itb-26057-Winter_25-26_Phase2_Planting.pdf

THE CITY OF PENSACOLA, FLORIDA

INVITATION TO BID

BID NO. 26-057

WINTER 25-26 PHASE 2 PLANTING

A sealed, complete hardcopy bid with original (or electronic) signature, and one (1) complete and identical electronic copy (PDF) on flash drive or CD will be received on September 3, 2026, 2:30 P.M., Central time, at the following location.

City Hall (lobby) 222 West Main Street

Pensacola, Florida, 32502 Attention: Purchasing

Alternatively, electronic responses may be submitted to Demandstar or Central Bidding.

Both sites require registration and varying fees for notifications and document downloads

NOTE: If submitting an electronic response and IF a bid/proposal bond is required:

• An insurance company’s executed bond may be included with the electronic submittal.

OR

• A certified check/cashier's check must be delivered to the address above.

Those submittals received will be opened and publicly read the following business day (September 4, 2026, 10:00 A.M., Central time) via Microsoft Teams at the following link:

Microsoft Teams bid opening link.

Drawings and specifications will be posted to the City’s website at www.cityofpensacola.com/bids.aspx. Addenda will be posted to the City’s website.

Bidders are responsible for obtaining addenda and are advised to check the website frequently. There is no cost to view or download documents from the City website.

In order to review the project requirements, an optional pre-bid meeting will be held at 1:00 P.M., Central time, August 18, 2026 in the City Hall second floor Hagler-Mason conference room, 222 West Main Street, Pensacola, FL 32502.

Any questions concerning the bid should include the Subject Line: BID 26-057 - RFI, and should be addressed and submitted in writing no later than 10:00 A.M., Central time, August 24,2026, to:

Dedria Lunderman, Purchasing Manager City of Pensacola

222 W. Main St.

Pensacola, FL 32502 purchasing@cityofpensacola.com https://www.demandstar.com/app/buyers/dashboard https://www.centralauctionhouse.com/rfpc10737-city-of-pensacola.html https://teams.microsoft.com/l/meetup-join/19%3ameeting_MTAxOWE2YzktODFhMy00OTRhLTgwY2EtMzJiMjc5MTQ2YTVj%40thread.v2/0?context=%7b%22Tid%22%3a%222c65e340-c270-42f3-85c0-f94ce72e1e36%22%2c%22Oid%22%3a%22ee43ac82-7f3f-4ee7-9087-c5d0dc949018%22%7d http://www.cityofpensacola.com/bids.aspx mailto:purchasing@cityofpensacola.com

Bidders shall submit a certified check, cashier’s check, or insurance company’s executed bond, payable to the City of Pensacola in the amount of five percent (5%) of the base bid for a period of sixty (60) days.

A tabulation of submittals will be posted to the City’s website at www.cityofpensacola.com/bids.aspx.

A Notice of Intent will be issued to respondents. This begins the protest period. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

The City of Pensacola adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to City services, programs, and activities. Please email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests must be made at least 48 hours in advance of the event in order to allow the City time to provide the requested services.

The City of Pensacola reserves the right to accept or reject any or all bids, to award bids on a split-order basis by item number when applicable, to waive any bid informalities and to re-advertise for bids when deemed in the best interest of the City of Pensacola.

Attest: CITY OF PENSACOLA Ericka L. Burnett D. C. Reeves City Clerk Mayor

The City of Pensacola provides equal access in employment and public services.

Participation in a Microsoft Teams meeting requires a microphone and speakers; however, webcams are optional. Participants may join the meeting either via a PC or Smartphone. Please be sure to check the system requirements at the following link: Microsoft Teams System Requirements Check.)

SECURITY NOTICE

Visitors to City Hall are required to stay in the lobby unless otherwise directed.

Late submittals will not be accepted.

http://www.cityofpensacola.com/bids.aspx mailto:ADACoordinator@cityofpensacola.comcor https://docs.microsoft.com/en-us/microsoftteams/hardware-requirements-for-the-teams-app https://docs.microsoft.com/en-us/microsoftteams/hardware-requirements-for-the-teams-app

INSTRUCTIONS TO BIDDERS

1. AWARD OF CONTRACT

A. The contract will be awarded as soon as practicable to the lowest responsible bidder, price and other factors considered, provided their bid is reasonable and it is to the interest of the City to accept it.

B. The City reserves the right to waive any informality in bids received when such waiver is in the interest of the City. In case of error in the extension of prices, the unit price will govern.

C. The City further reserves the right to accept or reject any or all items of any bid, unless the bidder qualifies such bid by specific limitations; also to make an award to the bidder whose aggregate bid on any combination of bid items is low.

2. BID OPENING

At the time fixed for the opening of bids, their contents will be made public for the information of bidders and others properly interested.

3. BIDDERS INTERESTED IN MORE THAN ONE BID

If more than one bid is offered by any one party, by or in the name of their clerk, partner, or other person, all such bids will be rejected. A party who has quoted prices to a bidder is not thereby disqualified from quoting prices to other bidders or from submitting a bid directly for the work.

