A_-_26-02-ITB_-_Tree_Inventory_and_Condition_Assessment.pdf

INVITATION TO BID

26-02-ITB

TREE INVENTORY AND CONDITION ASSESSMENT

Contact Person

Jessica Graham, CPPB Procurement Manager

Phone: (772) 388 – 8231 Email: procurement@cityofsebastian.org

*Dates in this schedule occurring after the release date may be amended by the City.

The City reserves the right to delay or modify dates and will notify Bidders of all changes.

PROPOSED SCHEDULE

EVENT DATE TIME

RELEASE DATE: Thursday, October 9, 2025 -

PRE-BID MEETING Tuesday, October 21, 2025 10:00 AM Local Time

QUESTION DEADLINE Tuesday, October 28, 2025 2:00 PM Local Time

BID DUE DATE Thursday, November 6, 2025 2:00 PM Local Time

RECOMMENDATION OF AWARD December 2025 6:00 PM Local Time mailto:procurement@cityofsebastian.org

SECTION 1 – INSTRUCTIONS TO BIDDERS

1.1 PURPOSE

1.1.1 The City of Sebastian has obtained a grant from the Florida Department of

Agriculture and Consumer Services for a Public Tree Inventory of trees at our parks and City Hall. The City of Sebastian is seeking a qualified, responsible, and responsive company with past performance and experience providing Public Tree Inventories or Urban Tree Canopy Assessments.

1.1.2 All solicitations are posted on VendorLink (https://www.myvendorlink.com/).

It is the sole responsibility of interested parties to monitor VendorLink for solicitation opportunities and updates.

1.2 PRE-BID MEETING

A non-mandatory pre-bid meeting will be held on Tuesday, October 21, 2025, at 10:00 AM local time at the City of Sebastian Council Chambers, 1225 Main Street, Sebastian, FL 32958.

1.3 QUESTION DEADLINE

1.3.1 The deadline to submit questions will be Tuesday, October 28, 2025, at

2:00 PM local time. Any questions or communication regarding this solicitation must be emailed to the City’s Procurement/Contracts Manager at procurement@cityofsebastian.org.

1.3.2 The Bidder is responsible for checking for addenda associated with this solicitation.

1.4 ELECTRONIC BID SUBMITTAL

1.4.1 All Bids must be submitted via VendorLink electronically https://www.myvendorlink.com/.

1.4.2 All bids submitted to the city become public records unless exempt under Florida or other law.

1.4.3 PROPRIETARY INFORMATION: 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 bid proposers should be aware that all proposals and the responses thereto are public records and subject to public inspection. If a proposer believes that any information contained in a proposal is confidential or proprietary and exempt from public disclosure, https://www.myvendorlink.com/ https://www.myvendorlink.com/ the proposer shall identify specifically any such information contained in their proposals and cite specifically the applicable exempting law.

1.4.4 PROPERTY OF THE CITY: All proposals received from proposers in response to this bid proposal will become the property of the City of Sebastian 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 City.

1.4.5 LATE BIDS WILL NOT BE OPENED OR ANNOUNCED.

1.4.6 At its sole discretion, the City may reject any and all bids or accept any bid or portion thereof deemed to be whatever is in its best interest and to waive any non-substantial irregularities.

1.1 BID OPENING

1.1.1 All sealed bids are due by Thursday, November 6, 2025, by 2:00 P.M.

local time.

1.1.2 The bid opening will be held virtually. Bids will be opened at 2:10 p.m. local time. Only the NAME of the company that submitted a response to this Invitation to Bid will be read aloud.

1.1.3 Meeting Information:

https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423 dbabea4df Meeting ID: 136259113 Password: JhzXZgfvah

Or dial:

+1 (650) 419-1505 United States (San Mateo, CA) Access Code / Meeting ID: 136259113 Dial-in password: 5499943824

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https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20 https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea4df%20%20%20

Indian River Press Journal Date Advertised: Friday, October 10, 2025

CITY OF SEBASTIAN, FLORIDA

NOTICE TO BIDDERS

Tree Inventory and Condition Assessment

NOTICE IS HEREBY GIVEN that the City of Sebastian is accepting bids for 26-02-ITB, Tree Inventory and Condition Assessment. The solicitation document outlining the scope of services is available from VendorLink (https://www.myvendorlink.com/external/bids).

Bids are due on Thursday, November 6, 2025, at 2:00 p.m. local time.

A non-mandatory pre-bid meeting will be held on Tuesday, October 21, 2025, at 10:00 am local time, located in City Hall (Council Chambers), 1225 Main Street, Sebastian, FL 32958.

