RFP-25-002-RS_Consultant's_Proposal_Submittal_Form.pdf

CONSULTANT’S PROPOSAL FORMAT

AND REQUIRED SUBMITTALS

FOR

RFP-25-002-RS

PROFESSIONAL ARCHITECTURAL & ENGINEERING

SERVICES – VARIOUS CITY BUILDINGS

Submitted by:

[INSERT COMPANYNAME]

[insert address] [insert City State Zip]

[insert logo – not to exceed

2’h x 2”w]

Submitted to:

CITY OF ALTAMONTE SPRINGS

City Hall, Suite 1030

Procurement Division 225 Newburyport Avenue

Altamonte Springs FL 32701-3697

REQUEST FOR PROPOSAL

RFP NO. 25-002-RS

PROFESSIONAL ARCHITECTURAL & ENGINEERING

SERVICES – VARIOUS CITY BUILDINGS

[insert Company Name] 2

PROPOSAL FORMAT AND REQUIRED SUBMITTALS

Firms are advised that all materials submitted eventually become a public record; therefore, no materials submitted for this document or any other part of their Proposal submittal should contain proprietary or confidential information. A few general guidelines for this document are provided below; however, it is the City’s intention to provide responding firms as much flexibility as possible in this document.

All proposals should contain the required information described in this document and observe the format described in this document, “Proposal Format and Required Submittals”. The intent of this provision is to ensure that the needs of the City are addressed and for the fair and consistent review of the Proposal submittal contents. Submittals that do not conform to the requested format may adversely affect the evaluation of the submittal or may be disqualified and not be further considered.

The Proposer should submit using this “CONSULTANT’S PROPOSAL FORMAT AND REQUIRED SUBMITTALS” document provided by the City and submit it in accordance with the instructions provided in the RFP document.

[insert Company Name] 3

Statement of Interest and Introduction (First Tab)

1) The responding firm (or the lead firm if sub-consultants are proposed) will provide a letter, on letterhead, not exceeding two pages, which serves as a statement of interest and introduction to the submittal. If sub-consultants are proposed, each sub-consultant must provide a similar letter, not exceeding one page.

Provide Your Response:

[insert Company Name] 4

Business/Firm History and Information (Second Tab)

1) A brief narrative, not exceeding two pages, of the corporate history of the firm. This history should clearly identify your organization's general and local Florida government experience in providing the services requested. Be specific as to the number of years providing the specific services requested.

2) A summary of at least three, but not more than five projects of the business/firm. Each project will be listed on a separate page, may not exceed one page, and will include the following, at a minimum: project name and location, the owner’s name and address, the owner's current contact name, title, and phone number, description of services provided, project value including total fees, estimated and actual construction cost if known and relevant, effective dates as pertinent, and a brief description of similarities to the services required for this RFP. These summaries will serve as references.

3) The Proposer will identify, not to exceed one page, the type of business entity involved (e.g.:

sole proprietorship, partnership, corporation, joint venture, etc.). The Proposer will identify whether the business entity is incorporated in Florida, another state, or a foreign country. If a Proposer is a corporation, provide a copy of the certification from the Florida Secretary of State verifying the Proposer’s corporate status and good standing. The Proposer will include a copy of the business license with his submittal.

4) Provide the Federal Employer Identification Number of the Proposer. In the case of a sole proprietorship or partnership, provide Social Security numbers for all owners/partners

5) If a Proposer or Sub-consultants are a State of Florida-certified minority business or a Disadvantage Business Enterprise (DBE), provide a copy of the certification.

6) Identify preferably not exceeding one page, office location where the services will be provided or work will be performed.

Provide Your Responses:

[insert Company Name] 5

Qualifications and Experience of the Project Team (Third Tab)

1) Provide a description, not exceeding two pages, of the proposed project team. This description should provide the names, titles, and firm names (if sub-consultants are involved), and clearly identify the proposed role in the project team for each person.

2) Provide a current organization chart of the firm and identify each principal of the firm and any other key personnel who will be professionally associated with the engagement.

3) For each person named (not exceeding two pages each), a brief description of qualifications will include at minimum, the professional qualifications for each person, and a summary of experience on projects similar to that described by this RFP. This summary of experience will describe the services provided and the dates of such experience. Include their experience with local governments and other public entities. Also, identify the role the aforesaid individuals will assume in the contract with the City.

[insert Company Name] 6

Quality Control, Sanctions and Adverse Litigation (Fourth Tab)

1) Include a descriptive statement, not exceeding two pages, of the firm’s quality control/quality assurance procedures, including the qualifications of the person(s) responsible for quality assurance. If sub-consultants are involved, this statement will address the lead firm’s procedures relative to the sub-consultants.

2) Include a statement, not exceeding one page, as to the firm’s and individual’s membership in professional organizations or associations.

3) List (not exceeding one page) any regulatory or license agency sanctions.

4) Provide a summary (not exceeding two pages) of any litigation, claim(s), or contract dispute(s) filed by, or against, the Proposer in the past ten (10) years that are related to the services that Proposer provides in the regular course of business. The summary will state the nature of the litigation, claim, or contract dispute, a brief description of the case, the outcome or projected outcome, and the monetary amounts involved.

