Downtown Development Authority Tuesday, April 21, 2026, 8:30 AM 107 S. Olive Avenue, Suite 200 West Palm Beach, FL 33401
https://downtownwpb.com/dda/board-meetings/
ATTENDANCE
DDA Board members in attendance Chair Tim Harris, Peter Cruise, Daryl Houston, Bernardo Neto, and Rick Reikenis, Robert Sanders (virtual)DDA Staff in attendance Teneka James-Feaman, Samantha Moore, Marley Angervil, Catherine Ast, Krystal Campi, Sabrina Lolo, Sherryl Muriente, and Janice Rustin LLW. Guests: Mark Bymaster, Travis Dempsey, Jannie Gerds, Jenna Llorens-Blas, Nerlande Adolphe, Commissioner Cathleen Ward, Lynn Min, and Carolina Puente. Virtual attendees: Josh Brown, Danny Stine, Marina Paul, and Chad Massaker.
CALL TO ORDER
Harris called the meeting to order at 8:30am
PUBLIC COMMENTS
No public comments.
James-Feaman opened a discussion regarding the Urban Land Institute (ULI) event that took place the previous day. She shared that several members of the team attended and introduced a newly announced transportation concept, Glydways presented at the event.
James-Feaman explained that the concept, referred to as a new mobility system, is expected to be implemented at the Atlanta airport later this year. She noted that the system operates similarly to a rideshare service, where users can request transportation that directly connects them to their destination, offering a more flexible and efficient option for moving people throughout a city. She thanked Reikenis for sharing the video presentation, as it had only been officially released the day prior.
Reikenis provided additional context, explaining that the concept was part of a broader mobility discussion at the ULI event. He noted that this type of system could serve as a potential solution for improving connectivity between key transit points, particularly between the airport and downtown, which has been an ongoing conversation for the DDA.
Board members discussed the DDA’s previous partnership with Brightline to launch the Circuit program in West Palm Beach. It was noted that the program demonstrated strong success, growing from approximately 800 riders in its first month to over 13,000 riders monthly today, confirming that residents and visitors are willing to use alternative transportation options. The discussion emphasized that while traditional transportation options that can be costly or less desirable, this new mobility concept presents a potentially more flexible and cost-effective solution.
CONSENT CALENDAR
Minutes of Regular Board Meeting March 17, 2026
Cruise made a motion to approve the minutes of the Regular Board Meeting on March 17. 2026. Reikenis seconded the motion. Motion passed unanimously.
107 S. Olive Avenue, Suite 200, West Palm Beach, FL 33401
Reikenis made a motion to approve the Financial Statements of March 31, 2026 Cruise seconded the motion. Motion passed unanimously.
PRESENTATIONS
Financial/ Gift Discourse
Rustin provided an overview of financial disclosure requirements for Board members. She explained that Board members and the Executive Director are considered reporting individuals under Florida law and are required to file annual financial disclosure forms by July 1 to the Florida Commission on Ethics. She also noted that new Board members must file within 30 days of appointment.
Additionally, Rustin explained that Board members must report gifts over $100 on a quarterly basis, excluding gifts from relatives. She provided examples of gifts and reporting requirements. She clarified that these disclosures are public record and will be submitted through the Florida Commission on Ethics. She added that the Board will receive instructions via email and will file forms directly with the Florida Commission on Ethics
District Services Update
Ast presented an update on district services for the first two quarters of the fiscal year. She shared that the team addressed over 1,100 graffiti incidents, collected more than 300,000 pounds of trash, and removed numerous bulk items throughout the district.
Ast also highlighted the work of the safety and hospitality team, noting that they conducted thousands of business and condo checks, provided over 22,000 hospitality interactions, and assisted with safety escorts when needed. Ast emphasized the team’s ongoing efforts to build positive relationships within the community, including outreach to unhoused individuals and connecting them with available resources.
Additional updates included continued pressure washing, landscaping improvements, tree canopy enhancements, and the installation of new dog relief stations throughout downtown. The Board acknowledged and praised the team for their continued efforts and impact.
The Board discussed recent news related to an incident on Clematis Street and a notice involving Roxy’s. James- Feaman explained that the incident occurred late at night and was handled by the police, noting that DDA ambassadors were not on duty at that time.
The Board discussed the overall improvement in downtown conditions and emphasized the importance of maintaining a unified message with business owners. Members agreed that promoting a positive and safe environment downtown remains a priority, and that communication plays a key role in shaping public perception.
Placemaking Mini Grants
Muriente presented the results of the Placemaking Mini Grant Program. She reviewed the timeline and requirements, then shared that 29 applications were received, with 27 meeting eligibility requirements. The selection committee reviewed proposals and awarded funding to the top three (3) selected projects that focus on community engagement and activation of public spaces.
The selected projects included a mobile podcast capturing community stories, a pop-up bookstore and literary space, and a mobile origami studio focused on environmental education and community art. Each recipient briefly introduced their project and expressed appreciation for the opportunity.
Muriente explained that the projects will move forward with planning and implementation and are expected to be completed by Summer 2027. The Board expressed enthusiasm and appreciation for the creativity and community involvement reflected in the selected projects.
OLD BUSINESS
Virtual Attendance Policy
The Board discussed the current virtual attendance policy and whether updates are needed. Neto shared that while virtual attendance can be helpful in certain situations, in-person participation remains important for engagement and decision-making.
The Board discussed the possibility of setting limits on virtual attendance and reviewing how other DDA organizations handle similar policies. Staff were directed to research comparable policies and bring recommendations back for further discussion at the next board meeting. No formal action was taken.
NEW BUSINESS
2025 Independent Financial Audit
Moore presented the results of the Fiscal year 2024 - 2025 independent financial audit. She reported that there were no findings and that the audit process was completed successfully. Moore also noted that a budget amendment and resolution will be presented for approval at the next board meeting to bring forward the carryforward balance. Reikenis made a motion to approve the Fiscal Year 2024 – 2025 Independent Financial Audit. Cruise seconded, and the motion passed unanimously.
Public Space Enhancements
Ast presented a proposed partnership with the City of West Palm Beach Public Works Department to complete several public space and sidewalk enhancement projects throughout the downtown district. The proposed improvements include repairs and replacements for deteriorating sidewalks and decorative pavers in multiple locations along Evernia Street and Olive Avenue.
Ast explained that the existing decorative pavers in front of businesses on Evernia Street have become significant trip hazards and safety concerns due to deterioration and uneven surfaces. Public Works proposed removing the damaged pavers and replacing them with concrete sidewalks to improve safety and reduce long-term maintenance issues. Additional sidewalk repairs are also planned further west along Evernia Street where cracking and damage have occurred. Ast also noted that decorative pavers along Olive Avenue between Evernia Street and Fern Street are sinking and lifting in several areas. Public Works plans to remove the pavers, repair the foundation underneath, and reinstall the pavers to maintain the aesthetic consistency of the streetscape.
The City requested financial participation from the DDA for portions of the project, with the proposed DDA contribution totaling $85,000. The board discussed the balance between maintaining attractive streetscape features and addressing long-term maintenance and infrastructure concerns. Discussion included the challenges associated with maintaining decorative pavers, impacts from pressure washing and shifting foundations, and broader concerns related to stormwater drainage and aging infrastructure downtown. James-Feaman noted that while pavers provide aesthetic value, they often require significant upkeep and can create safety concerns over time.
Reikenis made a motion to approve the proposed $85,000 DDA funding for public space enhancements Cruise seconded the motion. The motion passed unanimously.
District use of AI
The Board engaged in a discussion regarding the growing role of artificial intelligence and the potential opportunities for integrating AI technologies into downtown operations, communications, planning, and public engagement efforts. Discussion focused on how AI continues to evolve across both public and private sectors and how the DDA may benefit from exploring practical applications that support efficiency, innovation, and improved service delivery within the downtown district.
Board members discussed the possibility of utilizing AI tools to assist with administrative operations, data analysis, customer service, communications, mobility planning, and community engagement initiatives. The conversation also included how AI could potentially support the organization’s ability to analyze trends, improve operational responsiveness, and enhance overall decision making related to downtown management and programming.
