Pest_Control_Services_(Addendum_#2_Revision).pdf

REQUEST FOR PROPOSAL

RFP-604601a-23/LNF

PEST CONTROL SERVICES

1301 East Second St.

Sanford, FL 32771

RELEASE DATE: October 20, 2023

DEADLINE FOR QUESTIONS: November 3, 2023

RESPONSE DEADLINE: November 15, 2023, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Seminole County

RFP #RFP-604601a-23/LNF

Pest Control Services

TABLE OF CONTENTS

I. Introduction II. Scope of Services

III. Instructions to Proposers IV. Instructions for the preparation of Submittals V. Pricing Proposal VI. Evaluation Phases

Attachments:

B - Attachment 1 Exhibit C - Price Proposal

C - Attachment 2 Exhibit C - Price Proposal

D - Draft Agreement (RFP-604601a-23)

E - Revised Exhibit A - Scope of Services

Title: Pest Control Services

1. Introduction

1.1. Summary

Seminole County Facilities Management has a requirement for Pest Control Contract Services.

Pest Control Services covered under this agreement shall include Integrated Pest Management

Services, Structural Pest Control Services, and “Emergency Support Services.” This contract shall cover all Offices / Buildings as listed in Exhibit C – Price Proposal form (located in

Attachments of the solicitation) including all supplies, materials, and equipment to successfully provide pest control services.

1.2. Contact Information

Leticia Figueroa Senior Procurement Analyst 1301 East Second Street Sanford, FL 32771 Email: lfigueroa@seminolecountyfl.gov Phone: (407) 665-7119

Department:

Public Works - Facilities Management

1.3. Timeline

Release Project Date October 20, 2023

Question Submission Deadline November 3, 2023, 10:00am

Proposal Submission Deadline November 15, 2023, 2:00pm mailto:lfigueroa@seminolecountyfl.gov tel:(407)665-7119

2. Scope of Services

2.1. Scope of Services

A. INTRODUCTION. Seminole County Facilities Management has a requirement for Pest Control

Contract Services. Pest Control Services covered under this agreement shall include Integrated

Pest Management Services, Structural Pest Control Services, and “Emergency Support

Services.” This contract shall cover all Offices / Buildings as listed in Exhibit C – Price Proposal form (located in Attachments of the solicitation) including all supplies, materials, and equipment to successfully provide pest control services.

Seminole County Facilities Management desires to implement an Integrated Pest Control (IPC) program with the goal of achieving satisfactory, economical pest control with minimal or negligible human health and environmental consequences. Control is to be considered in terms of both short-term and long-term objectives. Short-term objectives would typically be to eliminate or reduce current unacceptable pest populations. Long-term objectives would focus on the prevention of unacceptable pest populations and reduce the amount of pesticide applied and the frequency of applications. IPC integrates all pest control methods to include the following:

• Limiting pest access to food, water, and harborage

• Use of traps, baiting and other techniques to remove pests

• Carefully controlled application of pesticides

• Use of least-hazardous pesticides

This specification establishes the basic requirements for a comprehensive IPC program for

Seminole County buildings. This IPC contract is intended to reduce or maintain pest populations at tolerable levels through the use of minimal amounts of pesticides and by employing other pest control strategies including structural and procedural modifications to reduce food, water, harborage, and access used by pests.

B. BACKGROUND / CONCEPT OF OPERATION. Seminole County Facilities Management manages over 200 county buildings with a diverse customer base that in some cases, invite pest problems by failing to maintain adequate sanitary conditions. In addition to our requirement to perform Integrated Pest Control in each building, the successful contractor shall plan for

“emergency services” to be rendered as needed by the building occupants.

The frequency of these requirements shall result in the need for technicians to be available to service this contract daily. Facilities Management’s internal work order process starts when a building occupant recognizes a problem and calls the Facilities Management office with responsibility for the specific building. The Facilities Management office creates an internal work order that will record the work completed by the contractor. This will include monthly, semi-monthly, and emergency service needs. No emergency work shall be recognized without a valid Facilities

Management work order number. The work order will be transmitted to the contractor via MaintStar platform electronically. Contractor may not be reimbursed for work completed without a County’s written release order or internal work order.

The Facilities Management office will maintain a record of pest control service calls in their buildings in order to help “educate” building occupants that may be contributing to the problem. After a service technician completes a monthly, semi-monthly or an emergency service, the technician will complete a service ticket (provided by the contractor) that will be attached to the invoice detailing the building name, Facilities Management work order number, the problem found (i.e. ants or roaches), and his corrective action taken. In addition to attaching the service ticket to the invoice, the contractor will email the completed service ticket to FMreports@seminolecountyfl.gov immediately upon completion of the service.

C. GENERAL REQUIREMENTS. The Contractor shall furnish all professional / special pest control services including, supervision, labor, materials, pesticides, tools, equipment, insurance, permits and fees necessary to accomplish pest control tasks. These tasks include surveillance, trapping, pesticide application, and pest removal, and to assist in control of pests including carpenter ants, crawling insects, nuisance, and rodent control services included in this contract.

