On-Call_Maintenance_and_Repair_Services.pdf

CITY OF DANIA BEACH, FLORIDA

On-Call Maintenance and Repair Services

CITY REQUEST FOR PROPOSAL (“RFP”) NO. 26-006

Prepared by:

City of Dania Beach, Florida

100 W. Dania Beach Boulevard

Dania Beach, FL 33004

Wednesday, March 18, 2026

Request For Proposal (“RFP”) No. 26-006

Table of Contents

1. NOTICE TO PROPOSERS

2. PROPOSAL SUBMISSION

3. INSTRUCTIONS TO PROPOSERS

4. SUBMISSION OF PROPOSALS

5. QUALIFICATIONS OF PROPOSALS

6. SCOPE OF WORK

7. PROPOSAL REQUIRMENTS

8. EVALUATION CRITERIA RANKING

9. AWARD OF AGREEMENT

10. PUBLIC RECORDS

11. INSURANCE REQUIREMENTS

12. INDEMNIFICATION

13. INDEPENDENT CONTRACTOR

14. DEBARMENT AND SUSPENSION

15. SCRUTINIZED COMPANIES

16. VERFICATION OF EMPLOYMENT ELIGIBILTY

17. DELIVERIES

18. WARRANTIES

19. SAFETY STANDARDS

20. INSPECTION

21. NON-DISCRIMINATION AND EQUAL OPPORTUNITY

EMPLOYMENT

22. TAXES

23. PERMITS, FEES AND NOTICES

24. PERFORMANCE

25. TERMINATION OF CONTRACT

26. SUCCESSORS AND ASSIGNS; ASSIGNMENT; SUBLETTING

27. EMPLOYEES OF THE PROPOSER

28. LITIGATION

29. OTHER GOVERNMENTAL ENTITIES

30. UNBALANCED PROPOSAL PRICING

31. BUDGETARY CONSTRAINT

32. CONTINGENT FEES PROHIBITED

33. CONE OF SILENCE

34. SPECIAL CONDITIONS

35. PROPOSER SUBMISSIONS

Attachments:

A - Term_Contract_Agreement_(General_or_Professional_Services)_

1. NOTICE TO PROPOSERS

REQUEST FOR PROPOSAL (RFP) FOR

"On-Call Maintenance and Repair Services"

26-006

NOTICE IS GIVEN that the City of Dania Beach, Florida (the “City” or “Owner”) will be accepting sealed

Proposals for its “On-Call Maintenance and Repair Services, 26-006”.

Proposals will be accepted on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl until Thursday, April 9, 2026, at 10:00 am. Proposals received after this time will be rejected.

All submissions will remain confidential and exempt from public record disclosure requirements until the response opening is conducted.

PROJECT DOCUMENTS

Documents may be obtained from https://procurement.opengov.com/portal/daniabeachfl/projects/240393.

PROPOSAL DOCUMENTS

Proposals must be submitted electronically on the City's e-Procurement Portal at https://procurement.opengov.com/portal/daniabeachfl, the City’s designated electronic bidding system.

The City of Dania Beach reserves the right to reject any and all proposals, with or without cause, to waive any informality in a proposal, to terminate the process or re-advertise and solicit new or additional proposals, and to make awards in the best interest of the City.

Pursuant to Florida law, all Proposers are exempt public records until thirty (30) days after opening, or award of proposals, whichever is sooner. In the event presentations are necessary, all non-presenting propsers will be required to exit the room during the presentations of each of the other proposers as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

All Proposers are advised that the City has not authorized the use of the City seal or logo by individuals or entities responding to City bids.

Published on: Wednesday, March 18, 2026 https://procurement.opengov.com/portal/daniabeachfl https://procurement.opengov.com/portal/daniabeachfl/projects/240393 https://procurement.opengov.com/portal/daniabeachfl

2. PROPOSAL SUBMISSION

Proposals must be submitted electronically on OpenGov, the City’s designated electronic bidding system. All bid document files must be clearly labeled 26-006 On-Call Maintenance and Repair Services

Pursuant to Florida law, all Proposals to this RFP are exempt public records until thirty (30) days after opening, or award of Proposal, whichever is sooner. In the event presentations are necessary, all responders will be required to exit the room during the presentations of the other responders as portions of selection committee meetings at which presentations are made are exempt from Florida’s public meeting laws.

Proposals will be publicly opened and read aloud on Thursday, April 9, 2026, at 10:00 am using the Microsoft

Teams online meeting platform. Below you will find the link to access this meeting on the above referenced date and time in the

Release Project Date: March 18, 2026

Question Submission Deadline: April 2, 2026, 3:00pm

Proposal Submission Deadline: April 9, 2026, 10:00am

Bid Opening Link (Non-Mandatory): https://teams.microsoft.com/meet/22382823

363301?p=j24pLEnZk6emfab1EN

Virtual

Microsoft Teams:

Meeting ID: 223 828 233 633 01

Passcode: Tf3jJ38r

Dial in by phone

+1 929-352-1530,,255920614# United

States, New York City

Award of Contracts for the Proposals will be made at a subsequent City Commission meeting.

All Proposers are advised that the City has not authorized the use of the City seal by individuals or entities responding to City Proposals.

The City Commission of the City of Dania Beach reserves the right to reject any and all Proposals, to waive any informality in a Proposal and to make an award in the best interests of the City.

3. INSTRUCTIONS TO PROPOSERS

The following instructions are given for the purpose of guiding Proposers in properly preparing their Proposals.

These directions have equal force and weight with the specifications and strict compliance is required with all of these provisions.

3.1 Qualifications of Proposers

No Proposal will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City of Dania Beach, upon any debt or contract, or who has defaulted, as surety or otherwise, upon any obligation to the City, or who is deemed irresponsible or unreliable by the City Commission of Dania Beach. Minority, women-owned, and labor surplus area businesses and firms are encouraged to submit Proposals.

3.2 Personal Investigation

Proposers shall satisfy themselves by personal investigation and by such other means as they may think necessary or desirable, as to the conditions affecting the proposed work and the cost. No information derived from maps, plans, specifications, or from the City staff or their assistants shall relieve the Contractor from any risk or from fulfilling all terms of the contract. Before submitting a Proposal, each Proposer must visit the site (if applicable to the project) to become familiar with the facilities and equipment that may in any manner affect cost or performance of the work; must consider federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost or performance of the work, must carefully compare the Proposer's observations made during site visits or in review of applicable laws with the Proposal Documents; and must promptly notify the

Project Contact person of all conflicts, errors and discrepancies, if any, in the Proposal Documents.

The Proposer, by and through the submission of a Proposal, agrees that Proposer shall be held responsible for having examined the facilities and equipment (if applicable); is familiar with the nature and extent of the work and any local conditions that may affect the work, and is familiar with the equipment, materials, parts and labor required to successfully perform the work.

3.3 Inconsistencies

Any seeming inconsistency between different provisions of specifications, Proposal or contract, or any point requiring explanation must be inquired into by the Proposer, in writing, at least ten (10) days prior to the time set for opening Proposals. After Proposals are opened, the Proposers shall abide by the decision of the City Manager or designee as to such interpretation.

3.4 Conflict of Interest

The award of any contract under this RFP is subject to the provisions of Chapter 112, Florida Statutes. Proposers must disclose with their Proposal the name of any officer, director, partner, proprietor, associate or agent who is also an officer or employee of City or any of its agencies. Further, all Proposals must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the

Proposer's firm or any of its branches or affiliate companies.

3.5 Legal Conditions

Proposers are expected to familiarize themselves with the provisions of the laws of the United States and State of

Florida, and with the provisions in the Charter and the ordinances of the City of Dania Beach.

3.6 Forms and Proposals

Proposals will be received until Thursday, April 9, 202610:00 am by submission to OpenGov. Each Proposal and its accompanying statements must be made on the blanks provided. The forms must be submitted in good order and with all the blanks filled in.

3.7 Filling in Proposals

All prices must be written in the Proposal and also stated in words, and all Proposals must fully cover all items for which Proposals are asked and no other. Proposers are required to state the names and places of residence of all persons interested, and if no other person is interested, the Proposer shall distinctly state such fact and shall state that the Proposal is, in all respects, fair and without collusion or fraud. Where more than one person is interested, it is required that all persons interested, or their legal representative disclose such fact in writing to the

City.

3.8 Proposals Firm for Acceptance

Proposer warrants, by virtue of proposing, that the Proposal and the prices quoted in the Proposal will be firm for acceptance by the City for a period of one hundred twenty (120) days from the date of Proposal opening.

3.9 Withdrawals

Any Proposer may, without prejudice, withdraw a Proposal at any time prior to the expiration of the time during which Proposals may be submitted. Such request for withdrawal must be in writing and signed in the same manner and by the same person who signed the Proposal. After expiration of the period for receiving Proposals, no Proposal can be withdrawn, modified, or explained. Should Proposer withdraw its Proposal after expiration of the period for receiving Proposals, its bond shall be retained by the City.

3.10 Causes for Rejection

No Proposal will be canvassed, considered, or accepted which, in the opinion of the City Manager, is informal or unbalanced, or contains inadequate or unreasonable prices for any items; each item must carry its own proportion of the cost as nearly as is practicable. Any alteration, erasure, interlineations, or failure to specify Proposals for all items called for in the schedule shall render the Proposal informal.

3.11 Rejection of Proposals

To the extent permitted by applicable state and federal laws and regulations, City reserves the right to reject any and all Proposals, to waive any and all informalities not involving price, time or changes in the work with the

Successful Proposer, and to disregard all nonconforming, non-responsive, unbalanced or conditional Proposals.

Proposals will be considered irregular and may be rejected if they show serious omissions, alterations in form, additions not called for, conditions or unauthorized alterations, or irregularities of any kind. The City Commission reserves the right to reject any Proposal if the evidence submitted by the Proposer, or if the investigation of such

Proposer, fails to satisfy the City that such Proposer is properly qualified to carry out the obligations and to complete the work contemplated. Any or all Proposals will be rejected, if there is reason to believe that collusion exists among Proposers. A Proposal will be considered irregular and may be rejected, if it shows serious omissions, alterations in form, additions not called for, conditions or unauthorized alternates, or irregularities of any kind. The City of Dania Beach reserves the right to reject any and all Proposals, to waive any and all informalities and irregularities, and to accept or reject all or any part of any Proposal as they deem to be in the best interest of the citizens of the City of Dania Beach, or the City may reject Proposals and re-advertise.

3.12 RFP Protest Procedure

After a Notice of Intent to Award a contract is posted, any actual or prospective manufacturer or distributor claiming to be aggrieved in connection with the pending award of the Contract, or any element of the process leading to the award of the Contract may protest to the City Manager. A protest must be filed by 5:00 P.M. on the third (3rd) Business Day after posting of the Notice of Award (excluding the day that the Notice is posted) or any right to protest is waived. The protest must be in writing, must identify the name and address of the protester, and must include a factual summary of, and the basis for, the protest. Filing shall be considered complete when the written protest, together with an RFP Protest Bond, is both timely received by the City Manager’s Office.

An RFP Protest Bond is to compensate the City for the expenses of administering the protest. If the protest is decided in the protester's favor, the entire deposit shall be returned to the protester. If the protest is not decided in the protester's favor, the deposit shall be retained by the City. The deposit shall be in the form of a cashier's check. The amount of the RFP Protest Bond shall be one percent (1%) of the amount of the pending award for which the bidder is protesting, or five thousand dollars ($5,000.00), whichever is less.

3.13 Protest Committee

The Protest Committee shall have the authority to review, settle, and resolve all protests. Members of the Protest

Committee will be appointed by the City Manager. If the Protest Committee determines that the pending award of a contract or any element of the process leading to the award involved a significant violation of law, applicable rule or regulation, all steps necessary and proper to correct the violation shall be taken. If the Protest Committee determines that the protest has merit, the City Manager shall direct all appropriate steps be taken to remedy it.

In the event of a timely protest, the City Manager shall stay the award of the Contract, unless after consulting with the City Attorney and a representative from the City’s Department for which the services are being obtained, the City Manager then determines that the award of the contract is necessary without delay to protect the substantial interests of the City. The continuation of the bid award process under these circumstances shall not preempt or otherwise affect the protest.

3.14 Agreement

The Proposer(s) to whom or to which an award is made shall execute a written agreement to do the work in the form attached to this RFP. The award may be canceled by the City Commission and awarded to the next lowest priced responsible and responsive Proposer. If this occurs, such Proposer shall fulfill every stipulation as if it were the original party to whom or to which an award was made. The Agreement will include specific insurance, performance bond, and indemnification requirements as set forth in the attached specifications. Proposers must submit any questions, issues, or concerns with the terms, language or both in the attached Agreement by the deadline for submitting requests for interpretations.

3.15 Payment

Payment will be made when all work is completed to the satisfaction of the City Manager or designee. Successful

Proposer shall submit invoices regularly, for no more than 30-day periods, as work progresses.

3.16 Audit of Contractor's Records

Upon execution of the Contract, the City reserves the right to conduct any necessary audit of the Contractor's records. Such an audit, or audits, may be conducted by the City or its representatives at any time prior to final payment, or thereafter, for a period up to three (3) years. if an audit has been initiated and audit findings have not been resolved at the end of these three (3) years, the records shall be retained by the City until resolution of audit finding. The City may also require submittal of the records, at no cost to the City, from the Contractor, any subcontractor, or both. For the purpose of this Section, records shall include all books of account, supporting documents and papers deemed necessary by the City to assure compliance with the Contract provisions.

Failure of the Contractor or subcontractor to comply with these requirements may result in disqualification or suspension from bidding or proposing for future contracts or disapproval as a subcontractor at the option of the

City. The Contractor shall assure that a subcontractor will provide access to its records pertaining to the services upon request by the City.

3.17 Byrd Anti-Lobbying Amendment, 31 U.S.C. 1352 (as amended)

Contractors who apply or submit a Proposal for an award of $100,000.00 or more shall file the required certification. Each tier certifies to the tier above that it will not and has not used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Each tier shall also disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award.

Such disclosures are forwarded from tier to tier up to the recipient.

3.18 City

Failure by City to respond to an inquiry shall not excuse late or incomplete submissions

3.19 Lobbyists

Pursuant to Broward County Ordinance 2011-19, Lobbyists, and any of their principals or employers attending such meeting, are required to complete a Contact Log contemporaneously with a lobbyist meeting. City of Dania

Beach Code of Ordinances, Article XI, “Lobbyist Regulations,” Sections 2-231 through 2-234 require Lobbyists to register with the City PRIOR to engaging in lobbyist activities within the City. Contact with personnel of the

City of Dania Beach other than the City Clerk or designated representative regarding the RFP shall be grounds for elimination and disqualification from the selection process.

3.20 Omission of Details, Variances and Exceptions.

as to any detail, or the apparent omission of a detailed description concerning any point, shall be regarded as meaning that only the best commercial practice is to prevail, and that only material and workmanship of the finest quality is to be used. All interpretations of the specifications shall be made on the basis of this statement.

Omission of any essential details from these specifications will not relieve the Proposer of supplying such services or product(s) as specified.

For the purpose of evaluation, the Proposer must indicate any variance or exceptions to the stated requirements, no matter how slight. Deviations should be explained in detail. Absence of variations, corrections or both will be interpreted to mean that the Proposer meets all the requirements in every respect.

Costs and compensation shall be shown in both unit prices and extensions whenever applicable, and expressed in U.S. Dollars. In the event of discrepancies existing between unit prices and extensions or totals, the unit prices shall govern. All costs and compensation shall remain firm and fixed for acceptance for 120 calendar days after the day of the Proposal opening. The Proposal price shall include all franchise fees, royalties, license fees, etc., as well as all costs for transportation or delivery as applicable within the scope of the solicitation.

3.21 Performance Bond and Insurance

Upon award of a contract, the Successful Proposer, as required within the scope of the solicitation, may be required to submit performance bonds, payment bonds or both. Proposer shall provide certificates of insurance in the manner, form and amount(s) specified.

3.22 Addenda and Interpretations

No interpretations of the meaning of the plans, specifications or other contract documents will be made orally to any Proposer. Prospective Proposers must request from the City Clerk or City designee such interpretation in writing. To be considered, such request must be received at least ten (10) days prior to the date fixed for the opening of responses. Any and all interpretations and any supplemental instructions will be in the form of a written addenda which, if issued, will be sent by certified mail with return receipt requested, to all prospective

Proposers (at the address furnished for such purpose) not later than three (3) days prior to the date fixed for the opening of Proposals. Failure of any Proposer to receive any such addenda or interpretation shall not relieve any

Proposer from any obligation under the Proposal as submitted. All addenda so issued shall become a part of the contract document. Contractor shall verify that it has all addenda before submitting a Proposal.

3.23 Non-Collusion Affidavit

Each Proposer shall complete the Non-Collusive Affidavit form and shall submit the form with their Proposal.

City considers the failure of the Proposer to submit this document may be cause for rejection of the Proposal.

3.24 Public Entity Crimes

Each Proposal shall complete the Public Entity Crimes form. In accordance with Florida Statutes §287.133

(2)(a): A person or affiliate who has been placed on the convicted vendor list following a conviction for 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 public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or contractor under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Florida Statutes

§287.017 for Category Two, for a period of 36 months from the date of being placed on the convicted vendor list.

3.25 All Proposals

All Proposals must be submitted electronically on OpenGov.” The Proposal must be signed by one duly authorized to do so, and in case signed by a deputy or subordinate, the Proposer’s principal's properly written authority to such deputy or subordinate must accompany the Proposal. No Proposal will be accepted, for any reason whatsoever, which is not submitted as stated above, within the specified time. Any uncertainty regarding the time a Proposal is received will be resolved against the Proposer.

4. SUBMISSION OF PROPOSALS

A. Proposals must be typed or legibly printed in blue ink. Use of erasable ink is not permitted. All corrections to prices made by the Proposer should be initialed.

B. All Proposals shall be submitted in the English language, and pricing expressed in U.S. Dollars.

C. Proposals must contain a manual signature of a corporate officer or designee with the proven authority to bind the Proposer. The address and telephone number for any communications regarding the Proposal must be included.

D. Proposals shall contain an acknowledgment of receipt of all addenda.

E. Proposals by corporations must be executed in the corporation’s legal name by the President or other corporate officer, accompanied by evidence of authority to sign. Evidence of authority shall be provided on the enclosed Certified Resolution form, or by the company’s own Corporate Resolution.

F. Proposals by partnerships must be executed in the partnership name and signed by a partner, whose title must appear under the signature.

G. Proposals shall be submitted to the Procurement Division on or before the time indicated in the Request for Proposals by the methods described above.

H. In accordance with Florida Statutes, Chapter §119.07(1)(a) and except as may be provided by other applicable state and federal law, the Request for Proposals and the responses to it are in the public domain. However, Proposers are requested to specifically identify in the submitted Proposal any financial information considered confidential, proprietary or both which may be considered exempt under Florida Statute §119.07(t).

I. All Proposals received from Proposers in response to the Request for Proposals will become the property of City and will not be returned. In the event of Contract award, all documentation produced as part of the Contract shall become the exclusive property of City.

J. The Proposer preparing a submittal in response to this RFP shall bear all expenses associated with its preparation. The Proposer shall prepare a submittal with the understanding that no claim for reimbursement shall be submitted to the City for the expense of Proposal preparation, presentation, or both.

5. QUALIFICATIONS OF PROPOSALS

A. Each Proposer shall complete the Proposal’s Qualifications Statement and submit the form with the

Proposal. Failure to submit the Proposer’s Qualifications Statement and the documents required under it may constitute grounds for rejection of the Proposal.

B. As a part of the evaluation process, the City may conduct a background investigation including a criminal record check of Proposer’s officers and employees, by the Broward County Sheriff’s Office.

Proposer’s submission of a Proposal constitutes acknowledgement of and consent to such investigation.

City shall be the sole judge in determining Proposer’s qualifications.

C. No Proposal shall be accepted from, nor will any contract be awarded to, any person who is in arrears to

City for any debt or contract, or who is a defaulter, as surety or otherwise, of any obligation to City, or who is deemed irresponsible or unreliable by City. City will be the sole judge of such determination.

The City reserves the right to make a pre-award inspection of the Proposer's facilities and equipment prior to award of Contract.

D. Employees of the Proposer shall at all times be under its sole direction and not an employee or agent of the City. The Proposer shall supply competent and physically capable employees. The City may require the Proposer to remove an employee it deems careless, incompetent, insubordinate or otherwise objectionable. Proposer shall be responsible to the City for the acts and omissions of all employees working under its directions.

6. SCOPE OF WORK

6.1 SCOPE

A. The City of Dania Beach, Florida (the “City” or “Owner”), is actively seeking proposals from qualified contractors for On-Call Maintenance and Repair Services. The awarded Contractors shall provide all labor, materials, equipment, tools, transportation, supervision, and incidentals necessary to perform as-needed maintenance and repair services.

The purpose of this RFP is to establish a qualified pool of contractors to perform maintenance and repair projects with an estimated value of less than $50,000. To be considered for inclusion in the City of

Dania Beach’s pool of qualified contractors, each Respondent must demonstrate compliance with all applicable requirements under Florida Statutes, the Florida Building Code, and the City’s procurement policies.

B. The scope of services (“Services”) for this project shall require the selected Contractors to perform construction, renovation, or repair services based on their qualifications and abilities, as determined by the needs of each project. Each project shall have a scope of work that is independent and standalone, which shall be established at the time the City requests a pricing proposal from an awarded Contractor regarding a specific project or scope of work. At no time shall any work be performed under the awarded Contract(s) without a fully executed Work Order, as issued by Dania Beach.Below are the general scopes of work for each work category of small-scale construction, Renovation, and Repair

Services, which may be provided under the awarded multi-year contract(s). This is not intended to be a comprehensive or exhaustive scope of services, but a general reference to the types of work/tasks that may be required by the City. The exact nature and magnitude of the services to be performed shall be defined at the time that work is awarded by Work Order.

a. Carpentry: Project services shall include but are not be limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for general carpentry duties such as flooring repair, wall, and ceiling repair (non-plaster), restroom hardware and accessories, door repair and replacement, door hardware installation, cabinet repair and installation, shelving repair and replacement, furniture repair, and other repair duties, as requested by the City.

b. Painting: Project services shall include, but are not limited to, furnishing all labor, materials, equipment, rentals, and subcontractors necessary for internal and external painting services for

City facilities. Painting services include all necessary prep work required.

c. Plumbing: Project services shall include, but are not limited to, furnishing all labor, materials, equipment, rentals, permitting, and subcontractors necessary for plumbing services, which include, but are not limited to, installing, repairing, servicing, maintaining, adjusting plumbing systems and equipment owned and/or operated by the City.

d. Flooring: Project services shall include but are not limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for removal, installation, repair, modification, sanding, and/or refinishing of flooring in City facilities, including, but not limited to carpeting, hardwood strip flooring systems, vinyl tile and plank, linoleum, and epoxy flooring. Repair and installation of flooring shall include using self-leveling concrete in areas if needed, and all necessary prep work required as requested by the City.

e. Heating, Ventilation, and Air Conditioning: Project services shall include but are not limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for heating, ventilation, and air conditioning (HVAC) new installations, maintenance, repairs, replacements, and permitting, for City facilities.

f. Fencing: Project services shall include but are not limited to furnishing all labor, materials, equipment, rentals, and subcontractors necessary for furnishing and installation of new, demolishing and removal of existing, or repair of existing chain link, vinyl, split rail, wood, and wooden guard rail fencing. Contractor shall provide all new materials, not previously used or defective. All materials shall be manufactured specifically for the purposes used. All work shall be in accordance with applicable codes and regulations and in accordance with the manufacturer’s recommendations.

g. General Contractor: Project services shall include but are not limited to furnishing all labor, materials, equipment, rentals, permitting, and subcontractors necessary for the provision of on-demand, as-needed small-scale construction, repair, and rehabilitation work for minor construction projects for the City. Small-scale construction projects may include building repairs, upgrades, and improvements, including, but not limited to, patching and plumbing, carpentry, masonry, electrical, and other miscellaneous repairs, as directed by the City.

Proposers must clearly identify on the cover page of their submission the specific service categories for which they are seeking consideration.

Work Authorization Process

A. Work Orders

All work will be assigned through written Task Orders issued by the City. Each Task Order will include:

• Description of work

• Location

• Required materials

• Estimated hours or not-to-exceed amount

• Required completion date

• Any special conditions

No work shall begin without written authorization.

B. Estimates and Material Mark-up percentage

For each Work Order, the Contractor shall provide:

• A written cost estimate

• Labor rates consistent with the contract

• Material costs with supporting documentation, Material Mark-up percentage not to exceed 15%

• Estimated timeline

The City reserves the right to negotiate or reject any estimate.

