RFQ_24_25-17_Historic_Goldsboro_Art_Design_Final.pdf

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue Suite 243 2nd Floor, Sanford Florida 32771

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

Issuance | Release Date: Tuesday, March 18, 2025

Legal Advertisement Date: Tuesday, March 18, 2025 (Orlando Sentinel)

To: All Prospective Proposers

From: Marisol Ordoñez – Purchasing Manager

Dear Potential Proposer:

The City of Sanford, Florida, a municipal corporation existing under the laws of the State of Florida, herein after also referred to as the “City”, does hereby announce that it is accepting written proposals from all qualified firms or individuals interested in providing the services generally described herein and as specified in the “Scope of Services” of this Request for Proposals (RFQ) document. The successful proposer(s) must demonstrate by his/hers qualifications, experience, availability, approach, and work plan that he/she will best serve the overall needs of the City.

If you are interested in preparing a response to this RFQ, please read requirements carefully and complete the proposal in the manner as set forth in this RFQ document. Your response is considered a binding offer to perform in the manner described in the proposal response and shall remain a firm offer for a period not to exceed one hundred eighty (180) days from public opening. Also please be aware that, under the competitive proposal process, the stipulations set forth herein are fully binding on the proposer to the extent that you confirm acceptance by your signature on Attachment “F”, Proposal and Acceptance of Proposal Terms and Conditions.

All proposers are advised that under Chapter 119, Florida Statutes, all responses are deemed a public record and open to the public as provided for in said statute.

The City welcomes your response to this RFQ document. Proposals should be prepared in accordance with the RFQ instructions and will be evaluated by the City as stated in the evaluation section of this document. The City reserves the right to waive any formalities, to reject any or all proposals or to re-advertise for proposals for these services. The City may withdraw all or part of this RFQ at any time to protect the interests of the City. All proposers are asked to be thorough yet concise in their response. Failure to provide the response in the manner prescribed herein may be grounds for disqualification. Thank you for your interest in doing business with the City of Sanford, Florida.

City of Sanford, Florida | Purchasing Division

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

TABLE OF CONTENTS

SECTION TITLE PAGE

NUMBER

1 Project Overview 3 2 Scope of Services and Technical Requirements 6 3 General Instructions 8 4 Proposal Schedule 14 5 Proposal Response, Criteria and Evaluation Point Values 14 6 Evaluation Process 18 7 General Terms and Conditions 24

ATTACHMENT TITLE PAGE

NUMBER

A Addendum Receipt Acknowledgement Certification 31 B Organizational Information 32 C References 33 D Proposed Schedule of Subcontractors Participation 34 E Acceptance of Proposal Terms and Conditions 35 F Insurance Requirements 36 G Security and Public Safety Requirements Affidavit 39 H Non-Collusion/Lobbying Certification 41 I Conflict of Interest Statement 43 J Florida Statutes on Public Entity Crimes 45 K Compliance with the Public Law Affidavit 47 L Receipt of Exempt Public Records and Agreement to Safeguard 49 M Certificate of Non-Segregated Facilities 51 N Dispute Disclosure Form 52 O Drug-Free Workplace Certification 53 P Unauthorized (Illegal) Alien Workers Affidavit 55 Q E-Verify Compliance Affidavit 56 R Americans With Disabilities Act Affidavit 59 S Solicitation Response Identification Label 60

MISC New Vendor Packet, W9 61

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

SECTION 1. PROJECT OVERVIEW.

1.01 INTENT AND PURPOSE.

The City of Sanford, Florida hereby invites independent contractor/vendor to design, fabricate and install an exhibit in the City of Sanford who are licensed to practice in the State of Florida, to submit proposals for the Memorial to Honor the City of Goldsboro.

1.02 BACKGROUND.

The City of Sanford was incorporated in 1877 under the directional of General Henry Shelton Sanford, and is located in Central Florida in Seminole County. Nicknamed “Celery City” for its agricultural interest in the early 1900’s. Sanford is bounded in the East by Orlando-Sanford International, in North by Lake Monroe, in the West by the Interstate 4, and in the South by Seminole State College and the City of Lake Mary. The Sanford Commercial District was proclaimed a historic district and placed on the National Register in 1976. The Sanford Residential Historic District, an area of approximately 76 blocks south of the commercials district, was placed on the National Register in 1989.

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

The City operates under a Commission/Manager form of government and provides a full range of services to include, fire and rescue, police, the construction and maintenance of streets, sidewalks, parks and recreation, storm-water management, solid waste collection, wastewater, water and other infrastructure, engineering, planning and zoning, building inspections, community and economic development, code enforcement, general administration and support services, and recreational and cultural events.

A quick City Snapshot (as of 2019, provided by the Sanford Economic Development Office):

Area: 26.5 square miles Population: 61,448 Median Household Income: $45,733.00 29 Parks Over 14 Lakes Public Golf Course Voted “Best Waterfront Vibrant Community Destination 2017” by Orlando Weekly

Magazine.

49th largest city in Florida

1.03 TERM.

It is anticipated an Agreement will be awarded for a one-time term contract purchase to begin upon approval and execution by the City; with the opportunity for a one (1) year renewal periods not-to-exceed with a possible extension for one year when in the best interest of the City. The decision to renew or extend the contract shall be at the discretion of the City. The successful proposer(s) shall be required to

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

review the one-time term contract of Professional Consulting Services- Engineering with the City on an annual basis.

A. Services may not begin until after execution of the agreement and approval or all require documentation.

B. The City reserves the right to re-negotiate rates based on current market conditions during the term of the awarded agreement.

1.04 MINIMUM REQUIREMENTS. REVISE BASED ON PROJECT REQUIREMENTS

A. The Proposer shall have been in business for a minimum of three (3) consecutive years and shall currently be licensed to perform services within the State of Florida. This requirement shall be based on the Solicitation’s due date. Copies of documentation demonstrating meeting this minimum requirement shall be submitted with your response. Examples of documentation may include but not be limited to; local business tax receipts for three (3) years, corporation documents with date of inception, certificate of authority, etcetera.

1. If the business headquarters is located outside of the state of Florida, they shall currently be licensed to perform services in both their home state and the state of Florida; and shall have been in business for a minimum of five (5) consecutive years. This requirement shall be based on the Solicitation’s due date. Copies of documentation demonstrating meeting this minimum requirement shall be submitted with your response. Examples of documentation may include, but not be limited to, local business tax receipts for three (3) years, corporation documents with date of inception, certificate of authority, etcetera.

a. In this case the Proposer shall submit to Purchasing a current Certificate of Authority, which is issued through the Department of State and in accordance with Florida Statute 607.1501, within ten (10) business days upon notice of intent to award

2. The Proposer shall have held and maintained for a minimum of three (3) years a current State of Florida:

a. Business or Corporation shall hold a Certificate of Authorization as an Engineering Services Business; or

b. Individuals shall hold a current State of Florida Registered Professional Engineer as required by rule, and have authority to submit certified reports to state agencies (if applicable)

B. Demonstration of Experience: Submission must include evidence of satisfying the following technical qualifications:

1. Technical Design Experience

a. Demonstrated successful completion of similar projects in portfolio, particularly public memorials or government/municipal projects.

b. Proven ability to fabricate and install the memorial with expertise and quality craftmanship.

c. Demonstrate clear commitment to meeting project deadlines and managing milestones effectively.

d. Past projects demonstrate strong alignment with the historic significance of the subject, ensuring accurate and meaningful representation.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

2. Permitting and Compliance experience related to the project.

a. General projects design permitting

b. Any other permitting experience

3. Funding experience

4. Documentation of teams’ professional training and experience with similar projects

5. Identify the teams’ ability to perform the needed services to develop and implement the project within the estimated schedule.

a. The team includes qualified artists, graphic designers, and other professionals necessary for the project’s execution.

6. Documentation of three (3) years or equivalent experience or expertise associated with such Consulting Services for the City and County governments within the State of Florida C. Professional Team Members proposed to provide services for this engagement must include at least one (1) Professional Engineer Registered in the State of Florida and at least one (1) member with AICP certification, if required.

The proposer shall provide proof of the above minimum qualification by furnishing copies and or written documentation to substantiate meeting the requirements. Failure to provide said documentation with your proposal shall be grounds for deeming your proposal unresponsive and removing it from further consideration. This is a non-negotiable item.

THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

SECTION 2. SCOPE OF SERVICES AND TECHNICAL REQUIREMENTS.

2.01 SCOPE OF SERVICES.

The City of Sanford is seeking qualifications for the design, fabrication, and installation of a permanent exhibit in the City Hall lobby. The exhibit will celebrate the historic Goldsboro neighborhood, the second incorporated African American municipality in Florida, which was established on December 1, 1891.

This exhibit will highlight the incorporation period (1891-1911) and the eventual dissolution of the incorporation by Florida Legislature, against the wishes of Goldsboro citizens. The exhibit must be installed by November 15, 2025

i. Design, fabricate, and install an exhibit of approximately 8x8.

A. Design Phase

1. Collaborate with the Race Equality, Equity, and Inclusion Committee, community partners, and the City Museum and Historic Preservation Staff.

2. Develop concepts for a permanent exhibit (approximately 8' x 8' in size) that celebrates

Goldsboro’s history, focusing on the period from 1891 to 1911.

3. Incorporate narratives, artifacts, imagery, and other relevant content that accurately reflect the cultural and historical significance of Goldsboro’s incorporation.

4. Ensure the exhibit highlights the dissolution of Goldsboro’s incorporation by the Florida

Legislature, while respecting the desires and sentiments of Goldsboro’s community members.

5. The exhibit design should be engaging, accessible, and respectful of the cultural heritage of the Goldsboro community.

6. Ensure that the exhibit integrates well with the aesthetic and architectural design of the Sanford City Hall lobby.

B. Fabrication Phase

1. Fabricate the exhibit using durable, high-quality materials suitable for long-term display in a public building.

2. Ensure that the fabrication process allows for safe installation and future maintenance.

3. The exhibit must include dimensional elements that offer an interactive and immersive experience for visitors.

4. Include multimedia elements (such as photographs, digital displays, or sound elements) if appropriate, to enhance visitor engagement and understanding of Goldsboro's history.

C. Timeline

1. The final exhibit must be installed and operational by November 15, 2025.

2. The design phase should be completed within a timeline agreed upon by both parties, with milestones for review and feedback from the stakeholders.

3. The fabrication and installation should be completed within an agreed-upon schedule that ensures timely delivery by the final deadline.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

D. Materials and Accessibility

1. The exhibit should be designed and fabricated using materials that are safe, durable, and appropriate for public display.

2. The exhibit must be fully accessible to individuals with disabilities, meeting or exceeding the standards of the Americans with Disabilities Act (ADA).

3. Ensure that all text, audio, and visual materials are easily readable, understandable, and engaging for a wide range of audiences.

E. Maintenance

1. The designer will provide comprehensive instructions on how to maintain and repair the exhibit, as needed.

2. The materials used in the exhibit must be selected for their durability and ability to withstand the wear and tear associated with a public space.

2.02 It is noted there are a number of disciplines listed in which related services will not be needed or used by the City at a level which predicates the need for establishment of a Master Contract. Therefore, since preparing a response requires time and effort, firms are welcome and encouraged to contact the Purchasing Manager of the City at 407.688.5028 for guidance or information regarding the applicability of their firm’s specialty(s) to the needs of the City.

2.03 It is underscored that discipline and experience profile codes must be accurately reflected.

Also, if a firm is to be certified by the City in multiple disciplines, it is essential that resumes of key personnel, relevant projects and experience information include designations and notations regarding discipline and experience profile codes. See Section 5.05 (1)

2.04 The City of Sanford Purchasing Department does not pre-qualify firms for CCNA solicitations. Firms must submit qualifications for each new CCNA solicitation for which they are interested in providing services.

2.05 The past projects demonstrate strong alignment with the historic significance of the subject, ensuring accurate and meaningful representation.

2.06 Projects are engaging for the public, convey the mission effectively, and incorporate the voice of the community.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

SECTION 3. GENERAL INSTRUCTIONS FOR PROPOSAL DELIVERY AND PREPARATION.

3.01 REQUESTING THE SOLICITATION DOCUMENT.

The RFQ documents are available on-line at no charge via VendorLink https://www.myvendorlink.com Register as a vendor to download the solicitation documents and the City of Sanford website:

https://sanfordfl.gov/government/finance/purchasing-division/ solicitations may also be viewed and downloaded. The City is not responsible for errors and omissions occurring in the transmission or downloading of any documents from these websites. In the event of any discrepancy between information on these websites and the hardcopy specifications, the terms of the hardcopy specifications shall prevail.

For more information call the Purchasing Division at (407) 688-5028, or extension 5030. Important: The desire of the City to pursue proposals shall in no way obligate the City to compensate you for your efforts or to execute a contract with your firm.

3.02 AMERICA DISSABILITY.

VendorLink has no affiliation with the City other than as a service that facilitates communication between the City and its vendors. VendorLink is an independent entity and is not an agent or representative of the City.

3.03 ON-LINE SERVICE PROVIDER DISCLAIMER.

VendorLink has no affiliation with the City other than as a service that facilitates communication between the City and its vendors. VendorLink is an independent entity and is not an agent or representative of the City.

The City of Sanford (City) Purchasing professionals provides, from time to time, for online bidding or the response to other forms of solicitation by means of online submissions such as by the specific means of the City using VendorLink (and Internet portal where vendors can register and receive electronic email notifications of upcoming solicitations as they become available) to accomplish an array of actions during the course of City procurement activities. The City does not accept any responsibility for the failure or inability of any vendor to engage in online bidding or the submission of any response to a City procurement activity or for any loss which may arise from the online activities of the City of a vendor’s reliance on information contained on the VendorLink website. Also, untimely submissions will be deemed to be inherently non-responsive and will not be considered in evaluating the competitive bids or responses submitted during the course of a City procurement activity.

3.04 DISCLAIMER OF LIABILITY.

In accordance with HB 2127 Section 6 (3) (a), states; An entity or affiliate who has been placed on the discriminatory vendor list may not contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor or consultant under with any public entity and may not transact business with any public entity.

3.05 SOLICITATION DOCUMENTS FROM THIRD PARTY PROVIDERS.

https://www.myvendorlink.com/ https://sanfordfl.gov/government/finance/purchasing-division/

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

The City of Sanford Purchasing Division, its website, and its service provider, VendorLink are the only authorized sources of solicitation documents/forms. Solicitation documents/forms obtained from any other third-party source may be an incomplete set of documents. Proposers using solicitation documents/forms obtained from any other third-party source are advised to contact the City’s Purchasing Division to provide a contact name, mailing address, phone number, fax number, and email address to obtain a complete set of solicitation documents and to enable notification of required addenda.

Reproduction of these documents without the express permission of the City is prohibited.

3.06 PRE-PROPOSAL CONFERENCE.

There will be no pre-proposal conference for this project.

IMPORTANT NOTE: It is imperative that all proposers have a clear understanding of the scope of services requirements. As such, the City reserves the right to change the non-mandatory pre-proposal conference or to schedule a pre-proposal conference; therefore, in the event a non-mandatory pre-proposal conference is required and/or subsequently scheduled, attendance will be a pre-requisite for submitting a proposal; and proposals will only be accepted from those who are represented at a mandatory pre-proposal conference. Attendance at the pre-proposal conference will be evidenced by the proposer’s/representative’s signature on the attendance roster. In the event of a mandatory pre-proposal conference, the time, date, and location of the meeting will be noted in the released Addendum notifying such requirement. Please plan your travel time accordingly.

3.07 INTERPRETATION AND QUESTIONS.

All questions relating to this RFQ document must be in writing on VendorLink electronically https://www.myvendorlink.com no later than 2:00 P.M. Local Time on April 10, 2025.

A. It is the proposer’s responsibility to become familiar with and fully informed regarding the terms, conditions and specifications of this RFQ solicitation. Lack of understanding and/or misinterpretation of any portions of this RFQ solicitation document shall not be cause for withdrawal of your RFQ response after opening or for subsequent protest of award. Proposers must contact the Purchasing Division prior to proposal opening, should clarification be required.

B. Any interpretations, clarifications, or changes will be made in the form of written addenda issued by the Purchasing Division.

C. Any oral communications will not be authoritative and will not be binding on the City.

D. It is the sole responsibility of the proposer to contact the Purchasing Division prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with each proposal.

E. Addenda will be available to all proposers on VendorLink https://www.myvendorlink.com.

3.08 PREPARATION AND FORMAT.

Proposals should be prepared in a clear and concise manner to meet the requirements of the RFQ.

Emphasis should concentrate on conformance to the RFQ instructions, responsiveness to the requirements, as well as completeness and clarity of content.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

3.09 PAGE LIMITATION.

Proposal packages shall be limited to not more than 50 PAGES, printed on a single side of paper, with a font no less than twelve (12) point.

Note: Required attachments and forms will not be counted in the 50-page limitation.

3.10 COMPLETENESS.

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

A. Selection dividers with tabs labeled. Tab “A” through Tab “E”, to identify each required criteria in Section 5;

B. All attachments shall be placed under the appropriate tab for that sub-section.

C. Currently valid Certificates of Insurance; and Local Business Tax Receipt (formerly known as

Occupational License) shall be placed under Tab “D” of your proposal.

3.11 JOINT VENTURES.

All proposers intending to submit a proposal as a Joint Venture are required to have filed proper documents with the Florida Department of State, the Division of Professions, Construction Licensing Board and/or any other state or local licensing Agency prior to submitting a proposal response. Please refer to Section

489.119 Florida Statutes.

Joint Venture Firms must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal Joint Venture Agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.