Questions are due on Tuesday, October 28, 2025, at 2:00 pm local time. All questions shall be directed to the Procurement Manager, Jessica Graham, CPPB, at 772-388-8231 or by email at procurement@cityofsebastian.org.

https://www.myvendorlink.com/external/bids

TABLE OF CONTENTS

SECTION 1 – INSTRUCTIONS TO BIDDERS 2

LEGAL AD 4

SECTION 2 – SCOPE OF WORK 6

SECTION 3 – GENERAL TERMS AND CONDITIONS 15

SECTION 4 – REQUIRED FORMS 16

• CONTACT INFORMATION SHEET 16

• CORPORATE RESOLUTION 18

• STATEMENT OF BIDDER’S QUALIFICATIONS 19

• CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 21

• CERTIFICATION REGARDING PROHIBITION AGAINST

CONTRACTING WITH SCRUTINIZED COMPANIES

• APPENDIX A, 44 C.F.R. PART 18 – CERTIFICATION REGARDING

LOBBYING

• CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF

CONCERN PROHIBITED AFFIDAVIT

• HUMAN TRAFFICKING AFFIDAVIT 25

• NOTIFICATIONS AFFIDAVIT 26

• REFERENCE LIST 27

• SUBCONTRACTOR LIST 28

• LOCAL VENDOR PREFERENCE AFFIDAVIT 29

SECTION 5 – BID PRICE FORM INSTRUCTION 30

EXHIBIT A – ELECTRONIC BID PRICE FORM

EXHIBIT B – SAMPLE CONTRACT

SECTION 2 – SCOPE OF WORK

2.1 SCOPE OF WORK

2.1.1 Public tree inventory projects help communities develop or enhance inventories/assessments of public trees. Up-to-date inventories help provide more efficient and effective urban forest management.

2.1.2 Contractor will provide a Tree Inventory capturing detailed information for each tree in both tabular and GIS formats, including:

A. Software Tree Inventory Application database: The City will work with the consultant on choosing the software application to be used for the Tree inventory, such as TreePlotter INVENTORY, i-Tree, or Trees Count applications, which will store all the tree inventory information, and will use learning software to provide guidance for urban planning.

B. Tree Identification Number: Automatically generated by GPS based on the order of collection

C. Location: Coordinates automatically calculated by GPS

D. Species: Identified by genus and species, including both botanical and common names

E. Diameter: Measured to the nearest inch at 4 ½ feet above ground (diameter breast height, DBH)

F. Condition: Rated according to categories adapted from the International Society of Arboriculture (ISA) rating system:

a. Excellent: 100%

b. Very Good: 90%

c. Good: 80%

d. Fair: 60%

e. Poor: 40%

f. Critical: 20%

g. Dead: 0%

G. Observations: Noted tree defects and impacts to infrastructure, including:

a. Cavity/Decay

b. Trunk or Limb Damage

c. Co-Dominant Leaders

d. Constricted Roots

e. Uprooted

f. Leaning

g. Reduced Canopy

h. Improperly Pruned

i. Curb/Sidewalk Damage

j. Insect Damage

H. Maintenance Needs: Primary and secondary needs based on ANSI A-300 standards and arboriculture best practices, including:

a. Clearance Pruning

b. Crown Raising

c. Crown Reduction

d. Restoration Pruning

e. Structure Pruning

f. Crown Cleaning

g. Stump/Tree Removal

h. Pest Control

i. Fertilization

I. Overhead Utilities: Presence of overhead utilities noted

J. Minimum Growing Space: Assigned based on planting space width to identify current or potential root constriction or infrastructure damage:

a. Less than 3 feet

b. 3 to 5 feet

c. 5 to 10 feet

d. Greater than 10 feet

K. Using the collected data, the consultant will prepare a Tree Inventory Summary Report, including:

a. Hard Copy Report:

i. Color maps with numbered tree locations overlaid on aerial photographs

ii. Tables displaying data for inventoried trees

b. Digital Report:

i. Digital copies of the report in PDF format and tree inventory data in ArcGIS Shape File format

ii. Database access for maintenance and updates

2.1.3 Communication plan: provide weekly updates on the status of the project as needed during the inventory process.

2.2 City of Sebastian - Parks & Recreation Map

2.2.1 The link below provides interactive maps with locations, addresses, and acreage of each location.

https://cos1225.maps.arcgis.com/apps/dashboards/9f9f0310b0984f15b40 7a1e70ab4da32

2.3 CONTRACTOR MINIMUM QUALIFICATIONS

2.3.1 Must be registered with the State of Florida, Division of Corporations, to do business in Florida.

2.3.2 Vendor must have been in business under the same FEIN number for past three (3) years. Evidence should be submitted with the bid submittal.

