RFQ-25-3_Solicitation_Document.pdf

RFQ-25-3

Canaveral Port Authority Request for Qualifications for

OWNER’S REPRESENTATIVE SERVICES FOR CRUISE TERMINAL 5 EXPANSION

445 Challenger Road Suite 301 Cape Canaveral, FL 32920

(321) 783-7831

RFP Issue Date: March 5, 2025______________ RFP Due Date: March 26, 2025_@ 2:00 PM___ Prepared By: Canaveral Port Authority___ Published Date: March 5, 2025

OWNER’S REPRESENTATIVE SERVICES FOR CRUISE TERMINAL 5 EXPANSION

RFQ-25-3

PN 25-011E

REQUEST FOR QUALIFICATIONS

The Canaveral Port Authority is seeking qualifications from interested professional services firms to provide OWNER’S REPRESENTATIVE SERVICES FOR CRUISE TERMINAL 5 EXPANSION for the Canaveral Port Authority, Cape Canaveral, Florida, RFQ-25-3, PN# 25-011E.

Effective March 5, 2025, Proposal Qualification Packets can be downloaded from the CPA website http://www.portcanaveral.com/Business-With-Us/Current-Solicitations via the VendorLink link. Direct all inquiries to Karen Pappas at (321) 394-3219 or kpappas@portcanaveral.com. This solicitation is governed by CPA Policy POL-2016-002-PUR-3, Establishment of a Limited Communications Period with Respect to Procurement Procedures. These services will be acquired in compliance with the Consultants Competitive Negotiations Act, Florida Statues 287.055.

Sealed written Qualifications Proposals will be received by the undersigned at Canaveral Port Authority, Maritime Purchasing Center, 399 Challenger Rd, Cape Canaveral, Florida 32920 until March 26, 2025, at 2:00 PM-EDT. The Maritime Purchasing Center is open weekdays from 8 AM to 12 Noon and from 1 PM to 5 PM. Also, by the specified date and time, an electronic copy of the Qualifications Proposals must be uploaded through VendorLink.

A selection committee meeting will be held on April 2, 2025, at 2:00 PM for the purpose of reviewing proposals, ranking and shortlist selection. On April 10, 2025, the shortlisted firms will participate in oral interviews / presentations (if required), followed by another selection committee meeting at 2:00 PM to prepare the final ranking. The final ranking will be presented to the Canaveral Port Authority Board of Commissioners for approval at the April 23, 2025, meeting. The selection committee meeting will be held in the Maritime Purchasing Center, 399 Challenger Rd, Cape Canaveral, Florida 32920 and will be open to the public.

It is anticipated that only one firm will be selected. The Owner reserves the right to reject all proposals with or without cause, to waive technical errors and informalities, and to accept the proposal that best serves the Owner.

The Canaveral Port Authority

By________________________ Karen Pappas Director, Procurement

Publish on: March 5, 2025 Florida Today – Brevard Edition http://www.portcanaveral.com/Business-With-Us/Current-Solicitations mailto:kpappas@portcanaveral.com

OWNER’S REPRESENTATIVE SERVICES FOR CRUISE TERMINAL 5

RFQ-25-3 / PN 25-011E

PURPOSE

The purpose of this Request for Qualifications (RFQ) is to select the most highly qualified Firm to provide the requested services. Proposals will be reviewed and evaluated as to qualifications to perform the services required by a Selection Committee consisting of Canaveral Port Authority staff. The selection committee will make a recommendation and present it to the Canaveral Port Authority Board of Commissioners for approval.

This Request for Qualifications is a one step process with potential interviews with select firms and consists of a Qualifications Package with required submittal information, which is detailed later in this section.

BACKGROUND

This document shall serve to provide interested parties with specific information as to the Procedures for Selection of a Professional Services firm where the method of compensation is a Negotiated Fee or other method of compensation depending upon the scope of services. These services will be acquired in compliance with the Consultants Competitive Negotiations Act, Florida Statues 287.055 and will be awarded to only one Firm.

In determining whether a Firm is qualified, the Canaveral Port Authority shall consider such factors as the ability of professional personnel; past performance; willingness to meet time and budget requirements; location of supporting office and staff; and recent, current, and projected workloads of the Firm.

PROJECT DESCRIPTION

The Canaveral Port Authority is seeking proposals from qualified Owner’s Representative firms to support the Cruise Terminal 5 Expansion project for the Canaveral Port Authority, Cape Canaveral, Florida. The Cruise Terminal 5 Expansion project (awarded under separate contract) includes an expansion of approximately 50,000 S.F. (25,000 S.F. at each level), additional passenger queuing for security screening and pre-board seating, an expanded Customs and Boarder Protection (CBP) Federal Inspection Service (FIS) area, expanded luggage hall, and structured parking for an additional 1500 vehicles plus ancillary access roadway modification. This Request for Qualifications is seeking an Owner’s Representative Firm or Team (Proposer) to provide Professional and Project Management services during the construction phases of the Cruise Terminal 5 expansion.

MINIMUM CRITERIA

As a minimum, the firms proposing shall have at least ten (10) years of experience in working on passenger terminal construction projects for the scope of work below and must provide references of at least three (3) prior successful similar projects. The consultant will provide the appropriate professional experienced staff to meet the requirements of the Canaveral Port Authority.

It is recommended that the firm and all subconsultants have an office within reasonable proximity to the Canaveral Port Authority and demonstrate that they would be able to provide services in a timely manner.

SCOPE OF SERVICES

The Scope of Services for this Request includes professional and technical project management services for the Canaveral Port Authority (CPA) in their construction delivery process for the Cruise Terminal 5 Expansion and Cruise Terminal 5 Parking Expansion projects. The services are to be performed in cooperation with Canaveral Port Authority, its clients, consultants, architect, engineers, and construction contractors as contracted with CPA. Special coordination and a high level of expectation by the Owner will be held on the selected Proposer to provide maximum coordination, support, and professionalism.

CPA anticipates that the Owner’s Representative team will consist of one full-time Senior Field Inspector.

A second Senior Field Inspector may also be required if construction is conducted during two shifts per day. The Owner’s Representative shall provide on a part-time basis as needed: scheduling expert, cost estimating, and materials testing capabilities. Owner’s Representative team shall have experience with CPA’s project management software, Procore.

Anticipated duties include, but are not limited to, submittal/shop drawing reviews, field inspections, daily field reports, attendance at all construction progress meetings, review and track all cost change events.

Work directly with the Canaveral Port Authority Project Manager daily and provide updates of progress.

Work directly with the contractor to track schedule and completed work.

I. GENERAL OPERATING PARAMETERS

A. Owner’s Representative personnel shall not settle disputes or differences of opinion between prime contractors and their subcontractors, or between subcontractors.

B. Where differences of opinion exist between Owner’s Representative personnel and Canaveral

Port Authority personnel, the differences shall not be discussed in the presence of prime contractors or their subcontractors.

C. The Owner’s Representative shall not issue written or oral instructions to, or make any agreements with, prime contractors or their representatives which affect the work in material ways, or which may result in disputes and claims. The Owner’s Representative has no authority, either implied or explicit, to bind the Canaveral Port Authority in any manner. The Owner’s Representative shall not represent him or herself as a Canaveral Port Authority employee under any circumstances and shall further clearly identify that he or she is a contractor employee when interacting with other contractors and Canaveral Port Authority Officials.

D. The Owner’s Representative shall not under any circumstances assume the responsibilities of the construction contractor(s). This specifically includes the areas of quality control, safety or coordination of work to be performed by subcontractors.

E. The Owner’s Representative shall participate in all necessary liaisons, coordination, and support with any project related agencies and representatives at the Federal, State, Regional, and Local levels as appropriate for each Work Authorization.

F. For each Owner’s Representative employee, the Owner’s Representative shall provide their own computer equipment and software to fully satisfy all operational requirements of the Canaveral Port Authority. No direct reimbursement is authorized for such items. The Owner’s Representative equipment and software must be compatible with the system and software used by the Canaveral Port Authority, i.e. Microsoft Office applications like AutoCAD (latest release), Office 365

(including Outlook, Word, Excel, PowerPoint), Oracle P6 and Project Management Software. At this time the Project Management software will be Procore.

II. PROFESSIONAL SERVICE TASKS

A. TASK 1: CONSTRUCTION PHASE SERVICES

i. Project Construction Phase Services. One office will be provided for the Owner’s Representative within the contractor’s trailer complex. The Owner’s Representative is required to work out of this office and prepare and maintain daily reports for project activities noting events affecting construction progress (e.g., weather, manpower, site equipment, work performed, etc.).

Construction phase services include: documenting actions taken and decisions made;

monitoring the submittal review process including maintenance of submittal logs; review and monitoring of project schedules for construction progress with emphasis on milestone completion dates, phasing requirements, work flow, material deliveries, and test dates; monitoring Requests for Information (RFIs); maintain a log of potential cost impacts; assisting in problem resolution;

reviewing Contractor’s marked up sets of as-built project plans for future record drawings;

performing routine inspections of construction as work proceeds, taking action to identify work that does not conform to the contract requirements, and notifying the Contractor when work is thought to require correction; compiling, through site inspections, lists of defects and omissions related to the work performed and providing these lists to the Contractor for determination of the need for correction; review of construction contractor payment requests; administration of construction contract change orders or contingency use requests; preparing cost estimates, reviewing cost proposals and providing recommendations to the Canaveral Port Authority;

preparing change order packages for processing; monitoring construction contractor compliance with established safety standards (note and report unsafe working conditions, failures to adhere to safety plan required by construction contract); monitoring the design and construction clarification process and, when appropriate, reminding the A/E and other parties involved of the need for timely actions and notifying the Canaveral Port Authority of potential delays; participation in all “Partnering” activities during construction (workshops, meetings,); preparing special reports and regular project status reports; and provide cost estimating. Within 7 calendar days of receiving a Contingency Use Request (CUR), Allowance Use Request (AUR), or change order request (COR), the Owner’s Representative shall provide a narrative opinion regarding eligibility/entitlement and the Owner Representative’s cost estimate for the added/changed work.

ii. Claims Services. The Owner’s Representative may be tasked to provide Claims Services. For definition purposes, Claims Services apply to providing technical support (not legal assistance) in handling disputed matters once a contractor has made written demand for payment or other relief under the contract and submitted it to the Contracting Officer for decision in accordance with their Contract. A claim does not arise solely upon the occurrence of a dispute or controversy. In relation to Claims Services, the Owner’s Representative will review disputes and claims from the A-E and/or construction contractor(s) and render all assistance that the Canaveral Port Authority requires, including, but not limited to, the following:

a. Furnishing reports with supporting information necessary to resolve disputes or defend against the claims.

b. Preparation and assembly of appeal files.

c. Participation in meetings or negotiations with claimants.

d. Appearance in legal proceedings.

e. Preparation of cost estimates for use in claims negotiations.

f. Preparation of risk assessments/analyses relative to claim exposures.

g. Preparation of findings of fact and any other documentation required by the Government

iii. Owner’s Representative Team Staffing:

a. It is anticipated that the Owner’s Representative team will consist of one (1) primary role:

Senior Field Inspector. This individual will be supplemented with scheduling expert(s), cost change expert(s), materials testing, and topographic surveying capabilities (if additional testing or survey is requested by the Canaveral Port Authority).

b. In the event that any of the key personnel named in the Owner’s Representative quotation, as accepted by the Canaveral Port Authority for this project, are unable to perform because of death, illness, resignation from employ, dissolution of agreement, or other reasons, the Owner’s Representative shall submit within 24 hours to the Canaveral Port Authority, detailed written explanations of the circumstances necessitating the proposed substitutions, complete resumes for the proposed substitutes, and any other information that the Canaveral Port Authority deems pertinent to approve the substitution. No substitution is to be made without the prior written approval of the Canaveral Port Authority. No increases in hourly rate pricing will be allowed when substitutions are authorized by the Canaveral Port Authority.

c. The Canaveral Port Authority will have the right to effect removals of any Owner’s

Representative employees during the life of the Authorization, if those employees are deemed not to possess the proper level of competence or abilities or otherwise found to be unsuitable for work required. In such cases, the Owner’s Representative must promptly submit the names and any other information pertinent to approvals of substitutions if requested.

d. Personnel possessing unique technical specialties may be required for certain services related to the Work Authorizations.

e. Failure or delays by the Owner’s Representative in providing qualified personnel, who meet the stated requirements of the project, may be deemed sufficient reason by the Canaveral Port Authority to recommend termination for cause to the Work Authorizations Contracting Officer.

B. TASK 2: PROJECT POST CONSTRUCTION AND CLOSEOUT SERVICES

i. Post Construction Services: At or near substantial completion of project construction, the Owner’s Representative may be tasked to provide services such as:

a. Providing occupancy planning including development of move schedules, cost estimates, inventory lists.

b. Providing move coordination, relocation assistance, and/or furniture coordination.

c. Providing telecommunication and computer coordination.

d. Ensuring equipment has been tagged and inventoried.

e. Assisting Canaveral Port Authority in the formulation of lessons learned.

ii. Project Close out: These services shall include, but are not limited to, ensuring contractually required attic stock has been delivered to the Owner; all guarantees and warranties meet the specifications and have been submitted to the Owner, the red-line, as-built drawings are provided to the A/E, and review of the final record drawings. Ensure the Canaveral Port Authority receives an electronic archive of the drawings, specifications, submittals, RFIs, test reports, as-built surveys, O&M manuals, etc. Ensuring the A/E provide a full set of record drawings.

Schedule:

The anticipated duration of the Owner’s Representative Services is 16 months from July 2025 through October 2026.

COMMUNICATIONS AND QUESTIONS

This solicitation is governed by CPA Policy POL-2016-002-PUR-3, Establishment of a Limited Communications Period with Respect to Procurement Procedures. Proposers should read this policy carefully and conduct themselves accordingly. Improper communications may result in disqualification from the solicitation process.

Failure by a potential respondent to ask questions or request changes by the dates indicated shall constitute the respondent's acceptance of the requirements set forth in this process.

Submission of all questions through VendorLink is required. No answers given in response to questions submitted shall be binding upon this solicitation process unless released in writing through VendorLink.

The deadline for questions is March 19, 2025.

SUBMITTAL REQUIREMENTS

Firms interested in providing the required professional services shall submit one (1) original, marked "ORIGINAL", and six (6) copies, marked "COPY" of their submittal package. Also, by the specified date and time, an electronic copy (tabbed pdf format) of the submittal package must be uploaded through VendorLink. DO NOT include the financial statement information in the electronic copy uploaded to VendorLink.

DELIVERY OF QUALIFICATIONS PACKAGE

All qualification packages, whether mailed or delivered in person, shall be submitted neatly organized in bound files with divider tabs. Packages shall be submitted in a single sealed envelope or box that clearly bears on the outside, the title of the solicitation as identified below, due date and time, and the respondent’s name, address and telephone number. Respondent shall also upload an electronic version of their qualification package to VendorLink (see Submittal Requirements section).

QUALIFICATION PACKAGE FOR: OWNER’S REPRESENTATIVE SERVICES FOR

CRUISE TERMINAL 5 EXPANSION

QUALIFICATION NUMBER: RFQ-25-3 / PN 25-011E

QUALIFICATION DUE DATE: March 26, 2025 @ 2:00PM QUALIFICATION PACKAGE FROM: (Name of Firm) (Address) CONTACT: (Name of Person representing Firm) CONTACT PHONE & E-MAIL: (Phone # & e-mail address of Contact)

Deliver To: Karen Pappas, Director of Purchasing

PURCHASING DEPARTMENT

399 Challenger Road

Cape Canaveral, FL 32920

Hand-carried Proposals must be turned in at the Canaveral Port Authority, Maritime Purchasing Center, 399 Challenger Rd, Cape Canaveral, Florida 32920. The Maritime Purchasing Center is open weekdays from 8 AM to Noon and from 1 PM to 5 PM.

The responsibility for delivering the qualification package to the Canaveral Port Authority on or before the stated time and date is solely the responsibility of the proposer. The Canaveral Port Authority is not responsible for delays caused by the mail service or any other occurrence. Delivery of a package to any Canaveral Port Authority location other than the Purchasing Department does not constitute official receipt by the Canaveral Port Authority.

Proposal time is scrupulously observed. Under no circumstances will late packages be accepted. Any late packages will be returned to the proposer unopened. Proposer shall not include information or responses to qualification requests for more than one project in any one envelope or box.

Failure to provide the required copies and information may result in the proposal not being considered.

Each respondent should ensure that they have received and read any/all addenda and amendments to this process before submitting their proposal. Addenda are issued through VendorLink.

ECONOMY OF PRESENTATION

Each qualifications package shall be prepared simply and economically, providing a straightforward, concise description of the respondents’ capabilities to satisfy the conditions and requirements of this RFQ. Submittals shall be indexed by subject, typed on letter size paper and individually bound. Fancy bindings, colored displays, and promotional material are not desired. Elaborate and verbose proposals are discouraged. Special and elaborate printing of proposals beyond that, which is normal for your profession, is discouraged. Information in addition to that specifically requested (i.e., videotapes, photographs, in-depth firm history, lengthy and repetitive resumes, etc.) is strongly discouraged. The information requested should be submitted in a concise, easy to read format. Emphasis in each qualifications package must be on completeness and clarity of content. To expedite the evaluation of qualifications packages, it is mandatory that respondents follow the format and instructions contained herein. The Canaveral Port Authority is not liable or responsible for any costs incurred by any respondent in responding to this RFQ including, without limitation, costs for presentations and/or demonstrations if requested. Applications that do not comply with the instructions including information outlined in the qualification package guidelines will not be considered. All information received will be maintained with the project file and cannot be returned.

QUALIFICATION PACKAGE GUIDELINES

1. To facilitate analysis of its qualifications package, the Respondent shall prepare its qualifications package in accordance with the instructions outlined in this section. If the Respondent’s qualifications package deviates from these instructions, such qualifications package may, in the Port’s sole discretion, be rejected. In the instance where a specific requirement(s) may not apply to the project in question, a statement must be inserted at the tab location stating the reason(s) of non-applicability.

2. The Canaveral Port Authority emphasizes that the Respondent concentrate on accuracy, completeness, and clarity of content.

3. Cross Referencing - To the greatest extent possible, each section shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other sections of the qualifications package. Information required for evaluation of qualifications, which is not found in its designated section, will be assumed to have been omitted from the qualifications package.

4. Glossary of Abbreviations and Acronyms -Each section shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. If no abbreviations and/or acronyms are used, then a glossary is not required.

5. Page Size and Format - Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced. The text size shall be 11 point or larger. Use at least three-quarter (3/4) inch margins on all sides. Pages shall be numbered sequentially by section. Maximum number of pages shall not exceed 60 pages, including tabs, tables of contents, text, photos, charts, glossaries and appendices. Covers and backs will not be considered part of the page count.

Divider tabs will not count as pages provided no additional information or company propaganda is included on those pages.

6. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layouts, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed eleven (11) by seventeen (17) inches in size. Foldout pages shall fold entirely within the section, and count as two pages. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; and not for pages of text.

7. Binding and Labeling - All sections of the qualifications package should be bound, with section tabs, which shall permit the qualifications package to lie flat when opened. Staples shall not be used.

STEP 1 QUALIFICATION PACKAGE GUIDELINES - TABBED SECTIONS

GENERAL REQUIREMENTS

Tab 1 General Information and Table of Contents. (non-scored) Provide general information of the firm including Principal, contact person, address, phone, facsimile and e-mail, not to exceed 1 single sided page maximum. Any addenda received shall be noted on this page.

Tab 2 Letter of Introduction. (non-scored)

A brief profile of the Firm, including a brief history of the company which clearly identify the following in a tabular or bullet point format:

1. Principal or Corporate office location;

2. Lead contact for the Firm;

3. Length of time Firm(s) have been in business under the same name;

4. Former names of the company and the years in business under each.

5. Location of office which will be responsible for implementation of this Contract;

6. Location of other offices from which resources may be drawn;

7. State if the firm is a corporation, partnership, individual, joint venture or other.

8. State the date of incorporation or date of organization.

9. Name the corporate officers or general partners.

10. State the average annual amount of work performed during the past 5 years.

Not to exceed 2 single-sided pages maximum.

Tab 3 Qualification Data – Similar Experience. (25 points)

Provide a list of hallmark projects (inclusive of passenger terminals, multi-story commercial buildings, parking garages and site work) that showcase your abilities to manage design and construction contracts on complicated projects. Clearly identify what portion or scope of work your firm performed.

Show at least three (3) examples in each area to be evaluated for the most recent ten year period. Specifically, outline and feature several examples of:

1. Demonstrated knowledge of all aspects of construction management as an Owner’s Representative including but not limited to:

a. Coordination of multiple design entities scopes of work

b. Construction or expansion project in an active working Terminal

c. Management of stake holder engagement and implementation of feedback received at stake holder meetings

d. Coordination of multiple construction contractors and schedules

e. Ability to foresee and resolve pending procurement and construction schedule challenges

f. Review of complex design and construction schedules using Oracle P6 software

g. Proven leadership in solving complex issues between multiple entities during fast paced construction projects

h. Understanding of Port security issues such as Restricted vs. Secure areas, TWIC requirements, Badging, USCG, CBP requirements

i. Understanding of comprehensive Passenger Terminal and Port Operations including cruise line ops; passenger security and screening; baggage handling, transfer and screening; porters and ground transportation operations; passenger arrival, parking and pedestrian movements; delivery and loading of vessel stores and stevedoring activities;

j. Demonstrated experience in change order request analysis, advisement to the Owner and claims management;

k. Demonstrated knowledge of budgeting and budget management

2. Lead Project Manager shall have at least 15 years of project management, construction management or Owner’s representation experience

3. Demonstrated knowledge of environmental controls and environmentally sound construction practices

4. Demonstrated experience with the implementation of building chiller systems for

HVAC

5. Demonstrated experience with the implementation of low voltage and security systems

In determining which projects are more related, consider: related size and complexity; how many members of the proposed team worked on the listed project; and how recently the project was completed. List the projects in priority order, with the most related project first. For each of the listed projects, provide the following information:

1. Name and location of the project.

2. Nature of the Firm’s responsibility on this project.

3. Firm's contract amount.

4. Project owner’s representative name, address, phone number and e-mail.

5. Project Status - Percent complete/date completed/anticipated completion date.

6. Project Data - Terminal size (S.F.), garage parking spaces, anticipated passenger loading, etc.

7. Cost of project - Design costs, original construction cost, final cost, amount of additive change orders. Identify if there were any Owner Direct Purchases (ODP's) for the project.

8. Project type - new, renovation, refurbishment.

9. Listing of the Firm’s project manager and other key professionals on the listed project and note those who would be assigned to the Port's project.

Tab 4 Regional Knowledge. (10 points) List projects (minimum of 5) with a construction value of $10,000,000 or more performed within the State of Florida within the last 10 years. For each of the listed projects, provide the following information:

1. Name and location of the project including a project picture.

2. Nature of the Firm’s responsibility on this project.

3. Project owner’s representative name, address, and current phone number and e-mail.

4. Start dates- completion/anticipated completion date

5. Size of project- gross area of construction and number of stories.

6. Cost of project- original construction cost, final construction cost

7. Listing of the Firm’s project manager and other key professionals on the listed project and note those who would be assigned to the Port's project.

8. The name, address and current telephone number and e-mail of the project architect/engineer.

Tab 5 Organizational Chart, Resumes`, Consultants and Current Workload. (25 points)

Provide an organization chart as it relates to the project indicating key personnel, their location, and their responsibilities for this project including on-site and off-site activities, coordination and interaction with the Canaveral Port Authority, permitting agencies, consultants, and other Firms working on this project. Organizational chart must show the relationship to the Canaveral Port Authority. Include any Consultants and their services which would not be performed in-house and include their location. It should be understood that it is the intent of the Canaveral Port Authority to insist that staff indicated as the Project Team in this response actually execute the project. Identify the lead contact for the project and who will have signing authority for the project. Identify those individuals that would be on site full time, part time or working remote.

List resumes` of key individuals to be involved in the various aspects of the Project and an explanation of each individual's role in the Project. For each individual listed, provide the following information:

1. Name of Individual

2. Years with current firm

3. Total years in the industry

4. Current title with company

5. Any licenses, credentials or certifications relative to this project

6. Role assigned to this project

7. Project currently assigned to and anticipated completion date

8. Past project experience with current firm for past 10 years

9. Past project experience with other firms for the past 10 years and the role of responsibility on that project

List each project currently under contract or pending contract. Describe in detail how you will meet your current contract obligations and our project(s) if selected. Identify key personnel on these projects that would be assigned to the Port's project and their current obligations and how they plan to transition over to the Port's project.

Tab 6 Methodology. (25 points)

Describe in detail your firm’s methodology to implement the services required of this contract, including scheduling, cost, and quality control and record keeping during the construction phase.

Tab 7 Licenses. (non-scored) Attach a copy of the Firm’s Business Occupational License and all applicable Professional

Registrations from the appropriate governing board. A Firm must be properly registered at the time of its submittal to practice their profession in the State of Florida. Provide evidence that the firm and all sub-consultants are licensed to conduct business in the State of Florida.

Copies of current State of Florida professional registration license renewals for the Respondent’s key professional personnel to be used on the project. Respondent shall be properly registered to practice in the State of Florida with the appropriate state board governing the services offered. The Selection Committee may verify the current status with the appropriate state board. Provide copies of all current State of Florida Department of Professional Regulation licenses or certificates.

Tab 8 References. (15 points) Provide a minimum of three (3) reference letters from owner representatives for projects that your Firm has provided / is providing professional services which are similar in scope to this RFQ. Reference letters shall be current, dated within three (3) years of this solicitation. The reference from the owner representative must be from different owners provided on their letterhead, and include details regarding your Firm’s role, level of service provided, and how cost competitive your Firm was when negotiating cost proposals. Letters from Canaveral Port Authority staff shall not be considered.

Tab 9 Litigation. (non-scored)

Identify all litigation or arbitration and/or pending litigation or arbitration your firm or consultant's firm has been a party to, legal action (including arbitration, administrative proceedings, etc.) or lawsuits during the last five (5) years involving a client, contractor or subconsultant for claims. Include a brief legal description of the dispute and its current status.

Describe the particular circumstances giving rise to the dispute and the actions which your Firm took to attempt to settle the matter prior to and after suit being filed.

Identify if your firm has ever been removed or relieved from a contract or duties on a project.

Identify if your firm has ever defaulted on a contract or had a bond recalled. Identify whether your firm has ever been assessed liquidated damaged or delay damages.

Identify any disputes or claims in which your firm has been a party to and was resolved without legal action during the last five (5) years.

Identify the value of any monetary settlements reached from any of the above.

Tab 10 Insurance. (non-scored) Attach evidence of required insurance coverage or proof of insurability in the amounts outlined in the draft contract included in this solicitation document. Final forms must contain the correct solicitation and/or project number and Canaveral Port Authority contact person.

Tab 11 Business Structure. (non-scored) Submit copy of State of Florida Department of State records indicating when corporation organized, corporation number, and date and status of most recent annual report.

Respondents submitting as joint ventures shall submit a copy of their joint venture agreement.

Tab 12 Non-Collusion Clause. (non-scored) Complete the non-collusion clause form included in this package.

Tab 13 Public Entity Crimes. (non-scored) Complete the sworn statement on public entity crimes form included in this package.

Tab 14 Conflict of Interest Disclosure Form. (non-scored)

Complete the conflict of interest form included in this package.

Tab 15 Certificate Regarding Debarment. (non-scored)

Complete the certificate regarding debarment included in this package.

Tab 16 WOTC & WTW. (non-scored)

Acknowledge work opportunity tax credit and welfare to work tax credit included in this package.

Tab 17 Financial Statement. (non-scored)

The proposer shall submit in a separate sealed envelope an updated financial statement for the firm, prepared within the last quarter, itemizing present financial resources, liabilities and capital equipment. This will be opened and reviewed for the selected firms only by the Port's

Chief Financial Officer. All financial statements will be held until contracts are awarded at which time the unopened statements will be shredded. If a proposing firm requests that their financial statement be returned, provide a stamped self-addressed envelope for its return.

TOTAL NUMBER OF POINTS: 100

SELECTION PROCESS

1. The Chief Executive Officer of the Canaveral Port Authority or designee will designate staff members that have the knowledge and expertise with this scope of work, along with other personnel to serve on a selection committee. The Selection Committee will review all proposals received on time and score the proposals in accordance with the criteria listed in this RFQ. In addition to the materials provided in the written responses to this RFQ, the Canaveral Port Authority may request additional material, information, references, interviews or presentations from the Respondent(s) submitting qualifications packages. The Port may decide to conduct interviews instead of having formal presentations with selected firms, should it be required or warranted. Pursuant to F.S. 287.055, for the services to be performed under this resulting contract, the Canaveral Port Authority shall evaluate current statements of qualifications and performance data on file with the Port, together with those that may be submitted by other firms regarding the services to be performed under this resulting contract, and shall conduct discussions with, and may require public presentations by, no fewer than three (3) firms regarding their qualifications, approach to providing the services, and ability to furnish the required services.

Discussions may be held between the Selection Committee and the firms selected for interview based upon data submitted by each firm. Firms will be notified in writing as to whether or not they have been selected and if an interview or oral presentation is required.

2. The Canaveral Port Authority, at its sole discretion, may ask any respondent to make an oral presentation and/or demonstration without charge to the Port. The Canaveral Port Authority reserves the right to require any Respondent to demonstrate to the satisfaction of the Canaveral Port Authority that the Respondent has the fiscal and technical ability to furnish the service(s) or product(s) as proposed. The demonstration must satisfy the Port, and the Canaveral Port Authority shall be the sole judge of compliance.

3. The Canaveral Port Authority reserves the right to conduct discussions with any respondent(s) who has (have) a realistic possibility of Contract award.

4. Respondents are cautioned not to assume that they will be asked to make a presentation and should include all pertinent and required information in their original qualifications package.

5. Following the interviews the respondents will be evaluated, based on their submission, references, and presentation. A final ranking of respondents will be determined based on their interview or presentation.

6. Once the Selection Committee has ratified the final rankings, the Canaveral Port Authority Board of Commissioners shall engage, or authorize one or more persons to engage, the highest ranked Finalist, or Designated Finalist, in negotiations for purposes of executing a Contract. In doing so, the Canaveral Port Authority Board of Commissioners or its designee shall determine and negotiate compensation that is fair, competitive, and reasonable for the services to be supplied.

7. Should the Canaveral Port Authority Board of Commissioners or its designee be unable to negotiate a satisfactory Contract with the highest ranked Finalist, or Designated Finalist, at a price the Canaveral Port Authority Board of Commissioners or its designee determines to be fair, competitive and reasonable, the Canaveral Port Authority Board of Commissioners or its designee shall formally terminate negotiations and then undertake negotiations with the next highest ranked Finalist, or Designated Finalist. Failing accord with the second most qualified Firm, the Canaveral Port Authority Board of Commissioners or its designee shall formally terminate negotiations with such Firm and then undertake negotiations with the next highest ranked Finalist.

GUIDELINES –INTERVIEWS/ORAL PRESENTATIONS

The Selection Committee may require interviews/oral presentations from the short-listed firms who will be notified of the schedule for the presentation, questions and answers, and setup and breakdown.

Interviews/Oral Presentations will be scored on the points listed below and will not be combined with the previous score.

Interview/Oral Presentation agendas will be entirely at the discretion of the prospective firm but should emphasize your Firm’s personnel, methodology, and strengths related to the defined scope.

General Presentation Quality- (10 points) Presentations are expected to be of high quality and professional. The Port Authority considers the presentations a key opportunity to become familiar with all project team members. Presentation time should be appropriately allocated to include all members of the proposed project team and allow sufficient time for interaction with all team members. Presenting teams should focus on the team’s collaborative ability to effectively answer questions from the selection committee members.

Overall Approach and Methodology- (40 points) Detailed discussion related to project management techniques and methodology to be used by the team to meet the defined scope.

The evaluation and ranking of oral presentation will be used to prepare the final ranking and recommendations by the Selection Committee to the Board.

Total Number of Points: 50

TERMS AND CONDITIONS

1. CPA has the sole discretion and reserves the right to cancel this RFQ, to reject any and all submittals, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of the Canaveral Port Authority to do so.

2. CPA reserves the right to make award to the response deemed to be most advantageous to the Port.

3. CPA reserves the right to award the contract to the next most qualified Firm if the successful Firm does not begin the contracted services within the prescribed fifteen (15) days or if an acceptable fee cannot be negotiated.

4. The successful firm shall not discriminate against any person in accordance with federal, state, or local law.

5. CPA reserves the right to award the contract to a single Firm or make multiple awards to multiple firms.

6. Firms will be notified in writing as to whether or not they have been selected for this contract.

7. By submitting a proposal on this solicitation, Respondents agree to the General Terms and

Conditions provided at the end of the RFQ document.

INSURANCE REQUIREMENTS

Insurance, Licenses and Certificates

The Firm agrees to provide and maintain at all times during the term of any agreement resulting from this RFQ, or for such longer periods as may be required, without cost or expense to the Canaveral Port Authority, policies of insurance insuring the Firm against any and all claims, demands, or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services and/or obligations of the Firm under the terms and provisions of this agreement. The Firm shall secure and maintain, at its sole cost and expense during the contract term, insurance coverage as outline in the attached draft contract.

Firm shall indemnify and shall hold Canaveral Port Authority Board of Commissioners and Canaveral Port Authority harmless as provided in draft contract attached hereto as “Draft Contract”.

A certificate of insurance indicating that the Firm has coverage in accordance with the requirements herein set forth shall be furnished by the Firm to the Canaveral Port Authority along with their qualification data. The Firm shall either cover any sub-contractors on its policy or require the subcontractors to conform to all requirements for insurance contained herein.

Firm agrees that the Canaveral Port Authority will make no payments pursuant to the terms of the contract until all required proof or evidence of insurance has been provided to the Purchasing Representative.

Firm agrees that the Insurer shall waive its rights of subrogation, if any, against the Port. These shall be completed by the authorized Resident Agent and returned to the Purchasing Representative.

Upon award: This certificate shall be dated and show:

A. The name of the insured Firm, the specified job by name, name of the Insurer, the number of the policy, its effective date and its termination date.

B. Statement that the Insurer will mail notice to the Canaveral Port Authority at least thirty

(30) days prior to any material changes in provisions or cancellation of the policy.

C. The Canaveral Port Authority shall be named as an additional insured on General Liability Insurance.

Loss Deductible Clause The Canaveral Port Authority shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Firm and/or sub-consultant providing such insurance.

DISCLOSURE OF PROPOSAL CONTENT All material submitted becomes the property of the Canaveral Port Authority and may be returned only at the Port’s option. The Canaveral Port Authority has the right to use any or all ideas presented in any reply to this Request for Qualifications.

EXPENSES INCURRED This invitation does not commit the Canaveral Port Authority to award a contract. Nor shall the Canaveral Port Authority be responsible for any cost or expense incurred by any Respondent in preparing and submitting a reply, nor for any cost or expense incurred by any Respondent prior to the execution of a contract agreement

AMERICANS WITH DISABILITIES ACT Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public openings and meetings should contact the Canaveral Port Authority Purchasing Department; Karen Pappas, 399 Challenger Road, Cape Canaveral, FL

32920. kpappas@portcanaveral.com, phone 321-394-3219.

DEFINITIONS

Canaveral Port Authority – The Canaveral Port Authority Board Members, its successors and assigns.

Consultant – Independent contractors who are considered to have education, specialized knowledge, experience or abilities not generally available within the Port. This includes but is not limited to:

accountants, actuarials, appraisers, architects, artists, auditors, counselors, designers, economists, educators, engineers, financial analysts, management and systems analysts, medical practitioners, planners, promoters, researchers, scientists, sociologists, surveyors, trainers, and other professionals as designated by the Purchasing Director.

Contract – Agreement between the Respondent and the Canaveral Port Authority for services as defined in the Scope of Services.

CPA – The Canaveral Port Authority.

Firm – Any individual, or corporation submitting a proposal for the project, acting directly or through a duly authorized representative. For the purpose of this RFQ, Firm shall mean the same thing as Proposer, Respondent, Consultant, Engineering Firm, or Design Firm once a Contract has been awarded.

Florida Statutes – A permanent collection of state laws organized by subject area into a code made up of titles, chapters, parts, and sections. The Florida Statutes are updated annually by laws that create, amend, or repeal statutory material.

Insurer – Insurance Company who provides insurance coverage as specified in this RFQ.

Owner – The Canaveral Port Authority and Board of Commissioners and/or designated representative(s).

The Entity with whom the Firm has entered into the Agreement and for whom the work is to be performed.

Canaveral Port Authority, Florida the public body, agency or instrumentality for which contract is to be performed. In all respects hereunder, the Canaveral Port Authority’s performance is pursuant to its’ position as the Owner of the project. In the event the Canaveral Port Authority exercises its regulatory authority as a governmental body, the exercise of such regulatory authority and the enforcement of any rules, regulations, laws and ordinances shall be deemed to have occurred pursuant to the Port's authority as a governmental body and shall not be attributable in any manner to the Port as a party to the Contract.

Port – The Canaveral Port Authority.

Project – All work associated with Owner’s Representative Services for Cruise Terminal 5 Expansion.

Purchasing Representative – Purchasing Director or designee for the Canaveral Port Authority.

Respondent –The person, Firm, or corporation who submits a response.

Scope of Services – The complete details of the required services as outlined in this RFQ document.

Selection Committee – A group of at least 3 individuals assigned by the Owner to review and rank the proposals.

mailto:kpappas@portcanaveral.com

TENTATIVE PROJECT MILESTONES

Wednesday March 5, 2025

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Wednesday March 26, 2025 Responses to RFQ due 2:00 PM Location: The Canaveral Port Authority

Wednesday April 2, 2025 Selection Committee Meeting to Review and Short List Firms for Oral Presentations and/or Interviews

Wednesday April 2, 2025 Notification of Selected Short List Candidates

Thursday April 10, 2025 Short List Oral Presentations and/or Interviews (if required) and Final Selection: Short List Candidates

Wednesday April 23, 2025 Canaveral Port Authority Board of Commissioners Meeting: Selection of Successful Firm

NON-COLLUSION CLAUSE

By signing this offer, the Proposer certifies that this offer is made independently and free from collusion. Proposer shall disclose below, to the best of his or her knowledge, any Canaveral Port Authority officer or employee, or any relative of any such officer or employee as defined in Section 112.3135(1), Florida Statutes, who is an officer or director, of, or has a material interest in the Proposer's business and who is in a position to influence this procurement.