HomeMy Public PortalAboutResolution No. 24-036 - Issuance of an RFP for Design and Build HVAC System Unit Replacement ServicesSponsored By: Interim City Manager
RESOLUTION NO. 24-036
A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-
LOCKA, FLORIDA, APPROVING ISSUANCE OF A REQUEST FOR
PROPOSALS ("RFP") FOR DESIGN AND BUILD HVAC SYSTEM UNIT
REPLACEMENT SERVICES; PROVIDING FOR INCORPORATION OF
RECITALS; PROVIDING FOR AN EFFECTIVE DATE.
WHEREAS, the City of Opa-Locka ("City") desires to issue a Request for Proposals
("RFP") for Design and Build HVAC System Unit Replacement Services; and
WHEREAS, the Municipal Complex air conditioning system is composed of 50
rooftop units which were installed when the building was initially constructed in 2008.
In the past couple of years, they have individually been failing on a regular basis, leading
to costly repairs and difficult working conditions for staff, particularly in the summer
months; and
WHEREAS, additionally, moving from multiple smaller units with 2008 air
conditioning technology to a smaller number of larger units using state-of-the-art
technology will greatly increase the efficient use of electricity while significantly reducing
the repair costs the City is currently encountering; and
WHEREAS, the City Commission authorizes the Interim City Manager to issue an
RFP for Design and Build HVAC System Unit Replacement Services and further
authorizes spending of up to Three Thousand Dollars ($3,000.00) for advertising
purposes, if deemed appropriate.
NOW, THEREFORE, BE IT DULY RESOLVED BY THE CITY COMMISSION OF
THE CITY OF OPA- LOCKA, FLORIDA:
SECTION 1. The recitals to the preamble herein are incorporated by reference.
SECTION 2. AUTHORIZATION
The City Commission of the City of Opa-Locka hereby approves the issuance of a Request
for Proposals (RFP), attached hereto as Exhibit "A", for Design and Build HVAC System
Unit Replacement Services and further authorizes the spending of up to Three Thousand
Dollars ($3,000.00) for advertising purposes, if deemed appropriate.
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 of this Resolution may be authorized
by the Interim City Manager, following review by the City Attorney, without need of
public hearing, by filing a corrected copy of same with the City Clerk.
Resolution No. 24-036
SECTION 4. EFFECTIVE DATE
This Resolution shall take effect upon the adoption and is subject to the approval of the
Governor or Governor's Designee.
PASSED and ADOPTED this 28th day of February, 2024.
nna Flores, City Clerk
APPROVED AS TO FORM AND
LEGAL SUFFICIENCY:
//t(57.
Burnadette Norris -Weeks, P.A.
City Attorney
Moved by: Commissioner Williams
Seconded by: Commissioner Bass
VOTE: 5-0
Commissioner Bass YES
Commissioner Kelley YES
Commissioner Williams YES
Vice Mayor Ervin YES
Mayor Taylor YES
John H. J. ylor Jr., Mayor
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DocuSign Envelope ID: B6FC7852-1735-48B6-9CD6-7306E464D03E
City of Opa-locka
Agenda Cover Memo
Department
Director:
Adelina Gross
Department
Director's Signature
-4,44.4.,....� u
City Manager:
Darvin Williams
CM Signature:
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Commission
Meeting Date:
Feb 28, 2024
Item Type:
(EnterX in box)
Resolution
Ordinance
Other
X
Fiscal Impact:
(Enter X in box)
Yes
No
Ordinance Reading:
(Enter X in box),
15t Reading)
2nd Reading
1
X
Public Hearing:
(EnterXinbox)
Yes
No
Yes
No
X
X
Funding Source:
Account# :
(Enter Fund &
Dept)
Ex:
See Financial
Impact
Section
Advertising Requirement:
(Enter X 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
Enhance Organizational
Bus. & Economic
Public Safety
Quality of Education
Qual. of Life & City
Communication
Area:
Strategic Plan Obj./Strategy:
(fist the specific objective/strategy this
item will address)
X
m
Dev El
IM
I•
Image
I•
Sponsor Name
City Manager
Department:
CIP Management
Short Title:
Issuance of a Design and Build Request for Proposal
To Replace Municipal Complex Air Conditioning System
Staff Summary:
Issue / Recommendation: The air conditioning system for the Municipal Complex (780 Fisherman Street) is
old and failing. Staff recommends a Request For Proposal (RFP) be issued to its replacement.
History: The Municipal Complex air conditioning system is composed of 50 rooftop units which were installed
when the building was constructed in 2008.1n the past couple of years, they have individually been failing on
a regular basis, leading to costly repairs and difficult working conditions for staff, particularly in the summer
DocuSign Envelope ID: B6FC7852-1735-48B6-9CD6-7306E464D03E
months. Additionally, moving from multiple smaller units with 2008 air conditioning technology to a smaller
number of larger units using state-of-the-art technology will greatly increase the efficient use of electricity
while significantly reducing the repair costs the City is currently encountering.
Current Activity: With the approaching summer, staff believes this is the appropriate time to replace the
current air conditioning system, starting with the issuance of an RFP to obtain a qualified vendor to provide
these services.
Financial Impact: To ensure the proposed RFP gets the broadest possible distribution, it may be advertised
both electronically and in various publications. This advertising may cost up to $3,000, for which a budget in
the Non -Department Division is allocated for this purpose. No other expense will be committed at this time.
Proposed Action:
Staff recommends the City Commission authorizes the Interim City Manager to issue a Design and /Build RFP
to replace the current Municipal Complex air conditioning system.
Attachment:
Design and Build Request for Proposal - Replacement Of Municipal Complex Air Conditioning System.
CITY OF OPA-LOCKA
RFP NO: 24 - TBA
HVAC System Unit Replacement and Services
Table of Contents
I. Proposal Guidelines
a Advertisement
b. Proposal Submission
c Calendar Events/Important Dates
II. Nature of Services Required
a Purpose
b. Scope of Work
c Contents of Proposal
III. General Requirements
a Rules for Proposal
b. Submission Guidelines
c. References
IV. Evaluation and Selection Process
a. Review of Proposals
b. Evaluation Criteria
V. Attachments
a PROPOSER QUALIFICATIONS
b. PRICE PROPOSAL FORM
c CERTIFICATION REGARDING DEBARMENT
d. DRUG -FREE WORKPLACE
e. NON -COLLUSION AFFIDAVIT
f. NON-DISCRIMINATION AFFIDAVIT
g. E -VERIFY FORM
ADVERTISEMENT
RFP 24-TBA
HVAC System Unit Replacement and Services
The sealed proposal for HVAC System Unit Replacement and Services for the City of Opa-locka
will be received by the City's Clerk Office, 780 Fisherman St, 4th Floor, Opa-locka, Florida
33054, TBA, by 2:00 pm. Any RFP Package received after the designated closing time will be
returned unopened. The City will accept proposals by mail; however, the proposal must be
received by 2:00 pm EST on the due date. In addition, the proposal may be submitted
via www.clemandstar.com (e -bid) by 2:00 p.m. EST.
The address to submit sealed proposal 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 HVAC System Unit Replacement
and Services.
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 the contract
to that proposer whose proposal best complies with the RFP NO: 24-TBA requirements.
Joanna Flores
City Clerk
PART I
PROPOSAL GUIDELINES
1-1. Introduction: The City of Opa-locka seeks proposals for HVAC System Unit Replacement
and Services. These services must be efficient, and economical, and adhere to industry standards
and best practices. The Contract will be awarded to the highest ranked Proposer, as described
in the Evaluation Procedures Section below.
1-2. Proposal Submission and Withdrawal: The City of Opa-locka will be accepting
proposals by mail, however it is Proposer's responsibility to submit Proposer's proposal to be
received 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 p.m. EST on TBA. 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. 24-TBA - HVAC System Unit Replacement and Services.
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 ensure 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, Option 1, 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 USB flash drive 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 the 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.
1-5. Inquiries: The City Clerk will receive written requests for clarification concerning the
meaning or interpretations of the RFP until eight (8) days before 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. The City's
Procurement Officer 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.
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1-6. Addendum: The City may record its response to inquiries and any supplemental
instructions as a written addendum. The City may post written addenda on its website 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 Procurement Officer 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 best proposal has been identified, approved by
the appropriate level of authority within the City and executed by all parties. The City anticipates
that the final Agreement will be in substantial conformance with this sample Agreement;
nevertheless, Proposers are advised that any Agreement may result from the RFP may deviate
from the Sample Agreement.
The City reserves the right to reject all proposals, to abandon the project and/or to solicit and
re- advertise other proposals.
1-8. Contractual Agreement: This RFP and 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. 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 may 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
for 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 that 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 processes
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 $35,000) 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.
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1-16. Drug -Free Workplace: Preference shall be given to businesses with Drug -Free
Workplace (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 execution 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 determines
that such termination is in the best interest of the City. Any such termination shall be effected 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.
CALENDAR EVENTS
EVENT
DATE/LOCATION
Release Date
TBA
Site-Walkthrough
Mandatory
TBA
Written Questions Due
TBA @ 5:00pm Email questions
With Subject line
to jbergel@opalockafl.gov
"RFP No: Bid Questions"
Response to Questions
TBA @ 5:00pm
Due Date/Bid Opening
TBA @ 2:00 pm
at: City of Opa-locka Clerk Office
780 Fisherman Street,
4th Floor
Opa-locka, Florida
OR
Electronic Bid on
www.Demandstar.com
Evaluation Committee
Meeting
TBA
Award
Recommendation
TBA
Commission Approval
TBA
Post Award
TBA
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PART II
NATURE OF SERVICES REQUIRED
2-1 PURPOSE AND SCOPE OF WORK
This Request for Proposal (RFP) is for a Design -Build project to replace the TRANE system
installed when the Municipal Building was built in 2008. There is a need for replacement of the
rooftop units (RTU), the building control units (BCU), ducts, coils, and electrical upgrades (as
needed). This RFP anticipates the replacement of the numerous small RTUs with fewer larger,
more efficient units with up-to-date technology. Bids must include any additional equipment
and labor to adapt the new equipment to the Municipal Building.
a. Design. The Contractor shall provide all necessary design, engineering, management,
labor, materials, tools, equipment, supplies, and related services for the planning and
development of high -efficiency HVAC equipment and variable speed supply fan control.
b. Installation. The Contractor shall also provide all Installation services for HVAC
Replacement projects including all necessary labor, materials, tools, equipment, supplies,
construction management, installation, construction, and training.
Scope of Work shall be performed at the following site:
• City of Opa-locka Municipal Building, 780 Fisherman Street Opa-locka (Four story
building)
DETAILS
Municipal Building HVAC Unit Replacement
1. There are a total of 50 rooftop units (RTUs) serving the Municipal Building which are
approaching the end of their expected service lives.
2. Provide and install RTUs with DX cooling to replace the existing units. Replace units
with DX units with variable speed units that provide humidity control, part load
compressor, and fan modulation to use less energy and provide better occupant
comfort.
3. Shut down existing units and recover refrigerant.
4. Disconnect and remove RTUs.
5. Provide and install new adapter curbs on the existing roof curbs.
6. Hoist new RTUs to the roof and secure them to existing curbs.
7. Provide a full size drain off the RTUs.
8. Extend existing electrical circuits to new RTUs and connect.
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9. Extend existing fire alarm shutdown circuits to new RTUs and connect.
10. Start-up new RTUs.
11. Provide test and balance new RTUs.
12. Provide construction project management and project development.
13. Provide control systems and equipment.
Contractor shall provide all necessary engineering, material procurement, management, labor,
materials, tools, equipment, supplies, services, components, and disposal and comply with the
contract's General Conditions to successfully complete replacement of existing HVAC units
scope of work to the satisfaction of the City.
General Ducting and Air Distribution
• Replace existing ductwork
• Test and balance all replaced/modified systems
• Replace existing coil
Controls
• Install smoke detector and connect to existing fire alarm systems if required by code.
• Connect new HVAC equipment to existing thermostat and/or controls. Update
thermostat where needed for compatibility.
Procurement
• Procure equipment and controls
• Document and submit the Procurement log for all equipment as necessary.
• As needed, install smoke detectors and connect to existing fire alarm systems as
required by code.
Remarks
For cases in which the Scope of Work and applicable Code conflict, the Code shall prevail. In
cases where the Code and Safety conflict, Contractor shall immediately consult with the
Construction Project Manager for guidance.
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Verification of Details
This scope of work, the associated drawings, and specifications will be provided to Contractor
for information purposes only. Contractor assumes all the responsibility for site verification of
equipment for replacement with high -efficiency units, controls, and other items required to
successfully complete the HVAC replacements and meet the necessary building and safety codes
as more fully described in the specifications and general conditions.
Contractor shall become familiar with details of work in the field and shall advise City of any
discrepancy prior to performing any tasks, including but not limited to existing and proposed
equipment quantities, building and area locations, etc. Contractor shall thoroughly investigate
and satisfy itself of the conditions affecting the work prior to construction start.
Unit Weights. Contractor is responsible to find HVAC units that meet the energy performance
requirements while not exceeding the existing installed units total weight by more than S%. If
Contractor is unable to find units meeting the above stipulation, Contractor will immediately
consult with the Construction Project Manager for guidance.
Design Submittal Requirements
Contractor shall obtain all required approvals and permits prior to proceeding with the
installation of the work in this scope. Contractor is responsible for the review of electrical
specifications, equipment performance specifications, and related design criteria prior to the
purchase of equipment, materials, and installation of the work. Contractor shall submit the
following information considered as the Design Submittal.
Material Product Submittals
Contractor shall provide submittal with equipment type, manufacturer, model, EER Rating,
options, quantity; cut sheets, and product warranties (submitted within 10 days from Notice to
Proceed).
WARRANTY
Contractor shall describe the terms and conditions of the warranty of the work and system from
the date of completion. Additionally, Contractor shall include options for maintenance
agreements beyond the system warranty. The proposal should specify cost and coverage
including availability of service personnel to address maintenance and repair issues.
Closeout Documents
Contractor shall meet all requirements of the General Conditions for closeout; Contractor shall
provide to the City the following document prior to Closeout:
• List of Manufacturers with contact and parts reordering information for all products
installed.
• As -built drawings of HVAC unit replacements and thermostats (as applicable)
installations at each site
Contractor shall prepare a report outlining recommendations for HVAC system improvements
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and replacement, including schematic drawings, listing of the proposed systems, and cost
estimates including future operating and maintenance costs). The proposed recommendations
shall be based on the Proposer's professional expertise and experience and shall take into
consideration numerous factors including existing HVAC performance, installation cost,
operational and maintenance costs, efficiency, system operational life, and input from staff.
A cost -benefit analysis for each recommendation shall also be provided. Contractor shall
prepare a project execution schedule including each task and subtasks, milestones, and a
schedule for progress meetings.
Contractor is encouraged to identify any additional work not specified in this Scope of Services
that would be, in its opinion, necessary to complete the project as defined herein.
Contractor may propose additional services that in its opinion will improve the efficiency and
quality of the project.
NOTES
A. Contractor shall clean up the project site daily, recognizing that the Municipal Building will
be open during construction. No materials, equipment tools or demolition debris shall be
left in the open or outside.
B. Contractor shall provide its own dumpsters, located where acceptable to the Building
Department and Fire Marshal's Office.
C. Contractor shall take precautions to prevent damage to the existing building, furnishings and
site and make reparations whenever damage occurs at no cost to the Owner.
PROJECT CONDITIONS
A. The County Library on the first floor is normally open six days/week (Monday - Saturday)
from 9:30 a.m. to 6 p.m. The Police Station on the first floor is manned around the clock. The
remainder of the building is normally occupied between 8:00 a.m. and 6:00 p.m. (Monday -
Friday) and evenings when meetings are scheduled. Work must be such that minimal impact
is made on the continued use and occupancy of the Municipal Building.
B. It is recognized that replacement of the cooling coil will take the entire air conditioning and
ventilation system out of service. The City downsizes its operations during the weekends to
allow two full days to have the AHU coil replaced and bring the air handling unit back online
for regular opening on Monday morning.
C. The proposed work schedule shall be coordinated with the Building Maintenace Manager to
determine the most advantageous time to perform all the work.
2-2 PROPOSER QUALIFICATIONS
Adequate information and documentation must be provided in the Proposal to support or
confirm satisfaction of the required qualifications below:
• The Proposer shall have extensive experience, expertise, and reliability in air condition
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installation services; Proposer must have a minimum of five (5) years of consecutive and
successful experience in the aforementioned areas.
• Proposer's track record in providing installations to governmental agencies as well as private
entities (Please provide a list of current and relevant projects, including client names, titles,
phone numbers and email address. Please ensure that contact information is current.)
2-3 TERM OF CONTRACT
The term of the contract is anticipated to be two (2) fiscal years with a renewal of one (1) one-
year terms (1). The renewal is subject to the negotiation of terms with the contractor, the
concurrence of the City of Opa-Locka City Commission, and availability of annual appropriation.
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 MINIMUM SUBMISSION REQUIREMENTS
The proposal shall be submitted on 8 1/2 "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 Proposer's 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.
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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.
3.2.5 Tab 4 - Project Approach
Describe in detail the 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.
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 Proposer's 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 The 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 Recycling 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 complete and submit as part of its Proposal all the following forms and/or
documents.
• Proposer Qualifications
• Certification regarding debarment and suspension
• Drug Free workplace certification.
• E -Verification
FAILURE TO SUBMIT ALL OF THE ABOVE REQUIRED DOCUMENTATION MAY DISQUALIFY
THE PROPOSER.
PART IV - EVALUATION OF PROPOSALS
4-1 SELECTION COMMITTEE
A Selection Committee, consisting of City personnel, will convene, review, and discuss all
proposals submitted.
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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 outlined in the Solicitation. A responsive Proposal is one which follows the
requirements of this Solicitation that includes all documents 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 value 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 presentations
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 Proposers. The Proposer'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
Experience and Qualifications.
1. The technical expertise and professional competence in areas directly related to
this RFP; five (5) years of experience in performing similar work demonstrated.
2. The ability to manage and coordinate the services, deliver quality
products/services, be a reliable service provider, stay within budget, and meet
deadlines; level of experience and training of key personnel assigned, including
sub -consultants, if applicable; strength and stability of the firm; breadth and
depth of resources.
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References
1. Provide a minimum of three (3) references of recent demonstrated experience in
providing solid waste collection and recycling services similar in nature and size to the
Scope of Work and include any government references. Provide a short description of
the work performed, dates of service, names, addresses, telephone numbers, fax
numbers, locations, remedies, and contract amount.
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Resources and approach
1. The methodology and systems reflecting the ability to provide the requested
services; thorough discussion of objectives; sensitive approach to public and
regulatory concerns; management, coordination of services and quality controls;
attention to detail and creativity.
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Price Proposal
1. Cost of proposed services
30
TOTAL
100
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4-3 ORAL PRESENTATIONS
Proposers may be required to make individual presentations to the City Selection Committee 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 selection of firm, the expectation is
that an Agreement will be executed between both parties. City staff will recommend the 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. 24-TBA
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, indicate:
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 RFP 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 ensure 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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RPF NO. 24-TBA
PRICE PROPOSAL FORM
The City reserves the right to increase, decrease, and/or choose the items and quantities below for
the service to meet its available budget. The firm must provide a detailed fee schedule that explains
the cost and services.
The City prefers a monthly cost for services; please provide projected fixed cost for each section
listed below.
PRICE FOR INSTALLATION: $
SERVICE CALL FEE: $
SUBMITTED THIS DAY OF 2024.
BID SUBMITTED BY:
Company Telephone Number
Name of Person Authorized
to Submit Bid
Signature
Title
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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 the 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. The 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.
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D. Nothing contained in the foregoing shall be construed to require the
establishment of a system of records to render, in good faith, the certification required
by paragraph(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
the fact upon which reliance was placed when making an 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
DRUG FREE WORKKPLACE CERTIFCATION 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) (Title / Position)
of
(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 PROPOSER 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 PROPOSER 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 PROPOSER,
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 PROPOSER, firm, or
person to fix any overhead, profit, or cost elements of the Proposal or of any other
PROPOSER, or to fix any overhead, profit, or cost elements of the Proposed Price or the
Proposed Price of any other PROPOSER, 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 PROPOSER 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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CITY OF OPA-LOCKA
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 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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CITY OF OPA-LOCKA
E -VERIFY
Effective January 1, 2021, public and private employers, contractors, and subcontractors will be
required to register with, and use the E -Verify system 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-consultants/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 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 this 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 because of termination of the contract due to the Contractor's failure to comply
with the provisions herein.
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CITY OF OPA-LOCKA
E -VERIFY FORM
Definitions:
"Contractor" means a person or entity that has entered or is attempting to enter 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 the required registration with, and use of the E -Verify system 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/subconsultants/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 isa condition of the contract with the City of Opa-locka; and
Should vendor become successful Contractor awarded for the above -named project, by entering
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 this 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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