REQUEST FOR PROPOSAL

2026-RFP-116

ANNUAL MAINTENANCE, REPAIR, AND INSPECTION SERVICES

FOR MOBILE MEDIUM-HEAVY EQUIPMENT

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: September 14, 2026

DEADLINE FOR QUESTIONS: October 2, 2026

RESPONSE DEADLINE: October 9, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakelandgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Lakeland

Annual Maintenance, Repair, and Inspection Services for Mobile

Medium-Heavy Equipment

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. SELECTION CRITERIA

V. INSURANCE AND SAFETY REQUIREMENTS

VI. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

VII. VENDOR QUESTIONNAIRE

VIII. PRICING PROPOSAL

Attachments:

A - Indemnification 2026 Contractor

G - Human Trafficking Affidavit

H - Lakeland_Electric_Mobile_Heavy_Equipment_Inventory

I - COL Purchase Order Ts&Cs

J - Final 2026 City of Lakeland Standard Contract Form

Request For Proposal #2026-RFP-116 Title: Annual Maintenance, Repair, and Inspection Services for Mobile Medium-Heavy Equipment

1. NOTICE

Annual Maintenance, Repair, and Inspection Services for Mobile Medium-Heavy Equipment

FOR THE CITY OF LAKELAND

Monday, September 14, 2026

RFP No.2026-RFP-116

Sealed proposals will be received electronically by the Purchasing Manager via OpenGov, the City’s e-

Procurement Portal (“Portal”), until 3:00 pm – Friday, October 9, 2026. Proposals received after this specified time and date will not be considered. The sealed proposals will be publicly opened and read aloud on the same date and time in the office of the Purchasing Manager for the following:

RFP Documents may be accessed by visiting our Website at https://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780. RFP Documents are Required for Submittal. Proposers are required to submit their response through the Portal. Proposers shall sign up on the Portal if an account does not exist.

THE CITY OF LAKELAND IS SOLICITING SEALED PROPOSALS FROM QUALIFIED VENDORS TO PROVIDE:

Annual Maintenance, Repair, and Inspection Services for Mobile Medium-Heavy Equipment.

THE PROPOSALS SUBMITTED SHALL BE IN COMPLETE ACCORDANCE WITH, WITHOUT LIMITATION, THIS REQUEST FOR PROPOSAL, THE ATTACHED CITY OF LAKELAND SPECIFICATIONS, ALL CODES AND

REQUIREMENTS REFERENCED THEREIN.

All Questions regarding this request for proposals shall be in writing and submitted electronically via the

Portal through the Question and Answer tab before 5:00 pm on Friday, October 2, 2026. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Proposer requiring clarification or having a dispute with these documents must advise the City

Purchasing Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Friday, October 2, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Proposer waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement. Note: Any use of brand names (manufacturer) in this invitation and specification is for Proposer convenience only and shall not limit this offering. Equal or better equipment and alternate bids may be given consideration.

https://procurement.opengov.com/portal/lakelandgov

1.2. FLORIDA PUBLIC RECORDS LAW

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS: KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-

MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S.

MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

In accordance with Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract. Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City. Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public records in possession of the Contractor or keep and maintain public records required by the City to perform services pursuant to the contract. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

1.3. EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a proposal the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Proposer to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Proposer and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal.

Exparte communication may be grounds for disqualifying the offending Proposer from consideration or award of the proposal, then in evaluation, or any future proposal.

1.4. INSURANCE AND SAFETY REQUIREMENTS

All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Proposer should mailto:cityclerk@lakelandgov.net request an affidavit of insurability from the Proposer's insurance agent that certifies the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the RFP requirements. The Contractor agrees to accept and abide by the City of

Lakeland safety regulations in complete accordance with the attached requirements.

1.5. INDEMNIFICATION AGREEMENT

The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the RFP submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the RFP requirements.

1.6. HUMAN TRAFFICKING -- F.S. 787.06(14)

In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a non-governmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”). This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

1.7. DRUG-FREE WORKPLACE CERTIFICATION

By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

1.8. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a bid in response to this Invitation to Bid, you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S. General

Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Proposer agrees that any contract awarded to Proposer will be subject to termination by the City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.9. PUBLIC ENTITY CRIMES

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.10. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All proposers must disclose with their proposal the name of any officer, director, or agent who is also an employee of the City of Lakeland.

Further, all proposers must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the Proposer's firm or any of its branches.

The Proposer shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal and that the Proposer is not financially interested in, or otherwise affiliated in a business way with any other Proposer on the same land or improvements.

1.11. E-VERIFY CERTIFICATION

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

All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

1.12. VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES

Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the

Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

As the person authorized to submit proposals on behalf of the Proposer, I hereby certify that the company identified above in the section entitled “Proposer Vendor Name” is not listed on either the

Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the

Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

1.13. SCRUTINIZED COMPANIES OR OTHER ENTITIES

Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other

Entities that Boycott Israel or is engaged in a boycott of Israel.

1.14. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701

Proposers are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Proposer's social, political, or ideological interests when determining if the Proposer is a responsible Proposer. Proposers are further notified that the City's governing body may not give preference to a Proposer based on the Proposer's social, political, or ideological interests.

1.15. ADDENDA

It is the Proposer's responsibility to review all available project documents including Addenda, Notices and Questions & Answers prior to submitting a proposal. Proposer shall acknowledge all addenda electronically within their submission via the Portal.

The failure of a Proposer to submit acknowledgement of any addenda that affects the proposal price(s) may be considered an irregularity and may be cause for rejection of the proposal.

1.16. LOCAL VENDOR PREFERENCE

Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net.

A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland

Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its

Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

1.17. BID PROTEST PROCEDURE

The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

1.18. TERMS AND CONDITIONS OF AGREEMENT

A copy of the agreement to be entered into with the successful Proposer is included with this RFP

Attached herein, should the City require such.

1.19. OPENGOV PROCUREMENT

The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision.

Proposers are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Proposer's inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

https://www.lakelandgov.net/ https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy

1.20. RFP SUBMITTAL

Proposer shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company Profile.

The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this proposal, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Proposer's experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Proposers. There is no obligation to buy. The RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of

Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

City of Lakeland, Florida

2. INTRODUCTION

2.1. Summary

The City of Lakeland, through Lakeland Electric, is soliciting qualified Contractors to provide as-needed maintenance, inspection, diagnostic, repair, and related services for mobile heavy equipment located primarily at the McIntosh Power Plant, Larsen Memorial Power Plant, and Winston Power Plant. The resulting Contract will establish fixed labor rates, parts markup, and related pricing for services performed on an as-needed basis throughout the contract term.

The equipment covered under this Contract includes, but is not limited to, loaders, skid steers, excavators, telehandlers, forklifts, cranes, portable pumps, trenchers, and other mobile support equipment. Services may be performed at Contractor facilities or on-site at Lakeland Electric facilities, depending on the nature of the required work. Tire replacement and tire-related services are excluded from this solicitation.

The City seeks experienced Contractors capable of providing timely, high-quality service, qualified technicians, and responsive support to maintain the reliability and availability of Lakeland Electric's mobile equipment fleet.

2.2. Background

Lakeland Electric owns and operates a fleet of mobile heavy equipment that supports the operation, maintenance, and construction activities at the McIntosh Power Plant, Larsen Memorial Power Plant, and Winston Power Plant. Maintaining this equipment in a safe, reliable, and operational condition is essential to supporting daily plant operations, planned maintenance activities, and emergency response efforts.

The purpose of this solicitation is to establish one or more qualified Contractors to provide as-needed maintenance, inspection, diagnostic, and repair services for the City's mobile heavy equipment. The resulting Contract will establish labor rates, parts markup, and related pricing to facilitate timely procurement of maintenance and repair services through Blanket Purchase Orders during the contract term.

Lakeland Electric seeks Contractors with demonstrated experience servicing heavy construction and material handling equipment, the capability to provide both shop and field service, qualified technicians, and responsive customer support to minimize equipment downtime and maintain operational readiness.

2.3. Contact Information

Linda Alspaugh

Purchasing Agent

1140 East Parker Street

Lakeland, FL 33801

Email: linda.alspaugh@lakelandgov.net

Phone: (863) 834-8787 mailto:linda.alspaugh@lakelandgov.net tel:(863)834-8787

Department:

LE - Production - MPP

2.4. Timeline

The City Commission may not approve this purchase, or may ask that the plan be modified in some respect. The City may opt to modify and/or terminate the project described within the RFP.

