Grounds_Maintenance_at_Iron_Bridge_(Addendum_#1_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

INVITATION FOR BID (IFB)

IFB26-0173

GROUNDS MAINTENANCE AT IRON BRIDGE

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

INVITATION FOR BID (IFB)

GROUNDS MAINTENANCE AT IRON BRIDGE

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

8. PRE-SOLICITATION CONFERENCE

9. VENDOR QUESTIONNAIRE

10. PRICING PROPOSAL

Attachments:

A - IFB26-0173-_IRON_BRIDGE_MAP

Grounds Maintenance at Iron Bridge

1. INTRODUCTION

1.1. Summary

The City of Orlando (City) requires the services of an experienced Contractor to perform grounds maintenance at 601 Iron Bridge Circle, Oviedo, FL 32765. The Contractor shall provide all labor, materials, equipment, supplies, and supervision necessary for all aspects of grounds maintenance and irrigation maintenance, as well as provide all incidental labor and materials necessary for this work. Contractor must have their own equipment maintenance agreements, or an in-house maintenance program to ensure that all equipment used in the performance of services under this contract is well maintained and in good condition throughout the term of the contract. Equipment maintenance information shall be submitted to the City upon request.

All work is to be completed Monday through Friday, excluding City Holidays, between the hours of 7:00 a.m. and 5:00 p.m., Local Time, City of Orlando, so work can be monitored while in progress.

1.2. Contact Information

Direct all questions and inquiries to the following:

Javarie McDonald, CPP

Purchasing Agent II

400 S Orange Avenue

Procurement and Contract Division 4th Floor

Orlando, FL 32801

Email: javarie.mcdonald@orlando.gov

Phone: (407) 246-2364

Department:

Water Reclamation Enterprises

1.3. Timeline

Issue Date March 2, 2026

Pre-Bid Conference (Mandatory) March 10, 2026, 10:00am

Iron Bridge Facility

601 Iron Bridge Circle

Oviedo, FL 32765

Cut-off date for Questions by

Bidder

March 17, 2026, 5:00pm mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364

Bid Due Date and Time April 2, 2026, 2:00pm

JOIN THE VIRTUAL OPENING.

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2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

The City’s Procurement and Contracts Division is the official source to obtain information relating to City of Orlando procurements. It is incumbent on the Respondent to obtain current response/submittal and award information prior to and after the scheduled opening date of a solicitation. Information is updated as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a solicitation. You may obtain award and other solicitation information in a variety of ways, such as:

• Solicitation documents are available for download from the City's e-Procurement

Portal ("Portal"):

You may access solicitation information by visiting the City’s Portal by clicking on the following link: https://procurement.opengov.com/portal/orlando

• You may also contact the Procurement and Contracts Division at (407) 246-2291 or visit us during normal business hours, to obtain award information and other documents at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Please remember, email notification is provided as a courtesy to our Respondents, but it is the Respondent's responsibility to check with the City of Orlando’s Portal at:

https://procurement.opengov.com/portal/orlando for current solicitations and other procurement information.

We appreciate your interest in doing business with the City of Orlando.

2.2. CONTRACT TERM

It is the intent of the City to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be renewed for two (2) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

2.3. SCHEDULE

The Timeline Section of this solicitation contains the scheduled calendar of events with important dates and times for this Solicitation. Dates and times are subject to change by the City’s Chief Procurement Officer (CPO) or designee, at their sole discretion. If the

Procurement and Contracts Division determines that it is necessary to change these https://procurement.opengov.com/portal/orlando https://procurement.opengov.com/portal/orlando dates or times prior to the Solicitation Due Date, the change will be announced via an addendum.

2.4. PRE-SOLICITATION CONFERENCE

The purpose of a Pre-Solicitation Conference is to review and discuss the solicitation (and any addenda) as published. A representative from the Procurement and Contracts

Division and a technical representative from the using department will be present to discuss the solicitation.

3. SUBMITTALS

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-procurement Portal by the Due Date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence. Respondents are expected to examine this solicitation, specifications, associated drawings, if any, and all instructions. Failure to do so will be at the

Respondent's risk.

Each Respondent shall furnish the information required on each response/submittal form and each accompanying sheet thereof on which an entry is made.

The following items must be completed and uploaded as part of your electronic submittal and are contained in the Vendor Questionnaire Section. Failure to complete and return required forms may result in your bid being deemed non-responsive and not considered for award.

A. Pricing - All prices shall be entered online through the City's e-Procurement portal.

B. Attachment A - References. This form must be downloaded, completed, and uploaded as a part of the submittal.

C. Attachment B -Respondent's Certification Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

D. Attachment C - Contract and Acceptance Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

E. Attachment D - Conflict of Interest Disclosure Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.

F. Attachment E - Confidential and/or Proprietary Information Exemption Form.

This form must be downloaded, completed, signed, scanned, and uploaded as a part of the submittal.

G. Attachment F - Human Trafficking Affidavit. This form should be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

H. Attachment G - Veteran Business Enterprise Participation Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

I. Copy of Respondent's current W-9 is to be signed and uploaded as part of the submittal.

J. Bid Security, if applicable.

K. Proof of Insurance - If applicable, please refer to Section 5 - Insurance

Requirements.

Respondents shall register on the City’s e-Procurement Portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this solicitation and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a response in the Portal, and therefore will be unable to participate, nor be considered for this solicitation. Respondents must click “Draft Response” to properly begin and submit a response in the Portal.

The City will accept responses to this solicitation electronically via the e-Procurement

Portal until 2:00 PM on Thursday, April 2, 2026. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the

Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the

Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal.

Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

4. SCOPE OF WORK

4.1. Scope of Work

The Contractor shall plan and effectively manage the Grounds Maintenance Program at the Iron Bridge Water Reclamation Facility, located at 601 Iron Bridge Circle, Oviedo, FL 32765. The Contractor shall furnish all supervision, labor, material, supplies, equipment, and work plans as specified herein. EXHIBIT “1” – SITE LOCATION AND

MAP, indicates Areas 1 to 5. The Contractor shall provide the following services:

A. Prepare a Grounds Maintenance Plan and a Monthly Work Plan for scheduled work. An annual plan will be made available to the Contractor at each quarter.

See attached site map. EXHIBIT “1” – SITE LOCATION AND MAP, indicates

Areas 1 to 5.

B. The Contractor shall have fully functioning equipment required to perform the job safely and effectively. Equipment must be in good working condition and capable of meeting the scope and schedule of the work. Please download, complete and upload the EQUIPMENT LIST in SECTION 16.12 of the VENDOR

QUESTIONNAIRE as a part of your submission.

C. Mow, edge and trim grass; clean and rake; prune shrubs, trees and bushes; and maintain plant beds to include weeding. All pruning must be approved in advance by the City. Use of chemicals in plant beds is permitted upon prior written approval by the City. Weeds exceeding six inches (6") in height must be removed by hand. All weeds in concrete cracks shall be removed quarterly.

D. All areas to be mowed shall extend to fence line or tree line when fence line is inaccessible.

E. The Contractor will not be responsible for furnishing and applying fertilizer and pest control unless specifically authorized in advance and in writing by the Plant

Manager or designee. Price of any authorized applications of pest control shall be agreed upon in advance and in writing by the Contractor and the Plant

Manager or designee.

F. The Contractor will be responsible for fertilizing the beds at the Administration building.

G. The Contractor shall schedule and conduct periodic site visits with the City.

H. The Contractor shall use equipment that is capable of maintaining ditches and pond slopes.

I. The Contractor should have been in business for 3–5 years and possess experience with municipal, commercial, or multi-site grounds maintenance contracts. Relevant experience should be documented in SECTION 16.3 listed as "REFERENCES FORM" of the submittal.

There is no on-site equipment storage available.

4.2. Maintenance Management

A. Grounds Maintenance and Monthly Work Plan:

The Contractor shall develop an Annual Grounds Maintenance Plan to reflect the method and associated frequency for accomplishing the work specified herein. The plan shall be developed to fit the requirements of local conditions, types of vegetation and climatic factors. The plan shall itemize the work specified herein by month, and shall be submitted to the City prior to the commencement of the Contract. In addition, the Contractor shall submit to the City by the 28th of each month, a monthly work plan which lists by the week, the work scheduled for the following month. The annual plan shall be used as a basis for the monthly plan, which will be used to provide updated and more detailed information of the grounds maintenance workload. The plan shall firmly represent all the work that the

Contractor intends to accomplish in the coming month. Deviation from the monthly work plan will be allowed only due to inclement weather, local conditions that govern the growth rate of vegetation, convenience of the City, or by advance written approval of the

City. The City will utilize the monthly work plan as a method of monitoring the Contractor's progress and quality of work.

B. Grounds and Unpaved Areas:

The Contractor shall maintain the facility site in accordance with the level of maintenance specified herein.

C. Requirements:

The Contractor shall perform the following:

1. Mowing of grass, approximately 100 acres.

2. Edging.

3. Policing/raking.

4. Trash removal.

5. Maintenance of plant beds including application of mulch.

6. Tree pruning and shrubbery maintenance.

D. Mowing of Grass: All grass areas, including pond slopes, shall be cut to the water edge to a height of three inches (3"), fields cut to a height of four inches (4"), with a maximum tolerance of plus or minus one-half inch (½"). All grass areas shall be neatly trimmed under and around all obstructions including fences, shrubbery, flowerbeds, posts, poles, signs, markers, and other objects.

The finished cut shall be done around the operations and maintenance buildings. Bush hogs may be utilized out in the main large field areas. Mowing shall be completed by all tank areas and immovable objects.

Clippings shall be removed if unsightly or damaging to grassed areas.

E. The equipment used by the Contractor must be in good repair and shall be maintained so as to produce a clean, sharp cut, and uniform distribution of the cuttings at all times.

F. The Contractor shall exercise the utmost care when mowing in proximity of signs, markers, valves, boxes, manholes, electrical pull boxes and other above ground items to avoid damage or breakage to those items. The Contractor shall be responsible for the repair or replacement of any such damaged or broken items at Contractor’s expense.

G. Should inclement weather interfere with scheduled work, the Contractor shall reschedule work in an expeditious manner beginning at that point where work was interrupted.

H. Trees/shrubbery and any other items which are damaged by the Contractor's operations shall be repaired, or if damaged beyond repair, replaced by the Contractor at the Contractor's expense.

I. All shrubs less than two inches (2") in diameter located in the pond, lake and retention areas shall be trimmed to the water line.

J. When mowing at tree line, the cut shall extend to the large tree trunks to stop encroachment of tree line.

K. All ditches, culverts, etc. shall be mowed, edged and trimmed completely, even if there is standing water in ditch. All shrubs two inches (2") in diameter or less shall be cut.

L. Mow under trees at oak grove located by Building #1.

M. All areas shown on the site map shall be cut.

4.3. Mowing Cycles

There will be approximately forty (40) mowing cycles per year. A mowing schedule will be provided. Later, if for some reason (such as heavy rains, etc.) the number of mowing cycles needs to be increased, the City will give at least one-week prior notice to the

Contractor for the additional work. This additional mowing cycle will be billed and paid for separately.

4.4. Policing/Raking

In conjunction with mowing, all grass and debris including, but not limited to paper, bottles, cans, limbs, pine cones, pine straw, leaves and grass cuttings, shall be raked up and disposed of. All such debris shall be removed from the site at the end of every cycle.

4.5. Trash Removal

The Contractor shall keep grounds and roadways cleared of all trash and debris, and shall remove and dispose of trash and debris as necessary. All debris resulting from mowing, pruning, edging, dead shrubs, trees, or bush removal or equipment maintenance will be cleaned up and removed from the property at the end of every cycle. Debris removal includes keeping the area clear of bottles, cans, rags, paper and other trash and debris.

4.6. Edging

The Contractor shall neatly edge and trim around all plant beds, curbs, road cracks, curb cracks, walks, roadways (including asphalt edge), trees, plants, fencing, signs, and building areas. Use of a string trimmer will be permitted. All clippings from edging shall be removed from the site immediately. Use of chemicals for edging will be permitted upon prior written approval by the City.

4.7. Weeding

All plant beds shall be kept weed free. The peripheral plant beds on the east, south, and west side of the facility that contain trees only and the orange tree beds are excluded. Weeds exceeding six inches (6") in height must be removed by hand. Use of chemicals for weeding in the plant beds is permitted upon prior written approval by the

City.

4.8. Mulching

The Contractor shall furnish and apply mulching within planting beds in order to maintain a minimum two and one-half inches (2 ½") layer of coverage. All mulched areas shall be kept weed free. The Contractor shall use shredded eucalyptus, or pine bark chips, at

City’s option.

4.9. Pruning (All Pre-Planted Trees are Included)

Remove dead limbs, branches and leaves from all trees, shrubs and ground covers to keep all areas free from dead materials, or as directed by the Plant Manager or designee. No pruning shall be performed that alters the shape, height and fullness with respect to the intended character of the plantings. Pruning shall be performed under the supervision of personnel knowledgeable and experienced in horticultural practices.

4.10. Irrigation Maintenance Program

A. Frequency of Service:

It is hereby agreed that Contractor will perform the following services once each month, twelve times per year, for the duration of the contract.

B. Service Specifications:

1. Activate each zone of this existing system.

2. Visually check for and report any damaged heads or heads needing repair. A monthly report is to be emailed to the Plant Manager and the Maintenance

Supervisor.

3. Clean or adjust any heads not functioning properly.

4. Report any valve or valve box that may be damaged in any way.

5. Leave areas in which repairs or adjustments are made free of debris.

6. Adjust controller to the watering needs as dictated by weather conditions.

C. Qualifying Statements:

1. Repairs that become necessary, that are over and above our routine maintenance contract will be done on a time and material basis.

2. Service calls required between scheduled visits will be billed on a time and material basis.

3. Contractor will be held harmless for any accidents that could arise from the overspray of water on hard surfaces.

4. Damage resulting from our crews working on your property (e.g. mower and edger cuts) will be repaired at no charge.

5. Contractor will be held harmless due to damage due to the improper installation of irrigation equipment installed by others.

6. Contractor shall be held harmless for any system failure caused by lightning, construction work, television, cable or utility repair, pre-existing conditions, freeze or other acts of God.

D. Authorization for Repairs:

In order to expedite minor repairs, Contractor is herewith authorized to perform $250.00 worth of repairs without prior approval.

Any repairs which will exceed the above authorized amount must have written approval prior to the commencement of any work. Written estimates will be provided for approval.

The Contractor shall replace and/or repair any damage to the irrigation system caused by Contractor’s operations at no cost to the City. Failure to replace or repair damage within twenty-four (24) hours from notification from the City will result in the

City accomplishing the necessary repairs and deducting the amount required to make repairs from the amount due the Contractor.

4.11. Perimeter Fence

The Contractor shall be responsible for the removal of any growth through the perimeter fence line.

4.12. Special Instructions

A. Hyacinth Ponds: There are two of these, each approximately 15 acres. When wet, do not mow. When dry, entire area (30 acres) must be mowed. A bat wing type of mower may be used.

B. In all areas, grounds maintenance must be done right up to the edge of all plants and trees (including newly planted saplings) and up to pond water lines.

C. Stormwater Drainage Ponds (three): Remove all shrubs on slopes, up to the water line. Special “slope mowing” equipment will be required for this service.

D. All Retention Ponds: See instruction in Section III above.

E. Lake Paterson area: See instruction in Section III above.

F. Maintenance Building / Admin Building: In addition to other specifications, Contractor shall also maintain shrubbery on a regular basis.

G. Warehouse: Area in front of warehouse – all plant beds must be maintained.

H. Culvert between Master Pump Station (18) and Fence Line for Tennis

Court; Culvert and slope must be mowed cleared of brush at all times.

I. Swale leading up to Lake Patterson must be maintained.

J. Effluent Outflow Channel: All area around walls, including slope shall be mowed and maintained.

K. Power Generation Bldg. (fuel tank area), Digester Tank Bldg. (between tanks):

These areas are currently filled loosely with rocks and stones on the ground.

Whenever weed growth in these areas becomes unsightly, (on an as and when needed basis), the City will request Contractor to remove the weeds using chemicals, with at least a one (1) week prior notice.

4.13. Additional Work

Contractor shall perform the following additional landscape maintenance work as and when requested, and shall provide the City with a per cycle rate to complete the task. The

City will inform Contractor when this additional work is needed. The City reserves the right to assign additional work to someone other than the Contractor.

A. Remove weeds along perimeter fence.

B. Prune trees and shrubs, including hauling and disposing of pruned material.

C. Mow the perimeter road (fire break).

4.14. Cycles

A. All grass cutting and other work specified herein shall be completed on a per cycle basis as established by the City.

B. A cycle shall include a complete cutting and trimming of all designated grassed areas within the facility grounds and all required policing/raking, trash removal and concrete curb and sidewalk edging including all roadways with or without curbs.

4.15. Plant Manager Rules

A. Contractor equipment will not be stored on site.

B. No overhauling of equipment allowed on site.

C. If a piece of equipment breaks down, Contractor may call someone to repair at site, but as much as possible, equipment shall not be left over night.

D. City will not loan tools or equipment for repairs.

E. All trash, trimmings, cuttings and debris must be hauled off the site daily.

F. Contractor shall not speed anywhere in the facility, and will follow posted speed signs.

G. All animals, birds and plants in the area shall be protected.

H. No drinking of water from a container, hose, pipe or valve etc. is allowed.

I. Damage done to any light pole, pipe, valve etc., shall be reported immediately.

J. Use only the signed staging areas for equipment, lunch, breaks etc.

4.16. Use of Premises

The Contractor shall preserve from damage all property associated in any way with the work. This applies to public and private property and/or utilities. Any damage occurring to such properties shall be immediately reported to the City and repaired at the

Contractor's expense.

4.17. Personnel

The Contractor shall to list all personnel who will be assigned to this specific project. The

Personnel List is to ensure that all individuals assigned to this project are properly identified and authorized to perform the work. This information supports and facilitates effective project coordination, and helps maintain safety, accountability, and security throughout the duration of the project. The Personnel List in SECTION 16.13 of the

VENDOR QUESTIONNAIRE must be downloaded, completed, and uploaded as part of your submission.

5. STANDARD TERMS AND CONDITIONS

5.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR

SUBMITTAL PROCESS

A. All communication and contact regarding this solicitation shall be directed to the

Purchasing Agent referenced on the cover page of this solicitation.

B. To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract (or, if the solicitation is cancelled, upon cancellation of the solicitation).

1. Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement

Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a Respondent or potential

Respondent (or on a Respondent or potential Respondent's behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, or any other person or entity providing advice to the City related to this solicitation.

2. During the prohibited communication period, all contacts and communications regarding the solicitation by a Respondent, or potential Respondent, including their agents, representatives and others on their behalf, shall be directed to the City’s Procurement and Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s

Chief Procurement Officer.

3. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the

Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a Respondent or potential Respondent under the City’s Procurement Code.

C. Any questions by a Respondent relative to the interpretation of specifications or the submittal process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the

Procurement and Contracts Division ten (10) days prior to the date set for the receipt of submittals. Any interpretation made to prospective Respondent with respect to questions submitted prior to the cut-off date for questions to be answered prior to the submittal deadline will be expressed in the form of an

Addendum to the specifications which, if issued, will be conveyed to all prospective Respondents no later than five (5) days before the date set for receipt of submittals. Oral answers and written answers not answered in an

Addendum issued by the Procurements and Contracts Division will not be binding.

D. Openings shall be public, on the date and at the time specified on the

Solicitation, with the total submittal amount being read aloud. It is the

Respondents responsibility to assure that their submittal has been entered online no later than the due date and time of the opening. The Respondent's name and verification of bond submittal, if applicable, will be publicly announced aloud at the opening.

5.2. RESPONDENT QUALIFICATION

Submittals will be considered from Respondents who have adequate personnel and equipment and who are so situated as to perform prompt service or provide required goods. The City reserves the right to request information or conduct an inspection of the

Respondent's facility and equipment prior to the award of the contract.

Submittals will be considered only from Respondents which are regularly engaged in the business as described in this solicitation; with a record of performance for a reasonable period of time, which have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the service if awarded a contract under the terms and conditions herein stated.

The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practice in the industry and as determined by the City.

5.3. ALTERATIONS/CHANGES TO PRICE FORM(S)

Respondent shall not change or otherwise alter the quantity or unit designations on the

Price Form(s). The unit price and total extensions must correspond to these designations.

Each line item will be extended as indicated (quantity x unit price). The unit price shall prevail.

5.4. ADDENDA

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.

5.5. UNBALANCED PRICING

As determined by the City's Chief Procurement Officer in the CPO’s discretion, the City may consider a solicitation response irregular and reject it if any of the prices are excessively unbalanced (either above or below the amount of a reasonable response) to the potential detriment of the City. The City further reserves the right to require backup documentation from the respondent if, in the Chief Procurement Officer's opinion, the prices are, or appear to be, excessively unbalanced.

5.6. WITHDRAWAL

After opening, no changes in prices or other provisions shall be permitted. Respondents may withdraw or correct a submittal prior to the stipulated date and time for the opening of the Solicitation.

5.7. SELECTION/REJECTION OF OPTIONS

The City of Orlando reserves the right to select/reject options which are submitted, based on price and other considerations as deemed to be in the best interests of the City.

5.8. IRREVOCABLE OFFER

The submission of a response shall constitute an irrevocable offer to the City by the

Respondent for a period of ninety (90) days from the date of opening to provide the goods and services set forth in this solicitation upon the terms, conditions, and provisions of this solicitation, at the pricing set forth in the submittal.

5.9. QUANTITIES

The quantities for the items listed in this solicitation are estimated annual quantities for evaluation purposes only and should not be construed as representing actual quantities to be purchased. Moreover, it is understood by all Respondents that the City is not obligated to purchase any minimum or maximum amount during the life of a contract resulting from this solicitation.

5.10. RESPONDENT'S CERTIFICATION FORM

Each Respondent shall complete the "Respondent's Certification Form” included with this

Solicitation. The form should be acknowledged before a Notary Public with notary seal affixed on the document. The failure of a Respondent to include this document with their submittal will be cause for rejection of the submittal.

5.11. SUBMITTALS

Submittals shall be submitted utilizing the form(s) provided herein. All submittals shall be properly executed with all blank spaces filled in. The signatures of all persons signing https://procurement.opengov.com/governments/portal/orlando shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a person signing the submittal. If the unit price and the total amount provided by a Respondent for any item are not in agreement, the unit price alone shall be considered as representing the Respondent's intention, and the totals shall be corrected to conform thereto.

5.12. INSPECTION, ACCEPTANCE, AND TITLE

Inspection and acceptance will be at destination unless otherwise stipulated. Title and risk of loss or damage to all items shall be the responsibility of the Respondent.

5.13. EXCEPTIONS TO TERMS AND CONDITIONS

When completing your submittal, do not attach any forms which may contain terms and conditions that conflict with those listed in the City’s solicitation document(s). Inclusion of additional terms and conditions, such as those which may be on your company’s standard forms, may result in your submittal being declared non-responsive.

5.14. SPECIFICATIONS

A. The specifications shown in the Invitation for Bid are intended to represent items of a quality level known to meet City’s requirements. While the City endeavors to promulgate written specifications that are accurate and nonrestrictive for submittal purposes, they may also reference an item by manufacturer’s name and model number. Respondents are cautioned that in the event of a discrepancy therein, such difference must be timely questioned in writing. Any written question must be received by the Procurement and Contracts Division at the address on the cover of this solicitation no later than ten (10) days prior to the opening.

B. If any proprietary, trade, brand, or manufacturers' name or part number is used herein in describing the required equipment or materials, it shall be understood to indicate the minimum standard of composition and quality desired, and shall not be construed to exclude equipment or goods that equals or exceeds the functional capability and quality of the named equipment. The City, in its sole discretion, shall determine whether equipment or goods are equivalent in capability and quality.

C. In cases where an item is identified by a manufacturer's name, trade name, catalog number, or reference, it is understood that the Respondent proposes to furnish the item so identified and does not propose to furnish an "EQUAL" unless the proposed "EQUAL" is definitely indicated therein by the Respondent. The reference to a name brand is intended to be descriptive but not restrictive and only to indicate to the prospective Respondent articles that will be satisfactory.

Submittals on other makes and catalogs will be considered provided each respondent clearly states in their submittal exactly what he proposes to furnish and forwards with their submittal a cut illustration or other descriptive matter which will clearly indicate the character of the article covered by their submittal.

The City hereby reserves the right to approve as an equal, or to reject as not being equal, any article the Respondent proposes to furnish which contains major or minor variations from the specification requirements but may comply substantially therewith. If no particular brand, model, or make is specified and if no data is required to be submitted with the submittal, the successful contractor after award and before manufacture or shipment may be required to submit working drawings or detailed descriptive data sufficient to enable the City to judge if such requirement of the specification is being complied with.

D. Respondents are strongly encouraged to submit equivalent equipment or materials for consideration during the question and answer period. If equivalent equipment or materials is proposed, indicate the manufacturer's name and model number for the equipment and include any literature or other explanation of the equipment's quality or performance with your submittal.

E. The equipment herein shall be new and shall be of the current production model.

If applicable, detailed equipment specifications for make and model offered shall be provided with submittal.

F. Respondents may be required, at no expense or liability to the City, to make available for test/demonstration, equipment equal in all aspects to the equipment quoted, and/or equal equipment that may be seen under operating conditions in the Central Florida area.

5.15. SILENCE OF SPECIFICATIONS

The apparent silence of these specifications or any supplemental specifications as to details or the omission from same of any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship shall be first quality. All interpretations of specifications shall be made upon the basis of this statement.

5.16. PRICES AND TERMS

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.

5.17. TAXES

The City of Orlando does not pay Federal excise and State sales taxes. Our tax exemption number is 85-8015427957C-9 and is also stipulated on all our Purchase Orders.

5.18. POLITICAL SUBDIVISIONS

Under Florida Law, prices contained in State Contracts shall be available to the City of

Orlando, who might wish to purchase under a State Purchase Contract. The City of

Orlando therefore reserves the right to purchase any commodities from a State Purchase

Contract if in the best interest of the City.

5.19. MISTAKES

Respondents are expected to examine the specifications, delivery schedules, prices, and all instructions pertaining to supplies and services. Failure to do so will be at the

Respondent's risk.

5.20. SAFETY STANDARDS

Unless otherwise stipulated in the Solicitation, all manufactured items and fabricated assemblies shall comply with applicable requirements of Occupational Safety and Health

Act and any standards thereunder.

5.21. MARKING

Each individual container shall be marked with the brand name of the product, quantity and the name and address of the manufacturer. Each shipping container shall include the name of the Respondent and must also clearly indicate the City of Orlando Purchase

Order Number and/or City Contract Number.

5.22. INVOICING AND PAYMENT

The Contractor shall be paid in accordance with Florida Statutes, upon submission of invoices to: AP_Invoices@orlando.gov or PO Box 4990, Orlando, FL 32802-4990.

Invoices are to be billed at the prices stipulated on the purchase order and/or as outlined in this solicitation. All invoices must show the Purchase Order Number and/or City

Contract Number.

5.23. DISCOUNTS

Respondents may offer a discount for prompt payment; however, such discounts shall not be considered in determining the lowest net price for evaluation purposes. Discounts will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the office specified, whichever is later.

Respondent is requested to offer price discount for prompt invoice payment. It is the policy of the City of Orlando to make payments of invoices in time to earn any offered discounts.

Discount time will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the Accounts Payable Office, whichever is later.

mailto:AP_Invoices@cityoforlando.net

5.24. PROMPT PAYMENT ACT

Payment by the City shall be made in accordance with Sections 218.70. et sq. Florida

Statutes, Local Government Prompt Payment Act.

A. Proper Invoice

1. For purposes of billing submission and payment procedures, a "proper invoice" by a Contractor or other invoicing party shall consist of at least all of the following:

a. a description (including quantity) of the goods and/or services provided to the City (or a party on behalf of the City) reasonably sufficient to identify it

(or them);

b. the unit pricing, quantity and total amount due in accordance with the contract terms and conditions and applicable discount(s);

c. the full name of the Contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes (if they are different) and a telephone number;

d. the Purchase Order or contract number as supplied by the City; and

e. an identification by Division, Office or Department of the party(ies) to whom the goods were delivered or services provided.

f. Finally, in addition to all of the above, in order to be considered a proper invoice, it must be based on a proper delivery, installation, or provision of the goods and/or services to and acceptance by the City (or party on behalf of the City); the Contractor or other party who is supplying the goods and/or services has otherwise complied with all of the contract's terms and conditions and is not in default of any of them; and if the contract requires any subcontractors or other parties to be bound by similar other "flow-down" requirements that those requirements have been complied with.

B. Dispute Resolution

In the event a dispute occurs between a Contractor or other invoicing party ("invoicing party") and the City concerning payment of an invoice, the City Department, Office or

Division which has the dispute along with a representative of the City's Procurement and

Contracts Division and the invoicing party shall meet to consider the disputed issues. The invoicing party shall provide to the City such material and information as the City may reasonably require. Any such procedure shall be initiated by either party notifying the other in writing of a dispute and stating with specificity its nature. This procedure shall commence not later than forty-five (45) days, and be resolved not later than sixty (60) days, after the date on which the proper invoice was received by the City. Any decision by the City’s Chief Procurement Officer shall constitute the final decision of the City regarding these matters and shall be communicated in writing to the invoicing party within three business days after such decision. If no decision is rendered within the time period as set out above, then a decision against the invoicing party shall be deemed to have been issued.

5.25. INSPECTION OF PUBLIC RECORDS

Respondent may request copies of the solicitation records in person or by written request to the City Records and Archive Management Services located at 400 South Orange

Avenue, 2nd Floor, Orlando, Florida, 32801 or by calling (407) 246-2148. You may also email your request to records@orlando.gov. Pursuant to Florida State Statute Chapter

119.07, sealed submittals or replies are exempt from public inspection until such time as the City provides Notice of Intended Action or until thirty (30) days after opening, whichever is earlier.

5.26. IRREGULAR SUBMITTALS

Submissions made on documents other than the ones furnished by the Procurement and

Contracts Division may not be considered. Changes in phraseology, additions, or limiting provisions made on the Invitation for Bids may render the submittal irregular and may cause rejection. The City’s Chief Procurement Officer, however, has the authority to waive minor irregularities.

5.27. CONTINGENT FEES

The Respondent warrants that no City official or employee was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein.

5.28. EVALUATION OF AWARD

The City reserves the right to award the Invitation for Bid to the responsive and responsible Respondent who submits the lowest submittal meeting specifications. For purposes of this solicitation, the determination of the responsive and responsible

Respondent submitting the lowest submittal shall be made after the application of all applicable programs and preferences established by the City, including but not limited to the City’s MBE/WBE program and VBE preference. In determining whether a Respondent is responsible, the City reserves the right to consider matters such as, but not be limited to, quality offered, delivery terms, and service reputation of the Respondent.

5.29. AWARD OR REJECTION OF SUBMITTALS

The City’s Chief Procurement Officer reserves the right to accept any, all or part of any submittal, to waive minor irregularities, or to reject any, all or part of any submittal, and to advertise for new opportunities, as the interest of the City may require. The City’s Chief mailto:records@cityoforlando.net

Procurement Officer also reserves the right to reject the submittal of a Respondent who has previously failed to perform properly or complete on time contracts of a similar nature, or a submittal of a Respondent who investigation shows is not in a position to perform the contract. In determining responsibility, the following other qualifications, in addition to price, may be considered by the City’s Chief Procurement Officer:

A. The ability, capacity, and skill of the Respondent to perform the service required.

B. Whether the Respondent can perform the contract or provide the service promptly, or within the time specified, without delay or interference.

C. The character, integrity, reputation, judgment, experience, and efficiency of the

Respondent.

D. The quality of performance of previous contracts or services.

E. The previous and existing compliance by the Respondent with laws and ordinances relating to the contract or service.

F. The sufficiency of the financial resources and ability of the Respondent to perform the contract or provide the service.

G. The quality, availability, and adaptability of the supplies, or services, to the particular use required.

H. The ability of the Respondent to provide future maintenance and service for the use of the subject of the contract.

I. Whether the Respondent is in arrears to the City on a debt or contract or is a defaulter on surety to the City, or whether the Respondent's taxes or assessments are delinquent.

J. Such other information as may be relevant or secured.

5.30. AWARDS

As the best interest of the City of Orlando may require, the right is reserved to make award(s) by individual items, group of items, all or none, or a combination thereof, with one or more suppliers; to reject any or all submittals or waive any informality or technicality in submittals received.

5.31. MULTIPLE AWARDS

The City reserves the right in its sole discretion after evaluation of all responsive submittals, to award the work described herein to more than one responsive and responsible Respondent. In such cases where an award is made to more than one responsive and responsible Respondent, the City shall apportion the work among the various primary, secondary and alternate providers in such manner and at such time as it deems appropriate under the circumstances in its sole discretion and no minimum amount or proportion of work is guaranteed to any single provider or class of providers irrespective of such provider’s designation as primary, secondary or alternate.

5.32. PRICING AND ORDERING

The awarded Respondent shall honor all orders in accordance with the terms and conditions of the solicitation and their pricing and discounts terms as listed in their submittal. Unless otherwise specified, the awarded Respondent shall stock sufficient quantities of supplies to meet the requirements of the City on an "as-needed" basis within seventy-two (72) hours after being notified of such requirements by the City.

5.33. RETURN OF PRODUCTS/EQUIPMENT

All items…