Solicitation.pdf

REQUEST FOR QUALIFICATIONS

SOLICITATION NUMBER: 1195-RFQ-25-4

SOLICITATION TITLE: AUDIO VISUAL TECHNOLOGY SERVICES

ISSUE DATE: 08/07/2025

PRE-PROPOSAL MEETING: N/A

QUESTIONS DEADLINE: 08/21/2025 5:00PM

PROPOSAL DUE DATE: 09/08/2025 2:00PM

The City reserves the right to modify or alter the following procurement schedule as needed.

PROCUREMENT SPECIALIST Alex Massari

EMAIL ADDRESS: amassari@rivierabeach.org

The City of Riviera Beach reserves the right to cancel this RFQ at any time and for any reason before the City Council awards a contract.

Bids must be received electronically ONLY via the BidNet website (www.bidnetdirect.com/florida/cityofrivierabeach). Bids not received electronically will be rejected.

CITY OF RIVIERA BEACH

Procurement Department 1481 W. 15th Street Riviera Beach, Florida 33404 mailto:amassari@rivierabeach.org http://www.bidnetdirect.com/florida/cityofrivierabeach

Table of Contents

SECTION I - ELECTRONIC BID OPENING

SECTION II – GENERAL OVERVIEW

Section III – CERTIFICATE OF INSURANCE REQUIREMENTS

SECTION IV – SCOPE OF WORK

SECTION V – SUBMITTAL INSTRUCTIONS AND REQUIREMENTS

SECTION VI - REQUEST FOR QUALIFICATIONS FORMAT

SECTION VII – EVALUATION PROCESS

SECTION VIII – GENERAL TERMS AND CONDITIONS

ADDITIONAL ATTACHMENTS AND REQUIRED FORMS:

ATTACHMENT “A” – Offeror’s Required Forms

1. Addendum Acknowledgment

2. Authorized Signatories

3. Certificate of Insurance Acknowledgment Form

4. Cone of Silence Acknowledgment Form

5. Conflict of Interest Disclosure Form

6. Drug-Free Workplace Form

7. E-Verify Affirmation Statement

8. Human Trafficking Affidavit

9. Litigation Statement

10. Non-Discrimination Affidavit

11. Non-Collusion Affidavit

12. Proposal Certification

13. Public Access Form

14. Public Entity Crimes Affidavit

15. Required References

16. Scrutinized Companies Certification

ATTACHMENT “B” –DRAFT CONTRACT

ATTACHMENT “C” –MICROSOFT QSYS MTR SOLUTION APP GUIDE

ATTACHMENT “D” – SBE PARTICIPATION SCHEDULE 1 AND 2

SECTION I - ELECTRONIC BID OPENING

Proposals must be submitted in BidNet and presented in accordance with this solicitation's instructions and within the stated time constraints.

All City of Riviera Beach solicitations will be opened electronically via the BidNet platform (www.bidnetdirect.com/florida/cityofrivierabeach) at the date and time indicated in the solicitation. This meeting will be conducted virtually via the Microsoft Teams Platform and in person at the City of Riviera Beach, 1481 West 15th Street, Riviera Beach, Florida 33404. Respondents may attend this meeting in real-time on a computer, laptop, cell phone, or any other device with Wi-Fi access.

Microsoft Teams:

Meeting ID: 277 030 507 178 4

Passcode: hG6rg2Li

Dial in by phone +1 872-242-8933,,253672711#

Phone Conference ID: 253 672 711#

Get the app now and be ready when your first meeting starts: https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-teams/download-app

SECTION II – GENERAL OVERVIEW

A. OBJECTIVE

City of Riviera Beach desires to retain UP TO FOUR (4) Professional Audio-Visual Technology Consultant Services to assist in the implementation of a Capital Improvement Project (CIP) and expansion of the existing Microsoft Teams based conferencing platform and provide complete construction drawings for technology implementation. More specifically, the vendor shall program and plan new audio and visual technologies, Microsoft Teams room functionality, in addition to Mission Critical environments Emergency Operations Center Realtime Crime Center, Public Safety Communications/Dispatch solutions, and other advanced AV technology solutions.

It is the intent of the City to enter into an agreement with qualified consulting firms, subject to early termination as set forth in the agreement. No representation or guarantee is made by the City as to the minimum or maximum dollar value, volume of work, or type of work that any firm will receive during the term of any agreement

B. BACKGROUND

The City of Riviera Beach (“City”) has a rich history, supported mainly by tourism and the fishing/boating industries.

Historically, the community began as a fishing community, with plentiful fishing year-round. For years, Riviera Beach was a major source for shipping fish on the east coast of Florida.

Celebrating its centennial in 2022, the City was incorporated in 1922. The settlement was originally called Oak Lawn but was renamed Riviera in 1893. It wasn’t until 1941 that “Beach” was added and in 1959 converted from a “town” to the City. For the first half of the 20th century, its nickname was “Conch Town” after the many Conch people (Bahamians and Bahamian Americans) who resided in the city. The city was named after the French Riviera.