2.3.3 A successful Bidder will have completed prior tree inventories using FDACS Forest Service grant funding. Please list these contracts as your references.

2.3.4 One person on the Project Team should be an International Society of Arboriculture (ISA) Certified Arborist and qualified in Tree Risk Assessment Qualification (TRAQ). Each team leader shall be an ISA Certified Arborist at a minimum.

2.3.5 Bidder must be familiar with Tree City, FDACS Forest Service, and U.S.D.A.

guidelines.

2.3.6 If the bidder’s business is located in Sebastian, FL, or Indian River County, they must provide a copy of their business tax receipt.

2.3.7 Bidders that do not meet the minimum requirements listed herein as determined by the City, at its sole discretion, will be deemed non-responsive and not considered for award. All decisions made by the City are final.

https://cos1225.maps.arcgis.com/apps/dashboards/9f9f0310b0984f15b407a1e70ab4da32 https://cos1225.maps.arcgis.com/apps/dashboards/9f9f0310b0984f15b407a1e70ab4da32

2.3.8 No contract will be awarded to any bidder who, as determined by the CITY, has an unsatisfactory performance record, inadequate experience, lack of organization, labor, and equipment to perform the required services, and is in arrears to the CITY on a debt or contract or is a defaulter on surety to the CITY or whether the bidder’s taxes or assessments are delinquent. The City has the right to disqualify any bidder who does not meet any or all qualifications necessary as determined by the City.

2.4 LENGTH OF CONTRACT AND RENEWAL

2.4.1 This project is funded by a Florida Department of Agriculture and Consumer

Services grant. The grant is set to expire on August 31, 2026.

2.4.2 This ITB will result in a one-time agreement to complete the scope of work.

The contract is expected to have a tentative expiration date of May 31, 2026, to allow for the grant close-out process.

2.5 LIQUIDATED DAMAGES

2.5.1 The contractor agrees to the use of liquidated damages in the event the contractor fails to perform by the provisions herein. The Contractor hereby agrees, as part consideration for awarding the Agreement, to pay the City the sum of One-Hundred Dollars ($100.00), for each and every calendar day that the Contractor shall be in default after the time stipulated in the Agreement for completing the Work. The Contractor and City acknowledge and agree that said sum is not a penalty but liquidated damages for breach of contract

2.5.2 On the occasion where the contractor is in default of the Agreement, or any material provision thereof, or fails to remedy any deficiency in performance, the City may procure the necessary supplies or services from an alternative source and hold the contractor financially responsible for any excess costs incurred. The difference between the Bid price of the product or service and the actual price paid may be deducted from any current or future obligations owed to the contractor as liquidated damages.

2.6 CITY OF SEBASTIAN LOCAL PREFERENCE

Effective October 14, 2009, the City of Sebastian adopted a local vendor preference. Please see City Code Sec. 2-11. Local Vendor Preference Policy for more information.

2.7 PROJECT COORDINATION

2.7.1 A City project manager will oversee all assigned work to ensure adherence to schedules and service quality throughout the project’s progress and submittal of final payment. The project manager will periodically inspect the work being performed to ensure compliance with the agreement's requirements. If the requirements are not satisfactorily being met, the City shall require the contractor to correct any discrepancies, inconsistencies, or faults immediately at no additional cost. The contractor shall understand and agree to the following:

A. Contractor shall be solely responsible and assume all liability for the supervision, direction of all work, and for all means, methods, techniques, sequences, procedures, and coordination for all services under the agreement; contractor shall ensure enough personnel, materials, supplies, means of transportation, tools and equipment are made available to perform the services; and

B. Contractor shall, at all times, provide an on-site supervisor or authorized representative who is fluent in English, possesses adequate knowledge of the work being performed, and holds the authority to make decisions on behalf of the Contractor; and

C. Contractor shall be solely responsible to the City for the acts and omissions of their subcontractors, agents, employees, and any other persons performing any service under this agreement; and

D. The practices, methods, and materials utilized in the work within or adjacent to any structure must conform to any applicable local, state, and federal regulations and codes.

2.8 SITE INSPECTION AND DUE DILIGENCE

2.8.1 Bidders are obligated to carefully examine the project specification and exercise due diligence regarding any and all current and pre-existing conditions at the project site.

