26-052 Illuminating Safety in Pensacola

CITY OF PENSACOLA
REQUEST FOR QUALIFICATIONS
RFQ NO.: 26-052
ILLUMINATING SAFETY IN PENSACOLA
Sealed and complete hardcopy statements of interest and qualifications with original or
electronic signature and one (1) complete identical electronic copy (SINGLE PDF) on
flash drive or CD, must be received no later than Monday, August 28, 2026, 2:30 P.M.,
Central time, at the following location.
City Hall (lobby)
222 West Main Street
Pensacola, Florida, 32502
Attention: Purchasing
The OUTER FACE of the sealed submittal package shall identify the respondent, the RFQ
title, and the RFQ number (whether hand-delivered, mailed, or via UPS/FedEx or other
courier service). Submittals received after the closing time will not be accepted. Multiple
submittals from the same entity will not be accepted. After the submittal deadline those
submittals received will be opened and publicly acknowledged. Interested parties may attend.
Alternatively, electronic responses may be submitted to Open Bids (fka) Demandstar or
Central Bidding. Both sites require registration and varying fees for notifications and
document downloads.
Those submittals received will be opened and publicly read the following business day
(August 31, 2026, 10:00 A.M., Central time) via Microsoft Teams at the following link*:
Microsoft Teams RFQ Opening.
Specifications will be posted to the City's website at www.cityofpensacola.com/bids.aspx.
Addenda will be posted to the City's website. Companies are responsible for
obtaining addenda and are advised to check the website frequently.
Any questions concerning the RFQ should include the Subject Line: RFQ 26-052 - RFI, and
should be addressed and submitted in writing no later than August 18, 2026, at 10:00 A.M.,
Central time, to:
Dedria Lunderman, Purchasing Manager
City Hall 6th Floor
222 West Main Street
Pensacola, Florida 32502
purchasing@cityofpensacola.com
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A tabulation of submittals will be posted to the City's website at
www.cityofpensacola.com/bids.aspx.
A Notice of Intent will be issued to respondents. This begins the protest period. Failure to
file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to
post the bond or other security required by law within the time allowed for filing a bond shall
constitute a waiver of proceedings under chapter 120, Florida Statutes.
The City of Pensacola adheres to the Americans with Disabilities Act and will make
reasonable accommodations for access to City services, programs, and activities. Please
email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests must be
made at least 48 hours in advance of the event in order to allow the City time to provide the
requested services.
The City reserves the right to accept or reject any or all submittals, to waive any submittal
informalities and to re-advertise for submittals when deemed in the best interest of the City.
Attest: CITY OF PENSACOLA
Ericka L. Burnett D. C. Reeves
City Clerk Mayor
The City of Pensacola provides equal access in employment and public services.
*Participation in a Microsoft Teams meeting requires a microphone and
speakers; however, webcams are optional. Participants may join the meeting
either via a PC or Smartphone. Please be sure to check the system
requirements at the following link: Microsoft Teams System Requirements
Check.)
SECURITY NOTICE
Visitors to City Hall may be required to stay in the lobby unless otherwise directed.
Late submittals will not be accepted.
FLORIDA GOVERNMENT IN THE SUNSHINE - PUBLIC RECORDS NOTICE
Pursuant to Section 286.011, Florida Statutes, all Evaluation Committee meetings
under this RFP/RFQ are subject to Florida's Government in the Sunshine Law - open
to the public, noticed in advance, and documented as public records. Each
Committee member shall sign a Sunshine Law acknowledgement prior to
participating. All notes, scoresheets, and written communications are public records
under Chapter 119, Florida Statutes, and subject to disclosure. Members shall not
communicate privately with one another or with proposers outside of a duly noticed
public meeting.
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SCHEDULE OF EVENTS (subject to change)
Date Activity
July 30, 2026 Publish RFQ
August 18, 2026, 10:00 a.m. Questions due
August 28, 2026, 2:30 p.m. Submittals due
August 31, 2026, 10:00 a.m. Submittal Opening
September 8, 2026, 11:00 a.m. Distribution of Materials for Review
September 15, 2026, 11:00 a.m. Evaluation Committee Meeting
City Hall 1st floor conference room Ranking / Shortlisting Qualifications
222 West Main Street, Pensacola, FL 32502
October 1, 2026, 11:00 a.m. Evaluation Committee Meeting (optional)
City Hall 1st floor conference room Oral Presentations
222 West Main Street, Pensacola, FL 32502 Recommendation of Contract Award
All time are Central time.
