PUR-F-302 Rev. 03/20161

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: November 4, 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 Fax Number: 407.688.5021 Email: purchasing@sanfordfl.gov For Div./Dept./Office: Jerry Sullivan, Recreation Manager Delivery Address: Sanford City Hall

300 N Park Avenue Sanford, Florida 32771

ISSUED DATE: October 14, 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 Holiday Lighting and Décor at various locations in Sanford.

2. Deliverables and Scope of Services. The successful Bidder shall provide all necessary material, goods, labor, etcetera to installation, maintenance, removal, and storage of holiday lighting and décor across multiple city locations.

Services will include providing commercial-grade lighting, seasonal decorations, custom electrical work, testing, programming, and end-of-season removal and storage.

2.1 Veterans Memorial Park

• Lighting of 18 palm trees with 5mm sealed light sets – warm/classic white (10 sets per tree; 180 total)

• Installation of two 4' American flags, one on each side of the center monument

• All lighting to be custom-wired using SPT-1 cord and plugs

• Connection to a digital timer for auto on/off control

• Product testing and programming post-installation

2.2 Magnolia Square

• Wrapping of 4 living planter trees with warm white lights

• Installation of Four (4) 8' Christmas trees with white, red, and gold ornaments

• Installation of Two (2) 9' Christmas trees with same ornament pattern

• Placement of Four (4) fiberglass ornaments (33" diameter: 2 red, 2 gold)

• Installation of Six (6) 4' Sea Horse lighted tinsel motifs (3 per side, varying heights)

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 25/26-300 Holiday Lighting and Decor mailto:purchasing@sanfordfl.gov

• Setup of Six (6) light-up gift boxes around main tree

• Clock Tower wrapped in garland and lighted decor

2.3 Monroe Hall

• Candy Cane themed roofline lighting (120 ft across 3 visible sides)

Color pattern: red-red-white-white

• Wrapping of 1 center oak tree (approx. 8'-12' height), using:

o 7 sets of red 5mm and 7 sets of pure white 5mm lights o 10 cascading icicle lights hung around canopy

2.4 Arches at First St. & French Ave.

• Installation of Six (6) Mixed Noble Series Pre-Lit Garland sections (14" diameter x 9' length) with warm white 5mm bulbs

• Mounting of Two (2) 36" Pre-Lit Mixed Noble Series Wreaths with warm white bulbs

• Attachment of Two (2) 18" Pre-Lit Red Velvet Bows with gold trim

2.5 Sanford Museum

• Candy Cane themed wrapping of Three (3) large oak trees (approx. 8'-12' height), including bottom branches

• Installation of 21 spritzers (7 per tree canopy)

2.6 Cultural Corridor (Sanford Ave. & Sixth Street)

• Warm White themed decor:

o Two sections of 9' ornament garland on each side of walkthrough o 110 ft of warm white C9 roofline lighting on magnetic strip outlining spire

2.7 Paulucci Park

• Candy Cane themed lighting in center circle island in front of mural:

o 20 sets of lights o Installation of 4M (13.1') Candy Walkthrough Hat

2.8 Artisan Square

• Norman Rockwell themed decor:

o 30 ft strand of C9 incandescent lights around tree canopy o Two (2) 9' garlands with red ribbon bows on restroom wall o One (1) 36" wreath with large red bow under garland o Smaller bows/ribbons added for detail

2.9 Civic Center

• Wrapping of Five (5) large oak trees with red and white 5mm lights (20 sets per tree)

3.0 Electrical & Programming

• All lighting to be custom wired using SPT-1 cord and plugs

• Lights connected to digital timers set to client’s preferred schedule

• Timers include remotes and operation instructions provided to City

• Final system check post-installation to ensure full functionality

3.1 Removal, Storage, and Documentation

• All décor and lighting will be removed by January 7

• All items:

o Labeled with City of Sanford name and address o Packed in boxes or totes o Sealed with tamper-proof tape or ties o Accompanied by diagrams, photos, and key notes

• Vendor will store items in the city's insured and secured warehouse for the season.