[insert Company Name] 7

Workload (Fifth Tab)

1) Provide a listing of recent, current, and projected workloads of the firm. The Proposer will include a graph or other informational diagram/format indicating the allocated and available man-hours. Indicate the availability of staff to the City and identify any other governmental agencies currently being represented in the State of Florida.

2) Provide a listing of the volume of work previously awarded to the firm by the City. The information will be considered by the City with the object of effecting an equitable distribution of contracts among qualified firms, provided such distribution does not violate the principal of selection of the most highly qualified firms.

[insert Company Name] 8

Approach to the Engagement (Sixth Tab)

1) This section will include a statement of the firm's approach to the project described herein. This statement of approach should not exceed ten (10) pages of narrative. If desired, this section may include up to five (5) additional pages of sketches, drawings, or other graphic material if required to explain, clarify, or demonstrate the firm’s approach to the project. Firms are encouraged to submit innovative, quality, professional, and effective solutions. Firms are advised that all materials submitted become a public record upon opening of sealed submittals; therefore, no materials submitted for this section or any other part of this RFP should contain proprietary or confidential information. A few general guidelines for this section are provided below; however, it is the City’s intention to provide responding firms as much flexibility as possible in this section.

2) The statement of approach should begin with an introductory and overview section that describes the firm’s understanding of the project.

3) The body of the statement of approach should describe the firm’s method of addressing the requirements of the project. Describe your understanding of the scope of services and the City’s needs, your approach to providing the described services, any specialized skills available, and any special considerations or possible difficulties in providing the described services.

4) Provide a statement as to your ability to stay within the budget requirements and what methods will be used to ensure that the budget is not exceeded.

5) A statement of the firm’s capacity to perform the work within the required schedule.

This should take the form of either a narrative or chart that describes the available time for the proposed project team throughout the expected time frame for the project and which represents a commitment by the responding firms to allocate the necessary resources to the project.

[insert Company Name] 9

Existing Relationships (Seventh Tab)

1) Identify (not to exceed one page) any existing relationships that might affect, either positively or negatively, your ability to perform the services requested.

Provide Your Response:

[insert Company Name] 10

Additional Data (Eight Tab)

1) Complete, sign, and include the “Proposal Submittal Form” (see attached) and any addendums issued.

2) Copy of current Certificate of Authorization issued by the Florida Board of Professional Engineers.

3) Copy of current Business Tax Receipt as required by the state, county, and/or local agency.

4) Copy of unendorsed (not listing City as additional insured) Certificate of Insurance (see Section 4 for coverage and limits).

5) Any additional information, which the Proposer considers pertinent for consideration, should be included in this section.

Complete the attached Proposal Submittal Form (PSF). Then, directly behind the PSF, attach in the same order, the above requested documents/information.

Insert in the space provided below, any additional information you want to provide. You may also, attach relevant documents.

[insert Company Name] 11

Proposal Submittal Form To: Procurement Division City Hall, Suite 1030

CITY OF ALTAMONTE SPRINGS

225 Newburyport Avenue Altamonte Springs, FL 32701

The undersigned hereby declares that after examining the Proposal Documents for which proposals were advertised to be returned by 11:00 a.m., Wednesday, November 6, 2024, does hereby submit a response to the proposal and warrants that:

a.. She/He is an officer of the organization.

b. She/He is authorized to offer a proposal in full compliance with all requirements and conditions, as set forth in the RFP.

c. She/He has fully read and understands the RFP and has full knowledge of the scope, nature, quantity and quality of the work to be performed; and the requirements and conditions under which the work is to be performed.

d. She/He, by signing below, is also signing a Truth-In-Negotiation certificate as required by

Florida Statutes 287.055(5)(a).

e. If the proposal is accepted, a contract will be issued as proposed subject to any revisions mutually agreed upon by the City and the vendor.

FOR THIS PROPOSAL TO BE CONSIDERED VALID

IT IS MANDATORY THAT THE PROPOSAL BE SIGNED

IN THE SPACE PROVIDED BELOW

The Proposer hereby acknowledges receipt of the following Addenda, if any:

No.________ Dated ____________________

The City reserves the right to accept any or all proposals, to waive informalities, and to reject all or any part of any proposal as they may deem to be in the best interest of the City.

[insert Company Name] 12

This Proposal Submittal Form is a mandatory form. An officer or representative who has official authorization to sign proposals MUST sign this Proposal Bid Form. Failure to sign in the space provided below will result in the proposal being rejected.

Proposals not received by advertised due date and time will be returned to the sender unopened.

Signing the Proposal Bid Form affirms that the original Request for Proposal document has not been altered in any way.

Company Name______________________________

F.E.I.N or S.S. #______________________________

Name of Owner/Partner/Officer (Print)______________________________

Title/Position of Owner/Partner/Officer (Print)______________________________

Signature of Owner/Partner/Officer______________________________

Business Telephone______________________________

Fax Telephone______________________________

Email Address (not web site address)______________________________

Business Address______________________________

City/State/Zip______________________________

Mailing Address______________________________

Address To Send PO______________________________

Remittance Address______________________________

City/State/Zip_____________________________