The Board acknowledged that many organizations are beginning to implement AI technologies in various capacities and emphasized the importance of the DDA remaining informed on emerging trends and best practices. The Board discussed the value of researching how downtown organizations, local governments, and partners are utilizing AI to improve efficiencies, streamline processes, and create enhanced user experiences for residents, businesses, and visitors. The board advised staff and legal to research artificial intelligence options, research similar organization ai policies, ai consultants, best practices, etc. and come back to the board with a proposal.
ANNOUCEMENTS
DDA Board Business Cards
Harris announced that new business cards for DDA Board Members are currently being prepared and updated. Board Members were asked to reach out to James-Feaman if interested in receiving business cards. Rustin reminded the board that it speaks through a majority of its members and advised not to speak on the board’s behalf unless you’ve been given authority by the board.
Master Plan Update
Reikenis provided an update regarding ongoing discussions and preparations related to the Downtown Master Plan process. Reikenis included the importance of ensuring the master plan reflects the continued growth, redevelopment, transportation needs, public space enhancements, economic development priorities, and long-term vision for Downtown West Palm Beach.
Discussion included the importance of community engagement and collaboration with stakeholders, residents, businesses, property owners, and partner organizations throughout the planning process. Reikenis emphasized the need for the master plan to address mobility, connectivity, infrastructure, placemaking, improvements, and quality of life initiatives as the downtown district continues to expand.
Reikenis stated that the next meeting regarding the Downtown Master Plan will be held on Thursday April 23, 2026 from 5pm – 7pm at City Hall and noted that additional updates regarding timelines, consultant coordination, community outreach opportunities, and next steps in the planning process would be brought back to the Board at future meetings as the project continues to move forward.
ADJOURNMENT
There being no further business to discuss; Harris adjourned the meeting at 10:11am.
Board Financials
West Palm Beach Downtown Development Authority
For the Period Ending April 30, 2026
Prepared on May 6, 2026
No CPA provides any assurance on these financial statements.
Balance Sheet Comparison
of April 30, 2026
October 2025 - April 2026
EXPENSES
MEMO
TO: DDA Board
Tim Harris, Chairman
Robert Sanders, Vice Chairman
Samantha Bratter
Peter Cruise
Daryl Houston
Bernardo Neto
Rick Reikenis
FROM: Teneka James-Feaman, Executive Director
RE: RFP 2026 – 001 Strategic Plan for West Palm Beach Downtown Development Authority
DATE: Tuesday, May 19, 2026
On March 5, 2026, the Downtown Development Authority (DDA) released a Request for Proposals (RFP) for a Strategic Plan. The RFP was released via Demandstar, the DDA website and advertised in the Palm Beach Post. The RFP closed on Thursday April 2, 2026, at 3pm. The Selection Committee meeting was held on Friday, April 24th, 2026, at 8:30am.
The purpose of this RFP is to develop a comprehensive five-year strategic plan to guide policy, programming, investment, and performance management. This plan comes at a pivotal time as Downtown West Palm Beach experiences rapid growth and increasing public demand for vibrant spaces. The Strategic Plan will serve as a roadmap that defines strategic priorities, measurable goals, and actionable strategies – aligning with stakeholder needs, market realities, and community aspirations.
Selection Committee members for this RFP process included:
1. Rick Reikenis, DDA Board member
2. Tom Valeo, City of WPB Chief of Staff
3. Michael Zeff, President and CEO Chamber of Commerce
4. Dianne Quinn, CEO Kravis Center
5. Uyen Dang, Principle with DDEC
We received five (5) qualified proposals; the agencies that submitted were:
1. LM Genuine Solutions
2. MIG Inc.
3. Starkey Strategies
4. Stratus Team LLC
5. Zeus Consulting Services Corporation
The Selection Committee ranked each proposer based on the following evaluation criteria:
Members of the selection committee ranked the following proposers as the top three (3). These three proposers will present to the board for a final decision.
1. Starkey Strategies
2. MIG Inc.
3. Stratus Team LLC
Each presenter will have 12 minutes for presentation and 3 minutes of Q&A (not to exceed 15 minutes). The DDA Board may evaluate each company after each presentation or after all the presentations have been completed.
At this meeting, Staff is requesting that the DDA Board award the top-ranking proposer and direct the Executive Director to begin contract negotiations. The final agreement will be presented to the DDA Board for review and approval at the June 2026 board meeting.
REQUEST FOR PROPOSALS
RFP 2026 – 001
STRATEGIC PLAN FOR WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY
The West Palm Beach Downtown Development Authority (the “DDA”) will receive electronic proposals for a Strategic Plan until 3:00 P.M., Eastern time, on Thursday, April 2, 2026, via DemandStar.com. Proposals delivered in any other way will not be considered or received. Any proposals received after the above time will not be accepted under any circumstances. Any uncertainty regarding the time will be resolved against the Proposer. Proposals will not be accepted via fax, email, or any other way than DemandStar.com.
Submit one (1) complete electronic Proposal packet via DemandStar.com. You may also be asked to submit each section separately. DemandStar.com will provide instructions on the process of loading your document(s) once you reach that step. Once all items have been uploaded, DemandStar.om will show that you have completed each required item requested. It is strongly encouraged that you review all uploaded documents to ensure they have been uploaded properly. Upon closure of the Request for Proposals, all proposals will be verified to ensure that all documents are indeed provided and accurate. Any items not provided, incomplete, or illegible may deem the proposal unresponsive.
Requests for additional information or clarifications must be made in writing via e-mail (listed below). Replies will be issued to inquiries and additional information or amendments deemed necessary in written addenda, which will be issued prior to the deadline for responding to this Request for Proposals. Questions must be received no later than 3:00 P.M., Eastern time, on Thursday, March 19, 2026
West Palm Beach Downtown Development Authority
107 South Olive Avenue, Suite 200
West Palm Beach, FL 33401
PH: 561-833-8873
bidquestion@downtownwpb.com
It will be the sole responsibility of the Proposer to check DemandStar.com or contact the DDA prior to submitting a response to determine if any addenda have been issued, to obtain such addenda, and to acknowledge addenda with their proposal.
Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and DDA holidays, any employee or officer of the DDA concerning any aspect of this solicitation, except in writing or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.
The DDA reserves the right to reject any or all proposals, to waive any informalities or irregularities in any proposals received, to re-advertise for proposals, or take any similar actions that may be deemed to be in the best interest.
West Palm Beach Downtown Development Authority
Teneka James-Feaman, Executive Director
REQUEST FOR PROPOSALS
STRATEGIC PLAN FOR
WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY
1. Introduction/Overview
The West Palm Beach Downtown Development Authority (hereinafter, “DDA”) has issued this Request for Proposals (hereinafter, “RFP”) with the sole purpose and intent of obtaining responses from interested and qualified vendors licensed to do business in the State of Florida offering to perform services as described within the Scope of Work listed below.
The purpose of this RFP is to develop a comprehensive five-year Strategic Plan to guide policy, programming, investment, and performance management. This plan comes at a pivotal time as Downtown West Palm Beach experiences rapid growth, post-COVID evolution, and increasing public demand for vibrant, inclusive spaces.
As an independent special taxing district created by the Florida Legislature in 1967, the DDA is charged with enhancing the vitality of the Downtown District through programs, projects, and partnerships that go beyond standard municipal services.
The Strategic Plan will serve as a roadmap that defines strategic priorities, measurable goals, and actionable strategies aligning with stakeholder needs, market realities, and community aspirations. The plan will reinforce the DDA’s leadership role in shaping a thriving, inclusive, and resilient downtown.
A Strategic Plan for Downtown West Palm Beach (Downtown District) An award, if made, will be made to the best overall Proposer whose Proposal is most advantageous to the DDA, taking into consideration the evaluation factors set forth in this RFP. The DDA intends to award a contract for a term commencing upon execution and continuing through the Board’s final approval of the Strategic Plan, plus an additional period of one (1) year for consulting services related thereto
2. Background
The West Palm Beach DDA was created in 1967 to analyze and impact the West Palm Beach Downtown’s economic conditions, to formulate long-range plans for improving the appeal and accessibility of Downtown facilities and to promote their use, to provide remedy to any deterioration of Downtown property values and to retain and attract businesses.
The DDA is actively involved in planning, marketing, serving, and developing our DDA’s center. Principle services include Downtown retail recruitment and retention, community advocacy, planning, consensus building, marketing, district services, promotions, and events. The DDA is funded primarily through an ad valorem tax levied annually, on all property within the Downtown Development Authority District.
3. Inquiries
All inquiries should be submitted, in writing, via e-mail at the following e-mail address bidquestion@downtownwpb.com. Verbal inquiries will not be accepted. Please include the page and paragraph number for each question to ensure that questions asked are responded to correctly.
Proposers must clearly understand that the only official answer or position of the DDA will be the one stated in writing. All questions asked, along with the answers rendered that affect the scope of work, will be issued in the form of an addendum.
4. Method of Source Selection
Each Proposal will be reviewed to determine if the Proposal is responsive to the RFP. Proposals deemed to be nonresponsive will be rejected without being evaluated. A responsive Proposal is one which has been signed and submitted by the specified Proposal deadline and has provided the information required to be submitted with the Proposal. While poor formatting, poor documentation and/or incomplete or unclear information may not be cause to reject a Proposal without evaluation, such substandard submissions may adversely impact the evaluation of a Proposal. Respondents who fail to comply with the required and/or desired elements of this RFP do so at their own risk. The Evaluation Committee shall review all Proposals for compliance with the specifications and select a vendor(s) for recommendation.
The DDA may, as it deems necessary, conduct discussions with responsible Proposers determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to solicitation requirements. The DDA anticipates awarding a contract to a single vendor but reserves the right to award to more than one vendor or reject all Proposals, if it is determined to be in the interest of the DDA. If the awarded contract is terminated, the DDA reserves the right to go to the next responsive and responsible Proposer for the balance of the Contract term.
The DDA may choose to conduct oral interviews with, or receive oral presentations from, one or more of the Proposers. If the DDA chooses to allow oral interviews and/or presentations, the following guidelines will be used: The DDA will establish the schedule, and Proposers will be notified at least seven (7) calendar days in advance of the date, time and place of the presentations.
The specific format of each presentation will be provided to Proposers with the notifications. The DDA will allot equal time for each Proposer divided into three sequential parts: formal presentations, questions and answers, and discussion. Oral interviews and/or presentations will provide an opportunity for the Proposers to demonstrate their ability to use time efficiently, effectively and economically. The times allotted are maximums and no firm will be penalized for using less than the allotted time.
6. Final Ranking and Recommendation for Award
The DDA Selection Committee will rank the top three firms and present their findings to the DDA Board who will attend oral presentations. The Board will provide the final ranking after the oral presentations and its final recommendation to award the Proposal
7. Mandatory Pre-Proposal Conference
A MANDATORY PRE-PROPOSAL CONFERENCE IS SCHEDULED FOR THURSDAY, MACRH 12 2026, AT 11:00 A.M.EST. Proposers may attend either in person or virtually; however, attendance at the conference in one of the two formats is required in order to submit a responsive proposal. The purpose of the pre-proposal conference is to provide an overview of the project scope, clarify expectations, review submission requirements, and allow prospective proposers the opportunity to ask questions. Failure to attend the mandatory pre-proposal conference may result in the proposal being deemed non-responsive.
The mandatory pre-proposal conference will take place at the DDA Office located at 107 South Olive Ave, Suite 200, West Palm Beach, Fl 33401 or via Zoom
The following projected timetable should be used as a working guide for planning purposes only. The DDA reserves the right to adjust this timetable as required during the course of the RFP process.
Event Date
Issue RFP Notice
Mandatory Pre-Proposal Conference
Last Date for Receipt of Written Questions
Proposal Due Date
Evaluation Committee Meeting
Presentations/Interviews (If required)
Recommendation Presented for Approval
MARCH 5, 2026, at 12:01 A.M
MARCH 12, 2026, at 11:00 A.M.
MARCH 19, 2026, at 3:00 P.M.
APRIL 2, 2026, at 3:00 P.M.
WEEK of APRIL 20, 2026
MAY 19, 2026
MAY 19, 2026
Note: Dates are subject to change. TBD = to be determined. NLT = no later than.
9. Scope of Work
The DDA is seeking Proposals from qualified and experienced firms, licensed to practice in the State of Florida, with demonstrated skills and experience in strategic planning services.
Objectives of the Strategic Planning Process:
o Reaffirm the DDA’s mission and vision to reflect evolving district needs and aspirations.
o Aligning strategic priorities with the DDA’s core operational pillars, including District Services & Operations, Public Realm Programs, Business Development, and Marketing & Communications, to ensure the plan is actionable and implementation-focused.
o Define strategic priorities and measurable goals to guide policy, programming, and investment over the next five years.
o Engage key stakeholders in an inclusive, bilingual, and accessible process to capture a shared community vision.
o Align organizational structure and resources to support effective implementation.
o Establish performance indicators, baselines, and reporting systems to strengthen accountability and transparency.
o Enhance the DDA’s communication and advocacy capacity to position it as a trusted voice and convener for Downtown.
o The final Strategic Plan Consultant shall be completed no later than nine (9) months from the date of contract execution, unless extended in writing by the DDA.
o Ongoing Consulting for 1 year after the project submission is completed.
A. Discovery and Assessment
Within fourteen (14) calendar days of contract execution, the Consultant shall attend a kickoff meeting with DDA staff and designated stakeholders.
At the kickoff meeting, the Consultant shall:
• Present a detailed project work plan;
• Provide a proposed project schedule identifying key milestones, deliverables, stakeholder engagement activities, draft submission dates, and final report delivery; and
• Identify required DDA inputs and decision points.
The project schedule shall be finalized and mutually agreed to in writing following the kickoff meeting. The agreed-upon schedule shall govern performance of the work.
District Tour and Document Review
Review existing planning documents and resources, including:
• DDA plans, budgets, and annual reports
• City and CRA alignment: Downtown Master Plan, mobility and parking plans, CRA initiatives, capital projects, permitting, and code considerations
• Market studies, economic data, benchmarking, and performance metrics
Comprehensive Downtown Assessment
Evaluate:
• Economic and market trends across sectors (retail, office, residential, hospitality)
o Includes:
• DDA District
• Mainstreet – Clematis District
• Clean & Safe operations and Ambassador Program performance
• Transportation, parking, and mobility networks
• Community perception, branding, marketing effectiveness, storytelling, digital presence, and visitor experience across Downtown West Palm Beach.
• Public realm and urban design conditions
• Organizational structure, staffing, and funding sources
SWOT Analysis: Identify key strengths, weaknesses, opportunities, and threats.
B. Organizational Alignment and Governance Review
• Governance Framework
o Evaluate Board composition, structure, and engagement.
o Identify opportunities to enhance efficiency and stakeholder participation.
o Clarify Board and staff roles to reinforce accountability, transparency, and performance.
• Organizational Structure and Capacity
o Review staffing structure and capacity relative to strategic priorities.
o Identify resource and skill gaps to support future initiatives and partnerships.
• Accountability and Performance Management
o Develop performance measures and reporting systems.
o Define how leadership will monitor implementation and adapt as needed.
• Leadership Development and Succession Planning
o Recommend strategies for ongoing Board and staff education, engagement, and leadership continuity.
Deliverables:
• Updated governance framework aligned with strategic priorities
• Defined roles and responsibilities to support operational effectiveness
• Strengthened internal capacity to deliver measurable outcomes
• SWOT Assessment
C. Stakeholder and Community Engagement
Develop and implement an inclusive engagement strategy through:
• Interviews and focus groups with:
o DDA Board and staff
o City of West Palm Beach leadership, elected officials, and departments
o Downtown property owners, businesses, and developers
o Public safety and mobility partners
o Cultural, institutional, and nonprofit organizations
• Community Engagement
o District-wide bilingual survey (English and Spanish)
o Public workshops, virtual sessions, and intercept outreach in accessible formats
• Collaborative Sessions
o Downtown Neighborhood Association, Community Redevelopment Agency, Chamber of Commerce, Business Development Board, Colleges/Universities (Vanderbilt, PBAU etc.) and transportation providers
• Confirm or update the DDA’s vision statement to articulate a shared future for Downtown
• Refine the mission statement to reflect the DDA’s evolving role in place management, advocacy, and partnership
• Define organizational values representing stewardship, collaboration, innovation, and equity
Deliverable: Draft and final statements with a one-page narrative and messaging guide.
E. Strategic Priorities and Goals
Identify and develop major focus areas that drive downtown advancement.
Potential categories include:
1. Economic Vitality and Investment – Business retention, recruitment, entrepreneurship, and retail activation
2. Public Realm and Placemaking – Streetscape enhancement, public art, and design excellence
3. Clean, Safe, and Welcoming Downtown – Ambassador programs, maintenance, and safety partnerships
4. Mobility and Accessibility – Multimodal connectivity, walkability, cycling, and parking management
5. Community, Culture, and Experience – Cultural programming, events, and placemaking that reflect local identity
6. Organizational Excellence and Sustainability – Governance, financial stability, transparency, and partnerships
Each priority will include:
• 3–7 measurable goals with five-year targets and annual milestones
• KPIs and visual scorecards
Deliverables:
• Strategic Framework outlining goals, initiatives, KPIs, and visual metrics
• Implementation strategy identifying potential funding sources and regulatory needs
F. Implementation Framework
Develop an Implementation Matrix outlining:
• Short-, medium-, and long-term actions
• Lead and supporting partners
• Funding and resource needs
• Performance measures and milestones
• Provide tools for annual work plan alignment, budget integration, and progress reporting.
Deliverables:
• Final Strategic Plan
• Executive Summary
• Presentation Deck and web-ready assets
9.1 Minimum Qualifications
Proposers shall satisfy each of the following requirements cited below. Failure to do so may result in the Proposal being deemed non-responsive. Response to Section 9.1 shall not exceed fifteen (15) pages The following qualifications are required Responding firms must demonstrate the following minimum qualifications:
a. At least ten (10) years of experience providing strategic planning, organizational assessment, or advisory services for public-sector, quasi-governmental, nonprofit, or place-based organizations.
b. Proven experience leading comprehensive strategic plans for downtowns, special districts, redevelopment agencies, downtown development authorities, business improvement districts (BIDs), or similar entities.
c. Demonstrated expertise in downtown place management, including economic development, public-realm and placemaking strategies, Clean & Safe or Ambassador programs, mobility and parking, and community
d. Experience conducting governance and organizational assessments, including board structure, staff alignment, performance management, and implementation planning.
e. Demonstrated ability to design and facilitate inclusive, multi-stakeholder engagement processes, including public workshops, interviews, surveys, and bilingual (English/Spanish) outreach.
f. Ability to develop measurable goals, KPIs, implementation matrices, and performance reporting tools that support accountability and transparency.
g. Demonstrated project management capacity to deliver a complex, multi-phase strategic planning effort within a 6–9-month timeframe.
h. Experience working with Florida-based municipalities, special districts, or redevelopment agencies is preferred but not required.
i. Identification of a qualified Project Manager/Lead Consultant with direct experience managing comparable strategic planning initiatives.
j. Proposer shall have no record of judgments against them for criminal activities involving moral turpitude.
k. List any subcontractors that may be used
l. Submit with Proposal, references from three (3) clients, attesting the Proposer has successfully provided services of similar size and scope within the past three (3) years. Please use Reference Form provided in this RFP.
Any Proposer that is a foreign corporation, limited liability company, or other foreign entity shall obtain authorization to transact business in the State of Florida prior to execution of any contract resulting from this solicitation, in accordance with Sections 607.1501 and 605.0902, Florida Statutes.
Before awarding a contract, the DDA reserves the right to require that a Proposer submit such evidence of qualifications as the DDA may deem necessary. Further, the DDA may consider any evidence of the financial, technical, and other qualifications and abilities of a proposer, including previous experiences of same with the DDA and performance evaluation for services, in making the award in the best interest of the DDA.
The DDA reserves the right to conduct an inspection of the Proposer’s facility and equipment prior to the award of the agreement. Proposals will be considered only from firms that are regularly engaged in the business as described herein. The items “equipment and organization” as used herein shall be construed to mean a fully equipped and well-established company in line with the best business practice in the industry and as determined by the DDA.
Note that all information requested must be included in the proposal for consideration. In the event the Proposer will be using a subcontractor along with his own personnel, the Proposer is responsible for submitting documentation, at the time of the Proposal, any and all possible subcontractors and the type of work they will be doing. Periodic updates of subcontractor submittals are required of the successful Proposer of this contract.
9.2 Deliverable Items/Performance Requirements
Your proposal should contain details that encompass the following deliverables as described in the Scope of Work.
Organizational Alignment and Governance Review Deliverables
o Updated governance framework aligned with strategic priorities
o Defined roles and responsibilities to support operational effectiveness
o Strengthened internal capacity to deliver measurable outcomes
o SWOT Assessment
Stakeholder and Community Engagement Deliverable:
o Engagement Summary Report highlighting key themes, priorities, consensus points, and tradeoffs.
Vision, Mission, and Values Deliverable:
o Draft and final statements with a one-page narrative and messaging guide.
Strategic Priorities and Goals Deliverables:
o Strategic Framework outlining goals, initiatives, KPIs, and visual metrics
o Implementation strategy identifying potential funding sources and regulatory needs
Implementation Framework Deliverables:
o Final Strategic Plan
o Executive Summary
o Presentation Deck and web-ready assets
Deliverables Summary
• Stakeholder Engagement Summary Report
• Existing Conditions and SWOT Assessment
• Strategic Framework and Draft Plan
• Final Strategic Plan (with Implementation Matrix and KPIs)
• Presentation and adoption materials for DDA Board and partners
• Fully editable Word/PowerPoint and/or or Google format source files for all narrative content, graphics, and presentation materials for ongoing DDA use. assets
9.3 Expected Outcomes
• A shared, actionable vision for the future of Downtown West Palm Beach and the future of the West Palm Beach Downtown Development Authority
• An implementation ready roadmap tailored to the West Palm Beach Downtown Development Authority, including placemaking, district services, economic development, marketing, and stakeholder engagement.
• A focused set of strategic priorities and measurable goals guiding programs, budgets, and advocacy
• Greater alignment among the DDA, City, CRA, and private sector partners
• A performance framework for accountability and transparent reporting
• A detailed Organizational and Governance Assessment Summary with defined Board, Committee, and Staff roles
• Broader community confidence in the DDA’s leadership and stewardship
9.4 Cost and Price Information:
Proposers are each asked to provide their cost and price information to cover the work required in this RFP. Price Information Sheet provided in this RFP.
9.5 Evaluation Criteria
The establishment, application and interpretation of the above Scope of Work shall be solely within the discretion of DDA.
Proposers should provide all information outlined in the Scope of Work to be considered responsive.
Proposals will be evaluated based on the responsiveness of the Proposer’s information to the Scope of Work which will demonstrate the Proposer’s understanding of the Evaluation Criteria and capacity to perform the required services of this Request for Proposal. The maximum points that shall be awarded for each of the Evaluation Criteria are detailed and described below.
The following criteria will be utilized by DDA Selection Committee to evaluate each submission received. Award of points will be based on the documentation that the Proposer submits within the submission.
Evaluation Criteria
Criteria Points Description
1 25
Organizational Experience and Understanding: Company and staff have experience with similar jobs and government agencies; Company understands the needs of this RFP
2 25 Project Approach & Methodology: A detailed description of your proposed approach to completing the Scope of Work
3 40 Strategy and Program Development: Firm’s Technical Response to RFP’s Scope of Services
4 10 Finance and Value: Overall price and value of services (Fee Information)
Total 100
Each Evaluation Factor will be rated and assigned points using the scoring scale guide below.
Scoring Scale:
0 = Unsatisfactory: Not responsive to the requirement
1 = Below Minimum Standards: Responsive to the requirement but below acceptable standards.
2 = Marginal: Minimal acceptance performance standards and responsive to the requirement.
3 = Satisfactory: Above minimum performance, effective and responsive to the requirement.
4 = Excellent: Exceeds expectations for effectiveness and responsiveness to the requirement.
During the evaluation process and at the sole discretion of the DDA, requests for clarification of one or more Proposer submittals may be conducted. This request for clarification may be performed by the DDA in a written format, or through scheduled oral interviews. Such clarification request will provide Proposers with an opportunity to answer any questions the DDA may have on a Proposer’s submittal.
9.5.1 Evaluation Criteria 1 – Organizational Experience and Qualifications (4 x 6.25 = maximum 25 points)
Provide information demonstrating the firm’s experience and qualifications relevant to this solicitation, including:
A. Brief history of the firm and length of time in business
B. Qualifications of the proposed project team, including roles and responsibilities
C. Experience leading strategic planning initiatives for downtown districts, DDAs, BIDs, redevelopment agencies, or similar public-sector entities
D. Experience working with government agencies and multi-stakeholder environments
E. Demonstrated success delivering comparable projects within similar timelines
F. Provide examples of prior governance-focused strategic planning engagements.
9.5.2 Evaluation Criteria 2 - Project Approach & Methodology (4 x 6.25= maximum 25 points)
Provide a detailed description of your proposed approach to completing the Scope of Work, including:
A. Overall methodology and work plan for each project phase
B. Proposed project schedule demonstrating ability to complete work within the anticipated 9-month timeframe
C. Engagement strategy, including bilingual outreach methods
D. Process for governance and organizational assessment
E. Approach to developing measurable goals, KPIs, and implementation tools
9.5.3 Evaluation Criteria 3 – Strategy and Program Development (4 x 10 = maximum 40 points)
A. Overall workload of company, including ongoing projects, existing contractual commitments, and anticipated resource demands, and the extent to which such commitments may affect the proposer’s ability to meet the DDA’s required schedule
B. Proposed schedule to accommodate DDA needs.
Adequacy of staffing levels, key personnel assignments, and overall availability of resources necessary to perform the services within the proposed schedule.
9.5.4 Evaluation Criteria 4 – Finance and Value (4 x 2.5 = maximum 10 points)
A. State your proposed fee to cover requirements as outlined in the Scope of Work and referenced in the Cost and Price section of this Request for Proposal.
B. State fee on itemized list as requested
C. Services or items considered to be expenses outside the Proposal should be listed and described in the Price Proposal Form.
10. Proposal Due Date and Time
A. Proposal Due Date
Complete proposals must be received via DemandStar.com only, no later than 3:00 P.M., Local Time, on April 2, 2026. Proposals received after this date and time will not be considered.
B. Public Records
The DDA is a public agency subject to Chapter 119, Florida Statutes. The Proposer shall comply with Florida’s public records law. Specifically, the Proposer shall:
a. Keep and maintain public records required by the public agency to perform the service.
b. Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.
c. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency.
d. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.
IF
THE PROPOSER HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE PROPOSER'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE RECORDS MANAGEMENT
PALM BEACH, FL, 33401.
11. Proposal Preparation and Format
A. Preparation
Prepare your Proposal in a clear and concise manner. Ensure that the content of your proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposal document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.
B. Proposal Reproduction
Submit one (1) complete electronic Proposal packet via DemandStar.com. You may also be asked to submit each section separately. DemandStar will provide instructions on the process of loading your document(s) once you reach that step. Once all items have been uploaded, DemandStar will show that you have completed each required item requested. It is strongly recommended that you review all uploaded documents to ensure they have been uploaded properly. Incorrect or incomplete documents will render your Proposal nonresponsive. Upon closure of the RFP, all Proposals will be verified to ensure that all documents are indeed provided and accurate. Any items not provided, incomplete, or illegible may deem the Proposal unresponsive.
It is the responsibility of the Proposer to ensure that all documents are submitted properly and as requested. If at any time a Proposer is having difficulties with DemandStar, it is the proposer’s responsibility to contact DemandStar to correct any issues. The DDA is not able to assist any proposer or their representative with the submission process
C. Incurred Expenses
The DDA is not responsible for any expenses which Proposers may incur in preparing or submitting Proposals, including presentations and any other expenses called for in this RFP.
D. Proprietary Information
1. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all Proposers should be aware the Request for Proposal and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.
2. A generic notation that information is “confidential” is not sufficient. Failure to provide the DDA with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.
3. Redacted Copies of Confidential Information
If the Proposer considers any portion of any documents, data, or records submitted to the DDA to be confidential, proprietary, trade secret or otherwise not subject to disclosure pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, the Proposer must simultaneously provide the DDA with a separate redacted copy of the information it claims as Confidential and briefly describe in writing the grounds for claiming exemption from the public records law, including the specific statutory citation for such exemption. This redacted copy shall contain the RFP name and number and shall be clearly titled “Confidential.” The redacted copy should only redact those portions of material that the Proposer claims is confidential, proprietary, trade secret or otherwise not subject to disclosure
4. Request for Redacted Information
In the event of a public records or other disclosure request pursuant to Chapter 119, Florida Statutes, the Florida Constitution or other authority, to which documents that are marked as “Confidential” are responsive, the DDA will provide Proposer-redacted copies to the requestor. If a requestor asserts a right to the Confidential Information, the DDA will notify the Proposer such an assertion has been made. It is Proposer’s responsibility to assert that the information in question is exempt from disclosure under Chapter 119 or other applicable law. If the DDA becomes subject to a demand for discovery or disclosure of the Confidential Information of contractor under legal process, the DDA shall give the Proposer prompt notice of the demand prior to releasing the information labeled “Confidential” (unless otherwise prohibited by applicable law). The Proposer shall be responsible for defending its determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure.
5. Indemnification
The Proposer shall protect, defend, and indemnify the DDA for any and all claims arising from or relating to contractors’ determination that the redacted portions of its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the Proposer fails to submit a redacted copy of information it claims is Confidential, the DDA is authorized to produce the entire documents, data, or records submitted to the DDA’s in answer to a public records request or other lawful request for these records.
6. All Proposals received from Proposers in response to this RFP will become the property of the DDA and will not be returned to the Proposers. In the event of Contract award, all documentation produced as part of the Contract will become the exclusive property of the DDA
12. Required Proposal Submittals
1. Proposals will be evaluated based on the information provided in the response. All documents should be type written in at least 11 pt. font, 8 1/2 x 11 format and should be properly identified by name of respondent and marked with "RFP 2026-001 Strategic Plan for the West Palm Beach Downtown Development Authority" to facilitate effective evaluation by the DDA, Proposals must not be more than 30 pages. Required documents, without maximum page allowed in this RFP, do not count in this total.
2. During this process, any intentional omissions, alterations, or false representations will be grounds for rejection of any Proposal. Proposals must include a Table of Contents which provides clear identification of the material by section and by page number – one (1) page maximum. (Example: Tab 1: Letter of Interest /Executive Summary Page 4. Tab 2: Signed copies of all Addendum(s) Page 7.)
3. A letter of interest or executive summary, not to exceed three (3) pages, may also be included in the Proposal. Qualification documents that exceed this length will be considered nonresponsive and will not be evaluated.
4. A signed copy of all addendums issued for this RFP, acknowledging the receipt and understanding of all addendums that may have been issued
5. Response to section 9.1 Minimum Qualifications (maximum 15 pages).
REQUIRED DOCUMENTS – Do not count against total pages allowed
6. Price Proposal Form, completed and signed by authorized signer
7. Three (3) Completed Reference Forms
8. Signed and notarized Public Entity Crimes Form
9. Signed and notarized Drug Free Workplace Certificate
10. Signed and notarized Non-Collusion Affidavit
11. Signed E-Verify Affirmation Statement
12. Statement of Business Organization Form
14. Insurance documents requested
15. Submit One (1) complete electronic copy of your proposal with all documents via DemandStar.com.
13. Delivery of Proposals
a. Proposals shall be submitted electronically via DemandStar.com . DemandStar will time and date stamp each submission. A ll Proposals must be submitted and electronically received by DemandStar by the time and date specified in this solicitation. It is the sole responsibility of the Proposer to ensure that Proposals are received via DemandStar.com by the due date and time. The DDA shall not be responsible for delays caused by any occurrence. Proposals received by DemandStar.com after the time specified for receipt will not be accepted by DemandStar Proposals that are submitted and not complete will not be considered.
14. Proposal Evaluation Committee and Evaluation Process
a. Selection Committee
A Selection Committee (hereinafter referred to as “the Committee”) consisting of up to five (5) members will be established to review, discuss, and evaluate all responsive Proposals submitted in response to this RFP. The Committee shall conduct a preliminary evaluation of all Proposals on the basis of the information provided and evaluation criteria as set forth in this RFP. The scoring mechanism identified in section 9.5 will be used by individual Committee members to rank firms. Rankings from all Committee members will then be summed for each Proposer in order to establish the overall ranking order.
b. Presentations
The Committee reserves the right to require oral presentations from any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The DDA will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).
c. Award Without Presentations
The DDA may evaluate and award a contract based on responses to this RFP without discussions or oral presentations. Therefore, each response to this RFP should contain the Proposer's best terms and conditions for consideration.
d. Ranking
The Committee will evaluate and rank the Proposers as set forth in the preceding section entitled 9.5 “Evaluation Criteria” and submit the proposed rank order to the DDA staff liaison.
e. Authority to Award
Upon completion of the evaluation process, the Selection Committee will submit its final ranking of the Proposers to the DDA Board for consideration. The Board, in its sole discretion, may i) approve the recommendation of the Selection Committee and award the contract to the highest-ranked proposer of ii) request oral presentations or additional information from one or more proposers before making a final decision. If oral presentations are requested by the Board, the DDA will notify the selected Proposals and provide specific instruction regarding the format, timing, and content of the presentations.
f. Reserved Rights
The DDA, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the Proposals received as a result of this RFP. If the awarded Contract is terminated, the DDA reserves the right to go to the next responsive and responsible Proposer for the balance of the Contract term.
15.
g. Bid Protest
If a Proposer intends to protest the DDA’s award of a contract, it must follow the procedure described in this section. Failure to comply with the requirements of this section shall be deemed conclusively to constitute a waiver, abandonment or relinquishment of any and all claims resulting from the DDA’s award of the contract. Only purchases that are made subject to a formal competitive solicitation procedure are subject to protest.
The Proposer shall file a Notice of Intent to Protest with the DDA in writing within 72 hours (excluding weekends and DDA observed holidays) after the Notice of Intent to Award is posted. The Proposer shall file a Formal Written Protest which includes a complete and concise statement of the grounds for the protest, supported by relevant documents, within ten calendar days after filing Notice of Intent to Protest.
The Notice of Intent to Protest and Formal Written Notice shall be delivered via certified or registered U.S. Mail, return receipt requested, to the DDA administrative offices, 107 South Olive Avenue, Suite 200, West Palm Beach, FL 33401, Attn: DDA Executive Director, with an electronic mail copy transmitted to bidquestion@downtownwpb.com.
Failure to file notice of intent to protest, a formal written protest, and/or the protest bond within the time prescribed shall constitute a waiver of proceedings.
The DDA Executive Director shall have the authority to settle and resolve the protest if such a settlement or resolution is in the best interest of the DDA in the DDA Executive Director’s sole opinion. If the protest is not resolved by mutual agreement, the DDA Executive Director shall issue a decision in writing within ten calendar days after receipt of the formal written protest, which may be extended upon agreement of the parties. The decision shall state the reasons for the action taken and inform the Proposer of his or her right to appeal the decision to the DDA Board. A copy of the decision shall be mailed or otherwise furnished to the Proposer.
h. Prohibited Considerations
Proposer is hereby notified that Section 287.05701, Florida Statutes, requires that the DDA may not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer.
Questions Regarding the Solicitation or Proposal Process
To ensure fair consideration for all Proposers, the DDA prohibits communication to or with any officer, elected official (including the Executive Director and DDA Board), or employee of the DDA, and any Evaluation Committee members during the solicitation process from the date of issuance of the RFP through award, except as provided below.
All communications relating to this RFP between Proposer (or anyone on Proposer’s behalf) and the DDA must be submitted to BID Questions through email inquiry at bidquestion@downtownwpb.com. Any communications in violation of this provision may be grounds for disqualifying the offending Proposer from consideration for award of the Proposal and/or any future Proposal.
Any questions relative to interpretation of the solicitation or the Proposal process shall be addressed in writing as indicated above. Questions must be received by or before the cut-off date for questions as specified in the Proposal Timetable. Questions received after the cut-off date as specified in the Proposal Timetable will not be considered.
Any interpretation made to prospective Proposers will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative It will be the responsibility of the Proposer to contact the DDA prior to submitting a Proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with the Proposal.
16. Additional Information
The DDA reserves the right to request that the Proposer provide additional information it deems necessary to evaluate, clarify, or substantiate any area contained in each submitted Proposal and to more fully meet the needs of the DDA
17. Addendum to Request for Proposals
If it becomes necessary to revise or amend any part of this RFP before the Proposal due date, this revision will be furnished as a written addendum.
18. Execution of Contract
Unless such time is extended by the DDA, the successful Proposer shall, within twenty-five (25) business days after Notice of Award is issued by the DDA, sign and enter into a Contract with the DDA, and shall simultaneously provide any required bonds, indemnities and insurance certificates.
Failure to comply with the established deadline for submittal of required documents may be grounds for cancellation of the award.
Notwithstanding any provision to the contrary, any contract awarded pursuant to this RFP that extends beyond the DDA’s current fiscal year shall be subject to annual budget appropriation and Board approval.
19. Proposer’s Guarantee
By submitting a Proposal, a Proposer warrants that no one was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein.
20. Conflict of Interest
The award hereunder is subject to the provisions of Chapter 112, Part III, F.S., as amended, governing conflicts of interest. All Proposers must disclose with their response the name of any officer, director, or agent who is also a public employee. Further, all Proposers must disclose the name of any public employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Proposer's firm or any of its branches.
21. Indemnification
The Proposer agrees to indemnify and hold the DDA harmless for any and all claims, liability, losses and causes of action which may arise out of its fulfillment of the contract awarded pursuant to this RFP. It agrees to pay all claims and losses, including related court costs and reasonable attorneys' fees, and shall defend all suits filed due to the negligent acts, error or omissions or Respondent employees and/or agents in the event the completion of a project awarded pursuant to this RFP (to include the work of others) is delayed or suspended as a result of the Proposer's failure to purchase or maintain the required insurance, the Proposer shall indemnify the DDA from any and all increased expenses resulting from such delay.
22. Insurance Requirements
The Proposer will be required to furnish evidence of the following insurance coverage by a licensed Florida Company.
a. Without limiting Proposer’s indemnification, it is agreed that the successful Proposer will purchase at their expense and maintain in force at all times during the performance of services under this agreement the following insurance. Where specific limits are shown, it is understood that they must be the minimum acceptable limits. If successful Proposer’s policy contains higher limits, the DDA will be entitled to coverage to the extent of such higher limits. Certificates of Insurance must be furnished to the DDA naming the “West Palm Beach Downtown Development Authority” as additional insured. These certificates must provide a ten (10) calendar day notice to the DDA in the event of cancellation, non- renewal or a material change in the policy.
b. Statutory Workers Compensation insurance as required by the State of Florida.
c. Commercial General Liability insurance to provide coverage of not less than one million dollars
($1,000,000) combined single limit per occurrence and annual aggregates where generally applicable and must include premises-operations, independent contractors, products/completed operations, broad form property damage, blanket contractual and personal injury endorsements.
d. Business Vehicle/Umbrella Liability insurance with a minimum limit of $200,000 per occurrence, and $300,000 for all claims arising out of the same incident or occurrence, for property damage and personal injury. Notice, these limits may change according to Florida law and the protections afforded to the DDA pursuant to sovereign immunity for liability.
e. The official title of the owner is “West Palm Beach Downtown Development Authority”. This official title will be used in all insurance documentation. THE REMAINDER OF THE PAGE
PRICE PROPOSAL FORM
A. Instructions: Please indicate the cost of each item requested.
B. All prices submitted are to be listed below. Prices quoted should be in unit of measure shown.
C. Any quantity listed IS not a guarantee, but solely an estimate of anticipated usage.
PROPOSAL FORM
Proposer shall provide a fixed, lump-sum price for each component identified below. All pricing shall include all labor, materials, travel, meetings, stakeholder engagement, administrative costs, overhead, and any other expenses necessary to fully perform the Scope of Work
1 Strategic Plan Development (through submission and acceptance of final report)
2 One (1) Year of Ongoing Consulting Services (following submission and acceptance of final report)
Proposed Contract Price (Items 1 + 2)
Proposal Certification
The Proposer agrees to abide by all conditions of this solicitation and that the Proposal is in compliance with all requirements of the RFP, including, but not limited to, certification requirements.
The Proposer further declares that it has examined the solicitation documents and all addenda thereto elsewhere; and that it has satisfied itself about the work to be performed and all other required information with the Proposal.
The Proposer agrees, if this Proposal is accepted, to contract with the DDA to furnish all necessary labor, materials, and all other items necessary to complete, for the amount Proposed and within the time limits specified, the work covered by this Proposal and other RFP Documents for this RFP for a Strategic Plan.
The person signing this form is authorized to sign this Proposal on behalf of the Proposer. The undersigned certifies that he/she has the ability to sign and bind the firm or company to the services to be performed within the fees proposed.
Firm or Company Name: ___________________________________________________________
Signature of Authorized Representative:
Printed Name of Authorized Representative:
Title of Authorized Representative: _____________________________________ Date: _________________
RFP 2026-001
Strategic Plan for the West Palm Beach Downtown Development Authority Reference Form
The West Palm Beach Downtown Development Authority (DDA) is currently seeking qualified firms to provide a strategic plan for the West Palm Beach Downtown Development Authority. The following firm has listed you as a reference, having performed similar services for your organization. Please take a few minutes to complete the following survey and return it to the firm requesting the reference. Your assistance in providing this information is appreciated. *Submitting firm, please return Reference Form with your proposal packet.
Name of Company Being Referenced:
This section to be completed by the Firm Providing the Reference:
What specific services did the firm provide?
Did the firm communication well with the client? Yes No
Was the firm proactive in resolving problems? Yes No
Was the firm professional and knowledgeable? Yes No
Was the work performed within budget? Yes No
Was the work performed on time? Yes No
Have you ever awarded this firm a repeat contract? Yes No
Based on services provided, would you award a contract to this firm again? Yes No
How would you rate the overall performance of the firm?
Comments:
Firm Providing Reference:
Person Providing Reference: Printed Name Signature
Title: Phone: Date: THIS FORM MUST BE INCLUDED WITH PROPOSAL
SWORN STATEMENT UNDER SECTION 287.133(3)(n), FLORIDA STATUTES ON PUBLIC ENTITY CRIMES
THIS FORM MUST BE SIGNED IN THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO ADMINISTER OATHS.
1. This sworn statement is submitted with RFP No. .
2. This sworn statement is submitted by whose business address is and (if applicable) it’s Federal Identification No. (FEIN) is . If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement .
3. My name is and my relationship to the entity named above is .
4. I understand that a “public entity crime” as defined in section 287.133(1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to, and directly related to, the transaction of business with any public entity or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy or material misrepresentations.
5. I understand that “convicted” or “conviction” as defined in section 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.
6. I understand that an “affiliate” as defined in section 287.133(1)(a), Florida Statutes means:
a. A predecessor or successor of a person convicted of a public entity crime; or
b. an entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members and agents who are active in the management of an affiliate. The Ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.
7. I understand that a “person” as defined in section 287.133 (1) (c), Florida Statutes, means any natural person or entity organized under the laws of any state of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders,
employees,
8. Based on information and belief, the statement, which I have marked below, is true in relation to the entity submitting this sworn statement. (Please indicate which statement applies)
Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members or agents who are active in neither management of the entity, nor any affiliate of the entity have been charged with or convicted of a public entity crime subsequent to July 1, 1989.
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 (Please indicate which additional statement applies)
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)
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 Hearings. 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)
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)
Signature: Date
STATE OF COUNTY OF
Personally, appeared before me, the undersigned authority, who after first being sworn by me, affixed his/her signature in the space provided above and on this day of 20
Signature of Notary Public, State at Large
My Commission Expires: THIS FORM MUST BE INCLUDED WITH PROPOSAL
DRUG FREE WORKPLACE CERTIFICATE
I, the undersigned, in accordance with Florida Statute 287.087, hereby certify that, (print or type name of firm) publishes a written statement notifying that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace named above and specifying actions that will be taken against violations of such prohibition.
• Informs employees about the dangers of drug abuse in the workplace, the firm’s policy of maintaining a drug free working environment, and available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug use violations.
• Gives each employee engaged in providing commodities or contractual services that are under bid or proposal, a copy of the statement specified above.
• Notifies the employees that as a condition of working on the commodities or contractual services that are under bid or proposal, the employee will abide by the terms of the statement and will notify the employer of any conviction of, plea of guilty or nolo contender to, any violation of Chapter 1893, of any controlled substance law of the State of Florida or the United States, for a violation occurring in the work place, no later than five (5) days after such conviction, and requires employees to sign copies of such written (*) statement to acknowledge their receipt.
• Imposes a sanction on, or requires satisfactory participation in, a drug abuse assistance or rehabilitation program, if such is available in the employee’s community, by any employee who is so convicted.
• Makes a good faith effort to continue to maintain a drug free workplace through the implementation of the drug free workplace program.
“As
a person authorized to sign this statement, I certify that the above-named business, firm or corporation complies fully with the requirements set forth herein”
Authorized Signature
Date Signed
State of Florida
County of
Sworn to and subscribed before me this day of 20
Personally, known or Produced Identification
(Specify type of identification)
Signature of Notary Public My Commission Expires THIS FORM MUST BE INCLUDED WITH PROPOSAL
STATE OF COUNTY OF
, being duly sworn, deposes and says that:
1. He/She is of , the Proposer, Title Company Name that has submitted the attached proposal;
2. He/She is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal;
3. Such Proposal is genuine and is not a collusive or sham proposal;
4. Neither the said Proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has in any way colluded, connived, or agreed, directly or indirectly with any other Proposer, firm or person to submit a collusive or sham Proposal in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other Proposer, firm, or person to fix the price or prices in the attached proposal or any other Proposer, or to fix any overhead, profit or cost element of the proposal price or the proposal price of any other Proposer, or to secure through any collusion, connivance, or unlawful agreement any advantage against the West Palm Beach Downtown Development Authority or any person interested in the proposed Contract; and
5. The price or prices quoted in the attached proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the Proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.
SIGNED
TITLE
State of Florida
County of
Sworn to and subscribed before me this day of 20
Personally, known or Produced Identification (Specify type of identification)
Signature of Notary
My Commission Expires:
THIS FORM MUST BE INCLUDED WITH PROPOSAL
RFP/Bid /Contract No:
Project Description:
Contractor/Proposer/Bidder acknowledges and agrees to utilize the U.S. Department of Homeland Security’s E-Verify System to verify the employment eligibility of,
(a) all persons employed by Contractor/Proposer/Bidder to perform employment duties within Florida during the term of the Contract, and,
(b) all persons (including subcontractors/vendors) assigned by Contractor/Proposer/Bidder to perform work pursuant to the Contract.
The Contractor/Proposer/Bidder acknowledges and agrees that use of the U.S. Department of Homeland Security’s E-Verify System during the term of the Contract is a condition of the Contract.
Contractor/Proposer/ Bidder Company Name:
Authorized Company Person’s Signature:
Authorized Company Person’s Title:
Date:
Contact Person(s):
Project Manager:
STATEMENT OF BUSINESS ORGANIZATION
Title:
Title:
10. Provide the name of any officer, director, or agent of the firm who is also a public employee:
11. Provide the name of any public employee who owns, directly or indirectly, an interest of five percent (5%) or more in the Proposer's firm or any of its branches: ________________________________________________________________
Anti-Human Trafficking Affidavit
I _____________________________________(insert name) as _______________________ (insert title) on behalf of _________________________________________________________ (insert entity name) under penalty of perjury hereby attest as follows:
1. I am over 18 years of age and have personal knowledge of the matters set forth in this affidavit.
2. _________________________________(insert entity name) does not use coercion for labor or services as defined in s. 787.06(2)(a), Florida Statutes.
3. More particularly, __________________________________ (insert entity name) does not engage in any of the following actions in connection with providing labor or services:
a. Using or threatening to use physical force against any person;
b. Restraining, isolating or confining or threatening to restrain, isolate or confine any person without lawful authority and against her or his will;
c. Using lending or other credit methods to establish a debt by any person when labor or services are pledged as a security for the debt, if the value of the labor or services as reasonably assessed is not applied toward the liquidation of the debtor the length and nature of the labor or services are not respectively limited and defined;
d. Destroying, concealing, removing, confiscating, withholding, or possessing any actual or purported passport, visa, or other immigration document, or any other actual or purported government identification document, of any person;
e. Causing or threatening to cause financial harm to any person;
f. Enticing or luring any person by fraud or deceit; or
g. Providing a controlled substance as outlined in Schedule I or Schedule II of s. 893.03, Florida Statutes to any person for the purpose of exploitation of that person.
FURTHER AFFIANT SAYETH NAUGHT
Signature: Print Name:
Title:
Date: STATE OF ) COUNTY OF )
The foregoing instrument was acknowledged before me by means of ___ physical presence or ___ online notarization, this day of , 20 __ on behalf of by its . He/she is personally known to me or has produced __________________________ as identification and did ( ) did not ( ) take an oath.
[Seal] Signature of Notary Public
My Commission Expires
RFP 2026-001: Strategic Plan for West Palm Beach Downtown Development Authority Evaluation Criteria Scoring
Proposers shall be assigned a final score using the procedure provided below.
A. Evaluation Criteria
The Selection Committee will evaluate and score each responsive Proposal in accordance with the Evaluation Criteria set forth below. The Selection Committee may not consider any factors or criteria other than these Evaluation Criteria.
Criteria 1: Organizational Experience and Understanding (25 points)
For this criteria, the Selection Committee should consider:
A. History of the firm and length of time in business;
B. Qualifications of the proposed project team, including roles and responsibilities;
C. Experience leading strategic planning initiatives for downtown districts, DDAs, BIDs, redevelopment agencies, or similar public-sector entities;
D. Experience working with government agencies and multi-stakeholder environments;
E. Demonstrated success delivering comparable projects within similar timelines; and
F. Examples of prior governance-focused strategic planning engagements.
For this criteria, the Selection Committee should consider:
A. Overall methodology and work plan for each project phase;
B. Proposed project schedule demonstrating ability to complete work within the anticipated 9month timeframe;
C. Engagement strategy, including bilingual outreach methods;
D. Process for governance and organizational assessment; and
E. Approach to developing measurable goals, KPIs, and implementation tools.
Criteria 3: Strategy and Program Development (40 points)
A. Overall workload of company, including ongoing projects, existing contractual commitments, and anticipated resource demands, and the extent to which such commitments may affect the proposer’s ability to meet the DDA’s required schedule;
B. Proposed schedule to accommodate DDA needs; and
C. Adequacy of staffing levels, key personnel assignments, and overall availability of resources necessary to perform the services within the proposed schedule.
Criteria 4: Finance and Value (10 Points)
For this criteria, the Selection Committee should consider:
A. Proposed fee to cover requirements as outlined in the Scope of Work and Price section of this RFP;
B. Fee on itemized list; and
C. Services or items considered to be expenses outside the Proposal listed and described in the Price Proposal Form
B.
Scoring of Technical Criteria:
Each Committee member shall assign a numerical score for each of the above Evaluation Criteria using a range from 1 through 4, as follows:
0 = Unsatisfactory: Not responsive to the requirement
1 = Below Minimum Standards: Responsive to the requirement but below acceptable standards.
2 = Marginal: Minimal acceptance performance standards and responsive to the requirement.
3 = Satisfactory: Above minimum performance, effective and responsive to the requirement.
4 = Excellent: Exceeds expectations for effectiveness and responsiveness to the requirement.
C. Final Score Formula
These scores will be multiplied using a multiplier based on the total points for those criteria. The multiplier for each criteria is as follows:
Criteria 1: Multiplier of 6.25 (4 x 6.25 = maximum 25 points)
Criteria 2: Multiplier of 6.25 (4 x 6.25 = maximum 25 points)
Criteria 3: Multiplier of 10 (4 x 10 = maximum 40 points)
Criteria 4: Multiplier of 2.5 (4 x 2.5 = maximum 10 points)
The final technical score is comprised of the total score of all averaged criteria scores.
Page 2 of 2
MEMO
To: Tim Harris, Chairman
Robert Sanders, Vice Chairman
Samantha Bratter
Peter Cruise
Daryl Houston
Bernardo Neto
Rick Reikenis
From: Samantha Moore
RE: FY26 Budget Amendment Resolution No. 01-2026
Date: Tuesday, May 19, 2026
At the April 2026 Board meeting the FY 2024 – 2025 Independent Financial Audit was accepted by the DDA board. As a result, staff is requesting an amendment to the FY 2025- 2026 DDA budget to account for the carryforward adjustments, to add grant funding received for placemaking mini-grants, and to reallocate funds to meet operational needs for the remainder of the fiscal year as described in the attached amendment.
The overall CRA budgeted carryforward is reduced by $220,129 and the overall DDA budgeted carryforward is increased by $333,856. The budget after the amendment is attached to the resolution as Exhibit “A”. Staff recommends approval of Budget Amendment Resolution No. 01-2026
RESOLUTION NO. 01-2026
A RESOLUTION OF THE WEST PALM BEACH DOWNTOWN DEVELOPMENT AUTHORITY AMENDING THE ADOPTED 2024/2025 FISCAL YEAR BUDGET; PROVIDING AN EFFECTIVE DATE AND FOR OTHER PURPOSES.
WHEREAS the West Palm Beach Downtown Development Authority adopted its Final 2025/2026 Fiscal Year Budget on September 17, 2025, by Resolution No. 04-2025; and
WHEREAS the West Palm Beach Downtown Development Authority desires to amend its adopted budget to adjust the final carry forward amount and move funds between budget line items from the 2025/2026 Fiscal Year DDA Budget and to and to allocate those funds for specific purposes as outlined in Exhibit A Amended Carryforward Budget May 19, 2026, to meet forecasted financial obligations in Fiscal Year 2025/2026.
NOW, THEREFORE, BE IT RESOLVED BY THE WEST PALM
BEACH DOWNTOWN DEVELOPMENT AUTHORITY
THAT:
Section 1: The recitals set forth above are true and correct and are incorporated herein and are a part hereof by this reference.
Section 2: This Resolution amending the adopted 2025/2026 Fiscal Year Budget shall be attached to and made a part of said budget.
Section 3: This Resolution shall take effect immediately upon adoption.
AYE NAY
TIM HARRIS, CHAIR
ROBERT SANDERS, VICE CHAIR
SAMANTHA BRATTER
PETER CRUISE
DARYL HOUSTON
BERNARDO NETO
RICK REIKENIS
PASSED AND ADOPTED THIS 19th day of May 2026.
DOWNTOWN DEVELOPMENT AUTHORITY
TIM HARRIS, CHAIRMAN
ATTEST:
CERTIFICATE
I, the undersigned Executive Director of the West Palm Beach Downtown Development Authority, do hereby certify that the foregoing is a true and correct copy of the Resolution adopted by said Authority on the 19th day of May 2026.
