Procurement

Solicitation

RFP26-27

WOOD POLE INSPECTION, JOINT USE INVENTORY &

NJUNS COORDINATION SERVICES

DEADLINE FOR QUESTIONS: October 2, 2026

RESPONSE DEADLINE: October 13, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofwinterpark

Sealed responses must be submitted electronically via the City’s e- Procurement Portal on or before the date and time referenced above. Any responses received after 10:00 am on said date will not be accepted under any circumstances. Under no circumstances shall the City be responsible for untimely submissions, late deliveries, or delayed response.

City of Winter Park

REQUEST FOR PROPOSAL

Wood Pole Inspection, Joint Use Inventory & NJUNS Coordination Services

1. Introduction

2. Definitions

3. Proposal Preparation and Submittal

4. Scope of Services

5. Evaluation Procedure

6. Evaluation Criteria

7. Standard Terms and Conditions

8. Federal Provisions

9. Summation of Insurance Requirements

10. Pricing Proposal

11. Vendor Requirements and Acknowledgment

12. Attachments

Attachments:

A - FHWA 1273 Federal Aid Required Provisions_rev10.23.23

B - Build America, Buy America Act Provisions

1. Introduction

1.1. Summary

Electronic submissions must be submitted and time stamped by the City of Winter

Park's Procurement portal on or before 10:00 am Tuesday, October 13, 2026. Any responses received after said time and date will not be accepted under any circumstances. Official time will be measured by the time stamp from the Procurement portal, which shall be scrupulously observed.

Under no circumstances shall the City of Winter Park be responsible for untimely submissions, late deliveries, or delayed responses.

The City of Winter Park ("City") is seeking qualified firms to provide wood pole inspection, condition assessment, pole stabilization/bracing, joint-use attachment inventory, and related support services for the City’s electric distribution system. The project is intended to improve system reliability, safety, and asset management by evaluating pole condition, identifying deterioration, documenting third-party attachments, stabilizing deficient poles where appropriate, and supporting future replacement planning.

The City is interested in inspection methodologies that include non-destructive evaluation techniques, including ultrasonic or equivalent technologies, to assess internal pole condition. Services may also include installation of pole bracing or stabilization systems for structurally deficient poles, documentation of joint-use attachments, and identification of poles eligible for NJUNS coordination where electric facilities have been removed. The selected Respondent shall provide electronic reporting and deliverables to support utility records, maintenance planning, and capital improvement efforts.

1.2. Background

The City of Winter Park Electric Utility owns and maintains a distribution system consisting of wood utility poles supporting electric and joint-use communication infrastructure. The City intends to improve visibility into pole condition, support data-driven replacement planning, enhance system reliability, and better document third-party attachments located on utility poles.

The City is interested in inspection approaches that provide improved assessment of internal pole condition beyond traditional visual inspection methods and can support identification of deterioration, decay, and structural concerns. The City also requires the ability to stabilize or brace structurally deficient poles where appropriate to maintain system safety and reliability while replacement planning is completed.

In addition, the City seeks to improve records of joint-use attachments and identify poles where electric facilities have been removed to support NJUNS coordination and pole retirement activities. The selected

Respondent should provide accurate, defensible data, clear electronic reporting, practical recommendations, and an efficient field approach that minimizes operational impacts while supporting long-term asset management and capital planning.

1.3. Contact Information

Amanda LeBlanc Procurement Agent 401 South Park Avenue Winter Park, FL 32789

Email: aleblanc@cityofwinterpark.org Phone: (407) 643-1627

Department:

Electric Utility

1.4. Timeline

All times, dates, and actions are subject to change. In accordance with F.S. 286.0113, portions of the meetings may be exempt from public meetings requirements. All interested parties are welcome to attend the non-exempt portions of the public meetings.

Release Date September 11, 2026

Pre-Proposal Meeting (Non- Mandatory)

September 21, 2026, 1:00pm

City Hall - Chapman Room 401 South Park Avenue Winter Park, Florida 32789

Question Submission Deadline October 2, 2026, 5:00pm

Proposal Submission Deadline October 13, 2026, 10:00am

Selection Committee Meeting (Non- Mandatory)

October 28, 2026, 1:00pm

City Hall - Chapman Room 401 South Park Avenue Winter Park, Florida 32789

Oral Presentations November 12, 2026

Final Ranking Meeting (Non- Mandatory)

November 12, 2026

City Hall - Chapman Room 401 South Park Avenue Winter Park, Florida 32789

Anticipated Commission Award TBD mailto:aleblanc@cityofwinterpark.org tel:(407)643-1627

2. Definitions

Addenda means a written or graphic instrument issued by the City prior to the execution of the Agreement which modify or interpret the Request for Proposal by additions, deletions, clarifications, corrections or other type of modifications. Addenda will become part of the Contract Documents when the Agreement is executed.

