HomeMy WebLinkAboutRFP 19-09 CDBG Administration ServicesREQUEST FOR PROPOSAL
RFP #19-09
CDBG ADMINISTRATION SERVICES
City of Sebastian
1225 Main Street
Sebastian, FL 32958
COMMUNITY DEVELOPMENT DEPARTMENT
EVENT DATE TIME
RELEASE DATE:
MONDAY, SEPTEMBER 9, 2019
-
QUESTIONS DUE DATE/TIME:
THURSDAY, SEPTEMBER 19, 2019
5:00 PM EST
RFP DUE DATE/TIME:
FRIDAY, SEPTEMBER 27, 2019
2:00 PM EST
POINT OF CONTACT:
Ann-Marie Fraser, CPPB, MBA
Procurement/Contracts Manager
Phone: (772) 388 – 8231
Email: afraser@cityofsebastian.org
BID DELIVERY & BID OPENING LOCATION:
City of Sebastian City Hall
1225 Main Street
Sebastian, Florida 32958
*Dates in this schedule occurring after the release date may be amended by the City.
It is the Proposer’s responsibility to check for addenda amending any changes to this RFP.
RFP #19-09
CDBG Administration Services
Page 2 of 41
REQUEST FOR PROPOSAL
In anticipation of the receipt of approximately $120,000 annum, the City of Sebastian is requesting sealed
proposals from qualified individuals or firms to provide grant administration services for the City’s
Community Development Block Grant (CDBG) funded by the U.S. Department of Housing and Urban
Development (HUD). All procurement and contracting for these services shall follow CDBG guidelines
and regulations as well as the state and federal regulations including 2 CFR, P art 200; 24 CFR Part 85;
24 CFR Part 570.489, 490, 502, 506, 508 & 509 (Appendix 1-3). The City of Sebastian encourages
participation from MBE/WBE/DBE businesses.
Sealed proposals, including one (1) clearly marked original, three (3) copies and an electronic copy,
marked with the Proposer’s name and address, RFP number and title with Bid Opening date and time
(lower left corner of envelope) will be accepted until 2:00 PM EST, Friday, September 27, 2019.
All sealed proposals must be delivered or mailed to:
City of Sebastian
ATTN: Procurement Division
1225 Main Street
Sebastian, Florida 32958
RFP documents and any addenda may be obtained from the City’s website (www.cityofsebastian.org) or
DemandStar (www.demandstar.com). It will be the sole responsibility of the Proposer to determine if any
addenda have been issued prior to submitting a proposal.
A Pre-Bid Conference will not be held for this solicitation.
Questions concerning this RFP should be emailed to the Procurement/Contracts Manager at
afraser@cityofsebastian.org no later than Thursday, September 19, 2019 at 5:00 PM EST. All
communication regarding this RFP shall be directed to the same point of contact. Contact by a Proposer
(or anyone representing a Proposer) regarding this RFP with the City Council or a City
employee/representative other than the point of contact listed above, is grounds for disqualification.
Proposals duly submitted will be publicly announced at the Bid Opening date and time specified above.
The City reserves the right to reject any and all proposals, or to accept any proposal or portion thereof
deemed to be in the best interest of the City, and to waive any non-substantial irregularities. Late Bids will
not be opened. Bidders have the option of picking up or paying for the mailed return of the unopened Bid.
If this option is not exercised within five (5) days of the Bid Opening, the late unopened Bid will be
disposed.
By: Ann-Marie Fraser, CPPB, MBA
Procurement/Contracts Manager
Publish: Publication in the Indian River Press Journal
Date: Sunday, September 8, 2019
The City of Sebastian supports Equal Opportunity Employment, Fair Housing, Drug Free
Workplace and Providing Handicapped Access.
RFP #19-09
CDBG Administration Services
Page 3 of 41
TABLE OF CONTENTS
REQUEST FOR PROPOSAL ....................................................................................................................... 2
TABLE OF CONTENTS ............................................................................................................................... 3
DEFINTIONS ................................................................................................................................................ 3
SECTION 1 – GENERAL INFORMATION ................................................................................................... 4
SECTION 2 – PROPOSAL REQUIREMENTS ............................................................................................. 5
SECTION 3 – PRICING INFORMATION ...................................................................................................... 8
SECTION 4 – EVALUATION CRITERIA ...................................................................................................... 9
SECTION 5 - INSTRUCTIONS TO PROPOSERS ..................................................................................... 11
SECTION 6 – GENERAL CONDITIONS .................................................................................................... 14
SECTION 7 – FORMS ................................................................................................................................ 21
STATEMENT OF NO RESPONSE......................................................................................................... 22
SOLICIATION INFORMATION FORM ................................................................................................... 23
PROPOSAL CHECKLIST ....................................................................................................................... 24
CONTACT INFORMATION SHEET ....................................................................................................... 26
PROPOSAL PRICING ............................................................................................................................ 27
REFERENCE LIST ................................................................................................................................. 28
PROPOSER’S QUALIFICATION QUESTIONNAIRE............................................................................. 29
VENDOR PERFORMANCE ACKNOWLEDGEMENT ............................................................................ 32
DRUG-FREE WORKPLACE FORM ....................................................................................................... 33
PUBLIC ENTITY CRIMES FORM .......................................................................................................... 34
SCRUTINIZED VENDOR CERTIFICATION .......................................................................................... 38
SUB-CONTRACTORS LISTING FORM ................................................................................................. 40
DEFINTIONS
Request for Proposal: this Solicitation document, including any and all addenda.
Proposal: submission in response to this Request for Proposal.
Proposer: person or firm submitting a Proposal in response to this Request for Proposal, “pre-award”.
Consultant or Contractor: selected Proposer that is awarded a contract to provide the goods or services
to the City, “post-award”.
City: refers to the City of Sebastian.
Contract or Agreement: Request for Proposal, all addenda issued thereto, all affidavits, the signed
agreement, and all related documents that comprise the totality of the contract or agreement between the
City and the awarded Proposer.
Responsible Proposer: Proposer that has the integrity, reliability and capability in all respects to perform
in full the contract requirement as stated in the RFP.
Responsive Proposer: Proposer who’s Proposal fully conforms in all material respects to the RFP and its
entire requirement, including form and substance.
Days: refers to calendar days, unless otherwise stated.
Shall, Must & Will: Interpreted as mandatory language.
RFP #19-09
CDBG Administration Services
Page 4 of 41
1. SECTION 1 – GENERAL INFORMATION
1.1 SCOPE OF SERVICES
The City of Sebastian is requesting sealed proposals from qualified individuals or firms to provide
grant administration services for the City’s Community Development Block Grant (CDBG) funded
by the U.S. Department of Housing and Urban Development (HUD). The firm shall be required to
work closely with the City of Sebastian management and staff and provide updates and reports to
the Community Development Department. The City of Sebastian encourages participation from
MBE/WBE/DBE businesses.
The City anticipates receiving approximately $120,000 for the first (1st) year and assumes similar
amounts for following years. Program administration costs are limited to 20% per year.
The successful Proposer shall have the proven ability to provide full and complete program
administration, including but not limited to, management and supervision of the program , review
and processing of required documentation; review existing policies to ensure grant compliance
and develop new policies if required as part of the grant process; application notification
requirements, grant file preparation and maintenance; contractor selection; on-site client
interviews; prepare monthly project reim bursements and reports for City approval; prepare
monthly project status reports to the City no later than the 3 rd day of each month; Prepare project
closeout documents and reports.
All procurement and contracting for these services shall follow CDBG guidelines and regulations
as well as the state and federal regulations including 2 CFR, Part 200; 24 CFR Part 85; 24 CFR
Part 570.489, 490, 502, 506, 508 & 509 (Appendix 1-3). All records shall be maintained in
accordance with state and federal CDBG requirements. Submission of a proposal implies the
Proposer’s intent of following the specified requirements and conditions described in this RFP
including all terms and conditions set forth in the HUD Agreement (not expressly referenced in
the RFP). The successful Proposer shall be present during the project closeout meeting and shall
provide all requested program documentation, forms and exhibits.
An award, if made, will be made to the best overall Proposer whose proposal is most
advantageous to the City, taking into consideration the evaluation factors set forth in this RFP.
1.2 QUALIFICATIONS
Proposer shall be in the business of providing grant administration services, specifically for
CDBG. Proposer must possess sufficient experience and financial support to ensure that it can
satisfactorily perform the services, if awarded the contract. The Proposer must have a sufficient
number of qualified staff in the applicable disciplines to complete the work in the time required
and in accordance with the State of Florida and U.S. Department of Housing and Urban
Development CDBG requirements. The Proposer shall have an office located within the State of
Florida.