2.8.2 Before submitting their bid, the bidder shall be responsible for visiting the project site and becoming familiar with any conditions that may affect the work.

2.8.3 Before the commencement of work, the contractor shall submit photographs and/or video recordings to the project manager to document any such pre-existing damage to the roadways, driveways, approaches, tree trucks or limbs, landscaping, sod, facilities, utilities, walls and ancillary improvements located at the project site and/or any surrounding areas to be accessed and/or utilized by the contractor.

2.8.4 Any damage to public and/or private property resulting either directly or indirectly from the execution of the project by the contractor shall be repaired or replaced at the sole expense of the contractor in a manner acceptable to the City.

2.8.5 Failure to properly document such pre-existing conditions and to submit said documentation as required, may render the contractor liable to repair any such damage at no expense to the City.

2.8.6 No additional allowances shall be made due to the bidder’s lack of knowledge of the project requirements and site conditions.

2.9 STOP WORK ORDER

The City may at any time by written notice to the contractor stop all or any part of the work for this bid award. Upon receiving such notice, the contractor will take all reasonable steps to minimize additional costs during the period of work stoppage.

The City may subsequently either cancel the stop work order resulting in an equitable adjustment in the delivery schedule and/or the price or terminate the work in accordance with the provisions of the bid terms and conditions.

2.10 QUANTITIES

Any quantities identified in this bid are estimates only and in no way obligate the City to purchase these amounts. The City reserves the right to re-negotiate prices if, during the agreement term, the City purchases more than the estimated quantities in this bid.

2.11 PROTECTION OF PERSONS AND PROPERTY

While performing services for the City of Sebastian, the awarded contractor shall be responsible for any damage to the City of Sebastian property, personal property or visitor property due to any negligence on the part of the awarded contractor, their employees or other agents. The contractor must reasonably attempt to avoid damage to City or private property under all conditions. The awarded contractor agrees to repair or replace, at its own expense, any damage caused by the awarded contractor, their employees or their agents. The contractor must not drive or park equipment on grass, sidewalks, or patios. If concerns are raised about excessively wet conditions on grassy areas, the contractor must contact the project manager for recommendations or workarounds before commencing the work. Any damages, including damage to finished surfaces and spilled liquids, resulting from the performance of the Agreement shall be repaired and/or cleaned to the project manager's satisfaction. Any public or private property damaged by the contractor or a representative during the services shall be repaired or replaced to the project manager's satisfaction at no cost to the City. The project shall not be considered complete until incurred damages, if any, have been repaired and the worksite is cleaned to the project manager's satisfaction.

2.12 REMOVAL OF DEBRIS

The contractor shall keep the worksite free and clear of rubbish and debris at all times during the performance of services. Any material or waste generated by the contractor or its employees, agents, and Subcontractors shall be removed and disposed of by the contractor at its expense to the satisfaction of the City. The contractor assumes all liability for accidents that may occur due to debris, equipment, tools, and worksite hazards.

2.13 INSURANCE

2.13.1 The City of Sebastian is to be specifically included as an additional insured on all insurance certificates (except Worker's Compensation). Waiver of Subrogation is required for Commercial General Liability and Automobile Liability. A renewal certificate shall be issued thirty (30) days before said expiration date. The certificate shall provide a thirty (30) day notification clause in the event of cancellation or modification to the policy.

2.13.2 Before starting and until acceptance of the work by the City, Awarded Contractor shall, as a minimum mandatory condition precedent to this work, procure and maintain insurance of the types and to the limits specified below, at their own expense and without cost to the City, until final acceptance by the City of all products or services covered by the purchase order or contract.

2.13.3 The certificate holder shall read:

City Of Sebastian

1225 Main Street

Sebastian, FL 32958

2.13.4 Minimum coverage with limits and provisions are as follows:

A. Commercial General Liability: The contractor shall provide Commercial

General Liability insurance. This shall include premises/operations, personal & advertising injury, products, completed operations, contractual liability, specifically confirming and ensuring the indemnification and hold harmless clause of the contract. This insurance policy shall be considered primary to and not contributing to any insurance the City maintains. It shall name the City as an additional insured with a waiver of subrogation noted on the Certificate of Liability.

The policy of insurance shall be written on an “occurrence” form.

The contractor shall obtain insurance which shall at least meet the following minimum limits:

a) Per Occurrence: $1,000,000

• General Aggregate: $2,000,000

B. Business Automobile: The contractor shall provide Business Coverage Automobile Insurance, which shall protect the contractor from claims for damage for personal injury, bodily injury including accidental death, as well as claims for property damages which may arise from operations under this contract whether such operations are by himself or by anyone directly or indirectly employed by him. Coverage shall include owned, non-owned, hired and rented vehicles.

