CITY OF PENSACOLA, FLORIDA

REQUEST FOR PROPOSALS

RFP NO. 26-039

CONSTRUCTION PRE-QUALIFIED VENDORS

(CDBG, CDBG-DR, SHIP, and HOME)

THIS PROJECT IS FUNDED BY A U.S. DEPARTMENT OF HOUSING AND

DEVELOPMENT COMMUNITY DEVELOPMENT BLOCK GRANT, COMMUNITY

DEVELOPMENT BLOCK GRANT-DISASTER RECOVERY, HOME INVESTMENT

PARTNERSHIPS PROGRAM AND STATE HOUSING INITIATIVES PROGRAM.

A sealed proposal with original or electronic signature, an additional five (5) complete copies, and one (1) complete and identical electronic copy (PDF) on flash drive or CD will be received on June 23, 2026 2:30 P.M., Central time, at the following location.

City Hall (lobby) 222 West Main Street

Pensacola, Florida, 32502 Attention: Purchasing

The OUTER PACKAGING of the sealed submittal shall identify the respondent, and the solicitation title and number (whether hand-delivered, mailed, or via UPS/FedEx or other courier service). Submittals received after the deadline will not be accepted. Multiple submittals from the same entity will not be accepted.

Alternatively, electronic responses may be submitted to Open Bids (FKA) Demandstar or Central Bidding. Both sites require registration and varying fees for notifications and document downloads.

Those submittals received will be opened and publicly read the following business day (June 24, 2026, at 10:00 A.M., Central time) via Microsoft Teams at the following link*:

Microsoft Teams RFP opening.

Specifications will be posted to the City’s website at www.cityofpensacola.com/bids.aspx.

Addenda will be posted to the City’s website. Proposers are responsible for obtaining addenda and are advised to check the website frequently.

A proposal tabulation with a Notice of Intent to Award will be posted to the City’s website at www.cityofpensacola.com/bids.aspx. Respondents are advised to check the website frequently.

Any questions concerning the proposal should be addressed and submitted in writing no later than 10:00 A.M., Central time, June 12, 2026, to:

https://www.demandstar.com/app/buyers/dashboard https://www.centralauctionhouse.com/rfpc10737-city-of-pensacola.html https://teams.microsoft.com/l/meetup-join/19%3ameeting_YTg3MjZmYTAtNTU0MS00ZDU1LTg4NDMtZTNhNTRmY2JlMGU3%40thread.v2/0?context=%7b%22Tid%22%3a%222c65e340-c270-42f3-85c0-f94ce72e1e36%22%2c%22Oid%22%3a%22ee43ac82-7f3f-4ee7-9087-c5d0dc949018%22%7d http://www.cityofpensacola.com/bids.aspx http://www.cityofpensacola.com/bids.aspx

Dedria Lunderman, Purchasing Manager City of Pensacola

222 W. Main St.

Pensacola, FL 32502 purchasing@cityofpensacola.com

A proposal tabulation or a Notice of Intent to Award will be posted to the City’s website at www.cityofpensacola.com/bids.aspx.

The City of Pensacola adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to City services, programs, and activities. Please email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests must be made at least 48 hours in advance of the event in order to allow the City time to provide the requested services.

The City of Pensacola reserves the right to accept or reject any or all proposals, to waive any proposal informalities, and to re-advertise for proposals when deemed in the best interest of the City of Pensacola.

Attest: CITY OF PENSACOLA Ericka L. Burnett D. C. Reeves City Clerk Mayor

The City of Pensacola provides equal access in employment and public services.

(*Participation in a Microsoft Teams meeting requires a microphone and speakers; however, webcams are optional. Participants may join the meeting either via a PC or Smartphone. Please be sure to check the system requirements at the following link: Microsoft Teams System Requirements Check.)

SECURITY NOTICE

Visitors to City Hall are required to stay in the lobby unless otherwise directed.

Late submittals will not be accepted.

FLORIDA GOVERNMENT IN THE SUNSHINE — PUBLIC RECORDS NOTICE

Pursuant to Section 286.011, Florida Statutes, all Evaluation Committee meetings under this RFP are subject to Florida’s Government in the Sunshine Law — open to the public, noticed in advance, and documented as public records. Each Committee member shall sign a Sunshine Law acknowledgement prior to participating. All notes, scoresheets, and written communications are public records under Chapter 119, Florida Statutes, and subject to disclosure. Members shall not communicate privately with one another or with proposers outside of a duly noticed public meeting.

mailto:purchasing@cityofpensacola.com http://www.cityofpensacola.com/bids.aspx mailto:ADACoordinator@cityofpensacola.comcor https://docs.microsoft.com/en-us/microsoftteams/hardware-requirements-for-the-teams-app https://docs.microsoft.com/en-us/microsoftteams/hardware-requirements-for-the-teams-app

SCHEDULE OF EVENTS (subject to change)

Date Activity

05/22/26 Publish RFP

06/12/26, 10:00 AM Deadline for Questions

06/23/26, 2:30 PM Proposal Deadline

06/24/26, 10:00 AM Proposal Opening

TBA

Evaluation Committee Meeting Distribution of Materials.

