HomeMy Public PortalAbout22-9995 - issuance of an RFP for a pavement, sidewalk and additional city assets condition assessmentSponsored by: City Manager
RESOLUTION NO. 22-9995
A RESOLUTION OF THE CITY COMMISSION OF THE
CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE
INTERIM CITY MANAGER TO ISSUE A REQUEST FOR
PROPOSALS (RFP) FOR A PAVEMENT, SIDEWALK AND
ADDITIONAL CITY ASSETS CONDITION
ASSESSMENT; FURTHER AUTHORIZING AN
EXPENDITURE OF UP TO $3,000.00 FOR ADVERTISING:
PROVIDING FOR INCORPORATION OF RECITALS;
PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Opa-Locka is in need of a Condition Assessment for
Pavement , Sidewalk and additional City Assets;
WHEREAS, the Interim City Manager recommends the City Commission
obtain proposals from qualified right-of-way asset data collection consultants
through a Request for Proposal ("RFP") focusing on Sidewalk and Pavement
Condition Index (PCI) and prepare a Pavement and Sidewalk Management
Program, including Additional Assets (trees, streetlights, road signs and road
striping); and
WHEREAS, Proposers shall have sufficient expertise and experience to
complete the work described in the Scope of Services and conduct a condition
survey of the City's roadway network and provide technical support for creating the
City's management program for these assets. The information gathered will be
integrated into the City's Geographic Information System (GIS).
WHEREAS, the City desires to issue a RFP for Pavement, Sidewalk and
Additional City Assets Condition Assessment; and
WHEREAS, the City Commission authorizes the Interim City Manager to
issue an RFP for Pavement, Sidewalk and Additional City Assets Condition
Assessment and further authorizes the expenditure of up to Three Thousand
Dollars ($3,000) for advertising the procurement, if appropriate.
NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA-LOCKA, FLORIDA:
Section 1. RECITALS ADOPTED.
The recitals to the preamble herein are incorporated by reference.
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Resolution No. 22-9995
Section 2. AUTHORIZATION
The Commission of the City of Opa-Locka, Florida hereby authorizes the Interim City
Manager to issue a Request for Proposals (RFP) for a Pavement, Sidewalk and
Additional City Assets Condition Assessment, attached hereto as Exhibit "A"; and
further authorize the expenditure of up to Three Thousand Dollars ($3,000.00) for
advertising purposes.
Section 3. SCRIVENER'S ERRORS.
Sections of this Resolution may be renumbered or re -lettered and corrections of
typographical errors which do not affect the intent may be authorized by the City
Manager, following approval by the City Attorney and without need of public
hearing, by filing a corrected copy of same with the City Clerk.
Section 4. EFFECTIVE DATE.
This Resolution shall take effect immediately upon adoption and is subject to the
approval of the Governor or his designee.
PASSED AND ADOPTED this 22nd day of June, 2022.
Ve onica J. Williams, Mayor
ATTEST:
a Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
Burnad Norris-W-eks, P.A.
City Attorney
Moved by: Vice Mayor Taylor
Seconded by: Commissioner Bass
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Resolution No. 22-9995
VOTE: 5-0
Commissioner Bass YES
Commissioner Davis YES
Commissioner Dominguez YES
Vice -Mayor Taylor YES
Mayor Williams YES
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City of Opa-locka
Aeenda Cover Memo
City
Manager:
Darvin Williams
CM Signature:
A ' /A
z , vVI �,,_�
Commission
Meeting
Date:
06.22.2022
Item Type:
(EnterX in box)
Resolution
Ordinance
Other
X
Fiscal
Impact:
(Enter X in box)
Yes
No
Ordinance Reading-
(EnterXin box)
1st Reading
2nd Reading
Est.
$3,000
Public Hearing:
(EnterXinbox)
Yes
No
Yes
No
X
X
Funding
Source:
Account# :
(Enter Fund & Dept)
Ex:
See Financial
Impact Section
Advertising Requirement:
(EnterX in box)
Yes
No
X
Contract/P.O.
Required:
(Enter X in box)
Yes
No
RFP/RFQ/Bid#:
X
Strategic
Plan Related
(Enter X in box)
Yes
No
Strategic Plan Priority Area:
Enhance Organizational -
Bus. & Economic Dev •
Public Safety
Quality of Education El
Qual. of Life & City Image
Communication •
Strategic Plan Obj./Strategy:
(list the specific objective/strategy this
item will address)
X
Sponsor
Name
City Manager
Department:
CIP
City Manager
Short Title:
A resolution authorizing the City Manager to issue an RFP for a Condition Assessment for Pavement, Sidewalk,
and additional City Assets.
Staff Summary:
The intent of this Request for Proposal is to obtain proposals from qualified right-of-way asset data collection
consultants focusing primarily on Sidewalk and Pavement Condition Index (PCI) to provide professional
services to prepare a Pavement and Sidewalk Management Program, including Additional Assets (trees,
streetlights, road signs and road striping). Proposers must have sufficient expertise and experience to
complete the work described in the Scope of Services to conduct a condition survey of the City's roadway
network and provide technical support for creating the City's management program for these assets. The
information gathered will be integrated into the City's Geographic Information System (GIS).
Financial Impact
The RFP will be issued primarily electronically, but may require additional advertising, estimated to be $3,000,
with funding available in the Non -Department Other Advertising budget 19-515491. ($9,318 available).
Proposed Action:
Staff recommends the approval of this request to issue the RFP to seek proposals from qualified companies.
