Parking_Garages,_Lots,_On-Street_Maintenance_and_Revenue_Collection.pdf

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City of Tampa

REQUEST FOR PROPOSALS (RFP) FOR

Parking Garages, Lots, On-Street Maintenance and Revenue Collection

25-P-00292

Mobility

Lewina Woodard, Procurement Analyst

2555 E. Hanna Ave

Tampa, FL 33610

Phone: (813) 274-8354

Table Of Contents

1. NOTICE

2. SCOPE OF SERVICES

3. GENERAL CONDITIONS

4. INSURANCE REQUIREMENTS

5. CONTENT OF PROPOSALS

6. EVALUATION

7. PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS

8. ATTACHMENTS & EXHIBITS

Attachments:

A - Form MBD-30 Payments

B - Form MBD-40 Letter of Intent

C - Form MBD-70 Procurement Guidelines

D - EBO-Form-71-for-RFQ-Evaluation-Points-V2

E - ADA Requirements

F - ATTACHMENT_A (3)

1. NOTICE

1.1. REQUEST FOR PROPOSALS

Sealed proposals for Parking Garages, Lots, On-Street Maintenance and Revenue Collection, RFP # 25-P-00292 will be received by the Director of Purchasing, City of Tampa, until Wednesday, August 27, 2025; 1:00 pm: then to be opened.

In accordance with the Americans with Disabilities Act (“ADA”) and Section 286.26, Florida Statutes, persons with disabilities needing a reasonable accommodation to participate in these public hearings or meetings should contact the City of Tampa’s ADA Coordinator at least 48 hours prior to the proceeding. The ADA Coordinator may be contacted by phone at 813-274-3964, email at

TampaADA@tampagov.net, or by submitting an ADA - Accommodations Request online form available at https://tampagov.net/ADARequest. Please note that the City of Tampa may not be able to accommodate any request received less than 48 hours before the scheduled hearing or meeting.

Attached are important instructions and specifications regarding responses to this Request for Proposals. Failure to follow these instructions may result in Proposer’s disqualification.

Questions regarding Vendor Registration, accessing RFP documents or submission assistance within the OpenGov eProcurement Portal shall be directed to procurement-support@opengov.com. Reference RFP # and name in email subject line. Questions pertaining to the

RFP document/specifications will be accepted up to fourteen days prior to the scheduled opening date and time and shall be submitted within the OpenGov Portal. Per the City of Tampa’s Communication Policy during any solicitation period including any protest and/or appeal, there should be no contact with City officials or employees, other than Lewina Woodard (lewina.woodard@tampagov.net) permitted from any Proposer. Such communication shall result in an automatic disqualification for selection in the pending solicitation and any subsequent City solicitations for a period of six (6) months, no matter the outcome of the solicitation or any protest and/or appeal.

Proposals shall be accepted no later than the time and date specified above. The RFP Opening shall be thereafter and published on the

OpenGov portal. All proposals received after the due date and time shall be rejected. Offers by mail, hand delivery or express mail, telephone, email or transmitted by facsimile (FAX) machine are not acceptable. All submittals are uploaded electronically into the OpenGov eProcurement Portal. No file shall have a special character. No proposal may be withdrawn or modified after the time fixed for the opening of proposals.

Electronic submittals shall be performed in the OpenGov Portal via link https://procurement.opengov.com/portal/cityoftampa. To ensure that an electronic submittal is received by the opening date and time, it is recommended that the Proposer submit their documents with adequate time allowed prior to the deadline. Proposer shall receive an email confirmation of their proposal submittal after clicking on the "Submit" button in the portal. The Proposer shall be responsible for confirming that their submittal is received by the deadline. Any submittal received after the closing date and time will not be considered.

1.2. MANDATORY PRE-PROPOSAL CONFERENCE

A MANDATORY PRE-PROPOSAL CONFERENCE will be held at 8:30 am,Monday, August 4, 2025, at 2555 E. Hanna Ave.

Tampa, Florida 2nd Floor Purchasing Department to discuss the above referenced subject.

BRING A COPY OF THIS RFP TO THE MEETING.

City of Tampa buildings are controlled access buildings, and all visitors are required to obtain a Visitor's Pass prior to entering.

1.3. INSTRUCTIONS

City of Tampa solicitations are issued electronically via the OpenGov eProcurement Portal. Obtaining solicitations through the portal will ensure that proposers will have the following capabilities: receipt of solicitation documents electronically, track the status of solicitation award activity, receive addenda, receive the results of solicitation awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the solicitation packages may be incomplete.

The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and solicitation submittals between the City and its proposers. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

mailto:TampaADA@tampagov.net https://tampagov.net/ADARequest mailto:procurement-support@opengov.com https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa https://procurement.opengov.com/portal/cityoftampa mailto:procurement-support@opengov.com

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other error in this RFP, shall immediately notify the City of such error in writing and request modification or clarification of the RFP within the OpenGov eProcurement Portal. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who received an original RFP from OpenGov

(those who are on the Plan Holders List). Addenda will be posted and disseminated by OpenGov at least five days prior to this RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the offer or it shall be deemed waived.

