18202-26_SUPPLIER.pdf

ITB 18202-26

Proprietary and Confidential 9/15/26 8:03 AM

A NEW DAY.

Bid Specifications for

Annual Dock Maintenance

Company City of Jacksonville Buyer Renata Barnett

E-mail rbarnett@coj.net

This document has important legal consequences. The information contained in this document is proprietary of City of Jacksonville. It shall not be used, reproduced, or disclosed to others without the express and written consent of City of Jacksonville.

All responses to this solicitation must be submitted through the City's e-procurement system 1Cloud. If you need to refresh yourself on the instructions for viewing and responding to solicitations, please refer to the training information posted on the supplier portal located on the COJ Procurement Division website.

https://www.jacksonville.gov/departments/finance/procurement https://www.jacksonville.gov/departments/finance/procurement

Table of Contents

1 Overview

1.1 General Information

1.2 Schedule

1.3 Negotiation Controls

1.4 Response Rules

1.5 Terms

2 Requirements

2.1 Affirmation

2.2 Submittal Statement

2.3 General Requirements

2.4 Indemnification and Insurance Requirements

2.5 Price Sheet

2.6 Sample Services Contract

2.7 Response Attachments

3 Lines

3.1 Line Information

3.2 Line Details

3.2.1 Line 1

4 Contract Terms

1 Overview

1.1 General Information

Title Annual Dock Maintenance

Synopsis Annual Dock Maintenance Buyer Renata Barnett Outcome Contract Purchase

Agreement E-Mail rbarnett@coj.net

1.2 Schedule

Preview Date Open Date 9/15/26 8:02 AM

Close Date 10/5/26 4:00 PM Award Date Time Zone Eastern Standard Time

Pre-Bid Conference Location

Microsoft Teams

Pre-Bid Date/Time 09/23/2026 @ 9:00 am.

Question Cutoff

Date/Time 09/30/2026 @ 9:00 am.

1.3 Negotiation Controls

Response Visibility Sealed

Lines Settings Rank Indicator 1,2,3...

Ranking Method Price only

1.4 Response Rules

This negotiation is governed by all the rules displayed below.

Rule Suppliers are allowed to revise their submitted response up until Bid closing

1.5 Terms

Agreement Start Date Agreement End Date Agreement Amount

(USD)

Payment Terms Freight Terms Freight Prepaid

Shipping Method Best Way FOB FOB Destination Negotiation Currency USD (US Dollar) Price Precision 2

2 Requirements *Response is required

Suppliers must satisfy the following requirements. By submitting a response, Supplier warrants and represents that it satisfies all requirements. Failure to meet any of the requirements may result in the response being rejected as non-responsive. Any conflict between any section within this document shall be resolved by deferring to the most restrictive language of the solicitation document. Suppliers must respond to each section through the drop-down selection or arrows at the top right. All response attachments should be properly labeled to identify supplier and file contents.

2.1 Affirmation

*1.

Type name, title and email of person submitting bid in the comments box.

Select one of the following:-

a. Acknowledge

Comments:

*2.

Type name of company in the comments box.

Select one of the following:-

a. Acknowledge

Comments:

*3. No Alterations: Bidder has not altered the original Solicitation Document in any way and further understands that any such alteration of the original solicitation document may result in rejection of the bid.

Select one of the following:-

a. Acknowledge

*4. Solicitation Silence: The Solicitation Silence policy is in effect for this solicitation and all communications related to this solicitation must be in writing to the designated procurement representative. Violations of the solicitation silence policy may result in the rejection/disqualification of the submission.

Select one of the following:-

a. Acknowledge

*5. Legal authorization and solicitation specific minimum requirements: All bidders must be legally authorized to do business in Duval County and shall comply with all minimum requirements for this bid. Failure to submit evidence for meeting any of these requirements may be grounds for rejection. Vendor shall provide proof of applicable local business licenses and particulars such as specific licensure, experience on similar projects, years of expertise in the area etc.

Select one of the following:-

a. Acknowledge

Comments:

*6. Certification of No Conflict of Interest: Supplier certifies that no official or employee of the City or independent agency requiring the goods or services described in the specifications has a material financial interest in the Supplier's company. Supplier must complete and submit the attached Conflict of Interest Statement fully detailing any potential conflicts.

Attachments:

File Name or URL Type Description

CONFLICT OF

INTEREST CERTIFICA

File

Select one of the following:-

a. Contractor certifies that no official or employee of the City or independent agency requiring the goods or services described in the specifications has a material financial interest in the Contractor's company.

b. Contractor cannot certify that no official or employee of the City or independent agency requiring the goods or services described in the specifications has a material financial interest in the Contractor's company.

*7.

Equal Business Opportunity Program: Pursuant to Part 6 of Chapter 126, Jacksonville Ordinance Code, the City of Jacksonville encourages the utilization and participation of Jacksonville Small and Emerging Businesses (JSEBs) in its contract awards based upon availability. It is the City's intent in adopting this program to reflect the philosophy with regards to enhancing participation of JSEBs in all areas of procurement.

