IRFQ_24_25-306_Catering_Services.pdf

PUR-F-302 Rev. 03/2016 1

BIDDER INFORMATION:

Name of Firm:

Address:

Address:

City/State/Zip Code:

Contact Person:

Phone Number:

Fax Number:

Email:…………………………………………………………..

BIDDER’S PRINTED NAME:

Title:

DUE DATE: Thursday, March 20, 2025, at 2:00 P. M. Local Time City of Sanford Purchasing Division Contact Person: Frank Mascola Purchasing Coordinator Address: 300 N. Park Avenue Suite 243 City, State, Zip: Sanford, Florida 32771 Phone Number: 407.688.5191, or ext. 5191 Fax Number: 407.688.5021 Email: purchasing@sanfordfl.gov For Div./Dept./Office: Traci Houchin, City Clerk Delivery Address: 300 N. Park Avenue Sanford, FL 32771

ISSUED DATE: Thursday, February 27, 2025

BIDDER’S SIGNATURE:

Date:

PLEASE RETURN BY DUE DATE AND TIME VIA FAX, MAIL, OR EMAIL TO CONTACT PERSON STATED ABOVE.

1. Intent. The intent of this solicitation is to select a successful Bidder for the provision of food catering services to various departments.

2. Deliverables and Scope of Services. The successful Bidder shall provide all necessary material, goods, labor, etcetera for food catering services to the various departments subsequent quote will provide predetermined menus and quality of food at specific site, which is generally different for each event. The following must be included with the quote.

a. A one-time food tasting to the commissioners, city manager, and mayor.

b. Per person plate- 2 meats such as chicken and beef certain staff members do not eat pork, if pork is provided an additional side must be available for those who do not eat pork.

c. Cutlery – disposal knife, fork, spoon, and paper plates for the food must be provided for each event.

d. Condiments such as ketchup, mustard, mayonnaise, salt and pepper etc.,

e. Vendors must have their own supplies to service a large party.

a. The caterer must supply serving utensils.

f. Food must stay warm while serving the food.

g. Catering company must deliver the food, set up, and break down.

h. A rotation system will be established with a variety of vendors on a quarterly basis.

i. City Clerk Commission meetings 1st and 2nd Monday of each month from 4:00 PM to 7:30 PM Local Time.

j. Citizen Academy Class 13 weeks twice a year, one day a week (Wednesday Night) 5:30 PM 6:30 PM Local Time.

k. Various other departments such as Fire, Parks, HR, and Leisure Services will require the services.

l. Vendor must follow the city’s food policy.

m. A standard food items must be approved by the City representative before placing an order.

I. Food Inspection:

a. The City reserves the right to inspect and determine the quality of good delivery and reject any meals that do not comply with the requirements and specifications. It is the responsibility of the awarded vendor to provide appropriate amounts of each menu item to be serviced. This amount shall be based on the number of meals ordered.

b. The awarded submitter is responsible for delivering the proper quantities of meals at the correct temperature within the time limits specified for each event.

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue, Sanford, Florida 32771

Phone: 407.688.5028, or extension 5030 | Fax: 407.688.5021 FORM

IRFQ INFORMAL REQUEST FOR QUOTE

IRFQ 24/25-306 FOOD CATERING SERVICES

mailto:purchasing@sanfordfl.gov

II. Special Conditions:

a. If the submitter fails to provide meals or should any person eating meals prepared under this contract become ill as a result of food poisoning attributable to the negligence of the submitter, as determined by the Florida Department of Health then such action shall be justification for immediate cancellation of the agreement, among other remedies.

2.01 Statement of Inspection: N/A All bidders are hereby required to conduct a site inspection to familiarize them with City Clerk and personally inspect the various areas and conditions associated with this project. All bidders must include with their submittal Attachment “A”, Statement of Inspection with your bid submittal.

2.02 Existing Material Removal: The successful Bidder shall be responsible for the safe removal, hauling, and appropriate disposal of existing material removed as a result of this project. Before any removal is to take place, the successful Bidder shall coordinate with the assigned City representative to ensure this activity does not interfere with any other events or projects in progress at the facility as applicable.

2.03 Delivery and Set-Up: Delivery shall be made to various Departments, located at 300 N. Park Avenue Sanford, FL 32771 between the hours of 7:30 A.M. and 5:30 P.M. Monday through Thursday. The successful Bidder shall be responsible for coordinating the delivery of all goods/services in a timely manner.

Partial deliveries or deliveries on any other date and time shall not be allowed unless written authorization has been obtained from the appropriate City authorized representative. The City shall not pay for any storage charges, Cash on Delivery (C.O.D.) shipments, or packaging or drayage charges. The successful Bidder shall be responsible for all risks of loss, any damage, and/or stolen materials and equipment while in transit to the City of Sanford.

