Historic_Districts_Resurvey_Phase_3.pdf

REQUEST FOR PROPOSAL

2026-RFP-096

HISTORIC DISTRICTS RESURVEY PHASE 3

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: August 12, 2026

DEADLINE FOR QUESTIONS: September 1, 2026

RESPONSE DEADLINE: September 10, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakelandgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Lakeland

Historic Districts Resurvey Phase 3

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. MINIMUM REQUIREMENTS

V. SELECTION CRITERIA

VI. INSURANCE AND SAFETY REQUIREMENTS

VII. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

VIII. VENDOR QUESTIONNAIRE

IX. PRICING PROPOSAL

Attachments:

B - Indemnification 2026 Consultant

G - Human Trafficking Affidavit

Request For Proposal #2026-RFP-096 Title: Historic Districts Resurvey Phase 3

1. NOTICE

Historic Districts Resurvey Phase 3

FOR THE CITY OF LAKELAND

Wednesday, August 12, 2026

RFP No.2026-RFP-096

Sealed proposals will be received electronically by the Purchasing Manager via OpenGov, the City’s e-

Procurement Portal (“Portal”), until 2:00 pm – Thursday, September 10, 2026. Proposals received after this specified time and date will not be considered. The sealed proposals will be publicly opened and read aloud on the same date and time in the office of the Purchasing Manager for the following:

RFP Documents may be accessed by visiting our Website athttps://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780.RFP Documents are Required for Submittal. Respondents are required to submit their response through the Portal. Respondents shall sign up on the Portal if an account does not exist.

THE CITY OF LAKELAND IS SOLICITING SEALED PROPOSALS FROM QUALIFIED VENDORS TO

PROVIDE:Historic Districts Resurvey Phase 3.

THE PROPOSALS SUBMITTED SHALL BE IN COMPLETE ACCORDANCE WITH, WITHOUT LIMITATION, THIS REQUEST FOR PROPOSAL, THE ATTACHED CITY OF LAKELAND SPECIFICATIONS, ALL CODES AND

REQUIREMENTS REFERENCED THEREIN.

All Questions regarding this request for proposals shall be in writing and submitted electronically via the

Portal through the Question and Answer tab before 5:00 pm on Tuesday, September 1, 2026. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Bidders requiring clarification or having a dispute with these documents must advise the City Purchasing

Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Tuesday, September 1, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Bidder waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement. Note: Any use of brand names (manufacturer) in this invitation and specification is for Bidder convenience only and shall not limit this offering. Equal or better equipment and alternate bids may be given consideration.

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

1.2. FLORIDA PUBLIC RECORDS LAW

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS: KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-

MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S.

MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

In accordance with Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract. Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law. Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City. Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public records in possession of the Contractor or keep and maintain public records required by the City to perform services pursuant to the contract. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

1.3. EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a proposal the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Respondent to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Respondent and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Exparte communication may be grounds for disqualifying the offending Respondent from consideration or award of the proposal, then in evaluation, or any future proposal.

1.4. INSURANCE AND SAFETY REQUIREMENTS

All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should mailto:cityclerk@lakelandgov.net request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the RFP requirements. The Contractor agrees to accept and abide by the City of Lakeland safety regulations in complete accordance with the attached requirements.

1.5. INDEMNIFICATION AGREEMENT

The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the RFP submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the RFP requirements.

1.6. HUMAN TRAFFICKING -- F.S. 787.06(14)

In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”). This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

1.7. DRUG-FREE WORKPLACE CERTIFICATION

By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

1.8. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a bid in response to this Invitation to Bid, you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S. General

Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Bidder agrees that any contract awarded to Bidder will be subject to termination by the

City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.9. PUBLIC ENTITY CRIMES

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.10. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All respondents must disclose with their proposal the name of any officer, director, or agent who is also an employee of the City of

Lakeland. Further, all respondents must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the respondent’s firm or any of its branches.

The respondent shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal and that the respondent is not financially interested in, or otherwise affiliated in a business way with any other respondent on the same land or improvements.

1.11. E-VERIFY CERTIFICATION

Vendor/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

1.12. VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES

Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the

Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

As the person authorized to submit responses/bids on behalf of respondent/bidder, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

1.13. SCRUTINIZED COMPANIES OR OTHER ENTITIES

Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other

Entities that Boycott Israel or is engaged in a boycott of Israel.

1.14. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701

Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the City's governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests.

1.15. ADDENDA

It is the Respondent’s responsibility to review all available project documents including Addenda, Notices and Questions & Answers prior to submitting a proposal. Respondent shall acknowledge all addenda electronically within their submission via the Portal.

The failure of a Respondent to submit acknowledgement of any addenda that affects the proposal price(s) may be considered an irregularity and may be cause for rejection of the proposal.

1.16. LOCAL VENDOR PREFERENCE

Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net.

A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland

Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its

Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

1.17. BID PROTEST PROCEDURE

The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

1.18. TERMS AND CONDITIONS OF AGREEMENT

A copy of the agreement to be entered into with the successful Respondent is included with this RFP

Attached herein, should the City require such.

1.19. OPENGOV PROCUREMENT

The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision. Bidders are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Bidder’s inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

https://www.lakelandgov.net/ https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy

1.20. RFP SUBMITTAL

Respondent shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company

Profile.

The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this proposal, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Respondents. There is no obligation to buy. The

RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of

Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

City of Lakeland, Florida

2. INTRODUCTION

2.1. Summary

The City of Lakeland (“City”) is soliciting competitive proposals from qualified consultants to conduct a historic resources survey to update the inventory of historic structures within the Beacon Hill, Biltmore-

Cumberland, and Lake Hunter Terrace Historic Districts. This is the final phase of a three-phase project that will resurvey all seven historic districts in Lakeland.

The selected Cultural Resource Management consultant (“Consultant”) will conduct a historic resources survey to update the inventory of historic structures within the Beacon Hill, Biltmore-Cumberland, and

Lake Hunter Terrace Historic Districts (“Districts”), in accordance with Chapter 1A-46 (Archaeological and Historical Report Standards) of the Florida Administrative Code. The Consultant will also be responsible for completion of Florida Master Site File (FMSF) forms and accompanying maps and photographs for all qualifying structures fifty (50) years old or older, and a final survey report with recommendations both general and for amending the National Register of Historic Places nomination/listing for the Districts.

Approximately 557 buildings/sites were previously recorded in the Districts, which will need to be reassessed, and an estimated 138 buildings built in 1976 or prior will need to be assessed for the first time as part of the historic resource survey. Properties immediately adjacent outside of the boundaries of each District will also be evaluated and recorded if warranted. The Consultant will need to perform a current GIS data analysis with field inspection to determine the final counts of resources that will need to be updated or recorded and complete a minimum of 500 of the requisite Florida Master Site File

Forms. During the consultant’s analysis, resources with the potential of historic significance will be identified including local landmarks and landscape features.

The Consultant will meet the National Park Service’s Professional Qualification Standards. Deliverables will conform to the requirements of 1A-46, Florida Administrative Code and include GIS data sets and maps to support the survey report and Florida Master Site File documentation. As this project is sponsored in part by the Florida Department of State, Division of Historical Resources through a Small

Matching Grant, the project will be administered in conformance with the grant award agreement between the City of Lakeland and the Florida Department of State to include survey specifications, submission dates and format of deliverables, allowable expenditures, and requirements to submit timely grant progress reports.

2.2. Background

The City of Lakeland is a recipient of a Small Matching Grant from the State of Florida, Division of

Historical Resources, to resurvey structures fifty (50) years old or older in the Beacon Hill, Biltmore-

Cumberland, and Lake Hunter Terrace Historic Districts (“Districts”). The Beacon Hill Historic District was initially surveyed in 1991, Biltmore-Cumberland Historic District in 2004, and Lake Hunter Terrace

Historic District in 2000. These districts were listed on the National Register of Historic Places in 1993

(https://catalog.archives.gov/id/77843770), 2004 (https://catalog.archives.gov/id/77843802), and 2002

(https://catalog.archives.gov/id/77843800), respectively, and locally designated by City ordinance in

1994, 2004, and 2002, respectively. The Districts are not geographically contiguous and have fixed boundaries. (see interactive map here:

https://experience.arcgis.com/experience/80b059be845749cb99d61fa8ebe9466b/page/Page)

Buildings in these Districts have development characteristics typical of first-generation residential subdivisions in Lakeland with some later residential infill, which should be considered in this survey report. There also exists small concentrations of commercial development along collector roadways, which generally serve residences included in the survey area, as well as greater Lakeland. Architectural styles within the districts include, but are not limited to, frame and masonry vernacular, Craftsman

Bungalow, Mediterranean Revival, Spanish Colonial Revival, Colonial Revival, Tudor, Queen Anne, Neoclassical, and post-WWII residences with some Mid-Century Modern buildings.

The intent of this project is to reassess buildings considered contributing and noncontributing to the

Districts at the time of the original surveys (1991, 2004, and 2000, respectively) due to their age, integrity, and condition. Since the original surveys were completed, some contributing buildings have undergone insensitive alteration and may no longer be of contributing status. In addition, several contributing buildings have been demolished due to either deferred maintenance, redevelopment, or from fire or storm damage. Additionally, many non-contributing buildings have reached fifty years of age or older, were restored after the original survey, or have been relocated to the district from other places, and should be assessed for historic and architectural significance.

Identifying and designating historically significant properties within Lakeland is an important component of City’s Community & Economic Development Department and Historic Preservation Board. This work will further the City’s comprehensive planning efforts to ensure these properties are identified and protected. Without an understanding and appreciation for historic resources, the City of Lakeland would lose an integral aspect of its identity.

2.3. Contact Information

Tara Walls

Senior Buyer

1140 East Parker Street

Lakeland, FL 33801

Email: tara.walls@lakelandgov.net

Phone: (863) 834-6780

Department:

Community & Economic Development - Planning

2.4. Timeline

The City Commission may not approve this purchase, or may ask that the plan be modified in some respect. The City may opt to modify and/or terminate the project described within the RFP.

https://catalog.archives.gov/id/77843770 https://catalog.archives.gov/id/77843802 https://catalog.archives.gov/id/77843800 https://experience.arcgis.com/experience/80b059be845749cb99d61fa8ebe9466b/page/Page mailto:tara.walls@lakelandgov.net tel:(863)834-6780

The suggested deployment schedule contained within this RFP is subject to change based on the City’s needs and/or final scoping of the project through the contract negotiation phase.

Estimated Schedule

RFP release August 12, 2026

RFP questions deadline September 1, 2026, 5:00pm

RFP proposal due date September 10, 2026, 2:00pm

3. SCOPE OF WORK

3.1. Scope of Work

Project Services:

The survey should include at a minimum an architectural description and brief statement of historical and architectural significance for all properties within the Districts that are fifty (50) years old or more and that have retained their integrity. Consultant shall utilize past/current Florida Master Site File entries, site, events, and person/people of relevance. Presented below are a series of tasks that are necessary for the successful completion of historic resources survey:

A. ENGAGEMENT

• All project work must be compliant with the Secretary of Interior’s Standards

(https://www.nps.gov/tps/standards.htm) and Chapter 1A-46 (Archaeological and Historical

Report Standards) of the Florida Administrative Code

(https://files.floridados.gov/media/31388/1a_46.pdf)

• The products of this engagement must be the original work of the Consultant. If the work of others is used as background information, it shall be appropriately credited to the originator.

• The review of submissions, copies of the contract agreement for service related to the project work, and copies of all proposed change orders or amendments to said contract agreement shall be submitted to Project Manager for review and approval prior to final execution.

• Initial review / analysis meeting to discuss preliminary objectives, land use, inventory and property records information, historical maps, and research resources (Lakeland, Polk County, Florida).

• Deliverable 1 – Invoice/Payment 1 submission (fixed price in the amount of 25%).

B. HISTORIC RESOURCES SURVEY

• Conduct a historic resources survey within the Districts and properties immediately outside of the

District boundaries for possible expansion. Florida Master Site File (“FMSF”) forms will be completed on all newly recorded historic properties and updated on all previously recorded sites.

• Inventory of properties: identification, recording, and evaluation of current and potential historic structures.

• A Survey Log Sheet meeting the requirements of Chapter 1A-46.001 F.A.C., will be prepared and provided to Project Manager and/or designated representative.

• Provide at least one hundred (100) completed FMSF forms, including photographs and maps, in hard copy and electronic (.pdf) formats. Since this is a grant-funded survey project, it is required that Consultant use the Division of Historical Resources FMSF electronic forms which are available from their website: https://dos.myflorida.com/historical/preservation/master-site-file/documents-forms/

• Deliverable 2 – Invoice/Payment 2 submission (fixed price in the amount of 25%).

https://www.nps.gov/tps/standards.htm https://files.floridados.gov/media/31388/1a_46.pdf https://dos.myflorida.com/historical/preservation/master-site-file/documents-forms/ https://dos.myflorida.com/historical/preservation/master-site-file/documents-forms/

C. COMPLETE HISTORIC RESOURCES SURVEY AND DRAFT SURVEY REPORT

• Provide a spreadsheet listing in electronic format (.xlsx or similar) of all documented structures, replicating the format of spreadsheets produced for Phases 1 & 2 of this project.

• Submission of draft survey report to Project Manager prior to March 25, 2027 to allow submittal to the Florida Division of Historical Resources by April 1, 2027 for its review and approval.

• Deliverable 3 – Invoice/Payment 3 submission (fixed price in the amount of 25%).

D. FINAL SURVEY REPORT, BALANCE OF FMSF FORMS, AND GIS DATA

• In response to comments on the first draft, the Consultant will make necessary revisions and will present a final draft of the Survey Report document to Project Manager for review and consideration. A follow-up meeting with the Project Manager and appropriate staff may also be scheduled. Final Survey Report shall detail the project methodology, results, and recommendations.

• Prepare a recommendation containing a narrative description and statement of significance of newly proposed historic places and sites worthy of historic designation for use in amending the existing National Register of Historic Places listings and local historic district ordinances.

• All new Historic Structure Data surveyed to be imported into the City of Lakelands Enterprise GIS database (SDE) will need to follow the same database schema as current Historic surveyed feature classes (same field type, size and naming conventions). Examples can be provided in Shapefile, Filegeodatabase or map package format, if requested.

• Provide the balance (100%) of completed FMSF forms including photographs and maps. The FMSF forms shall be submitted in both hard copy and in electronic (.pdf) format, conforming to Chapter

1A-46, Florida Administrative Code.

• Submittal of the final survey report prior to May 30, 2027 to allow review and approval by the

Florida Division of Historical Resources by June 30, 2027.

• Deliverable 4 – Invoice/Payment 4 (fixed price in the amount of 25%) will be in accordance with the completion of deliverables and acceptance by State of Florida, Department of State, Division of Historical Resources. All services provided under this engagement shall be completed and paid for by June 30, 2027.

E. MEETINGS

• The Consultant will meet frequently and maintain close communication with City Project Manager and/or designated representative to assure timely progression and completion of the project goals.

F. OTHER REQUIREMENTS

• This project is partially funded from a Small Matching Grant by the State of Florida, Department of State, Division of Historical Resources, grant number 27.h.sm.200.016 under the project

“Lakeland Historic Districts Resurvey Phase 3” contained in the FY 2026-2027 General

Appropriations Act, SB 2500, Laws of Florida. The Division has the authority to administer this grant in accordance with Section 267.0617, Florida Statutes.

• All project work must comply with Division of Historical Resources’ standards outlined online at https://dos.myflorida.com/historical/grants/small-matching-grants/

• The products of this project must be the original work of the Consultant. If the work of others is used as background information, it shall be appropriately credited to the originator.

• Consultant shall retain all project records until July 31, 2028 and shall provide access to such records to the City agents or representatives.

• The contract agreement for this project will specify the project duration; and

• The contract agreement for this project will include provisions for contract termination.

https://dos.myflorida.com/historical/grants/small-matching-grants/

4. MINIMUM REQUIREMENTS

4.1. MINIMUM REQUIREMENTS

The following must be submitted for proposal to be deemed responsive:

• Provide at least three (3) Letters of Reference from previous clients.

• Provide at least two (2) similar projects in the past three (3) years.

5. SELECTION CRITERIA

It is the intent of the City of Lakeland to award the contract to a vendor based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Background and Qualifications

A. Knowledge of subject, specifically

1. Architectural Survey

2. Grant Management

3. Geographic Information

Systems (GIS)

B. Past performance

C. Ability to meet needs and perform work

D. Equipment and availability

Points Based 25 (25% of Total)

2. Personnel

A. Qualifications and resumes

B. Hours committed to project

C. Names and functions of personnel assigned

D. Special expertise of personnel

Points Based 15 (15% of Total)

3. References

A. List two (2) similar projects (up to the past three (3) years)

B. Letters of reference from at least three (3) previous clients with similar projects.

Points Based 10 (10% of Total)

4. Project Management

A. Allocation of staff

B. Management methods

C. Identify sub-consultants

D. Commitment to project completion within time and budget constraints

E. QA/QC Methods

F. Approach - scientific, technical, and analytical

Points Based 15 (15% of Total)

5. Technical Merit

A. Completeness of proposal

B. Clarity of proposal

C. Ability to meet time constraints

D. Adequately addresses project objectives

Points Based 15 (15% of Total)

6. Cost Effectiveness

The Respondent whose proposal is the lowest will receive a Cost Effectiveness score of 10. All other responses equal to or lower than the

City’s budget will be scored proportionately.

7. Location of Respondent's Management Office

/ Project Manager to the project area (see explanation below)

Higher consideration will be given to firms whose managing firm/project manager is located nearest to the project area. The website maps.google.com (using the

“Shortest” route type) should be utilized to determine mileage. The City will award points as follows:

• >0 but ≤ 100 miles of the project area

= 10 points

• 100 but ≤ 200 miles from of the project area = 7 points

• 200 but ≤ 300 miles from of the project area = 4 points

• > 300 miles from of the project area

= 0 points

6. INSURANCE AND SAFETY REQUIREMENTS

6.1. STATEMENT OF PURPOSE

The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

6.2. CITY DEFINED

The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

6.3. OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

6.4. LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

6.5. INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other

Party’s interests or liabilities, but are merely minimums.

"Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

6.6. Commercial General Liability

This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled

INDEMNIFICATION, and “Products and Completed Operations” coverage.

The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.7. Business Automobile Liability

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.8. Workers’ Compensation

Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from

Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

All subcontractors shall be required to maintain Worker’s Compensation.

The Other Party shall also purchase any other coverage required by law for the benefit of employees.

6.9. EVIDENCE/CERTIFICATES OF INSURANCE

Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewable, or adverse change.

New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals.

If requested by the City, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

For Commercial General Liability coverage, the Other Party shall, at the option of the City, provide an indication of the amounts of claims payments or reserves chargeable to the aggregate amount of liability coverage.

Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Other Party’s obligation to fulfill the insurance requirements herein.

6.10. Indemnification Agreement

See #ATTACHMENTS.

6.11. Professional Liability/Malpractice/Errors or Omissions Insurance

The Other Party shall carry professional malpractice insurance throughout the term of this Contract and shall maintain such coverage for an extended period of three (3) years after completion and acceptance of any work performed hereunder. At all times throughout the period of required coverage, said coverage shall insure all claims accruing from the first date of the Contract through the expiration date of the last policy period. In the event that Other Party shall fail to secure and maintain such coverage, Other Party shall be deemed the insurer of such professional malpractice and shall be responsible for all damages suffered by the City as a result thereof, including attorney’s fees and costs.

The liability limits shall not be less than: $1,000,000.00 https://procurement.opengov.com/portal/lakelandgov/projects/292209/document?section=2813401

7. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

All City of Lakeland (City) project representatives who assume responsibility for contract management will be responsible for ensuring compliance with these safety requirements by all Contractors and

Subcontractors, as applicable.

7.1. General

A. All Contractors are responsible for providing their employees (including Subcontractors) with a safe and healthy working environment as required under the Occupational Health and Safety

(OSHA) Act of 1970 and the Occupational Safety and Health Administration (OSHA) standards.

Therefore, the contractor and their employees are responsible for following all applicable OSHA standards, state regulations, and the City’s Safety Practices and Policies.

B. City management reserves the right to STOP work for any condition found to be Immediately

Dangerous to Life and Health (IDLH). The Contractor is solely and exclusively responsible for compliance with all safety requirements and the safety of all their employees and property on the project site. Note: Nothing in this requirement is to be construed to as removing or shifting responsibility from the Contractor.

C. The parties hereto expressly agree that the obligation to comply with applicable safety provisions is a material provision of this Contract and a duty of the Contractor. The City reserves the right to request demonstration of compliance with the safety provisions of this Contract at the City’s discretion. The parties agree that such failure is deemed to be a material breach of this Contract. The Contractor agrees upon such breach that all work under the Contract shall terminate until compliance with the provisions of this Contract is demonstrated. In no event shall action or failure to act on the part of the City be construed as a duty of the City to enforce the safety provisions of this Contract, nor shall it be construed to create liability for the City for any act or failure to act in respect to the safety provisions of this Contract.

7.2. Personal Protective Equipment (PPE) (OSHA 29CFR§1910 Subpart I)

It is the Contractor’s sole responsibility to provide adequate PPE for their employees. Additionally, the

Contractor is responsible for training their employees in the proper selection, maintenance, and use of

PPE. Minimal PPE requirements on City worksites, as applicable:

1. Foot protection must meet ASTM F2412 and ASTM F2413 standards and be worn on all City properties.

2. Head protection must meet ANSI Z89.1-1986 standards and be worn in all areas except office buildings and office trailers.

3. Eye and face protection must meet ANSI/ISEA Z87.1-2020 standards and be worn in all areas except office buildings and office trailers.

4. Hand and Arm Protection must meet OSHA 29CFR§1910.138 requirements for proper selection, inspection, and care.

5. Hearing Protection must meet ANSI/ASA S12.6-2016, OSHA 29CFR§1910.95(j) and

29CFR§1910.95 Appendix: B requirements. Hearing protection must be worn in areas where the noise level is over 85 decibels.

7.3. Housekeeping

It is the Contractor’s sole responsibility to keep the project work site clean during and after working hours. Contractors shall supply waste receptacles for each site location. They shall be emptied not less frequently than once each working day, unless unused, and shall be maintained in a clean and sanitary condition. At the completion of the Contract the Contractor will ensure that all excess materials are removed from the work site and that the worksite is left clean and safe. If the Contractor leaves a project work site unkept and in a hazardous condition; the City will have the area cleaned and charge the cost of the cleaning to the Contractor.

7.4. Smoking

All City property is non-smoking. Smoking is permitted only in designated areas. Receptacles must be used or waste removed in Contractor’s waste disposal container.

7.5. Safety Kick-offs and Safety Stand-Downs

A safety kick-off to disseminate safety expectations will be conducted by the Contractor before the project commences. Safety stand-downs will be conducted by the Contractor when major safety concerns, accidents, or near misses occur.

7.6. Training Documentation

OSHA requires documentation of all safety training provided to employees by their employers. Documentation of all required safety training required for work proposed for this Contract must be readily available upon request by the City of Lakeland.

7.7. Written Safety Programs or Plans

Contactors awarded contracts with the City must have all, written safety programs and/or plans readily available upon request by the City of Lakeland.

7.8. Supplemental #2: Sanitation

Sanitation must meet 29CFR§1910.141 for availability, housekeeping, and waste disposal. In areas where restroom facilities are not available, restrooms must be placed in secured areas. Where there are more than ten contract and subcontract employees working on a project site the Contractor is responsible for providing restroom facilities (one portable toilet for every 15 employees). Contractors must provide a separate lockable portable toilet for every 15 female employees on the work site. Contractors must provide hand washing facilities with the portable toilets, at a suggested rate of one for every three portable toilets. It is the Contractor’s responsibility to have all portable toilets cleaned at least weekly and removed within 3 days of Contract completion.

7.9. Supplemental #3: Road Work Safety

Work Zone Safety

Work zones are defined as any area where work is being performed by a Contractor. Work zones can present hazards to citizens, City employees, and Contractors; it is the Contractor’s responsibility to take the proper precautions to reduce these risks. Work zone protection is the adequate safe-guarding or protecting of pedestrians, motorists, employees, and equipment using PPE, suitable barriers, warning signs, lights, flags, traffic cones, high-level standards, barricade rope, flaggers, etc., as the job requires on approaches to work areas, excavations, open manholes, parked equipment, etc. Proper work area protection must be planned to ensure the safety and protection of the employee, the public and the equipment.

A. PPE

All employees working on or within 15 feet of a roadway for longer than 15 minutes must wear FDOT approved Class 3 reflective clothing or vests. Flaggers shall wear an orange or green-warning vest that is at least ANSI/SEA Class 2 Apparel compliant. Warning garment worn during periods of limited visibility shall be of a reflective material meeting the specifications outlined in the ANSI/SEA Class 3 Apparel.

B. Maintenance of Traffic (MOT) and Temporary Traffic Control (TTC)

The Contractor will perform contractual duties in a manner that reduces interference with public traffic as much as possible during such times as the Contractor must perform work that impedes public traffic;

for example, when crossing, obstructing, or closing roads, driveways, and walkways (private or public). The Contractor is solely responsible for establishing and maintaining safe detours and lane closures per FDOT MOT/TTC requirements. The Contractor is responsible for timely informing property owners when private drives will be closed or redirected. The City’s Safety Representative reserves the right to inspect all worksites and advise the Contractor or their representatives on adjusting the work zone, if needed.

MOT/TTC can be performed by a FDOT MOT/TTC intermediate certified employee or supervised by a

FDOT MOT advanced certified employee.

1. Signs- Work zone warning signs must be placed in accordance with FDOT requirements in a manner that establishes the best protection for citizens, employees, and Contractors. Signs must be removed or covered when work is not underway, and the hazard is not present.

2. Barricades- Only FDOT approved barricades and cones must be utilized for MOT/TTC. The

Contractor is responsible for ensuring that any barricades have warning illumination, such as beacon lights, from sunset to sunrise.

3. Flaggers- The following methods of signaling with a flag shall be used:

a. To stop road users, the flagger shall face road users and extend the flag staff horizontally across the road users’ lane in a stationary position so that the full area of the flag is visibly hanging below the staff. The free arm shall be held with the palm of the hand above the shoulder level toward approaching traffic.

b. To direct stopped motorists to proceed, the flagger shall stand parallel to the road user movement and with flag and arm lowered from the view of the road users and shall motion with the free hand for road users to proceed. Flags shall not be used to signal road users to proceed.

c. To alert or slow traffic, the flagger shall face road users and slowly wave the flag in a sweeping motion of the extended arm from shoulder level to straight down without raising the arm above a horizontal position. The flagger shall keep the free hand down.

4. Vehicles, Equipment, and Materials- The Contractor is responsible for placing vehicles, equipment, and materials so that these items pose the least impedance and hazards to traffic (vehicle or pedestrian). Vehicles or equipment working on or within ten feet of the roadway must be equipped with a minimum of one amber 360-degree Class I warning device. The warning device must be in operation all the time the vehicle or equipment is on or within ten feet of the roadway.

7.10. CONCLUSION

In summary, compliance with these safety specifications is crucial to ensuring a secure and productive work environment. By adhering to these policies, contractors actively protect their employees and demonstrate a commitment to preventing accidents and injuries. A robust safety culture, underpinned by regular training, and effective hazard management, is essential to the success of this project.

Ultimately, the contractor assumes full responsibility for maintaining these standards, promoting a safe workplace, and mitigating risks, with the shared goal of achieving zero incidents.

8. VENDOR QUESTIONNAIRE

It is the intent of the City to team with an outside vendor to procure a robust solution that meets the needs of the City as defined in…