A - 26-19-ITB - Fire Alarm Monitoring_ Inspection_ and Maintenance.pdf

INVITATION TO BID

26-19-ITB

FIRE ALARM MONITORING, INSPECTION, AND MAINTENANCE

Contact Person

Jessica Graham, CPPB, FCCM 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: Tuesday, June 30, 2026 -

SITE VISIT Tuesday, July 14, 2026 8:30 AM Local Time

QUESTION DEADLINE Monday, July 20, 2026 2:00 PM Local Time

BID DUE DATE Thursday, July 30, 2026 2:00 PM Local Time

RECOMMENDATION OF AWARD Wednesday, August 26, 2026 6:00 PM Local Time

BID SUBMITTAL:

All bids must be submitted electronically via Sebastian’s Euna Procurement Portal (Sebastian's Euna Portal).

mailto:procurement@cityofsebastian.org https://cityofsebastian.bonfirehub.com/portal/?tab=openOpportunities

Rev 3/2026 Page 2 of 21

TABLE OF CONTENTS

Table of Contents 2

Section 1 – Instructions to Bidders 3

Section 2 – Scope of Work 5

Section 3 – Special Conditions 14

Section 4 – Insurance and Liquidated Damages 18

Section 5 – Required Forms List 21

Exhibits

• Exhibit A - Required Forms

• Exhibit B - General Terms and Conditions

• Exhibit C - Service Agreement

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SECTION 1 – INSTRUCTIONS TO BIDDERS

1.1 PURPOSE

1.1.1 The City of Sebastian seeks a qualified Contractor to provide ongoing monitoring, maintenance, inspection, and repair of fire alarm systems for various city-owned facilities, for a five (5) year term.

1.2 SOLICITATION POSTING

1.2.1 This Invitation to Bid and related documents are available for download through the City of Sebastian’s Euna Procurement Portal.

A. Sebastian's Euna Procurement Portal

1.2.2 It is the sole responsibility of interested parties to monitor the City of Sebastian’s Euna Procurement for solicitation opportunities and updates.

1.3 SITE VISIT

1.3.1 A site visit will be held on Tuesday, July 14, 2026, at 8:30 AM local time in the City of Sebastian Council Chambers, 1225 Main Street, Sebastian, FL 32958.

1.3.2 Due to limited space, all interested contractors are limited to two (2) attendees at the site visits.

1.3.3 NO additional site visits will be offered. This will be the only opportunity to view the Fire Alarm Control Panel (FACP) for each building.

1.4 QUESTION DEADLINE

1.4.1 The deadline to submit questions will be Monday, July 20, 2026, at 2:00

PM local time.

a) Any questions regarding this solicitation must be submitted through the City of Sebastian’s Euna Procurement Portal.

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

1.5 ELECTRONIC BID SUBMITTAL

1.5.1 All Bids must be submitted electronically via Sebastian’s Euna Procurement Portal (Sebastian's Euna Portal).

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

1.5.3 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, the proposer shall identify specifically any such information contained in their proposal and cite specifically the applicable exempting law.

1.5.4 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.

1.5.5 LATE BIDS WILL NOT BE OPENED OR ANNOUNCED.

1.5.6 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.

1.6 BID OPENING

1.6.1 Bids will be opened on Thursday, July 30, 2026, at 2:30 pm local time.

1.6.2 The Bid Opening will be held virtually.

1.6.3 Only the NAME of the company that submitted a response to this Invitation to Bid will be read aloud.

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

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SECTION 2 – SCOPE OF WORK

2.1 INTRODUCTION

2.1.1 The Awarded Provider will be responsible for the 24/7 monitoring of the fire alarm systems and associated equipment to ensure immediate response to alarms, system faults, and communication failures.

2.1.2 The Awarded Provider will also visit all locations to perform inspection, testing, certification, maintenance, and repairs of all fire alarm systems in accordance with, but not limited to, the latest editions of all applicable regulations and codes listed herein, as amended:

A. NFPA 72, National Fire Alarm and Signaling Code

B. Florida Fire Prevention Code

C. Florida Administrative Code, 69A, Division of State Fire Marshal

D. NICET (Fire Alarm Systems)

E. All applicable laws, ordinances, and/or regulations of any applicable federal, state, city, and city jurisdictions.

2.1.3 The Awarded Provider must have the ability to monitor and service proprietary and nonproprietary equipment from Honeywell.

2.1.4 The Awarded Provider must be an authorized reseller of Honeywell and certified by the manufacturer to perform repairs.

2.1.5 Service Agreement

a) The successful bidder shall execute the City of Sebastian Services Agreement (Exhibit C).

b) If the bidder objects to any of the terms of the Services Agreement, they must identify each objection and the basis of such objection during the question and answer period. Failure to object to contract terms during the question and answer period shall constitute a waiver of the Bidder’s right to negotiate such terms.

2.1.6 Duration of Agreement

a) The initial term of the Agreement is for a term of five years. The Agreement may be renewed by the parties for one (1) additional term of five (5) years if agreed to in writing at least ninety (90) days prior to the end of the initial term.

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2.2 CONTRACTOR MINIMUM QUALIFICATIONS

2.2.1 All requirements in section 2.2 are based on the solicitation's due date. All bidders shall meet the requirements of Section 2.3 by the bid due date.

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

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

2.2.4 Bidder must possess three (3) years of experience providing fire alarm monitoring, maintenance, testing, inspections, and repairs, preferably with a government entity in Florida.

A. Project References. Bidder shall provide documented evidence of having completed three (3) commercial/industrial construction projects within the past 3 years. Project details and contact information shall be included on Form 8 - Reference List. The City reserves the right to reject any Bid if the evidence submitted by, or investigation of, such Bidder fails to satisfy the City that such Bidder is properly qualified to carry out the obligations of the Contract and to complete the work contemplated herein.

2.2.5 The Contractor shall have one of the following applicable certifications and licenses to perform the services described herein:

A. Valid State of Florida Alarm System Contractor I (EF); or

B. Certified Electrical Contractor (EC); or

C. Valid National Institute for Certification in Engineering Technologies (NICET) certification.

2.2.6 Each Contractor/Technician shall have a Fire Alarm System Agent (FASA) Certification.

2.2.7 The successful Bidder shall maintain the appropriate licenses and certificates throughout the term of the contract.

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

2.2.9 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.

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2.2.10 No contract will be awarded to any proposer 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 proposer’s taxes or assessments are delinquent.

The City has the right to disqualify any proposer who does not meet any or all qualifications necessary as determined by the City.

2.3 LIST OF CITY FACILITIES

Location Address MFG/Model

Old City Hall Building 1235 Main St.

Sebastian, FL 32958 Notifier

NFW2-100

City Hall Building 1225 Main St.

Sebastian, FL 32958 Silent Knight

Intelliknight 5820XL

Police Department Building 1201 Main St.

Sebastian, FL 32958 Silent Knight

Intelliknight 5820XL

Public Works Compound 505 Airport Drive W.

Sebastian, FL 32958

Notifier

NFW-100X

Airport Terminal Building 202 Airport Dr. E

Sebastian, FL 32958 Notifier Fire

Warden 100-2

Airport Hangar A 210 Airport Drive E

Sebastian, FL 32958 Fire-Lite

MS-1OUD

Airport Hangar B 212 Airport Drive E

Sebastian, FL 32958 Fire-Lite

MS-1OUD

Airport Hangar C 214 Airport Drive E

Sebastian, FL 32958 Notifier

Firewarden100-2

Airport Hangar D 402 Airport Drive E, Sebastian, FL 32958

Fire-Lite

ES-50X

2.4 AVAILABILITY

2.4.1 The Awarded Provider will respond to all non-emergency calls with an on-site service technician within forty-eight (48) hours from notification by the City.

2.4.2 The Awarded Provider will respond to all emergency service calls with an on-site service technician within four (4) hours from notification by the City.

2.4.3 The Awarded Provider’s assigned representative to the City will be available to meet on-site during normal business hours within seventy-two (72) hours from notification by the City to discuss problem areas, as deemed necessary by the City

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2.5 LABOR/HOURS OF WORK

2.5.1 The work hours shall be for onsite hours at the job location. No additional payment will be made for travel time to the work sites.

2.5.2 The Contractor shall provide professional, certified, knowledgeable, thorough, and courteous employees for city Projects.

2.5.3 The Contractor and Contractor’s personnel shall wear a uniform identifying the Contractor's name and logo while on City premises.

2.5.4 Prior to commencing a project, the Contractor shall receive a purchase order. No work shall be authorized against this term Contract except as authorized by the issuance of a purchase order.

2.5.5 Regular Business Hours: Work performed during the hours listed below will be billed as “Regular Business” work. The Awarded Provider will perform all work during these hours unless authorized in advance, and in writing, by the City’s representative or designee.

A. Monday – Friday: 7:00 AM to 5:00 PM

2.5.6 After Hours: Work performed during the hours listed below will be billed as “Over-Time” work. Work cannot be performed during these time frames unless authorized in advance by the City’s representative or designee.

A. Monday - Friday: 5:01 PM to 6:59 AM

B. Saturday & Sunday: Anytime

2.5.7 Note: The City reserves the right to negotiate the hourly charge for work that begins during “Regular Business” but is completed within two hours after the start of “Over-Time”.

2.6 24 HOUR MONITORING AND CALL-CENTER RESPONSIBILITIES

2.6.1 Dual Communicator

A. The Contractor shall provide and install dual communicators on all City-owned panels.

a. The Contractor shall provide monitoring via cellular as the primary, and network as the backup.

b. The proposed communicator shall work with AT&T and Verizon networks.

c. Note: Bid Price per location must include monthly monitoring fee, Cellular fees, and the cost of the new cell communicator.

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2.6.2 The Awarded Provider will provide system monitoring 24 hours a day, continuously (without a break in service) throughout the term of the agreement.

2.6.3 Call-Down/Point of Contact lists for each location will be provided by the City.

2.6.4 Response Time: The Awarded Provider will have the resources and capability to respond and notify the City of any alarms enacted within one

(1) minute of detection within their Central Reporting Station.

2.6.5 The Contractor shall establish a procedure to respond to legitimate and false alarms with the concurrence of the PM.

2.6.6 The Contractor shall provide the PM with the corresponding faulty telephone number within 24 hours of identifying a communications failure when the cause is a faulty alarm monitoring phone line.

2.6.7 On a daily basis (or as otherwise agreed to in writing by the City’s representative or designee) the Awarded Provider must send a report log of all alarms received by the Central Reporting Station to the City’s representative or designee via email.

2.7 FIRE SYSTEM INSPECTION AND TESTING

2.7.1 The Contractor shall perform an annual fire alarm system inspection prior to the expiration date of the previous annual inspection as noted on the Fire Alarm Control Panel (FACP), excluding fire sprinkler suppression systems.

2.7.2 The Contractor shall perform as-needed visual semi-annual inspections for trouble signals upon request by the County PM.

2.7.3 Inspections include, but are not limited to, all labor, materials, parts, equipment, tools, supervision, and incidental expenses required to provide the services described herein and to keep the fire alarms in satisfactory continuous operating condition.

2.7.4 The Contractor shall ensure that all inspections, tests, and repairs are conducted in full compliance with NFPA 72, local fire codes, and any other applicable regulations. Detailed service reports shall be provided after each service, including:

A. Results of system inspections and tests

B. Any identified deficiencies and proposed corrective actions

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2.7.5 Certification: A certificate of compliance will be completed and provided to the designated City representative each time a fire alarm system is serviced, tested, repaired, altered, or inspected. This is in addition to the documentation required elsewhere within the adopted standards.

2.7.6 Upon completion, the Awarded Provider will issue a proper certification report for each location, and this report will be permanently posted near the inspection point stating the following:

A. Date of inspection

B. Name of Inspector

C. Awarded Provider’s current registered fire alarm identification number

2.7.7 Service Tags: Each time a system is inspected, tested, serviced, repaired, altered, or installed, a properly color-coded alarm service tag will be affixed to the alarm control panel, and an entry will be made in the system logbook.

2.7.8 Batteries

A. General Tests:

a. Inspect batteries for corrosion or leakage. Check and ensure tightness of connections. If necessary, clean and coat the battery terminals or connections. Visually inspect the electrolyte level in lead-acid batteries.

b. Batteries shall be replaced and disposed of at no charge to the City of Sebastian in accordance with the manufacturer’s recommendations (within 5 years of manufacture). Batteries shall be date stamped when installed in a device.

c. With the battery charger disconnected, load test the batteries per the manufacturer’s recommendations. The voltage level shall not fall below the levels specified. An artificial load equal to the full alarm load connected to the battery shall be permitted to be utilized in conducting this test.

B. Specific Tests:

a. Sealed Lead-Acid Types:

i. With the batteries fully charged and connected to the charger, verify the batteries are within the tolerance specified by the manufacturer.

ii. Under load, the float voltage shall not fall below 2.05 volts per cell.

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2.7.9 Fire Alarm System Passcodes

A. If, at any time during the contract, changes to the passcode must be made, technicians shall contact the City’s Facilities Manager or his designee to request approval to change the passcode.

B. The awarded contractor(s) shall not make any changes to the passcodes without contacting the City’s Facilities Manager or his designee, and receiving written approval to change the passcode.

C. The City’s Facilities Manager or his designee shall receive an email containing the new code within twenty-four (24) hours of the change.

2.7.10 The Contractor shall notify the PM upon identifying a fire alarm system that needs repair. The work shall not be performed until receipt of a purchase order or written approval of the quote.

2.8 PREVENTATIVE MAINTENANCE

2.8.1 The Contractor shall provide all materials and labor necessary to maintain the systems in good working order at all times, as required by the NFPA 72 codes.

2.8.2 The Contractor shall provide all minor replacement parts, including, but not limited to, fuses, resistors, lamps/LEDs, and materials required to perform the necessary maintenance and repair of the fire alarm systems at no additional cost to the City.

2.8.3 All work outside the scope of routine inspection, preventative maintenance, shall be scheduled at the convenience of the City so as not to interfere with the City’s operations.

2.9 REPAIRS/NEW EQUIPMENT INSTALLATION

2.9.1 REPAIRS

A. At no cost to the City, the Contractor shall meet with the City’s Facilities Manager or his designee at the site where work is needed to determine the scope of work to be performed. Within three (3) business days of request from the City’s Facilities Manager or his designee, Contractor shall submit a written estimate (proposal) inclusive of all labor, parts, and equipment. This estimate shall include a total firm cost to the City itemized as follows: (a) labor hours, (b) itemization of vendor’s costs for parts and equipment using the cost-plus pricing percentage mark-up, (c) a brief description of the work to be done and (d) location of work.

B. Prices provided by Contractor are subject to the City’s approval. If the City agrees to proceed with the work identified on the

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Contractor’s written estimate, the City shall inform the Contractor and issue a Purchase Order. The time of completion shall be within twenty (20) business days from receipt of the Purchase Order, or a time agreed upon by the City and Contractor.

C. All components and equipment installed by the Contractor shall become the property of the City.

D. All parts and materials provided shall meet or exceed the original equipment manufacturers’ (OEM) specifications for the part or material being replaced. Used shop-worn, demonstrator, prototype, reconditioned, or discontinued parts and materials shall not be acceptable unless prior approval is received by the City Project Manager and/or Parks and Recreation Director.

2.9.2 NEW OR REPLACEMENT FIRE ALARM SYSTEM INSTALLATION

A. All awarded vendors will be provided a quote form, by Procurement Services, to submit their pricing for any new fire alarm system. The quote shall be itemized by the number of work hours per classification and by the cost of parts, materials, equipment, engineering services or rental equipment.

B. Lump sum estimates shall not be accepted.

2.9.3 WARRANTIES FOR MAINTENANCE, REPAIRS, AND NEW

INSTALLATIONS

A. Manufacturer's standard warranty shall apply to all materials furnished under this contract.

B. The Contractor shall, and in addition to all other guarantees, be responsible for faulty labor or workmanship and shall promptly correct improper work, without cost to the City, within 24 hours after receipt of notification of such faulty labor or workmanship. If the Contractor fails within 24 hours to correct defects, the Owner shall be entitled to have such work remedied, and the Contractor shall be fully liable for all costs and expenses reasonably incurred by the Owner. Payments in full or otherwise do not constitute a waiver of this guarantee. The guarantee period shall be effective for one (1) year after acceptance of the work by the City, or the Manufacturer’s warranty, whichever is greater.

C. The Contractor shall provide two (2) copies of documentation of all warranty coverage associated with work performed against this contract, including all manufacturers’ warranties. This documentation

Rev 3/2026 Page 13 of 21 shall be provided as a contract deliverable item on each purchase order. At a minimum, this documentation shall include:

a. Manufacturer and purchasing information;

b. Number of operating units, location and zone.

c. Start and expiration dates;

d. Specific warranty coverage detail;

e. Items on which warranted items are installed

f. Points of contact, with address and telephone number;

g. All documentation provided by the manufacturer, including preventive maintenance warranty requirements.

D. Final payment for maintenance and repairs against an individual purchase order will not be approved and paid until the project representative has received the warranty information from the Contractor.

2.9.4 Training And System Instructions

A. The Contractor shall provide comprehensive training on all new installations at no additional cost to the city. Staff training shall be coordinated with the PM.

B. The Contractor shall provide the PM with written system instructions.

The written documentation shall include fire alarm zone codes, corresponding building locations, and definitions of trouble conditions.

2.10 MAINTENANCE RECORDS AND PARTS REPLACEMENT LOGS

2.10.1 The Contractor shall maintain all required records for compliance and provide them for review by the County upon request.

2.10.2 Upon the City’s request, the Contractor shall provide a report including, but not limited to, all locations, alarm types, panel locations, quantity of devices installed, and service frequency.

2.10.3 The reports shall be emailed to the PM upon request within 48 hours.

2.11 TRANSITION

2.11.1 The Contractor shall work with the current provider for a period of 30 calendar days to provide for the complete and seamless transition of services. During this period, both the new Contractor and the current Contractor will work in a collaborative manner to ensure all services are transitioned.

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SECTION 3 – SPECIAL CONDITIONS

3.1 SITE INSPECTION AND DUE DILIGENCE

3.1.1 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.

3.1.2 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.

3.1.3 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.

3.1.4 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.

3.1.5 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.

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

3.2 STOP WORK ORDER

3.2.1 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.

3.3 PROTECTION OF PERSONS AND PROPERTY

3.3.1 While performing services for the City of Sebastian, the awarded contractor shall be responsible for any damage to the City of Sebastian's property, Rev 3/2026 Page 15 of 21 personal property, or visitor property due to any negligence on the part of the awarded contractor, their employees, or other agents.

3.3.2 The contractor must reasonably attempt to avoid damage to City or private property under all conditions.

3.3.3 The awarded contractor agrees to repair or replace, at its own expense, any damage caused by the awarded contractor, their employees or their agents.

3.3.4 The contractor must not drive or park equipment on grass, sidewalks, or patios.

3.3.5 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.

3.3.6 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.

3.3.7 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.

3.3.8 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.

3.4 REMOVAL OF DEBRIS

3.4.1 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.

3.4.2 Upon completion of work, the awarded bidder shall clean the entire work area/project site as applicable. The Contractor shall clean and remove from the premises all surplus and discarded materials, rubbish, and temporary structures, and shall restore in an acceptable manner all property, both public and private, which has been damaged during the prosecution of the work, and shall have the work in a neat and presentable condition. Note:

Any and all debris shall be removed from the premises. New construction debris, trash, etc., shall not be left or buried on site.

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3.5 OWNERSHIP OF THE WORK (if applicable)

3.5.1 The contractor is solely responsible for all work, until final completion of the work. The contractor shall be liable for all damage, theft, maintenance, and safety until the City of Sebastian issues a notice of final completion of the work. Upon completion of each job, the contractor shall submit the following information, as applicable:

A. Final invoice with documentation.

B. Acceptance from the City of Sebastian Building Department

C. Warranty information to include effective dates, contact information, and details on the scope of coverage.

D. Cut sheets and Operations and Maintenance manuals for any installed equipment.

E. As-Built Drawings

F. Contractor internal work orders/employee timesheets upon request

G. Certified payroll, upon request

H. Any other documents as requested by the City

3.6 CITY OF SEBASTIAN LOCAL PREFERENCE

3.6.1 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.

3.7 PROJECT COORDINATION

3.7.1 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

Rev 3/2026 Page 17 of 21 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.

3.8 Subcontracting

3.8.1 The Contractor shall not subcontract any portion of the services without prior written approval from the City. Any approved subcontractor must meet the same qualifications, licensing, and insurance requirements as the primary contractor. The primary contractor remains fully responsible for the performance of all subcontractors and shall ensure compliance with all terms of the contract.

3.8.2 Engineering Services – New Fire Alarm Installation

A. The contractor can subcontract for engineering services in order to obtain engineered drawings for new fire alarm system installations.

The contractor must include a quote for engineering services in their quote package for the new fire alarm system installation work.

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Rev 3/2026 Page 18 of 21

SECTION 4 – INSURANCE AND LIQUIDATED DAMAGES

4.1 INSURANCE REQUIREMENTS

4.1.1 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.

4.1.2 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. Contractor’s failure to obtain or maintain in full force and effect any insurance coverage required under this Agreement shall constitute material breach of this Agreement.

4.1.3 The certificate holder shall read:

City Of Sebastian

1225 Main Street

Sebastian, FL 32958

4.1.4 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

Rev 3/2026 Page 19 of 21 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:

a) 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. ***

4.1.5 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.

4.1.6 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.

4.1.7 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.

Rev 3/2026 Page 20 of 21

4.2 LIQUIDATED DAMAGES

4.2.1 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

4.2.2 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.

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Rev 3/2026 Page 21 of 21

SECTION 5 - REQUIRED FORMS

All Required Forms have been uploaded to the City of Sebastian Euna Procurement

Portal. Failure to complete and submit these forms with your bid package may result in the rejection of your bid.

List of Required Forms Uploaded to the City of Sebastian’s Euna eProcurement Portal:

• FORM 1 - Contact Information Sheet

• FORM 2 - Corporate Resolution (If applicable)

• FORM 3 - Statement of Bidder’s Qualifications

• FORM 4 - Bidder Certifications Affidavit

• FORM 5 - Appendix A to Part 34 - Certification Regarding Lobbying

• FORM 6 - Contracting with Entities of Foreign Countries of Concern Prohibited Affidavit

• FORM 7 - Human Trafficking Affidavit

• FORM 8 - Reference List

• FORM 9 - Local Vendor Preference Affidavit (if Applicable)

• FORM 10 - Bid Price Sheet Instructions o Failure to submit the Bid Price Form by the specified deadline will result in the bid submittal being deemed non-responsive.