The contractor shall obtain insurance which shall at least meet the following minimum limits:

b) Bodily Injury and Property Damage:

• Combined Single Limit (each Accident): $1,000,000.00

C. Workers' Compensation: The contractor shall provide and maintain workers’ compensation insurance for all employees in the full amount required by statute and full compliance with the applicable laws of the State of Florida (Florida Statutes Chapter 440). Exemption certificates to this requirement are not acceptable.

The Contractor shall obtain insurance that shall at least meet the following minimum limits:

a) State Worker’s Compensation: Statutory

b) Employer’s Liability: $1,000,000.00 Each Accident

$1,000,000.00 Disease, Policy Limit

$1,000,000.00 Disease, Each Employee

D. Umbrella/ Excess Liability: The contractor shall provide umbrella/excess coverage with limits of no less than $1,000,000 excess of Commercial General Liability, Automobile Liability and Employers Liability. *This coverage is optional if the Contractor has $2,000,000 General Aggregate under the Commercial General Liability Policy. **

E. Professional Liability Insurance or Errors and Omissions Insurance: The contractor shall provide professional liability insurance, or Errors and Omissions Insurance, Any deductible is not to exceed $5,000 for each claim. The consultant represents it is financially responsible for the deductible amount.

The contractor shall obtain insurance that shall at least meet the following minimum limits:

a) Each Claim: $1,000,000

b) Annual Aggregate: 2,000,000

2.13.5 An endorsement to the Commercial General Liability or Automobile Liability policy, covering Contractor’s or subcontractor’s liability for bodily injury, property damage and environmental damage resulting from sudden accidental and gradual pollution and related clean-up cost incurred by the Contractor that arise from the Goods delivered or Services (including transportation risk) performed by Contractor under this Contract is also acceptable.

2.13.6 The Contractor shall declare any self-insured retention or deductible amount over $5,000 for any policy. The City reserves the right to reject any self-insured retention or deductible over $5,000.

2.13.7 All insurance carriers shall be rated (A) or better by the most recently published A.M. Best Rating Guide. Unless otherwise specified, the contractor shall ensure that all subcontractors comply with the insurance requirements set forth in this Agreement. The City may request a copy of the insurance policy according to the nature of the project. The city reserves the right to accept or reject the insurance carrier.

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Section 3 – General Terms and Conditions

The Invitation to Bid General Terms and Conditions are located on the City’s Website.

Interested bidders must visit the website below to view the General Terms and

Conditions.

Link: https://www.cityofsebastian.org/548/Terms-and-Conditions https://www.cityofsebastian.org/548/Terms-and-Conditions

SECTION 4

REQUIRED

FORMS

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 17 of 30

CONTACT INFORMATION SHEET

DUE DATE: Friday, November 14, 2025 Bids due on or before 2:00 PM LOCAL TIME

Proposals must be submitted electronically via VendorLink

Check the Addenda for any revised opening dates before submitting your bid. Bid(s) received after the date and time stated above will not be opened.

CONTACT:

Jessica Graham, CPPB

Procurement/Contracts Manager

(772) 388-8231 jessgraham@cityofsebastian.org

ITB TITLE: Tree Inventory and Condition Assessment

ITB NO.: 26-02-ITB

Bidder Name and “Doing Business As”, if applicable:

Federal Tax Identification Number:

Unique Entity ID (SAM.GOV):

Address:

City: State: Zip Code:

Telephone No:

E-Mail Address of Authorized Representative:

I certify that I have carefully examined the ITB document and associated documents, including the Addenda, accompanying or made a part of this solicitation. I further certify that all information contained in this bid is truthful to the best of my knowledge and belief, and that I am duly authorized to submit this bid on behalf of the bidder named above, and that the bidder is ready, willing, and able to perform if awarded.

In compliance with this solicitation, and subject to all conditions herein, I hereby propose and agree to furnish the goods and /or services specified in the ITB at the prices or rates in my bid, and prices will remain for a period of ninety (90) days to allow the City adequate time to evaluate the bid.

Signature of Authorized Representative (Manual)

Name of Authorized Representative (Typed or Printed)

Title Date

Each bid submittal must include the signature of an officer or employee with the authority to bind the contractor in the space(s) provided. If the individual is not listed on Sunbiz.org, a Corporate Resolution shall be provided. The bid submittal shall be marked non-responsive if a Corporate Resolution cannot be provided.

