The City of Pembroke Pines is seeking statements of qualifications from qualified firms, hereinafter referred to as the Contractor, to conduct residential inspection services to determine the extent of rehabilitation needed in residential homes and the cost for each repair, in accordance with the terms, conditions, and specifications contained in this solicitation.
Services include inspections for general repairs, and accessibility modifications for the elderly/disabled.
Interested residential inspection firms shall submit qualification statements, performance data and other information relative to the proposed Scope of Services. Responses will be evaluated by a Selection/Evaluation Committee. Firms that do not provide the information requested, or which fail to meet the minimum qualification criteria, shall be disqualified from further consideration.
Pembroke Pines, Florida, ranked as the eleventh largest city among the state's four hundred plus municipalities and the second largest in Broward County, maintains a welcoming small-town ambiance that resonates with its residents. Located conveniently in southwest Broward County, the city provides seamless access to major highways, employment centers, entertainment venues, parks, golf courses, and a diverse array of dining and shopping options.
With a population of approximately 170,000 residents spread across 32.68 square miles, Pembroke Pines is renowned as one of the best cities to live in America. The city boasts 28 superior parks, lush landscaping, and a distinctive South Florida charm that contributes to its natural beauty. Notably recognized as 2024's Best Place to Raise a Family in Florida, and 2024's Best City of Hispanic Entrepreneurs by WalletHub, Pembroke Pines also earned a place as the on Money Magazine's esteemed Best Places to Live list in 2014, as the sole Florida representative, ranking in at #32 in the nation.
Incorporated in 1960, Pembroke Pines is celebrated as a safe and desirable community, having received accolades such as the All-America City designation. The city's commitment to arts and culture, exceptional schools, diverse population, numerous parks, and forward-thinking approach in an ever-evolving world make it a standout destination.
Pembroke Pines is also the home to the largest municipal-run charter school system in the nation, serving over 6,000 students across five separate campuses. The City’s award-winning charter school system is located in the Broward County School District, which is the sixth largest school district in the nation.
- CONFIRMATION TO BIND
- I certify that I have read, understood and agree to the terms in this solicitation, and that I am authorized to submit this response on behalf of my company. (required)
- CERTIFICATION OF INSURANCE COMPLIANCE AND INTENT TO PROCURE REQUIRED COVERAGE —
NOTE: Vendors are not required to purchase any additional insurance in order to submit a bid. However, they must certify that they either currently hold, or are able and willing to obtain, all required insurance coverages, endorsements, and limits prior to award and execution of the contract.
- I certify that, if awarded this contract, I will be required to obtain and maintain all insurance policies as detailed in the INSURANCE REQUIREMENTS Section of this solicitation before any work may commence, and throughout the life of the contract. (required)
- Do you confirm that you will only use insurance carriers licensed to do business in the State of Florida and rated no less than “A” as to management, and no less than “Class VI” as to financial strength by A.M. Best, and that you understand all endorsements required (e.g., Additional Insured, Waiver of Subrogation, etc.) must be included? (required)
- Do you currently carry insurance policies that meet or exceed the minimum requirements outlined in the INSURANCE REQUIREMENTS section of this solicitation? (required)
- Please upload your current certificate(s) of insurance that demonstrate compliance with the insurance requirements outlined in this solicitation. (required)
- Please upload documentation showing that you have obtained a letter from your insurance broker or carrier, such as a Letter of Intent to Insure, Evidence of Insurability, or a Conditional Certificate of Insurance. (required) —
Documentation should show that:
- You can obtain the required insurance.
- The limits and types of coverage will meet the INSURANCE REQUIREMENTS outlined in the solicitation.
- You will provide a COI upon contract award.
- Please upload your current certificate(s) of insurance. (required)
- Do you believe you are exempt from one or more insurance requirements (e.g., Workers' Compensation)? (required)
- Please upload written documentation requesting an exemption on your company letterhead, subject to City approval. (required)
- Do you plan on using subcontractors for this project? (required)
- Do you acknowledge that all subcontractors must also carry the same insurance or be covered under your policy, and that proof of such coverage must be provided to the City? (required)
- EXPERIENCE AND CAPABILITIES —
The relative experience and qualification of each applicant’s proposed team, with respect to the project scope, will be judged and a relative rating assigned. This parameter expresses the general and specific project-related capability of the team and indicates the adequate depth and abilities of the organization which it can draw upon as needed. This will include management, technical, and support staff.
- Explain your firm’s interest in working on this project, a positive commitment to perform the required work and a description of the firm. (required)
- Describe the size of your firm. (required)
- Describe your firm’s financial history, strength and stability. (required)
- Describe your firm’s range of activities. (required)
- Describe the specialized experience and technical competence of the firm or persons with respect to working on similar projects. (required)
- Do you have a minimum of five (5) years of experience? Please provide proof of such experience. (required)
- The firm must provide information on their proximity to and familiarity with the area in which the project is located. (required)
- Explain the availability and access to the firm’s top level management personnel. (required)
- Identify the contact person and supervisory personnel who will work on the various projects, including the relative experience of all professionals proposed for use on the team. (required)
- Provide summaries of key persons and on-site staff to be assigned to the project with emphasis on their experience with similar work. (required)
- Explain the ability and experience of the field staff with specific attention to project related experience. (required)
- Contractor should list any applicable qualification, including education, experience, honors and awards received, and professional associations of which the firm and/or its personnel are members. (required)
- Provide the recent, current, and projected workload of the firm. (required)
- What is your reputation compared to your peers in the market? (required)
- What is your reputation like among customers and how have you developed it? (required)
- How does your service differ from similar competitors? How do you win and retain business? (required)
- A brief statement must be included which explains why your proposal would be the most effective and beneficial to the City of Pembroke Pines. (required)
- FIRM'S UNDERSTANDING AND APPROACH TO THE WORK —
The understanding that the applicant and consultants demonstrate as to the requirements and needs of the project, including an evaluation of the thoroughness demonstrated in analyzing and investigating the scope of the project.
- Provide a narrative statement demonstrating an understanding of the overall intent of this solicitation, as well as the methods used to complete assigned tasks. (required)
- Please clearly describe all aspects of the project proposed. (required)
- Include details of your approach and work plans. (required)
- How would you organize this project in terms of milestones? (required)
- Identify any issues or concerns of significance that may be appropriate. (required)
- How do you ensure the quality of your services? (required)
- What criteria do you use to measure your quality? (required)
- How often do you find mistakes or errors in your work and what is done to correct these errors, and what is the average correction time? (required)
- Describe the firm’s techniques for quality control. At a minimum describe the firm’s technique to control design and contract documentation, including record keeping. (required)
- PREVIOUS EXPERIENCE —
In this section, vendors are required to provide a detailed account of their previous experience relevant to the services outlined in this solicitation. The aim is to assess the vendor's capability and track record in delivering similar projects.
- How many clients have you provided Services for? (required)
- What similar or related projects have you worked on within the past three years? (required)
- What challenges did you face and how did you overcome them? (required)
- How many of your clients are repeat clients? (required)
- How much of your revenue is derived from managing projects similar to ours? (required)
- Please describe the past record of performance of the firm or person with respect to accessibility to clients, ability to meet schedules, communication, and coordination skills. (required)
- REFERENCE # 1 —
The minimum experience for this project is five (5) years. Provide specific examples of similar experience conducting licensed work of equal or similar scope of work, preferably delivered by the proposed team members. A minimum of 3 references should be from the last five years and should be capable of explaining and confirming your firm’s capacity to successfully complete the scope of work outlined herein. As part of the proposal evaluation process, the City may conduct an investigation of references, including a record check or consumer affairs complaints. Proposers’ submission of a proposal constitutes acknowledgment of the process and consent to investigate. The City is the sole judge in determining Proposers qualifications. In this section you will have the ability to enter information for 5 different references including their contact details and specific project information.
Please note that the City prefers references who are not current employees of the City of Pembroke Pines, as we generally do not contact our own employees for reference checks.
Proposers are advised to confirm that:
Each reference provided by the Respondent has up to date contact persons and contact information;
The contact person provided for each reference is someone who has personal knowledge of the Proposer's performance during the referenced project; and
The contact person for each reference has been contacted by the Proposer regarding this specific bid submittal and such person confirmed their willingness to serve as a reference.
- Reference Contact Information - Name of Firm, City, County or Agency (required)
- Reference Contact Information - Reference's Business Address (required)
- Reference Contact Information - Reference's Contact Name & Title (required)
- Reference Contact Information - Reference's E-mail Address (required)
- Reference Contact Information - Reference's Phone Number (required)
- Project Information - Was your firm the prime contractor for the listed project? (required)
- Project Information - Name of Contactor Performing the Work (required)
- Project Information - Name and location of the project (required)
- Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for (required)
- Project Information - Project Duration (required)
- Project Information - Completion (Anticipated) Date (required)
- Project Information - Size of Project (required)
- Project Information - Cost of Project (required)
- REFERENCE # 2
- Reference Contact Information - Name of Firm, City, County or Agency (required)
- Reference Contact Information - Reference's Business Address (required)
- Reference Contact Information - Reference's Contact Name & Title (required)
- Reference Contact Information - Reference's E-mail Address (required)
- Reference Contact Information - Reference's Phone Number (required)
- Project Information - Was your firm the prime contractor for the listed project? (required)
- Project Information - Name of Contactor Performing the Work (required)
- Project Information - Name and location of the project (required)
- Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for (required)
- Project Information - Project Duration (required)
- Project Information - Completion (Anticipated) Date (required)
- Project Information - Size of Project (required)
- Project Information - Cost of Project (required)
- REFERENCE # 3
- Reference Contact Information - Name of Firm, City, County or Agency (required)
- Reference Contact Information - Reference's Business Address (required)
- Reference Contact Information - Reference's Contact Name & Title (required)
- Reference Contact Information - Reference's E-mail Address (required)
- Reference Contact Information - Reference's Phone Number (required)
- Project Information - Was your firm the prime contractor for the listed project? (required)
- Project Information - Name of Contactor Performing the Work (required)
- Project Information - Name and location of the project (required)
- Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for (required)
- Project Information - Project Duration (required)
- Project Information - Completion (Anticipated) Date (required)
- Project Information - Size of Project (required)
- Project Information - Cost of Project (required)
- REFERENCE # 4
- Reference Contact Information - Name of Firm, City, County or Agency
- Reference Contact Information - Reference's Business Address
- Reference Contact Information - Reference's Contact Name & Title
- Reference Contact Information - Reference's E-mail Address
- Reference Contact Information - Reference's Phone Number
- Project Information - Was your firm the prime contractor for the listed project?
- Project Information - Name of Contactor Performing the Work
- Project Information - Name and location of the project
- Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for
- Project Information - Project Duration
- Project Information - Completion (Anticipated) Date
- Project Information - Size of Project
- Project Information - Cost of Project
- REFERENCE # 5
- Reference Contact Information - Name of Firm, City, County or Agency
- Reference Contact Information - Reference's Business Address
- Reference Contact Information - Reference's Contact Name & Title
- Reference Contact Information - Reference's E-mail Address
- Reference Contact Information - Reference's Phone Number
- Project Information - Was your firm the prime contractor for the listed project?
