HomeMy WebLinkAboutDocumentation_Regular_Tab 17_12/12/2024 Agenda Item #17.
Regular Council
STAFF MEMO
Meeting: Regular Council - Dec 12 2024
Staff Contact: Jay Hubsch Department: Community Development
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Consider Approval of a Scope of Services with Kittelson & Associates to Conduct a Mobility Plan,
Piggybacking on an Agreement with the City of Daytona Beach, Florida.
The Community Development Department recommends approval of a Scope of Services for a
Mobility Plan by Kittleson & Associates. The Village intends to piggyback on an existing City of
Daytona Beach agreement with Kittelson & Associates. The agreement provides rates based on the
agreement's established rate schedule. The City of Daytona Beach completed the agreement through
a competitive selection process.
The Mobility Plan will be funded in partnership with the Palm Beach County Transportation Planning
Agency ("the TPA"). The TPA will be funding $50,000 through a grant program and the Village of
Tequesta will be funding $50,098. Kittelson & Associates has an existing contractual relationship with
the TPA and are well versed in transportation planning in Palm Beach County. The Scope of Services
has five key tasks in it. The TPA will be funding tasks 1-3 and the Village will fund tasks 4 and 5.
Creating a "High Level Transportation Plan with Mobility Planning" is Operational Excellence goal
number one in the 2024-2025 Village of Tequesta Strategic Plan. There are two components to
wholistic and comprehensive mobility planning: the first being the creation of a mobility plan and the
second the creation of a mobility fee. The mobility plan will entail a thorough review of the Village's
existing conditions, followed by community input to create a list of projects and strategies that will
improve mobility throughout the Village. Once the mobility plan has been created, the Village can
then pursue the creation of a mobility fee, which municipalities in Palm Beach County and Florida
commonly utilize to help fund mobility improvements.
The Village Council elected to provide $75,000 of funding for a Mobility Plan in Fiscal Year 2024-
2025. With a cost of approximately $50,000 for the Mobility Plan, the Village may be able to utilize the
remaining $25,000 for the creation of a mobility fee later in Fiscal Year 2024-2025. The amount of
$50,098 is below the threshold for Village Manager to obtain Village Council approval for a contract.
Given that this is a high priority project for the Council, staff would like any feedback prior to executing
an agreement with Kittleson & Associates.
Attached is the Scope of Services for the Mobility Plan and the RFP from Daytona Beach that the
Village will be piggybacking on. If the Council approves the Scope of Services and concept of
piggybacking on the Daytona Beach agreement, the Village Attorney will finalize an agreement that
will be executed by the Village Manager.
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Agenda Item #17.
This document and any attachments may be reproduced upon request in an alternative format by
completing our Accessibility Feedback Form, sending an e-mail to the Village Clerk or calling 561-
768-0443.
BUDGET INFORMATION:
BUDGET AMOUNT n/a AMOUNT AVAILABLE n/a EXPENDITURE AMOUNT: n/a
FUNDING SOURCES: n/a IS THIS A PIGGYBACK:
❑ Yes ❑ N/A
DID YOU OBTAIN 3 QUOTES?
❑ Yes ❑ N/A
COMMENTS/EXPLANATION ON SELECTIONn/a
Teauesta Mobility Plan-Scope of Services
Daytona Beach RFP Transportation Planning Services
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Agenda Item #WITTELSON
& ASSOCIATES
Village of Tequesta Mobility Plan
SCOPE OF SERVICES
Consultant: Kittelson &Associates, Inc. Task Work Order#: 001
Address: 225 E. Robinson Street, Suite 355
Orlando, Florida 32801
PROJECT NAME: Village of Tequesta Mobility Master Plan DATE: December 2, 2024
FEE: $50,098.00
The Village of Tequesta in partnership with the Palm Beach Transportation Planning Agency (Palm
Beach TPA) has elected to create a Mobility Plan to guide future urban design,streetscape,and mobility
improvements throughout the Village. The Village has already undertaken preliminary mobility
planning efforts within the Village of Tequesta Commercial Corridor Master Plan ("Master Plan")which
was adopted in October of 2022.The Mobility Plan shall synthesize the urban design, streetscape, and
mobility concepts in the Master Plan into a cohesive document that can guide the implementation of
future projects and allocation of resources.Additionally,the Mobility Plan shall evaluate concepts that
were not included in the Master Plan,particularly as it relates to bicycle, pedestrian,and low-speed/golf
cart vehicle improvements.
Recommendations will include the prioritization of projects for implementation and the development
of an implementation plan for the prioritized projects.The purpose of this scope of services is to provide
an outline of the support services that will be provided to the Village of Tequesta to develop a Mobility
Plan for their community.The Palm Beach TPA will be responsible for Task 1,Task 2, and Task 3 as part
of a separate work order and the Village of Tequesta will be responsible for Task 4 and Task 5. These
tasks will include the following services:
Task 1. Project Management(Palm Beach TPA)
The Kittelson project manager is responsible for managing the scope, schedule, and budget of the
project. Regularly scheduled meetings and frequent communication will be used to avoid issues that
could impact project scope, budget, or schedule and ensure successful completion of the Consultant
scope of services.This will include preparing monthly progress reports that detail the scope and budget
progress and bi-weekly, 30-minute project check-in meetings between the Kittelson project manager
and the Community Development Director from the Village of Tequesta.
Task 1 Deliverables:
• Prepare monthly invoices and progress reports.
• Attend bi-weekly project progress meetings.
• Provide on-going quality assurance and quality control of
products.
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Agenda Item #WITTELSON
& ASSOCIATES
Task 2. Evaluate Existing Conditions and Comprehensive Plan Review(Palm Beach TPA)
Task 2.1 Existing Plans, Programs and Policies Review
Kittelson will compile information from existing plans and programs as they relate to mobility in the
Village of Tequesta. Kittelson will review the following plans and compile a literature review of key
elements:
• 2022 Village of Tequesta Commercial Corridor Master Plan
• 2022 Village of Tequesta Parks Master Plan
• Village of Tequesta Comprehensive Plan
• Village of Tequesta Capital Improvements Plan
• 2019 Tequesta Drive Golf Cart Evaluation
Kittelson will review the latest relevant Transportation Improvement Program (TIP), capital
improvement plans, and Long-Range Transportation Plan (LRTP) from the Palm Beach Transportation
Planning Agency for a regional perspective. Kittelson will also review the Village's resurfacing schedule
and FDOT's maintenance resurfacing schedule to identify overlapping opportunities for projects.
Kittelson will review existing policy documents and lead up to three (3) interviews with Village of
Tequesta staff to document the challenges and opportunities with existing Village policies and
programs, including identifying planned developments and planning analysis.
Task 2.2 Data Collection and Field Review
Kittelson will obtain available data with assistance from the Village of Tequesta,Palm Beach County TPA,
and FDOT. The Village of Tequesta and/or Palm Beach County will provide Kittelson with available and
pertinent Village-or county-managed GIS data. Kittelson will also lead field reviews to identify and
assess:
• Current conditions for vehicles, low-speed vehicles,golf carts,bicyclists and pedestrians, including
on-and off-street networks and facilities
• Current issues with connectivity such as problematic street crossings and intersections,
maintenance issues, safety hazards and deficiencies such as gaps/ preliminary bicycle and
pedestrian network/recommendations, preliminary low speed/golf cart vehicle
network/recommendations, etc.
• Existing pedestrian and bicycle, and low speed/golf cart vehicle facilities
• Special population or user groups
• Feasibility of constructing mobility projects in the 2022 Commercial Corridor Master Plan
• Roadway widths, shoulder treatments (curb and gutter), no. of lanes, and posted speed limits
• Sidewalk and bicycle facility locations, conditions, and signage
• Visible constraints and barriers
• Major origins and destinations
• Opportunities to make bicycle and pedestrian connections to Jonathan Dickinson State Park,
Jupiter Inlet Lighthouse Outstanding Natural Area, and Coral Cove Park
• Opportunities to connect the East Coast Greenway and Sun Trail through Tequesta.
• Opportunities to improve micromobility and connectivity to public transit such as: Palm Tran,
Tri-Rail, and Brightline.
• The feasibility of creating a local shuttle system, such as Circuit.
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Agenda Item #WITTELSON
& ASSOCIATES
Using the above data, Kittelson will prepare a series of existing conditions maps and visuals to be
incorporated into the final plan documentation.
Task 2 Deliverables:
• Documents and Maps to Summarize Existing Conditions, Review of Data, Projects, Plans and
Policies for inclusion in the Draft and Final Mobility Plan.
• Field review call-out map documenting the field review findings.
Task 3. Project Steering Committee (PSC) Coordination, Public Engagement & Village Council
Presentation Support(Palm Beach TPA)
Task 3.1 Project Steering Committee(PSC)Meetings
Kittelson will prepare materials for and facilitate up to four (4) meetings with the Project Steering
Committee(PSC). Materials include agendas, minutes, and any other relevant meeting documentation.
