ITB_26-02_Fire_Services.pdf

City of Oviedo, Florida

Invitation to Bid (ITB)

#26-02: Fire Services

Due Date: 2:00 p.m., September 4, 2025

Procurement Division 400 Alexandria Blvd.

Oviedo, Florida 32765

ITB 26-02: Fire Services Page 2

TABLE OF CONTENTS

Section 1 General Information

Section 2 General Bid Terms and Conditions

Bid Award

Anticipated Timetable

Submitall of Bids

Insurance

Section 3 Purpose

Section 4 Scope of Services

Section 5 Information to be included in Submittal

Attachment A, Competitive Solicitation Acknowledgement Form

Standard Insurance Requirements

Attachment B, Statement of Insurance Compliance Form

Attachment C, Non-Collusion Affidavit of Bidder

Attachment D, Conflict of Interest Statement

Attachment E, Disputes Disclosure Form

Attachment F, Drug Free Workplace Certification Form

Attachment G, Public Entity Crime Information Statement

Attachment H, Organizational Information

Attachment I, Prohibition Against Contracting with Scrutinized Companies

Attachment J, Human Trafficking Affidavit…………………………………………………………………………………33

Attachment K, Affidavit of Compliance with Foreign Entity Laws…………………………………………….….34

Attachment L, Compliance with Employment Eligibility Requirements………………………………….……35

Attachment M, References

Attachment N, Acknowledgement of Addenda

Exhibit A, Sample City of Oviedo Standard Contract

Exhibit B, Bid Form

Exhibit C, Electronic Bid Submission Instructions

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SECTION 1: GENERAL INFORMATION

Thank you in advance for your interest in doing business with the City of Oviedo.

If you are interested in preparing a response to this solicitation, please read the bid package in its entirety prior to submitting a bid response. The City reserves the right to waive minor, nonmaterial irregularities in any or all qualifications and accept or reject any or all submittals, or to re-advertise. The City may withdraw all or part of this solicitation at any time to protect the interest of the City.

Under Chapter 119, Florida Statutes, all responses to this solicitation shall be considered public record, subject to distribution pursuant to the request for records by any interested party.

REQUESTING THE SOLICITATION DOCUMENT

The City of Oviedo Procurement Division is the official source to obtain information relating to the City solicitations.

All documents regarding this solicitation are posted utilizing an online bid management system, VendorLink. There is no charge to register with VendorLink and/or to participate in the solicitation process. Vendorlink is used for the submission of electronic bids. Vendors may also make an appointment with the City of Oviedo Procurement Division to obtain such information.

ON-LINE PROVIDER DISCLAIMER

Although not required, it is recommended that firms register and maintain their registration with VendorLink at www.MyvendorLink.com. This is a third-party vendor that provides a platform to communicate solicitation information to the Public. VendorLink does not represent the City nor does communications through this provider constitute communications to the City. The City of Oviedo is not responsible for errors and omissions occurring in the transmission or downloading of any documents from the online website. In the event of any discrepancy between information on this website and the hard copy specifications, the terms of the hard copy specification will control.

AMERICANS WITH DISABILITIES ACT

Persons with disabilities needing special accommodation at public meetings should contact the Procurement Division at 407-971-5534, no later than seven (7) days prior to the appropriate date on which the accommodation is requested.

TITLE VI

No person shall on the basis of race, color, national origin, sex, age, disability, family or religious status, as provided by Title VI of the Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987, the Florida Civil Rights Act of 1992 and other nondiscrimination authorities, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination or retaliation under any program or activity of the City of Oviedo.

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SECTION 2: GENERAL BID TERMS AND CONDITIONS

ASSIGNMENT

The Bidder shall not assign or transfer any contract resulting from this solicitation, including any rights title or interest therein, or its power to execute such contract to any person, company or corporation without the prior written consent of the City.

MANDATORY SITE VISITS

All interested bidders shall attend Mandatory Site Visits scheduled for Thursday, August 14, 2025, beginning at 9:00AM. Meet at City Hall located at 400 Alexandria Blvd, Oviedo, FL 32765.

BID OPENING

Electronic bids shall be received in accordance with the instructions in the bid document. Bid opening shall be public on the specified date as outlined in the bid document. All bids that have been received in a timely manner will be opened, recorded and accepted for consideration. The names of the bidders submitting bids will be read aloud and recorded. Bids received after the specified date and time will not be accepted. Bids will not be accepted by hard copy, telephone or facsimile.

Public Opening: Via Zoom at www.zoom.us, Meeting ID: 820 7726 7032 Pass Code: yk85q0

CANCELLATION

The City reserves the right to cancel, in whole or in part, any solicitation when it is in the best interest of the City. Availability of all information related to a cancelled solicitation is subject to Chapter 119, Florida Statutes.

COLLUSION AMONG FIRMS

More than one (1) bid from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Bidder is involved in more than one proposal submittal will be cause for rejection of all bids in which such Bidders are believed to be involved. Any or all bids will be rejected if there is reason to believe that collusion exists between Bidders. Bids in which the prices obviously are unbalanced will be subject to rejection.

The bidder, by affixing its signature to this proposal, certifies that its bid is made without previous understanding, agreement, or connection with any person, firm or corporation making a bid for the same item(s), and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

CONFLICT OF INTEREST

The award of any contract hereunder is subject to the provisions of Chapter 112, Florida Statutes.

Bidders must disclose with their proposal the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of the City or any of its agencies. Further, all Bidders must disclose the name of any officer or employee of the City who owns, directly or indirectly, any interest in the Offeror’s firm or any of its branches or affiliate companies.

http://www.zoom.us/

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CORPORATE STANDING AND AUTHORIZED SIGNATURE

The Proposer must demonstrate that the company is in good standing and that the person signing this proposal is an authorized signatory on behalf of the Proposer to negotiate and/or sign contracts, agreements, amendments and related documents to which the Proposer will be duly bound. Examples of satisfactory demonstration documents include:

A. A copy of your Articles of Incorporation listing the approved signatories of the corporation.

B. A copy of a resolution listing the members of staff that are authorized signatories for the company.

C. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

DISPUTES

In case of any doubt or difference of opinion as to the items to be furnished hereunder, the decision of the City of Oviedo City Manager shall be final and binding on both parties.

EFFECTIVENESS AND DURATION

A sample Agreement, of which is attached as "Exhibit A", will be the contracting mechanism for the bid award. This agreement may not be amended and any exceptions noted by the bidder to this document will not be considered. Exhibit A is an example only and shall not be included as part of your submittal. The agreement alone will not authorize the work or purchase of materials or require the City to place any orders for work or materials. Required services and/or materials will be specifically enumerated, described and depicted in the Purchase Order or Work Order authorizing the purchase of the specific service and/or materials.

During the term of the Contract, the City may require changes which alter the contract specifications provided that such changes are within the general scope of the contract. The parties agree to renegotiate to comply with any applicable current or revised state laws, regulation, or increases/decreases in allocations making any changes in the contract necessary. Modifications of provisions shall only be valid through execution of a formal contract amendment, and duly signed by both parties. There are no obligations to agree by either party.

QUANTITIES

The City of Oviedo will not be held to any maximum or minimum purchase quantities as a result of this solicitation and/or resulting contract.

FEDERAL AND STATE TAX

The City of Oviedo is exempt from Federal and State Sales and Use Taxes for tangible personal property. Contractors doing business with the City shall not be exempted from paying sales tax to their Suppliers for materials to fulfill contractual obligations with the City nor shall any Contractor be authorized to use the City’s Tax Exemption Number in securing such materials.

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FORMAL PROTEST PROCEDURES

Any actual or prospective bidder, bidder, or vendor who is aggrieved in connection with a solicitation or award of bid or contract may protest to the Procurement Manager within ten (10) calendar days after such aggrieved person knows or should have known of the facts giving rise Thereto. Said protest shall be in writing and shall state with specificity the grounds therefore and also the action requested of the Procurement Manager.

A. The Procurement Manager shall attempt to settle or resolve the protest. The Procurement Manager shall render a decision, in writing, within ten (10) calendar days following receipt of the protest. No bid award will be made during this time.

B. Any person aggrieved by the decision of the Procurement Manager may appeal to the Finance Director within ten (10) calendar days from the date of the Procurement Manager’s written decision. Any such appeal shall be accompanied by a certified check or cash protest bond equal to five percent (5%) of the aggrieved vendor’s bid made payable to the City, and shall state with specificity the grounds therefore and also the action requested of the Finance Director. The Finance Director shall attempt to settle or resolve the matter. The Finance Director shall render a decision, in writing, within ten (10) calendar days following receipt of the appeal. No bid award will be made during this time.

If protest is rescinded, the protest bond is returned.

C. Decisions of the Finance Director may be appealed to the City Manager by submission to the City Clerk of a written request of appeal within ten (10) calendar days from the date of the Finance Director’s written decision. The written request shall state with specificity the grounds for the appeal and also the action requested of the City Manager. No bid award will be made during this time.

D. The City Manager shall render a decision, in writing, within ten (10) days following receipt of the appeal. The decision of the City Manager shall be final and shall represent the position of the City.

E. Timely filing of the protest and/or appeals is jurisdictional. If the appeal is taken to court and the City’s decision is reversed, the protest bond will be returned. If the appeal is taken to court and the City’s decision is upheld, the protest bond is forfeited to the City as a cost reimbursement to the City with the recognition of the bidder that the calculations of damages to the City would be speculative with regard to the waging of the appeal and that the forfeiture of the bond is a reasonable manner in which to assess those costs.

F. In the event of a timely protest and/or appeal, the City shall not proceed further with the solicitation or with the award of the bid/contract unless the Procurement Manager, after consultation with the head of the using Department and the City Attorney, forwards to the City Manager a written request to award the contract without delay in order to protect the public health, welfare or safety.

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GOVERNING LAW/JURISDICTION

The interpretation, effect, and validity of any contract(s) resulting from this solicitation shall be governed by the laws and regulations of the State of Florida. Venue of any court action shall be in Seminole County, Florida. In the event that a suit is brought for the enforcement of any term of the contract(s).

JUDGEMENTS/LEGAL FINDINGS

By submitting this bid for consideration, the Bidder affirms that they currently have no judgements or other legal findings nor have any pending judgments or other legal findings against the company or any of its executives, with any federal, state or local governmental entities that in any way could impact or have the potential to impact their ability to complete any contract awarded them as a result of this bid. Failure to disclose any such judgments and/or findings will result in the termination of any contracts and other penalties as deemed legal and appropriate by the City.

LEGAL REQUIREMENTS

Federal, State, County and local laws, ordinances, rules and regulations that in any manner affect the item(s) covered herein apply. Lack of knowledge by the bidder will in no way be cause for relief from responsibility.

LIABILITY

The City of Oviedo assumes no responsibility for the cost of preparing this Invitation to Bid. The awarded Bidder(s) shall hold and save the City of Oviedo, its officers, agents and employees harmless from liability of any kind in the performance of or fulfilling the requirement of the Purchase Order or Contract which may result from award of this solicitation.

MISTAKES

In the event of extension errors, the unit price will prevail and the Bidder’s total offer will be corrected accordingly. In the event of addition errors, the extended totals will prevail and the Bidder’s total will be corrected accordingly. Bidders must check their bid where applicable. Failure to do so will be at the Bidder’s risk.

PAYMENT

In order for the City to provide payment, the Bidder shall submit a fully documented invoice that provides the basic information set forth in the agreement. The invoice shall be submitted to the City within thirty (30) calendar days after the service has been rendered. It shall be understood that such invoices shall not be submitted for payment until such time as the service has been completed and a City representative has reviewed and approved the service.

The Bidder shall be paid upon submission of invoices to the Accounts Payable, City of Oviedo, 400 Alexandria Blvd, Oviedo, Florida 32765. Invoices are to be billed at the prices stipulated on the Purchase Order and as outlined in this bid. All invoices must show the City of Oviedo Purchase Order Number.

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PUBLIC RECORDS

The CONTRACTOR agrees to fully comply with all State laws relating to public records. In order to comply with Section 119.0701, Florida Statutes, the CONTRACTOR must: (1). Keep and maintain public records required by the City to perform the service, (2). Upon request from the City 's custodian of public records, provide the public with a copy of the public records requested or allow the records to be inspected or copied within a reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law, (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of this Agreement and following completion of this Agreement if the CONTRACTOR does not transfer the records to the City, (4) Upon completion of this Agreement, transfer, at no cost, to the City all public records in possession of the CONTRACTOR or keep and maintain public records required by the City to perform the service. If the CONTRACTOR transfers all public records to the City upon completion of this Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.

If the CONTRACTOR keeps and maintains public records upon completion of this Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City, and (5). If the CONTRACTOR does not comply with a public records request, the City shall enforce any and all Agreement provisions in accordance with this Agreement and the CONTRACTOR shall be subject to all rights and remedies of the City and the public under controlling State law.

A request to inspect or copy public records relating to this Agreement must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify the CONTRACTOR of the request, and the CONTRACTOR must provide the records to the City or allow the records to be inspected or copied within a reasonable time. Failure by the CONTRACTOR to grant such public access and comply with public records requests shall be grounds for immediate unilateral cancellation of this Agreement by the City. The CONTRACTOR shall promptly provide the City with a copy of any request to inspect or copy public records in possession of the CONTRACTOR and shall promptly provide the City with a copy of the CONTRACTOR’s response to each such request.

The CONTRACTOR agrees that if any litigation, claim, or audit is started before the expiration of the record retention period established above, the records shall be retained until all litigation, claims or audit findings involving the records have been resolved and final action taken.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER

119, FLORIDA STATUTES, TO THE CONTRACTOR’S (CONTRACTOR’S) DUTY TO

PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT (407) 971-5504, ELIANNE RIVERA, CITY

CLERK, CITY HALL, CITY OF OVIEDO, 400 ALEXANDRIA BOULEVARD, OVIEDO,

FLORIDA 32765, ERIVERA@CITYOFOVIEDO.NET.

mailto:ERIVERA@CITYOFOVIEDO.NET

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PUBLIC ENTITY CRIMES

Pursuant to Section 287.133(12)(a) of the Florida Statutes, “A person or affiliate, who has been placed on the convicted vendor list following a conviction for a public entity crime, may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or CONTRACTOR under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO ($35,000) for a period of 36 months from the date of being placed on the convicted vendor list.”

QUALIFICATIONS OF RESPONDENTS

Before awarding the bid, the City of Oviedo reserves the right to require the bidder to submit such evidence of his/her qualifications and experience as it may deem necessary, and may consider any evidence available to it of the financial, technical and other qualifications and abilities of a bidder.

RESPONSIVENESS

Responses shall conform in all material respects to the solicitation in order to be considered for award. Any bid which fails to conform to the solicitation’s essential requirements may be rejected.

Any Bid which is not provided on the City form or fails to include the requested information, may be considered non-responsive and disqualified from consideration for award. The City shall notify any bidder in writing whose bid has been deemed non-responsive.

RIGHT OF REJECTION BY THE CITY

Notwithstanding other provisions of this bid document, the City reserves the right to award this contract to the firm that best meets the requirements of the City. Further, the City reserves the right to reject any or all submittals prior to execution of the contract, with no penalty to the City.

RESTRICTED DISCUSSIONS

From the date of issuance of this solicitation until final City Council approval, vendors shall not discuss the solicitation or any part thereof with any employee, agent, or any representative of the City except as expressly authorized by the designated Procurement Manager.

SIGNATURE OF BIDDER

The Bidder shall sign the Bid response forms in the space provided for the signature. If the Bidder is an individual, the words, "Doing Business As (business name)", or "Sole Owner"' shall appear beneath his signature. In the case of partnership, the signature of at least one of the partners shall follow the company name and the words, "Member of Firm", should be written beneath such signature. If the Bidder is a corporation, the title of the officer signing the Bid response on behalf of the corporation shall be stated. An electronic signature may be used and shall have the same force and effect as a written signature.

STATE REGISTRATION REQUIREMENTS

Any corporation submitting a bid in response to this solicitation shall either be registered or have applied for registration with the Florida Department of State in accordance with the provisions of Chapter 607, Florida Statutes. A copy of the registration/application may be required prior to

ITB 26-02: Fire Services Page 10 award of a contract. Any partnership submitting a response to this Solicitation shall have complied with the applicable provisions of Chapter 620, Florida Statutes. For additional information on these requirements, please contact the Florida Secretary of State’s Office, Division of Corporations, (800) 755-5111 (http://www.dos.state.fl.us).

VERIFICATION OF EMPLOYMENT STATUS

The Contractor is required to be registered with the U.S. Department of Homeland Security’s E- Verify system prior to entering into a contract with the City of Oviedo. The Contractor shall use the E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the contract term. The Contractor shall include an express provision in all of its subcontracts requiring subconsultants, who perform work or provide services pursuant to the contract, to use the E-Verify system to verify the employment eligibility of all new employees hired by the subconsultant during the contract term. Only those employees determined eligible to work within the United States shall be employed under this contract.

By submission of a bid or proposal in response to this solicitation, the Contractor affirms that all employees in the above categories shall undergo e-verification before placement on this contract.

The Contractor shall commit to comply with this requirement by completing the E-Verification Certification form attached to this solicitation.

A public employer, consultant, or subconsultant who has a good faith belief that a person or entity with which it is contracting has knowingly violated Section 448.09(1), Florida Statutes is obligated to terminate the contract with the person or entity pursuant to Section 448.095(2)(c)1, Florida Statutes. If the City terminates the contract for the foregoing reason, the consultant will be liable for any additional costs incurred by the City as a result of the termination of the contract.

REFERENCES

The Bidder shall provide a minimum of three (3) previous and current clients including name, address, phone number, e-mail address, and contact person. The City intends to conduct reference checks of those clients. These checks will be used to validate the Bidder’s past performance and determine overall satisfaction with the Bidder’s services.

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING

Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the city will not request documentation of or consider a bidder's social, political, or ideological interests when determining if the bidder is a responsible bidder. Bidders are further notified that the city's governing body may not give preference to a bidder based on the bidder's social, political, or ideological interests.

EVALUATION OF BIDS

Awards shall be made to the responsive and responsible bidder(s) whose bids are determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth below:

A. Price

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B. References C. The ability of the company to perform this contract

The successful bidder must be registered on Sunbiz and licensed to do business in the State of Florida.

NOTICE OF INTENT TO AWARD

The Procurement Division shall publicly post a Notice of Intent to Award for a minimum period of three (3) business days on the City of Oviedo website via VendorLink at: Oviedo, FL | Official Website (cityofoviedo.net).

BID AWARD

The City of Oviedo reserves the right to accept or reject any or all bids which they may deem to best serve the interest of the City and the City reserves the right to waive technicalities or informalities.

The City has the sole discretion and reserves the right to cancel this solicitation, to reject any and all submittals, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of the City to do so.

The selected bidder(s) will be expected to execute the City’s standard agreement provided in Exhibit A and provide all the needed insurance certificates and endorsements per that agreement.

Each bidder shall become familiar with all the terms contained in the agreement and be willing to execute the agreement before submitting a bid. There shall be no exception to either the scope of services or the terms of the agreement. The services to be provided under the agreement will be provided on an as needed basis using work orders and purchase orders issued by the City.

A Purchase Order will identify the project on which the services are to be provided and the purchase order date shall be the authorization for the services to begin.

PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES

All Contractors submitting a response to this solicitation agree that such response also constitutes a submittal to all governmental agencies within the State of Florida, under the same conditions, for the same contract price, and for the same effective period as this proposal, should the Contractor feel it is in their best interest to do so. Each governmental agency desiring to accept these submittals, and make an award thereof, shall do so independently of any other governmental agency. Each 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 agency assumes any liability by virtue of this solicitation. This agreement in no way restricts or interferes with the right of any governmental agency to re-solicit any or all items.

https://www.cityofoviedo.net/ https://www.cityofoviedo.net/

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ANTICIPATED TIMETABLE

Release of Invitation to Bid Deadline for Written Questions Bid Due Date Anticipated Award Date

August 8, 2025 August 22, 2025

September 4, 2025 October 2025

All dates are tentative. The City reserves the right to change scheduled dates.

SUBMITTAL OF BIDS

For purposes of this solicitation, a sealed bid is considered a bid submitted using VendorLink. The bid must be received no later than 2:00 PM September 4, 2025, To ensure correct bid formatting, bidders shall:

1. Submit Bid electronically through VendorLink.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), Adobe Portable Document

Format (.pdf); or Compressed File (ZIP) formats.

3. Enable printing on files submitted.

4. Contact VendorLink technical support at support@evendorlink.com if technical difficulties arise during bid submission.

5. Follow all instructions outlined in this ITB and provide all requested information.

An unsigned bid is not a valid offer, therefore, failure to sign in the space provided on the Bid Form will result in the bid being considered non-responsive and the bid rejected. It is not a minor technicality which the City reserves the right to waive. An electronic signature may be used and shall have the same force and effect as a written signature.

The City may ask awarded bidders to supply one (1) hard copy set with original, written signatures and original forms, prior to the contract execution. Hard copy bids should not be submitted unless specifically requested by the City.

All bids are subject to the conditions specified herein and on any attached sheets, specifications, special conditions or vendor notes.

RESPONSE DUE DATE AND TIME

All responses are due no later than 2:00 PM Eastern Standard Time on September 4, 2025 or as may be revised by written addenda. Bids not in possession of the City by the due date and time shall be deemed late and shall not be considered for award.

The responsibility for submitting a bid before the stated due date and time is solely and strictly the responsibility of the bidder. The City is not responsible for delays caused by technical problems, any internet outages or delays incurred by electronic delivery, or any other occurrence.

QUESTIONS

All questions concerning this solicitation shall be submitted in writing to the name and e-mail address listed below prior to August 22, 2025 at 5:00 p.m. (Eastern Standard Time). All responses to questions will be in the form of an addenda that will be posted on VendorLink.

mailto:support@evendorlink.com mailto:jscott@cityofoviedo.net

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Jacqueta Scott, Procurement Manager E-mail: jscott@cityofoviedo.net

Respondents will be required to acknowledge receipt of addenda, if any, on the Acknowledgement of Addenda Form included in this bid document. It is the responsibility of the prospective respondents to check VendorLink for addenda and other important information pertaining to this solicitation.

PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all bidders should be aware that Invitation to Bids and the responses thereto are in the public domain. However, the bidders are requested to identify specifically any information contained in their proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

All proposals received from bidders in response to this Invitation to Bid will become the property of the City of Oviedo and will not be returned to the bidders. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the City.

EFFECTIVE PERIOD OF BIDS

All proposals must state the period for which the proposal shall remain in effect. Such period shall not be less than one hundred twenty (120) days from the proposal date to allow for the evaluation and selection process and proper execution of the Agreement.

CONTRACT TERM

The contract term shall be for a period of three (3) years beginning on date of execution of the Goods and Services Agreement. The City may renew the contract for two (2) additional one (1) year periods subject to vendor acceptance, satisfactory performance and the City’s determination that a renewal will be in the best interest of the City.

LICENSES, PERMITS, OR FEES

It shall be the responsibility of the Bidder to obtain any and all licenses and permits as required, to complete this service. The following licensing requirements shall apply when the applicable Florida Statute mandates specific licensing for Contractors engaged in the type of work covered by this bid; State of Florida, Department of Professional Regulation. Failure to hold and provide proof of proper licensing, certification and registration may be grounds for rejection of the bid.

DEBARRED OR SUSPENDED BIDDERS

The Bidder certifies, by submission of its bid, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in contracting with any federal department or agency. The City reserves the right to reject any bid from a debarred or suspended Bidder or from a Bidder whose principals are debarred or suspended.

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ELECTRONIC SIGNATURES

The successful bidder consents and agrees to the execution of documents using electronic signatures as allowed by the provisions of Florida Statutes §668.001-006 – The Florida Electronic Signatures Act of 1996.

INSURANCE

Each vendor shall include in its solicitation response package proof of insurance capabilities. This does not mean that the vendor must have the coverage prior to submittal, but, that the coverage must be purchased and in place prior to a purchase order or contract being executed by the City.

A certificate of insurance indicating that the awarded vendor has coverage in accordance with the requirements of this section shall be furnished by the vendor to the Procurement Division within five (5) working days of such request and before any work begins. An Additional Insured Endorsement showing the City of Oviedo has been added as additional insured to the General liability policy is required. An indemnification and hold harmless agreement signed by an authorized representative of the firm is also required.

The vendor shall provide and maintain at all times during the term of any contract, without cost or expense to the City, policies of insurance insuring the contractor against any and all claims, demands or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services and/or obligations of the vendor under the terms and provisions of the contract. Certificate(s) of insurance shall provide for a minimum of forty-five

(45) days prior written notice to the City of any change or cancellation of the required insurance.

Certificate(s) of insurance shall identify “ITB 26-02 Fire Services” in the Description of Operations section of the Certificate.

The Standard Insurance Requirements for the City is included on Page 23.

The contractor shall be responsible for subcontractors and their insurance. All deductibles or self-insured retention shall appear on the certificate(s) and shall be subject to approval by the City. At the option of the City, the insurer shall reduce or eliminate such deductible or self-insured retention; or the contractor shall be required to procure a bond guaranteeing payment of losses and related claims expenses.

All insurance companies must be authorized to transact business in the State of Florida. The City shall be exempt from, and in no way liable for, any sums of money, which may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the vendor and/or subcontractor providing such insurance.

Failure to obtain and maintain such insurance as set out above will be considered a breach of contract and may result in termination of the contract for default. Neither approval by the City of any insurance supplied by the vendor, nor a failure to disapprove that insurance, shall relieve the vendor of full responsibility of liability, damages, and accidents as set forth herein.

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SECTION 3: PURPOSE

City of Oviedo is seeking proposals from qualified firms to provide Fire Services. The work to be done under this contract may include providing all labor, materials, supervision, equipment, incidentals, and related items necessary to complete the work per the specification contained herein.

During this period, the City of Oviedo shall reserve the right to seek qualifications and/or proposals from other individuals or firms for specialized projects or services, as deemed to be in the best interest of the City of Oviedo.

MINIMUM QUALIFICATIONS

Submittals will be considered only from firms that have been engaged in providing similar services as specified herein for a period of not less than three (3) years continuously, and who are presently engaged in providing these services.

The awarded firm must be registered on Sunbiz and licensed to do business in the State of Florida.

correction.

ITB 26-02: Fire Services Page 16

SECTION 4: SCOPE OF SERVICES

The scope of the services is to provide annual, semi-annual, quarterly, and 5-year inspections, testing, maintenance, repair, and monitoring of City of Oviedo Fire Sprinkler, Fire Alarm Systems, Fire Extinguishers, and Kitchen Hood Exhaust Cleaning services for the following areas of responsibility:

1. Fire Sprinkler Systems on all sprinkled City-owned buildings (Quarterly and Annual inspection) A. Vendor to furnish necessary equipment i.e. ladder or lifts to reach the necessary equipment.

B. Inspect all wet systems and risers.

C. Perform 2" drain test and record static and residual pressure(s).

D. Check and determine if fire sprinkler system is in service and working in satisfactory condition.

E. Check the condition of drains valves, gauges, and related equipment.

F. Inspect all sprinkler control valves for proper position, condition, accessibility, and test.

G. Tag alarm valves as required by law.

H. Inspect sprinkler control valve identification signs and security arrangements.

I. Check all control valves.

J. Open and close system control valves and sectional valves to see if in good condition and lubricate when necessary.

K. Check the condition of all alarm valves and related trim.

L. Test water motor alarm going on all systems by: (i) operating inspectors test connection;

(ii) visual inspection; and (iii) water flow for evidence of any obstruction.

M. Inspect and test sprinkler alarm system components.

N. Check the condition of sprinkler heads for any obstruction or coatings that may hinder activation.

O. Check reserve sprinkler heads for proper supply and arrangement.

P. Check for adequate clearance around sprinkler heads for proper water distribution.

Q. Check the general condition of sprinkler system piping, hangers, and related equipment.

R. Inspection of the following fire department connections: (i) couplings; (ii) caps; (iii) threads; (iv) clapper; (v) check valves; (vi) drains; and (vii) lubricate as necessary.

2. FM-200 Dry Chemical Systems

Shall be tested annually and semi-annually in accordance with applicable NFPA codes.

3. 5-year inspections

Shall be inspected in accordance with applicable NFPA codes.

4. Fire Systems Inspection and Service

The vendor selected shall assign no more than two (2) inspectors to perform inspection services at the City of Oviedo for the duration of the agreement. Testing shall include all monitoring points for all subsystems and auxiliary functions of the system including fire pumps, elevator recall, elevator shunt, fan control, fan shutdown, smoke dampers and special suppression systems. Vendor will be responsible for verifying control or monitoring module

ITB 26-02: Fire Services Page 17 function and auxiliary system function. Vendor will be responsible for providing all inspection reports to the City Fire Prevention, Facilities Manager, and Facilities Manager's designee(s).

Vendor will be responsible for providing repair quotes and quotes for fixes to the auxiliary systems.

• 1st Quarter: 100% Inspection and Testing of Audiovisual, Heat/Smoke Detection, Elevator recall.

• 2nd Quarter: Load Test Batteries, Test Smoke Dampers, Visual of all Devices;

• 3rd Quarter: Visual of all Devices;

• 4th Quarter: Visual of all Devices; all other testing that can't be revised by NFPA, IDPH or AHJ standards still applies.

Manual Pull Stations: Stations shall be checked by engaging lever or opening station with key. Verify proper alarm response at control panel and transponder. Each manual station is to be tested at least annually and must be documented.

Smoke Detectors: All smoke detectors shall be serviced annually according to the manufacturer’s recommendations and code requirements.

Restorable fixed Temperature/Rate of Rise Heat Detectors: All heat detectors shall be tested annually per manufacturer's recommendation and code authority requirements.

Alarm Indicating Devices: All alarm indicating devices will be tested annually for proper operation. Verify signal by walking corridors, and rooms as required. Document test results for each device.

Waterflow Switches: All waterflow switches shall be tested quarterly by flowing water through the inspector's test valve. Document all delay time on inspection report (note:

should be between forty-five (45) and sixty (60) seconds).

Sprinkler Tamper Switches: All tamper switches shall be tested quarterly by operation of the control valve. This must be documented.

Code Conformance: System testing and documentation will be performed as prescribed by NFPA standards and as described in the NFPA Fire Protection Systems Inspection, Test and Maintenance Manual and the requirements of the local authority having jurisdiction.

Sprinkler System: Testing will be performed by Vendor. Perform one (1) full flow capacity test annually on each sprinkler system fire pump.

Circuits: All circuits will be tested quarterly. This must be documented.

Detectors: All detectors will be functionally tested with a test gas or magnet to physically activate each device at the source at least annually. This must be documented.

ITB 26-02: Fire Services Page 18

5. Fire System Monitoring Upon award, all building fire alarms covered under this Agreement will be monitored remotely 24/7 via wireless equipment by a central monitoring station. Upon receiving an alarm signal, the central station will notify the appropriate agencies and contacts. Contact information will be provided to central monitoring by the City of Oviedo. **Vendor awarded the agreement, may need to provide/install new wireless monitoring equipment. If equipment is required for monitoring purposes provide the cost per location**.

6. Fire Extinguisher Inspection and Service

Vendor will provide an annual inspection and maintenance for all City owned fire extinguishers including all building and park locations and police vehicles.

A. Annual inspection, certification, testing, and maintenance of all portable fire extinguishers in vehicles, buildings, and parks.

B. Option to buy or exchange existing for new fire extinguishers.

C. Perform hydro-test.

D. Inspections and maintenance will be in accordance with the NFPA codes.

E. Must comply with any State of Florida rules and regulations for fire extinguishers certification.

F. Provide alternate equivalent protection when portable fire extinguishers are removed from service for maintenance and recharging.

G. Only Brands Accepted

• Buckeye ABC

• Amerex ABC

• Badger ABC

7. Kitchen Hood Exhaust Cleaning

Vendor will perform a bi-annual pressure wash and degrease of all kitchen hood exhaust systems.

A. All work performed will be in accordance with standards set forth by the National Fire

Protection Association Code 96 and those set forth by the International Kitchen Exhaust Cleaning Association (IKECA).

B. Work will encompass the cleaning of all fire protection components, filters, all accessible vertical and horizontal duct work, exhaust fans, as well as the interior of the hood itself.

C. Kitchen exhaust systems will be ready for use by the next day’s scheduled hours of operation.

D. Vendor will drape heavy duty plastic under the base of the hood as well as attach plastic on each side of the hood to avoid grease and chemical contamination as a result of the cleaning process.

8. Deficiencies/Repair Work

All repairs of deficiencies discovered during inspections and issues discovered between inspections will only be done with the approval of the City of Oviedo. When repairs are needed, a formal quote including any permit fees will be sent electronically to and approved

ITB 26-02: Fire Services Page 19 by the City of Oviedo Facilities Manager or designee, and copying in Fire Prevention prior to the scheduling of any repair work.

9. On-Going Operations

Vendor to ensure that inspection activities are scheduled in advance with designated City of Oviedo representative, so as to not adversely impact City business. Vendor is to ensure a safe and efficient work site. Vendor operations should be conducted in a manner which prevents injury and damage to adjacent buildings, structures, other facilities, utilities, and persons. Any damages caused by Vendor will be immediately reported to the Facilities Manager and promptly repaired at Vendor’s cost.

10. Emergency Services

Emergency service shall be defined as, but not limited to, any situation that poses a risk to staff, or property or impedes the City's ability to operate normally. The Facilities Manager, or designee, shall determine when emergency service is needed. Facilities maintenance will contact the appropriate person. The contractor shall respond within thirty (30) minutes via phone call or email to the facilities representative after notification and shall have a technician on-site within 2 (two) hours after notification to meet facilities representative at the job site to review the scope of work, provide an estimate, and proceed with work without delay.

11. Site Conditions

Company shall be responsible to police its staff to ensure all areas where employees are working are kept clean, neat, and orderly. At conclusion of job, an inspection will be done by a City representative to ensure that all areas of the building are in their original or repaired/replaced to their original conditions.

ITB 26-02: Fire Services Page 20

SECTION 5. INFORMATION TO BE INCUDED IN SUBMITTAL

In order to facilitate the bid review process, it is required that bids be organized in the manner specified below.

• Bid Form

• Competitive Solicitation Acknowledgement Form, Attachment A

• Statement of Insurance Compliance Form, Attachment B

• Non-Collusion Affidavit of Bidder, Attachment C

• Conflict of Interest Statement, Attachment D

• Disputes Disclosure Form, Attachment E

• Drug Free Workplace Certification Form, Attachment F

• Public Entity Crime Information Statement, Attachment G

• Organizational Information, Attachment H

• Prohibition Against Contracting with Scrutinized Companies, Attachment I

• Human Trafficking Affidavit, Attachment J

• Foreign Entity Law Affidavit, Attachment K

• Compliance with Employment Eligibility Requirements, Attachment L

• References, Attachment M

• Acknowledgment of Addenda (if applicable), Attachment N

• Proof of Licenses/Certification - including; but not limited to: (1) provide proof of proper State of Florida business licensure and professional certification(s)/registration(s) in the State of Florida.; (2) provide proof of corporate registration to operate in the State of Florida by the Department of State, Division of corporations http://dos.myflorida.com/sunbiz/

• Proof of Insurance

• Current W-9 Form

The City of Oviedo or its authorized representative reserves the right to obtain all documentation deemed appropriate to verify the Contractor is meeting all regulations and specification requirements.

http://dos.myflorida.com/sunbiz/

ITB 26-02: Fire Services Page 21

ATTACHMENT A

Competitive Solicitation Acknowledgement Form

City of Oviedo, Florida

ITB No.: 26-02

Fire Services

Submit Response To:

City of Oviedo Procurement Department Attn: Jacqueta Scott

Procurement Manager 400 Alexandria Blvd.

Oviedo, Florida 32765

Due Date and Time: September 4, 2025, 2:00 PM (EST)

Respondent Information

Company Name: Federal Employer Identification Number or SS Number:

Mailing Address Type of Entity (Circle One)

Corporation Partnership Proprietorship

Joint Venture

City, State, Zip Code Incorporated in the State of:

Corporate Address:

What kind of business: “For Profit” or “Not for Profit”

Is Firm in good standing: Yes or No

Authorized to transact business in Florida Yes or No

State of Florida Department of State Certificate of Authority

Document No: ____________________________________

City, State, Zip Code

Area Code Telephone No.

Toll Free No. Email Address:

List Principals (Print):

President: _______________________________________ Vice President: ________________________________

Secretary: _______________________________________ Treasurer: _________________________________

Other: _______________________________________ Other: _________________________________

I certify that this offer is made without prior understanding, agreement, or connection with any corporation, firm or persons submitting an offer for the same materials, supplies, or equipment and is in all respects fair and without collusion or fraud.

I agree to abide by all conditions of this offer and certify that I am authorized to sign this offer for the responder and that the responder is in compliance with all requirements of the competitive solicitation, including but not limited to, certification requirements.

In submitting an offer to the City of Oviedo, the responder offers and agrees that if the offer is accepted, the responder will convey, sell, assign or transfer to the City all rights, title and interest in and to all causes of action it may now hereafter acquire under the Anti-trust laws of the United States for price fixing relating to the particular commodities of services purchased or acquired by the City.

Authorized…