Grounds_Maintenance_for_Regional_Transit_System_Facilities_(Addendum_#2_Revision).pdf

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

RTSX-270002-DS

GROUNDS MAINTENANCE FOR REGIONAL TRANSIT SYSTEM FACILITIES

RELEASE DATE: April 1, 2026

RESPONSE DEADLINE: May 6, 2026, 3:00 pm

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

Grounds Maintenance for Regional Transit System Facilities

Table Of Contents

1. INTRODUCTION

2. DEFINITION OF TERMS

3. SCOPE OF WORK/SPECIFICATIONS

4. TERMS AND CONDITIONS OF SOLICITATION

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

6. PRICE FORM

7. AWARD

8. CONTRACT

9. GENERAL TERMS AND CONDITIONS

Attachments:

A - Draft Contract B - Aerial Property Pictures

1. INTRODUCTION

1.1. Summary

It is the intent of the City of Gainesville to obtain bid responses for grounds maintenance for Regional Transit System (RTS) facilities. Contract term will be one year from October 1, 2026, through September 30, 2027.

1.2. Background

Gainesville is the largest city and also the county seat of Alachua County. It serves as the cultural, educational and commercial center for the north central Florida region.

The city provides a full range of municipal services, including police and fire protection; comprehensive land use planning and zoning services; code enforcement and neighborhood improvement; streets and drainage construction and maintenance; traffic engineering services; refuse and recycling services through a franchised operator; recreation and parks; cultural and nature services; and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a municipal airport, a 72-par championship golf course and a utility.

Gainesville is home to Florida's largest and oldest university, and is one of the State’s centers for education, medicine, cultural events and athletics. The University of Florida and UF Health Hospital at UF are the leading employers in Gainesville and provide jobs for many residents of surrounding counties. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida.

1.3. Procurement Representative

Daphyne Sesco

Procurement Specialist 3 sescoda@cityofgainesville.org

Respondents shall submit all inquiries regarding this bid via the City of Gainesville Procurement Portal, located at https://procurement.opengov.com/portal/cityofgainesville

Please note the deadline for submitting inquiries. All answers to inquiries will be posted via Addendum on the City of Gainesville Procurement Portal. Respondents shall click “Follow” on this bid to receive an email notification when Addenda are posted. It is the responsibility of the respondent to check the website for answers to inquiries.

1.4. Timeline

Release Project Date: April 1, 2026 https://go-rts.com/ https://www.flygainesville.com/ http://gru.com/ https://procurement.opengov.com/portal/cityofgainesville

Pre-Proposal Meeting (Non-Mandatory): April 21, 2026, 8:30am

Meet in lobby of RTS Admin Bldg. located at 34 SE 13th Road, Gainesville, FL 32601 Park ONLY in available spaces on Main Street, in lot in front of RTS Admin building, OR in the employee parking lot through Gate 1 to the right of the building.

DO NOT PARK ANYWHERE ELSE OR YOU

RISK BEING TOWED!!!!

Question Submission Deadline: April 27, 2026, 11:59pm

Response Submission Deadline: May 6, 2026, 3:00pm

2. DEFINITION OF TERMS

2.1. DEFINITION OF TERMS

A. Addendum/Addenda: Written or graphic document(s) issued prior to the Response due date, which make additions, deletions, or revisions to the solicitation or contract documents.

B. Agreement: A written Contract between two or more Parties. “Contract” and “Agreement” are synonymous.

C. Bid: The written response to a Solicitation.

D. CITY: City of Gainesville

E. Cone of Silence: The period between the issue date of the solicitation and the time CITY Officials and

Employees award the contract.

F. Due Date: The date the response is due.

G. Lobbying: When any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by CITY officials and employees, except as authorized by procurement documents.

H. Non–Responsive: A response that does not meet the material requirements of the solicitation.

I. Redacted: means that the confidential/proprietary information in the proposal has been obscured so that it cannot be read.

J. Respondent: An individual or business entity that submits a response to a Solicitation.

K. Response: A written document submitted by a Respondent in reply to Solicitation.

L. Responsive: A response that conforms in all material respects to the requirements set forth in the

Solicitation.

M. Solicitation: A written document issued by an agency to obtain information or pricing for goods and/or services. May also be referred to as an Invitation to Bid (ITB), Request for Proposal (RFP), Request for

Quotation Quote), Invitation to Negotiate (ITN) or Request for Statement of Qualifications (RFSQ).

N. Work: Activity involving mental or physical effort done in order to achieve a purpose or result requested in the scope.

O. Unredacted: means that the entire document, including the confidential/proprietary information, has not be obscured and is visible for the evaluation team to use in their evaluation process.

3. SCOPE OF WORK/SPECIFICATIONS

3.1. MINIMUM QUALIFICATIONS

• Minimum of five (5) years’ experience in commercial landscape maintenance for personnel in a supervisory role. This includes field supervisory staff. Field and labor force must have 1-year minimum experience in commercial landscape maintenance.

• All equipment to be used on this contract must be commercial grade and less than 15 years old. All hand-held equipment, such as string trimmers, blowers, edgers and other machines, must be less than ten (10) years old. The transportation vehicles and the trailering equipment must be each less than 15 years old.

3.2. SCOPE OF WORK

GENERAL DESCRIPTION

It is the intent of the City of Gainesville to obtain bid responses for grounds maintenance for Regional Transit System (RTS) facilities. Contract term will be one year from October 1, 2026, through September 30, 2027.

SCOPE OF WORK/SPECIFICATIONS

Furnish all supervision, labor, equipment, and materials for grounds maintenance at the following locations:

Description Location

Main RTS Maintenance Facility 34 SE 13th Rd, Gainesville, FL

Rosa Parks Transfer Station 700 SE 3rd Ave, Gainesville, FL

Butler Plaza 4231 SW 30th Ave, Gainesville, FL

RTS Park and Ride Station 5700 NW 23rd St, Gainesville, FL

Download "B - Aerial Property Pictures" from Downloads tab.

NOTE: The area around the pond is to be maintained. Maintenance of the retention areas (next to old RTS parking lot and outside the east fence of the new parking lot) require mowing, trimming and debris removal.

Mowing. Mow grass (approximately 25 acres) every seven days April through October, maintaining a height of approximately 2-l/2 inches. During the months of November through March the mowing cycle should be biweekly. All grass areas shall be neatly “trim mowed” around, along, and under all obstructions including fences, shrubbery, hedges, flower beds, posts, poles, signage, curbing and other objects. Trimmed grass shall be no taller than surrounding mowed turf. Care should also be taken to trim around flat markers so that grass does not encroach and eventually cover the markers. Clippings shall be removed from landscaping, irrigation equipment, and from the mowed turf i unsightly or damaging to grass areas.

Equipment. The Contractor shall maintain and own appropriate equipment. Equipment used shall have the capacity required to manage RTS’s grounds to the highest quality. Examples of the equipment, at a minimum, are ZTR (Zero Turn Radius) type mowers, string trimmers, hedge trimmers, blowers, herbicide sprayers. All equipment shall have turf tires. The operation and use of this type of equipment shall be skilled workmen who are thoroughly trained and experienced and who are completely familiar with the specification requirements and methods needed for proper performance of the work of high-quality landscape management. All equipment to be used on this project must be commercial grade and less than 10 years old. All hand-held equipment, such as string trimmers, blowers, edgers, and other machines, must be less than five years old.

Transportation vehicles and trailering equipment must be less than 15 years old. The equipment used by the Contractor must be in good repair and shall be maintained to always produce a clean sharp cut and uniform distribution of the cuttings.

Edging. Mechanically edge grassed area along sidewalks and curbing every two weeks to maintain a neat, trimmed appearance with no vegetation growing over the walkways.

Trimming. All “trim mowing” shall be accomplished by string trimmers. Caution shall be taken to not damage trees, shrubbery or hedges.

Trees and Ornamentals. Trees and ornamentals are to be maintained on as needed basis under the supervision of personnel knowledgeable and experienced in horticultural practices.

Shrubs and Hedges. Prune shrubbery and hedges as required per visit. However, flowering shrubbery shall be pruned after flowering. Shrubbery and hedge maintenance includes weeding, trimming, thinning and removal of all volunteer growth cut back even with ground level. Volunteer growth must be removed prior to the pruning. Pruning shall be done under the supervision of personnel knowledgeable and experienced in horticultural practices. All pruning and trimming shall be done using appropriate horticultural techniques to maintain shrubbery health and “natural” shape.

Debris Removal. Prior to each mowing or fertilizing cycle, remove all debris including, but not limited to, paper, bottles, cans, small branches, twigs, pinecones, pine straw, leaves, and discarded flowers.

Debris Disposal. Leaves and debris shall be picked up by contractor and disposed of off-site during each mowing visit. RTS will not be responsible for providing a site or mechanism for leaves and debris disposal.

Fertilizing. Fertilize each RTS site during April with an appropriate application of l0-l0-l0 slow-release fertilizer at a rate of 400 pounds per acre. Contractor must be in Compliance with Alachua County’s Code Chapter 78 – Fertilizer Standards and Management Practices (ORD NO 09-06) (if above link does not work type the following into your browswer:

https://www.alachuacounty.us/Depts/EPD/Documents/WaterResources/FertilizerStandardsAndManagement PracticesCode.pdf).

Weeding. Spray with systemic or contact herbicide as needed for weed control, which includes mulched and gravel areas. Hand weed when necessary. BEDS MUST BE MAINTAINED WEED FREE AFTER EACH VISIT. There will be a tolerance of 10% weed growth in all landscape beds. Any more than 10% tolerance will require immediate remediation at the contractor’s expense.

https://www.alachuacounty.us/Depts/EPD/Documents/WaterResources/FertilizerStandardsAndManagementPracticesCode.pdf https://www.alachuacounty.us/Depts/EPD/Documents/WaterResources/FertilizerStandardsAndManagementPracticesCode.pdf https://www.alachuacounty.us/Depts/EPD/Documents/WaterResources/FertilizerStandardsAndManagementPracticesCode.pdf https://www.alachuacounty.us/Depts/EPD/Documents/WaterResources/FertilizerStandardsAndManagementPracticesCode.pdf

Fence Line. Remove all vegetation, INCLUDING VINES, growing on or through the fence lines each month and maintain this fence line free of vegetation at each RTS site. At the RTS Main Facility, a mowing buffer zone of 3 to 10 ft must be maintained outside the exterior fence. Access to the buffer zone area is provided through two gates along the exterior fence.

Storm Damage. Any large or heavy debris exceeding 4” in diameter and 8’ in length left on RTS locations after a storm will be removed RTS personnel. The Contractor will be required to remove light debris, i.e., palm fronds, twigs, leaves, small branches and trash from the site within 72 hours after a storm.

Irrigation. (Only RTS Main Facility) Inspect all timers and sensors to ensure proper working order monthly. Manually run each thirteen operational zones at the RTS Main Facility to check for malfunctioning parts and adjust nozzles, heads, and programing, if needed. Irrigation damaged by the Contractor's operations shall be replaced by the Contractor at the Contractor's expense with same or approved equal as determined by RTS Management prior to the end of the work week.

Mulch. Mulch application to take place on a semi-annual basis maintaining a depth of three (3) inches throughout the year. Shredded style mulch preferred.

OTHER RESPONSIBILITIES OF CONTRACTOR

Preservation of Property. The Contractor shall preserve from damage all property associated with, in the vicinity of, or affected by the Work, and shall exercise due care and caution during all operations to avoid damage to public or private property. In the event damage does occur as a result of the Contractor's operations, such damage shall be reported immediately to RTS Management and repaired or replaced by the Contractor at the Contractor's expense. The Contractor is responsible for all damages to property affected by the Work under this Contract. Repairs and/or replacements shall be affected in timely fashion pursuant to RTS Management's direction.

The Contractor shall exercise due care and caution during his/her operations to avoid damage to trees, other growth, and irrigation equipment. In the event damage does occur as a result of the Contractor's operations, repair of and/or liability for such damage shall be the responsibility of the Contractor.

The Contractor shall be aware that a high level of care and sensitivity is required at all times work is being performed; and shall at all times enforce strict discipline and good order among employees and shall not employ on the work any unfit person or anyone not skilled in the task assigned. All employees will be required to wear shirts at all times with the company logo clearly marked for identification purposes. All employees shall keep equipment, i.e., gas cans, trimmers, clothing, etc., in a neat and orderly manner. The Contractor shall be responsible to the City of Gainesville for the acts and omissions of all its employees.

Contractor must notify the Facilities Maintenance Supervisor one week prior to performing edging, trees and ornamentals, and fertilizing work listed above. The Contractor shall be responsible for invoicing RTS on completion of services on a monthly basis. The invoice must include breakdown of services performed and the day they were completed. If this service record is not included, payment for services will be delayed until documentation is submitted.

Payment may be withheld by RTS for failure by the Contractor to comply with these specifications or unsatisfactory performance of work as determined by RTS Management’s inspection. RTS shall notify the Contractor of any failure to comply or unsatisfactory performance at the time observed so that it can be corrected without delaying payment if possible.

INVOICING AND PAYMENT

The contractor shall be responsible for invoicing the City on delivery of the services on a monthly basis.

Contractor shall furnish a monthly statement indicating dollar amounts or purchases for the month. The statement will include:

• Invoice Number

• Invoice Date

• Invoice Amount

The invoice should include the following information:

• Identifying purchase order number

• Invoice number and date

Invoices shall be delivered to the following contact or as directed by the purchase order:

Deliver/Ship To Mail Invoice/Statement Account Contacts

34 SE 13th Road, Gainesville, FL 32601

City of Gainesville

PO Box 490, Station 5

Gainesville, FL 32627

Ronda Carney, Account Clerk carneyrl@cityofgainesville.org

Phone 352-393-7867 rtsap@cityofgainesville.org

ELIGIBILITY OF EQUIPMENT OR MATERIALS

When a particular manufacturer's name and catalog number “or equivalent” is specified, consideration will be given to other manufacturers. The term “or equivalent” shall be defined to mean of similar design and performance characteristics. If a product is being bid as an equivalent, complete technical data necessary to properly evaluate such product shall be submitted with the bid.

The City reserves the right to request additional data after the bid is opened and prior to the award. Failure to supply data necessary to properly evaluate a product will constitute sufficient reason for rejection of the bid.

All information specifically requested by this Solicitation shall be furnished attached to the bid. Failure to do so may invalidate the bid.

4. TERMS AND CONDITIONS OF SOLICITATION

4.1. DISTRIBUTION OF INFORMATION

Respondents must submit all inquiries regarding this bid via the City Procurement Portal ("eProcurement Portal") at https://procurement.opengov.com/portal/CityofGainesville. Please note the deadline for submitting questions. All answers to questions will be posted in the eProcurement Portal. To receive notifications when answers are posted, respondents should select "Follow" on the bid title. It is the respondent's responsibility to monitor the website for answers to inquiries.

4.2. PRE-SOLICITATION MEETING

Attendance at the pre-solicitation meeting is strongly recommended as it provides an opportunity to discuss the project's scope of work, procedures, and specifications directly with the Project Manager. This meeting is the only time during the bid process when bidders can ask questions directly.

If special accommodations are required to attend a pre-solicitation meeting or bid opening, please contact the Procurement Representative at least 72 hours in advance.

NOTE: Failure of bidder to attend a mandatory pre-solicitation meeting will result in disqualification of a submitted response.

4.3. PROHIBITION OF LOBBYING

To ensure fair consideration, consistent and accurate dissemination of information for all respondents, the CITY prohibits communication to or with any department, employee, or agent evaluating or considering proposals during the submission process, except as authorized by the Procurement Division representative. Additionally, the CITY prohibits communication initiated by a respondent to any CITY official or employee evaluating or considering the proposals (up to and including the City Commissioners) before the time an award decision has been made. Any communication between proposer and the CITY required to obtain information or clarification for preparing a bid or to enable a proper, accurate evaluation of a proposal will be handled solely through the Procurement Division staff. Any communications initiated between the respondent and the CITY outside these parameters may be grounds for disqualifying the offending respondent from consideration for award of the proposal and/or any future proposal.

Lobbying means when any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by the CITY officials and employees, except as authorized by procurement documents.

4.4. CONE OF SILENCE

During the Cone of Silence, except as pursuant to an authorized appeal, no person may lobby on behalf of a competing party in a particular procurement process, no person may lobby CITY officials or employees except the Procurement Division designated staff. Violation of this provision shall result in disqualification of the party on whose behalf the lobbying occurred.

The Cone of Silence is the period between the issue date of the solicitation and the time the CITY Officials and Employees award the contract.

4.5. DETERMINATION OF RESPONSIBLE BIDDER

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

As a part of the proposal evaluation process, the CITY reserves the right to conduct a background investigation of bidder, including a record check by the Gainesville Police Department if the qualifications require it. Bidder’s submission of a proposal constitutes acknowledgment of the process and consent to such investigation.

No contract will be awarded to any respondent who is in arrears to the CITY for any debt, fee, tax, or contract, or who is a defaulter as surety or in any other capacity, upon any obligation to the City. Additionally, any respondent determined to be not responsible by the CITY pursuant to Pro-01 Procurement Administrative Guidelines, C.2.ii., will not be awarded a contract.

Respondent must demonstrate that it is responsible as defined in the City of Gainesville’s Pro-01 Procurement Administrative Guidelines, C.2.ii., as may be amended.

These criteria assess the respondent's capability to perform.

A. The ability of the bidder to successfully carry out a proposed contract.

B. Past performance (including reference check), experience, business and financial capabilities, skills, technical organization, legal eligibility and reliability.

If it is determined that the respondent is not responsible, the CITY may notify respondent of its finding, including evidence used, and allow respondent the opportunity to come into compliance within three (3) business days of notification.

If selected, respondent must either update or complete CITY’s vendor application, pay business tax (if applicable), and register with the State of Florida (if required by law).

4.6. RESPONSIVENESS OF BID

A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in the solicitation, is of timely submission through the eProcurement Portal, and has the appropriate signatures as required on each document. Failure to comply with these requirements may deem the proposal non-responsive (Pro-01 Procurement Administrative Guidelines , C.2.i.)

Each proposal shall be reviewed to determine if the proposal is responsive to the submission requirements outlined in the solicitation.

4.7. EXAMINATION OF SOLICITATION DOCUMENTS - FULLY INFORMED

RESPONDENT

A. Prior to responding to the Solicitation, Respondents are responsible for the following: (1) examining the Solicitation thoroughly, (2) considering federal, state and local laws and regulations that may impact or affect cost, progress, performance or furnishing of the Work, (3) studying and carefully correlating Respondent’s observations with the

Solicitation, and (4) notifying the Procurement Representative of all conflicts, errors or discrepancies in the Solicitation.

B. Respondents are expected to become fully informed as to the requirements of the Specifications and failure to do so will be at their own risk. Respondents cannot expect to secure relief on the plea of error.

C. A Respondent who is aggrieved in connection with the specifications of this Solicitation may protest in writing to City of Gainesville Procurement at least within five (5) work days of the solicitation posting date.

4.8. PROPOSAL SUBMISSION INSTRUCTIONS

The bid response, containing all required documents, with authorized signatures, must be submitted in OpenGov by 3:00 p.m.

on the due date indicated on the Solicitation Cover Page. OpenGov will reject late proposals, and the City will not accept proposals submitted in any other manner that through OpenGov.

Both the response and the price proposal, if required to be submitted as a separate document, must be signed by an officer of the business who is legally authorized to enter into a contractual relationship in the name of the bidder. An authorized representative who is not an officer may sign the proposal, but must attach a corporate resolution granting authorization to the representative to execute on behalf of the business.

The submittal of a response by a respondent will be considered by the City as constituting an offer by the respondent to perform the required services at the stated fees.

4.9. INTERPRETATION AND ADDENDA

All questions about the meaning or intent of this Solicitation are to be directed to the Procurement Representative via the CITY's eProcurement Portal, https://procurement.opengov.com/portal/cityofgainesville, unless stated otherwise. Interpretations or clarifications considered necessary in response to such questions will be issued by Addenda posted on the City’s eProcurement Portal.

Respondents must create an account on the City’s eProcurement Portal to receive notifications. Registered Respondents will be notified of all Addenda posted in the City’s eProcurement Portal.

Only questions answered by formal written Addenda will be binding.

A. Addenda may also be issued to modify the Solicitation as deemed advisable by the Procurement Representative.

B. Addenda issued before the Solicitation due date and time are considered binding and treated as if they were originally written into the Solicitation. It is the responsibility of the Respondents to ensure they have received, signed, and included all addenda(s) with their submittals.

4.10. EXCEPTION TO THE SOLICITATION

Respondents may take exception to any of the terms of this Solicitation unless otherwise stated. Should a respondent take exception where none is permitted, the proposal will be rejected as non-responsive. All exceptions taken must be specific to allow the City a meaningful opportunity to evaluate and rank proposals.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions. The proposals will be evaluated based on the proposals as submitted. The CITY retains the right to accept or reject the exceptions. Where exceptions are rejected, the CITY may request that the respondent furnish the services or goods described herein, or negotiate an acceptable alternative.

4.11. MODIFICATION OR WITHDRAWAL OF A RESPONSE

Modifications to or withdrawal of a respondent’s submittal can be made until the Response Submission Deadline (See Section

1.4 – Deadline). Modifications or withdrawals must be documented in the City eProcurement Portal https://procurement.opengov.com/portal/cityofgainesville prior to the Response Submission Deadline (See Section 1.4 – Deadline) in order to be recognized by the CITY. Any bid not withdrawn will constitute an irrevocable offer, for a period of one https://procurement.opengov.com/portal/cityofgainesville https://procurement.opengov.com/portal/GRU hundred twenty (120) days, to provide the CITY adequate time to award the Contract for the services specified in this solicitation.

4.12. COLLUSION

Only one (1) response from any individual, firm, corporation, organization or agency under the same or different name will be considered as a response to this Solicitation. Multiple responses from any individual, firm, corporation, organization or agency under the same or different name may result in rejection of all responses from the Respondent.

A. Respondent, by signing the Respondent’s Verification Form, declares that the Response is made without any previous understanding, agreement, or connections with any persons, firms, or corporations responding on the same items and that it is in all respects fair and in good faith without any outside control, collusion or fraud. A non-exclusive manufacturer/distributor relationship does not, in and of itself, constitute a prior understanding, agreement, connection or collusion between Responders.

B. By responding to the Solicitation, the Respondent acknowledges that it has not offered or given any gift or compensation to any CITY officer or employee to secure favorable treatment with respect to being awarded this

Contract.

4.13. TRADE SECRETS OR CONFIDENTIAL AND EXEMPT INFORMATION

Florida’s Public Records Law, Chapter 119, Florida Statutes, includes numerous exemptions to the general requirement to disclose information to the public in response to a public record’s request. Exemptions are found in various provisions of the Florida Statutes, including but not limited to Section 119.071, Florida Statutes (General exemptions from inspection or copying of public records), and Section 119.0713, Florida Statutes (Local government agency exemptions from inspection or copying of public records). Section 815.045, Florida Statutes (Trade secret information), provides that trade secret information as defined in Section 812.081, Florida Statutes (Trade secrets; theft, embezzlement; unlawful copying; definitions; penalty) is confidential and exempt from disclosure because it is a felony to disclose such records. The Parties understand and agree that Florida’s Public Records Law is very broad and that documents claimed by a Party to be confidential and exempt from public disclosure pursuant to the Public Records Law may in fact not be deemed such by a court of law. Accordingly, the following provisions shall apply:

A. Identifying Trade Secret or Otherwise Confidential and Exempt Information.

For any records or portions thereof that respondent claims to be Trade Secret or otherwise confidential and exempt from public disclosure under the Public Records Law, respondent shall:

1. Upload a pdf version reply of the complete UNREDACTED proposal. Include “UNREDACTED, CONFIDENTIAL” in document title. This is the version that will be used by the evaluators when they are reviewing your proposal. It is essential that the items that will be redacted are highlighted in yellow to prevent the evaluation team from discussing these items after the award. The first page of the document for the unredacted document should provide a general description of the information respondent has designated as confidential and/or exempt, and provide a reference to the appropriate Florida or Federal statute supporting the confidential and/or exempt classification.

2. The City’s evaluators will be provided with the complete unredacted proposal, including any trade secret or otherwise confidential and exempt information. The City evaluators will maintain the confidentiality of the information through the evaluation process, including any recorded evaluation team meetings.

3. Upload a pdf version reply of the REDACTED copy of the proposal. Include “REDACTED” in the document title. This copy will be used to support any public records requests that may arise from this solicitation.

4. Provide an affidavit or similar type of evidence that describes and supports the basis for Respondent’s claim that the information is confidential and exempt from public disclosure, referencing all applicable Florida Statutes

B. Request for Trade Secret or Otherwise Confidential and Exempt Information.

1. In the event a public record request is made to view the information which respondent claims is confidential and/or exempt, the City will notify the respondent and give the respondent a reasonable opportunity (generally 2 business days) to institute appropriate legal action to prevent the disclosure of the information claimed as confidential and/or exempt.

2. In the event that the City in its sole discretion finds no basis for respondent’s claim that certain information is Trade

Secret or otherwise confidential and exempt under Florida’s Public Records Law, then City shall notify respondent in writing of such conclusion and provide respondent a reasonable amount of time to file for declaratory action requesting a court of law to deem the requested information as Trade Secret or otherwise as confidential and exempt under Florida’s Public Records Law. If respondent fails to file for declaratory action within the reasonable amount of time provided, then City will disclose the information requested.

3. If a public records lawsuit is filed against CITY requesting public disclosure of the information labeled by respondent as Trade Secret or otherwise as confidential and exempt, CITY shall notify respondent and respondent shall intervene in the lawsuit to defend the nondisclosure of such information under Florida’s Public Records Law.

4. Respondent hereby indemnifies and holds CITY, its officers and employees harmless from any and all liabilities, damages, losses, and costs of any kind and nature, including but not limited to attorney’s fees, that arise from or are in any way connected with respondent’s claim that any information it provided to CITY is Trade Secret or otherwise confidential and exempt from public disclosure under Florida’s Public Records Law.

C. How to Designate Trade Secret or Otherwise Confidential and Exempt Information

If a respondent believes that its reply contains Trade Secret or otherwise confidential and exempt information (as defined by Florida or Federal law) and should be withheld from disclosure to the public, in such cases the respondent must provide a redacted copy of the proposal for public access.

D. How the City will Handle Material Identified as Trade Secret or Otherwise Confidential and Exempt Information

All public records submitted to the City, including those claimed as confidential and/or exempt, will be retained by the City and will not be returned to a respondent at the conclusion of the bidding process.

4.14. PROTEST OF SOLICITATION SPECIFICATIONS AND/OR AWARD

Participants may protest the Specifications of the solicitation in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

Participants may protest the Solicitation Award in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines

4.15. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this solicitation;

postpone or cancel, at any time, this solicitation process; or waive any irregularities in this solicitation or in the proposals received as a result of this solicitation.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

1. RESPONDENT VERIFICATION*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

I hereby propose to provide the goods/services requested in this Solicitation. I agree to hold pricing for at least 120 calendar days from the Solicitation due date. I agree that CITY’s terms and conditions herein take precedence over any conflicting terms and conditions submitted for CITY’s consideration, and agree to abide by all conditions of this Solicitation.

I certify that all information contained in this Response is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to execute and submit this Response on behalf of the organization as its agent and that the organization is ready, willing and able to perform if awarded.

• Respondent_Verification.pdf

*Response required

2. LOCAL PREFERENCE*

To claim "Local Preference" a bidder must have a valid occupational license (business permit) issued by the City of Gainesville, Florida at least six months prior to bid or proposal opening date and have a physical business address located within the corporate limits of the City of Gainesville, Florida.

☐ Yes - Include a copy of the current year's license (permit) issued by the City of Gainesville, Florida with your submittal.

☐ No - Bidder is not eligible to claim Local Preference.

*Response required

3. DRUG-FREE WORKPLACE CERTIFICATION FORM*

Whenever two or more bids which are equal with respect to price, quality, and service are received in accordance with Section 287.087, Florida Statutes, preference shall be given to respondents that certify that they have a drug-free workplace.

• Drug_Free_Workplace.pdf

4. CONSOLIDATED STATE LAW AFFIDAVIT*

• Consolidated_State_Law_Affi...

*Response required https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3376/f144cedd-d0d9-47c4-a552-70b78b5e4ded_Respondent_Verification.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GB5WDJZJ%2F20260414%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260414T160409Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQCTEIuny5ATCc%2BY13wa5XfOul1rK83Po4sgDFQgV5q%2BhQIhAJelDeBqJYdgoDOp9bA6MD0uuYr4PZj6lGaFJ2dH0jOPKpUFCJH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgx8ywn5fK3XyJL3WuYq6QTim9rEspp9dgzcOEjEkQGnkMdU0RiInu%2B1VH75Oup9m0unfVc9b2LBHWrp%2BpZmH8EHdYDiLRln96CGufRwdhtXqSRkTtu7BPfqUY89RAnp5Zl8UDUHRvgPwM15E8BTQSpLRwjAcurhaSzxTCZiiyXZ27SAjAUzeOD6VAClNOunTqZyUo04hLv543pcICvmFFait021KZk0kUH9dUuSOc%2BHA59M8etcS52nBoQmO8bek5UBOXX%2FtEqVttNt990d6%2Bm%2Bj0gxr7Ev%2B%2BJwdUoOUFBUf2%2BLNaEjTQU0lSFcV%2BTktaxk4pqdH7YCRUzgJPn2xl7%2F%2Fgb9FVSqejgQkVJ0vVl6WIVqFmxcvPbV479m9oZuyyAZo5eUnLOPeuOen4fI%2Fn24ouvyuUdp4agLM8xBs14mp%2FsDmSPh%2BXezLItmZ%2Bjng6tHV%2BYx5OvaRQXigrwqcrFdBiZ0mmgqMnwLLa%2BniNyOjPxfGddsGHP4umt3pA1u1CWGpAfgNcsYl6nLhXtOA3mR0WCEH5YAbKS8Ec58urGs8LJBrQp5EUgu3n1h6U1Y5IXOvRIiJpEbtLX%2B5IbwWrBLG5mk8msuRKDcJyzqW9gvxfSns5N4uRUdUj2Gxw7de2tphRWsQuF8VpZj2JwX5%2B36xHBluRk4UdILobq5TepdNwcjJ5c5N%2F1JiLd6EwvGvU0MN3yOwofBICJEgTNRH%2BGtxd9jzwrAoA4dJBnkWm73ubtqX8Df3IZBPiuwqpAqipFElGmhZZjnB7vmkxqPCOTPf%2F6rOEc2eaZkZaOPvKCovo2%2BGQcuiK7obsa6xTvIlJ5oVUJyG5EfqTD5yvnOBjqYAUFPdKcbUzVxLajS%2BIU5cH%2FsONkXrbbEZMJGQn%2FHcjHpl3HlYQcdKE5VOf5EW9UFvH4Tc9CUcw139LfYbKWrri8ENTE4%2BPNq8FkHorJ6Ed4C3VmxzY7VOqgrTOcPoIb2ivENTT7FxfYQdA1Ep8wp%2FmffkbxR9O8tyNMcpgmCvfCMhNAPxAJ50uCfeO12c5DTbL1TxLscFeTC&X-Amz-Signature=3ca61a3f5e7ce341a7e768bae30be9ceaf5e13f047c67061df129c17054cf9d7&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Respondent_Verification.pdf%22&x-id=GetObject 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5. EQUIPMENT LIST FORM*

• Equipment_List_Form.pdf

6. TECHNICAL EXPERTISE AND EXPERIENCE FORM*

• Technical_Expertise_and_Exp...

*Response required

7. REFERENCES*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

• Respondent_References.pdf

8. NO RESPONSE SURVEY

If you are not bidding, please complete and return the attached form so that we may learn from your comments to improve our solicitations.

• No_Response_Survey.pdf https://government-project.s3.us-west-2.amazonaws.com/249831/306ce12e-80e8-4fbc-90bd-ab277d23ecc1_Equipment_List_Form.pdf https://government-project.s3.us-west-2.amazonaws.com/249831/32e1afad-a103-48c8-b466-3e34a1c7fae4_Technical_Expertise_and_Experience_Form.pdf https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3376/0db5da70-58ec-4976-b190-5813ee761878_Respondent_References.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GB5WDJZJ%2F20260414%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260414T160409Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQCTEIuny5ATCc%2BY13wa5XfOul1rK83Po4sgDFQgV5q%2BhQIhAJelDeBqJYdgoDOp9bA6MD0uuYr4PZj6lGaFJ2dH0jOPKpUFCJH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgx8ywn5fK3XyJL3WuYq6QTim9rEspp9dgzcOEjEkQGnkMdU0RiInu%2B1VH75Oup9m0unfVc9b2LBHWrp%2BpZmH8EHdYDiLRln96CGufRwdhtXqSRkTtu7BPfqUY89RAnp5Zl8UDUHRvgPwM15E8BTQSpLRwjAcurhaSzxTCZiiyXZ27SAjAUzeOD6VAClNOunTqZyUo04hLv543pcICvmFFait021KZk0kUH9dUuSOc%2BHA59M8etcS52nBoQmO8bek5UBOXX%2FtEqVttNt990d6%2Bm%2Bj0gxr7Ev%2B%2BJwdUoOUFBUf2%2BLNaEjTQU0lSFcV%2BTktaxk4pqdH7YCRUzgJPn2xl7%2F%2Fgb9FVSqejgQkVJ0vVl6WIVqFmxcvPbV479m9oZuyyAZo5eUnLOPeuOen4fI%2Fn24ouvyuUdp4agLM8xBs14mp%2FsDmSPh%2BXezLItmZ%2Bjng6tHV%2BYx5OvaRQXigrwqcrFdBiZ0mmgqMnwLLa%2BniNyOjPxfGddsGHP4umt3pA1u1CWGpAfgNcsYl6nLhXtOA3mR0WCEH5YAbKS8Ec58urGs8LJBrQp5EUgu3n1h6U1Y5IXOvRIiJpEbtLX%2B5IbwWrBLG5mk8msuRKDcJyzqW9gvxfSns5N4uRUdUj2Gxw7de2tphRWsQuF8VpZj2JwX5%2B36xHBluRk4UdILobq5TepdNwcjJ5c5N%2F1JiLd6EwvGvU0MN3yOwofBICJEgTNRH%2BGtxd9jzwrAoA4dJBnkWm73ubtqX8Df3IZBPiuwqpAqipFElGmhZZjnB7vmkxqPCOTPf%2F6rOEc2eaZkZaOPvKCovo2%2BGQcuiK7obsa6xTvIlJ5oVUJyG5EfqTD5yvnOBjqYAUFPdKcbUzVxLajS%2BIU5cH%2FsONkXrbbEZMJGQn%2FHcjHpl3HlYQcdKE5VOf5EW9UFvH4Tc9CUcw139LfYbKWrri8ENTE4%2BPNq8FkHorJ6Ed4C3VmxzY7VOqgrTOcPoIb2ivENTT7FxfYQdA1Ep8wp%2FmffkbxR9O8tyNMcpgmCvfCMhNAPxAJ50uCfeO12c5DTbL1TxLscFeTC&X-Amz-Signature=a3a041a0854f31f3f38920417eddeec2bd9ba9a474b51afe53f4fd005e86e5a8&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Respondent_References.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3376/1c289807-21d4-43ac-b32b-975459aa9762_No_Response_Survey.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4GB5WDJZJ%2F20260414%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20260414T160409Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMj%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQCTEIuny5ATCc%2BY13wa5XfOul1rK83Po4sgDFQgV5q%2BhQIhAJelDeBqJYdgoDOp9bA6MD0uuYr4PZj6lGaFJ2dH0jOPKpUFCJH%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEQAhoMODkyMzY0Njg3NjcyIgx8ywn5fK3XyJL3WuYq6QTim9rEspp9dgzcOEjEkQGnkMdU0RiInu%2B1VH75Oup9m0unfVc9b2LBHWrp%2BpZmH8EHdYDiLRln96CGufRwdhtXqSRkTtu7BPfqUY89RAnp5Zl8UDUHRvgPwM15E8BTQSpLRwjAcurhaSzxTCZiiyXZ27SAjAUzeOD6VAClNOunTqZyUo04hLv543pcICvmFFait021KZk0kUH9dUuSOc%2BHA59M8etcS52nBoQmO8bek5UBOXX%2FtEqVttNt990d6%2Bm%2Bj0gxr7Ev%2B%2BJwdUoOUFBUf2%2BLNaEjTQU0lSFcV%2BTktaxk4pqdH7YCRUzgJPn2xl7%2F%2Fgb9FVSqejgQkVJ0vVl6WIVqFmxcvPbV479m9oZuyyAZo5eUnLOPeuOen4fI%2Fn24ouvyuUdp4agLM8xBs14mp%2FsDmSPh%2BXezLItmZ%2Bjng6tHV%2BYx5OvaRQXigrwqcrFdBiZ0mmgqMnwLLa%2BniNyOjPxfGddsGHP4umt3pA1u1CWGpAfgNcsYl6nLhXtOA3mR0WCEH5YAbKS8Ec58urGs8LJBrQp5EUgu3n1h6U1Y5IXOvRIiJpEbtLX%2B5IbwWrBLG5mk8msuRKDcJyzqW9gvxfSns5N4uRUdUj2Gxw7de2tphRWsQuF8VpZj2JwX5%2B36xHBluRk4UdILobq5TepdNwcjJ5c5N%2F1JiLd6EwvGvU0MN3yOwofBICJEgTNRH%2BGtxd9jzwrAoA4dJBnkWm73ubtqX8Df3IZBPiuwqpAqipFElGmhZZjnB7vmkxqPCOTPf%2F6rOEc2eaZkZaOPvKCovo2%2BGQcuiK7obsa6xTvIlJ5oVUJyG5EfqTD5yvnOBjqYAUFPdKcbUzVxLajS%2BIU5cH%2FsONkXrbbEZMJGQn%2FHcjHpl3HlYQcdKE5VOf5EW9UFvH4Tc9CUcw139LfYbKWrri8ENTE4%2BPNq8FkHorJ6Ed4C3VmxzY7VOqgrTOcPoIb2ivENTT7FxfYQdA1Ep8wp%2FmffkbxR9O8tyNMcpgmCvfCMhNAPxAJ50uCfeO12c5DTbL1TxLscFeTC&X-Amz-Signature=942a8f6965c4970391dc0de49a03e3d76cd059bc8c5787526970deefb98e258a&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22No_Response_Survey.pdf%22&x-id=GetObject

6. PRICE FORM

Pricing to remain firm for entire contract term of October 1, 2026, through September 30, 2027.

ENTER PRICING BELOW:

Line Item Description - Location Quantity Unit of Measure

Monthly Cost

Total

1 Main RTS Maintenance Facility (34 SE 13th Rd, Gainesville, FL)

12 Months

2 Rosa Parks Transfer Station (700 SE 3rd Ave, Gainesville, FL)

12 Months

3 Butler Plaza (4231 SW 30th Ave, Gainesville, FL)

12 Months

4 RTS Park and Ride Station (5700 NW 23rd St, Gainesville, FL)

12 Months

TOTAL

7. AWARD

7.1. TIE BIDS

Whenever two or more bids which are equal with respect to price, quality and service are received, preference shall be given in the following order: (1) Bidders submitting the attached Drug-Free Workplace form with their bid/proposal certifying they have a drug free workplace in accordance with Section 287.087, Florida Statutes;

(2) Bidders located within the CITY of Gainesville, if not subject to the Local Preference Ordinance; (3) Bidders located within Alachua County; (4) Bidders located within the State of Florida; and (5) coin toss.

7.2. TIE BIDS-SPECIAL FUNDS

Whenever two or more bids which are equal with respect to price, quality and service are received, preference shall be given in the following order: (1) Bidders submitting the attached Drug-Free Workplace form with their bid/proposal certifying they have a drug free workplace in accordance with Section 287.087, Florida Statutes;

and (2) coin toss.

8. CONTRACT

8.1. CONTRACT NEGOTIATIONS

The CITY may award the initial contract on the basis of initial offers received from respondent, without discussions. A draft contract is attached. Therefore, each initial offer should contain the Respondent’s best terms from a cost or price and technical standpoint and any changes to the draft contract.

The CITY reserves the right to enter into contract negotiations with the selected Respondent regarding the terms and conditions of the draft contract and technical terms. Price is non-negotiable. If the CITY and the selected Respondent cannot negotiate a successful contract, the CITY may terminate said negotiations and begin negotiations with the next selected Respondent. This process will continue until a contract has been executed or all Respondents have been exhausted. No Respondent shall have any rights against the CITY arising from such negotiations.

8.2. CONTRACT AWARD

An Intent to Award, if any, shall be made to the Respondent(s) whose proposal(s) shall be deemed by the CITY to be in the best interest of the CITY. The decision of the CITY of whether to make the award(s) and which proposal is in the best interest of the CITY shall be final.

8.3. CONTRACT

The Contract entered into will designate the successful Respondent as the CITY’s Contractor. The successful Respondent will be required to execute an agreement with the CITY in substantially the same format as found in the DRAFT.

8.4. BID PROTEST

Participants in this solicitation may protest the solicitation specifications or award in accordance with Section 5. Bid Protests of the PRO-01 Procurement Administrative Guidelines.

8.5. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The CITY may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this RFP;

postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP. See Section B. The Bid Process, 9. viii. of the PRO-01 Procurement Administrative Guidelines.

8.6. CONTRACT TERM

Contract term is…