The Village of Tequesta will identify potential PSC members and invite them to be a part of the
committee. The Village's project manager will coordinate and schedule PSC meetings, distribute
materials in advance of the meetings, and secure meeting spaces.
These PSC meetings may be held virtually while maintaining interactive engagement through video
calls,virtual whiteboards, and web-based interaction tools.
The purpose of each Steering Committee meeting is described below:
• Meeting#1
o Initiate visioning and goal-setting.
o Identify destinations, challenges, and opportunities.
o Detail public engagement strategy.
• Meeting#2
o Draft preliminary project maps for review.
o Establish a list of projects for feasibility evaluation and inclusion in the plan.
• Meeting#3
o Finalize project maps.
o Develop a prioritization methodology for facility recommendations.
o Discuss program and policy recommendations.
• Meeting#4
o Review the draft Mobility Plan prior to submittal to Village Council.
Task 3.2: Online Engagement
The Village of Tequesta will post updates on the status of the plan on the Village website and existing
social media platforms(i.e. Facebook and Twitter). Kittelson will assist the Village with content for these
updates prior to major outreach activities and coinciding with significant project milestones.
Kittelson will also create an online, interactive map to collect input regarding destinations, obstacles,
and opportunities.The online map tool will document and categorize comments submitted online and
will be mapped and tabulated for the Village's and PSC review. Kittelson will also develop one (1)
targeted online survey to obtain input on the Plan.The content will be coordinated with the PSC and the
Village.The Village will take the lead on sharing the survey through the Village's social media platforms.
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Agenda Item #WITTELSON
& ASSOCIATES
Task 3.3:Public Outreach
Kittelson will prepare materials for and facilitate two community meetings. These meetings could be
workshop-style meetings specific to the Mobility Plan or be coordinated with other local events (e.g.,
festivals, parades, holiday events),with the goal being broad and equitable involvement from residents
and visitors. Kittelson anticipates these community meetings to occur after the Steering Committee#2
and #3; however, the exact format and timing of these meetings will be discussed with the Village
following Notice to Proceed.
If a workshop-style meeting is chosen, the Village will secure the meeting space and audiovisual
equipment,advertise the meeting to the public, and invite stakeholders to attend.The Village's project
manager will work with Kittelson in identifying user groups or populations that should be specifically
accommodated in attending the workshops to ensure equitable engagement.
In the event there are on-going social distances challenges that prevent in-person community meetings,
Kittelson will prepare an online platform and content for virtual community meetings, including
interactive elements and comment gathering.
Task 3.4:Plan Adoption
Following Village Staff and Palm Beach TPA's review of the draft Plan, Kittelson will produce and present
the final Comprehensive Mobility Plan to the Village Council for consideration for adoption. The
Village's project manager will ensure the Plan presentation is added to the Village Council agenda
Alternative Community Engagement Activity
Getting residents out on the street is one of the best methods to identify challenges to biking and
walking. Kittelson can design a biking tour in lieu of one of the PSC or community engagement meetings.
Task 3 Deliverables:
• Meeting agenda, meeting minutes and attendance for up to four(4) PSC meetings.
• Online project map,website, and content for online updates.
• Meeting materials, agendas, and minutes for two(2)community meetings.This can be
replaced with virtual community meeting platforms, as needed.
• Presentation development and attendance for two (2) presentations for plan adoption.
Task 4: Plan Development(Village of Tequesta)
Task 4.1:Project Development& Prioritization
The preliminary project maps will be developed in partnership with the PSC and Village Staff. The maps will
encompass sidewalk and bicycle facility recommendations along segments and intersections for the entire
Village of Tequesta and consider regional connections as well. The Plan will also include recommended
streetscape enhancements, greenway corridors, and street connections to those greenways. Based on
subsequent public feedback and input from the Steering Committee, Kittelson will revise the maps and
identify up to ten (10) priority projects. The priority projects will be identified using feedback from public
meetings, PSC and staff input,as well as other quantitative and qualitative prioritization methods that will be
customized to meet Tequesta's specific goals and objectives. Kittelson will consolidate this methodology into
a prioritization framework that can be used to refine the priorities overtime.
Recommendations beyond the ten (10) priority projects will be included in the plan development, although
the 10 priority projects will be studied in greater detail. Kittelson will coordinate with the Village and the PSC
to determine the best way to rank the ten (10) priority projects into short-term and long-term tiers.
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Agenda Item #WITTELSON
& ASSOCIATES
Kittelson will develop cut sheets,visual renderings and planning level estimates of probable cost that do not
include ROW acquisition for the ten (10) priority projects based on recent regional unit costs for similar
facilities.The cost estimates will be included in the priority project inventory.
Task 4.2:Policies& Program Recommendations
In addition to the project recommendations, Kittelson will develop a set of recommendations rooted in
transportation equity for local policies and ordinances related to bicycling and walking, low-speed and gold-
cart vehicles, education initiatives, programs, and events to encourage non- motorized travel, and
enforcement efforts. Village of Tequesta staff will assist Kittelson with a review of local land development
regulations and ordinances to explore opportunities for revisions to encourage bikeable,walkable, and low-
speed vehicle friendly development.
Task 4.3:Implementation Plan
Kittelson will create an Implementation Plan matrix that will detail the Plan's project and program
recommendations and a funding strategy for the implementation of each recommendation. The
Implementation Plan will describe next steps and responsible parties to implement project, program, and
policy recommendations.The Implementation Plan will include:
• Metrics by which the Village can measure progress in achieving the vision of the Mobility Plan
• A section about funding opportunities
• Brief summary of design guideline resources and how to use them/where to find them
The Implementation Plan will be concise and user-friendly, providing its readers with an easy to digest plan
that is ready for implementation.
Task 4 Deliverables:
• Cut Sheets, renderings, and Cost Estimates for 10 Priority Projects
• Program Recommendations for Inclusion in the Draft and Final Mobility Plan
• Implementation Plan for Inclusion in the Draft and Final Mobility Plan
Task 5: Documentation (Village of Tequesta)
Task 5.1:GIS Database
Kittelson will create a project file geodatabase to store newly created GIS data that will include the Mobility
Plan project recommendations. All data will be based on the Village and Palm Beach County's parcel data
and FDOT's roadway data. Kittelson will include the geodatabase in the electronic submittal to the Village of
Tequesta and Palm Beach TPA.
Task 5.2:Imagery
Kittelson will provide imagery used in the open houses, presentations, and the report in the electronic
submittal to the Village of Tequesta and Palm Beach TPA.
Task 5.3:Prepare Draft and Final Report
In advance of creating the draft Mobility Plan, Kittelson will produce an outline that will describe the major
elements, sections, and maps to be included. Kittelson will create the draft report in Adobe InDesign. Final
reports for public distribution will be converted into .pdf format and will include an executable table of
contents.
Kittelson will prepare a draft Mobility Plan for review by the Village of Tequesta and the Steering Committee.
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Agenda Item #WITTELSON
& ASSOCIATES
The Village's project manager will collect and consolidate all comments into one master list to provide to
Kittelson. Kittelson will address one (1) round of comments before submitting the draft to Palm Beach TPA.
Following adoption by the Village of Tequesta, Kittelson will provide to the Village three(3) hard copies of the
report and one (1) USB drive including all report files, presentations, images, and GIS data. In addition, The
Kittelson will provide Palm Beach TPA one (1) USB drive including all report files, presentations, images, and
GIS data.
Task 5.4:Infographic Plan/Summary—Standalone Document
Kittelson will develop a graphic document that summarizes the Plan's priority recommendations and
implementation strategies.The team will provide three (3) printed hard copies and will deliver the summary
as a PDF.
Task 5 Deliverables:
• GIS File Geodatabase
• Imagery
• Draft and Final Mobility Plan
• Infographic
Project Hour Estimate
Kittelson&Associates
Task/Sub-Task&Deliverable Principal Associate Senior Associate Engineer I Analyst
Planner Planner EngineerlPlanner Technician Planner
Task 4: Plan Development
4.1 Project Development Ft Prioritization 8 0 20 0 8 40
4.2 Policies Et Program Recommendations 4 0 14 0 4 20
4.3 Implementation Plan 4 0 14 0 8 20
Task 5: Documentation
5.1 GIS Database 2 0 8 0 0 18
5.2 Imagery 2 0 4 0 0 8
5.3 Prepare Draft Et Final Report 6 0 10 22 0 18
5.4 Infographic Plan f Summary-Standalone Document 6 0 10 22 0 0
TOTAL 31 0 80 44 20 124
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Agenda Item #17.
INTRODUCTION
This solicitation is made in accordance with the provisions of Chapter 287.055, Laws of Florida, known as
the Consultants' Competitive Negotiation Act (CCNA).
Summary
The City of Daytona Beach is hereby soliciting responses from qualified firms to provide Transportation
Planning Services within the general Scope of Work as described herein.
It is the intent of the City to enter into multiple contracts for a term of three (3)years,with two (2)
additional, one (1)year renewals.
1.2. Contact Information
Robert Schattie
Purchasing/Buyer
301 S Ridgewood Avenue
Suite 146
Daytona Beach, FL 32114
Email: schattierobert@codb.us
Phone: (386) 671-8080
Department:
Redevelopment Services
Timeline
Release Project Date June 30, 2023
Pre-Proposal Meeting(Non-Mandatory) July 12, 2023, 11:OOam
This meeting is online.
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Page 203 of 393
Agenda Item #17.
Request For Proposal#2346RSQ
Title: 2346 RSQ Transportation Planning Services
Proposal Submission Deadline August 2, 2023, 11:30am
This meeting is online.
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Agenda Item #17.
Request For Proposal#2346RSQ
Title: 2346 RSQ Transportation Planning Services
Florida Prompt Payment Act means F.S. §§ 255.0705-255.078, as amended from time to time.
Goods means Commodities.
Local Vendor means a person or business entity which has maintained a permanent place of business
with full-time employees within the city limits for a minimum of six months prior to the date Offers were
received for the purchase or Contract at issue, which generally provides from such permanent place of
business the kinds of Goods or Services solicited, and which at the time of the Solicitation fully complies
with state and local laws, including City zoning and licensing ordinances.
Notice of Intent to Award (NOI) means a written notice given by the City stating that staff is
recommending award to the listed Proposer. It includes instructions for completing and submitting any
Contract that accompanies the NOI.
Offer means Solicitation Response, Submission, Submittal, Bid, or Proposal, submitted by a Bidder on
the prescribed forms setting forth the prices for the work to be performed, and in the case of a Request
for Proposals,the credentials, qualifications, and proposed project approach.
Platform means OpenGov,the software currently used by the City.All communications regarding this
Solicitation will be posted at www.codb.us/841/purchasing through the Public Solicitations link. Bidders
MUST submit Offers through the Platform.The Platform is utilized by the City and the Bidders to: 1)
Allow Bidders to register and manage their company records, 2) Post and issue City Solicitation packages
for Bidders from inception to award of a Solicitation, 3) Allow Bidders to submit an Offer Package online,
electronically,through the Platform, 4) Allow Bidders to view all public record documents related to an
online Solicitation.
Pricing Sheet means the area within the Platform where Bidders will provide their pricing response for
the Solicitation. Also known as Bid Schedule.
Proposer means one who submits a response to a Solicitation; also means Bidder or Respondent.
Purchase Order means a written document to an awarded Proposer formalizing the terms and
conditions of a proposed transaction.
Respondent one who submits a response to a Solicitation; also means Proposer or Bidder.
Responsible refers to a Proposer that has the necessary skills, ability, capacity, and capability to perform
the work required under a Solicitation and is otherwise eligible for award.
Responsive means conforming in all respects to the Solicitation Package, except minor irregularities.
Services means a Proposer's ability to comply with promised delivery dates, specifications, and technical
assistance. Also means the furnishing of labor,time, or other form of effort.
Solicitation means the group or collection of information that constitutes detailing the requirements and
requesting responses or submittals from eligible Proposers.The information may be in the form of
electronic documents,files, and information contained in data fields in the Platform.
Solicitation Deadline means the specific date a time that a Solicitation is due. No Offers will be accepted
after this time.
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Agenda Item #17.
Request For Proposal#2346RSQ
Title: 2346 RSQ Transportation Planning Services
Tabulation Sheet means the opening results of a Solicitation.The Proposer's name will be recorded for
all Requests for Proposals.
Vendor means Contractor, Company, Respondent, Supplier or Proposer to whom the Contract is
awarded.
'40 SCOPE OF WORK
3.1. SCOPE OF WORK
Transportation Planning Support: The Consultant will develop intersection, corridor, and/or area-level
of service analyses and recommendations related to improving existing traffic patterns. If necessary,the
Consultant will review the software which will facilitate the conversion or integration of data among
various software applications including, but not limited to Synchro, Highway Capacity Software, ITE Trip
Generation, NCHRP 684, FSUTMS, and Excel.
Geographic Information System (GIS) Database, and System Administration:The Consultant will develop
Geographic Information System (GIS) applications and related databases utilizing the GIS software.The
work may include development and/or acquisition of data sets for use with GIS; data transfer interfaces
between native data format and the GIS format; data transfer interfaces between other applicable
computerized formats and the GIS data format; and development/refinement of software subroutines
to perform software integration, data manipulation, mapping, analysis functions through the GIS
system.The work may require some system/process design, software expansion/refinements, database
updates and integration, and documentation protocols.
Review and Analyze Traffic Impact Analyses including review of concurrency management systems
within the City. Provide comments and recommendations as needed.
Roadway Characteristics Inventory(RCI): The Consultant will review/extract general highway data, using
the Florida Department of Transportation RCI system, and enter this information into computer
system/records for purposes of conducting the necessary task(s)for this study.The Consultant will assist
the City with maintenance of this information on an on-going basis.
Other Support:The Consultant will assist staff in preparing various mapping and graphics tasks for
presentation or report purposes using ARC/VIEW, or other graphics software and techniques. The
Consultant may coordinate with outside agencies including but not limited to Volusia County, FDOT, R2C
TPO, etc.
Other Tasks: The Consultant may be required to assist the City performing the tasks itemized below.The
Consultant will possess and maintain a thorough working knowledge of the City's roadway
characteristics, existing levels of service and capacities, existing and project concurrency shortfalls, and
overall concurrency management system.
Other Tasks include but may not be limited to:
A. Review or prepare a multi-modal study or transportation alternative study.
B. Review or prepare revisions to the City's Transportation Impact Fee Ordinance.
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Agenda Item #17.
Request For Proposal#2346RSQ
Title: 2346 RSQ Transportation Planning Services
C. Review or prepare Development or Regional Impact(DRIB) and Florida's Quality Developments
(FQDs)
D. Review and/or prepare Transportation Concurrency Assessment.
E. Review and/or prepare Comprehensive Plan Amendments(CPAs).
F. Review and/or prepare Evaluation and Appraisal Reports (EARS) of the Comprehensive Plan, or
specific elements thereof.
G. Review Corridor Analyses related to travel speed, existing and future capacity, levels of service,
operating characteristics, etc.
H. Provide public involvement services.
I. Provide access management support.
J. Provide traffic count support.
K. Review or prepare queuing calculations.
L. Provide recommendations for Functional Classification of Roadways and Jurisdictional Transfers
M. Update and maintain the City's vested trip tracker.
N. Review or Prepare Proportionate Fair Share Agreements.
O. Assist in coordinating traffic review efforts with City applicants, County staff and outside
agencies.
P. Prepare parking studies or supplemental updates to existing parking studies, including but not
limited to analyzing special event parking and impacts.
Q. Site plans of specific areas of interest for potential changes to parking.
R. Details of future projects in the study area being planned within the next five years.
S. Analyze the potential use of alternative transportation services for use within the City.
T. Update or develop inventory of public parking spaces within the City as requested.
U. Provide traffic engineering planning services related to parking garage needs.
V. Meet with the representative City staff to discuss work product.
4. PROPOSAL SUBMITTAL AND REQUIREMENTS
4.1. PROPOSAL SUBMITTAL AND REQUIREMENTS
The purpose of this Proposal is to demonstrate the qualification, competence, and capacity of the
Proposers seeking to undertake the Transportation Planning Services for The City of Daytona Beach in
conformity with the requirements of this solicitation.The evaluation of the Proposals will be based on
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Agenda Item #17.
Request For Proposal#2346RSQ
Title: 2346 RSQ Transportation Planning Services
multiple factors,which will determine the selection of the consultant(s) with the best combination of
attributes.
Proposal should consider these factors and be submitted to the City in the following format:
SECTION 1. EXPERIENCE AND RELATED EXPERTISE OF FIRM: Provide a summary of the Proposer's
number of years in business, organization type, location of office(s), and the number of employees.
Additionally, include the following:
• Demonstrated competence in the services to be provided.
• Description of similar work currently being performed or recently completed, showcasing its
nature and relevance.
• Record of meeting schedules and deadlines for previous clients.
• Competitive advantages over others within the same industry, highlighting the strength and
stability as a business concern.
• Noteworthy qualifications that distinguish the Proposer from its competitors.
• Provide 5 contracts similar in scope and nature, completed within 10 years of the due date of
the RFP,which demonstrate the Proposer's transportation planning performance and
experience.
• Include reference contact information to verify performance and ability to meet schedule and
budget requirements.
SECTION 2. QUALIFICATIONS OF ASSIGNED PERSONNEL: This section focuses on the key personnel
assigned to the project. Include the following information:
• Identification of key personnel from your firm, along with their qualifications, current job
functions, proposed roles, and office location(s).