3.12 CORPORATE STANDING AND AUTHORIZED SIGNATORY.

The proposer must demonstrate that the company is in good standing and that the person signing this proposal is an Authorized Signatory on behalf of the proposer to sign proposals, negotiate and/or sign contracts, agreements, amendments and related documents to which the proposer will be duly bound. The proposer must provide a copy of the State Certificate of Good Standing/Articles of Incorporation listing the officers of the company. In addition to the aforementioned documents, the Bidder/Proposer must include necessary information to verify the individual signing this proposal/bid and or any contract document has been authorized to bind the corporation. Examples include:

A. A copy of your Articles of Incorporation listing the approved signatories of the corporation.

B. A copy of a resolution listing the members of staff as authorized signatories for the company.

C. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

3.13 PROPRIETARY INFORMATION.

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

B. A generic notation that information is “confidential” is not sufficient. Failure to provide the Purchasing Division with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

3.14 PROPOSAL REPRODUCTION.

Please submit six (6) copies of the proposal package, one (1) unbound original and five (5) bound copies.

The submittal MUST also include a single CD-ROM or memory stick containing the entire submittal formatted to be read with Microsoft® software products or Adobe® PDF software. Please ensure all applicable required submittal documents are included with your proposal.

3.15 PROPOSAL SUBMITTAL AND DELIVERY.

A. Sealed proposals must be received in the City’s Purchasing Division no later than 2:00 P.M. Local Time on Thursday, April 17, 2025. Proposals received after the stated date and time will not be accepted and will be returned unopened. The City will not be responsible for any bid/proposal delivered incorrectly or to the wrong address or location. No exceptions will be made. Proposals shall be submitted and delivered to the below address in a sealed, opaque envelope or packaging material, plainly marked on the outside with the following:

City of Sanford Purchasing Division 300 N. Park Avenue Suite 243, 2nd Floor Sanford, Florida 32771 RE: Solicitation RFQ 24/25-17 Solicitation Title: Historic Goldsboro Art Design Attention: Marisol Ordonez, Purchasing Manager

i. For your convenience, Attachment “S”, Solicitation Response Identification Label has been provided to properly identify and affix to your RFQ response.

B. If submitted by mail, the Proposal submittal shall be enclosed in a sealed envelope addressed to the designated Purchasing Manager. Proposals submitted by mail must be received by the Purchasing Division by the time specified herein for the opening thereof.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

1. Please be advised that United States Postal Service (USPS) Express and Priority service class; are delivered to the City once daily. Accordingly, in order for a submission to be received by the Purchasing Division when the services of the USPS are used, a proposer or bidder is responsible for ensuring that their submittal is transmitted in such manner as necessary for the USPS to receive, sort, and deliver to the City by the submittal due date and time.

2. The City only collects other USPS mail one (1) time per day upon opening of the local Post Office branch, which is then sorted by the City for delivery to the Purchasing Division and other City departments. Submissions arriving at the USPS after the initial pick-up by the City will be placed in the City’s call-box for pick-up and will not be delivered to or received by the Purchasing Division until the next business day.

3. When using the USPS or any other mail delivery services, it is the sole responsibility of the Proposer to ensure that Proposals are received in the Purchasing Division by the due date and time. The City shall not be responsible for delays caused by any occurrence.

3.16 IMPROPER IDENTIFICATION AND TIMELINESS.

The City is not responsible for the failure of a proposer or the proposer’s agent to submit responses in a timely manner or for a proposal that is not properly addressed or identified. Proposal delivery by electronic means, such as facsimile and e-mail, is not allowed.

3.17 PUBLIC OPENING OF PROPOSALS.

Proposals will be announced publicly by the Purchasing Division on the due date and time or as soon thereafter as possible. Only the names of the respondents and verification of bond submittal, if applicable, will be publicly announced. Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Article I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. All other information will be subject to Florida’s Open Government Laws to Public Contracting.

3.18 WITHDRAWAL OF PROPOSALS.

Proposals may not be withdrawn for a period of one hundred eighty days (180) days after the public opening date.

3.19 OWNERSHIP OF DOCUMENTS.

All documents resulting from this RFQ solicitation shall become the sole property of the City. All Proposals received from proposers in response to the RFQ solicitation will become the property of the City and will not be returned to proposers. In the event of an award, all documentation produced as part of the Contract will become the exclusive property of the City.

A. Drawings, specifications, designs, models, photographs, reports, surveys, calculations, and other data provided in connection with this RFQ solicitation and/or awarded agreement as a result of this solicitation process; are and shall remain the property of the City whether the project for which they are made is executed or not. Such finished or unfinished documents, data, calculations, studies, surveys, specifications, drawings, maps, models, photographs and reports prepared by the

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

successful proposer(s) shall be delivered by the successful proposer(s) to the City at the conclusion of the project or the termination of the successful proposer(s)’ services.

B. When such documents are provided to other parties, the successful proposer(s) shall ensure return of the City’s property by collecting a deposit equal to the cost of reproduction.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

SECTION 4. RFQ SOLICITATION PROCESS SCHEDULE.

4.01 TENTATIVE SCHEDULE.

Tentative Schedule

Task Date

RFQ Released to General Public Tuesday, March 18, 2025 Deadline for Questions by Interested Parties Thursday, April 10, 2025 Proposal Due Date and Opening Thursday, April 17, 2025 Evaluation and Selection April 2025 Presentations, if required TBD City Commission or City Manager Approval of Contract TBD

SECTION 5. PROPOSAL RESPONSE, CRITERIA, AND EVALUATION POINT VALUES.

5.01 EVALUATION CRITERIA.

Evaluation Criteria

Tab Assignment Category Maximum Points

A Firm’s Qualifications and Experience 35 B Similar Projects/References 30 C Project Approach 20 D RFQ Solicitation Response Required Forms 10 E Price Proposal Acceptance 5 F Additional Information 0

MAXIMUM TOTAL POINTS

If and when, presentation is requested an additional point

5-10

MAXIMUM TOTAL POINTS 110

5.02 FIRM QUALIFICATIONS AND EXPERIENCE – TAB “A” (35 POINTS).

A. Letter of Transmittal. Provide a letter of transmittal, no longer than two (2) pages, signed by an authorized representative of the proposer, including a brief description of your firm’s location, organization structure, and philosophy. (This section is not included in the overall proposal fifty

(50) page count)

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

B. Individuals and Qualifications. Identify and include qualifications of specific individuals to be assigned to the project (include names, contact information, and resumes) and specify which services the individuals will provide to the City including the lead designer, project manager, highlighting relevant experience.

C. Litigation. Please list any past and/or pending litigation or disputes relating to the work described herein that your firm has been involved in within the last five (5) years. The list shall include each project name and the nature of the litigation. Complete Attachment “N” Dispute Disclosure Form.

D. Company Overview. A brief description of the company, including its history, experience, and expertise in designing, fabricating, and installing exhibits.

5.03 SIMILAR PROJECTS – TAB “B” (30 POINTS).

A. To demonstrate experience and success in conducting similar work, the proposer shall provide a minimum of three (3) references of similar size projects in similar circumstances with appropriate reference information, concentrating only on those projects completed within the last three (3) years or currently underway by the proposer’s firm, as follows:

1. Client name, address, phone, fax number and email address;

2. Description of all services provided;

3. Performance period; and,

4. Total annual amount of contract.

5. Unless otherwise stated to submit reference information in a different format/manner, please complete and submit Attachment “C” References with your proposal response.

a. References. Proposers must list five (5) references resulting from projects which were performed within the last three (3) years. Proposers shall complete and submit with their response Attachment “C”, References.

6. Strong references from past clients or collaborators demonstrating successful project completion and reliability.

B. Demonstrated successful completion of similar projects in portfolio, particularly public memorials or government/exceptional submission fully meets and exceeds expectations.

C. Describe any significant or unique awards received or accomplishments made in previous, similar projects.

NOTE: Please do not include projects completed or currently underway with the City of Sanford.

5.04 PROJECT APPROACH – TAB “C” (20 POINTS).

A. State your firm’s technical approach to the project and the interpretation of the scope of services required.

B. Define the adequacy of resources, including personnel, labor, equipment and supply resources, and other requirements to provide the requested services.

C. Provide a clear statement of the specific services and tasks to be performed. Include information concerning each task and staff committed to accomplish each task.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

D. Provide a typical response time and/or project implementation schedule for proposed services including any management and planning strategies.

E. Provide information regarding any proposed innovative concepts that may enhance the value and quality of the services to be performed.

F. Organization reflects diversity and inclusion in staffing and project approach.

G. A detailed description of the proposed approach for the design, fabrication, and installation of the exhibit, including a timeline, design concept, and any proposed materials or technologies to be used.

5.05 RFQ SOLICITATION RESPONSE REQUIRED FORMS – TAB “D” (10 POINTS).

Proposers shall include all applicable and duly executed forms under this section.

A. Addenda Acknowledgement. If applicable, Proposers must complete and submit with their response Attachment “A”, Addendum Acknowledgement.

B. Corporate Standing and Authorized Signatories. Proposers must provide a copy of the State Certificate of Good Standing/Articles of Incorporation listing the officers of the company. Please complete and comply with Attachment “B”, Organizational Information and provide one of the forms of evidence of Signatory Authority listed in Section III, (I) Corporate Standing and Authorized Signatories.

C. Sub-Contractors. Proposers must list any sub-contractors that shall be used to accomplish the scope of services. Please complete and Submit Attachment “D”, Schedule of Proposed Subcontractor Participation. If no subcontractors are going to be used, check the box for “No Subcontracting (of any kind) will be utilized on this project” at the top of the form.

a. Strong references from past clients or collaborators demonstrating successful project completion and reliability.

D. Insurance Certificates. Provide copies of your current liability and workers’ compensation Certificates of Insurance. The proposer(s) will be required to provide proof of insurance with the require Certificate of Insurance coverage as required in Attachment “F”, Section 00618 Insurance Requirements in order to be consider a responsive bidder. Note: Policies other than Workers’ Compensation shall be issued only by companies authorized to conduct business in the State of Florida, with active certificates of authority issued by the State of Florida, Department of Insurance.

E. Non-Collusion/Lobbying Certification. Proposers must complete and submit with their response Attachment “H”, Non-Collusion/Lobbying Certification and have it notarized.

F. Conflict of Interest. Proposers must provide disclosure of any potential conflict of interest due to any other clients, contracts, or property interests for this project only. Proposers must complete and submit with their response Attachment “I”, Conflict of Interest Statement and have it notarized certifying that no member of your firm ownership, management, or staff has a vested interest in any aspect of this solicitation or any department within the City of Sanford.

G. Drug Free Workplace Certification. If applicable, Proposers must complete and submit with their response Attachment “O”, Drug Free Workplace Certification and have it notarized.

H. Local Business Tax Receipt. Provide a copy of your Local Business Tax Receipt. In accordance with section 205.065, Florida Statutes, a current Department of Professional Regulation certificate may be provided in lieu of a Local Business Tax Receipt, with a copy of the corresponding

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

Occupational License of the home state, county, or city.

I. Proof of Licenses/Certification. Please include copies of applicable licensure/certification, including; but not limited to:

1. Provide proof of proper State of Florida business licensure and professional certification(s)/registration(s) in the State of Florida.

2. Provide proof of corporate registration to operate in the State of Florida by the Department of State, Division of Corporations. Information concerning certification can be obtained at: http://dos.myflorida.com/sunbiz/. Please note: certification must be on active status only.

3. W-9 Form. Proposers that have not done business with the City or have not provided a W-9 within the last two (2) years must submit a W-9 with their proposal.

J. The following forms must be included Attachment “M” Certificate of Non-Segregated Facilities, and Attachment “K” Compliance with Public Records Law Affidavit and any additional forms not mentioned above.

5.06 PROPOSAL & ACCEPTANCE OF PROPOSAL T&C – TAB “E” (5 POINTS).

Attachment “E”, Proposal and Acceptance of Proposal Terms and Conditions Certification, [page 35] shall be completed and included in Tab D. An authorized signatory must sign [page 35] attesting to knowledge of scope of services, committing to the prices as offered, and acceptance of the terms and conditions. This form must be notarized. As stewards of public funds, the City maintains all adopted budgetary parameters in the performance of its contracts. The ability of the successful proposer to maintain a sense of fiscal responsibility shall be favorably considered in the evaluation of proposals.

Proposer may include a section for appendixes including promotional materials or supporting documentation not otherwise requested herein. Please clearly designate this section in your response. This will be for informational purposes only.

5.07 ADDITIONAL INFORMATION- TAB “F” (0) POINTS

Proposers may include a section for appendixes including promotional material or supporting documentation not otherwise requested herein. Please clearly designate this section in your response.

This will be for informational purposes only.

5.08 PRESENTATION- WHEN REQUIRE (5-10) POINTS.

If, and when a presentation is requested the committee will short list the top three (3) vendors to provide a 30-minute presentation at vendor’s expense. See Section 6.5 for instructions. The committee will evaluate the presentations and add an additional score not to exceed five to ten (5-10 MAX) points (see scoring system above).

http://dos.myflorida.com/sunbiz/

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

SECTION 6. EVALUATION PROCESS.

6.01 DETERMINING RESPONSIBILITY.

In conjunction with the weighted criteria being used to determine the qualifications and capability of the proposer, the City may also consider the proposer’s ability to meet or exceed the following criteria:

A. The proposer's ability, capacity, and skill to perform the contract or provide the service within the time specified;

B. The reputation, judgement and experience of the proposer’s;

C. The quality of performance of previous contracts or services including previous performance with the City;

D. Previous and existing compliance by the proposer with laws and ordinances relating to the contract or service;

E. Financial resources of the proposer to perform the contract or provide the service; and, F. Whether the proposer is in arrears to the City on a debt or a contract; whether the proposer is in default on surety to the City; or whether the proposer's taxes are delinquent.

6.02 USE OF THE WORDS “SHALL”, “MUST”, “WILL”.

The City of Sanford has established certain requirements with respect to proposals to be submitted by prospective Proposers. The use of "shall", "must" or "will" (except to indicate simple futurity) in the Request for Proposals (RFQ) indicates a requirement or condition, which must be met. The City may, at its sole discretion, waive these requirements or conditions if the conditions are determined to be not material. A deviation from a requirement is material if the deficient response is not in substantial accord with the RFQ requirements, provides an advantage to one Proposer over other Proposers, or has a potentially significant effect on the delivery, quantity or quality of items proposed amount paid to the Proposer, or for the cost to City of Sanford. Material deviations cannot be waived.

6.03 INITIAL EVALUATION OF PROPOSALS.

A. Each proposal is initially evaluated by the Purchasing Division to ensure each proposal meets the minimum criteria as set forth in the solicitation document. A Proposal Submittal Checklist of the essential items required by the solicitation shall be prepared by the designated Purchasing Representative and presented to the Evaluation Committee for consideration and action. This process may include, but is not limited to the following:

1. The proposal was submitted by the deadline;

2. All required documents have been submitted;

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

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

B. The City, at its sole discretion, may utilize the services of one or more independent firms, consultants, technical experts, and/or services to assist in the review or to provide an assessment, Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

evaluation, and/or opinion as to the merits or validity of the proposer’s response to this RFQ.

C. The factors included in the evaluation scoring system above provided general information about the ranking of firms. It is noted that additional items may be considered on this process. Firms will be evaluated on the depth of their experience. Experience must be shown and the submitter must be familiar with all related Federal, State, and local government codes, laws, regulations and requirements for the industry.

6.04 EVALUATION COMMITTEE.

The Evaluation Committee is comprised of qualified and recommended City staff members, professional City advisors, or local government staff or officials who are appointed by the City Manager or Designee in coordination with the requesting department. The Evaluation Committee shall consist of members who have experience, knowledge and/or expertise in the program area and service requirements of the solicitation. The designated Purchasing Representative serves as the non-voting chair of the committee.

6.05 INITIAL RANKING AND/OR SHORLIST.

The Evaluation Committee may be tasked with selecting a minimum of three (3) and a maximum of six

(6) of the proposals submitted for presentation and/or interview based upon the criteria established herein.

If fewer than three (3) proposers submit a proposal, those that submit may be selected for presentations or interviews; or the solicitation may be cancelled at the sole discretion of the City. Please note that the short-list will be qualification based. Pricing and solutions are not considered as part of the response.

6.06 PRESENTATIONS OR INTERVIEWS.

The City may request that proposers provide presentations to the Evaluation Committee, City Manager, and/or City Commission; and/or conduct interviews with the selected proposers regarding the qualifications, ability to furnish the required services, and all criteria set forth herein. The Purchasing Division will notify all selected proposers of the City’s decision to request presentations and/or interviews, as applicable. Therefore, the proposer shall have officials of the appropriate management level present and representing the firm, if a presentation is scheduled by the City. The proposer understands that any and all costs related to the presentations and interview process is considered an operational cost of the Proposer and shall not be passed on to, or be borne by the City.

Presentations may include, but not be limited to; a presentation from the proposer and questions from the City. The City will make an effort to provide questions to be addressed in these sessions to the respective proposer prior to the session. The proposer shall address all questions provided in their presentation and provide same in handouts and on digital format. The proposer understands that any and all costs related to the presentations and interview process is considered an operational cost of the Proposer and shall not be passed on to, or be borne by the City.

Pursuant to Florida Statute Chapter 286, any portions of a meeting, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation, are exempt from Florida Statute

286.011 and Statute 24(b), Article I of the State Constitution.

6.07 BEST AND FINAL OFFER AND CONTRACT NEGOTIATIONS.

Phone: 407-688-5028, or 5030 | Fax: 407-688-5021

Solicitation Number:

RFQ 24/25-17

REQUEST FOR QUALIFICATIONS (RFQ)

One-Time Purchase Due Date

April 17, 2025

TITLE: HISTORIC GOLDSBORO ART DESIGN

The City may request that the respondents provide a Best and Final Offer submittal before final determination for recommendation of contract award.