1.3 INITIAL CONTRACT TERM AND RENEWALS
The City intends for the initial contract term to be for three (3) years, with the option to extend for
two (1) one (1) year terms. Contingent upon receipt of grant, the City reserves the right, but not
an obligation, to exercise this extension option. The Contractor must ensure proper closeout of
the CDBG project each year. The City also reserves the right to cancellation of the awarded
contract should future grants not be awarded for any reason at all.
END OF SECTION
RFP #19-09
CDBG Administration Services
Page 5 of 41
2. SECTION 2 – PROPOSAL REQUIREMENTS
2.1 TITLE PAGE
Title page showing the RFP number and title, Proposer’s name and address and contact person
and telephone number.
2.2 TABLE OF CONTENTS
Include a clear identification of information included in the proposal with corresponding page
numbers.
TAB #1 - QUALIFICATIONS
2.3 QUALIFICATIONS & C APACITY
Proposers shall state the size of the firm, number of staff, location of offices, etc.
Proposers shall submit a statement for qualifications and resumes of all involved in the delivery of
the proposed services under this RFP. These personnel may be changed during the duration of
the contract with a replacement that has equal or exceeds qualifications or experience. Written
request to the City is required to make a replacement change. The City of Sebastian retains the
right to approve or reject replacements.
Provide a list of available resources to effectively and responsively administer the City’s CDBG
program; Provide information on the results of any federal or state reviews of its CDBG projects
or engagements within the past three (3) years; Provide information on the circumstances and
status of any disciplinary action taken or pending against the firm within the past three (3) years
with state regulatory bodies or professional organizations.
2.4 EXPERIENCE
Proposers shall state the experience of the firm within the last 5 years that are similar to the
scope of services herein.
TAB #2 – PROJECT INVOLVEMENT
2.5 PROJECT APPROACH
Proposers shall state their approach to the administration and management of the grant and the
actions to gain and document an understanding of City of Sebastian’s internal monitoring and
control systems. The Proposers shall also state their understanding of CDBG Grant compliance.
2.6 CURRENT WORKLOAD
List the current workload for the Proposer:
Total value of the project(s)
Contract period(s) and duration(s)
List number of professional staff assigned
Percentage complete
Brief Project description(s)
RFP #19-09
CDBG Administration Services
Page 6 of 41
TAB #3 – FINANCIAL CAPABILITY
2.7 FINANCIAL STATEMENTS & BONDING CAPABILITY
Provide Audited Financial Statements for the past two (2) years, together with a statement in
writing, signed by a duly authorized representative, stating that the present financial condition is
materially the same as that shown on the balance sheet and income statement submitted. In lieu
of the financial statements, Proposers may provide the most recent business tax return to
substantiate their sound financial capability. Pursuant to section 119.071, Florida Statutes, any
financial statements that the City requires to be submitted may be exempt from the Public
Records Law. Therefore, any submitted financial statements that the Proposer wishes to remain
confidential shall be submitted in a sealed opaque envelope and marked “Confidential Financial
Statement Enclosed.”
Provide a statement specifying bonding capability.
TAB #4 - FORMS
2.8 PRICING
The Proposer shall state a fee for services, with an explanation of the basis for the fee. Fees
must be quoted as lump sum. A proposed payment schedule will be developed prior to contract
award. Refer to Section 3.
2.9 REFERENCES
A minimum of three (3) client references in which grant administration services were provided
within the last five (5) years, is required to be submitted with the Proposal. Failure to submit a list
of client references with valid contact information can result in the proposal being deemed non-
responsive and not considered for award. References from public sector clients are preferred.
2.10 FORMS
All Forms required by the RFP shall be fully execute d by the Proposer and submitted. Refer to
Section 7.
This Space Intentionally Left Blank
RFP #19-09
CDBG Administration Services
Page 7 of 41
TAB #5 - INSURANCE
2.11 Insurance
Certificate of Insurance: A copy of the Certificate of Insurance proving the types of Insurance and
coverage is required in the proposal. Once resulting agreement is executed, it is the Contractor’s
responsibility to ensure that the City is provided a current Insurance Certificate at all times.
The following insurance should be obtain and maintain, during the term of the Services, and all
applicable statutes of limitation periods:
Professional Liability
for errors, omission or theft by employees:
$500,000 per each occurrence
General Liability Insurance
an amount not less than:
$500,000 Combined Single Limit per each occurrence
$500,000 aggregate, including personal injury and property
damage
Shall not exclude or limit Product/Completed Operations, Contractual
or Cross Liability
Automobile Liability
an amount not less than:
$200,000 Combined Single Limit
Worker’s Compensation
The Proposer shall submit and maintain worker’s compensation
insurance to the extent required by law for all their employees to be
engaged in work under this contract, in accordance with Florida
Statutes 440.
Additional Insured: All liability insurance policies shall name and endorse the following as additional
insured(s): the City of Sebastian and its City Council members, officers, employees and agents.
END OF SECTION
RFP #19-09
CDBG Administration Services
Page 8 of 41
3 SECTION 3 – PRICING INFORMATION
The Proposer is required to complete Form C, Proposal Pricing, in order for their proposal to be
considered.
Estimated hours required to offer administration services should be explained. The fixed, firm hourly rate
shall include all services, materials inspections, fuel, transportation, supervision overhead, profit,
insurance and any other costs associated with equipment and personnel, required for complete delivery
of CDBG administration services. Said price should be fixed and firm for the duration of the contract with
signature from an authorized representative of the firm. Provide details outlining the methodology for the
price structure, use additional sheets if necessary.
If it should be necessary for the City of Sebastian to request the Proposer to render any additional
services to either supplement the services requested in the RFP or to perform additional work as a result
of the specific recommendations included in any report issued as a result of this service, then such
additional work shall be performed only upon a written agreement between the City of Sebastian and the
proposer.
Non-CDBG administration fees (if any) will be negotiated after ranking, in compliance with the Florida
Consultants Competitive Negotiation Act (CCNA).
Pricing will be evaluated by the City’s Procurement/Contracts Manager based on the following formula:
Lowest Price ($800.00) X Possible Points for Price (15) = Score for Proposal Pricing (9.99) Proposer’s Price ($1,200.00)
END OF SECTION
RFP #19-09
CDBG Administration Services
Page 9 of 41
4. SECTION 4 – EVALUATION CRITERIA
4.1 An evaluation committee, selected by the City Manager with at least three (3) members, will
evaluate the proposals. A recommendation for award or of the top ranked firms selected to give
oral presentations may be made, as agreed upon by the evaluation committee. Initial ranking will
be made based solely on the information included in the proposal.
4.1.1 Each proposal will first be evaluated for responsiveness by the Procurement/Contracts
Manager (i.e. meets the minimum of the published requirements). The City reserves the
right to reject any proposals deemed as not minimally responsive. The City reserves the
right to waive immaterial irregularities in proposals if in the best interest of the City.
Proposers should provide all information outlined herein to be considered responsive.
4.1.2 Failure to respond to all the questions in the proposal package may result in the submittal
being considered non-responsive. In order for the City to make a determination of
qualifications, a complete package must be submitted.
4.1.3 The following evaluation criteria will be used as a general guide for evaluating t he
proposals. The Evaluation Committee will independently review and evaluate all
responsive proposals received. Members may choose not to award any points, should
they feel a proposal is undeserving or does not sufficiently address criteria.
CRITERIA _ POINTS
1. The years of experience of the Proposer’s staff with administering CDBG
Neighborhood Revitalization, Housing Rehabilitation, Commercial
Revitalization and Economic Development grants funded through the State
of Florida Department of Community Affairs and/or the Florida Department
of Economic Opportunity.
35
2. The Proposer’s approach to meeting local project needs including an
outline of the tasks to be performed and the thoroughness of the approach
presented.
30
3. References
20
4. Pricing Proposal
15
MAXIMUM POSSIBLE POINTS 100
5. MBE/WBE/DBE Business (only used in the event for a tie to the
highest total points)
5
4.1.4 In the event of a tie, if one of the Proposers involved in the tie are MBE/SBE/WBE
business, they shall be ranked above the other Proposer(s) involved in the tie with the
appropriated points listed in the criteria above.
RFP #19-09
CDBG Administration Services
Page 10 of 41
4.2 ORAL PRESENTATION
Proposers that advance to the short list may be required to give an oral presentation to staff.
This will provide an opportunity for the Proposer to clarify or elaborate on its Proposal.
CRITERIA POINTS
Presentation 50
MAXIMUM POSSIBLE POINTS 50
This RFP will generally be awarded to the Proposer who scores the highest number of points on the
criteria; however, the City reserves the right to accept or reject any or all proposals submitted in whole
or in part, and to cancel this RFP and re-solicit or not re-solicit as determined to be in the City’s best
interests. The City also reserves the right to select a Proposer without shortlisting or requesting oral
presentation. The establishment, application and interpretation of the evaluation criteria above shall be
solely within the discretion of the City.
