Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP26-0497

CAMPING WORLD STADIUM PLAYING FIELD REPLACEMENT

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

CAMPING WORLD STADIUM PLAYING FIELD REPLACEMENT

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5. MANDATORY PRE-PROPOSAL CONFERENCE

6. PROPOSAL DUE DATE AND TIME

7. PROPOSAL PREPARATION AND FORMAT

8. REQUIRED PROPOSAL SUBMITTALS

9. DELIVERY OF PROPOSALS

10. CONFORMANCE TO SOLICITATION

11. EVALUATION CRITERIA

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13. GENERAL TERMS AND CONDITIONS

14. ADDITIONAL INFORMATION

15. ADDENDUM TO REQUEST FOR PROPOSALS

16. APPLICABLE LAW AND APPEALS

17. CONTRACT

18. EXECUTION OF CONTRACT

19. AFFILIATED AGENCIES

20. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

21. RIGHT TO AUDIT RECORDS

22. FISCAL YEAR FUNDING APPROPRIATION

23. PUBLIC ENTITY CRIMES

24. PROMPT PAYMENT ACT

25. INVOICES

26. DISPUTE RESOLUTION

27. PROPOSER'S GUARANTEE

28. INSURANCE / BONDS

29. FLORIDA SALES TAX

30. DRUG-FREE WORKPLACE CERTIFICATION

31. AMERICANS WITH DISABILITIES ACT

32. RECIPROCAL LOCAL PREFERENCE

33. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

34. FOREIGN CORPORATION

35. SUBCONTRACTORS

36. PURCHASING CARD PROGRAM

Camping World Stadium Playing Field Replacement

37. LIVING WAGE POLICY

38. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

39. SOFTWARE LICENSES

40. NON-DISCRIMINATION

41. GOVERNING LAW / VENUE

42. RECOVERED MATERIALS

43. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

44. VENDOR QUESTIONNAIRE / ATTACHMENTS

Attachments:

A - Exhibit 3 - CWS Map for Pre-Proposal Conference

B - Exhibit 1 - The Contract

C - Exhibit 2 - CWS Performance Tests

1. INTRODUCTION

1.1. Summary

The City of Orlando (City) is soliciting proposals from interested and qualified Proposers to provide Playing Field Replacement Services at Camping World Stadium.

The primary objective is to provide a cost-effective synthetic turf surface that achieves strict compliance with the newly established criteria adopted by the National Football

League (NFL) - National Football League Player's Association (NFLPA) Joint Surface

Safety and Performance Committee throughout the Jacksonville Jaguars’ one-season residency in Orlando.

An additional, though no less important, objective is to ensure that the provided system delivers an 8-year total lifespan that meets the City's long-term needs for comfort, cooling, and multievent performance after the Jaguars depart. This may include compliance for other periodic NFL events including regular season games and the NFL Pro Bowl.

The City is also committed to environmental health and safety objectives. The project should minimize the negative impacts of synthetic turf disposal and the release of microplastics by requiring advanced waste management and strict compliance with per-and polyfluoroalkyl substances (PFAS) and Heavy Metal material testing.

1.2. Background

Activitas has consulted with the City of Orlando (City) and its partner, Florida Citrus Sports

(FCS), since 2010 on issues related to the playing surface at Camping World Stadium, formerly known as the Citrus Bowl. This includes the original conversion from

Bermudagrass to infilled synthetic turf and subsequent replacements including the most recent resurfacing in 2020.

The current surface is an AstroTurf Rootzone 3D3 Blend TRIONIC HD 52 with a 2” pile height. The carpet sits on top of a Brock SP-17 pad and is infilled with a blend of silica sand and a processed wood infill known as “Brockfill”. Prior surfaces have utilized sand and Styrene-Butadiene Rubber (SBR) crumb rubber. Based on Orlando’s climate, the current natural infill has provided a noticeably more comfortable environment for users and is highly regarded by both the City and FCS.