Agreement means a legal document, executed by the City and the Successful Respondent, which supersedes all prior negotiations, representations, or agreements, either written or oral. The Agreement, as amended from time to time, forms the Contract between City and the Successful Respondent, setting forth the roles, responsibilities, and obligations of the parties, including, but not limited to, the performance of the Services and the basis of payment.

City means City of Winter Park, its officers, employees, agents, and volunteers.

Contract Documents means the Request for Proposal, including Addenda to such, the Agreement, including Addenda to such, Respondent's Proposal, Scope of Services, Certificate(s) of Insurance, Notice of Intent to Award, Notice of Award, and any other documents mailed, e-mailed or otherwise transmitted to the Respondent prior to or after the submittal of their Proposal, and prior to or after Award, all of which are all to be treated as one in the form of the Contract Documents.

Equal/Equivalent means a product, service, component, or system that is demonstrated, to the satisfaction of the City, to be equal or equivalent to the product, service, component, or system specified.

The City shall be the sole judge of the acceptability of Equal or Equivalent.

F.S. means the Florida Statutes, the version in effect on the effective date of Agreement, unless otherwise indicated.

Minor Irregularity means a variation from the Request for Proposal terms and conditions which does not affect the price or give the Respondent an advantage or benefit not enjoyed by the other Respondents or does not adversely impact the interests of the City.

Notice of Award means a written notice submitted by the City notifying the Successful Respondent that they have been awarded the contract.

Notice of Intent to Award means a written notice submitted by the City notifying the Successful Respondent that the City intends to award the contract to them, contingent upon the Successful Respondent executing the Agreement and submitting any outstanding documents.

Notice to Proceed means a written notice issued by the City to the Successful Respondent fixing the date on which the Successful Respondent shall start the performance of the Services and the length of time for the completion of the Services, in accordance with the Contract Documents.

Pre-Proposal Meeting means a meeting at which all Respondents gather to obtain additional information as to the scope of Services required under the Request for Proposal.

Project means the total work performed under this resulting Agreement. The Project consists of planning, design, permitting, construction, and code inspection for the Contractor necessary to build the component parts of the project.

Proposal means the response to the Request for Proposal submitted by the Respondent.

Recommendation of Award means a written notification sent by way of facsimile or electronic e-mail to those who submitted a Proposal in response to this Request for Proposal advising them of the City's decision for its selection of the Successful Respondent and its intent to award to that Respondent.

Request for Proposal means the contents of this solicitation and all supporting documents, including Addendum to such, or other related information transmitted to Respondents.

Respondent means the entity that submits a Proposal to the City in response to the Request for Proposal. Respondent is interchangeable with Vendor, Consultant, Firm, Bidder, and Contractor.

Responsive means a Proposal that conforms in all material respects to the Request for Proposal requirements.

Responsible Respondent means a Respondent who shows that they have the capability in all respects to perform fully the Services outlined in the Request for Proposal, and the integrity and reliability that will assure good faith performance.

Selection Committee means City employees selected to evaluate and score the Proposals and Oral Presentation (if applicable) and recommend the Successful Respondent to the City Commission for an award.

Services means all supervision, labor, materials, equipment, supplies, subcontractors, and incidental expenses required by the Respondent to execute and complete the requirements of the Services outlined in the Contract Documents, including those prescribed or implied.

Subcontractor means an entity having a direct Contract with the Successful Respondent or with any other Subcontractor of the Successful Respondent who will provide product(s) or Services(s) for the performance of a part of the Services required under the Contract Documents under the sole control and direction of the Contractor.

Successful Respondent means the Respondent to whom the City awards an agreement based on the City's evaluation of the Respondents' qualifications and pricing as hereinafter provided.

Timeline means the list of critical dates and actions involved in the Request for Proposal.

3. Proposal Preparation and Submittal

3.1. Obtain Documents

Documents can be downloaded by visiting the City of Winter Park's Public Procurement portal. If you experience any problems downloading the document, please contact the OpenGov system support via the Tech Support chat on the website, email procurement-support@opengov.com, or by phone at (650) 336-7167.

Respondents are strongly encouraged to read the various vendor Guides and Tutorials available in OpenGov well in advance of their intention of submitting a response to ensure familiarity with the use of OpenGov. The City will not be responsible for a Respondent's inability to submit a response by the end date and time for any reason, including issues arising from the use of OpenGov.

3.2. Electronic Proposals Due

Electronic responses must be submitted via City's Procurement portal by 10:00 am Tuesday, October

13, 2026. It is the Respondent’s responsibility to ensure that your proposal is submitted to the City's eProcurement portal at the proper time. Proposals that are not submitted for any reason will not be considered. All proposals received after 10:00 amTuesday, October 13, 2026 will not be accepted.

Under no circumstances will City of Winter Park be responsible for late proposals or submissions.

All proposals will be electronically opened and acknowledged immediately following the proposal's due date and time.

3.3. Optional Pre-Proposal Meeting

An Optional Pre-Proposal Meeting will be held at 1:00 pm on Monday, September 21, 2026 located at:

City Hall - Chapman Room 401 South Park Avenue Winter Park, Florida 32789

The purpose of this Pre-Proposal Meeting is to review the requirements and specifications for the above.

3.4. City is Not an Administrative Agency

To the fullest extent allowed by law, the City of Winter Park is not an administrative agency subject to the formal solicitation procedures specified in Section 120.57(3), Florida Statutes, as it may be amended.

3.5. Preparation of Proposals

Proposals shall be submitted electronically via the City's Procurement Portal by the Respondent.

Specify whether the Respondent is a corporation, limited partnership, limited liability company, or other entity other than an individual. A Respondent may be requested to present evidence of its experience and qualifications and the entity’s financial ability to carry out the terms of any resulting contract.

https://procurement.opengov.com/portal/cityofwinterpark/projects/288199 mailto:procurement-support@opengov.com

If your response contains any information deemed confidential, provide an additional redacted version of your response labeled “Redacted”. An electronic copy (Adobe) shall be submitted within the Vendor Requirements and Acknowledgment section.

3.6. Proposal Submittal

Proposals shall be submitted directly to the City's Procurement Portal. Submit proposals in accordance with the instructions listed herein regarding the time, place, and date required.

Responses received after the time requirement will not be opened and will not be considered for award. It is the Respondent’s sole responsibility to be sure its response is submitted directly to the City's Procurement Portal by 10:00 am Tuesday, October 13, 2026. The City will not be responsible for any proposal submitted incorrectly or to the wrong location.

All proposals must be prepared and submitted in accordance with the instructions provided in this Request for Proposal (RFP). Each proposal received will be reviewed to determine if it is responsive to the submission requirements outlined in the RFP. A responsive proposal is one that follows the requirements of the RFP, includes all documentation and supporting exhibits, is of timely submission, and has the appropriate signatures and acknowledgments as required on each document. Failure to comply with these requirements may deem your proposal non-responsive. The City reserves the right to disqualify a proposal that is not submitted in the format delineated in Vendor Requirements & Acknowledgement.

Pursuant to Section 287.05701, Florida Statutes, the City may not request documentation of or consider a vendor’s social, political, or ideological interests when determining if the vendor is a responsible vendor or give preference to a vendor based on the vendor’s social, political, or ideological interests.

3.7. Responsiveness

The City will determine whether the Respondent complies with the instructions for submitting proposals, including completeness of the proposal, which encompasses the inclusion of all required attachments and submissions. Late proposals will not be accepted. Failure to meet other requirements may result in rejection.

3.8. Responsibility

The City will determine whether the Respondent is one with whom it can or should do business. Factors that the City may evaluate to determine “responsibility” include, but are not limited to: excessively high or low-priced proposals, past performance, references (including those found outside the proposal), compliance with applicable laws, Respondent's record of performance and integrity – e.g. has the

Respondent been delinquent or unfaithful to any contract with the City, whether the Respondent is qualified legally to contract with the City, financial stability and the perceived ability to perform completely as specified. A Respondent must always have sufficient financial resources, in the opinion of the City, to ensure the performance of the contract and must provide proof upon request. The City reserves the right to inspect and review Respondent's facilities, equipment, and personnel and those of any identified subcontractors. The City will determine whether any failure to supply information or the quality of the information will result in rejection.

https://procurement.opengov.com/portal/cityofwinterpark/projects/288199/document?section=2777447

4. Scope of Services

The terms “Contractor” and “Respondent” shall be interpreted to have the same meaning for purposes of these specifications, terms, and conditions.

4.1. Scope of Services

The City of Winter Park Electric Utility is seeking qualified firms to provide wood pole inspection, condition assessment, pole stabilization/bracing, joint-use attachment inventory, and NJUNS-related support services for the City's electric distribution system. The City anticipates approximately 3,500 wood utility poles to be included in the inspection program. Pole locations may consist of both vehicle-accessible and rear-lot locations. Quantities are estimates only and may vary based on system needs and field conditions. The City reserves the right to award this solicitation to one (1) or more qualified contractors if determined to be in the City's best interest. The selected Respondent shall furnish all labor, supervision, qualified personnel, vehicles, traffic control, equipment, tools, testing devices, software, materials, transportation, permits, and incidentals necessary to perform the work. Equipment and materials may include, but are not limited to:

• Ultrasonic or other approved non-destructive pole inspection equipment.

• Excavation tools necessary for ground-line inspection.

• Pole sounding and probing equipment.

• GPS-enabled data collection devices.

• Digital cameras or mobile devices for photo documentation.

• Pole bracing, trussing, splints, stub poles, banding, hardware, anchors, and all associated installation materials.

• Safety equipment, traffic control devices, and personal protective equipment are required to perform the work safely. The Contractor shall coordinate all work with the City's Project Manager.

Work shall be scheduled to minimize disruption to electric operations and customer service.

4.2. Wood Pole Inspection and Condition Assessment

The Contractor shall perform a visual and non-destructive inspection of each assigned wood utility pole.

Services shall include:

• Visual inspection above and below the ground line.

• Ultrasonic or equivalent non-destructive testing to evaluate internal pole condition.

• Pole sounding, probing, and excavation at the ground line as required.

• Pole condition rating.

• Identification of structural deficiencies, decay, insect damage, woodpecker damage, fire damage, leaning poles, and other conditions affecting structural integrity.

• Recommendations identifying poles suitable for continued service, monitoring, stabilization, or replacement.

• Prioritized replacement recommendations based on pole condition and safety.

The Contractor shall notify the City immediately of any pole determined to present an imminent safety hazard. Inspection reports shall be submitted electronically within ten (10) calendar days of completing each inspection group or monthly, whichever occurs first.

4.3. Pole Stabilization / Bracing

When authorized by the City, the Contractor shall furnish and install approved stabilization systems.

Services may include:

• Pole splints;

• Truss systems;

• Stub poles;

• Pole braces; or

• Other City-approved stabilization methods. Except in emergency situations where immediate action is necessary to protect public safety or maintain electric service, the City shall review and authorize stabilization or bracing recommendations before installation.

Following completion of stabilization work, the Contractor shall provide documentation, including:

• Pole number and location;

• Type of stabilization installed;

• Date completed;

• Photographs before and after installation; and

• Remaining recommended service life, if applicable.

Emergency stabilization work shall be reported to the City immediately and documented within one (1) business day.

4.4. Joint-Use Attachment Inventory

The Contractor shall inventory all third-party attachments observed during the inspection. Documentation shall include:

• Pole number and GPS location.

• Number and type of attachments.

• Identification of attachment owners where reasonably possible.

• Photo documentation.

• Observed clearance or loading concerns.

• Data compatible with the City's GIS and recordkeeping systems.

4.5. NJUNS Coordination Support

The Contractor shall provide NJUNS coordination services for poles identified as eligible for retirement or requiring joint-use notification. Services may include:

• Identifying poles where the City's electric facilities have been removed or vacated.

• Documenting all remaining communications, attachments, and joint-use occupants.

• Preparing and submitting NJUNS notifications on behalf of the City for poles eligible for retirement, when authorized by the City.

• Monitoring the status of submitted NJUNS notifications and providing periodic status updates.

• Coordinating with communication attachment owners, as necessary, to facilitate pole retirement.

• Maintaining records of all NJUNS submissions, responses, and outstanding actions.

• Providing the City with electronic copies of all NJUNS documentation and correspondence for its records.

• Assisting the City with closing completed NJUNS notifications after all attachments have been transferred or removed.

4.6. Documentation Requirements

All inspection data shall be submitted electronically in a City-approved format and shall include, at a minimum:

• Pole identification number;

• GPS coordinates;

• Inspection date;

• Inspector name;

• Pole condition rating;

• Test results;

• Recommended action;

• Digital photographs;

• Joint-use attachment information;

• Stabilization work completed; and

• Replacement recommendations.

4.7. Reporting and Deliverables

The Contractor shall provide electronic reports documenting all inspection activities and findings throughout the duration of the contract. At a minimum, the Contractor shall provide:

• Electronic inspection reports and condition assessments for each pole inspected.

• Pole condition ratings with recommendations for repair, reinforcement, monitoring, or replacement.

• Documentation of all stabilized or braced poles, including the location, reason for stabilization, and corrective action taken.

• Joint-use attachment inventory identifying all existing attachments observed during the inspection.

• A list of poles requiring NJUNS notification or coordination.

• GPS location updates and supporting field data, where applicable.

• Digital photographs documenting deficiencies, damaged poles, safety concerns, and completed stabilization work.

• Monthly progress reports summarizing inspections completed, poles requiring replacement or repair, safety concerns identified, work completed, and overall contract progress.

• A final project report summarizing all inspection results, recommendations, and deliverables at the completion of the contract.

All reports shall be submitted electronically in Microsoft Excel, PDF, or other City-approved digital format compatible with the City's recordkeeping and asset management systems. GIS-compatible data shall also be provided, if requested by the City.

The Contractor shall submit monthly progress reports summarizing completed inspections, stabilization work performed, poles recommended for replacement, safety concerns identified, and work remaining.

Monthly reports shall be submitted no later than ten (10) calendar days following the end of each month.

Inspection records and documentation shall be provided with each monthly report or more frequently upon request by the City. The Contractor shall make all electronic records available through secure electronic file transfer, cloud-based file sharing, or other City-approved method. The Contractor shall maintain all inspection records throughout the duration of the contract and provide any additional supporting documentation requested by the City.

Failure to meet reporting schedules or contract milestones may be considered a performance deficiency and may be addressed in accordance with the contract terms. The City reserves the right to review and approve recommendations for pole replacement or stabilization before work is performed, except in emergency situations requiring immediate action to protect public safety or maintain electric service

5. Evaluation Procedure

The Procurement Division will perform an initial review of all proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, form verification, professional licensing, references, past performance, and other relevant criteria.