Evaluation Committee Meeting* Written Proposal Ranking/Shortlisting *Recommendation of Contract Award may be made at this meeting

Evaluation Committee Meeting Oral Presentations (if needed) Recommendation for Contract Award

INSTRUCTIONS AND GENERAL SPECIFICATIONS

A. Firms responding to the RFP must be available for formal presentations/interviews to the Selection Committee.

B. Sealed proposals must be submitted in the proposal format outlined as part of these Instructions and General Specifications. Proposal documents include at a minimum:

• Proposal response in stated format

• Proposal form(s) provided by City

• Required City forms

• Acknowledgement of addenda

C. Submittals must be typed or printed. All corrections made by the respondent prior to the opening must be initialed and dated by the respondent. No changes or corrections will be allowed after submittals are opened.

D. The City of Pensacola is not liable for any costs incurred by any interested party in responding to this RFP.

E. Responses become public records upon submission, subject to Florida’s Public

Records Law.

F. The City reserves the right to reject any or all proposals, waive minor informalities, and request additional information.

G. The City will not issue award to CONTRACTOR(S)s who have continuing services agreements, piggyback contracts, or retainer contracts.

H. Notwithstanding anything else stated herein, the City reserves the right to modify the proposal documents, including the Agreement, by issuing addenda to be posted on the City’s website.

I. These instructions, specifications, and statements accompanying the proposal, the proposal itself, and any addendum issued, shall be included in the Agreement that will be entered into for this service.

J. By responding to this solicitation, each Respondent warrants that it has not and will not employ or retain any company or person, other than a bona fide employee working solely for the firm, to solicit or secure an agreement pursuant to this solicitation and that it has not and will not pay or agree to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for the firm, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of an agreement.

BACKGROUND AND PURPOSE

I. OVERVIEW

The City of Pensacola (“CITY”) Housing Department (“CPHD”) is seeking to prequalify vendors (“CONTRACTOR(S)” for participation in a variety of housing and community development grant programs, including the State Housing Initiatives Program (SHIP), Community Development Block Grant (CDBG), Community Development Block Grant-Disaster Recovery (CDBG-DR), and HOME Investment Partnerships Program (HOME). These programs support a wide range of eligible activities aimed at improving housing conditions and community infrastructure.

Proposed activities may include, but are not limited to, minor home rehabilitation, substantial repairs, demolitions and the construction of new residential dwelling units. Prequalified vendors will be considered for upcoming projects funded through these grants to ensure efficient and effective program delivery.

The agreement will be awarded on a continuing basis to multiple qualified contractors/vendors and bids will be obtained from holders of the agreement for funded projects by City of Pensacola. Contractors selected will provide construction services to the City on an as needed basis based upon Work Specifications to be issued by the City under the continuing services contract(s). Contractors will be invited to bid on Work Specifications as they are needed, and compensation will be provided to the contractor/vendor for services rendered in connection with the Work Specifications. Award per project shall be based on individual bids for the actual work to be performed as outlined in the Work Specifications.

II. SCOPE OF SERVICES

The City of Pensacola (“CITY”) Housing Department (“CPHD”) is seeking to prequalify vendors for participation in a variety of housing and community development grant programs, including SHIP, CDBG, CDBG-DR, and HOME. These programs support a wide range of eligible activities aimed at improving the quality, safety, accessibility, and resilience of housing for low-to-moderate income residents throughout the City of Pensacola.

Demolition and Replacement (Single-Family Residential Homes)

This category involves the complete demolition and replacement of existing single-family residential structures that are beyond feasible rehabilitation. All demolition activities must include disconnecting utilities, environmental clearance (federal only), and safe, legal disposal of debris. Foundations and slabs must be removed unless otherwise specified. The lot must be graded and stabilized following demolition.

Replacement construction will involve the development of new homes that meet current Florida Building Code and the minimum property standards required under the applicable funding program (CDBG, CDBG-DR, HOME, or SHIP). All work must be permitted, inspected, and certified for occupancy. Contractors will be responsible for scheduling required inspections and maintaining site safety during construction.

Accessibility standards and energy efficiency measures may apply depending on program guidelines.

Demolition (Single-Family Residential Homes)

This category involves the complete demolition of existing single-family residential structures that qualify for Voluntary Home Buyout Programs. All demolition activities must include disconnecting utilities, environmental clearance (federal only), and safe, legal disposal of debris. Foundations and slabs must be removed unless otherwise specified. The lot must be graded and stabilized following demolition.

