Annual_Water_Treatment_Plant_High_Service_Pump_Maintenance_Contractor_(Addendum_#1_Revision).pdf

REQUEST FOR PROPOSAL

2026-RFP-129

ANNUAL WATER TREATMENT PLANT HIGH SERVICE PUMP

MAINTENANCE CONTRACTOR

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: October 5, 2026

DEADLINE FOR QUESTIONS: October 21, 2026

RESPONSE DEADLINE: October 29, 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 Water Treatment Plant High Service Pump Maintenance

Contractor

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. REQUIRED PROPOSAL SUBMITTALS

V. SELECTION CRITERIA

VI. INSURANCE AND SAFETY REQUIREMENTS

VII. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

VIII. VENDOR QUESTIONNAIRE

IX. PRICING PROPOSAL

Attachments:

A - Indemnification 2026 Contractor

G - Human Trafficking Affidavit

H - Dimensions for Combee Plant

I - List of pumps

J - Dimensions for Williams Plant

Request For Proposal #2026-RFP-129 Title: Annual Water Treatment Plant High Service Pump Maintenance Contractor

1. NOTICE

Annual Water Treatment Plant High Service Pump Maintenance Contractor

FOR THE CITY OF LAKELAND

Monday, October 5, 2026

RFP No.2026-RFP-129

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

Procurement Portal (“Portal”), until 3:30 pm – Thursday, October 29, 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 Water Treatment Plant High Service Pump Maintenance Contractor.

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 Wednesday, October 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 Wednesday, October 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 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 Water Utilities Department is seeking the services of a qualified and experienced

Peerless & Flowserve pump contractor to provide annual inspection, maintenance, repair, and testing services for vertical turbine & split case horizontal high service pumps located at the T.B. Williams and C.

Wayne Combee Water Treatment Plants, as well as the Highlands, Southwest & Southeast Booster

Stations. The selected contractor shall possess demonstrated expertise in vertical turbine pump systems and provide preventative maintenance services to ensure reliable operation and minimize downtime of critical water production and distribution equipment.

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. Background

The City of Lakeland Water Utilities Department operates two water treatment plants and booster stations that are critical to maintaining reliable water service to the community. The vertical turbine & split case horizontal high service pumps at these facilities play a vital role in the treatment and distribution process and require routine preventative maintenance, inspection, and repair to maintain operational efficiency and system reliability.

The intent of this contract is to establish an annual maintenance agreement with a qualified contractor capable of providing specialized pump services, technical expertise, emergency support, and recommendations for repair or replacement when necessary. The contractor shall have experience working on similar municipal water utility systems and be capable of coordinating work schedules to minimize operational disruptions.

2.3. Contact Information

Linda Alspaugh

Purchasing Agent

1140 East Parker Street

Lakeland, FL 33801

Email: linda.alspaugh@lakelandgov.net

Phone: (863) 834-8787

Department:

Water Utilities - Production

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.

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

Estimated Schedule

RFP release October 5, 2026

Pre-Proposal Meeting (Non-Mandatory) October 14, 2026, 10:00am

T.B. Williams Water Treatment Plant. 2100

Interstate Drive Lakeland, FL 33805

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

RFP proposal due date October 29, 2026, 3:30pm

3. SCOPE OF WORK

3.1. Description of Work

The Contractor shall furnish all labor, materials, equipment, transportation, and incidentals required to remove, inspect, repair, modify, test, and reinstall the City of Lakeland’s existing vertical turbine & split case horizontal high service pumps listed by the Owner.

Work shall include removal of the motor from the discharge head (electrical disconnected by City staff) and set aside in a location directed by the City staff, removal of the pump assembly, transport of pumps to a local service center, complete teardown and inspection, development of a repair quotation, completion of approved repairs, reassembly, testing, return transport, reinstallation, and final field startup/testing.

The Contractor shall provide an inspection report identifying measured tolerances, condition of components, recommended repairs, required modifications, and additional deficiencies required to restore the pumps to original factory condition.

A single Contractor shall maintain full responsibility for repair, installation, performance, and operational integrity of the pumping system.

3.2. Contract Term

This contract shall remain in effect from October 1, 2026 through September 30, 2027. The agreement may be renewed for up to four (4), additional one-year terms upon mutual written agreement.

3.3. General Requirements

Vendor Qualifications & Quality Assurance

• All work shall comply with applicable federal, state, local, and industry standards.

• Contractor shall be solely responsible for pumping unit repairs.

• Contractor shall provide a minimum of three (3) references for similar municipal work completed within the last five (5) years.

3.4. References & Applicable Standards

Work shall comply with current applicable ANSI/AWWA, ASTM, AFBMA, Hydraulic Institute, NEMA, OSHA, FDEP, and City of Lakeland standards.

3.5. Submittals

Contractor shall provide:

• Shop location and contact information

• Proposed subcontractors or third-party vendors

• Florida municipal references

• Work plan for inspection/testing

• Shop drawings and repair modifications

• Material details for replacement parts

• Performance curves (when applicable)

• Detailed repair quotation

• Repair schedule

3.6. Warranty

The Contractor shall provide an unconditional written warranty covering workmanship and materials for one (1) year from startup of the repaired pump.

3.7. Transport, Delivery, & Handling

• Contractor shall provide cranes, rigging, transport, loading, unloading, and handling.

• Pumps shall be transported to and from service centers.

• Spare parts shall be properly labeled and delivered to Owner.

• Equipment shall be inspected and safeguarded upon delivery.

3.8. Scheduling & Work Coordination

• Owner will coordinate removal and replacement schedule.

• Owner will disconnect and lock out electrical equipment.

• Contractor shall remove motors and pump assemblies.

• Owner shall provide blind flanges and Contractor shall protect exposed openings.

• Inspection/report shall be completed within ten (10) calendar days.

• Startup shall begin within three (3) days of motor reinstallation.

• Contractor shall provide required power unless incidental power is provided by Owner.

3.9. Safety & Site Requirements

• All tools/equipment shall meet OSHA and City of Lakeland safety requirements.

• Personnel shall sign in and out at designated site entrances.

• Safe lifting, transport, and installation practices are required.

3.10. Technical Requirements

Discharge Heads

• Sandblast and inspect all discharge heads.

• Repair areas below 50% thickness; replace cast iron heads below 50% thickness.

• Replace or machine stuffing boxes.

• Install owner-supplied mechanical seals.

• Gasket seal boxes shall be replaced as required to insure proper sealing and operation.

• Replace stuffing box bearings.

• Apply 8–10 mil ANSI/NSF certified food-grade epoxy coating suitable for potable water service.

Pump Column

• Replace column O-rings

• Replacement pipe shall match original design and ASTM A53/A36, Schedule 30 minimum.

• Repair below 50% wall thickness.

• Replace sections at 25% thickness or less.

• Apply 8–10 mil ANSI food-grade epoxy coating.

• Apply anti-seize at threaded joints.

Line Shafting

• All line shaft bearings shall be replaced with new rubber line shaft bearings during pump reconditioning.

• Straighten shafting to 0.0005” per foot tolerance.

• Repair threads as necessary.

• Replace non-restorable shafting with 416SS shafting and 410SS couplings.

• Maintain required shaft segments.

• Contractor shall be capable of reed critical frequency analysis.

Bowl Assembly

Bowl assemblies shall be completely disassembled, cleaned, inspected, and restored to original factory condition.

Required repairs shall include:

• Replacement of upper bowl bearings.

• Replacement of suction bell bearings.

• Inspection and polishing of suction bell bearing surfaces.

• Replacement of bowl O-rings.

• Replacement of bronze sand collars.

• Replacement of worn-wear rings where required.

• Replacement of taper lock assemblies.

Impellers

Damaged or worn impellers shall only be replaced when deemed necessary for proper pump operation and with prior approval from the City.

• Replacement of damaged or worn impellers.

• New impellers shall be ASTM B148 bronze minimum.

The Contractor shall provide a detailed inspection report for each impeller removed from service. The report shall include:

• High-resolution color photographs of each impeller before cleaning and after cleaning.

• Photographs of all areas exhibiting wear, erosion, cavitation, corrosion, cracking, pitting, or other damage.

• Measured dimensions and wear tolerances compared to manufacturer specifications.

• Identification of any repairs recommended or performed.

• A determination as to whether the impeller is suitable for reuse or requires replacement.

• Documentation supporting the recommendation for replacement, including photographs and measured wear data.

No impeller replacement shall be performed without prior Owner approval unless specifically authorized in writing. The inspection report shall be submitted with the repair quotation for Owner review.

3.11. Execution, Inspection, & Testing

Inspection & Shop Testing

• Contractor shall transport pumps for testing and evaluation.

• Reports shall include photographs and documented findings.

• Quotation shall include repairs, upgrades, labor, and schedule.

• No repair work beyond teardown, inspection, and preparation of the repair quotation shall proceed without written authorization from Owner.

• Pumps shall be returned for installation after repairs.

Pump Installation

• Install per manufacturer recommendations, approved shop drawings, and industry standards.

• Inspect parts for completeness, cleanliness, and defects.

• Verify shaft rotation, alignment, and end play.

• Contractor shall install pump, driver, and piping connections.

• Written installation certification shall be provided.

3.12. Disinfection Requirements

Contractor shall disinfect pump assemblies, bowls, columns, piping, and related potable water components per FDEP standards.

3.13. Field Acceptance Testing & Startup

• Operate each unit to verify stable operation.

• Confirm no excessive vibration, overheating, overloading, or abnormal conditions.

Performance Requirements

• Maximum vibration: 0.1 in/sec or current Hydraulic Institute limits.

• Maximum shaft run-out: 0.008 inches per foot.

• Verify lateral settings.

• Verify motor amperage, voltage, and operating tolerances.

• Verify process control sequencing with Owner.

Contractor shall provide vibration readings, amperage readings, and final operating data as part of the startup report.

3.14. Final Adjustments & Corrective Work

Contractor shall make final adjustments and correct or replace defective work at no additional cost to Owner.

3.15. Instructions to Contractors- Evaluation Criteria:

Each Proposal Submittal will be evaluated on a total score basis, with a maximum score of one hundred (100) points per Evaluation Committee member.

• Cost - 40 points

• Years of Experience maintaining Vertical and Horizontal Turbine Pumps - 15 points

• Access to OEM or approved replacement parts – 15 points

• Location - 10 points

• Warrant provided on maintenance and repairs – 10 points

• Schedule and Response Time – 10 points

4. 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.

4.1. 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.

4.2. 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.

4.3. 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.

4.4. 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.

5. 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 Points Based 40

(40% of Total)

2. Years of Experience maintaining

Vertical and Horizontal Turbine

Pumps

10-15 years - 15 points

5-9 years - 10 points

0-4 years - 5 points

Points Based 15

(15% of Total)

3. Access to OEM or approved replacement parts –

Points Based 15

(15% of Total)

4. Location

Polk County 10 points

Outside Polk County 5 points

Points Based 10

(10% of Total)

5. Warrant provided on maintenance and repairs

Points Based 10

(10% of Total)

6. Schedule and Response Time Points Based 10

(10% of Total)

6. INSURANCE AND SAFETY REQUIREMENTS

6.1. 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:

6.2. 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.

6.3. 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.

6.4. 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.

6.5. 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.

6.6. 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

6.7. 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

6.8. 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.

6.9. 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

6.10. Crane or Riggers Liability

This insurance covers legal liability protection for the individual or business entity when acting as a rigger for the property of others in their care, custody and control.

The liability limits shall not be less than:$150,000

6.11. Professional Liability/Malpractice/Errors or Omissions Insurance

The Other Party shall carry professional malpractice insurance throughout the term of this Contract and shall maintain such coverage for an extended period of three (3) years after completion and acceptance of any work performed hereunder. At all times throughout the period of required coverage, said coverage shall insure all claims accruing from the first date of the Contract through the expiration date of the last policy period. In the event that Other Party shall fail to secure and maintain such coverage, Other Party shall be deemed the insurer of such professional malpractice and shall be responsible for all damages suffered by the City as a result thereof, including attorney’s fees and costs.

The liability limits shall not be less than:NO VALUE

6.12. 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.

6.13. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/311555/document?section=2967733

7. 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.

7.1. 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.

7.2. 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.

7.3. 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.

7.4. 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.

7.5. 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.

7.6. 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.

7.7. 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.

7.8. Supplemental #10: Lock-Out-Tag-Out (LOTO)

Contractors must follow OSHA 29CFR§1910.147 for The Control of Hazardous Energy covering the LOTO of all equipment and systems posing an energy hazard. Energy can be both electrical and mechanical. All sources of hazardous energy must be locked and tagged to reduce the potential for injury or death of workers. It is the Contractor’s responsibility to have a proven LOTO program and the equipment to perform LOTO on equipment or systems prior to work being performed.

7.9. Supplemental #14: Crane Safety

All crane operations must be conducted according to OSHA 1910.180 standards. All crane operators must be certified or licensed per OSHA 1910.180 standards. No employees will be allowed to stand or pass under a suspended load. All load suspension areas will be properly barricaded. All swing points of the crane will be properly barricaded. Operators will not leave the crane cab while the load is suspended. All cranes, hooks, and rigging will be inspected daily. The City’s Safety representative reserves the right to inspect all worksites and advise the Contractor or their representatives on adjusting the work area, if needed. Lift plans are required for critical lifts. Critical lifts are loads >85% of crane capacity, two or more cranes required for the lift, lifts in high-risk areas, lifts involving significant value

‘on the hook’. Lift plans shall include the most extreme boom angle, heaviest weight, ground bearing pressure under the crane mats and rigging to be used. Ground bearing pressures should typically be less than 3000psf but may be more stringent depending on engineering review. Lift plans shall be submitted no less than 3 days ahead of the lift. Pre-lift meetings with everyone involved shall be conducted and documented prior to making the lift. Riggers and signalmen must have up-to-date training.

7.10. Supplemental #17: Risk Management Plan (RMP): Glendale and Williams Water Treatment Plants

A. Contractor Qualifications

1. The Plant Superintendent (W. Carl Dicks and Williams Water Treatment) or their designees shall be responsible for requesting Contractor safety qualifications, establishing and maintaining a RMP – Approved Contractor List, maintaining Contractor safety qualifications records, performing periodic Contractor audits and maintaining the Contractor Injury and

Illness Log.

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

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

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

4. Contractors working on a City Plant 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 Contractor 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. Requisitioning Contractor Services

When requisitioning Contractor services to perform work on or near any Chlorine facilities City employees shall choose only Contractors who have been listed on the RMP – Approved

Contractor’s List.

7.11. Supplemental #20: Process for Contractor RMP Approval, Water Treatment Facilities

Williams Water Treatment Plant and Combee Water Treatment Plant, contain chlorine in such quantity that is covered in the RMP standard.

In accordance with 29 CFR 1910.119 (h) (1) (Process Safety Management), the City - Lakeland Electric -

Energy Supply and the Department of Water Utilities is required to review the safety performance and safety program of Contractors who perform maintenance or repair, turnaround, major renovation, or specialty work on or adjacent to systems that are covered by the standard as part of the evaluation used to determine the award of contracts. For a company to be evaluated for award of the contract, a completed, signed and dated Contractor Safety Evaluation form must be submitted along with a copy of the Contractor’s Experience Modification Rate (EMR) on Insurance Company Letterhead. Failure to submit the Contractor Safety Evaluation will remove the Contractor from the qualified RMP approved contractor/vendor list and the contractor will not be eligible for award of City contracts.

All Contractors awarded work that is on the systems covered by the Process Safety Management

Standard, must have the following documentation available upon request. Documentation includes verification that all Contractor employees have received training in the potential fire, explosion, or toxic release hazards related to his/her job and the process and the applicable provisions of the emergency plan. The documentation must include the identity of the Contractor employee, the date of the training, and the means used to verify that the employee understands the training. In addition, a Pre-Work Safety

Assessment (PSA) or Job Hazard Analysis (JHA) is required for all work on systems covered by the

Process Safety Management Standard and the PSA or JHA must be reviewed by all personnel involved in the work prior to the work beginning, and as needed, during the progress of the work. Any modification to the PSA or JHA during the job must be approved by the senior contractor supervisor on site.

All Contractors awarded work that is on the systems covered by the Process Safety Management

Standard shall report any injuries or illness related to work in the process areas immediately and shall provide an injury and illness log on a weekly basis to the City of Lakeland Safety Representative.

All Contractors awarded work that is on the systems covered by the Process Safety Management

Standard shall comply with all other pertinent provisions of 29 CFR 1910.119 that are not specifically mentioned in this document.

7.12. 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…