Cellular_Meter_-_AMRI_Upgrade_(Addendum_#7_Revision).pdf

REQUEST FOR PROPOSAL

RFP-5220-26/RLH

CELLULAR METER - AMRI UPGRADE

1301 East Second St.

Sanford, FL 32771

RELEASE DATE: May 22, 2026

DEADLINE FOR QUESTIONS: June 29, 2026

RESPONSE DEADLINE: July 8, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/seminolefl https://secure.procurenow.com/portal/%7bproject.government.code%7d

Seminole County

RFP #RFP-5220-26/RLH

Cellular Meter - AMRI Upgrade

TABLE OF CONTENTS

I. Introduction II. Scope of Services

III. Instructions to Proposers IV. Instructions for the preparation of Submittals V. Price Proposal VI. Evaluation Phases

Attachments:

A - Insurance Requirements

B - Sample Purchase Order

C - Draft Agreement

D - Dual Check Backflow Examples

Title: Cellular Meter - AMRI Upgrade

1. Introduction

1.1. Summary

Seminole County Utilities is seeking a vendor to replace existing manual read or drive-by meter reading system with cellular AMRI meter reading units.

1.2. Contact Information

Rachel Horne Senior Procurement Analyst 1301 E 2nd St Sanford, FL 32771 Email: rhorne@seminolecountyfl.gov Phone: (407) 665-7115

Department:

Utilities - Utilities Operations

1.3. Timeline

Release Project Date May 22, 2026

Question Submission Deadline June 29, 2026, 5:00pm

Proposal Submission Deadline July 8, 2026, 2:00pm

Attend bid opening via Microsoft Teams at:

https://teams.microsoft.com/meet/2375787075

45?p=S3tsxHJlPhNVKw6uG0

Meeting ID: 237 578 707 545 Passcode: By9VR7oV mailto:rhorne@seminolecountyfl.gov tel:(407)665-7115 https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0 https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0

2. Scope of Services

2.1. PROJECT DESCRIPTION

Part 1

GENERAL INFORMATION - SCOPE OF SERVICES

1. GENERAL DESCRIPTION:

a. The Seminole County Utilities Department (SCUD) requires services of experienced, licensed contractor to provide water meter replacement and installation services within the SCUD utility’s distribution systems. SCUD will furnish the successful contractor with the most recent copy of the water meter atlas and reading routes in an electronic format.

b. The Contractor will be responsible for furnishing all labor, tools, equipment, parts and materials to complete the requested work as specified in the Scope of Service section.

The Contractor will also be responsible for furnishing all required ancillary services to which includes but is not limited to, mobilization, excavations, maintenance of traffic, and site restorations necessary to complete the requested work as specified in the Scope of Service.

2. STANDARDS:

a. SCUD Utility Engineering Specifications for Water Distribution Construction.

b. Seminole County Standards for applicable public right-of-way use under County jurisdiction.

c. Manual on Uniform Traffic Control Devices for Streets and Highways (most recent version) for all traffic control and maintenance of traffic.

d. AWWA Standards for Water Meters – Selection, Installation, Testing and Maintenance, Most Recent Edition (M-6).

e. OSHA Standards as applicable to associated work.

f. ISO 6709 – GPS locating (sub-meter specifically)

3. SPECIAL CONDITIONS

a. Certifications:

•Contractor shall be a licensed Plumber, certified Underground Utilities Contractor or certified

General Contractor, who has been in business no less than 3 years.

b.Performance:

•All work shall be self-performed; under this contract all work shall be completed by the selected contractor’s employees. The use of subcontractors or contract labor is not allowed.

•Contractor shall be adequately staffed and equipped to install 1000 meters per month.

•Contractor shall have adequately staffed and equipped customer service desk with after-hours support, capable of receiving warranty repair calls 24 hours / 7 days a week. This customer service desk shall be capable of dispatching repair technicians without any coordination from the County.

c.Supplies: Seminole County may supply the following materials:

•Water Meter Bodies ¾” through 2”, meter bodies are serialized, and each installation shall be documented.

•Water Meter Encoders ¾” through 2, meter encoder are serialized and each installation shall be documented.•Orion Cellular RF link endpoints, endpoints are serialized, and each installation shall be documented.

•Water Meter tailpieces and make-up flanges.

•Backflow Devices ¾” and 1”. Please note 1½” and 2” Backflow Devices are customer owned the Contractor shall document any and all discrepancies so that the County can properly address all issues.

•Meter Boxes and Lids as needed.