I. GENERAL INSTRUCTIONS
A. The City reserves the right to hear oral presentations. Companies responding
to the solicitation must be available for formal presentations/interviews to the
Selection Committee. These will be held in person at City Hall, 222 West Main
Street, Pensacola, FL 32502.
B. Submittals should respond to each item noted in the Submittal Format and
Evaluation Criteria in the order noted. Identify responses with the same
paragraph notation as this RFQ.
C. Submittals must be typed or printed. All corrections made by the respondent
prior to the opening must be initialed and dated by the respondent. No changes
or corrections will be allowed after submittals are opened.
D. Any addendum issued will be made available on the City's website at
http://www.cityofpensacola.com/bids.aspx. Interested bidders are
advised to check the site frequently.
E. The City of Pensacola is not liable for any costs incurred by any interested
party in responding to this RFQ.
F. By responding to this RFQ you are giving permission to the City to contact
anyone you name as an associate, client, sub-Consultant or reference to
confirm information provided.
G. No Contingency Fees: By responding to this solicitation, each Respondent
warrants that it has not and will not employ or retain any company or person,
other than a bona fide employee working solely for the company, to solicit or
secure an agreement pursuant to this solicitation and that it has not and will
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not pay or agree to pay any person, company, corporation, individual or
company, other than a bona fide employee working solely for the company,
any fee, commission, percentage, gift, or other consideration contingent upon
or resulting from the award or making of an agreement.
II. SCOPE OF WORK
Illuminating Safety in Pensacola project will include supplemental roadway safety planning
to conduct a lighting assessment, which will include a deficiency analysis, inventory needs,
and best practices for effective lighting installations that address safety for vulnerable users
during dark conditions and improve safety and security of all road users, spanning different
ages and abilities, including wheelchair and other mobility device users. Dark conditions
contribute to unsafe conditions on our high injury crash network, so this approach will be
guided by a Vision Zero commitment to zero roadway fatalities and serious injuries. The final
product will be a plan that will help the City implement new lighting policies for installation
based on safety metrics and provide tools for the City to utilize when considering lighting
projects on different roadway classifications.
The City of Pensacola is seeking qualified firms to conduct a lighting assessment along City
of Pensacola's high injury crash network (Exhibit A) which will culminate in a lighting policy
based on safety priorities and best practices, and include the following tasks and
deliverables:
Tasks:
a. Lighting inventory with gap analysis and current deficiencies on the high injury crash
network.
b. Design guidance for roadway and pedestrian scale lighting based on built
environment, typical users, and transportation characteristics. City standardlight pole
and fixture models will be utilized as foundation.
c. Literature review of best practices including smart lighting technologies and solar.
d. One Public Workshop
e. One City Council presentation
Deliverables:
a. City-wide lighting policy with Illumination Criteria and Minimum Illumination Levels to
be used for citizen request and evaluating lighting condition on City roadways.
b. List of priority areas for future lighting installation.
c. Interactive ArcGIS map with current conditions, lighting needs, and relevant data
layers like context classification, land use, and roadway functional classification.
d. Public Engagement material to communicate lighting conditions and collect public
input on lighting policy.
e. Spreadsheet of inventory with information such as lighting locations, equipment
selection, and data variables like illuminance standards.
f. Final report encompassing literature review, design guidance, public engagement,
conditions analysis, and recommendations for priority areas.
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The City will provide a previous lighting deficiency report from 2017, but cannot guarantee
completeness.This project is federally funded through a United States Department of
Transportation Safe Streets for All Grant and will need to meet federal standards. The project
activities are intended to help supplement a Safety Action Plan.
