General_Fire_Services_Inspections_(Addendum_#5_Revision).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/cityofbradenton

City of Bradenton

INVITATION TO BID

26-042JS

GENERAL FIRE SERVICES INSPECTIONS

RELEASE DATE: September 14, 2026

RESPONSE DEADLINE: October 21, 2026, 2:30 pm

Please refer to the project timeline in this document for all important deadlines.

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Table Of Contents

1. INTRODUCTION

2. INSTRUCTIONS TO BIDDERS

3. SCOPE OF WORK

4. GENERAL TERMS AND CONDITIONS OF SOLICITATIONS

5. PRICE PROPOSAL

6. IFB SUBMITTAL REQUIREMENTS

7. ATTACHMENTS

Attachments:

A - IFB 26-042JS General Fire Services Inspections - Data List

B - Annual Reports - Fire System, Pump, Standpipe, Sprinkler, Suppression, Back Flow

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INTRODUCTION

1.1 Summary

The City of Bradenton is seeking proposals to provide full line of Fire systems testing, Maintenance, inspections, certification and repair of fire protection systems for Various City owned Facilities. Services shall be provided for all system components including, but not limited to fire pumps, valves, back flow preventers, piping, sprinkler heads. standpipes, chemical suppression systems fire smoke and heat detection devices, alarm warning devices, all fire panels and systems activated by the fire system and deluge valves, hood system inspections and certification, cleaning of hood systems and fire extinguishers certifications

1.2 Timeline

Release Project Date: September 14, 2026

Pre-Proposal Meeting (Non-Mandatory): September 21, 2026, 10:00am

Lobby Conference Room, 101 Old Main Street, Bradenton, FL 34205

Question Submission Deadline: October 8, 2026, 5:00pm

Response Submission Deadline: October 21, 2026, 2:30pm

Contract Award: November 18, 2026

1.3 Procurement Contact

Jonathan Styles Department:

Purchasing Specialist Facilities jonathan.styles@bradentonfl.gov

(941) 245-1684

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INSTRUCTIONS TO BIDDERS

2.1 PURPOSE

The City of Bradenton (“City”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov to select a Contractor to provide materials and/or services as stated herein. Bidders are required to comply with the SCOPE OF WORK section of this IFB.

2.2 BIDDER

A. For the purpose of this IFB, the term “Bidder” is defined as the legal entity submitting the bid and/or identified on the electronic bid submittal.

B. Bidders intending to submit an offer as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.3 QUALIFICIATIONS

The Bidder must meet the following qualification requirements:

A. Licensing, Certifications and Permits

1. The bidder shall possess, or shall utilize appropriately licensed and qualified subcontractors/personnel possessing, all licenses, permits, and certifications required by the State of Florida and applicable federal, state and local laws and regulations to perform each service included in the Scope of Work.

2. Where a particular service requires a specialized license, certification, permit or individual qualification, the service shall be performed only by an entity and/or individual possessing the applicable credential.

3. All required licenses, permits, and certifications shall remain current and valid throughout the term of the

Agreement.

4. The City reserves the right to verify the status of any license, permit, certification, or other credential prior to award and at any time during the agreement.

B. Relevant Experience

1. Bidder shall provide a minimum of three (3) references demonstrating their experience providing fire protection inspection, testing, maintenance, monitoring, or repair services within within the last five (5) years.

2. Only references submitted at the time of bid submittal will be used to verify qualifications have been met.

2.4 ALTERNATES

A. Unless otherwise specifically provided in SCOPE OF WORK section of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall be construed as limiting competition.

https://procurement.opengov.com/portal/cityofbradenton/projects/286273/document?section=2759299 https://procurement.opengov.com/portal/cityofbradenton/projects/286273/document?section=2759299

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B. If a Bidder wishes to make a substitution in the specifications, the Bidder shall furnish to the City the name of the manufacturer, the model number, and other identifying data and information necessary to aid the City in evaluating the substitution. Any such substitution shall be subject to City approval.

Substitutions shall be approved only if determined by the City to be equivalent to the prescribed specifications.

C. To be considered, substitutions must be submitted to the contract listed in OpenGov no later than the

Question-and-Answer deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The City shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

D. A bid containing a substitution that has not been approved by the City shall be disqualified.

2.5 PRE-BID CONFERENCE AND/OR SITE VISIT

A. A non-mandatory pre-bid meeting is scheduled for Monday, September 21, 2026 at 10:00 am at Lobby

Conference Room, 101 Old Main Street, Bradenton, FL 34205.

B. When applicable, Bidders are advised to visit each location to familiarize themselves with all work areas. Failure to do so will in no manner relieve the Bidder from furnishing materials or services that may be required to carry out and complete the contract in accordance with the intent of the specifications listed herein.

C. Questions asked at a pre-bid conference will be formally answered via an addendum. Bidders shall not rely on oral communications.

2.6 SUBMITTAL INSTRUCTIONS

A. Proposal must be submitted electronically in OpenGov no later than the bid end date specified in

OpenGov. OpenGov will not accept any submittals past the due date and time. Proposals submitted by any other method will not be accepted. The City assumes no responsibility for any Proposals received after the bid end date. Late submittals will not be accepted.

B. Proposals submitted cannot be viewed by anyone other than the Proposer until the official bid opening occurs. Submitted proposals will be made public in accordance with Florida Public Record laws found in

Chapter 119.071(b)2, Florida Statutes.

2.7 SUBMITTAL REQUIREMENTS

A. Electronic Forms - The forms below are provided in the IFB SUBMITTAL REQUIREMENTS section.

Failure to complete and submit any of the forms listed below with a submittal may cause a Proposer to be declared non-responsive.

1. Interest in Competitive Bid Form

2. Non-Collusive Form https://procurement.opengov.com/portal/cityofbradenton/projects/286273/document?section=2759304

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3. Public Entity Crimes Form

4. Negligence or Breach of Contract Form

5. Anti-Human Trafficking Affidavit

6. SunBiz Registration Documentation

B. Certifications - The following certifications must be made in the IFB SUBMITTAL REQUIREMENTS section. Failure to certify will cause the Proposer to be declared non-responsive.

1. Examination of Documents

2. Scrutinized Companies

3. Drug-Free Work Place

C. Documents: In addition to the forms and certifications listed above, the documents listed below are provided and must be completed and uploaded as an attachment with your submittal. Failure to provide any of the required documents with your bid submittal may cause a Bidder to be declared non-responsive.

1. References

2. Price Proposal shall be submitted through the PRICE PROPOSAL section of this IFB.

2.8 AWARD

A. It is the intent of the City to award contract(s) to the responsive and responsible Bidder submitting the lowest Total Bid Price provided the bid is reasonable and in the best interest of the City to accept. The

Evaluated Bid total shall be calculated using the estimated quantities, frequencies, and estimated maintenance labor hours, identified in price proposal.

B. In the event of a tie, the IFB tie-breaking procedures identified in the General Terms and Conditions of

Solicitations will apply.

C. The Bidder agrees, if this Bid is accepted, to contract with Bradenton City Council to furnish all necessary materials, equipment, machinery, tools, apparatus, means of transportation, and labor necessary to construct the work covered by the bid and other contract documents.

2.9 PRICING

A. As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

B. As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either https://procurement.opengov.com/portal/cityofbradenton/projects/286273/document?section=2759304 https://procurement.opengov.com/portal/cityofbradenton/projects/286273/document?section=2759305

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2.10 CITY WORKPLACE POLICY COMPLIANCE

A. Smoking – Smoking is not permitted inside any City facility. Smoking is restricted to designated smoking areas outside a facility.

B. Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restriction exceeds the required time to provide services, arrangements shall be made in advance.

C. Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in City facilities. Any person known or thought to be under these influences will be escorted off City property.

D. Security – The Bidder must adhere to all the City of Bradenton security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall at the City’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

E. Identification - The Bidder shall require all employees to visibly wear identification while on City property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

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SCOPE OF WORK

3.1 Fire Protection Systems Inspections and Repair

A. The City of Bradenton is seeking a licensed and/or certified Vendor to provide installation, inspection, cleaning, testing, certification, reporting, and repairs—as well as required installations—to ensure that the City’s fire protection and related systems in selected facilities meet all applicable standards.

Services shall be performed in accordance with all applicable State, local, and national laws and codes, as well as requirements of the Authority Having Jurisdiction (AHJ) and the National Fire Protection

Association (NFPA). Services shall be performed citywide for all City-owned and City-controlled facilities where systems covered by this IFB are installed, including all locations identified by the City’s departments throughout the contract term.

B. The systems covered include, but are not limited to fire extinguishers, fire sprinkler systems, backflow prevention systems, pump systems, clean agent systems, fire alarm systems, and hood suppression systems, as well as hood system cleaning.

3.2 Contractor Responsibilities

o Fire sprinkler systems o Fire alarm system inspections and monitoring o Hood inspections o Hood cleaning o Backflow inspections o Fire extinguisher certification o FM200 Inspection

A. All work performed under this IFB shall meet the requirements of the Agreement and comply with applicable federal, state, and local laws, codes, and standards, including requirements established by the Authority Having Jurisdiction (AHJ) and the National Fire Protection Association (NFPA) (as applicable).

3.3 General Requirements

A. Contractor shall provide the following requirements:

1. Report to the Facilities Maintenance Supervisor upon arrival and departure of service site.

2. Refrain from walking beyond the designated limits of service area.

3. Keep public areas free of waste materials.

4. Maintain proper respectful demeanor around all City employees as well as the general public by maintaining proper clothing standards, language, and attitude.

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5. Remove all trash from site before leaving the premises.

6. Adhere to all City, County and State safety codes.

7. All service personnel should be in uniform (or with visible personal identification) and be fully trained and skilled in all maintenance and repairs as listed herein.

8. All services performed on site shall be done by the Contractor’s qualified employees or by properly licensed, certified and qualified subcontractors approved by the City.

9. No smoking in Public Facilities.

10. Adhere to security protocols at all City locations.

3.4 Service Requirements

A. Contractor services shall include but not be limited to:

1. Maintain all licenses, permits, certifications and qualifications required to lawfully perform the services throughout the term of the Agreement.

2. Provide technicians that are experienced in providing fire system inspection services to determine the serviceability and general operating conditions of the system and in providing recommendations if repairs or replacements are necessary.

3. Only utilize staff for repairs that are authorized and trained in the maintenance and repairs of the types, manufacturers and models of equipment in the Agreement.

4. Perform inspections and submit reports according to the National Fire Protection Association

(NFPA) recommendations, schedules and testing procedures, as well as current local fire regulations.

5. Inspect all existing equipment and determine all conditions relative to the individual units described below:

a. Typical wet-sprinkled systems and all devices associated with wet-sprinkled systems.

b. Dry-sprinkled systems, including testing maintenance and repairs of air compressors and all associated equipment.

6. Perform inspections as follows:

a. Five-year inspections as required.

b. Testing and repairs on building fire pumps, valves, flow switches and control panels.

c. Annual fire inspections and/or repairs at facilities maintained by City of Bradenton.

7. All service personnel shall comply with the City’s service response requirements as follows:

a. if there is an emergency, respond to service calls within two (2) hours of notification by the City.

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b. If there is an emergency, be on site providing services within four (4) hours of notification by the City.

8. Have trained and experienced service personnel based within 75 miles of City of Bradenton to respond to City requests for service.

3.5 Repairs and Additional Work

A. Inspection, testing, and service fees shall not constitute authorization for the contractor to perform repairs or replacement work.

B. When a deficiency is identified, the Contractor shall provide the City with a written description of the deficiency and recommended corrective action.

C. Prior to performing non-emergency repair work, the Contractor shall provide the City with an estimate identifying:

1. Description of work

2. Estimated labor hours

3. Applicable labor rate

4. parts/materials required

5. parts/materials cost

6. Applicable markup

7. Any other authorized charges

8. total estimated cost

D. The Contractor shall not proceed with non-emergency repairs without authorization from the City.

E. In an emergency condition where immediate action is necessary to protect life or property, the Contractor may take reasonable immediate action necessary to stabilize the condition and shall notify the City as soon as practicable.

3.6 Service Report

A. Contractor reports should include but not be limited to:

1. Provide written service reports detailing the operating conditions and all repairs or services done on the equipment at the completion of the visit.

2. Report should include but not be limited to:

a. Arrival and departure times of every technician.

b. Technicians’ full name.

c. The date was performed.

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d. The location of equipment.

e. All parts and materials are used.

f. Services provided and completed.

g. Provide status of the system.

h. Signature of authorized City staff.

3. Include in each service report any conditions found which may adversely affect the operation of the equipment which has been repaired.

4. Leave a hard copy of the service report with the City contact person prior to leaving the site.

3.7 Invoice Requirements

A. Contractor invoices are required to match the service reports performed for the specific services and are to include the following:

1. Blanket purchase order number and release order number.

2. Hours on site.

3. Parts cost: Parts and materials will be reimbursed at the percentage mark-up over cost as per fee schedule. A copy of the Contractor’s material invoices, or other supporting documents as approved by the City shall be submitted with the invoice for verification purposes.

4. Itemize all invoices.

5. Submit separate invoices for inspection services and repair services. Invoices with both inspections and repair services will be returned to Contractor.

6. Do not charge for “Miscellaneous” supplies or parts.

7. Do not charge for travel time, only time on-site will be allowed. Therefore, it is critical to “report in” with a designated City employee for time keeping purposes.

8. If rental tools or equipment are required, these items shall not be allowed a percent markup but shall be itemized to the City separately at the Contractor’s cost. A copy of the rental cost invoice will be required with the invoice for verification purposes.

3.8 Estimated Quantities

A. The quantities identified in the Price Proposal are estimated quantities only and are provided for the purpose of obtaining comparable bids and evaluating the total bid price. The estimated quantities are based on the City's historical and anticipated needs and are not a guarantee of the actual quantities that will be required or utilized during the Contract term.