Storm Mitigation (Exterior Envelope Hardening)

Work under this category focuses on mitigating future storm damage by hardening the building envelope. This includes, but is not limited to, the installation or replacement of impact-resistant windows and doors, roof retrofits or replacements with enhanced tie-downs, siding and soffit reinforcement, and storm shutter installation. Depending on flood zone designations, additional work may include drainage or floodproofing improvements. All materials and construction methods must meet or exceed applicable codes for wind and flood resistance and follow guidance from FEMA and HUD where applicable. This work is commonly funded under CDBG-DR or other disaster-related programs.

Lead-Based Paint and Asbestos Remediation

This scope includes the inspection, testing, abatement, and legal disposal of lead-based paint and asbestos-containing materials in compliance with HUD, EPA, OSHA, and Florida Department of Environmental Protection regulations.

Contractors must hold all required certifications for hazardous material remediation and follow approved containment and removal protocols. All activities must be documented with proper reporting and photographic evidence. Clearance testing is required before any rehabilitation or reconstruction activities may begin. Contractors are responsible for coordinating with licensed inspectors and submitting clearance reports.

Rehabilitation (Interior and Exterior Repairs, Accessibility Improvements)

Rehabilitation activities include general repairs and upgrades to ensure code compliance, safety, and improved habitability. Common areas of work include roofing, plumbing, HVAC, electrical, windows, and structural components. This category also includes emergency repair programs, addressing urgent issues such as active leaks, electrical failures, or severe structural damage. Accessibility improvements may be required under SHIP or CDBG programs and can include wheelchair ramps, grab bars, widened doorways, bathroom modifications, and other barrier removal measures consistent with ADA and fair housing standards. Work must conform to the HUD Green Building Retrofit Checklist (to the extent feasible and applicable), City of Pensacola’s housing rehab specifications, and applicable local codes.

III. TIME FOR COMPLETION AND LIQUIDATED DAMAGES

Time for completion and liquidated damages will be identified on each work specification.

IV. INSURANCE AND INDEMNIFICATION

Before starting and until termination of work for, or on behalf of the City, the Contractor shall procure and maintain insurance of the types and limits specified.

The term City, as is used in this section, is defined to mean the City of Pensacola, itself, any subsidiaries or affiliates, elected and appointed officials, employees, volunteers, representatives and agents.

COVERAGE

Insurance shall be issued by an insurer whose business reputation, financial stability and claims payment reputation is satisfactory to the City, for the City’s protection only.

Unless otherwise agreed, the amounts, form and type of insurance shall conform to the following minimum requirements.

Worker’s Compensation

The Contractor shall purchase and maintain Worker’s Compensation Insurance Coverage for all Workers’ Compensation as legally required. Additionally, the policy, or separately obtained policy, must include Employers Liability Coverage of at least $1,000,000 each person – accident, $1,000,000 each person – disease, $1,000,000 aggregate – disease.

Commercial General, Automobile, Contractor’s Pollution Liability. and Umbrella Liability and Builders’ Risk Coverages

The Contractor shall purchase coverage on forms no more restrictive than the latest editions of the Commercial General Liability, Business Auto, and Contractor’s Pollution Liability policies filed by the Insurance Services Office. The City of Pensacola shall be an Additional Insured and such coverage shall be at least as broad as that provided to the Named Insured under the policy for the terms and conditions of this Contract. The City shall not be considered liable for premium payment, entitled to any premium return or dividend and shall not be considered a member of any mutual or reciprocal company. Minimum limits of $3,000,000 per occurrence, and per accident, combined single limit for liability must be provided, with umbrella insurance coverage making up any difference between the policy limits of underlying policies coverage and the total amount of coverage required. If the required limits of liability afforded should become impaired by reason of any claim, then the Contractor agrees to have such limits of $3,000,000 per occurrence, reinstated under the policy.

Commercial General Liability coverage must be provided, including bodily injury and property damage liability for premises, operations, products and completed operations (including pollution related claims), independent contractors, and property damage resulting from, explosion, collapse or underground (x,c,u) exposures.

Business Auto Policy coverage must be provided, including bodily injury and property damage arising out of operation, maintenance or use of owned, non-owned and hired automobiles and employee non-ownership use. Minimum limits of $1,000,000 combined single limit will be acceptable for this line of coverage.

Contractor’s Pollution Liability coverage for bodily injury, property damage, fines, penalties, defense, and clean up must be included. Coverage must include both sudden/accidental and non-sudden/gradual. Hazardous materials such as asbestos, lead, mold, fungi, mercury, polychlorinated biphenyls (PCBs), chlorofluorocarbons (CFCs), radioactive, and heavy metals must be included.