The City reserves the right to reject any and all bids or to accept any bid or portion deemed to be in the City's best interest and waive any non-substantial irregularities.

mailto:jessgraham@cityofsebastian.org

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 18 of 30

CORPORATE RESOLUTION

I, ___________________________________________, Board President of

______________________________, a corporation organized and existing under the laws of the

State of _____________________, hereby certify that at a meeting of the Board of Directors of the Corporation duly called and held on _____________________, 2025, at which a quorum was present and acting throughout, the following resolutions were adopted and are now in full force and effect:

RESOLVED that the following individual of this corporation is authorized to execute on behalf of this corporation bids and agreements, of which bids and agreements include a hold harmless and indemnification clause.

I further certify that the names of the officers of this corporation and any other persons authorized to act under this resolution and their official signatures are as follows:

NAME OFFICIAL SIGNATURE

IN WITNESS WHEREOF, I have hereunto subscribed my name as Board President and affixed the seal of the corporation this _____ day of ____________, 2025.

Board President Signature: __________________________________________________

STATE OF _________________

COUNTY OF _________________

The foregoing instrument was acknowledged before me, by means of ___ physical presence or

___ online notarization, this _______ day of _______________, _______ (year) by

_____________________________, who is personally known to me or who has produced

_______________________________ as identification and who did (did not) take an oath.

______________________ (Signature of Notary Public)

______________________ (Name of Notary – Typed, printed or stamped)

______________________ (Notary Seal / Serial Number)

______________________ (Date)

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 19 of 30

STATEMENT OF BIDDER’S QUALIFICATIONS

Solicitation Title:

Solicitation Number:

Name of Bidder:

Professional License Type and Number:

1. Contractor’s Compliance with Employment Eligibility Requirements (§448.095, Fla. Stat.

– E-Verify)

The E-Verify system is an internet-based system operated by the United States Department of Homeland Security that allows participating employers to electronically verify the employment eligibility of newly hired employees. Florida Statutes §448.095 provides that any person or entity that has entered or is attempting to enter into a contract with the City of Sebastian to provide labor, supplies or services must register with and use the E-Verify system to verify the work authorization status of all employees hired after January 1, 2021. Further, the contractor must maintain certain required employment compliance records of subcontractors for the duration of the contract with the City of Sebastian.

Contractor E-Verify Registration Number:

2. How long has your organization performed services under your present name?

3. How long has your company provided TREE INVENTORY AND CONDITION

ASSESSMENTS as a contractor or subcontractor?

4. Has your organization, any officer, or partner failed to complete any work awarded to you?

If so, where and why?

5. Has your company been in disputes or litigations in the last five (5) years over past or present projects? If so, describe the nature of the dispute or litigation and state the Owner's Name, Address, Telephone, and number of disputes or litigations. (Use additional sheets if necessary.)

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 20 of 30

6. Has the bidder’s organization or any of its officers, received a reprimand of any nature or been suspended by the Department of Professional Regulations or any other regulatory agency or professional association within the last five (5) years?

( ) YES ( ) NO

7. Has the bidder’s organization been declared in default, terminated, or removed from a contract or job related to the services your company provides in the regular course of business within the last five (5) years?

8. Has your organization filed any request for equitable adjustment, contract claims, protest, or litigation in the past five (5) years related to the services provided in the regular course of business?

I hereby certify that all statements made are true and I agree and understand that any misstatement or misrepresentation or falsification of facts shall be cause for forfeiture of rights for further consideration of this ITB for the City of Sebastian.

Signature of Contractor’s Authorized Official Date

Name and Title of Contractor’s Authorized Official

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 21 of 30

CERTIFICATION REGARDING DEBARMENT AND SUSPENSION

This certification is required by the regulations implementing Executive Order 12549, Debarment and Suspension, 13 CFR Part 145.

1. The Contractor (or subcontractor) certifies to the best of its knowledge and belief that it and its principals:

a. Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

b. Have not within a three-year period preceding this application been convicted or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (federal, state, or local) transaction or contract under a public transaction; violation of federal or state antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and

d. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State or local) terminated for cause or default.

2. Where the prospective contractor is unable to certify to the above statement, the prospective contractor shall attach an explanation to this form.

3. The City of Sebastian will not make award to parties listed on the government wide exclusions in the System for Award Management (SAM).

Authorized Signature Address

Printed Name & Title City, State, Zip Code

Company Date

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 22 of 30

CERTIFICATION REGARDING PROHIBITION AGAINST CONTRACTING

WITH SCRUTINIZED COMPANIES

I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.

In addition, if this solicitation is for a contract for goods or services of one million dollars or more, I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.

I understand and agree that the City may immediately terminate any contract resulting from this solicitation upon written notice if the undersigned entity (or any of those related entities of respondent as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

Authorized Signature

Printed Name & Title

Date

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 23 of 30

APPENDIX A, 44 C.F.R. PART 18 – CERTIFICATION REGARDING

LOBBYING

Certification for Contracts, Grants, Loans, and Cooperative Agreements (To be submitted with each bid or offer exceeding $100,000.00)

The undersigned certifies, to the best of his or her knowledge, that:

1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3) The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, Title 31, U.S.C. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure

The Contractor, ____________________________________________, certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

Signature of Contractor’s Authorized Official

Name and Title of Contractor’s Authorized Official

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CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF

CONCERN PROHIBITED AFFIDAVIT

The Contracting with Entities of Foreign Countries of Concern Prohibited Affidavit Form (“Form”) is required by Section 287.138, Florida Statutes (“F.S.”), which is deemed as being expressly incorporated into this Form. The Affidavit must be completed by a person authorized to make this attestation on behalf of the Bidder/Proposer for the purpose of submitting a bid, proposal, quote, or other response or otherwise entering into a contract with the City. The associated bid, proposal, quote, or other response will not be accepted unless and until this completed and executed

Affidavit is submitted to the City.

________________________________ does not meet any of the criteria set forth in Paragraphs 2 (a) – (c)

(Bidder's/Proposer's Legal Company Name) of Section 287.138, FS.

Pursuant to Section 92.525, F.S., under penalties of perjury, I declare that I have read the foregoing statement and that the facts stated in it are true.

Print Name of Bidder's/Proposer's Authorized Representative: _________________________________

Title of Bidder's/Proposer's Authorized Representative: _________________________________

Signature of Bidder's/Proposer's Authorized Representative: _________________________________

Date: ________________________

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HUMAN TRAFFICKING AFFIDAVIT

In compliance with Section 787.06(13), Florida Statutes, this affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the City of Sebastian (the “Governmental Entity”).

The undersigned, on behalf of the entity listed below (the “Nongovernmental Entity”), hereby swears or affirms as follows:

1. I am over eighteen (18) years of age. The following information is based on my own personal knowledge.

2. I am an officer or representative of______________________________________, a

Nongovernmental entity, and I am authorized to provide this affidavit on behalf of the

Nongovernmental Entity.

3. Neither Nongovernmental Entity, nor any of its subsidiaries or affiliates, uses coercion for labor or services, as such italicized terms are defined in Section 787.06, Florida Statutes, as may be amended from time to time.

4. If, at any time in the future, Nongovernmental Entity does use coercion for labor or services, Nongovernmental Entity will immediately notify Governmental Entity, and no contracts may be executed, renewed, or extended between the parties.

5. Nongovernmental Entity has read the foregoing attestation, confirms that the facts stated in it are true, and is made for the benefit of, and reliance by, Governmental Entity.

6. This declaration is made pursuant to Section 92.525(1)(c), Florida Statutes. I understand that making a false statement in this declaration may subject me to criminal penalties.

UNDER PENALTIES OF PERJURY, I DECLARE THAT I HAVE READ THE FOREGOING

ANTIHUMAN TRAFFICKING AFFIDAVIT AND THAT THE FACTS STATED IN IT ARE TRUE.

FURTHER AFFIANT SAYETH NOT.

Company Name

Printed Name & Title Date

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NOTIFICATIONS AFFIDAVIT

I, , ___________________________________, (Print Authorized Name) (Title) of ____________________________________________________________________________ (Company Name)

Affirm that I read and understand, as well as accept all requirements and regulations listed in the Invitation to Bid General Terms and Conditions of the above-referenced solicitation document, to include the following notifications:

• Invitation to Bid General Terms and Conditions o Link: https://www.cityofsebastian.org/548/Terms-and-Conditions

• Conflict of Interest

• No Collusion

• Immigration Laws

• Drug-Free Workplace

• Public Entity Crimes

• Addenda Posted to VendorLink (if applicable) o Link: https://www.myvendorlink.com/external/bids

(Signed)

(Title)

(Date)

STATE OF _________________

COUNTY OF _________________

The foregoing instrument was acknowledged before me, by means of ___ physical presence or

___ online notarization, this _______ day of _______________, _______ (year) by

_____________________________, who is personally known to me or who has produced

_______________________________ as identification and who did (did not) take an oath.

______________________ (Signature of Notary Public)

______________________ (Name of Notary – Typed, printed or stamped)

______________________ (Notary Seal / Serial Number)

______________________ (Date) https://www.cityofsebastian.org/548/Terms-and-Conditions https://www.myvendorlink.com/external/bids

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 27 of 30

REFERENCE LIST

Bidder’s Name:

List a minimum of three (3) client references that can speak to the proposer’s experience and performance within the last five (5) years. At least two (2) of these references should be government entities with a minimum of 150 employees. The City will conduct Reference Checks for the provided references. If the contact information is incorrect or the reference does not respond, the proposer will lose points awarded for this criterion. Use additional sheets as necessary.

***Do not list the City of Sebastian as a reference. ***

Reference #1

Company Name:

Location (City, State):

Contact Person:

Contact Number:

Email Address:

Dates of Service:

Services Provided:

Reference #2

Company Name:

Location (City, State):

Contact Person:

Contact Number:

Email Address:

Dates of Service:

Services Provided:

Reference #3

Company Name:

Location (City, State):

Contact Person:

Contact Number:

Email Address:

Dates of Service:

Services Provided:

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 28 of 30

SUBCONTRACTOR LIST

Bidder Name: Phone #:

ITB Title: ITB #:

NOTE: List all sub-contractors and the percentages of work to be performed on this project, If sub-contractors will not be used on this agreement, check the box below. Form must be submitted with your bid. Use additional sheets if necessary.

The City reserves the right to reject any bids if the bidder names sub-contractors who have previously failed in the proper performance of an award, or failed to deliver on time contracts of a similar nature, or who is not in a position to perform under this award. The City reserves the right to inspect all facilities of any sub-contractor in order to make a determination as to the foregoing.

***The contractor shall not subcontract more than 85% of the total contract value***

Company Name

Work To Be Performed and

Percentage of Work to be Performed

Contact Person

Telephone Number

I affirm that sub-contractor(s) will not be used to complete projects under this agreement.

Printed Name & Title

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LOCAL VENDOR PREFERENCE AFFIDAVIT

Legal Name of Firm:

Contact Person: Telephone:

Email Address:

Remit Address:

Physical Address:

Sebastian or County Tax Receipt Number:

Current Date Issued

☐ Required copies attached?

Previous Date Issued

Number of full-time employees working in the City of Sebastian (for city preference) or Indian River County (for county preference):

I certify that my company meets the following qualifications to be eligible for local vendor preference:

(1) Maintains a valid business tax receipt issued by either the City of Sebastian or Indian River County, at least one (1) year prior to the opening of a bid for which the business may seek local vendor preference, and

(2) Maintains a physical business address located within the City of Sebastian or Indian River County, from which the vendor is operating or performing its business, and at which it maintains full-time employees. Note: A post office box shall not be considered a physical business address.

I certify that under the penalty of perjury, the foregoing statements are true and correct. I also acknowledge that any person, firm, corporation or entity intentionally submitting false information to the City in an attempt to qualify for local preference shall lose the privilege to claim local preference status for a period of two (2) years.

Authorized Signature Date

Printed Name Title

NOTARY

Witness Date

Failure to complete and submit this form with your bid package may result in the rejection of your bid Page 30 of 30

SECTION 5 – BID PRICE FORM

The Electronic Price Sheet, Exhibit A, is in Excel Format. Bidders must upload their completed price sheet in .xlsx or .xls format to VendorLink. The price sheet includes the following worksheet:

1. Tree Inventory

a. Pricing on this worksheet is MANDATORY.

b. This pricing is all-inclusive. All rates include all costs associated with the work's performance, such as mobilization, demobilization, fuel, insurance, overhead and profits, lodging, meals, transportation (including trip charges), rentals, safety gear, telephone costs, and all other materials, items, and miscellaneous expenses.

The Bid Prices shall remain good for ninety (90) days after the due date of this ITB.

The Bidder certifies that the price quoted represents and includes the entirety of the work, fees, profit, overhead, general requirements, general conditions, etc., of the project per the ITB documents. By affixing their signature to the Bid Price Sheet, the Bidder hereby states that they have read all bid specifications, terms, and conditions outlined in the Invitation to Bid and agree to such. Bidder also declares that the individual signing this Bid Price Sheet has the legal capacity to sign on behalf of Bidder and to obligate Bidder contractually.

Bidder Name:

Signature: Date:

Print Name: Title: