RFQ 2025-046 final draft.pdf

City of Delray Beach RFQ No. 2025-046

Residential Housing Rehabilitation Programs Project Manager

The City of Delray Beach

100 NW 1st Avenue Delray Beach, FL 33444

PURCHASING AND CONTRACT ADMINISTRATION DIVISION

REQUEST FOR QUALIFICATIONS

RFQ NO.: 2025-046

RESIDENTIAL HOUSING REHABILITATION PROGRAMS PROJECT MANAGER(S)

DUE DATE AND TIME: September 12, 2025@ 2:00 PM., (EASTERN STANDARD TIME)

INSTRUCTIONS

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

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

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

BROADCAST

The City of Delray Beach utilizes electronic online services for notification and distribution of its solicitation documents. The City’s solicitation information can be obtained from: (a) BidNet Direct www.bidnetdirect.com//cityofdelraybeach (b) Purchasing webpage on the City of Delray Beach website; and (c) Request via email thompsonc@mydelraybeach.com.

Proposers who obtain solicitations from sources other than those named above are cautioned that the Request for Qualifications package may be incomplete. The City will not evaluate incomplete Proposal packages. BidNet Direct is an independent entity and is not an agent or representative of the City. The City is not responsible for errors and omissions occurring in the transmission or downloading of any documents, addenda, plans, or specifications from these websites.

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

CONTACT

Any questions regarding the specifications and Solicitation process must be submitted in writing through the “Question” feature on www.bidnetdirect.com//cityofdelraybeach Requests for clarification and additional information must be received prior to the deadline for Submission of Questions on September 1, 2025 @ 5:00 PM (Eastern Standard Time).

[The remainder of this page is intentionally left blank] http://www.bidnetdirect.com/cityofdelraybeach

The City of Delray Beach

Delray Beach, FL 33444

LEGAL ADVERTISEMENT

RFQ NO.: 2025-046

RESIDENTIAL HOUSING REHABILITATION PROGRAMS PROJECT MANAGER(S)

The City of Delray Beach, Florida (“City”) is seeking Proposals from qualified firms for professional services relating to Residential Housing Rehabilitation Programs Project Manager(s), in accordance with the terms, conditions, and specifications contained in this Request for Qualifications.

Request for Qualifications documents are available beginning August 15, 2025 on the Purchasing and Contract Administration Division’s webpage of the City of Delray Beach website at:

https://www.delraybeachfl.gov/government/city-departments/purchasing/current-bids-solicitations

BidNet Direct www.bidnetdirect.com//cityofdelraybeach or by contacting the City Purchasing and Contract Administration Division at thompsonc@mydelraybeach.com or by phone at 561-243-7163.

Proposals will be accepted through a secure mailbox at BidNet Direct www.bidnetdirect.com//cityofdelraybeach until the Deadline for Submission as indicated in this RFQ. The Due Date and Time for submission of submittals is September 12, 2025 @ 2:00 PM. (Eastern Time). Late Proposals will not be accepted. The City will only accept electronic Proposals for this

RFQ.

The City will hold a Virtual Pre-Proposal Conference on August 22, 2025. Attendance is not mandatory, although highly recommended, for those firms intending to submit a proposal. This will be an online Microsoft team meeting. The link is provided below:

Microsoft Teams Join the meeting now Meeting ID: 289 480 608 948 3 Passcode: Mg9rp9HV

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

http://www.bidnetdirect.com/cityofdelraybeach mailto:thompsonc@mydelraybeach.com http://www.bidnetdirect.com/cityofdelraybeach https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDc0MzM5MDAtM2NmMS00ZmRlLTlkYTYtOWQzMjI0OWNjZmI5%40thread.v2/0?context=%7b%22Tid%22%3a%226a4c7237-ddd7-4410-9712-381bd7d57c63%22%2c%22Oid%22%3a%22756cc218-9e5f-4cea-b0ba-c80e0f439a7d%22%7d http://pbgvwss/PBG%20Graphics/Graphics%20and%20Logos/PBG%20logo-Landscape.tif

SECTION 1: PROJECT OVERVIEW

1.1. The City of Delray Beach (City) is soliciting Proposals from qualified firms for the project management services for the

Housing Rehabilitation Program. To assist the City and the awarded owners with the completion of the repairs, NCS requires one (1) or more project management firms to provide the services. The City staff will send Project Notifications to the Project Manager/Consultant on behalf of the City. The required scope of services consists of reviewing project specifications, conducting site inspections, and preparing final inspection reports for program-eligible homeowners identified by NCS. The scope of work, including project specifications, will form the basis for the bid documents submitted to a list of pre-qualified General Contractors.

