Loading...
HomeMy WebLinkAbout2024 Agreementon Or SEBASTL HOME OF PELICAN ISLAND Administrative Services Department Procurement Division 1225 Main Street Sebastian, FL 32958 (772)388-8231 AGREEMENT FOR SIGNATURE To: Brian Benton From: Jessica Graham Date: 02/12/2024 Re: 24-01 Strategic Planning Agreement Pages: 98 Comments: RFP #24-01 STRATEGIC PLANNING SERVICES AGREEMENT This Agreement is entered into by the aarties this day of .2024. 1. PARTIES: CITY OF SEBASTIAN, a municipal corporation of the State of Florida, (City) and SAVIAK CONSULTING, LLC, a Limited Liability Company of the State of Florida. 2. CITY: Brian Benton (PROJECT MANAGER) City Manager 1225 Main Street Sebastian, Florida 32958 Phone: 772-388-8203 Email: bbenton@cityofsebastian.org 3. CONSULTANT: Joseph C. Saviak, Ph.D, J.D., M.A.,M.S. Saviak Consulting, LLC 510 Shore Drive St. Augustine, FL 32086 Phone: 904-559-5678 Email: Joe@drjoesaviak.com 3. NOTICES. All notices between City and Consultant, as required under the Agreement, shall be in writing and in the form of facsimile, e-mail, mail, or by personal delivery to the respective designated contact person identified above. Either designated recipient may notify the other, in writing, if someone else is designated to receive notice. 4. TERMS OF AGREEMENT AND COMMENCEMENT OF SERVICES. The initial term of this Agreement is six months. Upon a showing of adequate, sufficient progress as determined by the City, the Agreement may be extended for an additional six month term. The City may also desire the Consultant to commit staff for the purpose of assisting City staff and monitoring the implementation of the resulting work for an additional one year period. The effective date of this agreement is estimated to begin on the date this Agreement is executed. 5. ENTIRE AGREEMENT. This Agreement, and its associated Request for Proposal (RFP) Documents referenced herein, together with any executed Addenda, if any, shall constitute the entire Agreement between Consultant and City (hereinafter referred to as the "Agreement"). in resolving conflicts, errors, discrepancies, and disputes concerning the scope of Services or other rights or obligations of the parties, precedence shall be given in the following order (1) provisions of this agreement, (2) provisions of the Original Request for Proposal, (3) provisions of each Purchase Order, (4) provisions of the Consultant's RFP Response, (5) provisions contained in any governmental regulation incorporated herein by reference, and (6) any fully executed Amendments to this Agreement. There are no understandings or agreements except as herein expressly stated. 6. AGREEMENT DOCUMENTS. 1. Exhibit "A" — Consultant's RFP Response 2. Exhibit "B" — Original Request for Proposal 3. Exhibit "C" — Purchase Order 4. Exhibit "D" — Amendments 7. MODIFICATION OF AGREEMENT. The Agreement may only be modified or amended upon mutual written agreement of City and Consultant. No oral agreements or representations shall be valid or binding upon City or Consultant. No alteration or modification of the Agreement terms, including substitution of product, shall be valid or binding against City. Consultant may not unilaterally modify the terms of the Agreement by affixing additional terms by incorporating such terms onto Consultant's documents forwarded by Consultant to City for payment. City's acceptance of services, product, or processing of documentation on forms famished by Consultant to City for approval or payment shall not constitute acceptance of the proposed m dification to terms and conditions. Page 1 of 11 8. SERVICES PROVIDED BY CONSULTANT. The services to be provided by Consultant are as stated in the RFP documents and addenda. If City identifies any additional services to be provided by Consultant that are not covered under the original Agreement, such additional services shall be made a part of this Agreement by a written Amendment. 9. CITY'S PROJECT MANAGER. All work done by the Consultant shall be subject to the review, inspection and acceptance by the City. All technical questions which may arise as to the quality, completeness and acceptability of work performed, or work to be performed, interpretation of technical specifications and all technical questions as to the acceptable fulfillment of the Agreement on the part of the Consultant shall be referred to the City Manager who will resolve such questions. The inspection and review may also apply to the method and equipment used by the Consultant for the performance of Work. 10. MATERIALS. SERVICES. AND FACILITIES. It is understood that the Consultant shall provide and pay for all time, materials, tools, equipment, machinery, apparatus, water, light, power, transportation, labor, supervision, and all other services and facilities of any nature whatsoever necessary to execute, complete, and deliver the services within the specified time. 11. COMPENSATION TO CONSULTANT. Compensation to be paid to Consultant for the provision of the services agreed to herein shall be per the pricing noted in the RFP Cost Proposal Price Form attached to this Agreement. 11.1 Travel Expenses. The Contractor shall request and receive approval from the City Manager for all travel and lodging diem expenses in connection with the contract. Approval must be received prior to incurring travel expenses. All approved travel shall be reimbursed at the prevailing mileage rate according to City volicv. All approved lodging will be reimbursed in full or a reasonable amount negotiated between the City Manager and Contractor. Unapproved Travel Expenses will not be reimbursed 12. PAYMENT OF PAYMENT REQUESTS. Consultant agrees to schedule a thorough inspection for each section of the completed work with the City Manager or their designee to verify work has been completed and in complete compliance of the Agreement prior to invoices being submitted to the City. The City reserves the right to inspect all work prior to payment and withhold payment due to unsatisfactory work. 12_1 Invoices. Requests for payment for the provision of the services provided under the Agreement shall be submitted no more frequently than once per month. All requests for paymentsrnvoices shall be submitted in sufficient detail to demonstrate compliance with the terms of the Agreement. Upon receipt of Consultant's payment request/invoice, the City will review such to ensure completion with required basic information and that the services covered under the payment request have been completed in accordance with this Agreement. If it is found that the payment request/invoice is not complete, or the services covered under the payment request do not satisfy this Agreement, the payment request may be rejected. 12.2 Pavments to Sub -Consultants. When Consultant receives payment for services covered under the Agreement, Consultant must pay such moneys received to any Sub -Consultant or supplier, and employees in proportion to the percentage of the services completed by each Sub -Consultant, supplier, or employees within ten (10) business days after Consultant's receipt of the payment. If Consultant receives less than full payment, the Consultant shall be required to disburse only the funds received on a pro rate basis to its Sub -Consultants, suppliers, and employees, each receiving a prorated portion based on the amount due on the payment. If a Sub -Consultant receives payment from Consultant for labor, services or materials furnished by Sub -Consultants or suppliers hired by the Sub -Consultant, the Sub -Consultant must remit payment due to those Sub -Consultants or suppliers within seven (7) business days after the Sub -Consultant's receipt of payment from Consultant. 1_2.3 Form of Reauest. if any payment request is not received in proper order, City may reject the payment request within ten (10) business days after the date on which the payment request is recorded as received by City. City shall provide Consultant with a written notification ofthe rejection specifying the deficiency and corrective measures necessary to make the payment request proper. Upon receipt of a payment request that corrects the deficiency, City shall make payment in Page 2 of 11 accordance with Chapter 218, Part VII of the Florida Statutes "Local Government Prompt Payment Act". 12.5 Resolution of Payment Reauest Disputes. In the event of a dispute between Consultant and City concerning the full or partial payment of a payment request, such disagreement shall be determined by the City. If the dispute involves a portion of a payment request, the undisputed portion shall be paid by City in a timely manner, as long as the payment request for the undisputed portion is in proper order. Proceedings to resolve the dispute will be commenced within forty-five (45) business days after the date the payment request in dispute was recorded as being received by City. The proceedings may include meetings between the parties, telephone conferences or such other measures to clarify the dispute and attempt to resolve the problem; they will be concluded by a final written decision by City within sixty (60) business days after the date on which the payment request was recorded as being received by City. Such procedures do not constitute an administrative proceeding that prohibits a court from deciding de novo any action arising out of the dispute. 13. WARRANTIES. 13.1 Warranty of Abilitv to Perform. Consultant shall warrant that, to the best of its knowledge, there are no pending or threatened actions, proceedings, investigations, or any other legal or financial conditions that would in any way prohibit, restrain, or diminish Consultant's ability to satisfy its obligations under the Agreement. 13.2 Warranties against Defects in Workmanshin. Consultant shall warrant its professional services against defects in workmanship for a minimum of the term and extension periods. Should any defects in workmanship appear during the warranty period, Consultant shall replace, or repair or re -do the professional services, immediately upon receipt of written notice from City, at no additional expense to City. Consultant shall warrant such replaced, repaired or re -done services for a period of one -(I) year from final acceptance of the services by the City Manager. 13.3 Warranty of Standard Care. In the performance of professional services, Consultant will use that degree of care and skill ordinarily exercised by other similar professionals in the field under similar conditions in similar localities. Consultant will use due care in performing its services and will have due regard for acceptable professional standards and principles. Consultant's standard of care shall not be altered by the application, interpretation, or any other provision of this Agreement. if any of the services performed by Consultant do not comply with the foregoing warranties and City notifies Consultant of such, then Consultant shall (at its sole expense) promptly re -execute the nonconforming services. All such re -performed services shall be performed on a mutually agreed schedule. Consultant shall and does hereby assign to City the benefits of any of Consultant's Sub Consultant's or Sub -Consultant's warranties. Such assignment shall not relieve Consultant of its warranty obligations for performance or standard of care to City under this Agreement. 13.4 Warranty of Title. Title to any work product furnished by Consultant under the Agreement shall pass to City to the extent of the payments made for such by City, or on the date that City accepts the completed services of Consultant. When title passes to City in accordance with the Agreement, Consultant warrants that the work product furnished will be free and clear of all security interests, liens and encumbrances or claims of any party. 14. PUBLIC RECORDS. The Consultant will keep and maintain public records required by the City to perform the service. Upon request from the City's custodian of public records, the Consultant will provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statues, or as otherwise provided by law. Upon completion of the Agreement, the Consultant will transfer, at no cost, to the City all public records in possession of the Consultant or keep and maintain public records required by the City to perform the service. The Consultant will ensure that the public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of the Agreement and following completion of the Agreement if the Consultant does not transfer the records to the City. if the Consultant keeps and maintains public records upon completion of the Agreement the Consultant shall meet all applicable requirements for retaining Page 3 of 11 public records. If the Consultant transfers all public records to City upon completion of the Agreement, the Consultant shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology system of the City. If the Consultant does not comply with the City's request for public records, the City shall enforce the provisions of the Agreement in accordance with the terms of the Agreement and may cancel the Agreement. IF THE CONSULTANT HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS AGREEMENT, CONTACT JEANETTE WILLIAMS, CUSTODIAN OF PUBLIC RECORDS, AT 1225 MAIN STREET, SEBASTIAN, FL 32958; EMAIL: jwilliams@cityofsebastian.org; PHONE: 772-388-8215, 15. INDEMNIFICATION. The Consultant or its Sub -Consultants shall indemnify, defend and hold harmless the City, and its officers and employees, from liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Consultant or its Sub -Consultants and other persons employed or utilized by the Consultant or its Sub -Consultants in the performance of the contract; regardless of the negligence of the indemnitee or its officers, directors, agents, or employees. However, such indemnification shall not include claims of, or damages resulting from, gross negligence, or willful, wanton or intentional misconduct of the indemnitee or its officers, directors, agents or employees. Upon request of the City, the Consultant or its Sub -Consultants shall, at no cost or expense to the City, indemnify and hold the City harmless of any suit asserting a claim for any loss, damage or liability specified above, and Consultant or its Sub -Consultants shall pay any cost and reasonable attorneys' fees that may be incurred by the City in connection with any such claim or suit or in enforcing the indemnity granted above. Nothing in this agreement shall be construed as the City waiving its sovereign immunity pursuant to Florida Statute §768.28, or any other sovereign or governmental immunity. This provision shall survive termination of this agreement. 16. TERMINATION FOR CALM OR CPNVENWNCE This Agreement can be terminated immediately for cause if Consultant is found to have failed to perform services in a manner satisfactory to the City; or for convenience upon thirty (30) days' written notice to the Consultant. In the event of either termination, the Consultant shall be compensated for all services performed to the City's satisfaction. The City shall be sole judge of non-performance. 17. EIYSES. PERMITTING AND CERTIFICATIONS. Consultant, or its Sub-Consultant(s), shall pay for and possess and maintain during the term of this Agreement any and all licenses, all required permitting, and certifications required to perform the services covered under this Agreement, as stipulated by the State of Florida and the City of Sebastian. 18. INSURANCE. During the term of the Agreement, Consultant, at its sole expense, shall provide insurance of such a type and with such terms and limits as noted below. Providing and maintaining adequate insurance coverage is a material obligation of Consultant. Consultant shall provide City a Certificate(s) of Insurance, evidencing such coverage. It is the Consultant's responsibility to ensure that the City has current Certificate(s) of Insurance at all times during the duration of the agreement, including renewal terms. 18.1 Minimum Insurance Reauirements. Consultant shall obtain and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant or his agents, representatives, employees or Sub -Consultants. The coverage's, limits or endorsements required herein protect the primary interests of City, and shall in no way be relied upon when assessing the extent or determining appropriate types and limits of coverage to protect Consultant against any loss Page 4 of 11 exposures, whether as a result of the Project or otherwise. The requirements contained herein, as well as City's review or acknowledgement, is not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by Consultant under a contract. Comprehensive General an amount not less than: Liability $1,000,000.00 Combined Single Limit per each occurrence Consultant 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 case any employees are to be engaged in hazardous work under this contract and are not protected under the worker's compensation statute, Consultant shall provide adequate coverage for the protection of such Worker's Compensation employees. The policy(ies) must include Employer's Liability with minimum limits of $500,000 each accident and a waiver of subrogation. NOTE: JOSEPH C SAVIAK IS EXEMPT FROM FLORIDA WORKERS' COMPENSATION LAW. EXEMPTION ATTACHED. Automobile Liability an amount not less than: $1,000,000.00 Combined Single Limit per each occurrence Professional Liabilitiy -Not less than $1,000,000 per each occurrence, covering any damages. (Errors & Omissions) caused by an error, omission or any negligent acts. 18.2 Other Insurance Provisions. 18.2.1 City of Sebastian, its Council Members, officers, employees and agents are to be covered as an Additional Named Insured on all policies except Worker's Compensation The coverage shall contain no special limitation on the scope of protection afforded to the City, its Council Members, officers, employees and agents. Consultant shall provide a Certificate of Insurance to City with a thirty (30) day notice of cancellation and/or changes in policy language, and ten (10) day notice if cancellation is for nonpayment of premium. The Certificate shall indicate if coverage is provided under a "claims made" or "occurrence" form. 18.2.2 All required insurance policies must be written with an insurance carrier having a minimum A.M. Best rating of A+. 18.2.3 Consultant has sole responsibility for all insurance premiums and shall be fully and solely responsible for any costs or expenses as a result of a coverage deductible, co-insurance penalty, or self -insured retention; includingany loss not covered due to the operation of such deductible, co-insurance penalty, self -insured retention, or coverage exclusion or limitation. 18.2.4 Consultant's insurance coverage shall be primary insurance as respects the City, its officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officials, employees or volunteers shall be excess of Consultant's insurance and shall be non-contributory. 18.2.5 For all policies of insurance, Consultant and its insurance carrier waive all subrogation rights against City for all losses or damages that occur during the contract and for any events occurring during the contract period, whether the suit is brought during the contract period or not. The City requires General Liability policies to be endorsed with CG 24 04 Waiver of Transfer of Rights of Recovery against Others to Us or similar endorsement, and a WC 00 0313 Waiver of Our Right to Recover from Others for Workers Compensation coverage. 18.2.6 it is the Consultant's responsibility to ensure that all Sub -Consultants comply with these insurance requirements. Consultant shall include all Sub -Consultants as insured under its Page 5 of 11 policies or shall furnish separate certificates and endorsements for each Sub -Consultant. All coverage's for Sub -Consultants shall be subject to all of the requirements stated herein. 19. CHANGE ORDERS. Without invalidating the Agreement Documents, and without notice to the Surety, the City of Sebastian reserves the right to make changes in the character or quantity of the Work within the scope of the RFP or Agreement Documents as necessary to complete the Work in a manner satisfactory to the City of Sebastian. The City reserves the right to order changes to the amount, type or value of the Work in the RFP or Agreement Documents or adjustments to the time for completion, all which shall be documented utilizing the City's standard Change Order Request form and executed in advance by all parties in writing prior to any work under same. The form or its attachments must include a detailed breakdown of changes to material costs, labor costs, labor rates by trade, and work classification and overhead rates that support the request and demonstrate its reasonableness. If the Consultant fails to notify the City Manager of any schedule changes associated with the change, it will be deemed to be an acknowledgement by Consultant that the change will not have any scheduling consequences. Any obligation to notify surety is to be borne by the Consultant. 20. ADDITIONAL TERMS AND CONDITIONS. (alphabetically listed): 20.1 Assi enment. Neither City nor Consultant shall sell, assign or transfer any of its rights, duties or obligations under the Agreement without the prior written consent of the other Party. In the event of any assignment, Consultant remains secondarily liable for performance of the Agreement, unless City expressly waives such secondary liability. 20.2 BankruDtcv or Insolvency. Consultant shall promptly notify City in writing of the filing of any voluntary or involuntary petition for bankruptcy and/or of any insolvency of Consultant or any of its Sub -Consultants who are involved in the provision of the services under this Agreement. 20.3 Compliance with Laws. Consultant shall comply with all laws, rules, codes, ordinances, and licensing requirements that are applicable to the conduct of its business, including those of Local, State and Federal agencies having jurisdiction and authority. These laws, shall include, but not be limited to, Chapter 287 of the Florida Statutes, the Uniform Commercial Code, the Immigration and Nationalization Act, the Americans with Disabilities Act, the United States Occupational Safety and Health Act, the United States Environmental Protection Agency, the State of Florida Department of Environmental Protection, and all prohibitions against discrimination on the basis of race, religion, sex, creed, national origin, handicap, marital status, sexual orientation, gender identity or expression or veteran's status. Violation of such laws shall be grounds for termination of the Agreement. 