REQUEST FOR PROPOSALS

Transcription

1 City f Palm Beach Gardens Nrth Military Trail, Palm Beach Gardens, FL PURCHASING DEPARTMENT REQUEST FOR PROPOSALS CONSULTANT FOR WORKFORCE HOUSING PROGRAM DUE DATE AND TIME FRIDAY, MARCH 15, 2019, AT 3:00PM (LOCAL TIME) TABLE OF CONTENTS SECTION TITLE PAGE Legal Advertisement 2 1. Special Terms and Cnditins 3 2. Scpe f Services 8 3. Submittal Requirements Evaluatin Prcess Required Affidavits and Frms Exhibits and Attachments 22 Slicitatin Summary 23 INSTRUCTIONS Respnses t this Request fr Prpsals must be submitted in a sealed envelpe t the Office f the City Clerk, Nrth Military Trail, Palm Beach Gardens, Flrida 33410, n r befre the Due Date and time shw abve. Late respnses will nt be accepted. The City s nrmal business hurs are 8:00 a.m. t 5:00 p.m., Mndays thrugh Fridays, except hlidays. The sealed envelpe must have the fllwing infrmatin clearly marked n the face f the envelpe: vendr s name, vendr s address, Request fr Prpsals number and title. The sealed envelpe must cntain a signed riginal f the Slicitatin Summary, and a PDF versin f yur prpsal n a CD/DVD r a USB drive. If any f the dcuments are passwrd-prtected, the City may deem yur prpsal nn-respnsive. If the cmpleted Slicitatin Summary is nt included in the sealed envelpe as a hard cpy, the City may deem yur prpsal nn-respnsive. A printed hard-cpy f yur prpsal is nt required. Timely respnses will be publicly pened, read alud, and recrded by the City Clerk at City Hall n the Due Date and time stated abve. All questins regarding this Slicitatin must be submitted in writing t the Purchasing Department at kmra@pbgfl.cm. This Request fr Prpsals is subject t the City s General Terms and Cnditins, which are available fr review at By submitting an ffer t this Request fr Prpsals, the vendr agrees t be bund by the City s General Terms and Cnditins. Page 1 f 23

2 City f Palm Beach Gardens Nrth Military Trail, Palm Beach Gardens, FL LEGAL ADVERTISEMENT CONSULTANT FOR WORKFORCE HOUSING PROGRAM The City f Palm Beach Gardens is seeking prpsals frm qualified prfessinals and rganizatins wh have the experience and resurces t assist the City with develping a Wrkfrce Husing Prgram, in accrdance with the terms, cnditins, and specificatins cntained in this Request fr Prpsals. The Request fr Prpsals will be available n Mnday, February 18, 2019, at 8:00 a.m. lcal time n the City f Palm Beach Gardens website at r may be btained frm the Office f the City Clerk. Prpsals must be submitted in a sealed envelpe, clearly marked, Cnsultant fr Wrkfrce Husing Prgram, and delivered t the Office f the City Clerk at Nrth Military Trail, Palm Beach Gardens, Flrida The deadline fr submissin f prpsals is Friday, March 15, 2019, at 3:00 p.m. lcal time. At that time, all sealed prpsals will be publicly pened and read alud at City Hall, Nrth Military Trail, Palm Beach Gardens, Flrida Late prpsals will nt be accepted and will be returned t the sender unpened. A Pre-Prpsal Cnference and Infrmatin Sessin will be held n Friday, March 1, 2019, at 10:00am lcal time in the Cuncil Chambers, City f Palm Beach Gardens, Nrth Military Trail, Palm Beach Gardens, FL Attendance is highly recmmended fr thse intending t submit a prpsal. It is the respnsibility f the prpser t ensure all relevant pages are included in its prpsal. All prpsers are advised t carefully examine the requirements f the Request fr Prpsals. Any questins regarding the cmpleteness r substance f the requirements must be submitted in writing via t Km! Ra, Purchasing and Cntracts Directr, at kmra@pbgfl.cm. The City f Palm Beach Gardens is exempt frm Federal and State taxes. The City f Palm Beach Gardens reserves the right t accept r reject any r all ffers, in whle r in part, with r withut cause, t waive any irregularities and/r technicalities, and t award the cntract n such cverage and terms it deems will best serve the interests f the City. CITY OF PALM BEACH GARDENS Patricia Snider, CMC, City Clerk Publish: Palm Beach Pst Mnday, February 18, 2019 Page 2 f 23