END OF SECTION
RFP #19-09
CDBG Administration Services
Page 11 of 41
5. SECTION 5 - INSTRUCTIONS TO PROPOSERS
5.1 CONE OF SILENCE
Potential Proposals shall not communicate in any way with City staff or the City Council other
than the primary contact listed herein. This restriction shall be effective from the time of bid
advertisement until an award is made by the City Council. Such communication may result in
disqualification.
5.2 REQUIRED COPIES
One (1) clearly marked original, three (3) copies and one (1) electronic copy of the Proposal shall
be submitted. Please refer to the Proposal Checklist for guidance on all requirements.
5.3 SEALED BIDS
Proposals shall be enclosed in a sealed envelope which shall show (lower left corner) the
Proposer’s name and address, RFP number and title, along with the bid opening date and time.
The Proposal shall be submitted no later than the Bid Opening date and time mentioned on the
Request for Proposal. The City will not be responsible for opening any bids that are not clearly
marked.
5.4 PROPOSALS NOT CONSIDERED
Proposals not considered are Late Submissions , telegraphed, emailed or faxed Proposals and
Proposals which do not conform to the instructions contained in the Request for Proposal.
Proposals may be withdrawn by fax or email, provided that such notices are received prior to the
Bid Opening date and time and confirmed by a telephone call.
5.5 ACCEPTABLE BIDS
Proposals shall be handwritten or typed with (black or blue) ink. Any erasures or corrections must
be initialed by the Proposer in ink. Handwritten submissions must be legible.
5.6 LATE BIDS
Late Bids will not be opened. Proposers have the option of picking up or paying for the mailed
return of the unopened Proposal. If this option is not exercised within five (5) days of the Bid
Opening, the late unopened Proposal will be disposed.
5.7 BID OPENING
Proposers are welcome to attend the bid opening; however, attendance is not mandatory.
Proposals shall be opened and publicly announced at City of Sebastian Council Chambers, on
the date and time specified on the Request for Proposal, unless otherwise stated in the form of an
addendum. Late Bids will not be opened. Bidders have the option of picking up or paying for the
mailed return of the unopened Bid. If this option is not exercised within five (5) days of the Bid
Opening, the late unopened Bid will be disposed.
5.8 REQUIRED INFORMATION
Proposers shall follow all instructions and provide all required information and forms to be
considered for award. Proposers wishing to qualify for consideration of exception for all or any
portion of the RFP shall provide a hand printed or typed explanation attachment to be submitted
with the Proposal.
5.9 PROPOSAL EXAMINATION
In accordance with Chapter 119, Florida Statutes, bid files will be made available for public
inspection at the time the City posts notice of its decision or intended decision concerning
contract awards, or thirty (30) days after the bid opening, whichever is earlier. Bid files may be
examined during normal working hours, by appointment only, by contacting the City Clerk’s office
at 772-589-5330.
RFP #19-09
CDBG Administration Services
Page 12 of 41
5.10 CONFIDENTIAL INFORMATION
Pursuant to section 119.071, Florida Statutes, any financial statement s that the City requires to
be submitted may be exempt from the Public Records Law. Therefore, any submitted financial
statements that the Proposer wishes to remain confidential shall be submitted in a sealed opaque
envelope and marked “Confidential Financial Statement Enclosed.” B y submission of a response
to this RFP the proposer agrees to indemnify and hold the City harmless should any information
marked as confidential knowingly or unknowingly be released as the result of a public records
request.
5.11 ADDENDA
Addenda may be issued in response to any inquiry received by the Question deadline date and
time specified herein. The revisions, additions, deletions, clarification, etc. shall become part of
and have precedence over anything shown or described otherwise. If not mentioned in the
addenda, all other documents, specifications, drawings, terms and conditions remain the same.
The Proposer should not rely on any representation, statement or explanation, whether written or
verbal, other than those made in the Solicitation documents or in the addenda issued. It is the
Proposer’s responsibility to ensure receipt of all addenda and any accomp anying attachments
before submitting Proposal. The Proposer is required to submit with its Proposal, all addenda
signed. Where there appears to be a conflict between Solicitation and any addenda, the last
addendum issues shall prevail.
5.12 SCRUTINIZED VENDOR CERTIFICATION
Proposer certifies that it is not listed on (a) the Scrutinized Companies that Boycott Israel List,
created pursuant to Section 215.4725, Florida Statues, or is engaged in a boycott of Israel; (b)
the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with
Activities in the Iran Petroleum Energy Sector List, created pursuant to Section 215.473, Florida
Statutes; or (c) is engaged in business operations in Cuba or Syria. Proposer further
understands and accepts that any contract issued as a result of this bid shall be subject to
Section 287.135, Florida Statutes, and subject to immediate termination by the City in the event
there is any misrepresentation or false certification on the part of Proposer.
5.13 CORRECTIONS, CANCELLATION, & WITHDRAWAL
PROPOSERs may be asked to provide further information after bid opening to determine the
responsibility of the vendor.
5.13.1. Waiver of Technicality: Information shall not be considered after the bid opening if it has
been specifically requested to be provided with the Proposal as this becomes a matter of
responsiveness. The Proposal shall be considered responsive if it substantially conforms
to the requirements of the RFP. The City may waive any informality, technicality, or
irregularity on any bid. A minor or non-substantive lack of conformity may be considered
a technicality or irregularity which may be waived by the City.
5.13.2. Mathematical Errors: Errors in extension of unit prices or in mathematical calcu lations
may be corrected. In cases of errors in mathematical computations, the unit prices shall
not be changed.
5.13.3. Cancellation or Postponement: The City may cancel or postpose the bid opening or
cancel the RFP in its entirety.
5.13.4. Withdrawal: Prior to any published bid opening date and time, a Proposer may withdraw
his or her Proposal in writing. A fax or email is permitted for this purpose, provided a
confirming telephone call is made.
5.13.5. Amendments: Prior to the published bid opening date and time, a Proposer may amend
the Proposal provided that it is in writing, in a sealed envelope, and identified.
RFP #19-09
CDBG Administration Services
Page 13 of 41
5.14 BID GUARANTEE
The Proposer warrants that the unit prices, terms, and conditions quoted in the Proposal will be
firm for acceptance for a period of not less than sixty (60) days fr om the bid opening date. Such
unit prices, terms and conditions will remain firm for the contract period.
5.15 BID AWARD
The contract/agreement will be awarded to the most responsive and responsible Proposer whose
Proposal, conforming to the specifications and terms the City considers be most advantageous.
The Procurement/Contracts Manager shall issue a Notice of Award to the successful Proposer
and post the results on the City’s website and DemandStar.
5.16 REJECTION OF BIDS
The City reserves the right to reject any and all Bids, to waive any and all informalities not
involving price, time, or changes in the work, and to negotiate contract terms with the top ranked
Proposer, and the right to disregard all non-conforming, non-responsive, imbalanced, or
conditional Proposals. More than one Proposal from an individual, firm or association under same
or different names, will not be considered. Any or all Proposals will be rejected if there is reason
to believe that collusion exists among the Proposers , and no participants in such collusion will be
considered in future proposals for the same work.
END OF SECTION
RFP #19-09
CDBG Administration Services
Page 14 of 41
6. SECTION 6 – GENERAL CONDITIONS
6.1 THE CITY’S OBLIGATIONS
The City:
Shall make available to the Consultant any data available in the City’s files pertaining to the
work to be performed under this agreement.
Shall, upon contract award, pay fees and other compensation in accordance with a fee
schedule to be incorporated in a final contract.
Shall have the sole right to determine which units or sections of the work that the Consultant
shall initiate and in what order.
Shall decide and dispose of all claims, questions, and disputes arising under this agreement.
Reserves the right to audit the records of the Consultant related to this agreement at any
time during the contract period and for a period of three years after final payment is made.
The Consultant shall provide copies of any records solely at the cost of reproduction.
6.2 THE CONSULTANT’S OBLIGATION
The Consultant shall administer the City’s CDBG in accordance with HUD CDBG agreement
(forthcoming), the City’s Consolidated Plan (Exhibit A) & Annual Action Plan (Exhibit B), prepared
by Guardian CRM Inc., and other applicable documents and requirements related to the
administration of the grant. All professional services must be to current professional standards
and adequate qualified staff shall be maintained for the duration of the CDBG award. Specific
tasks involved with this project include, but are not limited to:
Assist the City in the actions approved by HUD for the CDBG within the specified budget.
Perform a compliance review and request release of project funds.
Assist City staff with the financial procedures for receiving funds and disbursement of
payments; Assist in financial reporting.
Prepare spreadsheets of budget and expenditures and monitor budget and expenses.
Monitor and administer all program activities to ensure that all required expenditure and
timeliness standards are met.
Assess and ensure the local government’s compliance with federal, state, and local
regulations concerning procurement, employment, personnel and property management,
records retention, fair housing, ethics, etc.
Provide assistance in solicitations for needed services, which may include abstractors,
surveyors, lead inspectors, and contractors.
Retain CDBG related files/records for the length of time required by HUD and the US
Department of Housing and Urban Development and provide acc ess to those files as
needed.
Produce and submit required program reports, including any quarterly, final, Section 3 and
Women and Minority Business-Owned Enterprises (W/MBE) reports, and other reports as
may be requested.
Represent the local government during local/state/federal agency mo nitoring visits and
inquiries.
Provide responses to audits and m onitoring reports for review and approval by City.
Develop corrective action plans to address noted deficiencies (from audit or monitoring
reports).
Recommend policy and/or grant amendments. Take necessary actions in response to the
local government’s decision, such as advertising and conducting public hearings, updating
the project environmental review file, and attended meetings.
Perform program close-out activities, including submission of reports and provis ion of follow-
up information.
Other administrative tasks related to the CDBG for the successful administration and closeout
of the grant.
Ensure compliance with all applicable CDBG requirements.
Attend meetings as needed and requested by the City.
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CDBG Administration Services
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6.3 SUSPENSION AND DEBARMENT
City of Sebastian will not make award to parties listed on the government-wide exclusions in the
System for Award Management (SAM). The bidder/proposer agrees to comply with the
requirements of 2 CFR Part 180, subpart C and 2 CFR Part 3000, subpart C while this offer is
valid and throughout the period of any contract that may arise from this offer. The bidder/proposer
further agrees to include a provision requiring such compliance in its lower tier covered
transactions.
6.4 DELETION OR MODIFICATION OF SERVICES
The City reserves the right to delete or modify any portion of the contracted services at any time
without cause, and if such right is exercised by the City, the total costs shall be reduced at the
same ratio as the estimated costs of the Services.
6.5 COUNCIL MEETING
The awarded Proposer must be available to attend City Council meetings when required. The
awarded Proposer must be prepared to answer any questions and/or provide a presentation if
requested by Council and/or authorized by City representative(s). The awarded Proposer is not
required to attend the City Council meeting for approval of award, but attendance is welcome.
The date and time of the meeting will be publicly noticed.
6.6 CONFLICT OF INTEREST
Contract Award is subject to provisions of State Statutes and City Ordinances. A ll Proposers must
disclose with their Proposal the name of any officer, director, or agent who is also an employee of the
City of Sebastian, City Council members included; further, all Proposals must disclose the name of
any City employee or Council member, who owns, directly or indirectly, an interest of ten percent
(10%) or more in the PROPOSER’s firm or any of its branches.
Should the successful Proposer permanently or temporarily hire any City employee or Council
member, who is, or has been, directly involved with the Proposer prior to or during performance of the
resulting contract, the Agreement shall be subject to immediate termination by the City.
6.7 NOTICE TO PROCEED
The Contractor shall not commence any Work, nor enter a Worksite, until a written N otice to
Proceed (NTP) directing the awarded Proposer to proceed with the Work has been issued by the
City; provided, however, that such notification shall be superseded by any emergency work that
may be required in accordance with the provisions included elsewhere in this RFP and resulting
Contract.
6.8 METHOD OF PAYMENT
6.8.1. Florida Prompt Payment Act
Payment shall be made in accordance with Section 218, Part VII of the Florida Statutes.
6.9 SALES TAX
Although the City of Sebastian is exempt from Federal and State Sales and Use taxes, Contractors or
Vendors doing business with the City are not exempted from paying said taxes to their supplier for
goods or services purchased to fulfill the contractual obligations with the City, nor shall any Contractor
or Vendor be authorized to use the City’s Tax Exemption Number in securing such materials.
6.10 AVAILABILITY OF FUNDS
The obligations of the City of Sebastian under this award are subject to the availability of funds
lawfully appropriated for its purpose by the City Council of the City of Sebastian.
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CDBG Administration Services
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6.11 EXCEPTIONS TO SPECIFICATIONS
Exceptions to the specifications shall be listed in the Proposal and shall reference the section.
Any exceptions to the General or Special Conditions may be cause for the bid to be considered
non-responsive.
6.12 SUBCONTRACTORS AND EMPLOYEES
The Proposer is required to identify any and all Subcontractors and/or suppliers that will be used
in the performance of the proposed Contract and to clearly identify in their Proposal the
percentages of Work to be performed by their Subcontractors.
6.13 WAIVER OF IRREGULARITIES
The City may waive minor informalities or irregularities in Proposals received where such is
merely a matter of form and not substance, and the correction or waiver of which is not prejudicial
to other Proposers. Minor irregularities are defined as those that will not have an adverse effect
on the City's interest and will not affect the price of the Bids by giving a Proposer an advantage or
benefit not enjoyed by other Proposers.
6.13.1. In no event will any such elections by the City be deemed to be a waiving of the required
criteria for the requested services.
6.13.2. The Contractor who is selected for the Project will be required to fully comply with the
Project criteria for the Price Bid, regardless that the Solicitation may have been based on a
variation from the Project criteria.
6.13.3. Proposers shall identify separately all innovative aspects as such in the technical
Solicitation. Innovation should be limited to Proposers means and methods, approach to
Project, use of new products, and new uses for established products.
6.14 TERMINATION FOR CAUSE AND FOR CONVENIENCE
Any contract resulting from this RFP may be terminated by the City without cause upon thirty
(30) days’ written notice to the Proposer. In the event of such a termination without cause, the
Proposer shall be compensated for all services performed to the City’s satisfaction.
6.15 TERMINATION FOR CONVENIENCE
The City, at any time and for any reason may terminate the services and work at the City’s
convenience. Upon receipt of such notice, Contractor shall, unless the notice directs otherwise,
immediately discontinue the work and/or the placing of orders for materials, facilities and
supplies in connection with the performance of this contract.
6.16 QUESTIONS AND/OR REQUESTS FOR CLARIFICATION
Any questions and/or requests for clarification regarding this Solicitation shall be submitted in
writing to the Procurement/Contracts Manager via email at afraser@cityofsebastian.org.
Proposers must clearly understand that the only official answer or position of the City will be the
one issued by the Procurement/Contracts Manager via an Addendum.
The Solicitation number and title shall be referenced on all correspondence, be sure to include
the page and paragraph number for each question in order to ensure that questions asked are
responded to correctly. All questions must be received no later than the time and date specified in
the Request for Proposal and At-A-Glance timetable. All responses to questions/clarifications will
be published in the form of an Addendum. NO QUESTIONS WILL BE RECEIVED VERBALLY
OR AFTER SAID DEADLINE. Addendum(s) will be made available on the City’s website
(www.cityofsebastian.org) and DemandStar (www.demandstar.com) and it is the Proposer’s sole
responsibility to assure receipt of all (if any) Addenda(s).
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6.17 CO-OPERATIVE PURCHASING
It is the intent of the Request for Proposal to secure goods or services to be used by the City of
Sebastian. However, by virtue of bidding, the Proposer accepts the right of other Government
Entities to “piggyback” purchase from this proposal by mutual consent and where applicable by
law. Any such purchase shall be separate and apart from the City of Sebastian, and said City
assumes no liability for such action.
6.18 DISCRIMINATION
The Proposer shall not practice or condone personnel or supplier discrimination of any nature
whatsoever, in any manner proscribed by Federal or State of Florida laws and regulations. The
City of Sebastian will not knowingly do business with vendors, proposers, or contractors who
discriminate on those protected by state and federal law.. Through the course of providing
services to the City, Contractors shall affirmatively comply with all applicable provisions of Title VI
of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987 and the Florida Civil
Rights Act of 1992, as well as all other applicable regulations, guidelines and stand ards. Any
person who believes their rights have been violated should report such discrimination to the City.
6.19 PUBLIC RECORDS
Section 119.01 F.S., The Public Records Law, provides that municipal records shall at all times
be open for personal inspection by any person. Information and materials received by the City in
connection with all PROPOSER's responses shall be deemed to be public records subject to
public inspection upon award, recommendation for award, or thirty (30) days after the bid
opening, whichever occurs first. However, certain exemptions to the public records law are
statutorily provided for in Section 119.07, F.S. Therefore, if the Proposer believes any of the
information contained in his or her response is exempt from the Public Records Law, the
Proposer must in his or her response specifically identify the material which is deemed to be
exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials
received as public records.
6.20 E-VERIFY
In accordance with State of Florida, Office of the Governor, Executive Order 11-116 (superseding
Executive Order 11-02; Certification of Employment Status), in the event performance of this
Agreement is ow will be funded using state or federal funds, the Contractor must compl y with the
Employment Eligibility Verification Program developed by the federal government to verify the
eligibility of individuals to work in the United States and 48 CFR 52.222 -54 (as amended) is
incorporated herein by reference. The Consultant shall (1) enroll in the U.S. Department of
Homeland Security’s E-Verify system, (2) utilize E-Verify to verify the employment eligibility of all
new employees hired during the term of the Contract (3) utilize E-Verify to verify the employment
eligibility of all employees assigned to the Contract; and (4) shall expressly require any
subcontractors performing work or providing services pursuant to the Co ntract to likewise utilize
E-Verify to verify the employment eligibility of all new employees hired by the subcontr actor
during the Contract term. Information on registration for and use of the E-Verify system can be
obtained at the U.S. Department of Homeland Security website: http://www/dhs.gov/E-Verify.
6.21 PROTEST PROCEDURE
Any actual or prospective bidder or proposer who is aggrieved in connection with a competitive
selection process may protest to the Procurement/Contracts Manager. The protest shall be
submitted in writing within seven (7) calendar days after the bidder or proposer knows or should
have known of the facts giving rise to the protest.
6.33.1 Decision - If the protest is not resolved by mutual agreement, the Procurement/Contracts
Manager shall promptly investigate the basis of the protest and, after consultation with the
City Manager, originating department, the City Attorney and any other person or entity
deemed necessary by the Procurement/Contracts Manager, shall issue a decision in
writing. A copy of the decision shall be furnished immediately to the protestor and any other
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CDBG Administration Services
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party determined by the Procurement/Contracts Manager to be directly affected by the
decision. The decision shall:
A. State the decision and the basis for the decision, and
B. Set forth the protestor’s right to administrative review.
6.33.2 Administrative Review – If the protestor disagrees with the decision of the
Procurement/Contracts Manager, the protestor may appeal the decision to the City
Manager and/or City Council, provided written notice of such appeal shall be submitted by
the protestor to the Procurement/Contracts Manager within seven (7) calendar days of
receipt of the decision.
6.33.3 Stay of Procurement – In the event of a timely and properly filed protest, the
Procurement/Contracts Manager shall not proceed further with the solicitation or award until
all administrative remedies have been exhausted, or until the City Manager or City Council,
as appropriate, makes a determination on the record that the award of a contract is
necessary to protect substantial interests of the City.
6.22 LOCAL VENDOR PREFERENCE POLICY
Effective October 14, 2009, City of Sebastian adopted a local vendor preference reference,
Ordinance No. 09-13 as set forth below:
Sec. 2-11. Local Vendor Preference Policy
(a). Definitions.
(1) Local business means the vendor has:
a) A valid business tax receipt issued by the City of Sebastian, Indian River County, St.
Lucie County, Martin County, Okeechobee County, Osceola County, o r Brevard
County at the time a bid or proposal is submitted, and
b) A physical address located within the local area, in an area zoned for the conduct of
such business, from which the vendor is operating a significant portion of its
business, and at which it maintains full-time employees.
(2) Nonlocal business means any vendor that does not meet the definition of a business
within the local area.
(b) Establishment as local area business. To establish that a vendor is a local area business a
vendor shall provide written documentation of compliance with the definitions for each such
local business as defined in subsection (1) herein, at the time of submitting a bid or proposal.
Post office boxes are not verifiable and shall not be used for the purpose of establishin g the
required physical business address. A vendor that misrepresents the local area status of its
firm in a proposal or bid submittal to the city will lose the privilege to claim local preference
status for a period of two years.
(c) Local preference in purchasing and contracting. The City of Sebastian shall give preference
to local area businesses in the purchase of commodities, person property, gener al services,
personal property, professional services, and the purchase of or contract for construction or
renovation of public works or other public improvements by means of competitive bid. The
city shall give such preference to local area businesses in the following manner:
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CDBG Administration Services
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(1) Competitive bid. Each formal competitive bid solicitation shall clearly identify how the
price order of the bids received will be evaluated and determined.
When a qualified and responsive nonlocal business submits the lowest price bid, and the
lowest bid submitted by a qualified and responsive local area business is within five
percent of the lowest bid, then the lowest bidding local area business shall have the
opportunity to submit an offer to match the price submitted by the lowest nonlocal area
business PROPOSER.
Within five working days after the posting of the qualified and responsive bids, any local
area business that has submitted a bid within five percent of the lowest bid by a nonlocal
area business, and that wants the opportunity to match the lowest bid, shall submit a
written offer to match the lowest bid. If the lowest local area business submits an offer
that matches the lowest bid submitted, then the award shall be made to such local
business.
If the lowest local area business PROPOSER declines or is unable to match the lowest
bids, then the option to do so moves to the next local area business if its bid is within five
percent of the lowest bids, and it is a qualified and responsive PROPOSER.
If the lowest bid is submitted by a qualified and responsive local area business, there is
no local vendor preference.
If a local area business accepts the opportunity to match the lowest bid of a nonlocal area
business and that bid is based on unit price bid items and estimated quantities, then the
unit prices for all bid items shall be reduced in proportion to the reduction in the local area
business’s total bid amount required to match the lowest total bid.
(2) Ties. In the event of any tie in the final bid price between a local area business, and a
nonlocal area business, a contract award, or the first opportunity to negotiate, as
applicable, shall be made to the local area business. In the event of any two businesses
located within the City of Sebastian, or two businesses located within the greater local
area, the local vendor with the greatest number of full-time employees working in the City
of Sebastian or the greater local area respectively shall be awarded the contract or
receive the first opportunity to negotiate as applicable.
(d) Exception to local vendor preference policy . The local preference policy set forth herein shall
not apply to any of the following purchases or contracts:
(1) Goods or services provided under a cooperative purchasing agreement or piggyback
agreement; or
(2) Purchases or contract which are funded, in whole or part, by a governmental entity and
the laws, regulations, or policies governing such funding prohibit application of that
preference; or
(3) Purchases made or contracts let under emergency or noncompetitive situations, or for
litigation related legal services, as described in the
City’s purchasing policies; or
(4) Purchases or contracts with an estimated cost of $5,000.00 or less; or
(5) Purchases or contracts where the difference between the amount of the low bid
submitted by a qualified and responsive nonlocal area business and the lowest bid
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submitted by a qualified and responsive local area business is greater than $25,000.00;
or
(6) Where all bids are rejected.
(e) Waiver of the application for local vendor preference policy. Any request for the waiver of
local preference to any particular purchase or contract m ust be heard by the City Council
prior to advertising the bid. The city council, as the awarding authority, may approve the
waiver of local preference upon review and at its discretion.
(f) Comparison and review of qualifications. The preferences established herein no way prohibit
the right of the City of Sebastian to compare and review the quality of materials proposed for
purchase, and to compare and review the qualifications, character, responsibility and fitness
of all persons, firms or corporations submitting bids or proposals. Furthermore, the local
preference established herein shall not prohibit the city from giving any other preference
permitted by law in addition to the local preference contained herein.
(g) Administration of local preference policy. This policy shall apply to all departments, functions
and funds under the governance of the City of Sebastian, unless subsection (d) applies.
(h) Dispute resolution. Any dispute arising under the provision of this section shall first be
presented to the City Manager for determination. The decision of the City M anager shall be
appealable to the City Council, and the decision of the City Council shall be final and binding
on all parties.
END OF SECTION
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7. SECTION 7 – FORMS
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STATEMENT OF NO RESPONSE
If your firm is unable to submit a proposal, please complete and return this form prior to the Bid
Opening date shown herein. Return by email (afraser@cityofsebastian.org) or by mail to:
CITY OF SEBASTIAN
ATTN: PROCUREMENT
1225 MAIN STREET
SEBASTIAN, FLORIDA 32958
Company’s Name:
Company Address:
Phone No:
We have declined to propose on RFP #19-09 CDBG Administration Services, for the
following reason(s) (mark all that applies):
Do not offer the good(s) or service(s) required
Our schedule would not permit us to perform responsibly
Unable to meet specifications
Unable to meet insurance/eligibility requirements
Specifications unclear (please explain below)
Other (please specify below)
REMARKS
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
____________________________________________________________________________
_____________________________
Signature
_____________________________
Print Name / Title
_____________________________
Date
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SOLICIATION INFORMATION FORM
Please submit this form to assist us in learning more about how our solicitation opportunities are most
often found.
Company’s Name:
Company Address:
Phone No:
Please tell us how you found out this Request for Proposal was released/available (mark all that applies):
Indian River Press Journal (TCPalm)
DemandStar/Onvia
City of Sebastian Web Site
Other (please specify below)
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PROPOSAL CHECKLIST
Please use the following checklist as a reference document to confirm all requirements are met in your
RFP submission. This checklist must be submitted as part of the Proposal. Please be advised that
this checklist should not be interpreted as a comprehensive list of all information required by this
Solicitation from prospective Proposers. It simply serves as a guide for the most significant documents to
be included in the Proposal and should be enhanced as deemed necessary. It is solely the Proposer’s
responsibility to read and understand all requirements and adhere to all issued Addenda.
Requirements OFFICE USE ONLY
One (1) original copy of proposal (bearing original signatures)
Three (3) copies of proposal
One (1) electronic copy of proposal (USB)
Title Page
Table of Contents
Proposal Checklist – FORM A
Signed Addenda, if applicable
TAB #1 - QUALIFICATIONS
Qualifications & Capacity
Experience
TAB #2 – PROJECT INVOLVEMENT
Project Approach
Current Workload
TAB #3 – FINANCIALS & BONDING
Financial Statements
Bonding Capability
TAB #4 - FORMS
Contact Information Sheet – FORM B
Proposal Pricing Form – FORM C
Reference List – FORM D
Proposer’s Disclosure Questionnaire – FORM E
Vendor Performance Acknowledgement – FORM F
Drug-Free Workplace Form – FORM G
Public Entity Crimes Form (4 pages) – FORM H
Non-Collusive Affidavit – FORM I
Scrutinized Vendor Certification (2 pages) – FORM J
E-Verify Acknowledgement Statement - FORM K
Subcontractor Listing Form – FORM L
TAB #5 – INSURANCE/LICENSES
Proof of Insurance
Proof of License(s)
IMPORTANT: Failure to submit the requested copies or complete and submit the required
forms may result in submittal being deemed non-responsive and removed from consideration.
FORM
A
FORM
E
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CDBG Administration Services
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Clearly mark the outside of the sealed bid (on lower left corner of envelope):
Proposer’s Name:
Proposer’s
Address:
Solicitation #:
RFP #19-09
Solicitation Title:
CDBG Administration Services
Bid Opening: Friday, September 27, 2019 @ 2:00 PM EST
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CDBG Administration Services
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CONTACT INFORMATION SHEET
Failure to fully complete and submit this Information Sheet may result in rejection of the Proposal
DUE DATE: Proposals due on or before 2:00 PM EST at
City of Sebastian
ATTN: Procurement
1225 Main Street
Sebastian, Florida 32958
Friday, September 27, 2019
Check Addenda for any revised opening dates before
submitting your Proposal. Proposal(s) received, after
the date and time stated above, shall not be
considered for award. Faxed bids are not allowed and
will not be considered for award.
ITB NO.:
#19-09
RELEASE DATE:
09/09/2019
CONTACT:
Ann-Marie Fraser, CPPB, MBA
Procurement/Contracts Manager
(772) 388-8231
afraser@cityofsebastian.org
BID TITLE:
CDBG ADMINISTRATION SERVICES
Proposer’s Name and “Doing Business As”, if applicable:
Address: “REMIT TO” ADDRESS FOR PAYMENT: If payment(s) is/are to be
mailed to address other than as stated on left, please complete
section below.
Check this box if address is the same as stated on the left. City: Address:
State: Zip Code: City:
Telephone Number: State: Zip Code:
Fax Number: Contact:
E-Mail Address of Authorized Representative: Telephone Number:
Federal Tax Identification Number: Fax Number:
Signature of Authorized Representative (Manual)
Name of Authorized Representative (Typed or Printed)
Title
FORM
B
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CDBG Administration Services
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PROPOSAL PRICING FORM
Proposer’s Name:
Rates include all services, materials, inspections, fuel, transportation, supervision overhead,
profit, insurance and any other costs associated with equipment and personnel.
I. ITEM DETAIL COSTS:
__________________ X $________________ = $_________________
Estimated Number of Hours Fixed, Firm Hourly Rate Estimated Annual Total
Provide details outline the methodology for the above price structure, use additional sheets if necessary.
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
______________________________________________________________________________
II. ANCILLARY ADMINISTRATION SERVICES:
Describe such services: __________________________________ $_________________
Fixed, Firm Hourly Rate
________________________________________________________________________
______________________________________________________
The undersigned hereby certifies that they have read and understand the contents of this solicitation and
agree to furnish at the prices shown above all of the services specified in the RFP document, subject to
all instructions, conditions, specifications and attachments here to. Failure to have read all the provisions
of this solicitation shall not be cause to alter any resulting contract or request additional compensation .
Signature Date
Print Name Title
Failure to fully complete and submit this Proposal Pricing Form may result in rejection of the Proposal
FORM
C
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REFERENCE LIST
Proposer’s Name:
Proposer must provide the contact information for a minimum of three (3) references in which similar work
was performed within the last five (5) years, public sector entities preferred.
Reference #1
Company Name:
Location (City, State):
Contact Person:
Contact Number:
Email Address:
Dates of Service:
Services Provided:
Reference #2
Company Name:
Location (City, State):
Contact Person:
Contact Number:
Email Address:
Dates of Service:
Services Provided:
Reference #3
Company Name:
Location (City, State):
Contact Person:
Contact Number:
Email Address:
Dates of Service:
Services Provided:
Failure to fully complete and submit this List may result in rejection of the Proposal
FORM
D
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FIRM BEING SURVEYED: ______________________________________________________________________
COMPANY COMPLETING SURVEY: _______________________________________________________
EVALUATOR: ______________________________________ DATES OF SERVICE: __________________________
RETURN TO FIRM
1. Describe the scope of work performed by this firm for your organization? Provide
Project Name.
2. Rate each of the criteria below on a scale of 1 to 10, 10 being very satisfied and
1 being very unsatisfied. Please rate each criterion to the best of your
knowledge. If you do not have sufficient knowledge of past performance in a
particular area, leave it blank.
ITEM CRITERIA SCORE
1 Ability to manage cost and complete project within budget
2 Ability to maintain project schedule and complete project on time/early
3 Quality/Qualifications of workmanship
4 Professionalism of Firm
5 Firms cooperation and reliability
6 Ability to communicate
7 Ability to maintain proper and detailed documentation
8 Appropriate use of technology
9 Ability to offer solid recommendations
10 Overall Client Satisfaction
3. What problems, if any, were encountered with this firm during performance of the
project, and how were they resolved?
4. Would you re-hire this firm?
Yes: _________ No: _______ Maybe: _____________
Signature of Evaluator Date
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INSTRUCTIONS TO PREPARE AND SEND TO REFERENCES
The objective of this process is to identify the past performance of the firm submitting a
response to the RFP. This is accomplished by sending survey forms to past clients. The
client should return the forms directly to the firm and the firm shall include the completed
surveys in their RFP response.
The surveys shall be sent to all references that the firm has identified on Form D. If
additional surveys are included in the RFP response, the City will only consider those
identified on Form D.
1. The firm is responsible for verifying accurate contact information for the reference
in case there is a need for additional information or to clarify survey data; the City
must be able to contact reference.
2. Surveys should be completed by different clients. Do not have multiple people
evaluating the same project or have multiple projects evaluated by the same
person.
3. Projects can be either completed or ongoing.
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PROPOSER’S DISCLOSURE QUESTIONNAIRE
The undersigned certifies under oath the truth and correctness of all statements and all answer s to
questions made hereinafter. Additional sheets may be attached if required.
Proposer’s Name:
Address:
Contact Person:
Title:
Phone No.:
Email Address:
Federal Identification No.:
This Business is: ( ) An Individual ( ) A Partnership ( ) A Corporation
Proposer’s License No., if applicable:
*Attach certificate of status, competency, and/or state registration
(1) Has your firm or any of its officers, received a reprimand of any nature or been suspended
by the Department of Professional Regulations or any other regul atory agency or
professional association within the last five (5) years? YES NO
(2) Has your firm, or any member of your firm, been declared in default, terminated or
removed from a contract or job related to the services your firm provides in the r egular
course of business within the last five (5) years? YES NO
(3) Has your firm had against it or filed any request for equitable adjustment, contract claims,
bid protest, or litigation in the past five (5) years that is related to the services y our firm
provides in the regular course of business? YES NO
If yes, state the nature of the request for equitable adjustment, contract claim, litigation, or
protest, and state a brief description of the case, the outcome or status of the suit and t he
monetary amounts or extended contract time involved.
*************************************************************************************************************
I hereby certify that all statements made are true and I agree and understand that any misstatement or
misrepresentation or falsification of facts shall be cause for forfeiture of rights for further consideration of
this proposal for the City of Sebastian.
Signature Date
Failure to fully complete, sign and submit this Questionnaire may result in rejection of the Proposal
FORM
E
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VENDOR PERFORMANCE ACKNOWLEDGEMENT
Proposer’s Name:
A City designee will evaluate the grant administration services provided under
RFP #19-09 CDBG Administration Services, noting the overall service performance of the Contractor.
Performance ratings are intended to assess the Contractor’s conformance to contract requirements, spec ifications
and standards of good workmanship. The rating scale intended to be used is as follows:
Rating
Poor
1
Below
Average
2
Average
3
Good
4
Excellent
5
1. Marketing of the Program
2. Application notification requirements
3. Grant file preparation and maintenance
4. Assist in applicant/contractor selection
5. On-site (City Hall) client interviews
6. Prepare monthly project reimbursements and reports for City approval and
project closeout
7. Draft public notices and applications for assistance
8. Facilitate an application workshop
9. Review applicants application for income eligibility and credit worthiness
10. Coordinate appraisal activity and review subsequent reports
11. Establish a working relationship with the identified lender
12. Attend all closings
13. Coordinate work write-up Inspection
14. Assist in the preparation of ITB/RFPs
15. Review and rank received Bids/Proposals
16. Prepare and execute rehabilitation documents
17. Manage interim and final inspection of work
18. Submit applicant’s file inclusive of project documentation
19. Prepare a close-out report and ensure that all records are complete
20. Adhering to the CDBG Guidelines, Federal and State requirements
Note: The above list is not a complete list of tasks required to administer the grant administration services. During the term of the contract additional
performance measures may be added or modified, as needed to provide an accurate assessment.
I acknowledge the standards of performance identified in this performance report will be used to evaluate the firm ’s
performance at a minimum of once quarterly.
Proposed Vendor Signature
Failure to sign and submit this Acknowledgement may result in rejection of the Proposal
Rating Criteria
5 – Excellent Performance exceeds requirements with no/few minor problems for which corrective actions were highly effective.
4 – Good Performance meets requirements with some minor problems for which corrective actions were highly effective.
3 – Average Performance meets requirements with some minor problems for which corrective actions were satisfactory.
2 – Below Average Performance does not meet some requirements with problems for which corrective actions appear only marginally
effective or have not been fully implemented.
1 - Poor Performance does not meet most contractual requirements with problems for which corrective actions appear ineffective
and/or have not been identified or implemented.
FORM
F
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DRUG-FREE WORKPLACE FORM
The undersigned Proposer, in accordance with Florida Statute 287.087 hereby certifies
that ____________________________________________________ does:
Proposer’s Name
1. 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.
2. Inform employees about the dangers of drug abuse in the workplace, the business'
policy of maintaining a drug free workplace, any available drug counseling, rehabilitation,
employee assistance programs and the penalties that may be imposed upon employees
for drug abuse violations.
3. Give each employee engaged in providing the commodities or contractual services that
are under bid a copy of the statement specified in Paragraph 1.
4. In the statement specified in Paragraph 1, notify the employees that, as a condition of
working on the commodities or contractual services that the employee will abide by the
terms of the statement and will notify the employer of any conviction of, or plea of guilty
or nolo contendere to any violation of Chapter 1893 or of any controlled substance law of
the United States or any state, for a violation occurring in the workplace no later than five
(5) days after such conviction.
5. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance
or rehabilitation program if such is available in the employee's community, by any
employee who is so convicted.
6. Make a good faith effort to continue to maintain a drug free workplace through
implementation of Paragraph 1 through 5.
As the person authorized to sign this statement, I certify that this firm complies fully with
the above requirements.
_____________________________
Signature
_____________________________
Print Name
_____________________________
Date
Failure to sign and submit this Form may result in rejection of the Proposal
FORM
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RFP #19-09
CDBG Administration Services
Page 34 of 41
PUBLIC ENTITY CRIMES FORM
Page 1 of 3
Any person submitting a quote, bid, or proposal in response to this invitation or Agreement, must
execute the enclosed form sworn statement under section 287.133(3)(a), FLORIDA STATUTES, ON
PUBLIC ENTITY CRIMES, including proper check(s), in the space(s) provided, and enclose it with h is
quote, bid, or proposal. If you are submitting a quote, bid or proposal on behalf of dealers or suppliers
who will ship commodities and receive payment from the resulting Agreement, it is your responsibility to
see that copy(ies) of the form are executed by them and are included with your quote, bid, or proposal.
Corrections to the form will not be allowed after the quote, bid, or proposal opening time and date.
Failure to complete this form in every detail and submit it with your quote, bid, or proposal may result in
immediate disqualification of your bid or proposal.
The 1989 Florida Legislature passed Senate Bill 458 creating Sections 287.132 - 133, Florida
Statutes, effective July 1, 1989. Section 287.132(3)(d), Florida Statutes, requires the Fl orida Department
of General Services to maintain and make available to other political entities a "convicted vendor" list
consisting of persons and affiliates who are disqualified from public and purchasing process because they
have been found guilty of a public entity crime. A public entity crime is described by Section 287.133,
Florida Statutes, as a violation of any State or Federal law by a person with respect to and directly related
to the transaction of business with any public entity in Florida or w ith an agency or political subdivision of
any other state or with the United States, including, but not limited to, any bid or Agreement for goods or
services to be provided to any public entity or with an agency or political subdivision and involving
antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.
By law no public entity shall accept any bid from, award any Agreement to, or transact any
business in excess of the threshold amount provided in Section 287.017, Florida Statutes, for category
two (currently $10,000) with any person or affiliate on the convicted vendor list for a period of 36 months
from the date that person or affiliate was placed on the convicted vendor list unless that person or affiliate
has been removed from the list pursuant to Section 287.133(3)(f), Florida Statutes.
Therefore, effective October 1, 1990, prior to entering into an Agreement (formal Agreement or
purchase order) in excess of the threshold amount of $10,000 to provide go ods or services to THE CITY
OF SEBASTIAN, a person shall file a sworn statement with the Contract/Agreement officer or Purchasing
Director, as applicable. The attached statement or affidavit will be the form to be utilized and must be
properly signed in the presence of a notary public or other officer authorized to administer oaths and
properly executed.
THE INCLUSION OF THE SWORN STATEMENT OR AFFIDAVIT SHALL BE SUBMITTED
CONCURRENTLY WITH YOUR QUOTE OR BID DOCUMENTS. NON-INCLUSION OF THIS
DOCUMENT MAY NECESSITATE REJECTION OF YOUR QUOTE OR BID.
SWORN STATEMENT UNDER SECTION 287.133(3)(a),
FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES
FORM
H
RFP #19-09
CDBG Administration Services
Page 35 of 41
PUBLIC ENTITY CRIMES FORM
Page 2 of 3
THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER
AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted with Bid, Proposal or Agreement No. RFP #19-09 for
CDBG Administration Services to CITY OF SEBASTIAN.
2. This sworn statement is submitted by
(name of entity submitting sworn statement) whose business address is
and (if applicable) its Federal Employer Identification (FEIN) is
(If the entity has no FEIN, include the Social Security
Number of the individual signing this sworn statement:
3. My name is _________________________________________ (please print name of individual
signing) and my relationship to the entity named above is
___________________________________________________________________.
4. I understand that a "public entity crime" as defined in Paragraph 287.133(1)(g), Florida Statutes,
means a violation of any state or federal law by a person with respect to and directly related to
the transaction of business with any public entity or with an agency or political subdivision of any
other state or with the United States, including, but not limited to, any bid or Agreement for goods
or services to be provided to any public entity or an agency or political subdivision of any other
state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering,
conspiracy, or material misrepresentation.
5. I understand that "convicted" or "conviction" as defined in Paragraph 287.133(1)(b), Florida
Statutes, means a finding of guilt or a conviction of a public entity c rime, with or without an
adjudication of guilt, in any federal or state trial court of record relating to charges brought by
indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a
plea of guilty or nolo contendere.
6. I understand that an "affiliate" as defined in Paragraph 287.133(1)(a), Florida Statutes, means:
(1) A predecessor or successor of a person convicted of a public entity crime; or
(2) An entity under the control of any natural person who is active in the management of the
entity and who has been convicted of a public entity crime.
The term "affiliate" includes those officers, directors, executives, partners, shareholders,
employees, members, and agents who are active in the management of a n affiliate. The
ownership by one person of shares constituting a controlling interest in another person, or a
pooling of equipment or income among persons when not for fair market value under an arm's
length agreement, shall be a prima facie case that one person controls another person. A person
who knowingly enters into a joint venture with a person who has been convicted of a public entity
crime in Florida during the preceding 36 months shall be considered an affiliate.