20.4 Conflict of Interest. Consultant covenants that it presently has no interest and shall not acquire any interest which would conflict in any manner of degree with the performance of the services covered under this Agreement. Furthermore, Consultant warrants that it has not employed or retained any company or person, other than a bona fide employee working solely for Consultant to solicit or secure this Agreement and that it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a bona fide employee working solely for Consultant any fee, commission, percentage, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant, and its Sub -Consultants at any tier, certify that they have not entered into any contract, sub -contract, or arrangement in connection with the Project covered under this Agreement, or of any property included or planned to be included in the Project, in which any member, officer, or employee of Consultant or its Sub -Consultants, during its tenure, or for two (2) years thereafter, has any interest, direct or indirect. 20.5 Correction of Services. Consultant shall promptly replace or re -execute all services rejected by City for failure to comply with the Agreement documents, whether incorporated into the Project or not. Consultant shall promptly, in accordance with Agreement Documents, replace or re -execute all services without additional expense to City. Consultant shall bear the expense of making good all services of other Consultant's work destroyed or damaged by such corrections. Page 6 of 11 20.6 Citv Funds. If sufficient funding is not available for Consultant to complete the services, City reserves the right to modify the terms and conditions of the Agreement to change the Scope of Services to reduce the cost to match any available funding. If such modifications to the Scope of Services are not feasible, or if funding has been totally exhausted prior to Consultant's completion of its services, the Agreement shall be terminated on terms reasonably acceptable to both parties. 20.7 Debarment and Suspension. Consultant certifies to the best of their knowledge and belief, that they and their principals (1) are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Municipal, City, State or Federal department or agency; (2) have not, within a three-year period preceding execution of this Agreement, been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or local) transaction or contract; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records; making false statements; or receiving stolen property; (3) are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated above; (4) have not within a three-year period preceding execution of this Agreement had one or more public transactions (Federal, State or local) terminated for cause or default; and (5) will advise City immediately if their status changes and will provide an explanation for the change in status that is acceptable to the City. 20.8 Discriminatory Vendor. Consultant certifies that they are not subject to Section 287.134 (2)(a), Florida Statute, which specifies that "an entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity". 20.9 Dispute Resolution. For any dispute concerning performance of the Agreement, which includes without limitation controversies based upon breach of contract, mistake, misrepresentation, or other cause for Agreement modification or rescission, City shall attempt to reach a mutual agreement as to the settlement and resolution of the dispute with Consultant. Should a mutual agreement not be reached, City shall render a decision, reduce it to writing and serve a copy on consultant. The decision shall be final and conclusive. 20.10 Documentation. All tracings, plans, specifications, maps, computer files and/or reports prepared or obtained under this Agreement, as well as all data collected, together with summaries and charts derived there from, will be considered works made for hire and will become the property of City upon expiration or termination of the Agreement without restriction or limitation on their use. Upon delivery to City of said document(s), City will become the custodian thereof in accordance with Chapter 119, Florida Statutes. Consultant will not copyright any material and products or patent any invention developed under this Agreement. Copies of these documents shall not be sold or distributed to third parties without the written consent of City. 20.11 Drug Free Workplace. Consultant certifies that it has in place a Drug -Free Workplace Program in accordance with the Drug -Free Workplace Act of 1988 (41 U.S.C. 702 706). 20.12 Emnlovees. Sub -Consultants and Agggts. Consultant shall be fully responsible to City for the acts and omissions of its Sub -Consultants and persons directly or indirectly employed by them and it is Consultant's responsibility to ensure that they are properly licensed and insured to do business in the State of Florida and City of Sebastian, as required by law. All Consultant employees, Sub - Consultants and agents performing any services under this Agreement shall be properly trained to Page 7 of 11 meet or exceed any specified training qualifications and have sufficient knowledge, skill and experience to properly perform the work assigned to them. City shall have the right to review and approve any Sub -Consultant used by Consultant. Consultant shall furnish a copy of certification or other proof of qualification upon request. All Consultant employees, Sub -Consultants, and agents must comply with all security and administrative requirements of City. City may conduct, and Consultant shall cooperate in, a security background check or otherwise assess any employee, Sub - Consultant, and agent of Consultant. City may require replacement of any Consultant employee, Sub - Consultant and agent for cause, including, but not limited to, technical or training qualifications, quality of services, change in security status, or non-compliance with City's security or other requirements. Such refusal shall not relieve Consultant of its obligation to perform all services in compliance with the Agreement. 20.13 Eaual Emnlovment Ooogrtunity. Consultant shall not discriminate on the basis of race, color, sex, age, national origin, religion, and disability or handicap in accordance with the Provisions of. Title V1 of the Civil Rights Act of 1964 (42 U.S C § 2000 et seq.), Title V11 of the Civil Rights Act of 1968 (42 U.S.C. § 3601 et seq.), Florida Civil Rights Act of 1992 (§ 760.10 et seq.), rifle 41 CFR Part 60 for compliance with Executive Orders 11246 and 11375, rifle 49 CFR 23 and Title 49 CFR 26 for Disadvantaged Business Enterprises. Age Discrimination Act of 1975 (42 U.S.C. § 6101, et seq.), Title 49 CFR 11 and ride 49 CFR 13, Nondiscrimination on the basis of handicap. rifle 49 CFR 17, Americans with Disabilities Act qj 1990 (42 U.S.C. 12102, et. seq.), Federal Fair labor Standards Act (29 U.S.C. § 201, et seq.), and any other Federal and State discrimination statutes. Consultant shall furnish pertinent information regarding its employment policies and practices as well as for their Sub -Consultants as the City and any Federal or State Agencies may require. All required Equal Employment Opportunity provisions shall also be stated within any Contract entered into by the Consultant with non-exempt Sub -Contractors. Consultant shall also insert in its Sub -Contracts a clause requiring Sub -Contractors to include these provisions in any lower tier Sub -Contracts that may in turn be made. Sub -Contracts shall not be awarded to any non -complying Sub -Consultant. 20.14 E-Verification Svatem. Consultant shall comply with Executive order No. 12989 as amended and Executive Order No. 11-116, and agrees to utilize the U.S. Department of Homeland Security's E-Verify system, hgpsJle-verifv.uscis.gov/emp, to verify the employment eligibility of. (1) all persons employed by Consultant during the contract term to perform any duties within Florida; and (2) all persons, including sub -consultants, assigned by Consultant to perform work pursuant to this Contract. Consultants meeting the terms and conditions of the E- Verify System are deemed to be in compliance with this provision. 20.15 Force Maieure Event. Except obligations to make payments with respect to amounts already accrued, neither party shall be considered to be in default in the performance of its obligations under this Agreement to the extent that performance of any such obligations is prevented or delayed by any cause, existing or future, which is beyond the reasonable control, and not a result of the fault or negligence of, the affected party (a "Force Majeure Event"). if a party is prevented or delayed in the performance of any such obligations by a Force Majeure Event, such party shall immediately provide notice to the other party of the circumstances preventing or delaying performance and the expected duration thereof. Such notice shall be confirmed in writing as soon as reasonably possible. The party so affected by a Force Majeure Event shall endeavor, to the extent reasonable, to remove the obstacles which prevent performance and shall resume performance of its obligations as soon as reasonably practicable. A Force Majeure Event shall include, but not be limited to, acts of civil or military authority (including courts or regulatory agencies), act of God (excluding normal or seasonal weather conditions), pandemic, war, riot, terrorism or insurrection, inability to obtain required permits or licenses, hurricanes and severe floods. 20.16 Governing Law and Venue/Waiver of Jury Trial. The Agreement shall be governed in accordance with the laws of the State of Florida. In the event of litigation with respect to the obligation of the parties to the Agreement, the jurisdiction and venue of such action shall be an appropriate State Court in Indian River County, Florida. The parties agree that in the event of litigation arising from this Agreement, that each shall waive any right to trial by jury. Pages of 11 20.17 Governmental Restrictions. If Consultant believes that any governmental restrictions have been imposed that require alteration of the materials used, the quality, workmanship or performance of the services offered under the Agreement, Consultant shall immediately notify City in writing, indicating the specifc restriction. City reserves the right and the complete discretion to accept any such alteration or to cancel the agreement at no further expense to City. 20.19 Immigration and Nationality Act. Consultant shall comply with all immigration laws as outlined in 8 USC § 1324a - Unlawful Employment of Aliens. City will not intentionally award City contracts to any Consultant who knowingly employs unauthorized alien workers. Any violation of the employment provisions outlined in the Immigration and Nationality Act throughout the term of any Agreement may result in immediate termination of the Agreement. City considers employment of unauthorized aliens a violation of Section 274A (e) of the Immigration and Nationality Act. Such violation will be cause for unilateral cancellation of the Agreement, if Consultant knowingly employs unauthorized aliens. 20.19 Insnecfion. Performance. Supervision. City reserves the right to inspect the services provided by Consultant, whether partially or fully completed, at any time with prior notice, as deemed appropriate by City for the purpose of assessing conformity of the services with the Agreement requirements. Such inspections performed by City, shall not be construed as a final approval of Consultant's service, and shall not relieve Consultant from its obligations under the Agreement. Consultant shall at all times during the Agreement term remain responsive and responsible. Consultant must be prepared, if requested by City, to present evidence of experience, ability, and financial standing, as well as a statement as to capacity of Consultant for the performance of the provision of the services covered under the Agreement. This paragraph shall not mean or imply that it is obligatory upon City to make an investigation either before or after award of the Agreement, but should City elect to do so, Consultant is not relieved from fulfilling all Agreement requirements. Consultant shall supervise and direct the performance of its s ervices and shall be solely responsible for the means, methods, techniques, sequences, and safety of all operations. Consultant shall employ and maintain a qualified English speaking supervisor or superintendent who shall have been designated in writing by Consultant as the Consultant's representative. The supervisor or superintendent shall have full authority to act on behalf of Consultant and all communications given to the supervisor or superintendent shall be as binding as if given directly to Consultant. The supervisor shall be present at all times as required to perform adequate supervision and coordination of the Consultant's services. 20.20 Lawful Claims and Demands. Should any outstanding claims by S ub-Consultants or suppliers incurred in the performance of the services materialize after City has made payment to Consultant, Consultant will indemnify and save City harmless from such claims. Acceptance by Consultant of payment shall be and shall operate as a release to City of all claims and all liabilities to Consultant, other than claims in stated amounts as may be specifically excepted by Consultant for things done or furnished in connection with the provision of the services and for every act and neglect of City and others relating to or arising out of the provision of the services covered under this Agreement. Any payment„ whether final or otherwise, shall not release Consultant or his sureties from any obligations under the Agreement. 20.21 Lobbvins;. Consultant shall not, in connection with the Agreement, directly or indirectly (1) offer, confer, or agree to confer any pecuniary benefit on anyone as consideration for any City officer or employee's decision, opinion, recommendation, vote, other exercise of discretion, or violation of a known legal duty; or (2) offer, give, or agree to give to anyone any gratuity for the benefit of, or at the direction or request of, any City officer or employee. "Gratuity" means any payment of more than nominal monetary value in the form of cash, travel, entertainment, gifts, meals, lodging, loans, subscriptions, advances, deposits of money, services, employment, or contracts of any kind. Page 9 of 11 20.22 N o n -Collusion. Consultant agrees that neither it, nor any of its officers, partners, agents or employees have entered into any agreement, participated in any collusion, or otherwise taken any action which is in restraint of a free competitive solicitation in connection with this Agreement, and that Consultant intends to do the work with its own bona fide employees or Sub - Consultants and has not provided a response for the benefit of another Consultant. Furthermore, Consultant certifies that its affiliates, subsidiaries, directors, officers, and employees are not currently under investigation by any governmental authority and have not in the last ten (10) years been convicted or found liable for any act prohibited by law in any jurisdiction, involving conspiracy or collusion with respect to submitting a response on any public agreement. 20.23 Non -Performance Clause.. The Consultant recognizes that due to the nature of the services to be performed under this Agreement, it is essential that the Work be completed in a timely manner in accordance with the schedules approved by the City. Performance deficiencies as identified by the City to the Consultant shall be addressed in the following manner: (1) Notice by verbal communication. The performance deficiency must be resolved by the end of the third day after verbal communication, if not; (2) Written Notice will be served to the Consultant. The performance deficiency must be corrected to the satisfaction of the City by the end of the second day after the Consultant has received the written notice, if not; (3) The City may have the work performed by either its internal personnel or a third party and charge the cost against payments due the Consultant. This does not relieve the Consultant of Liquidated Damages. Repeated performanceldeficiencies may result in the termination of this agreement. 20.24 Proiect Coordination. Consultant must commit to participating in regularly scheduled project coordination meetings with the City Manager. The frequency, time and place of the meetings shall be solely decided at the discretion of the City Manager. 20.25 Protection of Persons. Consultant shall be responsible for the safety of its employees and the employees of its Sub -Consultants, during the provision of the services. Consultant shall be responsible for initiating, maintaining and supervising all safety programs in connection with the provision of the services in accordance with applicable safety standards and regulations, as promulgated by the United States Occupational Safety and Health Act. Consultant shall report promptly to City any accident or unusual occurrence during performance of the Services, including personal injury or death to any Consultant employee, Sub -Consultant employee or member of the public, or any damage to any City property. 20.26 Independent Consultant Relationship. Consultant is an independent Consultant to City in t h e provision of the services under this Agreement and is not an employee, agent, joint -venturer, or partner. 20.27 Risk of Loss. Until services are fully accepted by City, risk of loss or damage to any materials, equipment, supplies or work product, whether partially, or fully completed, shall remain with Consultant. 20.28 Resorts and Records. The City reserves the right to inspect and audit Consultant's books and records relating to the Agreement, when deemed appropriate by City. All schedules, reports and records of Consultant, as they relate to the Agreement, shall be retained in accordance with this Agreement. 20.29 Securitv and Conliidentlaiity. Consultant shall comply fully with all security procedures of City in the performance of the Agreement. Consultant shall not divulge to third parties any information obtained by Consultant or its agents, distributors, resellers, Sub -Consultants, officers or employees in the course of the provision of the services without the written consent of City. However, Consultant shall be permitted to release information to third parties if such information is publicly available through no fault of Consultant, information that Consultant developed independently without relying on City's information, or information that is otherwise obtainable under State and Federal law as a public record. To insure confidentiality, Consultant Page 10 of 11 shall take appropriate measures as to its personnel, agents, and S ub-Consultants. The warranties of this paragraph shall survive the agreement. 20.30 Severability. If a court deems any provision of the Agreement void or unenforceable, that provision shall be enforced only to the extent that it is not in violation of law or is not otherwise unenforceable and all other provisions shall remain in full force and effect. 20.31 Survival. All express representations, waivers, indemnifications, and limitations of liability included in this Agreement shall survive completion or termination of the Agreement for any reason. 20.32 Taxes. Consultant shall pay all sales, consumer, use and other similar taxes required to be paid by Consultant in accordance with the laws and regulations ofthe State of Florida which are applicable to the provision of the services under the Agreement. City shall not pay for airy personal property taxes levied on Consultant or for any taxes levied on Consultant's employees' wages. City is a political subdivision of the State of Florida and holds a State of Florida Sales Tax Exemption Certificate. Accordingly, purchases made by City directly from a dealer, distributor or manufacturer for materials, equipment or supplies ("direct purchase"), instead of by the Consultant, are exempt from sales, consumer, use and other similar taxes. 20.33 Waiver. The delay or failure by City to exercise or enforce any of its rights under this Agreement shall not constitute or be deemed a waiver of City's right thereafter to enforce those rights, nor shall any single or partial exercise of any such right preclude the City of any other or further exercise thereof or the exercise of any other right. 21. AUTHORITY. Each person signing the Agreement warrants that he or she is duly authorized to do so and to bind the respective party to the Agreement. IN WITNESS WHEREOF, the parties hereto have caused these presents to be executed, the day and year noted above. ATITEST (SEAL): �`')✓n / 'y ,I*ette Williams, MMc Etty Clerk Ap r v d o f rm nd gality: ]e ifer D. Cockcroft. l Sq. ty Attorney \ CITY _ EB T FLORIDA BY: Bri enton, ty Manager CONS BYG�Ci� �. ��a�;•ram AS: tt�� L_LQ STATE OF FLORIDA, COUNTY OF s5Q %,1 ...1 S SWORN AND UBSCRIBED before me this -1 day of 2024 by: uSP %, �c.r, .F . as the t�py��, o �..,,. k_ 1�.��. it,.-ty tcc who is personally known'me _ or producedQ& ollowing: O who appeared: in person or via electronic means —and who did 14 or did not _ take an oath. NOTARY SEAL: Notary Public, State of Florid My Commission expires: Z i �ntna q o Aleuandm Ven@mg6a Notary Public a State of Florida CommN HH151771 cF t Expires 7/11/2025 Page 11 of 11 Exhibit "A" — Consultant's RFP Response �lll' L� SE�T�I HOME OF PELICAN ISLAND Proposal to Provide STRATEGIC PLANNING SERVICES Saviak Consulting, LLC In association with: KIEFERLEVEY PROFESSIONAL SERVICES. LLC CON S U L T I N G November 9, 2023 Saviak Consulting, LLC 510 Shore Dr., St. Augustine, FL 32086 Tel: (904) 559-5678 1 Email: Joe@drjoesaviak.com November 9, 2023 City of Sebastian (ATTN: Procurement Division) 1225 Main Street Sebastian, Florida 32958 RE: Proposal to Provide Strategic Planning Services (RFP 24-01) Dear Evaluation Committee: Saviak Consulting is excited for the opportunity to deliver Strategic Planning Services to the City. Please accept the attached response to the referenced RFP on behalf of Saviak Consulting, LLC and the supporting firms. We are pleased to present our credentials for consideration as your strategic planning consultant. Our team represents decades of experience in Florida's cities and counties, and includes the following firms: Saviak Consulting, LLC, Kiefer Professional Services LLC, and Levey Consulting, LLC We are confident that our experience and qualifications are a good fit for this assignment and, if selected, we believe the City can proceed with a high degree of confidence. We are proud of the trusted client relationships we have developed and believe we will exceed the City's expectations. We are uniquely positioned to help the city in two critical ways: City Government Understanding: We bring a keen understanding and awareness around the local and regional context of this work and the various issues at play within the region. Deeply Experienced Project Team: We have helped many clients navigate the complex work of developing formalized plans to achieve measurable outcomes for their communities. This proposal details the Saviak Team's approach to developing a tailored and actionable Strategic Plan. I can affirm that the Saviak Team does meet or exceed the minimum requirements listed on Section 1.2 of the RFP, and I am authorized to negotiate the proposed contract and bind our firm. I do request an exception to the specifications referenced in Section 2.8 (Insurance), as Saviak Consulting does not currently carry Cyber Liability insurance. Respectfully, l ) d ij'1, C ! l,%" Joseph C. Saviak, Ph.D., J.D., M.A., M.S. Saviak Consulting, LLC (EIN: 86-1707825) 1 Table of Contents TAB 1 - FIRM BACKGROUND............................................................. 3 Executive Summary Experience..............................................................................................................................................................6 Specifications..........................................................................................................................................................9 TAB 2 - QUALIFICATIONS OF THE TEAM.......................................12 QualificationsOverview...................................................................................................................................... 13 SaviakConsulting, LLC.................................................................................................................................... 14 KieferProfessional Services LLC.................................................................................................................... 15 LeveyConsulting, LLC..................................................................................................................................... 16 TAB 3 - PROJECT APPROACH........................................................ 20 GeneralApproach and Methodology.................................................................................................................. 21 Deliverables......................................................................................................................................................... 22 SpecificProject Approach.................................................................................................................................... 22 CommunicationsPlan.......................................................................................................................................... 24 TAB 4 - REFERENCES...................................................................... 25 TAB5 - INSURANCE.......................................................................... 27 TAB6 - FORMS................................................................................... 30 2 TAB 1 - FIRM BACKGROUND Executive Summary Saviak Consulting LLC was established as a single member Florida Limited Liability Company (LLC), established in 2020. Located in St. Augustine, Florida, Saviak Consulting is managed by Dr. Joe Saviak; an experienced senior executive, leadership and management consultant, author, researcher, attorney, and college professor. Dr. Saviak conducts training on a wide range of topics involving leadership, management, and organizational performance for private and public sector and non-profit entities. He has overseen studies and research for a number of clients. Dr. Saviak has co-authored several articles, a textbook, and research involving public -private partnerships (P3s) and transportation policy and co-authored a guide for state and local officials on contracting and P3s. The Saviak Team consists of Saviak Consulting LLC, Kiefer Professional Services LLC, and Levey Consulting LLC, and offers extensive experience and proven success in facilitating goal setting/strategic planning and related projects for local governments and non -governmental organizations throughout Florida. This team can effectively provide all the deliverables defined in the scope of work. This team incorporates best practices into all aspects of strategic planning to ensure optimal plan production, effective implementation, and successful evaluation based upon our experience in aiding local governments to attain positive outcomes. Lastly, this team brings a unique combination of several decades of experience in local government in Florida along with regularly teaching goal setting and strategic planning coupled with urban planning to thousands of local government executives and professionals across Florida both in the classroom and at professional conferences. Dr. Saviak, Dr. Levey, and Mr. Kiefer regularly advise and assist local governments on a wide range of policy, administrative, operational, planning and capital project issues. Our professional websites can be accessed at: https://ddousaviak.com https://kieferproservices.com httpsJ/www.leveyconsulfing.com Saviak Consulting LLC, Kiefer Professional Services LLC, and Levey Consulting LLC are all licensed, permitted, and/or certified to do business in the State of Florida. Copies of all required licenses are to be provided below. None of the firms on the Saviak Team (Saviak Consulting LLC, Kiefer Professional Services LLC, and Levey Consulting LLC), in the last five years, have been a party to a lawsuit of any kind related to, in any manner, the type of services requested in this RFP. Also, none of the firms on the Saviak Team have a history of bankruptcy, pending litigation, pending office closures or impending mergers. Each firm is in sound financial condition, carries no debt, and has the capacity to complete the project on time and on budget. 4 We will follow the general principles of strategic planning and tailor our efforts to meet the specific needs of Sebastian. A detailed work plan is provided under Tab 4. Step 1: Determine Where You Are We will collect a variety of information from project stakeholders. • Relevant government data to inform any opportunities, as well as any potential upcoming threats in the near future. • Employee feedback that needs to be addressed —whether in the product, business practices, or company culture • A SWOT analysis to help assess both current and future potential for the City. Step 2: Identify the Goals and Objectives The road to strategic planning During this phase of the planning process, we will take inspiration from important documents to ensure your strategic plan is moving your city in the right direction. • Mission Statement, to understand how you can continue moving towards your organization's core purpose • Vision Statement, to clarify how the strategic plan fits into the long-term vision • Organization Values, to guide the city towards what matters most • Competitive Advantages, to understand what unique benefits the city offers • Long-term Goals, to track where the city wants to be in five or 10 years Step 3: Develop the Plan The plan will define the organization -wide plan for the next three to five years. • Priorities for the next three to five years, based on the SWOT analysis and strategy. • Yearly objectives for the first year. As the years go on, create new yearly objectives that connect back to your overall strategic goals. • Key results and KPIs for that first year. Some of these should be set by the management committee, and some should be set by specific teams that are closer to the work. • A high-level roadmap for the Strategic Plan. Step 4: Execute the Plan Execution of clear communication across the entire organization to make sure everyone knows their responsibilities and how to measure the plan's success. • Map your processes with Key Performance Indicators (KPIs) to gauge the success of the plan. KPIs will establish which parts of your plan you want achieved in what time frame. Step 5: Revise and Restructure as Needed The plan should be updated regularly (quarterly and annually) and updated if the City decides to change directions The strategic plan should be adjusted as needed to ensure the organization is moving in the best direction possible for the next few years. Experience This section describes the team's experience and success with Strategic Planning and coordination within the last five (5) years. SAVIAK CONSULTING, LLC FLAGLER COUNTY SHERIFF'S OFFICE (2 STRATEGIC PLANS) Client: Flagler County Sheriffs Office Contact: Rick Staly, Sheriff: rstaly@flaglershedff.com 1386.586.4891 This agency serves 110,000 citizens with over 400 employees and a $48 million dollar budget. Dr. Saviak oversaw research, design, implementation, and evaluation of the two-year plan which produced highly successful results on a wide range of agency objectives. Dr. Saviak is currently working with the FCSO on effective implementation of another five-year strategic plan. LAKE REGION DEVELOPMENT CORPORATION STRATEGIC PLAN Client: Lake Region Development Corporation Contact: Mr. Scott Kornegay County Administrator of Bradford County w „T Former Executive Director of the LRDC Contact: Scott_Kornegay@bradfordcountyfl.gov 1904.966.6327 Lake Region Development Corporation (2021) — this is a nonprofit entity led by government, community, and business leaders coordinating social, economic, and 0 recreational development for the city of Keystone Heights region of Clay County with the historic restoration of their two major lakes. Working closely with community leaders, Dr. Saviak generated a first ever two-year strategic plan for the lake region covering objectives such as organizational development, public education on this massive and historic project, economic development, and initiatives to enhance the quality of life for residents FOSTERING CONNECTIONS STRATEGIC PLAN Client: Fostering Connections Contact: Aubrie Simpson -Gotham, CEO fosteringconnectionsfl@gmail.com 1904.813.5809 Dr. Saviak worked with the CEO and Board of Directors to research and produce a plan to attain a series of important objectives to best serve children, youth, and c families in Florida's foster care system in five counties. KIEFER PROFESSIONAL SERVICES LLC TRANSPORTATION IMPACT FEE STUDY Port Ormn■o City of Port Orange, Florida 1000 City Center Circle, Port Orange, Florida 32129 Contact: Jonathon McKinney, Finance Director: mckinney@port-orange.org 1 306.506,5700 ■ Kiefer Professional Services was selected to perform the transportation (roads) impact fee study component of the Utility Rate and Management Consulting Services as a subconsultant to Raftelis Financial Consultants, Inc. The team provided the associated analyses for impact fee matters, preparation of an Impact Fee Methodology Report (including all impact fee calculations), preparation of a final impact fee schedule for adoption, preparation of an Impact Fee Ordinance conforming to all current state law requirements. CAPITAL IMPROVEMENTS ELEMENT (CIE) UPDATE •`�wt City of Palatka, Florida 201 North 2nd Street, Palatka, Florida 32177 Contact: Lisa Walsh, Planning Director: Iwalsh@palatka-fl.gov 1386.329.0100 Kiefer Professional Services (KPS) performed an update to the CIE Element of the City Comprehensive Plan. KPS reviewed all available data associated with the CIE components and prepared a written document that includes a Data and Financial Assessment, Level of Service Analysis, Capital Improvements and LOS Strategy, Plan Consistency, Implementation, and revised Goals, Objectives and Policies, and analyzed the Level of Service for each category. An updated CIE Ordinance was provided to support the update. No comments were received from reviewing agencies and the CIE Element was subsequently adopted by the City Council. LEVEY CONSULTING, LLC CITY OF MOUNT DORAILAKE COUNTY ANNEXATION STRATEGIC PLAN (CURRENT) City of Mount Dora, 510 N Baker St., Mount Dora, FL 32757 Contact: Patrick Comiskey, City Manager, comiskeyp@ci.mounl-dora.fl.us 1352.735.7100 Ext. 1105 Lake County Contact: Mary Ellen Stern, Executive Director, Economic Growth maryellen.stern@lakecountyfl.gov 1352.742.3927 Dr. Levey has been selected to facilitate the resolution of issues regarding growth management and development issues in the unincorporated area surrounding the City of Mount Dora. Individual interviews with each member of the Mount Dora City Council and Lake County Board of County Commissioners will be utilized to frame the joint meeting of the two elected bodies to resolve differences that have emerged between the two local governments. CITY OF KISSIMMEE ANNEXATION STRATEGIC PLAN City of Kissimmee, Florida tit �I,lr 101 Church Street, Kissimmee, FL 34741 tT, Contact: Mike Steigerwald, City Manager i { mike.steigerwald@kissimmee.gov 1407.847.2821 The City desired to address two long standing objectives with their municipal boundaries — the existence of enclaves, and expansion to incorporate high value commercial properties in the adjacent unincorporated Osceola County. Levey was retained to develop the strategy and assess the financial and operational impacts of implementation. Levey coordinated working group of departmental representatives to provide input and feedback in the plan development process. A comprehensive evaluation of every parcel in 26 target areas was conducted to understand potential revenues and service delivery impacts to the City. Using multiple tools available under Florida Statutes, Levey demonstrated the most viable methods for annexation. The result was a strategic plan for annexing all enclaves and future targeted unincorporated lands. In I • • 2020, The City successfully annexed all enclaves via an interlocal agreement with Osceola County. , 1. CITY OF NAPLES - CITY COUNCIL CIP/POLICY PRIORITIZATION City of Naples, Florida 735 8th St S, Naples, FL 34102 Contact: Dana Souza, City of Sanibel City Manager (former Naples City Manager Dana.souza@mysanibel.com 1239.472.3700 The City requested that Levey assist in developing strategies for prioritizing capital improvement and other policy priorities for their upcoming budget cycle. The project included one-on-one interviews with each City Council member. The information gained in the interviews was used to develop an online survey. The research design used in the survey resulted in a consensus of City Council on CIP priorities and a SWOT analysis. A secondary component of the project will involve an organizational management review of the Planning and Building functions of the City. 8 Specifications Vision and Mission: Vision is the destination. It is future oriented. It is who we can be and where we are going. The strategic plan guides the journey. The mission is the current rationale for the existence of the organization. A strategic planning process can develop or enhance or bring greater clarity and focus to both vision and mission statements. Current vision and mission statements might be retained, modified, or replaced as a result of a research and team -driven and citizen -centered strategic planning process. Flowing from the vision and mission statements will be goals, objectives, and specific and actionable implementation plans. It sets priorities which drives the budget, operations, and daily actions and activities in pursuit of those priorities. It is clear, coherent, and comprehensive. Both employees and citizens can draw a straight line from the vision and mission statements to the specific objectives and the actions and activities they are doing and seeing each day. It brings unity of purpose and clarity of action (Cohen & Eimicke, 1998; Salamon, 2002; Starling, 2008). Identifv kev organizational ariorities and strategies for the Citv of Sebastian: Identifying priorities is a research -driven process. It helps the organization understand its strengths, weaknesses, opportunities, threats, history, capacity, interests and needs of both employees and citizens, and the external environment in which it operates. It aids organizations in understanding their internal culture and operations and the best fit with their external environment to ensure long term success. It also identifies the capacity of the organization as strategic priorities must reflect actual organizational capacity. This multi -stage research process includes: 1) organizational and community research, 2) interviews/conversations with elected and administrative leadership, 3) an electronic survey of elected and administrative leadership and all employees, 4) conversations with key community stakeholders, 5) a workshop on strategic planning to aid in the success of the strategic planning process, and 6) a workshop for the mission, vision, goals, objectives, and key elements of specific implementation plans for each objective (more detailed action plans may be needed for successful implementation depending on the specific objective). This six -step process will yield both the key strategic priorities and specific strategies required to realize them. A strategic plan clarifies our mission, goals, and objectives, unifies and integrates the organization in achievement of them, aligns operations around objectives, can attract resources to support success, enhances public confidence, and enables the organization to successfully introduce and lead change. Strategies are also developed during the research process. Priorities and objectives select strategy. A successful strategy is the right roadmap to the intended destination. Successful strategies reflect best practices and model policies. Strategy is how we achieve priorities. The right priority with the wrong strategy will not yield success. Strategies can be adjusted based upon the evidence during implementation to ensure intended outcomes are obtained (Cohen & Eimicke, 1998; Salamon, 2002; Starling, 2008). 9 Strateqic Results: This process enables the city to establish and confirm: 1) mission, 2) long term goals, 3) annual objectives, 4) detailed action plans, and 5) means of evaluation/accountability. For each objective, there is a measurable outcome (s). Research identifies objectives, objectives help select strategies, strategies are implemented through tactics, and the organization implements and evaluates. As objectives are achieved, the organization and residents experience positive, improved, and measurable outcomes on priorities that matter to them. Stratepic Initiatives and Metrics: This process generates specific implementation plans for each measurable objective. Alignment of resources and operations with selected objectives is key to success. By knowing, understanding, believing in, and understanding the vision, mission, values, goals, and objectives and having the right implementation plans, the team knows specifically which actions and activities are needed when to realize the right outcomes. Departmental Proarams & Services with Metrics: A strategic plan helps drive department operations. Departments know the objectives and can allocate funding, personnel, and capital assets to their achievement. Departments can prioritize, and identify where barriers to success need to be addressed, resources are allocated, and support is needed. Everyone in each department knows the mission, vision, goals, and objectives and why they are doing what they do each day and how they are doing it. The approach is to organize operations around outcomes (Cohen & Eimicke, 1998). ImDlementation Action Plan: Objectives are SMART — Specific, Measurable, Actionable, Realistic, And Time Bound. For example, citizen satisfaction on our annual citizen satisfaction surveys will increase by 20% over 24 months. Each objective has an implementation plan. Both summary plans (objective, strategy, tactics, resources required, timeline, person (s) responsible, and timeline) and more detailed plans are developed depending on each specific objective. All implementation issues for each objective are identified. Different objectives require different degrees of plan detail for successful implementation. Implementation plans identify all elements required for success. All tools, options, and resources should be considered. This process helps the team think through the entire production process for that objective to be attained. It identifies obstacles to overcome and support to be supplied. Implementation plans should employ best practices. The plan should answer all questions concerning implementation. Each implementation plan Is confident about the problem/need/opportunity, the causes, and the solution (s). Successful plans capitalize on all the tools in the public manager's toolbox. This consulting team discusses, reviews, and advises on Implementation plans (Cohen & Eimicke, 1998; Salamon, 2002; Starling, 2008). 10 Installation into the Oaeratina Budaet and CIP: As strategic planning prioritizes, it helps the annual operating and capital budgets to align with those priorities. Resources are allocated towards the specific objectives and intended outcomes of the strategic plan. The plan influences the prioritization and funding levels for both services and capital projects. If those budgets are disconnected from the strategic plan, success will not occur (Cohen & Eimicke,1998; Salamon, 2002; Starling, 2008). Performance Measures: If we cannot measure it, we cannot manage it (Drucker, 1999). Each objective has one or more specific, reliable, valid, and accepted metrics. It will be certain that it has been accomplished. There is consensus in the applicable research and real world about which metrics matter for each objective. These are well accepted, independent, verifiable, and objective measures of progress and success. Each member of the team provides quarterly progress reports on their assigned objectives. This helps measure and report progress, determine if an objective needs to be modified, ensure unity, transparency, accountability, and promote the effective and efficient use of limited resources. Policymakers, administrators, employees, and citizens can track in real time the progress towards specific objectives. 11 TAB 2 - QUALIFICATIONS OF THE TEAM 12 Qualifications Overview The Saviak Team offers extensive experience and proven success in facilitating goal setting/strategic planning and related projects for local governments and non -governmental organizations throughout Florida. The City of Sebastian will benefit greatly from a team that brings a unique combination of goal setting and strategic planning experience coupled with professional urban planning knowledge and experience. Legend: ■ SaNak CcmWtvq ■ Kiefer Pratessbml S, ® Levey Consvltvry JoeSaviak, Ph.D,J.D, MA MS President Organirationallsanagemen; and Leadc rship, Strategic Planning Joe@DrJoeSaviak.com 1904. 599.5678 Project Team Lawrence Kiefer, AICP, MPA Presidcul Ikiefer(orLicferproseni[c ain 904.649.7990 Richard Levey, PhD, AICP Managing Director r levey@leveyconwlting.com 407.408.4442 The following page provides an overview of each company on the team as well as one -page resumes for each team member. 10t-I Saviak Consulting, LLC $WW of 14.6 lY�Vlrnl J$W4 Saviak Consulting, LLC was founded by Joe Saviak in January 2021, and is located in St. Augustine, Florida. The company's extensive range of services in provided below: Management Consulting. Problem -solving across a diverse range of topics including all aspects of leadership, management, & organizational performance (organizational culture, human ;i resources, planning, capital projects, public finance, program management & evaluation). Leadership Development. Conducts leadership development training seminars, ranging from single day sessions to a scheduled series of weekly or monthly seminars. Leadership coaching and mentoring services also available. Customized Training Programs. Design and deliver customized training programs across a diverse array of leadership, management and organizational performance topics. Curriculum can be developed for line -level staff, supervisors, and senior executives. Organizational Assessment. Develop and execute organizational assessments, studies, research, policy analysis, and program evaluation. Strategic Planning. Strategic plan development, including planning session facilitation, policy & process enhancements, and performance tracking. Grants. Grant identification, proposal production and management services. Training programs to teach your employees how to write and win grants. Strategic Communications. Public Relations, Communications and Community Outreach plan design and implementation. Crisis Management plan development and advisement. Production of publications and professional presentations. Contracting/Procurement. Review and advise on procurement policies. Public -private partnership design and development. Risk Management. Risk management policy review and plan development. Specialized training for managers on identifying key areas of risk and risk -reduction strategies. 14 Kiefer Professional Services LLC Kiefer Professional Services, LLC was founded by Lawrence Kiefer in January of 2022. The company's group of core professional consulting services includes transportation planning, urban planning, mobility and impact fees, organizational development, strategic planning, process improvement, grant writing and public administration. Lawrence Kiefer, AICP brings 30 years of professional planning and consulting experience, focusing on transportation development from a concept to implementation. His career includes „iul,ny�l„r„i positions at two independent transit authorities where he was responsible for transit planning and grants administration, working directly on behalf of the agency with FDOT and FTA officials, municipal and county officials, and AEC consultants. As the Transportation Planning Division Chief for the City of Jacksonville, he directed transportation planning activities including transportation reviews for impact fee assessments, modeling, rezoning, site plan review, and oversight of consultant studies. KIEFER PROFESSIONAL SERVICES, Swu of 91onda 7,1i, Irl A,a,w 1'rnli5uonal Sm ¢n. I I l' Kiefer Professional Services LLC is a Veteran Owned Small Business (VOSB), certified by both the State of Florida and U.S. Small Business - -- -- -- _- -�.�= -- ----'--'--'--'- -- -- -. Association (SBA). Note, the SBA has recently taken over the certification process previously performed by the Veterans Administration (VA). SBA Unihrrsifii of iNlsrlll ?f lariba IM ISION UIIll\ IIKI ING i•III)CM I(1] A EN I ENSIIIV Lnmrence /Cie fi r r nmpl,9ul ill, Sn'nlegh Planning Certiijawre pmlram and I'l rcukn„ lilt I-,y nc mnrnted rho (rertifirate of (Evinpletiun art the Inl d.Ip nl 19M Y7 .. 4/'ttowl,- new'/y,aowre 15 Levey Consulting, LLC LEVEY CONSULTING Dr. Richard Levey is the Managing Director of Levey Consulting, LLC, offering extensive experience in governmental operations and State of Florida economic development strategy and execution since 2012. D"aMr aJ3ma• Dr. Levey served as the City of Orlando's City Planning Bureau -- --•—•� Chief before taking on the role as Chief Administrative Officer (CAO) in 1999. As CAO, he directed the day-to-day operations of Orlando's full service municipal government while orchestrating an aggressive economic development program that resulted in the rapid expansion of private sector employment throughout the city.—_-- ---� Dr. Levey led a workforce of 3,200 employees and managed Orlando's Strategic Planning Program. In 2005, Dr. Levey accepted the position of Director of Entitlements at Donald W. McIntosh & Associates. He directed the company's land entitlement business and managed the processes of obtaining governmental approvals — from conceptualization through detailed permitting — for numerous commercial, residential, and mixed -use projects. In 2007, Dr. Levey became the Vice President of Lake Nona Property Holdings, LLC (Now Tavistock Development Company). He directed Lake Nona's master planning, entitlements, community design, governmental relations, environmental permitting, development permitting, asset management, and community governance programs. He also provided development advisory services to other Tavistock holdings in the U.S and abroad, and currently serves as Senior Advisor for the 25,000- acre Sunbridge development. Dr. Levey has an elaborate public sector network in the State of Florida through his involvement as a Board Member of the Sunshine State Government Finance Commission, and participation in Leadership Florida and Leadership Orlando. A graduate of the Program for Senior Executives in State and Local Government at the John F. Kennedy School of Government at Harvard University, he has lectured at numerous state and national conferences and is currently an Adjunct Instructor with the School of Public Administration at the University of Central Florida. Dr. Levey serves as an instructor for the Florida League of Cities Institute for Municipal Officials. Dr. Levey received his Ph.D. in Public Affairs and Policy Research from the University of Central Florida. He has a Master of Arts degree in Geography/Spatial Analysis. Fti Joseph C. Saviak EDUCATION • Ph.D. in Public Affairs (Public Policy/Public Administration), University of Central Florida (UCF). ■ Master of Science in Criminal Justice, Department of Criminal Justice and Legal Studies, (UCF). Juris Doctor, Florida State University College of Law. Master of Arts in Political Science, Department of Political Science, University of Florida (UF). • Bachelor of Arts in Political Science, College of Liberal Arts and Sciences, (UF). PROFESSIONAL EXPERIENCE PRESIDENT AND OWNER. Saviak Consultine U.C. 2021-Dresent: Aiding in the success of over two dozen governmental and non -governmental clients with strategic planning, leadership development programs, and management consulting. ATTORNEYAT LAW.2023-present EXECUTIVE DIRECTOR. Sheriff's Leadership Institute Division. Flagler Countv Sheriffs Office, 2018-2021: Served on the senior leadership team of the Flagler County Sheriff's Office responsible for an agency serving 110,000 residents with 320 employees and a $32 million budget. Leading this division, responsibilities included Human Resources, Training, Accreditation, and Research and Development. ASSISTANT DIRECTOR/ASSOCIATE PROFESSOR. Public Administration Program. Flaeler College. 2013-2018. ASSISTANT PROFESSOR. 2012-2006: Taught over a dozen different courses in leadership, management, and public policy instructing over 700 working professionals and executives. PROGRAM MANAGER. Public Safetv Technoloev Center. Universitv of Central Florida. 2006-2004: The Center is a problem -solving partnership between Florida's sheriffs and police chiefs, the University of Central Florida, and federal, state, and local government devoted to producing science -based solutions to public safety and homeland security challenges. DIRECTOR. GOVERNMENTAL AFFAIRS & COMMUNICATIONS. Central Florida Regional Transportation Authority. 2004-2002: Served as member of a senior leadership team responsible for 930 employees and $124 million annual budget. This team was assembled to transform the agency at a time of significant financial problems. EXECUTIVE VICE PRESIDENT. RHPA. 2002-2001: Managed business development and governmental affairs for a civil engineering firm serving public and private sector clients across Florida. CHIEF OF STAFF/ASSISTANT TO THE SHERIFF. Orange Countv Sheriffs Office. 2001-1999. 1993: Chief of Staff for 41^ largest local law enforcement agency in Florida with 2,000 employees and a $100 million budget. Responsible for assisting with this agency's governmental relations with Orange County Government, the Florida Legislature, and state and federal government. FOUNDER & VICE PRESIDENT. The Florida Group. 1998-1991: Founded a public affairs consulting firm managing over two dozen campaigns for local, state, and constitutional offices, including the passage and defeat of ballot initiatives. it LAWRENCE M. KIEFER, AICP EDUCATION Master of Public Administration (MPA) University of North Florida, Jacksonville, FL 1992 B.S. Industrial Technology University of Southern Illinois, Carbondale, ILAugust,1986 PROFESSIONAL EXPERIENCE Proiect Manager: Ltndahl Reed, Inc., Jacksonville, FL 2019 — 2020 Supported the Florida Air National Guard (FANG), 1251' Airwing, in Jacksonville, Florida for assigned projects under the Sustainment, Restoration and Modernization (SRM) and Military Construction Program. Owner: Transportation Consulting Services, LLC, Orange Park, FL 2018 Provider of consulting services for transportation planning projects in Northeast Florida. Vice President: Causseaux, Hewett & Walpole, Inc., Alachua, FL 2016 — 2017 Vice President of Jacksonville area services for full -service land development firm. Director of Quotes and Prsais: Xorad. inc, Jacksonville, FL 2009 — 2016 Q�p Directed the development of proposals for railroad signal engineering and communications firth to generate new business for the company, responsible to 8 locations in the U.S. and offices in India and Brazil. President: Kiefer Planning and Engineering, Inc., Jacksanville, FL 2007 — 2008 Provided transportation consulting services, including Land Development Traffic Assessments, FDOT Operational Analyses and Permitting. Traffic Impact Analyses, Downtown Trolley Operations Planning. Plannina Department Manaciv: ARCADiS U.S. Inc., Jacksonville, FL 2006 — 2007 Business development and project management for planning studies and general consulting. Chief Transoortakion Plannina Division: City of Jacksonville, Jacksonville. FL 2005 — 2006 Diree{ed transportation planning activities under the Planning and Development Department, including transportation reviews for concunency and fair share assessments. modeling, rezoning, site plan review. Lead Planner: Parsons Brinckerhoff Quade and Douglas, inc., Jacksonville, FL 2001 — 2005 ead Planner for corridor planning and conceptual design of Jacksonville's Bus Rapid Transit (BRT) system. Developed Alternatives Analysis (AA) Report and Draft Environmental Impact Statement (DEIS) Assistant Mand(n�er Planninp: Jacksonville Aviation Authority. Jacksonville, FL 1998 — 2001 Administration of ll� million Program of Projects and planning and development for system of airports. Mangpq�r of Mail�ylement Egppjneerin, i Humana, Inc., Jacksonville. FL 1995 —1998 Businss unit Ma(lager for clams proce�sing and call center operations service center as well as corporate assignments for company -wide organizational development and process improvement projects. Mara or of Planning and Grants: Grand Rapids Area Transit Authomy. Grand Rapids, Ml 1994 — 1995 Mana�ecitransit planing and grants administration program, including route and service planning forpublic transit provider operating fixed bus route, demand -response, and car and vanpooling programs. M ppq((ttppr of Canl of p(�p�r'1 K pig; Jacksonville Transporfabbn Authority Jacksonville, FL 1989 —1994 M�ilaged the C��ital pTagt�M Rceeding $F0 million for provider of mass transit and roadslbridges construction while developing all grant agreements and financial reports for FOOT and FTA PROFESSIONAL AFFILIATIONS • `AABTEC (XORAIL) — Performance Management Council and Customer Serv,ce Council • American Planning Association (APAi: Florida American Planning Association (FAPA) • American Institute of Certified Planners (AICP) • Institute of Transportation Engineers (ITE) 18 Richard L. Levey, Ph.D., AICP Linkedln: htta://www.linkedin.com/in/levevconsultine Outcome -focused strategist, advising business and government in mission -critical programs. Experienced change management and business process Improvement leader with proven success in organizational transformation. Effective collaborator in convening stakeholders to achieve consensus on complicated issues EDUCATION Ph.D.INPUBUCAFFAIRS: College of Health and Public Affairs, University of Central Florida, Orlando Florida, 2015. FIELD: Governance and Policy Research MASTER OF ARTS (MA) In GEOGRAPHY. College of Liberal Arts and Sciences, Arizona State University, Tempe Arizona, 1980, National Science Foundation (NSF) Program in the Spatial Analysis of Land Use BACHELOR OFARTS(BA)InGEOGRAHY/URBANSTUDIES: Wittenberg University, Springfield, Ohio, 1979 Cum Laude PROGRAM FOR SENIOR EXECUTIVES IN STATE AND LOCAL GOVERNMENT: Kennedy School of Government, Harvard University, Cambridge, MA 1995 PROFESSIONAL POSITIONS MANAGING DIRECTOR: Levev Consultine. LLC 2012 — oresent Provide strategic advisory services to public and private sector clients in establishing and executing plans for mixed -use districts, master planned communities and specialized employment centers. Assist local government managers with strategy, leadership initiatives, and plan execution in the areas of financial management, operations, process improvement, change management, and economic development policy. VICE PRESIDENT: Tavistock Develooment Comoanv - Orlando. FL 2007 — 2012 Directed the master planning and re -entitlement of 7,000-acre Lake Nona DRI into the 'Medical City' Master Planned Community. Responsible for all entitlement, community design, governmental relations, permitting, asset management and community governance programs. DIRECTOR OF ENTITLEMENTS: DWMA.Inc: Winter Park, FL 2005 — 2007 Managed the company's land entitlement process throughout a seven -county central Florida region. Achieved governmental approvals for numerous commercial, residential, Industrial, and mixed -use projects from conceptualization through final development orders. CHIEFADMINISTRATIVEOFFICER: Citv of Orlando. Florida 1999 — 2005 Directed the day-to-day operations of Orlando's full -service municipal government by Implementing the policy and regulatory directives of the Mayor and City Council. Responsible for 3,200 employees, including police, fire, public works, utilities, growth management, parks, recreation, project/construction management, and stadium/arena. Other Positions with the City of Orlando Include: Economic Development Director (dual role as Chief Administrative Officer) 2003 —2005 Deputy Chief Administrative Officer 1992-1999 Bureau Chief of City Planning 1986 —1992 ACADEMIC EMPLOYMENT GRADUATE FACULTY SCHOLAR: in the College of Graduate Studies at the University of Central Florida (UCF). February 2020 to Present. ADJUNCTINSTRUCTOR: School of Public Administration, University of Central Florida, August 2012 to present. TEACHING ASSISTANTSHIP: College of Liberal Arts and Sciences, Arizona State University, Tempe, Arizona, Summer 1979 — Fall of 1980. Assisted Professor John F. Lounsbury, Ph.D. Course taught: Undergraduate Urban Geography. ivil TAB 3 - PROJECT APPROACH 20 General Approach and Methodology A strategic plan can align operations and activities of the city to ensure attainment of all identified objectives. Strategic plans ask and answer this question: Given our mission, strengths, weaknesses, opportunities, threats, stakeholders, history, capacity, and resources, what should our objectives be, and which strategies can we design and implement to achieve them? The strategic planning process would involve a council survey, a facilitated retreat for Council discussion of the survey research and identification of priorities, a retreat report to the City Council, a SWOT and historical analysis, community assessment, alignment with organizational capacity, a presentation of the strategic plan with an executive summary involving identification of objectives and summary action plans for each objective to the City Council, any necessary development with staff of more detailed action plans for specific objectives, identification of means of quantitative and qualitative evaluation for achievement of each objective, and a set schedule for implementation. Each objective will be oriented toward achievement of SMART objectives within the plan (specific, measurable, actionable, realistic, and time -bound). The strategic planning process would involve a SWOT analysis, community and population growth assessment, evaluation of existing and future infrastructure needs, identification of objectives, development of summary action plans for each objective, identification of means of evaluation for achievement of each objective and set a schedule for accomplishment. There are three levels of research which are recommended in advance of the workshop within the proposed project timeline. First, the team will conduct a comprehensive analysis of population forecasts and the socio-economic profile of the City. This data will augment additional valuable research concerning the history, citizens, economy, and quality of life as well as a review available information concerning the city government's functions, services, operations, budget, capital assets, plans, programs, staff team, challenges, opportunities, and achievements. Second, the team would like to conduct personal interviews of the Mayor, Vice -Mayor, City Council and Department Directors either in person, by phone, or via Zoom to enhance our understanding of city government, priorities, and desired outcomes for the strategic planning retreat and to further aid in formulation of the workshop agenda. The preference is for face-to-face interviews, contingent upon interviewee availability of the retreat and are highly recommended. These interviews also deepen the understanding of the project team of the perspectives and priorities of the City Council. Third, the team will provide policymakers an opportunity to communicate their view of city priorities and needs through the use of a written survey. The interviews coupled with survey data should yield meaningful information and major themes for discussion during the workshop. 21 All of this research and analysis utilizing both quantitative and qualitative methods combined with data and key metrics will aid in the development of the workshop agenda and significantly contribute to the quality and value of the workshop and success in strategic planning. During the workshop, the team will first provide a session on strategic planning and then take participants through development of the plan by facilitating discussion to identify and agree upon objectives, summary action plans, and any resource requirements. The city is responsible for organizing the retreat, supplying needed research documents, scheduling interviews, ensuring completion of the surveys in a timely manner, and actual implementation and resourcing of the plan. Some objectives may be programmatic or policy -oriented in nature while others could seek to enhance organizational capacity and others will concern infrastructure priorities. For each objective, there will be a summary action plan with strategy, tactics, resources required, a timeline, person(s) responsible, and metrics. Deliverables 1. A detailed six-(6) month work plan outlining the approach, timeline, and deliverables. 2. Strategic Planning Survey 3. Strategic Planning Survey Data/Findings 4. Workshop Agenda 5. 2-Day Workshop (Retreat) 6. Draft a strategic plan including a vision and mission statement, goals and objectives, stakeholder engagement plan, data analysis, implementation action plan, and performance measures. 7. A final strategic plan incorporating feedback from city officials, staff, and stakeholders. 8. A final report summarizing the key findings and recommendations of the strategic plan. Specific Project Approach The key to successfully completing the scope of services and meeting the project deadlines is to start with a well -conceived project plan with clearly delineated tasks and deliverables, a process to properly manage the resources necessary to complete the study, and effectively coordinate our team's activities with the City. The initial phase of the project largely involves extensive data collection and analysis, survey development and data collection, and engagement of stakeholders through the facilitation of the workshops or retreats. Research Approach. The team will identify existing data that will be used to inform the situational analysis component of the strategic plan. As part of the strategic planning process, a situation analysis must be conducted before an organization can decide on specific actions. A situation analysis involves analyzing both the external and the internal environments (i.e., economy, changes in demographic trends). Additionally, an outreach plan will be established that outlines how key stakeholders will be engaged in the strategic planning process. 22 Project kickoff meeting. An initial planning meeting will take place to kick-off the project. This is a short step to obtain guidance from the City Staff on important matters that will affect the methodology, confirm the roles and responsibilities of all parties, ensure that there is a shared understanding of, and support for, the content and format of the strategic plan, identify data requirements, and confirm communications protocol. Data Collection and Analysis. A comprehensive analysis of population forecasts and the socio- economic profile of the City will be performed. This data will augment additional valuable research concerning the history, citizens, economy, and quality of life of Sebastian. Survey Development and Implementation. A formal survey will be designed and distributed as a means of soliciting City Council and selected City Leadership priorities in advance of the Strategic Plan workshop. This includes administration and analysis of an electronic survey to the City Commission, City Manager, Department Directors, and employees on the topics of SWOT analysis, mission, vision, values, and priorities — the city commission and administrative leadership will also be asked about the goal setting workshop. Stakeholder Meetings. The team will meet one-on-one with select stakeholders to gain insight into existing and future concerns associated with city goals and objectives. Plan Review. The Team will review and incorporate information contained in citywide approved Master Plans and Comprehensive Plans. This will involve a thorough review of planning documents made available by the City. Survey Analysis and Report. Completed survey data will be reviewed and compiled prior to workshop commencement, and documented in a technical report. Workshop Agenda. An agenda will be developed for distribution at the workshop. The agenda will be coordinated with the City Manager and will strive to ensure optimization of the City Council member's time. Two -Day Retreat. The Saviak Team, led by Joe Saviak, will conduct two (half -day) retreats with the City Council and select City Staff. This task includes preparation, delivery, and compiling the input and findings from the workshop. The goal of a strategic planning workshop is to inspire a group of important individuals, primarily the leadership team, to contribute to the strategic direction of the company in a motivating and creative setting. Dr. Joe Saviak is a highly experienced facilitator, delivering exceptional leadership training and strategic planning services to numerous government agencies. Key Performance Indicators (KPls). KPI's) are the critical (key) quantifiable indicators of progress toward an intended result. The Saviak Team will solicit feedback from staff to ascertain their effectiveness, while assisting in the creation of KPls. Operational Measurements Strategic Impact Measurements . ahq¢ Business Intelligence Increases SWOT Analysis. The Saviak Team will review information from the retreats and surveys to perform a full Strengths-Weaknesses-Opportunfties-Threats (SWOT) analysis and develop recommendations for resolving weaknesses and preparing for known threats. The definitions of the terms captured in the acronym SWOT are shown below: • (S) Strength: Internal element which is under the organization's control which can be used to create a competitive advantage. • (W) Weakness: Internal element which is under the organization's control which can be stopped to avoid objective/goal derailment. (0) Opportunity: External condition that is out of the organization's control, but the organization can benefit from and convert to an advantage through planning. • (T) Threat: External negative condition that is out of the organization's control, but the organization can defend against it and reduce its impact. Strategic Plan Elements. The Saviak Team will review information gathered from the retreats and surveys to formulate creation of a City Vision, Mission, Organizational Values, Strategic Goals & Objectives, Strategic Initiatives, and Key Performance Indicators (KPIs). Council Briefing. The City Council will receive a presentation of the consultant's findings and recommendation for implementation of the Strategic Plan. The presentation will be accompanied by draft that includes, at minimum: a. An Executive Summary b. City Vision and City Mission c. Organizational Values d. Goals and Objectives e. Schedule of Completion on Strategic Initiatives I. Key Performance Indicators (KPis) with measurable outcomes g. Evaluation and reporting structure Draft and Final Report. The Saviak Team will prepare and deliver the Draft and Final Strategic Plan, as well as the required Technical Report. Communications Plan Saviak Consulting will meet with City staff at key milestones to report on project progress, solicit input from staff on emerging issues, share insights from research and outreach, and review deliverables. The project team will be available to meet with city leaders via phone and/or virtual meetings (Zoom). Internally, the project team will meet on a weekly basis to report on progress; identify challenges that could impact project schedule or budget and make adjustments as necessary, and confirm resourcing, using the project plan as our guiding plan, and as outlined in Project Approach. 24 TAB 4 - REFERENCES %7 Reference #1 Company Name: Dr. Joe Savlak - Flagler County Sheriff's Office Location (City, State): Palm Coast,, FL Contact Person: Rick Stacy, Sheriff Contact Number: 1,386) S864891 Email Address: Pstaly@flaglersheriffcom Dates of Service: 2021- 2023 Services Provided: 2-Year Strategic Plan and 5-Year Strategic Plan Reverence #2 ' Company Name: Dr. Joe Saviak - Lake Region Development Corporation Location (City, State): Keystone Heights, FL Contact Person: Scott Komegay - Bradford County Administrator. Former Executive Director of the LRDC Contact Number: 1O904) 966-6327 Email Address: Scott Kornegay@bradfordcountyfl.gov Dates of Service: 2021 Services Provided: Strategic Plan Reference #3 Company Name: Dr. Richard Levey and Dr. Joe Saviak - City of Leesburg Location (City, State): Leesburg, FL Contact Person: Mr. AI Minner, City Manager Contact Number: (352) 728-9786 Email Address: -Itymanager@leesburgflorida.gov Dates of Service: 2022 Services Provided: Goal Setting Workshop Reference #4 Company Name: Dr. Richard Levey - City of Naples Location (City, State): Naples, FL Contact Person: Mr. Dana Souza (former Naples City Manager, now Sanibel City Manager Contact Number: (239) 472-3700 Email Address: Dana.souza@mysanibel.com Dates of Service: 2021-2022 Services Provided: City Of Naples City Council CIP/Pollcy Prioritization. 'Refeirence #S Company Name: Dr. Joe Saviak - Client: Fostering Connections Location (City, State): lacksonville, FL Contact Person: 4ubrie Simpson -Gotham, CEO Contact Number: 1904) 813-5809 Email Address: fosteringconnectionsfl@gmall.com Dates of Service: 2021 Services Provided: Strategic Plan ..Reference #6 Company Name: Dr. Richard Levey - City of Kissimmee Location (City, State): Kissimmee, FL Contact Person: Mike Stelgerwald, City Manager Contact Number: 1407) 847-2821 Email Address: mikestelgerwald@kissimmee.gov Dates of Service: 2020 Services Provided: City of Kissimmee Annexation Strategic Plan 26 TAB 5 = INSURANCE 27 General Liability Insurance y wscoxwwnutCe coYvrwrwC.puw cmw.rvl HISCDXPRO Yu[vuetiw CanwYNt CEC{AM1M)N! •u�xa .o.va.c.cx...[r.n..u..Yn.:oxwa a.+c...-fm.aw wsw. rc re va• v w.r.....ut n.. o+rxt r. • mFa.c n. s [•_wie Y >..r: ortl.[ nw+sYoc twn[a[.e.ue.n..[ux-nt•siv. �I.Y.0..rOKr 4MI W. uC:s1t`.'lA MANYN "'Jl.tll. w. elt'.M iN t tr[yf.' I✓.O M1Y[J 7tlf LLMv(M [IW� t®t.ti ryw ..r�_�r[��1 W14.r.4tyr'aOIUMMY n. wlrYt tr.+r.OY_�µ' Professional Liability Insurance HIK"wxun CO\!N!Yw 1A xt[ C "n A 1 HISCOX PRO burxnu b Cm[u4ru OECU1R�l10Rx . [pi/LY[1YtwT..[ ep.r�rrar.rrYr. e..r� rTfwrrnrr_ rw. W7 • 9�rY.rbr�U.nlMw.n�iY.r•^w�Nw.Y.M rwr.YVI.M.w[.^ w[Mtl�Mf[T. Y�i w�[�ua Ar. YIY�M iMNrn .V rrw.rP.y<. sv..m T.rf.tl Yr.�� • A•rfV+4Au_rY._. nr.rMlr. s.. [.....-..�..n...r+ Carf[whW.Wntl IYl�[CY[�N.[rNxrtfrtC�fY ticIIIYM1 MOV CY1 luw hruwY Wes. ".-I 28 Automobile Liability Insurance Yvye I HI/. r IJ' SGIt•[PH'AM1[PM1 RJ ^ u CfiC Xft . •. rKe6t M.[4 �.'. +V.c1 IJgt+r �nrnr103q 31•YMSW ')•]IR�b Y•I IwP .. \P f.'r•arPn W •1pR•>IC .•••.. Rnu-w. u. Lr IP:+Ad n qr. X:J gSOV1A W II W NSJQp S. }0101MNSAYIAR lPCAI wkUYST]100XdA110 51AM rs .R COV[MG6 LMRS PIIEYUY ONNGC nwr nH 13's.m5wau.S SCCGW xvs+x 1rPa1 yy YQVy:Aes:. 4.111Olnrmm. etl •.1 ).lr Y�Y✓aJ Y[hl 3•ADIJwWr3JW.0.Our.J•R• 11: 01 P,n•wr. rn.... na r....... Y.xa.P M.eJrrt ,au:.r.rr nsa .n. uwa 4JMefT S[G «.•.••.q•.. n'WOt'\iMYvrS CaVm.Y.• t�1KMGUW R•01 SN� c.lY.. .•• "wirda.131v aarPY rJRw Sa Ryi •wu•Sw.• Mmm�haY'A� lu Jr«.dr•»•x {UPr J.111 ]:o e....R.vrane MbJ TOTAL =, M P re•ur AP b•V `rrl M,. n{v ersr. rnV tlYr e»I ➢A NV n J rrJl�nrq rvJl A J M 4• x•Yr r n Mx pl)• rl(YRNU r.wwaus•+-1.... .,•Yaq. .u.. e: •vm Yr»w• C•.fA. nVV�K •aslM [rrpVvn.wrl ePw 1\ ✓r.'r M I...1•u.\ can 1\ V6Y�n np•• 1•r(/Iwnw P. Jf\ Y Srp 0.1..r W e tYYJ J V �•M 14w Cwn4 xMrt -1•SMM'J �JJ swgpsvm b'I YR»la uV'. r. nrY 95+»e.+l •r �• y)1 I.wlti-MCw TO1Y All ll{.D 1OlH IClS1YYVW 3lJnT 13AI ` IJa Yo•Aer_. 1 rnin.M\�.+. »»r ;J umc mn uu »m waR• SYYIrJ Y, Slmr »:.•.3 wu nu wJ: Pb w.r no m un 5r•J n•u emr•._rr., n»•». r,.r r... r. •Y.rAw c.a Ko••.• bM ••.w•Ga• tiai. Cyber Liability Insurance Saviak Consulting does not currently carry Cyber Liability and has requested an exception in the cover letter. Worker's Compensation Insurance Saviak Consulting is a single -member Limited Liability Company (LLC) and is exempt from this requirement. 29 TAB 6 = FORMS 30 M SEBASTIAN RPP 424-01 HOME OF PEUCAN atANo STRATEGIC PLANNING SERVICES 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: SAV Company Address: �^ /n� Phone No: ( 9l!'�J " t Please tell us how you found out this Request f'or Proposal was released/available (mark all that applies): Indian River Press Journal (TCPalnt) DemmndStarlOevia City of Sebastian Web Site Other (please specijj, below) �. T.,,�RFP #24-01 I FORM HOME OF - RA _ - - -- STTEGIC PLANNING SERVICES IJ 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. One (1) original copy of proposal (bearing original sign Six (6) copies of proposal One (1) electronic copy of proposal (USB) Proposal Checklist - FORM A Contact Information Sheet - FORM B Addenda Acknowledgment - FORM C Transmittal Letter (R%r to Section 2.1) Table of Contents (Refer to Section 2.2) %B•! II %III\it, kGIN1t%,l►(Refer toSections 2.3-1.4) Executive Summary Experience I %it u; 1 i tr1Nc 01 H %NI (RefertoSections2.5) Project Team (include attachments) I W, I I I 11,110ACII(Refer toSections2.6) 1 Detailed project Approach and Philosophy 1 %H w 1- 10 f l 1 H N t I� (Refer to .Sections 2.7) Reference List - FORM D 1 1B P5 1N1, 1 14 % N ( 1 (Referlo.Section 2.8) 1 Proof of Insurance I %H no I tlltvls (ReferioSection 2.9) Proposer's Disclosure - FORM E Document Notification Affidavit -FORM F Sub consultants List - FORM G r(ICI I'kttl'(r�V IIIit -%'II FNNIL()l'I (Refer to.Section2.10) Cost Proposal Signature Page PLEASE ENSURE THE MAILING LABEL IS AFFIXED TO THE SEALED ENVELOPE. IMPORTANT. Failure to submit the requested copies or complete Land submit the required forms may result in submittal being deemed non -responsive and removed from consideration. SEB�ASTIAN RFP I124-01 HOMFOF STRATEGIC PLANNING SERVICES RFP NO.24-01 STRATEGIC PLAN FOR CITY OF SEBASTIAN SIGNATURE PAGE The undersigned, as bidder/proposer. does declare that no other persons other than the proposer herein named has any interest in this proposal or in the contract to be taken, and that it is made without any connection with any other person or persons making a proposal for the same articles, and it is in all respects fair and without collusion or fraud. The undersigned further declares that he/she has carefully examined the specifications and is thoroughly familiar with their provisions and penalties. The proposer proposes and agrees if this proposal is accepted, to contract with the City of Sebastian, Florida, in the form of contract specified, to furnish all the material, equipment, machinery, tools, apparatus, labor, and means of transportation necessary to provide the services as required in the bid/proposal specifications at the slated Lump Sum price. Legal Name of Finn: Sav�iak Consultine LLG Signature: Name (type/print): Josenh Saviak Title: President Address: 5010 Shore Dr City: St. Augustine State: Florida Zip: 32086 Telephone:. (904) 599-5678 Fax No.: None Dale: _ Entail Address: Joerntdrioesaviak.cmn Failure to fully complete sign and submit this Form may result in reieclion of the submittal RFP#24-01 RM STRATEGIC PLANNING SERVICES L CONTACT INFORMATION SHEET RFP NO.: RELEASE DUE DATE: Proposals due on or before 2:00 PM 1)24-01 DATE: Local Time at City of Sebastian 10/19R023 ATTN: Procurement 1225 Main Street Sebastian, Florida 32958 Thursday, November 9.2023 Check Addenda for any revised opening dates before submitting your proposal. Proposal(s) received, after the date and time stated above, will not be opened. CONTACT: Don Wixom, Procurement/Contracts Manager RFP TITLE: STRATEGIC PLANNING SERVICES Firm's Name and "Doing Business As", if applicable: Saviak Consulting LLC Federal Tax Identification Number: 1 / 07 �4,6_ Address: 5010 ShoreDrivc City: St. Augustine State: Florida32086 Zip Code: Telephone No: (904) 599-5678 I Fax No: None E-Mail Address of Authorized Reprcwentulive: Joc(Rdijoesavink.com BID/PROPOSAL CERTIFICATION I certify that I have carefully examined the RFP document and associated documents. including Addenda. accompanying or made a pan of this solicitation. I further certify that all information contained in this bid/proposal is truthful to the best of my knowledge and belief and that I am duly authorized to sutnnit this bid/proposal on behalf of the rum names above and that the firm is ready. willing. and able to perform ifaw•arded. In compliance with this solicitation, and subject to oil conditions herein. I hereby propose and agree to furnish the goods and /or services specified in the RFP at the prices or rates in my bid/proposal and prices will remain Firm for// iodorn incty 90) d s in order to allow the City adequate time to evaluate the hid proposals SiRnatareojAtd6orized Representative oIfanual) Joe Savink Nanre of Authorized Representative (Typed or Printed) President Tide Tne City reserves the right to reject arty and all proposals. or to accept on) proposal or ponion thereof deemed to be in the hest interest of the City and to waive any non -substantial irregularities. Failure to fully complete and submit this Information Sheet mar result in reiecliun of the submittal W TEGIRFP #24-01 FORM NRN`0 °E ""a"� STRAC PLANNING SERVICES ADDENDAACKNOWLEDGEMENT Proposer's Name: Savink Consulting LLC Phone #: 904-599-5678 RFP Title: Strategic Planning Services RFP #: 24-01 Proposer shall indicate below all Addenda received. Acknowledgement confirms receipt and understanding of issued Addenda. Proposer understands that failure to acknowledge any addenda issued may cause their proposal to be considered non -responsive. To confirm the number of addenda (if any), Proposer may contact the Procurement Division at (772) 388.8231. ADDENDDUM 4 DATE" RECEIVED 1 2 3 4 A 6 7 ElNo Addenda was received in connection with this solicitation. Print Preparer's Name: Joe Savink Title: President Signature: /L /' - - Date: ! Failure to fully comnlcle. Bien and submit this Form may result in reiection of the submittal 34 sa RFP N24-01 FORM N01 0r/ eAMtl A`D STRATEGIC PLANNING SERVICES PROPOSER'S DISCLOSURE FORM The undersigned certifies under onth the truth and correctness of all statements and all answers to questions made hereinafter. Additional sheets may be attached if required. Prnposer's Name: Savink Consulting 4LC Address: 5010 Shore Drive. St. Augustine. Fl. 32096 Confect Person: Joc Saviak Title: Pmsi( Phone No.: (904) 599.5679 Email Address: Jocc@@rdrjocsaviak.com Federal Identification No.: This Business is: ( ) An Individual ( ) A Partnership (s) A Corporation Proposer's License No., lfaaalicable: *Attach certifrate of status, competency, and/or stale registration (1) Has your firm or any of its officers, received a reprimand of uny nature or been suspended by the Department of Professional Regulations or any other regulatory agency or professional association within the last rive (5) years? YES El NO a (2) Has your firm, or any member of your firm, been declared in default, terminated or removed from a contact or job related to the services your firm provides in the regular course of business within the last five (5) years? YES NO M (3) Has your firm had against it or filed any request for equitable adjustmeat,contact claims, bid/proposal palest, or litigation in the past rive (5) years that is related to the services your firm pros bles in the regular course of business? YES NO ❑ 0 (4) Describe each affiliation or business relationship with an employee, board member, elected official(s) or an immediate family member of any such person of the City of Sebastian. If none, write NONE. None (5) Describe ANY other affiliation or business relationship that rani coast, it emnnict of interest. If none, write NONE. None If y'es, state the nature of the request for equitable adjustment. contract claim. litigation. or protest. and stoic it brief description of the core. the outcome or status of the suit and the monetury amounts or extended contract time involved. 1 herehy ceri fJ, that all.rlalemen nlnd r•k Ida ud I ogree and undcvslnnd that um• od.sifolernent or misrepresou'dion ark lalaVraann of facts shall be caurc/rrf a94af 9` farther, consideration gfIN, propsid for/lie C'llr gf.Sehaulan. Signature ' Dat6 Failure to fuliv cumulate. idea and submit this Disclosure mute result lit relection of the submittal W ssaae a nuGn nwro RFP #24-01 FORM F STRATEGIC PLANNING SERVICES DOCUMENT NOTIFICATION AFFIDAVIT STATE OF .r"Ifrtf� COUNTYOF I, (. b acknowledge that I have legal outhorimiml (Primecr' mc) to contractually bind \ Q V I `� (Company Name) I acknowledge that as pail of my response to this solicitation I have read and reviewed copies of the following notifications, Section 5: // • Conflict or Interest Disclosure zly1 Drug -Free Workplace Provisions / ���•-- Public Entity Crimes Notification • No Collusions • E-Verify Acknowledgement, Proposer must submit their Comnanv Profile Pope from E-Verifv with their hid/nronnsal. • Immigration Laws Notification • Scrutinized Vendor • No Lobbying Notification • Debarment and Suspension, Pronosermust submit their CommmvProfile Page. from SAM with their bid/nronnsal. City of Sebastian will not make award to parties listed on the government -wide exclusions in the System for Award Management (SAM). 1 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 teats and conditions contained therein are included in the response to this solicitation. The foregoing Affidavit was subscribed and swum to before me this vc' day of f i 1. •kI" . 2023. by t ghl s.: ✓I r' who is personally known to me or who has produced as identification and who did take an oath. No Pu 11L-Nntma: 61NDU"AML (`• NOtal'j'l'L : g turf: 1 — MYCOMM1a 10NA HH 919016 :v f FJ(PIRE6: FedueiY4, 2a77 at LLi Notary ommissso ration: i r. Failure to full• comolete, sign and submit this Affidavit man• result in refection of the submittal 36 SEBASTWN RFP 424-01 tORMi]STRATEGIC PLANNING SERVICES SUB -CONSULTANTS LIST Proposer's Name: Saviak Consulting LLC Phone 0: (904) 599.5678 RFP Title: Strategic Planning Services RFP #: 24-01 NOTE: List all sub-consullants you invited to bid/propose on this project, whether they acre selected or not. If sub -consultants 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 on% proposals if the Proposer names sub -consultants who have 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 sub - consultant in order to make a determination as to the foregoing. Work To Be Company Performed and Contact Telephone Name Percentage of Work Person Number to be Performed 1. Levey Consulting LLC Strategic Planning Richard Levey (407) 4084442 2. Kiefer Prorrssional Services LLC Strategic Planning Lawrence Kiefer (904) 649-7990 6. 1 affirm that Sub -consultants will not be used to complete projects under this agreement. Print Preparer'sNaNammeeJpe�Swav�ink Title: President Signature: l7 l r I Dote: / ` Z y / 3 r Failure to fuliv comnlete. sips and submit this Form may result in resection of the submittal 37 Debarment And Suspension 5.85 The City of Sebastian will not make award to parties listed on the government wide exclusions in the System for Award Management (SAM). Proposer. must submit their Company Profile Page from SAM with their bid/proposal. WHERE THE PROPOSER IS UNABLE TO CERTIFY TO ALL OF THE STATEMENTS ABOVE, PROPOSER SHALL ATTACH AN EXPLANATION TO THIS BID. Savlak Consulting does not typically perform professional services for the federal government and is currently processing the SAM.gov registration. Savlak Consulting LLC does in fact certify that the firm Is not listed under exclusions In the System for Award Management (SAM). Below Is a portion of the alphabetical listing of all excluded firms In the State of Florida, from sarm.gov, showing those firms beginning with the letters "Sa through Se. 0*" kwbe am ttaat Idw tdtt kft tit amtt t ftm edift .mil =Wm Amtt Wadm Ad* Oda" )mtt elm ACU edsfm Ac t O*ft 14 t cdxw Aaet f2aft Aft a&" PAN Moo tart eddw Aft ewasw halt elms+ tattt sift amu an :1tIIIe5vj" W.ft wouft s{ot uft stewWaft au: %vftQiapaott b*daaxaotooa�tt wmawaftaft Sr W"SaftacaL $Wftaho0totltt=q 5ftute"ll "aftuc 16arh&etttY�?dEism�Cd fd+etaiEfi>ldtto�c s�a�e4lEtddattscku t�tsaxtrta�aam�cu sdsnat�Edu�otaoo�cu sotaba+lbs�kallll !m¢fsalmeioe1t,0111M PhR I NkRM OEM= Etta ail! mft sEAlM.�E axe >so Elea 2MUMA cEnoa= Eta sgruvu OHM ow2ft moon m Eta awtm" Ets IMIUM Eta noSX&MR. o amm Ra ti07u tatxORAM&! wwo Eta QaSkb& W ►Niza Et■ ►CIs=1=a" ►lam ft ►Gft=E=W= EM81W Etta poft= na" Etflad= Elea ►Oas=tso2t" OWAM Eta ►slatzalata9Re Etn ►oOMtaai" Eta lS�ta�Qaatl>?mltt. G to Etss+ 1ST $zftatlS * tt. IN in wdmft Ei�attmt R R Itd R Yd R aQl Edo AdvOk2ftot ►ten tOt R M P ,,,0-o Odgltd R Im k AMPAtal too E>h2ftwlad R = Imld flesbm t"w R IN No R = kmanvmk a Ito R 3= haeAtla+ imot Ettieolot R lom ►mEbk*wd o l 14= R W 01990*21ftto VVIM R Wo F P1 I Itimao OWN R aw ►moo E#ieltttl R = EiolborAn fm0o Fullest R Im kM *AW0 ft%= Et 10 / Cb%00* XkOoo Itd R = ftftvAffAW0 Wd R so PMUM UMM �� EEaONalMEEoMaEr MWOF ancla axMI M MW aEaasa9tlMMIA W I arawiote,+mena �aH IMAN-.111 4;.. �Lboe+umeaa um EE7taUa�tstiWl OElnisia vim auawo MUMCI axar�-luxooaaetm m or Ow EEA{al �1.1 . I 1;-..mAEr IMOF I(1= WMAWlctMsetMoatMMOF VIM ff=AXffA0W=WWW01 9NW 0WOFFI aaAaMOW twsx=Eawesea+mtCF=Wa aE♦aoEEEaMUNMOM uta�aa EEaa NAVAMM eta M E= aaaaKNOMMASW WORANtaailsmMaEal MOF N= ffA=vQvM2=WAWWQ1 aEtaaF65002091= vcEam Tattoo at kfth tt,t >*ft t+&ft ttdlab tam %&aft t&%ft %& tt t*& to Mb t W*b tdd* mdb kift tftb Ito o t tit Midot !', Jlc a..,_xlc A la L. lee SralesLmv- re illy = Verffy You're authorized to work! Case Number 20222,13150317GA Congratulations! Self Check confirmed that you are eligible to work in the United States. For more Information on how we were able to confirm your work eligibility, rood below. Work Authorization Details Self Check compared the information you provided to U.S. government records and can confirm that. based on the Information you provided. you are eligible to work in the United States. It you ore hired today by on E Verity participating employer and you LC the some documents and information provided, you will likely be Instantly work authorized when your employer checks your intormation using E- Verity. In the event that you ore not instantly work authorized. please work with your employer to ensure that your Information was entered correctly and, if necessary, follow the step outlined by L Verity to resolve any Issues. This doesn't mean that you are guaranteed to pass through L Verity without issue. A number of things can happen between now and when a future employer checks your information using L-Verity that may c euse you to get a mismatch chose things include name changes, citizenship status changes, expiration of work authorization. or simple dote entry c rror when your employer is entering your information into E Verity. It is important that you kcc p your records up to dote with the government to ensure an accurate employment verification process. 39 $ Print Result OMB Control No.: 1615 0117 • Expiration Dote. 713V24 • Pa-rrwcrk lir dLrtion Act Self Lock My Cases my Verify Rbo..: nil- vcw, Accessibility DI�S Gcrtp�nut:S I tcc darn *0 ln'i,rrnmon Act R.1I LAP AL. DM Privacy Policy Self Check (/• cc o• the InSpcctot Gfn,.l', 1 Iht, Whuc I I ,•c USA Cc, 0 © O Contact mvE-Verify. National Terrorism Advisory System [9] 46 SEBASTIAN tENitMNnl LE1t/1n10M mrTou CITY COUNCIL AGENDA TRANSMITTAL Council Mectine Date: January 10, 2024 Aeenda Item Title: Approval of the City of Sebastian Procurement Evaluation Committee's Ranking of Proposals for Strategic Planning Services and Authorization for the City Manager to Negotiate a Contract and Execute all Contract Documents. Recommendation: Staff recommends that the City Council approve the Evaluation Committee's ranking of firms for performing strategic planning services to Saviak Consulting, LLC. Staff recommends that the City Manager negotiate a satisfactory contract based on the rankings and execute the contract documents. Baclteround: Following the published invitation of RFP 24-01 and submittal of proposals for Strategic Planning Services, the Evaluation Committee met in order to independently score the four firms submitted proposals. The proposed fees ranged from $72,560 to $75,000 and the Evaluation Committee's scores are summarized below: CMA Enterprise 726.0 Local Government Visions 822.5 Analytica 890.7 Saviak Consulting 923.8 The Evaluation Committee voted unanimously to recommend a contract be negotiated in the order listed above. The pricing proposed by Saviak Consulting is $73,500 and $175 per hour should there be a need for additional services. If Ap_ends Item Rea aires Exuenditure of Funds: Total Budget: $75,000.00 Estimated Cost: $73,500.00 Source of Funds: General Fund Attachments: 1. RFP 24-01 Scoring Tabulation 2. Saviak Consulting, LLC Proposal 1 Administrative Services Department Review: ,..,1 City Attorney Review:_ Procurement Division Rem i applicable: + I PP ble:�✓ City Manager Authorization: Brian DI.,. °.&— a`as.e.+m..waa.m� Date: Benton SCORING TABULATION SUMMARY RFP #24-01 STRATEGIC PLANNING SERVICES CMA Analytica Enterprise Local Government Savlak Visions Consulting Brian Benton 284.4 159.5 235.0 289.7 Karen Miller 306.9 307.0 307.5 314.4 Ed Dodd 299.4 259.5 280.0 319.7 Totals 890.7 726.0 822.5 923.8 Exhibit "B" — Original Request for Proposal env Or SE_� " HOME OF PELICAN ISLAND REQUEST FOR PROPOSALS RFP #24-01 STRATEGIC PLANNING SERVICES OFFICE OF THE CITY MANAGER EVENT RELEASE DATE: NON -MANDATORY (ATTENDANCE HIGHLY RECOMMENDED) PRE - SOLICITATION CONFERENCE: QUESTIONS DUE DATE/TIME: DATE Thursday, October 19, 2023 N/A Monday, October 30, 2023 ,,,,,, ,, , T,, , ,, ,, _ Thursday, November 9, 2023 MEETING INTERVIEWS / ORAL PRESENTATIONS 2Na EVALUATION COMMITTEE MEETING RECOMMENDATION OF AWARD — CITY COUNCIL MEETING CONTACT PERSON: MEETING LOCATION & PROPOSAL DELIVERY: ffllt t TBD TBD, If Required TBD, If Required TBD Don Wixon Procurement/Contracts Manager Phone: (772) 388 — 8231 Email: dwixon(acityofsebastian.org City of Sebastian City Hall 1225 Main Street Sebastian, Florida 32958 TIME N/A 2:00 PM Local Time 2:00 PM Local Time 6:00 PM Local Time 2:00 PM Local Time 6:00 PM Local Time *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. RFP #24-01 STRATEGIC PLANNING SERVICES REQUEST FOR PROPOSALS The City of Sebastian is requesting sealed proposals from qualified firms to provide a comprehensive strategic plan for the City of Sebastian. The City's goal is the development of detailed strategic priorities for which the City can strategically pair with budget requests, City -led projects/initiatives, goals and performance measurement and/or management. The strategic planning process must also develop and/or review existing priorities, missions, visions, values, goals and objectives. The Solicitation Opening date and time will be Thursday, November 9, 2023 at 2:00 PM Local Time, at which time all sealed, mailed or physically delivered proposals are due. Provide one (1) clearly marked original. six (6) copies and one (I) electronic cony, marked with the Proposer's name and address, RFP number and title with Solicitation Opening date and time (lower left comer of envelope). NOTE: Only the NAME of the firms who submit a response will be read aloud. 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.citvofsebastian.ore) or DemandStar (www.demandstar.com), or VendorLink (www.vendorlink.com). It will be the sole responsibility of the Proposer to determine if any addenda have been issued prior to submitting a proposal. Questions concerning this RFP should be emailed ONLY to the Procurement/Contracts Manager at dwixon(@citvofkcbas1ia4.ora no later than Monday, October 30, 2023 at 2:00 PM Local Time. 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 erounds for disaualification. Proposals received by the due date and time will be publicly announced at the Solicitation Opening 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 die Citv, and to waive any non -substantial irregularities. 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 or announced. All proposals submitted to the City, even if unopened, during the selection process, become public record unless subject of a valid exemption under Florida or other law. By: Don Wixon Procurement/Contracts Manager Publish: Publication in the Indian River Press Journal Date: Thursday, October 19, 2023 The City of Sebastian supports Equal Opportunity Employment, Fair Housing, Drug Free Workplace and Providing Handicapped Access. Page 2 of 37 RFP #24-01 STRATEGIC PLANNING SERVICES TABLE OF CONTENTS REQUESTFOR PROPOSALS.................................................................................................................2 TABLEOF CONTENTS...........................................................................................................................3 DEFINTIONS..............................................................................................................................................3 SECTION 1 — GENERAL INFORMATION...........................................................................................4 SECTION 2 — PROPOSAL REQUIREMENTS......................................................................................6 SECTION 3 — EVALUATION PROCESS...............................................................................................9 SECTION 4 - INSTRUCTIONS TO PROPOSERS..............................................................................10 SECTION 5 — GENERAL CONDITIONS.............................................................................................14 SECTION6— FORMS..............................................................................................................................23 STATEMENTOF NO RESPONSE....................................................................................................... 24 SOLICIATION INFORMATION FORM..............................................................................................25 MAILINGLABEL.................................................................................................................................26 PROPOSAL CHECKLIST — FORM A.................................................................................................27 CONTACT INFORMATION SHEET — FORM B...............................................................................28 ADDENDA ACKNOWLEDGEMENT — FORM C.............................................................................29 REFERENCELIST —FORM D............................................................................................................30 PROPOSER'S DISCLOSURE —FORM E...........................................................................................31 DOCUMENT NOTIFICATION AFFIDAVIT — FORM F...................................................................32 SUB -CONSULTANTS LIST — FORM G.............................................................................................33 SCOPE OF SERVICES............................................................................................................34 COSTPROPOSAL:..............................................................................................................................36 SIGNATUREPAGE................................................................................................................................37 DEFINTIONS Reauest for Proposals ("RFP"): 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". Proposer or Consultant: 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 Aereement: 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 staled. Shall. Must & Will: Interpreted as mandatory language. Page 3 of 37 RFP #24-01 STRATEGIC PLANNING SERVICES SECTION 1— GENERAL INFORMATION 1.1 SCOPE OF WORK City of Sebastian is requesting sealed proposals from qualified firms to provide a comprehensive strategic plan. The selected consultant will work closely with city elected officials, city staff and community stakeholders to develop a comprehensive strategic plan that will include the following elements: • Vision and Mission: Develop a clear vision and mission that clearly defines where the City wants to be in the future, provides guidance on the purpose of the City and the prioritization of opportunities. • Identify key organizational priorities and strategies for the City of Sebastian • Strategic Results: Identifies the outcomes that the City aims to achieve. • Strategic Initiatives and Metrics: These are the To -Do lists for City staff and gives direction on how resources are used to support these initiatives. These may vary from year to year. • Departmental Programs & Services with Metrics: Identifies the initiatives within each Department and what programs/services need to be provided to support the Strategic Initiatives. • Implementation Action Plan: Develop an action plan including specific strategies, timelines, and performance indicators for achieving the City's goals and objectives. The plan will be a management tool, the blueprint for carving out the strategic plan. It will contain detailed steps toward ensuring that the goals and strategies are achieved. It will provide the framework for determining specific timelines, assignments, and resources allocation. It will also be used to monitor strategic plan progress. This can be a component of the Strategic Plan itself or separate document based upon the recommendation of the consultant. • Installation into the Operating Budget and CIP: Identify the best path for the City to implement their strategic plan into the operating budget and CIP to effectively pair together. • Performance Measures: Develop a set of performance measures to track progress and evaluate the success of the strategic plan. These can be reassessed periodically and/or at yearly intervals suggested by the consultant. Page 4 of 37 S��►V HONE Of PELICAN ISLAND RFP #24-01 STRATEGIC PLANNING SERVICES 1.2 MINIMUM REOUIREMENTS Each firm must satisfy the minimum requirements specified herein to be considered for this solicitation. Firms that do not meet the minimum requirements as determined by the City, at its sole discretion, will be deemed non -responsive and not considered for award. All decisions made by the City are final. All Proposers must: I. Have a staffed office in Florida; and 2. Be registered with the State of Florida, Division of corporations to do business in Florida; and 3. Provide a copy of all licenses as required by the State of Florida; and 4. Consultant shall have at least five (5) years of experience in working with municipalities in developing strategic plans and associated documents; and 5. Successfully implemented at least five (5) strategic plans of similar size, type and complexity within the last five (5) years. 1.3 AGREEMENT TERM AND RENEWALS The City seeks a Consultant who will provide excellent directed results, timely completion and adhere to the schedule. This RFP will result in an agreement for the completion of the scope of work described herein for the total lump sum price. The City desires for this work to be completed within six (6) months but may consider additional time with adequate progress and sufficient justification to extend the term for an additional six (6) additional month period. The City also desires for the Consultant to commit staff for the purpose of assisting City staff and monitoring the implementation of the resulting work for an additional one (1) year period. NOTE: The City, at its sole discretion, reserves the right, to exercise an option to extend the term up to six (6) months to allow completion of the work and exercise a one (1) year renewal option to assist City staff monitor the implementation. END OF SECTION Page 5 of 37 FP #24-01 b t tcA t tuil, rLArvrvttvu SERVICES SECTION 2 — PROPOSAL FORMAT AND REQUIREMENTS The Proposal shall be limited to no more than twentv-five (25) Dages (Not including the required forms listed in Section 6 or the Required Tabs). Anv responses exceeding twentv-five (25) napes. not including the required forms or tabs. will be considered non- resnonsive and not considered for award. 2.1 TRANSMITTAL LETTER Proposer shall submit a letter of interest signed by an authorized representative to contractually obligate and bind the firm. The Proposer or authorized representative is attesting that the information provided is current and factual. The letter shall include: • Date • Legal Name and address of proposer • Name of Contact Person, telephone number and email address • Proposer's federal taxpayer identification number • Confirmation of firm meeting all minimum requirements listed in Section 1.2 2.2 TABLE OF CONTENTS Include a clear identification of the material by providing a page number. NOTE: Tabs/dividers are required to separate and oremize vour submittal information. TAB #1 — FIRM BACKGROUND (25 POINTS) 2.3 EXECUTIVE SUMMARY Proposer shall provide a brief summary of their firm, which should include but is not limited to: • Firm's legal name (former name, if applicable) • Company history, length of existence, & business structure • Location(s), identify office locations in Florida if various locations • Total number of personnel • Type of ownership, if applicable (small business, small disadvantaged business or women - owned business) • List all past issues or lawsuits in which the ftnn has been named within the last five (5) years, and include status 2.4 EXPERIENCE Proposers shall describe their experience and success with Strategic Planning and coordination within the last five (5) years that are similar to the Services herein. Proposers shall address each snecification and criteria listed in the RFP and how the oroDoser will comply with their relevant experience. Page 6 of 37 RFP #24-01 HOME OF PEWAN 6UND STRATEGIC PLANNING SERVICES 7'AB #2—OUALIFICATIONS OF TEAM (20 POINTS) 2.5 PROJECT TEAM (KNOWLEDGE OF MUNICIPAL GOVERNMENT INDUSTRY) Proposers shall specifically list the proposed team to carry out the services defined herein. Include qualifications, experience, resumes and knowledge of working with municipalities in the areas of strategic planning and coordination for those listed as the proposed team. Limited to one (1) page per team member. NOTE: An organizational chart is recommended. TAB #3 — DETAILED PROJECT APPROACH (30 POINTS) 2.6 DETAILED PROJECT APPROACH AND PHILOSOPHY Provide your detailed approach on this project and your philosophy. TAB #4 — REFERENCES (5 POINTS) 2.7 REFERENCES Use Form D to list five (5) client references in which Strategic Planning services were provided within the last five (5) years. • At least three (3) of these references should be government entities with a minimum of 150 or more employees. NOTE: The City will send Reference Check Surveys via email to the references provided. If the contact information is incorrect or the provided reference does not respond by the deadline date included in the email, the firm will lose points for this criterion. TAB #5 — INSURANCE 2.8 INSURANCE A Certificate of Insurance is reeluired in the nr000sal. NOTE: All liability insuranct policies shall name and endorse the following as additional insured(s): the City of Sebastian and its City Council members, officers, employees and agents. The following insurance should be obtain and maintain, during the term of this agreement: General Liability insurance: Not less than $1,000,000 Combined Single Limit per each occurrence Professional Liability Not less than $1,000,000 per each occurrence, (Errors & Omissions): covering any damages caused by an error, omission or any negligent acts. Cyber Liability: Not less than $1,000,000 per each occurrence, covering any damages arising from alteration of, loss of, or destruction of electronic data and/or information "property" of the City. Automobile Liability: Not less than $500,000 Combined Single Limit. Worker's Compensation: In accordance with Florida Statutes 440, maintain worker's compensation insurance to the extent required by law for all their employees to be engaged in work under this contract. Page 7 of 37 .T.l HONE OF PELICAN ISLAND TAB #6 - FORMS RFP #24-01 STRATEGIC PLANNING SERVICES 2.9 FORMS All Fortes required by the RFP shall be fully executed by the Proposer and submitted. Refer to Section 6. COST PROPOSAL (20 POINTS) 2.10 COST PROPOSAL Provide Cost Proposal in a separate envelope Labeled RFP #24-01 Cost Proposal. END OF SECTION Page 8 of 37 m. gEBAs7IAN RFP #24-01 HOME OE PEHCAN ISLAND STRATEGIC PLANNING SERVICES SECTION 3 — EVALUATION PROCESS 3.1 EVALUATION CRITERIA 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 the criteria. CRITERIA POSSIBLE POINTS Tab #2 — Qualifications of Team 20 Tab #3 — Detailed Project Approach and Philosophy 30 tab #4 - References 5 Cost Proposal 20 Points for this criterion will be awarded usine the followine formula: Lowest Proposed Amount _ Proposed Amount X 20 MAXIMUM POSSIBLE POINTS 100 �TBEIWBE/DBE Business (only used in the event for a tie to the 5 i hest total oints) 3.2 PHASE 1 - EVALUATION OF PROPOSALS 3.2.1 All proposals submitted on time will first be reviewed by the Procurement Division to determine responsiveness. The City reserves the right to reject any proposals deemed as not responsive. The City reserves the right to waive immaterial irregularities in proposals if in the best interest of the City. 3.2.2 The Evaluation Committee, in accordance with Florida Statute 218.391, will evaluate the proposals. Phase 1 ranking will be made based solely on the information included in the proposal. The Evaluation Committee reserves the right to create a "Short List" of the top - ranked firms or to negotiate with the highest ranked firm. The Evaluation Committee may request interviews/oral presentations (Phase 2) from "Short List" firms. 3.3 PHASE 2 - EVALUATION OF ORAL PRESENTATION. if aoolicable As determined by the Evaluation Committee, top -ranked Proposers can be shortlisted and invited to give an oral presentation to clarify or elaborate on their proposal. The oral Presentation will be worth fiftv (50) points. Snecifmc criteria will be provided to the shortlisted Proposer's based on the information of interest by the Evaluation Committee. Scores from the evaluation of the proposals and oral presentations will be separate and not combined. 3.4 AWARD This RFP will generally be awarded to the most responsive and responsible Proposer who scores the highest number of points; however, the City reserves the right to award to whomever they wish, or 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 Citv. END OF SECTION Page 9 of 37 r� T RFP #24-01 HOME OF PEDCAN ISLAND _. _.._._.. _. _. STRATEGIC PLANNING SERVICES SECTION 4 - INSTRUCTIONS TO PROPOSERS 4.1 CONE OF SILENCE Potential Proposers shall not communicate in any way with City staff or the City Council other than the primary contact listed herein. Such communication may result in disqualification. This restriction shall be effective from the time of advertisement until an award is made by the City Council unless otherwise directed by the City Council. 4.2 REOUIRED COPIES One (1) clearly marked original, six (6) copies and one (1) electronic copy of the proposal shall be submitted. Please refer to the Proposal Checklist (Form A) for guidance on all requirements. 4.3 SEALED BIDS/PROPOSALS 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 solicitation opening date and time. The Proposal shall be submitted no later than the Solicitation Opening date and time mentioned on the Request for Proposals. The City will not be responsible for opening any proposals that are not clearly marked. 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. Proposals shall be submitted to Citv Hall. 1225 Main Street Sebastian. FL 32958. Proposals that are submitted to other locations or delivered to the wrons location may not be considered. It shall be the sole resnonsibility of the nronoser to ensure their Drouosal is at the proper location and at the time snecified in the nronosal documents. 4.4 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 this Request for Proposal. However, proposals may be withdrawn by fax or email, provided that such notices are received prior to the Solicitation Opening date and time and confirmed by a telephone call. 4.5 LATE PROPOSALS Late proposals will not be opened or announced. All proposals submitted to the City, even if unopened, during the selection process, become public record unless subject of a valid exemption under Florida or other law. 4.6 SOLICITATION OPENING Proposers are welcome to attend the solicitation opening; however, attendance is not mandatory. Proposals shall be opened and publicly announced on the date, time and location specified on the Request for Proposals, unless otherwise stated in the form of an addendum. 4.7 ADDENDA Addenda may be issued in response to any inquiry received by the Question/Answer deadline date and time specified herein or to provide revisions, additions, deletions, clarification, etc. Addenda 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. It is the Proposer's responsibility to ensure receipt of all addenda and acknowledge all addenda issued. Where there appears to be a conflict between Solicitation and any addenda, the last addendum issued shall prevail. Page 10 of 37 RFP #24-01 HOME OF PELICAN 15" STRATEGIC PLANNING SERVICES 4.8 REJECTION OF PROPOSALS The City reserves the right to reject any and all proposals, 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. 4.9 PROPOSAL 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 ninetv (90) days from the solicitation opening date. Such unit prices, terms and conditions shall remain firm for the contract period. 4.10 CORRECTIONS, CANCELLATION. & WITHDRAWAL Proposers may be asked to provide further information after the solicitation opening to determine the responsibility of the vendor. 4.10.1 Waiver of Technicality: Information shall not be considered after the bid/proposal 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/proposal. A minor or non -substantive lack of conformity may be considered a technicality or irregularity which may be waived by the City. 4.10.2 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. 4.10.3 Cancellation or Postponement: The City may cancel or postpose the solicitation opening or cancel the RFP in its entirety prior to award. 4.10.4 Withdrawal: Prior to any published bid/proposal opening date and time, a Proposer may withdraw his or her Proposal in writing. A fax or email is permitted for this purpose, provided it is confirmed by a telephone call. 4.10.5 Amendments: Prior to the published Solicitation Opening date and time, a Proposer may amend the Proposal provided that it is in writing, in a sealed envelope, and identified. 4.11 RFP 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 is 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, Vendorl-ink and DemandStar. 4.12 CONFIDENTIAL INFORMATION Pursuant to section 1 19.071, 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. Page 11 of 37 RFP #24-01 40ME OF PnICAN IRAW STRATEGIC PLANNING SERVICES 4.13 PROPOSAL EXAMINATION In accordance with Chapter 119, Florida Statutes, solicitation 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 solicitation 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. 4.14 COST LIABILITY The Proposer shall bear all costs associated with submitting the proposal, including but not limited to preparation, site visitation, presentation and any travel connected with submittal of the Proposal. The City shall not be liable for any costs associated with Proposal preparation, pre- judgment interest, or lost profits. 4.15 INVESTIGATION OF CONDITIONS AFFECTING OPERATIONS Before submitting a proposal, each Proposer shall make all investigations and examinations necessary to ascertain conditions and requirements of the Request for Proposal. Failure to make investigations and examinations shall not relieve the successful Proposer from the obligation to comply in every detail with all provisions and requirements of the RFP nor shall it be a basis for any claim whatsoever for alteration in any tern of or payment required by the Purchase Order or any subsequent Contract. 4.16 COPYRIGHTS The parties want to ensure that the City has the ability to obtain copyrights, trademarks, service marks, etc, on the items created as part of this contract. Consultant agrees that any work prepared I'or the City which is eligible for copyright protection in the United States or elsewhere shall be work made for hire as a commissioned work. If any such work is deemed for any reason not to be work made for hire, Consultant assigns all right, title and interest in the copyright in such work, included but not limited to copyrights in text, two-dimensional and three-dimensional representations or animations, and all extensions and renewals thereof, to the City, and agrees to provide all assistance reasonably requested by the City in the establishment, preservation and enforcement of its copyright in such work, such assistance to be provided at the City's expense but without additional compensation to Consultant. Consultant agrees to waive all artist's rights and moral rights under Federal, State or International law, relating to the work developed or produced, including without limitation any and all rights of identification of authorship and any and all rights of approval, restriction or limitation on use of subsequent modification. 4.17 OUT OF STATE VENDORS Pursuant to Fla. Stat. §607.1503, a foreign corporation should register with the State of Florida to transact business in the State of Florida. A link to the Florida Division of Corporations' website has been provided for convenience httt)s://dos.myflorida.com/sunbiz/ 4.18 FAMILIARITY WITH LAWS The Proposer shall be familiar with all federal, state, and local laws, ordinances, codes, rules, and regulations that may in any way affect this RFP and Proposer's Proposal. Lack of knowledge on the part of the Proposer shall in no way relieve Proposer from responsibility. Page 12 of37 RFP #24-01 STRATEGIC PLANNING SERVICES 4.19 SELLING. TRANSFERRING OR ASSIGNING RESPONSIBILITIES The Consultant shall not sell, transfer or assign the performance required by this RFP without the prior written consent of the City. Any award issued pursuant to this RFP and the monies which may become due hereunder are not assignable, unless the prior written approval of the City is obtained. 4.20 LIENS FOR MATERIALS AND SUBCONSULTANTS The awarded Consultant agrees to ensure that no liens for materials or materialmen shall exist upon completion of the Project and that all sub consultants have received payment for services due relating to the Project and indemnify City for same. END OF SECTION Page 13 of37 RFP #24-01 ACNE OF PELICAN aEA KF STRATEGIC PLANNING SERVICES SECTION 5 — GENERAL CONDITIONS 5.1 CONFLICT OF INTEREST Contract Award is subject to provisions of State Statutes and City Ordinances. All Proposers must disclose any conflict of interest with their proposal, including the name of any employee, board member or elected official(s) of the City of Sebastian. Further, all proposals must disclose the name of any City employee or Council member, who owns, directly or indirectly, an interest of five percent (5%) 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. 5.2 OUESTIONS AND/OR REOUESTS 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 dwixon0a)citvofsebastian.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 Proposals 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.citvofsebastian.ore) and DemandStar (www.demandstar.com), and VendorLink (www.vendorlink.com). It shall be the Proposer's sole responsibility to assure receipt of all (if any) Addenda. 5.3 EXCEPTIONS TO SPECIFICATIONS Request for exceptions to the specifications shall be listed in the proposal and shall reference the section. Any exceptions to the material in this document may be cause for the proposal to be considered non -responsive. 5.4 SUBCONSULTANTS AND EMPLOYEES The Proposer is required to identify any and all Sub -consultants and/or suppliers that will be used in the performance of the proposed Agreement and to clearly identify in their proposal the percentages of Work to be performed by their Sub -consultants. 5.5 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 or terms of the submission by giving a Proposer an advantage or benefit not enjoyed by other Proposers. 5.5.LIn no event will any such elections by the City be deemed to be a waiving of the required criteria for the requested services. 5.5.2.The Proposer who is selected for the Project will be required to fully comply with the Project criteria, regardless that the Solicitation may have been based on a variation. Page 14 of37 RFP #24-01 STRATEGIC PLANNING SERVICES 5.5.3.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. 5.6 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. 5.7 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. 5.8 DEBARMENT AND SUSPENSION Proposer certifies to the best of its knowledee and belief that it and its principals: 5.81 Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency; .5.82 Have not within a three-year period preceding this application been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or Local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; 5.93 Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and 5.84 Have not within a three-year period preceding this application had one or more public transactions (Federal, State or local) terminated for cause or default. 5.85 The Citv of Sebastian will not make award to parties listed on the Rovernment wide exclusions in the Svstem for Award Manaeement (SAM). Proposer must submit their Companv Profile Paae from SAM with their bidlorovosal. WHERE THE PROPOSER IS UNABLE TO CERTIFY TO ALL OF THE STATEMENTS ABOVE, PROPOSER SHALL ATTACH AN EXPLANATION TO THIS BID. 5.9 COUNCIL MEETING The awarded Proposer must be available to attend City Council meetings, when requested or required. The 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 recommendation of award, but attendance is welcome. The date and time of the City Council meeting will be publicly noticed. 5.10 NOTICE TO PROCEED The Proposer 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 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. 5.11 ZEDOD OF PAYMENT 5.11.1. Florida Prompt Pavment Act Payment shall be made in accordance with Section 218, Part Vll of the Florida Statutes. Page 15 of37 RFP #24-01 STRATEGIC PLANNING SERVICES 5.12 SALES TAX Although the City of Sebastian is exempt from Federal and State Sales and Use taxes, 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 Vendor be authorized to use the City's Tax Exemption Number in securing such materials. 5.13 TERMINATION FOR CAUSE OR CONVENIENCE The agreement resulting from this RFP can be terminated immediately for cause if Consultant is found to have failed to perform services in a manner satisfactory to the City; or for convenience upon thirty (30) days' written notice to the Consultant. In the event of either termination, the Proposer shall be compensated for all services performed to the City's satisfaction. The City shall be sole judge of non-performance. 5.14 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/proposing, the Bidder/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. 5.15 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, consultants, or contractors who discriminate on those protected by state and federal law. Through the course of providing services to the City, Proposers 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. 5.16 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. 5.17 E-VERIFY In accordance with State of Florida, Office of the Governor, Executive Order I1-116 (superseding Executive Order 11-02; Certification of Employment Status), in the event performance of this Agreement is or will be funded using state or federal funds, the Consultant/Proposer 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 sub consultant performing work or providing Page 16 of37 RFP #24-01 STRATEGIC PLANNING SERVICES services pursuant to the Contract to likewise utilize E-Verify to verify the employment eligibility of all new employees hired by the sub consultant 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: htty://www/dhs.eov/E-Verifv. Proposer must submit their Comuanv Profile Pace from E-Verifv with their bid/oronosal. 5.18 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/proposal 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 CONSULTANT/CONTRACTOR/PROPOSER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONSULTANT'S/CONTRACTOR'S/PROPOSER'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT JEANETTE WILLIAMS, THE CUSTODIAN OF PUBLIC RECORDS AT 772-388-8215 / EMAIL jwilliams(a,citvofsebastian.org CITY OF SEBASTAIN, 1225 MAIN STREET, SEBASTIAN, FLORIDA 32958. 5.19 PROTEST PROCEDURE Any actual or prospective bidder/proposer or Bidder/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/Proposer knows or should have known of the facts giving rise to the protest. Failure of the Bidder/Proposer to file a timely formal written protest within the time specified shall constitute a waiver by the Bidder/Proposer of all rights to Protest. The formal written Protest shall provide documentation which shall specify in detail the nature of the grievance and the grounds upon which any relief, modification, or change is based. 5.19.1 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 originating department, the City Attorney or any other person or entity deemed necessary, 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. 5.19.2 Administrative Review — If the protestor disagrees with the decision of the Procurement/Contracts Manager, the protestor may appeal the decision to the City Manager, provided written notice of such appeal shall be submitted by the protestor to the Page 17 of 37 I: M— : , W Procurement/Contracts Manager within seven award. Any appeal of the decision by the City other appropriate administrative or legal body. STRATEGIC PLANNING SERVICES (7) calendar days of receipt of the decision to Manager shall be heard by the City Council or 5.19.3 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. 5.20 INDEMNIFICATION/HOLD HARMLESS The Proposer/Consultant shall indemnify, defend, and hold harmless the City, and its officers and employees, from all claims, demands, liabilities, damages, losses, and costs, including, but not limited to, reasonable attorneys' fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Proposer/Consultant and other persons employed or utilized by the Proposer/Consultant in the performance of the agreement; regardless of the negligence of the indemnitee or its officers, directors, agents, or employees. However, such indemnification shall not include claims of, or damages resulting from, gross negligence, or willful, wanton or intentional misconduct of the indemnitee or its officers, directors, agents or employees. Upon request of the City, the Proposer/Consultant shall, at no cost or expense to the City, indemnify and hold the City harmless of any suit asserting a claim for any loss, damage or liability specified above, and Proposer/Consultant shall pay any cost and reasonable attorneys' fees that may be incurred by the City in connection with any such claim or suit or in enforcing the indemnity granted above. Nothing in this agreement shall be construed as the City waiving its sovereign immunity pursuant to 768.28, et seq., Florida Statutes, or any other sovereign or governmental immunity. This nrovision shall survive the termination of this bid/or000sal. 5.21 NO LOBBYING All Bidders/Proposers and its officers, partners, owners, agents, representatives, employees or parties in interest are hereby placed on notice that any communication, whether written or oral, with City elected officials or any other staff or outside individuals working with the City in respect to this request (with exception of the Procurement Division personnel designated to receive requests for interpretation or corrections) is prohibited. These persons shall not be lobbied, either individually or collectively, regarding any request for bids/proposals, qualifications and/or any other solicitations released by the City. To do so is grounds for immediate disqualification from the selection process. The selection process is not considered final until such time as the City, Mayor, and City Council have made a final and conclusive determination. 5.22 NO COLLUSION Bidder/Proposer and its officers, partners, owners, agents, representatives, employees or parties in interest, swears and attests that it is fully informed respecting the preparation and contents of the attached Bid/Proposal, and of all pertinent circumstances respecting the provision of the goods or services to the City, the Bid, or offer being made is genuine and is not collusive or a sham. By submitting a Bid/Proposal, Bidder/Proposer certifies that all information contained in the Bid/Proposal is truthful to the best of their knowledge and belief. Bidder/Proposer further certifies, under oath, that this Bid/Proposal is made without any colluded, conspired, connived or agreed, directly or indirectly, with any other firm, person or corporation responding to this solicitation for the same product or service. Bidder/Proposer further certifies that Bidder/Proposer has not divulged discussed, or compared this Bid/Proposal with other Bids/Proposals and has not colluded with any other Bidder/Proposer or parties to the Bid/Proposal. Any violation of this Page 18 of 37 RFP #24-01 STRATEGIC PLANNING SERVICES provision will result in the cancellation and/or return of Bidder's/Proposer's materials (as applicable) and the removal of the Bid/Proposal from the list(s). 5.23 IMMIGRATION LAWS The City will not intentionally award City contracts to any Film who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in an 8 U.S.C. Section 1324 a(e) (Section 274A (e) of the Immigration and Nationality Act ("INA"). Refer to E-Verify Acknowledgment in solicitation documents. 5.24 DRUG -FREE WORKPLACE In accordance with Florida Statute Section 287.087, Bidder/Proposer/Consultant certifies the following: 5.24.1 A written statement is published notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace named above and specifying actions that will be taken against violations of such prohibition. 5.24.2 Employees are informed about the dangers of drug abuse in the work place, the Bidder's/Proposer's/Consultant's policy of maintaining a drug free working environment, and available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug use violations. 5.24.3 Employees are notified that as a condition of working on the commodities or contractual services being solicited, they will notify the employer of any conviction of, plea of guilty or nolo contendere to, any violation of Chapter 893, or of any controlled substance law of the State of Florida or the United States, for a violation occurring in the work place, no later than five (5) days after such conviction, and requires employees to sign copies of such written statement to acknowledge their receipt. 5.24.4 The Bidder/Proposer/Consultant imposes a sanction, or requires 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. 5.24.5 Makes a good faith effort to continue to maintain a drug free work place through the Implementation of the drug free workplace program. 5.25 PUBLIC ENTITY CRIMES 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, involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation. "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 crime, 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. "Affiliate" as defined in Paragraph 287.133 (1) (a). Florida Statutes, means: 1.10.1. A predecessor or successor of a person or a corporation convicted of a public entity crime, or 1.10.2. 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, or 1.10.3. Those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate, or Page 19 of37 RFP #24-01 STRATEGIC PLANNING SERVICES 1.10.4. A person or corporation who knowingly entered into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months. BIDDER/PROPOSER CERTIFIES THAT NEITHER THE ENTITY PROPOSING, NOR ANY OF ITS 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. WHERE THE BIDDERIPROPOSER IS UNABLE TO CERTIFY TO ALL OF THE STATEMENT ABOVE, BIDDER/PROPOSER SHALL ATTACH AN EXPLANATION TO THIS BID/PROPOSAL. 5.26 LOCAL VENDOR PREFERENCE Effective October 14, 2009, City of Sebastian adopted a local vendor preference reference, Ordinance No. 09-13 as set forth below: 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 Total 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 firm in a proposal or bid/proposal 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/proposal. The city shall give such preference to local area businesses in the following manner: Page 20 of 37 RFP #24-01 STRATEGIC PLANNING SERVICES (1) Competitive bid/proposal. Each formal competitive bid/proposal solicitation shall clearly identify how the price order of the bids/proposals received will be evaluated and determined. When a qualified and responsive nonlocal business submits the lowest price bid/proposal, and the lowest bid/proposal submitted by a qualified and responsive local area business is within five percent of the lowest bid/proposal, then the lowest bidding/proposing local area business shall have the opportunity to submit an offer to match the price submitted by the lowest nonlocal area business BIDDER/PROPOSER. Within five working days after the posting of the qualified and responsive bids/proposals, any local area business that has submitted a qualified and responsive bid/proposal within five percent of the lowest bid/proposal by a nonlocal area business, and that wants the opportunity to match the lowest bid/proposal, shall submit a written offer to match the lowest bid/proposal. If the lowest local area business submits an offer that matches the lowest bid/proposal submitted, then the award shall be made to such local business. If the lowest local area business BIDDER/PROPOSER declines or is unable to match the lowest bids/proposals, then the option to do so moves to the next qualified and responsive local area business if its bid/proposal is within five percent of the lowest bids/proposals, and it is a qualified and responsive BIDDER/PROPOSER. If the lowest bid/proposal is submitted by a qualified and responsive local area business, there is no local vendor preference. If a qualified and responsive local area business accepts the opportunity to match the lowest bid/proposal of a nonlocal area business and that bid/proposal is based on unit price bid/proposal items and estimated quantities, then the unit prices for all bid/proposal items shall be reduced in proportion to the reduction in the local area business's total bid/proposal amount required to match the lowest total bid/proposal. (2) Ties. In the event of any tic in the final bid/proposal price between a qualified and responsive 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 police. 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 Page 21 of 37 W- RFP #24-01 nr" 5LW STRATEGIC PLANNING SERVICES (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/proposal submitted by a qualified and responsive nonlocal area business and the lowest bid/proposal submitted by a qualified and responsive local area business is greater than $25,000.00; or (6) Where all bids/proposals are rejected. (e) Waiver of the application Jor 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/proposal. 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 qualification. 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/proposals 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) Adaini.rtration of local preference police. 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 22 of 37 111 So A - HONE Of PELICAN WAND RFP #24-01 STRATEGIC PLANNING SERVICES SECTION 6 — FORMS Page 23 of 37 ,. SEBASTIAN - RFP #24-01 HOME OF PELICAN ISMD STRATEGIC PLANNING SERVICES STATEMENT OF NO RESPONSE If your firm does not intend on submitting a proposal, please complete and return this form prior to the Solicitation Opening date shown herein. Return by email (dwixon(akitvofsebastian.ore) or by mail to: CITY OF SEBASTIAN ATTN:PROCUREMENT 1225 MAIN STREET SEBASTIAN, FLORIDA 32958 Company Name: Company Address: Phone Number: Ole are not responding to RFP #24-01 Strategic Plannine Services for the following reason(s) (mark all that applies): Do not offer Ilse goods) or service(s) required Our schedule would not permit us to perform responsibly Unable to meet specifrcationsAcope of services Unable to meet minimum requirements Insufficient time allowed for preparation of response Project/Budget too small Specifications unclear — too vague, rigid, etc. (please explain below) Other (please specify below) rk'Wrr;rc�K9 Signature Print Name / Title Date Page 24 of37 RFP #24-01 STRATEGIC PLANNING SERVICES 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 (TCPahn) DemandStarlOnvia City of Sebastian Web Site Other (please specift' below) Page 25 of 37 RFP #24-01 STRATEGIC PLANNING SERVICES MAILING LABEL Cut along the outer border and affix this label to the scaled envelope to identify it as a Sealed Solicitation Submittal. SEALED RFP • DO NOT OPEN SOLICITATION M KFP #24-01 SOLICITATION Strategic Planning Services TITLE: DUE DATEMME: Thursday, November 9, 2023 @ 2:00 PM Local Time 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 26 of37 RFP #24-01 FORM A rnrr3 STRATEGIC PLANNING SERVICES 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. I I une (t) ongmal copy of proposal (beanng Six (6) copies of proposal One (1) electronic copy of proposal (USB) Proposal Checklist — FORM A Contact Information Sheet — FORM B Addenda Acknowledgment —FORM C Transmittal Letter (Refer to Section 2.1) Table of Contents (Refer to Section 2.2) TAB #1 — FIRM BACKGROUND (Refer to Sections 2.3 — 2.4) Executive Summary Experience TAB #2 — QUALIFICATIONS OF TEAM (Refer to Sections 2.5) Project Team (include attachments) TAB #3 — DETAILED PROJECT APPROACH (Refer to Sections 2.6) Detailed Project Approach and Philosophy TAB #4 — REFERENCES (Refer to Sections 1.7) 1 Reference List — FORM D TAB #5 — INSURANCE (Refer to Section 2.8) Proof of Insurance TAB #6 — FORMS (Refer to Section 2.9) 1 Proposer's Disclosure — FORM E Document Notification Affidavit - FORM F auu cunsunams i ist - rvrciri v COST PROPOSAL — SEPARATE ENVELOPE (Refer to Section 2.10) Cost Proposal Signature Page PLEASE ENSURE THE MAILING LABEL IS AFFIXED TO THE SEALED ENVELOPE. 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 27 of 37 �T �l HOME OF PELICAN ISIAEA RFP #24-01 I FORM B STRATEGIC PLANNING SERVICES CONTACT INFORMATION SHEET RFP NO.: RELEASE CONTACT: DUE DATE: Proposals due on or before 2:00 PM #24-01 DATE: Don Wixon, Local Time at City of Sebastian 10/19/2023 ATTN: Procurement Procurement/Contracts 1225 Main Street Manager Sebastian, Florida 32958 Thursday, November 9, 2023 RFP TITLE: Check Addenda for any revised opening dates STRATEGIC PLANNING SERVICES before submitting your proposal. Proposal(s) received, after the date and time stated above, will not be opened. Firm's Name and "Doing Business As", if applicable: Federal Tax Identification Number: Address: City: State: Zip Code: Telephone No: I Fax No: E-Mail Address of Authorized Representative: BID/PROPOSAL CERTIFICATION I certify that I have carefully examined the RFP document and associated documents, including Addenda, accompanying or made a part of this solicitation. l further certify that all information contained in this bid/proposal is truthful to the best of my knowledge and belief and that I am duly authorized to submit this bid/proposal on behalf of the firm names above and that the firm is ready, willing, and able to perform if awarded. In compliance with this solicitation, and subject to all conditions herein, 1 hereby propose and agree to furnish the goods and /or services specified in the RFP at the prices or rates in my bid/proposal and prices will remain firm for a period of ninety (90) days in order to allow the City adequate time to evaluate the bid/proposals Signature of Authorized Representative (Manual) Name of Authorized Representative (Tjned or Printed) Title 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 Citv, and to waive any non -substantial irregularities. Failure to fully complete and submit this Information Sheet may result in resection of the submittal Page 28 of 37 RFP #24-01 FORM C :�I Y :7:M Y Xtrl Cal � 1I•\ ►1 �1 I ►[s>�� �l :ar/ i y �I.Yf� ADDENDA ACKNOWLEDGEMENT Proposer's Name: Phone #: RFP Title: Strategic Planning Services RFP #: 24-01 Proposer shall indicate below all Addenda received. Acknowledgement confirms receipt and understanding of issued Addenda. Proposer understands that failure to acknowledge any addenda issued may cause their proposal to be considered non -responsive. To confirm the number of addenda (if any), Proposer may contact the Procurement Division at (772) 388-8231. N Print Preparer's Name: Signature: ADDENDDUM# DATE RECEIVED Fi No Addenda was received in connection with this solicitation. Title: Date: Failure to fully complete. sien and submit this Form may result in reiection of the submittal Page 29 of 37 Mk, M HOME OF PELICAN ISLAND Proposer's Name: RFP #24-01 STRATEGIC PLANNING SERVICES REFERENCE LIST List a minimum of five (5) client references in which Strategic Planning services were provided within the last five (5) years. At least three Q of these references should be government entities with 150 or more employees. Reference #1 Company Name; %9JJ�1Jli I1�, Stated P941.40 ;fpgn: Contact ,Eumber; Eiq0,Addrj!,ss: Da_gp NT Sqvicc: Services Prodded: Reference #2 Company Name: Location (0tv, State): Cmi(aft Pgf�sTn: I Contact i um er: k;gpil Adoye$s; Dates of$flrlfei_.. ( _.- Services Provided: Reference #3 Company Name: Location (City, State IP?n(pt PersVp "1��N�`I�' nw: �Wat A(I���13' Dates of Servirp Services Provided: IteiesLate ik Comgpy Name; Location (City, State): 'CRPOV ftom Contact N,ymber: Email Address: Poo,o( vitffi Services rcvEr),f,0,, Reference #5 Com an j (nei Location Z1� tateq; pla;1r��iQi �l 'N",m : �gsrs: taw, Dates of fly7pf% Services Provided: Ij Failure to fully complete and submit this List may result In reiection of the submittal Page 30 of 37 FORM D RFP #24-01 FORM E STRATEGIC PLANNING SERVICES PROPOSER'S DISCLOSURE FORM 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., ifannlicable: *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 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 NO ❑ (3) Has your firm had against it or filed any request for equitable adjustment, contract claims, bid/proposal 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 (4) Describe each affiliation or business relationship with an employee, board member, elected official(s) or an immediate family member of any such person of the City of Sebastian. If none, write NONE. (5) Describe ANY other affiliation or business relationship that may cause a conflict of interest. if none, write NONE. If yes, state the nature of the request for equitable adjustment, contract claim, litigation, or protest, and state a brief description or 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 hate and I agree and understand that ant, misstatement or misrepresentation or falsification offacts shall he causeforforfeiture of rights for fuaher consideration of this proposai.for the City of Sebastian. Signature Date Failure to fullv complete. sien and submit this Disclosure may result in resection of the submittal Page 31 of 37 RFP #24-01 FORM F STRATEGIC PLANNING SERVICES DOCUMENT NOTIFICATION AFFIDAVIT STATE OF COUNTY OF 1, acknowledge that 1 have legal authorization (Printed Name) to contractually bind (Company Name) 1 acknowledge that as part of my response to this solicitation I have read and reviewed copies of the following notifications, Section 5: • Conflict of Interest Disclosure • Drug -Free Workplace Provisions • Public Entity Crimes Notification • No Collusion • E-Verify Acknowledgement, Proposer must submit their Comaanv Profile Page from E-Verifv with their bid/DroDosal. • Immigration Laws Notification • Scrutinized Vendor • No Lobbying Notification • Debarment and Suspension, Proposer must submit their Comuanv Profile Page from SAM with their bid/proposal. City of Sebastian will not make award to parties listed on the government -wide exclusions in the System for Award Management (SAM). 1 hereby swear or affirm that I have read and that 1 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 swom to before me this day of , 2023, by who is personally known to me or who has produced as identification and who did take an oath. Notary Public Name: "'". "''! Notary Public Signature: Notary Commission Expiration: Failure to fully complete. sign and submit this Affidavit may result in reiection of the submittal Page 32 of 37 T11 SEBASTIAN HOME OF PELICAN ISLAND Proposer's Name: RFP #24-01 FORM STRATEGIC PLANNING SERVICES G SUB -CONSULTANTS LIST Phone #: RFP Title: Strategic Planning Services RFP #: 24-01 NOTE: List all sub -consultants you invited to bid/propose on this project, whether they were selected or not. If sub -consultants 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 sub -consultants who have 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 sub - consultant in order to make a determination as to the foregoing. 2. 3. 4. 5. 6. Work To Be Company Performed and Contact Telephone Name Percentage of Work Person Number to be Performed 1-1 I affirm that Sub -consultants will not be used to complete projects under this agreement. Print Preparer's Name: Signature: Title: Dale: Failure to fully commletc, sign and submit this Form may result in resection of the submittal Page 33 of 37 RFP #24-01 STRATEGIC PLANNING SERVICES DISCUSSION ON STRATEGIC PLAN/SCOPE OF SERVICES PURPOSE/INTENT In order to provide high-level direction to our leadership team and city staff and to improve and/or maintain desired services for our community, the City of Sebastian is seeking responses from a qualified firm with experience and expertise in local government strategic planning to guide the development of a comprehensive strategic plan for the organization. The consultant should consider existing current impactful documents (such as Master Plans, Comprehensive Plans, Citizen Surveys, etc...) and include community engagement in this process to help define the City's path forward. The end result is the development of strategic priorities for which the City can strategically pair with budget requests, City -led projects/initiatives, goals and performance measurement and/or management. The strategic planning process must also develop and/or review existing priorities, mission, vision, values, goals and objectives. Project Goals and Objectives The goals and objectives of the new Strategic Plan will include, but are not necessarily limited to, the following: I. Creation of a new Strategic Plan, including a final report and reproducible document. 2. Ensure the City Council, City staff and the public's roles are clearly communicated and defined in accomplishing the new Strategic Plan. 3. Target and coordinate steps or activities that enhance and incorporate citizen participation and feedback in the Plan. A detailed stakeholder identification and engagement should be incorporated into the plan. 4. Target and coordinate steps or activities that incorporate organizational, employee, and City leadership participation and feedback into the Plan. 5. Identify SMART (specific, measurable, achievable, realistic, and timely) plan oriented short- and long-term goals and measurable actions. The development of the Strategic Plan would include working with community leaders, stakeholders and user groups to deliver a plan that will serve as a roadmap for capital projects, programs, special events, maintenance, staffing and budget/financing directions for City leadership over the next 3 to 5 years. SCOPE OF WORK The selected consultant will work closely with city elected officials, city staff and community stakeholders to develop a comprehensive strategic plan that will include the following elements: • Vision and Mission: Develop a clear vision and mission that clearly defines where the City wants to be in the future, provides guidance on the purpose of the City and the prioritization of opportunities. • Identify key organizational priorities and strategies for the City of Sebastian • Strategic Results: Identifies the outcomes that the City aims to achieve. Page 34 of 37 mI 14011E OF PELICAN ISLAND RFP #24-01 STRATEGIC PLANNING SERVICES Strategic Initiatives and Metrics: These are the To -Do lists for City staff and gives direction on how resources are used to support these initiatives. These may vary from year to year. Departmental Programs & Services with Metrics: Identifies the initiatives within each Department and what programs/services need to be provided to support the Strategic Initiatives. Implementation Action Plan: Develop an action plan including specific strategies, timelines, and performance indicators for achieving the City's goals and objectives. The plan will be a management tool, the blueprint for carrying out the strategic plan. It will contain detailed steps toward ensuring that the goals and strategies are achieved. It will provide the framework for determining specific timelines, assignments, and resources allocation. It will also be used to monitor strategic plan progress. This can be a component of the Strategic Plan itself or separate document based upon the recommendation of the consultant. Installation into the Operating Budget and CIP: Identify the best path for the City to implement their strategic plan into the operating budget and CIP to effectively pair together. Performance Measures: Develop a set of performance measures to track progress and evaluate the success of the strategic plan. These can be reassessed periodically and/or at yearly intervals suggested by the consultant. Plan Work Products The selected consultant will deliver the following items: 1. A detailed six-(6) month work plan outlining the approach, timeline, and deliverables for the project. 2. Draft a strategic plan including a vision and mission statement, goals and objectives, stakeholder engagement plan, data analysis, implementation action plan, and performance measures. 3. A final strategic plan incorporating feedback from city officials, staff, and stakeholders. 4. A final report summarizing the key findings and recommendations of the strategic plan. Page 35 of 37 RFP #24-01 STRATEGIC PLANNING SERVICES COST PROPOSAL I — A — PROPOSER TASKS. DELIVERABLES. TIME AND COST The below Lumo Sum is the arice for the successful completion of a Comorehensive Strategic Plan as described in this document for the Citv of Sebastian. Florida. (Additional naecs can be used.) A — PROPOSED TASKS PROPOSED TIME (Days) PRICE B — PROPOSED DELIVERABLES PROPOSED TIME (Days) PRICE C — ASSISTANCE AND MONITORING ONE YEAR EXTENTION D — TOTAL COST (A through C): $ I — B — HOURLY RATE Hourly Rate for additional services. if anv, shall be negotiated using this section I — B: Hourly Rate: Written Printed Failure to WIN conroletc. Aim and submit this Form may result in resection of the submittal Page 36 of 37 RFP #24-01 STRATEGIC PLANNING SERVICES RFP NO.24-01 STRATEGIC PLAN FOR CITY OF SEBASTIAN SIGNATURE PAGE The undersigned, as bidder/proposer, does declare that no other persons other than the proposer herein named has any interest in this proposal or in the contract to be taken, and that it is made without any connection with any other person or persons making a proposal for the same articles, and it is in all respects fair and without collusion or fraud. The undersigned further declares that he/she has carefully examined the specifications and is thoroughly familiar with their provisions and penalties. The proposer proposes and agrees if this proposal is accepted, to contract with the City of Sebastian, Florida, in the form of contract specified, to furnish all the material, equipment, machinery, tools, apparatus, labor, and means of transportation necessary to provide the services as required in the bid/proposal specifications at the stated Lump Sum price. Legal Name of Signature: Name (type/print): Title: Address: City: State: Zip: Telephone: Fax No.: Date: Email Address: Failure to fully comalete, sien and submit this Form ntav result in reiection of the submittal Page 37 of 37 l-'cf SEBASTINN a ::w HOME OF PELICAN ISLAND Wednesday, October 25, 2023 Administrative Services Department Procurement Division 1225 Main Street Sebastian, FL 32958 (772)388-8232 ADDENDUM #1 TO THE CONTRACT DOCUMENTS FOR THE CITY OF SEBASTIAN PROJECT NAME AND NUMBER: ITB 24-01, STRATEGIC PLANNING SERVICES FROM: Don Wixon City of Sebastian 1225 Main Street Sebastian, Florida 32958 TO: All Parties Holding Specifications: The City shall reserve all rights to award this bid in whole or in part: whatever, is in the best interest of the City. Q: What is vour start date for this engagement? A: Our anticipated start date would be Wednesday, January 3, 2024. O: Will you allow virtual work or does this all need to be done on site. A: There will be some required on -site meetings for community workshops and Council meetings. However we can do virtual meetings for staff meetings/briefings. O: What is vour budget range for this engagement? A: The City has a not to exceed budget of $75,000 for this project. O: Do you have a firm in olace now that is assisting you with vour Derformance develoament? A: No O: Are funds alreadv allocated? A: Yes O: What is the sales tax rate to be assessed vendors? A: There shouldn't be any sales tax rates because you are providing a service. O: Whv the six (6) month time limit and what about extension? A: The City wants to move effectively and efficiently with this project. Page I of 2 O: The RFP address the local preference but does not address DBE's, MBE's, etc. Are there uoints or considerations for inclusion of DBE's, SBE's, and Veteran -Owned firms on the moiect team? A: The followin is stated on Page 5: MBE/WBE/DBE Business (only used in tht event for' a tie to -the 5 chest total uoints) Statement: The following will now read as follows: E/WBE/DBE/SBE/Veteran Owned. Business (only used in the 5 vent for a Hilo the highest total points) O: Would the Citv of Sebastian consider allowing electronic submittals instead of the hard cove requirement as stated in the RFP? A: No, we prefer to stay with hard copies. Date: Company Name: Written Signature: Printed Signature: Page 2 of 2 Exhibit "C" — Purchase Order. Exhibit "D" — Amendments