IRFQ 25_26-307 Promotional Process.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: September 29, 2026 at 2:00 P. M. Local Time City of Sanford Purchasing Division Contact Person: Frank Mascola, Purchasing Coordinator Address: 300 N. Park Avenue City, State, Zip: Sanford, Florida 32771 Phone Number: 407.688.5191 Fax Number: 407.688.5021 Email: purchasing@sanfordfl.gov For Div./Dept./Office: Dawn Chambers, Administrative Services

Manager Delivery Address: Sanford Police Department 815 Historic Goldsboro Blvd.

Sanford, Florida 32771

ISSUED DATE: September 8, 2026

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 a qualified contractor to manage the agency’s 2027 Sanford Police Department’s promotional process for the ranks of Sergeant and Lieutenant.

2. Deliverables and Scope of Services. The successful Bidder shall provide all necessary material, goods, labor, etcetera to The selected vendor will be required to meet the following specified requirements:

A. Generally, the selected vendor shall ensure the promotional process is completed in compliance with all applicable federal and state laws and regulations as well as the applicable current collective bargaining agreement articles. A copy of the applicable Collective Bargaining Agreement (CBA) articles for Sergeant and Lieutenant are attached to this bid request. The selected vendor shall meet the City of Sanford’s insurance requirements, and the state requirement to have an active registration with Sunbiz.org Division of Corporations - Florida Department of State. A description of the insurance requirements, instructions on registering on Sunbiz.org, a W9 form and vendor form are attached must complete and return with your bid.

B. The selected vendor shall be required to meet the following specified requirements

i. Attend initial introductory meetings with Police Department Command personnel to discuss all elements of the promotional process and the required timeline for completing in accordance with the CBA, as well as selection of written references and a discussion of onsite/offsite logistical requirements, including facilities. A discussion of promotional process assessor selection. (Note that assessors will be selected by our agency and approved by our HR Director as stated within the CBA)

ii. Complete a separate onsite Job Task Analysis (JTA) for Sanford Police Department Sergeant and Lieutenant Positions.

iii. Develop a written examination consisting of 100 multiple choice questions that are directly linked to the required knowledge skills and abilities included in the JTA.

iv. Develop an Assessment Center which includes at least two of the exercises included in the applicable Sergeant and Lieutenant CBA articles. The selected vendor shall videotape all Assessment Center exercises and provide copies of these videos to the Sanford Police Department.

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

Phone: 407.688.5028, or extension 5191 | Fax: 407.688.5021 FORM

IRFQ INFORMAL REQUEST FOR QUOTE

IRFQ 25/26-307 Promotional Process mailto:purchasing@sanfordfl.gov https://dos.fl.gov/sunbiz/ https://dos.fl.gov/sunbiz/

v. Conduct second meeting with Police Department Command personnel to finalize all elements of the 2027 Sergeant and Lieutenant promotional processes. The following would be required to be completed at this meeting:

(1) Command approval of each written test item, and Assessment Center Exercise.

(2) Revise written test items and Assessment Center Exercises as necessary.

(3) Review and adjust selected written references as necessary

(4) Finalize timeline; including dates for candidate orientation sessions, written examination and assessment center.

(5) Finalize logistical support requirements

vi. The Sanford Police Department will prepare Promotional Process Special Notices for the 2027 Sergeant and Lieutenant promotional processes in accordance with the respective CBA articles. Selected vendor will review for accuracy and provide prompt feedback.

vii. A list of qualified prospective Sergeant and Lieutenant Candidates will be provided to the selected vendor.

viii. Onsite Orientation sessions for both day and night shift officers shall be completed at least one month in advance of the date of the promotional process.

ix. Selected vendor shall proctor command approved written examination on the first day and the Assessment

Center on the required number of subsequent days. The vendor, in coordination with the Police Department Command will provide candidates a method of challenging any element of the written examination or Assessment Center. The Chief of Police shall be the final arbiter.

x. At the completion of all testing and examinations the Vendor will be required to grade the examination, and assessment center results in accordance with the applicable CBA article.

xi. The selected vendor shall provide the Sanford Police Department a rank order listing of candidates for both the results of the Sergeant and Lieutenant promotional processes.

xii. The vendor shall also provide a final detailed and summarized report of each candidate’s results; as well as a candidate assessment report allowing the candidates to receive feedback from their performance in the assessment.

C. The Police Department point of contact for coordinating this process is Dawn Chambers, Administrative Services

Manager.

D. All vendors who submit a proposal must be registered with the Florida Department of State through SunBiz. Any vendor that is not registered will be considered non-responsive.

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

2.02 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.

2.03 Delivery and Set-Up:

A. 1 Day Meeting- Chief/PD senior management: No later than –January 18, 2027.

Promotional examinations announcement/Special Notice: January 28, 2027 (internal-PD) Written and Oral examinations: Between March 29, 2027, to April 2, 2027.

Submit results to City of Sanford Human Resources department: April 23, 2027.

Human Resources post report: no later than May 9, 2027

B. 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 Police Department.

2.04 Delivery and Time Performance: Project completion shall be attained no later than 10 days from the date a purchase order has been issued by the City to the successful Bidder. At approximately 72 hours 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 30 days 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 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.

A. City Responsibility: The City shall be responsible for:

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

ii. Provide access to the work area;

iii. The City shall make the facility available for evaluation and inspection accompanied by a City Representative by calling 407.688.5174 to schedule an appointment; and,

iv. Appointments will be given on a first-come, first-serve basis based on availability and will be given between the hours of 8:00 A.M. and 4:30 P.M., Monday through Thursday.

2.06 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.

2.07 Clean-Up: N/A. 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 Police Department 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.

2.08 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 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.

2.09 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.

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-25/26-307, Promotion Process, 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 Section 00618 Insurance Requirement Form, and submit with your quote submittal.

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

3. Complete attachments B through Q

4. Include a completed vendor form (to include confirmation of registration w/ www.sunbiz.com) Vendor must be a Florida register agent to do business with the City of Sanford. Must be in business for (3) consecutives years.

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 three (3) year with an option of two (2), one

(1) year renewals with the extended term of this Agreement not to exceed five (5) years. Prior to the completion of year (3) 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 http://www.sunbiz.com/

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-25/26-307 PROMOTIONAL PROCESS

PRICE PROPOSAL AND ACCEPTANCE OF PROPOSAL TERMS AND CONDITIONS

REVISE THIS PORTION/BID OR PROPOSAL

Item Description Price

1. Candidate Orientations/Subject Matter Expert Meetings $

2. Administration/Consulting/Managing/Coordination of Process $

3. Candidate Assessment Report $

4. Testing $

5. Airfare (Round Trip) $

6. Airport Travel & Parking $

7. Lodging $

8. Rental Vehicle $

9. Meals $

10. TOTAL IRFQ 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 _____________, 2026, 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 ________________, 2026.

(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 _____________, 2026, 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 ________________, 2026

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)

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 _____________, 2026 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 ________________, 2026.

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 25/26-307 Promotion Process.

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 _____________, 2026, 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

WITNESS my hand and official seal in the County and State last aforesaid this____day of ________________, 2026.

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 25/26-307 Promotion Process.

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 Attachment “F” 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 _____________, 2026, 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

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 _____________, 2026, 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.

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

ATTACHMENT “I”

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 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 insure 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 required and otherwise referenced are minimum limits acceptable to the City. In addition, all contractor policies shall be considered primary to City coverage and shall not contain co-insurance…