§ 66-63. Requests for proposals.

(a)

Conditions for use. Competitive sealed proposals ("request for proposals") may be used when:

(1)

The proposed procurement exceeds the small purchase amount; and

(2)

The procurement official determines that use of an invitation to bid is not applicable or practicable.

(b)

Request for proposals . The request for proposals (RFP) shall provide a statement of need or problem description for which proposed solutions are sought. Such request for proposals shall include minimum qualifications, specifications, scope of services, and proposed contractual terms and conditions to which a proposal must respond and may allow alternative specifications, if such alternatives are proposed as the best method of meeting the need stated or the best solution to the problem described. A request for proposals may include a request for qualifications (RFQ) or may be preceded by a request for information (RFI). Proposals may be evaluated utilizing a point system, based on the criteria, points and weights established in the request for proposals, if deemed appropriate by the procurement official.

(c)

Selection committee. A selection committee may be used. Such determination may be made by the procurement official and/or the mayor.

(d)

Public notice. Public notice of the request for proposals, and of selection committee meetings, if applicable, shall be given in the same manner as provided in subsection 66-62(e).

(e)

Pre-opening discussions. The procurement official may have discussions with respondents prior to the request for proposals opening whenever necessary to assure that the responses address the statement of need or the problem described in the request for proposals.

(f)

RFP opening. Proposals shall be opened on the date and at the time and place designated in the public notice of the request for proposals. A record of each proposal shall be prepared containing identification of the RFP and the name of each respondent. The record of proposals shall be signed and witnessed. Such request for proposals record shall be open to public inspection to the extent permitted by F.S. ch. 119 and shall be made available to the public as provided by law.

(g)

Selection of respondent with whom to negotiate. The procurement official, after considering the recommendation of the selection committee, if applicable, shall select the proposal that will best meet the need or solve the problem described in the request for proposals and is the best value to the city. Such selection shall be based on the content of the proposal, together with the criteria contained in section 66-71.

(h)

Notice of selection. The procurement official shall notify in writing the respondent selected as the respondent with whom there is an intent to negotiate a contract.

(i)

Contract negotiations. Upon selection of the proposal determined to be the best value to the city, contract negotiations may commence with the person or entity whose proposal was selected. If fair and reasonable compensation, contract requirements, and contract documents (the "contract terms") can be agreed upon with the respondent, the city and the respondent shall enter into a contract. If the contract terms cannot be agreed upon with the respondent, the procurement official shall advise the respondent in writing of the termination of negotiations. After termination of negotiations with the respondent, negotiations may be conducted with such other respondent determined to be in the city's best interest (the "alternate respondent"). If the contract terms can be agreed upon with the alternate respondent, city and the alternate respondent shall enter into a contract.

(j)

Cancellation or rejection of proposals. If the procurement official determines that it is in the best interests of the city to do so, the city may cancel and may or may not re-issue or reject, in whole or in part, any or all proposals in accordance with section 66-70.

(k)

Waiver of irregularities. The procurement official shall have the authority to waive all nonmaterial irregularities on any and all proposals except timeliness and signature requirements.

(Ord. No. 4292-10, § 2, 12-13-2010; Ord. No. 4679-18, § 8, 12-17-2018)