Outdoor Common Area Maintenance Services.pdf

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REQUEST FOR PROPOSALS

FOR

Outdoor Common Area Maintenance Services

RFP #26P-035

Issued By:

Village Community Development Districts

Purchasing

Crystal Ford-Bellamy, Senior Procurement Agent

3571 Kiessel Road

The Villages, FL 32163

Phone: (352) 751-6700 Ext: 3252 * Fax (352) 751-6715 www.districtgov.org crystal.ford@districtgov.org

Date of Issue: Wednesday, July 1, 2026

Due Date/Time: Friday, July 31, 2026 at 3:00 pm http://www.districtgov.org/

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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 July 1, 2026

Pre-Proposal Conference

(Mandatory)

July 13, 2026, 9:00am

The designated meeting and parking location is in the rear parking lot of

TownePlace Suites by Marriott, located at

1141 Alonzo Avenue, The Villages, Florida

32159. Please see Exhibit C for parking details.

Last Day for Questions July 20, 2026, 4:00pm

RFP Responses Due July 31, 2026, 3:00pm

Purchasing Office 3571 Kiessel Road The Villages, FL 32163

RFP Public Opening (Non-

Mandatory)

July 31, 2026, 3:15pm

Large Conference Room located at 3571 Kiessel Road The Villages, FL 32163

Public Selection Committee

Meeting (Non-Mandatory)

August 20, 2026, 10:00am

Large Conference Room located at 3571 Kiessel Road The Villages, FL 32163

District Board Approvals Next Regularly Scheduled Meeting after all

Pertinent Forms and Documents are

Complete and ready for Board

Review/Approval

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TABLE OF CONTENTS

1. REQUIRED DOCUMENTS CHECKLIST

2. INTENT AND GENERAL INFORMATION

3. INSURANCE REQUIREMENTS

4. SUBMITTAL EVALUATION

5. EVALUATION CRITERIA

6. PROPOSAL SUBMITTAL

7. SCOPE OF SERVICES

8. SAMPLE TERM AGREEMENT

9. Vendor Questionnaire

Attachments:

A - 26P-035 Proposal Form

B - Word Proposal Docs

C - Exhibit C - Parking Lot Map

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

E - Exhibit E - Common Area Maintenance (CAM) Services

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1. REQUIRED DOCUMENTS CHECKLIST

Respondents remain responsible for reading the entire Proposal document to ensure that they are in compliance.

REQUIRED DOCUMENTS CHECKLIST

The response to this solicitation shall include the following sections in this order. This list is a summary that does not include all details and documents required in a responsive submission. Each Respondent must read the entire

Solicitation to ensure that their submission is complete.

• Proposal Cover Page – all information completed and signed

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

Form can be found on OpenGov). NOTE: All price information to be used in the Proposal review must be submitted on this Proposal form, 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 VCCDD Proposal Form

• Respondent’s Statement of Qualifications (described in Section 2.2)

• Must have a minimum of 10 years experience in Facility Management Services.

• Must provide five (5) references of similar project management.

• W-9 – completed and signed

• Disclosure of proposed 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

• Human Trafficking Affidavit - Signed & Notarized

• Vendor Requirements

• Bonding Requirement Form – Signed

• 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

Village Center Community Development District (“VCCDD” or the “District”) requests sealed proposals from qualified firms to provide comprehensive Outdoor Common Area Maintenance Services. The term “Respondent” is used in this RFP to refer to each firm submitting a response. The selected firm will provide centralized operational management, coordination of maintenance activities, oversight of vendors, maintenance activities, repair activities, minor construction services

Outdoor Common Area Maintenance Services Request For Proposal #26P-035

Villages Community Development Districts Page 5 of 33 associated with Common Area facilities and grounds, and reporting to ensure a safe, clean, and vibrant environment for residents and visitors. The term “CAM Manager” is used in this RFP to refer to a selected firm which contracts with the

District.

The intent of this solicitation is to establish a continuing services contract utilizing a “cost-plus” management fee pricing structure. This structure will allow the Districts to provide a wide range of services through a single management provider while maintaining flexibility for future work assignments.

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 July 20, 2026 will be considered. Questions will not be answered over the phone.

Questions must be in writing sent via e-mail to crystal.ford@districtgov.org or via the OpenGov Procurement Portal at https://procurement.opengov.com/portal/districtgov/projects/266600

2.2. MINIMUM REQUIREMENTS

Firm Qualifications

Respondents shall provide information demonstrating the firm’s qualifications and capability to perform the services described in this solicitation, including at a minimum:

• Company overview and history

• Years in business

• Organizational structure

• Description of experience providing facilities management, operational management, maintenance coordination, or similar services

• Description of experience managing subcontractors and multi-trade service providers

• Identification of any licenses, certifications, or specialized qualifications relevant to the services

• Description of available staffing resources and operational capabilities

• Identification of any pending litigation, contract disputes, or regulatory actions that may impact the Respondent’s ability to perform the services

Relevant Experience

Respondents shall provide a minimum of three (3) examples of contracts of similar size, scope, and complexity performed within the past five (5) years. Experience with municipalities, community development districts, mixed-use developments, downtown districts, entertainment districts, commercial properties, or similar public-facing environments is preferred.

For each project, provide:

• Client name and location

• Description of services provided

• Contract value

• Contract duration

• Description of facilities managed or supported

• Description of subcontractor/vendor management responsibilities

• Reference contact name, title, phone number, and email address

The District reserves the right to contact references and investigate the Respondent’s previous performance.

Management Approach

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Respondents shall describe their proposed approach for providing the services identified in this solicitation, including at a minimum:

• Proposed staffing plan and organizational chart

• Roles and responsibilities of key personnel

• Work order management and tracking process

• Preventative maintenance coordination procedures

• Subcontractor procurement and management process

• Quality control and inspection procedures

• Emergency response and after-hours support capabilities

• Customer service and complaint resolution procedures

• Reporting procedures and sample reports

• Transition and implementation plan, if applicable

• Safety program and risk management procedures

Respondents shall also identify any services proposed to be self-performed and any services anticipated to be subcontracted.

Local Presence and Response Capability

Respondents shall provide information regarding their operational presence and ability to respond to routine and emergency service needs, including:

• Location of local or regional office(s)

• Location of staging facilities, warehouses, or operational support facilities

• Description of local staffing resources

• Typical response times for routine and emergency services

• Availability of after-hours support personnel

• Description of hurricane, storm, or emergency event response capabilities

Pricing Proposal

Respondents shall submit completed pricing form in the format provided by the District. The District intends that the amount paid under the awarded Agreement will be the sum of the CAM Costs (as defined herein) and a Management Fee (as defined herein). In the Proposal, the Management Fee shall be expressed as a percentage of the CAM Costs with, at the option of the respondent, a minimum annual Management Fee. The total CAM Costs will be determined over the course of the Agreement term, but may include unit-priced components.

Respondents shall clearly identify:

• Proposed management fee percentages

• Any proposed labor rates

• Emergency response pricing, if applicable

• Any additional reimbursable cost categories (other than CAM Costs)

• Any assumptions, exclusions, or clarifications related to pricing

Failure to provide complete pricing information may result in the Proposal being deemed non-responsive.

2.3. PRE-PROPOSAL CONFERENCE

A MANDATORY Pre-Proposal Conference will be held on July 13, 2026, at 9:00 a.m. Attendance is required for all

Respondents intending to submit a Proposal.

Interested Respondents shall meet in the designated parking area located in the rear parking lot of TownePlace Suites by

Marriott, located at 1141 Alonzo Avenue, The Villages, Florida 32159. Respondents shall park only in the area identified on Exhibit C – Parking Lot Map.

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Attendance at the Pre-Proposal Conference is MANDATORY. Only those Respondents with a representative in attendance at the MANDATORY Pre-Proposal Conference will be eligible to submit a Proposal in response to this

Solicitation. Failure to attend the conference will render a Respondent ineligible for consideration.

Failure of a Respondent to attend the Mandatory Pre-Proposal Conference may result in the Respondent being deemed non-responsive and its Proposal rejected. For directions, please contact Crystal Ford-Bellamy at crystal.ford@districtgov.org

2.4. FORMS & SPECIFICATIONS

Respondents are required to use the official PROPOSAL 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 PROPOSAL FORMS and explained in detail on the EXCEPTION/DEVIATION FORM. Certain required forms are provided as Exhibits under

Attachments to this solicitation. Forms are being provided in Microsoft Word and/or Excel format for your convenience in order to facilitate efficient form fill for any documents requiring to be typed or printed input.

Do not alter or change the forms in any way.

Any alteration or change may result in the rejection of the submission.

2.5. ON-SITE VISITS

Respondents are encouraged to visit the location(s) to get a better knowledge and understanding of what is required.

2.6. HOW TO SUBMIT A RESPONSE

One complete response packet will consist of 1 Original and 3 copies (4 Total) and 1 electronic copy on a new USB

Flash Drive with all required documents as itemized and included herein are to be submitted in a sealed envelope, on the outside of which shall be prominently marked on the outside with the words, "RFP #26P-035 Outdoor Common Area

Maintenance Services" together with the name and address of the Respondent. Proposals submitted in express, overnight or courier envelopes, boxes or packages must be prominently marked on the outside with the words "RFP #26P-035

Outdoor Common Area Maintenance Services", and the contents sealed as required. The response packet should be neat, professional in appearance and bound appropriately for the document’s thickness, however, PLEASE DO NOT USE 3-

RING BINDERS if possible. The original response packet shall have original signatures and clearly labeled with ORIGINAL on the cover. All responses shall be mailed, or hand delivered and received by the Purchasing Department at 3571 Kiessel

Road, The Villages, FL 32163 by the date and time set forth herein. Deadline for Submissions in response to this Request for Proposals: Proposals must be received no later than 3:00p.m. on Friday, July 31, 2026. Proposals submitted through the OpenGov Procurement Portal, FAX, Email or other electronic media will not be accepted under any circumstances. Late proposals will not be accepted, and will be returned, unopened, to the proposer, at the proposer’s expense.

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.

• 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.

mailto:crystal.ford@districtgov.org https://procurement.opengov.com/portal/districtgov

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• 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, July 17, 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/266600 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 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 equipment, materials, products, systems, or services are identified in this solicitation by manufacturer, brand name, model number, specification, catalog number, or similar reference, such references are intended solely to establish https://procurement.opengov.com/portal/districtgov/projects/266600 http://www.districtgov.org/

Outdoor Common Area Maintenance Services Request For Proposal #26P-035

Villages Community Development Districts Page 9 of 33 the minimum standard of quality, functionality, performance, operational compatibility, design, or service level desired by the District.

Unless otherwise specifically stated, Respondents may propose equivalent products, systems, materials, equipment, or services, provided the proposed alternative meets or exceeds the specified requirements and is compatible with the intended application and operational objectives of the District.

Any proposed deviation, substitution, or alternate shall be clearly identified within the Proposal and shall include sufficient supporting documentation, technical specifications, and descriptive information for the District to evaluate equivalency. The

District reserves the right, in its sole discretion, to determine whether any proposed substitute or alternate is equal to or acceptable for the intended use.

Failure to provide requested information regarding proposed alternates may result in the Proposal being deemed non-responsive for the applicable item or service.

2.11. CHANGES/MODIFICATIONS

The Village Community Development Districts reserve the right to modify, add to, reduce, or otherwise change the scope of services and the resulting Agreement when determined to be in the best interest of the Districts.

The successful Respondent may request an equitable adjustment to compensation in the event such changes result in a verifiable increase or decrease in the cost of providing the services. Any requested adjustment shall be supported by appropriate documentation and shall be subject to review and approval by the Districts.

Where applicable, adjustments shall be based upon the pricing structure, management fee percentages, unit pricing, or other cost components submitted by the Respondent as part of its Proposal.

No change in the scope of services, pricing, schedule, or Agreement terms shall be effective unless authorized in writing by the Districts and mutually agreed upon by both parties through an executed written amendment or change authorization.

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

2.13. BLACKOUT PERIOD

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 by a Respondent to influence the thinking of District Staff, Board Supervisors or

District Consultants with respect to the award of this RFP other than in accordance with the procedures set forth herein may result in disqualification of their award and/or contract.

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 included in the proposal as required by this solicitation and other additional materials submitted by the Respondent and

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Villages Community Development Districts Page 10 of 33 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 CAM Manager 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 CAM Manager in connection with its contractual obligations. The CAM Manager 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.

2.17. DIRECT PURCHASE BY OWNER

Each Respondent shall include all applicable federal, state, and local taxes, including Florida sales taxes, within its proposed pricing for all labor, materials, supplies, equipment, and services provided under the resulting Agreement, unless otherwise directed by the District.

The District reserves the right, when permitted by law and determined to be in the best interest of the District, to directly purchase certain materials, supplies, equipment, or other items associated with a specific project, task order, maintenance activity, repair, or improvement. In such instances, the District may issue its own purchase orders directly to vendors and may provide the applicable Florida Certificate of Entitlement through the District Purchasing Department.

