ITB_2633_Addendum_01__Landscape_Maintenance_and_Mowing_Services.pdf

Addendum No. 1 / August 5, 2026

Bid: LANDSCAPE MAINTENANCE AND MOWING SERVICES ITB No. 26-33 City of Oviedo Florida

Date: August 05, 2026

TO: All Holders of Bidding Documents of Record - Addendum No. 1

This addendum forms a part of and modifies the Bidding/Contract Documents dated July 26, 2026 for the above referenced bid. Bids for the LANDSCAPE MAINTENANCE AND MOWING SERVICES are due September 1, 2026 on or before 2:00p.m. in the Purchasing Agent’s office. Receipt of this addendum must be acknowledged in the space provided on the Bid Form. Failure to do so will subject the Bidder to disqualification.

This addendum consists of thirty-nine (38) pages as follows:

Addendum – six (6) pages 8 ½ x 11 General Conditions – eleven (11) pages 8 ½ x 11 Special Conditions – three (3) pages 8 ½ x 11 Specifications – eleven (11) pages 8 ½ x 11 Reference Form – one (1) page 8 ½ x 11 Bid Form Worksheet For Schedule D - three (3) pages 8 ½ x 14 Bid Form Worksheet for Schedule H - three (3) pages 8 ½ x 14

Below are Changes, Additions, and Clarifications to the Contract Documents dated July 26, 2026.

ADDITIONAL CLARIFICATIONS

1. Question: “Could you please provide the current contract information, including the name of the company performing the work and the total dollar value of the contract?”

Response: Ultimate Image and approximately $571,000.

2. Question: “Can you send over if possible, the past bid tab for this project mentioned above?”

Response: Refer to question 1, and the schedule line items vary from the previous bid.

3. Question: “Will you Will you consider having a pre-bid meeting for this solicitation for all vendors? This would be very helpful.”

Response: A pre-bid meeting will be optional for plan holders, and will be held on August 13th, 2026 at 2:00pm.

4. Question: “Are you able to provide the excel version of the bid form pricing sheet? This will make the pricing more streamlined with accuracy.”

Response: No.

5. Question: “Do you have irrigation clock locations and zones counts for each area? Maybe providing irrigation maps?”

Response: There are clocks at each location listed on the Irrigated Properties (Appendix C). Each clock can potentially accommodate up to ten (10) zones.

6. Question: “Is the city sure they want weekly irrigation inspections? Typically, monthly inspections are more than sufficient for landscape maintenance contracts.”

Response: Specifications Section N – Irrigation, page 26, has been changed to monthly inspections. See attached replaced Specifications.

7. Question: “Are irrigation repairs paid separately under Schedule I, or are contractors expected to absorb minor repairs under the base maintenance contract?”

Response: Irrigation repairs are separate. Schedule I Item 3 - Materials, include irrigation repairs.

8. Question: “Is all routine tree pruning included within the base contract, or only clearance pruning?”

Response: Tree pruning will follow Specifications Section L – Tree Trimming.

9. Question: “Is shrub pruning intended to be performed on an as-needed basis, or is there an expected number of cycles per year for estimating purposes? The specifications reference appearance standards but do not define a frequency.”

Response: Shrub pruning will follow Specification Section J – Pruning Shrubs and Ornamentals.

10. Question: “Will monthly invoices be based upon equal monthly installments regardless of mowing frequency, or actual work performed each month?”

Response: Monthly invoices will be based on actual work performed.

11. Question: “Are palm removals, palm replacements, and disease treatment considered additional services?”

Response: Yes, and follow Schedule I.

12. Question: “Can the City provide the annual irrigation repair expenditures for the previous three years? Reason: Weekly inspections could become expensive if the irrigation systems are in poor condition”.

Response: Approximately $18,000 per year, base cost, on monthly inspections. The irrigation system is in good working condition.

13. Question: “Has the City added or removed any properties since the previous contract? If so, can the City identify them?”

Response: All areas are included in the current bid.

14. Question: “Please provide a copy of the current executed Landscape Maintenance and Mowing Services contract that Bid No. 26-33 is replacing, including all amendments, renewals, and the name of the current contractor The current executed Landscape Maintenance and Mowing Services contract.

All amendments, renewals, extensions, and change orders associated with the contract.

The original bid tabulation or proposal evaluation used to award the contract.

The City Council agenda item, staff report, and resolution approving the award.

The current annual contract value and any approved price adjustments.

Any task orders or work authorizations issued under the contract, if applicable.

The contractor's submitted pricing schedule or bid form.

Any performance evaluations, notices of deficiency, cure notices, or termination correspondence related to the contract, if any exist. “

Response: Refer to question one.

15. Question: “Partial-schedule bidding - Section 8 under Preparation of Bids states that contractors are not required to provide prices for all services listed. May a bidder submit “No Bid” or “N/A” for selected Schedules A through H and bid only the schedules it is interested in performing? If so, should the bidder submit worksheets only for the schedules being bid, or must every Schedule A–I worksheet be returned?”

Response: General Bid Terms and Conditions-Preparation of Bids-Item number 8, was removed from the current bid set, page 13. See attached replaced General Conditions.

16. Question: “Awards by service component - The Schedule A–G worksheets contain separate pricing columns for Landscape/Mowing, Irrigation and Fertilization/Pest Control. May the City award these service components separately within a schedule, or will each schedule be awarded as one complete package to a single contractor? For example, could the irrigation component of a schedule be awarded separately from mowing and fertilization/pest control?”

Response: The bid is awarded to a single contractor.

17. Question: “Schedule I as a standalone bid - May a bidder submit pricing for only Schedule I, Additional Services, without submitting pricing for any of Schedules A through H?”

Response: No, the bid must include all Schedules.

18. Question: “Schedule I bid-bond calculation - If Schedule I may be bid or awarded independently, how should the required 5% bid bond be calculated when Schedule I contains hourly rates, material markups and unit prices but does not contain a total estimated annual price? Would the City provide an estimated annual Schedule I value for bonding purposes, or would no bid bond be required for a Schedule I-only submission?”

Response: Bid bond will be based on Schedules A thru H.

19. Question: “Schedule D frequency - The specifications state that Schedule D is to be mowed once every 14 days during the heavy growing season and once every 30 days during the dormant growing season. The Schedule D worksheet instead states once every seven days during the heavy season and once every 14 days during the dormant season. Which frequency should bidders use when calculating Schedule D pricing?”

Response: Schedule D is revised to reflect the mowing schedule shown on the specifications sheet. See attached the revised Schedule D Bid Form worksheet.

20. Question: “Schedule H frequency – “The specifications state that Schedule H ditch mowing will occur three times during the heavy growing season and twice during the dormant season.

The Schedule H worksheet states seven heavy-season mows and three dormant-season mows.

Which frequency should bidders use when calculating Schedule H pricing?”

Response: Schedule H worksheet was revised to reflect the mowing schedule shown on the specifications sheet. See attached the revised Schedule H Bid Form worksheet.

21. Question: “Schedule H groups - May Schedule H be bid and awarded separately by Group 1, Group 2 and Group 3, or must one bidder price and perform all three Schedule H groups? If separate group awards are permitted, please clarify how bidders should show the individual group totals on the main Bid Form.”

Response: No, bid must include all Schedules and will be awarded to one contractor.

22. Question: “Recurring services versus as-needed work orders - The bid contains annual and monthly pricing for Schedules A through H, but the General Conditions state that services will be authorized on an as-needed basis through purchase orders or work orders. If a contractor is awarded a Schedule A–H service area, should the contractor expect recurring purchase orders covering all locations and service frequencies included in that awarded schedule, or does the contract provide no minimum quantity, work volume or revenue commitment?”

Response: A separate purchase order is issued for as needed services identified in Schedule I; Items 1, 2 and 3.

23. Question: “References - The General Conditions request a minimum of three previous or current clients. The Special Conditions and Reference Form request four commercial or governmental accounts. Please confirm whether bidders must provide three or four references. Must all required references belong directly to the prime bidder, or may relevant experience and references from a listed subcontractor or teaming partner be considered?”

Response: Bidder will provide to the City references of four (4) commercial and/or governmental accounts similar to the scope of work for the City of Oviedo. All references to be provided by the Contractor (bidder) not the subcontractor. See attached the replaced General Conditions, Special Conditions, and Reference Form.

24. Question: “Subcontracting fertilization and pest-control services - May the prime contractor subcontract the complete fertilization, pesticide and pest-control portion of an awarded schedule to an appropriately licensed and insured Florida pest-control provider while the prime contractor self-performs the mowing, landscape maintenance and irrigation portions?

If permitted, must the subcontractor’s licenses, insurance documentation and references be included with the original bid submission?”

Response: Yes, the subcontractor’s licenses, insurance documentation must be included with the original bid submission.

25. Question: “Historical pricing and property quantities - Can the City provide the following information, if available:

The previous bid tabulation or incumbent contract pricing for these services;

The name of the current contractor or contractors;

Available acreages, square footage or other measurable quantities for the locations in

Schedules A through G; and Historical quantities or expenditures for Schedule I additional services?”

Response: Refer to Question 1. Approximately $18,000 per year is spent on irrigation repairs, based on monthly inspections.

26. Question: “Performance-bond calculation - The Special Conditions require a performance bond equal to 100% of the Annual Contract Price. If a contractor is awarded only selected schedules, service components or Schedule H groups, will the performance bond be based only on the annual value of the specific work awarded to that contractor? If Schedule I is awarded independently, how will its annual contract price be established for purposes of the performance bond?”

Response: The performance-bond calculation is based on Total Annual Base Bid.

GENERAL COMMENTS

1. General Conditions

Delete “General Conditions” in its entirety and replace with attached and annotated as “Addendum No.1/August 5, 2026”.

2. Special Conditions

Delete “Special Conditions” in its entirety and replace with attached and annotated as “Addendum No. 1/August 5, 2026”.

3. Specifications

Delete “Specifications” in its entirety and replace with attached Specifications annotated as “Addendum No.1/August 5, 2026”.

4. Reference Form

Delete “Reference Form” in its entirety and replace with attached Reference Form annotated as “Addendum No. 1/August 5, 2026”.

5. Bid Form Worksheet, Schedule D

Delete “Schedule D” in its entirety and replace with attached Schedule D annotated as “Addendum No.1/August 5, 2026”.

6. Bid Form Worksheet, Schedule H

Delete “Schedule H” in its entirety and replace with attached Schedule D annotated as “Addendum No.1/August 5, 2026”.

END OF ADDENDUM NUMBER 1

Landscape Maintenance and Mowing Services No. 26-33 Page 5 Addendum No.1/August 5, 2026

GENERAL BID TERMS AND CONDITIONS

ANTICIPATED TIMETABLE

Release of Invitation to Bid July 26, 2026 Deadline for Written Questions August 18, 2026 Bid Due Date September 1, 2026 Anticipated Award Date October 2026

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

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.

BID AWARD

This bid may be awarded to one or more contractors, in part or in whole based on the apparent low bidder. The City of Oviedo also reserves the right to accept or reject any or all bids which they may deem to best serve the interest of the City and the City reserves the right to waive technicalities or informalities

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

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

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

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. Bids received after the specified date and time will not be accepted. Bids will not be accepted by hard copy, telephone or facsimile.

Landscape Maintenance and Mowing Services No. 26-33 Page 6

Public Bid Opening via zoom.us Meeting ID: 876 5913 3267 Pass Code: sq5TEL

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 one (1) year. The contract may be automatically renewed for four (4) additional one (1) year periods. 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 requests for price increases or decreases after the one (1) year period must be presented to the Public Works Director in writing, on company letterhead. If the Public Works Director concurs with the adjustment, the request will be presented to the City Manager and/or City Council who may approve or deny the request. Any approval will be in the form an amendment to the Agreement and shall be signed by both parties. Any price increase shall remain firm for a minimum of one (1) year after the adjustment is processed, provided the Contractor notifies the City in writing of the pending price escalation a minimum of sixty (60) days prior to the effective

Landscape Maintenance and Mowing Services No. 26-33 Page 7 date. Any proposed escalations are subject to the City’s review & approval in order to become effective.

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.

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.

FEDERAL AND STATE TAX

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

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.