B. The City reserves the right to increase, decrease or eliminate any quantity listed in the Pricing

Proposal based upon the City's actual needs. The Contractor shall have no claim for last profits, damages

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, or other compensation resulting from a difference between the estimated quantities and the actual quantities performed.

C. Payment shall be made based upon the actual quantities ordered, delivered, installed, performed, and accepted by the City, as applicable, multiplied by the corresponding unit price provided by the contractor in the Price Proposal.

3.9 Subcontracting

A. Awardee shall not subcontract any part of work as specified herein without prior written approval from the City Representative. City Representative may revoke approval of any subcontractor(s) when such subcontractor evidences an unwillingness or inability to perform his/her work in strict accordance with the Award documents. Notice of such revocation of approval will be given in writing to the Awardee.

The Awardee will promptly, upon request, file with the City a conformed copy of the subcontract.

Awardee shall cause appropriate provisions of this Bid to be inserted in all subcontracts and subcontract documents relative to the work to bind subcontractor(s) to the Awardee by the terms of the Invitation to Bid documents, specifically as applicable to the work of subcontractors, and to give the Awardee the same power as regards terminating any subcontracts which the City Representative may exercise over the Awardee under provisions of the Bid documents.

B. The approval by the City Representative of a subcontractor shall not relieve the Awardee of any of his/her responsibilities, duties, and liabilities within this Bid document. Awardee shall be solely responsible to the City for the acts or defaults or omissions of his/her subcontractor(s) and of such subcontractor's officers, agents, and employees, each of whom shall for all purposes be deemed to be the agent or employee of the Awardee. Nothing contained in the Bid documents shall create any contractual relationship between any subcontractor and the City.

C. All work subcontracted through the Awardee shall have a markup not to exceed 5% on the total cost of the subcontractor’s proposal/invoice. The Awardee shall provide the subcontractor’s proposal/invoice, which shall include itemized labor and materials, when submitting Awardee’s invoices to the City for payment.

3.10 Technical Requirements

A. Contractor shall meet the following requirements but not limited to:

1. Perform to City of Bradenton and Florida standards, an annual inspection and certification of the fire sprinkler systems and other applicable fire protection systems accordance with applicable

Florida requirements, National Fire Protection Association (NFPA) standards, and manufacture requirements.

2. As directed by the City, perform audible testing of alarm devices during normal business hours.

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3. Normal Business Hours - Services performed during normal business City hours are Monday through Friday 7:30 A.M. to 4:30 P.M., excluding holidays.

4. As directed by the City, perform audible testing of alarm devices outside normal business hours for the following locations:

a. City Center Parking Garage - 1100 3rd Ave W, Bradenton, FL 34205

b. JD Parking Garage - 615 12th St W, Bradenton, FL 34205

c. River Run Golf Course - 1801 27th St E, Bradenton, FL 34208

d. PSOC - 2905 59th St W, Bradenton, FL 34209

e. Fire Station 1 - 1010 9th Ave W, Bradenton, FL 34205

f. Fire Station 2 - 2233 SR64 E, Bradenton, FL 34208

g. Fire Station 3 - 2901 59th St W, Bradenton, FL 34209

h. Station 2 Community Grants - 912 7th Ave E. Bradenton, FL 34208

i. Fleet Garage - 705 13th Ave W, Bradenton, FL 34205

5. Contractor shall immediately report, in writing, any deficiencies found during inspections and service calls to the contact person for that location, along with recommendations for rectifying such deficiencies.

6. Test all repairs performed to ensure full operation per the manufacturer’s specifications.

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GENERAL TERMS AND CONDITIONS OF SOLICITATIONS

4.1 SUBJECT TO THESE TERMS

All Offers submitted are subject to the terms and conditions specified herein (the “Terms and Conditions”).

Offers which do not comply with these conditions are subject to rejection. These Terms and Conditions are subject to the order of precedence set forth below.

4.2 DEFINITIONS

A. City shall mean City of Bradenton

B. Offer shall mean the response submitted by an offeror to the City’s solicitations

C. Offeror shall mean the legal entity or individual submitting an Offer to the City in response to a solicitation. Offeror may also be referred to in solicitation documents as bidder, consultant, firm proposer, vendor or contractor.

D. Solicitation shall mean a document or documents released by the City of Bradenton for the purpose of obtaining goods or services. Solicitation shall be considered the same as an Invitation for Bid (IFB), Request for Proposal (RFP) or any other title designated by the City to solicit goods or services.

E. Evaluation Committee shall mean those individuals approved by the City Administrator, or designee, to evaluate Offers.