3 Page 3 f 23 SECTION 1 SPECIAL TERMS AND CONDITIONS 1.1 PURPOSE The purpse f this Request fr Prpsals (RFP) is t slicit prpsals frm prfessinals and rganizatins wh have the experience, qualificatins, resurces, and time t assist the City f Palm Beach Gardens with develping a Wrkfrce Husing Prgram. The City expects each Prpser t clearly utline its best and mst cmprehensive resurces in its prpsal respnse, because all services and respnsibilities identified in this RFP will be awarded t the selected Prpser. ANTICIPATED PROCUREMENT SCHEDULE Event Date Request fr Prpsals Advertised February 18, 2019 Pre-Prpsal Cnference March 1, 2019 Due Date and Time fr Prpsals March 15, 2019 Evaluatin f Prpsals Begin March 18, 2019 Evaluatin f Prpsals End April 2019 Award f Cntract May/June PRE-PROPOSAL CONFERENCE AND INFORMATION SESSION A Pre-Prpsal Cnference and Infrmatin Sessin will be held n Friday, March 1, 2019, at 10:00am lcal time in the Cuncil Chambers, City f Palm Beach Gardens, Nrth Military Trail, Palm Beach Gardens, FL Attendance is highly recmmended fr thse intending t submit a prpsal. The purpse f the Pre-Prpsal Cnference and Infrmatin Sessin is t prvide and slicit infrmatin relative t the scpe, purpse, nature, and extent f the services required, and any lcal cnditins, which may affect the delivery f the services. Submissin f a prpsal shall cnstitute an acknwledgement by the Prpser that it has thrughly examined and is familiar with the requirements f this Slicitatin package. The failure r neglect f the Prpser t examine the Slicitatin package, shall in n way relieve the Prpser f any bligatin with respect t its prpsal r the requirements f the resultant cntract. N claim fr additinal cmpensatin will be allwed which is based n a lack f knwledge f the requirements f this Slicitatin package r the resultant cntract. 1.3 TERM OF CONTRACT The term f the resultant cntract shall be based n an Initial Engagement f apprximately ne year; and subsequent nging Cnsultant Services, n an as-needed basis, fr the next 5 years. 1.4 OPTIONS TO RENEW Intentinally Omitted 1.5 METHOD OF AWARD The City will award the cntract t the respnsive and respnsible Prpser t whm the Selectin Cmmittee assigns the highest scre. It is the plicy f the City t encurage full and pen cmpetitin amng all available qualified vendrs. All prfessinals regularly engaged in the type f services described in this slicitatin are encuraged t submit prpsals. T be cnsidered eligible fr cntract award the Prpser must meet the fllwing requirements:

4 Have n delinquent indebtedness t the City f Palm Beach Gardens r ther federal, state, r municipal agencies; Be regularly and cnsistently engaged in prviding the same r similar services t thse being requested in this slicitatin; Have adequate financial resurces, r the ability t btain such resurces as required during perfrmance f the cntract; Be able t cmply with the required r prpsed delivery r perfrmance schedule; Have a satisfactry recrd f perfrmance. Vendrs wh are r have been deficient in current r recent cntract perfrmance (when the number f cntracts and the extent f the deficiency f each are cnsidered, in the absence f evidence t the cntrary r circumstances prperly beynd the cntrl f the vendr) shall be presumed unable t meet this requirement. Past unsatisfactry perfrmance will rdinarily be sufficient t justify a finding f nn-respnsibility; Vendrs perfrming wrk fr the City at the time respnses t this slicitatin are received may be deemed nn-respnsible and nt cnsidered fr award f this slicitatin shuld their current perfrmance be rated as less than satisfactry by the City. Previus award f wrk des nt guarantee future award. The vendr must perfrm satisfactrily and prfessinally n all City wrk undertaken; Have a satisfactry recrd f integrity and business ethics; If applicable, be prperly licensed by the apprpriate regulatry agency fr the wrk t be perfrmed; Nt have any previus investigatins where the vendr was fund at fault and penalized; r current investigatins where dispsitin is pending by a regulatry agency; and Be therwise qualified and eligible t receive an award under applicable laws and regulatins. 1.6 PRICES SHALL BE FIXED AND FIRM The prices ffered by the selected Prpser shall remain fixed and firm during the cntract term, and shall nt be subject t any adjustments, except as may be prvided elsewhere in the cntract. 1.7 ELIGIBILITY AND MINIMUM REQUIREMENTS T be eligible t respnd t this RFP and be cnsidered fr award, the Prpser must demnstrate t the satisfactin f the City that it r the persns assigned t the prject have successfully prvided the services required in this slicitatin, similar in scpe and cmplexity, t a municipality r quasi-gvernmental rganizatin. Prpsers must meet the fllwing minimum qualificatins. Failure t meet the minimum qualificatins may result in rejectin f the prpsal. Prpsers shall submit written Page 4 f 23

5 dcumentatin such as letters f references and a list f clients wh are public entities, as evidence that they meet the requirements stated belw. Letters f references shall nt be lder than 3 years. a. Prpsers shall certify that they are a qualified and have the experience t prvide prfessinal services fr the develpment f a wrkfrce husing prgram. b. Prpsers shall have at least 5 years experience in satisfactrily prviding the prpsed services t a municipality r ther public entity. c. Prpsers shall demnstrate a strng fundatin in urban and reginal planning principles, specifically in a lcal/municipal planning cntext, in establishing effective wrkfrce husing prgrams d. The Prpser shall be familiar with requirements and laws applicable t wrkfrce husing prgrams. e. The assigned prject persnnel f the Prpser shall have received adequate cntinuing prfessinal educatin related t federal and state requirements n wrkfrce husing prgrams. f. The Prpser shall submit an example f a recent review and analysis reprt fr a wrkfrce husing prgram fr which the Prpser was the primary cnsultant. 1.8 RECORDS, ACCOUNTS, AND STATEMENTS The selected Prpser shall keep n its premises, r such ther place apprved by the City, current, true, accurate, and cmplete recrds and accunts f all services prvided t the City, and shall give the City r City s representative access during reasnable business hurs and upn 3 business days ntice t examine and audit such recrds and accunts. Such recrds shall be maintained, as an independent certified public accuntant wuld need t examine in rder t certify a statement f the selected Prpser s business with the City pursuant t generally accepted auditing standards. 1.9 GENERAL STANDARDS The selected Prpser shall at all times cmply with all rules, regulatins, and rdinances f the City and ther gvernmental agencies having jurisdictin. The selected Prpser shall further take all precautins and extreme care t cnduct its activities in a safe, prfessinal, and prudent manner with respect t its agents, emplyees, members, visitrs, and participants DEFAULT a. In the event the selected Prpser defaults in the perfrmance f the cntract, the City shall have the fllwing ptins: i. The City Manager will give the selected Prpser 30 days written ntice f default. If the prblem is nt reslved within the 30 days, the City may terminate the cntract upn 30 days written ntice and btain the services elsewhere. Page 5 f 23 ii. The City may recver at law any and all claims that may be due t the City frm the selected Prpser.

6 iii. The City may perfrm such wrk as it deems necessary t cure the default r subsequent default and charge the selected Prpser fr the full cst f the wrk, plus 30% f the cst fr administrative verhead. b. The acceptance f all r part f mnies due fr any perid after a default shall nt be deemed as a waiver f any f these ptins, r a waiver f the default r subsequent default f the same r any ther term, cvenant, and cnditin. c. The selected Prpser, in accepting the resultant cntract, agrees that the City shall nt be liable t be prsecuted fr damages in the event the City declares the selected Prpser in default hereunder INSURANCE The selected Prpser shall nt cmmence any perfrmance pursuant t the terms f this slicitatin until certificatin r prf f insurance has been received and apprved by the City s Risk Crdinatr r designee. The required insurance cverage is t be issued by an insurance cmpany authrized, licensed and registered t d business in the State f Flrida, with the minimum rating f B+ r better, in accrdance with the latest editin f A.M. Best s Insurance Guide. This insurance shall be dcumented in certificates f insurance which prvides that the City f Palm Beach Gardens shall be ntified at least thirty (30) days in advance f cancellatin, nn-renewal, r adverse change. The receipt f certificates r ther dcumentatin f insurance r plicies r cpies f plicies by the City r by any f its representatives, which indicate less cverage than is required, des nt cnstitute a waiver f the selected Prpser s bligatin t fulfill the insurance requirements herein. Deductibles must be acceptable t the City f Palm Beach Gardens. The selected Prpser must submit a current Certificate f Insurance, naming the City f Palm Beach Gardens as an additinal insured and listed as such n the insurance certificate. New certificates f insurance are t be prvided t the City upn expiratin. The selected Prpser shall prvide insurance cverage as fllws: a. Wrkers Cmpensatin Insurance in accrdance with statutry requirements and Emplyer s Liability Insurance with limits f nt less than One Hundred Thusand Dllars ($100,000) fr each accident, nt less than Five Hundred Thusand Dllars ($500,000) fr each disease-plicy limit, and nt less than One Hundred Thusand Dllars ($100,000) fr each emplyee. b. General Liability Insurance shall be prvided which shall cntain minimum limits f One Millin Dllars ($1,000,000) per ccurrence cmbined single limit fr bdily injury liability and prperty damage liability and shall cntain minimum limits f Tw Millin Dllars ($2,000,000) per aggregate. Cmmercial Liability must include premises and/r peratins, independent cntractrs, prducts and/r cmpleted peratins fr cntracts. c. Errrs and Omissins Liability/Prfessinal Liability Insurance with limits f nt less than One Millin Dllars ($1,000,000) annual aggregate. Page 6 f 23

7 d. Hired and Nn-Hired Vehicles with limits f nt less than One Millin Dllars ($1,000,000) per claim OTHER FORMS OR DOCUMENTS If the selected Prpser requires the City t execute any frms r dcuments in relatin t the gds r services t be prvided, the terms, cnditins, and requirements in the City s cntract shall take precedence t any and all cnflicting r mdifying terms, cnditins r requirements in the selected Prpser s frms r dcuments. Page 7 f 23

8 SECTION 2 SCOPE OF SERVICES 2.1 BACKGROUND The City f Palm Beach Gardens prides itself n being a prgressive and mdern cmmunity. The City seeks t update and mdernize its develpment plans and plicies related t wrkfrce husing requirements; and then t establish a cmprehensive Wrkfrce Husing Prgram that meets the needs f the cmmunity. In the Husing Element f the City s Cmprehensive Plan, Plicy states: Prir t, r with the next Evaluatin and Appraisal review cycle, the City shall analyze and evaluate the creatin f a new plicy that will allw a waiver r partial waiver f impact fees, with City Cuncil apprval, as an incentive fr affrdable and wrkfrce husing. The City wuld like t expand upn existing plicies in the City s Cmprehensive Plan, and needs t hire a cnsultant wh can prvide guidance and assistance in establishing a cmprehensive Wrkfrce Husing Prgram. 2.2 GENERAL TASKS At a minimum, the Prpser shall perfrm the fllwing tasks. These tasks are nt exhaustive, and the City will rely n the Prpser s knwledge and experience t include any ther tasks that are required fr the successful establishment f the Wrkfrce Husing Prgram. a. Review the City s Cmprehensive Plan (including, but nt limited t, the Husing Element); b. Review the prvisins f the State f Flrida Statutes pertaining t wrkfrce and affrdable husing; c. Research and analyze husing market trends in Flrida, specifically the suth Flrida regin and Palm Beach Cunty; d. Examine and review the affrdable/attainable wrkfrce husing plicies and prcedures f ther cmparable municipalities and public entities; e. Research the demand fr affrdable/attainable wrkfrce husing in suth Flrida and Palm Beach Cunty; f. Review available data and studies in suth Flrida - including thse pertaining t Palm Beach Cunty and its current regulatins; g. Analyze specifically the affrdability f husing in Palm Beach Gardens; h. Review available parcels f land and cnduct a suitability analysis fr ideal lcatins in the City fr wrkfrce husing; i. Wrk with City staff t rganize and facilitate wrkshps n the tpic f wrkfrce husing fr cmmunity input; Page 8 f 23

9 j. Meet with the City s stakehlders and develp an actinable implementatin schedule that will assist the City with establishing a Wrkfrce Husing Prgram; and k. Meet regularly with City staff regarding updates and prgress twards the prject. 2.3 DELIVERABLES The Cnsultant shall prvide the City with the fllwing Deliverables: a. Create a cmprehensive Wrkfrce Husing Incentive Prgram - which may include but is nt limited t: impact fee credits r waivers, building and/r engineering permit fee credits, land acquisitin and/r establishing a cmmunity land trust, public/private partnerships, first time hmebuyer single family hme credit r dwn-payment assistance prgram, prvisin f wrkfrce rental units, expedited review f permits, density bnuses, creatin f an impact fee t assist in ffsetting the csts t wrkfrce husing, etc.; b. Prvide recmmendatins fr updating the terminlgy in the Cmprehensive Plan and create accurate definitins t supprt the Prgram; c. Prvide a written reprt f the analysis, including recmmendatins fr a Wrkfrce Husing Plicy, and all the market research and data analyzed, t supprt the recmmendatins f the Prgram; d. Prvide a written reprt with recmmendatins, including a prjected timeline and milestnes, which will assist the City with successfully establishing a Wrkfrce Husing Prgram. e. Facilitate and rganize public wrkshps and public hearings as needed and incrprate feedback and input int the written reprts, analysis, and recmmendatins. 2.4 PROJECT TIMELINE The Prpser shall state in its prpsal respnse the number f calendar days it will need t cmplete the research, study, and analysis and prvide the City with the draft reprts. The prject timeline t deliver the analysis and recmmendatins shall nt exceed ne year. The City shall have the right t review the draft reprts, fr n lnger than 60 calendar days, and t make cmments t the selected Prpser. This review time shall be cunted as part f the ne-year prject timeline. The final reprts shall be delivered t the City n later than 60 days after the City submits its cmments n the draft reprts t the selected Prpser. 2.5 ONGOING CONSULTATION The Prpser shall state in its prpsal respnse its hurly fees and rate(s) t prvide nging prfessinal services and cnsultancy t the City as the City implements the elements necessary fr the establishment f the Prgram. These nging prfessinal services shall be n an asneeded basis. The hurly rate(s) quted shall be deemed t prvide full cmpensatin t the selected Prpser fr labr, equipment use, travel time, and any ther element f cst r price. This rate is assumed t be at straight-time fr all labr, except as therwise nted. Page 9 f 23

10 SECTION 3 SUBMITTAL REQUIREMENTS 3.1 INSTRUCTIONS Respnses t this Request fr Prpsals must be submitted in a sealed envelpe t the Office f the City Clerk, Nrth Military Trail, Palm Beach Gardens, Flrida 33410, n r befre the Due Date and time. Late respnses will nt be accepted. The City s nrmal business hurs are 8:00 a.m. t 5:00 p.m., Mndays thrugh Fridays, except hlidays. The sealed envelpe must have the fllwing infrmatin clearly marked n the face f the envelpe: vendr s name, vendr s address, Request fr Prpsals number and title. The sealed envelpe must cntain a signed riginal f the Slicitatin Summary, and a PDF versin f yur prpsal n a CD/DVD r a USB drive. If the dcument is passwrd-prtected, the City may deem yur prpsal nn-respnsive. If the cmpleted Slicitatin Summary is nt included in the sealed envelpe as a hard cpy, the City may deem yur prpsal nnrespnsive. A printed hard-cpy f yur prpsal is nt required. Timely respnses will be publicly pened, read alud, and recrded by the City Clerk at City Hall n the Due Date and time stated abve. All questins regarding this Slicitatin must be submitted in writing t the Purchasing Department at kmra@pbgfl.cm. This Request fr Prpsals is subject t the City s General Terms and Cnditins, which are available fr review at By submitting an ffer t this Request fr Prpsal, the vendr agrees t be bund by the City s General Terms and Cnditins. 3.2 PROPOSAL REQUIREMENTS The Prpsal must name all persns r entities interested in the Prpsal as principals. In each Prpsal by an individual r firm, there shall be stated the name and address f every persn having an interest in the Prpsal; and in the case f a crpratin, the names and addresses f its fficers. Prpsals must be signed by the persn r member f the firm making the Prpsal, and in the case f a crpratin, by an authrized fficer r agent subscribing the name f the Crpratin and his r her wn name. a. At a minimum, Prpsals must include the fllwing infrmatin: i. Table f cntents prviding a clear identificatin f the material by sectin and by page number. ii. iii. iv. Descriptin and histry f the make-up and cmpsitin f the firm. Relevant wrkfrce husing experience f firm. Letters f references frm public entities fr which the Prpser has perfrmed similar wrk. Please nte that ne cpy f a sample analysis and reprt shall be submitted with the prpsal. v. Ttal staff available t perfrm the services described in this slicitatin. vi. Resumes f prject team staff assigned t this audit, which shall include the fllwing infrmatin: Page 10 f 23

11 Frmal educatin - supplemental educatin relative t wrkfrce husing prgrams; Experience in private business r gvernment; Experience in wrkfrce husing prgram prjects; Membership in any natinal and state rganizatins r assciatins (past and present) related t public husing r wrkfrce husing prgrams; and Prfessinal recgnitin, such as awards, cmmendatins, etc. vii. A statement setting frth the Prpser s understanding f the wrk t be dne and a psitive cmmitment t meet r exceed specificatins stated in this Slicitatin, and a psitive cmmitment t perfrm the wrk within the time perid specified. b. The Prpsal shuld set frth a wrk plan, including an explanatin f the review and analysis methdlgy t be fllwed, t perfrm the services required in this slicitatin. 3.3 GENERAL SUBMITTAL FORMAT T facilitate and expedite review, the City requests that all prpsers fllw the respnse frmat utlined belw. Failure t submit yur respnse in this frmat may result in delay evaluating yur prpsal. T assist yu in preparing yur respnse, the City s selectin prcedures are als described herein. Please abide by all requirements set frth t avid any risk f disqualificatin. Prpsals shuld fllw the frmat belw, and include the infrmatin described: TAB 1 TAB 2 TAB 3 INTRODUCTION A cver letter, n lnger than 2 pages, signed by an authrized representative f yur firm stating a psitive cmmitment t prvide the services. The letter shuld include the name f the primary cntact persn, his/her title, address, phne number, and address. TABLE OF CONTENTS A cncise and clear descriptin f the material included in the prpsal by page number. PROPOSER INFORMATION, EXPERIENCE AND REFERENCES A brief descriptin f the prpser s histry, rganizatinal structure, and philsphy. Describe the prpser s experience in prviding the services requested in this Request fr Prpsals. Page 11 f 23 Identify and include qualificatins f the specific individuals t be assigned t the prject (include names, certificatins, cntact infrmatin and services the

12 individuals will prvide t the City). List any subcntractrs that may be used t accmplish the wrk (include names, certificatins, cntact infrmatin and services the subcntractrs will prvide t the City). Describe any significant r unique awards received r accmplishments in previus, similar prjects. If applicable, evidence that the prpser and/r subcntractrs are licensed t practice in the State f Flrida. Evidence that the prpser and/r subcntractr meet the minimum requirements fr submitting a respnse t this Request fr Prpsals. Examples f similar prjects, with applicable client reference infrmatin. References shuld include the fllwing infrmatin: Client name, address and phne number, and address; Descriptin f prject and/r services prvided; Perfrmance perid; and Ttal amunt f cntract. TAB 4 PROJECT APPROACH Define what ptin and the services yur cmpany is prpsing t the City that will best meet the criteria specified in the Scpe f Services. State yur prject management plan, firm s interpretatin f the general prject scpe, and methd f apprach. Define persnnel, cnsultants, and resurces, available t meet the City s requirements. Include a prjected implementatin plan, and a transitin schedule, if applicable. Prvide infrmatin regarding any prpsed innvative cncepts that may enhance value and quality, any favrable cst cntainment appraches r additinal alternative ideas that may be successful if implemented by the City. TAB 5 TAB 6 ATTACHMENTS AND FORMS All Attachments and Frms required by the Request fr Prpsal shall be fully executed by the prpser and submitted. PRICING INFORMATION State the prices, fees, and rates that will be charged t the City fr prviding the services. The pricing infrmatin shuld be clear and unambiguus t allw the City t ability t crrectly identify the csts assciated with ding business with the Prpser. Include in the pricing infrmatin clearly defined discunts, setup fees, price adjustments r escalatins, special charges, etc. Page 12 f 23

13 3.4 FORMAT FOR SCHEDULE OF FEES Prvide pricing infrmatin in the frmat shwn belw, fr each year f the cntract. Include staff hurly rates t be used fr any additinal wrk which may be requested by the City which is utside the scpe f this cntract. Pricing Frmat: a. Cst t perfrm review f review, study, and analysis f City s existing plicies and prcedures and t make recmmendatins fr changes. Please include estimated hurs and cmpletin timeline. b. Cst t prvide recmmendatins fr the establishment and develpment f a Wrkfrce Husing Plan. Please include estimated hurs and cmpletin timeline. c. Cst t prvide nging prfessinal supprt and assistance, n an as-needed basis, as the City implements and establishes the Prgram. Please include the individual hurly rates fr the levels f staff that may be used during this timeframe. Page 13 f 23

14 SECTION 4 THE EVALUATION PROCESS 4.1 REVIEW OF PROPOSALS FOR RESPONSIVENESS The City will review each Prpsal t determine if the Prpsal is respnsive t the submissin requirements utlined in this Slicitatin. A respnsive Prpsal is ne that fllws the requirements f this Slicitatin, includes all dcumentatin, is submitted in the frmat utlined in this Slicitatin, is f timely submissin, and has the apprpriate signatures as required n each dcument. Failure t cmply with these requirements may result in the Prpsal being deemed nn-respnsive. Additinal infrmatin n hw the City determines respnsiveness is lcated nline in the City s Purchasing Plicies and Prcedures Manual, which can be accessed at REVIEW OF PROPOSALS FOR RESPONSIBILITY Each Prpser will be reviewed t determine if the Prpser is a respnsible Prpser. A respnsible Prpser is a Prpser which the City affirmatively determines (prir t the award f a cntract) has the ability, capability and skill t perfrm under the terms f the cntract; can prvide the materials r service prmptly within the time specified, withut delay r interference; and has a satisfactry recrd f integrity and business ethics. a. In making the determinatin f whether the Prpser has the capability t perfrm the cntract the City may cnsider factrs including, but nt limited t, the fllwing: i. past perfrmance f the Prpser, its principals, affiliates, r supervisry persnnel in the executin f prir City cntracts; ii. iii. iv. any infrmatin which the City may btain relating t the perfrmance f the Prpser, its principals, affiliates, r supervisry persnnel n cntracts with third parties, including withut limitatin, cntracts with ther gvernmental entities; financial perfrmance and capability, including withut limitatin, pending and unsatisfied claims; qualificatins and past perfrmance f the persnnel wh will have supervisry respnsibility fr the perfrmance f the specific City cntract; v. licensing, certificatins and ther permits; and vi. any significant changes in the Prpser s financial psitin r business rganizatin. Page 14 f 23 Additinal infrmatin n hw the City determines respnsibility is lcated nline in the City s Purchasing Plicies and Prcedures Manual, which can be accessed at

