Contract_Sample_Document.pdf
PDF 375 KB Posted
- Solicitation number
- RFP 2026-038
- Issued by
- Alachua County, Graceville City, Florida
About this file
This is a contract sample document between the City of Gainesville, operating as Gainesville Regional Utilities (GRU), a multi-disciplinary utility provider in Alachua County and Graceville City, Florida, and a contractor selected through an RFP process. GRU is soliciting qualified consultants to conduct a comprehensive efficiency review of its Accounts Payable and Procurement Divisions. The scope of work includes process mapping and workflow documentation, performance metrics and industry benchmarking, internal controls and compliance audits, technology and automation assessments, vendor management analysis, and cost reduction analysis. Deliverables encompass comprehensive assessment reports comparing current operations to best practices, detailed workflow maps for both existing and proposed processes, recommendations for automation and control improvements, and updated policies and procedures. The RFP proposal submission deadline is 2:00 p.m. on Friday, March 6, 2026, with questions due by 4:00 p.m. on Tuesday, March 3, 2026. GRU will notify the successful respondent of its intent to award within sixty calendar days of the solicitation due date, with contract execution required within fifteen calendar days of award notification. The contract will commence on a specified date and terminate on a specified date, with extension options available upon mutual agreement of the parties and an additional six-month extension period to allow for completion of a new solicitation.
Pricing must be submitted on a firm, fixed-fee basis using the provided Pricing Response Form, with all costs remaining valid for sixty calendar days from the solicitation due date. Annual price adjustments are permitted at the contract anniversary date, limited to the lesser of 5% or the change in the Producer's Price Index and Consumer Price Index as published by the U.S. Department of Labor, Bureau of Labor Statistics. The RFP evaluation process consists of two phases, with Phase 1 assessing fee schedule (10 points), experience (25 points), methodology and approach (25 points), personnel qualifications (20 points), and work samples or guidance (20 points), followed by Phase 2 interviews for the top two or three respondents. Successful respondents must demonstrate knowledge and experience with governmental accounting standards, multi-disciplinary utility environments, and SAP software including complementary systems such as Concur, OpenText, and OpenGov. Consultants must provide proof of Commercial General Liability insurance ($1,000,000), Automobile Liability insurance ($500,000), and Workers Compensation coverage before commencing work. No set-aside designations, disadvantaged enterprise requirements, or incumbent vendors are identified in the solicitation documents.
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CONTRACT SAMPLE
CONTRACT BETWEEN THE CITY OF GAINESVILLE, d/b/a
GAINESVILLE REGIONAL UTILITIES,
AND <COMPANY NAME> FOR
<TITLE OF CONTRACT>
THIS CONTRACT is made and entered into with an effective date of Contract Effective Date, by and between the CITY OF GAINESVILLE, a Florida municipal corporation d/b/a GAINESVILLE
REGIONAL UTILITIES (“GRU”), with offices located at 301 SE 4th Ave, Gainesville, FL 32601, and
<Contractor Legal Name> (“Contractor”), a <Contractor's State of Business> <Contractor Business
Entity>, with its principal place of business at <Contractor Street Address Contractor City, State Zip>, individually referred to as “Party” or collectively as “Parties”.
WHEREAS, GRU requires <Name of Goods or Services>; and
WHEREAS, GRU issued a Solicitation on Solicitation/Project Release Date for <Name of Goods or
Services>; and
WHEREAS, <Contractor's Legal Name> submitted a Response dated Response Submitted, to provide
<Name of Goods or Services>; and
WHEREAS, GRU desires to enter into a Contract for <Name of Goods or Services> described herein.
NOW, THEREFORE, in consideration of the covenants contained herein, the Parties agree to the following:
1. Contractor shall provide <Name of Goods or Services>as detailed in the Statement of Work
(Attachment 1) in accordance with the General Terms and Conditions (Attachment 2), Supplemental
Conditions (Attachment 3), and/or Federal Supplemental Conditions (Attachment 4),
2. GRU shall pay to Contractor for the faithful performance of this Contract according to the pricing schedule attached hereto (Attachment A). Adjustments to price may be requested by the Contractor at least sixty (60) calendar days prior to the anniversary date of this Contract each year. Any negotiated price changes shall become effective on the anniversary date of that calendar year. Contractor shall provide documentation for any such price increase and the price increase shall not exceed 5% or the
Producer’s Price Index (PPI) and/or Consumer Price Index (CPI), whichever is the lowest, for the product during the previous twelve calendar months as published by the U.S. Department of Labor, Bureau of Labor Statistics.
3. TERM:
a. This Contract shall commence on the <Contract Effective Date> and terminate on <Contract
Termination Date>.
b. The Contract may be extended for <Renewals> upon mutual agreement of the Parties.
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c. Beyond the extensions described above, this Contract may be extended for an additional six (6) months to allow for completion of a new solicitation.
IN WITNESS WHEREOF, the Parties hereto have executed this Contract on the date first above written.
CONTRACTOR’S LEGAL NAME
BY:
Name:
Title
Date Signed:
CITY OF GAINESVILLE d/b/a
GAINESVILLE REGIONAL UTILITIES
BY:
Name:
Title
Date Signed:
Approved as to form and legality:
City Attorney Full Name
City Attorney Title
Prepared by:
<Name of Procurement Specialist>
Procurement Specialist III
File details come from the government source that posted it. Updated .