Tabulations (results) will be posted in the OpenGov eProcurement Portal and made available to proposers after the scheduled public opening of the sealed proposals.

The Proposer shall comply with the applicable requirements of Federal and state laws, all Codes and Ordinances of the City of Tampa as amended from time to time and any applicable professional regulations.

The Proposer is expected to carefully examine the entire solicitation package, including but not limited to all the provisions, terms, and conditions. Failure to do so will be at the Proposer’s risk.

2. SCOPE OF SERVICES

2.1. INTRODUCTION/SUMMARY

The City of Tampa (“City”) is seeking proposals from qualified companies to maintain existing parking garage equipment and control system, purchase and install new pay stations as needed, and provide for the collection of parking meter revenue from all pay stations for the City’s Parking Division.

Timeline:

Release Project Date: July 14, 2025

Pre-Proposal Conference (Mandatory): August 4, 2025, 8:30am

2555 E. Hanna Ave. Tampa, Florida 2nd Floor

Purchasing Department

Question Submission Deadline: August 13, 2025, 1:00pm

Response Submission Deadline: August 27, 2025, 1:00pm

2.2. BACKGROUND

The Logistics Asset Management Department/Parking Division is responsible for the operation of all City of Tampa public parking and develops parking policy and specific facility expansion plans to meet parking demand in the central business district and adjacent commercial areas. The present parking inventory consists of 9 City-owned garages, 32 surface lots and over 4,000 on-street spaces, comprising a total of 16,000 spaces.

The current equipment and control system for on-street, each parking garage, and all surface lots are listed under attachment A.

2.3. PROPOSER SUBMITTALS

The following must be submitted in the proposal:

1. Contract Termination for Default. Has the Proposer’s company had a contract terminated for default in the last five years? Termination for default is defined as notice to stop performance which was delivered to the Proposer due to the

Proposer's non-performance or poor performance and the issue of performance was either not litigated due to inaction on the part of the Proposer; or litigated and determined that the Proposer was in default.If the company has had a contract terminated for default in this period, submit full details including the other party's name, address, and the phone number. Present the company’s position on the matter. City Representative will evaluate the facts and may, at its sole discretion, reject the RFP on the grounds of its past experience.

2. Contract Litigation/Legal Proceedings. The Proposer shall identify any pending lawsuits, past litigation relevant to subject matter of this RFP, providing a statement of any litigation or pending lawsuits that have been filed against the

Company in the last five years.If an action has been filed, state and describe the litigation or lawsuit filed, and identify the court or agency before which the action was instituted, the applicable case or file number, and the status or disposition for such reported action. If no litigation or lawsuit has been filed against the company, provide a statement to that effect.

2.4. QUALIFICATIONS

Must be in business minimum of 5 years and have 2 previous experience of handling similar size of our current operations.

2.5. MANAGEMENT

If, during the course of the project, the Successful Proposer makes personnel changes, the City has the right of review, acceptance, and/or reject proposed substitute(s). The City will make available the City’s management team for interview and consultation during plan(s) development and for review of the draft and final plans.

2.6. COORDINATION WITH THE CITY

The Successful Proposer shall identify the Project Manager to work in close coordination with the City. The City’s Project Manager shall be the City’s point of contact. The City shall approve any changes to the Project Manager or personnel assigned to the project.

During the term of the contract, the Project Manager shall meet on-site with the City’s Project Manager and/or other designated City officials as necessary, for the purpose of discussing and coordinating work to be performed, or performance of work.

2.7. Objectives

The purpose of this Request for Proposal (RFP) is to identify and select the most efficient and professional operator for the City of Tampa Parking Garages, Lots, and On-Street Parking Equipment Maintenance and Revenue Collection program. The solution should include maintenance and collection of the following items across all facilities:

• Entrance/Exit Automated Pay Station

• Pay on Foot Automated Pay Station

• Barrier Gates

• AVI Technology & Proximity Card System

• Vehicle Detector Loops

• Intercoms

• Multi-Space Pay Stations

• Inventory/Revenue Access Cameras

• LPR (License Plate Recognition) Cameras

• Remote Management

• PCI Data Security Standards/Cloud Hosting

• EV Chargers.

2.8. Scope of Services

The Operator shall be responsible for the maintenance, repair and installation of all parking equipment in coordination with the City of Tampa Parking Division. In return for the management services provided to the City, the Operator shall be entitled to a management fee.

A. Operational Authority:

1. The Operator shall observe and comply with any and all requirements of the constituted Public Authorities and with all applicable Federal, State or Local Statutes, Ordinances, Regulations and Standard Rules, including by way of example, but not of limitation, all general rules and regulations promulgated from time to time by the City.

B. Staffing:

1. The Operator shall recruit, hire, train, promote, discharge and supervise all personnel employed in the operation of the City of Tampa Parking Garages, Lots and On-Street Parking Equipment Maintenance and Revenue Collection. The Operator shall require employees at all times while on duty to remain in professional attire and appearance. The Operator shall use reasonable care to employ, train and retain employees who are qualified, courteous, competent and trustworthy.

2. The wages provided to Operator’s employees shall comply with all applicable Federal, State and Local Statutes.

3. Operator will select and appoint a Project Manager, who shall be in complete charge and whose responsibility shall be the management of the City of Tampa Parking Garages, Lots and On-Street Parking Equipment Maintenance and Revenue Collection. The individual shall be a qualified and experienced manager with parking facility management experience. They shall be vested with full power and authority with respect to the conduct of Operator’s operations in accordance with City policy.

4. The City has the right to request the removal of any employee for just cause and the Operator agrees to comply with any such request.

5. The Operator will employ a sufficient number of competent personnel for the proper operation in conformity with the standards as determined by the City to perform daily management, supervision, inspection, maintenance, and record keeping, and other duties associated with the efficient and effective operation of the City of Tampa Parking Garages, Lots and On-Street Parking Equipment Maintenance and Revenue Collection.

6. The Operator shall prohibit smoking by employees on any City of Tampa property including but not limited to: offices, booths, lobbies, restrooms and any other non-parking areas visited by the public.

C. Parking Equipment Maintenance & Repairs:

1. It is expected that the selected Operator will make regular and frequent inspections to determine whether maintenance, repair and/or replacements are required.

2. The Operator is responsible for the maintenance of all equipment required to properly operate the City of Tampa Parking Garages, Lots and On-Street Parking Equipment Maintenance and Revenue Collection, including but not limited to operating equipment, such as:

▪ Pay stations

▪ Automatic gate arms

▪ Card readers

▪ Ticket dispensers

▪ Fee computers

▪ Counters

▪ Pay on foots (POF)

▪ Pay in lanes (PIL)

▪ LPRs

▪ EV chargers

▪ Other equipment necessary for the proper operation of the Parking Garages, Lots and On- Street Parking Meters.

3. The Operator may outsource all annual maintenance contracts (within the approved budget guidelines and except for the ability to repair in-house) to the parking equipment, including but not limited to:

▪ Automatic gate arms

▪ Card readers

▪ Ticket dispensers

▪ Fee computers

▪ Counters

▪ POF equipment

▪ PIL equipment

▪ LPRs

▪ EV chargers

▪ Other equipment for the Garages and Lots.

4. The Operator may sign extended warranty services for all parking equipment (within the approved budget guidelines and provided that the warranty will reduce operational cost to the City).

D. Handling of Money:

1. The Operator shall supervise and control the handling of all money received in the operation of the City of Tampa Garages, Lots, On-Street parking and Collection of Parking Meter Revenue and shall establish an adequate system of internal controls satisfactory to the City, covering the receipt and expenditure of money in the maintenance and operation of the Parking Garages, Lots and On-Street Parking Meters, and shall prepare all operating and financial reports and statements, including reports and statements to the City that may be necessary or appropriate under other provisions of this Agreement.

E. Operating Budget:

1. The Operator shall be responsible for operating within the approved Operating Budget.

Thereafter by August 15th of each applicable Fiscal Year, Operator will submit to the City a proposed draft Operating Budget for the upcoming fiscal year in connection with the operation of the City of Tampa Parking Garages, Lots and On-Street Parking Equipment Maintenance and Revenue Collection, with an estimate on a monthly basis of Operating Expenses and capital expenditures. Upon reviewing the draft Operating Budget to such an extent as the City may deem reasonable and necessary, to include consultation with the Operator as necessary, and upon approval of the same by City Council as part of its annual general operating budget for the City, the Operator shall be provided with a copy of the adopted Operating Budget prior to the start of the applicable Fiscal Year.

F. Operating Expenses:

1. Operating Expenses shall refer to all direct costs incurred by the Operator and approved by the City, in connection with the Operator’s management of the City of Tampa Parking Garages, Lots and On-Street Parking Equipment Maintenance and Revenue Collection. Operating Expenses shall include, but shall not be limited to:

• Wages (salary and fringe and employment related taxes) of all on-site personnel of Operator and approved by the City.

• Data Hosting/Network and telephone required to operate the parking facilities.

• Cost of all contractual services required for safe and efficient operation, including maintenance, cleaning, re-stocking and repair of revenue control equipment, pay stations and EV chargers.

• Any license fees, permit fees, and special government assessments.

• Incidental janitorial, office, and parking supplies.

• Cost of operating equipment approved by the City.

• Routine preventative maintenance and repairs, including signage, parking equipment, and other fixtures.

• Management fee to Operator.

2. Operating expenses shall not include any interest, penalties, or service fee charges to the Operator as a result of the Operator’s failure to pay just debt or lease payments in a timely manner. All bills and invoices shall be paid on a timely basis, consistent with normal business practices. Under no circumstances will late charges be considered a valid operating expense.

G. Revenue Control

1. The Operator shall manage and operate the City of Tampa Parking Garages, Lots and On- Street Parking Equipment Maintenance and Revenue Collection in accordance with quality standards, specifications, policies and technical procedures (collectively “Operational Plan”) to be set forth by the Operator and approved by the City. Operator will be responsible for the conduct of proper revenue control procedures and for the preparation and submission of reports associated with procedures. Operator further agrees to train all its employees in the contents of said Operational Plan and all updates.

H. Reports (Financial and Operational Reports)

1. The Operator shall provide all financial and operating information for the City of Tampa Parking Garages, Lots and On-Street Parking Equipment Maintenance and Revenue Collection to the City’s Budget through a secure online portal and allow appropriate City employees to access the system.

2. By the 15th of each month, the Operator shall deliver, to the City, a monthly report detailing all activity from the previous month, in a format determined by the City. The City may change the format of the report at any time or add additional datasets or reports. The monthly report shall reflect the previous month’s Garage and Lot and Collections of Parking Meter Revenue activities and shall, at a minimum, contain the following:

• Notation of any defect or potential defect in Garages and Lots and Collection of Parking Meter Revenue or their equipment.

• A detailed expense report.

3. The City retains ownership of the data maintained by the operator.

4. The Operator shall meet with the City for quarterly meetings to analyze and assess financial and operational reports and to review related goals, progress and industry trends.

5. The Operator shall deliver to the City by January 31st of each year, an Annual Performance

Summary in a form approved by the City. The City may direct the Operator to change the format of the report at any time. The Annual Performance Summary shall reflect the financial and operational performance of the previous calendar year.

I. PCI Compliance/Cloud Hosting Policy:

1. The Operator shall be responsible for monitoring the proposed level of compliance that is required for all parking equipment.

2. The Operator agrees to comply with the City of Tampa Hosting Policy as set forth in Attachment H incorporated herein. Hosting provider shall be within the United States with disaster recovery site also in the United States.

J. Standard Operating Procedures & Policies:

1. The City shall retain full and complete authority in determining compliance and operating standards and shall, at its sole discretion, enforce those standards to the fullest extent. The City shall promulgate rules, policies, procedures and regulations concerning the operation and use of the City of Tampa Garages, Lots, On-Street parking and Collection of Parking Meter Revenue. The Operator may propose, by written request, changes in the above to enhance operations.

2. The Operator shall execute and perform the City’s directives in all matters related to the operation of the City of Tampa Parking Garages, Lots and On-Street Parking Equipment Maintenance and Revenue Collection, including, but not limited to:

A. Operating procedures B. Audits C. Traffic control D. Graphics, signage E. Depositing of revenue F. Location and priority of space assignments G. Space markings H. Employee uniforms I. Operator’s personnel assigned to the account.

K. Other Duties

The Operator shall perform other reasonable duties and responsibilities in connection with the Parking Garages, Lots and On-Street Meters, if the City request it in writing.

3. GENERAL CONDITIONS

3.1. PROPOSAL DUE DATE

Sealed proposals will be received no later than the date and time indicated on page one of this document. Proposals will not be accepted after this time. All proposals shall be submitted through the OpenGov eProcurement Portal (electronically). File name should not have special characters. Proposer must wait for confirmation of successful upload.

City of Tampa Requests for Proposals are issued electronically via the OpenGov Portal. Obtaining proposals through OpenGov will ensure that proposer will have the following capabilities: receipt of proposal documents electronically, track the status of award activity, receive addenda, receive the results of awards and view plans and blueprints online electronically. Proposers who obtain specifications and plans from sources other than OpenGov are cautioned that the proposal packages may be incomplete. The City will not accept incomplete proposals. Contact OpenGov at procurement-support@opengov.com for more information.

The City is not responsible for errors and omissions occurring in the transmission or downloading of any solicitation documents, plans, or specifications from the OpenGov eProcurement Portal. OpenGov has no affiliation with the City of Tampa other than as a service that facilitates communication and proposal submittals between the City and its vendors. OpenGov is an independent entity and is not an agent or representative of the City. Communications to OpenGov does not constitute communications to the City. Contact OpenGov at procurement-support@opengov.com for more information.

3.2. ADDENDUM AND AMENDMENT TO RFP

If it becomes necessary to revise or amend any part of this RFP, OpenGov will provide notification of the Addendum to all prospective

Proposers who received an original RFP notification making them a plan-holder. Addenda will be posted and disseminated by OpenGov at least five days prior to the RFP opening date.

It will be the responsibility of the Proposer to review OpenGov prior to submitting a proposal to ascertain if any addenda has been issued, to obtain all such addenda, and to return the executed addenda with the proposal.

3.3. ERRORS AND OMMISSIONS

Proposers discovering any ambiguity, conflict, discrepancy, omission, or other errors in this RFP, shall immediately notify the City of such error via email within the OpenGov eProcurement Portal and request modification or clarification of the RFP. Modifications will be made by issuing an addendum and will be given by written notice to all prospective Proposers who queried the solicitation in the

OpenGov Portal. Addenda will be posted and disseminated by OpenGov at least five days prior to the RFP opening date. The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in this RFP prior to submitting the proposal or it shall be deemed waived.

3.4. FLORIDA PUBLIC RECORDS LAW

In accordance with Chapter 119 of the Florida Statutes, and, except as may be provided by Chapter 119 of the Florida Statutes and other applicable State and Federal Laws, all Proposers should be aware that the Proposal and the responses thereto are in the public domain and are available for public inspection and copying. Proposer is required to acknowledge whether or not they are asserting that certain information in its proposal is confidential and/or proprietary and/or exempt from public disclosure. If the Proposer is asserting that certain information in its Proposal is confidential and/or proprietary and/or exempt from public disclosure, then the

Proposer is required to do the following:

1. Identify, with specificity, the information which the Proposer asserts is confidential and/or proprietary and/or exempt from public disclosure,

2. Place such information in a separate file labeled “REDACTED, EXEMPT FROM PUBLIC DISCLOSURE” this uploaded document must be separate from the Proposer's other Proposal documents,

3. Specifically cite the applicable Florida Statute(s) that exempts such information from public disclosure - such citation must be placed within the redacted file. The “REDACTED” file that contains the Proposer's confidential/proprietary/exempt information must be submitted with the Proposer's other Proposal documents. Proposer is advised that failure to follow the aforementioned instructions may result in Proposer's alleged confidential/proprietary/exempt information being disclosed to the public. This will be the Proposer’s “REDACTED” copy. All submittals received in response to this Proposal will become the property of the City of Tampa and will not be returned. In the event of an award, all documentation produced as part of the contract will become the exclusive property of the City.*

Be aware that the designation of an item as exempt from public disclosure by a Proposer may be challenged in court by any person or entity. By designation of material in your Proposal submittal as exempt from public disclosure, Proposer agrees to defend the City of

Tampa (and its employees, agents and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to Proposer’s designation of material as exempt from public disclosure and to hold harmless the City of Tampa

(and its employees, agents and elected and appointed officials) for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorneys’ fees incurred by the City by reason of any claim or action related to your designation of material as exempt from public disclosure.

*Note: The City will not accept Proposal submittals when the entire submittal is labeled as exempt from public disclosure and the proposal will be deemed non-responsive. Proposer’s References and Cost or Price information will be deemed a public record, and if a claim of confidentiality/proprietary information is made, the City may deem the

Proposal submittal as “non-responsive”.

1. In accordance with Section 119.071(1)(b)2, Florida Statutes, sealed bids, proposals, or replies received by the City of Tampa pursuant to a competitive solicitation are exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State

Constitution until such time as the City of Tampa provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

2. In accordance with Section 119.071(1)(b)3, Florida Statutes, if the City of Tampa rejects all bids, proposals, or replies submitted in response to a competitive solicitation and the City of Tampa concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, proposals, or replies remain exempt from section 119.07(1), Florida Statutes and section 24(a), Art. I of the State Constitution until such time as the City of Tampa provides notice of an intended decision concerning the reissued competitive solicitation or until the City of Tampa withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12 months after the initial City of Tampa notice rejecting all bids, proposals, or replies.

3. The City of Tampa is a public agency subject to Chapter 119, Florida Statutes. In accordance with Florida Statutes, 119.0701, Successful Proposer agrees to comply with Florida’s Public Records Law, including the following:

A. Successful Proposer shall keep and maintain public records required by the City to perform the services;

B. Upon request from the City, Successful Proposer shall provide the City with copies of the requested records, having redacted records in total or in part that are exempt from disclosure by law or allow the records to be inspected or copied within a reasonable time (with provision of a copy of such records to the City) on the same terms and conditions that the

City would provide the records and at a cost that does not exceed that provided in Chapter 119, Florida Statutes, or as otherwise provided by law;

C. Ensure that public records, in part or in total that are exempt or that are confidential and exempt from public record requirements are not disclosed except as authorized by law for the duration of the contract term and following completion

(or early termination) of the contract if the Contractor does not transfer the records to the City;

D. Upon completion (or earlier termination) of the award, Successful Proposer shall within 30 days after such event either transfer to the City, at no cost, all public records in possession of the Successful Proposer or keep and maintain the public records in compliance with Chapter 119, Florida Statutes. If Successful Proposer transfers all public records to the City upon completion (or earlier termination) of the award, Successful Proposer shall destroy any duplicate records that are exempt or confidential and exempt from public records disclosure requirements. If Successful Proposer keeps and maintains public records upon completion (or earlier termination) of the award, Successful Proposer shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the agency.

E. The failure of Successful Proposer to comply with Chapter 119, Florida Statutes, and/or the provisions set forth above shall be grounds for immediate unilateral termination of the contract by the City; the City shall also have the option to withhold compensation due Successful Proposer until records are received as provided herein.

F. IF THE SUCCESSFUL PROPOSER HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES TO THE

SUCCESSFUL PROPOSER’S DUTY TO PROVIDE PUBLIC RECORDS

RELATING TO THIS AWARD, CONTACT THE CUSTODIAN OF PUBLIC

RECORDS AT 813/274-8351, AND MAILING ADDRESS OF PURCHASING

DEPARTMENT, HANNA CITY CENTER BUILDING, 2ND FLOOR, 2555 E.

HANNA AVE, TAMPA, FL 33610.

Note: Acknowledgement of the Florida Public Records Law must be submitted with the proposal, under PROPOSER’S

QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTSCONDITIONS.

3.5. CITY OF TAMPA ETHICS CODE

The Proposer shall comply with all applicable governmental and city rules and regulations including the City's Ethics

Code which is available on the City's Website. (City of Tampa Code, Chapter 2, Article VIII. - Section 2-522)

Moreover, each Proposer responding to this Request for Proposal acknowledges and understands that the City's Charter and Ethics

Code prohibit any City employee from receiving any substantial benefit or profit out of any contract or obligation entered into with the

City, or from having any direct or indirect financial interest in effecting any such contract or obligation. The Successful Proposer shall ensure that no City employee receives any such benefit or interest as a result of the award of this Request for Proposal. (City of Tampa

Code, Chapter 2, Article VIII. - Section 2-514(d))

Please note that the City's Ethics Code may be accessed on the Internet by utilizing the website link http://www.tampagov.net/human-resources/info/lobbyist-information or can be found in the City of Tampa’s municipal codes published https://procurement.opengov.com/portal/cityoftampa/projects/180071/document?section=1656487 https://procurement.opengov.com/portal/cityoftampa/projects/180071/document?section=1656487 https://procurement.opengov.com/portal/cityoftampa/projects/180071/document?section=1656479 http://www.tampagov.net/human-resources/info/lobbyist-information online by the Municipal Code Corporation at the website link https://www.municode.com/library/fl/tampa/codes/code_of_ordinances. Printed copies of the Ethics Code can also be obtained from the City Clerk's Office for a fee of $0.15 cents a page.

3.6. WARRANTIES AND GUARANTEE

The City of Tampa will not accept any disclaimer of the warranties of merchantability and fitness for a particular purpose for the products offered. Proposals will clearly state any additional warranties and guarantees against defective materials and workmanship. A copy of the complete manufacturer's warranty statement is to be submitted with the proposal.

The material(s) supplied shall be guaranteed to be free from defect of composition, conception, and workmanship for a minimum period one-year from the date of installation and final acceptance by the City. Any parts or portions found not in accordance with this

RFP will be rejected by the City and returned to the Successful Proposer at the Successful Proposer’s expense for immediate replacement.

3.7. COPYRIGHTS AND PATENT RIGHTS

Proposer warrants that there has been no violation of copyrights, patent or other intellectual or proprietary rights in manufacturing, producing and/or selling the item(s) ordered or shipped as a result of this Proposal, and Successful Proposer agrees to indemnify, defend and hold the City harmless from any and all liability, loss or expense by any such violation including litigation costs and attorneys' fees through the appellate process, and damages which may be incurred by reason of any infringement at any time during the prosecution or after the completion of work.

3.8. PROCUREMENT PROTEST PROCEDURES

A protest must be filed with the Director of the soliciting Department within five (5) business days of posting the City’s intent to award and may be filed by an actual Proposer, who is allegedly aggrieved in connection with the issuance of a proposal solicitation or pending award of any contract in any competitive process utilized by the City of Tampa for procurements of supplies, materials or services and construction of public improvements and has standing to protest under Florida Law. Any protest must be filed in accordance with the

City of Tampa Code, Chapter 2, Article V, Division 3, Purchases and Contracts, Section 2-282, Procurement Protest Procedures. Protests not complying with the provisions of this Section shall not be reviewed.

All dates and times specified in the Protest Procedures in Section 2-282 are calculated as city business days. A City business day shall mean 8:00 am to 5:00 pm Monday through Friday, with the exception of city holidays. In all instances any document required to be transmitted by a certain date must be received in the required office by 4:30 pm. An envelope which is postmarked by the required date is not sufficient. Transmittal by fax, email or other electronic means may be accepted. However, it shall be the responsibility of the party transmitting the document(s) to ensure that the document(s) were received, and the transmitting party shall bear any risk of interruption or failure in the electronic transmission.

3.9. WMBE PARTICIPATION

The City of Tampa EBO office administers the Women/Minority Business Enterprise (WMBE) Program to promote the inclusion of WMBE

Companies in procurement solicitations and contract awards. The City actively solicits participation in this project by City Certified

WMBE Companies deemed underutilized. To obtain a list of the City’s Certified WMBE Companies, visit the Equal Business

Opportunity (EBO) Office website at http://www.tampagov.gov/ebo. Under Programs and Services select WMBE and SLBE

Directories. These directories include WMBE Certified Companies which are listed by Type of Services and by Company Names.

NOTE: In accordance with the Equal Business Opportunity Ordinance 26.5, The City of Tampa’s WMBE policies are narrowly tailored to identify underutilized WMBEs by Industry Category. Proposers who are certified within the underutilized category for the work/scope detailed herein or subcontract with firms that are certified within the underutilized category will be eligible for weighted points in the selection process. Refer to MBD Form 70 to identify underutilized WMBEs by Industry

Category and MBD Form 71 for the WMBE Participation scoring criteria for this RFP. For this RFP the underutilized WMBE

Industry Category is “Professional”.

3.10. SLBE PARTICIPATION

In an effort to promote increased opportunities for Small Local Business Enterprises (SLBEs), the City actively solicits the participation of certified SLBE firms in the performance of contracts. To obtain a list of the City’s Certified SLBE Companies, visit the Equal Business

Opportunity (EBO) Office website at http://www.tampagov.gov/ebo. Under programs and Services select WMBE and SLBE

Directories. These directories include SLBE Certified Companies which are listed by Type of Services and by Company Names.

https://www.municode.com/library/fl/tampa/codes/code_of_ordinances http://www.tampagov.net/ebo

NOTE: In accordance with the Equal Business Opportunity Ordinance Chapter 26.5, SLBE vendors are eligible for weighted points in the selection process. Refer to MBD Form 71 for the SLBE participation scoring criteria for this RFP.

For additional information visit the Equal Business Opportunity Office website at www.tampagov.gov/ebo

3.11. INCURRED EXPENSES

The City is not responsible for any expenses which Proposers may incur in the preparation and submittal of proposals requested by this

RFP, including but not limited to, costs associated with travel, accommodations, interviews, or presentations of proposals.

3.12. PROPOSAL BINDINGS

All proposals submitted shall be binding for 180 calendar days following the opening.

3.13. NON-DISCRIMINATION IN CONTRACTING AND EMPLOYMENT

The following provisions are hereby incorporated into any contract executed by or on behalf of the City of Tampa (City).

The Successful Proposer shall comply with the following Statement of Assurance:

During the performance of this Contract, the Successful Proposer herein assures the City, that said Successful Proposer is in compliance with Title VII of the 1964 Civil Rights Act, as amended, the Florida Civil Rights Act of 1992, and the City of Tampa Code of Ordinances, Chapter 12, in that the Successful Proposer does not on the grounds of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, familial status, or marital status, discriminate in any form or manner against said

Successful Proposer’s employees or applicants for employment.

The Successful Proposer understands and agrees that this Contract is conditioned upon the veracity of this Statement of Assurance, and that violation of this condition shall be considered a material breach of this Contract. Furthermore, the Successful Proposer herein assures the City that said Successful Proposer will comply with Title VI of the Civil Rights Act of 1964 when federal grant(s) are involved. This Statement of Assurance shall be interpreted to include Vietnam-Era Veterans and Disabled Veterans within its protective range of applicability.

The Successful Proposer further acknowledges and agrees to provide the City with all information and documentation that may be requested by the City from time to time regarding the solicitation, selection, treatment and payment of subcontractors, suppliers, and vendors in connection with this Contract. The Successful Proposer further acknowledges that it must comply with City of Tampa Code of Ordinances, Chapter 26.5.

3.14. PROPOSER'S CRIMINAL HISTORY SCREENING PRACTICES

Per City of Tampa Code of Ordinances, Section 2-284, Proposer is requested to provide information as to whether Proposer has criminal history screenings similar in nature to the practices contained in Chapter 12, Article VI, City of Tampa Code of Ordinances. For

Procurement of $100,000 or more, If the Proposer voluntarily agrees to comply with the City’s criminal screening practices as provided in Chapter 12, Article IV of the City Code, Proposer will be awarded an additional 5-points as part of the evaluation of its proposal if

Proposer submits notarized documentation with its proposal, and an assurance of compliance with Section 2-284 if awarded the contract (“Ban the Box Requirements”). The City of Tampa’s municipal codes are published online by the Municipal Code Corporation at the website link https://library.municode.com/fl/tampa/ordinances/code_of_ordinances?nodeId=1171018

3.15. EQUAL OPPORTUNITY

The City of Tampa hereby notifies all Proposers that all eligible businesses, including Small Local Business Enterprises (SLBEs) and

Women/Minority Business Enterprises (WMBEs) will be afforded a full opportunity to participate in any Contract made by the City of

Tampa pursuant to this present proposal matter and will not be subjected to discrimination on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, familial status, or marital status. The City of Tampa prohibits any person involved in City of Tampa contracting and procurement activities, to discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identity or expression, age, disability, familial status, or marital status.

3.16. GOVERNING LAW/VENUE

The laws of the State of Florida (without giving effect to its conflicts of law principles) govern all matters arising out of or relating to this Agreement, including, without limitation, its interpretation, construction, performance, and enforcement. The parties hereto submit to the exclusive jurisdiction and venue of the state courts located in Hillsborough County, Florida.

3.17. COMPLIANCE WITH LAWS

https://library.municode.com/fl/tampa/ordinances/code_of_ordinances?nodeId=1171018

The Successful Proposer shall comply with all applicable laws, ordinances, and codes of the Federal Government, State of Florida, Hillsborough County, and the City of Tampa. It shall be the responsibility of the Successful Proposer to be knowledgeable of all federal, state, county and local laws, ordinances, rules, and regulations that in any manner affect the items covered herein which may apply.

Failure to comply with all applicable laws, ordinances and codes may lead to termination of the contract.

3.18. FORCE MAJEURE

If a Force Majeure Event occurs, the party that is prevented by that Force Majeure Event from performing any one or more obligations under this contract (the “Nonperforming Party”) will be excused from performing those obligations, on condition that it complies with its obligations herein. “Force Majeure Event” means, with respect to the Nonperforming Party, any event or circumstance, regardless of whether it was foreseeable, which was not caused by the Nonperforming Party, which prevents the Nonperforming Party from complying with any of its obligations under this contract, on condition that the Nonperforming Party uses reasonable efforts to comply with its obligations, except that a Force Majeure Event will not include any strike or other labor unrest that affects only one party, economic hardship of a party, an increase in prices, changes in market conditions, or a change of law. Upon the occurrence of the

Force Majeure Event, the Nonperforming Party shall notify the other party in writing within ten (10) days of the occurrence of that the

Force Majeure Event, its effect on performance, and how long that party expects the Force Majeure Event to last. Thereafter the

Nonperforming Party shall update the other party as reasonably necessary. During a Force Majeure Event, the Nonperforming Party shall use reasonable efforts to limit damages to the other party and to resume its performance under this contract. The other party has the right to terminate the contract if the Non-Performing Party’s Force Majeure Event continues for more than a reasonable time.

3.19. SURVIVAL

Provisions in regard to licensing, indemnification, governing law venue and confidentiality shall survive termination of contract.

3.20. CONFLICT OF INTEREST

The City requires that the Successful Proposer provide professional, objective, and impartial advice and at all times hold the City’s interest’s paramount, strictly avoid conflicts with other assignments or their own corporate interests and act without any consideration for future work. The Successful Proposer has an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of the City, or that may reasonably be perceived as having this effect. If the City, in its sole discretion, determines that a conflict of interest exists, such Successful Proposer shall not be considered for award of this Contract.

Failure to disclose said situations

Any such interests on the part of the Successful Proposer or their employees, must be disclosed in writing to the City in the

PROPOSER’S QUESTIONNAIRE, FORMS, AND ACKNOWLEDGEMENTS Section. Also, the Successful Proposer is aware of the conflict-of-interest laws of the State of Florida and the City of Tampa and agrees that they shall fully comply in all respects with the terms of said laws.

3.21. AUDIT RIGHTS

Successful Proposer agrees that the City or its authorized representative shall have access to, and the right to audit, examine, or reproduce, the financial books and records of Successful Proposer related to Successful Proposer’s performance under the contract.

Successful Proposer shall retain all such records for a minimum period of six (6) years from the date of termination of the contract, including any renewal or extension hereof, or for such longer period of time as required by federal or state law, and shall be extended until the completion of any audit in progress. Successful Proposer must keep all financial records in a manner consistent with generally accepted accounting principles. Successful Proposer must provide access during normal business hours to the requested records no later than ten (10) calendar days after the written request by the City or its authorized representative. If any audit reveals any material deviation from the contract requirements, any misrepresentations or any overcharges to the City, the City will be entitled to recover damages, as well as the cost of the audit. Any adjustments or payments which must be made as a result of any such audit or inspection of the Successful Proposer’s invoices or records must be made within a reasonable amount of time, but in no event may the time exceed ninety (90) calendar days, from presentation of the City’s audit findings to the Successful Proposer. Successful Proposer shall include this right to audit section in any subcontractor agreements entered into in connection with this contract.

3.22. SCRUTINIZED COMPANIES

Section 287.135, Florida Statutes prohibits agencies from contracting with companies for goods or services of any amount that are

1. on the Scrutinized Companies that Boycott Israel List, created pursuant to Section 215.4725, Florida Statutes or are engaged in a boycott of Israel, and https://procurement.opengov.com/portal/cityoftampa/projects/180071/document?section=1656487

2. with companies for goods or services of $1 million or more, that are on either the Scrutinized Companies with Activities in

Sudan List, or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or the Scrutinized Companies with Activities in Iran Terrorism Sectors List created pursuant to section 215.473, Florida Statutes or are engaged in business operations in Cuba or Syria.

A company that is on the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel may not submit a proposal for or enter into a contract or renew a contract with an agency or local government entity for goods or services of any amount.

A company that is on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran

Petroleum Energy Sector List or the Scrutinized Companies with Activities in Iran Terrorism Sectors List or is engaged in business operations in Cuba or Syria may not submit a proposal for or enter into a contract or renew a contract with an agency or local government entity for goods or services of $1 million or more.

Notwithstanding the aforementioned, the City may on a…