Crossing_Guard_Services.pdf

REQUEST FOR PROPOSAL

RFP 26-099

CROSSING GUARD SERVICES

City of Clermont

685 W. Montrose Street

Clermont, FL 34711

RELEASE DATE: June 8, 2026

DEADLINE FOR QUESTIONS: July 1, 2026

RESPONSE DEADLINE: July 9, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of Clermont

REQUEST FOR PROPOSAL

Crossing Guard Services

I. Introduction II. Response Procedures

III. Statement of Work IV. Response Format V. Evaluation Process

VI. Terms and Conditions

Attachments:

A - OpenGov Vendor Registration

Request For Proposal #RFP 26-099 Title: Crossing Guard Services

1. Introduction

1.1. Summary

The purpose of this solicitation is to receive responses from qualified respondents to provide crossing guard services in accordance with the terms, conditions, and specifications contained herein. Upon the completion of the response review process, the City intends to enter into direct negotiations with the most qualified respondent resulting in a term contract for an initial twenty-four (24) month period. Prior to completion of the initial term of the continuing contract, the City shall have the option to renew the contract for four (4) additional twelve (12) month period(s).

1.2. Background

The City of Clermont, known as the Choice of Champions, is one of the fastest-growing cities in

Central Florida and has emerged as Florida's epicenter for health, wellness, and fitness.

Strategically located near Orlando and major transportation hubs, Clermont offers an unparalleled quality of life, making it an attractive destination for families, businesses, and recreational enthusiasts. Founded in 1884 and incorporated in 1916, the city is renowned for its picturesque hills, pristine lakes, award-winning parks, and extensive trails, fostering a unique landscape that promotes outdoor activity and well-being. With a population of approximately

44,687 and covering about 19.1 square miles, Clermont is the largest city in Lake County and continues to thrive as a premier community in the region.

Governed by an elected five-member commission, including a Mayor and four Council

Members, Clermont provides essential services such as law enforcement, fire control, water and sewer, public services, planning & zoning, cemetery management, and various recreational offerings. The City also operates and maintains water, wastewater treatment, sanitation, and stormwater utilities. Organized into eleven departments and fourteen divisions, Clermont has a workforce of 392 full-time employees.

1.3. Contact Information

Ramsey Jimenez Procurement Manager 685 W Montrose St Clermont, FL 34711 Email: rjimenez@clermontfl.org Phone: (352) 241-7353

Department:

Police

1.4. Timeline

The following dates are set forth for information and planning purposes; however, the City reserves the right to change the dates as needed. Respondents are advised to closely monitor any potential date changes through the Portal at https://procurement.opengov.com/portal/clermontfl. (Please note that there is no charge or fee for respondents to register and utilize the Portal).

mailto:rjimenez@clermontfl.org tel:(352)241-7353

Solicitation Issued Date June 8, 2026

Newspaper Advertisement June 11, 2026

Pre-Proposal Conference (Non-

Mandatory)

June 15, 2026, 10:00am

City Hall Council Chambers (1st Floor) 685 West Montrose Street, Clermont, Florida The meeting will begin promptly at the time specified above.

Questions Deadline July 1, 2026, 3:00pm

Response Deadline July 9, 2026, 2:00pm

Receipt and Acknowledgement of Responses

Zoom Meeting Information https://us06web.zoom.us/j/86221438465?pwd=

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Meeting ID: 862 2143 8465 Passcode: 868480

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Evaluation / Scoring Meeting (Non-

Mandatory)

Wednesday, July 15, 2026

Clermont Police Department https://us06web.zoom.us/j/86221438465?pwd=NGM1mV4aVJJsmXHFFbmceZsOU6qab1.1 https://us06web.zoom.us/j/86221438465?pwd=NGM1mV4aVJJsmXHFFbmceZsOU6qab1.1 https://us06web.zoom.us/u/kej9Nwvgk

2. Response Procedures

2.1. Delivery of Proposal

Proposals must be submitted electronically to the Portal and will be sealed until the due date and time indicated in the solicitation. Responses submitted early may be withdrawn before the deadline by the respondent. All responses must remain valid for at least ninety (90) calendar days and will remain the property of the City. Responses to this solicitation will not be accepted by fax or email.

All proposals will be publicly opened electronically in the Portal and read at the location in the

#Introduction section, Timeline. Only the names of companies that submitted a response will be read.

Electronic Responses

Electronic responses will be received through the Portal and remain unopened until the response due date has passed, as indicated in this solicitation. It is the sole responsibility of the respondent that the response is submitted and received before the deadline as specified in this document. The City of Clermont is not responsible for delays in transmittal or delays caused by any other occurrence. Please allow enough time to complete the response and upload the documents to the portal.

Uploading Electronic Documents

Once the “Draft Response” button has been selected in the Portal, a screen will appear, allowing the vendor to enter their response information. Once all information is completed, proceed to Submit the response. A confirmation with a submittal date and time stamp will appear, and a confirmation email will also be sent to the user’s email address. Vendors can review/update their submittals at any time before the response deadline. The offer will remain sealed and cannot be viewed by anyone until after the response due date and time.

2.2. Pre-Proposal Conference

Monday, June 15, 2026 at 10:00 am; Location: City Hall Council Chambers (1st Floor) 685

West Montrose Street, Clermont, Florida The meeting will begin promptly at the time specified above.

All potential respondents are encouraged to attend this non-mandatory pre-proposal conference. The meeting will present an opportunity to ask questions and/or seek clarification regarding all aspects of this solicitation. The City will provide written responses as an addendum to formal and material questions received during this meeting.

Any verbal discussions at the meeting will not be considered part of the solicitation unless incorporated through the formal written addenda process. Questions asked at the meeting that cannot be adequately answered during the meeting may be deferred until the issuance of the addenda.

Potential respondents are requested to bring this solicitation document to the pre-proposal conference, as additional copies may not be available.

https://procurement.opengov.com/portal/clermontfl/projects/269944/document?section=2601504

2.3. Questions Deadline

To ensure that all prospective respondents have accurately and completely understood the requirements of this solicitation, the City of Clermont Procurement Services Department will accept written questions up until 3:00 pm on Wednesday, July 1, 2026. Verbal inquiries will not be accepted, and potential respondents are instructed only to seek additional information or clarification or to communicate in writing with the Procurement Services Director.

The City of Clermont requires all questions relating to this solicitation to be entered through the

“Question and Answer” tab on the Portal. Responses to questions will be provided online at https://procurement.opengov.com/portal/clermontfl.

• ALL QUESTIONS MUST BE SUBMITTED BEFORE THE DEADLINE.

• QUESTIONS WILL NOT BE ANSWERED VIA TELEPHONE OR FAX.

2.4. Award

The City reserves the right to make multiple awards if deemed appropriate, considering anticipated workload or other factors.

2.5. Contract Negotiations

The City intends to enter into a contract for the services outlined. The responses constitute an agreement that any contract resulting from this solicitation will be prepared by the City.

Consequently, the City does not agree to necessarily accept terms the respondent may propose during the negotiation phase of the contract.

2.6. Contract Period

This contract will commence on the first calendar day of the month, after approval of the contract by the City Council or designee, unless otherwise stipulated in the Notice of Award distributed by the City's Procurement Services Department. The Notice of Award will be contingent upon completing and submitting all required pre-award documents. The initial contract term will remain in effect for twenty-four (24) months, and then the contract will remain in effect until the completion of the expressed and/or implied warranty period. The contract prices resulting from this solicitation will prevail for the full duration of the initial contract term unless otherwise indicated elsewhere in this document.

If stated, estimated quantities are for respondent guidance only, and no guarantee is given or implied as to quantities that will be used during the contract period. Estimated quantities are based on previous needs. The City may use estimated quantities to evaluate the low response and ensure it meets the specifications.

2.7. Option to Renew

Before, or upon completion, of the initial term of this contract, the City will have the option to renew this contract for four (4) additional twelve (12) month period(s). Before the completion of each exercised contract term, the City may consider a price adjustment based on changes in the U.S. Bureau of Labor Statistics, Producer Price Index (PPI) for the most recent twelve (12) month period (see http://www.bls.gov/ppi/ppi_dr.htm Current Edition). It is the contractor's http://www.bls.gov/ppi/ppi_dr.htm responsibility to request any price adjustment under this provision in writing. The contractor's written request for adjustment should be submitted to the Procurement Services Department sixty (60) days before the anniversary date of the contract. The contractor adjustment request must substantiate the requested increase. The written request for adjustment should not exceed the relevant price index change. If no adjustment request is received from the contractor, the

City will assume that the contractor has agreed that the optional term may be exercised without price adjustment. Any adjustment request received after the commencement of a new option period will not be considered.

The City reserves the right to reject any written price adjustments submitted by the contractor and/or not to exercise any otherwise available option period based on such price adjustments.

Continuing the contract beyond the initial period and any option subsequently exercised is a City prerogative and not a contractor's right. This prerogative will be exercised only when such continuation is clearly in the best interest of the City.

2.8. Insurance Requirements

The selected respondent(s) must provide proof of insurance when responding to this solicitation using a standard ACORD form, showing no less than the amounts indicated below. If an

ACORD form cannot be provided, a signed letter from the insurance company agency, on its letterhead, must be provided stating current insurance as described below, or stating that the agency can receive the required insurance coverage.

All suppliers performing work on City property or public right-of-way must provide the City with a certificate of insurance evidencing the coverage and coverage provisions identified herein.

Respondents must provide the City with evidence that all subcontractors performing work on the project have the same types and amounts of coverage as required herein or that the subcontractors are included under the contractor’s policy. The City, at its own discretion, may require a certified copy of the policy.

The types and amounts of insurance required are listed below. The City reserves the right to amend or require additional types and amounts of coverage or provisions depending on the nature of the work.

Minimum Insurance Coverage Requirements with Aggregate Limits

• Commercial General Liability o Per Occurrence: $1,000,000 o General Aggregate: $2,000,000 o Products & Completed Operations Aggregate: $2,000,000

Coverage must include:

▪ Premises/Operations

▪ Products and Completed Operations

▪ Contractual Liability

▪ Contractual Indemnity (in accordance with Section 6.35 of the Terms and

Conditions)

• Automobile Liability o Per Occurrence (Combined Single Limit): $1,000,000 o Aggregate: N/A

Must include owned, non-owned, and hired vehicles.

• Workers’ Compensation and Employer’s Liability

As required by Florida Statutes, Chapter 440, including:

o Each Accident: $1,000,000 o Disease – Each Employee: $1,000,000 o Disease – Policy Limit: $1,000,000

Additional Insurance Requirements

• Insurance carriers must be rated at least B+:VI or better by A.M. Best (latest edition) or otherwise approved by the City.

• A minimum of thirty (30) days’ written notice of policy cancellation, non-renewal, or material change is required.

• The City of Clermont must be named as an Additional Insured for General Liability coverage, and this must be explicitly stated on the certificate.

• The certificate must reference the solicitation number and title. RFP 26-099 Crossing

Guard Services

• Certificates of insurance must be submitted to:City of Clermont

685 W. Montrose Street

Clermont, FL 34711

A.

2.9. Reservation of Rights to the City

The issuance of this solicitation and the acceptance of responses do not constitute an agreement by the City that it will enter into a contract with any of the respondents to this solicitation.

The City reserves the right to extend the response deadline, request additional information from any respondents, reject all responses, negotiate with the next qualified respondent if negotiations with the top respondent do not result in an agreement, cancel the project, and/or re-advertise the solicitation. The City reserves the right to disqualify any respondent at the sole discretion of the City.

By submitting a response and subsequent information, the respondents waive the right to object to the exercise of the City’s right to disqualify a respondent and/or a response, either now or in the future.

2.10. Restriction of Communication

Respondents to this solicitation or persons acting on their behalf may not contact, between the issued date of this solicitation and within three (3) business days following the agency posting the notice of intended award, excluding State and Federal holidays, any employee or council members concerning any aspect of this solicitation, except in writing to the Procurement

Services Director. Violation of this provision may be grounds for rejecting a response. In addition, respondents are strongly cautioned that inappropriate efforts to lobby or influence individuals or organizations involved in this selection process may result in dismissal from further consideration. The appeals procedures are located in the Terms and Conditions Section of this solicitation.

2.11. Response expenses

All costs associated with preparing this response will be the sole responsibility of the respondent, including but not limited to document preparation and any and all travel expenses.

2.12. Response Information as Public Documents

All materials initially submitted or subsequently submitted as part of this solicitation process will become the property of the City and will be treated as City documents subject to typical practice and/or applicable laws for public records. Otherwise, the City will not distinguish or treat any material received as confidential, proprietary, and/or a trade secret unless specifically designated as such by the respondent. Financial statements will not become subject to public record as per Section 119.07(1) Florida Statutes. Furthermore, by submitting a response, the respondent agrees to hold the City harmless for any public use or dissemination of all information submitted through this process.

2.13. Permits and Regulations

The respondent shall obtain, at its expense, all licenses, permits, and inspections required for this project, and shall comply with all applicable laws, ordinances, regulations, and building code requirements. The successful respondent may apply for permits online. For permit types and fees, visit the City website www.clermontfl.gov, select Building Services, and download the most recent Building Services Fees Schedule.

2.14. Tie Responses

In the event that two or more respondents receive identical final evaluation scores, and the tie remains after completion of all evaluation criteria, the tie may be broken using the following criteria, in the order listed, as determined by the Procurement Services Director.

A. Quality of the items or services provided, if such quality is ascertainable.

B. Delivery time, if provided in the response by the respondents.

C. Preference of businesses with drug-free workplace programs as defined in Section

287.087, Florida Statutes.

D. The company is closest to the City of Clermont City Hall, whose address is 685

Montrose Street, as determined by the Procurement Services Director.

http://www.clermontfl.gov/

E. If sections A through D are not applicable, the tiebreaker will be decided by flipping a coin to receive the first opportunity to negotiate, as applicable.

2.15. Lobbying

Lobbying of Evaluation Committee members, City of Clermont employees, or elected officials regarding this Request for Proposal (RFP) by the respondent or any member of the respondent's staff, an agent of the respondent, or any person employed by any legal entity affiliated with an organization that is responding to the RFP is strictly prohibited upon advertisement. Lobbying will be prohibited until a written recommendation of award is made. For purposes of this provision, lobbying activities include, but not be limited to, influencing or attempting to influence action or non-action in connection with this RFP through direct or indirect oral or written communication or an attempt to obtain the goodwill of persons and/or entities specified in this provision. Such actions may cause the RFP response or subsequent contract to be rejected or terminated.

3. Statement of Work

3.1. Crossing Guard Services Requirements

The City of Clermont is seeking the services of a qualified respondent with experience in crossing guard management and services to provide eight (8) fully trained crossing guards at eight (8) crossing guard posts, Monday through Friday, excluding days when schools are not in session. Services are anticipated not to exceed two (2) hours per guard, per location, per school day, unless otherwise authorized in writing by the City. Service hours may include morning arrival coverage, afternoon dismissal coverage, early release schedules, emergency schedule changes, or other operational needs of the City.

Service hours may increase or decrease based on school schedules, early release days, emergency closures, changes in crossing guard locations, or the operational needs of the City.

Additions or deletions of locations shall be at the awarded hourly rate and shall be subject to written approval by the City Manager or designee. No additional post, location, or service hour shall be billable unless authorized in writing by the City Manager or designee.

The successful respondent shall fully manage crossing guard services and shall, at a minimum, provide the following:

A. Provide fully trained and equipped crossing guards for each crossing guard location within the City limits.

B. Provide a program manager who will coordinate crossing guard services with the City liaison.

C. Provide a supervisor to ensure crossing guard activities are taking place at the required locations and times and that guards are complying with applicable safety procedures, uniform requirements, and equipment requirements. The supervisor shall conduct periodic field inspections and maintain documentation of such inspections, which shall be made available to the City upon request.

D. Maintain sufficient qualified personnel to ensure uninterrupted coverage at all contracted crossing guard posts. In the event a crossing guard is absent, late, or otherwise unable to perform assigned duties, the successful respondent shall immediately notify the City liaison and provide qualified replacement coverage. The City shall not be billed for any post, or portion of a service period, that is not staffed by a fully trained and approved crossing guard.

E. Provide fully trained and equipped alternate personnel to ensure all contracted locations are covered in the event regular personnel are absent.

F. Maintain a pre-employment screening program for crossing guards that includes, at a minimum, employment reference checks, criminal background checks/fingerprint services, and social security verification. No crossing guard shall be assigned to a City post until all required screening, background checks, training, and certifications have been completed.

G. Provide crossing guards with identification badges, standardized uniforms, and proper weather apparel and gear, approved by the City, which shall be worn at all times while performing crossing guard duties.

H. Provide all crossing guards with handheld stop signs, reflective vests, and any other required safety equipment necessary to comply with applicable State laws, regulations, and safety standards. The successful respondent shall be responsible for providing, maintaining, and replacing all required uniforms and equipment at no additional cost to the City.

I. Ensure all crossing guards are trained by the successful respondent. Training shall include applicable Florida law, FDOT guidance, City requirements, general pedestrian safety, school crossing area procedures, and traffic safety for pedestrians, motorists, and crossing guards. Crossing guards shall also be trained in first aid and CPR, in accordance with Red Cross certification guidelines or an equivalent certification standard acceptable to the City. The successful respondent shall provide copies of training certificates and CPR certifications for each crossing guard prior to providing services and annually thereafter. A copy of all training materials shall be included in the proposal.

J. Provide the City with a monthly schedule, in advance, identifying the locations to be serviced, the personnel deployed at those locations, and the start and end times of each shift at each location.

K. Provide the City with an updated roster of assigned crossing guards and alternate personnel. The successful respondent shall notify the City before assigning any new personnel to a City crossing guard post. The City reserves the right to reject any crossing guard who has not completed required screening, training, certification, or other requirements.

L. Be prepared to consider existing City crossing guards who are interested in transitioning from City employment, subject to the successful respondent’s hiring requirements, screening standards, and employment policies. Existing crossing guards who transition to employment with the successful respondent shall be provided all required training, certifications, uniforms, and equipment prior to assignment.

M. Investigate all public complaints concerning crossing guard services. In the event of a complaint, the successful respondent shall contact the City liaison within twenty-four (24) hours to advise the City of the status of the remedy or resolution. The successful respondent shall furnish a written report of the incident to the City liaison within five (5) business days after the occurrence.

N. Promptly report traffic incidents, near misses, student injuries, safety concerns, motorists failing to obey crossing guards, unsafe conditions, or other incidents affecting crossing guard services. Written incident reports shall be provided to the City within five (5) business days, unless a shorter timeframe is requested by the City due to the nature of the incident.

O. On a quarterly basis, the successful respondent’s supervisor shall meet with school representatives and City staff to assess crossing guard services, review any issues or complaints, and discuss any operational changes that may be needed. A quarterly report, subject to review by the City, shall be submitted at the end of each quarter.

P. Submit invoices that clearly identify the date of service, crossing guard location/post, assigned guard name or identification number, start and end time, total billable hours, hourly rate, and any authorized additional coverage. The City shall not be billed for unauthorized service hours or unstaffed posts.

The crossing guard locations listed in this solicitation are subject to change based on school schedules, traffic conditions, public safety needs, or operational requirements of the City. Any changes to locations, posts, or service hours must be approved in writing by the City Manager or designee before becoming billable.

3.2. Crossing Guard Locations

Lake County Schools Crossing Guard Location

Cypress Ridge Elementary 350 East Ave., Clermont, FL

Position 1: Intersection of East Avenue and Oak Street

Aurelia M. Cole Academy 150 Pitt St, Clermont, FL

Position 2: Crosswalk on East Avenue near Carroll Street, in front of school

Position 3: Intersection of East Avenue and Pitt Street / E.

Osceola Street

Position 4: Intersection of Pitt Street and Drew Road

Position 5: Intersection of SR 50 and East Avenue

Lost Lake Elementary 1901 Johns Lake Road, Clermont, FL

Position 6: Crosswalk on Johns Lake Road in front of school

Imagine South Lake Charter 2750 Hartwood Marsh Rd., Clermont, FL

Position 7: Crosswalk on Hartwood Marsh Road in front of school

Position 8: Intersection of Hartwood Marsh Road and Hancock

Road

4. Response Format

PROPOSAL REQUIREMENTS

A response to this solicitation should address the requirements listed below in a clear, concise manner in the order stated herein. The response must detail how the proposed services best satisfy the City’s needs. The submitted proposal must follow the rules and format outlined within this section. Adherence to the rules will ensure a fair and objective analysis of all proposals.

Respondents must upload their proposal to the Portal in the format requested below (with each

“Tab” clearly identified).

All responses must be submitted and received by the deadline specified in this solicitation unless changed by Addenda. The responsibility for submitting the proposal on or before the stated date and time is solely that of the respondent. The City of Clermont will in no way be responsible for delays in transmittal or delays caused by any other occurrence. LATE

PROPOSALS WILL NOT BE ACCEPTED. Please allow sufficient time to submit the proposals.

PROPOSAL FORMAT

Proposals must contain the following documents, each fully completed and signed as required.

Proposals must be properly tabbed and include the information/documents specified in the applicable tab. All abbreviations and acronyms used in the response must be kept to a minimum and defined upon their first usage. Proposals that do not adhere to the following format or include the requested information/documents may be considered incomplete and, therefore, non-responsive.

To expedite the evaluation of responses, all respondents must follow the format and instructions provided herein. The City retains the option to reject any response that does not conform to the stated format requirements.

4.1. Proposal*

Instruction:

Respondents are limited to a total page count not to exceed sixty (60) pages excluding the cover page, table of contents, and tab sheets. Page size shall be 8.5 x 11 inches. The text size should be 11 points or larger using Arial or Times New Roman font only. Use at least one (1) inch margins on the top and bottom and three-quarter (3/4) inch side margins. All response sections must be appropriately separated and tabbed. The City reserves the right to seek additional/supplemental representation on specific issues as needed.

Content:

Table of Contents

Outline in sequential order (as stated below) the major areas of the response. All pages must be consecutively numbered. Respondents must respond to all minimum requirements listed below.

Responses that do not contain such documentation may be deemed non-responsive.

A. Introduction Letter

1. Provide an introduction letter outlining the respondent’s specialization, the location of the office responsible for managing the project, and a summary of the experience intended to support the respondent's qualifications to perform required professional services. The introduction letter must be signed by an officer of the

Company/Corporation submitting the response.

B. License and Insurance

1. The respondent must provide evidence that the company is currently registered with the State of Florida. Include the active Florida Department of State Division of

Corporations Document Number (or Registration number for fictitious names). If the respondent is an out-of-state or foreign corporation or partnership, the respondent must show evidence of being able to transact business in the State of Florida. It is the respondent responsibility to comply with all state and local business requirements. Include all licenses pertaining to the successful completion of this solicitation scope of services and a copy of the business W-9 certificate.

2. Submit a current insurance certificate (on Accord Form) showing the company's insurance coverage requirements or a letter from the insurer detailing the capability of the company to obtain coverage requirements. Refer to the Response Procedures section for insurance coverage requirements and limits.

C. Company Background and Length of Time in Business

1. The respondent must have been in existence, under its current name, for at least five

(5) years, providing the services outlined in the Statement of Work section or compatible services to government agencies, in good standing with a track record of performance, and must provide evidence of such in this section. If name changes have occurred in the past twenty (20) years, provide these name changes in chronological order.

2. Provide a brief narrative of company history, including the date the company was formed and/or incorporated, and list the officers of the company submitting and its qualifying agents. In addition, include the firm’s organizational chart, including names, titles, and leadership staff positions.

D. Company Project Experience

1. Indicate the company’s years of experience providing the requested services outlined in the Statement of Work section.

2. Provide a brief narrative of your most significant projects undertaken in the past five

(5) years; limit to no more than ten (10). Describe the scope of each project in physical terms and by cost, dates of service, and the respondent’s responsibilities, and provide the name and contact telephone number of an individual in a position of responsibility who can attest to the respondent’s activities about the project.

E. Personnel Experience

1. Provide the resume of the project manager(s) assigned to this project. The resume must include education, years of experience, and other pertinent information necessary to convey the quality of the individual(s) assigned to this project.

2. The Project Manager must have at least five (5) years of experience operating in the same capacity (position) and working on projects of similar scope and size. The

Project Manager must be an employee of the respondent for the last two (2) years.

3. If available, provide letters of recommendation from owners/customers that identify these individuals as being instrumental in the success of the project they were on.

F. Staffing, Supervision, and Service Approach

1. Provide a narrative describing the respondent’s approach to staffing, supervising, and managing the crossing guard services required in the Statement of Work. The narrative must address the respondent’s plan for covering all required crossing guard posts, providing backup or alternate crossing guards, supervising guard activities, completing field inspections, preparing monthly schedules, communicating with the

City liaison, and handling complaints, incidents, emergencies, or service changes.

