is required, the date and time will be included in the Project 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 the meeting will be noted in the released Addendum notifying such requirement. Please plan your travel time accordingly.

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

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3.05 INTERPRETATION AND QUESTIONS

All questions relating to this solicitation document must be in writing delivered electronically through email to the attention Procurement and Contract Management 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 and Contract Management Division City of Casselberry 95 Triplet Lake Drive, 2nd Floor Casselberry, Florida 32707 Phone: (407) 262-7700, Ext. 1142 Email: procurement@casselberry.org

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

Division prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with each proposal.

E. Addenda will be available to all Proposers and will be uploaded to VendorLink, LLC., at https://www.myvendorlink.com.

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 75 pages printed on a single side of paper, with a font no less than twelve (12) point. Note: Required attachments and forms will not be counted in the page limitation.

3.08 COMPLETENESS

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

A. Selection dividers with tabs properly labeled with Tab letters to identify each required criteria in

Section 4. Include slip sheets indicating the tabs, in place of dividers for electronic submissions.

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

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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), and current year W-9, shall be placed under Tab “C” 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, or B. A copy of a resolution listing the members of staff that are authorized signatories for the company, or C. A letter from a corporate officer listing the members of staff that are authorized signatories for the company; or D. A signed Sunbiz Florida Profit Corporation Annual Report.

E. Please include this information under Tab “C” of your proposal.

Failure to sign and witness the required forms may result in disqualification of the proposal. Please recheck all forms, including the Price Proposal Form, for appropriate signatures and notarization.

3.11 PROPRIETARY INFORMATION

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

B. A generic notation that information is “confidential” is not sufficient. Failure to provide the Procurement and Contract Management 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.

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

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3.12 PROPOSAL REPRODUCTION

Please submit one (1) proposal electronically through Vendorlink, LLC containing the entire submittal formatted to be read with Microsoft® software products or Adobe® PDF software. The electronic version should include slip sheets indicating the tabs, in place of dividers. Please include firm’s confidential financial information as a separate document to be uploaded to Vendorlink, LLC.

3.13 SUBMISSION OF PROPOSALS AND DELIVERY

A. Proposals shall be received electronically through Vendorlink 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.

B. Reference Exhibit 3 for instructions regarding Electronic Submissions hereby incorporated into the solicitation.

3.14 PUBLIC OPENING OF PROPOSALS

Proposals will be announced publicly by the Procurement and Contract Management 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.

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SECTION 4 PROPOSAL RESPONSE AND FORMAT

Proposal responses will address the requirements as set forth herein. Proposers must demonstrate their experience, work performance, background, expertise, and capacity to perform for the City to effectively evaluate the proposals. The proposal should be concise, well organized, and demonstrate the Contractor’s full understanding of the project.

4.01 FIRM QUALIFICATIONS AND EXPERIENCE – TAB “A”

A. Cover Letter (2 pages)

The cover letter shall provide a summary of the services to be provided, cite any exceptions to the standard contract, list the project manager/key staffer and explain the primary reason why the proponent would be the best choice for the contract. The cover letter must be signed by an authorized officer or employee of the firm who has authority to negotiate and contractually bind the organization.

The title of the authorized officer or employee, their name, address, e-mail, and phone number must be included. The City intends to correspond only with respondent’s authorized officer or employee for all correspondence regarding this RFP. Submitting accurate and updated contact information is the responsibility of the respondent. Obligations committed by such signatures shall be binding.

B. Corporate Background Information (2 pages)

1. Legal name, address, and telephone numbers of the principal office (national headquarters), project office and local office (if applicable). If services will be provided from additional locations, provide this same information for these offices.

2. Year established.

3. Type of organization (partnership, corporation, etc.).

4. Name, title, address, E-mail and telephone number of the person to whom correspondence shall be directed.

5. Description of the scope of services usually provided by firm.

6. Description of work performed for agencies in the State of Florida during the last three (3) years.

C. Organizational Qualifications and Experience

Describe the firm's qualifications for performing similar, relevant, or related services. Identify the team's experience pertaining to the following:

1. Technical capabilities in terms of personnel, equipment and materials, method of assigning work and procedures for maintaining the level of service.

2. Specific knowledge of Florida’s requirements may relate to the scope of services.

3. Completing services within established schedules and budgets, including completing utility line locate tickets.

D. Key Individuals and Qualifications

Identify and include qualifications of specific individuals to be assigned to the project including the individual(s) who would be assigned overall responsibility for performing the services.

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1. Include team resumes. Indicate the Service Team Member by name and title and specify which services the individuals will provide to the City. Resumes should focus on work performed that is similar in scope to this type of work, highlighting individuals able to perform subsurface utility locates. The proposal should clearly associate specific staff to work tasks and qualifications.

E. Similar Services and References

1. Client References. Provide a list of three (3) former clients and representative services in size and scope undertaken in the last ten (10) years, demonstrating experience Utility Line Locating services for underground facilities, including water, wastewater, and reclaimed.

