Canvas_to_Career_–_Developing_Young_Artists_Through_Exploration_and_Expression.pdf

RFP- 25 - 315

CANVAS TO CAREER – DEVELOPING YOUNG ARTISTS

THROUGH EXPLORATION AND EXPRESSION

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: September 22, 2025

DEADLINE FOR QUESTIONS: October 13, 2025

RESPONSE DEADLINE: October 23, 2025, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of St. Petersburg

Canvas to Career – Developing Young Artists Through Exploration and

Expression

I. Introduction

II. Solicitation Information

III. Evaluation Criteria

IV. Vendor Questionnaire

V. Scope of Work

VI. General Terms

VII. Background Checks

VIII. Insurance

Attachments:

A - Canvas_to_Career_Agreement

#RFP- 25 - 315

Title: Canvas to Career – Developing Young Artists Through Exploration and Expression

1. Introduction

1.1. Summary

The City of St. Petersburg believes in the power of creative practice to shape identity, build confidence, and prepare young people for meaningful futures. In alignment with Mayor Welch’s Pillars for

Progress and Principles for Responsible and Accountable Government, Canvas to Career supports programs that engage high school students in deep artistic exploration, emotional growth, and career preparation. This initiative builds on the connection between the arts and mental wellbeing, offering older youth opportunities to strengthen their skills, deepen their focus, and take intentional steps toward professional and creative success.

1.2. Contact Information

Gabriella Greiner Procurement Analyst Email: gabriella.greiner@stpete.org Phone: (727) 893-4248

Department:

Mayor's Office

1.3. Timeline

*Timeline is subject to change

Solicitation Published September 22, 2025

Deadline for Questions October 13, 2025, 12:00pm

Deadline for Question Response October 15, 2025, 12:00pm

Deadline for Submittals October 23, 2025, 3:00pm

Evaluation/Shortlisting November 5, 2025, 2:00pm

1 4th St N, Saint Petersburg, Fl 33701, Conference

Room 800

**Scheduled meeting dates are tentative and are subject to change. Please keep an eye on the

Notices section for any possible updates.** mailto:gabriella.greiner@stpete.org tel:(727)893-4248

2. Solicitation Information

2.1. Submission or Receipt of Proposal

Proposals will be received through the City’s online bidding system no later than 3:00 pm on Thursday, October 23, 2025.

2.2. Standard for Award

The City will award to one vendor whose proposal is determined in writing to be the most advantageous to the City, taking into consideration the price and the evaluation criteria set forth in this solicitation. All awards are contingent on the Vendor meeting the minimum qualifications outlined in this solicitation.

The City reserves the right, at any time, to evaluate more vendors for inclusion on the list of approved vendors. All Vendors must meet the minimum qualifications outlined in this solicitation.

2.3. Selection Process

A. Short-Listing. Where there are multiple responsive proposals to the solicitation, a short-listing of two or more Vendors may be made. Negotiations as outlined in City Code Section 2-193 (g) will begin with the selected Vendors on the short-list. If there is only one responsive proposal, negotiations may proceed with a single Vendor.

B. Negotiations. The City may conduct discussions (negotiations) with short-listed Vendors to clarify and understand proposals and to provide responses to post-proposal opening and modifications to the solicitation specifications that are in the best interest of the City and that do not significantly change the scope or purpose of the project for which the solicitation was issued

(“negotiation subjects”). During the negotiation process, short-listed Vendors will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals related to negotiation subjects for the purpose of preparing their best and final offer which may be requested and received by the City prior to the conclusion of the negotiation process. If modifications are made as a result of these discussions, they will be put in writing. Following discussions, the City may set a time and date for the best and final offers from those Offerors with whom discussions were held. Proposals may be reevaluated after receipt of the best and final offers.

C. Award without Discussion. The City may award the Agreement on the basis of initial proposals received, without discussions. Therefore, each initial proposal should contain the Vendor’s best terms in relation to all relevant evaluation criteria.

2.4. Submittal Requirements

Instructions: The proposal must include the following information in the order listed. Please upload responses to the following in one continuous PDF labeled as “Proposal Requirements – Submittal

Response”

A. Transmittal Letter

Offerors must submit a transmittal letter (maximum two pages) on the firm’s letterhead. It must be signed by a representative of the offeror who is authorized to sign such material and to commit the offeror to the https://procurement.opengov.com/portal/stpete/projects/199246 obligations contained in the offer. The letter must contain the company’s mission statement demonstrating alignment with youth workforce development, wellness, and creative education, consistent with Mayor

Welch’s Pillars for Progress and the City’s vision to foster emotional growth, identity exploration, and artistic skill-building for high school youth. The transmittal letter must include the name, address, phone number and e-mail address for the offeror’s contact, and must specify who would be the firm’s signatory to any contract documents executed with the City. The transmittal letter may include other information deemed relevant by the offeror.