The CAM Manager shall reasonably cooperate with the District in facilitating any direct purchases, including assisting with product identification, quantities, specifications, coordination of deliveries, scheduling, and related documentation as requested by the District.

Any direct purchase by the District shall not relieve the CAM Manager of its responsibility for coordination, scheduling, protection, inspection, integration, or overall management of the associated work unless otherwise approved in writing by the District.

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. PERMITS/LICENSES/FEES

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

2.20. INDEMNIFICATION

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

Agreement Documents.

2.21. STANDARDS OF CONDUCT; COMPLIANCE WITH DISTRICT POLICIES

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The CAM Manager 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.

CAM Manager 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 CAM Manager 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 CAM Manager’s employment or disciplinary decisions, which shall remain the sole responsibility of the CAM Manager. Failure to comply with this provision shall constitute a material breach of the Agreement and may lead to termination of the agreement.

2.22. PROTECTION OF RESIDENT WORKERS

Prior to the employment of any person performing services to the District, Consultant shall utilize the U.S. Department of

Homeland Security’s E-Verify system to verify the employment eligibility of (a) all employees within the State of Florida that are hired by Consultant after the execution of this Agreement who are providing labor to the District; and (b) all employees within the State of Florida of any of the Consultant’s sub-contractors that are hired by those sub-contractors after the execution of this agreement who are providing labor to the District.

2.23. VILLAGE COMMUNITY DEVELOPMENT DISTRICTS

The District is a local unit of special-purpose government and reserves the right to reject any and/or all proposals, reserves the right to waive any informalities or irregularities in the proposal or examination process, reserve the right to select low proposal per item, and reserves the right to award proposals and/or contracts in the best interest of the Districts.

2.24. REFERENCE TERMS

Any headings in this document are for the purposes of reference only and shall not limit or otherwise affect the meaning thereof. References in the singular shall be construed to include the plural and references in the plural shall be construed to include the singular.

2.25. 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. The CAM Manager agrees to comply with Section 20.055(5), Florida Statutes, to cooperate with the inspector general in any investigation, audit, inspection, review, or hearing pursuant to such section and to incorporate in all subcontracts the obligation to comply with Section 20.055(5), Florida Statutes.

2.26. 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.

2.27. 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

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Villages Community Development Districts Page 12 of 33 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.

2.28. 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.

2.29. 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/CAM Manager shall maintain, on a primary basis and at its sole expense, at all times while performing work for any of the Districts, insurance conforming to the “Vendor Requirements” document attached hereto as Exhibit D -

Insurance Requirements.

4. SUBMITTAL EVALUATION

This Request for Proposals includes following all procedures identified within this solicitation and submitting the required

Proposal documents to the Purchasing Department by the specified due date and time.

The evaluation process may include:

• Initial proposal review

• Selection committee scoring

• Shortlisting of firms

• Oral presentations and/or interviews (if required)

• Final ranking and recommendation for award

The Review/Selection Committee shall be comprised of three (3) District staff members and/or Consultants; however, the

District reserves the right to increase, decrease, or otherwise modify the size and composition of the Committee as deemed necessary and in the best interest of the District.

Once Proposals are received, Review/Selection Committee members will independently review, evaluate, and score each responsive Proposal based upon the evaluation criteria established in this RFP. Performance-related information and supporting documentation may be made available to the Committee members during the evaluation process. The overall

Evaluation Score shall be a maximum of 300 points, based upon a maximum of 100 points per Selection Committee

Member.

The District reserves the right to apply the evaluation criteria in any manner deemed necessary and may evaluate

Respondents separately or comparatively using the Evaluation Form with such weight or importance as determined to be

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Villages Community Development Districts Page 13 of 33 in the best interest of the District. The District also reserves the right to request clarification, supplemental information, presentations, interviews, site visits, or additional documentation from any Respondent as part of the evaluation process.

Failure to provide requested information or required documentation may result in a reduction of evaluation scoring or disqualification of the Proposal.

The Review/Selection Committee may, at its discretion, request oral, written, or visual presentations from, conduct interviews with, or conduct visits to the offices, facilities, or projects of selected Respondents. If presentations or interviews are required, the Committee shall establish the date, time, location, and order of presentations prior to adjournment of the meeting at which such determination is made. The Purchasing Department shall notify short-listed Respondents accordingly. If presentations or interviews are not required, rankings may be based solely upon the initial evaluation scoring.

The District intends to award contracts to the top ranked Respondent(s); however, the District reserves the right to award multiple contracts, assign service groups, or otherwise structure awards in the manner determined to be most advantageous and in the best interest of the District. The District reserves the right to deviate from strict rank-based assignments and may negotiate with one or more ranked Respondents.

Final assignments and awards may consider factors including, but not limited to:

• Staffing capacity and available equipment;

• Geographic proximity to service areas;

• Historical performance with the District, if applicable;

• Vendor availability and scheduling flexibility;

• Cost effectiveness and overall value to the District.

The District reserves the right to negotiate final pricing, scope, staffing, terms, and conditions with the highest ranked

Respondent(s).

Do not attempt to contact any Review/Selection Committee member, Board member, District staff member, or any person other than the Purchasing Department regarding this solicitation. Any attempt to lobby or influence District representatives may result in disqualification.

The Review/Selection Committee will meet to evaluate Proposals on August 20, 2026, at 10:00 a.m. at 3571 Kiessel Road, The Villages, Florida 32163. This meeting is open to the public.

Following completion of the evaluation process, the recommendation for award will be posted on OpenGov Procurement

Portal.

Any resulting award is subject to approval by the applicable District Board(s).

PROPOSAL SUBMITTAL; RIGHT TO WAIVE OR REJECT

Proposals should be submitted in accordance with Section 2.6. The Villages Community Development Districts reserves the right to reject any and/or all proposals, reserves the right to waive any informalities or irregularities in the proposal or evaluation process, and reserves the right to award agreement(s) in the best interest of the District.

5. EVALUATION CRITERIA

No. Evaluation Criteria Scoring Method Weight (Points)

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1. Firm Experience Providing Facilities

Management Services

Evaluation of the Respondent’s overall experience providing facilities management, operational oversight, maintenance coordination, and similar services for projects of comparable size, scope, and complexity. Experience coordinating, administering, and managing multiple subcontractors, vendors, and service providers across various maintenance and operational disciplines.

Points Based 35 (35% of Total)

2. Proximity to Common Areas

Evaluation of the Respondent’s local or regional presence, operational accessibility, response capabilities, and ability to provide timely support to the Common Areas.

Points Based 10 (10% of Total)

3. Years Providing Services Under Similar

Model

Evaluation of the Respondent’s years of experience providing services under a facilities management, property management, operational management, or similar service delivery model.

Points Based 15 (15% of Total)

4. Proposed Staffing and Management

Approach

Evaluation of the proposed staffing plan, qualifications of key personnel, operational approach, work order management, quality control procedures, and overall ability to effectively manage the services.

Points Based 20 (20% of Total)

5. Pricing

Evaluation of the Respondent’s proposed pricing structure, management fees, cost competitiveness, and overall value to the District.

Points Based 20 (20% of Total)

6. PROPOSAL SUBMITTAL

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One (1) original, three (3) copies (four (4) total), and one (1) new USB flash drive containing an electronic copy of the complete proposal in PDF format shall be submitted in a sealed envelope. The outside of the envelope shall be clearly marked with:

RFP #26P-035 – Outdoor Common Area Maintenance Services

The electronic copy on the USB flash drive shall be an exact duplicate of the original signed proposal. In the event of a discrepancy between the hard copy and the electronic copy, the original signed hard copy shall govern.

Proposals delivered by express mail, overnight delivery service, courier, or other commercial carrier shall have the outer envelope, box, or package prominently marked with:

RFP #26P-035 – Outdoor Common Area Maintenance Services

The proposal shall be enclosed within a separately sealed envelope or package as required by this Solicitation.

• Deadline for Submissions in response to this Request for Proposals: Proposals must be received no later than

3:00 pm on July 31, 2026. Proposals submitted through the OpenGov Procurement Portal, FAX, Email or other electronic media will not be accepted under any circumstances. Late proposals will not be accepted, and will be returned, unopened, to the proposer, at the proposer’s expense.

• 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.

• The Villages Community Development Districts reserves the right to reject any and/or all proposals, reserves the right to waive any informalities or irregularities in the proposal or evaluation process, and reserves the right to award agreement(s) in the best interest of the District.

All required forms are provided as Exhibits under Attachments to this solicitation. Forms are being provided in Microsoft

Word and/or Excel format for your convenience in order to facilitate efficient form fill for any documents requiring to be typed or printed input.

Do not alter or change the forms in any way.

Any alteration or change may result in the rejection of the submission.

PROPOSAL PREPARATION, FORMAT, AND PAGE LIMITATIONS

To promote clear, concise proposals and to facilitate a fair, consistent, and efficient evaluation process, Proposers shall follow the proposal preparation requirements outlined below. Proposals that do not comply with these requirements may be subject to removal of excess pages, exclusion of non-compliant content, or other actions as determined appropriate by the

District.

1. Page Limitation

The Proposer’s narrative response shall not exceed forty (40) single-sided pages in total length.

The page limitation applies to all narrative sections of the proposal, including but not limited to:

• Executive Summary

• Firm Qualifications

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• Relevant Experience

• Technical Approach / Methodology

• Project Team and Staffing Plan

• References

• Methodology and Project Understanding

• Any additional narrative information submitted by the Proposer

Pages exceeding the forty (40) page limit may not be reviewed or considered by the evaluation committee.

2. Items Excluded from Page Count

The following materials will not count toward the forty (40) page limitation:

• Cover letter

• Table of contents

• Divider tabs

• Required solicitation forms provided by the District

• Certifications and affidavits

• Required licenses or registrations

• Insurance documentation or proof of insurance

• Financial statements (if requested)

• Pricing proposal forms or cost sheets

• Signed addenda acknowledgements

These materials must still be included in the proposal as required but will not be counted toward the narrative page limit.

3. Formatting Requirements

All proposals shall adhere to the following formatting standards:

• Page Size: 8.5 inches × 11 inches

• Font Size: Minimum 11-point font

• Margins: Minimum 1-inch margins on all sides

• Page Orientation: Standard portrait orientation o Landscape pages may be used for charts, tables, or graphics if necessary

• Printing: Single-sided pages only

• Resumes: Limited to two (2) pages per individual

Charts, tables, graphics, photographs, and similar materials may be included within the proposal; however, they will count toward the page limitation.

4. Enforcement of Page Limitations

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To ensure fairness and consistency in the evaluation process, the District will enforce the page limitations established in this solicitation.

If a proposal exceeds the stated page limit, the District reserves the right, at its sole discretion, to remove or disregard pages exceeding the forty (40) page maximum prior to distributing proposals to the evaluation committee.

Pages will be counted in the order they appear in the proposal. Any pages exceeding the allowable limit may be removed beginning with the first page following the page limit.

Information contained on removed pages will not be reviewed or considered during the evaluation process.

5. Responsibility for Compliance

Proposers are responsible for ensuring their proposal complies with all page limitations and formatting requirements.

Failure to comply may result in one or more of the following actions at the District’s sole discretion:

• Removal of excess pages prior to evaluation

• Disregarding information contained in non-compliant sections

• Evaluation based solely on compliant portions of the proposal

• Determination that the proposal is non-responsive, if the non-compliance is determined to be material

The District will make the final determination regarding compliance with these requirements.

6. Proposal Organization

Proposers are encouraged to present information in a clear, concise, and well-organized manner that directly addresses the evaluation criteria outlined in this solicitation.

The District will not be responsible for locating or reviewing information contained in excess pages or outside the requested sections.

7. Adjustment of Page Limitations

The District reserves the right to adjust the page limitations for specific solicitations where the scope, complexity, or nature of a project warrants additional information.

Any such adjustments will be clearly stated within the specific solicitation document.

7. SCOPE OF SERVICES

7.1. Background

The District owns and maintains areas featuring landscape, hardscape, signage, sidewalks, driveways and local roads, parking lots, park-like spaces, stormwater collection systems, area lights and other related facilities (the “Common Areas”) that provide a special benefit to property owners in the District, and an incidental benefit to the general public, within a mixed-use neighborhood of publicly-accessible buildings with primarily commercial uses. The Common Areas include a wide variety of infrastructure and facilities requiring ongoing maintenance and operational support including but not limited to the services referenced in Exhibit E (the “Outdoor Common Area Maintenance Services” or “CAM Services”). The CAM

Services include managerial administration, coordination, oversight, and contract management (“CAM Administration”) and the labor and material to complete physical work (“CAM Work”). The CAM services do not include Construction Project (as defined herein), but the CAM Manager may, from time to time, be requested to provide certain Construction Management

Services (as defined herein) in connection with Construction Projects.

Currently, the CAM Work is predominantly performed by specialized District contractors coordinated individually by the

District Property Management department (“DPM”). DPM is performing the CAM Administration. The District seeks to

Outdoor Common Area Maintenance Services Request For Proposal #26P-035

Villages Community Development Districts Page 18 of 33 transition to a facilities management…