Kia_Center_Flooring_Replacement_(Addendum_#3_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP26-0285

KIA CENTER FLOORING REPLACEMENT

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

KIA CENTER FLOORING REPLACEMENT

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. MANDATORY MINIMUM QUALIFICATIONS

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

6. PRE-PROPOSAL CONFERENCE

7. PROPOSAL DUE DATE AND TIME

8. PROPOSAL PREPARATION AND FORMAT

9. REQUIRED PROPOSAL SUBMITTALS

10. DELIVERY OF PROPOSALS

11. CONFORMANCE TO SOLICITATION

12. EVALUATION CRITERIA

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

14. GENERAL TERMS AND CONDITIONS

15. ADDITIONAL INFORMATION

16. ADDENDUM TO REQUEST FOR PROPOSALS

17. APPLICABLE LAW AND APPEALS

18. CONTRACT

19. EXECUTION OF CONTRACT

20. AFFILIATED AGENCIES

21. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

22. RIGHT TO AUDIT RECORDS

23. FISCAL YEAR FUNDING APPROPRIATION

24. PUBLIC ENTITY CRIMES

25. PROMPT PAYMENT ACT

26. INVOICES

27. DISPUTE RESOLUTION

28. PROPOSER'S GUARANTEE

29. INSURANCE / PERFORMANCE BONDS

30. FLORIDA SALES TAX

31. DRUG-FREE WORKPLACE CERTIFICATION

32. AMERICANS WITH DISABILITIES ACT

33. RECIPROCAL LOCAL PREFERENCE

34. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

35. FOREIGN CORPORATION

36. SUBCONTRACTORS

Kia Center Flooring Replacement

37. PURCHASING CARD PROGRAM

38. LIVING WAGE POLICY

39. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

40. SOFTWARE LICENSES

41. NON-DISCRIMINATION

42. GOVERNING LAW / VENUE

43. RECOVERED MATERIALS

44. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

45. VENDOR QUESTIONNAIRE

Attachments:

A - Exhibit_1_-_Contract

B - Exhibit 2 - Plans and Drawings

1. INTRODUCTION

1.1. Summary

The City of Orlando, through its Orlando Venues Division, is soliciting proposals who are qualified and experienced in flooring replacement Work for the KIA Center located at 400

West Church Street, Orlando, FL.

The City anticipates selecting one firm to perform the services. Proposals are requested from Proposers that have a demonstrated ability to perform the tasks as described herein.

1.2. Contact Information

Direct inquiries to the following:

Cindy Jordan, C.P.M.

Purchasing Agent III

400 South Orange Ave

Orlando, FL 32801

Email: cynthia.jordan@orlando.gov

Phone: (407) 246-2367

Department:

Orlando Venues

1.3. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date February 23, 2026 mailto:cynthia.jordan@orlando.gov tel:(407)246-2367

Pre-Proposal Meeting (Non-

Mandatory)

February 27, 2026, 11:00am

You can come in person to the Non-

Mandatory Pre-Proposal Conference, but if not able to come, Join the Virtual Pre-

Proposal Conference via Microsoft Teams.

If coming in person, refer to Section 6.1.

https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ

3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi

%40thread.v2/0?context=%7b%22Tid%22

%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d

Dial in by phone

+1 321-247-7568,,924585387# United

States, Orlando

Phone conference ID: 924 585 387#

Join on a video conferencing device

Tenant key: cityoforlando@m.webex.com

Video ID: 114 236 832 7

Question Submission Deadline March 16, 2026, 5:00pm https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NDJhMzhhMDMtYWQ3ZC00N2NjLWIwNzktNjdjMzE0MzA0NDhi%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d mailto:cityoforlando@m.webex.com

Proposal Submission Deadline March 26, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL BID

OPENING.