4.3 ORDER OF PRECEDENCE

If a conflict arises between these “Terms and Conditions”, the following ORDER OF PRECEDENCE will apply:

A. Florida State Law as applied to Municipal Purchasing in accordance with Title XIX, “Public Business”, Chapter 287 “Procurement of Personal Property and Services”

B. City of Bradenton Procurement Code and Ordinances and Policies

C. Special Conditions and Supplemental Instructions

D. Detailed Scope of Work

E. These Terms and Conditions

4.4 AVAILABILITY OF DOCUMENTS

A. All documentation related to the Solicitation shall be available through the City's e-Procurement Portal located at https://procurement.opengov.com/portal/cityofbradenton.

B. It is solely the responsibility of each Offeror to ensure they have obtained current copies of all documents issued by the City in relation to any Solicitation.

C. Only documents obtained directly through https://procurement.opengov.com/portal/cityofbradenton are official versions. Offerors who rely on any other sources for such documents, do so at their own risk.

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4.5 CLARIFICATION & ADDENDA

A. Any inquires, suggestions or requests concerning interpretations, clarification or additional information pertaining to the Solicitation shall be submitted electronically via OpenGov. All questions must be received no later than the deadline for questions specified in the solicitation. No verbal requests for information will be honored. All responses to inquiries will be posted in OpenGov.

B. The electronic response posted in OpenGov is the only official method whereby interpretations, clarifications or additional information will be provided. It shall be the responsibility of each Offeror, to visit https://procurement.opengov.com/portal/cityofbradenton and determine if addenda were issued and to make sure any such addenda are a part of the Offer.

C. The City shall not be responsible for oral interpretations or representations made by City employees, representatives or third parties. Any questions raised at a pre-solicitation meeting will be formally answered in an addendum.

D. By submitting an Offer, Offerors acknowledge receipt of any and all issues addenda, and agree to the provisions of each.

4.6 GOVERNMENTAL RESTRICTIONS

In the event any governmental restrictions may be imposed which would necessitate alteration of the material, quality, workmanship or performance of the items offered in the Solicitation prior to delivery, it shall be the responsibility of the Offeror to immediately notify the Purchasing Division in writing, indicating in such notice the specific regulation requiring an alteration. The City reserves the right to accept any such alteration, including any price adjustments occasioned thereby, or to cancel the resulting contract at no further expense to the City.

4.7 PUBLIC MEETINGS

Notice of any public meeting pertaining to the Solicitation shall be posted on the City calendar.

4.8 RESPONSIVENESS TO SOLICITATION REQUIREMENTS

A. To be responsive, an Offeror shall submit an Offer that conforms in all material respects to the requirements set forth in the Solicitation.

B. Failure to submit the required forms and information in the manner specified may result in the Offer being found non-responsive, at the sole discretion of the City.

C. Offerors are required to submit pricing on forms supplied by the City. Offers, may be deemed non-responsive if required forms are not used and duly sign by an authorized representative of the Offeror.

D. The City objects to and shall not consider any additional terms or conditions submitted by an Offeror, including any appearing in documents attached as part of the Offer, that are inconsistent with these

Terms and Conditions. In submitting an Offer, Offeror agrees that any additional terms or conditions, whether submitted intentionally or inadvertently, shall have no force or effect. Failure to comply with

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Offer, shall be grounds for rejecting an Offer.

4.9 QUALITY GUARANTEE

A. Unless otherwise specifically provided in the specifications, all equipment, materials and articles incorporated in the work covered by any resulting contract shall be new and of the most suitable grade for the purpose intended.

B. If any product/service delivered does not meet performance representations or other quality assurance representations as published by manufacturers, producers or distributors of such products or the specifications listed in this solicitation, the Offeror shall pick up the product of the City at no expense to the City. The City reserves the right to reject any or all materials if, in its judgement, the item reflects unsatisfactory workmanship or manufacturing or shipping damage. Also, the Offeror shall refund the City any money which has been paid for same.

4.10 RESPONSIBILITY

A. To be responsible an Offeror shall have the demonstrated capability in all respects to perform fully the contract requirements, and the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment, and credit which will ensure good faith performance. The City reserves the right to make such investigations as it deems necessary to determine the ability of any Offeror to deliver the goods or services requested in accordance with the Solicitation documents to City’s satisfactions within the prescribed time.

B. The Offeror shall provide information the City deems necessary to make this determination. Such information may include, but not limited to: project references, current financial statements, projected project schedule(s), verification of availability of equipment and personnel, evidence of authority to conduct business in the jurisdiction where services are being provided, and past performance records.

C. The City may review any scope of work with an Offeror before accepting the offer. Before award of a resulting contract, the Offeror shall furnish to the City an analysis of its prices, if requested to do so.

4.11 PROPOSAL DELIVERY AND SUBMISSION REQUIREMENTS

A. All documentation related to the Solicitation shall be available through the City e-Procurement Portal located at https://procurement.opengov.com/portal/cityofbradenton.

