Public Interest in Serving as Volunteer Evaluators

The City is issuing this Request for Information to determine whether there is interest from members of the public with relevant knowledge and experience to serve as volunteer evaluators for certain remaining disciplines under RFQ 25-091, Multidisciplinary Professional On-Call Services. The purpose of this RFI is informational only. It is intended to help the City identify individuals who may have the qualifications, availability, and absence of conflicts necessary to assist with the evaluation of submitted qualifications for select professional service categories. This RFI does not guarantee that any respondent will be selected to serve as an evaluator.

Project Details

• Reference ID: RFI 26-103
• Department: Procurement Services
• Department Head: Freddy Suarez (Procurement Services Director)

Evaluation Criteria

• Electronic Bidding System —

  The City of Clermont utilizes OpenGov (“Software Administrator”), an e-Procurement System (“Portal”) that provides bid notification and solicitation management services to interested vendors and contractors. Through the Portal, vendors can register online to receive notifications of new solicitations, addenda, and award announcements. Registration and participation in solicitations are free of charge, and no fees will be assessed to awarded vendors.

  Vendors with internet access are encouraged to review registration options and create an account at:
  👉 https://procurement.opengov.com/portal/clermontfl

  The City of Clermont utilizes NIGP Commodity Codes within the Portal to notify registered vendors when new projects are posted that correspond to the commodity codes selected in their vendor profile. Vendors are encouraged to keep their profiles and NIGP codes up to date to ensure they receive relevant notifications.

• Background Information —

  The City issued RFQ 25-091 for Multidisciplinary Professional On-Call Services. Certain disciplines remain to be evaluated. In response to a request from City Council, the City is seeking to determine whether qualified members of the public may be available and willing to serve as additional evaluators for those remaining disciplines. Evaluators will be expected to review and score responses based solely on the information provided in each submittal. Evaluations must be impartial, objective, and consistent with the City’s evaluation criteria.

• Disciplines for Potential Evaluation —

  The City is seeking potential evaluators with knowledge or experience in one or more of the following areas:

  Discipline	Responses Received
  Sustainability and Resilience Planning	16
  Permitting and Regulatory Compliance	24
  Landscape Architecture	18
  Environmental and Natural Resource Consulting	20
  Pavement Evaluation and Engineering	11
  Stormwater Management and Drainage Design	24
  Utility Coordination and Engineering	23
  Structural Engineering	10
  Public Engagement and Facilitation Services	16
  Traffic Impact Analysis and Signal Design	16
  ADA Compliance Evaluation	12

   

  Respondents should identify each discipline for which they believe they possess relevant qualifications or experience.

• Submission Format —

  Responses should be submitted by email to:

  Freddy Suarez, Procurement Services Director
  procurementservices@clermontfl.org

  Subject line:
  RFI Response – Volunteer Evaluator Interest – RFQ 25-091

  This RFI will remain open for fifteen (15) business days.

  City Review Process

  The City will review responses to determine whether respondents have relevant qualifications, availability, and no disqualifying conflicts of interest. The City may contact respondents for additional information or clarification. The City may select one or more respondents, or none, at its sole discretion. Submitting a response does not create any right to serve as an evaluator and does not obligate the City to include the respondent on an evaluation committee.

  Reservation of Rights

  The City reserves the right to:

  • Accept or reject any response.
  • Request additional information from respondents.
  • Determine whether a respondent is qualified.
  • Determine whether a conflict of interest exists.
  • Select any number of evaluators or no evaluators.
  • Modify or cancel this RFI at any time.
  • Proceed with evaluations using City-selected evaluators if qualified public volunteers are not available.

  Required Respondent Certification
  

  By submitting a response, the respondent certifies that:

  • The information provided is true and accurate to the best of their knowledge.
  • They are willing to serve in an impartial and objective manner.
  • They will disclose any actual, potential, or perceived conflicts of interest.
  • They understand that service as an evaluator is voluntary.
  • They agree to maintain confidentiality if selected.
• Cooperative Contract Purchase Notice —

  This Request for Information (RFI) is issued to notify vendors of the City of Clermont’s intent to purchase goods or services through an existing contract established by another government entity. This RFI is not an invitation to submit a bid or quote and will remain open for seven (7) business days.

  If no qualified vendors respond to this RFI, the Procurement Services Department will proceed with utilizing the referenced contract.

  Purpose

  The purpose of this RFI is to identify any vendor capable of providing the products or services listed below in a timely manner. Responses will assist the City in determining whether comparable options are available in the market.

  Contract Information

  1. Company Name: TBD
  2. Contract Number and Title: TBD
  3. Length of Contract: TBD
  4. Product or Service Provided: TBD
  5. Estimated Annual Expenditure: TBD

  Action Required

  If your company is capable of providing any of the products or services listed above, please contact the Procurement Services Director by email at fsuarez@clermontfl.org prior to the RFI due date and time to express your interest.

  Prospective vendors should submit information describing their company’s capabilities and ability to provide the identified product or service. Do not include pricing information.

  All responses will be reviewed and evaluated by the Procurement Services Department and the requesting department. These departments will determine whether the product or service offered qualifies as an approved equal to that provided under the referenced contract.

• Role of Volunteer Evaluators —

  Selected evaluators may be asked to:

  • Review written statements of qualifications submitted by firms.
  • Score submittals using the City’s established evaluation criteria.
  • Participate in evaluation meetings.
  • Maintain confidentiality throughout the evaluation process.
  • Disclose any actual, potential, or perceived conflicts of interest.
  • Conduct evaluations in an impartial and objective manner.

  Volunteer evaluators will not be asked to negotiate contracts, select final awardees independently, or direct City staff regarding procurement outcomes.

• Minimum Desired Qualifications —

  Respondents should have demonstrated knowledge, education, professional experience, or practical experience in one or more of the listed disciplines. Relevant qualifications may include, but are not limited to:

  • Professional licensure or certification.
  • Work experience in the applicable field.
  • Public sector, private sector, nonprofit, academic, or community-based experience.
  • Prior experience reviewing qualifications, proposals, technical documents, studies, plans, or related materials.
  • Familiarity with municipal projects, infrastructure, planning, engineering, environmental review, regulatory compliance, accessibility, public engagement, or related services.

  The City reserves the right to determine whether a respondent’s qualifications are appropriate for participation on an evaluation committee.

• Justification of Single/Sole Source Acquisition —

  This Request for Information (RFI) is issued to verify whether the specifications for the commodity or service described herein are non-restrictive and can be met by more than one company. This RFI is not an invitation to submit a bid or quote and will remain open for fifteen (15) business days.

  The City of Clermont Purchasing Policy allows a purchase to be made without competition when there is only one available source for the required product or service. A single/sole source purchase is justified when (1) the product or service is the only one that can reasonably meet the City’s needs, and (2) only one company can provide that product or service.

  Single/Sole Source Information

  1. Company Name: TBD
  2. Product or Service Provided: TBD
  3. Estimated Annual Expenditure: TBD
  4. Single/Sole Source Justification: TBD

  Action to be Taken

  No action is required if you agree that the proposed purchase or service qualifies as a valid single/sole source.

  If you disagree with the justification for a single/sole source purchase, you are invited to submit information demonstrating your company’s ability to provide the same or equivalent product or service prior to the RFI due date and time. Do not provide pricing information.

  All responses will be reviewed and evaluated by the Procurement Services Department and the requesting department.

  If a legitimate response is received demonstrating that the product or service is available from another qualified source, City staff will evaluate the information. If appropriate, the single/sole source process will be discontinued, and a competitive solicitation will be issued to ensure fair and open competition.

• Conflict of Interest Review —

  All respondents will be reviewed for potential conflicts of interest before being considered for service as an evaluator. Respondents must disclose whether they:

  • Are employed by, contracted with, or otherwise affiliated with any firm that submitted under RFQ 25-091.
  • Have a financial interest in any submitting firm.
  • Have an immediate family member employed by or affiliated with any submitting firm.
  • Have worked for, consulted for, or received compensation from any submitting firm within the past three years.
  • Have any personal, professional, financial, or organizational relationship that could affect, or appear to affect, their impartiality.
  • Are currently seeking employment, business opportunities, or contractual relationships with any submitting firm.

  If a conflict of interest is identified, the respondent will not be permitted to serve on the applicable evaluation committee.

• Recreational and Instructional Program Proposal for the ARC —

  Information and Evaluation

  This Request for Information will remain open for as long as the City is accepting program proposals for the Clermont Arts and Recreation Center. The City may, in its sole discretion, close the Request for Information at any time and not accept any further proposals or submittals, as it may determine in its best interest.

  1. Purpose
     1. The City of Clermont is seeking independent contractors to provide various recreation or instructional programs to participants in the City’s Recreational Programs.
  2. Independent Contractor Agreement
     1. Any contractor or agreement resulting from this Request for Information shall be executed as an Independent Contractor Agreement between the City and the proposer, with the City receiving twenty percent (20%) of the proceeds.
     2. Respondents wishing to utilize an agreed upon section of Waterfront Park for the sole purpose of personal training and/or coaching, may elect to pay the City a fee of forty dollars ($40.00) for a maximum of two (2) hours per day or seventy-five dollars ($75.00) for a maximum of four (4) hours per day for the use of the park for their program in lieu of the 80/20 split. Respondents electing this option are required to provide monthly attendance rosters to the City and are responsible for the collection of all fees.
  3. Legal Requirements
     1. Respondents are advised that this Request for Information is subject to all legal requirements contained in all applicable Federal and State Statutes, City Ordinances, Procurement Standard Terms & Conditions, and the Purchasing Policies and guidelines of the City of Clermont. Where a conflict may exist between this solicitation and any statute, policy, or guidelines, the higher authority shall prevail.
  4. Letter of Interest Requirements for Recreational Programs
     1. Program proposals should offer specific or various recreational or instructional programs, provided that the programs are consistent with the general nature of recreational programs for the public.
     2. Any qualified firm or individual may submit multiple responses for multiple recreational or instructional programs; however, each submittal should be submitted separately, using a separate Response Coversheet.
     3. Program proposals are encouraged for, but not limited to, the leisure activity areas of youth and adult athletics, wellness and exercise, art instruction, dance, education, senior programs, and other related areas that are acceptable as public recreation offerings.
     4. Proposed programs must provide a valuable service to the community at a reasonable price.
     5. Respondents must not rely on the City to provide any additional financial support, other than overhead operation costs. Overhead costs include facility maintenance, utilities, and basic Recreation Division support.
     6. Activities and/or programs must utilize a Recreation Division facility or area, including the Arts and Recreation Center, within the City’s park system.
     7. The City makes no warranty, guarantee, or representation as to the success of any program operated as a result of any Independent Contractor Agreement made pursuant to this solicitation.
     8. The City will not approve any program or a part of any program if it is contrary to laws, statutes, ordinances, policies, or guidelines of the City, or is deemed by the City to not be in its best interests.
  5. Information to Include with the Response
     1. Response Coversheet (included with this RFI)
     2. Vendor Information Form (included with this RFI)
     3. Company's W-9
     4. Certificate of insurance (see provided requirements)
     5. If the business is located within the City of Clermont, provide a copy of the City’s Business Tax Receipt.
     6. Proposed services.
        1. The program proposal should clearly describe the scope of activities or programs proposed, including details of the approach and plan. A statement should be included that explains why the approach and plan would be effective and beneficial to the City of Clermont Recreation Division.
        2. The proposal must include information on the following to assist the City in making an informed decision on whether the program proposed is of any value to City residents.
           1. Qualifications of the proposer and staff personnel, including resumes and a brief description of the proposer’s experience with the program or activity.
           2. Copy of comprehensive general liability insurance with limits of $500,000 per occurrence, combined single limit for bodily injury liability and property damage liability.
           3. An outline of intended staffing, days, and hours for programs, and the proposed age groups.
           4. A budget of all the costs associated with the program or activity, and a proposed fee that will be charged to participants.
           5. Current classes: Please list if you have a current established class or if you intend to move a current class to our location. Include class size and current fees.
           6. Any additional information to assist the City in its evaluation of the proposed program or activity.
        3. References: Provide the names and contact information of three (3) references who may attest to the proposer’s ability and performance.
  6. Evaluation
     1. Programs will be evaluated by a committee for the value and benefit the proposed activity or program may bring to the overall public recreation offerings. Each respondent will be notified if their proposal is accepted and the City will provide the respondent with the City’s Independent Contractor Agreement.
     2. Acceptance of proposals does not guarantee that the offering will be automatically added to the City’s public recreation offerings. Additionally, once added, no guarantees are made that the program will be successful or that the City will automatically continue offering the activity or program.

  Delivery Instructions

  Program proposals will be accepted by the Procurement Services Department, either by mail or hand-delivered, until 2:00 p.m. on the first Tuesday of each month at the Procurement Services Department, 685 W. Montrose Street, Clermont, FL 34711. Each program proposal submitted must have the following information clearly marked on the face of the envelope: the proposer’s name, return address, and the wording: “RFI 2201-004 - Recreational and Instructional Program Proposal”.

  Included in the envelope must be one (1) original and one (1) copy of the proposal. The original shall be marked “Original”, the copy marked as “Copy”, and must be identical to the original. Any program proposal received after 11:00 a.m. on the first Tuesday of the month will be held by the Procurement Services Department and opened the following month. Normal City business hours are 8:00 a.m. to 5:00 p.m., Monday through Friday, except city-observed holidays. Program proposals submitted by email or fax will not be accepted.

• Confidentiality and Public Records —

  Selected evaluators may be required to sign a confidentiality statement before receiving any evaluation materials. Evaluation materials, scoring sheets, committee discussions, and related procurement information must be kept confidential until the procurement process allows for release under applicable law and City procedures. Respondents should also understand that information submitted in response to this RFI may be subject to public records laws.

• Time Commitment —

  The anticipated time commitment may vary depending on the discipline, number of submittals, and evaluation schedule. Respondents should be prepared to review written materials independently and complete scoring by the deadline established by the City. Participation may also include one or more evaluation meetings, held in person or virtually. Respondents should indicate their general availability and any scheduling limitations.

• Compensation —

  Service as an evaluator is voluntary. No compensation, reimbursement, or other payment is anticipated unless otherwise approved in advance by the City.

• Information Requested from Respondents —

  Interested individuals should submit the following information:

  1. Full name
  2. Contact information, including phone number and email address
  3. Current employer or organization, if applicable
  4. Current title or role, if applicable
  5. Disciplines for which the respondent wishes to be considered
  6. Summary of relevant education, training, licenses, certifications, or credentials
  7. Summary of relevant professional, technical, public-sector, community, or other experience
  8. Prior experience reviewing proposals, qualifications, technical documents, plans, studies, or similar materials
  9. Availability to participate in the evaluation process
  10. Disclosure of any actual, potential, or perceived conflicts of interest
  11. Acknowledgment of willingness to maintain confidentiality and evaluate submittals objectively

  Respondents may attach a resume, professional biography, or similar supporting documentation.

Submission Requirements

• 1. Upload information regarding your company's ability to provide the product or service described. (required)
• I have read, understand, and acknowledge what must be submitted with the response to this RFI. (required)
• Type of RFI (required)
• (Sole) Company Name (required)
• (Sole) Product or Service Provided (required)
• (Sole) Annual Expenditure (required)
• (Sole) Sole/Single Source Justification (required)
• Company Name (required)
• Contract Number and Title (required)
• Length of Contract (required)
• Product or Service Provided (required)
• Estimated Annual Expenditure (required)
• (Coop) Company Name (required)
• (Coop) Contract Number and Title (required)
• (Coop) Length of Contract (required)
• (Coop) Product or Service Provided (required)
• (Coop) Estimated Annual Expenditure (required)
• (Standard) Product or Services Needed (required)
• (Standard) Requesting Department (required)
• (Standard) Estimated Annual Expense (required)
• (Standard) Anticipated Timeline (required)
• (Standard) Summary of Need (required)