Contractor shall supply all equipment needed to provide service. These shall include ladders to reach all service areas, flashlights, and traps. At no time shall the contractor use Seminole County equipment or tools.

"Pests" are defined as, but not limited, to the following: American brown banded, Oriental, German and smoky brown cockroaches, ants, silverfish, rats, mice, bedbugs, flies, wasps, hornets, spiders, ticks, "sewer flies", house flies, fruit flies, flour beetles, fleas, and other vermin. “Rodents” are defined as, but not limited to the following: rats, mice, squirrels, and other small animals that may infiltrate building spaces.

D. PERSONNEL, EMPLOYMENT PRACTICES, AND STAFFING.

1. Pest Management Certification. In cases where the Contractor has two or more persons reporting to work under this contract, one will be designated as supervisor and must be fully certified in all pest management categories in which work is to be performed. Uncertified employees may assist the supervisor in work performance as long as they are in immediate contact to the supervisor. The supervisor will assume all responsibility for their work.

NOTE: "Certification" means a current certificate of competency in pest management in any and all categories or sub-categories as identified by the State of Florida.

2. Employee Management. Personnel relations of Contractor's employees on payroll shall be

Contractor's responsibility. Contractor shall comply with all applicable government regulations related to the employment, compensation, and payment of personnel.

3. Removal of Contractor’s Employee(s) for Cause. The County reserves the right to request removal of Contractor’s employee(s) if in the event, said employee is deemed careless, incompetent, insubordinate, or otherwise objectionable and whose continued employment on

County property is not in the best interest of the County. Removal must not be arbitrary.

4. Contractor agrees to use only certified, experienced, competent, and responsible qualified technicians and competent supervisors in the performance of the specified work, by virtue of submitting a response to this solicitation.

5. Uniforms. All service technicians will present a neat appearance and wear a uniform with the company name and the technician’s name clearly visible. Company provided identification tags should be worn in an easily visible manner. Seminole County will issue identification mailto:FMreports@seminolecountyfl.gov badges for each of the Contractor’s technicians serving Seminole County at no cost to the

Contractor.

6. Safety. Contractor shall take necessary precautions to prevent injury to humans, domestic animals, and property. Special care shall be exercised in the use of liquid pesticides in areas having asphalt, mastic, or linoleum surfaces. Special care shall also be exercised in areas where food and children may be present during and after treatment. The contractor shall observe all safety precautions throughout the performance of this contract. Occupant health or productivity shall not be adversely affected. All work shall comply with applicable federal, state, and local environmental and safety laws. Where there is a conflict between regulations, the most stringent shall apply. Contractors shall wear protective clothing that conforms to the requirements of protection specified on the pesticide label and/or MSDS. Where the

Contractor must apply a pesticide in an occupied area, the Contractor should describe how he would prevent occupants' exposure (e.g., evacuation, non-volatile product, small application in cracks, etc.) and how he will determine the airing out period, if needed. MSDS sheets shall be provided on all products used to the Facilities Management Division.

7. Regular scheduled work, will be performed between 7:00 a.m. and 5:00 p.m., Monday through Friday. Work in kitchens and public spaces will be done between 7:00 a.m. and 5:00 p.m., in coordination with the County’s Contract Administrator. Specific times for specific buildings other than that listed above will be noted on the Building List. Work in crawl spaces, mechanical rooms and other secured areas shall be coordinated with the County’s Contract

Administrator. When it is necessary to perform routine work outside normal working hours, the Contractor shall coordinate with the County’s Contract Administrator (or their designee) at least three working days (72 hours) in advance of such work.

8. Building access. All Contractor employees shall wear a County/Sheriff furnished identification badge which shall be visible on the outside of their clothing. The identification badge shall include, as a minimum, the employee’s name, recent photograph, and name of the Contractor. Upon execution of the contract the Contractor shall immediately complete the background check and fingerprinting through the Seminole County Sheriff’s Office. This service will be provided free of charge. County Representative will provide all the necessary information to the Contractor for completion of this process. The SHERIFF’S OFFICE will provide badges for employees assigned to these facilities following background checks done by the Sheriff’s Office. The SHERIFF’S OFFICE will obtain fingerprints and all individuals will complete Level 2, unescorted access, Security Awareness Training. Training is done remotely on either personal phone or a computer device. The exclusion of an employee for security reasons shall not relieve the Contractor of his responsibility to perform the services required under this contract.

M. PESTICIDES, BAIT TRAPS & STATIONS.

9. Pesticides. Only EPA, FDA and USDA approved pesticides will be used in a manner so as not to adulterate or contaminate product equipment or product containers as provided by

Food, Drug and Cosmetic Act as amended. Pesticides will be changed as Federal and Local regulations change and new products are approved, or existing ones become restricted.

Contractor shall submit for approval a list of all pesticides and copies of the Material Safety

Data Sheet (MSDS) which are to be used in each location and shall not deviate from the pesticides unless written permission is received prior to any change in the use of said pesticides.

The Contractor shall not apply any pesticide that has not been included in the Pest Control

Plan or otherwise approved by the County’s Contract Administrator.

The Contractor shall not store any pesticide on Seminole County premises.

10. As a rule, rodent control in buildings shall be accomplished with live traps, “one-ways” or bait traps. Traps shall be concealed in protected areas not affected by routine cleaning & operations. Traps will be checked, emptied, and cleaned at least weekly or more frequently if required by the County’s Contract Administrator. Spring-loaded kill traps shall not be used without prior approval of the County’s Contract Administrator. If kill traps are approved, they must be checked and cleared daily. Kill traps will only be considered in areas where building occupants do not have access.

11. Bait traps and stations. "Ketch-All" traps and bait stations will be placed strategically in food processing areas for immediate rodent control. Bait stations showing activity will be tamper proof and labeled POISON. Traps shall be labeled identifying poison being used, date of each service, servicing technician and Contractor's phone number. Rodents will be removed, properly disposed of, and identified on the service report including the trap number.

Contractor shall not dispose of dead rodents by putting the carcass in a local dumpster.

Traps shall be numbered, and a corresponding number will appear on a premise graph detailing trap locations. Traps shall have a floor number. Contractor will be responsible for updating the graph when locations are added or deleted.

Traps and bait stations will be cleaned of rodent hair, decayed matter, and droppings.

Removed rodents will be placed in plastic or paper bags and disposed of off campus in a sanitary manner by technicians. Seminole County Facilities Management will not be responsible for damage or loss of traps or bait stations.

In exceptional circumstances when rodent poisons are deemed essential for adequate rodent control inside occupied buildings, the Contractor shall obtain approval from the

County’s Contract Administrator prior to using rodent poison. All rodent poisons, regardless of packaging, shall be placed in inaccessible locations and in EPA-approved tamper-resistant bait boxes.

12. Existing insect infestations shall be eliminated, and re-infestation prevented within practical limits. Only the safest and most effective materials shall be used, and they shall conform to

Federal, State and Local ordinances and laws.

13. Treatment. Each building and kitchen/food service area shall be serviced as part of an integrated pest control program that shall include baiting and poison application as appropriate. In kitchens, all insecticides will be applied within crack and crevice or spot treatment using a low-pressure pinpoint application to eliminate possibility of food contamination.

14. If physical defects in the facilities are conducive to contamination or infestations, the contractor shall report those conditions on the applicable work order and on the summary, sheet provided to the appropriate County’s Contract Administrator. If these conditions are not corrected or altered, the Contractor will not be held responsible for complete control of said pests. The Contractor shall report any defects or problems that are not corrected in a timely manner to the County’s Contract Administrator.

T. LEVELS OF SERVICE.

The successful contractor will provide integrated pest control services for Seminole County buildings based on the individual building occupant’s needs and requirements. To ensure that pest control needs are met, three levels of service have been established for Seminole

County buildings. The service levels are based upon the frequency of basic insect and rodent control treatment.

The specific levels of service to be provided are:

15. Level I: Provided to small buildings, maintenance buildings, office buildings, parks structures or other buildings / structures. These sites may also have kitchen facilities / break room areas

/ vending machines. Seminole County leased office or warehouse space will also receive

Level I service.

a. Required Service. Monthly Insect and Rodent Control.

This service level shall be provided on a monthly treatment basis, and shall include at least the following:

Monthly Insect and Rodent Control shall include at least the following:

b. The Contractor shall adequately control the following pests:

i. Indoor populations of all species of ants, cockroaches, flies, rodents (mice and rats), stored product pests, spiders, fleas and millipedes.

ii. Outdoor populations of the above pests within 5 feet of any building.

iii. Other indoor pests that are a nuisance to occupants (e.g., fleas, gnats, etc.).

iv. Individual excluded pests that are incident invaders inside buildings.

c. The Contractor shall use non-pesticide methods of control wherever possible.

d. These methods include use of portable vacuums for initial clean-outs of cockroach infestations, swarming insects and spiders in webs, and low visibility trapping devices for indoor fly control other methods that preclude chemical pesticide usage. (Low visibility precludes use of fly strips hung in public areas).

e. As a general rule, the Contractor shall apply insecticides as "crack and crevice" treatment only (using an appropriate application tool or nozzle). Bait formulations should be used for cockroach and ant control wherever appropriate. Sticky traps should be used to guide and evaluate indoor insect control effort.

f. The Contractor is responsible for minor applications of caulk, expanding foam, and other sealing materials to eliminate harborage or access.

g. The contractor shall provide rodent control inside occupied buildings. The contractor shall accomplish control primarily with traps. All such devices need to be concealed in a protected area so as not to be affected by routine cleaning and other operations. The contractor is responsible for appropriate disposal of all trapped rodents and rodent carcasses within 24 hours.

v. In exceptional circumstances, when rodent poisons are deemed essential for adequate rodent control inside occupied buildings, the Contractor shall obtain approval from the County’s Contract Administrator prior to using those poisons. All rodent poisons, shall be placed in inaccessible locations and in EPA-approved tamper-resistant bait boxes. Frequency of bait box servicing depends on the level of rodent infestation. Bait boxes shall be maintained according to EPA regulations and with an emphasis on protecting non-target organisms.

vi. All bait boxes shall be placed out of general view and in locations that will not be disturbed by routine operations. The lids of all bait boxes shall be securely locked or fastened. All bait boxes shall be securely attached or anchored to the floor, ground, wall, or other immovable surface. Bait shall be placed in the baffle-protected feeding chamber and never in the runway of the box.

h. Wood Destroying Organism Control shall include at least the following:

vii. The Contractor shall inspect each building annually for WDO; Facilities Management anticipates that the initial WDO inspections will be completed within 90 days of contract commencement. The purpose of the inspections is to determine if buildings are infested with WDO and determine the best control methodology to suppress existing WDO populations and to prevent future infestations. Access to building spaces will be provided by the County’s Contract Administrators.

viii. The Contractor shall advise the County’s Contract Administrator where WDO infestations are observed, provide recommendations for WDO population suppression, provide recommendations for structural and / or landscaping modifications to prevent infestations, and total estimated cost for WDO treatments.

These additional treatments are outside the scope of this contract and will be competitively solicited on a site by site basis. Approval would be based on review of the proposed treatment for the infestation observed, termiticides proposed, and the expected duration of treatment effectiveness. The County’s Contract Administrator will issue purchase orders for treatments that Facilities Management desires.

32. Level II: Provided to community centers, correctional facilities, dormitory buildings or any buildings that have operating kitchens or serve a large amount of food on a regular basis.

i. Required Service: Twice Monthly Insect and Rodent Control.

This service level will include all services performed under Level I but twice monthly.

W. APPROXIMATE QUANTITIES IN THE CONTRACT.

Basic Period (Years One through Three):

Level I Service: 693,975 Square Feet Level II Service: 782,629 Square Feet

X. LOCATIONS OF WORK. Exhibit C – Price Proposal contains a listing of county buildings, the service level for each building location, and the square footage of the building. However, since it is anticipated that the total square footage to receive pest control services could reach a maximum of 700,000 Square Feet for Level I Service, and 1,300,000 Square Feet of Level II

Service, additional location listings will be issued as they become available. Exhibit C – Price

Proposal, and these additional location listings (up to the maximum amount allowed for the first three years of the contract) constitute the total contract requirements.

Y. SERVICE REQUIREMENTS.

34. The successful contractor shall develop and implement an integrated pest control plan for

Seminole County Facilities Management within 30 days of contract commencement. The pest control plan will contain the following elements:

j. The plan shall include proposed materials and equipment for service. Actual container labels and Material Safety Data Sheets (MSDS) for chemical pesticides, brand names of pesticide application equipment and trapping devices, pest monitoring devices, pest surveillance and detection equipment, and other pest control used to meet the requirements of this contract shall be included in the IPC plan.

k. The Contractor shall be responsible for the selection of the pesticide and for applying the pesticide according to label instructions. All pesticides used for fulfilling the terms of this contract shall be registered with the US Environmental Protection Agency (US EPA).

Transport, handling, and use of pesticides shall be in strict accordance with the label instructions and applicable federal, state and local laws and regulations.

l. The Contractor shall adhere to the following rules for pesticide use: When pesticide use is necessary, the Contractor shall employ the least hazardous material, most precise application method, and the least amount of pesticide necessary to achieve control. No pesticide application work may start until the County’s Contract Administrator approves the plan.

m. The Contractor shall receive concurrence from the County’s Contract Administrator prior to implementing any subsequent changes to the approved pest control plan including additional or replacement pesticides, and changes in personnel servicing the contract (for access control & background check validation).

n. Work order request and inspection forms shall be used to advise the Contractor of routine service requests and to document performance of all work, including emergency work.

o. The County’s Contract Administrator shall continually evaluate the progress of this contract in terms of effectiveness and safety and shall require changes within the scope of the contract as necessary. The Contractor shall take prompt action to correct identified deficiencies.

41. The successful contractor shall conduct a detailed site survey within (45) days of contract commencement to add necessary detail to their integrated pest control (IPC) plan. Such details will include locations for bait stations and IPC service frequencies.

42. Within 30 days of contract commencement, the successful contractor shall provide MSDS sheets for all chemicals and begin implementation of IPC services. The contractor shall provide written notification to the County’s Contract Administrator that background checks have been completed on technicians identified to service this contract.

43. Within 60 days of contract commencement, the contractor shall finalize the IPC and present three copies to the County’s Contract Administrator for approval and implementation.

Within 30 days of contract commencement, the contractor shall coordinate with the

County’s Contract Administrator for an on-site orientation for the contractor’s service technicians that will be servicing this contract. During this orientation, the technicians will be introduced to key staff in the buildings.

44. EMERGENCY SERVICE. Building occupants may require emergency service. Emergency

Services are identical to routine service calls except if the County’s Contract Administrator has determined that the problem cannot wait until the next routine service. Emergency

Service shall be called into the contractor and immediately followed up with a fax or e-mail copy of the work order stating the Emergency Service. The County’s Contract Administrator shall provide a list of the individuals authorized to request Emergency Service within 30 days of contract commencement. Emergency Service calls shall be responded to within two (2) hours of the contractor receiving the call, fax or e-mail.

BB. CONTROL OF NUISANCE ANIMALS. Contractor is required to control the occasional nuisance animals such as snakes, opossums, raccoons, birds, etc. The successful contractor shall include pricing for these services under Lot # 4 as a separate line item in this contract.

CC. CONTRACT MANAGEMENT.

45. Contract / Project Coordinator or designee is designated as the County’s Contract

Administrator for this contract. The Facilities Management staff listed below shall be the initial point of contact for information and work authorization:

Facilities Main Line (407) 665-5282 Contracts / Leasing Coordinator (407) 665-5280 Facilities Fax (407) 665-5285

46. Reports: In addition to submittal of the daily service tickets, the contractor shall provide a written summary report every three (3) months regarding the following pest control activities.

The report will be emailed to FMreports@seminolecountyfl.gov.

p. Pesticide reduction (amounts and number of applications).

q. Recommendation for structural, sanitation and other repairs to reduce access, harborage, food, and water.

r. Trouble spots eliminated.

s. Risk reduction achieved.

t. Recommendations to change management practices (e.g., policies prohibiting bringing food into certain areas, etc.).

52. Coordination Meetings. The County’s Contract Administrator (or designee) shall meet with the contractor’s representatives on a regular basis. The successful contractor shall include in their cost of doing business, provision for the contractor’s contract manager to attend these meetings every quarter to discuss quality of service issues. A supervisor / manager level individual will attend this meeting, not solely a service technician.

53. Emergency Service. The County’s Contract Administrator, or staff, will determine if a pest control problem is an “emergency problem”. Emergencies shall be handled within two (2) hours (See Building List for hours of operation). The Contractor will be notified via phone, fax or e-mail by the County’s Contract Administrator or staff if emergency service is required.

54. It is important that frequent communication occur between the Contractor and the County’s

Contract Administrator. Furthermore, it is mandatory that the County’s Contract Administrator be kept informed of Contractor activity in their building(s). While the use of work orders will go far to maintain communications, direct communication between contractor personnel and

Seminole County staff is encouraged.

55. The Contractor is responsible for advising the County’s Contract Administrator of any structural, sanitary, or procedural modifications that would reduce pest food, water, harborage, or access. The Contractor is not responsible for carrying out structural modifications as part of the pest control effort.

mailto:FMreports@seminolecountyfl.gov

GG. QUALITY CONTROL PROGRAM. The Contractor shall establish a Quality Control

Program to assure that the requirements of this contract are met and provide three (3) copies to the County’s Contract Administrator. The Quality Control Program is part of the Integrated Pest

Control Plan that is due to the County’s Contract Administrator 30 days after contract commencement.

The contractor shall send a supervisor to either accompany or check after the service technician every other month. That supervisor is required to attend a quarterly meeting with the County’s

Contract Administrator (see section 12.3). The quality control program shall include an annual records review to document continued Pest Control certification, continued eligibility to work in

Seminole County buildings (criminal background checks, driver’s license current, and current proof of insurance, etc.) and other internally specified (by contractor) technical quality control measures.

Contractor Supervisors or managers attending the quarterly meetings shall bring contractor summary records of work done in the previous three months in order to answer any concerns.

The Contractor shall employ the services of a professional entomologist when necessary. The entomologist would review the quality control program for appropriateness and effectiveness in control pest populations. No additional charges to Seminole County Facilities Management shall apply for this review.

QUALIFICATIONS / PAST PERFORMANCE:

The Proposer shall include qualifications and past performance of the firm / individual(s) who will provide the services, including resumes. The submission must include:

A. Contractor financial responsible for obtaining all required permits, licenses and bonds to comply with pertinent municipal, county, state and federal laws, and shall assume liability for all applicable taxes. The contractor shall provide current copies of all licenses. Copies of current certificates and licenses shall be provided for at least six (6) current employees that will be assigned to service this contract.

B. All Contractor personnel performing work according to this contract shall be appropriately trained and certified to perform the work.

C. The successful contractor shall perform (or have performed) background checks on employees selected to service the Seminole County Facilities Management Account.

D. The contractor shall present evidence that the firm has been engaged in the pest control business for at least the past five (5) years. Contractors responding to this RFP shall have experience in servicing a similarly sized and complex customer.

E. Contractors shall provide five (5) references. At least two references must be customers whose pest control needs are similar to Seminole County in size and scope. Acceptable references in this category would be commercial office complexes in excess of 1 million square feet, large apartment complexes, and other governmental operations. At least two of the references must be from customers that have used your company’s services consecutively for three (3) years or longer. References must include the name, position and telephone number of a contact person, size and description of the units / buildings serviced, and how long your company has serviced the customer. If contacted, all clients must verify that a high level of satisfaction was provided.

TECHNICAL PLAN

A. Approach to Work. The Proposer shall include information pertaining to logistical factors, familiarity with Seminole County, reporting and communication procedures, also the proximity of office.

B. Resources Available. The Proposer shall include information about their employee’s equipment to perform the work and name all subcontractors.

C. Vendor Service Representative. Proposers must submit with their proposal the name, address, and phone number of the person(s) to be contacted for the placement of an order and the coordination of service. A contact for both regular work-hours and afterhours, weekends, and holidays must be identified.

PRICE PROPOSAL

Using the attached Price Proposal forms, the Proposer shall present the financial proposal for providing the Described Services. Price Proposals not submitted on the Attached Forms shall render the Proposal non-responsive. The prices or discounts offered are for firm, fixed price proposals. Exhibit C – Price Proposal Excel Spreadsheets located in “Attachments.”

3. Instructions to Proposers

3.1. Contact

All prospective Proposers are hereby instructed not to contact any member of the Seminole

County Board of County Commissioners, the County Manager or Deputy Manager, or any

Seminole County Staff members other than the noted Purchasing & Contracts Division (herein referred to as ‘PCD’) Contact Person, PCD ADMIN, regarding this RFP or their written proposal at any time prior to the posting on the COUNTY’S Website of the recommendation and intent to award by County staff for this project. Any such contact shall be cause for rejection of your proposal. Interpretation of this clause will be solely at the discretion of the COUNTY.

3.2. Pre-Proposal Conference

There will not be a Pre-Proposal Conference for this RFP.

3.3. Public Opening

Electronic submittals shall be received by PCD online in accordance with the instructions in this solicitation documents, unless otherwise revised via posted Addenda. Persons with disabilities needing assistance to participate in the Public Opening should call the noted PCD Contact

Person at least forty-eight (48) hours in advance of the Public Opening at (407) 665-7116. The

Public Opening via ZOOM https://us06web.zoom.us/j/84499184101?pwd=UVhDbk9IS3lnZkZUMW9WV01vWlp3UT09 /

Meeting ID: 844 9918 4101 / Passcode: 760550

3.4. Delays

The COUNTY, at its sole discretion, may delay the scheduled due date and time for submission, if it is to the advantage of the COUNTY to do so. The COUNTY will post all changes in the scheduled due date and time for submission by written addendum posted to the COUNTY’s

Website: (https://secure.procurenow.com/portal/seminolefl)

3.5. Proposal Submission and Withdrawal

The COUNTY will accept submittals electronically via the COUNTY’s e-Procurement Portal until

2:00 pm on Wednesday, November 15, 2023. Proposals received after the scheduled due date and time for submission shall not be considered. Proposals submitted in any other format other than via the COUNTY’S e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed. Companies shall register on the COUNTY’S e-Procurement Portal. Once registered, Companies may view and click "Follow" to be a prospective Proposer for this solicitation and will appear on the Follower’s list. Proposers that fail to Follow this project will not receive automatic addenda notifications, nor will they be able to draft a response in the COUNTY’S e-Procurement Portal, and therefore will be unable to participate or be considered for this RFP. If a Proposer encounters technical difficulties using the COUNTY’S e-Procurement Portal, or needs assistance using the Portal, Proposers may access the Help Center for vendor training guides provided by OpenGov-

Procurement, the Software Administrator. Proposers may also contact the Software http://help.procurenow.com/en/articles/5815468-opengov-procurement-vendor-training

Administrator using the real-time chat function on the COUNTY’S e-Procurement Portal (located in lower right-hand corner of the screen), or via email at support@procurenow.com for support.

The COUNTY will not be responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, or use of a malfunctioning electronic device, or the like, neither the COUNTY, nor the Software Administrator, will be held responsible. Proposers shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the Proposer is using to submit a response. Failure of the Proposer to successfully submit an electronic proposal before the deadline indicated herein shall be at the Proposer's sole risk, and no relief will be given for late and/or improperly submitted proposals. Once file(s) have been uploaded and the

Submission Status shows as “Submitted” the submission is complete. At that point, the

Proposer will also receive an email confirmation from the COUNTY’s e-Procurement Portal.

Telephone confirmation of timely receipt of any submittal should be made by calling (407) 665-

7116, before the 2:00 pm deadline.

The Proposer is required to submit ONE (1) ELECTRONIC FORMATTED file of their complete written submittal.

Proposers may withdraw their submittal electronically via the COUNTY’S e-Procurement Portal at any time prior to the scheduled due date and time for submission.

3.6. Inquiries

All Proposers should carefully examine the RFP documents. Any ambiguities or inconsistencies shall be brought to the attention of PCD Contact Person in writing via the Q&A tab in the

COUNTY’S e-Procurement Portal prior to the scheduled due date and time for submission.

Failure to do so, on the part of the Proposer, shall constitute an acceptance by the Proposer of any subsequent decision made by the COUNTY. Any questions concerning the intent, meaning and interpretations of the RFP documents including the attached Draft Agreement, shall be requested in writing, and received no later than 10:00 am on Friday, November 3, 2023. Written requests shall be submitted via the COUNTY’S e-Procurement Portal The COUNTY will not be responsible for oral instructions made by employees of the COUNTY or its authorized representatives in regard to this RFP. If the Q&A deadline has passed, a Proposer may contact the COUNTY directly if necessary at pcdadmin@seminolecountyfl.gov. The COUNTY reserves the right to reject any questions sent after the Q&A deadline.

3.7. Addenda

Should revisions to the RFP documents become necessary, the COUNTY will post Addenda information on the COUNTY's e-Procurement Portal. The COUNTY’s e-Procurement Portal will issue an automated email notification to all “Followers” on the RFP’s Followers list. All

Proposers should check the COUNTY's Website or notify PCD ADMIN to verify information regarding Addenda. Failure to do so may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. By execution of the Formal Notice for this RFP, the

Proposer acknowledges receipt of all Addenda issued under this solicitation. Addenda information will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). It is the sole responsibility of the Proposer to ensure that they obtain information related to any Addenda.

3.8. Selection Process and Award

Proposals will be reviewed by the COUNTY Evaluation Committee in accordance with the evaluation criteria set forth in the RFP documents. The COUNTY reserves the right to conduct interviews and require presentations of any or all Proposers prior to selection. The COUNTY will not be liable for any costs incurred by the Proposer in connection with such presentations.

Should oral presentations for this RFP be required by the COUNTY, the evaluation criteria and weights shall be used to short-list the Proposers. The County will award a contract based on the proposal that best meets the County's requirements. The Proposer understands that this RFP does not constitute an agreement or a contract with the Proposer. The COUNTY reserves the right to reject all bids/proposals, make multiple awards (award to more than one vendor), make a partial award, to waive formalities, to re-solicit and advertise for new bids/proposals, or to cancel the project in its entirety.

3.9. Proposal Preparation Costs

Neither the COUNTY nor its representatives shall be liable for any expenses incurred in connection with preparation of a response to this RFP. Proposers should prepare their proposals simply and economically, providing a straightforward and concise description of the

Proposer's ability to meet the requirements of this RFP.

3.10. Accuracy of Proposal Information

By submission of a proposal, Proposer acknowledges that they have carefully examined the

Request for Proposal documents and agrees to furnish the services specified in the solicitation at the prices, rates or discounts as proposed. Proposers agree that their proposal will remain firm for a period of up to one hundred twenty (120) days in order to allow the County adequate time to evaluate the submittals.

By submission of a proposal, Proposer agrees to abide by all conditions of this proposal and understands that a background investigation may be conducted by the Seminole County

Sheriff’s Department prior to award. Proposer certifies that all information contained in their proposal is truthful to the best of their knowledge and belief. Proposer further certifies that they are duly authorized to submit this proposal on behalf of the vendor/Proposer as its act and deed and that the vendor/Proposer is ready, willing and able to perform if selected.

3.11. Insurance

A misstatement or omission of a material fact, whether intentional or not, regarding the

Proposer's insurance coverage, policies or capabilities may be grounds for rejection of the

Proposer’s submitted proposal and rescission of any ensuing Award Agreement.

The COUNTY recommends that all Proposers review the insurance requirements listed within the Draft Agreement with their insurance carriers. A copy of the insurance certificate shall be furnished to the COUNTY prior to the final execution of the COUNTY’s

Award Agreement. The COUNTY reserves the right to reject the award to any Proposer that fails to provide the insurance as required within the COUNTY’s Award Agreement.

3.12. Licenses

Proposers, both corporate and individual, must be fully licensed and certified for the type of work to be performed in the State of Florida at the time of submittal under this RFP. Failure of the Proposer to be fully licensed and certified, may result in rejection of the Proposer’s submitted proposal and a determination as “Non-Responsive”. Any permits, licenses, or fees required shall be the responsibility of the Proposer. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, County, City, etc., is the responsibility of the Proposer.

3.13. Posting of the RFP’s Recommendation and Intent to Award

The recommendation and intent to award for this RFP will be posted on the COUNTY’s Website

(https://secure.procurenow.com/portal/seminolefl). Failure to file a protest with the COUNTY’s

Purchasing & Contracts Manager within the time prescribed in the COUNTY's Purchasing Code, Policies and Procedures shall constitute a waiver of proceedings.