4. BIDDER'S QUALIFICATIONS

Before a bid is considered for award, the bidder may be requested by the City to submit a statement of facts in detail as to their previous experience in performing similar or comparable work, and of their business and technical organization and financial resources and plant available to be used in performing the contemplated work. A minimum of 5 qualifying project references may be required from previous or current project owners. These references shall be from specific projects of similar size and scope and at least 3 of the 5 shall be from another government municipality, especially if the bidder has not contracted with the City on projects of a same/similar nature within the previous five (5) years of the bid date. The City reserves the express right to not award a contract to a bidder if the provided references do not reveal that the contractor has ample/adequate experience beyond a reasonable doubt to complete the project according to the specifications and within the time frame stipulated.

5. COMMENCEMENT & COMPLETION

The bidder further proposes and agrees hereby to commence the work with an adequate force and equipment within (10) consecutive calendar days after being notified by the City of Pensacola to do so; and to complete the work the latter of December 15, 2026, or within 60 Calendar days after the commencement date set by the City of Pensacola and to pay as delay day penalty the sum of $500 for each and every calendar day used for the completion of the work in excess of that heretofore stated.

6. CONDITIONS AT SITE OF WORK

Bidders shall be responsible to visit the site to ascertain pertinent local conditions readily determined by inspection and inquiry, such as the location, and general character of the site, labor conditions, the character and extent of existing work within or adjacent thereto, and any other work being performed thereon.

7. DECLARATIONS

The bidder hereby declares that the only person or persons interested in the Proposal as principal or principals is or are named herein and that no other person than herein mentioned has any interest in this Proposal or in the Contract to be entered into; that this Proposal is made without connection with any other person, company or parties making a bid or proposal; and that it is in all respect fair and in good faith without collusion or fraud.

The bidder further declares that he has examined the site of the work and has informed himself fully in regard to all conditions pertaining to the place where the work is to be done; that he has examined the plans and specifications for the work and the contractual documents relative thereto, including the Advertisement, Proposal Form, Form of Contract, General Conditions, and all specific conditions;

and that he has satisfied himself relative to the work to be performed.

The bidder proposes and agrees, if this Proposal is accepted, that it will not discriminate on the basis of race, creed, color, national origin, sex, age or disability and to contract with the City of Pensacola in the form of contract specified, to furnish all necessary materials, equipment, machinery, tools, apparatus, means of transportation, and labor necessary to complete the project.

8. LICENSING REQUIREMENT

Each bidder shall possess at the time of submitting its bid all licenses, registration and certificates necessary to engage in the business of contracting (or special contracting if the work to be performed necessitates a particular type of specialty contractor) in the City of Pensacola. Bidder must also possess all licenses, registrations and certificates necessary to comply with federal, state and local laws and regulations. The awarded bidder shall be registered at the time of contract execution as an active vendor with the Florida Department of State, Division of Corporations (www.sunbiz.org).

http://www.sunbiz.org/

9. LIEN RELEASE AND AFFIDAVIT

Each Application for Payment shall be accompanied by a Lien Release and Affidavit from each subcontractor and each supplier showing that all materials, labor, equipment and other bills associated with that portion of the work in which payment is being requested for have been paid in full. The City shall not be required to make payment until and unless these affidavits are furnished by the Contractor.

10. PENALTIES

The bidder further agrees that in case of failure on his part to execute the said Contract and Bond within (10) calendar days after written notice being given of the award of the Contract, the check or bid bond accompanying this bid, and the monies payable thereon, shall be paid into the funds of the City of Pensacola as delay day penalties for such failure; otherwise, the check or bid bond accompanying the Proposal shall be returned to the undersigned.

11. PREPARATION OF BIDS

A. Bids shall be submitted on the forms furnished or copies thereof, and must be manually signed. If erasures or other changes appear on the forms, each such erasure or change must be initialed by the person signing the bid.

B. The form of bid will provide for quotation of a price, or prices, for one or more items which may be lump sum bids, alternate prices, scheduled items resulting in a bid on a unit of construction or a combination thereof. Where required on the bid form, bidders must quote on all items and they are warned that failure to do so may disqualify the bid. When quotations on all items are not required, bidders should insert the words “no bid” in the space provided for any item on which no quotation is made.

12. RECEIPT AND OPENING OF BIDS

No responsibility will attach to any City employee for the premature opening of, or the failure to open, a bid not properly addressed and identified.

13. REJECTION OF BIDS

The City reserves the right to reject any and all bids when such rejection is in the interest of the City; to reject the bid of a bidder who has previously failed to perform properly or complete on time contracts of a similar nature; and to reject the bid of a bidder who is not, in the opinion of the Engineer, in a position to perform the contract.

14. SPECIAL CONDITIONS

A. Public Entity Crimes - Any 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 a 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 consultant 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 for a period of 36 months from the date of being placed on the convicted vendor list.

B. All bidders are advised that compliance with The Occupational Safety and Health Administration Excavation Safety Standards, 29 C.F.R.s 1926.650- 652 of Sub part P will be required.

C. The Contractor agrees that it will not discriminate on the basis of race, creed, color, national origin, sex, age or disability.

Bid No. 26-057

Scope of Work

General:

This invitation to bid includes in general: furnishing all materials, trees, water, equipment, tools, labor, supervision, warranty, and insurance necessary to establish and maintain tree plantings at various locations. Materials, construction methods, and work shall be in accordance with the current practices, standards, and specifications as outlined in the current City of Pensacola Ordinances and ISA standards or as otherwise listed herein or directed by the Public Works Director or their designee.

All work performed by the successful bidder will be in accordance with the State of Florida, City of Pensacola Ordinances, ISA, and City of Pensacola Public Works Department.

Notifications:

All notifications will be via email to the Streets and Traffic Operations Division Manager, City Arborist, and other designated city staff.

Failure to cooperate and comply with these stipulations will cause an unnecessary delay in the City of Pensacola road building and maintenance program and will be treated as a “Breach of Contract” if not strictly adhered to. In order to expedite the road program, absolute cooperation and performance from the Contractor will be expected.

Scope of Work:

Species of trees: Winged Elm, Fringe Tree, Nuttall Oak, and Willow Oak Substitution Note: If Fringe Tree (Chionanthus virginicus) cannot be sourced, Eastern Redbud (Cercis canadensis) may be substituted in its place.

Size: Each tree planted shall be greater than 2-inch caliper size.

SPECIFICATIONS FOR PLANTINGS:

1. ALL PLANT MATERIALS TO BE IN ACCORDANCE WITH THE AMERICAN

STANDARDS FOR NURSERY STOCK (ANSI Z60.2-2025). PLANT ACCORDING

TO ANSI A300-2023.

2. PLANTING HOLE SHALL BE DUG A MINIMUM OF 2 TIMES THE WIDTH OF

ROOT BALL FOR THE FIRST 12 INCHES OF DEPTH. AFTER 12 INCHES, HOLE

SHOULD BE WIDE ENOUGH TO PERMIT ADJUSTMENT. HOLE SHALL NOT BE

DUG DEEPER THAN THE ROOT BALL DEPTH.

3. SUBGRADE AND SIDES OF PLANTING HOLE SHALL BE SCARIFIED WHEN

PLANTING IN CLAY SOILS.

4. TREE SHALL BE SET BY THE ROOT BALL ONLY. TREE TRUNK SHALL NOT

BE LIFTED OR USED AS A LEVER.

5. TOP OF ROOT BALL TO BE SET LEVEL WITH THE SOIL SURFACE OR

HIGHER IF SOIL IS PRONE TO SETTLING.

6. AFTER TREE HAS BEEN SET, REMOVE THE BURLAP, WIRE AND STRAPS

FROM AT LEAST THE UPPER 1/3 OF THE ROOT BALL.

7. BACKFILL WITH EXISTING SOIL THAT HAS BEEN BROKEN UP OR TILLED.

AMENDMENTS SHALL NOT BE ADDED TO THE BACKFILL SOIL.

8. USE THREE 2-INCH X 2-INCH WOOD STAKES 1/3 TREE HEIGHT IN LENGTH

DRIVEN INTO UNDISTURBED SOIL A MINIMUM OF 16 INCHES, STAKES TO

BE PLACED EQUALLY AROUND THE TREE.

9. NYLON WEBBING SHALL BE ATTACHED TO CONNECT THE TREES TO THE

STAKES. WEBBING TO BE ADDED AT 1/3 THE TREE HEIGHT.

10. PINE STRAW OR BARK MULCH TO BE APPLIED 2 TO 3 INCHES TO THE

PLANTING SURFACE. LEAVE AT LEAST 2-INCH SPACE AROUND THE

TRUNK FOR AIR CIRCULATION.

11. PRUNING SHALL ONLY BE ALLOWED ON DEAD OR BROKEN LIMBS ONLY

AND SHALL BE IN ACCORDANCE WITH ANSI A300-2023 SPECIFICATIONS.

12. REMOVE ANY TRUNK WRAP THAT MAY REMAIN AT THE TIME OF

PLANTING. WRAPS SHALL NOT BE PLACED ON THE TRUNK.

13. REMOVE ALL SUPPORTS, BAGS, AND OTHER MATERIAL ON LAST MONTH

OF MAINTENANCE.

Warranty: Contractor shall include 12-month Warranty (survival of tree in good condition) at completion of 24-months of regular irrigation/watering. Invoices are to be monthly for 24 months of watering.

Starting Dates and End Dates:

The plantings will need to be complete by December 15, 2026.

Planned Locations:

Base Plantings:

1. Barrancas Avenue (G Street to F Street)

2. E Burgess Road Near Davis Hwy

5 Winged Elms (Ulmus alata)

(Green Pins)

4 Fringe Tree (Chionanthus virginicus)

(Blue Pins)

6 Fringe Tree (Chionanthus virginicus)

(Blue Pins)

3. Grande Drive (Near 42 Grand Drive)

3 Nuttall Oak (Ǫuercus nuttalli)

(Brown Pins)

4 Willow Oaks (Ǫuercus phellos)

(Purple Pins)

4. North I Street (West Cervantes Street to West Desoto Street)

2 Winged Elm (Ulmus alata)

(Green Pins)

2 Fringe Trees (Chionanthus virginicus)

(Blue Pins)

2 Willow Oaks (Ǫuercus phellos)

(Purple Pins)

2 Nuttall Oaks (Ǫuercus nuttalli)

(Brown Pins)

PROPOSAL

BID NO. 26-057

ALL AMOUNTS, WRITTEN OR NUMERAL, MUST BE TYPED OR LEGIBLY WRITTEN.

