REQUEST FOR PROPOSAL

2026-RFP-103

ANNUAL SUBSTATION LANDSCAPE MAINTENANCE

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: August 28, 2026

DEADLINE FOR QUESTIONS: September 21, 2026

RESPONSE DEADLINE: September 28, 2026, 3:30 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 SUBSTATION LANDSCAPE MAINTENANCE

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

Attachments:

A - Indemnification 2026 Contractor

G - Human Trafficking Affidavit

H - Substation_Landscape_Maintenance

Request For Proposal #2026-RFP-103 Title: ANNUAL SUBSTATION LANDSCAPE MAINTENANCE

1. NOTICE

ANNUAL SUBSTATION LANDSCAPE MAINTENANCE

FOR THE CITY OF LAKELAND

Friday, August 28, 2026

RFP No.2026-RFP-103

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

Procurement Portal (“Portal”), until 3:30 pm – Monday, September 28, 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 athttps://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780.RFP Documents are Required for Submittal. Respondents are required to submit their response through the Portal. Respondents 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 SUBSTATION LANDSCAPE MAINTENANCE.

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 Monday, September 21, 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 Monday, September 21, 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 Respondent to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Respondent 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 Respondent 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 Respondent should mailto:cityclerk@lakelandgov.net request an affidavit of insurability from the Respondent’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 respondents 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 respondents 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 respondent’s firm or any of its branches.

The respondent 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 respondent is not financially interested in, or otherwise affiliated in a business way with any other respondent 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

Bidders 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 Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the City's governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests.

1.15. ADDENDA

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

The failure of a Respondent 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 Respondent 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. Bidders 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 Bidder’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

Respondent 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; Respondent’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 Respondents. 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

IT IS THE INTENT OF THIS SOLICITATION TO SECURE ECONOMICAL PRICING FOR BASIC LANDSCAPE

MAINTENANCE AT LAKELAND ELECTRIC SUBSTATIONS AND RELATED AREAS. THESE SERVICES MUST BE

PERFORMED IN A SAFE MANNER, AND THE RESULTS MUST BE AESTHETICALLY PLEASING AS THESE

FACILITIES REPRESENT LAKELAND ELECTRIC (LE) TO THE RATE-PAYING PUBLIC.

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

RENEWALS UPON MUTUAL CONSENT.

2.2. Contact Information

Linda Alspaugh

Purchasing Agent

1140 East Parker Street

Lakeland, FL 33801

Email: linda.alspaugh@lakelandgov.net

Phone: (863) 834-8787

Department:

LE - Substation Operations

2.3. 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 August 28, 2026

RFP questions deadline September 21, 2026, 5:00pm

RFP proposal due date September 28, 2026, 3:30pm mailto:linda.alspaugh@lakelandgov.net tel:(863)834-8787

3. SCOPE OF WORK

3.1. ANNUAL SUBSTATION LANDSCAPE MAINTENANCE

BASIC LANDSCAPE MAINTENANCE AT LAKELAND ELECTRIC SUBSTATIONS AND RELATED AREAS

(see attached specifications).

This Annual Service Requirement, if placed, shall be firm and valid beginning with the issuance of a purchase order through September 30, 2027, WITH AN OPTION FOR FOUR (4) ONE (1)

YEAR RENEWALS UPON MUTUAL CONSENT

3.2. Instructions to Contractors- Evaluation Criteria:

Each Proposal Submittal must include all the information outlined in the section below and will be evaluated on a total score basis, with a maximum score of one hundred (100) points per Evaluation Committee member.

• Cost (25 points):

o lowest (25 points).

o 2nd lowest (15 points).

o 3rd lowest (10 points).

o 4th lowest (5 points).

• Experience Evaluation (25 points):

o Lakeland Electric work experience (25 points).

o Specific substation work experience (15 points).

o Electrical Utility work experience (10 points).

o No Electrical Utility work experience (5 points).

• Company has the needed equipment to perform services requested (25 points):

o All equipment needed to perform services (25 points).

o Most of equipment needed to perform services (15 points).

o Minimal equipment to perform services (10 points).

o No equipment (5 points).