• Designation of a principal who will be responsible for the management of the contract by
providing day-to-day direction.
• Education, experience, and professional credentials of all project staff, specifically highlighting
experience within Daytona Beach and Volusia County. Provide brief resumes for all key
personnel (not exceeding two pages)
• If subcontractors will be utilized, provide information regarding extent to which they will be
used. Include information about their organization and the key personnel they intend to assign
to perform the services. Include an organizational chart depicting communication and reporting
relationships.
SECTION 3. GENERAL APPROACH: Describe the Proposer's general approach contract as described
within the Scope of Work,with a particular emphasis on the quality of work, scheduling, and meeting
budget requirements. Address the following points:
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Agenda Item #17.
Request For Proposal#2346RSQ
Title: 2346 RSQ Transportation Planning Services
• Demonstrate understanding of the City of Daytona Beach's objectives and requirements,
including resident participation,focus groups and/or workshops, and online surveys.
• If specific projects are released under this contract, provide information on how specific
benchmarks and milestones that will measure the progress of the work.
• Provide detailed information on how communication with the assigned City personnel will be
maintained throughout the term of the contract.
By considering these factors and submitting a comprehensive and well-structured Proposal, the
Proposer can effectively demonstrate their qualification, competence, and capacity to undertake the
Transportation Planning Services for The City of Daytona Beach.
EVALUATION CRITERIA
The weighted evaluation criteria in the EVALUATION CRITERIAwill be used to evaluate Offers and
develop a recommendation to the City Manager. Each criterion will be scored between 0 and 5; 0=non-
responsive 1=poor, 2=below average, 3=average,4=above average, 5=excellent. Scores will be
multiplied by the criterion weight for a weighted score; weighted scores will be totaled for the weighted
total score.
MethodNo. Evaluation Criteria Scoring Weight
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1. EXPERIENCE AND RELATED 0-5 Points 35
EXPERTISE (35%of Total)
Proposer has provided a summary of
their number of years in business,
organization type, location of
office(s), and the number of
employees. Additionally, the
proposal included the following:
■ Demonstrated
competence in the
services to be
provided.
■ Description of similar
work currently being
performed or
recently completed,
showcasing its nature
and relevance.
■ Record of meeting
schedules and
deadlines for
previous clients.
■ Competitive
advantages over
others within the
same industry,
highlighting the
strength and stability
as a business
concern.
■ Noteworthy
qualifications that
distinguish the
Proposer from its
competitors.
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■ Five (5) contracts
similar in scope and
nature, completed
within 10 years of
the due date of this
solicitation, which
demonstrate the
Proposer's
transportation
planning
performance and
experience.
■ References including
contact information
to verify
performance and
ability to meet
schedule and budget
requirements.
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2. QUALIFICATIONS OF ASSIGNED 0-5 Points 40
PERSONNEL (40%of Total)
Proposer has focused on the key
personnel assigned to the
project. The proposal included the
following information:
o Identification of key
personnel from firm,
along with their
qualifications, current
job functions, proposed
roles, and office
location(s).
o Designation of a principal
who will be responsible
for the management of
the contract by providing
day-to-day direction.
o Education, experience,
and professional
credentials of all project
staff, specifically
highlighting experience
within Daytona Beach
and Volusia County. Also
included resumes for all
key personnel (not
exceeding two pages)
■ Point preference will
be given to Proposers
who have local
knowledge and
experience within
Daytona Beach and
Volusia County.
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o If subcontractors will be
utilized, information was
provided regarding
extent to which they will
be used. Information
about their organization
including key personnel
and organizational chart
was also provided.
■ Point preference will
be given to Proposers
with limited use of
subcontractors for
this contract.
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3. PROJECT APPROACH 0-5 Points 25
Proposer has described their (25%of Total)
approach to the tasks included in the
Scope of Work, with a particular
emphasis on the quality of work,
scheduling, and meeting budget
requirements.The proposal has
addressed the following points:
o Demonstrated
understanding of the City
of Daytona Beach's
objectives and
requirements, including
resident participation,
focus groups and/or
workshops, and online
surveys.
o Information on how
specific benchmarks and
milestones that will
measure the progress of
the work will be utilized
If specific projects are
released under this
contract.
o Detailed information on
how communication with
the assigned City
personnel will be
maintained throughout
the term of the contract.
6. SPECIAL PROVISIONS
6.1. MINIMUM QUALIFICATIONS
In order to be considered qualified to perform the requested Services,the proposer/firm must have a
registered PE on staff, have an active, permanent, and successful operation for a minimum of three
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years prior to the date of submission of Bids, and must otherwise have sufficient organizational capacity,
equipment, and facilities to provide the requested Services.
6.2. E-VERIFY
E-Verify. -The Contractor(and its subcontractors) have an obligation to utilize the U.S. Department of
Homeland Security's (DHS) E-Verify system for all newly hired employees. By executing this Contract,the
Contractor certifies that it is registered with, and uses,the E-Verify system for all newly hired
employees.The Contractor must obtain an affidavit from its subcontractors in accordance with
paragraph (2)(b) of section 448.095, F.S., and maintain a copy of such affidavit for the duration of the
Contract.
This section serves as notice to the Contractor regarding the requirements of section 448.095, F.S.,
specifically sub-paragraph (2)(c)1, and the City's obligation to terminate the Contract if it has a good
faith belief that the Contractor has knowingly violated section 448.09(1), F.S. If terminated for such
reason,the Contractor will not be eligible for award of a public contract for at least one year after the
date of such termination.The City reserves the right to order the immediate termination of any contract
between the Contractor and a subcontractor performing work on its behalf should the City develop a
good faith belief that the subcontractor has knowingly violated section 448.095(1), F.S.
6.3. RESTRICTIONS, PROHIBITIONS
A. A person or affiliate who has been placed on the Convicted Vendor List following a conviction
for a public entity crime may not submit a Proposal to provide any goods or services to a public
entity; may not submit a Proposal on a contract with a public entity for the construction or
repair of a public building or public work; may not submit a Proposal on leases of real property
to a public entity; may not be awarded or perform work as a Contractor, Supplier, subcontractor
or Consultant under a contract with any public entity; and may not transact business with any
public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for
CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted
Vendor List.
B. In accordance with Section 287.134, Florida Statutes, an entity or affiliate who has been placed
on the Discriminatory Vendor List, kept by the Florida Department of Management Services,
may not submit a Proposal to provide goods or services to a public entity; may not submit
Proposal with a public entity for the construction or repair of a public building or public work;
may not submit proposals on leases of real property to a public entity; may not be awarded or
perform work as a contractor, supplier, subcontractor or consultant under a contract with any
public entity; and may not transact business with any public entity.
C. An entity or affiliate who has had its Certificate of Qualification suspended, revoked, denied or
have further been determined by the Department to be a non-responsible Contractor may not
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submit a Proposal or perform work for the construction or repair of a public building or public
work on a contract with the Recipient.
D. No funds received pursuant to this Agreement may be expended for lobbying the Florida
Legislature,judicial branch or any state agency.
7. GENRAL CONDITIONS
THIS IS NOT A BID.This is a Request for Proposals issued in accordance with The City of Daytona Beach
Code Chapter 30, Division 3, "Source Selection and Contract Formation".The Request for Proposal
specifies the product(s) or services needed and lists the criteria upon which the Proposals will be
evaluated. When received, Proposals will be reviewed and ranked in order, beginning with the one
deemed most advantageous to the City. Negotiations will commence with the selected Proposer(s).
Upon completion of satisfactory negotiations,the Contract negotiated as the best will be recommended
to the City Commission. A copy of Chapter 30 may be obtained upon request.
7.1. ELECTRONIC PLATFORM
To ensure consideration of your Proposal, please follow these instructions.
The City will only accept online Proposals for this Solicitation through the Platform accessible through
Opengov,the City's online procurement Platform. All solicitations can be accessed through the City's
website: www.codb.us/841/Purchasing under the link to "Public Solicitation",then by selecting the
proper Solicitation.
No other forms of online Proposals will be accepted. All Proposals not in compliance with the conditions
specified herein are subject to rejection.
Interested vendors shall contact OpenGov Procurement Support related to any inquiries related to the
software.Vendors may contact Support via the blue chat bubble in the bottom right corner of an
OpenGov Procurement webpage or can reach out via email at procurement-support@opengov.com or
via phone at (855) 680-4747.
7.2. REQUESTS FOR INTERPRETATIONS
If the Proposer is in doubt as to the meaning of any of the Solicitation Documents or other Exhibits
included in this Solicitation,the Proposer may submit a question through the Platform.Such requests
must be received by the deadline communicated in the Timeline in the INTRODUCTION in order to be
considered.The City is not obligated to respond to such requests. Any clarification or interpretation
issued by the City in the form of a written Addendum will be deemed to be a part of the Solicitation
Documents. No oral clarification or interpretation will be binding.