3.2 Warranty and Maintenance

• All products are covered by a three (3) season warranty

• Vendor is responsible for repair or replacement within 24 hours of problem notification

3.3 Deliverables

• Complete installation and programming of all listed décor

• Functional testing and troubleshooting

• Timers programmed and remotes provided

• Photo and video documentation of final installations

• Secure removal, labeling, and storage of all items

3.4 General Requirements

• Installation Deadline: November 15, 2025

• Custom wiring using SPT-1 cord and plugs

• All lights to be connected to digital timers (provided by vendor)

• Programming, testing, and remote controls with instructions included

• On-call repair service within 24 hours during the display season

• Removal and storage to be completed by January 7, 2026

• Vendor to label, pack, and store all materials in a secure, insured facility

• Documentation (photos, diagrams, notes) to be submitted post-installation

3.5 Warranty Requirements

• All products and workmanship to be warrantied for three (3) seasons

• Vendor must respond and resolve any failures within 24 hours

3.6 Statement of Inspection: N/A. All bidders are hereby required to conduct a site inspection to familiarize them with Recreation to 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.

3.7 Existing Material Removal: N/A. 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.

3.8 Delivery and Set-Up: N/A. Delivery shall be made to Parks and Recreation located at 300 N Park Ave, Sanford, FL 32771 between the hours of 7:30 A.M. and 4:30 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 risk of loss, any damage and/or stolen materials and equipment while in transit to the Parks and Recreation.

3.9 Delivery and Time Performance: Project completion shall be attained no later than November 15, 2025. At approximately one day 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 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.

4.01 Permitting: N/A. The successful Bidder shall be solely responsible for all pertinent permits required as well as adhering, meeting and or exceeding all local, state, and national building codes.

4.02 City Responsibility: The City shall be responsible for:

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

b. Provide access to the work area;

c. Provide locations as required;

d. The City shall make the facility available for evaluation and inspection accompanied by a City Representative by calling 407.688.5077 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 7:30 A.M. and 4:30 P.M., Monday through Thursday.

4.03 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 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.

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, crating, cardboard, protective packaging, liners, plastic, etcetera. Any dumpsters located within the city 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.

Punch List: N/A. 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 the installation completed by November 15, 2025. 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.

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 requirement service to be offered.

5. Informal Solicitation Use by Other Agencies.

All Bidders submitting a response to this IRFQ document agree that such response may also constitute a bid submittal to other governmental agencies within the State of Florida, under the same terms, conditions, price for the same effective period as this bid submittal. Each governmental agency desiring to accept this bid submittal, and make an award thereof, shall do so independently of the City and/or any other governmental agency. Each governmental agency shall be responsible for its own purchases and each shall be liable only for materials and/or services ordered and received by it, and no governmental agency assumes any liability by virtue of this bid submittal. This agreement in no way restricts or interferes with the right of any governmental agency to competitively procure any or all items.

6. 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 25/26-300, Holiday Lighting and Decor as follows:

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 Attachment “I” Insurance Requirement Form, and submit with your quote submittal.

2. Complete and include Attachment “A”, Addendum Receipt Acknowledgement Certification (if require)

3. Complete attachments B through Q

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 requesting 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 requesting Division/Department/Office. Any interpretations, clarifications, or changes made will be in the form of written addenda issued by requesting 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-25/26-300 HOLIDAY LIGHTING AND DECOR

INFORMAL REQUEST FOR QUOTE AND ACCEPTANCE OF PROPOSAL

TERMS AND CONDITIONS

INFORMAL REQUEST FOR QUOTE

Location Description Qty Unit Total Price

1. Veterans Memorial Park Palm Tree Lighting (180 set) 180 Set $

2. Veterans Memorial Park Flags & Wiring Set Up Lump Sum $

3. Magnolia Square

Planter Tree Wraps, Trees, Gift Boxes, etc.

Lump Sum $

4. Monroe Hall Roofline, Tree Wrap, Icicle Lights

Lump Sum $

5. Arches Garland, Bows, Wreaths Lump Sum $

6. Sanford Museum Oak Wraps, Spritzers Lump Sum $

7. Cultural Corridor Garland and Spire Lighting Lump Sum $

8. Paulucci Park Cand Hat, Circle Light Lump Sum $

9. Artisan Square Garland, Wreath, Tree Lights Lump Sum $

10. Civic Center Tree Wrapping (5 trees, 20 sets each)

100 set $

11. Labor/Installati on Setup and Removal Fee Lump Sum $

12. Total $

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”

Affidavit: Security and Public Safety Requirements, Code of Sanford, Florida:

The CONTRACTOR shall be responsible for the accepted standards, appearance, conduct, and safety of its employees, subcontractors, agents, and any other person caused by the CONTRACTOR to have access to any facility under the authority of the City.

1. The CONTRACTOR under any agreement with the City, shall require all personnel under its cognizance, at all times when performing work in the context of that agreement to wear identification badges which, at a minimum, provides the name of the employee and the CONTRAACTOR.

2. The CONTRACTOR shall, when so required, provide to the CITY a list of employees working on the project which includes a list of employee work days, times and assignments for each employee within forty-eight (48) hours of the request for such information. This information, when requested by the CITY, shall be provided prior to the employees of the CONTRACTOR entering the CITY's premises.

3. The CONTRACTOR shall comply with Section 2-67 of the Sanford City Code as it relates to security screenings of private contractors, subcontractors and employees of private contractors. The CONTRACTOR shall cause each person designated or found by the City to be functioning in a position and/or location critical to the security and/or public safety of the CITY to undergo the following inquiries and procedures conducted by the City of Sanford:

a. Fingerprinting in accordance with the CITY’s Procurement procedures,

b. Submission of the fingerprints to the Florida Department of Law Enforcement for state criminal history evaluation, and

c. Submission of the fingerprints to the Federal Bureau of Investigation for a national criminal history evaluation.

Such confidential information shall be used by the CITY to determine a person’s eligibility to function in such critical employment position(s) as described. Additionally, the CITY may request and the CONTRACTOR shall provide the name, address and social security number and licenses (driver’s, commercial drivers license or CDL, or other operator’s license) for employees of the CONTRACTOR that may work on the CITY's premises in positions found by the City to be critical to the security and/or public safety of the CITY by reason of access to any publicly owned or operated facility. The CONTRACTOR shall release such information upon approval of the employees. If an employee refuses to authorize the release of their address, social security number and/or licenses they shall not be allowed to work or continue to work in such critical positions.

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

ATTACHMENT “D”

NON-COLLUSION AFFIDAVIT

The undersigned, by signing this document hereby certifies that the company named below hereby is or does:

1. States that the entity named below and the individual signing this document has submitted the attached bid or proposal:

2. He is fully informed respecting the preparation and contents of the attached proposal and of all pertinent circumstances respecting such proposal;

3. Said bid or proposal is genuine and is not a collusive or sham bid or proposal;

4. Neither the said bidder or proposer nor any of its officers, partners, owners, agents, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other bidder, proposer, firm or person to submit a collusive or sham bid or proposal in connection with the Contract for which the attached bid or proposal has been submitted or to refrain from bidding or proposing in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communications or conference with any other bidder, proposer, firm or person to fix the price or prices in the attached bid or proposal or of any other bidder of proposer, or to fix any overhead, profit or cost element of the bid or proposal price or the bid or proposal price of any other bidder or proposer, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Sanford or any person interested in the proposed Contract.

5. The price or prices quoted in the attached bid or proposal are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the bidder or proposer or any of its agents, representatives, owners, employees, or parties in interest, including the individual signing this document.

Bidder

Signature of Authorized Representative (Affiant) Date

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

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.

ATTACHMENT “E”

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 25/26-300 Holiday Lighting and Décor.

C. The AFFIANT has made 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 “E”, 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 “F”

Florida Public Entity Crimes Statement

SWORN STATEMENT UNDER SECTION 287.133(3) (a), FLORIDA STATUTES: THIS FORM MUST BE SIGNED IN

THE PRESENCE OF A NOTARY PUBLIC OR OTHER OFFICER AUTHORIZED TO ADMINISTER OATHS.

A. This sworn statement is submitted with Bid, or Contract Number IRFQ 25/26-300 Holiday Lighting and Décor.

B. This sworn statement is submitted by_________________________________________ whose business address is [Name of entity submitting sworn statement]

______________________________________________________________________ and (if applicable) it’s Federal Employer Identification Number (FEIN) is _____________________ (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: ____________________.

C. My name is ________________________________ and my relationship to the above is _________________.

[Please print name of individual signing]

D. I understand that a "public entity crime" as defined in section 287.133(l)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity in Florida or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

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

F. I understand that "affiliate" as defined in section 287.133(l) (a), Florida Statutes, means:

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

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

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

H. Based on information and belief, the statement, which I have marked below, is true in relation to the entity submitting this sworn statement. [Please indicate with a check mark () which statement applies].

____ Neither the entity submitting this sworn statement, nor any officers, directors, executives, partners, shareholders, employees, members, or agents who is active in the management of the entity, nor any affiliate of the entity have been convicted of a public entity crime subsequent to July 1, 1989.

____ The entity submitting this sworn statement, or one or more of the officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989, AND [Please indicate which additional statement applies].

____ There has been a proceeding concerning the conviction before a judge or hearing officer of the State of Florida, Division of Administrative Hearings, or a court of law having proper jurisdiction. The final order entered by the hearing officer or judge did not place the person or affiliate on the convicted contractor list. [Please attach a copy of the final order.]

___ The person or affiliate was placed on the convicted contractor list. There has been a subsequent proceeding before a court of law having proper jurisdiction or a judge or hearing officer of the State of Florida, Division of Administrative Hearings. The final order entered by the judge or hearing officer determined that is was in the public interest to remove the person or affiliate from the convicted contractor list. [Please attach a copy of the final order.]

____ The person or affiliate has not been placed on any convicted vendor list. [Please describe any action taken by or pending with the State of Florida, Department of Management Services.]

By the signature(s) below, I/we, the undersigned, as authorized signatory to commit the firm, certify that the information as provided in Section 00436, Public Entity Crimes Statement, is truthful and correct at the time of submission.

Typed Name of AFFIANT

Title

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 ________________, ATTACHMENT “G”

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 ________________, END OF SECTION

ATTACHMENT “H”

RECEIPT OF EXEMPT PUBLIC RECORDS AND AGREEMENT TO SAFEGUARD

The below named is the recipient of certain documents and by signing this document agrees and acknowledges that, in accordance with the provisions of 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”), any and all documents such as, by way of example only and not as a limitation, building plans, blueprints, schematic drawings and diagrams, regardless of the status of the documents (draft, preliminary or final) which depict the internal layout and structural elements of a proposed or existing public building, arena, stadium, water treatment facility, wastewater treatment facility, or other structure owned or operated by the City of Sanford (City) that have been provided to the recipient by the City are exempt from the Public Records Laws.

The recipient hereby acknowledges its obligation to maintain the exempt status of this information and agrees to fully maintain, in every respect, the exempt status of the documents and protect and safeguard the documents from public dissemination. The recipient recognizes that the purpose of this exemption is to protect the City, its citizens and the general public from acts of terrorism.

The statement of the recipient made herein includes binding representations with regard to the following persons and entities, without limitation: all subcontractors (potential or contracted) of recipient, all employees, agents, officers and any other persons associated with recipient.

The recipient shall ensure that all said persons and entities are advised of and agree to protect the exempt nature of the above referenced documents and to safeguard same prior to permitting any of the above said persons or entities to have access to the referenced documents. The recipient may use the referenced documents to make bids upon an exempt City project in coordination with such persons and entities, provided recipient ensures that the exempt status and control of the documents is protected.

The following list of examples of the specific documents, provided to the recipient as documented below, which are exempt from the Statutes indicated and as provided above:

1.

2.

3.

4.

AGREED IN EVERY RESPECT WITHOUT QUALIFICATION:

Recipient:

Signature Date

Printed or Typed Name and Title

Representing:

Name of Company

Company Address Phone No.

ATTACHMENT “I”

INSURANCE REQUIREMENTS

INSURANCE REQUIREMENTS OUTLINED BELOW APPLICABLE TO CONTRACTS FOR SERVICES

WHEN THE CONTRACTOR PERFORMS ON OR OFF CITY PREMISES

Contracts and Construction Projects -

NO UNUSUAL

HAZARDS

(Under $25,000)

Contracts and Construction Projects -

NO UNUSUAL

HAZARDS

($25,000 to $99,999)

Contracts and Construction Projects -

NO UNUSUAL

HAZARDS

($100,000 to $500,000)

Contracts and Construction Projects (Over $500.000 and/or

UNUSUAL HAZARDS)

Professional Services (Construction Services, Architects

/ Engineers / Consultants, Professional Consultants, IT/Computer Systems Related)

(ANY SIZE)

COMMERCIAL GENERAL LIABILITY

General Aggregate $500,000 $1,000,000 $2,000,000 $3,000,000 $1,000,000 Products & Completed Operations Aggregate $500,000 $1,000,000 $2,000,000 $3,000,000 $1,000,000 Personal and Advertising Injury $500,000 $1,000,000 $1,000,000 $2,000,000 $1,000,000 Each Occurrence $500,000 $1,000,000 $1,000,000 $2,000,000 $1,000,000 Project Specific Aggregate (Per Job/Per Location) $2,000,000 $2,000,000 Sexual Harassment, abuse and molestation If applicable If applicable If applicable If applicable If applicable

GARAGE KEEPERS (when required) Aggregate THE CITY WILL ANALYZE ON A CASE-BY-CASE BASIS.

GARAGE LIABILITY (when required) Aggregate THE CITY WILL ANALYZE ON A CASE-BY-CASE BASIS.

Combined Single Limit $500,000 $1,000,000 $1,000,000 $1,000,000 $1,000,000

If vehicles on site If vehicles on site

A. Workers Compensation Statutory* Statutory* Statutory* Statutory* Statutory* B. Employers' Liability

Employer's Liability/Accident $500,000 $500,000 $500,000 $1,000,000 $500,000 Disease Policy Limit $500,000 $500,000 $500,000 $1,000,000 $500,000

Including Fire, Wind & Flood as applicable 100% Completed Value 100% Completed Value

Bodily Injury & Property Damage $1,000,000 (if applicable) $1,000,000 (if applicable)

Policy Aggregate $500,000 (if applicable) $1,000,000 (if applicable) $1,000,000 (if applicable) $1,000,000 (if applicable) $1,000,000 Bodily Injury & Property Damage $500,000 (if applicable) $1,000,000 (if applicable) $1,000,000 (if applicable) $1,000,000 (if applicable) $1,000,000

Data Breach, Media Content, Privacy Liability, Network

$5,000,000 $5,000,000 $5,000,000

INSURANCE CARRIER FINANCIAL

STABILITY (AM BEST RATING)

DEFINITIONS

COMMERCIAL GENERAL LIABILITY

AUTOMOBILE LIABILITY

WORKERS' COMPENSATION AND

EMPLOYERS' LIABILITY

BUILDER'S RISK

POLLUTION LIABILITY

PROFESSIONAL LIABILITY / ERRORS &

OMMISSIONS LIABILITY

CYBER / PRIVACY LIABILITY

Edition: Mar 17, 2025

Designed to cover consumers of technology services or products.

Protects employer's exposures arising out of injuries sustained by employees.

Designed to cover property in the course of construction.

Designed to cover contamination of an environment by substances regarded as pollutants.

Protects the insured against liability claims arising out of damages caused by errors, ommissions, or failure to perform a service.

Protects the insured against liability claims for bodily injury and property damage due to negligence.

Protects the insured against financial loss because of legal liability for automobile-related injuries or property damage to others caused by an insured auto.

CYBER / PRIVACY LIABILITY

All Insurance carrier(s) must have a minimum financial rating of A-, VII or better. Financial Ratings can be verified at: www.ambest.com

NOTES OF IMPORTANCE

The City of Sanford must be named as Additional Insured on all policies EXCEPT workers' compensation and professional liability policies.

If Professional Liability is written on a Claims Made basis, coverage must be provided for not less than three(3) years after project completion.

* Statutory Workers Compensation may not be wavied.

Follow form umbrella or excess liability policies can supplement the underlying general and auto liability to satisfy the coverage limits required.

The above limits are minimum standards and this document is to be utilized as a guide only. Each Scope of Work and estimated cost should be reviewed to determine appropriate limits and/or exceptions. ANY CHANGES TO THE COVERAGE REQUIREMENTS DETAILED IN THIS DOCUMENT SHALL BE APPROVED BY CITY OF SANFORD CITY MANAGER OR ASSISTANT CITY MANAGER.

BUILDER'S RISK

POLLUTION LIABILITY

PROFESSIONAL LIABILITY / ERRORS AND OMMISSIONS LIABILITY

WORKERS' COMPENSATION AND EMPLOYERS' LIABILITY

INSURANCE REQUIREMENTS MATRIX

MINIMUM INSURANCE LIMITS BY TYPE OF PROJECT / AGREEMENTS / EXPOSURE

AUTOMOBILE LIABILITY

http://www.ambest.com/ http://www.ambest.com/ http://www.ambest.com/ http://www.ambest.com/ http://www.ambest.com/ http://www.ambest.com/ http://www.ambest.com/ http://www.ambest.com/

SANFORD

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.

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. Any work initiated without completion of this requirement shall be unauthorized and the City will not be responsible.

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

> Certification Terms and Conditions

It is noted that the City has a…