Loading...
HomeMy WebLinkAboutRFP 19-12 RFP DOCUMENTREQUEST FOR PROPOSAL RFP #19-12 CDBG ADMINISTRATION SERVICES (RE -BID) City of Sebastian 1225 Main Street Sebastian, FL 32958 COMMUNITY DEVELOPMENT DEPARTMENT EVENT DATE I TIME RELEASE DATE: MONDAY, NOVEMBER 11, 2019 I - QUESTIONS DUE DATE/TIME: FRIDAY, NOVEMBER 29, 2019 15:00 PM EST 12:00 PM EST RFP DUE DATE/TIME: FRIDAY, DECEMBER 6, 2019 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. The City reserves the right to delay or modify scheduled dates and will notify Proposers of all changes. It is the Proposer's responsibility to check for addenda amending any changes to this RFP. Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 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, Part 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, December 6, 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 Friday, November 29, 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 Solicitation 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 Proposals will not be opened. Late Proposals have the option of picking up or paying for the mailed return of the unopened Proposals. If this option is not exercised within five (5) days of the Solicitation Opening, the late unopened Proposals will be disposed. By: Ann -Marie Fraser, CPPB, MBA Procurement/Contracts Manager Publish: Publication in the Indian River Press Journal Date: Sunday, November 10, 2019 The City of Sebastian supports Equal Opportunity Employment, Fair Housing, Drug Free Workplace and Providing Handicapped Access. Page 2 of 31 Cma HOME OF PELICAN ISLAND RFP #19-12 CDBG Administration Services (RE -BID) TABLE OF CONTENTS REQUEST FOR PROPOSAL 2 TABLE OF CONTENTS 3 DEFINTIONS 3 SECTION 1 - GENERAL INFORMATION 4 SECTION 2 - PROPOSAL REQUIREMENTS 6 SECTION 3 - PRICING INFORMATION 8 SECTION 4 - EVALUATION CRITERIA 9 SECTION 5 - INSTRUCTIONS TO PROPOSERS 11 SECTION 6 - GENERAL CONDITIONS 14 SECTION 7 - FORMS 20 STATEMENT OF NO RESPONSE 21 SOLICIATION INFORMATION FORM 22 PROPOSAL CHECKLIST 23 MAILING LABEL 24 CONTACT INFORMATION SHEET 25 Failure to fully complete and submit this Information Sheet may result in rejection of the submittalPROPOSAL PRICING FORM 25 REFERENCE LIST 27 PROPOSER'S DISCLOSURE QUESTIONNAIRE 28 VENDOR PERFORMANCE ACKNOWLEDGEMENT 29 DOCUMENT NOTIFICATION AFFIDAVIT 30 SUB -CONTRACTORS LISTING FORM 31 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. Page 3 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND 1.1 CDBG Administration Services (RE -BID) SECTION 1 — GENERAL INFORMATION 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 reimbursements and reports for City approval; prepare monthly project status reports to the City no later than the 3rd 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 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. Page 4 of 31 CR OF a HOME OF PELICAN ISLAND RFP #19-12 CDBG Administration Services (RE -BID) 1.3 THE CONSULTANT'S OBLIGATION The Consultant shall administer the City's CDBG in accordance with HUD's CDBG agreement (forthcoming), the City's Consolidated Plan (Exhibit A) & Annual Action Plan (Exhibit B) along with 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 regulations concerning procurement, employment, personnel and property management, records retention, fair housing, ethics, etc. • Provide assistance in solicitations for needed services. • Retain CDBG related files/records for the length of time required by HUD and the US Department of Housing and Urban Development and provide access 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 agency monitoring visits and inquiries. • Provide responses to audits and monitoring 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 provision 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. 1.4 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. 1.5 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 Page 5 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 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. TAB #1 - QUALIFICATIONS 2.2 QUALIFICATIONS & CAPACITY 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. 2.3 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 2.4 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. 2.5 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) TAB #3 — FINANCIAL CAPABILITY 2.6 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. Page 6 of 31 HOME OF PELICAN ISLAND TAB #4 - INSURANCE RFP #19-12 CDBG Administration Services (RE -BID) 2.7 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 its City Council members, officers, employees and agents. insured(s): the City of Sebastian and TAB #5 - FORMS 2.8 FORMS All Forms required by the RFP shall be fully executed by the Proposer and submitted. Refer to Section 7. 2.8.1 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. 2.8.2 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. END OF SECTION Page 7 of 31 Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 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) Proposer's Price ($1,200.00) X Possible Points for Price (15) = Score for Proposal Pricing (9.99) END OF SECTION Page 8 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) SECTION 4 — EVALUATION CRITERIA 4.1 EVALUATION OF PROPOSALS An evaluation committee, selected by the City Manager with at least three (3) members, will evaluate the proposals. As agreed upon by the Evaluation Committee, either a recommendation for award will be made or a request for the top ranked firms to give oral presentations may be made. 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 the 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 35 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. 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. Page 9 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 4.2 EVALUATION OF ORAL PRESENTATION, if applicable As determined by the Evaluation Committee, A shortlist may be made for top-ranked Proposers to be invited to give an oral presentation to staff. This will provide an opportunity for the Proposer to clarify or elaborate on the submitted proposal. The oral presentation will be worth 50 points. Specific criteria will be provided to the shortlisted Proposer's based on the information of interest by the evaluation committee. The scores from the evaluation of the proposals and oral presentations will be totaled to determine the Proposer with the highest number of points. 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 Page 10 of 31 Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 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 PROPOSALS 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 PROPOSALS 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 SOLICITATION 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 Proposals 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 Solicitation Opening, the late unopened Proposal 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. Solicitation files may be examined during normal working hours, by appointment only, by contacting the City Clerk's office at 772-589-5330. Page 11 of 31 CR OF a HOME OF PELICAN ISLAND RFP #19-12 CDBG Administration Services (RE -BID) 5.10 CONFIDENTIAL INFORMATION 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." By 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 accompanying 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 Solicitation 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 calculations 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 solicitation opening or cancel the RFP in its entirety prior to award. 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. Page 12 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 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 from 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 Page 13 of 31 CROF a HOME OF PELICAN ISLAND RFP #19-12 CDBG Administration Services (RE -BID) SECTION 6 — GENERAL CONDITIONS 6.1 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. 6.2 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. 6.3 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. 6.4 CONFLICT OF INTEREST Contract Award is subject to provisions of State Statutes and City Ordinances. All 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. 6.5 NOTICE TO PROCEED The Contractor shall not commence any Work, nor enter a Worksite, until a written Notice 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. 6.6 METHOD OF PAYMENT 6.6.1.Florida Prompt Payment Act Payment shall be made in accordance with Section 218, Part VII of the Florida Statutes. 6.7 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. 6.8 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. Page 14 of 31 Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 6.9 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. 6.10 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. 6.11 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. 6.11.1. In no event will any such elections by the City be deemed to be a waiving of the required criteria for the requested services. 6.11.2. 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. 6.11.3. 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. 6.12 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. 6.13 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. 6.14 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). Page 15 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 6.15 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. 6.16 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 standards. Any person who believes their rights have been violated should report such discrimination to the City. 6.17 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. IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT JEANETTE WILLIAMS, THE CUSTODIAN OF PUBLIC RECORDS AT 772-388-8215 / EMAIL jwilliamsAcityofsebastian.org CITY OF SEBASTAIN, 1225 MAIN STREET, SEBASTIAN, FLORIDA 32958. 6.18 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 comply 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 Contract to likewise utilize E -Verify to verify the employment eligibility of all new employees hired by the subcontractor 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. Page 16 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 6.19 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 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. 6.20 LOCAL VENDOR PREFERENCE 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, or 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 establishing the required physical business address. A vendor that misrepresents the local area status of its Page 17 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 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, general 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: (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 Page 18 of 31 Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND (3) CDBG Administration Services (RE -BID) 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 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 must 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) (g) 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. 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 Manager 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 Page 19 of 31 FTIAN sEeAS RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) SECTION 7 - FORMS Page 20 of 31 CR OF a HOME OF PELICAN ISLAND RFP #19-12 CDBG Administration Services (RE -BID) 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: Company's Name: Company Address: Phone No: CITY OF SEBASTIAN ATTN: PROCUREMENT 1225 MAIN STREET SEBASTIAN, FLORIDA 32958 We have declined to propose on RFP #19-12 CDBG Administration Services (RE -BID), 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 Page 21 of 31 Cma ✓FBASTIM RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) 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 (TCPaIm) DemandStar/Onvia City of Sebastian Web Site Other (please specify below) Page 22 of 31 SEBASTIANCma HOME OF PELICAN ISLAND RFP #19-12 CDBG Administration Services (RE -BID) 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. FORM A 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. Page 23 of 31 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 Proposal Checklist — FORM A Signed Addenda, if applicable TAB #1 — QUALIFICATIONS (Refer to Sections 2.2 & 2.3) Qualifications & Capacity Experience TAB #2 — PROJECT INVOLVEMENT (Refer to Sections 2.4 & 2.5) Project Approach Current Workload TAB #3 — FINANCIALS & BONDING (Refer to Sections 2.6) Financial Statements Bonding Capability TAB #4 — INSURANCE/LICENSES (Refer to Sections 2.7) Proof of Insurance Proof of License(s) TAB #5 — FORMS (Refer to Sections 2.8) 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 Document