III. SUBMITTAL FORMAT
Submittals shall be in the format described below. The selection criteria and points that will
be used in ranking the submittals are noted in each section. (Sections C - F). Submittals
shall be limited to forty (40) single-sided 812 x 11" pages. Font shall be sans-serif 12-point
at a minimum. Page count excludes the cover, cover letter, table of contents, section
dividers, and any City-provided form. Qualifications shall be bound with spiral or similar
binding that ensures the integrity of the submission. Each section in the submittal should
follow the format/organization noted in this section (Sections A. - I.). Three to five firms may
be short-listed based on the information provided on the forms and in the additional sections
and those firms invited to an in-person interview. The City reserves the right to select directly
from the Statements of Qualifications.
An Authorized Representative of the firm shall sign submittals. All information requested
must be submitted. Failure to submit all information may result in a lowered evaluation score
of the submittal. At its discretion, the City may waive minor discrepancies or reject submittals
substantially incomplete or lacking key information.
A. Introduction
This section will contain a cover letter no longer than two (2) pages, signed by an
authorized representative of the offering firm. A table of contents will follow the cover
letter. This section should also include those required City forms within the RFQ, and
any addenda issued.
1) Signature Sheet
2) Price Schedule
3) Appendix A, 44 C.F.R. Part 18 - Certification Regarding Lobbying
4) State of Florida Affidavit Regarding the Use of Coercion for Labor and
Services Pursuant to Florida Statute 787.06(13)
5) 52.209-5 FAR Certification Regarding Debarment, Suspension, Proposed
Debarment, and Other Responsibility Matters
6) 52.209-6 FAR Protecting the Government's Interest When Subcontracting
with Contractors Debarred, Suspended, or Proposed for Debarment
7) Drugfree Workplace Certificate
8) Non-Collusion Affidavit
9) Public Entity Crimes Statement
10) Anti-Kickback Affidavit
11) Statement of No Response
12) Acknowledgement of addenda (signed signature pages of addenda)
B. Firm Information
Briefly describe the firm's organization and philosophy. Address each of the following
items:
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1) Business Structure (Corporation, Joint Venture, Partnership); proper
incorporation by the Secretary of State and current Florida Professional
Registration Certificate for general contractor certification.
2) Number of years in business.
3) Total staff and firm's experience profile. This criterion identifies the
relative size of the firm, including management, technical, and support
staff. Technical staff shall be those persons proposed to be associated
with the implementation of this project; project managers, engineers,
supervisors, estimators, quality control manager, etc. Please describe
all relevant warehouse, hangar, and maritime/port experience that the
proposed team has been directly involved with.
4) Distance from the Site - Simply, the location in miles of the proposed
operating office to the project site is to be listed.
5) Describe and explain any litigation, major disputes, contract defaults,
and liens in the last 10 years.
EVALUATION CRITERIA BEGIN
The following criteria will be considered when selecting a firm:
C. Firm Experience (45 points)
* Major consideration will be given to the successful completion of previous
projects comparable in nature, design, scope, and complexity with this project.
The City will consider statements of interest from firms that have not previously
delivered a project under this model, as long as the firm otherwise demonstrates
success on delivery of comparable projects. Firms should include any relevant
projects that were at least partially funded through federal transportation dollars
and those that address vision zero strategies to reduce fatalities for all
transportation users.
List the projects which best illustrate the experience of the firm and current staff
to be assigned to this project. (List no more than 10 projects, and no projects
which were completed more than 10 years ago.).
* Name and location of the project
* Nature of the firm's responsibility on this project
* Description of project
* Project owner's representative's name, address and phone number
* Project Client agency's representative's name, address, and phone number
(current information)
* Date project was completed or is anticipated to be completed
* Work for which the staff was responsible
* If the project is not complete, present status of this project
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* Project Manager and other key professionals involved on listed project and
who of that staff that would be assigned to this project.
D. Project Team (40 points)
* Provide qualification and composition of staff that will work on this project,
including background and experience in the stated disciplines of lighting
design, transportation planning, and public engagement.
E. Scheduling and Budget Estimates (15 points)
* With respect to the projects outlined in item "2" above, provide information
with respect to:
o Proposed vs actual design schedule
o Current workload
* Percentage of time each staff member can dedicate to the project.
F. Certification as/partnership with a City-certified Small Business Enterprise
(SBE) (3 points)
Indicate whether the firm is itself or is partnered with any City-certified Small
Business Enterprise.
IV. INTERVIEW PROCESS
Firms will be evaluated for short-listing based upon the written material submitted to
the City in response to this RFQ. The evaluation committee will review, and reserves
the right to select directly from the submittals. The City may schedule formal
presentations/interviews for those two to five (2-5) firms short-listed. If formal
presentations/interviews are held, selected firms will be required to have the
proposed project manager present to participate in the presentation/interview.
Presentations/interviews will be conducted in-person only.
Each firm will be allowed up to 40 minutes for a formal presentation, consisting of a
reiteration of the written qualification demonstrating the firm's grasp of the project.
The formal presentation will be followed by 20 minutes of Questions & Answers
(Q&A). Any unused formal presentation time will be added to the Q&A period. A
projection system is available, but presenters are requested to bring their own laptop
and flash drives containing the complete presentation and any handouts. The
selection committee would prefer a PowerPoint presentation. The presentations are
closed to the public. The committee deliberations following the last presentation will
be open to the public.
The evaluation committee will make a recommendation to the Mayor regarding the
selection of the firms based upon the formal presentations/interviews. The Mayor will
then forward his recommendation for award to the City Council for their approval.
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V. General Terms and Conditions
A. Insurance and Indemnification
Before starting and until termination of work for, or on behalf of, the CITY, the
CONSULTANT and any/all sub consultants shall procure and maintain insurance
of the types and to the limits specified.
The term CITY as used in this section of the Contract is defined to mean the CITY
of Pensacola itself, any subsidiaries or affiliates, elected and appointed officials,
employees, volunteers, representatives and agents.
Insurance shall be issued by an insurer whose business reputation, financial
stability and claims payment reputation is satisfactory to the CITY for the CITY's
protection only. Unless otherwise agreed, the amounts, form and type of
insurance shall conform to the following minimum requirements, Consultant
understands and agrees that increased limits and/or additional types of insurance
may be required depending on the scope of service.
1. WORKERS' COMPENSATION
The CONSULTANT shall purchase and maintain Worker's Compensation
Insurance Coverage for all Workers' Compensation obligations as legally
required. Additionally, the policy, or separately obtained policy, must include
Employers Liability Coverage of at least $100,000 each person -accident,
$100,000 each person - disease, $500,000 aggregate - disease. The policy
must include coverage for United States Longshore & Harbor Act (USL&H).
2. COMMERCIAL GENERAL, AUTOMOBILE, PROFESSIONAL LIABILITY AND
UMBRELLA LIABILITY COVERAGES
The CONSULTANT shall purchase coverage on forms no more restrictive than
the latest editions of the Commercial General Liability and Business Auto
policies filed by the Insurance Services Office. The CITY shall be an Additional
Insured for Commercial General Liability and umbrella liability and such
coverage shall be at least as broad as that provided to the Named Insured
under the policy for the terms and conditions of this Contract. The CITY shall
not be considered liable for premium payment, entitled to any premium return
or dividend and shall not be considered a member of any mutual or reciprocal
company. Minimum limits as outlined below must be provided, with umbrella
insurance coverage making up any difference between the policy limits of
underlying policies coverage and the total amount of coverage required.
Commercial General Liability coverage must be provided, including bodily
injury and property damage liability for premises, operations, products and
completed operations, contractual liability and independent contractors.
The coverage shall be written on occurrence-type basis. Minimum limits of
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$1,000,000 per occurrence and in the aggregate must be provided. The
City of Pensacola must be listed as an additional insured.
Business Auto Policy coverage must be provided, including bodily injury
and property damage arising out of operation, maintenance or use of
owned, non-owned and hired automobiles. Minimum limits of $1,000,000
CSL must be provided
Professional Liability insurance coverage must be provided to afford
protection for errors and omissions arising out of services provided under,
or associated with this contract. Minimum limits of $1,000,000 per
occurrence and $1,000,000 aggregate must be provided.
Umbrella Liability Insurance coverage shall not be more restrictive than the
underlying insurance policy coverages. The coverage shall be written on
an occurrence-type basis and the City listed as an additional insured.
CERTIFICATES OF INSURANCE
Required insurance shall be documented in the Certificates of Insurance that lists
this Contract and provides that the CITY shall be notified at least thirty (30) days
in advance of cancellation, nonrenewal or adverse change or restriction in
coverage. If required by the CITY, the CONSULTANT shall furnish copies of the
CONSULTANT's insurance policies, forms, endorsements, jackets and other
items forming a part of, or relating to such policies. Certificates shall be on the
"Certificate of Insurance" form equal to, as determined by the CITY an ACORD
25. Any wording in a Certificate which would make notification of cancellation,
adverse change or restriction in coverage to the CITY an option shall be deleted
or crossed out by the insurance carrier or the insurance carrier's agent or
employee. The CONSULTANT shall replace any canceled, adversely changed,
restricted or non-renewed policies with new policies acceptable to the CITY and
shall file with the CITY Certificates of Insurance under the new policies prior to the
effective date of such cancellation, adverse change or restriction. If any policy is
not timely replaced, in a manner acceptable to the CITY, the CONSULTANT shall,
upon instructions of the CITY, cease all operations under the Contract until
directed by the CITY, in writing, to resume operations.
INSURANCE OF THE CONSULTANT PRIMARY
The CONSULTANT's required coverage shall be considered primary, and all
other insurance shall be considered as excess, over and above the
CONSULTANT's coverage. The CONSULTANT's policies of coverage will be
considered primary as relates to all provisions of the Contract.
LOSS CONTROL AND SAFETY
The CONSULTANT shall retain control over its employees, agents, servants and
subcontractors, as well as control over its invitees, and its activities on and about
the subject premises and the manner in which such activities shall be undertaken
and to that end, the CONSULTANT shall not be deemed to be an agent of the
CITY. Precaution shall be exercised at all times by the Consultant for the
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protection of all persons, including employees, and property from harm caused by
negligent acts or omissions of the consultant.
HOLD HARMLESS
The Consultant shall indemnify and hold harmless the City of Pensacola, its
officers and employees, from any and all liabilities, damages, losses, and costs to
the extent caused by the negligence, recklessness or intentional wrongful
misconduct of the Consultant and persons employed or utilized by the Consultant
in the performance of the contract. The Consultant's obligation shall not be limited
by, or in any way to, any insurance coverage or by any provision in or exclusion
or omission from any policy of insurance.
PAY ON BEHALF OF THE CITY
The CONSULTANT agrees to pay on behalf of the CITY, as well as provide a
legal defense for the CITY, both of which will be done only if and when requested
by the CITY, for all claims as described in the Hold Harmless paragraph. Such
payment on the behalf of the CITY shall be in addition to any and all other legal
remedies available to the CITY and shall not be considered to be the CITY's
exclusive remedy.
FEDERAL CONDITIONS
Required Contract Provisions
1. BREACH OF CONTRACT TERMS (2 CFR 200 Appendix II(A))
The City reserves the right to seek all remedies available under law in the event of
a failure to perform or other breach of this Contract by the Contractor, and the
failure of the City to employ a particular remedy shall not be regarded by the Parties
as a waiver of that or any other available remedy.
2. TERMINATION FOR CAUSE OR CONVENIENCE(2 CFR 200 Appendix II(B))
The City may terminate this Contract for cause or for convenience upon thirty (30)
days prior written notice.
3. CLEAN AIR ACT AND FEDERAL WATER POLLUTION CONTROL ACT
Clean Air Act
Contractor agrees to comply with all applicable standards, orders, or regulations
issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal
Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must
be reported to the Regional Office of the Environmental Protection Agency. See 2
C.F.R. Part 200, Appendix II(G).
The contractor agrees to report each violation to the City of Pensacola and
understands and agrees that the City of Pensacola will, in turn, report each
violation as required to assure notification to the appropriate Environmental
Protection Agency Regional Office.
The contractor agrees to include these requirements in each subcontract
exceeding $150,000 financed in whole or in part with assistance provided by the
federal government.
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