Microsoft Teams https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkN y00YzI2LTg4MmUtOGQxNjAwZmM1NTg4

%40thread.v2/0?context=%7b%22Tid%22

%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%

22e07fe6eb-066d-4d58-bf29-

814dacdc86bc%22%7d

Dial in by phone

+1 321-247-7568,,563958071# United

States, Orlando

Phone conference ID: 563 958 071#

Join on a video conferencing device

Tenant key: cityoforlando@m.webex.com

Video ID: 118 112 481 0

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must keep your registration information up to date in order to continue to receive https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkNy00YzI2LTg4MmUtOGQxNjAwZmM1NTg4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkNy00YzI2LTg4MmUtOGQxNjAwZmM1NTg4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkNy00YzI2LTg4MmUtOGQxNjAwZmM1NTg4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkNy00YzI2LTg4MmUtOGQxNjAwZmM1NTg4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkNy00YzI2LTg4MmUtOGQxNjAwZmM1NTg4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkNy00YzI2LTg4MmUtOGQxNjAwZmM1NTg4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkNy00YzI2LTg4MmUtOGQxNjAwZmM1NTg4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_NTM0MjhlODYtNThkNy00YzI2LTg4MmUtOGQxNjAwZmM1NTg4%40thread.v2/0?context=%7b%22Tid%22%3a%227594da9b-294b-4acf-913b-d159ae921564%22%2c%22Oid%22%3a%22e07fe6eb-066d-4d58-bf29-814dacdc86bc%22%7d mailto:cityoforlando@m.webex.com http://www.orlando.gov/procurement/solicitations/ notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

https://procurement.opengov.com/portal/orlando.

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a one-time purchase.

4. MANDATORY MINIMUM QUALIFICATIONS

The City of Orlando seeks to establish a contract with a qualified and experienced

Contractor capable of providing flooring removal and installation work as described herein. In order to be considered responsive, Proposers must meet the following

Mandatory Minimum Qualifications. Failure to meet these qualifications, unless waived as a minor irregularity by the City, will result in being deemed nonresponsive, and removed from further consideration.

A. Relevant Experience

The Proposer shall be actively in business and have performed flooring replacement work for a minimum of seven (7) years. Information supporting this requirement should be provided on Attachment A (References).

B. Relevant Experience – Similar Projects

The Proposer shall have experience performed flooring replacement work at a minimum of three (3) facilities or locations, in the past seven (7) years, with comparable services performed (size and scope), similar to the scope of work contemplated in this solicitation, in which the facility has ongoing events and a high volume of https://procurement.opengov.com/portal/orlando guests. Information supporting this requirement should be provided on Attachment A

(References).

1. Include facility name, contact person, title, address, and current phone number

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5.1. GENERAL REQUIREMENTS

As set forth in this RFP, Proposals shall conform to the scope of services and technical requirements as set forth herein and any addenda thereto..

The Kia Center (formerly Amway Center) is an approximately 876,000-square-foot indoor arena located in downtown Orlando, FL. This arena is home to the Orlando Magic of the National Basketball Association (NBA),and the Orlando Solar Bears of the East Cost

Hockey League (ECHL) as well as, other sports, entertainment activities, and events.

The facility consists of eight (8) levels, with ticketed seating located on the Event Level, Founders Level, Terrace Level, Club Level, Promenade Level, and Press Level. Across these levels, the arena features a variety of ticketed products and premium spaces, including suites, clubs, concessions areas, loge seating, MVP seating, hospitality suites, and sponsor decks.

These areas contain various types of carpet and soft flooring finishes. The existing flooring materials are original to the building and are now more than fifteen (15) years old.

Due to age, wear, and the high-traffic nature of arena operations, flooring replacement is necessary to maintain safety standards, aesthetic quality, and the overall guest experience.

The Contractor shall not be responsible for the procurement of flooring materials.

Flooring materials will be owner-furnished.

This approach has been intentionally determined by City of Orlando Venues Division

(Owner) to ensure consistency with the curated architectural design of the facility, while selecting products capable of withstanding the rigorous, high-traffic demands associated with operation of a major indoor arena.

The Contractor shall be responsible for receiving, inspecting, storing (as coordinated by

City Project Manager), handling, removal of existing flooring materials, and installing the owner-furnished materials, in accordance with manufacturer specifications, industry best practices. The Floor Plans and Drawings (Exhibit 2) outlines the different areas of the

KIA Center that is receiving the replacement flooring, what type of flooring material, quantity take-offs (performed by an outside party), and other pertinent details.

All quantity take-offs and measurements should be taken from the official Floor Plans and Drawings (Exhibit 2).

Any interested parties may attend the non-mandatory site visit as outlined in this RFP.

This will give the Proposers an opportunity to view the site and site conditions.

https://en.wikipedia.org/wiki/Orlando_Magic https://en.wikipedia.org/wiki/National_Basketball_Association https://en.wikipedia.org/wiki/Orlando_Solar_Bears https://en.wikipedia.org/wiki/ECHL https://en.wikipedia.org/wiki/ECHL

5.2. TECHNICAL REQUIREMENTS

The Work outlined herein is for the Contractor to provide removal of existing flooring and flooring trims as specified herein and install new flooring, accessories (owner furnished) as outlined in the Exhibit 2, Plans and Drawings.

The Contractor shall furnish all labor, floor finishing accessories, transition products, leveling materials, resilient base, adhesives, supplies, tools, equipment, supervision, travel, toll charges, parking fees, dumpsters and disposal fees to perform this Work as outlined herein, at no additional cost to the City.

The Contractor shall have the capability to deploy flooring removal and installation teams in multiple locations at the Kia Center, at any given time. The Contractor shall come equipped with the necessary materials, supplies, tools, and equipment to perform the

Work at the job site, scheduled for that period.

The personnel who perform these services shall be under the sole responsibility of the

Contractor. The Contractor’s personnel shall be skilled and knowledgeable in the field of flooring removal and replacement.

The Contractor shall be responsible for receiving all Owner provided flooring product at their warehouse facility, in addition to the Contractor provided materials and transporting all materials to the specific locations where they will be installed within the facility. The

City's Project Manager will coordinate with the awarded Contractor of receiving said goods to their warehouse facility.

The Contractor shall be responsible for the removal and replacement of loose furnishings within the specified areas of Work. Fixed furnishings as indicated on Exhibit 2 shall also be carefully removed and reinstalled as part of this project scope. Other elements fixed or loose that actually touch the flooring shall be removed and reinstalled by the

Contractor.

The Contractor will coordinate with the City’s Project Manager who will perform inspections of the sites and verify that the Work has been completed in accordance with scope of work as outlined herein, and resolve problems that may arise.

The Contractor will supervise and direct the work efficiently with due care, skill, and attendance. The Contractor will be responsible to ensure that the finished Work complies accurately with the Scope of Work as outlined herein. Any damage caused by the

Contractor during the Contractor’s performance of the Work is the sole responsibility of the Contractor.

The Contractor’s work schedule shall be driven by the event schedule of the Kia Center.

A calendar identifying confirmed events and tentative event holds will be provided to the

Contractor. The event schedule is subject to change at any time, and the Contractor shall accommodate such changes without disruption to arena operations.

Work access will be provided during event days, nights, weekends, and holidays, as operationally feasible. Access windows will be coordinated and confirmed through recurring weekly meetings with the City’s Project Manager.

The Contractor shall maintain flexibility on staffing and sequencing to align with the dynamic nature of arena programming and shall not be entitled to additional compensation solely due to adjustments in Work sequencing resulting from changes to the event calendar.

The Contractor shall ensure that all jobsite personnel are properly attired and professional in appearance at all times while on-site at the Kia Center.

At a minimum, personnel shall:

a. Wear company-branded shirts or clearly identifiable tag (Company's name and logo with employee name)

b. Wear long pants

c. Wear closed-toe work shoes appropriate for construction environments

d. Utilize all required personal protective equipment (PPE) in accordance with

Occupational Safety and Health Administration (OSHA) standards and site-specific safety requirements

e. Not eat or smoke on property.

All personnel shall be clean, presentable, and conduct themselves in a professional manner consistent with working in a public-facing, high-profile venue.