2. Provide each reference’s contact person’s name, title, address, phone number, and email address.

3. In addition, provide the dates of engagement of services, information, cost of services and total annual contract, description of services, and member(s) of the team including any sub-consultants that performed the services. Emphasize how the service provided relates to the requested scope of work.

4. Unless otherwise stated herein to submit references in a different manner, please complete and submit Reference Form with your proposal response.

F. 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.

G. Financial Plan.

Demonstrate your firm’s financial soundness and history of meeting financial obligations. Please include as a separate attachment to be uploaded to Vendorlink, LLC.

1. Provide the 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

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2. Describe any impending mergers that may affect your firm’s ability to perform and/or complete the work.

3. 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. Proposers may be required to provide additional financial performance information upon request by the City.

4. 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.

5. The proposer 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.

4.02 SERVICES APPROACH/WORK PLAN – TAB “B”

A. Work Plan/Technical Approach/Task Management. Outline your services management approach including how you will address services requested in this RFP. Submit a work plan for carrying out the scope of services described in this RFP, including personnel, tools, and techniques which reflect an understanding of the City’s requirements. Assumptions, desired outcomes, and deliverables must be included as part of your firm’s approach to each major task area.

B. Confirm the adequacy of resources, including personnel, availability of personnel, labor, equipment and supply resources, and other requirements to provide the requested services. Describe the equipment available to perform the services described in the scope. Equipment, at minimum, should include ground penetrating radar (GPR) systems.

4.03 RFP REQUIRED FORMS – TAB “C”

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

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 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 and sign 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

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

H. 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.

I. 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.

J. Tax Identification Number (TIN). All Proposers shall furnish a completed W-9 with proposal submittal. A tax identification number is required to do business with the City.

4.04 PRICE PROPOSAL – TAB “D”

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

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

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

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4.06 ADDITIONAL INFORMATION – TAB “E” (No assigned points)

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 and is not included in the 75-page count.

In this section, include any exceptions to the City’s Standard Contract for Services Agreement and any agreements that will need to be considered to be included with the final agreement.

SECTION 5 EVALUATION PROCESS

EVALUATION CRITERIA

Phase I – Written Submittal

Evaluation Criteria – Phase I (Written Submittal) Tab Assignment Category Maximum Points

A Firm’s Qualifications and Experience 30 B Services Approach/Work Plan 15 C Price Proposal/Fee Schedule 50 D Location of Firm* 5

MAXIMUM TOTAL POINTS 100

*Firms located within the counties of Brevard, Lake, Orange, Osceola, Seminole, and Volusia will receive five

(5) points. Firms located within the State of Florida will receive one (1) point. Firms located outside the State of Florida will receive zero (0) points

Phase II – Informal Interviews

The Evaluation Committee may shortlist firms for informal interviews. Each firm will be notified of the schedule for the informal interview, questions, the structure of the meeting, and criteria. Informal interviews will be evaluated using the Adjectival Scoring System. The interview format will be at the discretion of the Evaluation Committee and may include, but not be limited to the following.

Evaluation Criteria – Phase II (Informal Interview) Tab Assignment Category Maximum Points

A Firm’s Qualifications and Experience 20 B Services Approach and Technical Understanding 15 C Firm and Equipment Availability 15 D Price Proposal/Fee Schedule or Best and Final Offer 50

MAXIMUM TOTAL POINTS 100

A. Firm’s Qualifications and Experience

1. Introduce specific individuals to be assigned to the project and specify their experience and which services the individuals will provide to the City, including Project Manager and Field Supervisor.

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Identify subcontractors and work to be performed by subcontractors.

B. Services Approach and Technical Understanding

1. Please describe your specific services approach to handling services as outlined in Exhibit 1. Be sure to include your approach to:

a. Utility Line Locating via “low impact marking”.

2. Discuss any challenges anticipated for this project and solutions to these challenges.

C. Equipment Firm Availability

1. Describe available equipment to respond to locating tickets.

2. Discuss the availability of staff to respond to locating tickets.

D. Price Proposal/Fee Schedule

1. Best and Final Offer (BAFO) due date to be determined.

2. The short-listed firms may be requested to submit a BAFO.

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 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;

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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

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 with 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 and Contract Management Division to ensure each proposal meets the minimum requirements as set forth in the solicitation document. This review process includes, but is not limited to, the following considerations:

1. The proposal was submitted by the stated deadline;

2. All required documents have been submitted;

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

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

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

5.04 EVALUATION COMMITTEE

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

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

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5.05 DETERMINATION OF TOP RANKED PROPOSER

The Evaluation Committee may rank and shortlist firms based upon the criteria established herein, and select firms deemed to be in the competitive range. 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

A. The City may request the top ranked firms to participate in presentations or informal interviews with the Evaluation Committee.

B. The Procurement and Contract Management 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.

C. 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.

D. Questions.