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

1.3. The City intends to contract with a single firm for the project listed in this procurement. The Proposer will provide the following services

1.4. TERM OF CONTRACT. The term of the agreement resulting from this RFQ shall be for an initial term of three (3) years.

1.5. OPTION TO RENEW. The City will the option to renew the agreement for one (1) two-year option to renew or two (2) one-year renewal options. The successful contractor shall maintain, for the entirety of any renewal period, the same cost, terms, and conditions included within the originally awarded contract. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City discretion, and not the right of the successful contractor.

1.6. CHANGE OF PROJECT MANAGER. A change in the Consultant's project manager (as well as any replacement) shall be subject to the prior written approval of the City Manager or his designee (who in this case shall be an Assistant City Manager). Replacement (including reassignment) of an approved project manager or public information officer shall not be made without submitting a resume for the replacement staff person and receiving prior written approval of the City Manager or his designee (i.e. the City project manager).

1.7. SUB-CONSULTANTS. The Consultant shall not retain, add, or replace any sub-consultant without the prior written approval of the City Manager, in response to a written request from the Consultant stating the reasons for any proposed substitution. Any approval of a sub-consultant by the City Manager shall not in any way shift the responsibility for the quality and acceptability by the City of the services performed by the sub-consultant from the Consultant to the City.

The quality of services and acceptability to the City of the services performed by sub-consultants shall be the sole responsibility of the Consultant.

1.8. The schedule is as follows:

ITEM

EVENT

DATE/TIME

a. Issue RFQ August 15, 2025

b. Institute Cone of Silence August 15, 2025 c.

Deadline for Delivery of Questions September 1, 2025 5:00

PM(LOCAL TIME)

1.9. Meetings will be held in the City Hall Conference Room, located at:

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

• Soc Training Room – located at 434 S. Swinton Avenue, Delray Beach Fl. 33444

END OF SECTION 1

d.

Due Date and Time (for delivery of Proposals) September 12, 2025 @

2:00PM (LOCAL TIME)

e.

Technical Evaluations Location: TBD

TBD

@ TBD

f.

Interviews Location: TBD

TBD

@ TBD

g.

Final Evaluations Location: TBD

TBD

@ TBD

SECTION 2: SPECIAL TERMS AND CONDITIONS

2.1. PURPOSE

The purpose of this Request for Qualifications (RFQ) the City is soliciting proposals for project management services for the Housing Rehabilitation Program. To assist the City and the awarded owners with the completion of the repairs, NCS requires one (1) project management firms to provide the services. The City staff will send Project Notifications to the Project Manager/Consultant on behalf of the City. The required scope of services consists of reviewing project specifications, conducting site inspections, and preparing final inspection reports for program-eligible homeowners identified by NCS. The scope of work, including project specifications, will form the basis for the bid documents submitted to a list of pre-qualified General Contractors.

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

2.2. ELIGIBILITY

To be eligible to respond to this RFQ and be considered for award, the Proposer must demonstrate to the satisfaction of the City that it or the principals assigned to the project has successfully provided services, similar in scope and complexity, to a municipality, quasi-governmental organization, or a private organization.

2.3. RECORDS, ACCOUNTS, AND STATEMENTS

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

2.4. GENERAL STANDARDS

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

The successful

2.5. DEFAULT

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

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

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

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

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

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

2.6. INSURANCE

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

The required insurance coverage is to be issued by an insurance company authorized, licensed, and registered to do business in the State of Florida, with the minimum rating of A- VII or better, in accordance with the latest edition of A.M. Best’s Insurance Guide. This insurance shall be documented in certificates of insurance which provides that the City of Delray Beach shall be notified at least thirty (30) days in advance of cancellation, non-renewal, or adverse change. The receipt of certificates or other documentation of insurance or policies or copies of policies by the City or by any of its representatives, which indicate less coverage than is required, does not constitute a waiver of the selected Proposer’s obligation to fulfill the insurance requirements herein. Deductibles must be acceptable to the City of Delray Beach.