B. Project Team

Describe the team that will be working to complete the Scope of Services, including position titles and roles of the individuals assigned to those roles. Provide the breakdown of time on- versus off- site and the notice required to have staff available for on-site consultation.

C. Organizational Chart

Provide an organizational chart illustrating reporting relationships and responsibilities of the prime firm and any partner firms, as well as all key personnel and their firm affiliations.

D. Key Personnel

Resumes must be submitted for all key personnel. Each resume should be limited to two pages and restricted to experience within the past five years. Resumes should outline academic and professional qualifications, relevant professional registrations, and project-specific experience tied to the proposed role. The proposed project manager and designated substitute must each demonstrate a minimum of five years of applicable experience and hold at least a bachelor’s degree in a related field (see Section 4.4

Minimum Qualifications).

E. Past Projects and Relevant Experience

The Offeror must provide three (3) youth-focused visual or applied arts programs completed in the past five years, preferably involving middle school students. This should include the following information:

1. Client name and description of the project/or services

2. Description of project

3. Program duration

4. Target population

5. Project timeline

6. Were the objectives met and was there successful completion of the project. If not, please explain what happened and what procedures were put into place to ensure successful completion of subsequent projects

7. Staff assigned to reference engagement that will be designated for work.

8. The client's project manager name, e-mail address and telephone number

9. Total Funding amount for the project and were all funds expended by or before the end date

F. References

Provide three references, including at least one in Florida, for clients who have received similar services.

Include the client's name, nature of the project, and the client project manager’s name, e-mail, and telephone number.

F. Project Approach & Proposal

The Offeror must describe the plan and process for performing the scope of work. The proposal must include:

1. Program description with artistic and developmental focus

2. Wellness-informed components

3. Sample curriculum schedule

4. Career exploration and mentorship activities

5. Qualifications of instructors or organizational background

6. Budget proposal

7. Two letters of support from community or education partners

Offerors should describe the organization’s experience delivering hands-on arts education programming for high school youth. They should also explain how the organization has successfully implemented initiatives that integrate visual or applied arts with youth development strategies focused on identity exploration, emotional well-being, and creative skill-building.

Submittals must provide evidence of the agency’s capacity, organizational infrastructure, and staffing to design and deliver programs that support self-expression, creative confidence, and future-oriented thinking for middle school students. Experience working in partnership with schools, community organizations, and families should be highlighted to demonstrate the ability to support youth learning and engagement.

Finally, the submittal should describe the organization’s experience successfully completing government-or foundation-funded programs or provide an explanation for any programs that could not be completed.

G. Fee Summary

Each offeror shall submit a completed fee summary with a line-item budget with their proposal. The offeror must determine the amount of effort it will take to complete the services and deliverables described in the Scope of Services. Allowable expenses include staff salaries, benefits, associated operating costs, and Flexible Funding. Flexible Funding uses include, but are not limited to, the following:

1. Payment of curriculum-aligned art supplies and materials, including sketchbooks, drawing tablets, paints, software licenses, and digital media tools.

2. Payment of instructional and creative technology tools, such as cameras, editing software, or design applications.

3. Payment of guest artists, creative industry speakers, and mentors to participate in program activities, panels, or workshops.

4. Payment of experiential learning opportunities, including field trips to museums, design studios, galleries, or cultural events.

5. Payment of student wellness support resources, such as journals, reflective workbooks, and mindfulness art kits.

6. Payment of transportation assistance for students to access program activities (e.g., bus passes, rideshare credits).

7. Payment of career-focused enrichment, including student portfolio development, creative resume design tools, or career exploration materials.

8. Payment of showcase and exhibition costs, including venue rentals, display materials, signage, and refreshments for student-led events.

9. Payment of program-related certifications or creative tools (e.g., Adobe access, printing services, or supplies needed for final projects).

3. Evaluation Criteria

Proposals will be evaluated based solely on the following evaluation criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience of Firm

Offeror demonstrate a proven experience delivering youth-centered skill building and creative growth.