• Length time doing business in central Florida (25 points):

o >15 years (25 points).

o 6-15 years (15 points).

o 1-5 years (10 points).

o Not in central Florida (5 points).

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. Cost o lowest (25 points).

o 2nd lowest (15 points).

o 3rd lowest (10 points).

o 4th lowest (5 points).

Points Based 25 (25% of Total)

2. Experience Evaluation o Lakeland Electric work experience (25 points).

o Specific substation work experience (15 points).

o Electrical Utility work experience (10 points).

o No Electrical Utility work experience (5 points).

Points Based 25 (25% of Total)

3. Company has the needed equipment to perform services requested o All equipment needed to perform services (25 points).

o Most of equipment needed to perform services (15 points).

o Minimal equipment to perform services (10 points).

o No equipment (5 points).

Points Based 25 (25% of Total)

4. Length time doing business in central Florida o >15 years (25 points).

o 6-15 years (15 points).

o 1-5 years (10 points).

o Not in central Florida (5 points).

Points Based 25 (25% 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. Business Automobile Liability

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

Bodily Injury and Property Damage -

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

5.8. 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.

5.9. 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

5.10. Contractors Pollution Liability

which is a contractor base policy, which should be provided on an occurrence basis, Contractor Pollution

Liability provides third-party coverage for bodily injury, property damage, defense, and cleanup as a result of pollution conditions (sudden/accidental and gradual) arising from contracting operations performed by or on behalf of the contractor.

OR

Environmental Impairment Liability

The Other Party shall be responsible for purchasing and maintaining environmental impairment liability insurance. This insurance should cover the following types of environmental impairment: Sudden and

Accidental, and Gradual. NOTE: If choosing Environmental Impairment Liability, the liability limits will be the same as Contractors Pollution Liability as listed below.

The liability limits shall not be less than:Or Environmental Impairment Liability $1,000,000

5.11. Environmental Impairment Liability

The Other Party shall be responsible for purchasing and maintaining environmental impairment liability insurance. This insurance should cover the following types of environmental impairment: Sudden and

Accidental, and Gradual.

The liability limits shall not be less than: $ Or Contractors Pollution Liability $1,000,000

5.12. Premises Liability

The liability limits shall not be less thanNO VALUE single limit each occurrence.

5.13. 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.

5.14. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/297717/document?section=2859535

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 #3: Road Work Safety

Work Zone Safety

Work zones are defined as any area where work is being performed by a Contractor. Work zones can present hazards to citizens, City employees, and Contractors; it is the Contractor’s responsibility to take the proper precautions to reduce these risks. Work zone protection is the adequate safe-guarding or protecting of pedestrians, motorists, employees, and equipment using PPE, suitable barriers, warning signs, lights, flags, traffic cones, high-level standards, barricade rope, flaggers, etc., as the job requires on approaches to work areas, excavations, open manholes, parked equipment, etc. Proper work area protection must be planned to ensure the safety and protection of the employee, the public and the equipment.

A. PPE

All employees working on or within 15 feet of a roadway for longer than 15 minutes must wear FDOT approved Class 3 reflective clothing or vests. Flaggers shall wear an orange or green-warning vest that is at least ANSI/SEA Class 2 Apparel compliant. Warning garment worn during periods of limited visibility shall be of a reflective material meeting the specifications outlined in the ANSI/SEA Class 3 Apparel.

B. Maintenance of Traffic (MOT) and Temporary Traffic Control (TTC)

The Contractor will perform contractual duties in a manner that reduces interference with public traffic as much as possible during such times as the Contractor must perform work that impedes public traffic;

for example, when crossing, obstructing, or closing roads, driveways, and walkways (private or public). The Contractor is solely responsible for establishing and maintaining safe detours and lane closures per FDOT MOT/TTC requirements. The Contractor is responsible for timely informing property owners when private drives will be closed or redirected. The City’s Safety Representative reserves the right to inspect all worksites and advise the Contractor or their representatives on adjusting the work zone, if needed.

MOT/TTC can be performed by a FDOT MOT/TTC intermediate certified employee or supervised by a

FDOT MOT advanced certified employee.

1. Signs- Work zone warning signs must be placed in accordance with FDOT requirements in a manner that establishes the best protection for citizens, employees, and Contractors. Signs must be removed or covered when work is not underway, and the hazard is not present.

2. Barricades- Only FDOT approved barricades and cones must be utilized for MOT/TTC. The

Contractor is responsible for ensuring that any barricades have warning illumination, such as beacon lights, from sunset to sunrise.

3. Flaggers- The following methods of signaling with a flag shall be used:

a. To stop road users, the flagger shall face road users and extend the flag staff horizontally across the road users’ lane in a stationary position so that the full area of the flag is visibly hanging below the staff. The free arm shall be held with the palm of the hand above the shoulder level toward approaching traffic.

b. To direct stopped motorists to proceed, the flagger shall stand parallel to the road user movement and with flag and arm lowered from the view of the road users and shall motion with the free hand for road users to proceed. Flags shall not be used to signal road users to proceed.

c. To alert or slow traffic, the flagger shall face road users and slowly wave the flag in a sweeping motion of the extended arm from shoulder level to straight down without raising the arm above a horizontal position. The flagger shall keep the free hand down.

4. Vehicles, Equipment, and Materials- The Contractor is responsible for placing vehicles, equipment, and materials so that these items pose the least impedance and hazards to traffic (vehicle or pedestrian). Vehicles or equipment working on or within ten feet of the roadway must be equipped with a minimum of one amber 360-degree Class I warning device. The warning device must be in operation all the time the vehicle or equipment is on or within ten feet of the roadway.

6.10. Supplemental #5: Hazardous Chemicals and Hazardous Communications

The Contractor is responsible for compliance with all Federal, State and Local Right-To-Know-Laws

(Hazardous Communications) for its employees and the employees of all Subcontractors the Contractor brings on or causes to be on the project site, inclusive of pesticides and herbicides.

The Contractor must, between receiving the Contract and coming onto the project site to begin work, have all affidavits available upon request. Documents include training documents stating that ALL personnel the Contractor brings on, or causes to be on the project site, have been given training or possess the appropriate licenses (if required) on any toxic substances said personnel will be working with or may be exposed to while working at the job site.

The Contractor shall provide to the City’s project representative, a copy of the manufacturer’s SDS for all hazardous chemicals used or brought on the project site by the Contractor or Subcontractor prior to the substance being brought onto the City’s property.

Upon written request, the Contractor and/or Subcontractor must be provided SDS’s which are in the possession of the City. The City may establish reasonable procedures for acting upon such requests to avoid interruption of normal work operations.

Before any work begins, and conditions warrant, the contractor shall arrange a meeting to advise City’s project representative about safety and any dangers City employees will be subjected to due to the presence of chemicals brought on the project site.

6.11. Supplemental #13: Equipment Safety

All operations involving equipment must be conducted according to the applicable OSHA standards. All equipment operators must be certified or licensed according to federal, state, and local requirements. All equipment must be inspected according to OSHA requirements and before use by the operator. The Contractor is solely responsible for compliance with this safety requirement.

A. Powered industrial trucks- all operations that are performed using powered industrial trucks

(forklifts, lulls, etc.) must be conducted in accordance with OSHA 29CFR§1910.178 for general industry and 29CFR§1926.600 and 29CFR§1926.602 for construction.

B. Aerial lifts- all operations that are performed using aerial lifts (boom lifts, cherry pickers, snorkel lifts, etc.) must be conducted in accordance with OSHA 29CFR§1910.67 for general industry and

29CFR§1926.453 for construction.

6.12. Supplemental #15: Storm Drainage and Surface Water Protection

The Contractor shall comply with all applicable ordinances, rules, and regulations restricting the introduction of non-storm water discharges to the City’s municipal separate storm water system (MS4) and/or surface water bodies in adherence to the following: The Code of Ordinances of Lakeland, Part II, Section 86; Polk County Ordinance 93-06; and, the City of Lakeland Land Development Regulations, Article 6.

A. The Contractor is prohibited from the placing, depositing, or dumping of any dirt, sweepings, filth, slopes, litter, loose materials, water, grease, slippery materials, etc. in or upon any street, highway, alley, sidewalk, park, lake, or other public place in the City.

B. The Contractor will develop and implement a plan to utilize best management practices (BMPs), including, but not limited to, treatment methods and practices, to control polluted runoff, spillage, leaks, sludge, waste, or runoff from raw material to prevent flooding and/or adverse impacts to the natural resources of the City, and ensure the elimination of pollutants discharging to the MS4 and/or any surface water body during construction and maintenance activities. To the maximum extent possible, the Contractor will utilize schedules of activities, prohibitions of practices, maintenance procedures, and other management activities to prevent or eliminate pollutants from entering MS4 or being discharged to surface water bodies.

C. The Contractor will utilize proper erosion, liquid and sediment control measures; provide inlet protection for storm drains and drainage conveyances, ponds, and easements; and take all reasonable precautions to contain runoff on-site and eliminate illicit discharges to the MS4 and/or surface water bodies. Illicit discharge includes, but is not limited to, any spilling, leaking, seeping, pouring, emitting, emptying, or dumping of materials, rinse water, or waste products into the MS4 and/or surface water bodies of the City.

6.13. 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.

6.14. CONCLUSION

In summary, compliance with these safety specifications is crucial to ensuring a secure and productive work environment. By adhering to these policies, contractors actively protect their employees and demonstrate a commitment to preventing accidents and injuries. A robust safety culture, underpinned by regular training, and effective hazard management, is essential to the success of this project.

Ultimately, the contractor assumes full responsibility for maintaining these standards, promoting a safe workplace, and mitigating risks, with the shared goal of achieving zero incidents.

7. VENDOR QUESTIONNAIRE

It is the intent of the City to team with an outside vendor to procure a robust solution that meets the needs of the City as defined in this document.

Response to this RFP becomes the exclusive property of the City of Lakeland. Awarded Respondent’s deliverables and documentation throughout the course of this project become the exclusive property of the City of Lakeland. City Policies: As a general overall requirement, the Respondents of this RFP shall be required to comply with the City policies and procedures including, but not limited to: Standard

Contractual Provisions, Insurance Requirements, Indemnification, Safety Requirements, Consultant

Expense Reimbursement Policy, and the Florida Public Records Law.

7.1. Attest*

“I attest no City of Lakeland employee, their spouse, or child has an ownership stake in this organization.”

☐ Please confirm

*Response required

7.2. Proposal Validity and Acknowledgement*

THIS RFP SHALL BE VALID FOR SIXTY (60) DAYS FROM DATE OF OPENING.

The following RFP is in strict accordance with the City of Lakeland Request for Proposal No. 2026-RFP-

103, dated Friday, August 28, 2026 and all attachments as referenced therein.

“I hereby certify that I understand and am aware that 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 RFP, 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."

☐ Please confirm

*Response required

7.3. Proposal Document*

*Response required

7.4. Additional RFP Submittal Information upload here*

*Response required

7.5. Certificate of Insurance (COI)

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 request an affidavit of insurability from the Proposer's insurance agent that certifies the requirements can and will be met. The legal name provided on the COI must correspond with the proposal information submitted to the City.

7.6. W-9 (Request for Taxpayer Identification Number and Certification)* Upload a completed and signed IRS for W-9 (Request for Taxpayer Identification Number and

Certification). The legal name and Taxpayer Identification Number provided on the W-9 must correspond with the Proposer's information submitted to the City. The W-9 must be signed and dated by an authorized representative.

*Response required

7.7. Florida Division of Corporations (Sunbiz) Registration

Upload documentation from the Florida Department of State, Division of Corporations (Sunbiz), showing the Proposer's current business registration. Documentation should identify the legal business name, Florida document/registration number, and current status. The legal business name should correspond with the name provided in the proposal and W-9.

7.8. Hold Harmless Indemnification Agreement*

Complete and upload the City’s Hold Harmless/Indemnification Agreement. The agreement must be completed in its entirety, signed by an authorized representative of the Proposer, and properly notarized.

The legal business name identified on the agreement must exactly match the legal business name of the Proposer submitting…