The suggested deployment schedule contained within this RFP is subject to change based on the City’s needs and/or final scoping of the project through the contract negotiation phase.

Estimated Schedule

RFP release September 14, 2026

Pre-Proposal Meeting (Non-Mandatory) September 28, 2026, 9:00am

McIntosh Power Plant, 3400 E. Lk. Parker Drive, Lakeland 33805 (ENTER THROUGH GATE 8)( (3 story building on the right - Unit 5 Conference room – 3rd FLOOR)

RFP questions deadline October 2, 2026, 5:00pm

RFP proposal due date October 9, 2026, 3:00pm

3. SCOPE OF WORK

3.1. Purpose

The City of Lakeland (OWNER), through Lakeland Electric, is seeking qualified Contractors to provide as-needed maintenance, inspection, diagnostic, repair, and related services for City-owned mobile heavy equipment located primarily at the McIntosh Power Plant, Larsen Memorial Power Plant, and Winston

Power Plant. The resulting Contract(s) will establish labor rates, parts markup, and related pricing for services performed on an as-needed basis through Blanket Purchase Orders.

3.2. Scope of Services

The Contractor shall furnish or arrange for all labor, supervision, tools, equipment, transportation, materials, replacement parts, and incidentals necessary to perform maintenance, inspection, diagnostics, troubleshooting, repair, rebuilding, and emergency service of City-owned mobile heavy equipment. All charges shall be subject to the pricing and authorization requirements of this Contract.

This RFP may be used by other City of Lakeland departments if applicable

THIS RFP SHALL RESULT IN A ONE (1) YEAR CONTRACT WITH AN OPTION FOR FOUR (4), ONE (1) YEAR

RENEWALS UPON MUTUAL CONSENT.

3.3. Equipment Covered

Equipment covered under this Contract includes, but is not limited to, skid steers, excavators, wheel loaders, track loaders, telehandlers, forklifts, cranes, portable pumps, trenchers, scissor lifts, and other mobile construction, material handling, and support equipment owned or operated by Lakeland Electric.

The equipment currently covered under this Contract is identified in the Equipment Inventory included as an attachment to this solicitation. The inventory includes equipment descriptions, manufacturers, models, serial numbers, asset numbers, and other available identifying information.

The Equipment Inventory is provided for informational purposes and may change throughout the

Contract term. Lakeland Electric reserves the right to add, remove, replace, or retire equipment without requiring modification of the Contract.

3.4. Services Included

Services may include, but are not limited to:

• Preventive maintenance

• Scheduled maintenance

• Diagnostic services

• Mechanical repairs

• Hydraulic repairs

• Electrical repairs

• Welding and fabrication incidental to equipment repair

• OEM and approved aftermarket replacement parts

• Mobile field service

• Shop repairs

• Emergency repair services

3.5. Exclusions

The following are specifically excluded from this Contract unless otherwise authorized in writing by

Lakeland Electric:

• Tire replacement

• Tire repair

• Tire mounting and balancing

• Tire-related products and services

3.6. Work Authorization

No work shall be performed without authorization from Lakeland Electric. Services will be requested on an as-needed basis through Blanket Purchase Orders, individual Purchase Orders, or other written authorization issued by the City. The existence of a Blanket Purchase Order shall not, by itself, constitute authorization to perform work.

3.7. Contractor Requirements

The Contractor shall:

• Employ qualified technicians experienced in servicing heavy construction and material handling equipment.

• Provide all tools, diagnostic equipment, and specialty equipment necessary to perform the required work.

• Perform all work in accordance with manufacturer recommendations and accepted industry standards.

• Maintain a safe work environment and comply with all applicable OSHA regulations and

Lakeland Electric safety requirements.

• Return equipment in safe operating condition.

3.8. Response Time

The Contractor shall acknowledge routine service requests within one (1) business day.

Emergency service requests shall receive a response as soon as practical, but no later than four (4) hours after notification unless otherwise approved by Lakeland Electric.

3.9. Billing

The Contractor shall invoice only for actual labor hours worked, approved replacement parts, and other authorized charges in accordance with the Contract pricing schedule. Labor shall be billed using the hourly rates established in the Contract. Replacement parts shall be billed using the awarded markup percentages.

Prior to performing repairs beyond routine diagnostics or preventive maintenance, the Contractor shall provide Lakeland Electric with a written estimate identifying the recommended repairs, estimated labor hours, anticipated parts, and total estimated cost. The Contractor shall not exceed an approved estimate without obtaining prior written authorization from Lakeland Electric.

Parts markup percentages shall be applied to the Contractor's actual documented acquisition cost. Upon request, the Contractor shall provide invoices, receipts, or other documentation sufficient to verify the

Contractor's cost.

Overtime, weekend, and holiday labor rates shall apply only when such work is specifically authorized by

Lakeland Electric.

Transportation, towing, hauling, freight, rental equipment, and other miscellaneous charges not specifically identified in the Bid Pricing Schedule shall require prior written approval by Lakeland Electric and shall be supported by applicable documentation.

No additional fees, surcharges, administrative charges, environmental fees, fuel surcharges, or other charges shall be invoiced unless specifically identified in the Contractor's proposal and approved by

Lakeland Electric.

3.10. Equipment Custody and Responsibility

The Contractor shall assume full responsibility for all City-owned equipment while it is in the

Contractor's possession, custody, or control, including equipment transported to or stored at the

Contractor's facility for inspection, maintenance, or repair.

The Contractor shall exercise reasonable care to protect all City-owned equipment from theft, vandalism, fire, weather-related damage, accidental damage, misuse, or any other loss or damage while in the Contractor's custody. The Contractor shall be responsible for any loss or damage to City-owned equipment resulting from the Contractor's negligence, acts, omissions, or failure to exercise reasonable care.

The Contractor shall immediately notify Lakeland Electric of any damage, loss, theft, or incident involving City-owned equipment while in the Contractor's possession and shall cooperate fully in any investigation or insurance claim.

Responsibility for the equipment shall remain with the Contractor until the equipment has been returned to Lakeland Electric or another City-designated location and accepted by an authorized City representative.

3.11. Service Documentation

The Contractor shall provide a standardized service report for every inspection, maintenance activity, repair, and diagnostic service performed under this Contract. Each service report shall, at a minimum, include:

• Equipment asset number or identification

• Equipment description

• Date and time work began and was completed

• Technician(s) performing the work

• Description of the reported issue or requested service

• Diagnostic findings and root cause of failure, when applicable

• Repairs performed and maintenance completed

• Parts, materials, and fluids used

• Labor hours by technician

• Any recommended follow-up repairs or maintenance

• Equipment operational status upon completion (Returned to Service, Limited Service, or Out of

Service)

• Technician and supervisor signatures, if applicable

Service reports shall be submitted electronically to Lakeland Electric within one (1) business day of work completion unless otherwise approved by the Contract Administrator.

As part of its proposal, the Contractor shall provide a sample of the service report(s) that will be used throughout the term of the Contract. The OWNER reserves the right to require modifications to the reporting format to meet operational or recordkeeping requirements.

3.12. Multiple Awards

The OWNER reserves the right to award this solicitation to multiple Contractors when determined to be in the best interest of the City. Multiple awards may be made to provide adequate service coverage, equipment-specific expertise, emergency response capability, service availability, competitive pricing, operational redundancy, or other business needs.

The award of a Contract does not guarantee any minimum quantity of work or expenditure. Lakeland

Electric may assign work among awarded Contractors based on factors including, but not limited to, equipment type, required expertise, Contractor availability, response time, location, estimated cost, past performance, and the operational needs of Lakeland Electric.

Lakeland Electric reserves the right to obtain services from any awarded Contractor and is not obligated to distribute work equally among Contractors.

3.13. Warranty of Work

The Contractor shall warrant all labor and workmanship performed under this Contract against defects for a minimum period of ninety (90) days following completion of the work. Manufacturer warranties applicable to replacement parts and materials shall be passed through to Lakeland Electric. The

Contractor shall correct defective workmanship covered by the warranty at no additional cost to

Lakeland Electric.

3.14. Selection Criteria

1. Qualifications, Experience & Technical Capability – 25%

• Heavy equipment experience

• Technician qualifications

• Diagnostic capabilities

• Mechanical/hydraulic/electrical repair capability

• Welding and fabrication capability

• OEM and aftermarket parts/service capability

2. Service Capability, Availability & Response Time – 20%

• Routine service availability

• Emergency service availability

• Mobile/field service capability

• Shop capabilities

• Staffing and technician availability

• Response time

3. Approach to Scope of Work & Contract Management – 15%

• Service request process

• Diagnosis and estimating

• Authorization process

• Parts sourcing

• Repair completion and communication

• Cost and contract management

4. Pricing – 30%

• Regular labor rates

• Overtime/weekend/holiday rates

• Field/mobile service rates

• Parts markup

• Overall cost/value

5. Service Documentation, Warranty & Quality Assurance – 10%

• Service and repair documentation

• Quality-control procedures

• Workmanship warranty

• Parts warranty

Handling of defective/incomplete work

4. SELECTION CRITERIA

It is the intent of the City of Lakeland to award the contract to a vendor based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Qualifications, Experience & Technical

Capability

• Heavy equipment experience

• Technician qualifications

• Diagnostic capabilities

• Mechanical/hydraulic/electrical repair capability

• Welding and fabrication capability

• OEM and aftermarket parts/service capability

Points Based 25 (25% of Total)

2. Service Capability, Availability & Response

Time

• Routine service availability

• Emergency service availability

• Mobile/field service capability

• Shop capabilities

• Staffing and technician availability

• Response time

Points Based 20 (20% of Total)

3. Approach to Scope of Work & Contract

Management

• Service request process

• Diagnosis and estimating

• Authorization process

• Parts sourcing

• Repair completion and communication

• Cost and contract management

Points Based 15 (15% of Total)

4. Pricing

• Regular labor rates

• Overtime/weekend/holiday rates

• Field/mobile service rates

• Parts markup

• Overall cost/value

Points Based 30 (30% of Total)

5. Service Documentation, Warranty & Quality

Assurance

• Service and repair documentation

• Quality-control procedures

• Workmanship warranty

• Parts warranty

• Handling of defective/incomplete work

Points Based 10 (10% of Total)

5. INSURANCE AND SAFETY REQUIREMENTS

5.1. STATEMENT OF PURPOSE

The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

5.2. CITY DEFINED

The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

5.3. OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

5.4. LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

5.5. INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other

Party’s interests or liabilities, but are merely minimums.

"Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

5.6. Commercial General Liability

This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled

INDEMNIFICATION, and “Products and Completed Operations” coverage.

The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

5.7. Workers’ Compensation

Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from

Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

All subcontractors shall be required to maintain Worker’s Compensation.

The Other Party shall also purchase any other coverage required by law for the benefit of employees.

5.8. Excess Liability

This insurance shall protect the Other Party and the additional insured against all claims in excess of the limits provided under the employer’s liability, commercial automobile liability, and commercial general liability policies. The policy shall be an “occurrence” type policy, and shall follow the form of the General and Automobile Liability.

The liability limits shall not be less than:$1,000,000.00

5.9. EVIDENCE/CERTIFICATES OF INSURANCE

Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewable, or adverse change.

New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals.

If requested by the City, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

For Commercial General Liability coverage, the Other Party shall, at the option of the City, provide an indication of the amounts of claims payments or reserves chargeable to the aggregate amount of liability coverage.

Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Other Party’s obligation to fulfill the insurance requirements herein.

5.10. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/302901/document?section=2907480

6. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

All City of Lakeland (City) project representatives who assume responsibility for contract management will be responsible for ensuring compliance with these safety requirements by all Contractors and

Subcontractors, as applicable.

6.1. General

A. All Contractors are responsible for providing their employees (including Subcontractors) with a safe and healthy working environment as required under the Occupational Health and Safety

(OSHA) Act of 1970 and the Occupational Safety and Health Administration (OSHA) standards.

Therefore, the contractor and their employees are responsible for following all applicable OSHA standards, state regulations, and the City’s Safety Practices and Policies.

B. City management reserves the right to STOP work for any condition found to be Immediately

Dangerous to Life and Health (IDLH). The Contractor is solely and exclusively responsible for compliance with all safety requirements and the safety of all their employees and property on the project site. Note: Nothing in this requirement is to be construed to as removing or shifting responsibility from the Contractor.

C. The parties hereto expressly agree that the obligation to comply with applicable safety provisions is a material provision of this Contract and a duty of the Contractor. The City reserves the right to request demonstration of compliance with the safety provisions of this Contract at the City’s discretion. The parties agree that such failure is deemed to be a material breach of this Contract. The Contractor agrees upon such breach that all work under the Contract shall terminate until compliance with the provisions of this Contract is demonstrated. In no event shall action or failure to act on the part of the City be construed as a duty of the City to enforce the safety provisions of this Contract, nor shall it be construed to create liability for the City for any act or failure to act in respect to the safety provisions of this Contract.

6.2. Personal Protective Equipment (PPE) (OSHA 29CFR§1910 Subpart I)

It is the Contractor’s sole responsibility to provide adequate PPE for their employees. Additionally, the

Contractor is responsible for training their employees in the proper selection, maintenance, and use of

PPE. Minimal PPE requirements on City worksites, as applicable:

1. Foot protection must meet ASTM F2412 and ASTM F2413 standards and be worn on all City properties.

2. Head protection must meet ANSI Z89.1-1986 standards and be worn in all areas except office buildings and office trailers.

3. Eye and face protection must meet ANSI/ISEA Z87.1-2020 standards and be worn in all areas except office buildings and office trailers.

4. Hand and Arm Protection must meet OSHA 29CFR§1910.138 requirements for proper selection, inspection, and care.

5. Hearing Protection must meet ANSI/ASA S12.6-2016, OSHA 29CFR§1910.95(j) and

29CFR§1910.95 Appendix: B requirements. Hearing protection must be worn in areas where the noise level is over 85 decibels.

6.3. Housekeeping

It is the Contractor’s sole responsibility to keep the project work site clean during and after working hours. Contractors shall supply waste receptacles for each site location. They shall be emptied not less frequently than once each working day, unless unused, and shall be maintained in a clean and sanitary condition. At the completion of the Contract the Contractor will ensure that all excess materials are removed from the work site and that the worksite is left clean and safe. If the Contractor leaves a project work site unkept and in a hazardous condition; the City will have the area cleaned and charge the cost of the cleaning to the Contractor.

6.4. Smoking

All City property is non-smoking. Smoking is permitted only in designated areas. Receptacles must be used or waste removed in Contractor’s waste disposal container.

6.5. Safety Kick-offs and Safety Stand-Downs

A safety kick-off to disseminate safety expectations will be conducted by the Contractor before the project commences. Safety stand-downs will be conducted by the Contractor when major safety concerns, accidents, or near misses occur.

6.6. Training Documentation

OSHA requires documentation of all safety training provided to employees by their employers. Documentation of all required safety training required for work proposed for this Contract must be readily available upon request by the City of Lakeland.

6.7. Written Safety Programs or Plans

Contactors awarded contracts with the City must have all, written safety programs and/or plans readily available upon request by the City of Lakeland.

6.8. Supplemental #2: Sanitation

Sanitation must meet 29CFR§1910.141 for availability, housekeeping, and waste disposal. In areas where restroom facilities are not available, restrooms must be placed in secured areas. Where there are more than ten contract and subcontract employees working on a project site the Contractor is responsible for providing restroom facilities (one portable toilet for every 15 employees). Contractors must provide a separate lockable portable toilet for every 15 female employees on the work site. Contractors must provide hand washing facilities with the portable toilets, at a suggested rate of one for every three portable toilets. It is the Contractor’s responsibility to have all portable toilets cleaned at least weekly and removed within 3 days of Contract completion.

6.9. Supplemental #16: Risk Management Plan (RMP): McIntosh Power Plant

1. Plant Site Emergency Conditions

A. In the event a Contractor is working on a City of Lakeland McIntosh Power Plant (MPP) Site and a plant site emergency condition (i.e. major fire, hazardous fluid/gas leak, bomb threat, etc.)

occurs, the Contractor and the Contractor’s employees shall follow all instructions issued by the

City. Upon notification of plant site emergency, the Contractor and all contract employees shall evacuate to the nearest Safe Congregation Point. The City will issue further instructions to the

Contractor indicating when the Contractor may return to the plant/job site.

B. All Contractors performing services at MPP or near this area (within 1000 feet of fence line) shall ensure their personnel are made aware of the presence of Anhydrous Ammonia. This employee awareness must include chemical properties, site, sound and symptoms related to exposure and the emergency signal (Siren and Radios) and procedures used at the facility in the event of a release.

C. All Contractor employees shall be required to undergo Anhydrous Ammonia safety training to be provided by the City should gaseous Anhydrous Ammonia be utilized at the work location.

The City will provide one training session and thereafter the Contractor shall be responsible for conducting the training using materials provided by the City. Contractor shall supply proof of completion of training to the City prior to any personnel reporting to the site.

2. Contractor Qualifications

A. The Plant Manager for MPP or their designees shall be responsible for requesting Contractor safety qualifications, establishing and maintaining a PSM – Approved Contractor List, maintaining Contractor safety qualifications records, performing periodic contractor audits and maintaining the Contractor Injury and Illness Log.

B. All City employees who requisition Contractor services shall be responsible for choosing

Contractors from the RMP – Approved Contractor List and monitoring Contractor safety performance.

C. All City employees shall be responsible for notifying the appropriate Plant Management if they become aware of unauthorized Contractors working on or near RMP covered processes.

3. Requisitioning Contractor Services

When requisitioning Contractor services to perform work on or near any Anhydrous Ammonia equipment including the SCR ammonia process, City employees shall choose only Contractors who have been listed on the RMP – Approved Contractor’s List.

6.10. Supplemental #21: Heavy Equipment

OSHA requires that employers provide specific training for heavy equipment operators, not certification for the operators themselves. Employers must ensure employees are competent, properly trained, and instructed on hazards before operating machinery. Key requirements include operator training on specific equipment, regular inspections, and safety measures like seat belts and appropriate braking systems, along with general safety practices like proper lighting and parking procedures.

A. Operator training and competence

• Employers must train and certify operators for specific types of equipment, such as powered industrial trucks.

• Operators must be competent and familiar with the machinery they are using.

• Refresher training is required when new equipment is introduced or if unsafe practices are observed.

• Employees must be taught to recognize and avoid unsafe conditions.

B. Equipment safety and maintenance

• All heavy equipment must have functioning brakes, seat belts, and, if applicable, fenders.

• Operators must set the parking brake when parked.

• Unattended equipment must have lights or reflectors if left out at night or next to highways.

• Heavy machinery must be properly blocked or cribbed when it is not in use.

• Regular inspections are a part of the employer's safety program.

C. Hazard awareness

• Employers must have safety programs that address hazards associated with heavy equipment.

• Operators must be aware of hazards like power lines when working near them.

• For excavation work, employers must determine the location of underground utility lines before starting work.

• For equipment with enclosed cabs, employers must be aware of OSHA's silica exposure limits for workers inside.

6.11. Supplemental #23: Ergonomics

OSHA ergonomics for contractors focuses on preventing injuries through proper body posture, especially when lifting, kneeling, or using tools. Key strategies include using mechanical aids for heavy lifting, keeping tools within the "power zone" (near the torso), and minimizing repetitive motions. Proper posture guidelines involve keeping the back straight, lifting with the legs, using knee pads when kneeling, and selecting tools that reduce stress on the hands and wrists.

Lifting and materials handling

• Lift loads under 50 pounds:

o Get help for loads of 35–40 pounds or larger, awkward objects, and avoid lifting anything over 50 pounds.

• Keep the load close:

o When lifting, keep the load close to your body with your back straight and lift using your legs, not your back.

• Use mechanical aids:

o Use carts, dollies, or mechanical equipment to move materials to avoid manual carrying.

• Store materials wisely:

o Store materials to minimize lifting from the ground or above shoulder height.

Tools and workstations

• Keep tools within the "power zone":

o Adjust the work height to keep hands between shoulder and elbow level whenever possible.

Use tool extensions for overhead work.

• Avoid awkward postures:

o Avoid bending the wrist, twisting the torso, or reaching to the side while lifting.

• Use proper tools:

o Select tools with handles that fit the hand and use vibration-damping tools when possible.

• Use knee pads:

o When kneeling is unavoidable, use knee pads or anti-fatigue mats.

Repetitive motion and task management

• Rotate tasks: Rotate workers through different job tasks to allow muscles to…