•Additional supplies as needed to complete meter installation

The Contractor shall provide all necessary pipes, fittings, gaskets and appurtenances required to complete work. The contractor may be required to supply all necessary parts including the water meter and ancillary supplies, per county standards and specifications. The County will specify meter make/type required for the project. 4. CONTRACTORS PERSONNELa. The

Contractor must employ and assign a Project Manager who will oversee the described work and who has a minimum of five (5) years continuous field and supervisory experience in all aspects of the described work. The Project Manager shall serve as the single point of contact for all work, be responsible for coordinating and scheduling all work (including restoration) and be available (by phone, if not in person) while contractor’s crews work within SCUD distribution systems.

b. The Contractor shall employ and designate a qualified Quality Control Manager who shall be responsible for inspection of all field work and data collection. The Quality Control Manager shall also be responsible of random sampling of not less than 10% of the total monthly completed meter exchanges. This will provide quality assurance of all physical aspects of the service and validation of all data attributes collected.

c. The Contractor’s Project Manager and Quality Control Manager can be one in the same person upon approval of the County. The awarded contractor is required to have physical presence, in Seminole County, while any assigned personnel are working.

d. For each job or task assigned under this contract, the Contractor’s Project Manager shall only supply qualified and responsible Service Technicians to complete requested work. Only workers who are technically competent and are of acceptable character shall be hired.

e. The Contractor will only utilize employees who have successfully passed a background investigation under the auspices of the Jessica Lunsford Act; Section 1012.465/467 and 468 of the Florida Statutes. The Contractor will submit to the county, an affirmation that ALL employees working on this project have met these requirements.

f. At any time the Contractor’s personnel is working within the SCUD distribution systems, notification is required to the SCUD Billing office at 407-665-2040 or SCUD Field Operations manager at 407-665-2742. Notification will include subdivision name, area and or streets; being as specific as possible. Email notifications will be acceptable means of communication, and email addresses will be supplied for notifications and the kick-off meeting between the contractor and county staff.

g. The contractor will be responsible for dividing the different work areas into phases. The contractor will need to investigate the areas, subdivision or rural. Work will be completed and signed off by the County project manager in one area or phase prior to moving into another phase.

h. The Contractor’s field personnel shall wear similar uniforms with the company logo and shall have on their person, displayed in a conspicuous manner, a picture identification badge. The picture ID shall have the Contractor’s name, employee name, title and signature, employee’s picture and employee ID number. Employees without proper uniforms and identification will not be permitted to work.

i. All Service Technicians shall arrive at, and travel through Seminole County’s Utility systems in a presentable service vehicle decaled with the Contractor’s name, logo, telephone number and contractor’s license number.

5. CONTRACTOR’S EQUIPMENT

a. The Contractor shall utilize and maintain all equipment in a safe and responsible manner. It is the responsibility of the Contractor to maintain all equipment so as to avoid any leaking fuel, oil, and/or hydraulic fluid. If such leakage occurs, it shall be the responsibility of the Contractor to protect the environment and the surrounding surfaces from contamination and/or damage. If said leakage is excessive or cannot be adequately contained, said equipment must cease operation and be removed from the job site. It shall be the responsibility of the Contractor to clean up all contaminated and/or damaged surfaces and properly dispose of all contaminated materials. A chain of custody document shall be submitted to the County showing proper disposal of all contaminated materials.

b. All Contractor service vehicles shall be maintained in a presentable manner and shall be decaled with the Contractor’s name, logo, telephone number and contractor’s license number.

6. SCOPE OF SERVICES

Item 1:

Replacement of existing small meters, antenna, and backflow device for all meters sized ¾” to

2” (items 1a through 1d). This work includes mobilization, all labor, parts and equipment necessary to replace the existing meter and backflow device as needed. If site disturbance is required, the site shall be returned to its’ original condition with placement of sod as required.

The contractor shall remove excess soil and debris from the site. Seminole County will provide water meter, meter body, meter head, and/or cellular meter antenna device as required for each meter set. Contractor shall provide all necessary pipe, fittings and appurtenances required for replacement of the water meter if meter replacement and plumbing is required. The replaced meter shall be returned to Seminole County at 3300 Dike Road. The contractor is responsible for all leaks for a period of 180 calendar days after completion of the work. The contractor will repair leaks and related damage at no additional cost to the County. (County supplies water meter, radio unit, meter tail piece and backflow device)

Item 2:

Replacement of existing water meter body and register to existing dual check backflow device, replacement of meter register only on existing meter body with new register set, or replacement of AMRI antenna only on existing AMR meter. Replacement for meter sizes ¾” to 2” (items 2 a through d). This work includes mobilization, all labor, parts and equipment necessary to replace the existing meter device only. Backflow to remain in place and reconnected to new meter with new meter gaskets or to existing flange and new flange gaskets. Meter and meter box replacement if required shall be performed under a separate item. If site disturbance is required, the site shall be returned to its’ original condition with placement of sod as required. The contractor shall remove excess soil and debris from the site. Seminole County will provide backflow devices ¾” and 1”, contractor to supply 1½” and 2” backflow devices as needed.

Contractor shall provide all necessary pipe, fittings and appurtenances required for replacement of the water meter. The replaced backflow shall be returned to Seminole County at 3300 Dike Road.

