Holiday_and_Special_Event_Decoration_Rental,_Installation,_and_Removal.pdf

REQUEST FOR PROPOSAL (RFP)

2026-036

HOLIDAY AND SPECIAL EVENT DECORATION RENTAL,

INSTALLATION, AND REMOVAL

City of St. Cloud

1300 9th Street

St. Cloud, FL 34769

RELEASE DATE: April 5, 2026

DEADLINE FOR QUESTIONS: April 24, 2026

RESPONSE DEADLINE: May 7, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of St. Cloud

REQUEST FOR PROPOSAL (RFP)

Holiday and Special Event Decoration Rental, Installation, and Removal

I. INTRODUCTION

II. ADVERTISEMENT FOR PROPOSALS

III. DETAILED SCOPE OF SERVICES AND REQUIREMENTS

IV. PROPOSAL CONTENT / FORMAT

V. INSTRUCTIONS TO BIDDERS

VI. EVALUATION CRITERIA

VII. GENERAL TERMS AND CONDITIONS

VIII. INSURANCE REQUIREMENTS

IX. FEDERAL REQUIREMENTS

Attachments:

A - US 192 and Downtown Pole Locations for Decorations

B - Lakeshore Blvd Pole Locations for Decorations

C - C-2 Acord Certificate of Insurance Sample

D - Sample Agreement

Request For Proposal (RFP) #2026-036 Title: Holiday and Special Event Decoration Rental, Installation, and Removal

1. INTRODUCTION

1.1. Summary

The intent of this solicitation is to receive responses from qualified proposers for the rental, installation, and removal of holiday and special event decorations in accordance with the terms, conditions, and specifications contained herein.

1.2. Background

The City of St. Cloud is a community of approximately 71,000 residents, covering approximately 36 square miles in Osceola County, located in Central Florida. To obtain general information about the City of St. Cloud, access www.stcloudfl.gov.

1.3. Contact Information

Ricky Stayer

Procurement Analyst

1300 9th Street

St. Cloud, FL 34769

Email: ricky.stayer@stcloudfl.gov

Phone: (407) 957-7368

Department:

Procurement

Department Head:

Leslie Flores

Procurement Services Director

1.4. Timeline

Release Project Date April 5, 2026

Pre-Proposal Meeting (Mandatory) April 14, 2026, 10:00am

Procurement Services Training Room

1300 9th Street

St. Cloud, Florida 34769

Question Submission Deadline April 24, 2026, 5:00pm

Proposal Submission Deadline May 7, 2026, 10:00am http://www.stcloud.org/ mailto:ricky.stayer@stcloudfl.gov tel:(407)957-7368

2. ADVERTISEMENT FOR PROPOSALS

2.1. Notice

The City of St. Cloud is seeking proposals for the following:

REQUEST FOR PROPOSAL (RFP) NO. 2026-036

Holiday and Special Event Decoration Rental, Installation, and Removal

TO BE CONSIDERED, PROPOSALS MUST BE ELECTRONICALLY SUBMITTED THROUGH

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

PROPOSAL OPENING WILL BE Thursday, May 7, 2026, AT 10:00 am LOCAL TIME

VIA A VIRTUAL ZOOM MEETING

Proposal plans and specifications are available online via the City’s e-Procurement Portal (“Portal”) at https://procurement.opengov.com/portal/stcloud. Proposals shall be according to the specifications, terms and conditions, and shall be on the forms provided. A mandatory pre-proposal meeting will be held for this project on April 14, 2026, at 10:00 am local time at City Hall / Procurement Training Room

- 1300 9th Street, St. Cloud, Florida 34769. Proposals shall be submitted electronically prior to the specified date and time. Proposals will be opened and publicly read aloud via a virtual meeting, on the above appointed date and time. All questions shall be addressed in writing and sent via the Portal’s

Questions and Answers tab. The deadline for submitting questions is 5:00 pm, Friday, April 24, 2026.

Questions will not be accepted if received after this date and time.

Answers for timely questions will be addressed in the OpenGov question and answer module and as an addenda to this solicitation. Participants are encouraged to subscribe as a follower and monitor all notifications. Beyond questions and answers, any and all modifications, clarifications, interpretations and supplemental instructions will be in the form of an addendum which will be available for download. All addenda and questions/answers so issued shall become part of the Contract

Documents and receipt shall be acknowledged as specified herein.

Submission of a bid/proposal/submittal shall constitute an acknowledgement by the Bidder that he/she has thoroughly examined and is familiar with the Request for Proposal (RFP). The failure or neglect of a

Proposer to examine the Request for Proposal (RFP) shall in no way relieve him/her of any obligations with respect to either his/her proposal or the Request for Proposal (RFP). No claim for additional compensation will be allowed which is based upon a lack of knowledge of the Request for Proposal

(RFP).

OpenGov Technical Support

For Technical Support, respondents can reach the OpenGov Service Desk:

Chat (preferred): Click the button in the lower right hand corner of the portal

Email: support@opengov.com

Phone: 1 (855) 680-4747 Hours: Mon-Fri 8am - 8pm EST https://procurement.opengov.com/portal/stcloud mailto:support@procurenow.com

3. DETAILED SCOPE OF SERVICES AND REQUIREMENTS

3.1. Scope of Services Overview

The City of St. Cloud is requesting proposals from qualified respondents for the rental, installation, and removal of holiday and special event decorations.

3.2. Holiday Decorations

The selected Contractor will be responsible for the following minimum requirements for Christmas decoration services:

A. Design & Theme Selection

1. Collaborating with the City of St. Cloud to finalize the Christmas decoration theme, which should enhance the festive atmosphere while aligning with City's aesthetic.

B. Decoration Installation

1. LED C-Lamp Pole Mounted Christmas Decorations

a. Deliver and install LED C-lamp style decorations for pole mounting along the north and south sides of US-192 and Lakeshore Blvd (location maps attached). These shall be durable, weather-resistant, and designed for outdoor use. Pole mounts are to be provided by the Contractor. Power from poles may be utilized for the decorations.

2. Warm White LED Lighted Garland Pole Wraps with Bows

a. Deliver and install lighted garland wraps for light poles within the City of St. Cloud

Downtown area (location map attached), each featuring warm white LED lights and bows. The garland should be high-quality, durable, and weather-resistant. Power from poles may be utilized for the decorations.

3. 32-Foot Minimum Christmas Tree with Warm LED Lights

a. Deliver and install a minimum of 32-foot Christmas tree with warm LED lights in front of the St. Cloud City Hall building, located at 1300 9th Street, St. Cloud, Florida. The tree should be aesthetically pleasing, sturdy, and include decorative ornaments, and a festive

LED star topper at the top of the tree. The LED star topper should be illuminated and vibrant, adding to the overall visual appeal of the tree.

C. Installation Timeframe

1. Schedule and Timeline

a. Contractors must propose a detailed schedule and timeline, including dates for all installation activities, ensuring all decorations are fully operational and safely installed before Thanksgiving Day.

2. Installation Start Date

a. Installation of the decorations shall begin no earlier than November 12th.

3. Installation Completion Date

a. All decorations must be fully installed with the walkthrough completed and approved by the City's Project Manager or designee prior to Thanksgiving Day.

D. Communication

1. Regular communication will be required between the awarded Contractor and the City of St.

Cloud Project Manager or designee throughout the process, from the initial scheduling of installation to the final removal of all installed decorations.

2. Status updates are to be provided during the installation period, with any challenges or delays immediately communicated by phone to the City's Project Manager or designee.

3. The awarded Contractor must be available for any immediate communication by phone during the installation period to address any questions or issues provided by the City's

Project Manager or designee that arise.

4. A final walkthrough and inspection will be scheduled with the awarded Contractor and the

City's Project Manager or designee upon completion of installation to ensure all decorations meet the City's standards.

5. Any electrical issues need to be communicated to the City’s Project Manager or designee.

E. Maintenance

1. The awarded Contract shall ensure all decorations, including but not limited to, the

Christmas tree, lights, and garlands, are maintained in optimal condition throughout the holiday season, with timely repairs or replacements if necessary. This shall include fluffing of tree branches, replacement of tree branches as needed, replacement of faulty LEDS, and replacement of defective decorations. The costs of any required tools, parts, labor, and materials needed for such repairs must be included in the price. The City is not responsible for any additional costs due to repairs. In the event the Christmas tree is no longer standing as it was originally installed, the awarded Contractor must correct the tree within a twenty-four (24) hour notice by City staff.

F. Removal

1. After the holiday season, remove all decorations in a safe and efficient manner, restoring the space to its original condition. The removal of all decorations shall begin after January

6th and must be completed before January 15th.

