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

INVITATION FOR BID (IFB)

IFB26-0331

INTEGRATED PEST MANAGEMENT SERVICES

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

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

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

City of Orlando

INVITATION FOR BID (IFB)

INTEGRATED PEST MANAGEMENT SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

8. VIRTUAL OPENING

9. VENDOR QUESTIONNAIRE

10. PRICING PROPOSAL

Attachments:

A - Exhibit A Building Listing

Integrated Pest Management Services

1. INTRODUCTION

1.1. Summary

Integrated Pest Management (IPM) services provide a comprehensive and environmentally responsible approach to preventing and controlling pests. Rather than relying solely on chemical treatments, IPM emphasizes long-term prevention through a combination of inspection, monitoring, sanitation, exclusion, habitat modification, and targeted treatments. This method helps control pest populations while minimizing risks to people, property, and the environment.

Through routine site assessments and detailed reporting, IPM services identify signs of pest activity, determine the underlying causes of infestations, and implement customized control strategies. When treatment is necessary, IPM prioritizes the least hazardous and most effective methods first, utilizing pesticides only when required and in compliance with all applicable regulatory standards.

Overall, IPM services support the maintenance of safe, healthy, and pest-free facilities while promoting environmental sustainability and regulatory compliance.

1.2. Contact Information

Direct all questions and inquiries to the following:

Javarie McDonald, CPP

Purchasing Agent II

400 S Orange Avenue

Procurement and Contract Division 4th Floor

Orlando, FL 32801

Email: javarie.mcdonald@orlando.gov

Phone: (407) 246-2364

Department:

Facilities Management

1.3. Timeline

Issue Date April 7, 2026 mailto:javarie.mcdonald@orlando.gov tel:(407)246-2364

Pre-Bid Conference (Non-

Mandatory)

April 17, 2026, 10:00am

JOIN THE VIRTUAL PRE-BID

CONFERENCE.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0N

S00Y2NmLThiZjItMTllODA2OTY3OWMx%

40thread.v2/0?context=%7b%22Tid%22%

3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e3e91c6c-aa8e-4cf4-9514-

0ee59fcbec65%22%7d

Call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 279 385 609 533 15

Cut-off date for Questions by

Bidder

April 24, 2026, 5:00pm

Bid Due Date and Time May 8, 2026, 2:00pm

JOIN THE VIRTUAL OPENING.

Online:

https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZk

Yi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%

40thread.v2/0?context=%7b%22Tid%22%

3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e3e91c6c-aa8e-4cf4-9514-

0ee59fcbec65%22%7d

Call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 288 869 330 680 85 https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0NS00Y2NmLThiZjItMTllODA2OTY3OWMx%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0NS00Y2NmLThiZjItMTllODA2OTY3OWMx%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0NS00Y2NmLThiZjItMTllODA2OTY3OWMx%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0NS00Y2NmLThiZjItMTllODA2OTY3OWMx%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0NS00Y2NmLThiZjItMTllODA2OTY3OWMx%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0NS00Y2NmLThiZjItMTllODA2OTY3OWMx%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0NS00Y2NmLThiZjItMTllODA2OTY3OWMx%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_YzJkYWIyMTItYmY0NS00Y2NmLThiZjItMTllODA2OTY3OWMx%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZkYi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZkYi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZkYi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZkYi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZkYi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZkYi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZkYi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDUyYzVjNWYtOGZkYi00NmIxLTlkZmQtMjBhNmExMmJkZjBj%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e3e91c6c-aa8e-4cf4-9514-0ee59fcbec65%22%7d

Walkthrough at Camping World

Stadium & Kia Center (Non-

Mandatory)

May 14, 2026, 9:00am

1. Camping World Stadium, 1 Citrus Bowl

Place, Orlando, FL 32805 (first stop at

9am)

2. Kia Center, 400 West Church Street, Orlando, FL 32801 (second stop)

2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

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

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

Portal ("Portal"):

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

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

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

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

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

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

2.2. CONTRACT TERM

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

2.3. SCHEDULE

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

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

2.4. PRE-SOLICITATION CONFERENCE

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

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

3. SUBMITTALS

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

Respondent's risk.

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

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

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

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

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

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

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

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

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

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

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

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

J. Bid Security, if applicable.

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

Requirements.

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

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

Portal until 2:00 PM on Friday, May 8, 2026. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

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

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

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

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

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

4. SCOPE OF WORK

4.1. Scope of Work

The Scope of Work description provides the City's outline for a comprehensive Integrated

Pest Management (IPM) program for achieving long-term, environmentally sound pest suppression through the use of a variety of management practices. These practices include structural and procedural modifications that reduce pest access, food, moisture and harborage within each building environment. Chemical products are placed where they are inaccessible to children, staff, and wildlife and pets.

The Contractor shall furnish all supervision, labor, materials and equipment necessary to accomplish the monitoring, trapping, chemical control methods and pest removal components of the IPM program.

IPM shall consist of a number of components, but not limited to, identifying the types of pests involved, identifying and correcting conditions contributing to pest infestations, determining areas requiring treatment, both with nonchemical methods and pesticides, selecting and implementing the appropriate treatment procedures, inspecting, and monitoring to evaluate results and to detect new pest invasions.

The Contractor shall also provide site-specific recommendations for structural and procedural modifications to aid in pest prevention.

4.2. Hours of Operations

A. Services shall be performed monthly during the hours of 8:00 a.m. to 5:00 p.m., Monday through Friday, except City holidays.

1. New Year's Day

2. Martin Luther King Day

3. Memorial Day

4. Juneteenth

5. Independence Day

6. Labor Day

7. Thanksgiving Day

8. Day after Thanksgiving

9. Christmas Eve

10. Christmas Day

At times, special conditions may require additional services be performed and this work is to be done when the premises have been vacated after regular business hours or on weekends and holidays. There will be no additional charge to the City for services performed after regular business hours or on weekends.

A. In situations where space applications are proposed, the Contractor shall present written notification to the City seventy-two (72) hours in advance of the proposed application. Such notification shall include the target pest(s), the room number(s) and/or building(s), the product(s) to be used, the method of application, and provisions for City employee, tenant or public safety. No such applications shall be made without prior written approval of the City. No product identified as a fumigate shall be used in any City space for any purpose.

Once work has commenced, it shall be completed that same day. Services may not be continued into the next working day without prior approval from the City.

4.3. SERVICES TO PROVIDE

Contractor will visit each property monthly, to inspect, maintain, and service the interior and exterior of the associated facility for Pest Control Service to include but not limited to the following:

A. Exterior: a ten (10) foot perimeter around the facility, loading docks, common areas, entrance ways, maintenance areas, trash collection areas, accessible structural voids, exterior windows, tunnel areas, garage and parking areas, elevator rooms and associated elevator pits .

B. Interior hallways and stairways, lunchrooms, kitchens, kitchenettes, restrooms, maintenance areas, dormitory areas, maintenance areas, dormitory areas basement areas, mechanical rooms and utility areas, elevator rooms and associated elevator pits.

C. Insect control is defined as those measures, which are necessary to completely suppress crawling and flying insect populations including arachnids within the specified City facilities through the use of properly registered and labeled insecticide products and approved devices.

D. Full treatment pest control service including inspection, treatment and removal for rats, mice, spiders, cockroaches, ants (Pharaoh ants, Fire ants, does not include Carpenter Ants), moths, fleas, silverfish and other pests that are not excluded within this document.

E. Fogging is defined as utilizing modern equipment and products for fogging all areas, including crawl spaces, mechanical and equipment rooms.

F. Rodent control is defined as those measures necessary to suppress populations of rats, mice, and any other mammalian species except as noted which become a pest within or around the City facility.

G. Approved mechanical or electronic devices may be integrated with insecticide programs with prior approval by the City.

Areas such as locker rooms, gear rooms, trash rooms, sink rooms, mop rooms, storage areas, wire closets, toilet rooms, kitchens and loading docks will require concentrated attention. Such areas shall receive intensive preventive treatments during the contract term. Any other space within the walls of structures that may lend itself to the development of large insect populations shall receive intensive

4.4. PESTS EXCLUDED IN THE CONTRACT

Pest Control Services that are not included under this contract for:

A. Bats

B. Birds

C. Snakes

D. Termites

E. Wood Bores

F. Carpenter Ants

G. Skunks

H. Alligators

I. Wasps

J. Hornets

K. Bees

L. Yellow Jackets

4.5. SERVICES

A. The Contractor shall furnish all labor, equipment, materials, tools, supplies, and incidentals necessary to accomplish full treatment pest control service for all facilities specified herein, including, but not limited to, rooms, closets, lounges, toilets, kitchens, hallways, stairwells, basements, attics, and laboratories.

B. Services will involve monthly inspection of all the areas, offices, and facilities as specified herein.

C. The Contractor shall determine where and how much treatment and spraying will be necessary. It is expected that at least twice a year a complete spraying and treatment of all facilities will be necessary.

D. All insecticides, pesticides, fungicides, rodenticides and traps used in the performance of this contract shall have prior approval from the City. All products used shall be in compliance with EPA labeling, all applicable federal, state and local pesticide laws and regulations, and Occupational Safety and Health

Administration (OSHA) requirements with respect to their toxicity, environmental safety, and public health hazards.

E. Additional treatments may be required. The Contractor shall provide two re-treatment per month per location, at no additional cost, at the request of

Customer.

A. INTEGRATED PEST MANAGEMENT

A. All insecticide products used shall be properly registered and labeled for the control of the pests against which the products are being applied. Insecticide products may be applied as surface sprays, following the crack and crevice criteria, as dust or baits applied to areas inaccessible to sprays, or as space applications using dry fog methods for flying insect control. No insecticide shall be used in any manner inconsistent with its labeling.

B. In all instances, insecticide products, regardless of toxicity category, shall be applied in strict compliance with labeling instructions and its use. No insecticide shall be applied in any area where City employees, tenants and the public are present. Prior to spraying, the Contractor must have prior approval from the City.

B. RODENT CONTROL

The rodent control measures required of the Contractor include repelling, trapping, and poisoning programs, directed at providing an environmentally safe working space for City personnel and related agencies.

A. All rodenticides, regardless of packaging, shall be placed in tamperproof, locked or sealed boxes in order to protect the public and non-target species.

B. Any properly registered rodenticide or any device approved by Federal and State regulatory agencies may be used in the rodent control programs, except those products and devices, which are excluded for just cause. No rodenticide may be used in any manner inconsistent with its labeling and use.

C. All rodenticides, regardless of packaging, shall be placed in tamperproof, locked or sealed boxes in order to protect the public and non-target species.

D. The Contractor shall check all deployed traps daily to remove any dead rodents. No additional cost is associated with these checks.

4.6. LICENSING

A. Each Bidder shall provide copies of its FDACS Pest Control Business License and the Pest Control Operator Certificate necessary to perform the services within the scope of work. https://www.fdacs.gov/Business-Services/Pest-

Control/Licensing-and-Certification

B. The Bidder is responsible for providing pesticide applicators that have been trained and certified by a properly designated State lead agency to handle and apply the classes of pesticide products necessary to implement the pest control programs.

C. The Bidder is responsible for full compliance with all applicable federal, state and local pesticide laws and regulations.

D. Bidder will provide treatment using only pesticides that comply with the provisions of the Federal Insecticide, Fungicide and Rodenticide Act (7 USC 136 et seq.) as amended by the Federal Environmental Pesticide Control Act of 1972 and the regulations issued there under.

E. Copies of safety data sheets (SDS) and authorization from agency Health &

Safety personnel will be required.

4.7. BUILDING INSPECTIONS

A. Bidders can request initial inspection of each building before submitting their Bid.

B. During the Question period the Bidder shall identify problem areas and any equipment, structural features or practices that are contributing to pest infestations. This must be reported within ten (10) days prior to the Bid Opening date. The Contract Award for these buildings will proceed as-is and no additional charges will be allowed to accommodate conditions not reported.

C. Access to building space shall be obtained through the Facilities Division Project

Manager of any restricted areas requiring special scheduling.

https://www.fdacs.gov/Business-Services/Pest-Control/Licensing-and-Certification https://www.fdacs.gov/Business-Services/Pest-Control/Licensing-and-Certification

4.8. LOCATIONS

A list of the City facilities to be covered under this contract and the estimated square footage of each can be found under Exhibit “A”. The City will provide a list of contact people, their telephone number(s), and hours of operation for each location upon contract award.

4.9. EMERGENCY SERVICES HOURS

The Contractor shall be available 24 hours per day, seven (7) days per week to handle any emergent needs by the City. This means that the Contractor is to be on City property within twenty-four (24) hours after notification by the City.

4.10. OTHER CONTRACTOR RESPONSILBILITIES

A. All insecticides, rodenticides, and bait stations shall be removed from the premises at the conclusion of the contract. Written certification of such removals shall be submitted to the City.

B. The Contractor shall provide a cell phone or emergency number to the City available 24 hours a day 7 days a week for emergencies.

C. The Contractor shall be responsible for the safe use and application of the pesticides included in the pest control programs. Equipment, devices, and the wearing of protective clothing shall conform to OSHA standards for their use.

D. If structural damage is evident, the Contractor shall notify the City immediately. The Contractor will not be responsible for modifications and repairs to any structure. These repairs will be the responsibility of the City.

4.11. SPECIAL INSTRUCTIONS

The following special instructions apply to certain specific locations. the Contractor is responsible for understanding and implementing these instructions. Please refer to

Exhibit “A” (Locations).

A. Harry P. Leu Gardens: The Leu House Museum and the Museum Archive building require spraying for fleas every month. The City may request this service be done more often.

B. Parking Garages: Before service and to gain access to locked spaces in various parts of the Parking garages, the Contractor will be expected to notify the Parking

Division Representative(s). Upon completion of work, Contractor shall submit a service report to the Parking City Representative(s) that shows the date, time in/out, and type of service performed. Contractor’s employee(s) that performed the work shall sign and date this report. The City contact information will be provided to the Contractor.

C. Police Department locations and Police Substations: Before service and to gain access to these facilities, the Contractor will be expected to notify the contact person for these locations. The City contact information will be provided to the

Contractor.

D. All Wastewater locations: These locations have a special need for controlling spiders

4.12. BACKGROUND SCREENING

A. The selected Contractor must obtain a “Criminal Background Check Report” from the Florida Department of Law Enforcement (FDLE) for all its employees assigned to work at a City location. These reports must be completed and received by the City prior to the employee beginning work under this contract. Reports shall be updated annually thereafter unless otherwise agreed to in writing by the City. Copies of the initial FDLE report shall be provided to the

City’s Procurement & Contracts Department prior to assignment of any employees to a City location and within ten (10) days of receipt thereafter.

B. Prior to providing the FDLE report to the City, Contractor must obtain the written consent of any assigned employees to release all background check reports to the City and to allow the City to perform its own additional criminal background investigation of any assigned employee at any time should the City so desire in its sole discretion. The City in its discretion may provide a form for the

Contractor to sign and have its employees sign for such purpose. Written consent must be provided to the City with the FDLE report for each employee.

C. No employee of Contractor shall be permitted to work at a City location if at the

City’s discretion, the City determines that the Contractor’s employee is not eligible to work at a City location based on the results of the Criminal Background

Check Report. The City will notify the Contractor promptly of any such determination.

4.13. SECURITY REQUIREMENTS

A. The City will provide the Contractor two (2) sets of keys/badges to buildings. The

Contractor will be responsible for the keys/badges and any misuse thereof. No unauthorized persons shall be allowed in City facilities.

B. In the event of contract termination or upon completion of the contract, all monies due the Contractor may be withheld until the Contractor has surrendered all the keys/badges issued. If the Contractor is unable to produce all of the keys/badges issued, the Contractor shall assume full financial responsibility for the City changing the affected locks.

C. Contractor’s vehicles shall display the Contractor name in a prominent and clearly legible manner. The Contractor’s company name on vehicles must have letters that are a minimum height of 2-1/2”. The Contractor's employees working on City properties must have a vehicle that is marked with the Contractor’s name.

4.14. USE OF PREMISES

During the progress of the work specified herein, the Contractor should keep the premises free from accumulations of waste materials, and other debris resulting from the work. At the completion of the work, the Contractor shall remove all waste materials, and debris from, and about the premises as well as all tools, equipment, and surplus materials, and leave the site clean and ready for occupancy by the City of Orlando. The Contractor shall restore to their original condition, those portions of the site not designated for repair by the Work Order.

4.15. SAFETY AND PROTECTION

The Contractor shall be solely and completely responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the work. The

Contractor shall take all necessary precautions for the safety of, and shall provide the necessary protection to prevent damage, injury or loss to all employees on the work site and other persons including, but not limited to, the general public who may be affected thereby.

5. STANDARD TERMS AND CONDITIONS

5.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR

SUBMITTAL PROCESS

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

Purchasing Agent referenced on the cover page of this solicitation.

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

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

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

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

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

Chief Procurement Officer.

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

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

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

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

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

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

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

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

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

5.2. RESPONDENT QUALIFICATION

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

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

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

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

5.3. ALTERATIONS/CHANGES TO PRICE FORM(S)

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

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

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

5.4. ADDENDA

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

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

5.5. UNBALANCED PRICING

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

5.6. WITHDRAWAL

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

5.7. SELECTION/REJECTION OF OPTIONS

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

5.8. IRREVOCABLE OFFER

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

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

5.9. QUANTITIES

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

5.10. RESPONDENT'S CERTIFICATION FORM

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

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

5.11. SUBMITTALS

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

5.12. INSPECTION, ACCEPTANCE, AND TITLE

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

5.13. EXCEPTIONS TO TERMS AND CONDITIONS

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

5.14. SPECIFICATIONS

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

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

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

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

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

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

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

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

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

5.15. SILENCE OF SPECIFICATIONS

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

5.16. PRICES AND TERMS

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

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

5.17. TAXES

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

5.18. POLITICAL SUBDIVISIONS

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

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

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

Contract if in the best interest of the City.

5.19. MISTAKES

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

Respondent's risk.

5.20. SAFETY STANDARDS

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

Act and any standards thereunder.

5.21. MARKING

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

Order Number and/or City Contract Number.

5.22. INVOICING AND PAYMENT

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

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

Contract Number.

5.23. DISCOUNTS

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

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

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

mailto:AP_Invoices@cityoforlando.net

5.24. PROMPT PAYMENT ACT

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

Statutes, Local Government Prompt Payment Act.

A. Proper Invoice

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

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

(or them);

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

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

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

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

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

B. Dispute Resolution

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

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

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

5.25. INSPECTION OF PUBLIC RECORDS

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

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

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

5.26. IRREGULAR SUBMITTALS

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

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

5.27. CONTINGENT FEES

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

5.28. EVALUATION OF AWARD

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

Respondent submitting the lowest submittal shall be made after the application of all applicable programs and preferences established by the City, including but not limited to the City’s VBE preference.