For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/districtgov

REQUEST FOR PROPOSALS

FOR

Landscape and Irrigation Maintenance for Multiple Districts

RFP #26P-033

Issued By:

Village Community Development Districts

DPM-Landscape

Robert Schoepe, Procurement Agent

3571 Kiessel Road

The Villages, FL 32163

Phone: (352) 751-6700 * Fax (352) 751-6715 www.districtgov.org robert.schoepe@districtgov.org

Date of Issue: Friday, October 2, 2026

Due Date/Time: Friday, October 30, 2026 at 3:00 pm http://www.districtgov.org/

Landscape and Irrigation Maintenance for Multiple Districts Request For Proposal #26P-033

Villages Community Development Districts Page 2 of 63

CALENDAR OF EVENTS / PROPOSAL TIMELINE

Listed below are the important dates and times by which the actions noted must be completed. All dates are subject to change by the Purchasing Department. If the Purchasing Department finds it necessary to change any of these dates or times prior to the Proposal due date, the change will be accomplished by addendum.

Issue RFP October 2, 2026

Last Day for Questions October 16, 2026, 4:00pm

RFP Responses Due October 30, 2026, 3:00pm

3571 Kiessel Road, The Villages, FL

32163

RFP Public Opening (Non-

Mandatory)

October 30, 2026, 3:15pm

3571 Kiessel Road, The Villages, FL

32163

Public Selection Committee

Meeting

November 19, 2026, 10:00am

District Board Approvals Next Regularly Scheduled Meeting after all

Pertinent Forms and Documents are

Complete and ready for Board

Review/Approval

Disabilities Act (ADA) In accordance with the Americans with

Disabilities Act (ADA), any person requiring a reasonable accommodation to participate in District meetings should contact the

Purchasing Department at least five (5) calendar days prior to the meeting.

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TABLE OF CONTENTS

1. REQUIRED DOCUMENTS CHECKLIST

2. INTENT AND GENERAL INFORMATION

3. INSURANCE REQUIREMENTS

4. PROPOSAL EVALUATION

5. EVALUATION CRITERIA

6. PROPOSAL SUBMITTAL

7. SCOPE OF SERVICES

8. SAMPLE TERM AGREEMENT

9. Vendor Questionnaire

Attachments:

A - 26P-033 Exhibit A Proposal Forms Required Return

B - 26P-033 Exhibit B Contractor Hierarchy Required Return

C - 26P-033 Exhibit C Service Schedule Required Return

D - 26P-033 Exhibit D 25-26 VCDD Vendor Insurance Requirements

E - 26P-033 Exhibit E Map District 16 for Group A

F - 26P-033 Exhibit F As Builts for Group B

G - 26P-033 Exhibit G As Builts for Group C

H - 26P-033 Exhibit H Sample Documents

I - 26P-033 Exhibit I Required Proposal Response Documents (Word Format)

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1. REQUIRED DOCUMENTS CHECKLIST

Respondents remain responsible for reading the entire Proposal document including all Exhibits (Attachments) to ensure that they are in compliance.

Proposals may be considered subject to rejection if, in the sole opinion of the District, there is a serious omission, unauthorized alteration of form, an unauthorized alternate Proposal, incomplete or unbalanced unit price, or irregularities of any kind. The District reserves the right to request corrections of minor errors or irregularities. The District may reject as non-responsive, any or all Proposals where Respondents fail to acknowledge receipt of Addenda as prescribed.

• Proposal Cover Page – all information completed and signed

• Excel Proposal Forms (All Forms must be signed and dated and submitted in correct format) Excel Proposal

Forms can be found on OpenGov). NOTE: All price information to be used in the Proposal review must be submitted on these Proposal forms, as is. Manipulating or altering a Proposal form may result in this Proposal as being non-responsive. Any exception or deviation from any Proposal Form should be included in the Exceptions and Deviations Form to be considered separately.

o Group A Tabs in the Exhibit A Proposal Forms o Group B Tabs in the Exhibit A Proposal Forms o Group C Tabs in the Exhibit A Proposal Forms o Florida Friendly Plant and Irrigation Replacement Program Tabs in the Exhibit A Proposal Form

(signed)

• Respondent’s Statement of Experience, Equipment and Personnel & References for Similar Projects o Must have a minimum of 5 years' experience in Commercial Landscape and Irrigation Maintenance Services.

o Must provide five (5) references of similar size and scope.

• W-9 – completed and signed

• Disclosure of Sub-contractors, Sub-consultants and Suppliers – signed and/or information completed

• If applicable, Sub-Contractors Statement of Experience, Equipment and Personnel & References for Similar

Projects

• Exceptions or Deviations to Specifications – signed and information completed

• Respondent’s Certification – Addenda acknowledged and form signed

• Respondent Certification Regarding Scrutinized Companies’ List – signed

• Drug Free Workplace Certificate – signed and notarized

• Anti-Collusion Form – completed and signed

• Insurance Requirements - signed

• Informational Certificate of Insurance (COI) or Insurance Letter

• Statement of Terms and Conditions – signed

• Wildlife Habitat Management Plan – signed

• Copy of Required/Applicable Licenses or Certifications per specifications o Certified Lawn and Ornamental Pest Control Operator

Landscape and Irrigation Maintenance for Multiple Districts Request For

Villages Community Development Districts Page 5 of 63 o Certified Intermediate MOT

• Human Trafficking Affidavit - Signed & Notarized

• Exhibit B - Contractor Hierarchy

• Exhibit C - Proposed Service Schedule for Each Group o Group A Service Schedule Form o Group B Service Schedule Form o Group C Service Schedule Form

• Required Number of Copies (1 Original and 3 copies = 4 Total) & 1 electronic copy on a new USB flash drive.

This checklist shall not be construed as a complete list. Vendor is responsible to ensure all requirements of the solicitation are completed.

2. INTENT AND GENERAL INFORMATION

2.1. REQUEST FOR PROPOSALS

The intent of this Request for Proposals (RFP) is to procure a qualified and experienced Contractor to provide comprehensive landscape and irrigation maintenance services for designated areas within District 16 of The Villages

Community Development Districts.

The Contractor shall furnish all labor, supervision, personnel, equipment, tools, materials, transportation, and incidentals necessary to properly maintain all landscaped areas, irrigation systems, and related landscape features in a healthy, safe, functional, and aesthetically pleasing condition.

The Contractor shall be responsible for providing all labor, materials, equipment, and services necessary for the proper care, operation, maintenance, and repair of landscaping, irrigation systems, and related landscape structures and features included within the scope of services. The specifications contained herein represent the minimum standards required to achieve and maintain the desired appearance, functionality, and overall condition throughout the community.

All work shall be performed in accordance with recognized industry standards and best management practices, and in compliance with all applicable federal, state, and local laws, regulations, codes, and ordinances.

Proposals will be evaluated by a Selection Committee using a structured scoring process that considers equipment and staffing capacity, qualifications of key personnel, organizational experience, quality of references, pricing, and overall proposal thoroughness. Awards will be made to the proposals deemed most advantageous to the District, and final recommendations will be subject to Board approval. All proposers must adhere to the RFP procedures and communication requirements throughout the solicitation process.

The Villages Community Development Districts is intending to procure a qualified, professional contractor with a minimum of 5 years experience to provide emergency debris removal monitoring services as described in the scope of work.

Respondents shall take careful notice of the following conditions of this Request for Proposal:

• Submissions by FAX or by other electronic media will not be accepted under any circumstances. Late submissions will not be accepted under any circumstances.

• Respondents may withdraw and/or replace proposals at any time until the deadline for submission of proposals.

• All questions received by 4:00 pm on Friday, October 16, 2026 will be considered. Questions will not be answered over the phone. Questions must be in writing sent via e-mail to robert.schoepe@districtgov.org or via the

OpenGov Procurement Portal at https://procurement.opengov.com/portal/districtgov/projects/310133

2.2. MINIMUM REQUIREMENTS

https://procurement.opengov.com/portal/districtgov/projects/310133

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• Must have a minimum of five (5) years of Commercial Landscape and Irrigation experience. • Certified Lawn and

Ornamental Pest Control Operator • Certified Intermediate MOT

2.3. FORMS & SPECIFICATIONS

Respondents are required to use the official QUALIFICATION FORMS, and all attachments itemized herein are to be submitted as a single document. Any variation from the minimum specifications must be clearly stated on the

SOLICITATION FORMS and explained in detail on the EXCEPTION/DEVIATION FORM.

2.4. ON-SITE VISITS

A pre-proposal meeting for this solicitation is not required. However, respondents are encouraged to visit the location(s) to get a better knowledge and understanding of what is required.

2.5. HOW TO SUBMIT A RESPONSE

One complete proposal submission shall consist of one (1) original, three (3) hard copies—four (4) hard-copy sets total— and one (1) electronic copy on a new USB flash drive. Each copy shall include all required documents identified in this

RFP.

The complete submission shall be enclosed in a sealed envelope or package. The outside shall be prominently marked with the solicitation number and title, together with the Respondent’s name and address.

The original proposal shall contain original signatures and be clearly labeled “ORIGINAL” on the cover. Proposals shall be neat, professional in appearance, and appropriately bound based on the thickness of the documents. Please avoid using three-ring binders whenever possible.

Proposals shall be mailed or hand-delivered to the address below and must be received by the submission deadline specified in this RFP:

Purchasing Department 3571 Kiessel Road The Villages, FL 32163

2.6. PUBLIC PROPOSAL OPENING

Proposals received by the submission deadline will be publicly opened on October 30, 2026, at 3:15 p.m. at 3571 Kiessel

Road, The Villages, FL 32163. The public may attend the proposal opening in person.

The public opening is for the purpose of recording and announcing the names of the Respondents. No award decision will be made at the public opening. All proposals will be reviewed after the opening for responsiveness, responsibility, and compliance with the requirements of this solicitation and evaluated in accordance with the criteria established in this RFP.

Proposals received after the submission deadline will not be accepted or opened.

In accordance with the Americans with Disabilities Act (ADA), any person requiring a reasonable accommodation to participate in District meetings should contact the Purchasing Department at least five (5) calendar days prior to the meeting by email at robert.schoepe@districtgov.org or by phone at (352) 751-6700.

2.7. RESPONDENT RESPONSIBILITY

Respondents are fully and completely responsible for the labeling, identification, and delivery of their proposals. The

Purchasing Department will not be responsible for any mislabeled or misdirected submissions, nor those handled by delivery persons, couriers, or the U. S. Postal Service.

• Submissions shipped by express delivery, or in overnight or courier envelopes, boxes, or packages MUST be prominently marked on the outside of such envelopes, boxes, or packages with the sealed proposal identification.

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• Any envelopes, boxes, or packages which are not properly labeled, identified, and prominently marked with the sealed proposal identification, may be inadvertently opened upon receipt, thereby invalidating such proposals, and excluded from the official proposal opening process.

• Invitation by the Village Community Development Districts to Respondents is based on the recipient’s specific request and application to https://procurement.opengov.com/portal/districtgov, or as the result of response by the public to the legal advertisements required by State and District law. Respondent’s or individuals submit their responses on a voluntary basis, and therefore are not entitled to compensation of any kind.

• 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 $35,000 (the threshold amount provided in Section 287.017, for

CATEGORY TWO) for a period of thirty-six (36) months from the date of being placed on the Convicted Vendor list.

• Proposals that are incomplete, unbalanced, conditional, obscure, or which contain additions not called for, alterations, or irregularities of any kind, or which do not comply with these documents may be rejected at the option of the District.

• Any Respondent who submits a no-proposal response shall submit the no-proposal response in an envelope marked on the outside of the mailing envelope, together with the required proposal identification number or submit a no-bid response electronically via the OpenGov Procurement Portal and select the "No Bid" option.

2.8. EXAMINATION OF PROPOSAL DOCUMENTS

• Each Respondent shall carefully examine the Drawings and/or Specifications and other applicable documents, and inform himself/herself thoroughly regarding any and all conditions and requirements that may in any manner affect cost, progress or performance of the work to be performed under the Contract. Ignorance on the part of the

Respondent will in no way relieve him/her of the obligations and responsibilities assumed under the Contract.

• Should a Respondent find discrepancies or ambiguities in, or omissions from the Drawings and/or Specifications, or should he/she be in doubt as to their meaning, he/she shall at once notify the Purchasing Department, in writing.

2.9. INTERPRETATIONS, CLARIFICATIONS AND ADDENDA

• No oral interpretations will be made to any vendor as to the meaning of the Proposal/Agreement Documents. Any inquiry or request for interpretation received by the Purchasing Department before 4:00 pm on Friday, October 16, 2026,

• , will be given consideration. All such changes or interpretations will be made in writing in the form of an addendum and, if issued, will be distributed at or after the Pre-Proposal Conference (if applicable) and uploaded to https://procurement.opengov.com/portal/districtgov/projects/310133 and www.districtgov.org. Each

Respondent shall acknowledge receipt of such addenda in the space provided on the Proposer’s Certification

Form.

• In case any Respondent fails to acknowledge receipt of such addenda or addendum, his/her proposal will nevertheless be construed as though it had been received and acknowledged and the submission of his/her

Proposal will constitute acknowledgment of the receipt of same. All addenda are a part of the Proposal

Documents, and each Respondent will be bound by such addenda, whether or not received by him/her. It is the https://procurement.opengov.com/portal/districtgov https://procurement.opengov.com/portal/districtgov/projects/310133 http://www.districtgov.org/

Landscape and Irrigation Maintenance for Multiple Districts Request For

Villages Community Development Districts Page 8 of 63 responsibility of each Respondent to verify that he/she has received all addenda issued before Proposals are opened.

• In the case of unit price items, the quantities of work to be done and materials to be furnished under this

Proposal/Agreement are to be considered as approximate only and are to be used solely for the comparison of

Proposals received. The District and its Consultants do not expressly or by implication represent that the actual quantities involved will correspond exactly therewith; nor shall the Respondent plead misunderstanding or deception because of such estimate or quantities of work performed or material furnished in accordance with the

Specifications and/or Drawings and other proposal documents, and it is understood that the quantities may be increased or diminished as provided herein without in any way invalidating any of the unit or lump sum prices proposal.

2.10. ALTERNATES

When certain items of equipment and/or materials are specified and/or described as the product of a particular manufacturer together with any required additional information such as model number, size or catalog number, only such specific items may be used in preparing the Proposal, except as hereinafter provided.

2.11. CHANGES/MODIFICATIONS

The Village Community Development Districts reserves the right to order changes in the scope of work and the resulting

Agreement. The successful Respondent has the right to request an equitable price adjustment in cases where modifications to the Agreement under the authority of this clause result in increased costs to the Contractor. Price adjustments will be based on the unit prices proposed by the Contractor in response to this solicitation. Any agreement resulting from this solicitation may be modified upon written and mutual consent of both parties.

2.12. GOVERNING LAWS AND REGULATIONS

The Respondent is required to be familiar with and shall be responsible for complying with the District’s Purchasing

Policies and Procedures, District resolutions, District rules, all federal, state and local laws, ordinances, rules and professional standards or regulations that in any manner affect this solicitation, the selection process, protests, award of

Agreement, Agreement management or any other activity associated with this solicitation and the subsequent work required of the successful Respondent. Any respondent receiving an award from this solicitation must comply with all

Governing Laws and Regulations and be responsible for the compliance of such by any and all subcontractors. Any and all work performed under the resultant contract requiring any State licensing or certification must be performed by workers meeting those requirements.

2.13. BLACKOUT PERIOD

In accordance with Florida Statute 287.057(25), Respondents to this Solicitation or persons acting on their behalf may not contact, between the Issue Date of the Solicitation and the end of the 72-hour period following the agency posting the

Notice of Intent to Award, excluding Saturdays, Sundays, and state holidays, any District Staff, Board Supervisors or

District Consultants concerning any aspect of this Solicitation, except in writing to the District Purchasing Staff. Violation of this provision may be grounds for rejecting a response.

During this blackout period, any attempt to influence the thinking of District Staff, Board Supervisors or District

Consultants for or against a specific cause related to a Solicitation for goods or services, in person, by mail, by facsimile, by telephone, by electronic mail, or by any other means of communication, may result in disqualification of their award and/or contract. This does not apply to Pre-Solicitation Conferences, oral presentations before the Selection Committee, contract negotiations, or communications with District Staff, Board Supervisors or District Consultants not concerning this

Solicitation.

2.14. AGREEMENT NEGOTIATION

The Selection Committee shall rank all received proposals and provide the Purchasing Director with the rankings and a recommended primary ranked respondent. If deemed prudent or necessary, the Purchasing Director is authorized to negotiate with the top ranked respondent. The proposal signed by the successful Respondent along with documentation

Landscape and Irrigation Maintenance for Multiple Districts Request For

Villages Community Development Districts Page 9 of 63 included in the proposal as required by this solicitation and other additional materials submitted by the Respondent and accepted by the District shall be the basis for negotiation of an agreement addressing the requirements of the solicitation. The resulting Agreement will be approved by the District Board of Supervisors.

2.15. FISCAL YEAR FUNDING APPROPRIATION

Unless otherwise provided by law, a contract for supplies or services may be entered into for any period of time deemed to be in the best interests of the District, provided the term of the contract and conditions of renewal or extension, if any, are included in the solicitation and funds are available for the fiscal period at the time of the contract. Payment and performance obligations for succeeding fiscal periods shall be subject to appropriation by the District of funds thereafter.

When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled, and the contractor shall be entitled to reimbursement for the reasonable value of any nonrecurring cost incurred but not advertised in the price of the supplied or services delivered under the contract or otherwise recoverable.

2.16. TAX EXEMPT STATUS

The Village Community Development Districts are special purpose governmental agencies under Florida law and exempt from Florida sales tax. The tax-exempt number will be provided upon request. This exemption does not apply to goods and services purchased separately by a Contractor in connection with its contractual obligations. The Contractor shall be responsible for paying any taxes, fees, or similar payments that are required to be paid in connection with the contract work. The District maintains the right to direct purchase goods and services whenever possible to utilize the District’s tax exempt status and the contract will be reduced by change order.

2.17. DIRECT PURCHASE BY OWNER

Each Contractor shall include Florida State and other applicable sales taxes for all material, supplies and equipment included in its proposal. The District may, if not prohibited by law, exercise a right to purchase directly various construction materials, supplies and equipment that may be a part of the Project. If so, the District will, via its purchase orders, purchase materials and assist the Contractor in the preparation of such purchase orders. The District shall issue a

Certificate of Entitlement to each vendor and the Contractor through its Purchasing Department.

2.18. PAYMENTS

Payments shall be made pursuant to Section 218.70, Florida Statutes, the Prompt Payment Act, and all District policies promulgated thereby.

2.19. UNUSUAL COSTS

The Contractor may petition the District at any time for an additional rate adjustment on the basis of extraordinary and unusual changes in the costs of operation that could not reasonably be foreseen by a prudent operator and which, by all reasonable expectations, will continue for at least one (1) year. If the Contractor petitions for such an increase, the

Contractor shall also petition for a rate reduction on the basis of extraordinary and unusual changes in the costs of operation that could not reasonably be foreseen by a prudent operator and which, by all reasonable expectations, will continue for at least one (1) year; failure to make such petition may be grounds for Agreement termination.

The Contractor's request shall contain substantial proof and justification to support the need for the rate adjustment. The

County may request from the Contractor, and the Contractor shall provide, such further information as may be reasonably necessary in making its determination. The County shall approve or deny the request, in whole or in part, within sixty (60) days of receipt of the request and all other additional information required by the County. Any price redetermination shall be solely based upon the documentation provided and the County reserves the right to rescind any price relief granted should the circumstances change, and prices go down.

2.20. PERMITS/LICENSES/FEES

Any permits, licenses or fees required will be the responsibility of the Respondent.

2.21. INDEMNIFICATION

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The successful Respondent must fully indemnify the District(s). Such indemnification will be documented in the

Agreement Documents.

2.22. STANDARDS OF CONDUCT; COMPLIANCE WITH DISTRICT POLICIES

The Contractor shall ensure that its employees, agents, and subcontractors assigned to perform services under this

Agreement conduct themselves in a professional, courteous, and lawful manner at all times while on District property or while performing services on behalf of the District.

Contractor personnel shall comply with all applicable State Laws, Federal laws, and District policies governing workplace conduct, safety, ethics, and harassment prevention, as such policies may be reasonably applicable to non-District personnel performing services on District property.

In the event the District receives a complaint(s) or otherwise determines that the conduct of any Contractor personnel may be inconsistent with the standard herein or District policies, the District reserves the right to require the temporary or permanent removal of such individual from District property or from performing services under this Agreement.

Any such request shall not be construed as a determination of fault or as a direction regarding the Contractor’s employment or disciplinary decisions, which shall remain the sole responsibility of the Contractor. Failure to comply with this provision shall constitute a material breach of the Agreement and may lead to termination of the agreement.

2.23. PROTECTION OF RESIDENT WORKERS

The Village Community Development Districts actively support the Immigration and Nationality Act of 1952 (INA) and the

Immigration Reform and Control Act of 1986 (IRCA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination and the State of Florida Executive Order Number 11-116 stating

Supplier’s shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

all persons employed during the contract term by the Suppler to perform employment duties pursuant to the Contact, within Florida; and all persons, including subcontractors, assigned by the Suppler to perform work pursuant to the

Contract with the District. (http://www.uscis.gov/e-verify) Additionally, the Suppler shall include a provision in all subcontracts that requires all subcontractors to utilize the U.S. Department of Homeland Security’s E-Verify system to verify employment eligibility of: all persons employed during the contract term by the Supplier to perform work or provide services pursuant to this contract with the District.

All Service Suppliers and /or vendors who wish to contract with the District to provide services must first certify they have registered with, will participate in, and continue to utilize, once registered, the E-Verify Program (or any successor program implemented by the federal government of its departments or agencies) to verify the work authorization status of all newly hired employees employed by the Supplier’s and/or vendors. Breach of this term or conditions is considered a material breach of the agreement. Participation in the E-Verify program will only be required of the awarded Supplier. To certify participation in the program, awarded Supplier, will be required to sign an E-Verify Supplier Affidavit.

For more information and to register visit https://e-verify.uscis.gov/enroll/.

2.24. VILLAGE COMMUNITY DEVELOPMENT DISTRICTS

The Village Center Community Development District, Sumter Landing Community Development District, North Sumter

County Utility Dependent District, Wildwood Utility Dependent District, Brownwood Community Development District, Coleman Ridge Community Development District, Middleton A Community Development District, Middleton Downtown

Community Development District, Eastport Community Development District, Villages Public Safety Department

Dependent District, and Village Community Development Districts 1-16 are local units of special-purpose government and reserve the right to reject any and/or all proposals, reserve the right to waive any informalities or irregularities in the proposal or examination process, reserve the right to select low proposal per item, and reserve the right to award proposals and/or contracts in the best interest of the Districts.

2.25. REFERENCE TERMS

Any headings in this document are for the purposes of reference only and shall not limit or otherwise affect the meaning thereof. Any reference to gender shall be construed to include all genders, respondents, partnerships, and corporations. References in the singular shall be construed to include the plural and references in the plural shall be http://www.uscis.gov/e-verify https://e-verify.uscis.gov/enroll/

Landscape and Irrigation Maintenance for Multiple Districts Request For

Villages Community Development Districts Page 11 of 63 construed to include the singular. Any reference to the “District” or the “Village Community Development Districts” shall be construed to refer to the specific District or Districts for which the solicitation was issued, and those District(s) shall be the legislative authority for all matters concerning this solicitation or the resulting contract(s).

2.26. RIGHT TO AUDIT RECORDS

The Districts shall be entitled to audit the books and records of the Respondent or any sub-contractor to the extent that such books and records relate to the performance of the Contract or any sub-contract to the Contract. Such books and records shall be maintained by the Respondent for a period of three (3) years from the date of final payment under the

Contract and by the sub-contractor for a period of three (3) years from the date of final payment under the sub-contract unless a shorter period is otherwise authorized in writing.

2.27. ADDITIONAL TERMS AND CONDITIONS

No additional terms and conditions included with the proposal response shall be evaluated or considered and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this proposal. If submitted either purposefully through intent or design or inadvertently appearing separately in transmitting letters, specifications, literature, price lists or warranties, it is understood and agreed the general and special conditions in this solicitation are the only conditions applicable to this proposal and the Respondent's authorized signature affixed to the proposal attests to this.

2.28. PROPRIETARY INFORMATION

Responses to this Request for Proposal, upon receipt by the District, become public records subject to the provisions of

Chapter 119 F.S., Florida’s Public Record Law. If any Respondent believes that any portion of all of the response is confidential and proprietary, Respondent shall clearly assert such exception and the specific legal authority of the asserted exemption. All materials that qualify for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as “TRADE SECRETS EXCEPTION”, with the respondent’s name and the proposal number marked on the outside. Such designation of an item as a trade secret may be challenged in court by any person. By the

Respondent's designation of material submitted to the District as a “trade secret”, the Respondent agrees to hold harmless the District for any award to a plaintiff for damages, costs or attorney’s fees and for costs and attorney’s fees incurred by the District by reason of any legal action challenging the Respondent's “trade secret” claim.

2.29. ADDITIONAL SERVICES/PURCHASES BY OTHER PUBLIC AGENCIES

The Respondent by submitting a proposal acknowledges that other public agencies may seek to “Piggy-Back” under the same terms and conditions during the effective period of any resulting contract services and/or purchases being offered in this proposal for the same prices and/or terms being proposal. The successful Respondent has the option to agree or disagree to allow contract Piggybacks on a case-by-case basis. Before a public agency is allowed to Piggy-Back any contract, the agency must first obtain the Respondent's approval. Without the Respondent's approval, the seeking agency cannot Piggy-Back.

2.30. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICIAL, OR IDEOLOGICAL INTEREST IN

GOVERNMENT CONTRACTING F.S. 287.05701

Respondents are hereby notified of the provisions of section 287.05701, Florida Statues, as amended, that the District will not request documentation of or consider a Respondent's social, political, or ideological interests when determining if the respondent is a responsible Respondent. Respondents are further notified that the District’s governing body may not give preference to a Respondent based on the Respondent's social, political, or ideological interests.

3. INSURANCE REQUIREMENTS

The vendor/contractor shall maintain, on a primary basis and at its sole expense, at all times while performing work for any of the Districts, the “Standard Insurance Requirements” described herein. Contractors responding to a competitive formal solicitation shall provide with their submittal, a Certificate of Insurance (COI) or a letter from the insurance company stating required coverage is obtainable. Prior to commencement of any work for the Districts, a COI fulfilling all Standard

Insurance requirements must be received and approved by VCCDD. Work is defined as any service provided to the

Districts by a vendor/contractor who must access District property in order to provide the service(s). The requirements

Landscape and Irrigation Maintenance for Multiple Districts Request For

Villages Community Development Districts Page 12 of 63 contained herein, as well as the District’s review or acknowledgement, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the contractor under this contract.

*Note: The individual Districts that shall be endorsed and listed as Additional Insureds on all policies are:

• Village Center Community Development District (VCCDD)

• Sumter Landing Community Development District (SLCDD)

• Brownwood Community Development District (BCDD)

• Village Community Development Districts 1-16 (VCDD 1-16)

• North Sumter County Utility Dependent District (NSCUDD)

• Wildwood Utility Dependent District (WUDD)

• Coleman Ridge Community Development District (CRCDD)

• Middleton-A Community Development District (MCDDA)

• Middleton-B Community Development District (MCDDB)

• Middleton Downtown Community Development District (MDCDD)

• Eastport Community Development District (ECDD)

• Villages Public Safety Department Dependent District (VPSDDD)

All at the following street address:

Attn: Risk Management Department 3571 Kiessel Road The Villages, FL 32163

3.1. FINANCIAL RATING OF INSURANCE COMPANIES

All insurance companies must have financial rating of A- or higher by A.M. Best Company, Inc. with the exception of self-insured insurance companies.

3.2. COMMERCIAL GENERAL LIABILITY INSURANCE

The vendor/contractor shall maintain Commercial General Liability Insurance at a limit of liability not less than $1,000,000 each occurrence and a $2,000,000 annual aggregate. Due to the nature of the work involved, consultants performing program and/or contract management services are required to maintain $1,000,000 each occurrence and $1,000,000 annual aggregate. The coverage shall not contain any endorsement(s) excluding nor limiting product /completed operations, independent contractors, broad form property damage, X-C-U Coverage, contractual liability or cross liability.

The self-insured retention or deductible shall not exceed $50,000.

• Additional Insured Endorsement. The vendor/contractor shall endorse all Districts as an “Additional Insured” on the Commercial General Liability Insurance with a CG 2010 Additional Insured – Owners, Lessees, or Vendors, and CG 2037. Or they may provide a CG 2026 Additional Insured – Owners, Lessees, or Vendors – Scheduled

Person or Organization endorsement, or similar endorsement providing equal or broader “Additional Insured” coverage. In addition, the vendor/contractor shall endorse all Districts as an “Additional Insured” under their

Commercial Umbrella/Excess Liability as required herein. *

• Waiver of Subrogation Endorsement. The vendor/contractor shall provide a waiver of subrogation in favor of the

District, contractor, subcontractor, architects, or engineers for each required policy providing coverage during the life of this contract. When required by the insurer or should a policy condition not permit the contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then the contractor shall notify the

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Villages Community Development Districts Page 13 of 63 insurer and request the policy be endorsed with a waiver of transfer of rights of recovery against others, or an equivalent endorsement. This waiver of subrogation requirement shall not apply to any policy that includes a condition specifically prohibiting such endorsement, or voids coverage should the contractor enter into such an agreement on a pre-loss basis.

3.3. BUSINESS AUTOMOBILE LIABILITY INSURANCE

The vendor/contractor shall maintain Business Automobile Liability Insurance at a limit of liability not less than $1,000,000 each occurrence. Coverage shall include liability for owned, non-owned, and hired automobiles. In the event the contractor does not own automobiles, the contractor shall maintain coverage for hired and non-owned auto liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

• Additional Insured Endorsement. The vendor/contractor shall endorse all Districts as an “Additional Insured” on the Business Automobile Liability Insurance with a CA 0449 or similar endorsement providing equal or broader

“Additional Insured” coverage. In addition, the contractor shall endorse all Districts as an “Additional Insured” under the contractor’s Commercial Umbrella/Excess Liability as required herein. *

• Waiver of Subrogation Endorsement. The contractor shall provide a waiver of subrogation in favor of the District, contractor, subcontractor, architects, or engineers for each required policy providing coverage during the life of this contract. When required by the insurer or should a policy condition not permit the contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then the contractor shall notify the insurer and request the policy be endorsed with a waiver of transfer of rights of recovery against others, or an equivalent endorsement. This waiver of subrogation requirement shall not apply to any policy that includes a condition specifically prohibiting such endorsement, or voids coverage should the contractor enter into such an agreement on a pre-loss basis.

3.4. WORKER'S COMPENSATION INSURANCE AND EMPLOYERS LIABILITY INSURANCE

The contractor, any sub- consultants or subcontractors, shall maintain their own Worker’s Compensation Insurance and

Employers Liability in accordance with Florida Statute Chapter 440. In case any class of employees engaged in hazardous work at the site of the operations is not protected under the Worker’s Compensation statute, the Vendor shall provide and cause each sub consultant or subcontractor to provide adequate insurance for the protection of its employees not otherwise protected. The Vendor must provide a Certificate of Insurance (COI) showing Worker’s Compensation coverage or must provide an exemption certificate issued by the State of Florida showing that the Vendor is exempt from

Worker’s Compensation insurance requirements. (NOTE: Elective exemptions or coverage through an employee leasing arrangement will be on a case-by-case basis).

3.5. CYBER LIABILITY INSURANCE

REQUIRED FOR ALL SERVICES - The contractor shall maintain Cyber Liability Insurance at a limit of liability no less than $1,000,000 per claim/loss and $1,000,000 annual aggregate. Coverage shall include, at minimum, network security liability, data breach liability, social engineering and funds transfer fraud. The self-insured retention or deductible shall not exceed $50,000.

3.6. INDEMNIFICATION

The contractor shall indemnify, defend and hold harmless all of the Districts, its offices, agents and employees from and against any and all claims, losses or liability, or any portion thereof, including attorney’s fees and costs, arising from injury or death to persons, including injuries, sickness, disease or death to contractor’s own employees or damage to property occasioned by a negligent act, omission or failure of the contractor.

3.7. DEDUCTIBLES, COINSURANCE PENALTIES AND SELF-INSURED RETENTION

The contractor shall be fully and solely responsible for any costs or expenses as a result of a coverage deductible, coinsurance penalty, or self-insured retention; including any loss not covered because of the operation of such deductible, Landscape and Irrigation Maintenance for Multiple Districts Request For

Villages Community Development Districts Page 14 of 63 coinsurance penalty, self-insured retention, or coverage exclusion or limitation. For deductible amounts that exceed the amounts stated herein that are acceptable to the District, the Contractor shall, when requested by the District, maintain a

Commercial Surety Bond in an amount equal to said deductible amount.

3.8. RIGHT TO REVISE OR REJECT

The District reserves the right, but not the obligation, to review and revise any insurance requirement, not limited to limits, coverages and endorsements based on insurance market conditions affecting the availability or affordability of coverage;

or changes in the scope of work/specifications affecting the applicability of coverage. Additionally, the District reserves the right, but not the obligation, to review and reject any insurance policies failing to meet the criteria stated herein, or any insurer(s) providing coverage due to its poor financial condition or failure to operate legally. In such events, the District shall provide the contractor with written notice of such revisions or rejections.

3.9. NO REPRESENTATION OF COVERAGE ADEQUACY

The coverages, limits or endorsements required herein protect the primary interests of the Districts, and these coverages, limits or endorsements shall in no way be required to be relied upon when assessing the extent or determining appropriate types and limits of coverage to protect the contractor against any loss exposures, whether as a result of the project or otherwise.

3.10. CERTIFICATE(S) OF INSURANCE

The contractor shall provide the VCDD Purchasing Department with a COI clearly evidencing that all coverage, limits, and endorsements required herein are maintained and in full force and effect and copies of endorsements (additional insured and waiver of subrogation) shall be submitted with the COI. A minimum thirty (30) day endeavor to notify due to cancellation or non-renewal of coverage shall be identified on each COI. In the event the District is notified that the required insurance coverage will cancel or expire during the period of this contract, the contractor agrees to furnish the

District prior to the expiration of such insurance, a new COI evidencing replacement coverage. When notified by the

District, the contractor agrees not to continue work pursuant to this contract, unless all required insurance remains in effect. The District shall have the right, but not the obligation, of prohibiting the contractor from entering the project site until a new COI is provided to the District evidencing the replacement coverage. The contractor agrees the District reserves the right to withhold payment to the contractor until evidence of reinstated or replacement coverage is provided to the District. If the contractor fails to maintain the insurance as set forth herein, the contractor agrees the District shall have the right, but not the obligation, to purchase replacement insurance and the contractor agrees to reimburse any premiums or expenses incurred by the District.

3.11. THE CONTRACTOR AGREES THE COI SHALL:

A. Clearly indicate all the Districts have been endorsed on the Commercial General Liability Insurance and the

Business Automobile Liability Insurance with the appropriate Commercial Liability forms providing equal or greater

“Additional Insured” coverage.

B. Clearly indicate a waiver of subrogation endorsement in favor of all the Districts on the Commercial General

Liability Insurance and the Business Automobile Liability Insurance policies.

C. Clearly indicate all Districts are endorsed as an “Additional Insured”, or “Loss Payee” on the Builder’s Risk

Insurance, and when applicable, “Additional Insured” on the Commercial Umbrella/Excess Liability Insurance as required herein.

D. Clearly identify each policy’s limits, flat and percentage deductibles, sub limits, or self- insured retentions, which exceed the amounts or percentages set forth herein.

E. Clearly indicate a minimum thirty (30) day endeavor to notify requirement in the event of cancellation or non-renewal of coverage.

F. The original COI and copies of all required endorsements should be forwarded and clearly indicate certificate holder and “Additional Insured” as follows:

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Villages Community Development Districts Page 15 of 63

Village Center Community Development District (VCCDD) Sumter Landing Community Development District (SLCDD) Brownwood Community Development District (BCDD) Village Community Development Districts 1 – 16 (VCCDD 1-16) North Sumter County Utility Dependent District (NSCUDD) Wildwood Utility Dependent District (WUDD) Coleman Ridge Community Development District Middleton Community Development District A (MCDDA) Middleton Downtown Development District Eastport Community Development District (ECDD) Villages Public Safety Department Dependent District (VPSDDD)

Mailing address:

Attn: Risk Management Department 3571 Kiessel Road The Villages, FL 32163

NOTICE: On rare occasions, exceptions to the required insurance limits are needed. The Risk Management department may adjust such requirements if deemed necessary. Exceptions are valid only for the applicable project or fiscal year in which they are granted.

3.12. OTHER

Insurance Agents may also email Certificates of Insurance and endorsements to:

Email: Riskmanagement@districtgov.org Questions about Insurance Requirements:

Contact Risk Management (352) 674-1828

4. PROPOSAL EVALUATION

This Request for Proposals includes following all the procedures in this document and sending the sealed proposal information to the Purchasing Department by the due date & time. Performance-related paperwork will be available to selection committee members.

This Review/Selection Committee shall be comprised of three (3) District staff members and/or Consultants. However, it remains the District’s option to increase and/or decrease the size and/or composition of the Committee as it deems appropriate and in the best interest of the District.

Once responses to the Request for Proposals are received, Review/Selection Committee members will independently review each submittal and score each based on the evaluation criteria set forth in this RFP. The award(s) will be based on the proposals that are most advantageous to the District.

The award(s) will be based on the proposals that are most advantageous to the District. It is the intention of the District to award to the top ranked Contractor; however, the District may elect to award to multiple contractors with the highest scoring proposals.

The District reserves the right to deviate from strict rank-based assignments when it is in the District’s best interest to do

so. The District may negotiate with one or more ranked vendors and assign vendors to specific groups in a manner that best serves the operational needs of the District. Final group assignments may take into consideration, but are not limited to:

• Staffing capacity and available equipment;

• Geographic proximity to service areas;

• Historical performance with the District (if applicable);

mailto:Riskmanagement@districtgov.org

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Villages Community Development Districts Page 16 of 63

• Vendor availability and scheduling flexibility;

• Cost effectiveness across service groups.

The District reserves the right to apply the evaluation criteria in any manner it deems necessary and to evaluate each respondent separately or comparatively, using the Evaluation Criteria in any weight or importance as it sees fit. The

District also reserves the right to seek clarification from Respondents on any issue in a response or take any action it feels necessary to properly evaluate the submissions and construct a solution in the District's best interest.