7. I understand that a "person" as defined in Paragraph 287.133(1)(e), Florida Statutes, means any
natural person or entity organized under the laws of any state or of the United States with the
legal power to enter into a binding Agreement and which bids or applies to bid on Agreements for
the provision of goods or services let by a public entity, or which otherwise transacts or applies to
transact business with a public entity. The term "person" includes those officers, directors,
executives, partners, shareholders, employees, members, and agents who are active in
management of an entity.
FORM
H
RFP #19-09
CDBG Administration Services
Page 36 of 41
PUBLIC ENTITY CRIMES FORM
Page 3 of 3
8. Based on information and belief, the statement which I have marked below is true in relation to
the entity submitting this sworn statement. (Please indicate which statement applies.)
_____ Neither the entity submitting this sworn statement, nor any officers, directors, executives,
partners, shareholders, employees, members, or agents who are active in management of the
entity, nor any affiliate of the entity have been charged with and convicted of a public entity crime
subsequent to July 1, 1989.
_____ The entity submitting this sworn statement, or one or more of the officers, directors,
executives, partners, shareholders, employees, members or agents who ar e active in
management of the entity, or an affiliate of the entity has been charged with and convicted of a
public entity crime subsequent to July 1, 1989, AND (Please indicate which additional statement
applies.)
_____ There has been a proceeding concerning the conviction before a hearing officer of the
State of Florida, Division of Administrative Hearings. The final order entered by the hearing
officer did not place the person or affiliate on the convicted vendor list. (Please attach a copy of
the final order.)
_____ The person or affiliate was placed on the convicted vendor list. There has been a
subsequent proceeding before a hearing officer of the State of Florida, Division of Administrative
Hearings. The final order entered by the hearing officer determined that it was in the public
interest to remove the person or affiliate from the convicted vendor list. (Please attach a copy of
the final order.)
_____ The person or affiliate has not been placed on the convicted vendor list. (Please describ e
any action taken by or pending with the Department of General Services.)
Sign: _________________________________
Print Name: ___________________________
Date: ________________________________
STATE OF FLORIDA
COUNTY OF __________________
The foregoing instrument was acknowledged before me this _____ day of __________, 201 9 by
__________________________________, _________________________ (title) on behalf of
____________________ (name of partnership), a partnership. He/she is personally known to me or has
produced _____________________ as identification and did ( ) did not ( ) take an oath.
Name:
My Commission Expires:
Commission Number:
Failure to fully complete, sign and submit this Form may result in rejection of the Proposal
FORM
H
RFP #19-09
CDBG Administration Services
Page 37 of 41
NON-COLLUSIVE AFFIDAVIT
STATE OF ____________________
COUNTY OF __________________
_______________________________________ being first duly sworn, deposes and says that:
PROPOSER is the ____________________________________________________________,
(Owner, Partner, Officer, Representative or Agent)
PROPOSER is fully informed respecting the preparation and contents of the attached Proposal
and of all pertinent circumstances respecting such Proposal;
Such Proposal is genuine and is not a collusive or sham Proposal;
Neither the said PROPOSER nor any of its officers, partners, owners, agents, representative,
employees or parties in interest, including this affidavit, have in any way colluded, conspired,
connived or agreed, directly or indirectly, with any other PROPOSER, firm or person to submit a
collusive or sham Proposal in connection with the Contract for which the attached Proposal has
been submitted; or to refrain from bidding in connection with such Contract; or have in any
manner, directly or indirectly, sought by agreement or collusion, or communications, or
conference with any PROPOSER, firm, or person to fix the price or prices in the attached
Proposal or any other PROPOSER, or to fix any overhead, profit, 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 (Recipient), or
any person interested in the proposed Contract;
The price of items quoted in the attached Proposal are fair and proper and are not tainted by
collusion, conspiracy, connivance, or unlawful agreement on the part of the PROPOSER or any
other of its agents, representatives, owners, employees or parties in interest, including this
affidavit.
Subscribed and sworn to before me this _____ day of _________________________, 2019.
Notary Public Name:
Notary Public Signature:
My Commission Expires: ___________________
Failure to fully complete, sign and submit this Affidavit may result in rejection of the Proposal
FORM
I
RFP #19-09
CDBG Administration Services
Page 38 of 41
SCRUTINIZED VENDOR CERTIFICATION
Page 1 of 2
CERTIFICATION PURSUANT TO FLORIDA STATUTE § 287.135
I, on behalf of ,
(Printed Name) (Company Name)
certify that, does not:
(Company Name)
1. Participate in a boycott of Israel; and
2. Is not on the Scrutinized Companies that Boycott Israel List; and
3. Is not on the Scrutinized Companies with Activities in Sudan List; and
4. Is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector
List; and
5. Has not engaged in business operations in Syria.
Submitting a false certification shall be deemed a material breach of contract. The City of
Sebastian shall provide notice, in writing, to the Contractor of the City’s determination
concerning the false certification. The Contractor shall have ninety (90) days following the
receipt of the notice to respond in writing and demonstrate that the determination of false
certification was made in error. If the Contractor does not demonstrate that the City’s
determination of false certification was made in error then the City shall have the right to
terminate the contract and seek civil remedies pursuant to Florida Statute § 287.135.
Section 287.135, Florida Statutes, prohibits state agencies and departments, and local
government entities from: 1) Contracting with companies for goods or services in any amount if
at the time of bidding on, submitting a proposal for, or entering into or renewing a contract if the
company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section
215.4725, F.S. or is engaged in a boycott of Israel; and 2) Contracting with companies, for
goods or services over $1,000,000.00 that are on either the Scrutinized Companies with
activities in the Iran Petroleum Energy Sector list, created pursuant to s. 215.473, or are
engaged in business operations in Syria.
Failure to fully complete, sign and submit this Certification may result in rejection of the Proposal
FORM
J
RFP #19-09
CDBG Administration Services
Page 39 of 41
SCRUTINIZED VENDOR CERTIFICATION
Page 2 of 2
As the person authorized to sign on behalf of the Proposer, I hereby certify that the company
identified above in the section entitled "Contractor Name" does not participate in any boycott of
Israel, is not listed on the Scrutinized Companies that Boycott Israel List, is not listed on either
the Scrutinized Companies with activities in the Iran Petroleum Energy Sector List, and is not
engaged in business operations in Syria. I understand that pursuant to section 287.135, Florida
Statutes, the submission of a false certification may subject the company to civil penalties,
attorney's fees, and/or costs. I further understand that any contract with the Council for goods or
services may be terminated at the option of the Council if the company is found to have
submitted a false certification or 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.
Company name
Signature
Print name
Title
Date
Failure to fully complete, sign and submit this Certification may result in rejection of the Proposal
FORM
J
RFP #19-09
CDBG Administration Services
Page 40 of 41
E-VERIFY ACKNOWLEDGEMENT STATEMENT
Proposer acknowledges and agrees to utilize the U.S. Department of Homeland Security’s E -Verify
system to do the following:
(1) enroll in the U.S. Department of Homeland Security’s E-Verify system;
(2) utilize E-Verify to verify the employment eligibility of all new employees hired during the term of
the Contract;
(3) utilize E-Verify to verify the employment eligibility of all employees assigned to the Contract; and
(4) expressly require any subcontractors performing work or providing services pursuant to the
Contract to likewise utilize E-Verify to verify the employment eligibility of all new employees hired
by the subcontractor during the Contract term.
Company name
Authorized Representative’s Signature
Print name
Title
Date
Failure to fully complete, sign and submit this Statement may result in rejection of the Proposal
FORM
K
RFP #19-09
CDBG Administration Services
Page 41 of 41
SUB-CONTRACTORS LISTING FORM
Proposer’s Name: Phone #:
RFP Title:
CDBG Administration Services
RFP #:
19-09
NOTE: List all subcontractors you invited to bid on this project, whether they were selected or not.
If subcontractors will not be used on this agreement, check the box below. Form must be submitted
with your proposal. Use additional sheets if necessary.
The City reserves the right to reject any proposals if the Proposer names a subcontractor who has
previously failed in the proper performance of an award, or failed to deliver on time contracts of a
similar nature, or who is not in a position to perform under this award. The City reserves the right to
inspect all facilities of any subcontractor in order to make a determination as to the foregoing.
Company
Name Work To Be
Performed
Contact
Person
Telephone
Number
1.
2.
3.
4.
5.
6.
I affirm that Subcontractors will not be used to complete projects under this
agreement.
Print Preparer’s Name: Title:
Signature:
Date:
Failure to fully complete, sign and submit this Form may result in rejection of the Proposal
FORM
L