Notification Affidavit - FORM G Subcontractor Listing Form — FORM H 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. Page 23 of 31 sEBAniTIAN RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) MAILING LABEL Cut along the outer border and affix this label to the sealed envelope to identify it as a Sealed Solicitation Submittal. SEALED ITB • DO NOT OPEN SOLICITATION #: RFP #19-12 SOLICITATION TITLE: CDBG Administration Services (RE -BID) DUE DATE/TIME: Friday, December 6, 2019 @ 2:00 PM EST SUBMITTED BY: Proposer's Name Proposer's Address Proposer's Address DELIVER TO: City of Sebastian ATTN: Procurement Division 1225 Main Street Sebastian, Florida 32958 Page 24 of 31 Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) CONTACT INFORMATION SHEET DUE DATE: Bids due on or before 2:00 PM EST at City of Sebastian ATTN: Procurement 1225 Main Street Sebastian, Florida 32958 ITB NO.: #19-12 RELEASE DATE: 11/1112019 CONTACT: Ann -Marie Fraser, CPPB, MBA ProcurementlContracts Manager (772) 388-8231 Friday, December 6, 2019 ITB TITLE: CDBG ADMINISTRATION SERVICES (RE -BID) Check Addenda for any revised opening dates before submitting your bid. Bid(s) received, after the date and time stated above, shall not be considered for award. Faxed bids are not allowed Firm's Name and "Doing Business As", if applicable: Federal Tax Identification Number: Address: City: State: Zip Code: Telephone Number: Fax Number: E -Mail Address of Authorized Representative: The undersigned hereby proposes and agrees to furnish all labor, materials, and equipment, and to perform all work required for the above-named Project in the manner and time prescribed in the Scope of Work and Drawings (if applicable) and such addenda thereto as may be issued prior to bid opening date. The Bid Price, set forth below in clear legible figures, includes the cost of Bonds, insurance, sales tax, and every other item of expense, direct or indirect, incidental to the Bid Price. Signature of Authorized Representative (Manual) Name of Authorized Representative (Typed or Printed) Title Failure to fully complete and submit this Information Sheet may result in resection of the submittal Page 25 of 31 FORM B Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND Proposer's Name: CDBG Administration Services (RE -BID) PROPOSAL PRICING FORM FORM C 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: Estimated Number of Hours X $ $ 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 hereto. Failure to have read all the provisions of this solicitation shall not be cause to alter any resulting contractor request additional compensation. Signature Date Print Name Title Failure to fully complete and submit this Proposal Pricing Form may result in rejection of the submittal Page 26 of 31 503AsTIAN. HOME OF PELICAN ISLAND Proposer's Name: RFP #19-12 CDBG Administration Services (RE -BID) REFERENCE LIST 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 submittal Page 27 of 31 FORM D Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND CDBG Administration Services (RE -BID) PROPOSER'S DISCLOSURE QUESTIONNAIRE The undersigned certifies under oath the truth and correctness of all statements and all answers 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 Qtter regulatory 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 regular course of business within the last five (5) years? YES n NO n (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 your firm provides in the regular course of business? YES n NO n 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 the 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 submittal Page 28 of 31 FORM E CITYO sEgAsnAisi HOME OF PELICAN ISLAND Proposer's Name: RFP #19-12 CDBG Administration Services (RE -BID) VENDOR PERFORMANCE ACKNOWLEDGEMENT A City designee will evaluate the grant administration services provided under RFP #19-12 CDBG Administration Services (RE -BID), noting the overall service performance of the Contractor. Performance ratings are intended to assess the Contractor's conformance to contract requirements, specifications and standards of good workmanship. The rating scale intended to be used is as follows: FORM F 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. 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 fully complete, sign and submit this Acknowledgement may result in rejection of the submittal Page 29 of 31 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 fully complete, sign and submit this Acknowledgement may result in rejection of the submittal Page 29 of 31 Cma SEBASTIAN RFP #19-12 HOME OF PELICAN ISLAND STATE OF CDBG Administration Services (RE -BID) DOCUMENT NOTIFICATION AFFIDAVIT FORM COUNTY OF acknowledge that I have legal authorization (Printed Name) to contractually bind (Company Name) I acknowledge that as part of my response to this solicitation I have read and reviewed copies of the following documents/notifications, attached: • Conflict of Interest Disclosure • Drug -Free Workplace Provisions • Public Entity Crimes Notification • Non -Collusive Affidavit • E -Verify Acknowledgement • Immigration Laws Notification • Scrutinized Vendor Certification • No Lobbying Notification • Debarment and Suspension Certification • Vendor Performance Acknowledgement I hereby swear or affirm that I have read and that I understand and accept all the requirements and regulations imposed by the above -referenced documents and that I acknowledge and accept that the above -referenced documents and all terms and conditions contained therein are included in the response to this solicitation. The foregoing Affidavit was subscribed and sworn to before me this day of , 2019, by who is personally known to me or who has produced as identification and who did take an oath. [Notary Seal] Notary Public Name: Notary Public Signature: Notary Commission Expiration: Failure to fully complete, sign and submit this Affidavit may result in rejection of the submittal Page 30 of 31 Cma $EBAsTIAN HOME OF PELICAN ISLAND RFP #19-12 CDBG Administration Services (RE -BID) SUB -CONTRACTORS LISTING FORM Proposer's Name: Phone # RFP Title: FORM H CDBG Administration Services (RE -BID) RFP #: 19-12 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 Work To Be Contact Telephone Name Performed Person 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: Signature: Title: Date: Failure to fully complete, sign and submit this Form may result in rejection of the submittal Page 31 of 31