Attachment:
Draft RFP
City of Opa-locka
RFP NO: 22-XXXXXXX
REQUEST FOR PROPOSAL (RFP)
PAVEMENT, SIDEWALK, AND ADDITIONAL CITY
ASSETS CONDITION ASSESSMENT
CITY OF OPA-LOCKA
RFP NO.22-XXXXXXX
PAVEMENT, SIDEWALK, AND ADDITIONAL
CITY ASSETS CONDITION ASSESSMENT
TABLE OF CONTENTS
Subject Page Number
Cover 1
Table of Contents 2
Advertisement 3
Part I - Proposal Guidelines 4
Part II - Nature of Services Required 8
Part III - Proposal Requirements 10
Part IV - Evaluation of Proposals 12
Proposer Qualifications 14
Price Proposal 15
Debarment, Suspension Certification 16
Drug -Free Certification 18
Non -Collusion Affidavit 19
Non -Discrimination Affidavit 20
E -Verify Form 21
CITY OF OPA-LOCKA
REQUEST FOR PROPOSALS
RFP NO: 22-XXXXXXX
PAVEMENT, SIDEWALK, AND ADDITIONAL CITY ASSETS CONDITION ASSESSMENT
Sealed Proposals for the PAVEMENT, SIDEWALK, AND ADDITIONAL CITY ASSETS CONDITION
ASSESSMENT will be received by the City of Opa-locka at the Office of the City Clerk, 780 Fisherman St,
4th Floor, Opa-locka, Florida 33054, Tuesday, August 2, 2022 by 2:00 p.m. Any RFP Package received
after the designated closing time will be returned unopened. The City of Opa-locka will be accepting
proposals by mail, however it is your responsibility to submit your proposal by the due date. In addition,
proposals may be submitted via www.demandstar.com (e -bid). The address to submit sealed proposals
is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
An original and six (6) copies for a total of seven (7) plus 1 copy of the Proposal package on USB Flash
Drive in PDF format shall be submitted in sealed envelopes/packages addressed to the City Clerk, City
of Opa-locka, Florida, and marked RFP for PAVEMENT, SIDEWALK, AND ADDITIONAL CITY ASSETS
CONDITION ASSESSMENT.
Proposers desiring information for use in preparing proposals may obtain a set of such documents by
visiting the City's website at www.opalockafl.gov or www.demandstar.com.
The City reserves the right to accept or reject any and all proposals and to waive any technicalities or
irregularities therein. The City further reserves the right to award a contract to that proposer whose
proposal best complies with the RFP NO: 22-XXXXXXX requirements. Proposers may not withdraw
their proposal for a period of ninety (90) days from the date set for the opening thereof.
A pre -bid meeting will be held on Thursday, July 14, 2022 at 10:00 a.m. at 780 Fisherman Street, Ste.
220, Opa-locka, FL 33054 and via zoom.
To participate via Zoom, please use the call -in information listed below:
City Clerk
Joanna Flores, CMC
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CITY OF OPA-LOCKA
RFP NO.22-XXXXXXX
PAVEMENT, SIDEWALK, AND ADDITIONAL CITY ASSETS CONDITION ASSESSMENT
PART I
PROPOSAL GUIDELINES
Introduction: The City of Opa-locka is requesting proposals from qualified professional companies
to provide PAVEMENT, SIDEWALK, AND ADDITIONAL CITY ASSETS CONDITION ASSESSMENT
services for the City.
1-2. Proposal Submission and Withdrawal: The City of Opa-locka will be accepting proposals
by mail, however it is your responsibility to submit your proposal by the due date. In addition,
proposals may be submitted via www.demandstar.com (e -bid). The City must receive all proposals
by 2:00 pm on Tuesday. August 2. 2022. The address to submit sealed proposals is listed below:
CITY OF OPA-LOCKA
Office of the City Clerk
780 Fisherman Street, 4th Floor
Opa-locka, Florida 33054
To facilitate processing, please clearly mark the outside of the proposal package as follows: RFP NO.
22-XXXXXXX - PAVEMENT, SIDEWALK, AND ADDITIONAL CITY ASSETS CONDITION ASSESSMENT.
This package shall also include the Proposer's return address.
Proposers may withdraw their proposals by notifying the City in writing at any time prior to the
deadline for proposal submittal. After the deadline, the proposal will constitute an irrevocable offer,
for a period of 90 days. Once opened, proposals become a record of the CITY and will not be returned
to the Proposer.
The City cautions proposers to assure actual delivery of mailed or hand -delivered proposals directly
to the City Clerk's Office at 780 Fisherman Street, 4th Floor, Opa-locka, Florida 33054 prior to the
deadline set for receiving proposals. Telephone confirmation of timely receipt of the proposal may
be made by calling (305) 688-4611 before proposal closing time. Any proposal received after the
established deadline will not be considered and will be returned unopened to the Proposer(s).
1-3. Number of Copies: Proposers shall submit an original and six (6) copies (a total of 7)
plus one copy on CD in PDF format of the proposal in a sealed, opaque package marked as noted
above. The Proposer will be responsible for timely delivery, whether by personal delivery, US Mail
or any other delivery medium.
1-4. Development Costs: Neither the City nor its representatives shall be liable for any expenses
incurred in connection with preparation of a response to this Request for Proposal. Proposers
should prepare their proposals simply and economically, providing a straightforward and concise
description of the Proposer's ability to meet the requirements of the RFP.
