ITB_26-16_Pump_and_Motor_Repair_Services.pdf

City of Oviedo, Florida

Invitation to Bid (ITB)

#26-16: As-Needed Pump and Motor Repair Services

Due Date: 2:00 p.m., March 12, 2026

Procurement Division 400 Alexandria Blvd.

Oviedo, Florida 32765

ITB #26-16: As-Needed Pump and Motor Repair Services Page 2

Table of Contents

Section 1 General Information

Section 2 Scope of Services

Non-Mandatory Pre-Bid Meeting

Section 3 General Bid Terms and Conditions

Anticipated Timetable

Bid Award

Submitall of Bids

Section 4 Information to be included in Submittal

Bid Form

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, Prohibition Against Contracting with Scrutinized Companies

Attachment I, Compliance with Employment Eligibility Requirements

Attachment J, Affidavit of Compliance with Foreign Entity Laws

Attachment K, Human Trafficking Affidavit

Attachment L, References

Attachment M, Acknowledgement of Addenda

Exhibit A, Sample City of Oviedo Standard Contract

Exhibit B, Vendorlink 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: SCOPE OF SERVICES

1. GENERAL

The City of Oviedo intends to issue a contract for the supply, service, inspection, diagnosis, repair, factory refurbishment, and factory testing of vertical, split case, and end suction pumps, as well as related control/telemetry/electrical equipment & other typical accessories.

2. SPECIFICATION COMPLIANCE

When applicable, the Contractor shall strictly adhere to the current published City of Oviedo design standards and specifications.

If applicable, the Contractor shall supply at no additional cost and in the quantities required, shop drawings as determined by City. Work represented by shop drawings and/or certification shall not proceed until the shop drawings and/or certification have been reviewed and approved in writing by the City of Oviedo.

The pumping equipment provided under this contract shall be NSF 61 certified when required by the City of Oviedo and/or governing regulations.

The pumping equipment provided under this contract shall be BABA compliant when required by the City of Oviedo and/or governing regulations.

Pumps are to be engineered and manufactured by a facility certified to ISO-9001:2000.

3. PUMPS AND MOTORS

The contractor shall provide pumping equipment as manufactured by Peerless Pump of the size and configuration as required and ordered by the City, including typical accessories as requested such as base plates, motors, couplings, guards, etc. Pump types shall include vertical, split case, and end suction pumps. Manufacturers other than Peerless Pump will not be considered.

The contractor shall be capable of providing complete factory refurbishment of existing pumping equipment utilized at the City of Oviedo’s water & wastewater facilities, including but not limited to equipment manufactured by Peerless Pump.

The contractor shall provide repair services for pumps and motors utilized at the City of Oviedo’s water and wastewater treatment facilities including but not limited to equipment manufactured by Peerless pump.

The contractor shall be capable of providing factory-certified performance and hydrostatic testing to HI standards for all new and refurbished pumping equipment.

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4. CONTROLS

The contractor shall provide associated control panels, level sensors, electrical components, and related electrical accessories as required and ordered by the City.

5. TELEMETRY EQUIPMENT

The contractor shall be capable of providing equipment from the HydraLink product family including pump controller, monitoring unit, HMI, associated communication equipment, and typical accessories as required and ordered by the City.

6. PARTS

The contractor shall keep an ample inventory of spare parts to ensure availability to the City of Oviedo.

7. FIELD SERVICES

The contractor shall provide the following field services as required and ordered by the City of Oviedo:

Troubleshoot pumps, mixers, motors, variable frequency drive’s (VFD). control panels, telemetry equipment, and associated mechanical and electrical components.

Remove and/or replace malfunctioning pumps, mixers, control panels, telemetry equipment, and associated mechanical and electrical components.

WTP, WWTP, and Collections system SCADA equipment and HMI system programming, integration, and troubleshooting.

8. EQUIPMENT REPAIRS

The contractor’s service and repair shop shall be fully authorized by the specified pump manufacturer, and all repairs shall be performed by technicians, fully trained and authorized by said manufacturer. All replacement parts, lubricants and supplies shall be as manufactured and approved by the OEM.

All work shall be performed in full compliance with the manufacturer’s warranty conditions and in accordance with the manufacturer’s repair manuals and procedures.

All repair work shall be billed at the labor, discount, and percentage rates quoted. The Contractor shall, at the City’s request, return all parts which were replaced during the repair process.

Unless specifically directed otherwise, when a motor and/or pump are given to the contractor for repair, the contractor shall inspect the motor and/or pump thoroughly and determine the scope of repair. This step shall include:

Visual and dimensional inspection with standard testing methods to determine the motor and/or pump’s condition. The contractor shall use their professional judgement to determine the level of inspection required.