The contractor is responsible for all leaks for a period of 180 calendar days after completion of the work. The contractor will repair leaks and related damage at no additional cost to the

County. (County supplies meter tail piece and backflow device)

Item 3:

Replacement of meter backflow device, including reinstallation of existing water meter (items 3 a through d). Seminole County will provide backflow devices ¾” and 1”, contractor to supply 1½” and 2” backflow devices as needed. Contractor shall provide all necessary pipe, fittings and appurtenances required for replacement of the water meter. The replaced backflow shall be returned to Seminole County at 3300 Dike Road. The contractor is responsible for all leaks for a period of 180 calendar days after completion of the work. The contractor will repair leaks and related damage at no additional cost to the County. (County supplies meter tail piece and backflow device)

Item 4:

Replacement of meter box for ¾” to 2” meters or meter box lids (items 4 a through c). This work includes mobilization, all labor and equipment necessary to replace and the meter box or meter box lid only. Replacement of a meter box if required by the County shall be performed in conjunction with replacement of a meter. County shall provide meter boxes and lids to be used, however they may not be identical to existing units. The site shall be returned to its’ original condition with placement of sod as required. The contractor shall remove excess soil and debris from the site. (County supplies water meter box)

Item 5:

Meter valve replacement during water meter installation (Item 5 a through f). This work includes mobilization, all labor and equipment necessary to replace and the meter valve only.

Replacement of a meter valve if required, shall be performed in conjunction with replacement of a meter. Contractor shall provide meter valves to be used, in adherence to utility engineering approved materials list. The unit price bid for this item shall include the additional cost for installation of meter coupling during meter replacement. Meter coupling will be provided by

Seminole County. All other materials and equipment required to make the connection shall be at contractor’s expense. It is the contractor’s responsibility to properly control water flow without damaging the supply service line. The replaced meter valve shall be returned to Seminole

County at 3300 Dike Road. The site shall be returned to its’ original condition with placement of sod as required. The contractor shall remove excess soil and debris from the site. (County supplies water meter tail piece)

Item 6:

Post Exchange Old Meter Testing ¾” to 2” (Items 6 a through d) This work includes mobilization, all labor, parts and equipment necessary to post exchange meter test the existing meters only. All meters shall be tested per AWWA M6 Water Meters–Selection, Installation, Testing and Maintenance, most recent edition guidelines.

The tested replaced meter shall be returned to Seminole County at 3300 Dike Road. The contractor is responsible for all leaks for a period of 180 calendar days after completion of the work. The contractor will repair leaks and related damage at no additional cost to the County.

Item 7:

Post Exchange concrete, temporary asphalt, and Sod replacement (Items 7 a through d). This work includes mobilization, all labor, parts and equipment necessary to replace all concrete, asphalt and sod required to restore work site to original condition The contractor is responsible for all leaks for a period of 180 calendar days after completion of the work. The contractor will repair leaks and related damage at no additional cost to the County.

Item 8:

Testing Existing Meters in-place (Items 8 a) This work includes mobilization, all labor, parts and equipment necessary to test meters while in-place. Testing may be required as needed by the county on case-by-case basis. The contractor is responsible for all leaks for a period of 180 calendar days after completion of the work. The contractor will repair leaks and related damage at no additional cost to the County.

7. TECHNICAL REQUIREMENTS:

a. Prior to commencing with any field work at any customer’s residence, the selected Contractor shall arrange a scheduled appointment convenient to the customer to complete the exchange.

b. Prior to commencing each meter replacement at a customer's premises, the Contractor shall inspect existing water meter settings, service piping and shut off valves. If the Contractor determines that existing conditions are such that damage to the existing service piping or the resident's property would result, the County will be so notified, and the Contractor shall await the County’s decision on how to proceed and then proceed in accordance with that decision.

The contractor will notify customers that the meter exchange will have to be rescheduled.

c. Prior to commencing with all work at the location, the contractor’s technician shall knock on the customers’ door and notify them that the water will be off for the scheduled work.

d. Prior to commencing with all work at the location, the site shall be digitally photographed. At a minimum of two site shots must be taken, a pre-installation shot showing the condition of the meter box and surrounding area prior to any work and a post-installation shot showing the condition of the meter box and surrounding area after all work is completed.

e. Prior to removing any meters, the contractor shall remove all water, dirt, debris etc. from the meter box to safely extract the existing meter. In every case, the meter valve and brass meter couplings must be exposed, clearly visible and accessible for the application of tools/equipment.

This work may be accomplished by using a large volume contained vacuum system. All debris and water collected shall be disposed of in a manner which will cause no health hazard, flooding or nuisance to the surrounding areas and in a manner so as not to degrade the water quality of surrounding water or violate any environmental ordinances or requirements, in accordance to

Federal, State, and/or Local regulations.

f. Successful proposer shall isolate the customer’s meter by closing the meter valve, however if the meter valve at the meter is inoperable these details must be documented on a work order.