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1-5. Inquiries: The City Clerk will receive written requests for clarification concerning the
meaning or interpretations of the RFP, until eight (8) days prior to the submittal date. City personnel
are authorized only to direct the attention of prospective Proposers to various portions of the RFP
so that they may read and interpret such for themselves. No employee of the City is authorized to
interpret any portion of this RFP or give information as to the requirements of the RFP in addition
to what is contained in the written RFP document.
1-6. Addendum: The City may record its response to inquiries and any supplemental
instructions in the form of written addenda. The CITY may mail written addenda up to three (3)
calendar days before the date fixed for receiving the proposals. Proposers shall contact the City to
ascertain whether any addenda have been issued. Failure to do so could result in an unresponsive
proposal. Any oral explanation given before the RFP opening will not be binding.
All Proposers are expected to carefully examine the proposal documents. Any ambiguities or
inconsistencies should be brought to the attention of the City's Purchasing Agent through written
communication prior to the opening of the proposals.
1-7. Contract Awards: The City anticipates entering into an Agreement with the Proposer who
submits the proposal judged by the City to be most advantageous.
The Proposer understands that this RFP does not constitute an offer or an Agreement with the
Proposer. An offer or Agreement shall not be deemed to exist and is not binding until proposals are
reviewed, accepted by appointed staff.
The City reserves the right to reject all proposals, to abandon the project and/or to solicit and re -
advertise for other proposals.
1-8. Contractual Agreement: This RFP and Consultant/Contractor proposal 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 Proposer response. Any and all legal
action necessary to enforce the award will be held in Miami -Dade County and the contractual
obligations will be interpreted according to the laws of Florida. Any additional contract or
agreement requested for consideration by the Proposer must be attached and enclosed as
part of the proposal.
1-9. Selection Process: The proposals will be evaluated and assigned points. The firm with the
highest number of points will be ranked first; however, nothing herein will prevent the City from
assigning work to any firm deemed responsive and responsible.
The City reserves the right to further negotiate any proposal, including price, with the highest rated
Proposer. If an agreement cannot be reached with the highest rated Proposer, the City reserves the
right to negotiate and recommend award to the next highest Proposer or subsequent Proposers
until an agreement is reached.
1-10. Public Records: Upon award recommendation or ten (10) days after opening, whichever
occurs first, proposals become "public records" and shall be subject to public disclosure consistent
with Chapter 119 Florida Statutes. Proposers must invoke the exemptions to disclosure provided
by law in the response to the RFP, and must identify the data or other materials to be protected, and
must state the reasons why such exclusion from public disclosure is necessary. Document files may
be examined, during normal working hours.
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1-11. News Releases: The Proposer shall obtain the prior approval of the City Manager's Office of
all news releases or other publicity pertaining to this RFP or the service, study or project to which
it relates.
1-12. Insurance: The awarded Proposer(s) shall maintain insurance coverage reflecting at least
the minimum amounts and conditions specified herein. In the event the Proposer is a governmental
entity or a self -insured organization, different insurance requirements may apply.
Misrepresentation of any material fact, whether intentional or not, regarding the Proposers'
insurance coverage, policies or capabilities may be grounds for rejection of the proposal and
rescission of any ensuing Agreement.
1. Evidence of General Liability coverage with limits not less than $1,000,000 per
Occurrence/ $2,000,000 Aggregate (Including Policy Number and Policy Period);
2. Evidence of Auto Liability coverage with limits not less than $1,000,000 per
Occurrence/$1,000,000 Aggregate (Including Policy Number and Policy Period);
3. Evidence of Workers' Compensation coverage with statutory limits and Employer's
Liability coverage with limits not less than $100,000 (Including Policy Number and Policy
Period);
4.The City listed as an additional insured (this may be specifically limited to the specific
job(s) the contractor will be performing);
5. Minimum 30 -day written notice of cancellation.
1-13. Licenses: Proposers, both corporate and individual, must be fully licensed and certified in
the State of Florida at the time of RFP submittal. The proposal of any Proposer who is not fully
licensed and certified shall be rejected.
1-14. Public Entity Crimes: Award will not be made to any person or affiliate identified on the
Department of Management Services' "Convicted Vendor List". This list is defined as consisting of
persons and affiliates who are disqualified from public contracting and purchasing process because
they have been found guilty of a public entity crime. No public entity shall award any contract to,
or transact any business in excess of the threshold amount provided in Section 287.017 Florida
Statutes for Category Two (currently $25,000) with any person or affiliated on the "Convicted
Vendor List" for a period of thirty-six (36) months from the date that person or affiliate was placed
on the "Convicted Vendor List" unless that person or affiliate has been removed from the list. By
signing and submitting the RFP proposal forms, Proposer attests that they have not been placed on
the "Convicted Vendor List".
1-15. Code Of Ethics: If any Proposer violates or is a party to a violation of the code of ethics of
the City of Opa-locka or the State of Florida with respect to this proposal, such Proposer may be
disqualified from performing the work described in this proposal or from furnishing the goods or
services for which the proposal is submitted and shall be further disqualified from submitting any
future proposals for work, goods or services for the City of Opa-locka.
1-16. Drug -Free Workplace: Preference shall be given to businesses with Drug -Free Work Place
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(DFW) programs. Whenever two or more proposals which are equal with respect to price, quality,
and service are received by the City for the procurement of commodities or contractual services, a
proposal received from a business that completes the attached DFW form certifying that it is a DFW
shall be given preference in the award process.
1-17. Permits and Taxes: The Proposer shall procure all permits, pay all charges, fees, and taxes,
and give all notices necessary and incidental to the due and lawful prosecution of the work.
1-18. Protests: Protests of the plans, specifications, and other requirements of the request for
proposal and bids must be received in writing by the City Clerk's Office at least ten (10) working
days prior to the scheduled bid opening. A detailed explanation of the reason for the protest must
be included. Protests of the award or intended award of the bid or contract must be in writing and
received in the City Clerk's Office within seven (7) working days of the notice of award. A detailed
explanation of the protest must be included.
1-19. Termination for Convenience: A contract may be terminated in whole or in part by the
City at any time and for any reason in accordance with this clause whenever the City shall determine
that such termination is in the best interest of the City. Any such termination shall be affected by the
delivery to the contractor at least five (5) working days before the effective date of a Notice of
Termination specifying the extent to which performance shall be terminated and the date upon
which termination becomes effective. An equitable adjustment in the contract price shall be made
for the completed service, but no amount shall be allowed for anticipated profit on unperformed
services.
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PART II
MINIMUM SPECIFICATIONS
2.
GENERAL REQUIREMENTS:
2.1 The intent of this Request for Proposal is to provide proposals from qualified right-of-
way asset data collection consultants focusing primarily on Sidewalk and Pavement
Condition Index (PCI) to provide professional services to prepare a Pavement and
Sidewalk Management Program (PMP) Additional Assets listed below. Proposers must
have sufficient expertise and experience to complete the work described in the Scope
of Services and to conduct a condition survey of the City's roadway network and
provide technical support for creating the City's Pavement Management System (PMS).
The information gathered will be integrated into the City's existing Geographic
Information System (GIS) layers.
The City reserves the right to amend the terms of this "Request for Proposal" (RFP), to
circulate various addenda, or to withdraw the RFP at any time, regardless of how much
time and effort consultants have spent on their responses.
2.2 TECHNICAL SPECIFICATIONS:
2.2.1 The City of Opa-locka has approximately 95 lane miles +/- of roadway.
Approximately 80 percent of the road network is local streets. Pavement and
sidewalk sections are measured from intersection to intersection in the City's
network. This project will update every road section's Pavement Condition
Index and other identified assets within the city. Please refer to Attachment A
for a map that illustrates the roads within the City's Road network.
2.3 REQUIRED ELEMENTS
2.3.1 Physically evaluate the pavement condition of all City streets and determine a
Pavement Condition Index (PCI) rating for each street section, pursuant to
applicable standards.
2.3.2 Physically evaluate the condition of all City sidewalks to measure sidewalk
defects, such as Uplifts, Bumps, Holes, Cracking & Surface Texture.
2.3.3 Compliance with ADA Sidewalk Width
2.3.4 Compliance with ADA Ramps, measuring the following attributes:
ramp slope & cross slope, road slope & cross slope, flare slopes, ramp width, landing
area, tactile pad (present/not present/condition).
2.3.5 Curb GIS Database contractor will determine curb locations, from front or side
facing imagery.
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2.4 PAVEMENT CONDITION SURVEY
2.4.1 All arterial and collector roadways shall be tested and driven in each direction,
resulting in two full passes. The City maintains approximately 95 lane miles +/- of
roadway.
2.4.2 Vendor shall not survey private property beyond the City's Right of Way (ROW)
2.4.3 Provide pavement surface type (asphalt, concrete, brick)
2.4.4 Provide if pavement markings are on the street.
2.4.5 Provide surface imaging and/or video of the network that can be integrated into
the approved Pavement Management Software and provided to the City.
2.5 INPUT AND ANALYSIS:
2.5.1 Generate a report consisting of an executive summary of the current City street
inventory with associated data such as street limits, length, width, type of paving,
classification, area of street, segment PCI and zone. The report shall also contain
the total number of streets, the prior work history performed, identification of
newly added Branches and Sections, projections of pavement quality based on
different scenarios and a maintenance program for a 5 -year program beginning
in FY 2022-2023.
2.5.2 Generate predictions for scenarios listed below, based on information provided
by the City over a 5 -year period and provide repair strategy recommendations
based on the actual budget. Consultant shall also prepare results for each
scenario listed below. Annual budgets will be provided by the City to the
successful Consultant.
a) Scenario 1- Budget required to maintain PCI from report.
b) Scenario 2 - Budget required to achieve a 70 PCI.
c) Scenario 3 - PCI change with current funding.
d) Scenario 4 - PCI change with an additional $200,000 of funding per year.
e) Scenario 5 - PCI change by resurfacing the lowest 5 PCI streets per year.
The report shall identify a sample of a City Street within each range of PCI's, with a photo of the street,
and provide a summary/description of the existing condition of the street and a resurfacing strategy.
The report shall contain a map that shows the current zones PCI and a map that shows the zone
PCI's at the end of the 5 -year program based on the current budget to show the result of the 5 -year
program. A list in narrative form shall also be within the report to identify the result of the 5 -year
program.
The City will provide estimated street repair costs for slurry seals, cape seals, overlays and
reconstruction based on recent bids. This shall be used by the Consultant for estimating street
resurfacing costs for each street, as specified above.
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2.6 Additional Asset Collection
2.6.1 Paving Markings
A visual review of the markings which shall determine the current condition and whether
maintenance is required.
Attributes
Category*
Location*
Condition
Description
Left Turn, Right Turn, Crosswalk etc.
Global Positioning System (GPS) location (+/- 2 meters)
The analysis will be conducted from intersection to
intersection and given a rating of either Good, Fair or Critical.
If the length of the road is longer than 1,000 ft, the analysis will
be broken up into 1,000 ft segments.
2.6.2 Traffic Signage
Assessment and location of traffic signs; with the following attributes:
Attributes
Sign Category*
Sign Name*
GPS Location*
Sign & Post
Condition
Description
Regulatory, Warning, Guide, School,
Information, General
Federal or State MUTCD designation
designation for specialized signs
Global Positioning System (GPS) location (+/- 2
meters)
Good, Fair, Critical rating assessed through review of
daytime digital images
2.6.3 Stormwater, and Water/Sewer Infrastructure
Catch basins, Manholes, Fire Hydrants, Sewer and Water Valves
Attributes
GPS Location
Recreation,
or custom
Description
Global Positioning System (GPS) location (+/- 2
meter)
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2.6.4 Trees
A visual review of the trees which shall determine the current condition and whether
maintenance or replacement is required.
Attributes Description
GPS Location
Condition
2.6.5 Streetlights
Global Positioning System (GPS) location (+/- 2
meter)
A visual evaluation of the tree to ensure that it is safe for
the environment and the property around them
A list of the streetlights that include type, size, condition, light quality, pole number, and
street location, and a map of the city's streetlight
Attributes Description
GPS Location Global Positioning System (GPS) location (+/- 2
meter)
Verification of lights, type, Sodium Vapor (HPS), Mercury Vapor, LED,
and size
Pole number and Size
Working condition of lights Broken sensors, running continuously, intermittent
lighting, broken parts, decreased brightness due to dirt
and bugs in the fixture, etc.
Light quality: Lumens, Visibility, Obstruction
In Addition, the proposer shall include:
• Identify and implement a preferred Pavement Management System (such as Street Saver
or PAVER).
• Identify feasible rehabilitation alternatives for each street section.
Prepare a 10 -year plan for street rehabilitation based on the City's anticipated revenues.
• Identify feasible rehabilitation alternatives for each additional asset assessed.
Prepare a 5 -year plan for sidewalk, signage, streetlights, paving markings, trees
rehabilitation or replacement based on the City's anticipated revenues
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2.7 PAVEMENT MANAGEMENT SOFTWARE:
The vendor is to provide a two (2) year user license of the Pavement Management Software that
meets the City's goals. The software shall be compatible with ArcGIS and shall be able to transfer
data with no extra software. The software shall be able to incorporate data and any other ratings
from other sources. The software should be available both on desktop versions and mobile
applications or web versions.
The software shall be able to provide:
a.) Minimum of 5 years of resurfacing projections
b.) Resurfacing and Preventative Maintenance breakdown based on the City's budget
c.) Preventative maintenance breakdown, i.e. crack seal, cut and patch, asphalt rejuvenation
d.) A map of the City's network PDF reports with budget and paving information for Administration
and City Commission to view.
Training of the approved software shall be provided to designated staff and be included in the cost
of the software. Training can either be in person or via Microsoft Teams or another application that
is available for the City to use. A training manual shall also be provided.
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PART III
PROPOSAL REQUIREMENTS
3-1 RULES FOR PROPOSALS
In order to maintain comparability and enhance the review process, proposals shall be organized in
the manner specified below and include all information required herein. The proposal must name
all persons or entities interested in the proposal as principals. The proposal must declare that it is
made without collusion with any other person or entity submitting a proposal pursuant to this RFP.
3-2 SUBMISSION OF PROPOSALS
The proposal shall be submitted on 8 Ya "x 11" paper, portrait orientation, with headings and
sections numbered appropriately. Ensure that all information is written legibly or typed. The
following should be submitted for a proposing firm to be considered:
3.2.1 Cover Page - Show the name of Proposer's agency/firm, address, telephone number, name of
contact person, date, and the proposal number and description.
3.2.2 Tab 1 - Table of Contents
Include a clear identification of the material by section and by page number.
3.2.3 Tab 2 - Letter of Transmittal
3.2.3.1 Limit to one or two pages.
3.2.3.2 Briefly state the Proposers understanding of the work to be done and make a positive
commitment to perform the work.
3.2.3.3 Give the names of the persons who will be authorized to make representations for
the Proposer, their titles, addresses and telephone numbers.
3.2.3.4 Provide an official signature of a Corporate Officer certifying the contents of the
Proposer's responses to the City's Request for Proposal.
3.2.4 Tab 3 - General Information
3.2.4.1 Name of Business.
3.2.4.2 Mailing Address and Phone Number.
3.2.4.3 Names and contact information of persons to be contacted for information or services
if different from name of person in charge.
3.2.4.4 Normal business hours.
3.2.4.5 State if business is local, national, or international and indicate the business legal
status (corporation, partnership, etc.).
3.2.4.6 Give the date business was organized and/or incorporated, and where.
3.2.4.7 Give the location of the office from which the work is to be done and the number of
professional staff employees at that office.
3.2.4.8 Indicate whether the business is a parent or subsidiary in a group of firms/agencies.
If it is, please state the name of the parent company.
3.2.4.9 State if the business is licensed, permitted and/or certified to do business in the State
of Florida and attach copies of all such licenses issued to the business entity.
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3.2.5 Tab 4 - Project Approach
Describe in detail your proposal to fulfill the requirements of the scope of services listed in section
2.2 of this RFP.
3.2.6 Tab 5 - Experience and Qualifications
3.2.6.1 Specify the number of years the Proposer has been in business.
3.2.6.2 Identify the Proposer's qualifications to perform the services identified in this RFP as
listed in section 2-2 of the Scope of Services.
Include resumes, not exceeding one page each, of all key personnel who will be assigned to the City.
3.2.7 Tab 6 - Schedule
3.2.7.1 Include a timetable that identifies the amount of time required to complete each
component of the Program.
3.2.7.2 Indicate the earliest available start date for your project team.
3.2.7.3 Indicate the project completion date based on the date provided in 3.2.7.1.
3.2.8 Tab 7 - Pricing of Services
3.2.8.1 Fee basis should be an all-inclusive, base fee.
3.2.9 Tab 8 - References
3.2.9.1 List a minimum of three (3) references in Florida for which the proposer has provided
elevator services. Include the name of the organization, brief description of the project, name
of contact person telephone number and email address.
3.2.10 Tab 9 - Additional Forms
Proposers must compete and submit as part of its Proposal all of the following forms and/or
documents
• Proposer Qualifications
• Certification regarding debarment and suspension
• Drug Free workplace certification
FAILURE TO SUBMIT ALL OF THE ABOVE REQUIRED DOCUMENTATION MAY DISQUALIFY
PROPOSER.
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PART IV
EVALUATION OF PROPOSALS
4-1 SELECTION COMMITTEE
A Selection Committee, consisting of City personnel, will convene, review and discuss all proposals
submitted.
The Selection Committee will use a point formula during the review process to score proposals and
assign points in the evaluation process in accordance with the evaluation criteria. The Proposer
shall satisfy and explicitly respond to all the requirements of the RFP including a detailed
explanation of how the services shall be performed.
Each proposal will be reviewed to determine if the Proposal is responsive to the submission
requirements outlines in the Solicitation. A responsive Proposal is one which follows the
requirements of this Solicitation that includes all documents are submitted in the format outlined
in this Solicitation, is of timely submission, and has the appropriate signatures as required on each
document. Failure to comply with these requirements may result in the Proposal being deemed non-
responsive. The Contract (s) will be awarded to the most responsive proposer whose Proposal best
serves the interest of and represents the best values to the City of Opa-locka.
4-2 EVALUATION CRITERIA
The Committee may select and choose to invite any and/or or all firms to make a presentation and
be interviewed by the Committee as part of the evaluation process for this Solicitation. The
Committee's decision will be communicated by staff to all Respondents. The Respondent's
presentation may clarify but may not modify their submitted proposal. Any discussion between the
presenter (s) and Evaluation Committee during presentations are intended only for purposes of
providing clarification in response to questions from the Committee.
Category
Points
Technical Approach, Management, and Project Understanding
Firm's understanding of the project requirements and providing a sound technical and
managerial approach to achieving the project's purpose.
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Qualifications of Key Personnel - Identify and list qualifications of key personnel, team
members and sub -consultants proposed to work on this project and their responsibilities with
this project. The firm's key personnel should demonstrate experience with similar projects in
urban settings within the past 5 years.
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Past Performance/Similar Experience
The firm's prior similar experience, including the work which best illustrates the team's most
relevant experience, ability, and expertise to perform the services requested in this RFP, and the
firm's past performance on similar projects, ongoing and completed within the past 5 years,
including references.
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Cost and Project Resources and Approach
Appropriateness, reasonableness, and competitiveness of the cost proposal. (10 points)
Resources and approach
1. Adequate resources
2. Proposed plan and approach to fulfilling scope
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QA/QC Plan
10
TOTAL
100
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4-3 ORAL PRESENTATIONS
Proposers may be required to make individual presentations to the City Selection Committee in
order to clarify their proposals. Only those firms with the highest rated scores in accordance with
the stated criteria and their weights will be invited to give oral presentations. However, the City
has the right to accept the best proposal as submitted, without discussion or negotiation.
If the City determines that such presentations are needed, a time and place will be scheduled for
oral presentations. Each Proposer shall be prepared to discuss and substantiate any of the areas of
the proposal submitted, and its qualifications to perform the specified services. During the oral
presentations, the Proposers should relate their discussion to the evaluation criteria, which will
include (but not be limited to) their approach to the project. The proposed Project Manager must
be in attendance.
The Evaluation Criteria may be changed for the oral presentation evaluation phase. References and
site visits (if completed) shall be included in the final evaluation criteria, along with other criteria
and weights as determined by the Selection Committee. Finalists will be informed as to the revised
criteria, if any, prior to their oral presentation.
Additionally, prior to award of an Agreement pursuant to this RFP, the City may require Proposers
to submit such additional information bearing upon the Proposer's ability to perform the services
in the Agreement as the City deems appropriate.
4-4 FINAL SELECTION
The City of Opa-locka will select the firm that meets the best interests of the City. The City shall be
the sole judge of its own best interests, the proposals, and the resulting negotiated agreement. The
City's decisions will be final. Following the notification of the selected firm, it is expected that an
Agreement will be executed between both parties. City staff will recommend award to the
responsible Proposer whose Proposal is determined to provide overall best value to the City,
considering the evaluation factors in this RFP.
4-5 AWARD AND CONTRACT EXECUTION
After review by the Selection Committee of the proposals and oral presentations a recommendation
will be made to the City Manager for submission to the City Commission for final approval. Upon
Commission authorization, contract negotiations will be initiated with the first ranked firm. If those
negotiations are unsuccessful, the City will formally terminate negotiations with the first ranked
firm and will commence contract negotiations with the next ranked firm, etc. Upon successful
contract negotiations with the prevailing firm, the remaining firms will be notified that the process
has been completed and that they were not selected.
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RFP NO.22-XXXXXXX
PROPOSER QUALIFICATIONS
PAVEMENT, SIDEWALK, AND ADDITIONAL CITY ASSETS CONDITION ASSESSMENT
The Proposer, as a result of this proposal, MUST hold a County and/or Municipal Contractor's Occupational
License in the area of their fixed business location. The following information MUST be completed and
submitted with the proposal to be considered:
1. Legal Name and Address:
Name:
Address:
City, State, Zip: Phone/Fax:
2. Check One: Corporation () Partnership () Individual ()
3. If Corporation, state:
Date of Incorporation: State in which Incorporated:
4. If an out-of-state Corporation, currently authorized to do business in Florida, give date of
such authorization:
5. Name and Title of Principal Officers Date Elected:
6. The length of time in business: years
7. The length of time (continuous) in business as a service organization in Florida:
years
8. Provide a list of at least three commercial or government references that the bidder has
supplied service/commodities meeting the requirements of the City of Opa-locka
specification, during the last twenty-four months.
9. A copy of County and/or Municipal Occupational License(s)
Note: Information requested herein and submitted by the proposers will be analyzed by the City of Opa-locka and will be a factor considered in awarding
any resulting contract. The purpose is to insure that the Contractors, in the sole opinion of the City of Opa-locka, can sufficiently and efficiently perform
all the required services in a timely and satisfactory manner as will be required by the subject contract. If there are any terms and/or conditions that are
in conflict, the most stringent requirement shall apply.
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RFP NO: 22-XXXXXXX
PRICE PROPOSAL FORM
PAVEMENT, SIDEWALK, AND ADDITIONAL CITY ASSETS CONDITION ASSESSMENT
Firms must use the Cost Proposal below to submit your Firm's cost for this project indicated in the
Scope of Service herein.
The City reserves the right to increase, decrease, and/or choose the items and quantities below for
the Project to meet its available budget using the hourly rates provided below.
Proposing firm must completely fill out each row below.
Your firm must provide a detailed fee schedule that explains the cost and services for each
description of task.
LUMP SUM PRICE: $
SUBMITTED THIS DAY OF 2022.
BID SUBMITTED BY:
Company Telephone Number
Name of Person Authorized to Submit
Bid
Signature
Title
Fax Number
Email Address
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CITY OF OPA-LOCKA
CERTIFICATION REGARDING DEBARMENT, SUSPENSION
PROPOSED DEBARMENT AND OTHER MATTERS OF
RESPONSIBILITY
1. The Proposer certifies, to the best of its knowledge and belief, that the Proposer and/or any of its
Principals:
A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible
for the award of contracts by any Federal agency.
B. Have not, within a three-year period preceding this offer, been convicted of or had a civil
judgment rendered against them for: commission of fraud or a criminal offense in connection
with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract
or subcontract; violation of Federal or state antitrust statutes relating to the submission of
offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of
records, making false statements, tax evasion, or receiving stolen property; and
C. Are not presently indicted for, or otherwise criminally or civilly charged by a
governmental entity with, commission of any of the offenses enumerated in paragraph 1-B
of this provision.
2. The Proposer has not, within a three-year period preceding this offer, had one or more contracts
terminated for default by any City, State or Federal agency.
A. "Principals," for the purposes of this certification, means officers; directors; owners;
partners; and, persons having primary management or supervisory responsibilities within a
business entity (e.g., general manager; plant manager; head of a subsidiary, division, or
business segment, and similar positions). This Certification Concerns a Matter Within the
Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or
Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001,
Title 18, United States Code.
B. The Proposer shall provide immediate written notice to the Contracting Officer if, at any
time prior to contract award, the Proposer learns that its certification was erroneous when
submitted or has become erroneous by reason of changed circumstances.
C. A certification that any of the items in paragraph (a) of this provision exists will not
necessarily result in withholding of an award under this solicitation. However, the
certification will be considered in connection with a determination of the Proposer's
responsibility. Failure of the Proposer to furnish a certification or provide such additional
information as requested by the Contracting Officer may render the Proposer non-
responsive.
D. Nothing contained in the foregoing shall be construed to require establishment of a
system of records in order to render, in good faith, the certification required by paragraph
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(a) of this provision. The knowledge and information of a Proposer is not required to exceed
that which is normally possessed by a prudent person in the ordinary course of business
dealings.
E. The certification in paragraph (a) of this provision is a material representation of fact upon
which reliance was placed when making award. If it is later determined that the Proposer
knowingly rendered an erroneous certification, in addition to other remedies available to
the Government, the Contracting Officer may terminate the contract resulting from this
solicitation for default.
AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS FIRM COMPLIES
FULLY WITH THE ABOVE REQUIREMENTS.
Signature
Printed Name
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CITY OF OPA-LOCKA
RFP NO. 22-XXXXXXX
DRUG -FREE WORKPLACE CERTIFICATION FORM
Whenever two (2) or more bids/proposals, which are equal with respect to price, quality, and
service, are received by the CITY OF OPA-LOCKA for the procurement of commodities or contractual
services, a bid/proposal received from a business that certifies that it has implemented a drug -free
workplace program shall be given preference in the award process. In order to have a drug -free
workplace program, a business shall:
1. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession or use of controlled substances is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug -free workplace, any available drug counseling, rehabilitation, and
employee assistance programs, and the penalties that may be imposed upon employees for
drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in number (1).
4. In the statement specified in number (1), notify the employees that as a condition for
working on the commodities or contractual services that are under bid, the employee will
abide by the terms of the statement and will notify the employer of any conviction on or plea
of guilty or no contest to any violation of Chapter 893, Florida Statutes or of any controlled
substance law of the United States or any singular state, for a violation occurring in the
workplace no later than five (5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or
rehabilitation program if such is available in the employee's community by any employee
who is so convicted.
6. Make a good faith effort to continue to maintain a drug -free workplace through
implementation of Section 287.087, Florida Statutes.
This Certification is submitted by the
(Name)
of
(Title/Position) (Company)
who does hereby certify that said Company has implemented a drug -free workplace program, which
meets the requirements of Section 287.087, Florida Statutes, which are identified in numbers (1)
through (6) above.
Date Signature
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CITY OF OPA-LOCKA
NON -COLLUSION AFFIDAVIT
STATE OF FLORIDA - COUNTY OF MIAMI DADE
being first duly sworn, deposes and says that:
(1) He/She/They is/are the
(Owner, Partner, Officer, Representative or Agent) of
the PROPONENT that has submitted the attached
proposal;
(2) He/She/They is/are fully informed respecting the preparation and contents of the
attached Proposal and of all pertinent circumstances respecting such Proposal;
(3) Such Proposal is genuine and is not a collusive or sham Proposal;
(4) Neither the said PROPONENT nor any of its officers, partners, owners, agents,
representatives, employees or parties in interest, including this affiant, have in any way
colluded, conspired, connived or agreed, directly or indirectly, with any other
PROPONENT, firm, or person to submit a collusive or sham Proposal in connection with
the Work for which the attached Proposal has been submitted; or to refrain from
Proposing in connection with such Work; or have in any manner, directly or indirectly,
sought by agreement or collusion, or communication, or conference with any
PROPONENT, firm, or person to fix any overhead, profit, or cost elements of the Proposal
or of any other PROPONENT, or to fix any overhead, profit, or cost elements of the
Proposed Price or the Proposed Price of any other PROPONENT, or to secure through any
collusion, conspiracy, connivance, or unlawful agreement any advantage against
(Recipient), or any person interested in the proposed Work;
(5) The price or prices quoted in the attached Proposal are fair and proper and are not
tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of
the PROPONENT or any other of its agents, representatives, owners, employees or parties
of interest, including this affiant.
Signed, sealed and delivered in the presence of:
By:
Witness Signature
Witness Print Name and Title
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NON-DISCRIMINATION AFFIDAVIT
I, the undersigned, hereby duly sworn, depose and say that the organization, business or
entity represented herein shall not discriminate against any person in its operations, activities or
delivery of services under any agreement it enters into with the City of Opa-locka. The same shall
affirmatively comply with all applicable provisions of federal, state and local equal employment
laws and shall not engage in or commit any discriminatory practice against any person based on
race, age, religion, color, gender, sexual orientation, national origin, marital status, physical or
mental disability, political affiliation or any other factor which cannot be lawfully used as a basis for
service delivery.
By:
Title:
Sworn and subscribed before this
day of , 20
Notary Public, State of Florida
(Printed Name)
My commission expires:
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E -VERIFY
Effective January 1, 2021, public and private employers, contractors and subcontractors will be
required to register with, and use of the E -verify system in order to verify the work authorization
status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to
utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment
eligibility of:
a) All persons employed by Vendor/Consultant/Contractor to perform employment duties within
Florida during the term of the contract; and
b) All persons (including sub-vendors/sub-contractors) assigned by Vendor /Consultant/
Contractor to perform work pursuant to the contract with the Department. The Vendor
/Consultant/ Contractor acknowledges and agrees that use of the U.S. Department of Homeland
Security's E -Verify System during the term of the contract is a condition of the contract with the
City; and
By entering into a Contract, the Contractor becomes obligated to comply with the provisions of Section
448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not
limited to utilization of the E -Verify System to verify the work authorization status of all newly hired
employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor
does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall
maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to
termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract must
be terminated immediately. If t contract is terminated for a violation of the statute by the Contractor,
the Contractor may not be awarded a public contract for a period of 1 year after the date of
termination. The Contractor acknowledges it is liable to the City for any additional costs as a result
of termination of the contract due to Contractor's failure to comply with the provisions herein.
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E -VERIFY FORM
Definitions:
"Contractor" means a person or entity that has entered or is attempting to enter into a contract with
a public employer to provide labor, supplies, or services to such employer in exchange for salary,
wages, or other remuneration.
"Subcontractor" means a person or entity that provides labor, supplies, or services to or for a
contractor or another subcontractor in exchange for salary, wages, or other remuneration.
Effective January 1, 2021, public and private employers, contractors and subcontractors will begin
required registration with, and use of the E -verify system in order to verify the work authorization
status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to
utilize the U.S. Department of Homeland Security's E -Verify System to verify the employment
eligibility of:
a) All persons employed by Vendor/Consultant/Contractor to perform employment duties
within Florida during the term of the contract; and
b) All persons (including sub-vendors/subcompanies/subcontractors) assigned by
Vendor/Consultant/Contractor to perform work pursuant to the contract with the
Department. The Vendor/Consultant/Contractor acknowledges and agrees that use of the
U.S. Department of Homeland Security's E -Verify System during the term of the contract is a
condition of the contract with the City of Opa-locka; and
Should vendor become successful Contractor awarded for the above -named project, by entering
into this Contract, the Contractor becomes obligated to comply with the provisions of Section
448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not
limited to utilization of the E -Verify System to verify the work authorization status of all newly hired
employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor
does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall
maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to
termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract
must be terminated immediately. If this contract is terminated for a violation of the statute by the
Contractor, the Contractor may not be awarded a public contract for a period of 1 year after the date
of termination.
Company Name:
Authorized Signature:
Print Name:
Title:
Date:
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