2.04 Delivery and Time Performance: Project completion shall be attained no later than 14 days from the date a purchase order has been issued by the City to the successful Bidder. At approximately 7 days after issuance of the purchase order by the City, the successful Bidder shall update the appropriate City representative providing a tentative delivery schedule and project commencement date.

This delivery schedule shall be further updated 7 days before the event as well as twenty-four (24) hours prior to actual delivery to ensure the facility is accessible and ready to receive delivery. Any costs associated with deliveries not properly coordinated with the appropriate City representative shall be borne by the successful Bidder.

2.05 License or Permitting: The successful Bidder shall be solely responsible for all pertinent permits required as well as adhering, meeting, and or exceeding all local and state food licensing.

2.06 City Responsibility: The City shall be responsible for:

a. Provide a designated set-up area for the successful Bidder to deliver all the necessary materials and equipment required for this project;

b. Provide access to the work area;

c. Provide as required;

d. The City shall make the facility available for evaluation and inspection accompanied by a City Representative by calling 407.688.5000 Traci Houchin, City Clerk to schedule an appointment; and,

e. Appointments will be given on a first-come, first-serve basis based on availability and will be given between the hours of 7:00 A.M. and 5:30 P.M., Monday through Thursday.

f.

2.07 Vendor Responsibility Mandatory Food Sample Tasting All interested vendors submitting a bid must attend a mandatory food sampling on Thursday, March 13, 2025, at Sanford City Hall in the Utilities Training Room.

Set up to begin at 11:00 A.M. Local Time. The City of Sanford will provide long tables for the vendors to set up.

The food tasting will be at 12:00 PM Local Time. All tasting and clean must be completed by 2:00 P.M. Local Time. Food must be hot when serving. Appropriately 10 City staff . Please note a committee will be in place for food tasting. Any interested vendors must RSVP by Thursday, March 6, 2025, to purchasing@sanfordfl.gov.

2.08 Obligations of the Successful Bidder: It is understood that the successful Bidder shall provide and pay for all labor, tools, materials, permits, equipment, transportation, supervision, and any and all other items or services, of any type whatsoever, which are necessary to fully complete and deliver the goods/services requested by the City, and shall not have mailto:purchasing@sanfordfl.gov the authority to create, or cause to be filed, any liens for labor and/or materials on, or against, the City, or any property owned by the City. Such lien, attachment, or encumbrance, until it is removed, shall preclude any and all claims or demands for any payment expected by virtue of this project. The successful Bidder will ensure that all of its employees, agents, sub-contractors, representatives, volunteers, and the like, fully comply with all of the terms and conditions set herein, when providing services for the City in accordance herewith. The successful Bidder shall be solely responsible for the means, methods, techniques, sequences, safety programs, and procedures necessary to properly and fully complete the work set forth in the Scope of Services. The successful Bidder shall use appropriate tools and/or equipment which are in good repair and proper working order, so as to enable the successful Bidder to complete the services required hereby.

2.09 Clean-Up: The successful Bidder shall be responsible for the removal, hauling, and legal disposal of all debris generated as a result of performing the services for this turn-key solution on a daily basis; including up to, but not be limited to all existing equipment removed, all packaging materials, cardboard, protective packaging, liners, plastic, etcetera. Any dumpsters located within various departments shall not be used by the successful Bidder. The successful Bidder shall broom clean the premises at the end of each day and upon completion of delivery, installation and set-up.

2.10 Punch List: The designated City representative and the successful Bidder shall perform an inspection of all items delivered and project completion by the successful Bidder. In the event any deficiencies are identified, a punch list shall be created to outline all deficiencies discovered. After the punch list is issued to the successful Bidder, the successful Bidder shall have 24 hours to respond and correct all items listed on the punch list. In the event an item must be replaced, an expected delivery date for said item shall be given to the City. Similarly, in the event an area must be redone, an expected completion date shall be given to the City. Final acceptance and subsequent invoice processing shall not be done by the City until all items on the punch list have been completed.

2.11 Public Emergencies: It is hereby made a part of this bid that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God, City of Sanford shall require a “First Priority” for goods and services. It is vital and imperative that the health, safety, and welfare of the citizens of Sanford are protected from any emergency situation that threatens public health and safety as determined by the City. The Bidder agrees to rent/sell/lease all goods and services to the City or governmental entities on a “first priority” basis. The City expects to pay contractual prices for all products and/or services under the awarded Agreement in the event of a disaster, emergency, hurricane, tornado, flood, or other acts of God. Should the Bidder provide the City with products and/or services not under the awarded Agreement, the City expects to pay a fair and reasonable price for all products and/or services rendered or contracted in the event of a disaster, emergency, hurricane, tornado, flood, or other acts of God.

The City shall select the lowest quote that is most responsive to the needs of the City as outlined herein. The bidder’s price response shall be accompanied by a detailed description of the service requirement to be offered.

3. Price Submittal. In accordance with the terms, conditions and specifications, I/we, as authorized signatory to commit the firm, do hereby accept in total all the terms and conditions stipulated and referenced in this IRFQ document and hereby submit the following prices for IRFQ 24/25-306, Food Catering Services, must complete Attachment “B”.

The additional attachments must be included with the solicitation in order to be considered a responsive bidder!

Item

1. Include proof of Insurance (copy), complete Section 00618 Insurance Requirement Form, and submit with your quote submittal.

2. Complete and include Attachment “A”, Statement of Inspection (if require)

3. Complete attachments B through L

4. Include a completed vendor form (to include confirmation of registration w/ www.sunbiz.com)

5. Include a copy of your Florida State License and W9

6. Include a copy of your business tax receipt license

7. Would you consider accepting ACH payment for services rendered, if so, please complete vendor package form?

a. The City will not consider alternates to the items listed above. If alternates are offered, the City will have the sole and unilateral right to reject the alternate and purchase from vendor providing compliant items. Delivery time will be a factor in the evaluation of this IRFQ.

b. Consumer Price Index (when applicable).

All prices on the solicitation shall remain firm for the initial term of this Agreement which is one ( 1) year with an option of one (1) year renewals with the extended term of this Agreement not to exceed five (5) years. Prior to the completion of each one (1) year term, the City may consider a price adjustment, if proposed by the Vendor no sooner than 60 days and no later than 45 days prior to the end of a term, based on Consumer Price Index (CPI) published by the U.S. Bureau of Labor Statistics which measures the average change in the prices paid for a market basket of goods and services. These items are purchased for consumption by the 2 groups covered by the All- Urban Consumers (CPI-U) index. The reference period from which changes in the CPI will be measured from the month that this Agreement took effect and shall relate to the region in which the City is located all as determined by the City’s Finance Director. An adjusted price shall be in effect unless and until later adjusted. The following formula illustrates the computation of a percent change:

CPI for current period MINUS the CPI for previous period WHICH EQUALS index point change Divided BY the previous period CPI WHICH EQUALS a sum which is then multiplied by 100 WHICH EQUALS the percent change.

c. Unit Price Accuracy: Please check the stated unit prices before submitting your quote as no change in prices shall be allowed after the due date and time. All prices and notations must be in ink or typewritten. In cases of extended price irregularities, unit price shall prevail. Please note that the City reserves the right to clarify and correct extended price amount errors.

d. City of Sanford is exempt from Sales Tax. Certificate No. 85-8012621681C-8.

e. If you are offering pricing which is based on other entity or agency solicitation pricing, clearly state so and include a copy of the applicable solicitation with your submittal.

f. Please read all terms and conditions, complete the requested information, and sign in the space provided on page 1.

g. If not submitting a quotation, please indicate “NO BID” and return this form.

Critical Data:

a. Please return your quote submittal via fax, mail or email to the requested Division/Department/Office as outlined on page 1; by no later than the due date and time outlined on page 1 or as revised thereof via written addenda.

b. Please email questions regarding this quotation only to the requested Division/Department/Office. Any interpretations, clarifications, or changes made will be in the form of a written addenda issued by the requested Division/Department/Office.

c. Pursuant to Section 2.2 of the City of Sanford Purchasing Policy, lobbying is strictly prohibited.

d. Please note that all documents sent to the City as part of this IRFQ are considered a Public Record; as prescribed by Chapter 119, Florida

Statutes.

e. Bidder must submit a copy of their Certificate of Insurance with their quote.

f. Any order resulting from this IRFQ shall be subject to the attached General Terms and Conditions and all applicable laws, policies and procedures.

PLEASE COMPLETE AND SUBMIT

Failure to submit this form may be grounds for disqualification of your submittal

Attachment “A” Addendum Receipt Acknowledgement Certification

The undersigned acknowledges receipt of the following addenda to the solicitation document(s) (Give number and date of each):

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

Addendum No. Dated:

By the signature(s) below, I/we, the undersigned, as authorized signatory to commit the firm, certify that the information as provided in Attachment “A”, Addendum Receipt Acknowledgement Certification, is truthful and correct at the time of submission.

Bidder/Contractor Name: _____________________________________________________________________________________

Mailing Address: ____________________________________________________________________________________________

Telephone Number: ___________________ Fax Number: ___________________ E-mail Address: ______________________

____________________________________ _________________________________ FEIN: ____________________ Authorized Signatory Printed Name

Title Date

PLEASE COMPLETE AND SUBMIT WITH YOUR IRFQ RESPONSE

ATTACHMENT “B”

IRFQ 24/25-306, FOOD CATERING SERVICES

PRICE PROPOSAL AND ACCEPTANCE OF BID TERMS AND CONDITIONS

Item Description Per Plater Price Extended Price

1.

Set up and break down Services

2.

Price Per Plate (2 meats, (2) vegetable, salad, and dessert)

3.

Cutlery- Spoon, fork, knife, napkins, and paper plate (per person)

4.

Delivery Fee

5.

TOTAL PRICE

I/we, the undersigned, as authorized signatory to commit the firm, do hereby accept in total all the terms and conditions stipulated and referenced in this IRFQ document and do hereby agree that if a contract is offered or negotiated it will abide by the terms and conditions presented in the IRFQ document or as negotiated pursuant thereto. The undersigned, having familiarized him/herself with the terms of the IRFQ documents, local conditions, and the cost of the work at the place(s) where the work is to be done, hereby proposes and agrees to perform within the time stipulated, all work required in accordance with the requirement and technical specifications and other documents including Addenda, if any, on file at the City of Sanford Purchasing Division for the price set forth herein in Attachment “B” Offer to Purchase and Acceptance of Informal Request for Quote Terms and Conditions. The signature(s) below are an acknowledgment of my/our full understanding and acceptance of all the terms and conditions set forth in this IRFQ document or as otherwise agreed to between the parties in writing.

Bidder/Contractor Name: ______________________________________________________________________________

Mailing Address: _____________________________________________________________________________________

Telephone Number:____________________________ E-mail Address: _________________________________

____________________________________ _________________________________ FEIN: ______________________ Authorized Signatory Printed Name

Title Date

STATE OF FLORIDA

COUNTY OF __________________

I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared ________________________ { } who is personally known to me or { } who produced ________________________ as identification and acknowledged before me that s/he executed the same. Sworn and subscribed before me, by ______________________________________________ by means of { } physical presence or { } online notarization on the _____ day of _____________, 2025, the said person did take an oath and was first duly sworn by me, on oath, said person, further, deposing and saying that s/he has read the foregoing and that the statements and allegations contained herein are true and correct.

WITNESS my hand and official seal in the County and State last aforesaid this____day of ________________, 2025.

(Notary Public in and for the County and State Aforementioned)

SEAL My commission expires:

ATTACHMENT “C”

CONFLICT OF INTEREST STATEMENT

A. I am the ________________________________of _______________________________________ with a local office in [Insert Title] [Insert Company Name] ________________________________ and principal office in _________________________________.

B. The entity hereby submits an offer to IRFQ 24/25-306 Food Catering Services.

C. The AFFIANT has made a diligent inquiry and provided the information in this statement affidavit based upon its full knowledge.

D. The AFFIANT states that only one submittal for this solicitation has been submitted and tendered by the appropriate date and time and that said above-stated entity has no financial interest in other entities submitting a proposal for the work contemplated hereby.

E. Neither the AFFIANT nor the above-named entity has directly or indirectly entered into any agreement, participated in any collusion or collusive activity, or otherwise taken any action which in any way restricts or restraints the competitive nature of this solicitation, including but not limited to the prior discussion of terms, conditions, pricing, or other offer parameters required by this solicitation.

F. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise prohibited from participation in this solicitation or any contract to follow thereafter by any government entity.

G. Neither the entity nor its affiliates, nor anyone associated with them, have any potential conflict of interest because and due to any other clients, contracts, or property interests in this solicitation or the resulting project.

H. I hereby also certify that no member of the entity’s ownership or management or staff has a vested interest in any City Division/Department/Office.

I. I certify that no member of the entity’s ownership or management is presently applying, actively seeking, or has been selected for an elected position within City of Sanford government.

J. In the event that a conflict of interest is identified in the provision of services, I, the undersigned, will immediately notify the City in writing.

By the signature(s) below, I/we, the undersigned, as authorized signatory to commit the firm, certify that the information as provided in Attachment “C”, Conflict of Interest Statement, is truthful and correct at the time of submission.

AFFIANT SIGNATURE

Typed Name of AFFIANT

Title

I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared ________________________ { } who is personally known to me or { } who produced ________________________ as identification and acknowledged before me that s/he executed the same.

Sworn and subscribed before me, by ______________________________________________ by means of { } physical presence or { } online notarization on the _____ day of _____________, 2025, the said person did take an oath and was first duly sworn by me, on oath, said person, further, deposing and saying that s/he has read the foregoing and that the statements and allegations contained herein are true and correct.

WITNESS my hand and official seal in the County and State last aforesaid this____day of ________________, 2025.

ATTACHMENT “D”

COMPLIANCE WITH THE PUBLIC RECORDS LAW AFFIDAVIT

I. If and when the City of Sanford transmits records to the Contractor/Vendor which are exempt from public disclosure, the Contractor/Vendor shall execute an “Acknowledgement of Receipt of Exempt Public Records and Agreement to Safeguard” which will be provided with the exempt records. A sample form is attached for the bidder/proposer’s information.

II. Upon award recommendation or 30 days after opening, it is understood that all submittals shall become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes, and Section 24(a), Article 1 of the Constitution of the State of Florida, and other controlling law (collectively the “Public Records Laws”). If the City of Sanford (City) rejects all replies submitted in response to a competitive solicitation and provides notice of its intent to reissue the solicitation, the replies remain exempt from disclosure until the City provides a notice of intent to award or withdraws the reissued solicitation. If no award is made, responses are not exempt for longer than 12 months after the initial notice rejecting all responses.

Proposers/Bidders must invoke the exemptions to disclosure provided by law as applicable to the response to the solicitation, must identify the data or other materials to be protected, and must state the reasons why such exclusion from public disclosure is necessary. The submission of a proposal authorizes release of your firm’s credit data to the City.

If a Proposer/Bidder submits information exempt from public disclosure, the Proposer/Bidder must specifically and in detail identify with specificity which pages/paragraphs of their bid/proposal package are exempt from the Public Records Laws, identifying the specific exemption under the Public Records Laws that applies to each. The protected information must be submitted to the City in a separate envelope marked accordingly.

By submitting a response to this solicitation, the Proposer/Bidder agrees to defend, indemnify and hold the City harmless in the event the City litigates the public records status of the Proposer’s/Bidder’s documents this provision including the obligation to pay the full legal costs of the City including, but not limited to, attorney’s fees, court costs, and any and all other charges, regardless of what level of trial or appeal.

Proposer/Bidder

Signature of Authorized Representative (Affiant) Date

Printed or Typed Name and Title of Authorized Representative (Affiant)

I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared ________________________ { } who is personally known to me or { } who produced ________________________ as identification and acknowledged before me that s/he executed the same. Sworn and subscribed before me, by ______________________________________________ by means of { } physical presence or { } online notarization on the _____ day of _____________, 2025, the said person did take an oath and was first duly sworn by me, on oath, said person, further, deposing and saying that s/he has read the foregoing and that the statements and allegations contained herein are true and correct.

WITNESS my hand and official seal in the County and State last aforesaid this____day of ________________, 2025.

END OF SECTION

ATTACHMENT “E”

INSURANCE REQUIREMENTS

INSURANCE REQUIREMENTS OUTLINED BELOW APPLICABLE TO CONTRACTS FOR SERVICES

WHEN THE CONTRACTOR PERFORMS ON OR OFF CITY PREMISES

COVER COVERAGE REQUIRED

Contract Exceeds $500,000, 180 days & unusual hazards exist Level 3

Contract does not Exceed

$500,000, 180 days & no unusual hazards exist- Level 2

Contract does not Exceed $25,000, 30 days & no unusual hazards exist Level 1

Workers’ Compensation *Certificates of exemption are not acceptable in lieu of workers compensation insurance.

Employers Liability $1,000,000 Each Accident $1,000,000 Disease $1,000,000

Employers Liability $500,000 Each Accident $500,000 Disease $500,000

Employers Liability $500,000 Each Accident $500,000 Disease $500,000

Commercial General Liability shall include- Bodily injury liability, Property Damage liability; Personal Injury liability and Advertising injury liability Coverages shall include: Premises/ Operations; Products/Completed Operations; Contractual liability;

Independent Contractors, Explosion; Collapse; Underground.

Coverage must be provided for sexual harassment, abuse and molestation.

$2,000,000 Per Occurrence $3,000,000 General Aggregate

$1,000,000 Per Occurrence $2,000,000 General Aggregate

$500,000 Per Occurrence $500,000 General Aggregate

Comprehensive Auto Liability, CSL, shall include “any auto” or shall include all of the following: owned, leased, hired, non-owned autos, and scheduled autos.

$1,000,000 Combined Single Limit

$1,000,000 Combined Single Limit

$500,000 Combined Single Limit

Professional Liability (when required) $1,000,000 Minimum

$1,000,000 Minimum

$1,000,000 Minimum

Builder’s Risk (when required) shall include theft, sinkholes, off site storage, transit, installation and equipment breakdown.

Permission to occupy shall be included and the policy shall be endorsed to cover the interest of all parties, including the City of Sanford, all contractors and subcontractors.

100% of completed value of additions and structures

100% of completed value of additions and structures

100% of completed value of additions and structures

Garage Keepers (when required)

$3,000,000 Aggregate: No per vehicle maximum preferred

$1,000,000 Aggregate: No per vehicle maximum preferred

$500,000 Aggregate: No per vehicle maximum preferred

Garage Liability (when required)

$3,000,000 Combined Single Limit $3,000,000 General Aggregate

$1,000,000 Combined Single Limit $1,000,000 General Aggregate

$500,000 Combined Single Limit $500,000 General Aggregate

Cyber Security-Error and Omission Insurance Coverage (Professional Liability) is to be included. Minimum of two years Extended Reporting Period (ERP or Tail) coverage (when required).

$5,000,000

*Umbrella Policy- (Follow form only) can supplement the underlying general and auto liability to reach the cover the amounts the City requires.

I. It is noted that Professional Liability, builder’s risk, garage keepers and garage liability is not required unless applicable conditions exist. If clarification is needed the CONTRACTOR must request clarification from the City of Sanford Purchasing Office.

II. Vendor, Contractor, bidder shall provide, to the City of Sanford “City,” prior to commencing any work, a Certificate of Insurance which verifies coverage in compliance with the requirements outlined below. Any work initiated without completion of this requirement shall be unauthorized and the City will not be responsible.

III. The City reserves the right, as conditions warrant, to modify or increase insurance requirements outlined below as may be determined by the project, conditions and exposure.

Certification Terms and Conditions IV. It is noted that the City has a contractual relationship with the named vendor, contractor or provider (collectively referred hereinafter as Contractor) applicable to a purchase order, work order, contract or other form of commitment by the City of Sanford, whether in writing or not and has no such contractual relationship with the Contractor’s insurance carrier. Therefore, the onus is on the Contractor to ensure that they have the insurance coverage specified by the City to meet all contractual obligations and expectations of the City. Further, as the Contractor’s insurance coverage is a matter between the vendor and its insurance carrier, the City will turn to the Contractor for relief as a result of any damages or alleged damages for which the Contractor is responsible to indemnify and hold the City harmless. It is understood that the Contractor may satisfy relief to the City for such damages either directly or through its insurance coverage; exclusions by the insurance carrier notwithstanding, the City will expect relief from the Contractor.

a. The insurance limits indicated above and otherwise referenced are minimum limits acceptable to the City. In addition, all contractor policies shall to be considered primary to City coverage and shall not contain co-insurance provisions.

b. All policies, except for professional liability policies and workers compensation policies shall name the City of Sanford as Additional Insured.

c. Professional Liability Coverage, when applicable, will be defined on a case by case basis.

d. Umbrella Policy: In the event, the vendor carries Umbrella Policy the language shall state “Umbrella to Follow Form” to cover the underlying general and auto liability.

e. In the event that the insurance coverage expires prior to the completion of the project, a renewal certificate shall be issued 30 days prior to said, expiration date.

f. All limits are per occurrence and must include Bodily Injury and Property Damage.

g. All policies must be written on occurrence form, not on claims made Form, except for Professional Liability.

h. Self-Insured retentions shall not be allowed on any liability coverage.

i. In the notification of cancellation: The City of Sanford shall be endorsed onto the policy as a cancellation notice recipient. Should any of the above-described policies of Sanford in accordance with the policy provisions.

j. All insurers must have an A.M. rating of at least A-VII.

k. It is the responsibility of the Prime CONTRACTOR to ensure that all sub-contractors retained by the Prime CONTRACTOR shall provide coverage as defined here in before and after and are the responsibility of said Prime CONTRACTOR in all respects.

l. Any changes to the coverage requirements indicated above shall be approved by the City of Sanford, Risk Manager.

m. Address of “Certificate Holder” is City of Sanford; 300 N. Park Avenue; Sanford, Florida 32771.

n. All certificates of insurance, notices etc. must be provided to the above address.

o. In the description of the certificate of insurance include the solicitation number and project name.

______________________________________________________________________Signature of Affiant Date

Typed or Printed Name of Affiant Title Name of Company

COUNTY OF ____________

I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared ________________________________________ { } who is personally known to me or { } who produced _____________________________________ as identification and acknowledged before me that s/he executed the same. Sworn and subscribed before me, by by means of { } physical presence or { } online notarization on the _____ day of _____________, 2025, the said person did take an oath and was first duly sworn by me, on oath, said person, further, deposing and saying that s/he has read the foregoing and that the statements and allegations contained herein are true and correct.

WITNESS my hand and official seal in the County and State last aforesaid this____day of ___________________, 2025.

The City reserves the unilateral right to modify the insurance requirements set forth at any time during the process of solicitation or subsequent thereto.

ATTACHMENT “F”

REFERENCES

Bidder shall submit as a part of their bid response, a minimum of three (3) of the most significant projects similar in size and scope which were performed within the last three (3) years. The contact person shall be someone who has personal knowledge of the Bidder’s performance for the specific requirements listed and is aware the City may be contacting them.

Project #1:

Project Name:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Contact Email Address and Fax #:

Contract Amount: Start Date: End Date:

Project #2:

Project Name:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Contact Email Address and Fax #:

Contract Amount: Start Date: End Date:

Project #3:

Project Name:

Type of Project/Service:

Address:

Contracting Agency/Client:

Contact Name and Phone #:

Contact Email Address and Fax #:

Contract Amount: Start Date: End Date:

ATTACHMENT “G”

Americans With Disabilities Act Affidavit

By executing this Certification, the undersigned CONTRACTOR certifies that the information herein contained is true and correct and that none of the information supplied was for the purpose of defrauding the City of Sanford (CITY).

The CONTRACTOR will not discriminate against any employee or applicant for employment because of physical or mental handicap in regard to any position for which the employee or applicant for employment is qualified. The CONTRACTOR agrees to comply with the rules, regulations and relevant orders issued pursuant to the Americans with Disabilities Act (AFA), 42 USC s. 12101 et seq. It is understood that in no event shall the CITY be held liable for the actions or omissions of the CONTRACTOR or any other party or parties to the Agreement for failure to comply with the ADA. The CONTRACTOR agrees to hold harmless and indemnify the CITY, its agents, officers or employees from any and all claims, demands, debts, liabilities or causes of action of every kind or character, whether in law or equity, resulting from the CONTRACTOR’s acts or omissions in connection with the ADA.

Contractor

Signature of Authorized Representative (Affiant) Date

Printed or Typed Name and Title of Authorized Representative (Affiant)

COUNTY OF ____________

I HEREBY CERTIFY that on this day, before me, an officer duly authorized to administer oaths and take acknowledgments, personally appeared _________________________________ { } who is personally known to me or { } who produced _____________________________________ as identification and acknowledged before me that s/he executed the same. Sworn and subscribed before me, by _______________________________________________ by means of { } physical presence or { } online notarization on the _____ day of _____________, 2025, the said person did take an oath and was first duly sworn by me, on oath, said person, further, deposing and saying that s/he has read the foregoing and that the statements and allegations contained herein are true and correct.

WITNESS my hand and official seal in the County and State last aforesaid this____day of ___________________, 2025.

END OF SECTION

GENERAL TERMS AND CONDITIONS - READ CAREFULLY

Questions relating to this Request for Quotation must be directed to the City of Sanford, Purchasing Division, herein after referred to as “City”, at 407.688.5028 or ext. 5030. Additional contract terms and conditions on City’s webpage Contract Terms and Conditions | Sanford, FL (sanfordfl.gov)

RESERVED RIGHTS OF THE CITY

The City reserves the right to unilaterally cancel this Request for Quotation, at its sole discretion.

WRITTEN COMMUNICATIONS

The terms and conditions of this Request for Quotation shall not to be modified verbally. All communication shall be in writing.

APPLICABLE LICENSING

The Vendor, at its sole expense, shall obtain all required federal, state, and local licenses, occupational and otherwise, required to successfully provide the goods/services set forth herein.

QUALITY

All materials or services furnished on this order must be as specified and subject to City inspection within a reasonable time after delivery at destination. Variations in materials or services from those specified in this order must not be made without prior written authority from the Procurement Administrator. Material rejected will be returned and shall be done so at the vendor’s sole risk and expense.

QUANTITY/PRICE

The quantity of materials ordered or the prices specified must not be exceeded without written authority being first obtained from the Purchasing Division.

INDEMNITY

The Vendor hereby agrees to indemnify and save harmless the City, its officers, agents and employees from and against any and all liability, claims, demands, damages, fines, fees, expenses, penalties, suits, proceedings, actions, and cost of actions, including attorney’s fees for trial and on appeal, of any kind and nature arising or growing out of or in any way connected with the performance of this Agreement whether by act or omission of the Vendor, its agents, servants, employees, or others, or because of or due to the mere existence of this Agreement between the parties.

PATENT/COPYRIGHT HOLD HARMLESS

The Vendor shall pay all royalties and assume all costs arising from the use of any invention, design, process, materials, equipment, product or device which is the subject of patent rights or copyrights. Vendor shall, at it’s own expense, hold harmless and defend the City against any claim, suit or proceeding brought against the City which is based upon claim, whether rightful or otherwise, that the goods or services, or any part thereof, furnished under this Purchase Order, constitute an infringement of any patent or copyright of the United States. The Vendor shall pay all damages and costs awarded against the City.

PACKING

If awarded a purchase order or Agreement, all invoices and package lists must clearly be marked with shipper’s name, address and Purchase Order Number.

Charges are not allowed for boxing, crating or special deliveries unless previously agreed upon in writing.

DELIVERY

All materials must be shipped F.O.B. Destination. The City will not pay freight or expense charges, except by previous agreement. In the event of the City agreeing to F.O.B. Shipping Point, the Vendor must PREPAY SHIPPING CHARGES AND ADD TO INVOICE. Delivery must be effected within the time stated on Purchase Order. The City reserves the right to cancel this order and purchase elsewhere if the Vendor fails to meet the delivery date specified on Purchase Order. Deliveries shall be made between 7:00AM and 4:30PM on regular working days unless otherwise stated. Transport deliveries must be unloaded and ready for inspection prior to 4:30PM. In case of default by the Vendor, the City may procure the articles or services covered by this order from other sources and hold the Vendor responsible for any additional cost occasioned thereby.

MATERIAL SAFETY DATA SHEET

As necessary, the Vendor agrees to furnish the City with a current Material Safety Data Sheet (MSDS) on or before delivery of each and every hazardous chemical or substance purchased which is classified as toxic under Chapter 422, Florida Statutes. Appropriate labels and MSDS’s shall be provided for all shipments. Send a copy of the MSDS’s and other pertinent data to the City Purchasing Division and include same with product delivery.

OSHA REQUIREMENT

The Vendor hereby guarantees the City that all materials, supplies, and equipment as listed on the resulting Purchase Order shall meet the requirements, specifications and standards as provided under the U.S. Department of Labor Occupational Safety and Health Act of 1970, as from time to time amended and in force at data hereof.

COMPLIANCE WITH LAWS, GUIDELINES, REGULATIONS

The Vendor, at its sole expense shall comply with all laws, ordinances, judicial decisions, orders, and regulations of federal, state, county and municipal governments, as well as their respective departments, commissions, boards, and officers, which are in effect at the time of award or are adopted at any time following the award.

AWARD

The City reserves the right to reject any or all parts of this solicitation, waive technicalities and to award to most responsive, responsible bidder, as in the best interest of the City.

Failure of a Vendor that is awarded a Purchase Order to deliver according to the Purchase Order or to comply with any of the terms and conditions therein may disqualify the Vendor from receiving future orders.

PAYMENT TERMS

Payment terms are net 30 days upon delivery and acceptance. The City pays in accordance with the Prompt Payment Act – Section 218.70, Florida Statutes.

APPLICABLE LAW, VENUE AND JURY TRIAL

The laws of the State of Florida shall govern all aspects of this order. In the event it is necessary for either party to initiate legal action regarding this order, venue shall lie in Seminole County, Florida. The parties hereby waive their right to trial by jury in any action, proceeding or claim, arising out of this order, which may be brought by either of the parties hereto.

AUDITING, RECORDS AND INSPECTIONS

The Vendor shall keep books, records, and accounts of all activities, related to this order, in compliance with generally accepted accounting procedures. If required, books, records, and accounts related to the performance of this order shall be open to inspection during regular business hours by an authorized representative of the City and shall be retained by the Vendor, for a period of three (3) years after termination or completion of the services or until the full City audit is complete, whichever comes first. The City shall retain the right to audit the books during the three-year retention period. All books, records, and accounts related to the performance of this order shall be subject to the applicable provisions of the Florida Public Records Act, chapter 119, Florida Statutes. The City also has the right to conduct an audit within sixty (60) days from the effective date of this order to determine whether the Vendor has the ability to fulfill its contractual obligations to the satisfaction of the City. The City has the right to terminate this order based upon the findings in this audit without regard to any notice requirement for termination.

WARRANTY

The Vendor agrees to provide a full warranty to the City for all materials and services which it provides hereunder for one full year following the date of delivery or completion of services. In the event that the Vendor is called to perform warranty work, the Vendor will be responsible for all costs incurred in repairing the areas under warranty. If it is determined that new problem areas have appeared which were not areas repaired by the Vendor under the Scope of Services set forth herein, the City will be responsible for the costs incurred in repairing the new areas.

The manufacturer’s warranty on materials received and installed shall extend for the full warranty period.

INSURANCE

The Vendor shall have at a minimum the insurance limits listed hereunder; however the City reserves the unilateral and sole right to modify said limits when the type of product or services requested merit a modification of the insurance limits listed herein. The Vendor shall submit a copy of their Certificate of Liability Insurance with their quote submittal.

NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO

WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE

PRECEDENCE.

Issued by: Finance/Purchasing Division Sanford, Florida

IRFQ 24/25-306 Food Catering Services Due: Thursday, March 20, 2025 https://www.sanfordfl.gov/departments/finance/purchasing/contract-terms-and-conditions