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Record all data taken, substantiate data with photos taken in a logical sequence during inspection starting with the pump as found followed by disassembly of the major components and highlighting all damage and or wear found.

Determine the scope of work to repair the motor and/or pump and cost estimate to complete that work.

Upon approval by the City, the contractor shall repair the motor and/or pump as quoted.

The contract may be used to replace existing equipment in lieu of repair if it is in the City of Oviedo’s best interest to do so.

If the City determines and directs the Contractor not to repair the motor and/or pump, the City will advise if the equipment is to be scrapped or returned to the City.

9. CONTRACTORS’ REQUIREMENTS

The Contractor shall be an authorized representative of the manufacturer of Peerless Pump. A dealer, distributor, and/or representative means a firm or person that owns, operates, or maintains a store, warehouse, or other establishment in which materials, supplies, parts, articles, or equipment of the general character described in the specifications are bought, kept in stock and sold commercially or to the general public in the usual course of business.

The Contractor shall have at least fifteen years of successful experience in this line of business.

The Contractor shall have a service and repair shop located within 25 miles of the City of Oviedo. The City reserves the right to visit and inspect said facility at any time during the bid evaluation and contract period if such inspection and additional information is considered necessary to properly evaluate a Bidder's qualifications and capacity to manage all service requirements of this scope and the volume of work resulting from it.

The Contractor shall have the ability to obtain OEM parts in an expedited basis and must maintain a normal supply of repair parts and be equipped with personnel and facilities to provide such service as necessary to keep the equipment in operation with a minimum of delay.

The Contractor shall be able to start all non-emergency services with five (5) working days after notification from the City of Oviedo. For health and welfare or the safety of people and/or property or a condition that will affect an essential service(s) as determined by the City of Oviedo. The contractor shall respond to request for emergency service calls within 24 hours after notification.

Call Back Service: Upon written notice from the City of Oviedo, the contractor must without charge, promptly and properly replace any and all improper work and material that may become apparent within one year period from the date of acceptance by the City of Oviedo. Callback services for previous repairs and maintenance will be twenty-four

ITB #26-16: As-Needed Pump and Motor Repair Services Page 7 hours seven days a week basis at no additional cost to the City of Oviedo and response time will be within twenty-four hours for non-emergencies.

Any order issued during the effective period of this contract, but not completed within that period, shall be completed by the Contractor within the time specified in the order.

The contract shall govern the Contractor’s and the City’s rights and obligations with respect to that order to the extent as if the order were completed during the contract performance period. The City may allow a price escalation provision within this award for labor only.

The original labor contract prices shall be firm for an initial one (1) year period. A price escalation will be considered at one (1) year intervals thereafter, provided the Contractor notifies the City in writing of the pending price escalation a minimum of sixty (60) days prior to the effective date. Any proposed escalations are subject to the City’s review & approval in order to become effective.

10. MANUFACTURER’S SUGGESTED LIST/RETAIL PRICE

Bid shall be in the form of one fixed (across the board) discount off current Manufacturer’s suggested List/Retail Price. If this is not available, Distributor’s List Price may be used.

Percentage discount will not be subject to change during the initial 3-year contract period.

11. PERSONNEL

The Contractor represents that it has, or will secure at its own expense, all necessary personnel required to perform the services under this Contract. Such personnel shall not be employees of or have any contractual relationship with the City of Oviedo.

All of the services required hereafter shall be performed by the Contractor or under its supervision, and all personnel engaged in performing the services shall be fully qualified and, if required, authorized or permitted under state and local law to perform such services.

The Contractor warrants that all services shall be performed by skilled and competent personnel to the highest professional standards in the field.

The Contractor shall be a Florida registered electrical contractor, and the qualifying agent must be a direct employee of the Contractor. The Contractor must maintain a drug-free workplace.

12. WARRANTY REQUIREMENTS

New Pumps 1-year parts & labor @ 100%

Repairs/Refurbishments 1-year parts & labor @ 100%

Control Panels 1-year parts & labor @ 100%

HydraLink Equipment 2 years parts & labor @ 100%

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SECTION 3: GENERAL BID TERMS AND CONDITIONS

ANTICIPATED TIMETABLE

Release of Invitation to Bid February 22, 2026 Non-Mandatory Pre-Bid Meeting February 26, 2026 Deadline for Written Questions March 04, 2026 Bid Due Date March 12, 2026 Anticipated Award Date April 2026

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

There will be a Non-Mandatory Pre-Bid Meeting held on Thursday, February 26, 2026, at 10:00AM. The meeting will be held at City Hall Annex Building, 300 Alexandria Blvd., Oviedo, FL 32765. Interested bidders are encouraged to attend.

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.

AWARD

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.

The initiating City department(s) shall issue purchase orders and or work orders against the term contract on an “as needed” basis. A work 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.

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: 837 0505 3655 Pass Code: KAKrY6 http://www.zoom.us/

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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.

CONTRACT TERM

The contract resulting from this Invitation for Bids shall commence effective upon issuance of a term contract by the City of Oviedo and extend for a period of three (3) years. The contract may be renewed for two (2) additional one (1) year periods upon mutual agreement of both parties. If any such renewal results in changes in terms and conditions, such changes shall be reduced to writing as an amendment to this contract and such amendment shall be executed by both parties.

Any order issued during the effective period of this contract, but not completed within that period, shall be completed by the Contractor within the time specified in the order. The contract shall govern the Contractor’s and the City’s rights and obligations with respect to that order to the extent as if the order were completed during the contract performance period.

The City may allow a price escalation provision within this award for labor only.

The original labor contract prices shall be firm for an initial one (1) year period. A price escalation will be considered at one (1) year intervals, thereafter, provided the Contractor notifies the City in writing of the pending price escalation a minimum of sixty (60) days prior to the effective date. Any proposed escalations are subject to the City’s review & approval in order to become effective.

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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.

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.

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.

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.

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

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

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

ITB #26-16: As-Needed Pump and Motor Repair Services Page 11 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.

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

All 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.

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. Failure to hold and provide proof of proper licensing, certification and registration may be grounds for rejection of the bid.

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.

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).

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

ITB #26-16: As-Needed Pump and Motor Repair Services Page 13 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.

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.

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.

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

ITB #26-16: As-Needed Pump and Motor Repair Services Page 14 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.

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.”

PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES

All firms 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 firm 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 mailto:ERIVERA@CITYOFOVIEDO.NET

ITB #26-16: As-Needed Pump and Motor Repair Services Page 15 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.

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.

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.

QUESTIONS

All questions concerning this solicitation shall be submitted in writing to the name and e-mail address listed below prior to March 04, 2026, 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.

Contact: 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.

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.

RESPONSE DUE DATE AND TIME

All responses are due no later than 2:00 PM Eastern Standard Time on March 12, 2026, 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.

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.

mailto:jscott@cityofoviedo.net

ITB #26-16: As-Needed Pump and Motor Repair Services Page 16

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.

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.

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 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).

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 March 12, 2026.

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. Make sure all uploaded files are readable and not corrupt.

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

6. 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 mailto:support@evendorlink.com

ITB #26-16: As-Needed Pump and Motor Repair Services Page 17 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.

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.

ITB #26-16: As-Needed Pump and Motor Repair Services Page 18

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 26-16 As-Needed Pump and Motor Repair Services” in the Description of Operations section of the Certificate.

The Standard Insurance Requirements for the City is included on Page 22.

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.

ITB #26-16: As-Needed Pump and Motor Repair Services Page 19

SECTION 4. 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

• Prohibition Against Contracting with Scrutinized Company, Attachment H

• Compliance with Employment Eligibility Requirements, Attachment I

• Affidavit of Compliance with Foreign Entity Laws, Attachment J

• Human Trafficking Affidavit, Attachment K

• References, Attachment L

• Acknowledgment of Addenda (if applicable), Attachment M

• 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 #26-16: As-Needed Pump and Motor Repair Services Page 20

BID FORM

The undersigned hereby declares that after carefully examining these bid documents, they are fully aware of all conditions affecting such work/items, for which bids were advertised to be returned by March 12, 2026, and does hereby submit the following bid for completion of project.

As-Needed Pump and Motor Repair Services:

Bid Item Bid Amount

Hourly shop rate, normal business hours $

Hourly shop rate, overtime $

Hourly rate for field services on-site, normal business hours $

Hourly rate for field services on-site, overtime $

Hourly rate for HMI/PLC/SCADA engineer $

Discount off manufacturer’s list price $

Date: ___________________ Firm Name: ____________________________________________

State Contractor License Number: _____________________________________________________

Signature of Authorized Representative: ________________________________________________

Printed Name of Authorized Representative: _____________________________________________

Attachment A Competitive Solicitation Acknowledgement Form

City of Oviedo, Florida

ITB No.: 26-16

As-Needed Pump and Motor Repair Services

Submit Response To:

City of Oviedo

Procurement Department 400 Alexandria Blvd.

Oviedo, Florida 32765

Due Date and Time: March 12, 2026, 2:00 PM (EST)

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: ___________________________________________

THIS FORM MUST BE COMPLETED AND RETURNED WITH YOUR BID

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…