B. Trade Secrets – To the extent Offeror desires to maintain the confidentiality of materials deemed

“trade secrets” pursuant to Florida law, such material must be segregated from the portions of the

Offer that are not being declared as “trade secrets.” In addition, Offeror shall cite, for each trade secret being claimed on each relevant page, the Florida Statute which supports the designation. Further, Offeror shall offer a brief written explanation as to why information claimed as trade secret fits the cited statute number. Upon receipt of any request or demand by any person seeking release of

Offeror’s “trade secrets”, the City shall immediately notify Offeror in writing of such request, demand

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C. Solicitation Opening

1. To the extent required by law, the opening of the Offers shall be publicly opened on the date and at the time specified on the Solicitation. It is the Offeror's responsibility to assure that the Offer is delivered at the proper time and place for the opening. Offers, which for any reason are not so delivered, will not be considered. Offers by fax or telephone are not acceptable. An Offer may not be altered after the opening of the Offers.

2. All Offer documents shall be submitted in writing, signed by the Offeror or the Offeror's duly authorized agent, and shall be submitted as instructed on page one prior to the date and time scheduled for the opening of Offers.

3. The Purchasing Manager, or designee, shall publicly open, in the presence of a witness, all Offers at the time and place specified in the Solicitation.

D. An Offeror may withdraw an Offer any time prior to the opening of the Solicitation. After Solicitations are closed, but prior to award of the contract by the City Council or City Administrator, the City

Administrator, or designee, may allow the withdrawal of an Offer because of the mistake of the Offeror in the preparation of the Offer. In such circumstance, the decision of the City Administrator, or designee, to allow the Offer withdrawal, although discretionary, shall be based upon a finding that the

Offeror, by clear and convincing evidence, has met each the following four conditions:

1. The Offeror acted in good faith in submitting the Offer,

2. The mistake in the preparation of the Offer was of such magnitude that to enforce compliance by the Offeror would cause a severe hardship on the Offeror,

3. The mistake was not the result of gross negligence or willful inattention by the Offeror; and

4. The mistake was discovered and was communicated to the City prior to the City Council or City

Administrator formally awarding the resulting contract.

4.12 SOLICITATION EXPENSES

Offeror shall bear all costs and expenses incurred in developing, preparing, and submitting an Offer. This includes any expense related to demonstrations or the providing of sample materials or items requested by the City.

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4.13 IRREVOCABLE OFFER

As indicated above, any Offer may be withdrawn until the date and time set for opening of the Offers. All withdrawals must be requested in writing via email or letter. Any Offer not so withdrawn shall, upon opening, constitute an irrevocable offer for a period of one-hundred and twenty (120) days, unless specifically provided by the Solicitation, in which event that time period will prevail.

4.14 TIE BREAKING

A. IFB Tie Breaking Procedures

1. When two or more Offers for goods or services are determined to be equal with respect to price, quality and service, the Offer received from the business that certifies it has implemented a drug-free workplace program pursuant to Section 287.087; Florida Statutes, shall be given preference in the award process. If all of the tied Offerors have certified that they are drug-free workplaces, award shall be determined by coin toss conducted by the Purchasing Manager before at least one witness.

B. RFP/RFQ Tie Breaking Procedures

1. In the event of any tie (in the ranking criteria) the following may take effect:

2. If there is a tie (two or more firms have the same number of 1st place rankings), then the firms that has the highest number of 1st place and 2nd place rankings shall be the first ranked firm. This method shall be used for all ties.

3. If there is a tie (two or more firms) having the same number of 1st and 2nd place rankings and both

Offerors have certified it has implemented a drug-work place program pursuant to Section

287.087; Florida Statutes, award shall be determined by a coin toss conducted by the Purchasing

Manager before at least one witness.

4.15 PROTEST

A. Protests are processed in accordance with the procedures set forth in the City of Bradenton’s Protest

Policy, which can be obtained on the City’s website.

4.16 INSURANCE

Before performing any services, awarded Offeror shall procure and maintain, during the life of the resulting contract, unless otherwise specified, the insurance listed below. The insurance policies shall be primary and written on forms acceptable to the City and placed with the insurance carriers approved and licensed by the

State of Florida Office of Insurance Regulation and meet a minimum financial AM Best Company rating of no less than "A-Excellent: FSC VII."

The City, its officers, agents, and employees, shall be named as additional insureds on all policies required

(excluding worker’s compensation). No changes may be made to these specifications without specific prior written approval of the City. The City shall retain the right to review, at any time, coverage, form, and amount of insurance.

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Workers’ Compensation/Employers Liability:

Part One - There shall be no maximum limit (other than as limited by the applicable statute) for liability imposed by Florida Workers' Compensation Act or any other coverage required by the Agreement which are customarily insured under Part One of the standard Workers' Compensation Policy.

Part Two - The minimum amount of coverage required by the Agreement which are customarily insured under

Part Two of the standard Workers' Compensation Policy shall be:

(Each Accident) $100,000

(Disease-Policy Limit) $500,000

(Disease-Each Employee) $100,000

Commercial General Liability.

The limits are to be applicable only to services performed under the Agreement and shall be those that would be provided with the attachment of the Amendment of Limits of Insurance (Designated Project or Premises) endorsement (ISO Form CG 2503) a Commercial General Liability Policy with the following minimum limits.

General Aggregate:

Products/Completed Operations Aggregate $1,000,000

Personal and Advertising Injury $1,000,000

Each Occurrence $1,000,000

Fire Damage (Any One Fire) $Nil

Medical Expense (Any One Person) $Nil

ADDITIONAL INSURED: The City of Bradenton, a political subdivision of the State of Florida shall be specifically named as additional insured on the Commercial General Liability Policy.

Business Auto Policy

Each Occurrence Bodily Injury and

Property Damage Liability Combined $300,000

Annual Aggregate (if applicable) $1,000,000

ADDITIONAL INSURED: The City of Bradenton, a political subdivision of the State of Florida, shall be specifically named as additional insured on the Business Auto Policy.

ADDITIONAL OR OPTIONAL INSURANCE (Depends on project requirements.)

Umbrella Liability

N/A unless being used to meet underlying coverage requirements.

Liquor Liability

All awarded Offerors serving alcohol as part of the scope of the Solicitation will be required to obtain Liquor

Liability insurance.

Miscellaneous Insurance

All other types of insurance as required by the scope of work or specifications.

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Professional Liability

If applicable, in the minimum amount of $1,000,000.

Hazardous Material

If work being performed involves hazardous materials, the need to procure and maintain any or all of the following coverage will be specifically addressed upon review of exposure. However, if hazardous materials are identified while carrying out a resulting contract, no further work is to be performed in the area of the hazardous materials until the Project Manager and City’s Risk Management Department has been consulted as to the potential need to procure and maintain any or all of the following coverage through a change order to the project.

Contractor/Vendor’s Pollution Liability

For sudden and gradual occurrences in the amount no less than $1,000,000 per claim and $2,000,000 in the aggregate arising out of work performed under a resulting contract including, but not limited to, all hazardous materials identified under a resulting contract.

Asbestos Liability

For sudden and gradual occurrences in the amount no less than $1,000,000 per claim and $2,000,000 in the aggregate arising out of work performed under a resulting contract.

Disposal

When applicable, the awarded Offeror shall designate the disposal site and furnish a Certificate of Insurance from the disposal facility for Environmental Impairment Liability Insurance covering liability for sudden and accidental occurrences in an amount not less than $1,000,000 per claim and $2,000,000 in the aggregate and shall include liability for non-sudden occurrences in an amount not less than $1,000,000 per claim and

$2,000,000 in the aggregate.

Hazardous Waste Transportation

When applicable, the awarded Offeror shall designate the hauler and furnish a Certificate of Insurance from the hauler for Automobile Liability Insurance and Endorsement MCS90 for liability arising out of the transportation of hazardous materials with an amount not less than $2,000,000 annual aggregate and provide valid EPA identification number.

The Certificates of Insurance (COI) shall clearly state the hazardous materials exposure work being performed under this Agreement.

Builder’s Risk

When applicable, special form coverage shall include, but not be limited to:

A. Storage and transport of materials, equipment, supplies of any kind whatsoever to be used on or incidental to a resulting contract;

B. Theft coverage;

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C. Waiver of Occupancy clause endorsement;

D. Limits of insurance to equal 100% of the insurable completed agreement amount of such additions, or structures, on an agreed amount/replacement cost basis;

E. Maximum deductible clause of $50,000 each claim.

Certificates of Insurance and Copies of Policies

Certificates of Insurance in triplicate evidencing the insurance coverage specified herein shall be filed with the

Purchasing Division before services begin. The required certificates of insurance shall name the types of policy, policy number, date of expiration, amount of coverage, companies affording coverage, and also shall refer specifically to the Agreement. All insurance policies required herein shall be issued by companies that are authorized to do business under the laws of the State of Florida and hold an A.M. Best rating of A- or better.

Insurance, as specified herein, shall remain in force and effect for the duration of the Agreement, including any warranty periods.

Complete Policies:

The entire and complete insurance policies required herein shall be provided to the City on request. If the initial insurance expires prior to the completion of services by the awarded Offeror, renewal certificates of insurance and required copies of policies shall be furnished by the awarded Offeror and delivered to the

Purchasing Official thirty (30) days prior to the date of their expiration. Nothing herein shall in any manner create any liability of the City in connection with any claim against the awarded Offeror for labor, services, or materials, or of subcontractors; and nothing herein shall limit the liability of the awarded Offeror or its sureties to the City, or to any workers, suppliers, material men or employees in relation to the resulting contract.

By way of its execution of the resulting contract, awarded Offeror:

A. Represents that awarded Offeror maintains, and will maintain during the term of the resulting contract, insurance coverage from responsible companies duly authorized to do business in the State of Florida and deemed acceptable to the City; and

B. Agrees that insurance should not be cancelled without thirty (30) days’ notice to the City and must be endorsed to provide same. Failure of the awarded Offeror to obtain and maintain proper amounts of insurance at all times as called for herein shall constitute a material breach of the resulting contract, which may result in immediate termination.

Certification Requirements – In order for the certificate of insurance to be accepted it must comply with the following:

A. The certificate holder shall be:

The City of Bradenton, A political subdivision of the State of Florida

101 Old Main Street

Bradenton, FL 34205-7865

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B. Certificate shall be mailed to:

The City of Bradenton

101 Old Main Street

Bradenton, FL 34205

Attn: Purchasing

4.17 SUNBIZ

All Offerors shall be registered under the State of Florida to perform the services required in the Solicitation.

Registration Certificate to be provided by the Florida Department of State, Division of Corporations, establishing an Offeror as eligible to conduct business in the State of Florida. Please refer to website:

www.sunbiz.org.

4.18 RESERVED RIGHTS

A. The City reserves the right to accept or reject any or all Offers, in whole or in part, for any reason whatsoever, to waive minor irregularities and technicalities, and to request clarifications or additional information from Offerors.

B. The City reserves the right to accept all or any part of the Offer and to increase or decrease quantities to meet additional or reduced requirements of the City.

C. Any sole Offer received by the submission date may or may not be rejected by the City Administrator or designee. In the event the City rejects the sole Offer, it may elect to negotiate with any responsible provider.

D. The City Administrator or designee, reserves the right to cancel a Solicitation at any time and to cancel any recommended award or recommended contract at any time prior to execution.

E. Offerors are advised that any person, firm, or other party to whom they propose to award a subcontract must meet all minimum qualifications as stated in the Specifications.

F. Unless otherwise stated in the Solicitation, any resulting contract resulting from the Solicitation is non-exclusive. The City reserves the right, in its sole opinion, to purchase goods or services listed in the

Solicitation through the State of Florida Contracts, cooperatives, other current government contracts, and non-profit contracts as provided in the City’s Procurement Code. The City reserves the right to solicit separate requirements that are a portion of a larger contract as a whole. Additionally, at the

City’s sole option, additional contracts may be entered into as a result of such situations as unusual volumes, time/delivery requirements, special requirements, other brands, lease, project specific requirements, or similar situations.

G. The City reserves the right to correct formula errors on forms provided by the City for use by the

Offeror.

H. After award of the Solicitation, the City reserves the right to add or delete items/services at prices to be negotiated at the time of addition or deletion. At contract renewal time(s) or in the event of https://www.sunbiz.org/

Revised 12.19.24 Invitation To Bid #26-042JS Title: General Fire Services Inspections Page 23 of 42 significant industry wide market changes, the City may negotiate justified adjustments such as price, terms, etc., to this contract when the City, in its sole judgment, considers such adjustments to be in the best interest of the City. The City may or may not require the prospective Offeror to participate in negotiations and to submit additional technical information or other revisions to their Offer as may result from the negotiations.

I. If a resulting contract is terminated, the City reserves the right to go to the next lowest responsive

Offeror with the balance of the resulting contract, unless otherwise stated in the Solicitation.

J. The City reserves the right to refuse to award to any Offeror based upon prior contractual relationships between that Offeror, or a substantially related person or entity, and the City. This shall include, but is not limited to, situations in which the Offeror or, a substantially related person or entity, has had its contractual relationship with the City terminated or issued notice of default within three (3) years of the date of the issuance of the Solicitation.

K. Any awarded Offeror or subcontractor that will have access to City facilities or property may be required to be screened to a level that may include but is not limited to; fingerprints, statewide criminal and juvenile records check. There may be fees associated with these procedures. These costs are the responsibility of the Consultant or subcontractor.

4.19 CONTACT WITH CITY STAFF

A. After the issuance of the Solicitation, prospective Offerors or any agent, representative or person acting at the required of such Offer shall not contact, communicate with or discuss any matter relating in any way to the solicitation with any officer, agent, or employee of the City, including members of the

Evaluation Committee, other than the Purchasing Manager or Purchasing Analyst named in the

Solicitation. Failure to comply with…