REQUEST FOR PROPOSAL

2026-RFP-117

ANNUAL TOWING SERVICES

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: September 18, 2026

DEADLINE FOR QUESTIONS: September 25, 2026

RESPONSE DEADLINE: October 16, 2026, 5:00 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 Towing Services

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. MINIMUM REQUIREMENTS

V. REQUIRED PROPOSAL SUBMITTALS

VI. SELECTION CRITERIA

VII. INSURANCE AND SAFETY REQUIREMENTS

VIII. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

IX. VENDOR QUESTIONNAIRE

X. PRICING PROPOSAL

Attachments:

A - Indemnification 2026 Contractor

G - Human Trafficking Affidavit

Request For Proposal #2026-RFP-117 Title: Annual Towing Services

1. NOTICE

Annual Towing Services

FOR THE CITY OF LAKELAND

Friday, September 18, 2026

RFP No.2026-RFP-117

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

Procurement Portal (“Portal”), until 5:00 pm – Friday, October 16, 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 Towing Services.

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 2:00 pm on Friday, September 25, 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 2:00 pm on Friday, September 25, 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 proposal in response to this Request for Proposals, 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 is seeking proposals from qualified contractors to provide towing, recovery, and transportation services for City-owned and leased vehicles and equipment on an as-needed basis. Services shall be available twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays. Proposals will be evaluated in accordance with the Selection Criteria established in this RFP, including Cost Proposal, Location/Service Coverage, Experience and Past Performance, and Operational Capacity and Response Capability.

2.2. Background

The City maintains a diverse fleet of vehicles and equipment requiring towing, recovery, and transportation services on an as-needed basis. Due to the operational nature of City services, timely response and sufficient towing and recovery capacity are essential. The City requires a contractor capable of consistently meeting the required one-hour response time and accommodating the range and volume of vehicles and equipment identified in this RFP.

2.3. Contact Information

Project Contact:

Gary Mclean

Fleet Manager

502 Evelyn Ave

Lakeland, FL 33801

Email: gary.mclean@lakelandgov.net

Phone: (863) 834-8818

Procurement Contact:

Cristy Newton

Purchasing Manager

1140 E. Parker Street

2nd Floor

Lakeland, FL 33801

Email: cristy.newton@lakelandgov.net

Phone: (863) 834-6788

Department:

Public Works Fleet Management

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 mailto:gary.mclean@lakelandgov.net tel:(863)834-8818 mailto:cristy.newton@lakelandgov.net tel:(863)834-6788

RFP release September 18, 2026

RFP questions deadline September 25, 2026, 2:00pm

City responses to vendors September 30, 2026, 2:00pm

RFP proposal due date October 16, 2026, 5:00pm

3. SCOPE OF WORK

3.1. General Requirements

The Contractor shall provide towing, recovery, and transportation services for City of Lakeland-owned and leased vehicles and equipment on an as-needed basis. Services shall include, but are not limited to, towing disabled vehicles, transportation of vehicles and equipment, recovery services, winching, driveshaft removal and reinstallation, vehicle lockout services, and other related services identified in the Pricing Proposal.

The Contractor shall furnish all labor, supervision, personnel, vehicles, towing and recovery equipment, tools, materials, fuel, transportation, and other resources necessary to perform the required services safely and in accordance with this RFP.

The Contractor shall maintain sufficient equipment and resources to provide services for the vehicle and equipment weight classifications identified in the Scope of Work and Pricing Proposal, including light-, medium-, and heavy-duty vehicles and equipment.

No minimum or maximum quantity of work is guaranteed. Estimated quantities identified in the Pricing

Proposal are provided for evaluation and planning purposes only and do not represent a guarantee of actual usage.

3.2. Hours of Service

Services shall be available twenty-four (24) hours per day, seven (7) days per week, including weekends and City-observed holidays, throughout the term of the contract.

The Contractor shall maintain a continuously available telephone number or dispatch method through which authorized City personnel may request service.

3.3. Dispatch and Service Requests

Service requests will be initiated by an authorized City representative. At the time of dispatch, the City will provide available information concerning the location of the vehicle or equipment, type of vehicle or equipment, nature of the service required, requested destination, and any known conditions relevant to the service.

The Contractor shall promptly acknowledge each service request and dispatch equipment appropriate for the vehicle or equipment type, weight classification, condition, and circumstances of the requested service.

The Contractor shall notify the requesting City representative as soon as practicable if circumstances arise that may prevent the Contractor from meeting the required response time or otherwise completing the requested service.

3.4. Response Time

The appropriate towing or recovery vehicle shall arrive at the requested service location within one (1) hour following notification by an authorized City representative.

For purposes of this requirement, response time means the elapsed time between the City’s initial notification to the Contractor and the arrival of the appropriate towing or recovery vehicle at the requested service location. Answering the telephone, acknowledging the service request, or dispatching a vehicle does not constitute arrival or satisfaction of the response-time requirement.

The one-hour response requirement applies twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays.

3.5. Inability to Respond and Use of Alternate Contractor

If the Contractor is unable to provide the appropriate equipment or reasonably anticipates that it will be unable to satisfy the required one-hour response time, the Contractor shall immediately notify the requesting City representative.

The City reserves the right to obtain the requested service from another available source whenever the

Contractor is unable to perform the requested service, cannot provide appropriate equipment, cannot meet the required response time, or when the City determines that use of another source is necessary to meet an operational or emergency need.

The City’s use of another source under such circumstances shall not constitute a breach of contract and shall not create any entitlement to compensation for the Contractor.

3.6. Performance Requirements

The Contractor’s compliance with response-time, availability, equipment, safety, and other performance requirements may be monitored throughout the contract term.

Repeated or material failure to satisfy the requirements of the contract may constitute grounds for corrective action, suspension of service requests, use of an alternate contractor, non-renewal, or termination in accordance with the resulting agreement and applicable City requirements.

3.7. Towing and Transportation Destinations

Unless otherwise directed by an authorized City representative, disabled vehicles shall be transported to the City of Lakeland Fleet Management facility located at 502 Evelyn Avenue, Lakeland, Florida 33801.

The Contractor may also be required to transport City-owned or leased vehicles and equipment to other locations designated by the City, including contracted repair or body shops, City facilities, job sites, auction facilities, dealerships, or other locations necessary to support City operations.

The Contractor may be required to transport vehicles and equipment to job sites within the Lakeland

Electric service area and to locations outside the Lakeland Electric service area as requested by an authorized City representative.

3.8. Equipment and Capacity

The Contractor shall maintain access to towing, recovery, and transportation equipment sufficient to perform all services identified in this RFP and Pricing Proposal.

Equipment provided shall be appropriate for the size, weight, configuration, and condition of the vehicle or equipment being serviced. The Contractor shall not dispatch equipment that is inadequately rated or otherwise inappropriate for the requested service.

The Contractor shall maintain sufficient operational capacity to accommodate the City’s service requirements, including the ability to respond to multiple or simultaneous service requests when reasonably necessary.

All equipment used in performance of the contract shall be properly maintained and operated by qualified personnel in accordance with applicable federal, state, and local requirements.

3.9. Flat-Fee Pricing

Unless expressly identified as a separately priced service in the Pricing Proposal, each flat fee shall constitute the Contractor’s complete charge for performing the applicable service and shall include all ordinary labor, dispatch, hookup, loading, unloading, equipment, fuel, travel, and other costs necessary to complete the requested service within the geographic area applicable to that line item.

No additional surcharge, fuel charge, after-hours charge, weekend charge, holiday charge, dispatch charge, hookup charge, administrative fee, or similar charge shall be assessed unless expressly authorized by the Pricing Proposal or approved in writing by an authorized City representative prior to performance of the additional service.

Services separately identified and priced in the Pricing Proposal, including driveshaft removal and reinstallation, winching, lockout services, or other separately priced services, may be invoiced when actually required and authorized by the City.

The Contractor shall not impose charges that are inconsistent with the pricing established under the resulting contract.

3.10. Services Outside the Lakeland Electric Service Area

Services outside the Lakeland Electric service area shall be charged only in accordance with the applicable line item(s) established in the Pricing Proposal.

The Contractor shall not assess additional mileage, travel, fuel, or other charges unless such charges are expressly identified in the Pricing Proposal and authorized by the City.

When the requested destination is outside the normal service area and the applicable charge cannot be determined from the established contract pricing, the Contractor shall obtain authorization from an authorized City representative before incurring or performing any service that would result in an additional charge.

3.11. Vehicle and Equipment Protection

The Contractor shall exercise reasonable care in towing, recovering, loading, transporting, securing, and unloading City vehicles and equipment and shall use towing and recovery methods appropriate for the vehicle or equipment being serviced.

The Contractor shall take reasonable precautions to prevent damage to City vehicles, equipment, property, and other property during performance of the services.

The Contractor shall promptly notify the City of any accident, damage, loss, or other incident involving

City property occurring during performance of the services.

The Contractor shall be responsible for damage to City property resulting from the Contractor’s negligent acts or omissions in performing the services, subject to the terms and conditions of the resulting agreement.

3.12. Vehicle and Equipment Types

Services may be required for a variety of City-owned or leased vehicles and equipment, including, but not limited to, automobiles, pickup trucks, medium-duty vehicles, heavy-duty vehicles, utility line trucks, vacuum trucks, crane trucks, digger derrick trucks, refuse trucks, agricultural and off-road maintenance equipment, construction equipment, trailers, and other specialized vehicles and equipment. Vehicle and equipment weights may range from 0 to 75,000 pounds GVWR or as otherwise identified in the Pricing

Proposal.

3.13. Air Bags/Supplemental Restraint Systems

Many City vehicles and equipment are equipped with air bags or other supplemental restraint systems.

Any inadvertent deployment of an air bag or supplemental restraint system resulting from the acts or omissions of the Contractor or its personnel shall be the responsibility of the Contractor.

3.14. Personnel

The Contractor shall provide sufficient qualified personnel to perform all services required under the contract.

Personnel operating towing, recovery, or transportation equipment shall possess all licenses, certifications, endorsements, or other qualifications required by applicable federal, state, and local law for the equipment being operated and services being performed.

Contractor personnel shall conduct themselves professionally while performing services for the City and shall comply with applicable City safety and site-access requirements while on City property.

3.15. Subcontracting

The Contractor shall remain fully responsible for the performance of all services required under the resulting contract, including services performed by any approved subcontractor.

Use of a subcontractor shall not relieve the Contractor of its responsibility to satisfy the City’s response-time, insurance, safety, equipment, pricing, or other contractual requirements.

No subcontractor may charge the City directly unless specifically authorized by the City.

3.16. Invoicing and Service Documentation

The Contractor shall submit invoices containing sufficient information for the City to verify the services performed and the applicable contract pricing.

Each invoice shall identify, at a minimum:

a. Date and time the service request was received;

b. Date and time the Contractor arrived at the requested service location;

c. City vehicle or equipment identification number, when available;

d. Vehicle or equipment type or description;

e. Pickup location;

f. Destination;

g. Service performed;

h. Applicable contract pricing line item(s); and

i. Name or other identification of the City representative requesting or authorizing the service.

Charges not supported by the resulting contract pricing or otherwise authorized by the City may be rejected.

3.17. Additional Services and Charges

The Contractor shall not perform services resulting in charges outside the established contract pricing without prior authorization from an authorized City representative.

If an unforeseen condition requires a service or charge not included in the Pricing Proposal, the

Contractor shall advise the City of the condition and obtain authorization before proceeding, except when immediate action is reasonably necessary to protect persons or property.

Authorization of an additional service does not authorize the Contractor to establish new recurring rates or otherwise modify the contract pricing.

3.18. Cancellation of Service Requests

The City may cancel a service request when the requested towing, recovery, or transportation service is no longer required.

3.19. Contract Term, Renewal, and Price Adjustments

The initial term of the resulting contract shall be for one (1) year from the effective date of the contract.

The City shall have the option to renew the contract for up to four (4) additional one-year periods.

Pricing shall remain firm for the initial contract term. Prior to each renewal period, the Contractor may submit a written request for a price adjustment, together with documentation supporting the requested adjustment. Any requested price adjustment shall be subject to negotiation and written approval by the

City. The City is under no obligation to approve a requested price adjustment.

If the parties are unable to agree upon pricing for a renewal period, the City may elect not to exercise the renewal option. Renewal shall be at the sole discretion of the City and shall not create any right or expectation of renewal on the part of the Contractor.

4. MINIMUM REQUIREMENTS

4.1. MINIMUM REQUIREMENTS

• Experience: Proposer must have a minimum of three (3) years of experience providing towing, recovery, and transportation services of similar size, scope, and complexity.

• Comparable Experience: Proposer must identify a minimum of three (3) contracts or projects of similar size, scope, and complexity performed within the past three (3) years.

• References: Proposer must provide a minimum of three (3) references who can provide information regarding the Proposer’s past performance on comparable services.

• Availability: Proposer must be capable of providing towing, recovery, and transportation services twenty-four (24) hours per day, seven (7) days per week, including weekends and holidays.

• Response Time: Proposer must demonstrate its ability and agree to have the appropriate towing or recovery vehicle arrive at the requested service location within one (1) hour following notification by an authorized City representative.

• Equipment Capability: Proposer must have access to sufficient towing, recovery, and transportation equipment necessary to perform all services required by this RFP, including equipment capable of servicing the vehicle and equipment weight classifications identified in the Scope of Work and Cost Proposal.

• Staffing and Dispatch Capability: Proposer must maintain sufficient qualified personnel and dispatch capability to provide the required services and meet the City’s required response time throughout the term of the contract.

• Licenses and Authorizations: Proposer must possess and maintain all licenses, registrations, permits, and other authorizations required by applicable federal, state, and local law to perform the services required under this RFP.

5. REQUIRED PROPOSAL SUBMITTALS

5.1. REQUIRED PROPOSAL SUBMITTALS

The following documents and information are required as part of the Proposer’s response. Proposers are responsible for ensuring that all required documents are complete, properly executed, and submitted through the City’s e-Procurement Portal by the Proposal Deadline. Failure to submit required documentation may result in the Proposal being deemed non-responsive, subject to the City’s authority to waive minor informalities or irregularities as permitted by applicable law and City policy.

• W-9 – Required Upload

Upload a completed and signed IRS Form W-9 (Request for Taxpayer Identification Number and

Certification). The legal business 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.

• Florida Division of Corporations (Sunbiz) Registration – Required Upload

Upload documentation from the Florida Department of State, Division of Corporations (Sunbiz), showing the Proposer’s current business registration. The legal business name must correspond with the name provided in the Proposal and W-9.

• Hold Harmless/Indemnification Agreement – Required Upload

Complete and upload the City’s Hold Harmless/Indemnification Agreement. The agreement should 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 the response and the name provided on the

Proposer’s W-9.

• Human Trafficking Affidavit – Required Upload

Complete and upload the City’s Human Trafficking Affidavit in accordance with Section

787.06(14), Florida Statutes. The affidavit must be completed in its entirety, signed by an authorized officer or representative of the Proposer under penalty of perjury, and properly notarized. The legal business name identified on the affidavit must exactly match the legal business name of the Proposer submitting the response and the name provided on the Proposer’s

W-9.

6. 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 Proposal

Cost will be evaluated based upon the

Proposer’s pricing submitted in the Pricing

Proposal. Estimated annual quantities will be used solely for evaluation purposes and do not represent guaranteed quantities. Cost scoring will be calculated using the methodology established in this RFP.

Cost Scoring Methodology:

The Proposer with the lowest Evaluated Annual

Cost will receive the maximum forty (40) points. All other Proposers will receive proportionate points calculated as follows:

Lowest Evaluated Annual Cost ÷ Proposer’s

Evaluated Annual Cost × 40 = Cost Score

The Evaluated Annual Cost will be determined by multiplying each proposed unit price by the corresponding estimated annual quantity and totaling all extended amounts. Estimated quantities are provided solely for evaluation purposes and do not guarantee any minimum or maximum amount of work.

Points Based 40 (40% of Total)

2. Location/Service Coverage

Evaluation will consider the location of the

Proposer’s operational facility or facilities from which services under this contract will be dispatched, proximity to the City’s service area, and the Proposer’s demonstrated ability to provide timely and reliable coverage throughout the required service area.

Points Based 30 (30% of Total)

3. Experience and Past Performance

Evaluation will consider the Proposer’s experience providing towing, recovery, and transportation services of similar size, scope, and complexity; experience servicing commercial, governmental, or comparable vehicle fleets; past performance; and information obtained from references provided with the Proposal.

Points Based 20 (20% of Total)

4. Operational Capacity and Response Capability

Evaluation will consider the Proposer’s staffing, dispatch capabilities, available towing and recovery equipment, heavy-duty towing capability, ability to accommodate multiple or simultaneous service requests, backup resources, and demonstrated ability to satisfy the City’s required response time on a 24-hour-per-day, seven-day-per-week basis.

Points Based 10 (10% of Total)

7. INSURANCE AND SAFETY REQUIREMENTS

7.1. 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:

7.2. 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.

7.3. 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.

7.4. 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.

7.5. 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.

7.6. 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

7.7. 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

7.8. 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.

7.9. 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.

7.10. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/303190/document?section=2910685

8. 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.

8.1. 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.

8.2. 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.

8.3. 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.

8.4. 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.

8.5. 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.

8.6. 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.

8.7. 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.

8.8. 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.