The Proposer shall immediately contact the County’s representative for approval of curb-stop valve replacement. The contractor shall use a non-Freon type freezing tool to stop the flow of water, the use of a crimping tool is not allowed. The freezing device will employ C02 or other environmentally safe refrigerant. Upon completion of the installation, the installer will verify proper thawing of the line and the return of full water flow to the customer. The cost of the meter valve and freezing service lines shall be included in the curb-stop replacement bid price and the

County shall not accept any claims for extra payment.

g. The contractor’s technician shall remove the existing meter and backflow device. If meter has old style backflow device (fig.1), both meter and backflow device shall be replaced. If meter has new style backflow device (fig.2), only the meter shall be replaced. Technician re-installs meter and backflow assembly, taking care for proper placement of radio unit. The contractor’s technician restores water and checks for leaks and verifies that all connections are watertight.

h. After reattaching the meter and backflow device to the customer’s service line, the Contractor shall flush the service at line at a hose bibb at the residence or business until the water comes out of the hose bibb without air pockets and water is clean. During this operation, the contractor shall also ensure that the meter dial registers flow through the meter.

i. Upon completion the technician shall install meter box lid, remove excess soil and debris from the site, restore site to pre-installation conditions and take post-installation digital photos. This post-installation shot shows the condition of the meter box and surrounding area.

j. After replacement meter installation, the contractor shall digitally photograph the meter. This photograph shall clearly document the new meter’s beginning reading, placement in the meter box and that there are no leaks.

8.DOCUMENTATION

Documentation data will be collected on each water meter in agreed upon format and shall be compatible with SCUD’ ArcGIS/ArcMap system software in advance of work start up. All pertinent information to replace the meter will be supplied by the county and any additional information agreed upon by the county and contractor will be determined prior to beginning of the project. Typical information will include:

• Location data

• Address

• Photos

• General location (front left, front right, etc.)

B. Old Meter Physical data –

• Identification number of both meter body and register

• Meter Brand

• Meter size

• Encoder type

• Final read

• Post Exchange meter test information.

New Meter Physical data –

• Identification number of both meter body and Encoder / RF sending unit

• Meter Brand

• Meter calculating unit (1gal, 10gal, 100gal, etc.)

• Meter size

• Encoder type

• Beginning read

• GPS - All the water meters encountered in this contract are to be GPS mapped within sub-meter accuracy and the data delivered in an electronic format compatible with SCUD’

ArcGIS/ArcMap system software. Coordinate data shall be field collected with autonomous GPS readings and subsequently differentially corrected via post-processing. The contractor shall further refine positions through filtering and inspection to eliminate noise, problematic satellite geometry and multi-path degradation.

Discrepancies – Document all discrepancies so that a County work order can be concisely created.

9. WORK IN UTILITY EASEMENT/RIGHT OF WAY (ROW) AND EXISTING UTILITIES/ROW

IMPROVEMENTS:

a. The Contractor shall be responsible for obtaining all Utility Locates through, and in accordance with “Sunshine State One Call of Florida (SSOCOF) Excavation Guide (latest edition). The Contractor shall take all possible precautions and be responsible for protecting all underground utilities and other improvements within the utility easement and/or ROW. The Contractor shall be responsible for obtaining and adhering to all applicable

Maintenance of Traffic (MOT) and/or Right of Way permits as required by Seminole County, State of Florida Department of Transportation (FDOT) or jurisdictional authority.

10.JOB SITE MANAGEMENT:

a. The Contractor shall set up, manage and restore each job site in a responsible manner that includes but is not limited to Maintenance of Traffic (MOT), pedestrian safety, and property protection. At no time during the active progress of work shall the Contractor leave the job site unattended. Each job site (regardless of duration of work) must be maintained at all times in a safe and responsible manner that does not unduly impact the surrounding areas and allows for adequate ingress/egress from properties affected. Any and all road and/or ingress/egress closures must be approved by the SCUD in advance of the work. It shall be the ultimate responsibility of the Contractor to restore all work sites to pre-work condition. All restoration activities including irrigation system repairs shall be the responsibility of the contractor.

11.WARRANTY:

a. The contractor shall guarantee all workmanship and materials for all described work for a period of 180 days from the date of the installation. The contractor shall be responsible for all leaks within a 5-foot radius of the exchanged meters for 180 days from the date of the installation. During this 180-day period, the contractor’s crew shall respond 24 hours a day, 7 days a week, within 4 hours of customer call and repair leaks at no additional costs to the

County. All project workmanship will be to the satisfaction of the utility as stipulated by this contract and may be inspected by a utility representative before approval of invoice.

APPENDIX

2.2. TECHNICAL SPECIFICATIONS

[Enter technical specifications here... DELETE THIS STATEMENT]

3. Instructions to Proposers

3.1. Contact

All prospective Proposers are hereby instructed not to contact any member of the Seminole

County Board of County Commissioners, the County Manager or Deputy Manager, or any

Seminole County Staff members other than the noted Purchasing & Contracts Division (herein referred to as ‘PCD’) Contact Person, Rachel Horne, regarding this RFP or their written proposal at any time prior to the posting on the COUNTY’S Website of the recommendation and intent to award by County staff for this project. Any such contact shall be cause for rejection of your proposal. Interpretation of this clause will be solely at the discretion of the COUNTY.

3.2. Pre-Proposal Conference

There will not be a Pre-Proposal Conference for this RFP.

3.3. Public Opening

Electronic submittals shall be received by PCD online in accordance with the instructions in this solicitation documents, unless otherwise revised via posted Addenda. Persons with disabilities needing assistance to participate in the Public Opening should call the noted PCD Contact

Person at least forty-eight (48) hours in advance of the Public Opening at (407) 665-7115.

Attend bid opening via Microsoft Teams at https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0.

Microsoft Teams Need help?

Join the meeting now

Meeting ID: 237 578 707 545

Passcode: By9VR7oV

3.4. Delays

The COUNTY, at its sole discretion, may delay the scheduled due date and time for submission, if it is to the advantage of the COUNTY to do so. The COUNTY will post all changes in the scheduled due date and time for submission by written addendum posted to the COUNTY’s

Website: (https://secure.procurenow.com/portal/seminolefl)

3.5. Proposal Submission and Withdrawal

The COUNTY will accept submittals electronically via the COUNTY’s e-Procurement Portal until

2:00 pm on Wednesday, July 8, 2026. Proposals received after the scheduled due date and time for submission shall not be considered. Proposals submitted in any other format other than via the COUNTY’S e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed. Companies shall register on the COUNTY’S e-Procurement Portal. Once registered, Companies may view and click "Follow" to be a prospective Proposer for this solicitation and will appear on the Follower’s list. Proposers that fail to Follow this project will not receive automatic addenda notifications, nor will they be able to draft a response in the COUNTY’S e-Procurement Portal, and therefore will be unable to https://teams.microsoft.com/meet/237578707545?p=S3tsxHJlPhNVKw6uG0 https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Faka.ms%2FJoinTeamsMeeting%3Fomkt%3Den-US&data=05%7C02%7Cltorres%40seminolecountyfl.gov%7C631e7ee202ac46256e5608dda8547486%7C9d380a55ed1044b9813bb83cfe0e80d4%7C1%7C0%7C638851802863957101%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=V5vNikox%2BrhxGJ6C4PPD69gzbL0kShvF%2BJ%2FJzaVHIRQ%3D&reserved=0 https://gcc02.safelinks.protection.outlook.com/ap/t-59584e83/?url=https%3A%2F%2Fteams.microsoft.com%2Fl%2Fmeetup-join%2F19%253ameeting_ZWM3MTEwMDQtMDcwYi00MzYxLTk0NGYtMWY0OTk5MGI1N2Qy%2540thread.v2%2F0%3Fcontext%3D%257b%2522Tid%2522%253a%25229d380a55-ed10-44b9-813b-b83cfe0e80d4%2522%252c%2522Oid%2522%253a%2522462f8932-cfb6-408b-89d3-e432396ca876%2522%257d&data=05%7C02%7Cltorres%40seminolecountyfl.gov%7C631e7ee202ac46256e5608dda8547486%7C9d380a55ed1044b9813bb83cfe0e80d4%7C1%7C0%7C638851802863980745%7CUnknown%7CTWFpbGZsb3d8eyJFbXB0eU1hcGkiOnRydWUsIlYiOiIwLjAuMDAwMCIsIlAiOiJXaW4zMiIsIkFOIjoiTWFpbCIsIldUIjoyfQ%3D%3D%7C0%7C%7C%7C&sdata=hlj%2FeswEYt0%2B6dgzTjNiTmwKIvQ4inmdJOGA5WVgLT4%3D&reserved=0 participate or be considered for this RFP. If a Proposer encounters technical difficulties using the COUNTY’S e-Procurement Portal, or needs assistance using the Portal, Proposers may access the Help Center for vendor training guides provided by OpenGov-Procurement, the

Software Administrator. Proposers may also contact the Software Administrator using the real-time chat function on the COUNTY’S e-Procurement Portal (located in lower right-hand corner of the screen), or via email at support@procurenow.com for support.

The COUNTY will not be responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like, neither the COUNTY, nor the Software Administrator, will be held responsible. Proposers shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Proposer is using to submit a response. Failure of the Proposer to successfully submit an electronic proposal before the deadline indicated herein shall be at the Proposer's sole risk, and no relief will be given for late and/or improperly submitted proposals. Once file(s) have been uploaded and the

Submission Status shows as “Submitted” the submission is complete. At that point, the

Proposer will also receive an email confirmation from the COUNTY’s e-Procurement Portal.