3.3. Special Event Decorations

The awarded Contractor shall be responsible for special event decoration services as needed.

4. PROPOSAL CONTENT / FORMAT

In order to achieve a more consistent evaluation of all proposals, proposals shall be submitted in the following format and include the following information:

4.1. DBA*

*Response required

4.2. Authorized Representative Name/Title*

*Response required

4.3. Federal Employer Identification Number (FEIN)*

Verfied in SunBiz

*Response required

4.4. PROPOSAL*

A. TITLE PAGE

1. The title page shall list the subject “RFP NO.2026-036 Holiday and Special Event Decoration

Rental, Installation, and Removal” It shall also contain the proposing firm's full legal name, physical address, mailing address (if different than physical address), telephone number and e-mail address, as well as the name, address, telephone and/or cell phone number, and e-mail address of a contact person.

B. TABLE OF CONTENTS

1. The table of contents shall list all major topics with their corresponding section title or heading and beginning page number.

C. INTRODUCTORY LETTER

1. Describe information about your firm and explain why your firm is best suited to meet the services for this RFP.

D. QUALIFICATIONS AND EXPERIENCE

1. All firms that submit a proposal shall meet, but not be limited to, the following minimum qualifications:

a. Familiarity and a minimum five (5) years of service to public agencies.

b. Indicate specifically the personnel who will have primary responsibility for this contract.

c. The Respondent shall provide an organizational chart depicting the proposed project team and each team member’s role on the project. The Respondent shall identify all subcontractors.

d. Professional staff (name, project role, business address, phone number and email address) including total years of experience and years of experience with the current firm.

e. Identify any subcontractors who are to participate in providing services. This must include their name, project role, business address, phone number and email address.

f. Current and projected workload. Provide a list of your current and projected workload addressing the addition of the City as a client.

g. Provide a statement as to whether the proposer has, in the last five years, been a party to a lawsuit of any kind related to, in any manner, the type of services requested in this

RFP. If any such litigation exists, provide a statement as to legal style of the matter, the jurisdiction in which it was filed and the status.

h. State that the business is licensed, permitted, and/or certified to do business in the

State of Florida.

E. PROJECT UNDERSTANDING AND PROPOSED APPROACH

1. Proposer shall include a proposed approach for providing the services outlined in the requested “Scope of Services” as understood by the Firm and the ability of the Firm to provide such resources.

F. SIMILAR PROJECTS

1. To demonstrate experience and success in conducting similar work, the proposer shall provide a minimum of five (5) similar projects that best illustrates the proposed team’s qualification for the scope of services indicated in this RFP. This shall include project name, project start and completion date, client name and contact information, project staff involved from the proposed project team as listed on the organization chart (to be included with submittal); and a detailed description of the project to include photos. Do not include the City of St. Cloud as a reference.

*Response required

4.5. PRICE PROPOSAL*

The proposed fees shall include all fees anticipated incurring during this RFP for Holiday decorations.

Special events will be negotiated on an as needed basis.

*Response required

4.6. ADDITIONAL DATA TO SUPPORT PROPOSAL*

Provide a copy of your current certificate of insurance. During the entire period of performance of any contract resulting from this solicitation, the successful Proposer shall procure and maintain the minimum insurance coverage required by the City of St. Cloud as stipulated in the Insurance

Requirements Section. Policies other than Workers’ Compensation shall be issued only by companies authorized by subsisting certificates of authority issued to the company by the Department of Insurance of the State of Florida to conduct business in the State of Florida, with a minimum A.M. Best rating of

VII/A-. Proof of such insurance must be provided to the City prior to beginning contract performance.

*Response required

4.7. COMPLIANCE FORMS

4.7.1. Respondent's Certification*

I have carefully examined the Request for Proposals.

I hereby propose to furnish the services specified in the Solicitation. I agree that my submittal will remain firm for a period of at least 90 days in order to allow the City adequate time to award bid.

I certify that all information contained in this submittal is truthful. I further certify that I am duly authorized to provide this submittal on behalf of the firm as its act and deed and that the firm is ready, willing and able to perform if awarded the contract.

I further certify, under oath, that this submittal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation tendering a submittal for the same service, that no officer, employee or agent of the City of St. Cloud or any other respondent is interested in said submittal; and that the undersigned executed this Respondent’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

☐ Please confirm

*Response required

4.7.2. Sworn Statement Pursuant to Section 287.133(3)(a), Florida Statutes, on Public Entity Crimes*

I understand that a “”public entity crime” as defined in Paragraph 287.133 (1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United

States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentations.

I understand that “convicted” or “conviction” as defined in Paragraph 287.133 (1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or non contendere.

I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

A. A predecessor or successor of a person convicted of a public entity crime; or

B. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

I understand that a “person” as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, and partners. Shareholders, employees, members, and agents who are active in management of an entity.

Based on information and belief, the statement, which I have marked below, is true in relations to the entity submitting this sworn statement. (Indicate which statement applies).

□ Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

□ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

□ The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the final Order entered by the

Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list (attach a copy of the final order).

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR THE

PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 ABOVE IS FOR THAT PUBLIC ENTITY ONLY AND THAT THIS

FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN WHICH IT IS FILED. I ALSO

UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A

CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA

STATUTES FOR CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

☐ Please confirm

*Response required

4.7.3. Americans with Disabilities Act (ADA) Disability Nondiscrimination Statement* I, being duly first sworn state: That the named firm, corporation or organization is in compliance with and agreed to continue to comply with, and assure that any subcontractor, or third party contractor under this project complies with all applicable requirements of the laws listed below including, but not limited to, those provision pertaining to employment, provision of programs and services, transportation, communications, access to facilities, renovations, and new construction. The Americans with Disabilities Act of 1990 (ADA), Pub. L. 101-336, 104 Stat327,42USC1210112213 and 47 USC Sections

225 and 661 including Title I, Employment; Title II, Public Services: Title III, Public Accommodations and

Services Operated by Private entities; Title IV, Telecommunications; and Title V, Miscellaneous

Provisions. The Florida Americans with Disabilities Accessibility Implementation Act of 1993, Section

553.501-553.513, Florida Statutes: The Rehabilitation Act of 1973, 229 USC Section 794; The Federal

Transit Act, as amended 49 USC Section 1612; The Fair Housing Act as amended 42USC Section 3601-

4.7.4. Business Entity Affidavit (Vendor/Bidder Disclosure)*

OWNERSHIP DISCLOSURE AFFIDAVIT

A. If the contact or business transaction is with a corporation, the full legal name and business address shall be provided for each officer and director and each stockholder who holds directly or indirectly five percent (5%) or more of the corporation’s stock. If the contract or business transaction is with a trust, the full legal name and address shall be provided for each trustee and each beneficiary. All such names and addresses are (Post Office addresses are not acceptable), as follows:

Full Legal Name:

Address:

Ownership %:

The full legal names and business address of any other individual (other than subcontractors, materialmen, suppliers, laborers, or lenders) who have, or will have, any interest (legal equitable, beneficial or otherwise) in the contract or business transaction with the City are (Post Office addresses are not acceptable), as follows

4.7.5. City of St. Cloud Drug Free Workplace Compliance Form* Preference shall be given to businesses with drug-free workplace programs. Whenever two or more bids, which are equal with respect to price, quality, and service, are received by the State or by any political subdivision for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have a drug-free workplace program, a business shall: (The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that does): (Name of Business)

A. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

B. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

C. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in Subsection 1.

D. In the statement specified in Subsection 1, notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contender to, any violation of Chapter 1893 or of any controlled substance law of the

United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

E. Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.

F. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I confirm that this form complies fully with the above requirements.

4.7.6. No Lobbying Affidavit*

I confirm that I am an authorized representative, maker of the attached submittal made in response to a request for bid, proposals, qualifications and/or any other solicitation released by the City of St. Cloud, and swear that the bidder and any of its agents agrees to abide by the City of St. Cloud’s no lobbying restrictions in regard to this solicitation

4.7.7. Certification for Contracts, Grants, Loans, and Cooperative Agreements* The undersigned certifies, to the best of his or her knowledge, that: 1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any

Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement. 2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of

Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form- LLL, "Disclosure

Form to Report Lobbying," in accordance with its instructions. 3. The undersigned shall require that the language of this certification be included in the award documents for all sub awards at all tiers (including subcontracts, sub grants, and contracts under grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose accordingly. This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by 31, U.S.C. § 1352

(as amended by the Lobbying Disclosure Act of 1995). Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure. The undersigned Contractor hereby certifies and attests to the accuracy of each statement of its certification and disclosure, if any. In addition, the Contractor understands and agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any.

4.7.8. Vendor Certification of Scrutinized Companies Lists*

Section 287.135, Florida Statutes, prohibits agencies from contracting with companies for goods or services of $1,000,000 or more, that are on either the Scrutinized Companies with Activities in Sudan

List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector Lists which are created pursuant to s. 215.473, F.S., or the Scrutinized Companies that Boycott Israel List, created pursuant to s. 215.4725, F.S., or companies that are engaged in a boycott of Israel. As the person authorized to sign on behalf of Respondent, 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, or the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel. I understand that pursuant to section 287.135, Florida Statutes, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

I confirm that I am authorized to sign on behalf of the referenced company and certify acknowledgement and acceptance that the above statement is true.

4.7.9. Certification Regarding Debarment, Suspension, and Other Responsibility Matters*

This certification is required by the Federal Regulations Implementing Executive Order 12549, Debarment and Suspension, 45 CFR Part 93, Government-wide Debarment and Suspension, for the

Department of Agriculture (7CFR Part 3017), Department of Labor (29 CFR Part 98), Department of

Education (34 CFR Parts 85,668,682), Department of Health and Human Services (45 CFR Part 76).

I, the prospective bidder certify to the best of its knowledge and belief that it and its principals:

A. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from covered transactions by any Federal department or agency;

B. Have not within a three year period preceding this proposal been convicted of or had a civil judgement rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements , or receiving stolen property;

C. Are not presently indicted for or otherwise criminally or civilly charged by a government entity

(Federal, State, or local) with commission of any offenses enumerated in paragraph (B) of this certification; and

D. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, local) terminated for cause or default.

I understand that a false statement on this certification may be grounds for rejection of this proposal or termination of the award. Any exceptions provided will not necessarily result in denial of award, but will be considered in determining bidder responsibility and whether or not the City will enter into contract with the party. For any exception noted, indicate on an attached sheet to whom it applies, initiating agency, and dates of action. Providing false information may result in criminal prosecution or administrative sanctions.

☐ Please confirm

*Response required

4.7.10. E-Verify Compliance Form*

Definitions:

“Contractor” means a person or entity that has entered or is attempting to enter into a contract with a public employer to provide labor, supplies, or services to such employer in exchange for salary, wages, or other remuneration.

“Subcontractor” means a person or entity that provides labor, supplies, or services to or for a contractor or another subcontractor in exchange for salary, wages, or other remuneration.

Effective January 1, 2021, public and private employers, contractors and subcontractors will begin required registration with, and use of the E-verify system in order to verify the work authorization status of all newly hired employees. Vendor/Consultant/Contractor acknowledges and agrees to utilize the U.S.

Department of Homeland Security’s E-Verify System to verify the employment eligibility of:

A. All persons employed by Vendor/Consultant/Contractor to perform employment duties within Florida during the term of the contract; and

B. All persons (including subvendors/subconsultants/subcontractors) assigned by

Vendor/Consultant/Contractor to perform work pursuant to the contract with the

Department. The Vendor/Consultant/Contractor acknowledges and agrees that use of the

U.S. Department of Homeland Security’s E-Verify System during the term of the contract is a condition of the contract with the City of St. Cloud, Florida; and

C. Should vendor become successful Contractor awarded for the above-named project, by entering into this Contract, the Contractor becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. This includes but is not limited to utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The contractor shall maintain a copy of such affidavit for the duration of the contract. Failure to comply will lead to termination of this Contract, or if a subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the Circuit Court no later than 20 calendar days after the date of termination. If this contract is terminated for a violation of the statute by the Contractor, the Contractor may not be awarded a public contract for a period of 1 year after the date of termination.

4.7.11. Federal Requirements (If Applicable)

Please review and confirm the acceptance of the Federal Requirements. #Federal Requirements

☐ Please confirm

4.7.12. Anti-Human Trafficking Affidavit*

https://procurement.opengov.com/portal/stcloud/projects/251146?section=undefined

Please download the below documents, complete, and upload.

• Anti-Human_Trafficking_Affi...

*Response required

4.7.13. General Terms and Conditions

Please review and confirm the acceptance of the General Terms and Conditions.

☐ Please confirm

4.8. Additional Documents

4.8.1. PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Record Law) and except as may be provided by other applicable State and Federal Law, all respondents should be aware that the Request for Proposals and the responses are in the public domain. However, the respondents are requested to identify specifically any information contained in their submittals which they consider confidential and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All proposals received from respondents in response to this Request for Proposals will become the property of the City of St. Cloud and will not be returned to the respondents. In the event of award, all documentation produced as part of the contract will become the exclusive property of the City, unless otherwise specified in the contract RFP No. 2026-036 Holiday and Special Event Decoration Rental, Installation and Removal.

https://government-project.s3.us-west-2.amazonaws.com/195031/ac6c1353-b621-4618-a637-3aa4699d6fba_Anti-Human_Trafficking_Affidavit_03.31.25_%281%29.pdf

5. INSTRUCTIONS TO BIDDERS

5.1. PUBLIC RECORD STATEMENT

By submitting a proposal to the City of St. Cloud, each Bidder acknowledges and understands that the

City of St. Cloud is a public agency subject to Chapter 119 Florida Statutes (“Public Records Law”) and all responses are deemed a public record and open to public scrutiny. Any Proposal document the Bidder submits will be a public record when the City of St. Cloud provides notice of an intended decision or 30 days after opening the bids, proposals, or final replies, whichever is earlier. Trade Secrets, certain background financial information, and other items, may constitute exemptions to disclosure under the

Public Records law. Bidder expressly understands records associated with this project are public records and agrees to comply with Florida’s Public Records Law, to include:

A. Keep and maintain public records that ordinarily and necessarily would be required by the City in order to perform the services contemplated herein.

B. Provide the public with access to public records on the same terms and conditions that the City would provide the records and at a cost that does not exceed the cost provided in this Florida’s

Public Records law or as otherwise provided by law.

C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law.

D. Meet all requirements for retaining public records and transfers, at no cost, to the City, all public records in possession of the Contractor upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the City.

E. IF CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA

STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS

CONTRACT, CONTRACTOR SHALL CONTACT THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT

THE CITY CLERK'S OFFICE, 1300 9TH STREET, ST. CLOUD, FLORIDA, 34769, TELEPHONE 407-

957-7300, EMAIL CITYCLERK@STCLOUDFL.GOV

5.2. ACKNOWLEDGEMENT

A. Submission of a proposal shall constitute an acknowledgement by the Bidder and certifies that they have thoroughly examined and is familiar with the Request for Proposal. The failure or neglect of the Bidder to examine the RFP shall in no way relieve him/her of any obligations with respect to either his/her proposal or the RFP. No claim for additional compensation will be allowed which is based upon a lack of knowledge of the Request for Proposal.

mailto:CITYCLERK@STCLOUDFL.GOV

B. The selected Bidder shall comply with all Federal and State requirements, to include 2 Code of

Federal Regulations (CFR) Part 200, Uniform Guidance, listed in Attachment ‘B’, and any subsequent revisions and updates.

C. All proposals must be signed with the firm’s name and by an authorized signer of the firm.

Obligations assumed by such signature must be fulfilled.

D. Alternate proposals will not be considered unless they are specifically called for in this solicitation.

E. From the issue date of this solicitation packet until a selection decision is made, no unauthorized contact related to this solicitation will be allowed between a Bidder, their employees or subcontractors and any elected or appointed officials, City Manager or any City staff, with the exception of the Procurement Services Department. Any unauthorized contact will disqualify the

Bidder from further consideration.

F. Any protest shall be in accordance with St. Cloud Procurement Policy.

G. The selected Bidder agrees to provide, within ten (10) calendar days from the notice of award, insurance requirements in accordance with the requirements specified in Section 8 Insurance

Requirements. All policies shall be subject to approval by the City of St. Cloud, and issued by companies authorized by the State of Florida’s Department of Insurance to conduct business in the State of Florida.

H. The selected Bidder agrees that it and its subcontractors have a Drug-Free Workplace Program that complies with Florida §§ 287.087. Refer to required forms.

I. The selected Bidder shall submit only one proposal/bid in response to this solicitation packet, and shall have no financial interest in other entities submitted proposals/bid responses for the same solicitation packet.

J. Neither the selected Bidder, nor its affiliates, nor anyone associated with them shall have any potential conflict interest due to any other clients, contracts, business relationships or property interests for this solicitation packet’s scope of work.

K. No member of the selected Bidder’s ownership, management, or staff shall have a vested interest in any of the City, nor any business or other relationship with any of the City’s employees, officers, directors, or elected officials that create a conflict of interest or the appearance of a conflict of interest. All Bidders/Proposers must disclose with their Bid/ Proposal the name of any officer, director, or agent, who is also an employee of the City. Further, all

Bidders/Proposers must disclose the name of any City employee who owns, directly or indirectly, any interest in the Bidder’s/Proposer’s firm or any of its branches. The Award hereunder is subject to provisions of State Statutes and City Ordinance.

L. No member of the selected Bidder’s ownership or management is presently applying for an employee position or actively seeking an appointment with the City.

M. The selected Bidder, or authorized signatory, shall provide written notice to the City in the event that a conflict of interest is identified at any time.

5.3. REQUEST FOR ADDITIONAL INFORMATION

The respondent shall furnish such additional information as the City of St. Cloud may reasonably require.

This includes information which indicates financial resources as well as ability to provide the services.

The City reserves the right to make investigations of the qualifications of the respondent as it deems appropriate, including but not limited to, a background investigation.

5.4. ECONOMY OF PREPARATION

Submittals should be prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to fulfill the requirements.

5.5. PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Record Law) and except as may be provided by other applicable State and Federal Law, all respondents should be aware that the Request for Proposal and the responses are in the public domain. However, the respondents are requested to identify specifically any information contained in their submittals which they consider confidential and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All proposals received from respondents in response to this Request for Proposal will become the property of the City of St. Cloud and will not be returned to the respondents. In the event of award, all documentation produced as part of the contract will become the exclusive property of the City, unless otherwise specified in the contract.

5.6. GENERAL INFORMATION

Bidders shall prepare Proposals in accordance with the requirements of these Instructions to Bidders.

Not preparing a Proposal, in accordance with such instructions, implies that the Bidder does not intend to comply with all the proposed contract conditions. Such proposals will be considered irregular and may be rejected.

The City of St. Cloud will receive Proposals through the City’s e-Procurment Portal https://procurement.opengov.com/portal/stcloud (“Portal”) for goods, equipment, materials, and related services set forth in the included specifications and documents.

A. COMMON TERMS

The City of St. Cloud and Bidders (the parties) agree that the following phrases each shall have the meaning provided here and may be used interchangeably:

1. “Bidder(s)”, “Supplier(s)”, and “Proposer(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture, or other type of entity responding to this solicitation.

2. “Solicitation” shall mean, “Request for Proposal(s)”, “RFP”, “Request for Qualifications”, “RFQ”, “Request for Quote”, “QUO”, “Invitation to Bid”, “ITB”, “Solicitation Package” or, “Solicitation Packet”, to which the Bidder is responding.

3. “Bid(s)”, “Proposal(s)”, “Submittal(s)”or “Quote(s)” shall mean the documents formally submitted to the City of St. Cloud by each of the Bidders responding to this solicitation packet.

B. SUBMITTAL

Bidders shall submit Proposals in accordance with the instructions and schedule included in the solicitation containing these specifications and documents.

C. ALTERNATE BIDS

Alternate bids will not be considered unless they are specifically called for in this solicitation.

D. WITHDRAWAL

Bidders may withdraw, alter, and resubmit their Proposals electronically through the Portal at any time prior to the Proposal due date and time. Proposals may not be withdrawn, altered, or resubmitted after the Proposal due date and time. The City of St. Cloud may request clarifications and additional information after proposal submission.

5.7. ELECTRONIC SUBMITTAL OF THE PROPOSAL

To ensure correct Proposal formatting, Bidders shall:

A. Submit Proposals electronically through the Portal.

B. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or .pptx);

Adobe Portable Document Format (.pdf).

C. Enable printing on files submitted.\Clearly identify the RFP Number, Name, Submission Date, and Bidder Name on the Response Cover Page.

D. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

E. Contact technical support using the real-time chat bubble located in the lower right-hand corner of the Portal, or at procurement-support@opengov.com, if technical difficulties arise during bid submission.

F. Follow all instructions outlined in this RFP and provide all requested information.

5.8. PROPOSAL PREPARATION COSTS

The City of St. Cloud shall not compensate any bidder for preparation of responses to this Request for

Proposals.

5.9. CLARIFICATIONS

If a prospective Bidder has doubt as to the true meaning of any part of the solicitation, they may submit a question via the Portal through the Questions and Answers Tab unless the deadline for questions has passed, in which case requests for interpretations shall be sent to purchasing@stcloudfl.gov verbal requests will not be accepted. The Bidder should reference the Solicitation Package page number and section heading on any clarification requests.

Failure of the Bidder to request information or make inquiries will not relieve them of any responsibility to perform under the terms of any contract awarded for the work in accordance with subsequent clarifications.

The City of St. Cloud shall issue an addendum to all Bidders, via the Portal, following the deadline for questions.

5.10. LOCAL CONDITIONS

Each Bidder shall have thorough knowledge of conditions, factors, and scope of work, which would affect the execution and completion of the requested work. If required, site visits may be held the day of the Pre-Response Conference.

Bidders shall investigate properly and consider all such factors in the preparation of every Proposal submitted. The City of St. Cloud shall not permit claims for financial adjustment based on the lack of prior information or its effect on the cost of the work.

5.11. SOLICITATION OPENING

The City of St. Cloud shall open Proposals electronically via the Portal on the RFP Due date.

5.12. SOLICITATION SCHEDULE

The City of St. Cloud shall adhere to the stated schedule during the solicitation process, unless a change notice is issued to the Bidders via a written addendum. The City of St. Cloud reserves the right to postpone the date and time announced for the opening of proposals at any time.

5.13. PROPOSAL ACCEPTANCE AND REJECTION

The City of St. Cloud reserves the right to accept or reject any and/or all Bids/Proposals, with or without cause, when in the best interest of the City. The City also reserves the right to withdraw all or part of this request at any time in order to protect the City’s interest. The City reserves the right to reject any proposal found to be non-responsive, vague, non-conforming, or irresponsible. The City of St. Cloud reserves the right to make such investigation as it deems necessary to make this determination.

Additional information shall be provided by the Vendor if requested by the City. Such information may include, but shall not be limited to, current financial statements, verification of availability of equipment and personnel, and past performance goals. The City reserves the right to negotiate modifications to proposals that it deems acceptable, reject any and all proposals, and to waive irregularities in the procedure if, in the City’s judgment, it will best serve the City’s interests. The desire of the City of St.

Cloud to pursue proposals shall in no way obligate the City to execute a contract with proposer(s).

mailto:purchasing@stcloud.org

5.14. CANCELLATION

Prior to the final execution of a Contract or full Notice to Proceed, the City of St. Cloud reserves the right to rescind said award without prior notice to Bidders. In addition, the City of St. Cloud may reject all

Proposals, reissue the solicitation packet, or re-award the contract.

5.15. CONTRACT AND EXECUTION

“Contract” shall mean the solicitation documents as defined and listed herein, advertisement, instructions to bidders, bid form, bid bond, contract agreement, payment and performance bonds, general and special conditions, and specifications, together with all addenda and supplemental agreements. The selected Bidder shall execute the necessary contractual forms, and return the executed forms within ten (10) business days of receipt of forms for execution.

5.16. AWARD

The City of St. Cloud Procurement Services Department will present the selected firm to the City Council for approval or rejection of all or some categories of submittals, if applicable.

5.17. TAXES, PERMITS, AND LICENSES

The Bidder’s attention is directed to the General Terms and Conditions and the Florida Statutes regarding taxes, permits, and licenses. It shall be the Bidder’s responsibility to determine the applicable taxes, permits, and licenses. If the Bidder has doubt as to whether or not a tax, permit, or license is applicable, they shall state in their proposal whether this item has been included in their proposal price and the amount of the applicable tax, permit, or license in question.

5.18. ERRORS AND OMISSIONS

Bidders or their authorized representatives are expected to be fully informed as to their conditions, requirements and specifications before submitting proposals; failure to do so will be at the Bidder’s own risk. In case of error of extension of prices in the proposal, the unit price shall govern.

6. EVALUATION CRITERIA

The City of St. Cloud shall evaluate the Proposal based on the information provided by each of the

Bidders. The City of St. Cloud will establish an Evaluation Committee consisting of a minimum of three

(3) members to evaluate and rank all responsive proposals utilizing the following evaluation scoring system with the highest possible score being 100 points.

The evaluation factors used for scoring and determining rankings are listed below. Interviews of proposers will only be conducted if the Evaluation Committee is…