The selected Proposer must submit a current Certificate of Insurance, naming the City of Delray Beach add any other entities that may be required, their employees and officers as additional insured and listed as such on the insurance certificate, no later than ten (10) days after award and prior to commencement of any work. New certificates of insurance are to be provided to the City upon expiration. All renewal or replacement certificates of insurance shall be forwarded to the City Purchasing and Contract Administration Division located at 100 NW 1st Ave., Delray Beach, FL 33444.

The selected Proposer shall provide insurance coverage as follows:

2.6.1. Commercial General Liability (CGL)

• Limits:

o $1,000,000 per occurrence o $2,000,000 general aggregate

• Coverage Includes:

o Bodily injury o Property damage on project sites or meetings

• Notes:

o The City must be named as Additional Insured.

o Must include Completed Operations and Contractual Liability

2.6.2. Workers’ Compensation

o Per state statutory requirements.

2.6.3. Automobile Liability

• Limits:

o $300,000 per occurrence combined single limit per accident

• Coverage Includes:

o Owned, hired, and non-owned autos

2.6.4. Professional Liability / Errors and Omissions (E&O)

• Limits:

o $1,000,000 per claim o $2,000,000 aggregate

• Coverage Includes:

• Negligent acts, errors, or omissions related to project management, inspections, and compliance

2.6.5. Cyber Liability (if handling PII (homeowner data

• Suggested limit: $1,000,000

Note: For sole proprietors without employees or fieldwork responsibilities, the Automobile Liability requirement may be waived, and exceptions to Cyber Liability and Workers’ Compensation coverage may be considered.

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

2.7. PERFORMANCE BOND/LETTER OF CREDIT

Intentionally Omitted.

2.8. LICENSES AND CERTIFICATIONS

Any Proposer which submits an offer in response to this Solicitation shall, at the time of such offer, hold all the required licenses, permits, and certifications issued by the State or County Examining Board qualifying the Proposer to perform the services described in this Solicitation.

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

2.9. METHOD OF PAYMENT – MONTHLY INVOICES

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

The date of the invoices shall not exceed thirty (30) calendar days from the performance of the work. Under no circumstances shall the invoice be submitted to the City in advance of the performance of the work. The invoice shall contain the following basic information: the selected Proposer’s name and address, invoice number, date of invoice, description of the service performed, the contract number, purchase order number, and any discounts.

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

2.10. SUBCONTRACTING

As part of its Proposal, the Proposer must identify any and all subcontractors that will be used in the performance of the proposed work, their capabilities and experience, and the portion of the work to be done by the subcontractor.

The competency of the subcontractor(s) with respect to experience, skill, responsibility, and business standing shall be considered by the City when making the award in the best interest of the City. If the Proposer fails to identify any and all sub-contractors in the Proposal, the Proposer may be allowed to submit this documentation if such action is in the best interest of the City.

2.11. OTHER FORMS OR DOCUMENTS

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

2.12. MODIFICATION OF SERVICES

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

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

END OF SECTION 2

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SECTION 3: SCOPE OF SERVICES

3.1 PROJECT HISTORY AND BACKGROUND

The City of Delray Beach receives grant funds from various state and federal agencies to administer residential rehabilitation programs, such as the State of Florida’s State Housing Initiatives Partnership (SHIP) program. The SHIP program provides funds to local governments as an incentive to create partnerships that produce and preserve affordable homeownership and multifamily housing. The program was designed to serve very low, low, and moderate-income families.

SHIP funds may be used to fund emergency repairs, new construction, rehabilitation, down payment and closing cost assistance, impact fees, construction and gap financing, mortgage buy-downs, acquisition of property for affordable housing, matching dollars for federal housing grants and programs, and homeownership counseling. The Neighborhood

Services Division (NCS) under the Neighborhood and Community Services Department is charged with managing the various state and federal funding sources for the City and, in doing so, identifies properties within Delray Beach that are eligible to receive funds for residential rehabilitation work.