5.1. Evaluation

It is the intent of the City that all firms responding to this RFP that meet the requirements will be ranked in accordance with the criteria established in these documents. The City will consider all responsive and responsible submittals received in its evaluation and award process.

5.2. Selection Committee

A Selection Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responses. The Committee may utilize additional City staff and outside experts to advise and assist it in reviewing the submissions.

A Selection Committee, appointed in accordance with the City’s policies and procedures, will individually review and evaluate all eligible submissions based on the factors set forth in the Evaluation Criteria of this

RFP and assign a score for each criterion. This will be completed before the selection committee meeting.

The Committee will rank the short-listed Respondent based on the Evaluation Criteria outlined in this solicitation.

5.3. Criteria

Firms submitting a proposal along with the required information and documentation will have their proposal evaluated and scored based on the evaluation criteria set forth herein.

Further, each proposal will be evaluated for full compliance with the RFP instructions to the Respondents and the terms and conditions set forth within the RFP document. Proposals will be scored and ranked in accordance with the weighting and grade specified in the Evaluation Criteria.

Responses will be evaluated, and an award will be made to the Respondent who is determined to be responsible and responsive to this Request for Proposals and whose proposal is the most advantageous to the City in terms of quality of service, the Respondent’s qualifications and capabilities to provide the specified services and comply with the applicable conditions of this Request for Proposals and Contract, and who in the judgment of the City will best serve the needs and interests of the City.

The following represent the principal selection criteria, which will be considered during the evaluation process. Points are determined by multiplying the weight by the grade. Shortlisting of firms will be based on converting each Committee Member’s total score into a ranking with the highest score ranked first, second-highest ranked score, etc. Once converted, the Committee Member’s ranking for each firm will be entered into a shortlist summary. The total score recorded on the summary will determine the shortlist ranking.

5.4. Initial Review of Responses

The City will perform an initial review of all submittals for preliminary qualification and documentation https://procurement.opengov.com/portal/cityofwinterpark/projects/288199/document?section=2777446 compliance. This review process may include, but is not limited to, form verification, professional licensing, references, past performance, and other relevant criteria.

5.5. Selection Process

The selection process is as follows:

A. The Selection Committee will evaluate all proposals that have been determined to be responsive.

B. The Selection Committee will then rank the proposals of those firms based on their submittals, with an emphasis on City needs, to determine a shortlist and move forward to oral presentations (Phase 2) for further evaluation by the Committee.

C. After oral presentations are conducted from the shortlisted firm(s), a post-presentation ranking will be conducted to determine the overall top-ranked firm(s).

D. The Procurement Division will prepare an agenda item for the award recommendation to the City Commission.

E. The City Commission of the City of Winter Park will make the final selection after considering the recommendations and rankings of the Committee. The City Commission is not required to accept the recommendations and rankings of the Committee. The City Commission's decision will be final.

F. The City and the selected Respondent will enter into a contract incorporating this RFP's requirements and other terms acceptable to the City. The City reserves the right to negotiate the terms and conditions of the contract with the selected Respondent. The City has the right to rescind the contract award to the selected Respondent if the City and the selected Respondent disagree with the contract terms. The City reserves the right to reject a Respondent, even a Respondent awarded the contract, before complete contract execution.

5.6. Formal Oral Presentations/Interviews

The City may conduct formal interviews with or receive oral presentations from three (3) or more short-listed firms. Oral presentations/Interviews will be held in accordance with F.S. 286.0113 and will adhere to the following guidelines:

The City’s Procurement Division will establish the schedule, and Respondents will be notified at least five (5) calendar days before the date, time, and place of the presentations/interviews. The specific format of each presentation/interview will be provided to Respondents with the notifications.

The City will allot equal time for each Respondent, divided into two (2) sequential parts: formal presentations and questions and answers. Each Respondent interviewed may be asked differing questions.

Oral presentations will allow the Respondents to demonstrate their ability to use time efficiently, effectively, and economically. The times allotted are maximums, and no firm will be penalized for using less than the allotted time.

5.7. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for Proposals without discussions, interviews, or presentations. Therefore, each response to this solicitation should contain the Respondent's best terms and conditions for consideration.

5.8. Presentation Scoring and Final Ranking

In the event that the Selection Committee previously elected to short-list a Respondent, any rankings or scores assigned as part of the short-listing process shall not be binding on the Selection Committee or its members as part of the final evaluation and Selection Committee members may modify their scores for any and all Respondents and scoring categories as they deem appropriate in their sole discretion.

5.9. Post Award Termination

Unless otherwise prohibited by law, in the event the Respondent who is awarded a contract by the City through this RFP is terminated early or suspended from further work or services by the City for a default in the performance under the contract, or in the event the City rescinds a contract award to the selected Respondent before execution of a contract, the City may, without commencing a new competitive procurement process and without waiving any rights or remedies against the defaulting Respondent (if applicable), contract with the next lowest responsive and responsible Respondent that is willing and able to complete the work or services if such is determined by the City Commission to be in the City’s best interest. In awarding a contract to the next lowest responsive and responsible Respondent that is willing and able to complete the work or services, the City may accept such Respondent’s original proposal pricing or negotiate a price more consistent with the original pricing submitted by the defaulting Respondent or the Respondent whose contract award was rescinded.

5.10. Contract Negotiations and Acceptance

Upon City Commission approval, the Procurement Manager or designee will initiate negotiations with the top-ranked Contractor with the intent to enter into a contract. Contractor must be prepared for the City to accept the submittal as presented. If Contractor fails to sign all documents necessary to successfully execute the final contract within a reasonable time, or negotiations do not result in an acceptable agreement, the City may reject the submittal or revoke the award and begin negotiations with the next highest-ranked Contractor. Final contract terms must be approved or signed by the appropriately authorized City Official. No binding contract will exist between the Contractor and the City until the City executes a written contract and purchase order.

5.11. Debriefing of Respondents

Not later than thirty (30) days after City Commission approval of the award recommendation(s), a

Respondent may submit an email request to the applicable assigned Procurement Agent for a debriefing on the evaluation of their proposal. The Procurement Agent will schedule a virtual meeting with the Respondent for the debriefing. The debriefing shall include the following minimum information:

• Key requirements of the solicitation.

• The overall ranking of all proposals.

• The significant weaknesses or deficiencies in the proposal in response to the requirements of the solicitation.

• If requested, an explanation of the score received for each evaluation criteria will be provided, including costs, if applicable.

• If applicable, a summary of the rationale for the award.

• Responses to any relevant questions of the Respondent.

6. Evaluation Criteria

A. Scoring Definitions o 1 = Poor: Lacking or inadequate in most basic requirements, specifications, or provisions for the specific criteria.

o 2 = Below Average: Meets many of the basic requirements, specifications, or provision of the scope but is lacking in some essential aspects for the specific criteria.

o 3 = Average: Adequately meets the minimum requirements, specifications, or provisions of the specific scope and is generally capable of meeting the City’s needs.

o 4 = Above Average: More than adequately meets the minimum requirements, specifications, or provision of the specific scope and exceeds those requirements in some aspects for the specific scope.

o 5 = Excellent: Exceeds minimum requirements, specifications, and provisions in most aspects for the specific criteria.

In evaluating the Proposals, the City shall have the discretionary power to render decisions on:

A. the honesty, reputation, and integrity of a Respondent necessary to a faithful performance of the Contract;

B. a Respondent’s skill and business judgment;

C. Respondent’s facilities, labor force, and equipment for carrying out the Contract properly and expeditiously;

D. Respondent’s previous conduct under other contracts with the City and contracts with any other parties that the Respondent has provided work or services;

E. the quality of Respondent’s previous work for the City and any other parties that the Respondent has provided work or services;

F. Respondent’s pecuniary ability and financial stability;

G. the Respondent’s previous and existing compliance with laws, ordinances, and regulations;

H. Respondent’s maintenance of a permanent place of business;

I. Respondent’s appropriate successful contractual and technical experience in similar work;

J. The proportional amount of the work Respondent intends to perform with its own organization as compared with the portion it intends to subcontract;

K. the qualifications of subcontractors whom each Respondent proposes to use;

L. the proximity of Respondent’s labor force, equipment, and business operation in relation to the City;

M. Respondent’s ability to meet and/or maintain scheduling requirements;

N. Respondent’s quoted prices for services, and

O. Respondent’s responsiveness to this Request for Proposals.

The above factors may be determined by Respondent’s past performance of services/work for supplied references and other parties Respondent has performed services/work, information submitted as part of the proposal or in response to an inquiry by the City, and information otherwise known or discovered by the City, or any combination thereof. The City may conduct detailed examinations of Respondents, including of Respondent’s personnel, place of business and facilities, compliance with federal, state, and local laws and all relevant licensing and permitting requirements, and other matters of responsibility germane to the procurement process. The failure of a Respondent to supply information in connection with an inquiry in a timely manner, at the City's discretion, may be grounds for rejecting such Respondent and its proposal.

PROSPECTIVE RESPONDENTS ARE PROHIBITED FROM CONTACTING ANY MEMBER OF THE

SELECTION COMMITTEE, EMPLOYEE, OR PUBLIC OFFICIAL (EXCEPT THE FACILITATOR) AT

ANY TIME DURING THE FORMAL SOLICITATION PROCESS UP TO THE TIME OF CONTRACT

AWARD. ANY ATTEMPTED CONTACT MAY BE GROUNDS FOR DISQUALIFICATION.

Evaluation Criteria

No. Evaluation Criteria Scoring Method Weight (Points)

1. Key Project Personnel

Respondents are evaluated based on the qualifications and relevant experience of the key personnel and consultants proposed for the project.

This includes relevant knowledge and experience on similar projects that will translate into the successful execution of the project.

0-5 Points 15 (15% of Total)

2. Professional Contacts

Respondents are evaluated based on how relevant the projects are to this

RFP.

0-5 Points 15 (15% of Total)

3. Experience

Respondents are evaluated based on their experience on similar projects, the quality of those projects, the schedule, problems encountered, and the means to solve them.

0-5 Points 20 (20% of Total)

4. Price Proposal

Respondents are evaluated based on the proposed cost-effective fee to complete the services in this RFP. If Respondent intends to omit any tasks or requirements listed in the scope of work, the omission must be clearly described and included with your Proposal.

0-5 Points 25 (25% of Total)

5. Delivery and Approach

Respondents are evaluated based on the work plan, team organization, understanding of the scope of work, project management, and communication plan, ability to meet budget, and provide services in a timely manner.

0-5 Points 25 (25% of Total)

Phase 2

No. Evaluation Criteria Scoring Method Weight (Points)

1. Quality of Engagement

Respondents will be evaluated based on their ability to engage and respond effectively to the committee's questions and comments.

0-5 Points 25 (25% of Total)

2. Understanding of City's Needs

Respondents will be evaluated based on their demonstrated understanding of the City's needs and objectives, as outlined in this RFP.

0-5 Points 25 (25% of Total)

3. Workload Management

Respondents will be evaluated based on their firm's demonstrated capacity to manage existing and anticipated workload while ensuring adequate staffing, continuity, and performance of the contract, if awarded.

4. Distinct Qualifications & Added Value

Respondents will be evaluated based on the firm's ability to provide value-added services and distinctive qualifications that benefit the City.

7. Standard Terms and Conditions

7.1. Basis of Response/Proposals

The words “Response” and “Proposal” shall be interpreted to have the same meaning for purposes of these specifications, terms, and conditions. Respondent will include all cost items; failure to comply may be cause for rejection. No segregated proposals or assignments will be considered. It is the intent of the City to promote competition.

It shall be the responsibility of the Respondent to advise the Procurement Division of any language, requirements, etc., or any combination thereof, which the Respondent feels may inadvertently restrict or limit the requirements stated in the specifications to a single vendor or manufacturer.

Such notification must be submitted in writing at least seven (7) business days before the due date and time of the proposal.

7.2. Submission of Supporting Documents

The Successful Respondent shall furnish all required documents within ten (10) business days after notification of the award. If the Successful Respondent fails to furnish the required documents within ten (10) business days, the City may withdraw the award and award to the next lowest responsive, responsible Respondent whose proposal provides the best value to the City.

7.3. Proposal Prices

The Respondent warrants by virtue of bidding that the prices, terms, and conditions quoted in this proposal will be firm for ninety (90) days from the date of the proposal opening unless otherwise specified by the Respondent and shall not be amended after the date and time of the bid opening.

Any attempt by a Successful Respondent to amend said proposal prices except as otherwise provided herein shall constitute a default.

Amounts specified herein are for fixed-price work or products, including all prices for equipment, labor, and materials required to perform the work or deliver the product(s) specified herein. The Respondent, having familiarized itself with the local conditions and conditions listed here, proposes to furnish all labor, materials, equipment, and other items, facilities, and services, without exception, for the proper execution and completion of the contract and, if awarded the contract, to complete the required work or deliver the required product(s) as specified within the bid/proposal package set forth by the City of Winter Park.

7.4. Delivery

All prices shall be FOB Destination, City of Winter Park, Florida. Delivery dates and warranties must be written out and submitted with bids. We insist delivery dates be met as specified. There will be no additional charge for multiple delivery locations.

7.5. Contract Term

Unless otherwise agreed in a written document approved and signed by the City, the contract shall be in effect for thirty-six (36) consecutive months from the date the Mayor or other authorized signer signs the contract on behalf of the City.

There shall be the option of renewal for a possible first and second 12-month period, not to exceed sixty (60) months in total, after the written consent of both parties and approval by the City Commission or City Manager. Approximately forty-five (45) days before the expiration of the initial contract period, the successful Respondent will be notified by the City if it seeks an extension. To be effective and enforceable, any changes in the scope of services or prices intended to apply in a renewal or extension period must be presented by City staff to the City Commission for approval or rejection. Upon written consent of both parties and approval of the City Commission or City Manager, the contract will be renewed for the first or second term.

7.6. Invoicing & Payment

Unless otherwise agreed to by the City, payment terms will be thirty (30) days net from receipt of invoice unless an appropriate prompt payment discount is provided and accepted. The City shall make payment only after the items awarded to a vendor have been received, inspected, and found to comply with award specifications, free of damage or defect, and properly invoiced. The invoices are in all respects satisfactory to the City and appropriate for payment. All invoices shall bear the purchase order number or RFP number. Payment and disputes involving invoices and payments shall be governed in accordance with Part VII, Chapter 218, Florida Statutes (Local Government Prompt Payment Act).

7.7. VISA Acceptance

The City of Winter Park has implemented a purchasing card program using the VISA platform.

Successful Respondent may receive payment from the City via purchasing card like other VISA purchases. VISA acceptance is preferred but is not the exclusive method of payment.

7.8. Taxes

The City is exempt from Federal Excise and Sales taxes—tax exemption number: State #85- 8012621708C-8.

7.9. Mistakes

Respondents are expected to examine the specifications, delivery schedule, prices, extensions, and all other instructions provided herein. Failure to do so will be at the Respondent’s risk. The City is not obligated to give Successful Respondents extra payments for conditions that can be determined by examining the site and documents. In case of a mistake in the extended price, the unit price will govern, and the Respondent’s total offer will be corrected accordingly.

7.10. Minor Informalities or Irregularities in Bids

A minor informality or irregularity is one that is merely a matter of form and not of substance. It also pertains to some immaterial defect in a bid or variation of a bid from the exact requirements of the invitation that can be corrected or waived without being prejudicial to other bidders. The defect or variation is immaterial when the effect on price, quantity, or delivery is negligible when contrasted with the total cost or scope of the acquired supplies or services. The procurement officer either shall give the bidder an opportunity to cure any deficiency resulting from a minor informality or irregularity in a bid or waive the deficiency, whichever is to the advantage of the City.

7.11. Contract Award

The City reserves the right to make award(s) by individual item, aggregate, or none, or a combination thereof; with one or more suppliers; to cancel the formal solicitation; reject any or all proposals; or waive any minor informalities or technicalities in proposals received, as may be deemed in the best interest of the City in the City’s sole discretion; and reserves the right to award the contract to the lowest responsive, responsible Respondent who submits a proposal meeting specifications in a way deemed most advantageous and best value to the City in the City’s sole discretion.

The City further reserves the right to consider matters such as, but not limited to, the quality offered, delivery terms, and service reputation of the vendor in determining the most advantageous proposal.

The City reserves the right to make an award to more than one Respondent. The City reserves the right to demand additional information or clarification concerning any proposal or submission from one or more Respondents. Such request shall be furnished to all Respondents. Failure to respond or to provide adequate information in response shall be grounds for disqualification at the sole discretion of the City. Information received upon such request for additional information or clarification may be relied upon by the City in determining the most advantageous proposal for making an award.

7.12. Proposal or Contract Terms at Variance with This Document and the RFP or Specifications

This formal solicitation expressly limits acceptance of the terms of this document. If the Respondent submits a proposal that contains additional terms and conditions, then, at the option of the City, it may award the contract to such Respondent but without the contractual terms that were included in the proposal and which are inconsistent with or different from the language in this invitation, and the proposal specifications and this document so long as the proposal is otherwise responsive to this document and the proposal specifications with the inconsistent language stricken. The Respondent hereby agrees that by making a proposal based upon this invitation, any term or condition inconsistent with this document or the proposal specifications shall be null, void, and stricken by the City. Without limitation, the following contract terms and provisions shall be deemed inconsistent and will be stricken:

A. Any provision that changes the venue for any type of dispute resolution to a location outside of Orange County, Florida.

B. Any provision that applies the law of any jurisdiction other than the law of Florida.

C. Any provision that provides for a dispute resolution method other than resolution in the court of appropriate jurisdiction and venue (although non-binding mediation in Orange County, Florida, using a mutually agreed mediator will not be deemed inconsistent). Dispute resolution through arbitration or through any other tribunal court of appropriate jurisdiction and venue (in Orange County, Florida).

D. Any provision that provides for attorney’s fees to the prevailing party in any litigation between or among the parties is inconsistent and shall be stricken.

E. Any provision that limits the remedies and warranties available to the City under applicable provisions of Florida law shall be inconsistent and stricken. Although the Uniform Commercial Code and Florida law will allow for limitation of warranties and remedies, such limitations are also inconsistent with the intent of this formal solicitation and will be stricken from the contract if awarded. It is the intent of the parties that the City shall reserve all of its rights of warranty and remedies available to the fullest extent under Florida law, without limitation.

F. Any provision that alters the risk of loss and/or FOB point of responsibility with respect to goods in transit that are inconsistent with the provisions of this document or the proposal specification shall be inconsistent and stricken.

G. Any provision that provides for the City to hold harmless and indemnify another party shall be inconsistent with this formal solicitation and stricken.

H. Any provision that, to any extent, waives, alters or modifies, or purports to do so, the sovereign immunity rights of the City shall be deemed to be inconsistent with this formal solicitation and shall be stricken.

I. Any proposal that purports to establish a lien or security interest in any property sold by the vendor or any other property of the City shall be deemed unlawful and inconsistent with this formal solicitation and stricken.

J. Any term that is proposed that would alter the rate of interest and terms for payment in a manner inconsistent with this formal solicitation shall be deemed to be stricken although to the…