Base Bid - Planting and Watering Locations

Item # Item Description Unit Ǫty Unit Price Extension

1 Barrancas Ave

1.1 Winged Elm Each 5

1.2 Fringe Tree Each 4

1.3 Barrancas Ave Watering Month 24

2 East Burgess Road

2.1 Fringe Tree Each 6

2.2 E. Burgess Road Watering Month 24

3 Grande Ave

3.1 Nuttall Oak Each 3

3.2 Willow Oak Each 4

3.3 Grande Ave Watering Month 24

4 North I Street

4.1 Winged Elm Each 2

4.2 Fringe Tree Each 2

4.3 Willow Oak Each 2

4.4 Nuttall Oak Each 2

4.5 North I Street Watering Month 24

PLANTING AND WATERING BASE BID TOTAL

Dunns#/UEID: _________________ (Federal Transparency Act Reporting Requirement)

Survey: How did you obtain this solicitation?

City of Pensacola website Central Bidding Demandstar

Other:

Signature Date:

Printed Name: Title:

Company: Address:

Telephone: City:

Fax: State: Zip:

E-mail:

FAILURE TO INCLUDE THIS FORM IN SUBMITTAL MAY DISQUALIFY THE BID.

State of Florida Affidavit Regarding the Use of Coercion for Labor and Services

Pursuant to Florida Statute 787.06(13)

Section 787.06(13) Florida Statutes requires all nongovernmental entities executing, renewing, or extending a contract with a governmental entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services.

The undersigned hereby certifies that he/she is an officer or authorized representative of the vendor identified above and that said vendor does not use coercion for labor or services as defined in Section

787.06 Florida Statutes.

Florida Statute 787.06 (2)(a) “Coercion” means:

1. Using or threatening to use physical force against any person;

2. Restraining, isolating, or confining or threatening to restrain, isolate, or confine any person without lawful authority and against her or his will;

3. Using lending or other credit methods to establish a debt by any person when labor or services are pledged as a security for the debt, if the value of the labor or services as reasonably assessed is not applied toward the liquidation of the debt, the length and nature of the labor or services are not respectively limited and defined;

4. Destroying, concealing, removing, confiscating, withholding, or possessing any actual or purported passport, visa, or other immigration document, or any other actual or purported government identification document, of any person;

5. Causing or threatening to cause financial harm to any person;

6. Enticing or luring any person by fraud or deceit; or

7. Providing a controlled substance as outlined in Schedule I or Schedule II of s. 893.03 to any person for the purpose of exploitation of that person.

(2)(e) “Labor” means work of economic or financial value.(2)(h) “Services” means any act committed at the behest of, under the supervision of, or for the benefit of another. The term includes, but is not limited to, forced marriage, servitude, or the removal of organs

Vendor Name:

Vendor FEIN: Phone Number:

Vendor's Authorized Representative Name and Title:

Address:

City: State: ZIP:

Email Address:

Under penalties of perjury, I declare that I have read the foregoing document and that the facts stated in it are true.

By:

AUTHORIZED SIGNATURE

Print Name and Title:

Date:

52.209-5 FAR Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters

The Offeror certifies, to the best of its knowledge and belief, that the Offeror and/or any of its Principals:

A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency.

B. Have not, within a three-year period preceding this offer, been convicted of or had a civil judgment rendered against them for: commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and

C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph 1-B of this provision.

2. The Offeror has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal agency.

A. "Principals," for the purposes of this certification, means officers; directors; owners; partners;

and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions).

This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001, Title 18, United States Code.

B. The Offeror shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

C. A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Offeror's responsibility. Failure of the Offeror to furnish a certification or provide such additional information as requested by the Contracting Officer may render the Offeror nonresponsible.

D. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

E. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies available to the Government, the Contracting Officer may terminate the contract resulting from this solicitation for default.

Company Name: Date:

Authorized Signature: Printed Name:

52.209-6 FAR Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

1. The Government suspends or debars Contractors to protect the Government's interests. The Contractor shall not enter into any subcontract in excess of $25,000 with a Contractor that is debarred, suspended, or proposed for debarment unless there is a compelling reason to do so.

2. The Contractor shall require each proposed first-tier subcontractor, whose subcontract will exceed $25,000, to disclose to the Contractor, in writing, whether as of the time of award of the subcontract, the subcontractor, or its principals, is or is not debarred, suspended, or proposed for debarment by the Federal Government.

3. A corporate officer or a designee of the Contractor shall notify the Contracting

Officer, in writing, before entering into a subcontract with a party that is debarred, suspended, or proposed for debarment (see FAR 9.404 for information on the Excluded Parties List System). The notice must include the following:

A. The name of the subcontractor.

B. The Contractor's knowledge of the reasons for the subcontractor being in the Excluded Parties List System.

C. The compelling reason(s) for doing business with the subcontractor notwithstanding its inclusion in the Excluded Parties List System.

D. The systems and procedures the Contractor has established to ensure that it is fully protecting the Government's interests when dealing with such subcontractor in view of the specific basis for the party's debarment, suspension, or proposed debarment.

Company Name

Authorized Signature

Printed Name

Date

DRUG-FREE WORKPLACE CERTIFICATE

IDENTICAL TIE BIDS - Pursuant to Florida Statue §287.087, preference shall be given to business with Drug-Free Workplace Programs. Whenever two or more bids which are equal with respect to price, quality, and service are received for the procurement of commodities or contractual services, a bid received from a business that certifies that it has implemented a Drug-Free Workplace Program shall be given preference in the award process. Established procedures for processing tie bids will be followed if none of the tied vendors have a Drug-Free Workplace Program. In order to have a Drug-Free Workplace Program, a business shall:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the Workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2) Inform employees about the dangers of drug abuse in the Workplace, the business's policy of maintaining a Drug-Free Workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in subsection (1).

4) In the statement specified in subsection (1), notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the Workplace no later than five (5) days after such conviction.

5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee's community, by any employee who is so convicted.

6) Make a good faith effort to continue to maintain a drug-free Workplace through implementation of this section.

AS THE PERSON AUTHORIZED TO SIGN THE STATEMENT, I CERTIFY THAT THIS

FIRM COMPLIES FULLY WITH THE ABOVE REQUIREMENTS.

Signature Printed Name

VETERAN BUSINESS ENTERPRISE PARTICIPATION FORM

In order to foster economic development and business opportunities for service-disabled veterans and wartime veterans who have made extraordinary sacrifices on behalf of the nation, the City of Pensacola has adopted a Veteran Business Enterprise (“VBE”) Preference. For further information regarding this program, please refer to Section 3-3- 12 AND 3-3-13 of the Code of the City of Pensacola.

In order for a respondent to receive credit for being VBE vendor, it must perform useful business functions on the contract, have its principal place of business in Escambia or Santa Rosa County and be certified as a veteran business enterprise by the State of Florida Department of Management Services (“DMS”) as set forth in Section 295.187 of the Florida Statutes as of the date set for submittal of bids. For purposes of the City’s VBE Program, the respondent’s principal place of business must be within Escambia County, FL, or Santa Rosa County, FL.

There shall be no third party beneficiaries of the Veteran Business Enterprise Preference provisions of this solicitation or resulting contract. The City of Pensacola shall have the exclusive means of enforcement of the Veteran Business Enterprise Preference Ordinance and any contract terms. The City of Pensacola is the sole judge of compliance.

All solicitations and submittals awarded will be evaluated in accordance with the Code of the City of Pensacola.

My Florida Marketplace (vendor search)

If the Respondent is a qualifying VBE, please complete the boxes below.

If not, mark “N/A.”

Respondent’s Name: Respondent’s Principle Place of Business

Florida Certification Number as issued by State of Florida DMS:

FAILURE TO INCLUDE THIS FORM MAY DISQUALIFY THE SUBMITTAL.

https://vendor.myfloridamarketplace.com/search/vendor

SMALL BUSINESS ENTERPRISE STATEMENT

The Pensacola City Council adopted a Small Business Enterprise Ordinance #61-89. This ordinance encourages participation of small business in the City procurement process.

Participation goals will be provided on a project by project basis, based on the availability of certified small businesses.

A Small Business is defined as an independently owned and operated business employing 50 or fewer permanent full-time employees and having a net worth of not more than $1 million. The business must be in Escambia or Santa Rosa County.

If your firm meets the criteria above, please provide the requested information below.

VENDOR QUESTIONNAIRE

Name of Business

Address

Owner(s)'s Name(s)

OR

If your firm is partnering with or subcontracting with a certified SBE, please provide the information requested below.

SBE Directory

NAME OF PARTNER OR % OF CONTRACT

SBE FIRM SUBCONTRACTOR PERFORMANCE

1.

2.

3.

4.

5.

6.

FAILURE TO INCLUDE THIS FORM MAY DISQUALIFY THE SUBMITTAL.

https://www.cityofpensacola.com/DocumentCenter/View/28631/SBE-Directory-2025-11-13-PDF

COVENANT OF THE COMMUNITY FOR THE CITY OF PENSACOLA

WORKFORCE REPORT

Company Name:

The following is a list detailing each employee’s residential zip code and skillset or trade, and whether the employee was hired since the date the Contractor was awarded the Covenant Project, Bid No. .

Employee Residential Zip Code Skillset or Trade Hired since the award of contract:

Yes/No

Example: 32502 Plumbing, Welder, Carpentry, Bricklaying, Project Mgmt., Concrete, or Write in the applicable skillset/trade.

Yes

I do solemnly affirm that the information furnished herein and the documents provided herewith are true and accurate.

Signature and Title of Business Representative Date

This form may be reproduced.