The City, is in Palm Beach County, between Orlando and Miami. The city covers approximately 9.8 square miles and is easily accessible by major thoroughfares, including Interstate 95, FL Highway 710, and US Highway 1. Riviera Beach is one of the few cities in South Florida that has access to the Intracoastal waterways and the Atlantic Ocean, as well as an island, Singer Island. Because of such access, Riviera Beach is the boating capital of Palm Beach County.

Pristine beaches, stunning scenic views of the ocean, and access to world-class amenities are just a few of the reasons over 38,000 people are proud to call Riviera Beach home.

Adjacent to and north of the county seat in West Palm Beach, Fl., the City is known for its aquatic tourism, including diving and snorkeling at Phil Foster Park and its Underwater Snorkel Trail where one can explore thriving reefs, historic wrecks, sunken sculptures and a diverse marine life. Nearby Blue Heron Bridge is known for its crystal-clear section of the Intracoastal Waterway and has been named one of the best dive sites in the world.

Strategically located in northern Palm Beach County, the City is home to a bustling seaport and serves as a major hub for international trade and regional commerce for the Gold Coast communities of South Eastern Florida. Riviera Beach and is also home to regional service and distribution operations for numerous Fortune 500 companies including United Parcel Service (UPS), Fed-X, Amazon, Coca- Cola, Pepsi, Sysco Foods, Lockheed Martin, and Florida Power & Light.

The City operates as a Council-Manager form of government and provides the following services: public safety, road and street facilities, community development, recreation and parks, library, general administrative services, municipal marina and water/sewer utility. Riviera Beach is home to the Port of Palm Beach and the U.S. Coast Guard Lake Worth Inlet Station. Our Marina is located on the mainland in a slow-speed zone just to the north of the Port of Palm Beach. It's only a few minutes from the ocean through the deep-water Lake Worth inlet.

C. QUESTIONS

After thoroughly reading this Request for Qualifications, any Respondent in doubt about the true meaning of any part of the Request for Qualifications or related documents shall submit questions on BidNet

Respondents must submit any questions regarding this solicitation by the due date and time specified on the cover sheet. Oral answers will not be authorized. Respondents who fail to report a known or suspected problem with this solicitation or who fail to seek clarification or correction of this solicitation do so at their own risk.

Responses to questions received by the deadline will be posted as an addendum to www.bidnetdirect.com/florida/cityofrivierabeach

D. ADDENDUMS AND INTERPRETATIONS

The City reserves the right to amend this solicitation prior to the due date. The written addenda process will convey any change(s) to this solicitation. Only written addenda will be binding. If an addendum is issued, Respondent must follow the instructions and submit the required information and forms or acknowledge the addendum, as instructed therein. All potential Respondents are responsible for monitoring the solicitation for any changing information before submitting their response.

No interpretations of the meaning of the plans, specifications, scope of work or other contract documents will be made orally to any Respondent. Respondents must request such interpretation via questions on BidNet as instructed in the RFQ solicitation package.

E. AUTHORIZED SIGNATORIES

All associated forms must be signed by one duly authorized to do so. The individual submitting shall be authorized to sign (electronically accept) this solicitation response on behalf of the Respondent as indicated in the Certificate as to Corporate Principal, designation letter by Director/Corporate Officer, or other business authorization to bind on behalf of the Respondent. No Statement of Qualifications will be accepted, for any reason whatsoever, which is not submitted to the City as stated above within the specified time.

F. ACCEPTANCE OF REQUEST FOR QUALIFICATIONS / MINOR IRREGULARITIES

The City reserves the right to accept or reject any and all Request for Qualifications, part of Request for Qualifications and waive minor irregularities or variances to specifications contained in Request for Qualifications, which do not make the Request for Qualifications conditional in nature and minor irregularities in the solicitation process. A minor irregularity shall be a variation from the solicitation that does not affect the price of the contract or does not give a respondent an advantage or benefit not enjoyed by other respondents, does not adversely impact the interests of other respondents or, does not affect the fundamental fairness of the solicitation process.

The City also reserves the right to reissue a Request for Qualifications. The City reserves the right to disqualify the Respondent during any phase of the competitive solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the Respondent.

G. CHANGES AND ALTERATIONS

The respondent may change or withdraw a submittal at any time before the Request for Qualifications submission deadline; however, no oral modifications will be allowed, and modifications will not be allowed after that deadline.

Section III – CERTIFICATE OF INSURANCE REQUIREMENTS

The successful bidder/contractor/firm or individual entering a resulting contract with the City shall provide, pay for and maintain in full force and affect at all times during the services to be performed insurance as set forth below, when applicable:

Commercial General Liability Coverage must be afforded under a Commercial General Liability policy with limits not less than:

•$1,000,000 each occurrence •$3,000,000 annual aggregate for Bodily Injury, Personal Injury, and Advertising Injury •$1,000,000 per occurrence for Property Damage •$1,000,000 each occurrence and $2,000,000 project aggregate for Products and Completed Operations

Policy must include coverage for Contractual Liability, Independent Contractors.