0-10 Points 29 (29% of Total)

2. Qualification and Technical Competence of the Agency and Staff to Execute the

Program

Ability of the project team, including key personnel, to execute the program

0-10 Points 29 (29% of Total)

3. Capacity to Accomplish the Work

Program description, design, and plan to achieve results.

0-10 Points 19 (19% of Total)

4. Past Performance on Similar Contracts

Documented success on comparable projects within the past three years.

0-10 Points 9 (9% of Total)

5. Total Cost

Clear, itemized cost proposal consistent with scope of services.

0-10 Points 8 (8% of Total)

6. Is the Vendor a City of St. Petersburg

Certified Small Business Enterprise (SBE)?

Pass / Fail 2

(2% of Total)

7. Is the Vendor a City of St. Petersburg

Certified Minority Business Enterprise

(MBE)?

Pass / Fail 2 (2% of Total)

8. Is the Vendor a City of St. Petersburg

Certified Women Owned Business

Enterprise (WBE)?

Pass / Fail 2 (2% of Total)

4. Vendor Questionnaire

4.1. General Information

4.1.1. Is the Vendor registered with the Florida Department of State, Division of

Corporations (Sunbiz) in accordance with Florida Statute §607.1501?* ☐ Yes

☐ No

*Response required

4.1.2. Is the Vendor a City of St. Petersburg certified SBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

4.1.3. Is the Vendor a City of St. Petersburg certified MWBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

4.1.4. Address for Headquarters location.*

*Response required

4.1.5. Address of office providing service, if different than above.

4.1.6. Contact Information for Contact Person.*

This person must be capable of committing the company to an agreement with the City.

• Name

• Title

• Phone

• Email

*Response required

4.1.7. Description of nature of company’s business.*

*Response required

4.1.8. Year the Company was Founded.*

*Response required

4.1.9. Number of years company has operated under the current name.* mailto:osd@spete.org mailto:osd@spete.org

*Response required

4.1.10. Number of years company has been in the present business.* *Response required

4.1.11. Company’s bank of record.*

*Response required

4.1.12. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

4.1.13. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

4.1.14. The vendor acknowledges that it has read, understands and will comply with

Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security E-Verify system. Should the City terminate the contract with the vendor for violation of §448.095, vendor may not be awarded a contract with the City for at least one year.* ☐ Please confirm

*Response required

4.1.15. The vendor acknowledges that its solicitation response is subject to Public

Records laws (Chapter 119, Florida Statutes).* ☐ Please confirm

*Response required

4.1.16. Will vendor allow other agencies to piggyback the contract if awarded?* ☐ Yes

☐ No

*Response required

4.1.17. The vendor hereby makes all certifications required by Florida Statute

§287.135 related to scrutinized companies.* ☐ Yes

☐ No

4.1.18. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? * ☐ Yes

☐ No

*Response required

4.1.19. If YES, please provide the disclosure(s) in accordance with the requirements of

Florida Statute §286.101 (3)(a).

4.1.20. The vendor certifies that it takes no exceptions to the terms and conditions of the solicitation.* ☐ Yes

☐ No

*Response required

4.1.21. If exceptions are taken, specify in space below.

4.1.22. Has the vendor identified any trade secrets or confidential information in its solicitation response?* ☐ Yes

☐ No

*Response required

4.1.23. If yes to the above question, please upload your redacted proposal here.

4.1.24. Please upload your proposal

4.1.25. I currently have the required insurance coverage as specified in the solicitation and will be able to provide a Certificate of Insurance if awarded. * ☐ Please confirm

5. Scope of Work

5.1. Intent

The City of St. Petersburg ("City") is seeking responses from qualified vendors to deliver dynamic, hands-on visual and applied arts programming for high school students. The program should emphasize critical thinking, creative risk-taking, personal storytelling, and exposure to future opportunities in the creative industries. While focused on visual and applied arts, programs must also incorporate wellness-informed practices that support students in managing stress, building resilience, and sustaining motivation as they prepare for postsecondary education, careers, or entrepreneurship. The City currently funds youth programs in music, dance, and theater and is now expanding to visual, digital, and applied arts.

5.2. Contract Term

The initial term of the agreement is up to two academic years from the date of contract execution or until all funds have been expended.

5.3. Estimated Annual Expenditure

It is estimated that approximately $50,000 may be purchased under this solicitation. This is an estimate only and may vary.

5.4. Minimum Qualifications

At a minimum, Vendor must meet the following qualifications:

A. Have been in the business of providing youth development, arts education, creative programming, or related educational services for a minimum of three (3) years.