Telephone confirmation of timely receipt of any submittal should be made by calling (407) 665-

7115, before the 2:00 pm deadline.

The Proposer is required to submit ONE (1) ELECTRONIC FORMATTED file of their complete written submittal.

Proposers may withdraw their submittal electronically via the COUNTY’S e-Procurement Portal at any time prior to the scheduled due date and time for submission.

3.6. Inquiries

All Proposers should carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of PCD Contact Person in writing via the Q&A tab in the

COUNTY’S e-Procurement Portal prior to the scheduled due date and time for submission.

Failure to do so, on the part of the Proposer, shall constitute an acceptance by the Proposer of any subsequent decision made by the COUNTY. Any questions concerning the intent, meaning and interpretations of the RFP documents including the attached Draft Agreement, shall be requested in writing, and received no later than 5:00 pm on Monday, June 29, 2026. Written requests shall be submitted via the COUNTY’S e-Procurement Portal The COUNTY will not be responsible for oral instructions made by employees of the COUNTY or its authorized representatives in regard to this RFP. If the Q&A deadline has passed, a Proposer may contact the COUNTY directly if necessary at rhorne@seminolecountyfl.gov. The COUNTY reserves the right to reject any questions sent after the Q&A deadline.

3.7. Draft Legal Agreement

The COUNTY’s standard written legal agreement (hereinafter “Draft Agreement”), attached hereto, contains the terms and conditions that will become an integral part of the Contract. Any proposed revisions to the Draft Agreement will only be considered by the COUNTY if requested by Bidder/Proposer, and received in writing by COUNTY, prior to the scheduled due date and time identified herein as the Submission Deadline.

http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

Any proposed revisions received by the COUNTY after the due date and time identified herein as the Submission Deadline will not be considered.

Bidders/Proposers who do not request any revisions agree to be legally bound by the terms and conditions of the Draft Agreement.

3.8. Addenda

Should revisions to the RFP documents become necessary, the COUNTY will post Addenda information on the COUNTY's e-Procurement Portal. The COUNTY’s e-Procurement Portal will issue an automated email notification to all “Followers” on the RFP’s Followers list. All

Proposers should check the COUNTY's Website or notify Rachel Horne to verify information regarding Addenda. Failure to do so may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. By execution of the Formal Notice for this RFP, the

Proposer acknowledges receipt of all Addenda issued under this solicitation. Addenda information will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). It is the sole responsibility of the Proposer to ensure that they obtain information related to any Addenda.

3.9. Selection Process and Award

Proposals will be reviewed by the COUNTY Evaluation Committee in accordance with the evaluation criteria set forth in the RFP documents. The COUNTY reserves the right to conduct interviews and require presentations of any or all Proposers prior to selection. The COUNTY will not be liable for any costs incurred by the Proposer in connection with such presentations.

Should oral presentations for this RFP be required by the COUNTY, the evaluation criteria and weights shall be used to short-list the Proposers. The County will award a contract based on the proposal that best meets the County's requirements. The Proposer understands that this RFP does not constitute an agreement or a contract with the Proposer. The COUNTY reserves the right to reject all bids/proposals, make multiple awards (award to more than one vendor), make a partial award, to waive formalities, to re-solicit and advertise for new bids/proposals, or to cancel the project in its entirety.

3.10. Proposal Preparation Costs

Neither the COUNTY nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this RFP. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the

Proposer's ability to meet the requirements of this RFP.

3.11. Accuracy of Proposal Information

By submission of a proposal, Proposer acknowledges that they have carefully examined the

Request for Proposal documents and agrees to furnish the services specified in the solicitation at the prices, rates or discounts as proposed. Proposers agree that their proposal will remain firm for a period of up to one hundred twenty (120) days in order to allow the County adequate time to evaluate the submittals.

By submission of a proposal, Proposer agrees to abide by all conditions of this proposal and understands that a background investigation may be conducted by the Seminole County

Sheriff’s Department prior to award. Proposer certifies that all information contained in their proposal is truthful to the best of their knowledge and belief. Proposer further certifies that they are duly authorized to submit this proposal on behalf of the vendor/Proposer as its act and deed and that the vendor/Proposer is ready, willing and able to perform if selected.

3.12. Insurance

A misstatement or omission of a material fact, whether intentional or not, regarding the

Proposer's insurance coverage, policies or capabilities may be grounds for rejection of the

Proposer’s submitted proposal and rescission of any ensuing Award Agreement.

The COUNTY recommends that all Proposers review the insurance requirements listed within the Draft Agreement with their insurance carriers. A copy of the insurance certificate shall be furnished to the COUNTY prior to the final execution of the COUNTY’s

Award Agreement. The COUNTY reserves the right to reject the award to any Proposer that fails to provide the insurance as required within the COUNTY’s Award Agreement.

3.13. Licenses

Proposers, both corporate and individual, must be fully licensed and certified for the type of work to be performed in the State of Florida at the time of submittal under this RFP. Failure of the Proposer to be fully licensed and certified, may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. Any permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, County, City, etc., is the responsibility of the Proposer.

3.14. Posting of the RFP’s Recommendation and Intent to Award

The recommendation and intent to award for this RFP will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). Failure to file a protest with the COUNTY’s

Purchasing & Contracts Manager within the time prescribed in the COUNTY's Purchasing Code, Policies and Procedures shall constitute a waiver of proceedings.

3.15. Public Records

Upon recommendation and intent to award this RFP as posted to the COUNTY’s website or thirty (30) calendar days after closing, proposals are considered “public records" and shall be subject to the public disclosure regulations consistent with Chapter 119, Florida Statutes.

Proposers must invoke the exemptions to disclosure provided by law in their response to the solicitation and must identify the data or other materials to be protected by uploading any information deemed confidential separately under “Confidential Files,” and must state the reasons why such exclusion from public disclosure is necessary pursuant to the COUNTY’s, “Compliance With Public Records Law” Form, which is required as part of the RFP documents.

Ownership of all data, material, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Public Records Law. Trade secrets or proprietary information submitted by a Proposer shall not be subject to public disclosure under the Public Records Law; however, the

Proposer must invoke the protection of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.

3.16. Prohibition Against Contingent Fees

It shall be unethical for any person to be retained, or to retain any company or person, other than a bonafide employee working solely for the Proposer to solicit or secure the Award

Agreement for this RFP, and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bonafide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from award or making of this Award Agreement. For the breach or violation of this provision, the

COUNTY shall have the right to terminate the Award Agreement at its sole discretion, without liability and to deduct from the Award Agreement price, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration.

3.17. Rejection/Disqualification

The COUNTY reserves the right to reject the proposal of any Proposer who has failed to perform, in a timely manner, the scope of services of a previously awarded agreement. The

COUNTY reserves the right to inspect all facilities of Proposers in order to make a determination as to the available resources to perform properly under this award. The COUNTY reserves the right to waive any irregularities, informalities, and technicalities and may, at its discretion, issue a re-procurement. More than one (1) proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal submittal will be cause for rejection of all proposals in which such Proposers are believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers.

Proposals in which the prices obviously are unbalanced will be subject to rejection.

3.18. Purchasing Code

Seminole County Code Chapter 220 (Purchasing Code) and Administrative Code Section 3.55

(Purchasing Policy) apply to this RFP in their entirety.

3.19. Affirmation

By submission of a proposal, the Proposer affirms that their proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The Proposer agrees to abide by all conditions of this RFP and the resulting Award Agreement as prepared by Seminole County.

3.20. Governmental Restrictions

In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Purchasing and

Contracts Division at once, indicating in his/her letter the specific regulation which required an alteration, including any price adjustments occasioned thereby. The County reserves the right to accept such alteration or to cancel the contract or order at no further expense to the County.

3.21. Advertising

In submitting a proposal, Proposer agrees not to use the results therefrom as a part of any commercial advertising, without the express written approval of the County Manager’s Office.

3.22. Patents and Royalties

Unless otherwise provided, the Proposer shall be solely responsible for obtaining the right to use any patented or copyrighted materials in the performance of the contract resulting from this

PS. The Proposer, without exception, shall indemnify and save harmless the County and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or supplied by the Proposer. In the event of any claim against the County of copyright or patent infringement, the County shall promptly provide written notification to the Proposer. If such a claim is made, the Consultant shall use its best efforts to promptly purchase for the County the legitimate version of any infringing products or services or procure a license from the patent or copyright holder at no cost to County that will allow continued use of the service or product. If none of the alternatives are reasonably available, the County agrees to return the article on request to the Proposer and receive reimbursement, if any, as may be determined by a court of competent jurisdiction.

3.23. Drug-Free Workplace Compliance

Proposer shall comply with Section 287.087, Florida Statutes, and failure to comply shall result in rejection/disqualification of the proposal and all agreements as a result of this solicitation.

3.24. Public Entity Crime

Any Person or affiliate, as defined in Section 287.133, Florida Statutes, shall not be allowed to contract with the COUNTY, nor be allowed to enter into a subcontract for Work on this Project, if such a person or affiliate has been convicted of a public entity crime within three (3) years from the date this Project was advertised for Proposal, or if such person or affiliate was listed on the

State's convicted vendor list, within three (3) years of the date this Project was advertised, whichever time period is greater. A public entity crime means a violation of any state or federal law with respect to and directly related to the transaction of business with any public entity or agency (federal, state or local), including but not limited to, any contract for the construction or repair of a public building or public work involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, forgery, falsification of records, receiving stolen property or material misrepresentation. Any Agreement with the COUNTY obtained in violation of this Section shall be subject to termination for cause. A sub-contractor who obtains a subcontract in violation of this Section shall be removed from the Project and promptly replaced by a sub-contractor acceptable to the COUNTY.

3.25. Proprietary/Restrictive Specifications

Proposers who feel the specifications contained herein are proprietary or restrictive in nature, thus potentially resulting in reduced competition, must notify the Purchasing and Contracts

Division of their rejection upon receipt of this Request for Proposals and prior to the due date.

3.26. Payment Terms/Discounts

The County’s payment terms are in accordance with Section 218, Part VII, Florida Statutes, Florida Prompt Payment Act. Cash discounts for prompt payment shall not be considered in determining the lowest net cost for evaluation purposes.

3.27. Additional Terms and Conditions

Unless expressly accepted by the County, only the terms and conditions in this document and

Award Agreement shall apply. Any and all additional terms and conditions shall have no force and effect, and are inapplicable to this proposal if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. It is understood and agreed that the general and/or special conditions in these RFP documents and any Addenda issued under this solicitation are the only conditions applicable to this proposal and the Proposer's authorized signature on the Proposal Response

Form attests to this.

3.28. Price Redeterminations

1. During the Renewal Term: Petitions for price redeterminations must be made at the time of

County’s notification to the Contractor of the renewal period. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract to reflect the new prices for the renewal term.

2. Outside the Renewal Term: Petitions for price redeterminations must be made within thirty

(30) days of the anniversary date of the Contract. Any such petition must be made pursuant to the provisions of this Section and only for those price redetermination categories specified herein. Unless otherwise expressly set forth in this document, no other price redeterminations will be allowed. All price redeterminations will be approved by a duly executed amendment to the Contract.

BASIS FOR PRICE REDETERMINATIONS. The Contractor may petition the Purchasing and

Contracts Division for price redetermination based on the increased costs of wages, fuel, or materials. Price redeterminations will be based solely upon changes in pricing or costs documented by either the Employment Cost Index (ECI) or Producer Price Index (PPI), whichever is applicable, as published by the Bureau of Labor Statistics. The base index number for the ECI will be for the quarter in which the solicitation opens. The base index number for the

PPI will be for the month the solicitation opens. Any subsequent price redeterminations will use the last price redetermination approved for that price redetermination category as the "base index number." The County shall have the right to audit the Contractor's records, including, but not limited to, payroll, materials, and fuel cost records, to verify or otherwise investigate the validity of any price redetermination request.

WAGE PRICE REDETERMINATION. When requesting a price redetermination based upon an increase in wage costs, the Contractor shall refer to and utilize the Pay & Benefits, Employment

Cost Index, Private Industry, Compensation as prepared by the Bureau of Labor Statistics in the

U.S. Department of Labor available at www.bls.gov.

MINIMUM WAGE PRICE REDETERMINATION. If the minimum wage increases during the term of the Contract, including any renewal or extension period thereunder, the Contractor may petition the Purchasing and Contracts Division for price redetermination for those job categories where the pay to the Contractor's employee(s) is the current minimum wage. Upon verification of the information provided, the County will grant an increase of exactly the amount of the minimum wage increase (not the percentage increase). The Contractor must increase the pay to the employee(s) by the amount the Contractor has requested, which shall not exceed the amount of the minimum wage increase. The amount paid to the Contractor will be the increase plus any written and documented increase in FICA, Medicare, and Workers' Compensation insurance. The Contractor must supply written documentation of any other increase that is beyond the scope and control of the Contractor. All written documentation must satisfy the reasonable expectations of the Purchasing and Contracts Division.

• Example: Minimum wage increases from $7.31 to $7.56 per hour. The Contractor may petition for an increase of $0.25 per hour to be paid to the affected employee(s) and shall provide written and documented cost increases for FICA, Medicare and Workers' Compensation. The resulting increase in costs shall be incorporated into fees/rates billed to the County.

If the Contractor bills the County at a higher price according to any price redetermination granted by the County, and the Contractor fails to increase the hourly rate paid to the employee for the same period, the Contractor will be considered in Contract default and the Contract will be immediately terminated.

FUEL PRICE REDETERMINATION. If and when the price of fuel increases by a minimum of ten

(10%) percent, the Contractor may petition the Purchasing and Contracts Division for a fuel price redetermination. As a condition of petitioning for a fuel price increase, the Contractor shall be required to petition for a fuel price redetermination decrease if and when the price of fuel decreases by a minimum often (10%) percent. Failure to make such petition may be grounds for

Contract termination and shall entitle the County to a refund of the cumulative increase in pay to the Contractor due to any prior fuel price redetermination increase(s). Fuel price redetermination must be based solely upon changes as documented by the Producer Price Index (PPI) for the commodity "Gasoline - WPU057".

MATERIALS PRICE REDETERMINATION. At the anniversary date of the Agreement, the

Contractor may petition the Purchasing and Contracts Division for a materials price redetermination. As a condition of petitioning for a materials price increase, the Contractor shall be required to petition for a materials price redetermination decrease if/when the price…