15 4.3 EVALUATION CRITERIA Prpsals will be evaluated by a Selectin Cmmittee that will independently evaluate and rank Prpsals n the criteria listed belw. The Selectin Cmmittee will be cmprised f apprpriate City persnnel and members f the cmmunity, as deemed necessary, with the apprpriate experience and/r knwledge f this prject. The criteria are itemized with their respective weights fr a maximum ttal f 100 pints per Selectin Cmmittee member. TECHNICAL CRITERIA POINTS a. Prpser s relevant experience, qualificatins, past perfrmance 20 b. Qualificatins f key persnnel wh will be assigned t this prject 20 c. Prpser s prject apprach and implementatin plan 30 PRICING CRITERIA d. Prpsed pricing, fees, and rates 30 TOTAL POINTS ORAL PRESENTATIONS AND INTERVIEWS Upn initial cmpletin f the criteria evaluatin indicated abve, rating and ranking, the Selectin Cmmittee may chse t cnduct ral presentatins and interviews with the Prpsers that the Selectin Cmmittee deems t warrant further cnsideratin based n, amng ther cnsideratins, scres in clusters and/r maintaining cmpetitin. Upn cmpletin f the ral presentatins and interviews, the Selectin Cmmittee will perfrm a final review t re-evaluate, re-rate, and re-rank the Prpsals remaining in cnsideratin based upn the written dcuments, cmbined with the ral presentatins and interviews. In such circumstances, the initial rankings f the Prpsers shall be cnsidered preliminary rankings until after the ral presentatins and interviews are cmpleted. 4.5 EVALUATION OF PROPOSED PRICING After the evaluatin f the technical areas f the Prpsal, the City will evaluate the prpsed pricing. The pricing infrmatin will be evaluated subjectively in cmbinatin with the technical infrmatin, including an evaluatin f hw well it matches the Prpser s understanding f the City s needs described in this Slicitatin, the Prpser s assumptins, and the value f the prpsed services. The pricing infrmatin evaluatin is used as part f the evaluatin prcess t determine the highest-ranked Prpser. The City reserves the right t negtiate the final terms, cnditins, and pricing structure f the Cntract as may be in the best interest f the City. 4.6 NEGOTIATIONS If the City and the Prpser cannt reach an agreement n a cntract, the City reserves the right t terminate negtiatins and may, at the City Manager s r designee s discretin, begin negtiatins with the next highest-ranked Prpser. This prcess may cntinue until a cntract acceptable t the City has been executed r all Prpsals are rejected. N Prpser shall have any rights against the City arising frm such negtiatins r terminatin theref. Page 15 f 23

16 Any Prpser recmmended fr negtiatins may be required t prvide t the City: a. Its mst recent certified business financial statements as f a date nt earlier than the end f the Prpser s preceding fficial tax accunting perid, tgether with a statement in writing, signed by a duly authrized representative, stating that the present financial cnditin is materially the same as that shwn n the balance sheet and incme statement submitted, r with an explanatin fr any material change in the financial cnditin. A cpy f the mst recent business incme tax return will be accepted if certified financial statements are unavailable. b. Infrmatin cncerning any prir r pending litigatin, either civil r criminal, invlving a gvernmental agency r which may affect the perfrmance f the services t be rendered herein, in which the Prpser, any f its emplyees r subcntractrs, is r has been invlved within the last 3 years. 4.7 CONTRACT AWARD Any Cntract resulting frm this Slicitatin will be submitted t the City Manager r designee, and the City Cuncil fr apprval, as apprpriate. All Prpsers will be ntified in writing when the City Manager r designee makes an award recmmendatin. The cntract award, if any, shall be made t the Prpser whse Prpsal shall be deemed by the City t be in the best interest f the City. Ntwithstanding the rights f prtest listed herein, the City's decisin f whether t make the award and t which Prpser shall be final. Page 16 f 23

17 SECTION 5 AFFIDAVITS AND FORMS 5.1 AFFIDAVITS AND FORMS All frms and affidavits must be acknwledged and cmpleted by an fficial having legal authrizatin t cntractually bind the Prpser. These frms and affidavit represent a binding cmmitment upn the Prpser t prvide the gds r services ffered t the City. The Prpser is required t read and becme infrmed f the prvisins f the fllwing applicable frms available at a. Ntificatin f Public Entity Crimes Law b. Ntificatin f Public Recrds Law c. Drug-Free Wrk Place d. Cnflict f Interest Disclsure e. Nn-Cllusin Affidavit By submitting a Prpsal t this Request fr Prpsals, the Prpser acknwledges t reading and accepting the prvisins and requirements f the abve frms as legally and cntractually binding n the Prpsal, except fr any stated exceptins. 5.2 INCORPORATION AFFIDAVIT The Incrpratin Affidavit must be cmpleted by an fficial having legal authrizatin t cntractually bind the Prpser and be duly stamped and signed by a Ntary Public. 5.3 TRUTH-IN-NEGOTIATIONS The Truth-in-Negtiatin Certificate must be cmpleted by an fficial having legal authrizatin t cntractually bind the Prpser. 5.4 FORMATS OF BONDS AND OTHER FORMS If the Request fr Prpsals requires any bnds, the sample frmats and wrding that are acceptable t the City can be fund at fr the fllwing dcuments. f. Perfrmance Bnd g. Payment Bnd h. Letter f Credit i. Prpsal Bnd j. Cnstructin Bnd k. Draft Agreement fr Gds r Services Page 17 f 23

18 ACKNOWLEDGEMENT OF ADDENDA INSTRUCTIONS: COMPLETE PART I OR PART II, WHICHEVER APPLIES PART I: List belw the dates f issue fr each addendum received in cnnectin with this Slicitatin: Addendum #1 Dated Addendum #2 Dated Addendum #3 Dated Addendum #4 Dated Addendum #5 Dated Addendum #6 Dated Addendum #7 Dated Addendum #8 Dated Addendum #9 Dated Addendum #10 Dated PART II: NO ADDENDUM WAS RECEIVED IN CONNECTION WITH THIS SOLICITATION Firm Name Signature Name and Title (Print r Type) Date Page 18 f 23

19 PROPOSAL SIGNATURE PAGE By signing this Prpsal, the Prpser certifies that it satisfies all legal requirements as an entity t d business with the City, including all Cnflict f Interest and Cde f Ethics prvisins. Name: Principal Address: Primary Telephne Number: Address: Federal Emplyer Identificatin Number: Signature: (Signature f authrized fficial) Print Name: Title: Date: BY SIGNING THIS DOCUMENT, THE PROPOSER AGREES TO ALL TERMS AND CONDITIONS OF THIS SOLICITATION AND THE RESULTING CONTRACT AND AGREEMENT. THE EXECUTION OF THIS FORM CONSTITUTES THE UNEQUIVOCAL OFFER OF PROPOSER TO BE BOUND BY THE TERMS OF ITS PROPOSAL, FOR NOT LESS THAN 90 DAYS, AND THE PROPOSER S UNEQUIVOCAL OFFER TO BE BOUND BY THE TERMS AND CONDITIONS SET FORTH IN THIS SOLICITATION. FAILURE TO SIGN THIS SOLICITATION WHERE INDICATED ABOVE BY AN AUTHORIZED REPRESENTATIVE SHALL RENDER THE PROPOSAL NON-RESPONSIVE. THE CITY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY PROPOSAL THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE PROPOSER TO THE TERMS OF ITS PROPOSAL. Page 19 f 23

20 INCORPORATION AFFIDAVIT Slicitatin N. State f Flrida } SS: Cunty f Palm Beach } I, (print name) acknwledge that I have legal authrizatin t cntractually bind (name f cmpany r firm). I acknwledge that as part f my respnse t this Slicitatin I have read and reviewed cpies f the fllwing dcuments lcated at 1. Ntificatin f Public Entity Crimes Law; 2. Ntificatin f Public Recrds Law; 3. Drug-Free Wrk Place Prvisins; 4. Cnflict f Interest Disclsure; and 5. Nn-Cllusin Affidavit I hereby swear r affirm that I have read and that I understand and accept all the requirements and regulatins impsed by the abve-referenced dcuments and that I acknwledge and accept that the abve-referenced dcuments and all terms and cnditins cntained therein are incrprated int my respnse t this Slicitatin. I make this Affidavit under penalty f perjury. Signature: Firm Name: Title: Date: Ntary Public The freging Affidavit was acknwledged befre me this day f, 20, by wh is persnally knwn t me r wh has prduced a Flrida driver's license as identificatin and wh did take an ath. [Ntary Seal] Signature: Page 20 f 23

21 TRUTH IN NEGOTIATION CERTIFICATE The undersigned warrants (i) that it has nt emplyed r retained any cmpany r persn, ther than bna fide emplyees wrking slely fr the undersigned, t slicit r secure the Agreement and (ii) that it has nt paid r agreed t pay any persn, cmpany, crpratin, individual, r firm ther than its bna fide emplyees wrking slely fr the undersigned r agreed t pay any fee, cmmissin, percentage, gift, r any ther cnsideratin cntingent upn r resulting frm the award r making f the Agreement. The undersigned certifies that the wage rates and ther factual unit csts used t determine the cmpensatin prvided fr in the Agreement are accurate, cmplete, and current as f the date f the Agreement. (This dcument must be executed by a Crprate Officer.) Name: Title: Date: Signature: Page 21 f 23

22 6.1 EXHIBITS AND ATTACHMENTS Intentinally Omitted SECTION 6 EXHIBITS AND ATTACHMENTS Page 22 f 23

23 SOLICITATION SUMMARY IMPORTANT NOTICE The infrmatin yu prvide n this page will be read alud at the public pening n the Due Date and time fr this Slicitatin. It is very imprtant that the summary infrmatin yu prvide belw is exactly the same infrmatin cntained in the electrnic versin f yur submittal. If subsequent t the public pening, the City determines that the infrmatin cntained in the electrnic versin f is different frm the infrmatin n this Slicitatin Summary, the City reserves the right t deem yur prpsal nn-respnsive and remve yur submittal frm further evaluatin and cnsideratin fr award. RFP Number: Title: Due Date and Time: Name f Prpser: Address: Cntact Persn: Authrized Signature: Date: Friday, March 15, 3:00PM BY SIGNING AND SUBMITTING THIS SOLICITATION SUMMARY, THE PROPOSER AFFIRMS THAT THE INFORMATION PROVIDED ABOVE IS AN EXACT AND CORRECT SUMMARY OF THE INFORMATION CONTAINED IN THE ELECTRONIC VERSION OF THE PROPOSAL SUBMITTED TO THE CITY OF PALM BEACH GARDENS. THIS SOLICITATION SUMMARY MUST BE SIGNED AND INCLUDED AS AN ORIGINAL HARDCOPY IN THE SEALED ENVELOPE CONTAINING YOUR PROPOSAL. Page 23 f 23