Kitchen_Renovations_at_Fire_Station_4_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

2026-RFP-087

KITCHEN RENOVATIONS AT FIRE STATION 4

City of Lakeland

1140 E. Parker Street

Lakeland, FL 33801

RELEASE DATE: August 5, 2026

DEADLINE FOR QUESTIONS: August 24, 2026

RESPONSE DEADLINE: September 2, 2026, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakelandgov https://secure.procurenow.com/portal/%7bproject.government.code%7d

City of Lakeland

Kitchen Renovations at Fire Station 4

I. NOTICE

II. INTRODUCTION

III. SCOPE OF WORK

IV. MINIMUM REQUIREMENTS

V. SELECTION CRITERIA

VI. INSURANCE AND SAFETY REQUIREMENTS

VII. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

VIII. VENDOR QUESTIONNAIRE

IX. PRICING PROPOSAL

Attachments:

A - Indemnification 2026 Contractor

G - Human Trafficking Affidavit

H - 25012_Fire Station 4 - Bid Set 06-03-26

I - 25012_COL Abatement Design Fire Station #4

J - Pre-Proposal Meeting Sign In Sheet

Request For Proposal #2026-RFP-087 Title: Kitchen Renovations at Fire Station 4

1. NOTICE

Kitchen Renovations at Fire Station 4

FOR THE CITY OF LAKELAND

Wednesday, August 5, 2026

RFP No.2026-RFP-087

Sealed proposals will be received electronically by the Purchasing Manager via OpenGov, the City’s e-

Procurement Portal (“Portal”), until 2:00 pm – Wednesday, September 2, 2026. Proposals received after this specified time and date will not be considered. The sealed proposals will be publicly opened and read aloud on the same date and time in the office of the Purchasing Manager for the following:

RFP Documents may be accessed by visiting our Website athttps://procurement.opengov.com/portal/lakelandgov or by contacting the City of Lakeland

Purchasing Division @ (863) 834-6780.RFP Documents are Required for Submittal. Respondents are required to submit their response through the Portal. Respondents shall sign up on the Portal if an account does not exist.

THE CITY OF LAKELAND IS SOLICITING SEALED PROPOSALS FROM QUALIFIED VENDORS TO

PROVIDE:Kitchen Renovations at Fire Station 4.

THE PROPOSALS SUBMITTED SHALL BE IN COMPLETE ACCORDANCE WITH, WITHOUT LIMITATION, THIS REQUEST FOR PROPOSAL, THE ATTACHED CITY OF LAKELAND SPECIFICATIONS, ALL CODES AND

REQUIREMENTS REFERENCED THEREIN.

All Questions regarding this request for proposals shall be in writing and submitted electronically via the

Portal through the Question and Answer tab before 5:00 pm on Monday, August 24, 2026. Responses will be released on the Question and Answer Tab.

1.1. CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION

Bidders requiring clarification or having a dispute with these documents must advise the City Purchasing

Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Monday, August 24, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Bidder waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement. Note: Any use of brand names (manufacturer) in this invitation and specification is for Bidder convenience only and shall not limit this offering. Equal or better equipment and alternate bids may be given consideration.

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

1.2. FLORIDA PUBLIC RECORDS LAW

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF

CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE

PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF

PUBLIC RECORDS: KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-

MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S.

MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

In accordance with Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract. Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law. Contractor shall 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 contract term and following completion of the contract if the Contractor does not transfer the records to the City. Contractor shall, upon completion of the contract, 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 services pursuant to the contract. If the Contractor transfers all public records to the City upon completion of the contract, 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 the contract, 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.

1.3. EXPARTE COMMUNICATION

Please note that to insure the proper and fair evaluation of a proposal the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Respondent to the City Official or Employee evaluating or considering the proposals prior to the time a bid decision has been made. Communication between Respondent and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the proposal. Exparte communication may be grounds for disqualifying the offending Respondent from consideration or award of the proposal, then in evaluation, or any future proposal.

1.4. BONDING

A certified check or bid bond shall accompany each submittal. The certified check or bid bond shall be for an amount not less than five percent (5%) of the price and shall be made payable to the Owner as a guarantee that the Respondent will not withdraw for a period of sixty (60) days after RFP closing time.

In the event the contract is awarded to the Respondent, he/she will, within ten (10) days thereafter, enter into a written contract with the City of Lakeland, or accept a City of Lakeland purchase order. The successful Respondent shall also furnish within ten (10) days; a PUBLIC CONSTRUCTION BOND IN

COMPLETE ACCORDANCE WITH SECTION 255.05 OF THE FLORIDA STATUTES in an amount equal to the contract price as a guarantee of good faith that the Respondent will execute the work in accordance mailto:cityclerk@lakelandgov.net with the terms of the contract and that the Respondent shall make payments for all labor, material and supplies used directly or indirectly for the work. Failure to do so will constitute forfeiture of the bid security as liquidated damages.

The Public Construction Bond shall be secured from and countersigned by an agency of a surety company recognized in good standing, licensed and authorized to do business in the State of Florida and found to be acceptable to the City of Lakeland.

1.5. INSURANCE AND SAFETY REQUIREMENTS

All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the RFP requirements. The Contractor agrees to accept and abide by the City of Lakeland safety regulations in complete accordance with the attached requirements.

1.6. INDEMNIFICATION AGREEMENT

The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the RFP submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the RFP requirements.

1.7. HUMAN TRAFFICKING -- F.S. 787.06(14)

In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”). This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

1.8. DRUG-FREE WORKPLACE CERTIFICATION

By submitting a proposal in response to this Request for Proposal, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

1.9. SUSPENSION AND DEBARMENT CERTIFICATION

By submitting a bid in response to this Invitation to Bid, you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S. General

Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Bidder agrees that any contract awarded to Bidder will be subject to termination by the

City if Contractor or its subcontractors fail to comply or maintain such compliance.

1.10. PUBLIC ENTITY CRIMES

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 proposal on a contract to provide any goods or services to a public entity, may not submit a proposal on a contract with a public entity for the construction or repair of a public building or public work, may not submit proposals on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

1.11. CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION

The award hereunder is subject to Chapter 112, Florida Statutes. All respondents must disclose with their proposal the name of any officer, director, or agent who is also an employee of the City of

Lakeland. Further, all respondents must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the respondent’s firm or any of its branches.

The respondent shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the proposal and that the respondent is not financially interested in, or otherwise affiliated in a business way with any other respondent on the same land or improvements.

1.12. E-VERIFY CERTIFICATION

Vendor/Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

1.13. VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED

COMPANIES

Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the

Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

As the person authorized to submit responses/bids on behalf of respondent/bidder, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs.

1.14. SCRUTINIZED COMPANIES OR OTHER ENTITIES

Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other

Entities that Boycott Israel or is engaged in a boycott of Israel.

1.15. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL

INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701

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.

1.16. ADDENDA

It is the Respondent’s responsibility to review all available project documents including Addenda, Notices and Questions & Answers prior to submitting a proposal. Respondent shall acknowledge all addenda electronically within their submission via the Portal.

The failure of a Respondent to submit acknowledgement of any addenda that affects the proposal price(s) may be considered an irregularity and may be cause for rejection of the proposal.

1.17. LOCAL VENDOR PREFERENCE

Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net.

A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland

Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its

Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

1.18. BID PROTEST PROCEDURE

The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

https://www.lakelandgov.net/ https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy

1.19. TERMS AND CONDITIONS OF AGREEMENT

A copy of the agreement to be entered into with the successful Respondent is included with this RFP

Attached herein, should the City require such.

1.20. OPENGOV PROCUREMENT

The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision. Bidders are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Bidder’s inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

1.21. RFP SUBMITTAL

Respondent shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company

Profile.

The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this proposal, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more Respondents. There is no obligation to buy. The

RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of

Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

City of Lakeland, Florida

2. INTRODUCTION

2.1. Summary

The City of Lakeland Public Works – Facilities Maintenance Division is requesting proposals for services of qualified and experienced State Certified Licensed General Contractor (CGC) or

Building Contractor (CBC) registered in the State of Florida, to perform all work outlined in the attached project specifications and construction documents for the Kitchen Renovations Project at Fire Station 4.