December 2020

COVENANT FOR THE COMMUNITY

FOR CITY OF PENSACOLA

LOCAL BUSINESS PARTICIPATION REPORT

The following is a list of amounts billed by all subcontractors and vendors and whether the subcontractor or vendor is local for the awarded Covenant Project, Bid No. .

Name of Subcontractor / Vendor Local Business Sub/ Vendor:

Yes/No

Amount Billed

Example: Construction, LLC Yes $40,000

Please answer the following statistical questions pertaining to this Covenant Project:

1. What was the percentage of newly hired employees that are local residents? .

2. What was the percentage of all existing employees that are local residents? .

3. What was the percentage of local business participation? .

I do solemnly affirm that the information furnished herein and the documents provided herewith are true and accurate.

Signature and Title of Business Representative Date This form may be reproduced.

December 2020

REQUIRED DOCUMENTS ACKNOWLEDGEMENT

Bid/RFP/RFQ #26-057

Purchasing Forms Contractor Initials

1) Proposal Page(s) _____

2) State of Florida Affidavit Regarding the Use of Coercion for Labor _____ and Services Pursuant to Florida Statute 787.06(13)

3) 52.209-5 FAR Certification Regarding Debarment, Suspension, _____

Proposed Debarment, and Other Responsibility Matters

4) 52.209-6 FAR Protecting the Government's Interest When Subcontracting _____ with Contractors Debarred, Suspended, or Proposed for Debarment

5) Drugfree Workplace Certificate _____

6) Veteran Business Enterprise Statement _____

7) Small Business Enterprise Statement _____

8) Covenant With the Community Workforce Report _____

9) Covenant With the Community Local Business Participation Report _____

10) Acknowledgement of addenda (signed signature pages of addenda) _____

11) Bid Bond _____

12) Required Documents Acknowledgement Page _____

Department Requirements (Dept to verify validity) Contractor Initials

1) Ex. Escambia County Competency Card _____

2) __________________________________________

Authorized Officer’s Name: Title:

Signature of Officer: Date:

STATEMENT OF NO PROPOSAL

If you are unable to submit a proposal at this time, please complete the following and return by e-mail to purchasing@cityofpenscola.com. Your choices or comments below will assist us in properly notifying you of future opportunities.

We have declined to respond to Bid/RFP/RFQ #26-057 for the following reason(s):

SPECIFICATIONS NATURE OF AWARD

Specifications too “tight” (i.e., limited Insufficient time to respond to one brand or manufacturer)

Specifications unclear Equivalent options not offered

Unable to meet specifications Other (please explain below)

Explanation:

We request to:

remain in this service category for future City of Pensacola solicitations.

be removed from this service category and remain on the City’s solicitation list.

be removed from the City’s solicitation list.

Officer Name: Title:

Address:

City: State: Zip Code:

Office: ( ) Fax: ( )

Email:

Signature of Officer: Date:

mailto:purchasing@cityofpenscola.com

INSURANCE AND INDEMNIFICATION

GENERAL

Before starting and until termination of work for, or on behalf of the City, the Contractor shall procure and maintain insurance of the types and limits specified.

The term City, as is used in this section, is defined to mean the City of Pensacola, itself, any subsidiaries or affiliates, elected and appointed officials, employees, volunteers, representatives and agents.

COVERAGE

Insurance shall be issued by an insurer whose business reputation, financial stability and claims payment reputation is satisfactory to the City, for the City’s protection only. Unless otherwise agreed, the amounts, form and type of insurance shall conform to the following minimum requirements.

Worker’s Compensation

The Contractor shall purchase and maintain Worker’s Compensation Insurance Coverage for all Workers’ Compensation as legally required. Additionally, the policy, or separately obtained policy, must include Employers Liability Coverage of at least $100,000 each person – accident, $100,000 each person – disease, $500,000 aggregate – disease.

Commercial General, Umbrella Liability, and Professional Liability Coverages

The Contractor shall purchase coverage on forms no more restrictive than the latest editions of the Commercial General Liability filed by the Insurance Services Office.

The City of Pensacola shall be an Additional Insured and such coverage shall be at least as broad as that provided to the Named Insured under the policy for the terms and conditions of this Contract. The City shall not be considered liable for premium payment, entitled to any premium return or dividend and shall not be considered a member of any mutual or reciprocal company. Minimum limits of $1,000,000 per occurrence, and per accident, for liability must be provided, with umbrella insurance coverage making up any difference between the policy limits of underlying policies coverage and the total amount of coverage required. If the required limits of liability afforded should become impaired by reason of any claim, then the Contractor agrees to have such limits of $1,000,000 per occurrence, reinstated under the policy.

Commercial General Liability coverage must be provided, including bodily injury and property damage liability for premises, operations, products and completed operations (including pollution related claims), independent contractors, and property damage resulting from, explosion, collapse or underground (x,c,u) exposures. The coverage shall be written on occurrence-type basis.

Umbrella Liability Insurance coverage shall not be more restrictive than the underlying insurance policy coverages. The coverage shall be written on an occurrence-type basis.

Professional Liability insurance coverage must be provided to afford protection for errors and omissions arising out of services provided under, or associated with this contract. Minimum limits of $1,000,000 per occurrence and $1,000,000 aggregate must be provided.

CERTIFICATES OF INSURANCE

Required insurance shall be documented in the Certificates of Insurance which provide that the City shall be notified at least thirty (30) days in advance of cancellation, non-renewal or adverse change or restriction in coverage. The City shall be named as an Additional Insured and this contract shall be listed. If required by the City, the Contractor shall furnish copies of the Contractor’s insurance polices, forms, endorsements, jackets and other items forming a part of, or relating to such policies. Certificates shall be on the “Certificate of Insurance” form equal to, as determined by the City, an ACORD 25. Any wording in a Certificate which would make notification of cancellation, adverse change or restriction in coverage to the City an option shall be deleted or crossed out by the insurance carrier or the insurance carrier’s agent or employee. If on an ACORD 25 or similar form, the words “endeavor to” and “but failure...” shall be deleted so that the sentence ends with the word “left” or signed endorsements for the cancellation clauses MUST accompany Certificate(s) of Insurance. The Contractor shall replace any canceled, adversely changed, restricted or non-renewed policies with the new policies acceptable to the City and shall file with the City, Certificate of Insurance under the new policies prior to the effective date of such cancellation, adverse change or restriction. If any policy is not timely replaced, in a manner acceptable to the City, the Contractor shall, upon instructions of the City, cease all operations under the Contract until directed by the City in writing, to resume operations.

INSURANCE OF THE CONTRACTOR PRIMARY

The Contractor required coverage shall be considered primary, and all other insurance shall be considered as excess, over and above the Contractor’s coverage. The Contractor’s policies of coverage will be considered primary as relates to all provisions of the contract.

LOSS CONTROL AND SAFETY

The Contractor shall retain control over its employees, agents, servants, and subcontractors, as well as control over its invitees, and its activities on and about the subject premises and the manner in which such activities shall be undertaken and to that end, the Contractor shall not be deemed to be an agent of the City. Precaution shall be exercised at all times by the Contractor for the protection of all persons, including employees and property. The Contractor shall make special effort to detect hazards and shall take prompt action where loss control/safety measures should reasonably be expected.

HOLD HARMLESS

The Contractor shall indemnify and hold harmless the City of Pensacola, its officers and employees, from any and all liabilities, damages, losses, and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of the Contractor and persons employed or utilized by the Contractor in the performance of this contract. The Contractor’s obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance.

PAY ON BEHALF OF THE CITY

The Contractor agrees to pay on behalf of the City, as well as provide a legal defense for the City, both of which will be done only if and when requested by the City, for all claims as described in the Hold Harmless paragraph. Such payment on the behalf of the City shall be in addition to any and all other legal remedies available to the City and shall not be considered to be the City’s exclusive remedy.

GOVERNING LAW AND VENUE

This Contract is governed and construed in accordance with laws of the State of Florida.

The law of the State of Florida shall be the law applied in the resolution of any claim, actions or proceedings arising out of the Contract. Venue for any claim, actions or proceedings arising out of this Contract shall be Escambia County, Florida.

PURCHASING GENERAL CONDITIONS

To ensure acceptance, all bidders submitting bids to the City of Pensacola shall be governed by the following conditions, attached specifications, and bid form(s) unless otherwise specified. Bids not submitted on the bid form(s) provided shall be rejected, and bids not complying with these conditions will be subject to rejection. Multiple submittals from the same entity will not be accepted.

1. Approved Equivalents or Equals: Any manufacturer's names, trade names, brand names, model numbers, etc. listed in the specifications are for information only and not intended to limit competition. The Bidder may offer any brand for which he is an authorized representative, which meets or exceeds the specifications as written. If the bid is based on an "approved equivalent or equal" item(s) or service(s), supportive information in the form of the manufacturer's printed literature or brochures, sketches, diagrams, and/or complete specifications must accompany the bid. The bidder must explain in detail the reasons why the proposed equivalent or equal will meet specifications and not be considered an exception thereto. The City of Pensacola reserves the right to determine acceptance of proposed equivalent or equal item(s) or service(s).

2. Award of Bids: Recommendations for award of bids are made to the Mayor or City Council based on the lowest and best responsible bidder meeting all conditions and requirements of the specifications.

3. Bid Bond: The particular item(s) or service(s) outlined within the attached specifications require(s) that a certified check, cashier's check, or insurance company’s executed bond made payable to the City of Pensacola accompany your proposal as specified in the Invitation to Bid. To ensure its prompt return, please include the company's name and return address on the face of your good faith check or draft. Checks or drafts accepted as good faith deposits will be retained within the City's Finance Department until award and execution of contract is complete, or until a purchase order is issued to the successful proposer. Any proposer withdrawing his proposal after the proposal opening forfeits the right of return of his good faith deposit.

4. Bid Withdrawal: No bid may be withdrawn after closing time for receipt of bids for a period of sixty (60) days thereafter. The contract award shall be legally binding at the time of award by Mayor or City Council.