Rotation or Selection Method

A. The City may assign work based on:

• Contractor availability

• Contractor expertise

• Cost competitiveness

• Past performance

• Emergency response needs

The City reserves the right to select the Contractor deemed most advantageous for each Work Order.

Availability and Response Capability

A. Contractors must demonstrate the ability to:

• Respond to routine requests within City-specified timeframes

• Provide 24/7 emergency response when required

• Mobilize personnel and equipment quickly for urgent repairs

7. PROPOSAL REQUIRMENTS

Proposers shall, as a minimum, include the following information with the submittal of its Proposal.

1. Cover Letter A signed cover letter on company letterhead including:

• Company name and address

• Primary point of contact

• Statement of interest

• Confirmation that the proposal is valid for 120 days

• Signature of an authorized representative

2. Contractor Qualifications

Respondents must provide documentation demonstrating compliance with:

Licensing Requirements:

• Copies of all applicable State of Florida contractor licenses

• Any specialty trade certifications

• Business Registration

• Sunbiz printout showing active status

• Proof of authorization to conduct business in Florida

Experience Requirements:

• Description of company history and capabilities

• Organizational chart

• Resumes of key personnel and supervisors

3. Past Performance and References Provide names, addresses, and telephone numbers of five (5) references who are capable of explaining and confirming the firm’s capacity to successfully complete the Services sought in this RFP.

4. Insurance

Respondents must submit with their proposal either proof of insurance meeting or exceeding the required coverage or a letter of intent to provide the necessary insurance coverage upon award of this Contract.

5. Pricing Respondents must complete and submit the Pricing Form provided by the City, including:

• Hourly labor rates

• After-hours rates

• Material mark-up percentage

• Equipment rates

• Emergency response rate

Proposers must clearly identify on the cover page of their submission the specific service categories for which they are seeking consideration.

8. EVALUATION CRITERIA RANKING

Evaluation of the responses will be conducted by an Evaluation Committee composed of City staff, or other people selected by the City Manager or designee. Responsive proposals shall be evaluated based upon the information and references contained in the responses submitted. The Evaluation Committee will evaluate all qualified, responsive proposals at duly advertised public evaluation meetings in accordance with Florida law.

Proposers with the highest-ranked submittals may be asked to make a detailed presentation of their product/service to the Evaluation Committee.

The City will utilize a Best Value Scoring process when evaluating proposals. The Best Value Scoring will require the Evaluation Committee to assign a composite score rank, based on the Committee's determination of the relative overall value of the Proposer's response. Composite scores will rank responses from 1 (1st place), 2

(2nd place), and so on, for the total number of responses under consideration. The Evaluation Committee will evaluate and rank responsive, qualified Proposals received on the basis of the criteria below:

• Firm Qualifications & Experience

• Resources and Availability

• Experience with Governmental Entities

• Client References and Past Performance

• Price Proposal

9. AWARD OF AGREEMENT

9.1 AWARD OF PROPOSAL

The City Commission will award the Proposal to the most responsible and responsive Proposer that meets the qualifications identified in Section 5, entitled Qualification of Proposers taking into consideration price and the evaluation criteria. The awarded Proposer must have satisfactory references.

9.2 CONTRACT AWARD AND EXECUTION

A. The City will publicly open and announce all proposals received in accordance with the terms stated in the RFP advertisement. The City will verify that all Proposers have properly completed and executed the required solicitation forms and submittals; review each proposal for accuracy and compliance with RFP requirements; prepare a summary of all responsive proposals; and evaluate proposals based on the criteria and weighting outlined in the RFP document. The evaluation process may include a review committee scoring, reference checks, clarification requests, and/or presentations or interviews if deemed necessary. Upon completion of the evaluation, the City will prepare an evaluation summary and provide a recommendation for award or recommendation for re-advertisement, if appropriate, to the City

Commission.

B. Rejection of Proposals: The City reserves the right to reject proposals under the following circumstances:

1. The proposal fails to include required forms, signatures, licenses, insurance documentation, or other mandatory submittals outlined in the RFP. A non-responsive proposal does not meet the minimum requirements for consideration.

2. The pricing structure appears significantly higher or lower than the City’s cost estimate or other proposals, or certain line items are disproportionately priced, suggesting an attempt to manipulate the evaluation or future change orders.

3. The proposer does not demonstrate sufficient experience, capacity, or qualifications to perform the required scope of work, or fails to comply with key technical specifications or performance standards outlined in the RFP

4. When the level of competition is deemed insufficient based on the number or quality of proposals received.

C. Negotiations with Offerors are not permitted during the advertisement, evaluation, or award period of the RFP process unless specifically authorized within the solicitation documents or permitted under applicable procurement regulations.

9.3 CONTRACT TERM

The initial Contract period shall be for three (3) years. In addition, contingent upon Budget approval, the City reserves the right to renew the contract for two (2) additional one (1) year periods, under the same terms, conditions, and specifications, by written notification to the Contractor by the City.

10. PUBLIC RECORDS

10.1 Public Records

A. Proposer agrees to keep and maintain public records in Proposer’s possession or control in connection with Proposer’s performance under the Agreement. Proposer additionally agrees to comply specifically with the provisions of Section 119.0701, Florida Statutes. Proposer 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 Agreement, and following completion of the

Agreement until the records are transferred to the City.

B. Upon request from the City custodian of public records, Proposer 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 by Chapter 119, Florida Statutes, or as otherwise provided by law.

C. Unless otherwise provided by law, any and all records, including but not limited to reports, surveys, and other data and documents provided or created in connection with the Agreement are and shall remain the property of the City.

D. Upon completion of the Agreement or in the event of termination by either party, any and all public records relating to the Agreement in the possession of the Proposer shall be delivered by the Proposer to the City Manager, at no cost to the City, within seven (7) days. All such records stored electronically by

Proposer shall be delivered to the City in a format that is compatible with the City’s information technology systems. Once the public records have been delivered upon completion or termination of the

Agreement, the Proposer shall destroy any and all duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.

E. Any compensation due to Proposer shall be withheld until all records are received as provided in this

RFP.

F. Proposer’s failure or refusal to comply with the provisions of this section shall result in the immediate termination of the Agreement by the City.

G. Section 119.0701(2)(a), Florida Statutes IF THE PROPOSER HAS QUESTIONS REGARDING

THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE PROPOSER’S

DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THE CONTRACT, THE

PROPOSER MUST CONTACT THE CITY CUSTODIAN OF PUBLIC RECORDS.

▪ Custodian of Records: ELORA RIERA, CITY CLERK

Mailing Address: 100 W. Dania Beach Boulevard

Dania Beach, Florida 33004

Telephone number: 954-924-9800, Ext. 3623

Email: eriera@daniabeachfl.gov

10.2 INFORMATION REQUESTS AFTER DUE DATE

Pursuant to Florida Statutes Section 119.071 sealed Proposals or Proposals received by an agency pursuant to

Invitations to Proposal or requests for Proposals are exempt from the provisions of subsection (1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of a decision or intended decision pursuant to Florida Statutes §119.071(1) (b) (2), or within 30 days after Proposal/Proposal opening, whichever is earlier.

11. INSURANCE REQUIREMENTS

11.1 Insurance Requirements

A. Insurance Required Before Commencement of Work: The Contractor shall not commence Work under the Agreement until Contractor has obtained all insurance required under this Section, and not until such time that the coverages are approved by the Risk Manager of the City. The Contractor shall not allow any employee of Contractor or any Subcontractor to commence Work on any subcontract until the Subcontractor and all Coverages required of any Subcontractor have been obtained and approved by the Risk Manager of the City. In addition, Contractor shall be responsible for any and all policy deductibles and self-insured retentions.

B. Insurance Requirements: Coverages shall be in force until all Work required to be performed under the terms of the Agreement, including any applicable warranty period, is satisfactorily completed as evidenced by the formal written acceptance by the City. In the event insurance certificates provided to

City indicate that the insurance shall terminate and lapse during the period of the Agreement, including any applicable warranty period, then in that event, the Contractor shall furnish, at least thirty (30) days prior to the expiration of the date of such insurance, a renewed Certificate of Insurance as proof that equal and like coverages for the balance of the period of the Agreement, including any extension of it, and including any applicable warranty period, is in effect. THE CONTRACTOR AND ANY

SUBCONTRACTOR SHALL NOT PERFORM OR CONTINUE WORK PURSUANT TO THE

AGREEMENT, UNLESS ALL COVERAGES REMAIN IN FULL FORCE AND EFFECT. ANY

DELAY IN THE WORK CAUSED BY A LAPSE IN COVERAGE SHALL BE NON-

EXCUSABLE, SHALL NOT BE GROUNDS FOR A TIME EXTENSION, AND WILL BE

SUBJECT TO ANY OTHER APPLICABLE PROVISIONS DESCRIBED IN THE

AGREEMENT OR ELSEWHERE IN THE SOLICITATION DOCUMENTS CONCERNING

CONTRACTOR DELAY.

C. Required Minimum Coverages: The below coverages are minimum limit requirements. Umbrella or

Excess Liability policies are acceptable to provide the total required liability limits, as long as the Risk

Manager of the City reviews and approves in writing the insurance limits on each of the policies. The

City must approve any changes to these specifications and has the right to review and amend coverage requirements. The CONTRACTOR shall be held responsible for any modifications, deviations, or omissions in these insurance requirements. CONTRACTOR shall be responsible for any deductible amounts.

D. Commercial General Liability

1. Limits of Liability (Minimum)

▪ Bodily Injury & Property Damage Liability

▪ Each Occurrence $1,000,000

▪ Policy Aggregate $2,000,000

▪ Personal & Advertising Injury $1,000,000

▪ Products & Completed Operations $1,000,000

2. Endorsements Required – Include in body of COI and/or Description of Operations

▪ Annual Aggregate shall apply “Per Project/Job”, if available

▪ Waiver of Subrogation in favor of the City, if available

▪ Insurance shall apply on a primary and non-contributory basis

▪ “The City of Dania Beach, Florida” is included as “Additional Insured”

▪ If Vendor’s Insurance includes coverage for with an “As Required by Written

Agreement/Contract” provision, then the following must be in place to establish such written agreement and trigger coverage:

o An executed written contract between the City and Vendor including these requirements;

OR

o Statement on a Purchase Order or Invoice or other attachment thereof which includes the following verbiage:

“Vendor will provide proof of General Liability insurance with Limits of $1,000,000 Per

Occurrence/$2,000,000 General Aggregate. City is included as Additional Insured.”

E. Business Automobile Liability

1. Limits of Liability (Minimum)

▪ Bodily Injury and Property Damage

▪ Combined Single Limit $1,000,000

▪ Any Auto/Owned Autos or Scheduled Autos

▪ Including Hired and Non- Owned Autos

▪ Any One Accident

2. Endorsements Required-Include in body of COI and/or Description of Operations

▪ City of Dania Beach included as an additional Insured if appropriate and available

F. Workers’ Compensation / Employers’ Liability

1. Workers Compensation Limits: Statutory - State of Florida

▪ Waiver of Subrogation in favor of City, if available

2. Employers Liability Limits:

▪ $100,000 for bodily injury caused by an accident, each accident

▪ $100,000 for bodily injury caused by disease, each employee

▪ $500,000 for bodily injury caused by disease, policy limitWorkers Compensation must be provided for all persons fulfilling this contract, whether employed, contracted, temporary or subcontracted.Contractor(s) must be in compliance with all applicable state and federal workers’ compensation laws, including US Longshore and Harbor Workers Compensation Act, Jones Act

(maritime), Federal Employers Liability Act (railroad), etc.In no event shall Vendor be permitted to utilize in the execution of this agreement, the following:

i. any employee, subcontractor or subcontractor employee that is exempted or purported to be exempt from Workers’ Compensation insurance coverage; or

ii. any employee, subcontractor or subcontractor employees who will be covered by an employee leasing arrangement

G. Umbrella/Excess Liability (Excess Follow Form) can be utilized to provide the required limits.

Coverage shall be “following form” and shall not be more restrictive than the underlying insurance policy coverages, including all special endorsements and City as Additional Insured status. Umbrella should include Employer’s Liability.

H. Other Conditions Required:

▪ Subcontractors’ Compliance: It is the responsibility of the contractor to ensure that all subcontractors comply with all insurance requirements.

▪ Cancellation Requirements: Required insurance shall always be maintained while vendor is on or utilizing City premises. The above policies shall provide the City of Dania Beach with 10 days’ written notice of cancellation or material change from the insurer. If the policies do not contain such a provision, it is the responsibility of the Contractor to provide such notice.

▪ Notice Requirements: If an insurable incident occurs while vendor is engaged in a City project, notification to the City is required.

▪ Insurance Carrier Financial Stability Requirements:

Insurance must be provided by companies authorized to do business in the State of Florida. City reserves the right but not the obligation to reject any insurer providing coverage due to poor or deteriorating financial condition.

• The Company must be rated no less than “A-” as to management, and no less than “Class

VII” as to financial strength, by the latest edition of Best Insurance Guide published by A.M.

best Company, or its equivalent. All policies or certificates of insurance are subject to review and verification by Risk Management. If a company is downgraded during the agreement term, Vendor shall notify the City.

▪ Certificates of Insurance/Verification of Coverage: Proof of the required insurance must reflect all required insurance above will be furnished by Vendor to the City of Dania Beach Human

Resources Department by Certificate of Insurance within 5 days of notification of award. All certificates (and any required documents) must be received and approved by Human Resources before any work commences to permit Vendor time to remedy any deficiencies.

• Valid Certificates verifying coverage is in force as required above must be on file with the

City at all times during contract. If the policies renew during the term of the Contract, updated Certificates verifying coverage is in force shall be submitted to the City within 10 days of expiration. Contractor and/or any Subcontractor shall not perform or continue to work pursuant to this agreement, unless all coverages remain in full force and effect; work delay is subject to provisions in this agreement. If vendor fails to provide proof of insurance within 7 days of City’s receipt of notice at any time during this agreement, the City shall have the right to consider the agreement breached and therefore terminated.

• A copy of Additional Insured Endorsement or other endorsements may be attached to the

Certificate.

o Notices/ Certificate Holder: City of Dania Beach

100 West Dania Beach Boulevard

Dania Beach, FL 33004 o City of Dania Beach CRA (If Applicable)

100 W. Dania Beach Blvd.

Risk Manager: Wayne Fletcher, The City of Dania Beach, Florida reserves the right to review/revise, reject or accept any required policies of insurance, including limits, coverages or endorsements, herein at the time of the insurance submission.

11.2 Contractor’s Pollution Liability

Covering Bodily Injury & Property Damage Liability, Legal Defense, and Remediation for City-owned locations on which contractor is working.

o Each Occurrence $1,000,000 o Policy Aggregate $2,000,000

Retro Date- Prior to commencement of job. Coverage is to be maintained and applicable for a minimum of 3 years following contract completion.

11.3 Umbrella/Excess Liability (Excess Follow Form)

Can be utilized to provide the required limits. Coverage shall be “following form” and shall not be more restrictive than the underlying insurance…