Addendum_3_-_250603.pdf
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- Attached to
- Professional Services - A & E Design Services for City of Leesburg Gas Department Operations Center
- Solicitation number
- 250603
- Issued by
- Lake County, Florida
About this file
This document is Addendum No. 3 for RFQ 250603 issued by the City of Leesburg, Florida, related to Professional Services for Architectural and Engineering (A&E) Design Services for the City of Leesburg Gas Department Operations Center. The addendum, dated March 3, 2025, instructs all interested proposers to upload the Proposal Bid Form to the Addendum Tab and provides guidance on submission requirements. Proposals are due by 11:00 A.M. on Thursday, March 6, 2025, with the city reserving the right to accept, reject, or waive informalities in any proposal.
The Proposal Bid Form is mandatory and requires an authorized officer or representative to sign, with failure to do so resulting in proposal rejection. The document includes provisions for a Truth-In-Negotiation certificate as required by Florida Statutes 287.055(5)(a), and proposers must affirm they have read and understood the solicitation, have full knowledge of the work scope, and are prepared to enter into a contract subject to mutually agreed revisions. The form requests detailed company information including Federal Employer Identification Number (FEIN), DUNS number, contact details, and various business address types.
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DATE: March 3, 2025 TO: All Interested Proposers and Other Interested Parties FROM: Hosea Goodwyn, Senior Buyer
The City makes the following changes, additions, deletions, information, and/or clarifications and now considers the addendum a part of the request for qualification (RFQ) document.
Proposers must submit this document with their Proposal by uploading it to the Tab titled Addendum. If the Proposer has already submitted the Proposal to the City’s Purchasing Division, the Proposer should revise their electronic submission to include this addendum or sign and return this addendum in a sealed envelope. The envelope should include the company name and address, the bid number, opening date and time, and "Addendum No: 3". In any case, the submission of a Proposal is an acknowledgment of receipt of the addendum. The City will construe all Proposals received as though the Proposer has received and acknowledged the addendum.
The following addition is hereby made to the Solicitation Document.
1. Proposal Bid Form. Please upload the Bid Proposal Form to the Addendum Tab.
RFQ 250601
Professional Services – A&E Design Services for City of Leesburg Gas Department Operations
Center
Addendum No. 3
ACKNOWLEDGMENT - Addendum #3
Company Name
Signature of Officer
Type/Print Officer's Name & Title
PROPOSAL BID FORM
RFQ NO. 250603
A&E Design Services for City of Leesburg Gas Department Operations Center
To: Purchasing Division Leesburg Municipal Service Center
CITY OF LEESBURG
204 N. 5th Street Leesburg, FL 34748
The undersigned hereby declares that after examining the Proposal Documents for which proposals were advertised to be returned by 11:00 A.M., Thursday, March 6, 2025, does hereby submit a response to the proposal and warrants that:
a. She/He is an officer of the organization.
b. She/He is authorized to offer a proposal in full compliance with all requirements and conditions, as set forth in the Solicitation.
c. She/He has fully read and understands the Solicitation and has full knowledge of the scope, nature, quantity and quality of the work to be performed; and the requirements and conditions under which the work is to be performed.
d. She/He, by signing below, is also signing a Truth-In-Negotiation certificate as required by Florida Statutes 287.055(5)(a).
e. If the proposal is accepted, a contract will be issued as proposed subject to any revisions mutually agreed upon by the City and the Consultant.
FOR THIS BID TO BE CONSIDERED VALID
IT IS MANDATORY THAT THE BID BE SIGNED
IN THE SPACE PROVIDED BELOW
The Proposer hereby acknowledges receipt of the following Addenda, if any:
No.________ Dated ____________________ No.________ Dated ____________________ No.________ Dated ____________________
The City reserves the right to accept any or all proposals, to waive informalities, and to reject all or any part of any proposal as they may deem to be in the best interest of the City.
PROPOSAL BID FORM
RFQ NO. 250603
A&E Design Services for City of Leesburg Gas Department Operations Center
This Proposal Bid Form is a mandatory form. An officer or representative who has official authorization to sign proposals MUST sign this Proposal Bid Form. Failure to sign in the space provided below will result in the proposal being rejected.
Proposals not received by advertised due date and time will be returned to the sender unopened.
Signing the Proposal Bid Form affirms that the original Request for Proposal document has not been altered in any way.
Company Name ______________________________ F.E.I.N or S.S. # ______________________________
DUNS # _______________________________
Name of Owner/Partner/Officer (Print) ______________________________ Title/Position of Owner/Partner/Officer (Print) ______________________________
Signature of Owner/Partner/Officer ______________________________ Business Telephone ______________________________
Fax Telephone ______________________________ Email Address (not web site address) ______________________________
Business Address______________________________
City/State/Zip______________________________
Mailing Address______________________________
Address To Send PO______________________________
Remittance Address______________________________
| RFQ 250603 Proposal Bid Form - FINAL.pdf |
| 1 FORMS AND ATTACHMENTS |
| 2 PROPOSAL INSTRUCTIONS, TERMS AND CONDITIONS |
| 2.1 DEFINITIONS |
| 2.2 OFFICIAL SOLICITATION DOCUMENTS AND SOLICITATION SERVICE |
| 2.3 SOLICITATION UPDATES/STATUS |
| 2.4 SUBMISSION OF PROPOSALS |
| 2.5 PREPARATION OF SUBMITTALS |
| 2.6 ELECTRONIC SIGNATURES |
| 2.7 EXCEPTIONS TAKEN TO SOLICITATION DOCUMENTS |
| 2.8 WITHDRAWAL OR CORRECTION OF SUBMITTALS |
| 2.9 CONTACT PERSON CONCERNING THIS SOLICITATION |
| 2.10 ADDENDUM |
| 2.10.2 Only the interpretation or correction given and issued thru written addendum by the Procurement Division will be binding, and potential proposers are warned that no other source is authorized to give information concerning, or explaining or int... |
| 2.11 PUBLIC OPENING |
| 2.12 SOLICITATION TABULATION |
| 2.13 DELIVERY |
| 2.14 RESERVED RIGHTS OF THE CITY |
| 2.15 TAXES |
| 2.16 DEFAULT |
| 2.17 CERTIFICATE OF INDEPENDENT PROPOSAL DETERMINATION |
| 2.18 QUALIFICATIONS OF PROPOSERS |
| 2.19 DISQUALIFICATION OF PROPOSERS |
| A. Failure to sign the Proposal Submittal Form. |
| B. Submission of more than one proposal for the same services by an individual, firm, joint venture, partnership, or corporation under the same or different names; |
| C. Evidence of collusion among Contractors; |
| D. Previous participation in collusion on services/work for the City of Leesburg, Florida; |
| E. Lack of competency of Contractor. The contract will be awarded only to a Contractor rated as capable of performing the services/work. The City may declare any Proposer ineligible at any time during the process of receiving proposals or awarding t... |
| F. Lack of Contractors’ responsibility as shown by past performance; |
| G. Unsatisfactory Performance/Uncompleted work for which the Contractor is committed by contract which, in the judgment of the City, might hinder or prevent the prompt completion of the work under this Solicitation if awarded to such Contractor; |
| H. Being in arrears on any of its existing contracts with the City, or in litigation with the City, or having defaulted on a previous proposal and/or contract with the City. |
| 2.20 REJECTION OF IRREGULAR PROPOSALS |
| 2.21 AWARD OF PROPOSAL |
| 2.22 DRUG-FREE WORKPLACE PROGRAM PREFERENCE |
| 2.22.1 In accordance with Section 287.087, Florida Statutes, “Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of ... |
| 2.22.2 Established procedures for processing tie bids will be followed if none of the tied vendors has a drug-free workplace program. |
| 2.22.3 In order to have a drug-free workplace program, a business shall comply with the requirements as established in the statute. If your business complies with these requirements and would like to be given preference, in case of a tie, then the ve... |
| 2.23 PUBLIC ENTITY CRIME STATEMENT |
| 2.24 PUBLIC RECORDS – SOLICITATION SUBMITTAL INFORMATION AND DOCUMENTS |
| Florida law (Florida Statute 119, the Public Records Law) requires that municipal records shall at all times be open for personal inspection by any person. Information and materials received by City in connection with a solicitation response shall be... |
| 2.25 PUBLIC MEETING AND NOTICES |
| 2.26 OBSERVE ABOVE INSTRUCTIONS |
| 2.27 PRIORITY OF SPECIFICATIONS |
| 2.28 TIME EXTENSION OF PROPOSAL |
| 3 GENERAL INFORMATION FOR THE PROPOSER |
| 3.1 PURPOSE |
| 3.1.1 This Solicitation provides interested proposers with sufficient information to enable them to prepare and submit proposals for consideration by the City. |
| 3.1.2 The City is accepting statement of qualifications from qualified firms to provide services as described herein. Any contracts, which may be executed between the City and any firm(s) as a result of this Solicitation, will be limited to the scope... |
| 3.1.3 This solicitation contains instructions governing the proposals to be provided, requirements that must be met to be eligible for consideration, general evaluation criteria, and other requirements to be met by each proposal. |
| 3.2 ISSUING OFFICE |
| 3.3 SCOPE |
| 3.4 TIMETABLE |
| 3.5 CONFLICT OF INTEREST DISCLOSURE |
| 3.6 REFERENCES |
| 3.7 INCURRING COSTS |
| 3.8 ECONOMY OF PREPARATION |
| 3.9 DISCLOSURE OF SUBMITTAL CONTENTS |
| 3.10 PRIME FIRM RESPONSIBILITIES |
| 3.11 RESERVATIONS |
| 3.11.1 The City reserves the right to delete or amend any of the services as listed and described herein. |
| 3.11.2 The City reserves the right to cancel the contract at any time. The City will pay the contractor for services rendered and out-of-pocket costs incurred through the date of cancellation. |
| 3.12 SELECTION COMMITTEE |
| 3.13 CONTRACT NEGOTIATIONS |
| 3.13.1 The content of the Solicitation and the successful contractor's submittal will become an integral part of the contract but may be modified by the provisions of the contract. The top ranked firm will be contacted to begin contract negotiations. |
| 3.13.2 If a satisfactory contract cannot be negotiated with the top-ranked firm, negotiations will be formally terminated. Contract negotiations then may be started with the next ranked firm. |
| 3.14 CONTRACT |
| 3.14.1 Once a contract has been successfully negotiated, the selected contractor will be expected to enter into a formal agreement at the rate agreed upon. |
| 3.14.2 The successfully negotiated contract, submitted in one (1) original set, will be presented to the Mayor for execution. One (1) original signed contract, together with an official City Purchase Order(s) will be returned to the firm. No work is... |
| 3.15 ADDITIONAL TERMS AND CONDITIONS |
| 3.16 CONTRACTOR PUBLIC RECORDS REQUIREMENTS - FOR SERVICES |
| 3.16.1 The City of Leesburg is a public agency subject to Florida Statute, Chapter 119 (Florida’s Public Records Law). The Contractor that enters into a contract for services with a public agency shall comply with Florida’s Public Records Law. Speci... |
| 3.17 E-VERIFY - EMPLOYMENT ELIGIBILITY |
| 3.17.1 By submitting a response to this Solicitation and if awarded this Solicitation, you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." |
| 3.17.2 Further, by your response to this Solicitation and if awarded this Solicitation you affirm and represent that you are registered with the E-Verify system and are using the same, and will continue to use same as required by Section 448.095, F.S. |
| 3.17.3 Compliance with Section 448.095 includes but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the... |
| 3.17.4 Failure to comply will lead to disqualifying you for award of this Solicitation, entering into a contract, and/or, cancellation of an active contract, or if your subcontractor knowingly violates the statute, the subcontract must be terminated i... |
| 3.17.5 Any challenge to termination under this provision must be filed in the Circuit Court no later than 20 calendar days after the date of termination. If terminated for a violation of the statute by the Vendor/Contractor, the Vendor/Contractor may... |
| 4 INSURANCE REQUIREMENTS SPECIFICATIONS |
| 4.1.1 The following insurance requirements will be applicable to any Supplier awarded a Contract. The Contractor will be required to have in force the below insurance for the duration of the project with the City of Leesburg listed as the Additional I... |
| 4.1.2 Insurance and Indemnity Requirements: |
| B. Indemnification – The Contractor shall indemnify and hold harmless the City and its officers and employees, from liabilities, damages, attorneys’ losses, and costs, including, but not limited to, reasonable fees, to the extent caused by the neglige... |
| C. Certificate of Insurance – The Contractor shall provide evidence of required minimum insurance by providing the City an ACORD or other Certificate of Insurance in forms acceptable to City, before any work under the agreement, contract, or lease beg... |
| 1. The Certificate(s) of Insurance shall designate the City as certificate holders as follows: City of Leesburg, Attn: Purchasing Manager, P.O. Box 490630, Leesburg, Florida 34749-0630. |
| 2. The Certificate(s) of Insurance shall include a reference to the project and/or purchase order number. |
| 3. The Certificate(s) of Insurance shall indicate that the City shall be notified at least thirty (30) days in advance of cancellation. |
| 4. The Certificate(s) of Insurance shall include all deductibles and/or self-insurance retentions for each line of insurance coverage. |
| 5. The Contractor, at the discretion of the Risk Manager for the City, shall provide information regarding the amount of claims payments or reserves chargeable to the aggregate amount of the Contractor’s liability coverage(s). |
| D. Comprehensive General Liability – The Contractor shall purchase and maintain Commercial General Liability coverage on forms no more restrictive than the latest editions of the Commercial General Liability policies of the Insurance Services Office (... |
| For remodeling and construction projects, the Contractor shall purchase and maintain products and completed operations coverage for a minimum of three (3) years beyond the City’s acceptance of the project. |
| E. Business Automobile Liability – The Contractor shall purchase and maintain Business Automobile Liability coverage on forms no more restrictive than the latest editions of the Business Automobile Liability policies of the Insurance Services Office (... |
| F. Workers’ Compensation – The Contractor shall purchase and maintain Worker’s Compensation insurance for all workers’ compensation obligations imposed by state law and with employers liability limits of at least $100,000 each accident and $100,000 ea... |
| G. Liability – The Contractor shall hold and save the City of Leesburg, its officers, agents, and employees harmless from liability of any kind in the performance of or fulfilling the requirements of a Contract resulting from this solicitation. |
| 4.1.3 All limits are per occurrence and must include Bodily Injury and Property Damage. An insurance carrier must issue all policies with a financial stability that is acceptable to the City’s Risk Manager. |
| 4.1.4 All policies are to be considered primary to City coverage and shall not contain co-insurance provisions. |
| 4.1.5 Policies other than Worker’s Compensation shall be issued only by companies authorized by maintaining certificates of authority issued to the companies by the Department of Insurance of the State of Florida to conduct business in the State of Fl... |
| 4.2 EXCEPTIONS |
| Any exceptions to the insurance requirements and limits must be noted as instructed herein. |
| 4.3 CITY AS ADDITIONAL INSURED |
| The appropriate policies are to be endorsed to include the City of Leesburg as Additional Insured. |
| 4.4 CANCELLATION CLAUSE |
| In the cancellation clause of the Certificate of Insurance the words "ENDEAVOR TO" and "BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVE" shall be excluded and the numbe... |
| 4.5 CERTIFICATE OF INSURANCE |
| 4.5.1 The successful Bidder will be required to provide within ten (10) days after Notice of Award, to the Procurement Division Manager, a Certificate of Insurance demonstrating that the successful Bidder is carrying sufficient insurance at the establ... |
| 4.5.2 The City’s Risk Manager shall review the Certificate of Insurance, for determination of adequate coverage. Services will not be ordered or officially commenced until the Certificate has been received and approved by the Risk Manager. |
| 4.6 REVIEW AND APPROVAL BY CITY’S RISK MANAGER |
| 4.6.1 The City’s Risk Manager shall review the certificate of Insurance for determination of adequate coverage. |
| 4.6.2 Item/Service will not be ordered until Certificate has been received and approved by the Risk Manager. |
| 4.7 INDEMNIFICATION |
| The successful Bidder shall indemnify and save the City harmless from and against all liability claims for damages, and suits for injury to any person or persons, or damages to any property of any kind whatsoever arising out of or in any way connected... |
| 5 GENERAL INFORMATION ABOUT THE CITY |
| 5.1 GENERAL DESCRIPTION OF THE CITY |
| 5.1.1 The City of Leesburg has displayed a commitment to improve the social, cultural, and economic value of its community through its downtown planning efforts over the past two decades and to realize the potential of its Downtown. The City has evolv... |
| 5.2 FORM AND ORGANIZATION OF GOVERNMENT |
| 5.2.1 The City is a Florida Municipal Corporation as defined by Florida Statutes. The legislative branch of the City is a five-member elected Commission, including a Mayor who is selected by majority vote of the Commission. The City operates under a... |
| 5.2.2 The City government, with some 500+ employees, is divided into separate departments including Police, Fire, Public Works, Finance, Human Resources, City Clerk, Electric, Gas, Library, Building, Planning and Zoning, Airport, Procurement, Recreati... |
| 5.2.3 In addition to the City Commission and staff, there are a number of agencies, boards, and committees serving the City. The City Commission generally appoints members to these agencies, boards, and committees. These agencies, boards and committe... |
| 5.3 FINANCIAL CONDITION |
| 5.4 CURRENT LITIGATION, CLAIMS, ETC. |
| 6 TECHNICAL INFORMATION AND REQUIREMENTS |
| 6.1 SCOPE OF SERVICES |
| 6.1.1 Purpose |
| 6.1.2 Services to Be Provided |
| 6.1.3 Appointment of Key Contact/Project Manager |
| 6.1.4 Maintenance of Office |
| 6.1.5 Conflict of Interest |
| 6.1.6 Proposer’s Background and History |
| 6.2 MINIMUM QUALIFICATIONS |
| 6.2.1 Membership in Professional Organization(s) |
| 6.2.2 General Experience |
| 6.2.3 Local Government Experience |
| 6.3 COMPENSATION |
| 6.3.1 Method of Compensation |
| 6.3.2 The City's normal payment procedures (Net 30 days) will be observed. No early payments will be approved. |
| 6.3.3 No out-of-scope services will be provided in the absence of prior, written authorization in the form of a supplemental agreement and issuance of an appropriate change order to the existing Purchase Order. The City will accept no obligation for ... |
| 6.3.4 The City will not compensate the Successful Proposer/Contractor or any person in the firm, for time spent traveling to or from City meetings. |
| 6.3.5 The City will not pay a retainer or similar fee. |
| 6.3.6 Reimbursement of Out-of-pocket Expenses |
| 6.3.7 Per Diem and Travel Expenses |
| 6.3.8 Other Incidental Expenses |
| 6.4 TERM OF CONTRACT |
| 6.4.1 Effective Date |
| 6.5 SUBMITTAL FORMAT AND REQUIRED SUBMITTALS |
| 6.5.1 The Purchasing Division shall receive all Submittals to this Solicitation via the City’s eProcurement platform, Bonfire, no later than the deadline due date and time established with the Solicitation. Responses will not be accepted by any other... |
| 6.5.2 All submittals will be in writing, containing the required information and be in the format described in this section. All section, “Submittal Format and Required Submittals”, without exception. The intent of this provision is to provided consi... |
| 6.5.3 Firms are advised that all materials submitted eventually become a public record; therefore, no materials submitted for this section or any other part of their proposed submittal should contain proprietary or confidential information. A few gene... |
| 6.5.4 All submittals should contain the required information described in this section and observe the format described in this section, “Submittal Format and Required Submittals”. The intent of this provision is to ensure that the needs of the City a... |
| 6.5.5 Contractor should submit using the “Vendor Proposal Submittal” document provided by the City and upload the completed version via the “OnIine” submittal option (preferred method) via the City’s Bonfire Online portal. |
| 6.5.6 Contractor’s Proposed Submittal to include the following sections: |
| 6.6 EVALUATION |
| 6.6.1 Written Submittals |
| 6.6.2 Formal Oral Presentations/interviews |
| 6.6.3 Recommendation and Approval of Ranking |
| D. NON-COLLUSION PROVISION CERTIFICATION. |
| E. LOBBYING CERTIFICATION. |
| Appendix to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards |
| (L) § 200.322 Domestic preferences for procurements. |
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