HomeMy Public PortalAbout18-9468 RFP for Disaster Response Recovery, Grant Management and Engineering Consulting Services Sponsored by: City Manager
RESOLUTION NO. 18-9468
A RESOLUTION OF THE MAYOR AND CITY COMMISSION OF
THE CITY OF OPA-LOCKA, FLORIDA, AUTHORIZING THE
ISSUANCE OF A REQUEST FOR PROPOSALS (RFP) FOR
DISASTER RESPONSE, RECOVERY, GRANT MANAGEMENT
AND ENGINEERING CONSULTING SERVICES; AUTHORIZING
THE CITY MANAGER TO NEGOTIATE AN AGREEMENT FOR
DISASTER RESPONSE, RECOVERY, GRANT MANAGEMENT
AND ENGINEERING CONSULTING SERVICES, IN A FORM
ACCEPTABLE TO THE CITY ATTORNEY; PROVIDING FOR
INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE
DATE.
WHEREAS, the City of Opa-Locka("City") is seeking the services of a consultant that can
assist with disaster response, recovery, grant management and engineering consulting services;
and
WHEREAS, in accordance with State Law and the City Code of Ordinances, the
City intends to utilize the prices submitted through the competitive bidding process to identify
and engage a responsive and responsible vendor to provide disaster response, recovery, grant
management and engineering consulting services; and
WHEREAS, the City Commission desires to have the City Manager issue a RFP
substantially in the form attached hereto as Exhibit A and to negotiate an agreement for
disaster response, recovery, grant management and engineering consulting services.
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.
Section 2.AUTHORIZATION
The City Commission hereby authorizes the City Manager to issue a RFP for disaster response,
recovery, grant management and engineering consulting services and to negotiate an
Agreement in a form acceptable to the City Attorney.
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, or the City
Manager's designee, without need of public hearing, by filing a corrected or re-codified copy of
Orkl
City of Opa-Locka
Agenda Cover Memo
Department Airia Austin Department
Director: Director Signature: '
Budget Ernesto Reyes Budget
Administrator: Administrator/ACM
Signature: 11.111111
Finance Director: Bryan Hamilton FD Signature: �.
Department
Asst City Manager: William Green ACM Signature: ,AVP
► s
Alt
•r
City Manager: Ed Brown CM Signature:
Commission 02/28/2018 Item Type: Resolution Ordinance Other
Meeting Date: X
(EnterXin box)
Fiscal Impact: Ordinance Reading: 1st Reading 2nd Reading
(Enter X in box) Yes No (Enter X in box)
x Public Hearing: Yes No Yes No
(EnterXin box) x X
(Enter Fund& Advertising Requirement: Yes No
Dept) (EnterXin box)
Funding Source: x
Ex:
Account#: Negotiable
From Fund Balance
Contract/P.O. Yes No RFP/RFQ/Bid#:
Required:
(EnterXin box)
Strategic Plan Yes No Strategic Plan Priority Area: Strategic Plan Obj./Strategy: (list
Related x Enhance Organizational El the specific objective/strategy this item will
(EnterXin box) Bus.&Economic Dev address)
Public Safety
Quality of Education El
Qual.of Life&City Image 0
Communication _
Sponsor Name City Manager Department: City Manager
Short Title:
Request for Proposal(RFP) for Long term Consulting and Engineering Services
Staff Summary:
DISASTER RESPONSE, RECOVERY, GRANT MANAGEMENT AND ENGINEERING CONSULTING SERVICES TO
EFFECT REPAIRS RESULTING FROM HURRICANE DAMAGES
Proposed Action:
Staff recommends the approval of this Request.
Attachment:
1. Agenda
2. RFP
RFP NO: XXXXXX
REQUEST FOR PROPOSAL
FOR
DISASTER RESPONSE, RECOVERY, GRANT MANAGEMENT AND ENGINEERING
CONSULTING SERVICES
Date Advertised:
Response Due:
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RFP NO.xxxxx-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
DISASTER RESPONSE, RECOVERY, GRANT MANAGEMENT
AND ENGINEERING CONSULTING SERVICES
RFP NO. XXXXX
TABLE OF CONTENTS
Subject Page Number
Cover
Table of Contents
Part I—Introduction
Part II— Services Required
Part III—Proposal Procedures and Requirements
Part IV—Evaluation of Proposals
Part V—Insurance Requirements
Part VI—Other RFP Requirements
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RFP NO.xxxxx—Disaster Response,Recovery,Grant Management and Engineering Consulting Services
REQUEST FOR PROPOSALS FOR
DISASTER RESPONSE, RECOVERY, GRANT MANAGEMENT AND ENGINEERING
CONSULTING SERVICES
I. INTRODUCTION
1-1. Purpose: The City of Opa-Locka (hereafter referred to as the City) is soliciting proposals to assist
the City with Disaster Recovery Consulting Services.
The City will select and negotiate with the firm who is the most responsive to this Request for Proposal
(RFP) and in the best interest of the City. Proposals submitted in response to the RFP must provide
sufficient detail and information to complete an evaluation of their merit. The instructions contained
herein must be followed to be considered responsive to the RFP. The City reserves the right to reject any
or all responses.
The City is seeking the services of a consultant or consultants in disaster management, emergency
protective measures, planning, education, financial services, and engineering services related to disaster
recovery and hazard mitigation from major storm and flood events as well as other disaster perils; and
assistance with the processes involved in applying for and submitting claims, receiving and managing
Public Assistance and Hazard Mitigation grant funding from the Federal Emergency Management
Agency (FEMA); in addition to other grant funding opportunities such as the Hazard Mitigation Grant
Program, Community Block Grant Disaster Program(CDBG-DR), and State level funding pursuits.
The City has entered into emergency engagements with a firm to provide a variety of services to
stabilize critical facilities and take emergency protective measures. To date these services, include but
are not limited to: damage assessment, strategic planning, initial scoping, and oversight for emergency
protective measures and emergency work. Additionally, this emergency engagement covered assistance
in preparing documentation for grant proposals, establishing financial oversight, and auditing to ensure
compliance with FEMA policies and Federal regulations and procedures.
The City is embarking upon a competitive process to obtain a consultant to provide on- going planning,
oversight, and application processing support for the completion of emergency protective measures,
permanent work, and hazard mitigation resulting from disasters; including reviewing strategic plans,
project scopes, applications, and internal controls and processes for procurement, invoicing and
claiming, and developing benefit cost analyses. These services will be used for FEMA DR 4383 claims
and for future presidentially-declared emergencies or major disasters. The selected consultant will also
be on call to assist City to deal with Federally-declared emergencies and disasters during the term of the
contract.
The City is seeking to enter into an agreement for a period of five (5) years, one year initial agreement
with up to four (4) one-year extension options mutually agreed upon, with a consultant demonstrating
expertise and extensive experience in the disaster recovery, hazard mitigation, and engineering
processes. The vendor must be capable of meeting City's requirements as outlined in the Scope of
Services/Scope of Work outlined in Section II. Evaluation criteria outlined in Section IV will form the
basis of selection.
1-2. Proposal Submission and Withdrawal: The City must receive all proposals in a sealed envelope
by XXXXXXX. The proposals shall be submitted at the following address:
The City of Opa-Locka City Hall
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RFP NO.xxxxx-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
780 Fisherman Street
Opa-Locka, Florida 33054
To facilitate processing, please clearly mark the outside of the package as follows: RFP NO XXXXX.
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 INSERT ADRESS HERE prior to the deadline set for receiving,proposals. Telephone confirmation
of timely receipt of the document may be made by calling INSERT PHONE NUMBER HERE 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.