5. Delivery: Bid quotations shall include all freight costs to Pensacola, Florida to a point(s) specified herein or specified at the time the purchase order is placed. No title to the item(s) or service(s) ordered nor any risk of loss shall be passed to the City of Pensacola until after receipt of delivery has been acknowledged by an authorized representative of the City of Pensacola.

6. Discounts: Terms offering a discount for prompt payment will be considered in determining the low bid. The discount period shall begin whenever (1) the conditions of the specifications have been fully met and the product or service judged acceptable to the City of Pensacola or (2) a correct invoice and other required documents have been received, whichever is later. Discounts offered for a period of less than thirty (30) days will not be considered in determining low bid.

7. E-Verify System (Mandatory): In compliance with the provisions of F.S. 448.095, the parties to this contract and any subcontractors engaged in the performance of this contract hereby certify that they have registered with and shall use the E-Verify system of the United States Department of Homeland Security to verify the work authorization status of all newly hired employees, within the meaning of the statute.

8. Exceptions to Specifications: During the drafting of written specifications, a sincere effort is made to describe products and services best suited to the needs of the City;

however, in order that consideration be given in evaluating bids, any exceptions to or deviations from the specifications as written must be noted and fully explained. The Mayor is the final authority in determining the acceptability of any exceptions to specifications.

9. Governing Law: The laws of the State of Florida shall be the laws applied in the resolution of any action, claim or other proceeding arising out of this contract.

10. Identical Tie Bids: In the event that two or more bids are identical in price, preference shall be given to business with Drug-Free Workplace Programs. A Drug-Free Workplace Certificate is enclosed.

11. Intent of Specifications: It is the intent of the specifications attached hereto to set forth and describe a certain item(s) or service(s) to be purchased by the City of Pensacola including all materials, equipment, machinery, tools, apparatus, and means of transportation (including freight costs) necessary to provide the item(s) or service(s).

12. Interpretations: All questions concerning the specifications or conditions shall be directed in writing to the Purchasing Office at least ten (10) days prior to submittal deadline, unless otherwise instructed on the Invitation to Bid Page. Inquiries must reference the bid item(s) or service(s) and the date of the bid submittal deadline.

Interpretations will be made in the form of an addendum placed on the City’s website. The City shall not be responsible for any other explanation or interpretation.

13. Legal Requirements: All applicable provisions of Federal, State, County, and local laws including all ordinances, rules, and regulations shall govern the development, submittal and evaluation of all bids received in response to these specifications, and shall govern any and all claims between person(s) submitting a bid response hereto and the City of Pensacola, by and through its officers, employees and authorized representatives. A lack of knowledge by the bidder concerning any of the aforementioned shall not constitute a cognizable defense against the legal effect thereof. The Bidder agrees that it will not discriminate on the basis of race, creed, color, national origin, sex, age or disability.

14. Licenses, Registration and Certificates: Each bidder shall possess at the time of submitting its bid all licenses, registration and certificates necessary to engage in the business of contracting (or special contracting if the work to be performed necessitates a particular type of specialty contractor) in the City of Pensacola. Bidder must also possess all licenses, registrations and certificates necessary to comply with federal, state and local laws and regulations. The awarded bidder shall be registered at the time of contract execution as an active vendor with the Florida Department of State, Division of Corporations (www.sunbiz.org).

http://www.sunbiz.org/

15. Mistakes: Bidders are expected to examine the conditions, scope of work, proposal prices, extensions, and all instructions pertaining to the item(s) or service(s) involved.

Failure to do so will be at the bidder’s risk. Unit prices bid will govern in award.

16. Payment of Invoices: The City of Pensacola issues checks for payment of invoices on the 10th of each month. The signed receiving copy of the purchase order and a correct invoice must have been received by Accounts Payable Activity prior to the 4th of the month. Item(s) or service(s)s received on or after the 4th will be processed in the following month. All invoices are payable by the City under the terms of Florida Prompt Payment Act, Florida Statute §218.70. All purchases are subject to availability of funds in the City’s budget.

17. Permits and Taxes: The bidder shall procure all permits, pay all charges, fees, and taxes, and give all notices necessary and incidental to the due and lawful prosecution of the work. Bidders who use public roads of the City of Pensacola, Florida for transport of goods of any kind which said goods were transported from a point without the City of Pensacola, Florida to a point within the City of Pensacola shall obtain a “Use of Streets” permit for a fee not in excess of the license paid for by local licensees engaged in the same business.

18. Pre-Bid Meetings: If a bid requires a mandatory pre-bid meeting, any representative of a firm wishing to submit a bid must sign in with the name of the bidding firm.

19. Prohibited Conduct by Bidders: Upon the publication of any solicitation for sealed bids, requests for proposals, requests for qualifications, or other solicitation of interest or invitation to negotiate by any authorized representative of the City of Pensacola, any party interested in submitting a bid, proposal, or other response reflecting an interest in participating in the purchasing or contracting process shall be prohibited from engaging in any communication pertaining to formal solicitations with the Mayor, any member of Pensacola City Council or any member of a selection/evaluation committee for RFPs/RFQs, whether directly or indirectly or through any representative or agent, whether in person, by mail, by facsimile, by telephone, by…