7.3. ADDENDA TO SOLICITATION DOCUMENTS
Prior to solicitation opening,the City may, on the City's own initiative or in response to a request for
clarification, furnish Addenda, or answer questions via the Platform for additions or alterations to the
Solicitation Documents previously supplied by the City. In addition,the City may by Addendum extend
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the date scheduled for Solicitation opening.The Purchasing representative will make reasonable efforts
through the Platform to notify all potential Suppliers of the issuance of an Addendum.The City's
Purchasing web site address is www.codb.us/841/Purchasing; Addenda may be found under the "Public
Solicitations" link. However,the Proposer is solely responsible for ensuring that the Proposal
submitted reflects all such Addenda/Questions and Answers.
7.4. EXECUTION OF OFFER
The Offer must contain a manual or electronic signature of an authorized representative of the Proposer
making the Offer, in the space provided on the Vendor Questionnaire.
A. All electronic files uploaded must be in a common format accessible by software programs the
City uses.Those common formats are generally described as Microsoft Word (.doc or.docx),
Microsoft Excel (.xls or .xlsx), Microsoft Power Point (.ppt or pptx), or Adobe Portable Document
Format (.pdf.). Proposers will not secure, password protect or lock uploaded files; the City must
be able to open and view the contents of the file. Proposers will not disable or restrict the ability
of the City to print the contents of an uploaded file. Scanned documents or images must be of
sufficient quality, no less than 150 dpi,to allow for reading or interpreting the words, drawings,
images or sketches.The City may disqualify any Proposal that does not meet the criteria stated
in this paragraph.
7.5. WITHDRAWAL OF OFFERS
The Proposer may withdraw their submission and resubmit anytime until the specified opening date and
time, (i.e.,the end of the Offer Phase). Once the Offer Phase has ended the City will be able to view the
submissions and begin the evaluation of all Proposals received.
Mere negligence on the part of the Proposer in preparing the Offer does not constitute a right to
withdraw the Proposal after opening.
7.6. OPENING DATE
The opening of Proposals will be scheduled at the date and time specified by the Solicitation, or as
changed by Addenda or response that the City may issue.At opening, the City will open and record the
Proposals so long as they are proper and have been timely submitted. In recording the Proposals,the
City will state the name of the Proposer.The Tabulation Sheet will be created on the Platform by the
Purchasing representative.The Proposer is solely responsible to ensure that the Proposal is submitted
online prior to the end of the Offer Phase. Late Submissions will not be accepted.
7.7. OPENING RESULTS
Proposers may secure information pertaining to opening results on the Purchasing Department's
webpage www.codb.us/841/Purchasing, or by emailing a request to purchasing@codb.us. Copies of
Tabulation Sheets will be furnished upon request and receipt of a valid email address.
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7.8. COOPERATIVE PURCHASING
All Proposers awarded Contracts from this Solicitation are required to permit governmental entities to
participate in the Contract under the same terms, and conditions except those allowances may be made
for differences in delivery costs.
7.9. GENERAL REVIEW PROCEDURES
The Purchasing Code, Chapter 30, Code of the City of Daytona Beach, sets forth the general review
procedures for competitive sealed Offers. Under the Purchasing Code,the City Manager is required to
evaluate and rank Responsive Proposals in accordance with the criteria identified in the Solicitation.
Before submitting a recommendation for final action on this Solicitation to the City Commission,the City
Manager is authorized to "shortlist' and negotiate with one or more of the Proposers who submitted the
highest ranked Proposals. As part of these negotiations,the City Manager may request revised Offers
from shortlisted Proposers.
The City Manager has adopted a policy delegating the task of initially ranking Responsive Offers to a
Selection Committee.The Selection Committee may require personal interviews with Proposers before
submitting its recommendations to the City Manager.
7.10. LOCAL PREFERENCE
Pursuant to the Purchasing Code, preferences may be given in the evaluation of Responsive Offers to
Local Vendor.A "Local Vendor" is a Proposer which has maintained a permanent place of business with
full-time employees within the city limits of the City of Daytona Beach for a minimum of six months prior
to the date Offers were received for the Contract at issue, which generally provides from such
permanent place of business the kinds of services solicited, and which at the time of the Solicitation fully
complies with state and local laws, including City zoning and licensing ordinances.
In order to qualify as a Local Vendor,the Proposer must submit a properly completed Local Vendor
affidavit as part of its Proposal. A Proposer who fails to properly complete and sign this affidavit or
submit it with the Proposal will not be considered for local preference in this Solicitation.The City is the
ultimate arbiter as to whether the Proposer qualifies as a Local Vendor; and the City may require the
Proposer to submit additional documentation verifying that the Proposer qualifies as a Local Vendor.
A Proposer qualifying as a Local Vendor will be given the following Preferences:
A. At the City's discretion,the Proposer may be given bonus points of up to 10%of the total
available points used to score Offers for ranking purposes.The exact percentage awarded may
be adjusted based on the extent of work to be subcontracted to non-local Vendor.
B. After the Selection Committee has evaluated and ranked Offers, if the highest-ranked Local
Proposer's Proposal would not otherwise be among the list of the highest—ranked Proposals
submitted to the City Manager, the list will be modified to include the highest-ranked Local
Vendor's Proposal. In addition, if the evaluation criteria included price, all of the Proposers on
the modified short list will be given the opportunity to submit best and final fee schedules; and
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final ranking provided by the Selection Committee will be based on the best and final Offers. For
purposes herein,the reference to "best and final" will not serve to alter the City Manager's
authority from requiring a short listed Proposer to submit a revised Offer.
Note: If this Request for Proposals will use Federal Funding,this section will not apply.
7.11. MINORITY AND WOMEN WORKFORCE PARTICIPATION
The City has an established policy of 1) promoting Minority and Women-Owned Business Enterprise
participation in business contracts and 2) requiring Proposers doing business with the City to use good
faith efforts to promote cultural diversity and minority participation in the work force, including
managerial positions. Proposers must provide information as part of the Proposal acknowledging its
understanding and willingness to comply with the Purchasing Code of The City of Daytona Beach.
7.12. REJECTION OF OFFERS
The City reserves the right to reject any or all Proposals in whole or in part and to award by items, parts
of items, or by any aggregate group of items specified.The City also reserves the right to waive technical
defect when in its judgment the best interests of the City thereby will be served.
7.13. AWARD
The award will be made by the City to the Proposer(s) most qualified and offering the best value to the
City,which will be determined by evaluation of Proposals using the evaluation criteria contained in the
Solicitation, and in accordance with applicable rules and regulations governing the purchase and
Contract adopted and established by the City, and the State of Florida.
Any Contract resulting from this Solicitation may, in the alternative, be awarded by the City of Daytona
Beach Community Redevelopment Agency (CRA).Therefore, any Offers submitted in response to this
Solicitation shall be deemed to be Offers to the CRA as well as the City. Any final written contract may
be with the CRA instead of the City, and in such instances, any required insurance, performance and
payment bonds, may be required to run in favor of the CRA in addition to or in lieu of the City.
7.14. REFERENCES
The contact person(s) listed as a reference shall be someone who has personal knowledge of the
Proposer's performance during the referenced project. Contact persons must have been informed that
they are being used as a reference and that the City may be calling them. More than one person can be
listed but all must have knowledge of the project. DO NOT list principals or officers who will not be able
to answer specific questions regarding the project.
7.15. SELECTION PROCESS
For the purpose of selecting the most qualified Proposal,the City will use a competitive selection
process as set forth in pertinent City and State procurement requirements.The procedure will involve
the following steps:
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A. The City will advertise and email notice of formal Requests For Proposals to interested
Proposers.The City's Selection Committee will review, rank, and shortlist all Proposals received
by the established deadline for submission. Oral presentations by the short-listed Proposers to
clarify their Offers may be required. These presentations will serve to explain implementation
techniques integral to the written Proposal. Subsequent to the receipt of Proposals, the City
may schedule a time for each requested oral presentation at a place convenient to the City.
B. The City's Selection Committee will then rank each Proposal and prepare a recommendation for
approval by the City Manager. Upon receipt of the City Manager's approval,the City's Project
Manager shall negotiate a contract with the highest ranked Proposer(s) approved by the City
Manager. Should the Project Manager be unable to negotiate a satisfactory contract with the
any of the shortlisted Proposers,the City Manager, or designee, shall terminate such
negotiations with any or all of the shortlisted Proposers and begin negotiations with remaining
Proposers based on ranking, until negotiations are successful or this Solicitation is cancelled.
C. The City Commission has the sole authority to bind the City to the terms and conditions of a
contract that has been approved in a public meeting of the City Commission.The City
Commission reserves the right to modify or reject any contract for the acquisition of goods
and/or services submitted to it for consideration.
7.16. LICENSES, PERMITS, AND FEES
All Proposals submitted shall include in the price the cost of any business or professional licenses,
permits or fees required by the City and any agency having jurisdiction over the Services solicited
through this Request for Proposal.
7.17. PATENT INFRINGEMENT
By submission of a Proposal, the Proposer certifies that the Services to be furnished will not infringe any
valid patent, copyright, or trademark and the successful Proposer shall, at his/her own expense, defend
any and all actions or suits charging such infringement and hold the City harmless in case of any such
infringements.
7.18. TAXES
All Proposals shall be exclusive of federal taxes.Tax exemption certificates will be furnished upon
request.
7.19. FLORIDA PUBLIC RECORDS LAW
Sealed Offers received by the City pursuant to the Request for Proposals will be temporarily exempt
from disclosure in accordance with Florida's Public Records Laws. F.S. §119, states that Offers are not
public record for 30 days from the date of the opening of the Offers or the date a Notice of Intent to
Award is posted,whichever is first.Thereafter, all Offers will be open for a personal inspection by any
person pursuant to Public Records Law.
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If the Proposer believes that the Offer or any portion thereof is permanently exempt from disclosure
under the public records laws, the Proposer must state the grounds for this position in CAPITAL LETTERS
in a certified letter addressed to the Purchasing Agent and received at least 3 days prior to the Offer
opening. The Proposer will be contacted prior to the opening of the Offer and a determination will be
made as to whether or not it is exempt prior to opening. If a determination is made that it is not exempt
from disclosure,the Proposer may in writing request the return of the sealed Proposal.
7.20. QUALIFYING PROPOSERS
Prior to awarding of Offer,the City may require submission by Proposer of complete financial statement
and questionnaire describing Proposer's financial ability and experience in performance of similar work.
7.21. RULES AND REGULATIONS
All work performed under this agreement shall be in strict compliance with local, State and Federal laws,
rules and regulations. Proposer shall assume all liability for fines and penalties assessed by the
authorities for any infractions.
7.22. NO COSTS
The City of Daytona Beach bears no responsibility for any costs incurred in the preparation of the
Proposal.
7.23. ELIGIBLE USERS
All departments of the City are eligible to use this Term Contract. Such purchases are exempt from the
competitive requirements otherwise applying to their purchases.
7.24. I NTERN ET/WEB SERVICES
For the purposes of this paragraph, any Services or products offered to the public via the internet or
online must comply with WCAG 2.0 AA in order to be deemed ADA compliant.The City will provide
Contractor with prompt written notice with respect to any ADA deficiencies of which the City is aware
and Contractor will promptly correct such deficiencies. If the County, the Department of Justice, or other
governmental entity tasked with the enforcement of the ADA("Enforcement Agency") notes any
deficiency in the facilities, practices, services, or operations of the Contractor furnished or provided in
connection with this Agreement, Contractor shall, at no additional charge or cost to the City,
immediately cure any such deficiencies without delay to the satisfaction of such Enforcement Agency.
Contractor further agrees that it shall,to the extent permitted by law, indemnify, defend, and hold
harmless the City against any and all claims, sanctions, or penalties assessed against the City,which
claims, sanctions, or penalties arise or otherwise result from the Contractor's failure to comply with the
ADA or WCAG 2.0 AA,for online or internet services or products.
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7,25. DRUG FREE WORKPLACE
The selected Proposer must provide the Drug Free Workplace Form in accordance with Florida Statute
287.087, prior to Contract award.
7.26. PROHIBITION OF LOBBYING
Except for negotiations authorized by the City Purchasing Code,the Consultants Competitive
Negotiations Act, or other state or federal law, lobbying by the Proposer, or the Proposer's principals,
officers, employees, attorneys, or other agents, is strictly prohibited during the Blackout Period.
Lobbying in violation of this section may cause the Offer to be rejected. "Lobbying" means influencing or
attempting to influence action or non-action in connection with this Solicitation or the Offer,through
direct or indirect oral or written communication with the Mayor, any member of the City Commission,
the City Manager, or any other City employee.
The following activities are not within the definition of"lobbying," and are permitted: requests for
clarification submitted to the Purchasing Agent in accordance with this Solicitation, discussions with the
Selection Committee as part of the selection process,the submission of additional information in
response to a request by the City and addressing the City Commission during the City Commission
meeting at which the Contract is awarded, or all Offers are rejected.
The Blackout Period begins on the date that this Solicitation is issued and ends when the Contract is
awarded or all Offers are rejected.
7.27. Consultants' Competitive Negotiation Act (CCNA)
This solicitation is made in accordance with the provisions of Chapter 287.055, Laws of Florida, known as
the Consultants' Competitive Negotiation Act (CCNA).
8. MINORITY AND WOMEN OWNED BUSINESS
MBE/WBE ENTERPRISE PARTICIPATION
The City has an established policy of:
1) promoting Minority and Women-Owned Business Enterprise participation in business contracts and
2) requiring Proposers doing business with the City to use good faith efforts to promote cultural
diversity and minority participation in the work force, including managerial positions.
Proposers must provide information as part of the Proposal Submission acknowledging their
understanding and willingness to comply with the Purchasing Code of The City of Daytona Beach.
The Daytona Beach City Commission has established a goal of 10% MBE/WBE participation in business
contracts (i.e., contractors, subcontractors, and suppliers)with the City.The goal may be adjusted on a
case-by-case basis to reflect experience and the relevant availability of MBE/WBE businesses.
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.1. ATTACHMENT A
Proposers are asked to provide documentation of their"good faith efforts"to achieve the MBE/WBE
participation goal as outlined below.
ATTACHMENT A
Proposers are asked to document its good faith efforts to achieve the 10%contract participation goal by
submitting Attachment A with the submission.
This attachment may be in the Proposer's preferred format, but must be inclusive of the following
requirements:
- List all MBEs and WBEs contacted by the Proposer with a request to submit a subcontracting/supplier
quote.
- List all MBE and WBE subcontractors and suppliers that will be selected to be awarded subcontracts or
purchase orders by the Proposer if awarded the Contract.
- List the total number of MBEs and WBEs that are currently working for the proposer and/or each
subcontractor.
(If the Proposer is an MBE or WBE and self-performs a minimum of 10%of the work with its own forces,
the 10% participation goal will be considered achieved.)
This attachment should be accompanied by copies of MBE/WBE certification for each MBE/WBE
subcontractor and supplier.
Nothing in this section shall be construed to require the award of a Contract or a sub-contract to an
MBE,WBE, or other purveyor of supplies, services or construction which fails to meet contract
specifications or for which the proposal is unreasonably priced or for which the proposal is not in the
best interest of the City.
Copies of MBE and WBE subcontracts and purchase orders must be submitted to the City within 15 days
of receipt of the City's Notice of Intent to Award.
During performance of the awarded contract, the successful Proposer will be required to report
payments made to MBE and WBE subcontractors.
The State of Florida Office of Supplier Diversity maintains a searchable database of Florida Minority and
Woman Owned Businesses. Proposers may utilize that database or any other public agency-maintained
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database of certified MBEs and WBEs to locate and contact MBE/WBEs for potential participation in the
proposal.The State's database may be accessed through the Purchasing Division webpage:
**********.codb.us/841.purchasing by clicking the "Minority&Women Owned Businesses Registration
and Searchable Database" link.
90 INDEMNIFICATION & INSURANCE REQUIREMENTS
9.1. INDEMNIFICATION
INDEMNIFICATION
The Consultant hereby indemnifies and holds harmless the City from and against, all liabilities, damages,
losses, and costs, including but not limited to reasonable attorneys'fees, arising out of or resulting from
the Work provided that the liabilities, damages, losses, and costs are caused in whole or in part by any
negligence, recklessness, or intentional wrongful misconduct of the Consultant, any subcontractor,
anyone directly or indirectly employed by any one of them or anyone for whose acts any of them may
be liable, regardless of whether or not it is caused in part by a party indemnified hereunder. This
indemnification agreement is separate and apart from, and in no way limited by, any insurance provided
pursuant to this agreement or otherwise.
Supplier will provide and maintain at Supplier's own expense, insurance of the kinds of coverage and in
the amounts set forth in this Section. All such insurance will be primary and non-contributory with the
City's own insurance. In the event any request for the performance of Services presents exposures to
the City not covered by the requirements set forth below,the City reserves the right to add insurance
requirements that will cover such an exposure.
A. Coverage and Amounts.
Workers Compensation Insurance as required by Florida Statutes, Chapter 440,Workers' Compensation
Insurance, for all employees of Supplier, employed at the site of the Service or in any way connected
with the work,which is the subject of this Service.The insurance required by this provision will comply
fully with the Florida Workers' Compensation Law and include Employers' Liability Insurance with limits
of not less than $500,000 per occurrence.Any associated or subsidiary company involved in the Service
must be named in the Workers' Compensation coverage.
Liability Insurance, including (i) Commercial General Liability coverage for operations, independent
Supplier's, products-completed operations, broad form property damage, and personal injury on an
"occurrence" basis insuring Supplier and any other interests, including but not limited to any associated
or subsidiary companies involved in the work; and (ii)Automobile Liability Insurance, which will insure
claims for damages because of bodily injury or death of any person or property damage arising out of
the ownership, maintenance or use of any motor vehicle used by the Supplier in the performance of this
Contract.
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The limit of liability for each policy will be a combined single limit for bodily injury and property damage
of no less than$1,000,000 per occurrence. If insurance is provided with a general aggregate,then the
aggregate will be in an amount of no less than $2,000,000.The Risk Manager may authorize lower
liability limits for the automobile policy only, at the Risk Manager's sole discretion.
THE COMMERCIAL GENERAL LIABILITY INSURANCE POLICY WILL NAME THE City AS AN ADDITIONAL
INSURED. Supplier's Commercial General Liability insurance policy shall provide coverage to Supplier,
and City when required to be named as an additional insured either by endorsement or pursuant to a
blanket additional insured endorsement, for those sources of liability which would be covered by the
latest edition of the standard Commercial General Liability Coverage Form (ISO Form CG 00 01)without
the attachment of any endorsements excluding or limiting coverage for Products/Completed
Operations, Independent Suppliers, Property of City in Supplier's Care, Custody or Control or Property of
City on which Contracted operations are being performed, Explosion, Collapse or Underground hazards
(XCU Coverage, Contractual Liability or Separation of Insureds). When City is added as additional insured
by endorsement, ISO Endorsements CG 20 10 and CG 20 37 or their equivalent shall be used to provide
such Additional Insured status that is at least as broad as ISO form CG 20 10 1185. .
Professional Liability Insurance, insuring CONSULTANT and other interests, including, but not limited to,
any associated or subsidiary companies involved in the work,for errors or omissions in the performance
of professional services to be rendered pursuant to this Contract. The limit of liability will be no less
than $1,000,000 per occurrence. If insurance is provided with a general aggregate,then the aggregate
shall be in an amount of no less than $2,000,000.
(Professional Liability coverage will be provided on an Occurrence Form or a Claims Made Form with a
retroactive date equal to at least the first date of this agreement and with a three-year reporting tail
beyond the annual expiration date of the policy).
Unless specifically waived hereafter in writing by the Risk Manager, Supplier agrees that the Insurer will
waive its rights of subrogation, if any, against the City on each of the types of required insurance
coverage listed in 9.1 above.
B. Proof of Insurance.
Supplier will furnish proof of insurance acceptable to the City prior to or at the time of execution of this
Contract. Supplier will not commence work until all proof of such insurance has been filed with and
approved by the City. Supplier will furnish evidence of all required insurance in the form of certificates
of insurance which will clearly outline all hazards covered as itemized above,the amounts of insurance
applicable to each hazard, and the expiration dates.
If requested by the City, Supplier will furnish copies of the insurance Contracts to support the
certificates of insurance and the copies of said insurance must be acceptable to the City.
C. Cancellation; Replacement Required.
Supplier will file replacement certificates 30 days prior to expiration or termination of the required
insurance occurring prior to the acceptance of the work by the City. If a required policy is canceled
without Supplier's prior knowledge Supplier will immediately notify the City immediately upon
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becoming aware that a required insurance coverage has been canceled for any reason, and promptly
replace the canceled policy.The City expressly reserves the right to replace the canceled policy at
Supplier's expense if Supplier fails to do so.
D.Termination of Insurance.
Supplier may not cancel the insurance required by this Contract until the work is completed, accepted
by the City and Supplier has received written notification from the Risk Manager that Supplier may
cancel the insurance required by this Contract and the date upon which the insurance may be canceled.
The Risk Management Division of the City will provide such written notification at the request of
Supplier if the request is made no earlier than two weeks before the work is to be completed.
E. Liabilities Unaffected.
Supplier's liabilities under this Contract will survive and not be terminated, reduced or otherwise limited
by any expiration or termination of insurance coverages. Similarly, Supplier's liabilities under this
Contract will not be limited to the extent of the existence of any exclusions or limitations in insurance
coverages, or by Supplier's failure to obtain insurance coverage.
Supplier will not be relieved from responsibility to provide required insurance by any failure of the City
to demand such coverage, or by City's approval of a policy submitted by Supplier that does not meet the
requirements of this Contract.
F. Risk Manager.
All references to the Risk Manager will be deemed to include the Risk Manager's designee.
10. VENDOR QUESTIONNAIRE
All items below REQUIRE your response, which may include, but is not limited to acknowledgement and
any document uploads.You must also complete the Price section within the platform to be responsive.
10.1. ACKNOWLEDGEMENT*
The Response has been submitted by an authorized representative of the Proposer; the Proposer hereby
declares and affirms each of the following:
* has had the opportunity to examine the facilities where the Services are to be performed and is fully
informed in regard to all conditions pertaining to the site(s), if applicable.
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* has thoroughly examined the Documents and that Proposer is sufficiently knowledgeable of the
Services to be performed.
* hereby agrees to furnish all labor, materials, and equipment required to perform the
Services/Commodities in strict accordance with the solicitation and for the fees/pricing as stated in this
Proposal.
*If the attached Price Sheet includes extended unit prices,the use of extended unit quantities will not
be construed to be a guarantee that the City will purchase such quantities if a Contract is awarded; and
that, subject to the terms and conditions of the Contract, the Supplier will be entitled to payment based
upon the number of units purchased or Services performed and accepted, as specified in the Contract
Documents,
* has completed the information required in this RFP truthfully.
* that the Offer may be accepted by the City's issuance of a Contract to the Proposer.
Proposer will be fully bound by all Contractual terms and conditions set forth herein; provided, however,
that if the Solicitation Documents call for alternative Offers any alternative Offer not specifically
accepted the City in the notice of award will not be a part of the Contract.
❑ Please confirm
*Response required
10.2. TYPE OF ENTITY*
The Proposer submitting this proposal is: (Select One)
❑ Individual/Sole Proprietor
❑ A Florida Corporation/Limited Liability Corporation
❑ A Foreign Corporation/Limited Liability Company authorized to do business in Florida* (if selected
specify state)
❑ A Florida Limited Partnership
❑ A Foreign Limited Partnership authorized to do business in Florida* (if selected, specify state)
❑ A General Partnership (If selected, provide partner names)
❑ A Joint Venture (provide on separate signed sheet(s) of paper the full legal names of all persons/firms
comprising the joint venture.)
*Response required
10.3. DESIGNATED REPRESENTATIVE*
Please provide the name, address, cell phone and email address of person who will serve as the
designated representative of the Proposer if this RFP is awarded to the Proposer.
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*Response required
1 .4. INSURANCE*
Proposer agrees to the insurance requirements stated in the solicitation and if selected will provide a
Certificate of insurance within 10 days of receiving a Notice of Intent to Award. Failure to provide stated
coverage will result in a non-responsive proposal
❑ Please confirm
*Response required
10.5. W-9*
Please upload the current W-9 form
*Response required
10.6. CERTIFICATION AFFIDAVIT BY PROPOSER AS LOCAL BUSINESS
Proposer certifies under penalty of perjury, as the respondent:
• The Local Business Address has continuously been used as a Permanent Place of Business with
at least one full-time employee for the last six consecutive months, if applicable to Proposer.
• The Local Business Address has consistently offered or provided the goods or services being
solicited by the City of Daytona Beach during the time referenced above, if applicable to
Proposer.
The Local Business Address has not been established with the sole purpose of obtaining the advantages
that may be granted pursuant to the Local Preference provisions of the City of Daytona Beach
Purchasing Code, if applicable to Proposer.
acknowledge the local preference requirements and understand these requirements. If Proposer is
awarded a contract, Proposer further understands that failure to notify The City of Daytona Beach of any
change in status as a result of an awarded agreement may result in breach.
❑ Please confirm
*Response required
10.7. Conflict of Interest*
The award of this solicitation is subject to Chapter 112, Florida Statutes. All respondents must disclose
with their response the name of any officer, director, or agent who is also an employee of the City of
Daytona Beach. Further, all respondents must disclose the name of any City employee who owns,
directly or indirectly, an interest of the Respondent's firm or any of its subsidiaries associated with this
project. I certify that this proposal is made without prior understanding, agreement or connection with
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any corporation,firm or person submitting a proposal for the same services and is in all respects fair and
without collusion or fraud.
Respondent shall select 'No' if a conflict of interest as defined in this question does NOT exist. Please
select'Yes' if a conflict of interest as defined in this question DOES exist and shall be further described in
the explanation below.
❑ Yes
❑ No
*Response required
10.8. Enter explanation of the conflict of interest as indicated above.
10.9. Non-Collusion Affidavit of the Prime Proposer*
• The Proposer that has submitted this Proposal certifies under penalty of perjury that:
• The respondent is fully informed respecting the preparation and contents of the attached Bid
and of all pertinent circumstances respecting such Bid;
• Such Bid is genuine and is not a collusive or sham Bid;
• Neither the said Proposer nor any of its officers, partners, owners, agent, representatives,
employees or parties in interest, including this affiant, has in any way colluded, conspired,
connived or agreed, directly or indirectly with any other Bidder, firm or person to submit a
collusive or sham Bid in connection with the Contract for which the attached Bid has been
submitted or to refrain from Bidding in connection with such Contract, or has in any manner,
directly or indirectly, sought by agreement or collusion or communication or conference with
any Bidder,firm or person to fix the price or prices or cost element of the proposal price or the
proposal price of any other Proposer, or to secure through any collusion, conspiracy, connivance
or unlawful agreement any advantage against the City of Daytona Beach, FL(Local Public
Agency) or any person interested in the proposed Contract;
• The price or prices quoted in the attached Bid are fair and proper and are not tainted by any
collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any of its
agents, representatives, owners, employees, or parties in interest, including this affiant.
By checking the box below,the respondent acknowledges and agrees to the above statement.
❑ Please confirm
*Response required
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10.10.If you answered YES above, enter explanation of the conflict of interest as
indicated above.
10.11.Public Entity Crime*
Public Entity Crimes- Pursuant to Section 287.133(12)(a) of the Florida Statutes, a person or affiliate
who has been placed on the convicted vendor list following a conviction for a public entity crime may
not submit a Submittal Package (Response) on a contract to provide any goods or services to a public
entity, may not submit a bond on a contract with a public entity for the construction or repair of a public
building or public work, may not submit Submittal Package (Bid Response) on leases of real property to a
public entity may not be awarded or perform work as a contractor, supplier, subcontractor, or
consultant under a contract with any public entity, and may not transact business with any public entity
in excess of the threshold amount provided in Section 287.017 for Category Two ($25,000)for a period
of 36 months from the date of being placed on the convicted vendor list. Respondent should read
carefully all provisions of 287.133 and 287.134, Florida Statutes (2005).
By checking the boc below,the Respondent represents and certifies under penalty of perjury that the
submission of its response/proposal does not violate Section 287.133, Florida Statutes (2005), nor
Section 287.134, Florida Statutes (2005) or their successor. In addition to the foregoing,the Respondent
represents and warrants that Respondent, Respondent's subcontractors and Respondent's
implementer, if any, is not under investigation for violation of such statutes.
❑ Please confirm
*Response required
10.12.Scrutinized Companies Certification*
Per State of Florida Statute s. 287.135(5) Suppliers (companies) must acknowledge and agree to the
'Certification Regarding Prohibition Against Contracting with Scrutinized Companies' paragraph listed
below. Respondents shall agree by marking the option below. Respondents neglecting to respond may
be disqualified from consideration of award and deemed non-responsive.
hereby certify that neither the responding entity, nor any of its wholly owned subsidiaries, majority-
owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists
for the purpose of making profit have been placed on the Scrutinized Companies That Boycott Israel List
created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.
In addition, if this solicitation is for a contract for goods or services where the total contract value is one
million dollars ($1,000,000) or more, I hereby certify that neither the responding entity, nor any of its
wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities
or business associations,that exists for the purpose of making profit are on the Scrutinized Companies
with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations
in Cuba or Syria as defined in said statute.
understand and agree that the County may immediately terminate any contract resulting from this
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Solicitation upon written notice if the responding entity (or any of those related entities of
respondent as defined above by Florida law) are found to have submitted a false certification or
any of the following occur with respect to the company or a related entity: (i) it has been placed
on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or(ii)for any
contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the
Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the
Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or
Syria.
By checking the box below,the respondent acknowledges and agrees to the 'Certification Regarding
Prohibition Against Contracting with Scrutinized Companies.'
❑ Please confirm
*Response required
10.13.1 DENTICAL TI E OFFERS*
IDENTICAL TIE OFFERS:- If there are two or more low Responsive Offers from Responsible Suppliers that
are identical in price and other evaluation criteria, the tie will be awarded to the following in order of
preference: a) the Supplier qualifying for local preference under Code 30-86; b)the Supplier in
compliance with the drug free workplace certification requirements set forth in Florida Statutes
287.087; or c)the most Responsible Supplier as defined under the City Code 30-82 (9)(c).
❑ Please confirm
*Response required
10.14.DRUG-FREE WORKPLACE CERTIFICATION*
In order to have a drug-free workplace program, a business will:
A. Publish a statement notifying employees that the unlawful manufacture, distribution,
dispensing, possession, or use of a controlled substance is prohibited in the workplace and
specifying the actions that will be taken against employees for violations of such prohibition.
B. 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
violation.
C. Give each employee engaged in providing the Commodities or contractual Services that are
under Offer a copy of the statement specified in subsection 1).
D. In the statement specified in subsection 1), notify the employees that, as a condition of working
on the Commodities or contractual Services that are underbid, the employee will abide by the
terms of the statement and will notify the employer of any conviction of, or plea of guilty or
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nolo contendre to, any violation occurring in the workplace no later than five days after such
conviction.
E. Impose 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.
F. Make a good faith effort to continue to maintain a drug-free workplace through implementation
of this section
By checking the box below,the respondent acknowledges and agrees to the 'Drug Free Workplace
Certification.'
❑ Please confirm
*Response required
10.15.REVISIONS / ADDENDA/ QUESTIONS AND ANSWERS*
All answers to questions of substance will be publicly published.
Participants are required to review all revisions and answers to questions published.
Revisions within the Solicitation as well as answers to questions posed through the 'Question &Answer'
feature are authoritative and shall be considered an addendum to the Solicitation.
All information in this Solicitation, including that provided through the 'Question and Answer'feature
are incorporated into the Solicitation or any Contract resulting from this Solicitation.
By checking the box below, participants are confirming that they have reviewed revisions and all
answers to questions published and any Addenda up until the bid closing date and have given
consideration to all information in preparing your response to this solicitation. Selecting YES will serve as
your electronic signature of acknowledgement.
❑ Please confirm
*Response required
10.16.WBE/MBE PARTICIPATION - ATTACHMENT A*
MBE/WBE ENTERPRISE PARTICIPATION
The City has an established policy of:
1) promoting Minority and Women-Owned Business Enterprise participation in business contracts and
2) requiring Proposers doing business with the City to use good faith efforts to promote cultural
diversity and minority participation in the work force, including managerial positions.
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Proposers must provide information as part of the Proposal Submission acknowledging their
understanding and willingness to comply with the Purchasing Code of The City of Daytona Beach.
The Daytona Beach City Commission has established a goal of 10% MBE/WBE participation in business
contracts (i.e., contractors, subcontractors, and suppliers)with the City.The goal may be adjusted on a
case-by-case basis to reflect experience and the relevant availability of MBE/WBE businesses.
Proposers are asked to provide documentation of their"good faith efforts"to achieve the MBE/WBE
participation goal as outlined below.
ATTACHMENT A
Proposers are asked to document its good faith efforts to achieve the 10%contract participation goal by
submitting Attachment A with the submission.
This attachment may be in the Proposer's preferred format, but must be inclusive of the following
requirements:
- List all MBEs and WBEs contacted by the Proposer with a request to submit a subcontracting/supplier
quote.
- List all MBE and WBE subcontractors and suppliers that will be selected to be awarded subcontracts or
purchase orders by the Proposer if awarded the Contract.
- List the total number of MBEs and WBEs that are currently working for the proposer and/or each
subcontractor.
(If the Proposer is an MBE or WBE and self-performs a minimum of 10%of the work with its own forces,
the 10% participation goal will be considered achieved.)
This attachment should be accompanied by copies of MBE/WBE certification for each MBE/WBE
subcontractor and supplier.
Nothing in this section shall be construed to require the award of a Contract or a sub-contract to an
MBE,WBE, or other purveyor of supplies, services or construction which fails to meet contract
specifications or for which the proposal is unreasonably priced or for which the proposal is not in the
best interest of the City.
Copies of MBE and WBE subcontracts and purchase orders must be submitted to the City within 15 days
of receipt of the City's Notice of Intent to Award.
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During performance of the awarded contract, the successful Proposer will be required to report
payments made to MBE and WBE subcontractors.
The State of Florida Office of Supplier Diversity maintains a searchable database of Florida Minority and
Woman Owned Businesses. Proposers may utilize that database or any other public agency-maintained
database of certified MBEs and WBEs to locate and contact MBE/WBEs for potential participation in the
proposal.The States database may be accessed through the Purchasing Division webpage:
**********.codb.us/841.purchasing by clicking the "Minority&Women Owned Businesses Registration
and Searchable Database" link.
*Response required
10.1 7,RFP SUBMISSION
*Response required
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