Attachments:

File Name or URL Type Description JSEB Project Goals Language Au

File

Select one of the following:-

a. Acknowledge

*8. Per 448.095(5)(a), F.S., a public agency must require in any contract that the contractor, and any subcontractor thereof, register with and use the E-Verify system to verify the work authorization status of all new employees of the contractor or subcontractor. A public agency or a contractor or subcontractor thereof may not enter into a contract unless each party to the contract registers with and uses the E-Verify system.

Select one of the following:-

a. Acknowledge

*9. Electronic Signature: I understand this acknowledgment serves as my electronic signature and has the same force and effect as my manual signature.

Select one of the following:-

a. Acknowledge

2.2 Submittal Statement

*1. Submittal Statement

Bidder certifies that this proposal is made in good faith, without collusion or connection with any other entity bidding on this work.

Bidder has examined and read all Drawings, Specifications, General and Special Conditions, and other Contract Documents, and all Addenda thereto; and is acquainted with and fully understands the extent and character of the work covered by this Proposal and the specified requirements, for the proposed work.

Bidder certifies that no officer or agent of the CITY will directly or indirectly benefit from this bid.

Bidder states that this Proposal is made in conformity with the Contract Documents and agrees that in case of any discrepancy or differences between its Proposal and the Contract Documents, the provisions of the latter shall prevail.

Bidder certifies that it has carefully examined the foregoing Proposal after the same was completed and has verified every item placed thereon; and agrees to indemnify, defend and save harmless the CITY against any cost, damage or expense which may be incurred or caused by any error in the Bidder's preparation of same.

Bidder states that all applicable taxes are included in the unit prices or Lump Sum Bid and acknowledges this project is not exempt from the State or Local Sales or Use taxes, and payment of such taxes is the responsibility of the Bidder.

The undersigned Bidder agrees to keep its bid in effect for 120 calendar days after the Bid Opening date to allow the CITY time to award the bid, should it be awarded, and time to prepare and execute the contract (or issue the purchase order). This time period begins at the time bids are opened and ends upon the issuance of Notice to Proceed (NTP) by the CITY.

The bid prices shall remain in effect throughout the life of the Contract. Failure of the CITY to issue NTP within the specified time period shall allow Bidder to withdraw its Bid and terminate its contract without penalty or forfeiture of Bid Bond. Failure of the CITY to issue NTP within the specified time period shall not entitle Bidder to an adjustment of its Bid prices, unless mutually agreeable by the CITY.

Bidder certifies, under penalty of perjury and contract rescission, that it has all required licenses to perform the work required to fulfill the terms of the contract resulting from a successful bid.

Furthermore, the Bidder affirms that all subcontractors requiring to be licensed are listed in its response and are properly licensed to perform work on their respective portions of this project.

Select one of the following:-

a. Acknowledge

2.3 General Requirements

*1. Scope of Services: The Parks, Recreation and Community Services Division of the City of Jacksonville, Florida, is currently accepting bids to obtain source(s) of supply for the item(s) / service(s) as outlined in the bid documents provided. The purpose of this bid invitation is to obtain information about your firm and its ability to provide these item(s) / service(s) and to obtain pricing commitments for Annual Dock Maintenance.

Select one of the following:-

a. Acknowledge

*2. Specifications: Provide all items or services as identified on each line or identified below in accordance with all other Terms and Conditions specified herein.

Background

Under the Agreement, the awarded Contractor will serve as a dock maintenance contractor for the Department of Parks, Recreation and Community Services for repairing, restoring, replacing, and improving public water access facilities such as marinas, docks (fixed or floating), bulkheads, boat ramps, boardwalks, piers, ramps, etc.

Program Goals

A.The City desires its waterway access facilities to be a symbol of civic pride by providing a fun, safe, friendly and clean environment conducive to families, boaters, paddlers, and fishermen.

B.The City desires its waterway access facilities to be functional and attractive to all citizens of and visitors, regardless of age, race, gender, ethnic group or physical ability.

C.The City desires the Contractor to provide maintenance support for water access facilities and similar, as needed.

Specifications

Contractor to provide for the grand total amount to include the repair, restoring and/or replacing docks/dock components (stationary or floating); ramps/boardwalks/handrails (walk and boat); piling/piling components (wood, concrete or sheet); excavation, scouring, dredging, filling, carpentry and concrete work as directed. Work requires furnishing all labor, material, tools, supplies, equipment, ladders, hoisting, scaffolding, barges, boats, trucks, fuel, trash disposal, cleanup, freight accessories, etc. to safely accomplish in a workmanlike manner all work requested.

Quantities listed are not absolute. Work requirements will be determined by field requirements. Unit prices will determine work order values. All whalers, cover boards, fender boards, handrails and decking shall be Marine Grade pressure treated lumber and pilings shall be pressure treated 2.5 CCA lumber unless otherwise specified.

The work may also include temporary barriers, signage, false work, clean-up to perform additional required work. The contractor may be required to mobilize and retrieve, secure, remove or dispose of any dock or debris that has become dislodged from its anchoring and is floating within the lake, river, wetland, waterway or ocean, if so directed.

All work must comply with City of Jacksonville Engineering Design Standards, Florida Building Code and 20 l0 ADA Standards for Accessible Design.

Any work order repair exceeding the definition of the itemized unit prices deemed necessary to complete or facilitate completing a work element not described shall be paid the two (2) man crew* hourly rate plus any material** utilized at supplier invoice cost plus a mark-up of (bid amount, but not more than 10%). The hourly rate plus material will be paid according to the hourly rate and the material cost plus mark-up and additionally any specialized equipment rental or sublet work and approved disposal hauling and fees, permit fees, regulatory applications will be marked up 10% for Contractor profit and overhead .

*All work to be accomplished minimally with a two (2) man work crew (one person of the crew must be capable as a working supervisor) on a per hour rate including materials, transportation, taxes, insurance, overhead/profit, tools and equipment. Hourly rate should be bid based on work being undetermined requiring site visit/inspection, suggested remedy, application and performance.

Hourly rate: May be considered to any requested work (dock, ramp, boardwalk, gangway, pier, structure), surveys/reports of existing conditions, obtaining permits, exploration, cleaning and disposal of debris, spills, environmental cleanup, vegetation eradication, silt removal, dredging, revetment work, welding, rigging/hoisting/driving , demolition, disposal, moving/disposal of abandoned vessel, retrievals from water, drainage, dewatering, diving, excavation/fill/limerock/concrete/rip-rap/filter screen, testing, sampling, video, temporary protection/sand bagging, scouring and barriers with markup as applicable for materials or specialized equipment usage.

(Does not include payment for estimates/proposals)

**Materials: Contractor to provide all new materials, sheet metal, trim, bolts, cables, lumber, accessories, concrete, docks, ramps, paint or coatings, specialty items, fasteners, accessories, bumpers, cleats, safety treads, signs, buoys lights, flags, signals, piling, etc.

Audit Provisions: The nature of awards made under this bid is such that City Ordinance No. 179.1 12 may be applicable. The general concept of the referenced ordinance provides the City Council Auditor access to records of the contractor(s) as relates to prices charged for labor, materials, etc. under the contract resulting from this bid. A copy of this ordinance is posted on the Purchasing Division Bulletin Board for local vendor interest.

The workmen after arriving at the site making the repair shall walk the immediate area and report any potential problem to Parks, Recreation and Community Services Department via phone or E-mail and if minor and given direction to proceed to execute the repair to match. (Minor being less than four (4) hours work). Submit attached with invoices, a detailed report providing Name of Park, address, site of work location on the property, copies of supplier invoices and any recommended additional repairs observed needed on the site.

Repairs: The primary purpose of this bid is to provide a competitive source of service for repairs and emergency repairs.

The City is defining repairs as a necessary or an emergency to protect City assets to original functional use. Emergency is defined as a sudden occurrence of a serious and urgent nature that endangers health, equipment/supplies, safety, and/or the structure and demands immediate action.

Purchase orders may include cleanup or compatible work related to the repair work or alteration for repairs or emergency without obtaining competitive quotation. The City reserves the right to obtain additional quotations for any emergency or urgent repair outside this agreement or piggyback other government agencies existing agreements.

The Contractor shall, upon request, visit the site with the City's representative or under their instruction, to determine the needs and provide an itemized list of repairs with unit prices from this bid award and a schedule to complete the scope. Invoices must correlate back to the purchase order. Work shall not exceed the purchase order amount including any contingency except with an agreed upon executed change order. Repairs shall begin within two (2) weeks of PO issued and be completed within sixty (60) days, except with an agreed upon extension.

Mobilization: The Contractor shall provide a schedule upon determination of a scope of work and work within that schedule and update unforeseen changes.

The Contractor must provide an after-hour emergency number to respond to any storm-related damage and capable to mobilize within four (4) hours after notification or sooner depending on the situation. A named contact person and phone number and Email must be kept current for both non-emergency and emergency calls.

Contractor shall be prepared to secure the emergency to as safe a condition as possible upon arrival.

Parks, Recreation and Community Services Department considers the integrity of maintaining its facilities in a safe condition. Work orders will not be issued to the contractor who at the discretion of the Parks, Recreation and Community Services Department has failed to timely respond. It expects the work to be performed in a workmanlike manner and be consistent with manufacturers recommended practices. All work is to be done in an orderly, courteous, safe manner using new materials and leaving the site clean. All debris generated from the work items shall be disposed in an approved landfill.

Calls placed after 5:00 pm (EST) or on weekends will be paid at 1 1/2 the hourly rate. Overtime will not be paid if work starts before 5:00 pm (EST) Monday through Friday and extends beyond that time.

Overtime will be paid on City holidays for emergency work only. Work started before a holiday and extending into a holiday or weekend will be a regular hourly rate.

Repairs shall provide a minimum six (6) month guarantee without a charge for callbacks.

All work shall be performed in a safe manner with respect to park occupants, boaters (boats/trailers/trucks), visitors, and vendor employees. Contractors must comply with all current OSHA requirements as applicable to service performed.

Requirements

1.State Contracts: The City reserves the right to utilize contracts established by the State of Florida and or other governmental agencies for item(s) / service(s) covered under this bid. The city reserves the right to cancel this contract in whole or in part for such item(s) / service(s).

2.Quantities: Quantities indicated reflect the estimated quantities to be purchased throughout the contract period and are subject to fluctuation in accordance with actual requirements. The City reserves the right to add or delete items, or increase the volume of services required, or not to make any purchase against this bid if it so deems necessary at any time during the contract period.

3.Delivery: The services in the bid documents shall be performed at various city locations throughout the City of Jacksonville, Duval County, Florida.

4.Escalation/De-Escalation: All pricing submitted shall remain firm for the initial term period. Upon renewal (if applicable), a supplier may submit in writing a request for price escalation/de-escalation for the percentage of change as listed in the Consumer Pricing Index (CPI) and/or documentation notifying of an industry wide increase. The City reserves the right to decline any price increase request.

5.Prices: All unit prices shall include material, installation, labor, storage, freight, delivery, handling charges, disposal of damaged items (to include wood and concrete) and any other items to complete the services/task listed on the Specifications and Bid Proposal Form. Extended total will be calculated by multiplying unit cost price by listed approximate quantity. Extended total base bid will be calculated by adding all extended total prices together. In case of error(s), unit cost prices will govern.

6.Pick-Up and Returns: The City reserves the right to return an order in whole or in part if the merchandise is not in compliance with the bid specifications. The City or its agencies will determine compliance with bid specifications. Pick up and returns will be made within 48 hours of notification at no charge to the City or its agencies.

7.Compliance with Specification: The bidder, by affixing their signature to the bid form submitted, agrees to provide item(s)/service(s) in accordance with the bid documents provided. Bid only a single offering for each bid item.

Multiple offerings, alternates (unless stated) and or stipulations may be cause for bid rejection. Bid only on forms provided herein unless otherwise stated. Bid submissions shall be in ink or typewritten. All corrections must be initialed.

8.Invoicing: Invoices will be issued once supplies/services are delivered and/or rendered to the City of Jacksonville or its agencies. At a minimum, invoices must include: purchase order number or contract number, item number and description, date of shipment, quantity ordered and shipped, unit prices, unit of measure, and extended totals. Payment terms are Net 30 days. All original invoices shall be submitted through the City of Jacksonville 1Cloud procurement system or to: City of Jacksonville, General Accounting Division, 117 West Duval Street, Suite 375, Jacksonville, Florida 32202.

9.Insurance/Indemnification: Each supplier shall maintain, for the entire term of this bid, current insurance coverage in the minimum amounts stated in Attachments G and H. Additionally, Contractor will provide insurance of the types, amounts and coverages, which may be amended at any time as required by Jacksonville's Risk Manager in his or her sole reasonable discretion. All insurance certificates shall list the City of Jacksonville as an additional insured. The bid number should be listed on the certificate. The awarded bidder is required to submit their insurance certificate within ten (10) days after notice of award.

10.Reporting: The City may request, during the term of this bid, reports including but not limited to; usage, pricing, and delivery. Suppliers will be required to provide reports requested in hard copy and electronic format as required.

11.Supplier Accessibility: The City or its representative must be able to contact, during normal business hours, by telephone or email any supplier providing goods or services to the City or its agencies. Any supplier accessibility requirements outlined in the specifications supersede this section.

12.Verification of Corporate Status: During the license term, the Contractor will be a duly organized and validly existing corporation registered, active and in good standing with the State of Florida.

13.Compliance with Governmental Requirements: During the License Term, the Contractor will comply with all Governmental Requirements governing or affecting the Licensed Premises and the use thereof for any reason.

Governmental Requirement means any permit, law, statute, code, rule, regulation, ordinance, order, judgment, decree, writ, injunction, franchise, condition, certificate, permit, license, authorization, or other direction, or requirement of any governmental and/or regulatory national, state or local entity with jurisdiction over Jacksonville, Contractor and/or the facility.

14.Contractor's Personal Property: Contractor may place its personal property on or within the City-owned Facilities during ongoing projects being performed under this contract; however, all Contractor's personal property that may be on the Facilities during the license term will be thereon at the Contractor's sole risk.

15.Jacksonville's Right to Make Changes: Jacksonville may unilaterally require, by written order, changes altering, adding to, or deducting from the services of this RFP ("Changes"), provided that such Changes are within the general

Scope of this RFP. Such Changes may include the addition of responsibilities or subtraction from responsibilities, relocation of existing services, management, operation and programming. Any Changes will be confirmed to the Contractor in writing by the Natural and Marine Resources Division Chief or Department Director.

16.Right of Jacksonville to Inspect: Jacksonville at all times may access the facilities for the purpose of inspecting same and for any other purpose determined by the Department. Upon request, Contractor will provide Jacksonville keys to all locked storage containers, doors, gates and improvements on or in the parks.

17.Contractor Termination: The Contractor will have the absolute right to terminate a contract resulting from this RFP at any time by providing at least thirty (30) days written notice of such termination to Jacksonville.

18.Jacksonville Termination: Jacksonville will have the absolute right to terminate a contract resulting from this RFP at any time by providing at least thirty (30) days written notice of such termination to the Contractor.

Select one of the following:-

a. Acknowledge

*3. Contractors must satisfy the following mandatory minimum requirements to have their responses evaluated. By submitting a response, Contractor warrants and represents that it satisfies these requirements. Failure to meet these requirements will result in the response not being evaluated and being rejected as non-responsive.

a. The Contractor shall provide proof of an applicable local business license if located within Duval County.

b.The Contractor must provide three (3) references in which the Contractor provided marine construction work within the past two (2) years.

c.The Contractor must have a current State of Florida-issued Marine Contractor License, General Contractor License, and/or a Building Contractor License. A current copy must be submitted with the proposal.

Select one of the following:-

a. Acknowledge

2.4 Indemnification and Insurance Requirements

*1. RFP Indemnification and Insurance Requirements. See attachment(s) for additional information.

Attachments:

File Name or URL Type Description Indemnification (1).pdf File

Select one of the following:-

a. Acknowledge

2.5 Price Sheet

*1. Price Sheet: Please download the attached spreadsheet to enter prices and upload it back. Please do not make any changes to the item descriptions or quantities indicated. See the attachment(s) for additional information.

Attachments:

File Name or URL Type Description BidProposal Form (2).pdf File

Select one of the following:-

a. Acknowledge

2.6 Sample Services Contract

*1. Please review and acknowledge sample Services Contract.

Attachments:

File Name or URL Type Description Sample Professional Services C

File

Select one of the following:-

a. Acknowledge

2.7 Response Attachments

*1. Attach Overall Proposal Document Here, Use the following naming convention:

Supplier_Name Overall Proposal Document. Include all response pages in a single ".PDF" format file.

If the proposer desires, the Company financial reports can be submitted in a separate .pdf file from the proposal file. However, the file name must include the word "Confidential". For Example: "XYZ Engineering

– Confidential Financial Info.pdf".

Hint: Attach Overall Proposal Document Here, Use the following naming convention: Supplier_Name Overall Proposal Document. Include all response pages in a single ".PDF" format file.

Select one of the following:-

a. Acknowledge(Response attachments are required)

3 Lines

3.1 Line Information

Line Estimated Quantity

Response Price

Line Amount

Response Minimum

Release Amount

1-PLEASE

ENTER $1.00

3.2 Line Details

3.2.1 Line 1 PLEASE ENTER $1.00

Category Name 959.90 Waterfront Construction Services Including Piers, Docks, Decking, etc.

(Includes Maintenance and Repair)

Allow Alternate Lines No Target Minimum Release

Amount (USD) Estimated Total Amount

(USD)

Start Price (USD)

4 Contract Terms

Contract Terms and Conditions

A. Solicitation Overview

A.1. Scope of Work

The Parks, Recreation and Community Programming Department of the City of Jacksonville, Florida is currently accepting bids to obtain source(s) of supply for the item(s)/service(s) as outlined in the bid documents provided. The purpose of this bid invitation is to obtain information about your firm and its ability to provide these item(s)/service(s) and to obtain pricing commitments for Annual Dock Maintenance as listed in the bid documents.

A.2. Award

Award will be ALL OR NONE to the lowest responsive, responsible bidder(s) subject to the Buy American Preference clause described below. Bidders must bid on all items to be considered for award. The City reserves the right to reject any or all bids. ALL awards are subject to the availability of funds.

A.3. Term of Agreement

The period of service will be for the initial period of one year, with three, one-year renewal options. Renewal options subject to approval with supplier and City of Jacksonville.

A.4. Quantities

Quantities indicated reflect the estimated quantities to be purchased throughout the contract period and are subject to fluctuation in accordance with actual requirements. The City reserves the right to purchase more than the estimated quantities listed or not to make any purchase against this bid if it so deems necessary anytime during the contract period. The City reserves the right to add or delete items during the contract period. The City will order on an as needed basis.

B. Equal Business Opportunity Plan

B.1. Encouragement Plan for Jacksonville Small and Emerging Business Program

It is an official policy of the City of Jacksonville to encourage the maximum participation of Jacksonville Small Emerging Business (JSEB) in its contract awards based upon availability.

Under the encouragement plan, vendors are required to make all efforts reasonably necessary to ensure that City certified JSEB have a full and fair opportunity to compete for performance on this project.

Bidders/Suppliers/Consultants or any entity doing business with the City shall not discriminate on the basis of race, ethnicity, national origin or gender in the award and performance of the work under this contract.

Please use the attached form 1 (Schedule of Participation) to submit JSEB Participation on this Bid. You may contact the Jacksonville Small & Emerging Business Office at (904) 255-8620 to verify the status of a JSEB or visit our web site at www.JSEB.coj.net.

http://www.JSEB.coj.net

C. General Conditions

C.1. Assignment

The Bidder shall not assign, transfer, convey, sublet, novation, or otherwise dispose of this Agreement, or of any or all of its rights, title, or interests therein, or its power to execute such agreement to any person, firm, or corporation without prior written authorization by the City.

C.2. Audit Provision

A person or entity providing capital improvements, contractual services, supplies, professional design services, or professional services purchased by the City pursuant to a method of purchase, unless otherwise provided herein, shall agree and be deemed to have agreed by virtue of doing business under contract with the City to all access and examination at all reasonable times by the Council Auditor or any duly authorized representative of the Council Auditor to business records directly pertinent to the transaction until the expiration of three years after final payment pursuant to the transaction. No examination shall be conducted until the Council Auditor has made a recommendation to the Council President that the examination should be conducted and until the Council President has approved the conducting of the examination.

C.3. Bid / Surety Requirements

All bids that may require a bid security or surety in the form of a certified check, cashier's check or bid bond in the amount as prescribed in the bid documents must accompany the bid submission prior to the scheduled bid opening. Certified and cashier's checks will be deposited by the City and reimbursement checks will be issued once an award is made. Failure to submit the above information timely will be grounds for rejection of bid.

C.4. Cartage

No charge will be allowed for cartage or packages unless by special agreement.

C.5. Certificate of Insurance

Each supplier shall maintain, for the entire term of this bid, current insurance coverage as stated in the bid documents. All insurance certificates shall list the City of Jacksonville as an additional insured. The awarded vendor will be required to submit a copy of the insurance certificate within ten (10) days from date of receipt of award notice. Bid number should be listed on certificate.

C.6. COJ - Debarment List

In accordance with the City's Procurement Code, the Chief of Procurement and all agencies are advised to cease doing business with disqualified suppliers as they appear on the Disqualified/Probationary Suppliers list located on the Supplier Portal.

C.7. Collusion

THE BIDDER, BY AFFIXING HIS SIGNATURE TO THIS PROPOSAL, AGREES TO

THE FOLLOWING: "BIDDER CERTIFIES THAT THIS BID IS MADE WITHOUT

ANY PREVIOUS UNDERSTANDING, AGREEMENT OR CONNECTION WITH ANY

PERSON, FIRM, OR CORPORATION MAKING A BID FOR THE SAME ITEMS, AND

IS IN ALL RESPECTS FAIR, WITHOUT OUTSIDE CONTROL, COLLUSION, FRAUD

OR OTHERWISE ILLEGAL ACTION."

C.8. Compliance with Specifications https://www.jacksonville.gov/supplierportal

The bidder, by affixing its signature to the bid form submitted, agrees to provide item(s)/service

(s) in accordance with the bid documents provided. Bidder must bid only a single offering for each bid item. Multiple offerings, alternates (unless stated) and or stipulations may be cause for bid rejection. Bidder should bid only on forms provided herein unless otherwise stated. Bid submissions shall be in ink or typewritten. All corrections must be initialed.

C.9. Data Required to be Submitted

Whenever the specifications indicate a product or a particular manufacturer, model, or brand in the absence of any statement to the contrary by the bidder, the bid will be interpreted as for the exact brand, model, or manufacturer specified, together with all accessories, qualities, tolerances, compositions, etc. enumerated in the detailed specifications.

If no particular brand, model or make is specified, and if no data is required to be submitted with this bid, the successful contractor, after award and before manufacturer or shipment, may be required to submit working drawings or detailed descriptive data sufficient to enable the City to judge contractor is in compliance with if each requirement of the specifications.

C.10. Delivery

A packing list shall accompany all shipments, which shall indicate, at a minimum, the following:

purchase order number, item number and description, date of shipment, quantity ordered and shipped, unit price, and unit of measure.

C.11. Deviations to Specifications

In addition to the requirements of paragraph five, all deviations from the specifications must be noted in detail by the bidder in writing at the time of the submittal of the formal bid. The absence of a written list of specification deviations at the time of submittal of the bid will hold the bidder strictly accountable to the City to the specifications as written. Any deviation from the specifications as written not previously submitted, as required by the above, will be grounds for rejection of the material and/or equipment when delivered.

C.12. Discounts

ALL DISCOUNTS OTHER THAN PROMPT PAYMENT TO BE INCLUDED IN BID

PRICE. PROMPT PAYMENT DISCOUNTS OF LESS THAN THIRTY (30) DAYS WILL

NOT BE CONSIDERED IN DETERMINING LOW BID.

C.13. Electronic Payments

Bidders/Suppliers are encouraged to enroll in the City of Jacksonville's Automated Clearing House ("ACH") electronic payment program. ACH allows for systematic direct payment to suppliers. The ACH enrollment form can be downloaded at www.coj.net under the Online Forms link on the Finance Department page.

C.14. Errors in Bids

Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements, and specifications before submitting bids; failure to do so will be at the bidder's own risk and bidder cannot secure relief on the plea of error. Neither law nor regulations make allowance for errors either of omission or commission on the part of bidders. In case of error in extension of prices in the bid, the unit price will govern.

C.15. Escalation / De-escalation

All pricing submitted shall remain firm for the first year of the initial contract period. After the http://www.coj.net first year of the contract term, a supplier may submit in writing a request for price escalation/de-escalation for the percentage of change as listed in the Consumer Price Index (CPI) and/or documentation notifying of an industry-wide increase. The City reserves the right to decline any price increase request.

C.16. Ethics Provision for Vendors / Suppliers

The Bidder, by affixing its signature to the proposal form, and/or the acceptance of a purchase order, represents that it has reviewed the provisions of the Jacksonville Ethics Code contained in the Ordinance Code and the provisions of the Purchasing code contained in the Ordinance Code and has read and will comply with the Mandatory Ethics Training for Suppliers located on the Procurement Website.

C.17. Extension

In addition to any renewal options contained herein, the City has the right to extend any award resulting from this Bid for the period of time necessary for the City to release, award, and implement a replacement agreement for the commodities and/or contractual services provided in this Bid. Such extension shall be based upon the same prices, terms, and conditions set forth in this Bid.

C.18. Favored Nation Clause

Based on similar size and quantity, it is understood that the Bidder is providing the City the same or better pricing than other governmental agencies. If during the term of this Agreement, the Bidder offers other governmental agencies better pricing for the same item, the Bidder agrees to offer the City the reduced price.

C.19. Force Majeure, Notice of Delay, and No Damages for Delay

Neither party shall be responsible for delays in performance if the delay was beyond that party's control (or the control of its employees, subcontractors, or agents). Supplier shall notify Buyer in writing of any such delay or potential delay and describe the cause of the delay either (1) within ten (10) calendar days after the cause that creates or will create the delay first arose if Supplier could reasonably foresee that a delay could occur as a result, or (2) if delay is not reasonably foreseeable, within five (5) calendar days after the date Supplier first had reason to believe that a delay could result. Based upon such notice, Buyer will give Supplier a reasonable extension of time to perform; provided, however, that Buyer may elect to terminate the Contract in whole or in part if Buyer determines, in its sole judgment, that such a delay will significantly impair the value of the Contract to Buyer. Providing notice in strict accordance with this paragraph is a condition precedent to such remedy. THE FOREGOING SHALL CONSTITUTE SUPPLIER'S SOLE REMEDY OR EXCUSE WITH RESPECT TO DELAY. No claim for damages, other than for an extension of time, shall be asserted against Buyer. Supplier shall not be entitled to an increase in the Contract price or payment of any kind from Buyer for direct, indirect, consequential, impact, or other costs, expenses, or damages, including but not limited to costs of acceleration or inefficiency arising because of delay, disruption, interference, or hindrance from any cause whatsoever.

C.20. Guarantee

Contractor will unconditionally guarantee the materials and workmanship on all equipment furnished by it for a period of one year from date of acceptance of the items delivered and installed, unless otherwise specified herein. If, within the guarantee period, any defects or signs of deterioration are noted, which, in the opinion of the City are due to faulty design, installation, workmanship, or materials, upon ratification, the Contractor, at its expense, will repair or adjust the equipment or parts to correct the condition or replace the part or entire unit to the complete satisfaction of the City. Repairs, replacements or adjustments will be made only at such times as will be designated by the City as least detrimental to the operation of City business.

https://www.coj.net/departments/finance/procurement/supplier-portal

C.21. Invoicing Invoices will be issued once supplies/services are delivered and/or rendered to the City of Jacksonville or its agencies. At a minimum, invoices must include: purchase order number or contract number; item number and description; date of shipment; quantity ordered and shipped;

unit prices; unit of measure; and, extended totals.

Payment terms non-construction – 45 days after date specified in Section 218.73, FS Construction

If an outside agent must approve the invoice before payment, payment is due 25 business days after receipt of an accurate invoice. The payment request must be rejected within 20 days after the date on which the payment request or invoice is stamped as received as provided in Section 218.74(1). The rejection must be in writing and must specify the deficiency and action necessary to make the payment request or invoice proper. Rejecting the payment request properly is essential to the timeline.

If an agent need not approve the invoice, then payment is due 20 business days after receipt of an accurate invoice. The payment request must be rejected within 20 days after the date on which the payment request or invoice is stamped as received as provided in Section 218.74(1). The rejection must be in writing and must specify the deficiency and action necessary to make the payment request or invoice proper. Rejecting the payment request properly is essential to the timeline.

All original invoices shall be submitted to: City of Jacksonville, General Accounting Division, COJ1CloudInvoices@coj.net. The invoice email subject line MUST BE: inv_300000008806179.

Invoices can also be submitted through the 1Cloud Supplier Portal.

C.22. Laws and Regulations

Applicable provisions of all federal, state, county, and local laws, and all ordinances, rules, and regulations shall govern the development, submittal, and evaluation of all Bids received in proposal hereto and shall govern any and all claims and disputes which may arise between the Bidders submitting a proposal hereto and the City by and through its officers, employees, and authorized representatives, or any other persons, natural or otherwise; lack of knowledge by any Bidder shall not constitute a cognizable defense against the legal effect thereof.

C.23. Legal Workforce

Owner shall consider the employment, by Supplier/Contractor, of unauthorized aliens a violation of section 274A (e) of the Immigration and Nationalization Act. Such violation shall be cause for unilateral cancellation of the Contract upon thirty (30) days' prior written notice of such cancellation, notwithstanding any other provisions to the contrary in the Specifications and other Contract Documents.

Supplier/Contractor shall utilize the U.S. Department of Homeland Security's E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

a. all persons employed by the Supplier/Contractor during the term of the Contract to perform employment duties within Jacksonville, Duval County, Florida;

b. all persons, including subcontractors, assigned by the Supplier/Contractor to perform work pursuant to the Contract with the Owner.

C.24. Licenses Requirement

Bidders / Suppliers responding to a solicitation or by acceptance of a Purchase Order issued by the City of Jacksonville agree to obtain and maintain all applicable local, state and federal licenses required by law.

C.25. Marketing / Advertising

By submitting or being awarded this Bid, Bidder agrees not to use the results as a part of any marketing and/or commercial advertising using the City's name, logos, etc. without the express https://eims.fa.us2.oraclecloud.com/fscmUI/faces/COJ1CloudInvoices@coj.net written consent of the City.

C.26. Nondiscrimination Provisions

As required by the Ordinance Code, Contractor represents that it has adopted and will maintain throughout the term of this contract a policy of nondiscrimination or harassment against any person with regard to race, color, sex (including pregnancy), sexual orientation, gender identity or expression, religion, political affiliation, national origin, disability, age, marital status, veteran status, or any other impermissible factor in recruitment, hiring, compensation, training, placement, promotion, discipline, demotion, transfers, layoff, recall, termination, working conditions and related terms and conditions of employment. Contractor agrees that on written request, it will permit reasonable access to its records of employment, employment advertisement, application forms and other pertinent data and records by the Executive Director of the Community Relations Commission, or successor agency or commission, for the purpose of investigation to ascertain compliance with the non-discrimination provisions of the Contract;

provided however, that Contractor shall not be required to produce for inspection records covering periods of time more than one (1) year prior to the effective date of the Contract.

Contractor agrees that if any of the products or Services to be provided pursuant to the Contract are to be provided by a subcontractor, the provisions of this section shall be incorporated into and become a part of the subcontract.

C.27. Office of Inspector General

The City of Jacksonville has established an Office of Inspector General. The Inspector General's authority includes but is not limited to the power to: review past, present, and proposed City contracts, transactions, accounts, and records; require the production of records; and, audit, investigate, monitor, and inspect the activities of the City, its officials, employees, suppliers, their subcontractors and lower tier subcontractors, and other parties doing business with the City and/or receiving City funds in order to ensure compliance with contract requirements and detect corruption and fraud. Failure to cooperate with the Inspector General or interfering with or impeding any investigation shall be a violation of the Ordinance Code.

C.28. Office of the Ombudsman Failure to comply with the terms and conditions of a contract and/or failure to respond to the Notice of Non-Compliance may result in, but not be limited to, withholding of payment (s), breach of contract, cancellation of contract, filing against performance bonds(s) and disciplinary action, including contractor debarment, in accordance with the Ordinance Code. If a payment or performance dispute arises as to whether the contractor is in non-compliance, the complainant shall engage the Office of the Ombudsman to investigate the matter. During the period of any contest or dispute, the contractor shall otherwise continue to perform under the contract unless instructed otherwise.

C.29. "Or Equal" Interpretation

Even though a particular manufacturer's name or brand is specified, bids will be considered on other brands or on the products of other manufacturers unless noted otherwise. On all such bids, Bidder will clearly indicate the product (brand and model number) on which it is bidding, and will supply a sample or sufficient data in detail to enable an intelligent comparison to be made with the particular brand or manufacture specified. All samples will be submitted in accordance with procedures outlined in the paragraph on SAMPLES. Catalog cuts and technical descriptive data will be attached to the original copy of the bid where applicable. Failure to submit the above information may be a sufficient ground for rejection of bid.

C.30. Performance Bond

When applicable, the successful bidder on this bid must furnish a performance bond as indicated in the specifications, made out to the City of Jacksonville, Florida, and prepared on an approved form as security for the faithful performance of its contract within ten (10) days of its notification that its bid has been accepted. The surety thereon must be a surety company authorized and licensed to transact business in the State of Florida. Attorneys in facts who sign bid bonds must file with each bond a certified copy of their power of attorney to sign said bonds. The successful bidder or bidders, upon failure or refusal to furnish within ten (10) days after its notification the required performance bonds, will pay to the City of Jacksonville, as liquidated damages for such failure or refusal, an amount in cash equal to the security deposited with its bid.

C.31. Pickup and Returns

City reserves the right to return an order in whole or in part if the merchandise is not in compliance with the bid specifications. City or its agencies will determine compliance with bid specifications. Pick up and returns will be made within forty-eight (48) hours of notification at no charge to the City or its agencies.

C.32. Prices

All unit prices shall include freight, delivery, and handling charges to the delivery location as outlined in the bid documents.

C.33. Procurement Division as Agent

When the Procurement Division is acting as an agent for "other public activities" (defined as activities receiving financial support, in part from the City but not under the direct governing jurisdiction of the Consolidated Government), the name of such public activity will be substituted for the word "City" in the foregoing paragraphs Nos. 1 - 52.

C.34. Prohibition Against Considering Social

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING

Pursuant to Section 287.05701, Florida Statutes, as amended, Contractor is hereby notified that the City in awarding contracts to vendors may not:

(1)Request documentation or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor; and

(2)Give preference to a vendor based on the vendor's social, political, or ideological interests.

C.35. Prompt Payment to Subcontractors and Suppliers

The following is required by the Ordinance Code; provided however, if Supplier does not use JSEB subcontractors, as identified below, this…