The City’s Housing Rehabilitation Program provides income-eligible households with a forgivable loan to make necessary and appropriate repairs to their primary residence. Eligible recipients must live in the assisted home and agree to use the assisted home as their primary residence for a period of up to ten (10) years. Repairs to the home may include those necessary to age in place, create energy efficiency, or address code violations. Program funding is provided through SHIP, Community Development Block Grant (CDBG), Urban Development Action Grant (UDAG) until funds are expired and the Community Redevelopment Agency (CRA). Projects are not expected to exceed eighty-five thousand dollars

($85,000).

To assist the city and the awarded owners with completion of the work, NCS requires one project management firms to provide the services stated below.

3.2 PROJECT DESCRIPTION

The selected Project Manager/Consultant will be responsible for managing all aspects of residential housing rehabilitation projects, including planning, scheduling, budgeting, contractor coordination, quality control, and reporting. The projects aim to rehabilitate and upgrade residential properties to meet local codes and standards.

3.3 SCOPE OF WORK

The selected Proposer shall partner with City staff in the administration of its Housing Rehabilitation Program which is conducted under various funding sources as mentioned above. Principally, this RFQ requests services that center around the construction management related tasks necessary to administer the Housing Rehabilitation Program.

• Develop and monitor project timelines, budgets, and scopes of work

• Coordinate with contractors, vendors, and community stakeholders

• Ensure compliance with federal, state, and local regulations

• Conduct site visits and inspections to assess project progress and quality

• Prepare and submit progress reports and documentation

• Address project challenges and implement solutions promptly

3.3.1. The selected Project Manager/Consultant shall have verifiable expertise in:

• Administration of state and federal affordable housing programs including Community Development Block Grant (CDBG) as governed by 24 CFR 570

• State Housing Initiative Partnership (SHIP) as governed by Florida Administrative Code Chapter 67-37.

• Prior experience in managing affordable housing programs

• Experience in housing construction management. Demonstrated capacity to deliver high quality customer service.

3.3.2. The selected Project Manager/Consultant Under the general supervision of a designated NCS staff member

Shall:

• Conduct a site inspection to review the City Housing Rehab Inspector’s scope of work, including project specifications that will form the basis for the bid documents submitted to a List of Pre-qualified General

Contractors .

3.3.3. Project Manager/Consultant's duties include, but are not limited to:

• Conduct an initial inspection of the project site to review components requiring repair/replacement

• Provide Input and Addition to Scope of Work

• Conduct Pre-bid Meeting

• Develop Final Scope of Work and Cost Estimate

• Purchasing will issue the request for bid/quote

• Review of bid/quote responses with Property Owner

• Conduct debarment search on lowest bidder

• Purchasing to award project

• Disseminate Bid Tabulation along with the Housing Rehabilitation Inspector

• Execute Rehabilitation Contract with successful contractor and owner - NCS Prepares the contract documents and provides them to the Housing Rehab Inspector and Project Manager

• Issue Notice to Proceed

• Conduct Quarterly Field inspections

• Housing Rehabilitation Inspector receives the pay requests

• Coordinate Payments with NCS representative

• Close-out Project and Compile Documentation

• Supply Project Close-out Documentation to Applicant

3.4 Physical Presence of Successful Proposer

While the successful Proposer is not required to have its office in the City of Delray Beach, it is required to maintain a physical presence at the NCS office to facilitate easy customer access for “in office” meetings with clients. Additionally, the successful Proposer will conduct field inspections as required to complete project files.

Additional Services (if needed)

If it becomes necessary for the City to contract assistance in other administrative tasks of the City’s Housing Rehabilitation

Program, one or more of the following tasks may be requested from the vendor on a case-by-case basis:

1. File Review shall include the review of each file for regulatory compliance and completeness prior to storage.

2.Compliance Review shall include reviewing all necessary or appropriate agreements/contracts associated with the

Housing Rehabilitation Program for compliance with applicable program and funding requirements. Interface with NCS and the approved Housing Rehabilitation Program contractors regarding routine program administration issues, keep current federal, state and local policy changes that may impact program requirements.

3.5 QUALIFICATIONS

• Proven experience in housing rehabilitation or related projects

• Strong project management skills and familiarity with construction processes

• Knowledge of housing codes, regulations, and funding requirements

• Excellent communication and organizational skills

• Ability to manage multiple projects simultaneously

3.6. APPLICATION REQUIREMENTS

• Cover letter outlining relevant experience

• Resume or CV

• References from previous projects

• Proposed approach and timeline (if applicable)

END OF SECTION 3

SECTION 4

EXHIBITS

SECTION 5: RESPONSE REQUIREMENTS

5.1. SUBMITTAL REQUIREMENTS

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

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

5.2. REQUIRED INFORMATION AND SUBMITTAL FORMAT

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

SUBMITTAL FORMAT

To facilitate and expedite review, the City asks that all Proposers follow the response format outlined below. Failure to submit your response in the format requested may result in delay evaluating your Proposal. To assist you in preparing your response, the City’s selection procedures are also described herein. Please abide by all requirements set forth to avoid any risk of disqualification.

The overall package should be no longer than 50 pages total (25 double-sided or 50 single-sided, excluding Standard Form 330, Section E / resumes)

PROPOSALS SHOULD FOLLOW THE FORMAT BELOW:

5.2.1. TAB 1 – INTRODUCTION

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

5.2.2. TAB 2 – TABLE OF CONTENTS

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

5.2.3. TAB 3 – MINIMUM QUALIFICATIONS

Proposers must meet the following minimum qualifications; failure to meet the minimum qualifications may result in the Proposer being deemed non-responsible.

A. Proposer must be qualified to perform professional service at the time of submittal as outlined in previous sections.

B. Proposer has no reported conflict of interests in relation to this RFQ.

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

C. Proposer must be registered with the State of Florida Division of Corporations to do business in Florida.

Provide proof of registration. The City will verify.

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

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

Provide an executed copy of the Scrutinized Company Certification form.

E. Proposer is NOT listed on the System for Award Management (SAM), electronic roster of debarred companies excluded from Federal procurement and non-procurement programs throughout the U.S. Government (unless otherwise noted) and from receiving Federal contracts or certain subcontracts and from certain types of Federal financial and nonfinancial assistance and benefits. No documentation is required. The City will verify the status. Per Section 34.f. Rejection of Bids or Proposals of the City’s Purchasing Policies and Procedures Manual, vendors may be deemed non-responsible if: Vendor have been declared to be in default on any City or public entity contract, debarred or suspended by any public entity.

The Purchasing Policies and Procedures Manual can be found at:

https://www.delraybeachfl.gov/home/showpublisheddocument/12270/638140626086330000

Provide proof of registration with SAM.

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

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

G. Proposer is NOT listed on the Florida State Board of Administration, Scrutinized List of Prohibited Companies https://www.dms.myflorida.com/business_operations/state_purchasing/state_agencyresources/vendor_registration_and_vendor_lists/scrutinized_list_of_prohibited_companies https://www.dms.myflorida.com/business_operations/state_purchasing/state_agencyresources/vendor_registration_and_vendor_lists/scrutinized_list_of_prohibited_companies https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_ registration_and_vendor_lists/scrutinized_list_of_prohibited_companies

H. Proposer is NOT on the Scrutinized Companies that Boycott Israel List, as identified in Fla. Stat. Section

215.4725, and is NOT engaged in a boycott of Israel.

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

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

Provide an executed copy of the Discriminatory Vendor List Affidavit.

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

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

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

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

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

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

5.2.4. TAB 4 – PROPOSER’S INFORMATION

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

B. Ownership structure of Proposer’s company

(e.g., Sole Proprietorship, Partnership, Limited Liability Corporation, Corporation)

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

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

D. Contact information for Proposer’s Corporate headquarters and any other office locations include the following:

i. Address

ii. City, State, Zip

iii. Phone

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

i. Name

ii. Phone

iii. Email

iv. Mailing Address

v. City, State, Zip

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

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

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

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

Its most recent certified business financial statements as of a date not earlier than the end of the Proposer’s preceding official tax accounting period, together with a statement in writing, signed by a duly authorized representative, stating that the present financial condition is materially the same as that shown on the balance sheet and income statement submitted, or with an explanation for any material change in the financial condition. A copy of the most recent business income tax return will be accepted if certified financial statements are unavailable.

J. Is NOT listed on the Florida Department of Management Services, Convicted Vendor List as defined in Florida

Statute Section 287.133(3)(a-d).

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

K. Proposer has no reported conflict of interests in relation to this RFQ.

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

L. Proposer Is NOT listed on the System for Award Management (SAM), electronic roster of debarred companies excluded from Federal procurement and non‐procurement programs throughout the U.S. Government (unless otherwise noted) and from receiving Federal contracts or certain subcontracts and from certain types of Federal financial and nonfinancial assistance and benefits.

Provide proof of registration. The City will verify the status. Per Section 34.f. Rejection of Bids or Proposals of the City’s Purchasing Policies and Procedures Manual, vendors may be deemed non-responsible if:

Vendor has been declared to be in default on any City or public entity contract, debarred or suspended by any public entity.

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

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

N. Proposer is NOT listed on the Florida State Board of Administration, Scrutinized List of Prohibited Companies https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_ registration_and_vendor_lists/scrutinized_list_of_prohibited_companies

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

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

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

Provide an executed copy of the Discriminatory Vendor List Affidavit.

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

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

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

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

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

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

5.2.5. TAB 5 – EXPERIENCE, ABILITY AND REFERENCES

A. Provide details of Proposer’s years of experience in the field of Residential Housing rehabilitation Programs as Project Manager/Consultant.

B. Provide a detailed narrative documenting the Proposer’s specific experience including, but not limited to the following:

i. At least five (5) years of experience Project Manager role in Residential Housing Rehabilitation

Programs.

ii. At least five (5) years of experience with successful history of managing comparable housing rehabilitation projects, particularly in similar geographical, regulatory, or funding contexts.

iii. Provides resumes and qualifications of proposed project staff, emphasizing relevant experience, certifications, and expertise in housing rehabilitation, construction management, and project oversight.

iv. Provide relevant certifications or ongoing professional training that support project delivery.

v. Other types of related experience or information

C. Submit five (5) client references for whom Proposer has provided project Manager/Consulting services

(similar to those specified in this RFQ) in the past five (5) years and who are agreeable to respond to a request from the City regarding proposer’s experience.

Each client reference should include the following:

i. Organization name

ii. Contact name(s)

iii. Contact email address

iv. Address

v. Telephone and fax numbers

vi. Dates of service (start/end)

vii. Scope of work (brief description)

D. Identify the primary contact person, supervisory personnel, and other key personnel (including subconsultants) who are designated to work on the City’s project.

E. Explain Proposer’s ability and commitment to maintain accessibility and availability for meetings, communications, and supervision.

5.2.6. TAB 6 – ORGANIZATIONAL STRUCTURE AND CAPACITY

A. Clearly describes the organizational structure, including key personnel, roles, and responsibilities of the

Project Manager(s) and supporting staff. Demonstrate staffing capacity to efficiently manage multiple projects simultaneously.

B. Displays sufficient resources, including staffing, technical tools, and administrative support, to handle the scope and volume of projects within the proposed timeframe.

C. Indicates location and accessibility to project sites, local agencies, and stakeholders, especially if proximity is essential for project oversight or community engagement.

D. Details any partnerships or subcontractors involved, and their roles in supporting project management, inspection, or construction activities.

5.2.7. TAB 7 – APPROACH AND WORK PLAN

A. Provides a detailed, logical, and achievable approach to managing multiple rehabilitation projects, including planning, scheduling, resource allocation, and quality control measures.

B. Outline effective strategies for coordination among contractors, stakeholders, and funding agencies.

Emphasizes communication plans ensuring transparency, progress updates, and responsiveness.

C. Presents a realistic timeline with clearly defined milestones, deliverables, and deadlines that align with program expectations and funding schedules.

D. Identifies potential challenges or risks associated with project implementation and proposes practical solutions or mitigation strategies.

E. Addresses methods for ensuring projects meet all applicable building codes, safety standards, and funding requirements, including inspection and documentation procedures.

F. Highlights innovative practices, technology utilization, or value-added strategies to improve efficiency, quality, or community engagement.

5.2.8. TAB 8 – ATTACHMENTS

All Attachment/Forms and Affidavits required by this solicitation shall be fully executed by the Proposer and submitted as shown in Section 8 of this solicitation.

END OF SECTION 5

SECTION 6: EVALUATION RESPONSE REQUIREMENTS

6.1 REVIEW OF PROPOSALS FOR RESPONSIVENESS

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

6.2 REVIEW OF PROPOSALS FOR RESPONSIBILITY

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

6.3 EVALUATION CRITERIA

Proposals will be evaluated by a committee who will score and rank Proposals on the criteria listed below. The Evaluation Committee will be comprised of appropriate City personnel and/or members of the community, as deemed necessary, with the appropriate experience and/or knowledge. The criteria are itemized below with their maximum scores for a maximum total of One Hundred (100) points per proposal, per Committee member.

CRITERIA MAX. POINTS

Experience, Ability, and Reference 25

➢ Example Projects and Reference Feedback

Approach & Work Plan 50

➢ Technical Approach & Methodology

➢ Work Plan & Schedule

Organizational Structure and Capacity 25

➢ Firm Qualifications

➢ Qualifications of Key Staff

➢ Adequacy of Staffing/Organization to Accomplish Project scope

➢ Availability of staff

6.4 ORAL PRESENTATIONS/INTERVIEWS

Upon initial completion of the criteria evaluation indicated above, rating and ranking, the Evaluation Committee may choose to conduct an oral presentation with the Proposers which the Evaluation Committee deems to warrant further consideration based on, among other considerations, scores in clusters and/or maintaining competition. Upon completion of the oral presentation(s), the Evaluation/ Selection Committee will perform a final evaluation, rating, and ranking of the Proposals. In such circumstances, the initial ranking of the Proposers shall be considered a preliminary ranking only.

6.5 NEGOTIATIONS

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

6.6 CONTRACT AWARD

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

END OF SECTION 6

SECTION 7: PROPOSAL SUBMITTALS

7.1 FORMS

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

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

a. Acknowledgment of Addenda

b. Proposal Submittal Signature Page

c. Conflict of Interest Disclosure Form

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

e. Notification of Public Records Law

f. Drug-Free Workplace

g. Non-Collusion Affidavit

h. Truth-In-Negotiation Certificate

i. Scrutinized Company Certification Form

j. E-Verify Registration Certification

k. Scrutinized Companies that Boycott Israel Affidavit

l. Discriminatory Vendor List Affidavit

m. Affidavit Regarding Use of Coercion for Labor and Services

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

o. Affidavit Regarding Foreign Country of Concern Disclosure. (Only required if Agreement is over $100,000.00)

p. Sample Performance Bond Format (if required, will be requested from the Proposer recommended for award) https://www.bidnetdirect.com/florida/cityofdelraybeach https://www.bidnetdirect.com/florida/cityofdelraybeach

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

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

SECTION 8: SAMPLE AGREEMENT FORMAT

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

AGREEMENT

THIS AGREEMENT is made and entered into on this ______ day of

___________________, 202__, by and between the City of Delray Beach, a Florida municipal corporation (“City”), whose address is 100 N.W. 1ST Avenue, Delray Beach, Florida 33444, and

______________________________________________, a <state> [corporation/limited liability company/partnership etc.] (hereafter referred to as “Contractor”) [authorized to do business in the

State of Florida], whose address is __________________.

WHEREAS, the City desires to retain the Contractor to provide Residential Housing

Rehabilitation Programs Project Manager in accordance with the City’s Request for Qualifications

No. 2025-046 and the Contractor’s response thereto, which are incorporated herein by reference.

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

ARTICLE 1. INCORPORATION OF REQUEST FOR QUALIFICATIONS

The terms and conditions of this Agreement shall include and incorporate the terms, conditions, and specifications set forth in the City’s Request for Qualifications No. 202x-xxx, and the Contractor’s response thereto, including all documentation required thereunder.

ARTICLE 2. DESCRIPTION OF GOODS OR SCOPE OF SERVICES

The Contractor shall provide Residential Housing Rehabilitation Programs Project

Manager pursuant to the specifications accompanying the City’s solicitation, which are incorporated herein by reference.

ARTICLE 3. COMPENSATION

The City shall pay to the Contractor, in compliance with the Pricing Schedule attached hereto and incorporated herein as Exhibit A, according to the terms and specifications…