Automotive_Batteries_(Addendum_#1_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cityofgainesville.org

RTSX-260005-DS

AUTOMOTIVE BATTERIES

RELEASE DATE: April 28, 2025

RESPONSE DEADLINE: June 11, 2025, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

Automotive Batteries

Table Of Contents

1. INTRODUCTION

2. DEFINITION OF TERMS

3. SCOPE OF WORK/SPECIFICATIONS

4. TERMS AND CONDITIONS OF SOLICITATION

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

6. AWARD

7. CONTRACT

8. GENERAL TERMS AND CONDITIONS

Attachments:

A - Draft Contract B - Anti-Human Trafficking Affidavit

C - BID PRICES

1. INTRODUCTION

1.1. Summary

It is the intent of the City of Gainesville to obtain bid responses for ready and economical sources for automotive batteries to meet the needs of the Regional Transit System (RTS) and City Fleet Management. The batteries covered by this Bid represent those normally procured from local automotive parts suppliers. Contract is for two years from October 1, 2025 through September 30, 2027.

1.2. Background

Gainesville is the largest city and also the county seat of Alachua County. It serves as the cultural, educational and commercial center for the north central Florida region.

The city provides a full range of municipal services, including police and fire protection; comprehensive land use planning and zoning services; code enforcement and neighborhood improvement; streets and drainage construction and maintenance; traffic engineering services; refuse and recycling services through a franchised operator; recreation and parks; cultural and nature services; and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a municipal airport, a 72-par championship golf course and a utility.

Gainesville is home to Florida's largest and oldest university, and is one of the State’s centers for education, medicine, cultural events and athletics. The University of Florida and UF Health Hospital at UF are the leading employers in Gainesville and provide jobs for many residents of surrounding counties. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida.

1.3. Procurement Representative

Daphyne Sesco

Procurement Specialist 3 sescoda@cityofgainesville.org

Respondents shall submit all inquiries regarding this bid via the City of Gainesville Procurement Portal, located at https://procurement.opengov.com/portal/cityofgainesville Please note the deadline for submitting inquiries. All answers to inquiries will be posted via Addendum on the City of Gainesville Procurement Portal. Respondents shall click “Follow” on this bid to receive an email notification when Addenda are posted. It is the responsibility of the respondent to check the website for answers to inquiries.

1.4. Timeline

Release Project Date: April 28, 2025 https://go-rts.com/ https://www.flygainesville.com/ http://gru.com/ https://procurement.opengov.com/portal/cityofgainesville

Question Submission Deadline: May 20, 2025, 11:59pm

Response Submission Deadline: June 11, 2025, 3:00pm

2. DEFINITION OF TERMS

2.1. DEFINITION OF TERMS

A. Addendum/Addenda: Written or graphic document(s) issued prior to the Response due date, which make additions, deletions, or revisions to the solicitation or contract documents.

B. Agreement: A written Contract between two or more Parties. “Contract” and “Agreement” are synonymous.

C. Bid: The written response to a Solicitation.

D. CITY: City of Gainesville

E. Cone of Silence: The period between the issue date of the solicitation and the time CITY Officials and

Employees award the contract.

F. Due Date: The date the response is due.

G. Lobbying: When any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by CITY officials and employees, except as authorized by procurement documents.

H. Non–Responsive: A response that does not meet the material requirements of the solicitation.

I. Redacted: means that the confidential/proprietary information in the proposal has been obscured so that it cannot be read.

J. Respondent: An individual or business entity that submits a response to a Solicitation.

K. Response: A written document submitted by a Respondent in reply to Solicitation.

L. Responsive: A response that conforms in all material respects to the requirements set forth in the

Solicitation.

M. Solicitation: A written document issued by an agency to obtain information or pricing for goods and/or services. May also be referred to as an Invitation to Bid (ITB), Request for Proposal (RFP), Request for

Quotation Quote), Invitation to Negotiate (ITN) or Request for Statement of Qualifications (RFSQ).

N. Work: Activity involving mental or physical effort done in order to achieve a purpose or result requested in the scope.

O. Unredacted: means that the entire document, including the confidential/proprietary information, has not be obscured and is visible for the evaluation team to use in their evaluation process.

3. SCOPE OF WORK/SPECIFICATIONS

3.1. MINIMUM QUALIFICATIONS

• Bidders shall have been in the Automotive Batteries business for a minimum of five (5) years servicing accounts of a size similar to the City of Gainesville.

• Bidder must be an authorized reseller, distributor or dealer.

• Bidder must guarantee an 12-month minimum full replacement warranty.

3.2. SCOPE OF WORK

3.1 GENERAL DESCRIPTION

It is the intent of the City of Gainesville to obtain bid responses for ready and economical sources for automotive batteries to meet the needs of the Regional Transit System (RTS) and City Fleet Management. The batteries covered by this Bid represent those normally procured from local automotive parts suppliers. Contract is for two years from October 1, 2025 through September 30, 2027.

This is a partial requirements contract for the batteries as may be required for the continuous upkeep, maintenance, and repair of the City-owned equipment and will cover any equipment procured during the contract period.

The City reserves the right to purchase batteries from state contract or from other another supplier when contractor is unable to meet the delivery schedule.

3.2 SCOPE OF WORK/SPECIFICATIONS

A. Wet Batteries - Wet batteries shall be fully charged and ready to be placed in service. Wet batteries supplied in accordance with this specification held in stock over four (4) months shall be replaced with new full charged batteries at no charge to the City.

B. Dry Batteries - Charged and dry batteries intended for storage in the charged and dry condition shall be fully charged at the factory, but dried or drained with practically all the electrolyte removed. The vent hole of each cell shall be closed by easily removable, air tight, and moisture proof type seals. Seals are not required if batteries are enclosed in sealed six sided cartons. Charged and dry batteries shall be furnished with electrolyte in a separate container. Electrolyte for charged and dry batteries must be individually packaged for each dry battery delivered and shall be of one single mixture, ready for use with a specific gravity of 1.265+ 0.005 at 80 degrees F.

C. Label and Covers - All batteries shall be labeled with brand name and marked or coded with manufacturer’s battery number, BCI group number, cranking performance amps and number of month’s warranty. Battery terminals shall be protected with covers or batteries shall be in cardboard boxes or wrapped in plastic. All batteries shall be NEW, SOUND, CLEAN, FRESH STOCK and coded with date of manufacturer.

D. Complete product information, including technical and descriptive literature should be submitted with the bid. The information submitted shall be sufficiently detailed to indicate that the items bid meet or exceed specifications. However, the successful contractor shall have the sole responsibility of ensuring that items furnished are in accordance with the specifications.

E. This specification covers lead alloy sulfuric acid type storage batteries, vehicular, ignition, lighting and starting types, wet charged, and charged and dry.

F. The City will not accept a pro-rate adjustment schedule.

G. All batteries purchased by the City of Gainesville must have a date code affixed to the battery. The date code on the battery will indicate the month and year the battery was activated by the vendor and SAE number and date of manufacture and warnings. A second sticker must accompany the new battery, to be applied to the old battery, to be returned to the contractor and should indicate date and battery identification number of the battery. All labels are to be acid resistant.

H. The awarded contractor may not substitute batteries from another manufacturer without specific written approval from RTS or City Fleet Management.

I. All batteries shall have size, power and expected life clearly identified and attached. Power and size shall meet Factory and SAE J537H Standards.

J. The awarded contractor will supply a list of battery usage charts, which will cover all the vehicles that the City currently operates. The list should cross-reference to Original Equipment batteries.

3.3 DELIVERY

A. The City desires a weekly re-stock of battery inventory levels.

B. Bidder shall state guaranteed delivery time for both stock parts and non-stock parts on the Bid Form.

C. Time is of the essence, and failure to meet the delivery time specified can constitute a breach of contract.

D. Only those orders placed with a purchase order number are considered authorized.

E. Contractor will allow for a weekly core return schedule.

F. Delivery shall be to the following locations:

Regional Transit System

34 SE 13th Road

Gainesville, Fl. 32601

City Fleet Management Springhill Garage

3805 NW 97th Blvd

Gainesville, FL 32606

City Fleet Management

6317 NW 16th St

Gainesville, FL 32653

G. The performance time may be a factor in the evaluation of the Bid. The performance time shall be defined as the anticipated time period expected to elapse between receipt of orders and delivery of the item(s) to the specified point of delivery. Delivery times is a significant part of ability to perform and that failure to meet such schedules may result in termination of the Contract and may be considered in the evaluation of future bids.

H. The City shall have the right to pick up orders as desired.

I. Contractor shall insure that all orders delivered or picked up are complete with itemized sales forms or shipping documents.

J. Contractor is responsible for obtaining a signed receiving document from the City employee who receives the merchandise. The City will not be responsible for merchandise payments unless a receiving document supporting the Contractor’s invoice has been issued.

3.4 HAZARDOUS MATERIALS

A. All suppliers supplying parts and/or services shall comply with all local, state, and federal regulations pertaining to the storage, handling, and disposal of waste products both hazardous and non-hazardous.

B. Awarded Bidder(s) shall supply complete specifications for the product(s) awarded, including Safety

Data Sheets (SDS), upon request, during the contract term.

C. Contractor to provide any EPA required storage containers such as a battery pallet capable of containing a battery acid spill.

3.5 WARRANTIES

The warranty period shall begin on the date of installation as indicated by the City’s department’s work order.

• All batteries shall carry a minimum limited warranty as indicated on the price sheet.

• Copies of the manufacturer’s standard warranty should be supplied with the bid submittal.

• All products are to be replaced with a new battery of the same brand and model number without any additional cost, should failure occur during the first twelve (12) months of services.

3.6 CONTRACT REQUIREMENTS

A. The quoted price list or percent mark-up will establish a firm price structure for the duration of the contract.

B. In the event of sales and/or promotional events, the Contractor shall charge the City the lower of the sale price or the quoted discount level price.

C. The Contractor shall be responsible for invoicing the City on delivery of the items purchased.

E. The invoice should include the following information:

o Identifying purchase order number or vehicle number o Invoice Number and Date o Quantity Purchased o Unit Cost o Discount o Net purchase amount

F. RTS and City Fleet Management shall be furnished a monthly statement indicating their respective dollar amounts or purchases for the month. The statement will include:

o Invoice Number o Invoice Date o Invoice Amount

G. Monthly statements shall be mailed as follows:

Regional Transit System

Attn: Ronda Carney

P.O. Box 490, Mail Station 5

Gainesville, FL 32627 carneyrl@cityofgainesville.org rtsap@cityofgainesville.org

City Fleet Management

Attn: Barbara Beck

P.O. Box 490, Mail Station 54

Gainesville, FL 32627 beckbj@cityofgainesville.org fm_invoices@cityofgainesville.org

3.7 EMERGENCY CONTACT LIST

Successful contractor shall provide a list of Emergency Contact Personnel and their phone numbers who can be contacted twenty-four (24) hours a day.

3.8 REQUIRED LICENSES

All suppliers shall carry the required City, County, State and Federal licenses that apply to their business.

3.9 GUARANTEED PRICES

A. The Contractor will maintain on file at all times and accessible to appropriate City personnel all applicable manufacturers published price lists.

B. Contractor is required to guarantee the pricing rules and method of calculation to be firm for the entire contract period, i.e. if the quote is for jobber price level, then Contractor shall always charge at that level.

C. Pricing is firm for the initial six months, then the contractor may request one (1) adjustment to the contract price for the remainder of the contract period. The price adjustment shall be based on increases in the manufacturer’s published retail pricelist. The percentage discount shall not change during the entire term of the contract.

D. The discount level of Dealer, Stocking Dealer, or Jobber for each category of parts established by the bid including applicable additional discounts will be applied against the prices in effect and included on supplier’s appropriate price sheets at the time orders are placed. Prices must include delivery F.O.B.

destination. Net discount levels must remain in effect during the entire contract periods.

3.10 ORDERS/AUDIT/EXCHANGE

Submitting orders - The individual placing each order will identify the purchasing activity and the purchase order number, which must appear on all sales forms together with description, discount level (i.e., dealer, stocking dealer, or jobber) and the net cost. Upon delivery, the contractor must obtain the signature of the City employee receiving the parts and provide a copy of the sales form or shipping document.

Audit - The City reserves the right to audit the contractor’s price lists to assure the City is provided parts at net discount levels and net cost quoted on the bid.

Return of Parts/Exchange - All parts returned for credit, will be credited to the purchase order they were originally purchased on. At no time will cash refunds be made. At no time will a part be exchanged for another, without a credit memo and a new invoice being issued containing a notation of the applicable purchase order number.

Exchange items furnished by the Contractor will be billed at the exchange price. When the core (when applicable) is not provided by the City; a separate core charge is permissible. When the core is provided, a credit slip will be issued.

3.11 AWARD BASIS

Award will be to the lowest responsive, responsible bidder. Each item’s Net Cost will receive points based upon the following table. The bidder with the highest total points overall will receive the award.

Note: Should there be a point distribution tie between vendors, then the award will be made to the most responsive vendor with the lowest overall total price (not total points). Determination of the most responsive vendor for this bid will be the vendor who bid on every item or more items than any other vendor did.

Example Point Distribution by Net Cost:

5 = Lowest Price 4 = Next Lowest Price 3 = New Lowest Price 2 = Next Lowest Price 1 = New Lowest Price

0 = No Price

The number of bidder responses received may determine the actual number of “…Lowest Price” levels, which may vary from the example given.

4. TERMS AND CONDITIONS OF SOLICITATION

4.1. DISTRIBUTION OF INFORMATION

Respondents must submit all inquiries regarding this bid via the City Procurement Portal ("eProcurement Portal") at https://procurement.opengov.com/portal/CityofGainesville. Please note the deadline for submitting questions. All answers to questions will be posted in the eProcurement Portal. To receive notifications when answers are posted, respondents should select "Follow" on the bid title. It is the respondent's responsibility to monitor the website for answers to inquiries.

4.2. PRE-SOLICITATION MEETING

Attendance at the pre-solicitation meeting is strongly recommended as it provides an opportunity to discuss the project's scope of work, procedures, and specifications directly with the Project Manager. This meeting is the only time during the bid process when bidders can ask questions directly.

If special accommodations are required to attend a pre-solicitation meeting or bid opening, please contact the Procurement Representative at least 72 hours in advance.

NOTE: Failure of bidder to attend a mandatory pre-solicitation meeting will result in disqualification of a submitted response.

4.3. PROHIBITION OF LOBBYING

To ensure fair consideration, consistent and accurate dissemination of information for all respondents, the CITY prohibits communication to or with any department, employee, or agent evaluating or considering proposals during the submission process, except as authorized by the Procurement Division representative. Additionally, the CITY prohibits communication initiated by a respondent to any CITY official or employee evaluating or considering the proposals (up to and including the City Commissioners) before the time an award decision has been made. Any communication between proposer and the CITY required to obtain information or clarification for preparing a bid or to enable a proper, accurate evaluation of a proposal will be handled solely through the Procurement Division staff. Any communications initiated between the respondent and the CITY outside these parameters may be grounds for disqualifying the offending respondent from consideration for award of the proposal and/or any future proposal.

Lobbying means when any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by the CITY officials and employees, except as authorized by procurement documents.

4.4. CONE OF SILENCE

During the Cone of Silence, except as pursuant to an authorized appeal, no person may lobby on behalf of a competing party in a particular procurement process, no person may lobby CITY officials or employees except https://procurement.opengov.com/portal/CityofGainesville the Procurement Division designated staff. Violation of this provision shall result in disqualification of the party on whose behalf the lobbying occurred.

The Cone of Silence is the period between the issue date of the solicitation and the time the CITY Officials and Employees award the contract.

4.5. DETERMINATION OF RESPONSIBLE BIDDER

As a part of the proposal evaluation process, the CITY reserves the right to conduct a background investigation of bidder, including a record check by the Gainesville Police Department if the qualifications require it. Bidder’s submission of a proposal constitutes acknowledgment of the process and consent to such investigation.

No contract will be awarded to any respondent who is in arrears to the CITY for any debt, fee, tax, or contract, or who is a defaulter as surety or in any other capacity, upon any obligation to the City. Additionally, any respondent determined to be not responsible by the CITY pursuant to Pro-01 Procurement Administrative Guidelines, C.2.ii., will not be awarded a contract.

Respondent must demonstrate that it is responsible as defined in the City of Gainesville’s Pro-01 Procurement Administrative Guidelines, C.2.ii., as may be amended.

These criteria assess the respondent's capability to perform.

A. The ability of the bidder to successfully carry out a proposed contract.

B. Past performance (including reference check), experience, business and financial capabilities, skills, technical organization, legal eligibility and reliability.

If it is determined that the respondent is not responsible, the CITY may notify respondent of its finding, including evidence used, and allow respondent the opportunity to come into compliance within three (3) business days of notification.

If selected, respondent must either update or complete CITY’s vendor application, pay business tax (if applicable), and register with the State of Florida (if required by law).

4.6. RESPONSIVENESS OF BID

A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in the solicitation, is of timely submission through the eProcurement Portal, and has the appropriate signatures as required on each document. Failure to comply with these requirements may deem the proposal non-responsive (Pro-01 Procurement Administrative Guidelines , C.2.i.)

Each proposal shall be reviewed to determine if the proposal is responsive to the submission requirements outlined in the solicitation.

4.7. EXAMINATION OF SOLICITATION DOCUMENTS - FULLY INFORMED

RESPONDENT

A. Prior to responding to the Solicitation, Respondents are responsible for the following: (1) examining the

Solicitation thoroughly, (2) considering federal, state and local laws and regulations that may impact or affect cost, progress, performance or furnishing of the Work, (3) studying and carefully correlating

Respondent’s observations with the Solicitation, and (4) notifying the Procurement Representative of all conflicts, errors or discrepancies in the Solicitation.

B. Respondents are expected to become fully informed as to the requirements of the Specifications and failure to do so will be at their own risk. Respondents cannot expect to secure relief on the plea of error.

C. A Respondent who is aggrieved in connection with the specifications of this Solicitation may protest in writing to City of Gainesville Procurement at least within five (5) work days of the solicitation posting date.

4.8. PROPOSAL SUBMISSION INSTRUCTIONS

The bid response, containing all required documents, with authorized signatures, must be submitted in OpenGov by 3:00 p.m. on the due date indicated on the Solicitation Cover Page. OpenGov will reject late proposals, and the City will not accept proposals submitted in any other manner that through OpenGov.

Both the response and the price proposal, if required to be submitted as a separate document, must be signed by an officer of the business who is legally authorized to enter into a contractual relationship in the name of the bidder. An authorized representative who is not an officer may sign the proposal, but must attach a corporate resolution granting authorization to the representative to execute on behalf of the business.

The submittal of a response by a respondent will be considered by the City as constituting an offer by the respondent to perform the required services at the stated fees.

4.9. INTERPRETATION AND ADDENDA

All questions about the meaning or intent of this Solicitation are to be directed to the Procurement Representative via the CITY's eProcurement Portal, https://procurement.opengov.com/portal/cityofgainesville, unless stated otherwise. Interpretations or clarifications considered necessary in response to such questions will be issued by Addenda posted on the City’s eProcurement Portal.

Respondents must create an account on the City’s eProcurement Portal to receive notifications. Registered Respondents will be notified of all Addenda posted in the City’s eProcurement Portal.

Only questions answered by formal written Addenda will be binding.

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

A. Addenda may also be issued to modify the Solicitation as deemed advisable by the Procurement

Representative.

B. Addenda issued before the Solicitation due date and time are considered binding and treated as if they were originally written into the Solicitation. It is the responsibility of the Respondents to ensure they have received, signed, and included all addenda(s) with their submittals.

4.10. EXCEPTION TO THE SOLICITATION

Respondents may take exception to any of the terms of this Solicitation unless otherwise stated. Should a respondent take exception where none is permitted, the proposal will be rejected as non-responsive. All exceptions taken must be specific to allow the City a meaningful opportunity to evaluate and rank proposals.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions. The proposals will be evaluated based on the proposals as submitted. The CITY retains the right to accept or reject the exceptions. Where exceptions are rejected, the CITY may request that the respondent furnish the services or goods described herein, or negotiate an acceptable alternative.

4.11. MODIFICATION OR WITHDRAWAL OF A RESPONSE

Modifications to or withdrawal of a respondent’s submittal can be made until the Response Submission Deadline (See Section 1.4 – Deadline). Modifications or withdrawals must be documented in the City eProcurement Portal https://procurement.opengov.com/portal/cityofgainesville prior to the Response Submission Deadline (See Section 1.4 – Deadline) in order to be recognized by the CITY. Any bid not withdrawn will constitute an irrevocable offer, for a period of one hundred twenty (120) days, to provide the CITY adequate time to award the Contract for the services specified in this solicitation.

4.12. COLLUSION

Only one (1) response from any individual, firm, corporation, organization or agency under the same or different name will be considered as a response to this Solicitation. Multiple responses from any individual, firm, corporation, organization or agency under the same or different name may result in rejection of all responses from the Respondent.

A. Respondent, by signing the Respondent’s Verification Form, declares that the Response is made without any previous understanding, agreement, or connections with any persons, firms, or corporations responding on the same items and that it is in all respects fair and in good faith without any outside control, collusion or fraud. A non-exclusive manufacturer/distributor relationship does not, in and of itself, constitute a prior understanding, agreement, connection or collusion between Responders.

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

B. By responding to the Solicitation, the Respondent acknowledges that it has not offered or given any gift or compensation to any CITY officer or employee to secure favorable treatment with respect to being awarded this Contract.

4.13. TRADE SECRETS OR CONFIDENTIAL AND EXEMPT INFORMATION

Florida’s Public Records Law, Chapter 119, Florida Statutes, includes numerous exemptions to the general requirement to disclose information to the public in response to a public record’s request. Exemptions are found in various provisions of the Florida Statutes, including but not limited to Section 119.071, Florida Statutes (General exemptions from inspection or copying of public records), and Section 119.0713, Florida Statutes (Local government agency exemptions from inspection or copying of public records). Section 815.045, Florida Statutes (Trade secret information), provides that trade secret information as defined in Section 812.081, Florida Statutes (Trade secrets; theft, embezzlement; unlawful copying; definitions; penalty) is confidential and exempt from disclosure because it is a felony to disclose such records. The Parties understand and agree that Florida’s Public Records Law is very broad and that documents claimed by a Party to be confidential and exempt from public disclosure pursuant to the Public Records Law may in fact not be deemed such by a court of law. Accordingly, the following provisions shall apply:

A. Identifying Trade Secret or Otherwise Confidential and Exempt Information.

For any records or portions thereof that respondent claims to be Trade Secret or otherwise confidential and exempt from public disclosure under the Public Records Law, respondent shall:

1. Upload a pdf version reply of the complete UNREDACTED proposal. Include “UNREDACTED, CONFIDENTIAL” in document title. This is the version that will be used by the evaluators when they are reviewing your proposal. It is essential that the items that will be redacted are highlighted in yellow to prevent the evaluation team from discussing these items after the award. The first page of the document for the unredacted document should provide a general description of the information respondent has designated as confidential and/or exempt, and provide a reference to the appropriate Florida or Federal statute supporting the confidential and/or exempt classification.

2. The City’s evaluators will be provided with the complete unredacted proposal, including any trade secret or otherwise confidential and exempt information. The City evaluators will maintain the confidentiality of the information through the evaluation process, including any recorded evaluation team meetings.

3. Upload a pdf version reply of the REDACTED copy of the proposal. Include “REDACTED” in the document title. This copy will be used to support any public records requests that may arise from this solicitation.

4. Provide an affidavit or similar type of evidence that describes and supports the basis for

Respondent’s claim that the information is confidential and exempt from public disclosure, referencing all applicable Florida Statutes

B. Request for Trade Secret or Otherwise Confidential and Exempt Information.

1. In the event a public record request is made to view the information which respondent claims is confidential and/or exempt, the City will notify the respondent and give the respondent a reasonable opportunity (generally 2 business days) to institute appropriate legal action to prevent the disclosure of the information claimed as confidential and/or exempt.

2. In the event that the City in its sole discretion finds no basis for respondent’s claim that certain information is Trade Secret or otherwise confidential and exempt under Florida’s Public Records Law, then City shall notify respondent in writing of such conclusion and provide respondent a reasonable amount of time to file for declaratory action requesting a court of law to deem the requested information as Trade Secret or otherwise as confidential and exempt under Florida’s Public Records

Law. If respondent fails to file for declaratory action within the reasonable amount of time provided, then City will disclose the information requested.

3. If a public records lawsuit is filed against CITY requesting public disclosure of the information labeled by respondent as Trade Secret or otherwise as confidential and exempt, CITY shall notify respondent and respondent shall intervene in the lawsuit to defend the nondisclosure of such information under

Florida’s Public Records Law.

4. Respondent hereby indemnifies and holds CITY, its officers and employees harmless from any and all liabilities, damages, losses, and costs of any kind and nature, including but not limited to attorney’s fees, that arise from or are in any way connected with respondent’s claim that any information it provided to CITY is Trade Secret or otherwise confidential and exempt from public disclosure under

Florida’s Public Records Law.

C. How to Designate Trade Secret or Otherwise Confidential and Exempt Information

If a respondent believes that its reply contains Trade Secret or otherwise confidential and exempt information (as defined by Florida or Federal law) and should be withheld from disclosure to the public, in such cases the respondent must provide a redacted copy of the proposal for public access.

D. How the City will Handle Material Identified as Trade Secret or Otherwise Confidential and Exempt Information

All public records submitted to the City, including those claimed as confidential and/or exempt, will be retained by the City and will not be returned to a respondent at the conclusion of the bidding process.

4.14. PROTEST OF SOLICITATION SPECIFICATIONS AND/OR AWARD

Participants may protest the Specifications of the solicitation in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines

Participants may protest the Solicitation Award in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines

4.15. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this solicitation; postpone or cancel, at any time, this solicitation process; or waive any irregularities in this solicitation or in the proposals received as a result of this solicitation.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

1. RESPONDENT VERIFICATION*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

I hereby propose to provide the goods/services requested in this Solicitation. I agree to hold pricing for at least 120 calendar days from the Solicitation due date. I agree that CITY’s terms and conditions herein take precedence over any conflicting terms and conditions submitted for CITY’s consideration, and agree to abide by all conditions of this Solicitation.

I certify that all information contained in this Response is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to execute and submit this Response on behalf of the organization as its agent and that the organization is ready, willing and able to perform if awarded.

• Respondent_Verification.pdf

*Response required

2. LOCAL PREFERENCE*

To claim "Local Preference" a bidder must have a valid occupational license (business permit) issued by the City of Gainesville, Florida at least six months prior to bid or proposal opening date and have a physical business address located within the corporate limits of the City of Gainesville, Florida.

☐ Yes - Include a copy of the current year's license (permit) issued by the City of Gainesville, Florida with your submittal.

☐ No - Bidder is not eligible to claim Local Preference.

*Response required

3. SOLICITATION RESPONSE*

Download the BID PRICES form from the Attachments tab, complete and upload here as one pdf document, including documentation of meeting the Minimum Qualifications and battery specification sheet(s).

*Response required

4. DRUG-FREE WORKPLACE CERTIFICATION FORM*

Whenever two or more bids which are equal with respect to price, quality, and service are received in accordance with Section 287.087, Florida Statutes, preference shall be given to respondents that certify that they have a drug-free workplace.

• Drug_Free_Workplace.pdf

*Response required

5. e-VERIFY FORM* https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3376/f144cedd-d0d9-47c4-a552-70b78b5e4ded_Respondent_Verification.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4NXFN6NNI%2F20250521%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250521T140103Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEAUaCXVzLXdlc3QtMiJIMEYCIQCTA2Zn4qy8qdQ3TGTRXX8ipshR29aZsSheOpm3T0bxsgIhAOG%2FK3sjMl5n4lHLrxBwdEyd%2F2RyGTyj1usybGVV%2Fb7CKowFCL7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgwiYQn9JVzqvE6m1c0q4AQ2IhcPQl1CS3CEm8bZgozPBcp9zIKXZOqdPT32iW4SMf%2FDYLghI2DjsNMX7VTGlnajGqJBd9%2FaZoZ5y4mi976AuzwA08k%2Fzglq%2FWkhItz63juCyXYcvCzgKD6ivkSHwK0O75HOUsMVApt7EDWXwjvBUXZu8pD0dkygtvj6SaWMWYPqw2ih4L5isKVJopaTUw2b1S5%2FMi8%2F7KIp7LCJ59aqnCKfra1HPB2Wcb1NbYHxDgijiHcESpzrrXzQoAdhirX8hNEDUxZgbUWcl0ovygOzczSTyMSuVddU1VAvbqQgmYgSERHlGV1fe4cqvFlR%2BdyCA5AABsgEb622f2lPt6GpUxbmW%2BAkjDdu70Gk98oR%2BapT9vfLRHQbrPlWKh0%2BzcSRVkOLx6xAPRBuaUCzjkrI7poh2llLpfinMgK%2F7hM%2FpdOaPcdXerM%2BQ0v4HSK7vUEvXtSuzDPUqod%2FG9KYFFGZh8raCqkvg33c8jGCOw%2FCqm%2FweB%2FtV9oAsO%2BCEZCPWEI83osshXQuNzc%2BGspLjw%2BBsAdNAE9pQXd9TWR0MJoJFrCEpfEyceuv9lD843fW%2FF4N5aJDyEUm8ydcIeLlbGrO0JGTkqHEwuyQS6E1Om%2BbDJIN5UoqSkK1MQGePViBh7RASuKPkbzuQ7Tx%2FZ5ZTzbpst5ZcS0SkKYK3UCLgcjUTZrZpE15bQEz%2BWBDjZ9R6LWp2PkYxpHP3f23boP8qWZn%2BkC%2B5o42OAk10Qg9DIDUrOxRVtm2r7CUwPo7o%2FLrZkcZBs27FWEGmsIyKn7kji%2FCBMXlJQeNRdv51%2F3MXPY%2F4DD8kLfBBjqaAcokZvpmdDF2k6GUgvGh39Rbwi4eIFLnLhJBPceGYT7uqkKhDJ7WiZipuaXqrsRRBAWWB4zQyQtvG5OdZUjKKIhjcqi7DFp3xYHXcvWVlEDryWNZhMs%2FZMYD8LYacPf%2BSRZ4eem5SaTZ3aq7oSsUKVIOlYIeNfXWEP0eGUbvQkg6DkO7NCF1ZjrXlB%2FQ42dJZKqU6Z0siOrs4vM%3D&X-Amz-Signature=56f2d1d294b7e4944c51c2ad55504b8791f60955477f37fa27c42fc860d6135e&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Respondent_Verification.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3108/6757491c-7964-4fbf-a883-858e4baa17f4_Drug_Free_Workplace.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4NXFN6NNI%2F20250521%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250521T140103Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEAUaCXVzLXdlc3QtMiJIMEYCIQCTA2Zn4qy8qdQ3TGTRXX8ipshR29aZsSheOpm3T0bxsgIhAOG%2FK3sjMl5n4lHLrxBwdEyd%2F2RyGTyj1usybGVV%2Fb7CKowFCL7%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgwiYQn9JVzqvE6m1c0q4AQ2IhcPQl1CS3CEm8bZgozPBcp9zIKXZOqdPT32iW4SMf%2FDYLghI2DjsNMX7VTGlnajGqJBd9%2FaZoZ5y4mi976AuzwA08k%2Fzglq%2FWkhItz63juCyXYcvCzgKD6ivkSHwK0O75HOUsMVApt7EDWXwjvBUXZu8pD0dkygtvj6SaWMWYPqw2ih4L5isKVJopaTUw2b1S5%2FMi8%2F7KIp7LCJ59aqnCKfra1HPB2Wcb1NbYHxDgijiHcESpzrrXzQoAdhirX8hNEDUxZgbUWcl0ovygOzczSTyMSuVddU1VAvbqQgmYgSERHlGV1fe4cqvFlR%2BdyCA5AABsgEb622f2lPt6GpUxbmW%2BAkjDdu70Gk98oR%2BapT9vfLRHQbrPlWKh0%2BzcSRVkOLx6xAPRBuaUCzjkrI7poh2llLpfinMgK%2F7hM%2FpdOaPcdXerM%2BQ0v4HSK7vUEvXtSuzDPUqod%2FG9KYFFGZh8raCqkvg33c8jGCOw%2FCqm%2FweB%2FtV9oAsO%2BCEZCPWEI83osshXQuNzc%2BGspLjw%2BBsAdNAE9pQXd9TWR0MJoJFrCEpfEyceuv9lD843fW%2FF4N5aJDyEUm8ydcIeLlbGrO0JGTkqHEwuyQS6E1Om%2BbDJIN5UoqSkK1MQGePViBh7RASuKPkbzuQ7Tx%2FZ5ZTzbpst5ZcS0SkKYK3UCLgcjUTZrZpE15bQEz%2BWBDjZ9R6LWp2PkYxpHP3f23boP8qWZn%2BkC%2B5o42OAk10Qg9DIDUrOxRVtm2r7CUwPo7o%2FLrZkcZBs27FWEGmsIyKn7kji%2FCBMXlJQeNRdv51%2F3MXPY%2F4DD8kLfBBjqaAcokZvpmdDF2k6GUgvGh39Rbwi4eIFLnLhJBPceGYT7uqkKhDJ7WiZipuaXqrsRRBAWWB4zQyQtvG5OdZUjKKIhjcqi7DFp3xYHXcvWVlEDryWNZhMs%2FZMYD8LYacPf%2BSRZ4eem5SaTZ3aq7oSsUKVIOlYIeNfXWEP0eGUbvQkg6DkO7NCF1ZjrXlB%2FQ42dJZKqU6Z0siOrs4vM%3D&X-Amz-Signature=e283ac751a8ff2933055bae86cc759a013fc195f2ebadefe7e32751c64edb8f8&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Drug_Free_Workplace.pdf%22&x-id=GetObject

The Contractor shall comply with all applicable requirements of Section 448.095, Florida Statutes, including but not limited to: 1) the Contractor shall register with and use the U.S. Department of Homeland Security’s E- Verify system to verify the work authorization status of all new employees of the Contractor during the term of this Agreement; and 2) the Contractor shall expressly require any subcontractors performing work or providing services pursuant to this Agreement to likewise register with and use the U.S. Department of Homeland Security’s E-Verify system to verify the work authorization status of all new employees of the subcontractor during the term of this Agreement. Section 448.095, Florida Statutes, states the statute must be construed in a manner that is fully consistent with any applicable federal laws or regulations, and therefore this section does not apply to this Agreement to the extent that this section would be inconsistent with any federal laws or regulations that are applicable to this Agreement.

• e-Verify_Form.pdf

6. PROHIBITION REGARDING FOREIGN COUNTRIES OF CONCERN *

In accordance with Section 287.05701(2)(a), F.S. (2023), the City may not request documentation of or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor, and may not give preference to a vendor based on the vendor's social, political, or ideological interests.

• Foreign_Countries_of_Concer...

*Response required

7. REFERENCES*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

• Respondent_References.pdf

8. NO RESPONSE SURVEY

If you are not bidding, please complete and return the attached form so that we may learn from your comments to improve our solicitations.

• No_Response_Survey.pdf 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6. AWARD

6.1. TIE BIDS

Whenever two or more bids which are equal with respect to price, quality and service are received, preference shall be given in the following order: (1) Bidders submitting the attached Drug-Free Workplace form with their bid/proposal certifying they have a drug free workplace in accordance with Section 287.087, Florida Statutes;

(2) Bidders located within the City of Gainesville, if not subject to the Local Preference Ordinance; (3) Bidders located within Alachua County; (4) Bidders located within the State of Florida; and (5) coin toss.

6.2. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

The City may, at its sole and absolute discretion, reject all or part of the submittal responses; re-advertise this RFP; waive any irregularities in this RFP; postpone or cancel this RFP process at any time.

See Section B.