Umbrella Liability Insurance coverage shall not be more restrictive than the underlying insurance policy coverages.

Builder’s Risk insurance, coverage must be provided at replacement cost, covering the full contract value for the construction being performed, including the existing structure, if applicable. Such builder’s risk policy shall be written on an All-Risk form that includes coverage for reasonable compensation of a Construction Manager’s services and expenses required as a result of such insured loss. This insurance shall insure the interests of the Contractor, sub-contractors, and sub-sub-contractors in the Project. Property covered by the builder’s risk insurance shall include City or Owner Direct Purchase Materials whether stored on or off-site and temporary building(s) or structure(s) at the Project site, other than any of Contractor’s office trailer(s). In addition, such builder’s risk insurance shall cover portions of the Project stored off the site, and portions of the Project in transit. The City and Owner shall be named as an additional insured on such policy. The policy shall include a waiver of subrogation endorsement and a severability of interest endorsement.

Builder’s risk Insurance deductibles shall be subject to the following requirements:

(a) The deductible under this policy shall not exceed the greater of $25,000 or

10% of the construction value for loss caused by FLOOD or NAMED WINDSTORM or $10,000 for all other perils.

(b) The City and Owner shall not be liable for amounts that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Contractor. A loss or losses insured under this insurance policy shall be adjusted by the Contractor and its insurance company. The Contractor shall use the proceeds from the builder’s risk policy to repair or replace the damaged property, but the Contractor’s obligation to repair or replace the damaged property shall not be limited by the amount of builder’s risk policy proceeds. The Contractor shall be responsible for all damages and necessary repairs and replacements whether or not the loss is covered in the builder’s risk policy and whether or not the proceeds from the builder’s risk policy are sufficient to pay the full cost of necessary repairs and replacements.

(c) The policy coverage may not terminate until final acceptance of the work described in this contract by the City and Owner. Final acceptance shall not be deemed to have been made solely on account of occupancy.

(d) The Builders Risk form should contain no exclusions of perils previously identified and written on a “All Risk” policy form.

CERTIFICATES OF INSURANCE

Required insurance shall be documented in the Certificates of Insurance which provide that the City shall be notified at least thirty (30) days in advance of cancellation, non-renewal or adverse change or restriction in coverage. The City shall be named as an Additional Insured and this contract shall be listed. If required by the City, the Contractor shall furnish copies of the Contractor’s insurance polices, forms, endorsements, jackets and other items forming a part of, or relating to such policies. Certificates shall be on the “Certificate of Insurance” form equal to, as determined by the City, an ACORD 25. Any wording in a Certificate which would make notification of cancellation, adverse change or restriction in coverage to the City an option shall be deleted or crossed out by the insurance carrier or the insurance carrier’s agent or employee. If on an ACORD 25 or similar form, the words “endeavor to” and “but failure...” shall be deleted so that the sentence ends with the word “left” or signed endorsements for the cancellation clauses MUST accompany Certificate(s) of Insurance. The Contractor shall replace any canceled, adversely changed, restricted or non-renewed policies with the new policies acceptable to the City and shall file with the City, Certificate of Insurance under the new policies prior to the effective date of such cancellation, adverse change or restriction. If any policy is not timely replaced, in a manner acceptable to the City, the Contractor shall, upon instructions of the City, cease all operations under the Contract until directed by the City in writing, to resume operations.

INSURANCE OF THE CONTRACTOR PRIMARY

The Contractor required coverage shall be considered primary, and all other insurance shall be considered as excess, over and above the Contractor’s coverage. The

Contractor’s policies of coverage will be considered primary as relates to all provisions of the contract.

LOSS CONTROL AND SAFETY

The Contractor shall retain control over its employees, agents, servants, and subcontractors, as well as control over its invitees, and its activities on and about the subject premises and the manner in which such activities shall be undertaken and to that end, the Contractor shall not be deemed to be an agent of the City. Precaution shall be exercised at all times by the Contractor for the protection of all persons, including employees and property. The Contractor shall make special effort to detect hazards and shall take prompt action where loss control/safety measures should reasonably be expected.

HOLD HARMLESS

The Contractor shall indemnify and hold harmless the City of Pensacola, its officers and employees, from any and all liabilities, damages, losses, and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of the Contractor and persons employed or utilized by the Contractor in the performance of this contract. The Contractor’s obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance.

PAY ON BEHALF OF THE CITY

The Contractor agrees to pay on behalf of the City, as well as provide a legal defense for the City, both of which will be done only if and when requested by the City, for all claims as described in the Hold Harmless paragraph. Such payment on the behalf of the City shall be in addition to any and all other legal remedies available to the City and shall not be considered to be the City’s exclusive remedy.

Governing Law and Venue

This Contract is governed and construed in accordance with laws of the State of Florida. The law of the State of Florida shall be the law applied in the resolution of any claim, actions or proceedings arising out of the Contract. Venue for any claim, actions or proceedings arising out of this Contract shall be Escambia County, Florida. The City does not waive its sovereign immunity and retains all remedies, defenses, and limitations as promulgated under F.S.

768.28.

V. GENERAL TERMS

a. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT

The CONTRACTOR(S) must remain compliant with the Contract Work Hours and Safety Standards Act.

Overtime requirements. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such laborer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.

Violation; liability for unpaid wages; liquidated damages. In the event of any violation of the clause set forth in paragraph (b)(1) of this section the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (b)(1) of this section, in the sum of $27 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (b)(1) of this section.

Withholding for unpaid wages and liquidated damages. The City of Pensacola shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the contractor or subcontractor under any such contract or any other federal contract with the same prime contractor, or any other federally-assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (b)(2) of this section.

Subcontracts. The contractor or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (b)(1) through (4) of this section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The prime contractor shall be responsible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (b)(1) through (4) of this section.

b. BYRD ANTI-LOBBYING AMENDMENT

i. Byrd Anti-Lobbying Amendment, 31 U.S.C. § 1352 (as amended)

Contractors who apply or bid for an award of $100,000 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, officer or employee of Congress, or an employee of a Member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the recipient who in turn will forward the certification(s) to the awarding agency.

ii. Required Certification. If applicable, contractors must sign and submit to the non- federal entity the attached certification (Appendix A).

c. SECTION 3

i. The work to be performed under this request for proposal is subject to the requirements of Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 USC.1701u (Section 3) and HUD's regulations in 24 CFR part 75, which implement Section

3. The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assistance, or HUD-assisted projects covered by Section 3, shall to the greatest extent feasible be directed to low and very low-income persons, particularly persons who are recipients of HUD assistance for housing.

ii. The selected contractor agrees to send to each labor organization or representative of workers with which the contractor has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representative of the contractor's commitments under this Section 3 Clause and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprenticeship and training positions, the qualifications for each; the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin.

iii. The contractor agrees to include this Section 3 Clause in every subcontract subject to compliance with regulations in 24 CFR part 75, and agrees to take appropriate actions, as provided in an applicable provision of the subcontract or in this Section 3 Clause, upon a finding that the subcontractor is in violation of the regulations in 24 CFR part 75. The contractor will not subcontract with any subcontractor where the contractor has notice or knowledge that the subcontractor has been found in violation of the regulations in 24 CFR part 75.

iv. The contractor will certify that any vacant employment positions, including training positions, that are filled

v. after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR part 75 require employment opportunities to be directed, were not filled to circumvent the contractor's obligations under 24 CFR part 75.

vi. Noncompliance with HUD's regulations in 24 CFR part 75 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts.

vii. With respect to work performed in connection with Section 3 covered Indian housing assistance, section 7(b) of the Indian Self- Determination and Education Assistance Act (25 USC 450e) also applies to the work to be performed under this contract. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this contract that are subject to the provisions of Section 3 and section 7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with section 7(b).

VI. SUBMISSION REQUIREMENTS

Submittals shall be in the format described below. The selection criteria and points used in ranking the submittals are noted in the attached Evaluation Sheet.

Submittals are limited to forty (40) pages (preferably numbered). The page count excludes the cover, cover letter, table of contents, section dividers that contain no text other than labels, and any City-provided form. Submittals should be concise and reader friendly. Each section in the submittal should follow the format/organization noted in this section. Proposal packages will be evaluated, and a selection made, using the following criteria.

An Authorized Representative of the firm shall sign submittals. All information requested must be submitted. Failure to submit all information may result in a lowered evaluation score of the submittal. At its discretion, the City may waive minor discrepancies or reject submittals substantially incomplete or lacking key information.

Each Proposal must include:

1. Cover letter summarizing the CONTRACTOR(S) residential construction experience, minor and substantial rehabilitation, and affordable housing development and any other relevant qualifications and experience.

2. Description of relevant experience, particularly with SHIP, CDBG, HOME, and/or CDBG-DR or other similar grant-funded programs

3. Resumes of key CONTRACTOR(S) staff that will be supporting task orders and related work

4. Examples to include pictures and descriptions of relevant work

5. Example pricing for similar job types and scopes of work.

6. Timeline for completing various types of work to include demolition and replacement, storm mitigation (exterior envelope hardening), lead based paint and asbestos remediation, and rehabilitation.