Landscape Maintenance and Mowing Services No. 26-33 Page 8

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 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

Landscape Maintenance and Mowing Services No. 26-33 Page 9

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.

PROTEST

Any protest must be made within three (3) days following the posting of the recommendation for award. Protest procedures are available from the City of Oviedo Purchasing Department, 400 Alexandria Blvd, Oviedo, FL 32765, or by emailing purchasing@cityofoviedo.net.

Notice of decision or intended decision concerning a bid solicitation or award may be given by posting the bid tabulation or recommended award electronically on the City’s electronic procurement platform VendorLink. Failure to file a protest within the deadlines prescribed shall constitute a waiver of protest proceedings.

PUBLIC RECORDS

The CONTRACTOR agrees to fully comply with all State laws relating to public records. In order to comply with Section 119.0701, Florida Statutes, the CONTRACTOR must: (1). Keep and maintain public records required by the City to perform the service, (2). Upon request from the City 's custodian of public records, provide the public with a copy of the public records requested or allow the records to be inspected or copied within a reasonable time and at a cost that does not exceed the cost provided in Chapter 119, Florida Statutes, or as otherwise provided by law, (3) Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the term of this Agreement and following completion of this Agreement if the CONTRACTOR does not transfer the records to the City, (4) Upon completion of this Agreement, transfer, at no cost, to the City all public records in possession of the CONTRACTOR or keep and maintain public records required by the City to perform the service. If the CONTRACTOR transfers all public records to the City upon completion of this Agreement, the CONTRACTOR shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the CONTRACTOR keeps and maintains public records upon completion of this Agreement, the CONTRACTOR shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City's custodian of public records, in a format that is compatible with the information technology systems of the City, and (5). If the CONTRACTOR does not comply with a public records request, the City shall enforce any and all Agreement provisions in accordance with this Agreement and the CONTRACTOR shall be subject to all rights and remedies of the City and the public under controlling State law.

Landscape Maintenance and Mowing Services No. 26-33 Page 10

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 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

Landscape Maintenance and Mowing Services No. 26-33 Page 11 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 request 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.

QUESTIONS

All questions concerning this solicitation shall be submitted in writing to the name and e-mail address listed below prior to August 18, 2026, at 5:00 p.m. (Eastern Standard Time).

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

Questions concerning the specifications will be forwarded by this office to the appropriate department/division. Prospective Bidders are not to contact any member of the City of Oviedo staff or officials other than the above specified contact person unless explicitly authorized by this office. All questions received will be answered in the form of an addendum issued after the question deadline.

Respondents will be required to acknowledge receipt of addenda, if any, on the Bid 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.

ADDENDA

Any clarification/changes will be through written addendum only issued by the City. The following information applies:

1. No interpretation of the meaning of the bid documents, attachments (if any), or any other related documents, nor correction of any apparent ambiguity, inconsistency or error therein, will be made to any Bidder orally.

2. All Corrections, interpretations and supplemental instructions will be in the form of written addenda to the bid documents which will be available through VendorLink.

3. The Bidder is responsible for making sure that any and all addenda have been received prior to submission of the bid.

4. Only the interpretation or correction given by the Purchasing Department or authorized representative, in writing, will be binding, and prospective Bidders are warned that no other source is authorized to give information concerning, explaining or interpreting the bid documents.

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BID BOND

Bids shall conform to and be responsive to the Bidding Documents in this Bid and must be accompanied by a Certified Check, Cashier’s Check, or Bid Bond, in an amount equal to 5% of the Total Bid Amount, made payable to the City of Oviedo.

REFERENCES

The Bidder will provide to the City references of four (4) commercial and/or governmental accounts similar to the scope of work for the City of Oviedo and include the 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 September 1, 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.

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

Landscape Maintenance and Mowing Services No. 26-33 Page 13 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).

PREPARATION OF BIDS

1. The Bidder is solely responsible for reading and completely understanding the bid documents and attachments (if any). Failure to do so will be at the Bidder’s risk.

2. A site inspection is recommended. Please contact: Jacqueta Scott, Procurement Manager at jscott@cityofoviedo.net with any questions about the site locations.

3. Bids must be submitted on the attached Bid Form. The Bid Form is a mandatory form to ease bid tabulation and analysis; however, it can be accompanied by additional supportive forms. Bids submitted in any other format will be disqualified.

4. Each Bidder will furnish the information required on the Bid Form and each accompanying sheet thereof on which he makes an entry. All prices and blank spaces in the Bid Form and accompanying sheets must be filled in legibly and correctly in ink or type written. Do not use pencil when inserting prices.

5. Complete all forms and attach proof of registration with the Florida Department of State in accordance with the provisions of Chapter 607, Florida Statutes. Include occupational licenses, Certification and Trade Certification. Bids submitted without proof of license and trade certifications (if any) will be disqualified.

6. All items quoted must be in compliance with all Specifications and Contractor shall be bound by all requirements as contained in this solicitation package and all addenda thereto.

7. Quote lowest price at which you will furnish the services listed and check your prices before submission of bids, as no change in prices will be allowed after bid opening.

8. Contractors are not required to provide prices for all services listed but are encouraged to provide bids for any services listed which they are interested in supplying.

9. Bid prices shall remain firm for a period of sixty (60) days in order to allow the City adequate time to evaluate the bids.

10. An officer or representative who has official authorization to sign bids MUST sign the Bid Form. All bids must be signed with the firm’s name and by a responsible officer or employee. Obligations assumed by such signature must be fulfilled. If the bid is made by an individual, he must sign his name therein and state his business address and the name and address of every other person interested in the bid as principal. If the bid is made by a firm or partnership, its name and business address must be stated as well as the name

Landscape Maintenance and Mowing Services No. 26-33 Page 14 and address of each member of the firm or partnership. If the bid is made by a corporation, the bid must be signed by an authorized officer or agent, subscribing the name of the corporation with his own name and affixing the corporation seal.

11. The Bidder is responsible for making sure that any and all addenda have been received prior to submission of the bid.

SUBMISSION OF BIDS

For purposes of this solicitation, a sealed bid is considered a bid submitted using VendorLink. The bid must be received no later than 2:00 PM September 1, 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 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.

By submitting a Bid, the bidder certifies they have fully read and understands this invitation for Bid and certifies full knowledge of the scope, nature, quantity and quality of work to be performed, and detailed requirements of the services to be provided and the conditions under which services are to be performed.

EVALUATION OF BIDS

Awards shall be made to the lowest, responsive responsible bidder whose bid is determined to be the most advantageous to the City, taking into consideration the evaluation factors set forth below:

A. Price B. Experience of company C. The sufficiency of financial resources and the ability of the company to perform this contract.

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D. References E. Location of Business F. Manpower G. Company History H. Number of employees that are available for performance of this contract I. Equipment inventory of company J. Prior contract performance with the City of Oviedo K. Such other information as may be requested or secured.

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

WITHDRAWAL OR CORRECTION OF BIDS

Bids may be withdrawn or corrected prior to the bid due date and time. After the bid due date and time, a Bidder cannot withdraw or correct a bid. Negligence on the part of the Bidder in preparing a bid is not grounds for withdrawal or modification of a bid after the bid due date and time and the bid submitted must be in force for 60 calendar days after opening. Bidders may not assign or otherwise transfer their bid.

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.

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SPECIAL CONDITIONS

A. Representation and Warranties of the Contractor:

The Contractor(s) represents and warrants to the City:

1. They have been in the business of Landscaping Maintenance and Mowing within

Central Florida for a minimum of five (5) years.

2. Bidder will provide to the City references of four (4) commercial and/or governmental accounts similar to the scope of work for the City of Oviedo.

3. They are located or have a project management office located within fifty (50) miles of the City of Oviedo.

4. They have a sufficient number of employees to effectively and efficiently perform the work defined herein.

5. They have the financial resources and equipment to perform this contract.

6. Any sub-contractor included on the list of Sub-contractors possesses the required insurance and licenses as provided for in these bid documents.

B. Manner of Performance:

1. The Contractor(s) shall perform all its obligations and functions under this agreement in accordance with all terms, conditions, and specifications laid forth by the City.

2. The Contractor(s) shall meet regularly, at least monthly, with the City representatives.

3. The Contractor(s) shall instruct its personnel that no gratuities shall be solicited or accepted for any reason whatsoever from any City employee or resident of the City of Oviedo.

4. The Contractor(s) shall be responsible that any articles found by its employees are turned over to the City.

5. The Contractor(s) will abide by all State and Federal Regulations on wages and hours of employees.

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6. The Contractor(s) shall be responsible for all its employees and their conduct and actions during the term of this contract with the City of Oviedo.

7. The Contractor shall ensure dress code requirements will be followed according to OSHA, FDOT and MOT standards. In addition, being in the public view, inappropriate graphics, slogans, gestures, etc. on attire is not permissible.

8. The Contractor(s) shall keep current all licenses and permits whether Municipal, County, State, or Federal required for the performance of its obligations and functions hereunder and shall pay promptly when all fees become due.

9. The Contractor(s) will be required to pull permits when required by the City of

Oviedo, Seminole County, and/or FDOT.

10. The Contractor(s) must respond to service requests within twenty-four (24) hours or else the City will carry out the work and there will be a charge to the Contractor.

11. The Contractor(s) must carry identification at all times when working on City

Property.

12. The Contractor(s) must ensure that all Florida Department of Transportation (FDOT) Maintenance of Traffic (MOT) requirements are met while working along roadways, driveways and in City rights-of-ways and all Florida Department of Environmental Protection (FDEP) and/or Florida Department of Agriculture Rules and Regulations are followed in the performance of this contract.

C. Effectiveness and Duration:

1. The City’s Standard Goods and Services Agreement, a sample of which is attached as “Exhibit C” 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.

2. 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.

3. The agreement will be for a period of one (1) year at a fixed price and shall include all charges that may be incurred in fulfilling the terms of this bid. The agreement will automatically renew for four (4) additional one-year periods unless either party gives ninety (90) day notice that it does not wish to renew.

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4. Any requests for price adjustments after the one (1) year period must be presented to the Public Works Director in writing, on company letterhead. If the Public Works Director concurs with the adjustment, the request will be presented to the City Manager and/or City Council who may approve or deny the request.

Any approval will be in the form an amendment to the Contract and shall be signed by both parties. Any price increase shall remain firm for a minimum of one (1) year after the adjustment is processed.

5. The City may at any time by issuance of a change order make changes within the general scope of the contract in any of the following areas:

A. Description of services to be performed.

B. Time of Performance (i.e., hours of the day, days of the week, etc.).

C. Place of performance of the services.

If additional work or other changes are required in the areas described above, a price proposal shall be required from the Contractor. Upon negotiation of the proposal, execution and receipt of the change order, the Contractor shall commence performance of the work as specified.

The Contractor shall not commence the performance of additional work or other changes not covered by this contract (agreement) without an executed change order issued by the City. If the Contractor performs additional work beyond the specific requirements of this contract (agreement) without an executed change order, it shall be at his/her own risk. The City assumes no responsibility for any additional costs for work not specifically authorized by an executed change order.

D. Performance Bond:

The successful Bidder, simultaneously with the execution of the Agreement, shall furnish a Performance Bond in an amount equal to 100 percent of the Annual Contract Price. The Performance Bond shall be provided for the initial term of one year and all subsequent renewals periods to ensure there is no break in coverage during the contract term. The Bond shall be secured from a surety company acceptable to the City. The form of the Bond the successful Bidder will be required to execute is included on the following page.

The successful Bidder shall, before commencing the work, record said Performance Bond in the public records of the County where the improvement is located in accordance with Chapter 255.05 of the Florida Statutes.

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SPECIFICATIONS

A. DESCRIPTION OF SERVICES

The City of Oviedo is seeking qualified contractor(s) to perform Landscape Maintenance and Mowing Services within the City of Oviedo Rights-of-Ways and other City Properties, including but not limited to supplying all labor, materials and supplies, equipment, tools and any services, accessories and procedures necessary to perform under these specifications.

The firm or firms awarded this contract must be experienced in Commercial Right-of-Way Maintenance and Mowing and be certified by the Florida Department of Transportation (FDOT) for Maintenance of Traffic (M.O.T).

Upon award, the successful bidder(s) shall obtain and furnish to the City of Oviedo a copy of the insurance certificate,…