B. Have the ability to obtain the minimum insurance requirements set for in the base agreement.

C. The project manager must have a minimum of five (5) years of applicable experience and at least a bachelor’s degree in a related field in at least one (1) of the following areas: Fine Arts, Visual

Arts, Graphic Design, Multimedia, Art, Design, Visual Communication, Digital Media, Media

Arts, Animation, Illustration, Art Education, Motion Graphics, Interactive Design, Art History, Design Theory, or Media Studies.

D. Project staff should hold one or more of the professional certifications in the following areas:

Adobe Certified Professional, Autodesk Certified User UX Design Certificate, Graphic Design

Certificate, Digital Media / Multimedia Arts Certificate, Motion Graphics or Animation

Certificate, Art Education/Visual Arts Teaching Certification, Creative Youth Development or

Community Arts Certification

E. Be able to provide level II background checks for all staff involved in the program

5.5. Vendor Responsibilities & Program Requirements

Vendor Responsibilities:

A. Vendor is responsible for providing all necessary curriculum materials, supplies, and equipment, including art supplies, digital tools, and resources needed for exhibitions. Materials must be age-appropriate, culturally relevant, and engaging.

B. Services must be provided in accessible locations throughout St. Petersburg, including schools, community centers, and arts facilities. The Vendor is responsible for coordinating logistics to ensure safe access to youth including zip codes with limits to transportation.

C. Vendor must provide a single designated Account Manager to serve as liaison with the City. This person will oversee program delivery, contract administration, and reporting. Vendor must permit on-site monitoring visits by City staff.

D. Services provided must be available to high school students (grades 10–12) who are residents or attend school in the City of St. Petersburg.

E. Offeror’s proposed program shall be operational within sixty (60) days of the execution of the contract.

F. The City shall be informed if the project manager is going to be replaced or substituted. The key project manager or their approved substitutes shall be available for all meetings.

Program Requirements:

A. Creative Exploration and Voice Development:

1. Design and implement hands-on visual and applied arts programming for high school students.

2. Disciplines may include design, illustration, digital media, wearable art, and visual storytelling.

3. Support students in exploring personal identity and community themes through project-based learning.

4. Guide students in developing creative portfolios that demonstrate artistic growth and articulate personal narratives.

B. Mental Wellbeing and Self-Discovery:

1. Incorporate wellness-informed activities that nurture emotional well-being, support stress management, and build resilience.

2. Include reflective practices that help students process emotions, identity, and aspirations through artistic expression.

3. Demonstrate how wellness strategies are embedded in the creative process and contribute to personal development and confidence.

C. Career Exposure and Readiness

1. Provide career exposure through guest sessions, mentorship opportunities, and field trips connecting students with professionals in creative industries.

2. Include instruction on branding, entrepreneurship, and career planning aligned with students’ artistic interests.

3. Outline strategies for supporting students in understanding postsecondary pathways and building career-relevant portfolios.

D. Civic Expression and Public Engagement:

1. Offer opportunities for students to address social and community-based topics through art.

2. Coordinate at least one public-facing showcase or culminating exhibition where students present their work.

3. Foster intergenerational participation and invite community involvement to celebrate youth voice, creativity, and civic engagement.

E. Program Evaluation and Impact Tracking:

1. Track student participation, engagement, and progress using qualitative and quantitative evaluation methods.

2. Use pre- and post-program assessments to measure growth in creativity, identity development, emotional wellness, and career readiness.

3. Submit both a mid-year and final report including student, instructor, and community partner feedback, along with supporting documentation.

F. Schedule and Reporting:

1. Services must begin within sixty (60) days of contract execution to ensure timely program implementation.

2. The Vendor will work collaboratively with the City project manager to establish timelines for curriculum delivery, student recruitment, and program reporting.

3. The Vendor shall submit bi-monthly progress reports that include detailed participation data, financial tracking, and highlights of student work.

4. The Vendor shall also provide annual reports that summarize program outcomes, including levels of participation, evidence of community engagement, measures of student growth, and an analysis of program cost-effectiveness.

5.6. Deliverables

Vendors must provide data-driven deliverables that demonstrate program implementation, student engagement, and measurable outcomes. Reports must include both quantitative data and qualitative insights. Deliverables include:

A. Program Implementation Plan with schedule, target audience, and creative goals.

B. Curriculum Overview integrating art instruction, wellness, and career development.

C. Career and Professional Exposure Plan outlining guest involvement, mentorship, and experiential learning activities.

D. Mid-Project Report documenting:

1. Number of students enrolled, retained, and completing the program.

2. Number and type of art forms taught.

3. Samples or documentation of student creative output.

4. Interim participation data, updates, and budget receipts.

E. Final Report detailing:

1. Pre- and post-surveys measuring self-confidence, self-awareness, and emotional growth.

2. Student reflections, testimonials, or journals.

3. Number of guest speakers, field trips, or career exploration activities.

4. Evidence of student understanding of creative career pathways.

5. Documentation of student connections to potential employers, internships, or professional networks.

6. Number of exhibitions, showcases, or presentations held.

7. Audience size and participation in community events.

8. Documentation of community impact (photos, feedback, or surveys).

9. Summary of student outcomes and facilitator observations.

10. Analysis of participation data and program trends.

11. Recommendations for program improvements.

F. Receipts and Financial Documentation aligned with approved budget.

5.7. City’s Responsibilities

At a minimum, City shall provide and meet the following responsibilities:

1. City shall provide a point of contact (City Project Manager) to administer the Agreement.

2. City Project Manager shall assist with planning, strategy, and objectives prior to performance of the Work.

3. City Project Manager shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

6. General Terms

6.1. Vendor Registration

Vendor must register online with the City of St. Petersburg via their online sourcing system at https://procurement.opengov.com/signup and subscribe to City's Portal at https://procurement.opengov.com/portal/stpete for solicitation notifications. Prior to an award of an

Agreement resulting from this solicitation, Vendor shall be registered with the Florida Department of

State, Division of Corporations to do business within the State of Florida in accordance with Florida

Statute 607.1501.

6.2. Solicitation Review

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

6.3. Solicitation Response Preparation

Vendors are expected to examine this solicitation and all related documents. Failure to do so is at the

Vendor’s risk. Each vendor shall furnish the information required by this solicitation. Vendor(s) shall retain a copy of all documents for future reference. All solicitation responses must be submitted with the

Vendor’s legal name and by an officer or employee having the authority to bind the Vendor by his or her signature.

The City will not pay any costs associated with the preparation, submittal, presentation, or evaluation of any solicitation response.

6.4. Questions

All questions must be submitted via City's online sourcing system's Question & Answer feature no later than 12:00 pm on Monday, October 13, 2025. Questions will be answered via City's online sourcing system no later than 12:00 pm on Wednesday, October 15, 2025. More complex questions may require a written addendum to the solicitation. Explanations or instructions will not materially alter this solicitation unless they are in writing. Oral explanations or instructions given before the award of an Agreement will not be binding. If necessary, a written addendum to this solicitation will be issued and posted on the

City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/199246 for download by Vendors.

6.5. Amendments

Any amendments issued for this solicitation will be posted as an addendum on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/199246 and notifications will be released to vendors who are following the project by clicking "Follow". Vendors must submit their responses to the most current version of the solicitation as amended, if applicable.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/stpete

6.6. Submission of Solicitation Responses

Solicitation responses will be received through the City’s online sourcing system. E-mail or in-person submittals will not be considered unless approved before the solicitation submission deadline by the

Procurement and Supply Management Director. Late proposals and modifications will not be considered;

however, solicitation responses may be modified online at any time prior to the submission deadline.

Failure to follow the instructions in this solicitation is cause for rejection of the submittal.

6.7. Mistakes in the Solicitation

Solicitation responses may be modified or withdrawn in the online application portal prior to the time and date set for the solicitation opening. Correction or withdrawal of solicitation responses after the solicitation opening because of an inadvertent non-judgmental mistake in the solicitation requires careful consideration to protect the integrity of the competitive solicitation process and to assure fairness. If the mistake is attributable to an error in judgment, the solicitation response may not be corrected. Solicitation response corrections or withdrawals by reason of non-judgmental mistakes are permissible but only to the extent they are not contrary to the interest of the City or the fair treatment of other vendors.

6.8. Information Designated a Trade Secret and/or Confidential and/or Proprietary

All solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation) submitted to the City are subject to Florida’s public records laws (i.e., Chapter 119, Florida Statutes), which requires disclosure of public records, unless exempt, if a public records request is made. Solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation (even if in a separate electronic file)) submitted to the City cannot be returned. DO NOT LIST YOUR ENTIRE SOLICITATION RESPONSE AS TRADE

SECRET AND/OR CONFIDENTIAL. The City will not consider solicitation responses if the entire response is labeled a Trade Secret and/or Confidential and/or Proprietary.

If Vendor believes that its solicitation response contains information that is a trade secret (as defined by

Florida law) and/or information that is confidential and/or proprietary and therefore exempt from disclosure, then such information must be submitted in a separate electronic file and comply with the following requirements. In addition to submitting the information in a separate or electronic file, Vendor must include a general description of the information designated as a trade secret and/or confidential and/or proprietary and provide reference to the Florida statute or other law which exempts such designated information from disclosure in the event a public records request.

The City does not warrant or guarantee that information designated by Vendor as a trade secret and/or confidential and/or proprietary is a trade secret and/or confidential and/or proprietary and exempt from disclosure. The City offers no opinion as to whether the reference to the Florida statute or other law by

Vendor is/are correct and/or accurate. Please be aware that the designation of information as a trade secret and/or confidential and/or proprietary may be challenged in court by any person or entity. By designation of information as a trade secret and/or confidential and/or proprietary Vendor agrees to defend and indemnify the City, its employees, agents, and elected and appointed officials (“Indemnified Parties”) against any and all claims, demands, and actions (whether or not a lawsuit is commenced) arising out of or in connection with Vendor's designation of information as a trade secret and/or confidential and/or proprietary and to hold harmless the Indemnified Parties for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorney's fees (including those of the City Attorney’s office) incurred by the City by reason of any claim, demand, or action arising out of or related to the Vendor's designation of information as a trade secret and/or confidential and/or proprietary.

Failure to comply with the requirements above shall be deemed as a waiver by Vendor to claim that any information in its solicitation response is a trade secret and/or confidential and/or proprietary, regardless of whether such information is labeled trade secret and/or confidential and/or proprietary. Vendor acknowledges, understands, and agrees that all information in Vendor's solicitation response (not including information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section) will be disclosed, without any notice to Vendor, if a public records request is made for such information, and the City shall not be liable to Vendor for such disclosure.

Vendor acknowledges and understands that Vendor's proposal, including the information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section, will be distributed to the evaluation committee members, City staff, and City consultants to allow Vendor's entire solicitation response, including the information submitted in a separate electronic file, to be evaluated and considered for award of the Agreement. The entire contents of the Vendor's solicitation response, including the information submitted in a separate electronic file, may be discussed at meetings that are open to the public, subject to the requirements set forth in

Chapter 286, Florida Statutes.

6.9. Bonds

Vendors will need to furnish all bonds as indicated in the solicitation, if applicable.

6.10. Cash Discounts

When the City is entitled to a cash discount, the period of computations will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the Agreement, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies.

6.11. Award

The solicitation will be awarded based on the requirements outlined in the scope, the criteria or factors identified in the solicitation, and the standard for award for the solicitation. The City reserves the right to accept or reject any or all parts of the solicitation response, waive informalities, and request re-solicitations on the services or products outlined in the scope. The City reserves the right to award the

Agreement on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City unless otherwise specified.

Pursuant to Florida Statute sec. 287.05701, the City will not request documentation of a Vendor’s social, political, or ideological interests, consider such interests, or give preference to a vendor based on such interests.

6.12. Acceptance Period

Unless otherwise specified in this solicitation, the solicitation response may be held by the City for a period of ninety (90) days after the submission deadline and will continue in full effect and not be subject to withdrawal during that period until an Agreement has been executed with a Vendor. If no Agreement has been executed within the ninety-day period, any solicitation response may be withdrawn or nullified by either the City or the Vendor, or be deemed to be confirmed and extended in time for as long as permitted by the Vendor submitting each solicitation response.

6.13. Right to Reject

Vendors must comply with all the terms of the solicitation, all applicable provisions of the City of St.

Petersburg City Code, and all applicable federal and state laws. The City may reject any solicitation response that does not comply with all material and substantive terms, conditions, and performance requirements of the solicitation.

The City may waive minor informalities that (i) do not affect responsiveness; (ii) are merely matter of form or format; (iii) do not change the relative standing or otherwise prejudice other vendors; (iv) do not change the meaning or scope of the solicitation; (v) are trivial, negligible or immaterial in nature; (v) do not effect a material change in the work; or (vi) do not constitute a substantial exclusion or modification of a requirement or provision in the solicitation.

6.14. Vendor Complaints

All complaints or grievances should be first submitted in writing to the Procurement & Supply

Management Director, by email at Stephanie.Scarbrough@stpete.org or by mail to P. O. Box 2842, St.

Petersburg, FL 33731 who will promptly investigate the validity of the complaint and present the findings in writing to the person who submitted the complaint.

6.15. Protest

(a) All protests related to a solicitation or award must be first submitted in writing to the POD no later than seven

(7) days preceding the date of the City Council meeting approving the contract, or no later than seven (7) calendar days following the selection of the successful bidder if the contract does not require City Council approval.

(b) The POD will consider the protest if it is timely filed and contains the following:

(1) Sufficient information to identify the solicitation or award that is the subject of the protest;

(2) The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive or legally flawed;

(3) Evidence or supporting documentation that supports the grounds on which the protest is based; and

(4) The relief sought.

(c) If the protest meets the requirements of subsection (b) of this section, the POD will investigate the validity of the protest and present the findings in writing to the person or entity that submitted the protest. Otherwise, the

POD will promptly notify the person or entity that submitted the protest that the protest is untimely or that the protest failed to meet the requirements of subsection (b) of this section and give the reasons for the failure.

(d) If the person or entity is dissatisfied with the POD’s response, the person or entity may then make an appeal to the City Administrator, who will hear the appeal. The City may not establish appellate jurisdiction of the courts; however, if allowed by the Florida Rules of Appellate Procedure or other rule or judicial decision, the decision from the City Administrator is the final decision of the City and may be subject to judicial review in the manner provided by law.

6.16. Public Entity Crimes

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not (i) submit a solicitation response on an Agreement to provide any goods or services to a public entity, (ii) submit a solicitation response on an Agreement with a public entity for the construction or repair of a public building or public work, (iii) submit a solicitation response for leases of mailto:stephanie.swinson@stpete.org real property to a public entity, (iv) be awarded or perform work as a contractor, supplier, subcontractor, or consultant under an Agreement with any public entity, or (v) transact business with any public entity in excess of the threshold amount provided in Section 287.017 for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

6.17. Nondiscrimination

Vendors for the City of St. Petersburg are required to comply with all applicable laws regarding discrimination in employment, including Pinellas County Code Section 70-53 (a)(1) (prohibiting discrimination in employment based on race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability) and all other applicable federal, state and local laws. Vendors are encouraged to provide workplaces free of discrimination in terms of conditions of employment, including benefits.

6.18. Prohibited Communication

Vendors and their employees, agents, contractors, and representatives are prohibited from lobbying City

Council, the Mayor, City staff, selection committee members, and City project consultants relative to this solicitation until the solicitation selection and award processes have been completed. Non-compliance with this provision may result in disqualification from consideration of the award. Notwithstanding the foregoing, this provision shall not prohibit the Vendor from (i) providing public comment in accordance with applicable laws and City policies at public meetings where public comment is permitted, (ii) communicating with the assigned Procurement Analyst, (iii) making a presentation during a selection committee meeting if requested by the selection committee, or (iv) submitting a dispute or complaint in accordance with the requirements set forth in this solicitation.

6.19. Environmentally Preferable Purchasing

It is the policy of the City of St. Petersburg to purchase recycled and environmentally preferable goods.

Environmentally preferable goods are defined as “products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose.” This includes products that contain recycled content, reduced toxicity and pollution, conserve energy, conserve water, prevent waste, and promote sustainability and resiliency initiatives.

This policy does not require the City to specify environmentally preferable products or services when it can be demonstrated that they are not in the best interest of the City compared to products and services that are not as environmentally preferable. Best interests include but are not limited to, service life, life cycle cost, product effectiveness, or compatibility. This policy will be carried out consistent with the

City’s obligations and purpose, and with an overall intent to obtain competitive prices and to provide value to the taxpayer.

6.20. Health In All Policies

Pursuant to Executive Order EO-2018-04, it is the policy of the City to apply the consideration of health, health impacts, and the social determinants of health to the City’s decision-making, including policy development and implementation, budgeting, and the delivery of services and procurement of supplies and construction. Vendors are encouraged to propose services, supplies, and construction that promote health to the greatest extent practicable in their responses to City solicitations. Vendors are further encouraged to provide workplaces that promote the health and well-being of their employees.

6.21. American with Disabilities Act (ADA) Public Notice

In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990, the City of St. Petersburg will not discriminate against qualified individuals with disabilities on the basis of disability in the City’s services, programs, or activities. If Vendor requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to adequately respond to this solicitation. Vendor should contact ADA Coordinator Lendel Bright at (727)-893-7229 or email at lendel.bright@stpete.org as soon as possible but no later than 72 hours before the applicable deadline.

6.22. Background Checks

In the event the solicitation or Agreement requires criminal history checks, Vendor will be responsible for conducting a criminal history check for each employee or subcontractor for which a criminal history check is required.

6.23. Disqualification

The City reserves the right to disqualify Vendors before or after opening, upon evidence of collusion with intent to defraud or other illegal practices on the part of the Vendors.

6.24. Taxes

The City of St. Petersburg is exempt from any taxes imposed by the State and/or Federal Government.

Exemption certificates will be provided upon request.

6.25. Compliance with State and/or Federal Requirements

All Vendors entering into a contract with the City with permit(s) issued by a state or federal agency, shall comply with the requirements set forth in the permit(s).

6.26. E-Verify

Vendor shall comply with Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security's E-Verify system, and that should the City terminate§ the contract with the Vendor for violation of §448.09(1), Vendor may not be awarded a contract with the City fort at least one year.

6.27. Exceptions to Terms and Conditions

If the Vendor takes exceptions to the terms and conditions of the solicitation and refuses to withdraw such exceptions, the City may deem the Vendor nonresponsive if the City determines that negotiating with the

Vendor to address such exceptions may affect the fair treatment of other vendors.

7. Background Checks

7.1. Level 2- Parks and Recreation

The Vendor shall conduct a security background investigation that meets the standards set forth in Florida

Statute Section 435.04 (“Level 2 Background Screening”) for each employee and subconsultant/subcontractor employee performing Work at the work site in accordance with the screening requirements set forth in Florida Statute Section 402.302 and Florida Administrative Code Chapters 65C-

20, 65C-22 and 65C-25.

Prior to allowing an employee or subconsultant/subcontractor employee to perform Work at the work site, the Vendor shall submit to the City's Project Manager an affidavit certifying that each such employee possesses, and shall continue to possess for the duration of the Project, a valid letter determining that a

Level 2 Background Screening was performed and did not identify criminal convictions or other criminal history factors that would disqualify that employee from accessing the work site (“Clearance Letter”). In the event Vendor becomes aware that any employee or subconsultant/subcontractor employee has been arrested or convicted for a disqualifying offense, Vendor shall immediately remove that employee from the work site.

An updated list of all employees or subconsultant/subcontractor employees with access to the work site shall accompany the affidavit and be provided to the City's Project Manager along with the cell phone number of the Vendor's representative responsible for those employees. At any time, the City may request to view the Clearance Letters of any or all employees or subconsultant/subcontractor employees working at the work site. The requested information shall be made available for viewing as soon as possible, but no later than twenty-four (24) hours after the request. If the Vendor fails to provide the requested documentation, the employee(s) in question will not be allowed to continue work until the appropriate documentation has been received. The Vendor shall not be allowed an extension of the Contract Time due to any delay in the performance of the Work attributable to a employee or subconsultant/subcontractor employee's inability to perform Work due to a Clearance Letter being unavailable for inspection. The failure of the Vendor to submit an appropriate affidavit or the submission of an affidavit containing false information shall be considered a substantial violation of the terms and conditions of the Contract Documents and shall provide a basis for termination of the Contract.

8. Insurance

8.1. Commercial General Liability

Commercial general liability insurance in an amount of at least One Million Dollars ($1,000,000) per occurrence, Two Million Dollars ($2,000,000) aggregate in occurrences form. This policy must include coverage for bodily injury, property damage, personal and advertising injury, products and completed operations, and contractual liability under this Agreement.

8.2. Commercial Automobile Liability

Commercial automobile liability insurance of $1,000,000 combined single limit covering all owned, hired and non-owned vehicles.

8.3. Worker's Compensation

Workers’ Compensation insurance as required by Florida law and Employers’ Liability Insurance in an amount of at least $100,000 each accident, $100,000 per employee, and $500,000 for all diseases.

8.4. Abuse & Molestation

Abuse and Molestation coverage in an amount of at least One Million Dollars ($1,000,000) per claim.

This shall include coverage for bodily injury, mental anguish, and emotional distress arising from the actual, alleged, or threatened abusive behavior, conduct, verbal or nonverbal communication, molestation, or exploitation, whether for sexual gratification, discrimination, intimidation, coercion, or for any other purpose.