- Project Information - Name of Contactor Performing the Work
- Project Information - Name and location of the project
- Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for
- Project Information - Project Duration
- Project Information - Completion (Anticipated) Date
- Project Information - Size of Project
- Project Information - Cost of Project
- PROJECT DOCUMENTS
- PROPOSERS BACKGROUND INFORMATION FORM (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- PROPOSAL SECURITY (BID BOND FORM OR CASHIER'S CHECK) (required) —
- A Proposal Security shall be in the amount of $10,000 or 5% of the total cumulative base amount proposed, whichever is less.
- Therefore, proposal should be accompanied by a certified or cashier’s check or by a Bid Bond made payable to the City of Pembroke Pines on an approved form, duly executed by the Proposer as principal and having as surety thereon a surety company acceptable to CITY and authorized to write such Bond under the laws of the State of Florida.
- Contingency is not to be counted in the total amount the proposal security is based on.
- Proposers must submit a scanned copy of their bid security (bid bond form or cashier's check) with their bid submittal through OpenGov.
- Proposers should also submit their original bid security (bid bond form or cashier’s check) at time of the bid due date, or they may be deemed as non-responsive.
- The original Bid Bond or Cashier's Check should be in a sealed envelope, plainly marked “BID SECURITY - PL-26-02 Residential Home Inspection and Cost Estimating Services and sent to the City of Pembroke Pines, City Clerk’s Office, 4th Floor, 601 City Center Way, Pembroke Pines, Florida, 33025.
- Please see SPECIAL TERMS & CONDITIONS of this document for additional information.
- PROPOSAL SECURITY (BID BOND FORM OR CASHIER'S CHECK) (required) —
- A Proposal Security shall be in an amount not less than of 5% of the total cumulative base amount proposed.
- Therefore, proposal should be accompanied by a certified or cashier’s check or by a Bid Bond made payable to the City of Pembroke Pines on an approved form, duly executed by the Proposer as principal and having as surety thereon a surety company acceptable to CITY and authorized to write such Bond under the laws of the State of Florida.
- Contingency is not to be counted in the total amount the proposal security is based on.
- Proposers must submit a scanned copy of their bid security (bid bond form or cashier's check) with their bid submittal through OpenGov.
- Proposers should also submit their original bid security (bid bond form or cashier’s check) at time of the bid due date, or they may be deemed as non-responsive.
- The original Bid Bond or Cashier's Check should be in a sealed envelope, plainly marked “BID SECURITY - PL-26-02 Residential Home Inspection and Cost Estimating Services and sent to the City of Pembroke Pines, City Clerk’s Office, 4th Floor, 601 City Center Way, Pembroke Pines, Florida, 33025.
- Please see SPECIAL TERMS & CONDITIONS of this document for additional information.
- PROPOSAL SECURITY (BID BOND FORM OR CASHIER'S CHECK) —
- In the event that your total cumulative base proposal amount exceeds $200,000, a Proposal Security shall be in an amount not less than of 5% of the total cumulative base amount proposed.
- Therefore, proposal should be accompanied by a certified or cashier’s check or by a Bid Bond made payable to the City of Pembroke Pines on an approved form, duly executed by the Proposer as principal and having as surety thereon a surety company acceptable to CITY and authorized to write such Bond under the laws of the State of Florida.
- Contingency is not to be counted in the total amount the proposal security is based on.
- Proposers must submit a scanned copy of their bid security (bid bond form or cashier's check) with their bid submittal through OpenGov.
- Proposers should also submit their original bid security (bid bond form or cashier’s check) at time of the bid due date, or they may be deemed as non-responsive.
- The original Bid Bond or Cashier's Check should be in a sealed envelope, plainly marked “BID SECURITY - PL-26-02 Residential Home Inspection and Cost Estimating Services and sent to the City of Pembroke Pines, City Clerk’s Office, 4th Floor, 601 City Center Way, Pembroke Pines, Florida, 33025.
- Please see SPECIAL TERMS & CONDITIONS of this document for additional information.
- SWORN STATEMENT ON PUBLIC ENTITY CRIMES UNDER FLORIDA STATUTES CHAPTER 287.133(3)(a)
- SWORN STATEMENT ON PUBLIC ENTITY CRIMES FORM (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- Public Entity Crimes Status (required) —
- Which option did you select on the Sworn Statement on Public Entity Crimes Form:
- A) Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, nor any affiliate of the entity have been charged with and convicted of a public entity crime subsequent to July 1, 1989.
- B1) The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, AND There has been a proceeding concerning the conviction before a hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the hearing officer did not place the person or affiliate on the convicted vendor list. (Please attach a copy of the final order.)
- B2) The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, AND The person or affiliate was placed on the convicted vendor list. There has been a subsequent proceeding before a hearing officer of the State of Florida, Division of Administrative Hear¬ings. The final order entered by the hearing officer determined that it was in the public interest to remove the person or affiliate from the convicted vendor list. (Please attach a copy of the final order.)
- B3) The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, AND The person or affiliate has not been placed on the convicted vendor list. (Please describe any action taken by or pending with the Department of General Services.)
- Did you select option B1 or B2 above? (required)
- Please upload a copy of the final order issued by the hearing officer of the State of Florida, Division of Administrative Hearings. (required)
- Did you select option B3 above? (required)
- Please describe any action taken by or pending with the Department of General Services. (required)
- DRUG-FREE WORKPLACE CERTIFICATION
- VENDOR DRUG FREE WORKPLACE CERTIFICATION (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- Drug-Free Status (required)
- STANDARD DOCUMENTS —
The following documents are standard documents that the City generally requires for every solicitation. As a result, we recommend vendors to keep these documents updated and readily available so that they can be easily uploaded for each project that the vendor would like to participate in. In the event that the City does not have one of the forms or documents listed below for your company, the City may reach out to your company after the bid has closed to obtain the document(s).
- NON-COLLUSIVE AFFIDAVIT (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- SCRUTINIZED COMPANY CERTIFICATION (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- E-VERIFY SYSTEM CERTIFICATION (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- Effective January 1, 2021, pursuant to Section 448.095. Florida Statues, the City may not enter into a contract with a vendor/contractor/subcontractor unless that vendor/contractor/subcontractor is registered with and uses the E- Verify system administered by the U.S. Department of Homeland Security (“DHS”).
- Contractor shall also require all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The Contractor shall maintain a copy of such affidavit for the duration of the contract.
- HUMAN TRAFFICKING AFFIDAVIT (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- VENDOR REGISTRATION
- Do you currently have a City of Pembroke Pines Vendor Number registered in the PaymentWorks System? (required) —
- The City of Pembroke Pines utilizes OpenGov as its e-Procurement platform for solicitation and bid submission purposes. However, please be advised that vendor registration for onboarding and processing payments is handled separately through the City's Accounts Payable Division using PaymentWorks, a secure online vendor management platform.
- All vendors that will be submitting invoices and requiring payments from the City are required to register on the PaymentWorks platform. If the vendor is not currently registered with the City via PaymentWorks and does not have a Vendor Number, the City will have to invite the vendor to register.
- For formal solicitations such as this project, the Procurement Department will send PaymentWorks registration invitations to vendor(s) who are under active consideration for award. Please be aware that not all vendors who submit proposals will receive an invitation, in order to manage system usage and avoid onboarding vendors who are unlikely to receive payments from the City.
- Invitations will typically be sent to the contact listed on the submitted Vendor Information Form.
- What is your Vendor Number? (required)
- VENDOR INFORMATION FORM (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- FORM W-9 (REVISED MARCH 2024) (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- Note - Please use the March 2024 version of the form as previously dated versions of this form may delay the processing of any payments to the selected vendor.
- OPTIONAL DOCUMENTATION
- TRADE SECRETS —
- The Proposer’s response to this solicitation is a public record pursuant to Florida law, which is subject to disclosure by the City under the State of Florida Public Records Law, Florida Statutes Chapter 119.07 (“Public Records Law”). The City shall permit public access to all documents, papers, letters or other material submitted in connection with this solicitation and the Contract to be executed for this solicitation, subject to the provisions of Chapter 119.07 of the Florida Statutes.
- Any language contained in the Proposer’s response to the solicitation purporting to require confidentiality of any portion of the Proposer’s response to the solicitation, except to the extent that certain information is in the City’s opinion a Trade Secret pursuant to Florida law, shall be void. If a Proposer submits any documents or other information to the City which the Proposer claims is Trade Secret information and exempt from Florida Statutes Chapter 119.07 (“Public Records Laws”), the Proposer shall clearly designate that it is a Trade Secret and that it is asserting that the document or information is exempt. The Proposer must specifically identify the exemption being claimed under Florida Statutes 119.07. The City shall be the final arbiter of whether any information contained in the Proposer’s response to the solicitation constitutes a Trade Secret.
- EXCEPT FOR CLEARLY MARKED PORTIONS THAT ARE BONA FIDE TRADE SECRETS PURSUANT TO FLORIDA LAW, DO NOT MARK YOUR RESPONSE TO THE SOLICITATION AS PROPRIETARY OR CONFIDENTIAL. DO NOT MARK YOUR RESPONSE TO THE SOLICITATION OR ANY PART THEREOF AS COPYRIGHTED. ALL DOCUMENTS THAT THE FIRM PURPORTS TO BE CONFIDENTIAL, PROPRIETARY OR A TRADE SECRET SHALL BE UPLOADED TO THE OPENGOV WEBSITE AS A SEPARATE ATTACHMENT, IN THIS SECTION, CLEARLY IDENTIFYING THE EXEMPTION BEING CLAIMED UNDER FLORIDA STATUTES 119.07.
- The city’s determination of whether an exemption applies shall be final, and the proposer agrees to defend, indemnify, and hold harmless the city and the city’s officers, employees, and agent, against any loss or damages incurred by any person or entity as a result of the city’s treatment of records as public records.
- FINANCIAL STATEMENTS —
- The City is NOT requesting the vendor to submit any financial statements for this project and prefers if the vendor does not submit financial statements. In addition, if the City needs a copy of the vendor’s financial statements, the City can contact the vendor after the bid due date to request those documents. However, if the vendor does submit the financial statements, they should be uploaded in this section.
- Any claim of confidentiality on financial statements must be asserted at the time of submittal. The firm must identify the specific statute that authorizes the exemption from the Public Records Law. Please note that the financial statement exemption provided for in Section 119.071(1)c, Florida Statutes only applies to submittals in response to a solicitation for a “public works” project.
- ALTERNATIVES —
- If you are submitting an alternative product, please upload any related information in this section (such as specification sheets, etc.).
- In addition, pursuant to the “Brand Names” Section included in the GENERAL TERMS AND CONDITIONS Section if and wherever in the specifications a brand name, make, name of manufacturer, trade name, or vendor catalog number is mentioned, it is for the purpose of establishing a grade or quality of material only. Since the City does not wish to rule out other competition and equal brands or makes, the phrase “OR EQUAL” is added. However, if a product other than that specified is bid, Proposers shall indicate on their proposal and clearly state the proposed substitution and deviation. It is the vendor’s responsibility to provide any necessary documentation and samples within their bid submittal to prove that the product is equal to that specified. Such samples are to be furnished before the date of bid opening, unless otherwise specified. Additional evidence in the form of documentation and samples may be requested if the proposed brand is other than that specified. The City retains the right to determine if the proposed brand shall be considered as an approved equivalent or not.
- ADDITIONAL INFORMATION —
- Please provide any additional information that you deem necessary to complete your proposal in this section, if it has not been requested in another section.
- PROFESSIONAL LICENSES —
- If applicable, please upload any professional licenses that may be required to perform the services outlined in the solicitation. The following licensing requirements shall apply when the applicable Florida statute mandates specific licensing for Contractors engaged in the type of work covered by this solicitation.
State of Florida, Department of Professional Regulation, Construction Industries Licensing Board and licensed by other federal, state, regional, county or municipal agencies having jurisdiction over the specified construction work.
Said licenses shall be in the Firm's name as it appears on the OpenGov registration and as appropriately registered with the applicable licensing entity. Proposer shall supply appropriate license numbers, with expiration dates, as part of their bid. Failure to hold and provide proof of proper licensing, certification and registration may be grounds for rejection of the bid.
- Subcontractors contracted by the Prime Contractor shall be licensed in their respective fields to obtain construction permits as necessary. Said licenses must be in the name of the subcontractor.
- PROFESSIONAL LICENSES —
- If applicable, please upload any professional licenses that may be required to perform the services outlined in the solicitation.
- VENDOR CLASSIFICATION
- Is your firm a Local Pembroke Pines Vendor (LPPV) and Local Broward County Vendor (LBCV)? (required) —
- The evaluation of competitive bids is subject to section 35.36 of the City’s Procurement Procedures which, except where contrary to federal and state law, or any other funding source requirements, provides that preference be given to local businesses. To satisfy this requirement, the vendor shall affirm in writing its compliance with either of the following objective criteria as of the bid or proposal submission date stated in the solicitation. A local business shall be defined as:
- "Local Pembroke Pines Vendor" shall mean a business entity which has maintained a permanent place of business with full-time employees within the City limits for a minimum of one (1) year prior to the date of issuance of a bid or proposal solicitation. The permanent place of business may not be a post office box. The business location must actually distribute goods or services from that location. In addition, the business must have a current business tax receipt from the City of Pembroke Pines, OR;
- “Local Broward County Vendor" shall mean or business entity which has maintained a permanent place of business with full-time employees within the Broward County limits for a minimum of one (1) year prior to the date of issuance of a bid or proposal solicitation. The permanent place of business may not be a post office box. The business location must actually distribute goods or services from that location. In addition, the business must have a current business tax receipt from the Broward County or the city within Broward County where the business resides.
- A preference of five percent (5%) of the total evaluation point, or five percent (5%) of the total price, shall be given to the Local Pembroke Pines Vendor(s); A preference of two and a half percent (2.5%) of the total evaluation point for local, or two and a half percent (2.5%) of the total price, shall be given to the Local Broward County Vendor(s).
- Please indicate your Local Vendor Status (required)
- Local Vendor Preference Certification (required) —
- Please download the attached document, complete all required fields, and upload the completed form here.
- Local Business Tax Receipts (required) —
- If claiming Local Vendor Preference, please upload any previous business tax receipts to indicate that the business entity has maintained a permanent place of business for a minimum of one (1) year.
- Is your firm a Veteran Owned Small Business (VOSB)? (required) —
- The evaluation of competitive bids is subject to section 35.37 of the City’s Procurement Procedures which, except where contrary to federal and state law, or any other funding source requirements, provides that preference be given to veteran owned small businesses. To satisfy this requirement, the vendor shall affirm in writing its compliance with the following objective criteria as of the bid or proposal submission date stated in the solicitation.
- A preference of two and a half percent (2.5%) of the total evaluation point, or two and a half percent (2.5%) of the total price, shall be given to the Veteran Owned Small Business (VOSB).
- Upload the "Determination Letter" from the United States Department of Veteran Affairs Center notifying the business that they have been approved as a Veteran Owned Small Business (VOSB)
- Upload Veteran Owned Small Business Certification(s) from any relevant agency(ies)
- Is your firm a Minority-Owned Business Enterprise (MBE)? (required)
- Please indicate the classification of your Minority-Owned Business Enterprise (MBE) (required)
- MBE Certification Documentation (required) —
- Upload your MBE Certification Documentation here, preferably with the State of Florida's Office of Supplier Diversity. If you have multiple MBE certifications, please combine them into one (1) document and upload.
- Is your firm a Woman-Owned Business Enterprise (WBE)? (required)
- WMBE Certification Documentation (required) —
- Upload your WMBE Certification Documentation here, preferably with the State of Florida's Office of Supplier Diversity. If you have multiple WMBE certifications, please combine them into one (1) document and upload.
- Is your firm a HubZone Business / Labor Surplus Area Firm? (required)
- HubZone Business / Labor Surplus Area Firm Certification Documentation (required) —
- Upload your HubZone Business / Labor Surplus Area Firm Certification Documentation, preferably with the U.S. Small Business Administration (SBA). If you have multiple certifications, please combine them into one (1) document and upload.
- Is your firm a Broward County Small Business Enterprise (SBE)? (required)
- SBE Cerification Documentation (required) —
- Upload your SBE Certification Documentation from Broward County's Office of Economic and Small Business Development (OESBD). If you have multiple certifications, please combine them into one (1) document and upload.
- Is your firm a Broward County Business Enterprise (CBE)? (required)
- CBE Certification Documentation (required) —
- Upload your CBE Certification Documentation from Broward County's Office of Economic and Small Business Development (OESBD). If you have multiple certifications, please combine them into one (1) document and upload.
- Is your firm a Broward County Disadvantaged Business Enterprise (DBE)? (required)
- DBE Certification Documentation (required) —
- Upload your DBE Certification Documentation from Broward County's Office of Economic and Small Business Development (OESBD). If you have multiple certifications, please combine them into one (1) document and upload.
- Does your firm have a Vendor Classification that was not listed above? (required)
- Other Vendor Classification Certification Documentation (required) —
- Upload your other Certification Documentation here. If you have multiple certifications, please combine them into one (1) document and upload.
- FEDERAL DOCUMENTS
- Certification Regarding Lobbying; Debarment, Suspension and Other Responsibility Matters for Expenditure of Federal Funds (required) —
- Lobbying:
- As required by 7 CFR Part 3018, for persons entering into a contract, grant or cooperative agreement over $100,000 involving the expenditure of Federal funds, the Contractor must complete the Certification Regarding Lobbying.
- If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress or an employee of a Member of Congress, in connection with this Federal contract, grant, loan, or cooperative agreement, the Contractor shall also complete and submit the Standard Form - LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.
- Debarment, Suspension and Other Responsibility Matters:
- Where the Contractor is unable to certify to any of the statements in the certification for Debarment, Suspension and Other Responsibility Matters, he or she shall provide an explanation.
- Please download the below documents, complete, and upload.
- Are you currently registered as an active entity on SAM.gov (System for Award Management)? (required) —
- All vendors submitting bids for this project must be registered and active in the System for Award Management (SAM.gov) at the time of bid award. This is a federal requirement for entities receiving federal funds, including contracts, grants, or other financial assistance. Registration on SAM.gov ensures that vendors are eligible to do business with the U.S. government and are not suspended, debarred, or otherwise excluded from participation in federal programs. SAM registration is free and can be completed at https://sam.gov. Bidders must provide their Unique Entity ID (UEI) and proof of active registration as part of their proposal.
- If yes, please provide your Unique Entity ID (UEI) (required)
- What is the expiration date of your current SAM.gov registration? (MM/DD/YYYY) (required)
- Proof of Registration Upload (required) —
- Please upload a PDF copy or screenshot of your entity's active registration status from SAM.gov that includes:
- Entity Name
- Unique Entity ID (UEI)
- DUNS (if applicable)
- Registration Status ("Active")
- Expiration Date
- This document must be downloaded from https://sam.gov and must show the current status at the time of bid submission.
- Debarment Status - Is your entity currently debarred, suspended, or otherwise excluded from receiving federal contracts or financial assistance? (required)
- If yes, please provide an explanation. (required)
- If yes, please upload any relevant documentation, if applicable.
- Form 1 of HUD Section 3 Implementation Plan (required) —
- This project is governed by Section 3 of the Housing and Urban Development Act of 1968, as amended. Section 3 ensures that employment and economic opportunities created by HUD assistance benefit low- and very low-income individuals, especially those residing within the project’s service area.
- NO VALUEs must demonstrate their compliance with Section 3 requirements, please see "HUD Section 3 Implementation Plan and Forms 1-6" in the attachments section for additional information.
- This may include providing information on how they will hire qualified low- and very low-income individuals and/or utilize Section 3 businesses as part of the project.
- As part of the bidding process, NO VALUE must return Form 1 with their bid submission, as failure to do so may result in the disqualification of your submittal.
- In addition, Forms 2-6 must be submitted with final reporting, 30 days after project completion, as applicable.
- Please download the below documents, complete, and upload.
- I certify that the information provided above is true and correct to the best of my knowledge. I understand that false or misleading statements may disqualify this bid and subject the entity to federal penalties. (required)
- Procurement Classification (Abbreviation) (required) —
Please see below for details on the options:
- IFB (Invitation for Bids): Solicits competitive sealed bids for specific commodities or services when the scope of work or specifications can be precisely defined.
- This is generally for requests anticipated to cost $100,000.01 or above, for the initial contract term.
- Awarded to the lowest priced bidder that is the most responsive and responsible. No evaluation criteria or committee.
- RFP (Request for Proposals): Solicitation for competitive sealed proposals with general information, functional or general specifications, a statement of work, proposal instruction and evaluation criteria, including the relative importance of price and any other evaluation criteria.
- This is generally for requests anticipated to cost $100,000.01 or above, for the initial contract term.
- Selection based on a relative weight of price and qualifications.
- RFQ (Request for Qualifications): Solicitation for competitive sealed offers with general information, functional or general specifications, a statement of work, proposal instruction and the relative importance of any evaluation criteria.
- This is generally for requests anticipated to cost $100,000.01 or above, for the initial contract term.
- No pricing, selection is solely based on the qualifications.
- RLI (Request for Letters of Interest): A request for letters of interests shall include, but is not limited to, general information and submission deadline. The city shall engage in competitive negotiations with responsible offerors determined to be reasonably susceptible of being selected for award for the purpose of clarification to assure full understanding of and conformance to the solicitation requirements. Offerors shall be accorded fair and equal treatment with respect to any opportunity for discussion.
- RFI (Request for Information): A request used to gather information from vendors about available products, services, capabilities, or market conditions. An RFI is for planning and research purposes only and is not intended to result in a contract award. Information received may be used to develop or refine specifications, determine appropriate procurement methods, estimate costs, or identify potential vendors for a future solicitation.
- QQ(Quick Quote): Solicits competitive bids for specific commodities or services when the scope of work or specifications can be precisely defined.
- This is for requests anticipated to cost $100,000 or less, for the initial contract term, and is required for projects between $25,000 and $100,000.00.
- Awarded to the lowest priced bidder that is the most responsive and responsible. No evaluation criteria or committee.
- NTSS (Notice to Sole Source): Solicits for vendors to come forward and challenge the statement made by a vendor that they are the Sole Source of the specified goods or services detailed in the notice.
- ITQ (Invitation to Quote): Solicits competitive sealed bids from a preselected pool of vendors for specific commodities or services when the scope of work or specifications can be precisely defined.
- This request can cost from $0 to over $100,000.
- For anything under of $100,000 or lower departments are able to award right away.
- For awards over $100,000, departments must take the award to commission for approval.
- Awarded to the lowest priced bidder that is the most responsive and responsible. No evaluation criteria or committee.
- Estimated Cost (required) —
Provide estimated cost for the project.
Examples:
- $100,000.
- Aggregate spend is estimated up to $200,000 annually.
- Staff estimates this project to cost approximately $300,000.50,
- Staff estimates this project to cost approximately $400,000, which does not include permit costs.
- Staff estimates this project to cost approximately $500,000, which does not include permit costs or an owner's contingency.
Independent Estimate & Cost Analysis
- Please note that for Federally funded projects, the City must perform a cost or price analysis in connection with every procurement action in excess of the Federal Simplified Acquisition Threshold (SAT). The method and degree of analysis is dependent on the facts surrounding the particular procurement situation, but as a starting point, the City must make independent estimates before receiving bids or proposals.
- Even though this is only required for Federally funded projects, the Procurement Department recommends for Departments to complete and upload their Independent Estimate & Cost Analysis for all projects under the "Internal Documents" of the "Attachments" section.
- Will there be a Pre-Bid Meeting or Site Visit? (required)
- Mandatory or Non-Mandatory Pre-Bid Meeting? (required)
- Pre-Bid Meeting Options (required) —
Please see below for details on the options:
- Virtual Pre-Bid Meeting Option: This option adds language to allow the vendors to join the meeting in person or via Webex.
- Follow-Up or Additional Pre-Bid Meeting Options: This option allows the vendor to schedule additional or follow-up pre-bid meetings through the assigned Procurement Specialist, regardless of if the vendor attended the original scheduled meeting. Even if the vendor requests the meeting, it may not be allowed due to timing or staff's availability.
- Please note that the Procurement Department recommends that the Departments choose not to conduct a MANDATORY PRE-BID MEETING, however if the Department selects to do so, the Procurement Department recommends that the Department allows for Follow-Up or Additional Pre-Bid Meetings.
- If only one MANDATORY PRE-BID MEETING is allowed, and only one vendor shows up to that meeting, they would know that they can submit whatever price they choose to as there would be no competition for them.
- Procurement Type (required) —
Please see below for details on the options:
- Construction (One-Time): This would be for construction procurements for a new building or a specific project.
- Construction (Continuing): This would be for on-going construction projects, such as City-Wide Fencing or City-Wide Planting, Installation of Cabinets for the Housing Division, etc. in which the awarded contractor(s) would be given construction projects on an as-needed basis, utilizing their line-item pricing in the contract.
- Goods Only (One-Time): This would typically be for the purchase of items where services would not be included, such as the purchase of laptops. These would typically not require an agreement, unless it is using Federal Funds, or a grant, and we need to have some of those terms memorialized in an agreement.
- Goods Only (Continuing): This would typically be for items that are purchased on an as-needed basis at a fixed price over a set period, such as Body Armor for the Police Department and Chemicals for the Utilities Department.
- Services (One-Time): This would be for services that would be performed once, such as cleaning up an oil spill, and would have no renewal terms.
- Services (Continuing): This would be for Janitorial Services, Armored Car Services, etc., in which the vendor would have set rates that they would have to hold over the length of the contract, and they would generally performed those services over the term of the agreement with renewal terms.
- Design-Build Services: This would be for a single contract with a design-build firm for the design and construction of a public construction project. A “design-build firm” means a partnership, corporation, or other legal entity that is certified to engage in contracting through a certified or registered general contractor or a certified or registered building contractor as the qualifying agent; or to practice engineering, architecture, or landscape architecture.
- CCNA Non-Continuing Contract: This would be related to services outlined in Florida Statue 287.055 "Consultants’ Competitive Negotiation Act" as defined by the statute for services related to:
- Professional Architectural
- Engineering
- Landscape Architectural, or
- Surveying and Mapping Services
- CCNA Continuing Contract: This would be related to services outlined above and for a "Continuing Contract," which would allow the consultant to perform various projects over a period, in lieu of just a specific project.
- Professional Services: This would be for the procurement of Professional Services that do not fall under the CCNA guidelines, which may include Financial Auditors, etc.
- Estimated Start Date (required) —
What is the estimated start date?
Example: July 1, 2025
- Completion Time (required) —
How many calendar days from issuance of the Notice to Proceed will the vendor have to complete the project?
- Initial Contract Term (required) —
Fill in the blank, example shown below in red, and an example value has already been populated for easy editing.
On August 26, 2025, the Procurement Department held a workshop with the City Commission, during which the City Commission directed staff to standardize contract lengths. The contract term options below represent the standard contract lengths that Departments should use in most cases.
Departments should select Option 1, 2, or 3 unless the contract clearly meets one of the specific exemption categories that require a case-by-case review.
Standard Contract Term Options (Default Selections)
- Option 1: Routine Goods & Services
- (e.g., janitorial, landscaping)
- Initial 2-year term with two (2) additional 2-year renewal options
- Option 2: Professional Services
- (e.g., consultants, A&E, auditors)
- Initial 3-year term with two (2) additional 3-year renewal options
- Option 3: Function Sourcing or Franchise Agreements
- (e.g., Operation, Maintenance & Management of the City's Water and Wastewater Utility System, Building Department, Solid Waste Collection)
- Initial 5-year term with one (1) additional 5-year renewal option
Option 4: Case-by-Case Basis (Deviation from Standard Contract Terms – Exemption Required)
Deviation from the standard contract terms in Options 1–3 is permitted only when the contract falls under one or more of the exemption categories listed below and a deviation is being requested as a direct result of that exemption. Such contracts are subject to a case-by-case review and approval.
- Technology & Software (licenses, SaaS, maintenance)
- Lease and financing agreements
- Construction
- Interlocal Agreements (ILAs) and agreements with other governmental agencies
- Piggyback agreements
- Local, state, or federal law, regulation, or grant requirement mandates or necessitates a contract term that differs from the City’s standard contract lengths
- Renewal Terms (required) —
Fill in the blank, example shown below in red, and an example value has already been populated for easy editing.
On August 26, 2025, the Procurement Department held a workshop with the City Commission, during which the City Commission directed staff to standardize contract lengths. The contract term options below represent the standard contract lengths that Departments should use in most cases.
Departments should select Option 1, 2, or 3 unless the contract clearly meets one of the specific exemption categories that require a case-by-case review.
Standard Contract Term Options (Default Selections)
- Option 1: Routine Goods & Services
- (e.g., janitorial, landscaping)
- Initial 2-year term with two (2) additional 2-year renewal options
- Option 2: Professional Services
- (e.g., consultants, A&E, auditors)
- Initial 3-year term with two (2) additional 3-year renewal options
- Option 3: Function Sourcing or Franchise Agreements
- (e.g., Operation, Maintenance & Management of the City's Water and Wastewater Utility System, Building Department, Solid Waste Collection)
- Initial 5-year term with one (1) additional 5-year renewal option
Option 4: Case-by-Case Basis (Deviation from Standard Contract Terms – Exemption Required)
Deviation from the standard contract terms in Options 1–3 is permitted only when the contract falls under one or more of the exemption categories listed below and a deviation is being requested as a direct result of that exemption. Such contracts are subject to a case-by-case review and approval.
- Technology & Software (licenses, SaaS, maintenance)
- Lease and financing agreements
- Construction
- Interlocal Agreements (ILAs) and agreements with other governmental agencies
- Piggyback agreements
- Local, state, or federal law, regulation, or grant requirement mandates or necessitates a contract term that differs from the City’s standard contract lengths
Note: If you were using Option 4 and there were no renewal terms, you would enter the word "no".
- Product Delivery Timeframe (required) —
Fill in the blank, example shown in red below:
Products shall be delivered within 30 calendar days of the City’s issuance of a Purchase Order.
- Permits, License, Impact of Inspection Fees (required) —
Besides the permits for the City's Building Department and/or Engineering Department, does this project require any additional permits, such as, but not limited to:
- Drainage
- Storage Tank License
- Storage Tank Closure License
- Storage Tank Registration
- Etc.
- Vendor Type (required) —
To ensure consistency throughout the solicitation document, which term should be used to refer to the bidder: Vendor, Contractor, or Consultant?
- Liquidated Damages (required) —
Will there be liquidated damages?
- Liquidated Damages Amount (required) —
Fill in the blank (in capital letters and with the written words as well), example shown in red below:
...CITY may elect to collect liquidated damages for each such breach, and CONTRACTOR will pay CITY as liquidated damages, and not as penalty, FIVE HUNDRED DOLLARS AND NO CENTS ($500.00) for every day of such malfunction.
- Federal Funds? (required) —
Are you using Federal/Grant funding?
- Federal Funding Type (required) —
Which Federal Funds, Grants, or Special Appropriation Funds do you plan to utilize?
- Proposal Security (required) —
A Proposal Security is a financial guarantee submitted by a vendor with their proposal. It protects the City by ensuring the vendor is serious about their offer and will honor it if selected.
If required, the Proposal Security typically takes the form of a bid bond, cashier’s check, or other approved security in a specified dollar amount or percentage of the proposal.
The Proposal Security may be forfeited if the vendor:
- Fails or refuses to execute the contract within 15 days of award
- Fails to provide required insurance, performance or payment bonds
A Proposal Security is most commonly required for construction, capital improvement, or high-risk procurements exceeding $200,000, in an amount equal to 5% of the total proposal.
Note - Bid Security submitted by unsuccessful bidders will be returned after award.
Select the appropriate option below:
- Payment and Performance Bonds (required) —
Payment and Performance Bonds are financial guarantees provided by the successful vendor after award. These bonds protect the City by ensuring the vendor will properly perform the work and pay subcontractors, laborers, and suppliers.
- A Performance Bond guarantees completion of the project in accordance with the contract terms.
- A Payment Bond guarantees payment to all subcontractors and suppliers, protecting the City from claims.
Pursuant to Florida Statute 255.05, Payment and Performance Bonds are required for construction of a public building (completion of a public work, or for repairs upon a public building or public work) in excess of $200,000.
- The bond amount must equal 100% of the full contract price.
- For contracts over $250 million, if a bond for the full amount is not reasonably available, the City may require the largest bond amount reasonably available, but no less than $250 million.
The City’s Contract Division will obtain the required Payment and Performance Bonds from the successful vendor after award of the project and prior to execution of the contract by the City Manager. Failure to provide the required Payment and Performance Bonds may result in forfeiture of the award and the Proposal Security.
Select the appropriate option:
- Pricing Sheet Type (required)
- Scope of Work (required)
- Insurance (required) —
Please note all insurance requirements selected for this procurement are subject to review and approval by the City’s Risk Management Department. Risk Management will evaluate the project scope and risk exposure and may confirm, modify, or require additional insurance coverage prior to the advertisement of the solicitation.
Select all that apply.
- What is the procurement purpose? (required) —
Please fill in the blank for the following sentence: "The City of Pembroke Pines is seeking bids from qualified firms, hereinafter referred to as the Contractor, to [____________________________________], in accordance with the terms, conditions, and specifications contained in this solicitation.
- References (required) —
Will you need the vendor to submit references so that the City can conduct reference checks?