2. Provide a description of the respondent’s crossing guard training program, including initial training, refresher or annual training, first aid/CPR certification, pedestrian safety, traffic safety, school crossing area procedures, applicable Florida law, FDOT guidance, local requirements, and training documentation or certification tracking.

3. Describe the respondent’s quality assurance process for ensuring guards are present, properly equipped, in uniform, and performing services in accordance with the Statement of Work.

4. Provide a statement identifying whether the respondent intends to self-perform all work or use any subcontractors/sub-consultants. If subcontractors/sub-consultants will be used, identify the subcontractor/sub-consultant, describe the work to be performed, and provide relevant qualifications and contact information.

G. Cost of ServicesProvide a fee schedule for all personnel and services that may be used in the performance of this contract. The proposed pricing must include all labor, supervision, program management, training, uniforms, safety equipment, scheduling, reporting, administrative services, and all other costs necessary to perform the services described in the Statement of Work. The fee schedule must include, but is not limited to:

1. Proposed Rates and Costs

a. The proposed hourly rate for regular crossing guard services.

b. The proposed hourly rate for authorized additional service hours, if different.

c. Any other costs necessary to perform the services described in the Statement of

Work.

d. A not-to-exceed total annual amount.

2. Any cost not included in the proposed hourly rate must be clearly identified and described in the fee schedule. Costs not identified in the proposal shall not be billable unless authorized in writing by the City.

H. Claims Disputes

1. In this section, list all respondent’s projects that:

a. Are currently in a claims dispute or have been in a claim dispute within the last ten (10) years, and provide reasons for the dispute. In addition, provide disposition (pending or settled), the amount of the claim, and a brief description of the claim or dispute.

b. List all projects completed by the respondent’s surety in the last ten (10) years.

c. List all liquidated damages assessed to the respondent in the last five (5) years, including a brief narrative of the circumstances and the amount accessed.

I. Business Location

To be considered a respondent located within the City of Clermont and eligible to receive up to five (5) additional evaluation points, the respondent must provide documentation demonstrating all of the following:

1. Physical business location within the City of Clermont.

Provide one (1) or more of the following showing the respondent's City of Clermont address:

a. Executed commercial lease, or deed/property record (if owned).

b. Recent utility bill in the business name at the Clermont address.

c. Certificate of Occupancy or zoning approval for the Clermont site (if applicable).

d. SunBiz (Florida Division of Corporations) record listing the Clermont principal/branch address.

2. Continuous operations at that location for at least one (1) year.

Provide documents showing the same Clermont address over time (recommend items showing two dates spanning 12+ months) such as:

a. Twelve (12) months of lease history (executed lease + renewal, rent ledger, or notarized landlord letter confirming occupancy dates).

b. Utility bills (one dated at least 12 months prior and one current).

c. Insurance certificates or policy declarations showing the Clermont address from last year and the current year.

d. State/local filings or registrations listing the Clermont address over the past year.

3. Lawful business activity within the City during the preceding one (1) year.

Provide one of the following from the last twelve (12) months:

a. Receipt/statement showing payment of commercial real property taxes for the

Clermont property (if owned).

b. Proof of filing the Tangibles Personal Property Tax Return with Lake County/Tax

Collector.

c. Other documentation demonstrating lawful business activity, such as local permits tied to the Clermont address (if applicable) or occupational license/business license documents listing the Clermont address.

*Response required

4.2. Vendor Information & W-9*

Please download the Vendor Information form, complete it, and upload it with a copy of your W-

9.

• Vendor_Information.pdf

*Response required

4.3. State of Florida Certificate*

Upload State of Florida Department of State Certificate

*Response required

4.4. Conflict of Interest Disclosure*

I HEREBY CERTIFY that:

A. I, the Individual submitting this response, am a duly authorized representative of the firm

(Respondent), and I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting and, B. Except as listed below (in the following question), no employee, officer, or agent of the firm has any conflicts of interest, real or apparent, due to ownership, other clients, contracts, or interests associated with this project; and, C. This proposal is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud.

☐ Please confirm

*Response required

4.5. Exceptions to Conflict of Interest Disclosure*

List any exceptions here, or type "N/A".

*Response required https://government-project.s3.us-west-2.amazonaws.com/24737/cbacd060-5946-424d-9d17-19c4bdbd2cf8_Vendor_Information.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4OGJ4ETTN%2F20260608%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260608T211501Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEPX%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJGMEQCICkr8g%2FdRZlziB1%2FE1xHDQDYOyopGYgIH31M%2FX7vlDzqAiAUEh9B2SIWXAWcRDEzBftOIRP90YQgucCB0LmpxOfxFCqVBQi%2B%2F%2F%2F%2F%2F%2F%2F%2F%2F%2F8BEAIaDDg5MjM2NDY4NzY3MiIMgDANC9izEcwS%2Be4%2FKukEn8lCNsL3n%2FQDrdQNhcmNsx2edMopk50084T3pUzGGMd0TT5sMhWdIGV1of7wXI4pP6BZB0mIzsWCDGRaWrbsOOfWESN990%2FEnbTNVdajT4ZgTp0mKn%2Bo0PkcqSRJtBIAOvaaMxCbR%2B40SE0GeZpRBM6O0FD1CIRkS0e4hm42V9JKFjRL1vZuB5VugGQ5rXd9GADcHwrooYDd2RwKx6w3YOL0s9HVVHDnWtNYfE4Houx%2FJ1rXkT7R1fdrunG37yDzbVaHeCcIUvQkx3FK1aoDvlkrxYj63nYHN%2BQ%2BnryR7N57yEVLfQ2Co%2FJolanx3Xlg%2FqCm0R6v0dUtbzuOuSsx3yaYYZvkhQRhgAMcnh859dM93Fyf%2FcgmYr5S%2F2X1gAj3UdL%2Fz1CiRMDK7oD91DsnObXbdxJMDtsBQlzkj8xyl%2B4pZG9axEePH42KDzb66icDSjZFV5WwjdFVajOIoLdjrJyja9LQwFlsx61z7v0UopTVNcjRXvJ1ZLqbMg5lajTZYkM9Tmd0kf2sIGwoUvOC%2BIFcOn08oA8vS72lsJL%2FENP%2Figb23%2Fhzb5iy9m8%2FZHHBb1Du01nXYzZVMJiTRZOPRuCYhbFjdSrgzpfzEuM1YABNyATPoFClnifEpTkPcFkxaWWJmfC1eAjedPCZMxuo7QF0n4aUXxWCeKbBPT8iAfgxpSUNaXYiG5QtQ34oLea98tUFD1NhIsVnab0scpZIThh721w2VTOc3RoyEMg8N9SlUProaZIKERTgYrW7E0AC2goGZ3oetuPxDPbIkiBtSpETvB7EoaHDoh59P%2F08U%2FEnAlK2sLT0w5cw59yc0QY6mgGSvhbyCOuTNCEEYjm4jK%2BMjfIwPMyCi7vb8eCAi6G3VEmjxhxSJXDRggk3s1rcyRlAf8UjElSYHelY74UeTSV8kOhcwQJyKF581SEQPvjPblKlOgzlaH1FHtxzW5ckXHRxGcy2k%2FITyN34OjfEzllO6vLtdonq%2BpJZ4yD1w2SfVLsTFImDg4Yi00DOkH8MlAapf%2Fc8zhD%2BeRLj&X-Amz-Signature=2d4a1ab4e3ee738e5fa0c956af7b32ca2fd7bf68297909ab5521d2baca115648&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Vendor_Information.pdf%22&x-id=GetObject

4.6. Drug-Free Workplace*

The undersigned respondent hereby acknowledges that:

(select the appropriate options below)

A. _____ the respondent has a drug-free workplace policy as identified in the company policy attached to this Proposal.

o AND/OR

B. _____ the respondent has a drug-free workplace policy that is in compliance with

Chapter 287.087, Florida Statutes.

o AND/OR

C. _____ the respondent has a drug-free workplace policy that is in compliance with the outline below.

o OR

D. _____ the respondent does not currently have a drug-free workplace policy but is willing to comply with the requirements as specified in the outline below.

1. Publishing a statement notifying its employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the respondent's workplace and specifying the actions that will be taken against employees for violations of such prohibition;

2. Establishing a continuing drug-free awareness program to inform its employees about:

a. The dangers of drug abuse in the workplace;

b. The respondent's policy of maintaining a drug-free workplace;

c. Any available drug counseling, rehabilitation, and employee assistance programs; and

d. The penalties that may be imposed upon employees for drug abuse violations occurring in the workplace;

3. Giving all employees engaged in the performance of the contract a copy of the statement required by subparagraph (1);

4. Notifying all employees, in writing, of the statement required by subparagraph (1), that as a condition of employment on a covered contract, the employee shall:

a. Abide by the terms of the statement; and

b. Notify the employer in writing of the employee's conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893, Florida Statutes, or of any controlled substance law of the United States or of any state, for a violation occurring in the workplace NO later than five (5) days after such conviction.

5. Notifying the City of Clermont in writing within ten (10) calendar days after receiving notice under subdivision (4) (b) above from an employee or otherwise receiving actual notice of such conviction. The notice shall include the position title of the employee;

6. Within 30 calendar days after receiving notice under subparagraph (4) of a conviction, take one of the following actions concerning an employee who is convicted of a drug abuse violation occurring in the workplace:

a. Taking appropriate personnel action against such employee, up to and including termination or

b. Requiring such employee to participate satisfactorily in a drug abuse assistance or rehabilitation program approved for such purposes by a federal, state, or local health, law enforcement, or other appropriate agency;

7. Making a good faith effort to maintain a drug-free workplace program by implementing subparagraphs (1) through (6).

Select all that apply

☐ the respondent has a drug free workplace policy as identified in the company policy attached to this certification.

☐ the respondent has a drug free workplace policy that is in compliance with Chapter 287.087, Florida Statutes.

☐ the respondent has a drug free workplace policy that is in compliance with the outline above.

☐ the respondent does not currently have a drug free workplace policy but is willing to comply with the requirements as specified in the outline above.

*Response required

4.7. Non-Collusion Statement*

I hereby affirm that I am a duly authorized representative of the firm submitting this Proposal

(Respondent) and that I possess the legal authority to make this statement on behalf of myself and the firm for which I am acting.

I affirm:

A. I am fully informed respecting the preparation and contents of the attached offer/proposal and all pertinent circumstances respecting such offer/proposal;

B. Such offer/proposal is genuine and is not a collusive or sham offer/proposal;

C. Neither the said proposer nor any of its officers, partners, owners, agents, representatives, employees, or parties in interest, including this affiant, has any way colluded, conspired, connived or agreed, directly or indirectly with any other proposer, firm or person to submit a collusive or sham offer/proposal in connection with the

Contract for which attached offer/proposal has been submitted or to refrain from offering a proposal in connection with Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any other proposer, firm or person to fix the price or prices in the attached offer/proposal or of any other proposer, or to fix any overhead, profit or cost element of the offer/proposal or the offer price of any proposer, or to secure though any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Clermont or any person interested in the proposed Contract;

D. The price or prices quoted in the attached offer/proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance, or unlawful agreement on the part of the proposer or any of its agents, representatives, owners, employees, or parties in interest, including this affiant. I solemnly declare and affirm under penalties of perjury that the contents of this statement are true and correct.

☐ Please confirm

*Response required

4.8. Supplemental Questionnaire

4.8.1. Respondent Information*

Enter the following:

A. Respondent's Name

B. Official Representative

C. Principal Office Address

*Response required

4.8.2. Type of Business*

☐ Individual

☐ Partnership

☐ Corporation

*Response required

4.8.3. Business Information*

If a Corporation, answer this:

A. When Incorporated

B. In what State

C. President's Name

D. Vice-President's Name

E. Treasurer's Name

F. Members of the Board of Directors

If a Partnership, answer this:

A. Date of organization

B. General or Limited Partnership

C. Name and Address of Each Partner

*Response required

4.8.4. How many years has your organization been in business under the present business name? *

*Response required

4.8.5. Does your organization have current occupational licenses entitling it to do the work/service contemplated in this solicitation?*

Indicate Yes or No. If no, please explain.

*Response required

4.8.6. Please state license(s) type and number.*

(attach copies with your "Proposal" above)

*Response required

4.8.7. Have you ever had a contract terminated due to failure to comply with contractual specifications?*

Indicate Yes or No. If yes, state where and why.

*Response required

4.8.8. Has any Person or persons interested in this solicitation been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations?*

Indicate Yes or No. If Yes, Explain any convictions.

*Response required

4.8.9. Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest.*

A. List all pending lawsuits.

B. List all judgments from lawsuits in the last five (5) years.

C. List any criminal violations and/or convictions of the respondent and/or any of its principals.

If this does not apply, type N/A.

*Response required

4.8.10. Conflicts of Interest*

The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal.

If none, type "N/A"

*Response required

4.8.11. Certification*

The respondent understands that information contained in this form will be relied upon by the

City in making an award recommendation, and the respondent warrants such information to be true. The undersigned respondent agrees to furnish such additional information before the award recommendation. The respondent further understands that the information in this form may be confirmed through a background investigation conducted by the City of Clermont Police

Department. By submitting this questionnaire, the respondent agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and providing information for credit checks.

☐ Please confirm

*Response required

4.9. Virtual Signature Page

4.9.1. FEIN Number*

*Response required

4.9.2. Payment Terms*

Payment Terms: _______% _____ days, net _______

*Response required

4.9.3. Does the respondent accept payment using the City’s

MASTERCARD?*

☐ Yes

☐ No

*Response required

4.9.4. By confirming this section the respondent certifies that:* A. It satisfies all legal requirements (as an entity) to do business with the City.

B. The undersigned respondent acknowledges that the award of a contract may be contingent upon a determination by the City and that the respondent has the capacity and capability to perform the contract successfully.

C. The proposer hereby certifies that it understands all requirements of this solicitation and that the undersigned individual is duly authorized to execute this proposal document and any contract(s) and/or other transactions required by the award of this solicitation.

D. By confirming, the respondent agrees to all terms, conditions, and specifications as stated in this solicitation and is acting in an authorized capacity to execute this response.

The respondent also certifies that it can and will provide and make available, at a minimum, the items outlined in this solicitation.

☐ Please confirm

*Response required

4.9.5. Agreements with Other Government Agencies

This section is optional and will not affect the contract award. Suppose the City of Clermont awarded your company. Would your company sell under the same terms and conditions, for the same price, to other governmental agencies in the State of Florida? Each governmental agency desiring to accept this contract shall be responsible for its purchases and liable only for materials or services ordered and received by it.

☐ Yes

☐ No

4.9.6. Q&A Acknowledgement

I certify that I have read, reviewed, and hereby acknowledge the project Questions & Answers

(Q&A), which shall be as binding as an addendum, and if necessary, I have applied the Q&A to my response…