Business Automobile Liability Coverage must be afforded for all Owned, Hired, Scheduled, and Non-Owned vehicles for Bodily Injury and Property

Damage in an amount not less than $1,000,000 combined single limit each accident.

If the Contractor does not own vehicles, the Contractor shall maintain coverage for Hired and Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

Professional Liability/Malpractice (if applicable) Coverage must be afforded under a Professional/Allied Health/Malpractice Liability policy with limits not less than:

•$1,000,000 each occurrence •$3,000,000 annual aggregate

Workers’ Compensation and Employer’s Liability Coverage must be afforded per Chapter 440, Florida Statutes. Any contractor performing work on behalf of the City must provide Workers’ Compensation insurance in the amount not less than $1,000,000 per accident. Exceptions and exemptions will be allowed by the City’s Risk Manager, if they are in accordance with Florida Statute.

The Contractor and its insurance carrier waive all subrogation rights against the City, a political subdivision of the State of Florida, its officials, employees, and volunteers for all losses or damages. The City requires the policy to be endorsed with WC00 03 13 Waiver of our Right to Recover from others or equivalent.

The contractor must comply with all applicable State and federal workers’ compensation laws, including the U.S.

Longshore and Harbor Workers’ Compensation Act or Jones Act, if applicable.

For any Contractor who has exempt status as an individual, the City requires proof of Workers’ Compensation insurance coverage for that Contractor’s employees, leased employees, volunteers, and any workers performing work in the execution of this Contract.

If the Contractor has applied for a workers’ compensation exemption, the City does not recognize this exemption to extend to the employees of the Contractor. The Contractor is required to provide proof of coverage for their employees, leased employees, volunteers and any workers performing work in execution of this Contract. This applies to all contractors including but not limited to the construction industry.

Contractors Pollution Liability Coverage (if applicable)

For sudden and gradual occurrences and in an amount not less than $1,000,000 per claim arising out of this Contract, including but not limited to, all hazardous materials identified under the Contract.

Contractor must keep insurance in force until the third anniversary of expiration of this Contract or the third anniversary of acceptance of work by the CITY.

Property Coverage (Builder’s Risk) (if applicable) Coverage must be afforded in an amount not less than 100% of the total project cost, including soft costs, with a deductible of no more than $25,000 each claim. Coverage form shall include, but not be limited to:

• All Risk Coverage including Flood and Windstorm with no coinsurance clause

• Guaranteed policy extension provision

• Waiver of Occupancy Clause Endorsement, which will enable the City to occupy the facility under construction/renovation during the activity

• Storage and transport of materials, equipment, supplies of any kind whatsoever to be used on or incidental to the project

• Equipment Breakdown for cold testing of all mechanized, pressurized, or electrical equipment

For installation of property and/or equipment, Contractor must provide Builder’s Risk Installation insurance to include coverage for materials or equipment stored at the project site, while in transit, or while stored at a temporary location. Coverage limit must be no less than replacement cost.

This policy shall insure the interests of the owner, contractor, and subcontractors in the property against all risk of physical loss and damage, and name the City as a loss payee. This insurance shall remain in effect until the work is completed and the property has been accepted by the City.

Insurance Certificate Requirements

a. The Contractor shall provide the City with valid Certificates of Insurance (binders are unacceptable) no later than thirty (30) days prior to the start of work contemplated in this Contract.

b. The Contractor shall provide a Certificate of Insurance to the City with a thirty (30) day notice of cancellation;

ten (10) days’ notice if cancellation is for nonpayment of premium.

c. In the event that the insurer is unable to accommodate the cancellation notice requirement, it shall be the responsibility of the Contractor to provide the proper notice. Such notification will be in writing by registered mail, return receipt requested, and addressed to the certificate holder.

d. In the event the Contract term goes beyond the expiration date of the insurance policy, the Contractor shall provide the City with an updated Certificate of Insurance no later than ten (10) days prior to the expiration of the insurance currently in effect. The City reserves the right to suspend the Contract until this requirement is met.

e. The certificate shall indicate if coverage is provided under a claims-made or occurrence form. If any coverage is provided on a claims-made form, the certificate will show a retroactive date, which should be the same date of the initial contract or prior.

f. The City shall be named as an Additional Insured on all liability policies, with the exception of Workers’ Compensation.

g. The City shall be granted a Waiver of Subrogation on the Contractor’s Workers’ Compensation insurance policy.

h. The Contract, Bid/Contract number, event dates, or other identifying reference must be listed on the certificate.

The Certificate Holder should read as follows:

City of Riviera Beach 600 West Blue Heron Boulevard Riviera Beach, FL 33404

The Contractor has the sole responsibility for all insurance premiums and shall be fully and solely responsible for any costs or expenses as a result of a coverage deductible, co-insurance penalty, or self-insured retention; including any loss not covered because of the operation of such deductible, co-insurance penalty, self-insured retention, or coverage exclusion or limitation. Any costs for adding the City as an Additional Insured shall be at the Contractor’s expense.

If the Contractor’s primary insurance policy/policies do not meet the minimum requirements, as set forth in this Contract, the Contractor may provide an Umbrella/Excess insurance policy to comply with this requirement.

The Contractor’s insurance coverage shall be primary insurance as respects to the City, a political subdivision of the State of Florida, its officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officials, employees, or volunteers shall be excess of Contractor’s insurance and shall be non-contributory.

Any exclusions or provisions in the insurance maintained by the Contractor that excludes coverage for work contemplated in this Contract shall be deemed unacceptable and shall be considered breach of contract.

All required insurance policies must be maintained until the contract work has been accepted by the City, and/or this Contract is terminated. Any lapse in coverage shall be considered breach of contract. In addition, Contractor must provide confirmation of coverage renewal via an updated certificate should any policies expire prior to the expiration of this Contract. The City reserves the right to review, at any time, coverage forms and limits of Contractor’s insurance policies.

All notices of any claim/accident (occurrences) associated with this Contract, shall be provided to the Contractor’s insurance company and the City’s Risk Management office as soon as practical.

It is the Contractor's responsibility to ensure that all independent and subcontractors comply with these insurance requirements. All coverages for independent and subcontractors shall be subject to all of the requirements stated herein. Any and all deficiencies are the responsibility of the Contractor.

SECTION IV – SCOPE OF WORK

A. PURPOSE:

The City of Riviera Beach desires to retain Professional Audio-Visual Technology Consultant Services to assist in the implementation of a Capital Improvement Project (CIP) and expansion of the existing Microsoft Teams-based conferencing platform and provide complete construction drawings for technology implementation.

More specifically, the vendor shall program and plan new audio and visual technologies, Microsoft Teams Room functionality, Mission Critical environments Emergency Operations Center, Realtime Crime Center, Public Safety Communications/Dispatch solutions, and other advanced AV technology solutions.

Vendor shall provide recommendations on the latest AV technology in support of conference rooms, Emergency Operations Center Realtime Crime Center, and Public Safety Communications/Dispatch center.

Vender shall layout, specify, and provide schematics for AV equipment, cabling supporting AV racks and equipment, system programming, warrantee corrections and provide technical & customer service support for all equipment and applications integrated in the proposed AV Solution. Vendor must have in-house staff capable of all installation, programming, warrantee and maintenance of all equipment specified and must be able to pass a CJIS background check.

The existing AV technology runs on the Microsoft Teams Room platform and is facilitated by an MTR controller and Q-sys back-end for more advanced integration within mission-critical environments. Vendor Service Level Agreement (SLA) must provide onsite 24-hour response times capability as well as remote access functionality for non-FDLE regulated implementations.

SECTION V – SUBMITTAL INSTRUCTIONS AND REQUIREMENTS

It is the express intent of the City that each Response as submitted be comprehensive, prepared in good faith, and clearly demonstrates the Respondent’s ability to perform the scope of services requested herein. Acceptance of any Response is expressly conditioned upon funding of the Project after approval of all documents by the City Council. Acceptance of any Response is not acquiescence or agreement with any term or condition set forth in the Response or any proposed documents included in or referenced by the Response.

STATEMENT OF QUALIFICATIONS SUBMITTAL INSTRUCTIONS:

All Responses must be “uploaded” electronically via www.bidnetdirect.com/florida/cityofrivierabeach prior to the deadline. Statement of Qualifications shall be in searchable PDF format in response to this RFQ prior to the designated due date and time indicated in the solicitation.

Each Respondent must submit a full and complete response to all the items stated in the Evaluation Criteria and must fully comply with all applicable requirements of this Solicitation. Respondents shall use and submit any applicable or required forms provided by the City and attach such to their Statement of Qualifications. Failure to use the forms may cause the Statement of Qualifications to be rejected and deemed non-responsive. Any misinterpretation or failure to comply with instructions may lead to a Respondent’s submission being rejected.

These directions and instructions have equal force and weight with the scope of work, specifications, and strict compliance, which is required with all of these provisions.

It is the respondent's sole responsibility to ensure that its submission reaches the City’s Procurement Department.

Submit all responses electronically, unless otherwise specified, via BidNet no later than the submittal deadline. The City is not responsible for late submittals.

Responses must be signed by a person authorized to bind the respondent to this Solicitation, and proof of this authority must be included in the response. Responses must contain a letter or other clear evidence of such authority and all other information requested or required by this Solicitation or as determined by the City.

Each Respondent is responsible for full and complete compliance with all laws, rules, and regulations which may be applicable.

NOTE: DO NOT included pricing or cost information directly related to the proposed project in response to this RFQ. Compensation will be requested and considered only during the negotiation process.

NOTE: LATE SUBMITTIALS AND PAPER BID SUBMITTALS WILL NOT BE ACCEPTED. BidNet’s PLATFORM WILL NOT

ACCEPT LATE SUBMITTALS.

CONFIDENTIAL MATERIAL/PUBLIC RECORDS AND EXEMPTION

The City is a public agency subject to Chapter 119, Florida Statutes. Upon receipt, all submittals become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. Submittals may be posted on the City’s public website or included in a public records request response unless there is a declaration of “confidentiality” pursuant to the public records law and in accordance with the procedures in this section. Any confidential material(s) the Consultant / Consultant Team Member asserts is exempt from public disclosure under Florida Statutes must be labeled as “Confidential”, reference per the City of Riviera Beach Procurement Code and a brief explanation should be given as to the legal basis for the exemption, must be marked with the specific statute and subsection asserting exemption from Public Records. To submit confidential material, upload material separately labeled “Confidential”.

Material will not be treated as confidential if the Consultant / Consultant Team Member does not cite the applicable Florida Statute(s) allowing the document to be treated as confidential. Any materials that the Consultant / http://www.demandstar.com/

Consultant Team Member claims to be confidential and exempt from public records must be marked and separated from the submittal. If the Consultant Team Member does not comply with these instructions, the Respondent’s confidentiality claim will be deemed waived. Submitting confidential material may impact full discussion of your submittal by the Selection or Evaluation Committee because the Committee will be unable to discuss the details contained in the documents cloaked as confidential at the publicly noticed Evaluation Committee meeting.

To the extent permitted by law, all documents pertaining to this Solicitation will remain confidential until an agreement is awarded, if any. Pursuant to the Public Records Law, Chapter 119, Florida Statutes, no information regarding any submission will be available for public release until thirty (30) days after the solicitation has closed and/or an agreement has been awarded, or the solicitation has been terminated. All submissions will become the property of the City, and the City is under no obligation to return any submitted materials.

Copyrighted Materials Copyrighted material is not exempt from the Public Records Law, Chapter 119, Florida Statutes. Submission of copyrighted material in response to any solicitation will constitute a license and permission for the City to make copies (including electronic copies) as reasonably necessary for the use by staff and agents, as well as to make the materials available for inspection or production pursuant to Public Records Law, Chapter 119, Florida Statutes.

SECTION VI - REQUEST FOR QUALIFICATIONS FORMAT

These instructions are provided to guide Respondents in properly preparing responses to this Request for Qualifications (RFQ). They are standard for solicitations issued by the City and may be deleted, modified, or superseded by the City for a particular contract or line item.

It is the sole responsibility of each Respondent to become familiar with the scope of services, the City’s requirements, and any applicable systems prior to submitting a response.

Non-Responsive Submission - Any Respondent who fails to submit all forms in Attachment “A” – Offeror’s Required Forms will be deemed Non-Responsive and will not be considered for selection.

For procedural questions, clarification, or technical assistance regarding this solicitation, Respondents should contact the Procurement Specialist listed in the solicitation.

1. Executive Summary

Provide an Executive Summary of the major features of the Statement of Qualifications, including any conclusions, assumptions, and general recommendations the respondent desires to make. In addition, provide the following information.

The business entity name

Respondent's background and experience in providing professional Audio-Visual Technology Consultant Services as it relates to the scope of services listed herein.

Main office and office location that will service this contract.

Confirmation that Respondent is able and willing to provide all the services requested in this solicitation, including in compliance with all applicable laws, rules, regulations, and court orders.

Verification that the Respondent’s key personnel are currently employed by or retained (or have a written letter of intent on the presumption the Respondent will obtain an interim and comprehensive agreement under this solicitation, as applicable) by the Respondent and a written commitment by Respondent that its proposed team members will remain during the term of the contract.

If the Respondent is proposing a Joint Venture or Partnership, a statement acknowledging the entity type, the individual companies that make up the entity, the proposed split (e.g., 50:50), as well as confirmation of Respondent’s willingness to guarantee completion assignments.

Provide sufficient documentation of the Respondent’s legal name and entity status signed by an authorized representative of the Respondent, which clearly indicates the legal name and entity status and the capacity and authority of the person signing on behalf of the Respondent. Accordingly, a partnership/joint venture must file its partnership/joint venture agreement; a corporation must file its articles and bylaws; a limited liability company must file its certificate of organization and article of organization and regulations; and a limited partnership must file not only limited partnership agreement and the certificate of limited partnership, but also the documentation for its general partner. Respondent must file a copy of any assumed name certificate or such limited portion of such documents reasonably establishing signature authority, as applicable.

2. Firm Qualifications and Experience

Respondents must provide documentation that demonstrates their ability to satisfy the qualification requirements. Indicate the firm’s number of years of experience in providing the professional services as it relates to the work contemplated in the Scope of Services. Provide details of past Audio-Visual Technology Consultant Services for agencies of similar size and scope, detail experience in the specific requirements indicated in the Scope of Services). Including information on your firm’s ability to meet time and budget requirements. Indicate the firm’s initiatives towards its own sustainable business practices that demonstrate a commitment to conservation. Relative size of the firm, including management, technical and support staff;

licenses and any other pertinent information shall be submitted.

A. Project Manager:

Provide a comprehensive summary of the experience and qualifications of the individual(s) who will be selected to serve as the project manager for the City. Individuals MUST have a minimum of five (5) years’ experience in the required discipline and have served as project manager/construction manager or similar major role on similar projects on a minimum of three previous occasions. For each project specific to your project manager, provide the Client's contact name(s), address(es), phone number(s), fax number(s), and current E-Mail address(es).

B. Qualifications of the Project Team

List the members of the project team. Provide a list of the personnel to be used on each project and their qualifications as it relates to the specific requirements indicated in the Scope of Services. A brief resume, including education, experience, licenses, and any other pertinent information, shall be included for each team member, including sub-consultants to be assigned to each project. Explain how each project team member will contribute to the project, in what capacity, and the level of involvement they will be responsible for. Provide any other documentation that demonstrates their ability to satisfy all of the minimum qualification requirements.

3. Qualifications and Experience of Key Personnel

Respondent name, address for local and home offices, telephone and fax numbers, and website URLs.

Year the Respondent was established under the current name and type of organization. List all former names under which the Respondent has operated.

List the Respondent’s owners, principals, and officers. Identify the project manager and key personnel that will be assigned to perform the services requested herein and provide his/her contact information.

Indicate total number of full-time staff to be assigned during the term of this contract. List by discipline and indicate how many are licensed and certified to perform the services requested herein. Provide copies of each assigned staff members licenses and certifications (as applicable).

Provide resumes for any team members that individually or jointly perform the services requested herein.

List professional services provided by the Respondent.

List of disputes, judgments, claims (including, but not limited to, alleged violations of commercial nondiscrimination policies, ordinances, or statutes), mediation/arbitration proceedings, and/or lawsuits, against the Respondent pertaining to similar services, in the past five (5) years and/or outstanding. Additional pages are authorized, if necessary, to properly respond to this item. Please highlight any litigation specifically involving public entities.

Describe the Respondent’s special qualifications, achievements, expertise, or any other relevant information applicable to the contemplated scope of services.

4. Approach to Scope of Services

Provide in concise narrative form, your understanding of the City's needs, goals and objectives as they relate to the project, and your overall approach to accomplishing the project. Include any planned M/WBE participation efforts.

Demonstrate your firm’s knowledge of the specific requirements indicated in the Scope of Services including methods that may lead to developing plans and specifications that would be within proposed project budgets.

Provide information on how your previous experience is beneficial to addressing the requirements of the Scope of Services.

Also provide information on your firm’s current workload and how this project will fit into your workload.

Include a summary of current projects and anticipated completion timeframes. Describe how City assignments will be prioritized within your organization, and the availability of the project team to commit towards this project.

Describe available facilities, technological capabilities and other available resources you offer for the project.

The City expects Work Authorizations issued during the term of this contract to be completed expeditiously.

Detail your past experience and method for effectively managing and executing work for a continuing contract in the optimum time.

5. References

Provide a minimum of three (3) references, if available such references should be from public agencies located in the State of Florida. These references shall include, at a minimum, the name of the company, address, contact person, phone number, date of performance, and a general description of the work performed. In the event that the City is unable to verify the project information submitted or if the information provided is incorrect, the Offeror may be deemed NON-RESPONSIVE. Attach additional pages as necessary.

Note: Do not include City of Riviera Beach work or staff as references to demonstrate your capabilities. Do not include proposed team members or parent/subsidiary/affiliated companies as references in your submittals.

6. REQUIRED FORMS/ATTACHMENTS:

Please make sure all of the forms provided in Attachment “A” – Offeror’s Required Forms are complete, signed, and included in your Request for Qualifications submittal.

SECTION VII – EVALUATION PROCESS

1. EVALUATION PROCESS:

An Evaluation Committee (EC) will be established to review and evaluate each response submitted in response to this Request for Qualifications. The EC will be composed of at least three (3) persons who collectively have experience and knowledge in the program areas and service requirements for which this project requires.

The Procurement Department will distribute to each member of the EC members a copy of each response. The EC members will independently evaluate the responses on the criteria and point system established in the section below entitled "Evaluation Criteria" in order to assure that responses are uniformly rated. Due to the complexity of certain procurements, the EC members are authorized to consult with subject matter experts for the purpose of gathering information, if needed.

The independent evaluations scores, average scores, ranking and shortlisting of Respondent’s will be announced during the EC meeting by the Procurement Department for each vendor. Proposing Consultant must attain an average score of seventy (70) points or higher on the RFQ to be considered responsive. Should a Respondent receive fewer than seventy (70) points for their average RFQ, the Respondent will not move forward in the procurement process.

During the process of evaluation, the Procurement Department will conduct examinations of the responses for responsiveness to the requirements of the RFQ. Those determined to be non-responsive will be automatically rejected.

The response must address all points outlined in the specifications of this RFQ. The response must provide clear and concise information of the Respondent’s capability to satisfy the requirements of the RFQ. The substance of the response will carry more weight than the form or manner of presentation.

2. EVALUATION CRITERIA:

Qualifications will be evaluated by an Evaluation Committee that will independently evaluate and rank each consultant on the criteria listed below. The Evaluation Committee will be comprised of appropriate City personnel and members of the community, if deemed necessary, with the appropriate experience and knowledge of the requirements of this solicitation. The evaluation criteria are itemized with their respective weights for a maximum total of 100 points per Evaluation Committee member for each consultant, for each work category.

a. Firm’s Relevant Experience, Qualifications, and Past Performance (40 Points)

• Experience with projects of similar scope, complexity, and regulatory requirements.

• Demonstrated success in completing projects on time and within budget.

• Client references and satisfaction, including repeat work with public agencies.

• Firm’s history of managing challenges and problem resolution.

• Prior volume of successfully completed projects with the City, if any.

b. Qualifications and Experience of Key Personnel (35 Points)

• Relevant professional licenses, certifications, and accreditations.

• Depth of experience and expertise of the proposed project team.

• Availability and commitment of key personnel.

• Team’s demonstrated ability to collaborate effectively with stakeholders.

c. Approach to Scope of Services (25 Points)

• Understanding of continuing contract work and ability to adapt to various project needs.

• Innovative or value-added solutions to enhance service delivery.

• Effective management strategies for meeting project timelines and requirements.

• Communication, coordination, and responsiveness to the City’s needs.

3. PROCEDURE FOR RESPONSE EVALUATION AND SELECTION:

The procedure for response evaluation and selection is as follows:

a) Preliminary review of the response by the Procurement staff for compliance with the submission requirements of the RFQ, including verification that each response includes all required documents.

b) The Evaluation Committee, appointed by the City Manager, shall meet to evaluate each responsive submittal in accordance with the RFQ's requirements.

c) At the committee’s option, the Respondents may be required to attend a presentation and/or interview session. Oral presentations are to support what has been provided in the submittal by each Respondent and to exhibit and otherwise demonstrate and clarify and expand on the information contained therein.

d) The Evaluation Committee may, at its sole discretion, shortlist the Respondents.

e) The Evaluation Committee shall make a recommendation. The Evaluation Committee may submit recommended consultants or shortlist the top consultants and may require presentations by the highest ranked consultants.

f) The City Manager may submit recommended Consultants or “shortlist” a combination of them to the City Council and may require presentations by the highest-ranked Consultants to the City Council.

g) If the City is unsuccessful in negotiating a Contract with the highest-ranked consultants, it will attempt to negotiate a Contract with the next highest-ranked consultants.

In general, the City wishes to avoid the expense to the City and to Respondents of unnecessary oral presentations/interviews. Therefore, the City will make every reasonable effort to achieve the ranking using written submittals alone. If oral presentations/interviews are scheduled with the consultants, oral presentations/interviews are exempted from the public meeting requirements in accordance with 286.011 F.S., however will be recorded for public record purposes in accordance with Sec. 119.07(1) F.S. as amended.

SECTION IX – EVALUATION CRITERIA

1.

FIRM’S RELEVANT EXPERIENCE, QUALIFICATIONS, AND PAST PERFORMANCE:

• Experience with projects of similar scope, complexity, and regulatory requirements.

• Demonstrated success in completing projects on time and within budget.

• Client references and satisfaction, including repeat work with public agencies.

• Firm’s history of managing challenges and problem resolution.

• Prior volume of successfully completed projects with the City, if any.

POINTS

2.

QUALIFICATIONS AND EXPERIENCE OF KEY PERSONNEL:

• Relevant professional licenses, certifications, and accreditations.

• Depth of experience and expertise of the proposed project team.

• Availability and commitment of key personnel.

• Team’s demonstrated ability to collaborate effectively with stakeholders.

POINTS

3.

APPROACH TO SCOPES OF SERVICES:

• Understanding of continuing contract work and ability to adapt to various project needs.

• Innovative or value-added solutions to enhance service delivery.

• Effective management strategies for meeting project timelines and requirements.

• Communication, coordination, and responsiveness to the City’s needs.

4. COMPLETE AND RESPONSIVE PROPOSAL FORMS Pass/Fail

TOTAL POINTS

SECTION VIII – GENERAL TERMS AND CONDITIONS

The following instructions are given to guide Respondents in properly preparing their bid responses. These directions have equal force and weight with the specifications, and strict compliance is required with all of these provisions.

A. ASSIGNMENT, SUBCONTRACT CONSULTANT

Consultant shall not transfer, convey, pledge, subcontract or assign the performance required by this solicitation without the prior written consent of the Director of Procurement. Any award issued pursuant to this solicitation and the monies, which may become due hereunder, are not assignable, transferrable, or otherwise disposable except with the prior written consent of the Director of Procurement.

B. AWARD

A Contract may be awarded by the City Council. The City reserves the right to execute or not execute, as applicable, a contract with the Respondent(s) that is determined to be in the City’s best interests. The City reserves the right to award a contract to more than one Consultant, at the sole and absolute discretion of the City.

The Respondent understands that this RFQ does not constitute an offer or an Agreement with the Respondent. An offer or Agreement shall not be deemed to exist and is not binding until Request for Qualifications are reviewed, accepted by appointed staff, the best Request for Qualifications has been identified, approved by the appropriate level of authority within the City and executed by all parties.

This RFQ and Respondent’s submittal shall be included and incorporated in the final award. The order of contractual precedence will be the Contract or Agreement document, original Terms and Conditions, and Respondent response. Any and all legal action necessary to enforce the award will be held in Palm Beach County and the contractual obligations will be interpreted according to the laws of Florida.

C. CITY RIGHTS

The City reserves the right to postpone selection for its own convenience, or to amend, modify or withdraw this RFQ at any time and to reject any and all submittals without indicating any reason for such rejection, or to waive immaterial defects and minor informalities or remedy technical errors in responses to the RFQ, and to select the Request for Qualification or portions thereof and the Respondent(s) that, in the City’s sole discretion, are determined to be in the best interests of the City.

The City further reserves the right, without limitation to:

a) Require supplemental information from any responding Respondent.

b) Cancel, in whole or in part, this RFQ and negotiate with one or more of the Respondents if the City, in its sole discretion, deems it is in the City’s best interests to do so.

The City may exercise any of the foregoing at any time without notice to any party and without liability to any responding Respondent or to any other party for its costs or expenses incurred in connection with this RFQ or otherwise. Submittals and responses to this RFQ will be prepared at the sole cost and expense of the Respondent.

Submittals and other materials submitted will not be returned.

All submittals are subject to Florida Public Records Laws. If a submittal includes proprietary information exempt from public disclosure, it should be clearly designated as such so that a claim of exemption may be made in response to a public disclosure request. No assurance can be given, however, that any information so designated would not ultimately be deemed subject to public disclosure.

The City reserves the sole right and privilege to judge the responses to this RFQ of the Respondents based on the evaluation criteria, and to accept a submittal or to reject any or all submittals

D. CODE REQUIREMENTS

The Consultant and his or her subconsultants on this project must be familiar with all applicable Federal, State, City, City and Local Laws, Regulations or Codes and be governed accordingly as they will apply to this project and the actions or operations of those engaged in the work or concerning materials used. Consultant shall ask for and receive any required inspections.

E. COMMERCIAL NON-DISCRIMINATION POLICY

It is the policy of the City not to enter into a contract or to be engaged in business relationship with any business entity that has discriminated in the solicitation, selection, hiring or commercial treatment of Consultants, suppliers, subconsultants or commercial customers on the basis of race, color, national origin, religion, ancestry, sex, age, marital status, familial status, sexual orientation, gender identity or expression, disability, or genetic information, or on the basis of any otherwise unlawful use of characteristics regarding the Consultant’s supplier’s or commercial customer’s employees or owners; provided that nothing in this policy shall be construed to prohibit or limit otherwise lawful efforts to remedy the effects of discrimination that have occurred or are occurring in relevant marketplace for Palm Beach County.

F. CONE OF SILENCE

To ensure the fair evaluation of proposals/bids, communication initiated by offerors is prohibited from the time responses are opened until the final decision has been made. Sec. 2-166. - Cone of silence.

Any Contract entered into in violation of the cone of silence provisions in this section shall render the transaction voidable.

G. CONFLICT OF INTEREST

All Respondents MUST disclose with their Request for Qualifications the name of any officer, director, agent, or any relative of an officer, director or agent who is also an employee of the City. Further, all Respondents must disclose the name of any City employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Respondent’s firm or any of its subsidiaries.

H. CONTINGENCY FEES

By submission of this solicitation response, Respondent certifies that no contingency fees (sometimes known as a finder’s fee) have been paid to any person or organization other than a bona-fide employee working solely for the Respondent to secure a contract made pursuant to this solicitation. Violation of this policy may result in termination of any resultant contract and/or possible debarment of the Respondent.

I. CONTRACT COORDINATOR:

The City may designate a Contract Coordinator whose principal duties shall be:

• Liaison with Consultant

• Coordinate and approve all work under the contract

• Resolve any disputes

• Assure consistency and quality of Consultant’s performance

• Schedule and conduct Consultant performance evaluations and document findings

• Review and approve for payment all invoices for work performed or items delivered

J. CONSULTANT PERFORMANCE REVIEWS AND RATINGS:

The City Contract Administrator may develop a Consultant’s performance evaluation report. This report shall be used to periodically review and rate the Consultant’s performance under the contract with performance rating as follows:

• Excellent - Far exceeds requirements

• Good - Exceeds requirements

• Fair - Just meets requirements

• Poor - Does not meet all requirements and Consultant is subject to penalty provisions under the contact

• Non-Compliance - Either continued poor performance after notice or a performance level that does not meet a significant portion of the requirements

This rating makes the Consultant subject to the default or cancellation for cause provisions of the contract. The report shall also list all discrepancies found during the review period. The Consultant shall be provided with a copy of the report, and may respond in writing if he takes exception to the report or wishes to comment on the report.

https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances?nodeId=PTIICOOR_CH2AD_ARTIVOFEM_DIV1.5LORE_S2-166COSI

Consultant, performance reviews and subsequent reports will be used in determining the suitability of contract extension

K. CONTRACT PERIOD

A contract(s) shall be negotiated with the successful Respondent. The initial term of the contract shall be for one

(1) year. At the option of the City, the City Manager shall have authority to renew the Contract for four (4) one-year renewal options.

The City of Riviera Beach acknowledges the fluctuating nature of prices for items and services specified in this solicitation, for the renewal…