2.2. Contact Information

Tara Walls

Senior Buyer

1140 East Parker Street

Lakeland, FL 33801

Email: tara.walls@lakelandgov.net

Phone: (863) 834-6780

Department:

Public Works Facilities Maintenance

2.3. Timeline

The City Commission may not approve this purchase, or may ask that the plan be modified in some respect. The City may opt to modify and/or terminate the project described within the RFP.

The suggested deployment schedule contained within this RFP is subject to change based on the City’s needs and/or final scoping of the project through the contract negotiation phase.

Estimated Schedule

RFP release August 5, 2026

Pre-Proposal Meeting (Mandatory) August 18, 2026, 2:00pm

Fire Station 4

215 N. Brunnell Parkway

Lakeland, FL 33815

***Please RSVP in OpenGov if you plan to attend***

RFP questions deadline August 24, 2026, 5:00pm mailto:tara.walls@lakelandgov.net tel:(863)834-6780

RFP proposal due date September 2, 2026, 2:00pm

3. SCOPE OF WORK

3.1. Scope-

The Contractor shall provide all labor, supervision, equipment, temporary protection, tools, and materials necessary to complete the work in accordance with the project specifications, construction documents, good construction practices, and overall requirements.

3.2. Instructions to Contractors- Award of Contract:

The contract may be awarded only to the most responsive contractor whose license and proposal complies with the project scope of work, specifications and requirements- per Florida

State Statutes.

The award, if made, will be within ninety (90) days after the opening of the RFPs, unless this time is extended by mutual consent of such Contractor and the City. In no case will the award be made until all necessary investigations have been made and the City is satisfied that the contractor is qualified suitably licensed to do the work. The City reserves the right to reject any/or all proposals and to request a new RFP.

3.3. Instructions to Contractors- Examination of Documents:

The contractor is expected to carefully examine all front-end documents, project specifications and construction documents before submitting a proposal. Such examination shall include investigation as to conditions to be encountered, as to character of work to be performed, and materials, equipment, and labor to be employed.

The submission of a proposal shall be considered prima facie evidence that it has made examination as described in this article.

Any proposal that is not complete in every detail may be disqualified. In the event the successful contractor fails to enter a contract and furnish the required insurance within ten (10) days after notification of award, the proposal may be rejected, and the next qualified proposal will be awarded the contract as successfully selected.

3.4. Instructions to Contractors- RFP Preparation:

A proposal may not be given full consideration unless it is firm and includes all the information requested in this specification and the City’s Request for Proposal. Failure to provide all applicable information, or to submit the proposal by the due date, may result in rejection of the proposal.

A committee of City employees will independently evaluate and rank each proposal submittal based on information provided.

Evaluation factors are based on the abilities of the contractor to efficiently perform the Scope of Services as generally outlined in this Request for Proposal.

The Evaluation Committee will present its recommendation to the City Commission, which has the authority to make the final determination and award the contract.

3.5. Instructions to Contractors- RFP Table of Contents:

Outline the major areas of the response in sequential order (as stated below). All pages must be consecutively numbered. Contractors must respond to requirements listed below. RFPs that do not contain such documentation may be deemed non-responsive or receive a low score.

NOTE: Please include all of the below in one (1) combined RFP Package and not multiple separate attachments.

a. Contractor’s State License and Certification(s)-

▪ The contractor shall include his/her State Certified License for either General

Contractor (CGC) or Building Contractor (CBC) with the registration number from the State of Florida in the RFP.

▪ Submitted license must be applicable to perform the scope of work and project requirements specified in this RFP.

▪ Provide a list of any additional certifications.

b. Relevant Experience-

▪ A list of a minimum of three (3) jobs that the contractor has performed within the past three (3) years which are equal in size, scope, magnitude, and complexity to the type of work to be done for the City of Lakeland and described in the RFP and Project Specifications and Construction Documents. The list should include the name of the customer, address, name and phone number of a responsible individual qualified to respond to questions concerning the

Contractor’s abilities, costs, schedules, etc. Do not include work that distant offices have performed or work not involving personnel to be assigned to this project.

c. Proposal Price-

▪ Pricing Proposal Sheet and relevant Schedule of Unit Prices and/or Alternates must be fully completed following a detailed cost breakdown of construction labor and materials: Schedule of Values approach – AIA Forms G702 and G703.

d. Schedule-

▪ Submit a preliminary phasing and schedule plan that reflects how the work will be executed. The plan must clearly indicate the number of calendar days required to complete the work, assuming a project start date of September 1, 2026. This plan, once accepted, will be used to hold the awarded contractor accountable.

e. Logistics-

▪ Submit a site logistics plan proposal, including access, laydown area(s), temporary protection, dust/debris control. Final logistics will be in coordination with facility management and assigned project coordinator.

3.6. Instructions to Contractors- Evaluation Criteria:

Each Proposal Submittal must include all sections outlined in the RFP Table of Contents and will be evaluated on a total score basis, with a maximum score of one hundred (100) points per

Evaluation Committee member.

• Company Experience- (0 to 25 points max.)

o Points will be awarded based on the firm’s demonstrated experience with projects of similar size, scope, and complexity, with particular emphasis on public-sector construction/renovation projects involving occupied or operational facilities.

Evaluation will consider the number and quality of relevant projects completed within the past three years, the types of clients served, and overall performance— particularly in terms of cost control, schedule adherence, and responsiveness.

Priority will be given to projects listed under this section that closely align with the objectives and context of this RFP.

• Personnel Experience- (0 to 25 points max.)

o Points will be awarded based on the qualifications, relevant experience, and proposed roles of key personnel assigned to this project—particularly the Project

Manager, Superintendent, any designated Site Foreman and Selected

Subcontractors. Consideration will be given to each individual’s experience on similar public-sector construction/renovation projects, their longevity with the proposing firm, and their direct involvement in previously listed projects.

• Fee Proposal- (0 to 25 points max.)

o Points will be awarded based on the completeness, clarity, and competitiveness of the Pricing Proposal Sheet and a Detailed Schedule of Values. Submissions must follow a Schedule of Values format consistent with AIA Form G703 and align with proposed phasing and logistics, and the project’s scope of work. The evaluation will also consider pricing transparency, reasonableness in relation to scope, and evidence of sound estimating practices.

• Proposed Schedule- (0 to 25 points max.)

o Points will be awarded based on the quality and realism of the preliminary phasing and schedule plan, which must clearly indicate both the number of calendar days required to complete the work and the estimated completion date—assuming a project start date of September 1, 2026. Evaluation will focus on the plan’s logic, sequencing, flexibility, and responsiveness to the operational constraints of an actively occupied space. Impacts to building access and public use will also be considered.

4. MINIMUM REQUIREMENTS

4.1. Requirements

The following requirements must be met in order for proposal to be responsive:

• Attend Mandatory Pre-Proposal meeting

• Submit Bid Bond

• Submit Required Licensing Document

5. SELECTION CRITERIA

It is the intent of the City of Lakeland to award the contract to a vendor based on:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Company Experience

• Points will be awarded based on the firm’s demonstrated experience with projects of similar size, scope, and complexity, with particular emphasis on public-sector construction/renovation projects involving occupied or operational facilities.

Evaluation will consider the number and quality of relevant projects completed within the past three years, the types of clients served, and overall performance—particularly in terms of cost control, schedule adherence, and responsiveness. Priority will be given to projects listed under this section that closely align with the objectives and context of this RFP.

Points Based 25 (25% of Total)

2. Personnel Experience

• Points will be awarded based on the qualifications, relevant experience, and proposed roles of key personnel assigned to this project—particularly the

Project Manager, Superintendent, any designated Site Foreman and Selected

Subcontractors.

Consideration will be given to each individual’s experience on similar public-sector construction/renovation projects, their longevity with the proposing firm, and their direct involvement in previously listed projects.

3. Fee Proposal based on the completeness, clarity, and competitiveness of the Pricing Proposal

Sheet and a Detailed

Schedule of Values.

Submissions must follow a

Schedule of Values format consistent with AIA Form

G703 and align with proposed phasing and logistics, and the project’s scope of work. The evaluation will also consider pricing transparency, reasonableness in relation to scope, and evidence of sound estimating practices.

4. Proposed Schedule based on the quality and realism of the preliminary phasing and schedule plan, which must clearly indicate both the number of calendar days required to complete the work and the estimated completion date—assuming a project start date of September 1, 2026. Evaluation will focus on the plan’s logic, sequencing, flexibility, and responsiveness to the operational constraints of an actively occupied space.

Impacts to building access and public use will also be considered.

6. INSURANCE AND SAFETY REQUIREMENTS

6.1. STATEMENT OF PURPOSE

The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

6.2. CITY DEFINED

The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

6.3. OTHER PARTY DEFINED

The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

6.4. LOSS CONTROL/SAFETY

Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

6.5. INSURANCE - BASIC COVERAGES REQUIRED

The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other

Party’s interests or liabilities, but are merely minimums.

"Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

6.6. Commercial General Liability

This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the

Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled

INDEMNIFICATION, and “Products and Completed Operations” coverage.

The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.7. Business Automobile Liability

Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

Bodily Injury and Property Damage -

Single limit each occurrence shall not be less than:$1,000,000.00

6.8. Workers’ Compensation

Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from

Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

All subcontractors shall be required to maintain Worker’s Compensation.

The Other Party shall also purchase any other coverage required by law for the benefit of employees.

6.9. Builder's Risk Coverage

Builder’s Risk insurance is to be purchased to cover subject property for all risks of loss (including theft and sinkhole), subject to a waiver of coinsurance and covering off-site storage, transit and installation risks as indicated in the Installation Floater (below) and Transportation insurance described hereafter, if such coverages are not separately provided.

The Builders Risk insurance is to be endorsed to cover the interests of all parties, including the City and all contractors and subcontractors. The insurance is to be endorsed to cover testing and to grant permission to occupy.

The liability limits shall not be less than: Replacement Cost.

OR

Installation Floater Coverage

Installation Floater Coverage is to be purchased when Builder’s Risk insurance is inappropriate, or when

Builder’s Risk insurance will not respond, to cover damage or destruction to renovations, repairs or equipment being installed or otherwise being handled or stored by the Other Party, including off-site storage, transit and installation. The amount of coverage should be adequate to provide full replacement value of the property, repairs, additions or equipment being installed, otherwise being handled or stored on or off premises. All risks coverage is preferred.

The liability limits shall not be less than: Replacement Cost

6.10. EVIDENCE/CERTIFICATES OF INSURANCE

Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewable, or adverse change.

New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals.

If requested by the City, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

For Commercial General Liability coverage, the Other Party shall, at the option of the City, provide an indication of the amounts of claims payments or reserves chargeable to the aggregate amount of liability coverage.

Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Other Party’s obligation to fulfill the insurance requirements herein.

6.11. Indemnification Agreement

See #ATTACHMENTS.

https://procurement.opengov.com/portal/lakelandgov/projects/288453/document?section=2779681

7. SPECIFICATION OF SAFETY AND OCCUPATIONAL HEALTH

REQUIREMENTS

All City of Lakeland (City) project representatives who assume responsibility for contract management will be responsible for ensuring compliance with these safety requirements by all Contractors and

Subcontractors, as applicable.

7.1. General

A. All Contractors are responsible for providing their employees (including Subcontractors) with a safe and healthy working environment as required under the Occupational Health and Safety

(OSHA) Act of 1970 and the Occupational Safety and Health Administration (OSHA) standards.

Therefore, the contractor and their employees are responsible for following all applicable OSHA standards, state regulations, and the City’s Safety Practices and Policies.

B. City management reserves the right to STOP work for any condition found to be Immediately

Dangerous to Life and Health (IDLH). The Contractor is solely and exclusively responsible for compliance with all safety requirements and the safety of all their employees and property on the project site. Note: Nothing in this requirement is to be construed to as removing or shifting responsibility from the Contractor.

C. The parties hereto expressly agree that the obligation to comply with applicable safety provisions is a material provision of this Contract and a duty of the Contractor. The City reserves the right to request demonstration of compliance with the safety provisions of this Contract at the City’s discretion. The parties agree that such failure is deemed to be a material breach of this Contract. The Contractor agrees upon such breach that all work under the Contract shall terminate until compliance with the provisions of this Contract is demonstrated. In no event shall action or failure to act on the part of the City be construed as a duty of the City to enforce the safety provisions of this Contract, nor shall it be construed to create liability for the City for any act or failure to act in respect to the safety provisions of this Contract.

7.2. Personal Protective Equipment (PPE) (OSHA 29CFR§1910 Subpart I)

It is the Contractor’s sole responsibility to provide adequate PPE for their employees. Additionally, the

Contractor is responsible for training their employees in the proper selection, maintenance, and use of

PPE. Minimal PPE requirements on City worksites, as applicable:

1. Foot protection must meet ASTM F2412 and ASTM F2413 standards and be worn on all City properties.

2. Head protection must meet ANSI Z89.1-1986 standards and be worn in all areas except office buildings and office trailers.

3. Eye and face protection must meet ANSI/ISEA Z87.1-2020 standards and be worn in all areas except office buildings and office trailers.

4. Hand and Arm Protection must meet OSHA 29CFR§1910.138 requirements for proper selection, inspection, and care.

5. Hearing Protection must meet ANSI/ASA S12.6-2016, OSHA 29CFR§1910.95(j) and

29CFR§1910.95 Appendix: B requirements. Hearing protection must be worn in areas where the noise level is over 85 decibels.

7.3. Housekeeping

It is the Contractor’s sole responsibility to keep the project work site clean during and after working hours. Contractors shall supply waste receptacles for each site location. They shall be emptied not less frequently than once each working day, unless unused, and shall be maintained in a clean and sanitary condition. At the completion of the Contract the Contractor will ensure that all excess materials are removed from the work site and that the worksite is left clean and safe. If the Contractor leaves a project work site unkept and in a hazardous condition; the City will have the area cleaned and charge the cost of the cleaning to the Contractor.

7.4. Smoking

All City property is non-smoking. Smoking is permitted only in designated areas. Receptacles must be used or waste removed in Contractor’s waste disposal container.

7.5. Safety Kick-offs and Safety Stand-Downs

A safety kick-off to disseminate safety expectations will be conducted by the Contractor before the project commences. Safety stand-downs will be conducted by the Contractor when major safety concerns, accidents, or near misses occur.

7.6. Training Documentation

OSHA requires documentation of all safety training provided to employees by their employers. Documentation of all required safety training required for work proposed for this Contract must be readily available upon request by the City of Lakeland.

7.7. Written Safety Programs or Plans

Contactors awarded contracts with the City must have all, written safety programs and/or plans readily available upon request by the City of Lakeland.

7.8. Supplemental #1: Construction Safety

All contracted construction work will be performed per OSAH 29CFR§1926 standards, the Contractor is responsible for ensuring that their employees are trained to and follow these OSHA standards. The City’s

Safety Representative reserves the right to inspect all worksites and advise the Contractor or their representatives on adjusting the work site, if needed.

A. PPE

The following minimum PPE will be worn the entire time employees are on the worksite, including breaks and lunch:

• Hardhats

• Safety boots

• Safety glasses

• Pants (LE)

B. Scaffolding Safety

All Scaffolding will be erected per OSHA 1926 Subpart L, requirements and inspected daily. Scaffolds will not be used without the proper inspection tags, having the scaffolding inspected daily, and the inspection tags properly and legibly signed off daily. Scaffolds that are no longer needed will be removed as soon as possible. Contractors shall follow all OSHA and Florida State law requirements for scaffolding during a weather event; including, but not limited to, prohibited work during storms, wind screens, heat exposure requirements, competent person adjustments, and safety harness adjustments. All scaffolding costs are borne by the Contractor.

C. Barricade Tape

All barricade tape will have tags placed on all sides with the Contractor, employee name, contact information, date tape applied, and date tape will be removed. The City’s Safety Representative reserves the right to inspect, adjust, or remove tape that is abandoned or not placed correctly as per this requirement. RED/Danger Tape also requires COL point of contact name and phone number.

7.9. Supplemental #7: Respiratory Protection

Respiratory Protection must meet OSHA 29CFR§1910.134 requirements and all employees must pass pulmonary function testing (PFT) and fit testing. Respiratory protection must be worn and maintained per OSHA standards. Contractors are responsible for ensuring their employees have met all testing and training criteria. Contractors are solely responsible for providing their employees and Subcontractors with the proper respiratory protection in accordance with OSHA standards or a hazardous chemicals SDS sheet. NOTE: All Contractors and Subcontractors performing duties with concrete that include cutting, grinding, or other duties that would cause silica dust to become airborne must wear at a minimum a

N95 dust mask.

7.10. Supplemental #9: Excavation and Trenching

Contractors must follow OSHA 29CFR §1926.650 and all other applicable standards for excavation and trenching. Note: As a rule, the City has adopted the policy of classifying all soils as Class C. Therefore, all trench or excavation work shall comply with those standards required for Class C soils. Contractors are responsible for obtaining buried utility mapping from 811 before you dig; Contractors are liable for all damages resulted from digging operations. The City’s Safety Representative reserves the right to inspect, request changes, and close worksites for safety concerns.

7.11. Supplemental #10: Lock-Out-Tag-Out (LOTO)

Contractors must follow OSHA 29CFR§1910.147 for The Control of Hazardous Energy covering the LOTO of all equipment and systems posing an energy hazard. Energy can be both electrical and mechanical. All sources of hazardous energy must be locked and tagged to reduce the potential for injury or death of workers. It is the Contractor’s responsibility to have a proven LOTO program and the equipment to perform LOTO on equipment or systems prior to work being performed.

7.12. CONCLUSION

In summary, compliance with these safety specifications is crucial to ensuring a secure and productive work environment. By adhering to these policies, contractors actively protect their employees and demonstrate a commitment to preventing accidents and injuries. A robust safety culture, underpinned by regular training, and effective hazard management, is essential to the success of this project.

Ultimately, the contractor assumes full responsibility for maintaining these standards, promoting a safe workplace, and mitigating risks, with the shared goal of achieving zero incidents.

8. VENDOR QUESTIONNAIRE

It is the intent of the City to team with an outside vendor to procure a robust solution that meets the needs of the City as defined in this document.

Response to this RFP becomes the exclusive property of the City of Lakeland. Awarded Respondent’s deliverables and documentation throughout the course of this project become the exclusive property of the City of Lakeland. City Policies: As a general overall requirement, the Respondents of this RFP shall be required to comply with the City policies and procedures including, but not limited to: Standard

Contractual Provisions, Insurance Requirements, Indemnification, Safety Requirements, Consultant

Expense Reimbursement Policy, and the Florida Public Records Law.

8.1. Attest*

“I attest no City of Lakeland employee, their spouse, or child has an ownership stake in this organization.”

☐ Please confirm

*Response required

8.2. Certificate of Insurance*

A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met.

*Response required

8.3. Hold Harmless Indemnification Agreement*

*Response required

8.4. Submittal of Bid Bond*

*Response required

8.5. Submittal of Licensing Document(s)*

*Response required

8.6. Additional RFP Submittal Information upload here*

*Response required

8.7. Human Trafficking Affidavit*

*Response required

8.8. Drug-free Workplace Certification*

☐ Please confirm

*Response required

8.9. Suspension and Debarment Certification*

☐ Please confirm

*Response required

8.10. Public Entity Crimes Certification*

☐ Please confirm

*Response required

8.11. Conflict of Interest/Statement of Non-Collusion*

☐ Please confirm

*Response required

8.12. E-Verify Certification*

☐ Please confirm

*Response required

8.13. Vendor/Contractor Certification Regarding Scrutinized Companies* ☐ Please confirm

*Response required

8.14. Bidder certifies that no exceptions to the terms and conditions of the solicitation are being taken.*

☐ Yes

☐ No

*Response required

8.15. If exceptions are taken, specify in space below.

8.16. Proposal Sheet*

THIS RFP SHALL BE VALID FOR SIXTY (60) DAYS FROM DATE OF OPENING.

The following RFP is in strict accordance with the City of Lakeland Request for Proposal No. 2026-RFP-

087, dated Wednesday, August 5, 2026 and all attachments as referenced therein.

“I hereby certify that I understand and am aware that the City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this RFP, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this RFP to one (1) or more

Respondents. There is no obligation to buy. The RFP, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

If claiming Local Vendor Preference, I certify that the company satisfies each of the following criteria at the time of their submission of a response to the solicitation necessary to qualify…