7. References from at least four (4) government agencies or HUD-funded entities or similar work.

8. Required Forms

a. Signature Sheet

b. Appendix A, 44 C.F.R. Part 18 – Certification Regarding Lobbying FAR

52.209-5 Certification Regarding Debarment, Suspension, Ineligibility, and Voluntary Exclusion

c. State of Florida Affidavit Regarding the Use of Coercion for Labor and Services Pursuant to Florida Statute 787.06(13)

d. 52.209-5 FAR Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters

e. 52.209-6 FAR Protecting the Government's Interest When Subcontracting Certification Regarding Drug-Free Workplace

f. Veteran Business Enterprise Statement

g. Minority/Women Business Enterprise Statement

h. Small Business Enterprise Statement

i. Disadvantaged Business Enterprise (Bidders List)

j. Non-Collusion Affidavit

k. Sworn Statement Under Section 287.113(3)(A), Florida Statutes, On

Public Entity Crimes

l. Certification of Compliance with the Copeland “Anti-Kickback” Act

m. Conflict of Interest Certification

n. Equal Opportunity Certification

o. Affirmative Action Compliance Statement

p. Section 3 Certification

q. E-Verify

r. Acknowledgement of Addenda (if applicable)

s. Required Documents Acknowledgement Form

VII. EVALUATION CRITERIA

Each proposal submittal shall be evaluated for conformance as responsive and responsible using the following criteria:

I. Experience and Qualifications – 50% (up to 50 points) II. Anticipated Timelines – 25% (up to 25 points)

III. Experience and references – 25% (up to 25 points) IV. Certification as or partnership with a City-certified Minority/Small/Women Business

Enterprise (up to 3 points) or Disadvantaged Business Enterprise V. Certification as a Veteran Business Enterprise (2 points)

No. Evaluation Criteria Points Weight

1. Experience and Qualifications Provide detailed overview of related experience in providing similar services related to the scope of work associated with the grant programs administered by the City of Pensacola Housing Department. This includes, but is not limited to residential construction, minor and substantial rehabilitation, and affordable housing development. Include timeliness of performance; to evaluate past performance, all proposals are required to submit three (3) references illustrating a minimum of five (5) years’ relevant projects/work that are the same or similar to the magnitude of this RFP. For company name and/or ownership change, appropriate documentation shall be required.

0-50 50% of Total

2. Anticipated Timelines Provide an anticipated timeline for demolition and replacement, storm mitigation (exterior envelope home hardening), lead based paint and asbestos remediation and rehabilitation.

Consider supply chain lead time, weather days, and other factors in the provided response.

0-25 25%

3. Past Performance With City Initiatives Provide detailed summary of past performance on projects completed in partnership with City of Pensacola or other local government entities. This includes any work completed under City managed grant programs such as SHIP, CDBG, CBDG- DR, and HOME. Strong consideration will be given to vendors who can demonstrate successful delivery of projects that met scope, budget, and timeline expectations, as well as compliance with all applicable program regulations and reporting requirements. Documentation of past performance should include project descriptions, funding sources, outcomes, client references, and any relevant monitoring or audit results.

0-25 25%

Certification as or partnership with a Disadvantaged Business Enterprise, or a City-certified Minority/Small/Women Business Enterprise

0-3 3%

Certification as a Veteran Business Enterprise 2 2%

VIII. PUBLIC RECORDS AND CONTRACTING COMPLIANCE

All materials submitted shall become public record in accordance with Florida Statutes. The selected firm will be required to comply with all City procurement and contracting requirements.

EVALUATION

A selection committee will rank the submittals using the evaluation sheet for the written submittals. Members will score each proposal in accordance with the criteria established in this RFP. The committee may then recommend award of contract to the Mayor or it may invite between two and five of the top-scoring firms for presentations/interviews.

If continuing presentations/interviews, committee members will rank the firms, with one

(1) being best, two (2) being second-best, etc. The firm with the lowest combined score will be determined the best firm. Should there be a tie between firms, the firm with the highest aggregate score from the written evaluation shall be determined the best firm.

The committee will then recommend to the Mayor award of the contract to the top-ranked, best firm.

DBE, M/WBE, SBE, VBE

The City of Pensacola abides by 2 CFR 200.321, contracting with small businesses, minority-owned businesses, woman-owned businesses, veteran-owned businesses, and labor surplus area firms. When possible, the recipient or subrecipient should ensure that small businesses, minority-owned businesses, woman-owned businesses, veteran-owned businesses, and labor surplus area firms (See U.S. Department of Labor's list) are considered as set forth below. Such consideration means:

i. These business types are included on solicitation lists;

ii. These business types are solicited whenever they are deemed eligible as potential sources;

iii. Dividing procurement transactions into separate procurements to permit maximum participation by these business types;

iv. Establishing delivery schedules (for example, the percentage of an order to be delivered by a given date of each month) that encourage participation by these business types;

v. Utilizing organizations such as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and

vi. Requiring a contractor under a Federal award to apply this section to subcontracts.

Disadvantaged Business Enterprise: The City of Pensacola is required per 49 CFR 26.

11 (c) to create and maintain a comprehensive Bidders List. The Bidders List Form will be used to determine the relative availability of Disadvantaged Business Enterprise (DBE) and non-DBEs. It will assist with establishing the agency’s annual DBE goal. Each Bidders List is a compilation of bidders, proposers, quoters, subcontractors, manufacturers, and suppliers of materials and services who have submitted bids during the advertising period of a specific project.

Minority/Women Business Enterprise: The Pensacola City Council has adopted a Minority/Women Business Enterprise Ordinance #04-15. This ordinance encourages participation of minority and woman-owned business in the City procurement process.

Minority or Woman-Owned Business Enterprise (M/WBE) is defined as:

▪ a business located in the Pensacola Regional Area (Escambia, Okaloosa, Santa Rosa, Walton Counties, and Mobile, AL.)

▪ which is at least 51 percent owned by one or more minority/woman individuals who are

U.S. citizens or legal resident aliens, or in the case of a corporation, partnership, or limited liability company or other entity, at least 51 percent of the equity ownership is by one or more minority/woman individuals who are U.S. citizens or legal resident aliens,

▪ and for which both management and daily business operations are controlled by one or more minority/woman individuals.

Small Business Enterprise: The Pensacola City Council has adopted a Small Business Enterprise Ordinance #61-89. This ordinance encourages participation of small business in the City procurement process. Small Business Enterprise (SBE) is defined as:

▪ an independently owned and operated business concern located in Escambia or Santa Rosa County,

▪ which employs 50 or fewer permanent full-time employees,

▪ and which has a net worth of not more than $1,000,000. As applicable to sole proprietorships, the $1,000,000 net worth shall include both personal and business investments.

Veteran Business Enterprise: The Pensacola City Council has adopted a Veteran Business Enterprise Ordinance #09-15 providing a “preference” for veteran-owned businesses that have been:

▪ certified by the State of Florida, through the Department of Management Services, and;

▪ which are located in Escambia or Santa Rosa County.

The impact of the ordinance is that proposals or quotes received by certified veteran-owned businesses will be given a preference for award, if their bid or quote is within certain percentages of the lowest responsible bid submitted by a non-veteran business.

If the lowest and most responsible bid or quote is submitted by a certified veteran-owned business or a certified woman-owned or minority firm, then the preference shall not apply.

In addition to bids and quotes, Requests for Proposals (RFPs) or Requests for Qualifications (RFQs), will provide two (2) percentage points in proposal scoring for proposals received by a certified veteran.

If your company meets the criteria of a Minority/Women Business Enterprise, Small Business Enterprise or Veteran Business Enterprise as defined above, please include this information in your response.

REQUEST FOR PROPOSALS

CONTRACTUAL SERVICES

GENERAL CONDITIONS

To ensure acceptance, all proposers submitting proposals to the City of Pensacola shall be governed by the following conditions, attached specifications, and proposal form(s) unless otherwise specified. Proposals not submitted on the proposal form(s) provided shall be rejected, and proposals not complying with these conditions will be subject to rejection. Multiple submittals from the same entity will not be accepted.

1. Alternate Solutions: During the drafting of written specifications, a sincere effort is made to describe items or services best suited to the needs of the City. However, the City invites proposals with alternate solutions to the objectives set forth in the specifications, unless a particular specification is expressly identified as mandatory.

2. Approved Equivalents or Equals: Any manufacturer's names, trade names, brand names, model numbers, etc. listed in the specifications are for information only and not intended to limit competition. The proposer may offer any brand for which he is an authorized representative which meets or exceeds the specifications as written. If the proposal is based on an "approved equivalent or equal" item(s) or service(s), supportive information in the form of the manufacturer's printed literature or brochures, sketches, diagrams, and/or complete specifications must accompany the proposal. The proposer must explain in detail the reasons why the proposed equivalent or equal will meet specifications and not be considered an exception thereto. The City of Pensacola reserves the right to determine acceptance of proposed equivalent or equal item(s) or service(s).

3. Award Determination to be Based on Best Interest of City: There is no obligation on the part of the City to award a contract to any proposer. The City reserves the right to award a contract to or negotiate a contract with a responsible proposer submitting the most responsive or best alternative proposal for a resulting contract which is most advantageous to and in the best interest of the City. The City shall be the sole judge of the proposal and the resulting contract, and its decision shall be final.

4. Proposal (RFP) Bond: None.

5. E-Verify System (Mandatory): In compliance with the provisions of F.S. 448.095, the parties to this contract and any subcontractors engaged in the performance of this contract hereby certify that they have registered with and shall use the E-Verify system of the United States Department of Homeland Security to verify the work authorization status of all newly hired employees, within the meaning of the statute.

6. Exceptions to Specifications: In order that equal consideration be given in evaluating proposals, any exceptions to or deviations from the specifications as written must be noted and fully explained. The Mayor or City Council is the final authority in determining the acceptability of any exceptions to specifications.

7. Governing Law: The laws of the State of Florida shall be the laws applied in the resolution of any action, claim or other proceeding arising out of this contract.

8. Interpretations: All questions concerning the specifications or conditions shall be directed in writing to the Purchasing Office at least ten (10) days prior to submittal deadline, unless otherwise instructed on the Request for Proposals Page. Inquiries must refer to the proposed item(s) or service(s) and the date of the proposal submittal deadline. Interpretations will be made in the form of an addendum placed on the City’s website. The City shall not be responsible for any other explanation or interpretation.

9. Legal Requirements: All applicable provisions of Federal, State, County, and local laws including all ordinances, rules, and regulations shall govern the development, submittal and evaluation of all proposals received in response to these specifications, and shall govern any and all claims between person(s) submitting a proposal response hereto and the City of Pensacola, by and through its officers, employees and authorized representatives. A lack of knowledge by the proposer concerning any of the aforementioned shall not constitute a cognizable defense against the legal effect thereof. The proposer agrees that it will not discriminate on the basis of race, creed, color, national origin, sex, age or disability. Operator shall abide by all applicable provisions of Florida Administrative Code 65C-22 (Child Care Facilities) and DoDI 6060.02 (DoD Child Development Programs). In any conflict, the more stringent standard shall apply.

10. Licenses, Registration and Certificates: Each proposer shall possess at the time of submitting its proposal all licenses, registrations and certificates necessary to engage in the business of contracting (or special contracting if the work to be performed necessitates a particular type of specialty contractor) in the City of Pensacola. Proposer must also possess all licenses, registrations and certificates necessary to comply with federal, state and local laws and regulations. The awarded proposer shall be registered at the time of contract execution as an active vendor with the Florida Department of State, Division of Corporations (www.sunbiz.org), and registered with SAM.gov. License renewal documentation must be furnished to the City within ten (10) days of issuance.

11. Mistakes: Proposers are expected to examine the conditions, scope of work, proposal prices, extensions, and all instructions pertaining to the item(s) or service(s) involved. Failure to do so will be at the proposer’s risk. Unit prices proposed will govern in award.

12. Payment of Invoices: The City of Pensacola issues checks for payment of invoices on the 10th of each month. The signed receiving copy of the purchase http://www.sunbiz.org/ order and a correct invoice must have been received by the Accounts Payable Activity prior to the 4th of the month. Item(s) or service(s) received on or after the 4th will be processed in the following month. All invoices are payable by the City under the terms of Florida Prompt Payment Act, Florida Statute §218.70. All purchases are subject to availability of funds in the City’s budget.

13. Permits and Taxes: The proposer shall procure all permits, pay all charges, fees, and taxes, and give all notices necessary and incidental to the due and lawful prosecution of the work. Proposers who use public roads of the City of Pensacola, Florida for transport of goods of any kind which said goods were transported from a point without the City of Pensacola, Florida to a point within the City of Pensacola shall obtain a “Use of Streets” permit for a fee not in excess of the license paid for by local licensees engaged in the same business.

14. Prohibited Conduct by Proposers: Upon the publication of any solicitation for sealed bids, requests for proposals, requests for qualifications, or other solicitation of interest or invitation to negotiate by any authorized representative of the City of Pensacola, any party interested in submitting a bid, proposal, or other response reflecting an interest in participating in the purchasing or contracting process shall be prohibited from engaging in any communication pertaining to formal solicitations with any member of Pensacola City Council, the Mayor, or any member of a selection/evaluation committee for RFPs/RFQs, whether directly or indirectly or through any representative or agent, whether in person, by mail, by facsimile, by telephone, by electronic communications device, or by any other means of communication, until such time as the City has completed all action with respect to the solicitation.

15. Proposal Withdrawals: No proposal may be withdrawn after closing time for receipt of proposals for a period of sixty (60) days thereafter. The contract award shall be legally binding at the time of award by City Council or Mayor.

16. Protests: Protests of the plans, specifications, and other requirements of requests for proposals must be received in writing by the Purchasing Office at least ten (10) business days prior to the scheduled proposal submittal deadline. A detailed explanation of the reason for the protest must be included. Protests of the intended award of proposal or contract must be in writing and received in the Purchasing Office within five (5) business days of the notice of intent to award. A detailed explanation of the protest must be included.

17. Public Entity Crimes: By submitting a proposal each proposer is confirming that the company has not been placed on the convicted vendors list as described in Florida Statute §287.133 (2) (a).

18. Public Records: Any material submitted in response to this Request for Proposal will become a public document pursuant to Florida…