1-5. Inquiries: The City Clerk(INSERT CONTACT INFORMATION) will receive written requests for
clarification concerning the meaning or interpretations of the RFP. 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. Questions/comments regarding this RFP will be accepted until 5pm eastern standard time
Month, Day, Year. (THIS SHOULD BE ONE WEEK BEFORE THE SUBMISSION DEADLINE)
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.
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
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RFP NO.xxxxx-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
be in substantial conformance with an acceptable format; nevertheless, Proposers are advised that any
Agreement that 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 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.
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: See Section V.
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 or the State of Florida with respect to this proposal, such Proposer may be disqualified from
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RFP NO.xxxxx-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
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.
1-16. Drug-Free Workplace: Preference shall be given to businesses with Drug-Free Work Place
(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 three (3) 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 proposal or contract must be in writing and received in the City
Clerk's Office within five (5) 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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RFP NO.moo(-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
xx
II. SERVICES REQUIRED
A. Background
With the September 2017 Presidential declaration of a major disaster and associated Public Assistance
declarations for the State of Florida and Miami-Dade County [Categories A — G], the City seeks
professional service assistance to support the City's disaster recovery, to expedite financial recovery
and mitigation through the Federal Management Agency's (FEMA) Public Assistance (PA) Program
and other federal and state programs, to ensure full compliance with all Federal, State, and Local laws
in order to limit any subsequent audits and reviews, to perform damage assessments to the City's
infrastructure and to minimize impacts from future disasters. The ideal candidate shall possess
demonstrated experience in disaster recovery programs and must have extensive knowledge and
expertise in the operations of FEMA PA and Hazard Mitigation Programs.
B. Scope of Services
FEMA Public Assistance Advisory Services:
The selected consultant must possess extensive knowledge related to the Stafford Disaster Relief and
Emergency Assistance Act provisions and regulations (44CFR and 2 CFR 200), and Sandy Recovery
Improvements Act (SRIA) of 2013 including alternative procedures for public assistance and debris
removal. The consultant shall:
• Develop a process/system for the City, from inception to project closeout, to prepare and
submit its PA program, including but not limited to: documentation, procurement and
contracting, payroll, and grant submission support.
• Develop processes for obtaining, analyzing and gathering field documentation including, but
not limited to: records related to procured goods and services, timekeeping, and force account
labor and equipment. This should include processes for disaster debris monitoring services.
• Attend all meetings with FEMA, State and insurance representatives, as well as regular
participation with the City's designated FEMA workgroup.
• Identify and communicate risks within the City's operation that could preclude its ability to
optimize reimbursement.
• Possess the expertise to assist in the preparation of accurate PA emergency and permanent
work project estimates, including but not limited to: recognized cost estimating, developing
detailed damage descriptions and dimensions, scope of work, and proper identification of
force account labor and equipment.
Financial, Payroll and Grant Management:
The selected consultant shall ensure the City that disaster recovery and restoration processes comply
with laws, regulations and guidelines to maximize reimbursement for eligible disaster expenditures
and to minimize timing for reimbursement. The consultant shall:
• Possess the expertise to assist in all disaster-recovery financial reimbursement and reporting
processes from FEMA, State or other agency. Ensure there are no duplications of submission
if varying agencies are involved.
• Possess the expertise to assist the City through FEMA, State (or other agency) guidelines to
capture force account labor eligible expenses accurately for timesheets and project cost
accounting. Assist in the review of City personnel policies to ensure compliance for eligible
cost reimbursement.
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RFP NO.x -Disaster Response,Recovery,Grant Management and Engineering Consulting Services
xxxx
• Possess the expertise to assist the City through FEMA, State (or other agency) guidelines to
ensure the capture of relevant data related to procured goods and services. Provide oversight
of contractor's billing to ensure all costs eligible for disaster grant funding are documented
and claimed.
• Perform intervallic review and reconciliation of actual project spending to ensure project
costs are accurately captured.
• Ensure City documentation is sufficient to respond to Office of Inspector General (OIG)
audits and reviews
Strategic Planning
The City will be challenged with maintaining normal operations while planning and executing
permanent repairs/hazard mitigation work to harden and make its facilities resilient for future
disasters. Consultant will be responsible for providing advice and oversight in the development of
cost-effective, timely, and FEMA reimbursable project scopes. Proposers should demonstrate that
they can recommend solutions to the difficult tasks of ensuring that work is done cost effectively,
meet codes and standards, and provides hazard mitigation for future disasters.
Procurement and Contract Management/Monitoring Support:
The selected consultant shall assist the City to ensure that disaster recovery and restoration
procurement processes comply with laws, regulations and guidelines as required by FEMA, State or
other agencies. The consultant shall:
• Possess the expertise to assist in the review of City Purchasing policies to ensure compliance
for eligible cost reimbursement.
• Develop processes for ensuring compliance related to contract monitoring (including debris
removal monitoring) and contract close-out as required by FEMA, State, or other agencies.
• Ensure City documentation is sufficient to respond to Office of Inspector General (OIG)
audits and reviews.
Information Technology & Data Management:
The selected consultant shall possess the expertise to assist City staff in the development of IT
solutions that support the management and implementation of disaster recovery programs. The
consultant shall:
• Develop processes for the City to properly collect data and document information as
necessary to optimize compliance with FEMA, State, or other agencies.
• Ensure City documentation is sufficient to respond to Office of Inspector General (OIG)
audits and reviews.
Insurance and Other Funding Support:
The selected consultant shall review and understand the City's insurance coverage to ensure the
City's disaster recovery and restoration processes comply with laws, regulations and guidelines as
required by FEMA, State, or other agencies. The consultant shall:
• Develop a process to assist the County in routing eligible expenses correctly including
insurance coverage guidelines.
• Possess the expertise to assist the County with identifying other disaster recovery funding
opportunities including Community Development Block Grant Disaster Recovery programs.
• Ensure there are no duplications of funding or submissions if varying agencies are involved.
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RFP NO.xxxxx—Disaster Response,Recovery,Grant Management and Engineering Consulting Services
Hazard Mitigation Support:
The selected consultant shall provide expertise in identifying, developing and evaluating
opportunities for the development of hazard mitigation programs to reduce or eliminate risk from
future events. Possess the expertise to assist the City in preparing relevant documentation and
analysis related to hazard mitigation grant programs and ensure City hazard mitigation programs
comply with laws, regulations and guidelines as required by FEMA, State or other agencies.
Emergency Management Support Services:
The selected consultant shall provide expertise related to post-disaster recovery continuity of
operations, training, development of teams, monitoring, review and test of plans related to future
events.
Disaster Recovery Engineering Related Services:
The selected consultant shall provide damage assessment and associated testing services, staff
augmentation services, planning, design, and construction management for emergency/permanent
repairs and hazard mitigation, on an as needed basis. The objectives for these services are for the
pursuit of federal funding. Final design for facilities may be procured separately. The selected
consultant shall provide Design and Construction support services, as described below:
• Design Services
o Planning, procuring (2 CFR 200 compliant), and/or preparing necessary engineering
plans, surveys, including photogrammetric and Geographic Information Services
(GIS), environmental studies, and geotechnical investigations required for 30% design
submittal considerations.
o At the City's request, prepare conceptual repair/mitigation estimates that may assist
with FEMA funding obligation. Such estimates may include the cost to implement an
exact replacement,repair versus replace comparisons, etc.
• Construction Support Services
o Assist the City with construction bid packages in conformance with 2 CFR 200
federal requirements and supervising the bid advertising, tabulation, and award
process, including preparing the advertisements for bid solicitation, conducting the bid
opening, and issuing the notice to proceed.
o Assist with Construction Management and Project Oversight to assure compliance
with eligible scopes of work and consistency between damage descriptions and scopes
of work as outlined in the associated Project Worksheet(s).
o Respond to Request(s) for Information on an as-needed basis.
C. Working Paper Retention and Access to Working Papers
All working papers and reports must be retained, at the firm's expense, for a minimum of five years,
unless the firm is notified in writing by the City of the need to extend the retention period, except
grant related working papers will be retained for 10 years.
The firm will be required to make working papers available, upon request, to the following parties or
their designees:
• City
• State of Florida, Office of the Chief Inspector General
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RFP NO.xxxxx—Disaster Response,Recovery,Grant Management and Engineering Consulting Services
III. PROPOSAL PROCEDURES AND REQUIREMENTS
To assure consistency,proposals must conform to the following format:
• Title Page — Show the RFP subject, the name of the firm, local address, telephone
number, name of contact person, and the date.
• Table of Contents — Include a clear identification of the material included in the proposal
by page number.
• Transmittal Letter— Clearly identify the name of the proposing firm and sub consultants,
if any. Briefly state the proposer's understanding of the work to be done, the commitment to
perform the work within the required time period, a statement why the firm believes itself to
be the best qualified to perform the engagement, and a statement that the proposal is a firm and
irrevocable offer for 90 days. Identify the name, telephone number and email of the contact
person for technical and contractual clarifications throughout the evaluation period. Must be
signed by an individual authorized to enter into a contract
• Detailed Proposal:
a. Firm Background and Experience: History and background of the consultant firm and
sub consultant firms, if any. Description of services offered and areas of expertise.
Include a minimum of five (5) projects/consulting assignments similar to the services
requested herein which have been completed by the respondent as well as documented
evidence of Disaster Management leadership for a minimum of ten (10) years. For each
project, clearly identify: respondent's role (prime consultant, sub consultant, owner's
representative, etc.), services provided, start and end dates and a client reference to
include agency name, contact name, telephone and email.
b. Team Organization and Resumes: Organization chart clearly identifying project roles,
names, and reporting structure/lines of authority. Include a resume for each individual
shown on organization chart. Resumes should include education, certification(s), years
of experience, and specific project experience including role on each project. Resumes
should be limited to one page with exception of the proposed Project Principal and
Program Manager, which can be two pages each
c. Technical Approach: Proposer's approach to providing disaster recovery services as
outlined in Section II to ensure successful recovery, financial management, program
management, grant management and compliance, client service, and close out.
d. Rate Schedule (Attachment A): Provide loaded hourly rates, to include expenses, copies,
travel, etc. No other charges will be made to City other than hourly rates unless agreed
to in writing by the City. Rate Schedule must be submitted in a separate sealed envelope.
These costs may be subject to a negotiation after evaluations are completed, but prior to
award. City may require a best and final offer
• Completion of all forms
The City may choose to designate forms that it wishes to be used as part of the project and such
forms shall be implemented,unless otherwise noted by the City in writing.
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RFP NO.xxxxx-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
IV. EVALUATION OF PROPOSALS
A Committee has been established to review and evaluate all proposals submitted in response to this
Request for Proposals (RFP). The Committee shall conduct a preliminary evaluation of all proposals
based on the information provided and other evaluation criteria as set forth in the RFP. The Committee
will first review each proposal for compliance with the minimum qualifications and mandatory
requirements of the RFP. Failure to comply with any mandatory requirements may disqualify a proposal.
Proposals will be evaluated on the following criteria:
Technical Oualifications:
1. Firm Background and Experience(Maximum Points—35)
2. Team Organization and Resumes (Maximum Points—20)
3. Technical Approach (Maximum Points—20)
4. Overall Responsiveness to RFP (Maximum Points—15)
5. Client References (Maximum Points—10)
This proposal and selection process does anticipate conducting oral presentations but reserves that right
to do so, if necessary in the judgment of the City Manager.
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RFP NO.xxxxx-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
V. INSURANCE REQUIREMENTS
Professional Liability
The Consultant shall procure and maintain for the life of this contract, Professional Liability Insurance.
This insurance shall provide coverage against such liability resulting from this contract/project. The
minimum limit of coverage shall be $25,000 per occurrence with deductible or self-insured retention
(SIR)indicated.
The Consultant shall defend, indemnify, save and hold the City harmless from any and all claims, suits,
judgments, and liability for death, personal injury, bodily injury, or property damage arising directly or
indirectly from the performance by the Consultant, its employees, subcontractors, or assigns, including
legal fees, court costs, or other legal expenses. Consultant acknowledges that it is solely responsible for
complying with the terms of this RFP. In addition, the Consultant shall, at its expense, secure and
provide to City, prior to beginning performance under this RFP, insurance coverages as required in this
RFP.
Proof of Insurance
The Consultant shall furnish the City with satisfactory proof of carriage of all insurance required by this
RFP. Any party providing services or products to the City will be expected to enter into a written
agreement, contract, or purchase order with the City that incorporates, either in writing or by reference,
all of the pertinent provisions relating to insurance and insurance requirements as contained herein. A
failure to do so may, at the sole option of the City, disqualify any proposer of services and/or products to
the City.
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RFP NO.xxxxx-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
VI. OTHER RFP PROCEDURES AND TERMS
A. General Terms:
The winning firm may be rejected as the primary selection if that vendor cannot successfully
negotiate the contract with the City to the satisfaction of the City.
B. Appropriations Clause:
The City, as an entity of government, is subject to the appropriation of funds by its legislative
body in an amount sufficient to allow continuation of its performance in accordance with the
terms and conditions of this contract for each and every fiscal year in which this contract is
executed and entered into and for which this contract shall remain in effect. Upon notice that
sufficient funds are not available in the subsequent fiscal years, the City shall thereafter be
released of all terms and other conditions.
C. Right To Protest:
Any actual or prospective proposer who is aggrieved in connection with the solicitation or award
of a contract may seek resolution of his/her complaints by contacting the Finance Director.
D. No Corrections:
Once a competitive proposal is submitted, the City shall not accept any request by any proposer
to correct errors or omissions in any calculations or competitive price submitted.
E. Openness of Procurement Process:
Written competitive proposals, other submissions, correspondence, and all records made thereof,
as well as, negotiations conducted pursuant to this RFP, shall be handled in compliance with
Chapters 119 and 286, Florida Statutes. The City gives no assurance as to the confidentiality of
any portion of any proposal once submitted.
H. No Collusion:
By offering a submission to the RFP, the proposer certifies that the proposer has not divulged to,
discussed or compared his/her competitive proposal with other proposers and has not colluded
with any other proposer or parties to this competitive proposal whatsoever.
I. Informality Waiver/Rejection of Proposals:
The City reserves the right to reject any or all responses and to waive any irregularity, variance
or informality whether technical or substantial in nature, in keeping with the best interests of the
City.
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RFP NO.xxxxx-Disaster Response,Recovery,Grant Management and Engineering Consulting Services
ATTACHMENT A
RATE SCHEDULE—ALL INCLUSIVE HOURLY RATES
Disaster Recovery Personnel Hourly Rate
Project Principal
Subject Matter Expert
Program Manager
Project Manager 3
Project Manager 2
Project Manager 1
Project Controls Specialist 3
Project Controls Specialist 2
Project Controls Specialist 1
Compliance Manager 2
Compliance Manager 1
Analyst 4
Analyst 3
Analyst 2
Analyst 1
Senior Engineer
Mid-Level Engineer
Junior Engineer
Sr. Technician/Designer
CAD Technician 3
CAD Technician 2
CAD Technician 1
Construction Manager
Inspector 2
Inspector 1
Estimator 3
Estimator 2
Estimator 1
Document Manager 2
Document Manager 1
Administrative/Clerical 2
Administrative/Clerical 1
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