3.14. Public Records

Upon recommendation and intent to award this RFP as posted to the COUNTY’s website or thirty (30) calendar days after closing, proposals are considered “public records" and shall be subject to the public disclosure regulations consistent with Chapter 119, Florida Statutes.

Proposers must invoke the exemptions to disclosure provided by law in their response to the solicitation and must identify the data or other materials to be protected by uploading any information deemed confidential separately under “Confidential Files,” and must state the reasons why such exclusion from public disclosure is necessary pursuant to the COUNTY’s, “Compliance With Public Records Law” Form, which is required as part of the RFP documents.

Ownership of all data, material, and documentation originated and prepared for the County pursuant to the RFP shall belong exclusively to the County and be subject to public inspection in accordance with the Public Records Law. Trade secrets or proprietary information submitted by a Proposer shall not be subject to public disclosure under the Public Records Law; however, the

Proposer must invoke the protection of this section prior to or upon submission of the data or other materials, and must identify the data or other materials to be protected and state the reasons why protection is necessary.

3.15. Prohibition Against Contingent Fees

It shall be unethical for any person to be retained, or to retain any company or person, other than a bonafide employee working solely for the Proposer to solicit or secure the Award

Agreement for this RFP, and that it has not paid or agreed to pay any person, company, corporation, individual or firm, other than a bonafide employee working solely for the Proposer, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from award or making of this Award Agreement. For the breach or violation of this provision, the

COUNTY shall have the right to terminate the Award Agreement at its sole discretion, without liability and to deduct from the Award Agreement price, or otherwise recover, the full amount of such fee, commission, percentage, gift, or consideration.

3.16. Rejection/Disqualification

The COUNTY reserves the right to reject the proposal of any Proposer who has failed to perform, in a timely manner, the scope of services of a previously awarded agreement. The

COUNTY reserves the right to inspect all facilities of Proposers in order to make a determination as to the available resources to perform properly under this award. The COUNTY reserves the right to waive any irregularities, informalities, and technicalities and may, at its discretion, issue a re-procurement. More than one (1) proposal from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Proposer is involved in more than one proposal submittal will be cause for rejection of all proposals in which such Proposers are believed to be involved. Any or all proposals will be rejected if there is reason to believe that collusion exists between Proposers.

Proposals in which the prices obviously are unbalanced will be subject to rejection.

3.17. Purchasing Code

Seminole County Code Chapter 220 (Purchasing Code), Administrative Code Section 3.55

(Purchasing Policy), and County Manager Policies apply to this RFP in their entirety.

3.18. Affirmation

By submission of a proposal, the Proposer affirms that their proposal is made without prior understanding, agreement or connection with any corporation, firm, or person submitting a proposal for the same materials, supplies, equipment or services, and is in all respects fair and without collusion or fraud. The Proposer agrees to abide by all conditions of this RFP and the resulting Award Agreement.

3.19. Governmental Restrictions

In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this proposal prior to their delivery, it shall be the responsibility of the Proposer to notify the Purchasing and

Contracts Division at once, indicating in his/her letter the specific regulation which required an alteration, including any price adjustments occasioned thereby. The County reserves the right to accept such alteration or to cancel the contract or order at no further expense to the County.

3.20. Advertising

In submitting a proposal, Proposer agrees not to use the results therefrom as a part of any commercial advertising, without the express written approval of the County Manager’s Office.

3.21. Patents and Royalties

Unless otherwise provided, the Proposer shall be solely responsible for obtaining the right to use any patented or copyrighted materials in the performance of the contract resulting from this

PS. The Proposer, without exception, shall indemnify and save harmless the County and its employees from liability of any nature or kind, including cost and expenses for or on account of any copyrighted, patented, or unpatented invention, process, or article manufactured or supplied by the Proposer. In the event of any claim against the County of copyright or patent infringement, the County shall promptly provide written notification to the Proposer. If such a claim is made, the Consultant shall use its best efforts to promptly purchase for the County the legitimate version of any infringing products or services or procure a license from the patent or copyright holder at no cost to County that will allow continued use of the service or product. If none of the alternatives are reasonably available, the County agrees to return the article on request to the Proposer and receive reimbursement, if any, as may be determined by a court of competent jurisdiction.

3.22. Drug-Free Workplace Compliance

Proposer shall comply with Section 287.087, Florida Statutes, and failure to comply shall result in rejection/disqualification of the proposal and all agreements as a result of this solicitation.

3.23. Public Entity Crime

Any Person or affiliate, as defined in Section 287.133, Florida Statutes, shall not be allowed to contract with the COUNTY, nor be allowed to enter into a subcontract for Work on this Project, if such a person or affiliate has been convicted of a public entity crime within three (3) years from the date this Project was advertised for Proposal, or if such person or affiliate was…