Failure to comply with these requirements may result in removal of personnel from the site at the discretion of the City’s Project Manager.

Laydown and Staging Areas:

The City will work in good faith with the Contractor to identify and provide reasonable laydown and staging space for dumpsters, materials, equipment, and related project needs. However, all such space allocations are subject to availability and are contingent upon the Arena’s event calendar, operational requirements, and the needs of touring productions. The Contractor shall be responsible for coordinating all staging activities with the City’s Project Manager and must remain flexible to accommodate event-related adjustments.

Inspections and Job Standards:

1. The Contractor shall give twenty-four (24) hour advance notification to the City’s

Project Manager of each phase of Completed Work. Such action will not cause a delay in the Work by the Contractor.

2. The City’s Project Manager shall respond to an inspection call from the Contractor within twenty-four (24) hours, excluding weekends, at which time a site inspection will be scheduled.

3. The City reserves the right to perform inspections at any time during the project. The

City reserves the right to inquire and be advised by the Contractor on any methods being used to complete any phase of the project.

4. The City reserves the right to authorize additional flooring replacement or related Work identified during the course of this project. If unforeseen conditions or additional areas require replacement, such Work may be incorporated into the Contract through a written

Addendum. Authorization to proceed with additional work shall be issued only through a formally executed Addendum approved by the City.

Contractor Access Requirements:

City of Orlando Venues requires all Contractors, defined as any non-Orlando Venues employee providing services or performing Work onsite to be credentialed, logged, and monitored throughout their presence at any Orlando Venues property. Unauthorized access, credential sharing, or unescorted movement is strictly prohibited.

Pre-Authorization. Contractors must submit an access request a minimum of forty-eight

(48) hours prior to the Contractor's arrival. The request must include the Contractor's full legal name, company, Scope of Work, onsite supervisor, requested access areas, and duration of access, and must be approved by the responsible department supervisor.

Check-In. Upon arrival, all Contractors must report to the Kia Center Employee Entrance located at the corner of Hughey and South Street, present a valid government-issued photo ID, and submit to bag screening and walkthrough metal detection. Contractors will be logged in the Visitor Access Log and issued either a Temporary Visitor Pass (valid for the date of issue only) or, for long-term engagements, an Orlando Venues ID Card may be issued at the request of the responsible department. All credentials must be visibly displayed at all times while onsite and returned to Security prior to departure.

Parking. Monthly and daily parking options are available through the City of Orlando

Parking Division. Monthly permits range from limited weekday access to unlimited 24/7 access, with rates varying by facility. On non-event days, daily parking is available at

$2/hour with a $15 daily maximum. Event-day rates range from $20–$30. For parking arrangements, contact the Parking Division at 407-246-2155 or Parking@Orlando.gov.

Building Entry and Screening Requirements

a. All persons, vehicles, deliveries, mail, bags, packages, gifts, articles, and service animals are subject to search upon entering the Facility. All items are subject to inspection prior to being permitted to enter or re-enter the Facility.

b. All persons entering the Facility are subject to security screening through Walk-

Through Metal Detectors (WTMD), Weapons Detection Systems (WDS), or similar mailto:Parking@Orlando.gov technologies on a continuous 24-hours-a-day, 7-days-a-week basis. Secondary screening shall be conducted using hand-held metal detection wands or pat-down procedures, as warranted.

5.3. PRICING AND QUANTITY

A. Quantities

The quantities for the items listed in this solicitation are estimated quantities for proposal evaluation purposes and represent the actual quantities to be installed. The Proposer should use these estimated quantities as the basis of their Proposal. The Proposer will be responsible for their own quantity take-offs and advise in their Proposal if their estimated quantities differ significantly either higher or lower with the professional material take-offs provided in Floor Plans and Drawings (Exhibit 2). The City will make the final determination to accept the quantity take-offs provided by the Proposer in their Proposal.

Attic stock quantities for each product type will be included in the flooring product purchase by the City, and it will be the responsibility of the Contractor to run over the properly packaged attic stock upon completion of the project.

B. Pricing

A. The price specified on Attachment G, Price Proposal Form, shall be to provide the specified service, per the unit of measure specified for each item, and shall include full compensation for labor (straight time), materials, equipment, tools, transportation, trash related disposal fees, travel time and toll charges

B. Line item 2, Additional Scope of Work (referred to as "Alternate #1" in

"Exhibit 2 - Plans and Drawings") - This additional item will be at the City's discretion as whether to include this into the Contract. Proposers are asked to provide pricing as this will be determined at a later date as to whether this will be included in the Contract.

6. PRE-PROPOSAL CONFERENCE

6.1. Date

A Non-Mandatory Pre-Proposal Conference will be held the Kia Center on February 27, 2026 at 11:00 a.m.

Location: KIA Center, 400 West Church St, Orlando, FL 32801

Administration Building on Hughey Avenue behind the Magic Team Store

NOTE: The Pre-Proposal Conference will also be held virtually via Microsoft Teams.

Refer to Section 1.3 (Timeline).

A non-mandatory Site Tour will immediately follow the Pre-Proposal Conference.

6.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

6.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

6.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Cindy Jordan, C.P.M.,Purchasing Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-2367

Fax: (407) 246-2869

Email: cynthia.jordan@orlando.gov

Website: http://www.orlando.gov/procurement/

7. PROPOSAL DUE DATE AND TIME

7.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Thursday, March

26, 2026. Proposals received after this date and time, will not be considered.

http://www.orlando.gov/procurement/

7.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

7.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

8. PROPOSAL PREPARATION AND FORMAT

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

8.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

8.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

8.3. Proprietary Information

A. 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

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers 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 to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to Section 9.13, a Proposer asserting any exemptions from public disclosure regarding any portions of its

Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

9. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

9.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26-0285, KIA Center Flooring

Replacement.

9.2. Table of Contents

Include a clear identification of the material by section and by page number.

9.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

9.4. Mandatory Minimum Qualification Documentation

Provide documentation as necessary for the City to verify that the mandatory minimum qualifications in section titled "Mandatory Minimum Qualifications," have been met.

Documentation must be clear and specific.

9.5. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

9.6. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

9.7. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies. If Proposer is a parent or subsidiary, identify: (1) any affiliated entities that substantially control or are substantially controlled by Proposer, describing their relationship to Proposer; (2) any affiliated entities that will be relied on or otherwise involved in providing services hereunder, including but not limited to any that will provide intellectual property, personnel or expertise, or financial guarantees to Proposer in connection with the project.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

9.8. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

9.9. Proposer’s Experience

Proposers must provide the

A. Project Experience

1. A description of the Proposer's expertise with similar projects for flooring removal and installation work for facilities such as arenas, stadiums, convention centers, or other large high traffic public facilities. Include the year(s) of performance, and the public participation required by those projects. The description shall also include information regarding the

Proposer’s expertise with scheduling, ability to adhere to schedules, crowd control, and ability to work with City staff and other stakeholders.

2. A reference should be provided for each of those projects above, including current addresses, email addresses, and telephone numbers on the reference forms provided as Attachment “D,” which shall be completed and submitted by the Proposer with its Proposal.

3. A description of the Proposer's ability for planned workloads and the commitment of the Proposer to dedicate the necessary time to any assigned tasks.

B. Staff Experience

1. Provide the name of the Project Manager (PM) and Site Superintendent the assigned to this project. Confirm that the Proposer's PM and Site

Superintendent will be dedicated strictly to this project and not doing any work on other projects.

2. Provide a list of the professional personnel the Proposer is proposing to assign to this contract, their academic background, and their experience on other similar projects. Please include the jurisdiction and license number of any relevant licenses and certifications such personnel may hold.

C. Financial Stability - Proposers must provide the following information.

1. Provide a narrative description and such other information, if any, as

Proposer deems necessary to demonstrate Proposer’s financial strength and capacity to provide, implement, and maintain the proposed system for the term of the Contract.

2. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

3. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

4. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

5. Lost Business - Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

6. Litigation History - The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against Proposer.

9.10. Operating Plan

The Proposer shall submit an Operating Plan that will outline the work activities that will be implemented to achieve specific business goals. It should detail how resources will be used, what actions will be taken, and how progress will be monitored to ensure objectives are met.

Proposals shall provide the following information:

A. The Proposer’s plan for providing the floor removal and installation work as defined in the Scope of Services and Technical Requirements of this Request for

Proposal.

B. The Proposer’s Operating Policies and meeting critical deadlines.

C. The Proposer’s Staffing Levels, including experience

D. Installation methodology, including phasing and sequencing

E. Ability to perform work during nights, weekends, and non-event windows

F. Measures to minimize disruption to venue operations and scheduled events.

9.11. Project Approach to Provision of Work

The Proposer shall provide the following:

A. Work Plan - A detailed approach to completing the scope of work outlined herein, project management flowchart showing a clear, visual roadmap of this project schedule from start to finish including but not limited to:

1. Tasks - a list of all individual activities involved in the process of completing the project

2. Timeline and Schedule - showing key dates and durations of tasks including any float, invoice dates, equipment delivery dates.

3. Dependencies - Indicating Critical Path showing how one particular task's start or end date is linked to another task's completion.

4. Milestones - Key points in the project's timeline including but not limited to disruptions to Venue operations,

5. Progress - Showing how much of a task has been completed and how the project is tracking against the schedule

6. Contingency Plan - Demonstrate your contingency plan planning for staffing or schedule changes

7. Resources - Which team members are assigned to which tasks, helping to avoid burnout or underutilization.

B. Narrative demonstrating the Proposer's proposed planning capabilities

C. Narrative on how the Proposer plans to communicates with the City's Project

Manager.

D. Describe Proposer's approach to resource management and how it will be utilized to control

E. The Proposer shall provide their reasoning for Proposer's planned sequencing of phases of the project to complete the project on schedule

F. Proposer shall describe how they plan to successfully take project from the planning stage to full execution

G. The proposer shall describe the Proposer's plan in adopting to unforeseen circumstances during the course of the project

H. Safety Plan - Proposer shall provide a description of safety procedures and quality control measures.

9.12. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

9.13. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "E."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

9.14. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “F.”

9.15. Price Proposal Schedule

Complete and submit the following forms:

A. Schedule

1. Proposer’s price shall be submitted on the “Price Proposal Form” in the format provided. Complete, and return with the Proposal, the Price Proposal included as Attachment G.

B. Proposed Total Price

1. Proposal should provide a fixed-fee price breakdown for meeting all service requirements and implementing each phase of the Scope of Services as outlined. Additionally, Proposal should provide hourly staff rates if additional work is required under the Contract.

2. The chargeable services shall be included in the proposed total price including all labor customarily associated with delivery of the services contemplated by this RFP. Similarly, all expenses such as but not be limited to travel, lodging, meals and telephone/faxes/copiers associated with delivery of the services contemplated by this RFP shall also be included in the total price.

3. There will be no separate reimbursement for such expenses under this total fee price arrangement.

10. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

10.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

10.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

10.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

11. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

12. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience of Proposer and Assigned

Management Team

This criteria will include, but will not be limited to, Proposer’s general statement of experience, evaluation of information in

Proposer’s submittal regarding personnel experience, government and municipality experience and reference responses.

Points Based 25 (25% of Total)

2. Operating Plan

This criteria will include, but will not be limited to, evaluation of information in

Proposer’s submittal regarding its plan for provision of the requested work, operating policies, and management plan

Points Based 23 (23% of Total)

3. Project Approach to Provision of Work

This criteria will include, but will not be limited to, understanding of the project scope of work, installation methodology, and ability to perform during scheduled events.

Points Based 24 (24% of Total)

4. Veteran Business Enterprise participation

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F.”

Points Based 2 (2% of Total)

5. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted.

Points Based 26 (26% of Total)

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

13.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

13.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain…