Pest_Control_Services_for_Public_Services_and_Utilities_Facilities.pdf

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

PEST CONTROL SERVICES FOR

PUBLIC SERVICES AND

UTILITIES FACILITIES

QUICK QUOTE # PSPW-26-QQ-02

Issuance of Solicitation: Thursday, March 26, 2026

Questions Due Date: Tuesday, April 14, 2026

Bid Submission Deadline: Monday, April 20, 2026

THE CITY OF PEMBROKE PINES

PROCUREMENT DEPARTMENT

8300 SOUTH PALM DRIVE

PEMBROKE PINES, FLORIDA 33025

(954) 518-9020

Table of Contents

1. NOTICE

2. GENERAL PROJECT INFORMATION & TIMELINE

3. PURPOSE AND BACKGROUND

4. SCOPE OF WORK

5. PRICE PROPOSAL / BID TABLE

6. SUBMITTAL DOCUMENTS

7. INSURANCE REQUIREMENTS

8. SPECIAL TERMS & CONDITIONS

Attachments:

A - Sample Insurance Certificate

B - Specimen Contract - Contractual Services Agreement

QQ # PSPW-26-QQ-02 SECTION 1 - NOTICE Page 3

City of Pembroke Pines

SECTION 1 - NOTICE

Notice is hereby given that the City of Pembroke Pines is seeking quotes for:

QQ # PSPW-26-QQ-02

Pest Control Services for Public Services and Utilities Facilities

Solicitations may be found on the City of Pembroke Pines website under the Procurement

Department at http://www.ppines.com/index.aspx?NID=667, and may be downloaded directly from the OpenGov platform at https://procurement.opengov.com/portal/pembrokepines.

For Technical Support, proposers can reach the OpenGov Service Desk between 7:00 am to 10:00 pm from Monday through Friday via the following methods:

o Chat (preferred method): Click the button in the lower right-hand corner of the portal.

o E-mail: procurement-support@opengov.com o Phone: 1 (650) 336-7167

If additional help is needed with downloading the solicitation package please contact the

Procurement Department at (954) 518-9020 or by email at purchasing@ppines.com. The

Procurement Department hours are between 7:00 am to 6:00 pm on Monday through Thursday and is located at 8300 S Palm Drive, Pembroke Pines, FL 33025.

Bidders shall submit all questions regarding this bid via the City's e-Procurement Portal, located at https://procurement.opengov.com/portal/pembrokepines. Please note the deadline for submitting questions. All answers will be posted on the City's e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the bidder's responsibility to check the portal for updates. Only written responses issued through the OpenGov platform will be considered official for interpretations or clarifications.

Proposals will be accepted until 2:00 pm on Monday, April 20, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/245120.

http://www.ppines.com/index.aspx?NID=667 https://procurement.opengov.com/portal/pembrokepines mailto:procurement-support@opengov.com mailto:purchasing@ppines.com https://procurement.opengov.com/portal/pembrokepines/projects/245120

QQ # PSPW-26-QQ-02SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 4

SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE

2.1 Project Timeline

This contract shall be for an initial 2-year period with two (2) additional 2-year renewal terms.

2.2 Tentative Schedule of Events

Issuance of Solicitation (Posting Date): March 26, 2026

QQ # PSPW-26-QQ-02SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 5

Pre-Bid Meeting (Mandatory): April 7, 2026, 10:00am

1. Start - Public Services Building –

Building 66

8300 South Palm Drive, Pembroke Pines, FL

Approx. 24,530 sq. ft.

2. Building #78 (South & North)

8331 Pembroke Road, Pembroke Pines, FL

Approx. 4,775 sq. ft.

3. Water Treatment Plant – Control Building

13955 Pembroke Road, Pembroke Pines, FL

Approx. 7,176 sq. ft.

4. Headworks Building – Rodent Control

Only

13955 Pembroke Road Headworks, Pembroke Pines, FL

5. Old Public Works Building (Including

Lift Stations)

13975 Pembroke Road, Pembroke Pines, FL

Approx. 22,120 sq. ft.

6. Water Plant – Two-Story Building

7900 Johnson Street, Pembroke Pines, FL

Approx. 2,310 sq. ft.

7. Water Plant – New Maintenance Building

7900 Johnson Street Maintenance, Pembroke Pines, FL

Approx. 3,965 sq. ft.

QQ # PSPW-26-QQ-02SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 6

8. Old Control Building (Generator / Pump /

VFD)

7960 Johnson Street, Pembroke Pines, FL

Question Due Date: April 14, 2026, 11:00pm

Issuance of Final Answers to Questions: April 16, 2026

Bid Submission Deadline: April 20, 2026, 2:00pm

2.3 Mandatory Pre-Bid Meeting/Site Visit

There will be a MANDATORY scheduled pre-bid meeting on Tuesday, April 7, 2026 at 10:00 am.

Meeting location will be at the 1. Start - Public Services Building – Building 66 8300 South Palm

Drive, Pembroke Pines, FL Approx. 24,530 sq. ft. 2. Building #78 (South & North) 8331

Pembroke Road, Pembroke Pines, FL Approx. 4,775 sq. ft. 3. Water Treatment Plant –

Control Building 13955 Pembroke Road, Pembroke Pines, FL Approx. 7,176 sq. ft. 4.

Headworks Building – Rodent Control Only 13955 Pembroke Road Headworks, Pembroke

Pines, FL 5. Old Public Works Building (Including Lift Stations) 13975 Pembroke Road, Pembroke Pines, FL Approx. 22,120 sq. ft. 6. Water Plant – Two-Story Building 7900 Johnson

Street, Pembroke Pines, FL Approx. 2,310 sq. ft. 7. Water Plant – New Maintenance Building

7900 Johnson Street Maintenance, Pembroke Pines, FL Approx. 3,965 sq. ft. 8. Old Control

Building (Generator / Pump / VFD) 7960 Johnson Street, Pembroke Pines, FL

A. Proof of Attendance: Vendors may be required to sign in at any of the meetings to show proof of attendance. It is the Vendor’s responsibility to make sure that they sign in at the meeting.

2.4 Follow-Up Pre-Bid Meeting(s)

Follow-Up Meetings: In the event that a Vendor cannot attend the scheduled pre-bid meeting, or if a Vendor would like a follow up visit to the site, they may request a site visit by contacting Laura

Hernandez at (754) 230-5466 Ext: 55466. We urge all Vendors to attend the scheduled meeting, as a separate or follow-up meeting may not be afforded to the requester due to scheduling and availability of staff to assist with any additional meetings. In addition, if making a request for a separate or follow-up meeting, Vendors are urged to make these requests as early as possible.

2.5 Grant/Federal Funding

Not applicable for this project.

2.6 Proposal Security/Bid Bond

A Proposal Security shall not be required for this project.

2.7 Payment and Performance Bonds

QQ # PSPW-26-QQ-02SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 7

Payment and Performance Bonds shall not be required for this project.

QQ # PSPW-26-QQ-02 SECTION 3 - PURPOSE AND BACKGROUND Page 8

SECTION 3 - PURPOSE AND BACKGROUND

3.1 Purpose

The City of Pembroke Pines is seeking quotes from qualified firms, to to provide comprehensive pest management services for designated Public Services and Utilities facilities. The objective is to maintain all facilities in a sanitary, pest-free condition through routine preventive treatment and responsive corrective services, in accordance with the terms, conditions, and specifications contained in this solicitation.

3.2 Background

Pembroke Pines, Florida, ranked as the eleventh largest city among the state's four hundred plus municipalities and the second largest in Broward County, maintains a welcoming small-town ambiance that resonates with its residents. Located conveniently in southwest Broward County, the city provides seamless access to major highways, employment centers, entertainment venues, parks, golf courses, and a diverse array of dining and shopping options.

With a population of approximately 170,000 residents spread across 32.68 square miles, Pembroke

Pines is renowned as one of the best cities to live in America. The city boasts 28 superior parks, lush landscaping, and a distinctive South Florida charm that contributes to its natural beauty. Notably recognized as 2024's Best Place to Raise a Family in Florida, and 2024's Best City of Hispanic

Entrepreneurs by WalletHub, Pembroke Pines also earned a place as the on Money Magazine's esteemed Best Places to Live list in 2014, as the sole Florida representative, ranking in at #32 in the nation.

Incorporated in 1960, Pembroke Pines is celebrated as a safe and desirable community, having received accolades such as the All-America City designation. The city's commitment to arts and culture, exceptional schools, diverse population, numerous parks, and forward-thinking approach in an ever-evolving world make it a standout destination.

Pembroke Pines is also the home to the largest municipal-run charter school system in the nation, serving over 6,000 students across five separate campuses. The City’s award-winning charter school system is located in the Broward County School District, which is the sixth largest school district in the nation.

QQ # PSPW-26-QQ-02 SECTION 4 - SCOPE OF WORK Page 9

SECTION 4 - SCOPE OF WORK

4.1 General Note

The Vendor shall provide monthly pest control services at all listed facilities unless otherwise specified.

At each monthly service visit, the Vendor shall:

4.2 Exterior Services

• Remove all visible cobwebs from exterior building surfaces.

• Apply liquid residual insecticide treatment along the building perimeter extending:

o 3–4 feet outward from exterior walls; and o 2–3 feet vertically up exterior walls.

• Apply granular insecticide treatment around building perimeters where permitted and appropriate.

• Inspect all existing exterior rodent bait stations.

• Replace or replenish rodent bait as necessary.

• Ensure all rodent stations are secure, tamper-resistant, and properly labeled.

4.3 Interior Services

• Apply liquid residual treatment to:

o Baseboards o Kitchens and breakrooms o Restrooms o Offices o Common areas o Mechanical rooms o Storage rooms

QQ # PSPW-26-QQ-02 SECTION 4 - SCOPE OF WORK Page 10

• Apply gel baits, dust formulations, crack-and-crevice treatments, and other targeted products as needed.

• Treat all areas as necessary to control insects including, but not limited to:

o Ants o Roaches o Spiders o Silverfish o Stored product pests o Other common structural pests

4.4 Rodent Control

• Inspect and maintain all existing rodent control stations.

• Provide monitoring, bait replacement, and documentation.

• Provide rodent trapping and removal when activity is identified.

• Headworks Building shall receive rodent control services only.

4.5 Service Frequency

• Routine service shall be performed monthly at all facilities.

• Full pest control services shall be provided at every facility, except the Headworks Building, which shall receive rodent control only.

• Dates and times shall be coordinated with the City to minimize operational disruption.

• Vendor shall provide written service reports after each visit.

4.6 Products and Compliance Requirements

• All pesticides, materials, and application methods must comply with:

o Federal regulations (EPA) o State of Florida regulations (FDACS) o Broward County and local ordinances

• All products must be labeled for intended use.

QQ # PSPW-26-QQ-02 SECTION 4 - SCOPE OF WORK Page 11

• Vendor shall utilize professional-grade products suitable for municipal facilities.

• Vendor shall follow Integrated Pest Management (IPM) principles whenever possible.

• Safety Data Sheets (SDS) must be provided upon request.

• Vendor must maintain all required licenses and certifications throughout the contract term.

4.7 Callback Services

• Service calls for pests covered under this contract shall be provided at no additional charge.

• Response time for service calls shall not exceed 48 hours (or as otherwise specified by the

City).

• Emergency response capability shall be available.

4.8 Additional Services (As Needed)

The Vendor shall provide pricing in the bid for the following services, which may be requested on an as-needed basis:

1. Additional Rodent Bait Station (Tamper-Resistant) - Per Unit Cost.

2. Interior Rodent Control – Base Fee (Up to 5 rodents, same building) - Per Occurrence.

3. Interior Rodent Control – Each Additional Rodent Trapped/Removed - Per Unit Cost.

4. Bee Removal – Exterior (First Floor) - Per Occurrence.

5. Bee Removal – Upper Elevations / High Structures (Upcharge) - Per Occurrence.

6. Wildlife trapping and removal - Per Cage/Animal.

All additional services must be pre-approved by the city prior to execution.

4.9 Exclusions

The following services are excluded unless separately contracted:

• Termite treatments.

• Wood Destroying Organism (WDO) inspections or treatments.

• Structural repairs due to pest damage.

4.10 Locations to be Service

The Vendor shall provide services at the following facilities:

QQ # PSPW-26-QQ-02 SECTION 4 - SCOPE OF WORK Page 12

1. Public Services Building - Building 66

8300 South Palm Drive, Pembroke Pines, FL

Approx. 24,530 sq. ft.

2. Building #78 (South & North)

8331 Pembroke Road, Pembroke Pines, FL

Approx. 4,775 sq. ft.

3. Water Plant (Two-Story Building)

7900 Johnson Street, Pembroke Pines, FL

Approx. 2,310 sq. ft.

4. Water Plant – New Maintenance Building

7900 Johnson Street, Pembroke Pines, FL

Approx. 3,965 sq. ft.

5. Old Public Works Building (Including Lift Stations)

13975 Pembroke Road, Pembroke Pines, FL

Approx. 22,120 sq. ft.

6. Water Treatment Plant – Control Building

13955 Pembroke Road, Pembroke Pines, FL

Approx. 7,176 sq. ft.

7. Headworks Building (Rodent Control Only)

13955 Pembroke Road, Building #1

Rodent control services only.

8. Old Control Building (Including Generator Room, High Service Pump Room, and VFD

Room)

7960 Johnson Street, Pembroke Pines, FL

The City reserves the right to add or remove facilities during the contract term.

4.11 Service Reporting Requirements

After each service visit, the Vendor shall provide:

• Date of service

• Technician name and license number

• Areas treated

QQ # PSPW-26-QQ-02 SECTION 4 - SCOPE OF WORK Page 13

• Products applied (including EPA registration number)

• Rodent station inspection results

• Observed pest activity

• Corrective recommendations, if applicable

Reports shall be submitted electronically to the designated City employee unless otherwise directed.

4.12 Contract KPIs

These KPIs may be used for performance monitoring, reporting, and remedies (service credits) per the contract.

KPI Register

KPI

ID

Category Definition Measurement Method Target Minimum

Acceptable

Measurement

Frequency Escalation

KPI-01 Service Delivery Percent of scheduled monthly services completed on the agreed service date/time window per facility. Calculated monthly.

Evaluate on a quarterly basis.

(Completed Pest Control

Services ÷ Total Scheduled

Services) × 100

100% ≥ 95% Monthly reporting /

Quarterly evaluation signed/emailed report action plan; repeated failure may trigger service credit.

visibility. Evaluated on a rolling 3-month basis;

excludes City-approved reschedules

KPI-02 Callback Response Percent of callback requests for covered pests responded to within

48 hours (excluding City closures).

(On-time Responses ÷ Total

Valid Requests) × 100 95% ≥ 90% Monthly credit per incident and escalation to supervisor.

dispatched or confirmed scheduling

KPI-03 Repeat Pest

Incidents

Number of repeat pest incidents

(same pest type, same area) within

30 days of treatment, per facility.

(Repeat Incidents ÷ Total

Incidents) × 100 ≤ 2 per month ≤ 4 per month Monthly notes consecutive months triggers root cause analysis and enhanced treatment plan at no cost.

issues reported to City

KPI-04 Rodent Station

Integrity Percent of existing bait stations found secured, labeled, and serviceable during inspection;

missing/damaged stations must be replaced/secured.

(Compliant Stations ÷ Required

Stations) × 100 100% ≥ 98% Monthly checklist + photos (if applicable) station is corrected within 5 business days.

inventory

KPI-05 Service Report

Compliance Percent of service reports submitted within 24 hours of visit and containing required fields

(areas treated, products, quantities, observations, recommendations).

(Compliant Reports Submitted ÷

Total Visits) × 100 ≥ 98% ≥ 95% Monthly written notice and potential withholding of invoice approval.

inventory

QQ # PSPW-26-QQ-02 SECTION 4 - SCOPE OF WORK Page 14

KPI-06 Regulatory

Compliance Zero violations of label instructions, storage/transport rules, or City safety requirements;

SDS availability upon request.

(Pass/Fail) 0 violations 0 violations Ongoing / Quarterly

Review licenses immediate corrective action and may be deemed default.

included

KPI-07 Issue Notification Percent of material pest risk findings (e.g., sanitation/entry points) communicated to City within 1 business day with written recommendation.

(On-time Notifications ÷ Total

Findings) × 100 ≥ 95% ≥ 90% Monthly submissions triggers corrective action plan.

contract

KPI-08 Satisfaction Score Average rating from designated facility contacts on a 1–5 scale covering professionalism, disruption minimization, and issue resolution.

Total Score ÷ Responses

≥ 4.5 ≥ 4.0 Quarterly response count required count required

Note - Service Delivery KPI % is calculated as the number of scheduled service events completed on their due date divided by the total number of scheduled service events, multiplied by 100. Results are reported monthly and evaluated on a rolling three-month basis. Each month includes eight (8) scheduled services, for a total of twenty-four (24) services in each three-month period.

Example:

If, over a three-month period, 22 out of the 24 scheduled service events are completed on their due date, the Service Delivery KPI % would be calculated as:

(22 ÷ 24) × 100 = 91.7%

Optional KPI Tracker (Enter Actuals)

KPI ID Reporting Period (YYYY-MM) Actual Result

QQ # PSPW-26-QQ-02 SECTION 4 - SCOPE OF WORK Page 15

QQ # PSPW-26-QQ-02 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 16

SECTION 5 - PRICE PROPOSAL / BID TABLE

The vendor must provide their pricing electronically through the designated line items listed on the

Bid Sheet/Pricing Table via the City's e-Procurement portal on OpenGov.

Vendor Notes: The bid tables includes a “Vendor Notes” column for any additional comments regarding the requested line item(s). A comment is preferred in the “Vendor Notes” column. If the vendor does not need to submit any comments, they may leave it blank or enter N/A or similar.

Primary Responses: The initial Bid Table is for the primary responses so that the vendors can submit the requested goods and/or services.

BASE SERVICES – MONTHLY COST FOR PREVENTIVE PEST CONTROL

This table is for vendors to provide monthly pricing for preventive pest control services for each listed facility. Please enter the monthly cost per location based on one service visit per month.

Line Item Description Address Service

Type Approx. Sq

Ft Unit of

Measure Quantity

(Once a

Month)

Unit Cost Total Vendor

Notes

1 Public

Services

Building -

Building 66

8300 South

Palm Drive, Pembroke

Pines, FL

Full Pest

Control 24530 Cost Per

Month

2 Building

#78 (South

& North)

Pembroke

Road, Pembroke

Pines, FL

Full Pest

Control 4775 Cost Per

Month

3 Water Plant

(2-Story

Building)

Johnson

Street, Pembroke

Pines, FL

Full Pest

Control 2310 Cost Per

Month

4 Water Plant

– New

Maintenance

Building

Johnson

Street, Pembroke

Pines, FL

Full Pest

Control 3965 Cost Per

Month

5 Old Public

Works

Building

(Including

Lift

Stations)

13975

Pembroke

Road, Pembroke

Pines, FL

Full Pest

Control 22120 Cost Per

Month

QQ # PSPW-26-QQ-02 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 17

Line Item Description Address Service

Type Approx. Sq

Ft Unit of

Measure Quantity

(Once a

Month)

Unit Cost Total Vendor

Notes

6 Water

Treatment

Plant –

Control

Building

13955

Pembroke

Road, Pembroke

Pines, FL

Full Pest

Control 7176 Cost Per

Month

7 Headworks

Building 13955

Pembroke

Road, Building #1, Pembroke

Pines, FL

Rodent

Control

Only

N/A Cost Per

Month

8 Old Control

Building

(Incl.

Generator, High

Service

Pump &

VFD

Rooms)

Johnson

Street, Pembroke

Pines, FL

Full Pest

Control 800 Cost Per

Month

TOTAL

ADDITIONAL / AS-NEEDED UNIT PRICING (CITY AUTHORIZATION REQUIRED)

Line Item Service Item Unit of Measure Unit Cost Vendor Notes

1 Additional Rodent Bait Station

(Tamper-Resistant) Each

2 Interior Rodent Control – Base Fee

(Up to 5 rodents, same building) Per Occurrence

3 Interior Rodent Control – Each

Additional Rodent Trapped/Removed Each

4 Bee Removal – Exterior (First Floor) Per Occurrence

5 Bee Removal – Upper Elevations /

High Structures (Upcharge) Per Occurrence

6 Wildlife Trapping & Removal Per Cage/Animal

7 Other (Specify) Per Occurrence

QQ # PSPW-26-QQ-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 18

SECTION 6 - SUBMITTAL DOCUMENTS

Bids must be submitted electronically at https://procurement.opengov.com/portal/pembrokepines on or before 2:00 pm on Monday, April 20, 2026. Please note vendors should be registered on

OpenGov under the name of the organization that they are operating as and it should match the organization name on the documents that they are submitting and utilizing when responding to the solicitation. In addition, the vendor must complete the required documents in this section and provide any additional information requested throughout this solicitation. Any additional information requested in the solicitation should be scanned and uploaded. The City recommends for proposers to submit their proposals as soon as they are ready to do so. Please allow ample time to submit your proposals on the https://procurement.opengov.com/portal/pembrokepines website. Proposals may be modified or withdrawn prior to the deadline for submitting Proposals.

PLEASE DO NOT SUBMIT ANY PROPOSALS VIA MAIL, E-MAIL OR FAX.

Prospective proposers interested in responding to this solicitation are requested to provide all of the applicable information listed in this section. Submittals that do not respond completely to all of the requirements specified herein may be considered non-responsive and eliminated from the process.

Brevity and clarity are encouraged.

1 REFERENCE # 1

The minimum experience for this project is five (5) years. Provide specific examples of similar experience conducting licensed work of equal or similar scope of work, preferably delivered by the proposed team members. A minimum of 3 references should be from the last five years and should be capable of explaining and confirming your firm’s capacity to successfully complete the scope of work outlined herein. As part of the proposal evaluation process, the City may conduct an investigation of references, including a record check or consumer affairs complaints. Proposers’ submission of a proposal constitutes acknowledgment of the process and consent to investigate. The

City is the sole judge in determining Proposers qualifications. In this section you will have the ability to enter information for 5 different references including their contact details and specific project information.

Please note that the City prefers references who are not current employees of the City of Pembroke

Pines, as we generally do not contact our own employees for reference checks.

Proposers are advised to confirm that:

A. Each reference provided by the Respondent has up to date contact persons and contact information;

B. The contact person provided for each reference is someone who has personal knowledge of the Proposer's performance during the referenced project; and

C. The contact person for each reference has been contacted by the Proposer regarding this specific bid submittal and such person confirmed their willingness to serve as a reference.

https://procurement.opengov.com/portal/pembrokepines https://procurement.opengov.com/portal/pembrokepines/projects/245120/document?section=2339413

QQ # PSPW-26-QQ-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 19

1.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

1.2 Reference Contact Information - Reference's Business Address*

*Response required

1.3 Reference Contact Information - Reference's Contact Name & Title*

*Response required

1.4 Reference Contact Information - Reference's E-mail Address*

*Response required

1.5 Reference Contact Information - Reference's Phone Number*

*Response required

1.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

1.7 Project Information - Name of Contactor Performing the Work*

*Response required

1.8 Project Information - Name and location of the project*

*Response required

1.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

1.10 Project Information - Project Duration*

*Response required

1.11 Project Information - Completion (Anticipated) Date*

*Response required

1.12 Project Information - Size of Project*

*Response required

1.13 Project Information - Cost of Project*

*Response required

2 REFERENCE # 2

2.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

2.2 Reference Contact Information - Reference's Business Address*

QQ # PSPW-26-QQ-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 20

2.3 Reference Contact Information - Reference's Contact Name & Title*

2.4 Reference Contact Information - Reference's E-mail Address*

*Response required

2.5 Reference Contact Information - Reference's Phone Number*

*Response required

2.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

2.7 Project Information - Name of Contactor Performing the Work*

*Response required

2.8 Project Information - Name and location of the project*

*Response required

2.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

2.10 Project Information - Project Duration*

*Response required

2.11 Project Information - Completion (Anticipated) Date*

*Response required

2.12 Project Information - Size of Project*

*Response required

2.13 Project Information - Cost of Project*

*Response required

3 REFERENCE # 3

3.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

3.2 Reference Contact Information - Reference's Business Address*

*Response required

3.3 Reference Contact Information - Reference's Contact Name & Title*

*Response required

3.4 Reference Contact Information - Reference's E-mail Address*

QQ # PSPW-26-QQ-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 21

3.5 Reference Contact Information - Reference's Phone Number*

3.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

3.7 Project Information - Name of Contactor Performing the Work*

*Response required

3.8 Project Information - Name and location of the project*

*Response required

3.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

3.10 Project Information - Project Duration*

*Response required

3.11 Project Information - Completion (Anticipated) Date*

*Response required

3.12 Project Information - Size of Project*

*Response required

3.13 Project Information - Cost of Project*

*Response required

4 REFERENCE # 4

4.1 Reference Contact Information - Name of Firm, City, County or Agency

4.2 Reference Contact Information - Reference's Business Address

4.3 Reference Contact Information - Reference's Contact Name & Title

4.4 Reference Contact Information - Reference's E-mail Address

4.5 Reference Contact Information - Reference's Phone Number

4.6 Project Information - Was your firm the prime contractor for the listed project?

☐ Yes

☐ No

QQ # PSPW-26-QQ-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 22

4.7 Project Information - Name of Contactor Performing the Work

4.8 Project Information - Name and location of the project

4.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for

4.10 Project Information - Project Duration

4.11 Project Information - Completion (Anticipated) Date

4.12 Project Information - Size of Project

4.13 Project Information - Cost of Project

5 REFERENCE # 5

5.1 Reference Contact Information - Name of Firm, City, County or Agency

5.2 Reference Contact Information - Reference's Business Address

5.3 Reference Contact Information - Reference's Contact Name & Title

5.4 Reference Contact Information - Reference's E-mail Address

5.5 Reference Contact Information - Reference's Phone Number

5.6 Project Information - Was your firm the prime contractor for the listed project?

☐ Yes

☐ No

5.7 Project Information - Name of Contactor Performing the Work

5.8 Project Information - Name and location of the project

5.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for

5.10 Project Information - Project Duration

5.11 Project Information - Completion (Anticipated) Date

5.12 Project Information - Size of Project

5.13 Project Information - Cost of Project

6 VENDOR REGISTRATION

6.1 Do you currently have a City of Pembroke Pines Vendor Number registered in the

PaymentWorks System?*

▪ The City of Pembroke Pines utilizes OpenGov as its e-Procurement platform for solicitation and bid submission purposes. However, please be advised that vendor registration for onboarding and processing payments is handled separately through the City's Accounts Payable Division using PaymentWorks, a secure online vendor management platform.

▪ All vendors that will be submitting invoices and requiring payments from the City are required to register on the PaymentWorks platform. If the vendor is not currently registered with the City via PaymentWorks and does not have a Vendor Number, the

City will have to invite the vendor to register.

▪ For formal solicitations such as this project, the Procurement Department will send

PaymentWorks registration invitations to vendor(s) who are under active

QQ # PSPW-26-QQ-02 SECTION 6 - SUBMITTAL DOCUMENTS Page 23 consideration for award. Please be aware that not all vendors who submit proposals will receive an invitation, in order to manage system usage and avoid onboarding vendors who are unlikely to receive payments from the City.

▪ Invitations will typically be sent to the contact listed on the submitted Vendor

Information Form.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.1 What is your Vendor Number?*

*Response required

7 OPTIONAL DOCUMENTATION

7.1 ALTERNATIVES

a. If you are submitting an alternative product, please upload any related information in this section (such as specification sheets, etc.).

b. In addition, pursuant to the “Brand Names” Section included in the GENERAL

TERMS AND CONDITIONS Section if and wherever in the specifications a brand name, make, name of manufacturer, trade name, or vendor catalog number is mentioned, it is for the purpose of establishing a grade or quality of material only. Since the City does not wish to rule out other competition and equal brands or makes, the phrase “OR EQUAL” is added. However, if a product other than that specified is bid, Proposers shall indicate on their proposal and clearly state the proposed substitution and deviation. It is the vendor’s responsibility to provide any necessary documentation and samples within their bid submittal to prove that the product is equal to that specified. Such samples are to be furnished before the date of bid opening, unless otherwise specified. Additional evidence in the form of documentation and samples may be requested if the proposed brand is other than that specified. The City retains the right to determine if the proposed brand shall be considered as an approved equivalent or not.

7.2 ADDITIONAL INFORMATION

a. Please provide any additional information that you deem necessary to complete your proposal in this section, if it has not been requested in another section.

7.3 PROFESSIONAL LICENSES

a. If applicable, please upload any professional licenses that may be required to perform the services outlined in the solicitation.

https://procurement.opengov.com/portal/pembrokepines/projects/245120/document?section=undefined https://procurement.opengov.com/portal/pembrokepines/projects/245120/document?section=undefined

QQ # PSPW-26-QQ-02 SECTION 7 - INSURANCE REQUIREMENTS Page 24

SECTION 7 - INSURANCE REQUIREMENTS

7.1 General Indemnification

The Vendor shall indemnify and hold harmless the CITY and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the CITY or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Vendor or its employees, agents, servants, partners, principals or subcontractors. The Vendor shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the CITY, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorneys’ fees which may issue thereon. The Vendor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the

Vendor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the

CITY or its officers, employees, agents and instrumentalities as herein provided.

7.2 Insurance Coverage

A. Vendor shall not commence work under this Agreement until it has obtained all insurance required under this paragraph and such insurance has been approved by the Risk Manager of the CITY nor shall the Vendor allow any subcontractor to commence work on any subcontract until all similar such insurance required of the subcontractor has been obtained and similarly approved.

B. Certificates of Insurance, reflecting evidence of the required insurance, shall be filed with the

CITY’s Risk Manager prior to the commencement of this Agreement. Policies shall be issued by companies authorized to do business under the laws of the State of Florida. The insurance company shall be rated no less than “A” as to management, and no less than “Class

VI” as to financial strength according to the latest edition of Best’s Insurance Guide published by A.M. Best Company.

C. Certificates of Insurance shall provide for thirty (30) days’ prior written notice to the CITY in case of cancellation or material changes in the policy limits or coverage states. If the carrier cannot provide thirty (30) days’ notice of cancellation, either the Vendor or their

Insurance Broker must agree to provide notice.

D. Insurance shall be in force until all obligations required to be fulfilled under the terms of the

Agreement are satisfactorily completed as evidenced by the formal acceptance by the

CITY. In the event the insurance certificate provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the Vendor shall furnish, at least forty-five (45) days prior to the expiration of the date of such insurance, a renewed certificate of insurance as proof that equal and like coverage for the balance of the period of the

QQ # PSPW-26-QQ-02 SECTION 7 - INSURANCE REQUIREMENTS Page 25

Agreement and extension thereunder is in effect. The Vendor shall neither commence nor continue to provide any services pursuant to this Agreement unless all required insurance remains in full force and effect. Vendor shall be liable to CITY for any lapses in service resulting from a gap in insurance coverage.

E. Vendor shall be required to obtain all applicable insurance coverage, as indicated in the sections below, prior to commencing any work pursuant to this Agreement.

7.3 Comprehensive General Liability Insurance

Comprehensive General Liability Insurance written on an occurrence basis including, but not limited to: coverage for bodily injury and property damage, personal & advertising injury, products & completed operations, and contractual liability. Coverage must be written on an occurrence basis, with limits of liability no less than:

A. Each Occurrence Limit - $1,000,000

B. Fire Damage Limit (Damage to rented premises) - $100,000

C. Personal & Advertising Injury Limit - $1,000,000

D. General Aggregate Limit - $2,000,000

E. Products & Completed Operations Aggregate Limit - $2,000,000

Products & Completed Operations Coverage shall be maintained for the later of three (3) years after the delivery of goods/services or final payment under the Agreement. (For Construction projects:

Increase to ten (10) years and include a Designated Construction Project(s) General Aggregate

Limit)

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.4 Workers’ Compensation and Employers’ Liability Insurance

Workers’ Compensation and Employers’ Liability Insurance covering all employees, and/or volunteers of the Vendor engaged in the performance of the scope of work associated with this

Agreement. In the case any work is sublet, the Vendor shall require the subcontractors similarly to provide Workers’ Compensation Insurance for all the latter’s employees unless such employees are covered by the protection afforded by the Vendor Coverage for the Vendor and all subcontractors shall be in accordance with applicable state and/or federal laws that may apply to Workers’

Compensation Insurance with limits of liability no less than:

A. Workers’ Compensation: Coverage A – Statutory

B. Employers Liability: Coverage B

$500,000 Each Accident

QQ # PSPW-26-QQ-02 SECTION 7 - INSURANCE REQUIREMENTS Page 26

$500,000 Disease – Policy Limit

$500,000 Disease – Each Employee

If Vendor claims to be exempt from this requirement, Vendor shall provide CITY proof of such exemption along with a written request for CITY to exempt Vendor, written on Vendor letterhead.

7.5 Comprehensive Auto Liability Insurance

Comprehensive Auto Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the performance of work under this Agreement, with a combined single limit of liability for bodily injury and property damage no less than:

A. Any Auto (Symbol 1)

Combined Single Limit (Each Accident) - $1,000,000

B. Hired Autos (Symbol 8)

Combined Single Limit (Each Accident) - $1,000,000

C. Non-Owned Autos (Symbol 9)

Combined Single Limit (Each Accident) - $1,000,000

If work under this Agreement includes transportation of hazardous materials, policy shall include pollution liability coverage equivalent to that provided by the latest version of the ISO pollution liability broadened endorsement for auto and the latest version of the ISO Motor Carrier Act endorsement, equivalents or broader language.

If Vendor requests reduced limits under a Personal Auto Liability Policy and it is agreed to by the

CITY, coverage shall include Bodily Injury limits of $100,000 per person/$300,000 per occurrence and Property Damage limits of $300,000 per occurrence.

7.6 Umbrella/Excess Liability Insurance

Umbrella/Excess Liability Insurance in the amount of $2,000,000 as determined appropriate by the

CITY depending on the type of job and exposures contemplated. Coverage must be follow form of the General Liability, Auto Liability and Employer’s Liability. This coverage shall be maintained for a period of no less than the later of three (3) years after the delivery of goods/services or final payment pursuant to this Agreement.

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.7 Environmental/Pollution Liability Insurance

Environmental/Pollution Liability insurance shall be required with a limit of no less than $1,000,000 per wrongful act. Coverage shall include: Vendor’s completed operations, sudden, accidental and gradual pollution conditions. This coverage shall be maintained for a period of no less than the later

QQ # PSPW-26-QQ-02 SECTION 7 - INSURANCE REQUIREMENTS Page 27 of three (3) years after the delivery of goods/services or final payment pursuant to this

Agreement. Retroactive date, if any, to be no later than the first day of service to the CITY. (Limit to align with size and scope of the Agreement and exposure inherent with operation/services being performed. For Construction projects: Increase to ten (10) years)

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.8 Required Endorsements

A. The City of Pembroke Pines shall be named as an Additional Insured on each of the Liability

Policies required herein.

B. Waiver of all Rights of Subrogation against the CITY.

C. Thirty (30) Day Notice of Cancellation or Non-Renewal to the CITY.

D. Vendor’s policies shall be Primary & Non-Contributory.

E. All policies shall contain a “severability of interest” or “cross liability” clause without obligation for premium payment of the CITY.

F. The City of Pembroke Pines shall be named as a Loss Payee on all Property and/or Inland

Marine Policies as their interest may appear.

7.9 Additional Requirements

A. Any and all insurance required of the Vendor pursuant to this Agreement must also be required by any subcontractor in the same limits and with all requirements as provided herein, including naming the CITY as an additional insured, in any work that is subcontracted unless such subcontractor is covered by the protection afforded by the Vendor and provided proof of such coverage is provided to CITY. The Vendor and any subcontractors shall maintain such policies during the term of this Agreement.

B. The CITY reserves the right to require any other additional types of insurance coverage and/or higher limits of liability it deems necessary based on the nature of work being performed under this Agreement.

C. The insurance requirements specified in this Agreement are minimum requirements and in no way reduce any liability the Vendor has assumed in the indemnification/hold harmless section(s) of this Agreement.

QQ # PSPW-26-QQ-02 SECTION 8 - SPECIAL TERMS & CONDITIONS Page 28

SECTION 8 - SPECIAL TERMS & CONDITIONS

8.1 OWNER'S CONTINGENCY

While the specifications contained in this solicitation and any ensuing Purchase Orders or contracts have incorporated all anticipated work to be accomplished, there may be unanticipated work required of the Vendor in conjunction with a specific project. For this reason, the City Commission may award a project with an “Owner’s Contingency”. This contingency or allowance authorizes the

City execute change orders up to the amount of the contingency without the need to obtain additional

Commission approval. The Owner’s Contingency is usually based on a specified percent of the proposed project amount and is established for the specific project being performed under the contract. This dollar amount shall be shown on the specific project purchase order as a distinct item from the Vendor’s overall offer to determine the total potential dollar value of the contract. It is hereby understood and agreed that the Vendor shall not expend any dollars in connection with the

Owner’s Contingency without the expressed prior approval of the City’s authorized representative. Any Owner’s Contingency funds that have not been utilized at the end of the project will remain with the Owner, the Vendor shall only be paid for the proposed project cost as approved by the City Commission along with any Owner Contingency expenses that were approved by the

City’s authorized representative.