The synthetic surface has been utilized for high school and National Collegiate Athletic

Association (NCAA) football games, including two (2) major college bowl games, and several NFL Pro Bowls from 2018 to 2025. The surface is frequently covered with temporary grass surfaces for high profile soccer events including several Florida Cups, international friendlies, and matches for the 2025 International Federation of Association

Football "FIFA " Club World Cup. It is also periodically covered with venue flooring

(Terraplas, I-Trac and similar) for major concert series and events ranging from

WrestleMania to Monster Jam.

The field base is a conventional underdrained two-layer system with an open graded crushed stone base and a finer stone grading/finishing layer. It also contains a triaxial grid between the subgrade and the crushed stone base to mitigate the significant forces placed on the base by concert stages, earth berms and impacts from motorized vehicles utilized for these events. The base was recently tested for permeability and suitability for reuse by SportsLabs. A report is included as part of this RFP.

The stadium is currently undergoing a $400 million renovation project scheduled for completion in 2027. The project will add technology improvements, increase seating capacity and suites, provide additional fan amenities, and change the lower bowl to provide flexible concert staging area(s).

Concurrent with the completion of the renovation in 2027, the City of Orlando will welcome the Jacksonville Jaguars of the National Football League as principal tenants for the

2027-2028 NFL season while EverBank Stadium in Jacksonville is expanded and renovated. This will be a critical factor in the decision-making process for the replacement of the surface.

1.3. Contact Information

Direct inquiries to the following:

Tara Urdininea

CPP, Procurement Agent III

400 South Orange Avenue

Orlando, FL 32801

Email: tara.urdininea@orlando.gov

Phone: (407) 246-2368

Department:

Orlando Venues

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date July 9, 2026 mailto:tara.urdininea@orlando.gov tel:(407)246-2368

Pre-Proposal Meeting (Mandatory) July 15, 2026, 9:30am

JOIN THE PRE-PROPOSAL

CONFERENCE.

Address: 1 Citrus Bowl Pl, Orlando, FL

32805

Varsity Club at Camping World Stadium

Question Submission Deadline July 31, 2026, 5:00pm

Proposal Submission Deadline August 10, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/dl/launcher/lau ncher.html?url=%2F_%23%2Fmeet%2F25

4830009865784%3Fp%3DLFlk09F5FWgS

I3kd6L%26anon%3Dtrue&type=meet&dee plinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=tr ue&enableMobilePage=true&suppressPro mpt=true

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 602 578 295#

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F254830009865784%3Fp%3DLFlk09F5FWgSI3kd6L%26anon%3Dtrue&type=meet&deeplinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F254830009865784%3Fp%3DLFlk09F5FWgSI3kd6L%26anon%3Dtrue&type=meet&deeplinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F254830009865784%3Fp%3DLFlk09F5FWgSI3kd6L%26anon%3Dtrue&type=meet&deeplinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F254830009865784%3Fp%3DLFlk09F5FWgSI3kd6L%26anon%3Dtrue&type=meet&deeplinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F254830009865784%3Fp%3DLFlk09F5FWgSI3kd6L%26anon%3Dtrue&type=meet&deeplinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F254830009865784%3Fp%3DLFlk09F5FWgSI3kd6L%26anon%3Dtrue&type=meet&deeplinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F254830009865784%3Fp%3DLFlk09F5FWgSI3kd6L%26anon%3Dtrue&type=meet&deeplinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true https://teams.microsoft.com/dl/launcher/launcher.html?url=%2F_%23%2Fmeet%2F254830009865784%3Fp%3DLFlk09F5FWgSI3kd6L%26anon%3Dtrue&type=meet&deeplinkId=f8c16380-c70d-4275-b28c-b48e2af0acbe&directDl=true&msLaunch=true&enableMobilePage=true&suppressPrompt=true http://www.orlando.gov/procurement/solicitations/ obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

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

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a one (1) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for one (1) additional twelve (12) month periods or portions thereof, up to a cumulative total of twenty-four (24) months.

4. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

4.1. Scope of Services

A. Surface Removal & Disposal:

1. Removal of the existing AstroTurf system.

2. Contractors must prioritize repurposing the existing materials or utilizing mechanical recycling over landfilling.

3. The Contractor must provide a detailed "Final Waste Management Report" accounting for the exact fate of the removed carpet, infill, and (if necessary) resilient underlayment.

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

4. If the underlayment is to be re-used it shall immediately be palletized, sealed and stored in a cool, dry and shaded location until it is ready to be re-installed.

B. Base Assessment & Prep: Evaluation of the existing Brock pad and stone base

(Contractors shall include alternate pricing for base/pad replacement if their proposed system requires it to meet NFL impact testing).

C. Technical Standard:

1. Any newly installed or graded free draining finishing stone utilized to make up grades shall be fine-graded with a hydraulically controlled laser grader to a planarity tolerance of 1/8" in 10 feet.

2. The Contractor shall provide independent third-party testing of the finished aggregate base showing compliance with planarity tolerance after fine grading measured using a 10-foot rigid straightedge in accordance with American

Sports Builders Association (ASBA) and Synthetic Turf Council (STC) guidelines. Surface deviations shall not exceed 1/8-inch under the 10-foot straightedge in any direction.

D. Drainage Standard:

1. The finished stone base shall drain at a rate of no less than the current rates per the recently completed testing by SportsLabs (Exhibit 2 - CWS

Performance Tests)

2. The Contractor shall provide independent third-party testing of the finished aggregate base showing compliance with drainage rates after fine grading in accordance with EN 12616 "Surfaces for sports areas - Determination of water infiltration rate".

E. Installation Standards:

1. The Contractor shall provide full installation of the resilient underlayment (new or existing re-used if included in the proposed system) new turf and infill.

2. Weather Limitations: Installation must only occur when ambient and materials temperatures are at least 40 degrees F and rising, with no imminent rainfall.

3. Seam & Infill Quality: All seams must be flat and indiscernible, and the

Contractor shall ensure no carpet fibers are trapped beneath the infill or other fibers.

F. Coordination: The Contractor shall assume coordination with City’s other contractors/proposers:

1. The Contractor shall carry the cost to coordinate with the City’s irrigation installer and provide synthetic turf covers for up to ten (10) irrigation head and valve boxes.

2. The Contractor shall carry the cost to coordinate with the City’s athletic equipment vendor/installer for the installation and turf covers for two (2) football field goals and two (2) in-ground soccer goals, each with two (2) posts and three (3) back net supports.

G. Contrator's Qualifications: The Contractor's installation foreman must be on-site full-time and have supervised at least ten (10) outdoor athletic field systems (of

80,000 square feet or greater) at major college and/or professional venues in the last three years.

H. Timeline: Mobilization/Install from January - March 2027, with Substantial

Completion and Final Testing by August 1, 2027.

4.2. NFL Compliance & Ongoing Testing Requirements

A. Pre-Approval: The Contractor's systems must on the NFL's currently approved list of 25 systems, OR the Contractor must guarantee successful NFL pre-testing and approval prior to the January 2027 installation.

B. In-Season Testing: The Contractor must detail how their system will, and what must be done by stadium personnel to maintain the field in a manner that will, ensure that the field will successfully pass the mandated 72-hour pre-game tests

(impact, infill depth/uniformity, visual inspection) and the monthly cleat surface traction tests.

C. Mandatory Material Testing: Directly following manufacturing, the turf carpet, infill and new underlayment (if used) must be tested by a third-party National

Environmental Laboratory Accreditation Program "NELAP"-certified laboratory for Per and Polyfluoroalkyl Substances "PFAS" (using Environmental Protection

Agency "EPA" Method 1633) and Heavy Metals (using European Safety Standard, EN 71-3 Standards). The Contractor shall also provide documentation that “no inferentially added PFAS” is included in the manufacture of any and all materials utilized in the system.

D. Mandatory Performance Testing: Prior to substantial completion, an independent testing company must verify that the surface meets the performance criteria established in the Mandatory Practices for NFL Playing Surfaces, most current addition.

4.3. Strategic Proposal Options (Mandatory)

Contractor's shall provide distinct pricing and execution plans for the following two approaches:

A. Approach A (Post Jaguars Infill Replacement): Install a fully NFL-compliant system

(e.g., straight monofilament, or approved dual fiber, with heavy rubber infill) for the

2027 and 2028 seasons. Include the schedule, method, and cost to extract the rubber infill after the Jaguars depart and replace it with a high-performance cooling organic infill (e.g., Brockfill) for the remaining 6 years of the field's life. The

Contractor shall provide a highly detailed statement outlining the method of extraction and shall assume all liability for fiber degradation or degradation of backing tuft-bind strength resulting from the infill extraction and replacement process.

B. Approach B (Unified Infill Solution): Propose a single, innovative system that meets the NFL performance standards without requiring an infill swap, while still providing the cooling and comfort characteristics required by the City for its 8-year lifespan.

The Conractor is encouraged to provide multiple systems for each solution, if appropriate, and describe the reason that each system is best suited to the individual Approach.

4.4. Warranty & Maintenance

A. Warranty Requirements: A minimum 8-year non-prorated third-party insured warranty. The warranty must explicitly cover defects such as premature decrease in pile height or weight (more than 10%), UV degradation, fading, and seam rupture. "Approach A" must guarantee that the mid-lifespan infill swap will not void or diminish this warranty.

B. Maintenance & Training: Detail the maintenance equipment and protocols required by the stadium operations team to keep the field in compliance with NFL standards.

The Contractorst provide hands-on training to the facility staff.

C. Post-Construction Support: The Contractor shall provide post-construction field maintenance services a minimum of two (2) times during the first full year and guarantee a 24-hour emergency response time for all major field repair issues that could affect the mandatory test results.

5. MANDATORY PRE-PROPOSAL CONFERENCE

5.1. Date

A Mandatory Pre-Proposal Conference will be held at:

JOIN THE PRE-PROPOSAL CONFERENCE. Address: 1 Citrus Bowl Pl, Orlando, FL

32805 Varsity Club at Camping World Stadium on Wednesday, July 15, 2026 at 9:30 am.

In order to be considered present for a Mandatory Pre-Proposal Conference, a Proposer must have at least one (1) representative present and signed in on the Pre-Solicitation

Sign-In Sheet. See the Introduction Section of this solicitation for the location, date, and time.

Refer to Exhibit "3" for a for a Map of the CWS Manadatory Pre-Proposal Conference and

Site Visit location, parking and further information.

5.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

5.3. Site Visit

Immediately following the Mandatory Pre-Proposal Conference, a mandatory site visit and tour of the Camping World Stadium will be conducted by City representatives. The tour is considered part of the Pre-Proposal Conference and is mandatory.

No Proposer will be granted a different tour date or be permitted to inspect the facilities except on the date and time specified.

Proposers are clearly advised that any drawings, plans, charts, or other materials, whether supplied by or on behalf of the City, AJP, or third parties, describing aspects of the site provided as part of this document or otherwise are not to be considered as definitive or as a substitute for any information which would otherwise be obtained by the Proposer during a formal Site inspection.

5.4. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

5.5. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Tara Urdininea, CPP, Procurement Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2368

Fax: (407) 246-2869

Email: tara.urdininea@orlando.gov

Website: http://www.orlando.gov/procurement/

6. PROPOSAL DUE DATE AND TIME

6.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Monday, August

10, 2026. Proposals received after this date and time, will not be considered.

6.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

6.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

7. PROPOSAL PREPARATION AND FORMAT

7.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

7.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

7.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to the Confidential and/or

Proprietary Information Exemption Form, a Proposer asserting any exemptions from public disclosure regarding any portions of its Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

8. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

8.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26-0497, Camping World Stadium Playing

Field Replacement

8.2. Table of Contents

Include a clear identification of the material by section and by page number.

8.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

8.4. Proposer's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

8.5. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

8.6. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies. If Proposer is a parent or subsidiary, identify: (1) any affiliated entities that substantially control or are substantially controlled by Proposer, describing their relationship to Proposer; (2) any affiliated entities that will be relied on or otherwise involved in providing services hereunder, including but not limited to any that will provide intellectual property, personnel or expertise, or financial guarantees to Proposer in connection with the project.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

8.7. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

8.8. Proposer’s Experience

A. The Proposer shall submit a statement describing the Proposer's relevant experience for performing the Scope of Work set forth in this solicitation.

B. The Proposer’s experience should be supported by the references listed on

Attachment “D”, which shall be completed and submitted by the Proposer with its

Proposal.

C. The Proposer shall provide a description of the Proposer and subcontractor's current and planned workloads identifying all ongoing and awarded projects if the projects are not previously listed in the experience above, Proposers shall identify the name, location, brief scope of project, cost, project timing include planned completion dates as part of this requirement.

D. The Proposer shall provide a list of all contracts in which your firm was terminated for cause by a governmental agency in the ten (10) years prior to the date of submittal of Proposals for this solicitation.

E. The Proposer shall provide a narrative description and such other information, if any, as Proposer deems necessary to demonstrate the Proposer’s financial strength and capacity to perform the Scope of Work set forth in this RFP for the term of the Contract. The Proposer shall state if there are any known financial issues that will prevent the Proposer from performing the Scope of Work set forth in this RFP for the term of the Contract. The City reserves the right to request such additional financial information regarding a Proposer as it deems necessary or appropriate from the Proposer or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

F. The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the

Proposer under federal bankruptcy law or any state insolvency law.

8.9. Staff Experience

The Proposer shall submit a statement of experience and resumes of the key personnel staff who will be assigned to the project.

A. Provide the name of the Project Manager (PM) and Site Superintendent the assigned to this project. Confirm that the Proposer's PM and Site Superintendent will be dedicated strictly to this project and not doing any work on other projects.

B. Provide a list of the professional personnel the Proposer is proposing to assign to this contract, their academic background, and their experience on other similar projects. Please include the jurisdiction and license number of any relevant licenses and certifications such personnel may hold.

8.10. Operating Plan

The Proposer shall submit an Operating Plan that will outline the work activities that will be implemented to achieve specific business goals. It should detail how resources will be used, what actions will be taken, and how progress will be monitored to ensure objectives are met.

Proposals shall provide the following information:

A. The Proposer’s plan for providing the playing field replacement work as defined in the Scope of Services and Technical Requirements of this Request for

Proposal.

B. The Proposer’s Operating Policies and meeting critical deadlines.

C. The Proposer’s Staffing Levels, including experience

D. Installation methodology, including phasing and sequencing

E. Ability to perform work during nights, weekends, and non-event windows

F. Measures to minimize disruption to venue operations and scheduled events.

8.11. Project Approach to Work

The Proposer shall provide the following:

A. Work Plan - A detailed approach to completing the scope of work outlined herein, project management flowchart showing a clear, visual roadmap of this project schedule from start to finish including but not limited to:

1. Tasks - a list of all individual activities involved in the process of completing the project

2. Timeline and Schedule - showing key dates and durations of tasks including any float, invoice dates, equipment delivery dates.

3. Dependencies - Indicating Critical Path showing how one particular task's start or end date is linked to another task's completion.

4. Milestones - Key points in the project's timeline including but not limited to disruptions to Venue operations,

5. Progress - Showing how much of a task has been completed and how the project is tracking against the schedule

6. Contingency Plan - Demonstrate your contingency plan planning for staffing or schedule changes

7. Resources - Which team members are assigned to which tasks, helping to avoid burnout or underutilization.

B. Narrative demonstrating the Proposer's proposed planning capabilities

C. Narrative on how the Proposer plans to communicate with the City's Project

Manager.

D. Describe Proposer's approach to resource management and how it will be utilized to control

E. The Proposer shall provide their reasoning for Proposer's planned sequencing of phases of the project to complete the project on schedule

F. Proposer shall describe how they plan to successfully take project from the planning stage to full execution

G. The proposer shall describe the Proposer's plan in adopting to unforeseen circumstances during the course of the project

H. Safety Plan - Proposer shall provide a description of safety procedures and quality control measures.

8.12. Financial Stability

Proposers must provide the following information.

A. The Proposer shall provide: (i) a narrative description of Proposer’s financial and operating condition; (ii) a list of Proposer’s five largest current contracts by dollar value, stating the term, the total dollar value, and the dollar value of the equipment or capital improvements furnished thereunder for each contract; and

(iii) copies of Proposer’s most recent periodic profit and loss statement, balance sheet, and cash flow statement. If Proposer is a parent, subsidiary, or affiliate entity that has given or received payment or performance guarantees or other similar documents on behalf of affiliated entities, Proposer shall also provide a copy of all such guarantees. The City shall treat all required contract lists, financial statements, and affiliate guarantees submitted by Proposers as presumptively confidential and exempt from public records disclosure under

Florida Statutes Section 119.071(1)(c). Additionally, proposer may provide such other information, if any, as the Proposer deems necessary to demonstrate the

Proposer’s financial strength and capacity to perform the Scope of Work set forth in this RFP for the term of the Contract.

1. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

B. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

C. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

8.13. Bid Security/Bond

Bid Security shall be made payable to the City of Orlando, in an amount of ten percent

(10%) of the Bidder's Total Base Bid and in the form of a certified or cashier's check, a

Bid Bond issued by a Surety meeting the requirements of paragraph 28.B. of this RFP document, or other security as provided by law.

8.14. Letter of Surety

The Proposer shall be required to provide a Letter of Surety from their bonding agent, stating their ability to provide a 100% payment and performance bond if they are the successful proposer.

8.15. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against

Proposer.

8.16. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “F.”

8.17. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "E."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

8.18. Small and Local Business Enterprise Participation

Proposer shall provide the required Small and Local Business Enterprise Participation form as attached to this RFP as Attachment “H.”

8.19. Price Proposal Schedule

Complete and submit the following forms:

A. Schedule

1. Proposer’s price shall be submitted on the “Price Proposal Form” in the format provided. Complete, and return with the Proposal, the Price Proposal included as Attachment “G.”

B. Proposed Total Price

1. Proposal should provide a fixed-fee price breakdown for meeting all service requirements and implementing each phase of the Scope of Services as outlined. Additionally, Proposal should provide hourly staff rates if additional work is required under the Contract.

2. The chargeable services shall be included in the proposed total price including all labor customarily associated with delivery of the services contemplated by this RFP. Similarly, all expenses such as but not be limited to travel, lodging, meals and telephone/faxes/copiers associated with delivery of the services contemplated by this RFP shall also be included in the total price.

3. There will be no separate reimbursement for such expenses under this total fee price arrangement.

9. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

9.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

9.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

9.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

10. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

11. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Operating Plan and Project Approach to

Work

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Section 8.10. -

Operating Plan and Section 8.11. Project

Approach to Work.

Points Based 30 (30% of Total)

2. Experience of Proposer and Assigned

Management Team

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Section 8.8. -

Proposer's Experience and Section 8.9.

Staff Experience.

Points Based 40 (40% of Total)

3. Small and Local Business Enterprise

Participation

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “H.”

Points Based 10 (10% of Total)

4. Veteran Business Enterprise

Participation in Subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F.”

Points Based 2 (2% of Total)

5. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted.

Points Based 18 (18% of Total)

12. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

12.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

12.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

12.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.

12.4. Presentations

The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

12.5. Optional Discussion

At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed

Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.

12.6. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for

Proposals without discussions or oral presentations. Therefore, each response to this

RFP should contain the Proposer's best terms and conditions for consideration.

12.7. Scoring and Final Ranking

Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking.