RFP#202609 Page 1

REQUEST FOR PROPOSALS

FOR

RECYCLING SERVICES

RFP#202609

Submittal Due Date:

Thursday, February 5, 2026 at 2:00 pm, EST

Non-Mandatory Pre-Submittal Meeting:

Thursday, January 8, 2026, EST

ISSUED BY:

Procurement & Contract Services Department

450 SE 6th Avenue Homestead, FL 33030

Date Issued: Friday, December 26, 2025

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

RFP#202609 Page 2

TABLE OF CONTENTS

1. INTRODUCTION

2. DUE DATE

3. SCOPE OF SERVICES

4. GENERAL PROVISIONS

5. CONTRACT TERM

6. INFORMATION REQUIRED OF PROPOSER

7. SUBMISSION OF PROPOSAL

8. QUESTIONS REGARDING SPECIFICATIONS OR PROCESS

9. OTHER MATTERS

10. TERMS & CONDITIONS OF AGREEMENT

11. PROPOSAL EVALUATION COMMITTEE & PROCEDURES FOR REVIEW OF

PROPOSALS

12. EVALUATION/AWARD CRITERIA

13. PRICING SCHEDULE

14. VENDOR SUBMISSIONS

Attachments:

A - COH Forms

RFP#202609 Page 3

1. INTRODUCTION

1.1. Summary

The City of Homestead is soliciting proposals from qualified firms to provide comprehensive recycling collection and processing services for City residents and businesses. The resulting agreement is anticipated to be awarded for an initial term of five (5) years, commencing

February 11, 2026, through February 10, 2031, with options for annual renewals thereafter upon mutual agreement of both parties. This solicitation is intended to ensure uninterrupted recycling services while incorporating current statutory requirements and promoting transparency, regulatory compliance, and environmental stewardship.

1.2. Background

The City of Homestead originally executed its Recycling Services Agreement on January 30, 2019, to provide citywide recycling collection and processing. Ensuring recycling services remain uninterrupted as the City modernizes compliance with new state-mandated clauses under

Chapters 119, 287, 286, and 448 of the Florida Statutes and sustains an essential public service but also reflects Homestead’s proactive approach to regulatory adaptation, fiscal responsibility, and environmental stewardship

1.3. Contact Information

Xintia Rubio-Rojas, CPPB

Senior Buyer

100 Civic Court

Homestead, FL 33030

Department: HPS Sanitation | Solid Waste

1.4. Timeline

Publication: SD Newsleader & South Florida Business

Journal

Release Project Date: December 26, 2025

RFP#202609 Page 4

Pre-Proposal Meeting (Non-Mandatory): January 8, 2026, 11:00am

A NON-MANDATORY pre-proposal meeting will be held on the date and time listed above in the Procurement & Contract

Services Department conference room located at 450 SE 6th Avenue, Homestead, Florida 33030. At that conference all work will be discussed and all questions answered. No questions will be answered verbally except at the pre-proposal conference. You may submit questions via the Questions & Answer tab.

Virtual Option:

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RFP#202609 Page 5

Proposal Submission Deadline: February 5, 2026, 2:00pm

JOIN THE VIRTUAL RFP OPENING:

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Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

Evaluation Committee Meeting: February 19, 2026, 3:00pm

Committee of the Whole: Tentative: March 2026

Council Meeting: Tentative: March 2026

2. DUE DATE

A. Proposals may be received up to but not later than Thursday, February 5, 2026 at 2:00 pm via the City e-Procurement Portal located at https://procurement.opengov.com/portal/cityofhomestead. The City e-Procurement Portal

Clock is the official clock for the determination of all deadline dates and times. Without exception, responses will not be accepted after the submission deadline regardless of any technical difficulties such as poor internet connections. The City of Homestead strongly recommends completing your response well ahead of the deadline.

B. Proposals received after the closing time and date, for any reason whatsoever, will not be considered. Any disputes regarding timely receipt of proposals shall be decided in the https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU5YTMxMWMtNGMwYy00NjViLTg5ODctZjdhYjQ3NjdmMTlj%40thread.v2/0?context=%7b%22Tid%22%3a%22f29f557f-4149-4820-acea-b45cb0782fca%22%2c%22Oid%22%3a%229aee3291-0a88-4ccf-a537-b03fea330ff9%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU5YTMxMWMtNGMwYy00NjViLTg5ODctZjdhYjQ3NjdmMTlj%40thread.v2/0?context=%7b%22Tid%22%3a%22f29f557f-4149-4820-acea-b45cb0782fca%22%2c%22Oid%22%3a%229aee3291-0a88-4ccf-a537-b03fea330ff9%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU5YTMxMWMtNGMwYy00NjViLTg5ODctZjdhYjQ3NjdmMTlj%40thread.v2/0?context=%7b%22Tid%22%3a%22f29f557f-4149-4820-acea-b45cb0782fca%22%2c%22Oid%22%3a%229aee3291-0a88-4ccf-a537-b03fea330ff9%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU5YTMxMWMtNGMwYy00NjViLTg5ODctZjdhYjQ3NjdmMTlj%40thread.v2/0?context=%7b%22Tid%22%3a%22f29f557f-4149-4820-acea-b45cb0782fca%22%2c%22Oid%22%3a%229aee3291-0a88-4ccf-a537-b03fea330ff9%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU5YTMxMWMtNGMwYy00NjViLTg5ODctZjdhYjQ3NjdmMTlj%40thread.v2/0?context=%7b%22Tid%22%3a%22f29f557f-4149-4820-acea-b45cb0782fca%22%2c%22Oid%22%3a%229aee3291-0a88-4ccf-a537-b03fea330ff9%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU5YTMxMWMtNGMwYy00NjViLTg5ODctZjdhYjQ3NjdmMTlj%40thread.v2/0?context=%7b%22Tid%22%3a%22f29f557f-4149-4820-acea-b45cb0782fca%22%2c%22Oid%22%3a%229aee3291-0a88-4ccf-a537-b03fea330ff9%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU5YTMxMWMtNGMwYy00NjViLTg5ODctZjdhYjQ3NjdmMTlj%40thread.v2/0?context=%7b%22Tid%22%3a%22f29f557f-4149-4820-acea-b45cb0782fca%22%2c%22Oid%22%3a%229aee3291-0a88-4ccf-a537-b03fea330ff9%22%7d https://teams.microsoft.com/l/meetup-join/19%3ameeting_MDU5YTMxMWMtNGMwYy00NjViLTg5ODctZjdhYjQ3NjdmMTlj%40thread.v2/0?context=%7b%22Tid%22%3a%22f29f557f-4149-4820-acea-b45cb0782fca%22%2c%22Oid%22%3a%229aee3291-0a88-4ccf-a537-b03fea330ff9%22%7d https://procurement.opengov.com/portal/cityofhomestead

RFP#202609 Page 6 favor of the City of Homestead. Proposers shall assume full responsibility for timely delivery at the location designated for receipt of proposals. The City of Homestead cannot be responsible for proposals received after opening time and encourages early submittal. Proposals received by the City after the time specified for receipt will not be considered and shall be returned, unopened.

C. All information required by this Request for Proposal must be supplied to constitute an acceptable proposal.

3. SCOPE OF SERVICES

3.1. Scope of Work & Deliverables

Project Overview

The City of Homestead seeks to establish a new intake arrangement for recycling materials collected by the City’s Solid Waste Department. Under this project, the City will continue to perform recycling collection and transportation, while the selected vendor will be responsible for receiving, weighing, processing, and marketing the recyclable materials delivered to its facility.

The purpose of this request is to ensure a reliable and environmentally responsible outlet for all recyclable materials collected within City limits, while maintaining compliance with all applicable federal, state, and local regulations. The vendor’s operations must support the City’s sustainability goals, provide transparent reporting, and ensure minimal landfill diversion loss.

Goals and Deliverables

Goal 1: Provide Reliable Recycling Intake and Processing

Description: Receive, process, and manage recyclable materials delivered by the City of

Homestead to the vendor’s designated facility.

Deliverables:

• Accept all recyclable loads delivered by City vehicles during normal operating hours.

• Weigh all inbound materials using certified scales and issue weight tickets to City drivers.

• Process materials to maximize recovery of marketable recyclables and minimize contamination disposal.

• Provide safe and efficient traffic flow and unloading areas for City vehicles.

Goal 2: Maintain Environmental and Regulatory Compliance

Description: Ensure all processing and disposal activities meet or exceed environmental, safety, and operational standards as required by state and federal law.

RFP#202609 Page 7

Deliverables:

• Maintain current licenses, permits, and certifications as required by the Florida

Department of Environmental Protection (FDEP).

• Comply with OSHA standards for worker and vehicle safety.

• Provide proof of insurance coverage per City requirements, including General Liability, Auto, Umbrella, and Workers’ Compensation.

• Maintain compliance with City, County, and State environmental regulations.

Goal 3: Reporting, Documentation, and Auditing

Description: Provide the City with detailed and accurate reporting on all received and processed recyclable materials.

Deliverables:

• Submit monthly reports including:

• Total tonnage received from the City

• Recovered material types and quantities

• Contamination rates

• Processing or transfer fees

• Maintain records for auditing purposes and make them available to the City upon request.

• Provide certificates of recycling or disposal for verification.

Goal 4: Pricing and Invoicing

Description: Establish clear and consistent pricing for processing and transfer services in accordance with the contract terms.

Deliverables:

• Charge per-ton processing and transfer fees as defined by the City’s contract.

• Submit itemized monthly invoices that reference corresponding scale tickets and dates of service.

• Provide notification to the City of any changes in commodity market conditions that could affect pricing (if applicable).

RFP#202609 Page 8

Goal 5: Facility Operations and Accessibility

Description: Ensure that the vendor’s facility is fully equipped and operational to handle the

City’s recycling loads throughout the contract term.

Deliverables:

• Maintain operating hours compatible with the City’s recycling collection schedule.

• Provide safe ingress and egress for City trucks.

• Maintain clean, orderly, and compliant processing and tipping areas.

• Ensure adequate staffing and equipment to prevent delays or service interruptions.

Goal 6: Customer Service and Communication

Description: Maintain open communication with the City’s Solid Waste management staff regarding operations, tonnage data, and any service impacts.

Deliverables:

• Designate a primary contact for day-to-day coordination and reporting.

• Notify the City immediately of any operational disruptions, safety concerns, or contamination issues.

• Participate in quarterly or as-needed review meetings with City staff.

• Performance Standards

• Facility must remain compliant with all applicable laws and permits.

• Accurate scale data provided for every delivery.

• Monthly tonnage and contamination reports delivered on time.

• City vehicles shall be unloaded within reasonable turnaround times to prevent operational delays.

• Maintain clear, safe, and efficient unloading procedures.

4. GENERAL PROVISIONS

4.1. PERFORMANCE EVALUATION

Throughout the contract period the vendor(s) performance will be monitored by City staff. If vendor performance fails to meet the standards specified and receives an unacceptable rating, the

RFP#202609 Page 9

City may without cause and without prejudice to any other right or remedy, terminate the contract(s) whenever the City determines that such termination is in the best interest of the City.

Vendor’s receiving an unacceptable rating will be notified by certified mail. Contract termination shall be served by written notice by the Procurement Department.

4.2. CONTRACT AWARD

The proposer understands that this RFP does not constitute an offer or a contract with the City. A contract shall not be deemed to exist, and is not binding, until proposals are reviewed and accepted by the City and executed by all parties.

4.3. INDEPENDENT CONTRACTOR; NO GUARANTEE; EXECUTION OF

AGREEMENT

At all times during the term of the contract, the successful Contractor(s) shall act as an independent Contractor and at no time shall be considered an agent or partner of the City. The

City does not guarantee any work during the term of the Agreement. The City and the Awarded

Contractor shall execute a contract (“Agreement”) within thirty (30) days after Notification of

Award based upon the requirements set forth in the RFP through action taken by the City

Council at a fully authorized meeting. If the Contractor awarded the project fails to enter into an

Agreement as herein provided, the award may be declared null and void, and the project may be awarded to the next most responsible and responsive Respondent, or re-advertised, as determined by the City. The initial term of the Agreement awarded pursuant hereto shall be from the effective date of the Agreement.

4.4. CONTRACT AMENDMENT(S)

The City may also require additional services not specifically identified in the contract. The

Contractor agrees to provide such services, and shall provide the City prices on such additional services based upon a formula or method which is the same or similar to that used in establishing the prices in this proposal. If the price(s) offered are not acceptable to the City, and the situation cannot be resolved to the satisfaction of the City, the City reserves the right to procure those services from other vendors or to cancel the contract. Furthermore, the City reserves the right to delete or revise items and services under this solicitation at any time during the contract period when and where deemed necessary. Deletions may be made at the sole discretion of the City at any time during the contract period. Items revised must be mutually agreed upon in writing by the Contractor.

5. CONTRACT TERM

5.1. Term of Contract

The resulting agreement from this Request for Proposals (RFP) is anticipated to be awarded for an initial term of five (5) years, commencing on February 11, 2026, and expiring on February 10, 2031. Upon expiration of the initial term, the City reserves the right to renew the agreement for additional one-year terms, subject to mutual written agreement of both parties, satisfactory performance, and the availability of funds. Any renewal shall be executed in accordance with applicable laws, regulations, and City requirements.

RFP#202609 Page 10

6. INFORMATION REQUIRED OF PROPOSER

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is expected that the Proposals be organized in the manner specified.

6.1. TITLE PAGE

Show the name of Proposer's agency/firm, address, telephone number, name of contact person, date, and the subject: RFP#202609 Recycling Services.

6.2. TABLE OF CONTENTS

The table of contents should outline in sequential order the major areas of the submittal, including enclosures. All pages must be consecutively numbered and correspond to the Table of

Contents. Clearly identify the material by section and page number.

6.3. LETTER OF TRANSMITTAL/APPROACH

The Proposer shall provide an introduction letter on corporate letterhead, signed by an authorized representative of the company. The letter should clearly indicate the company name, address and signature. This letter shall provide a brief narrative highlighting the Proposer’s proposal. This tab section should not include cost quotations.

A. Provide a narrative of the proposed approach and methodology for engaging with City representatives in the course of performing the services. Proposer shall explain its understanding of the work to be performed, the commitment to perform the work, a statement explaining why the contractor believes itself to be qualified to perform the engagement. Briefly state your firm's understanding of the work to be done and provide a positive commitment to perform the work.

B. Give the names of the person(s) who will be authorized to make representations for your firm, their titles, addresses and telephone numbers.

6.4. FIRM QUALIFICATIONS AND EXPERIENCE

Each Proposer shall submit information and documentation requested that confirms it meets the following qualification requirement(s):

A. Overview of firm - Describe the size of Proposer and its ability to provide required services to the City. Include the location of the office to perform the work and explain the purpose of the firm. Also provide the following: firm name, name of parent company (if applicable), complete business address, state of incorporation, number of years in business, Dun and Bradstreet number, licenses obtained to conduct business with the

City.

1. Describe your current operations and the manner and scope of other services provided currently or in the last five (5) years. Describe the Proposer's management capacity and system for coordinating all of the services to be provided under this RFP and any

RFP#202609 Page 11 other contracts of the Proposer. Further, discuss how it plans to handle and coordinate all these efforts, along with the services to be performed pursuant to the RFP, if awarded a contract.

2. Provide information as to whether Proposer has been acquired, plans to be acquired or merged with any other firms in the future, if known. Explain how said merger with another entity(s) may affect the services to be provided to the City, if any.

B. Litigation – list any and all past and/or pending litigation, lawsuits, disputes, filing of or any pending bankruptcy proceedings, including the disposition of same, filed against the

Proposer relating to the work described herein that your firm has been involved in within the last five (5) years. This list shall include each project name and the nature of the litigation, filing or claim.

C. Financial Information – Provide financial data for your company as well as any other subcontractor with which you are proposing to use in this project. Provide audited financial statements for the past three (3) years. The City is interested in awarding this

RFP to an organization that is financially sound. The financial statement, preferably audited, shall be for the firm which is submitting the proposal and shall include the following items: current and net fixed assets and any other assets; current liabilities, long term liabilities, and other liabilities; and name and address of firm preparing the financial statement and the date of preparation.

D. Subcontractors – list any sub-contractors that may be used to accomplish this service.

E. Insurance- Upon submission of Proposal, Proposer shall provide Certificate(s) of

Insurance and any other documentation outlined below evidencing current in-force insurance to City’s Risk Management Department. These are mandatory insurance requirements, please be sure to fulfill each requirement listed below. All policies, endorsements, certificates and/or binders shall be subject to approval by the City’s Risk

Management as to form and content. These requirements are subject to amendment or waiver only if so approved in writing by a duly authorized representative of the City. A lapse in any required insurance coverage during this Contract shall be considered a material breach. Further it is understood and agreed by Proposer that nothing in this provision shall waive or otherwise limit the right of the City to modify INSURANCE

REQUIREMENTS to meet the demands of special or unique circumstances.

Accordingly, those rights are expressly reserved by the City. The insurance obligations under this Contract shall be all the insurance coverage and/or limits carried by or available to the Proposer or the minimum insurance requirements and/or limits shown in this Contract, whichever is greater. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits, which are applicable to a given loss, shall be available to the City. No representation is made that the minimum

RFP#202609 Page 12 insurance requirements of this Contract are sufficient to cover obligations of the Proposer under this Contract. Throughout the term of this agreement and for all applicable statutes of limitation periods, Proposer agrees to have and maintain in full force and effect the insurance policies set forth in this article. All policies must contain an endorsement requiring minimum thirty (30) days written notice from the insurance company to the

City prior to cancellation or any change in coverage, scope or amount of any such policy or ten-day notice for non-payment of premium. PROPOSER EXPRESSLY AFFIRMS

THAT IT HAS HAD THE OPPORTUNITY TO RECOVER THE COSTS OF THE

INSURANCE REQUIRED IN ITS CONTRACT PRICE.

1. All insurance policies shall be issued by insurers that are authorized to transact business in the State of Florida, and have an A. M. Best's financial and size rating of

A-VII or better.

2. All insurance policies, except Property, Workers Compensation and Professional

Liability (if applicable), shall name and endorse the following as additional insured:

The City of Homestead, its employees, directors, officers, agents, independent contractors, successors and assigns, and other authorized representatives as additional insured to the extent of the contractual obligation assumed by the Proposer. The

Commercial General Liability policy shall be endorsed with the ISO CG2010

Additional Insured endorsement (or similar policy coverage form or endorsement with coverage at least as broad as the ISO CG 2010) and the ISO CG 2037 Additional

Insured – Completed Operations endorsement (or similar policy coverage form or endorsement with coverage at least as broad as the ISO CG 2037). As additional insured, the City shall be defended and indemnified for claims to the extent caused by the acts, actions, omissions or negligence of Proposer, its employees, agents, subcontractors, and representatives; but is not defended or indemnified for the additional insured’s own acts, actions, omissions, negligence. Proposer shall provide a copy of the policy endorsements at any time upon City request.

3. It is specifically agreed that the City of Homestead shall not be liable to the Proposer for any liability arising out of the performance of this Agreement. Proposer specifically waives any and all rights of recovery it may have against the City of

Homestead, independent of any waiver of rights of recovery by any insurer. All insurance policies shall include a Transfer of Rights of Recovery Against Others to

Us/Waiver of Subrogation in favor of the City. Proposer agrees to obtain any endorsement that may be necessary to effect all waivers of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.

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4. All insurance policies shall be endorsed to provide that (a) Proposer’s insurance is primary and non-contributory to any other Insurance available to the City of

Homestead with respect to claims covered under the policy and (b) Proposer’s insurance applies separately to each insured against who claims are made or suit is brought and that the inclusion of more than one insured shall not operate to increase the insurer’s limit of liability. Self-insurance shall not be acceptable. Any policy including a self-insured retention (“SIR”) in the primary layer of liability in any amount must be submitted to and approved by the City’s Risk Management

Department prior to risk approval.

5. If the Proposer fails to submit the required insurance certificate(s) in the manner prescribed with the executed agreement submitted to the City and if not submitted with the executed agreement in no event exceed three (3) calendar days after request to submit certificate(s) of insurance, the Proposer shall be in default, and the Contract may be rescinded at the City’s sole discretion. Under such circumstances, the

Proposer may be prohibited from submitting future solicitations to the City.

6. Proposer shall carry the following types of insurance coverage whether products and/or services provided by Proposer to the City in connection with the performance of this Contract occur on City premises or not. (Commercial General Liability must be carried by all Contractors):

a. WORKER'S COMPENSATION: As required by the State of Florida with the statutory limits, and include employers’ liability insurance with a limit of not less than $1,000,000 for each accident, $1,000,000 for each disease and $1,000,000 for aggregate disease. Policy shall be endorsed with a “Waiver of Our Right to

Recover From Others” endorsement which favors the City. A copy of NCCI Form

WC 00 03 13 (or similar endorsement with coverage at least as broad as NCCI

Form WC 00 03 13) issued by the insurer may be required for risk review and shall be provided to the City at any time upon request. If Proposer’s worker’s compensation program is part of an employee-leasing or co-employment arrangement where certain Statutory employees may be excluded from coverage, Proposer specifically agrees to indemnify, hold harmless, defend against and pay or reimburse the City for losses the City or its insurers may be obligated to pay to any natural person who is denied workers compensation benefits or employers liability coverage that arise out of or result from Proposer’s employee-leasing or co-employment arrangement.

b. AUTOMOBILE LIABILITY: Proposer shall carry automobile liability insurance with minimum limits of One Million ($1,000,000) dollars, combined single limit per occurrence for bodily injury liability and property damage. The

RFP#202609 Page 14 policy is to be written on ISO Form CA 00 01 covering any auto (Symbol 1) or if

Proposer has no owned autos, covering hired (Symbol 8) and non-owned (Symbol

9) autos. Policies shall be endorsed to add the City of Homestead as Additional

Insured and include a Waiver of Subrogation in favor of the City. Coverage must be primary and non-contributory to any other insurance available to the City of

Homestead. Copies of the endorsements or policy forms reflecting these terms may be required for risk review and shall be provided to the City at any time upon request.

c. COMMERCIAL GENERAL LIABILITY: Proposer shall carry Commercial

General Liability Insurance (“CGL”) for all on-going and completed operations and shall include but shall not be limited to Contractual, Products and Completed

Operations and Personal and Advertising Injury coverage with limits of not less than: One million ($1,000,000) dollars each Occurrence and for Personal and

Advertising Injury coverage and Two million ($2,000,000) dollars for Products –

Completed Operations Aggregate and General Aggregate. The CGL must include but shall not be limited to the following listed Coverages: Coverage A – Bodily

Injury and Property Damage Liability, Coverage B – Personal and Advertising

Injury Liability, and Coverage C – Medical Payments. Coverage shall include but shall not be limited to coverage for premises and/or operations, independent contractors, products and/or completed operations for contracts, contractual liability, broad form contractual coverage, broad form property damage, products, completed operations, and personal injury. Personal injury coverage shall include coverage that has the employee and contractual exclusions removed. Proposer’s

CGL coverage shall be primary and non-contributory. For any claim related to this contract, this coverage shall be primary coverage at least as broad as ISO CG

20 01 04 13 – PRIMARY AND NONCONTRIBUTORY – OTHER

INSURANCE CONDITION as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the

City, its officers, officials, employees, or volunteers shall be excess of the

Proposer’s insurance and shall not contribute with it. Proposer shall provide copy of this policy endorsement to the City at any time upon request. The City’s Risk

Management Department shall not accept an insurance policy that includes the

ISO CG 21 39 CONTRACTUAL LIABILITY LIMITATION, the ISO CG 24 46

AMENDMENT OF INSURED CONTRACT DEFINITION or similar endorsements. The CGL must be endorsed to add the City of Homestead as

Additional Insured and include a waiver of subrogation endorsement in favor of the City. Copies of these endorsements and/or policy forms reflecting these terms

RFP#202609 Page 15 may be required for risk review and shall be provided by Proposer to the City at any time upon request.

d. PROFESSIONAL (ERRORS & OMISSIONS) LIABILITY INSURANCE:

Proposer shall carry and maintain professional liability insurance with minimum limits of $2,000,000 per Claim or Occurrence and $2,000,000 Aggregate. Unless coverage is written on an Occurrence Form, the retroactive date must be evidenced on the COI provided to the City and must be no later than the date of this Contract. If coverage is written on a Claims-Made form, Proposer shall satisfy the requirements of this Section by either: (1) maintaining a Professional

Liability policy as outlined above for 36 months post-completion OR (2) terminating Professional Liability insurance coverage post-completion AND purchasing an Extended Reporting Period (“ERP”) Endorsement (with a 36-month term minimum) within 10 working days of policy termination. If Proposer chooses Option (2) at any time post-completion, a copy of the ERP shall be provided to the City within 30 calendar days.

e. UNMANNED AERIAL SYSTEMS/VEHICLE (“UAV”) LIABILITY: Where

Proposer operates and/or otherwise utilizes UAVs (aka “Drones”) or engages a third party to operate and/or otherwise utilize UAVs, Proposer shall provide to

City Risk Management for approval prior to commencing any UAV-related operations: (1) satisfactory evidence of insurance with limits of no less than

$1,000,000 per Occurrence / $2,000,000 Aggregate and (2) any and all other requested documentation.

7. Proposer shall be solely responsible for ensuring that all vendors and/or independent or sub-contractors (“sub-contractors”) also comply with the insurance requirements, terms, conditions, limits and related criteria as outlined above and shall specifically require Commercial General Liability, Auto Liability, Professional Liability and

Florida Workers Compensation coverage from any sub-contractor utilized by

Proposer.

8. PROPOSER’S PROPERTY: Proposer and its subcontractors, if any, are solely responsible for any loss or damage to their personal property, including but not limited to tools and equipment, and temporary structures, rented machinery, or owned and leased equipment. A waiver of subrogation shall apply in favor of the City of

Homestead.

9. Proposer shall provide the City of Homestead’s Contract Administrator/Buyer with a copy of the certificate(s) of insurance and endorsements evidencing the types of insurance and coverage required in this Section within three (3) calendar days of

Proposer’s receipt of Notice of Intent to Award the Contract and, at any time

RFP#202609 Page 16 thereafter, upon request by the Contract Administrator/Buyer, It is the PROPOSER’S responsibility to ensure that the Contract Administrator/Buyer is provided with evidence of current insurance on file with the City during the term of this Agreement, or longer as may be required herein.

10. Proposer's insurance policies shall be endorsed to provide the City with at least thirty

(30) calendar days prior written notice of cancellation, non-renewal, restrictions, or reduction in coverage or limits or ten days for non-payment of premium. Notice shall be sent to: City of Homestead Attn: HPS Sanitation | Solid Waste 100 Civic Court

Homestead, FL 33030

11. At any time while this Agreement is in force, if any of the Proposer’s insurance policies are written on a Claims-Made coverage form, then Proposer shall maintain such insurance coverage for a period of THREE (3) years after the expiration or termination of this agreement (including any and all extensions and/or renewals) OR provide City with an Extended Reporting Period endorsement with a minimum term of no less than THREE (3) years, as evidence of the City’s ability to present a claim(s) past the expiration of the Claims Made policy(ies) which arise from work performed under this Bid during any Claims Made policy period.

12. If any of Proposer's Insurance policies

a. includes a general aggregate limit and

b. provides that claims investigation and/or legal defense costs and/or expenses are included within the policy’s general aggregate limit, the general aggregate limit of said policy(ies) shall be no less than five (5) times the per occurrence limit as specified above in this Section.

13. The provisions of this Section shall survive the expiration or termination of this agreement.

14. PAYMENT: If any of the insurance policies required under this Section lapse during the term of this agreement or any extension or renewal of the same, Proposer shall not receive payment from the City until such time that the City has received satisfactory evidence of reinstated coverage of the types and coverage specified in this Section that is effective as of the lapse date. The City, in its sole discretion, may terminate the

Agreement immediately and no further payments shall be due to Proposer.

15. RENEWAL OF INSURANCE: Proposer shall be responsible for assuring that the insurance certificate/ endorsements required in conjunction with this section remains in force for the duration of the Contract term. If the insurance certificate/endorsements are scheduled to expire during this period, Proposer shall be

RFP#202609 Page 17 responsible for submitting a new or renewed insurance certificate/ endorsements to the City at a minimum of thirty (30) calendar days in advance of such expiration. In the event that expired certificate/endorsements are not replaced with a new or renewed certificate(s) evidencing acceptable insurance coverage which covers the

Contract term, the City may suspend this Agreement until such time as the new or renewed certificate/endorsements evidencing acceptable insurance coverage are received by the City.

16. MINIMUM COVERAGE: Insurance coverage in the minimum amounts set forth herein shall not be construed as to relieve Proposer of liability in excess of such coverage, nor shall it preclude or otherwise limit the City from taking other action(s) as may be available under any other provision(s) of this Agreement or otherwise in law or equity.

17. CONFLICT: In the event that a conflict arises between the provisions of any agreement, contract or understanding that arises out of this RFP and this Section, the provisions of this Section shall control and prevail.

18. DISCLOSURE OF INFORMATION: Proposer agrees that the City may disclose the name and contact information of its insurers to any third party which presents a claim against the City for any damages or claims resulting from or arising out of work performed by the Proposer, its agents, employees, servants or subcontractors in the performance of this contract.

19. RELAXATION OR SUSPENSION OF INSURANCE REQUIREMENTS: If, in the opinion of the City, full compliance with the insurance requirements in this

Section is not commercially practicable for the Proposer, and would not be commercially practicable for most other Proposers qualified to perform the Project or

Work, at the written request of the Proposer, the City may, in its sole discretion, and subject to any conditions it deems appropriate, relax or temporarily suspend, in whole or in part, the insurance requirements which would otherwise apply to the Proposer.

As a condition to any such relaxation of the insurance requirements, City may require

Proposer to provide the City with written evidence satisfactory to the City that full compliance with the insurance requirements is neither commercially practicable for the Proposer, nor commercially practicable for most other Proposers qualified to perform the Work. Any such modification shall be subject to the prior written approval of the City, and subject to the conditions of such approval.

20. SUBSEQUENT AGREEMENTS: The requirements of this Section shall extend to any subsequent written agreement which results from this RFP and shall represent the

City’s minimum insurance requirements. Proposer understands and agrees that the insurance requirements may be updated or amended at the sole discretion of the

RFP#202609 Page 18

City’s Risk Manager in any subsequent agreement executed which is subject to this

RFP based on the nature of the risk, prior experience, insurer, coverage or other special circumstances.

6.5. SERVICES OF COMPARABLE SCOPE AND COMPLEXITY

To demonstrate experience and success in conducting services of comparable scope and complexity, the Proposer shall provide a minimum of three (3) references for similarly sized engagements, including appropriate reference information. References shall be limited to services completed within the last five (5) years or currently underway by the Proposer’s firm.

A. Client name, address, phone number, and email address

B. Description of all services provided

C. Performance period

D. Total annual amount of contract

E. Name of team members who were actively involved in providing services for the reference.

F. If services terminated prior to the end of the contract term, explain why.

NOTE: Please do not include projects completed or currently underway with the City.

6.6. KEY PERSONNEL QUALIFICATIONS AND EXPERIENCE

Provide an organizational chart that includes identification of the project manager and individuals that will perform on-site work for this project:

• List qualifications of each employee that will be assigned to this contract. Resumes shall be submitted for each person.

• Identify point of contact for this contract.

6.7. METHODOLOGY AND OVERALL APPROACH TO SCOPE OF WORK

• State your firm’s technical approach to the project and the interpretation of the scope of services.

• Define the adequacy of resources, including personnel, labor, equipment and supply resources.

6.8. FORMS

The attached Sworn Statement regarding Public Entities Crimes (PEC), Americans with

Disabilities Act Non-Discrimination Statement (ADA), Business Entity Affidavit, Certification

Regarding Lobbying, E-Verify, Scrutinized Companies form, Small and Minority and Women’s

Business Enterprise form, DBE, Protest Procedures, W-9 form, Certification of Debarment, and

Proposer's Certification Form, Affidavit Attesting to Noncoercive Conduct for Labor or Services

RFP#202609 Page 19 and Affidavit regarding prohibition on contracting with entities of foreign countries of concern must be completed and submitted with proposal. (Forms are attached at the end of this RFP).

6.9. ELECTRONIC PRICING TABLE

Pricing shall be submitted separate from proposal via Electronic Pricing Table. No reference shall be made to fees in the proposal submission. Failure to adhere to this requirement may result in disqualification. In order to insure a uniform review process and to obtain the maximum degree of comparability, it is required that the proposals be organized in the manner specified.

7. SUBMISSION OF PROPOSAL

7.1. FORMAT OF SUBMITTAL

For a proposal to be eligible, the format set forth in this RFP Section 7 should be strictly followed.

7.2. INCURRED EXPENSES

The City is not responsible for any expenses which proposers may incur preparing and submitting proposals called for in this Request for Proposals.

7.3. INTERVIEWS

The City reserves the right to conduct personal interviews or require presentations prior to selection. The City will not be liable for any costs incurred by the proposer in connection with such interviews/presentations (i.e. travel, accommodations, etc.).

7.4. REQUEST FOR MODIFICATION

The City reserves the right to request that the Proposer modify his proposal to more fully meet the needs of the City.

7.5. PROPOSAL ACKNOWLEDGEMENT

By submitting a proposal, the Proposer certifies that he has fully read and understands the proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

7.6. REQUEST FOR ADDITIONAL INFORMATION

The Proposer shall furnish such additional information as the City of Homestead may reasonably require. This includes information which indicates financial resources as well as ability to provide the system and/or services. The City reserves the right to make investigations of the qualifications of the Proposer as it deems appropriate, including but not limited to, a background investigation conducted by the Homestead Police Department.

7.7. ACCEPTANCE/REJECTION/MODIFICATION TO PROPOSALS

The City reserves the right to negotiate modifications to Proposals that it deems acceptable, reject any and all proposals, and to waive minor irregularities in the proposals and to make awards in the best interest of the City.

RFP#202609 Page 20

7.8. PROPOSALS BINDING

All proposals submitted shall be binding for 365 calendar days following opening.

7.9. ADDENDUM OR AMENDMENT TO REQUEST FOR PROPOSAL

Addenda Notification: Bidders are required to register for an account via the City e-Procurement

Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/cityofhomestead.

7.10. QUESTIONS AND/OR REQUEST FOR CLARIFCATION

Bidders shall submit all inquiries regarding this bid via the City e-Procurement Portal, located at https://procurement.opengov.com/portal/cityofhomestead. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City e-Procurement Portal.

Bidders shall also click “Follow” on this bid to receive an email notification when answers are posted. It is the responsibility of the bidder to check the website for answers to inquiries.

7.11. ECONOMY OF PREPARATION

Proposals should be prepared simply and economically, providing a straightforward, concise description of the Proposer's ability to fulfill the requirements of the proposal.

7.12. PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all Proposers should be aware that

Request for Proposals and the responses are in the public domain. However, the proposers are required to identify specifically any information contained in their proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All proposals received and presentation slides and notes from Proposer’s in response to this Request for Proposal will become the property of the

City of Homestead and will not be returned to the Proposer’s. In the event of contract award, all documentation produced as part of the contract will become the exclusive property of the City.

Florida State Statute affords government agencies a defined amount of time to review proposals and related information before the information is subject to Florida Public Records statutes. The applicable statute is included here: “Florida Statute 119.071 as amended by HB 7223; Sealed bids, proposals or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Art. I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals or final replies, whichever is earlier.”

7.13. AGREEMENT

The intent of this Proposal is to enter into an Agreement with a firm that can provide the services as specified herein. The City reserves the right, in its sole discretion, to request services and to award a contract to any or all the vendors selected to provide services under this RFP. Further, RFP#202609 Page 21 the City makes no representations that it will have any or a specific requirement(s) level for services from any or all other vendors.

7.14. LOCAL PREFERENCE

Local Preference shall not apply to this solicitation.

7.15. AVAILABILITY OF FUNDS

The obligations of the City of Homestead under this award are subject to the availability of funds lawfully appropriated for its purpose by the City Council of the City of Homestead.

8. QUESTIONS REGARDING SPECIFICATIONS OR PROCESS

8.1. CONE OF SILENCE

A. Definitions: “Cone of Silence,” as used herein, means a prohibition on any communication regarding a particular Request for Proposal (“RFP”), Request for

Qualification (“RFQ”) or bid, between:

1. a potential vendor, service provider, proposer, bidder, lobbyist, or consultant; and,

2. the City Councilmembers, City’s professional staff including, but not limited to, the

City Manager and his or her staff, and any member of the City’s selection or evaluation committee.

B. Restriction; Notice: A Cone of Silence shall be imposed upon each RFP, RFQ and bid after the advertisement of said RFP, RFQ or bid. At the time of imposition of the Cone of

Silence, the City Manager or his or her designee shall provide for public notice of the

Cone of Silence by posting a notice at the City Hall. The City Manager shall issue a written notice thereof to the affected departments, file a copy of such notice with the City

Clerk, with a copy thereof to each City Councilmember, and shall include in any public solicitation for goods or services a statement disclosing the requirements of this section.

C. Termination of Cone of Silence: The Cone of Silence shall terminate at the beginning of the City Council meeting (whether regular, special or Committee of the Whole meeting) at which the City Manager makes his or her written recommendation to the City Council.

However, if the City Council refers the Manager’s recommendation back to the Manager or staff for further review, the Cone of Silence shall be reimposed until such time as the

Manager makes a subsequent written recommendation.

D. Exceptions to Applicability: The provisions of this section shall not apply to:

1. oral communications at pre-bid conferences;

2. oral presentations before selection or evaluation committees;

RFP#202609 Page 22

3. public presentations made to the City Councilmembers during any duly noticed public meeting;

4. communications in writing at any time with any City employee, unless specifically prohibited by the applicable RFP, RFQ or bid documents. The bidder or proposer shall file a copy of any written communication with the City Clerk. The City Clerk shall make copies available to any person upon request;

5. communications regarding a particular RFP, RFQ or Bid between a potential vendor, service provider, proposer, bidder, lobbyist or consultant and the City’s Procurement and Contract Services Agent or City employee designated responsible for administering the procurement process for such RFP, RFQ or bid, provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation document;

6. communications with the City Attorney and his or her staff;

7. duly noticed site visits to determine the competency of the bidders regarding a particular bid during the time period between the opening of bids and the time the

City Manager makes his or her written recommendation;

8. any emergency procurement of goods or services pursuant to City Code;

9. responses to the City’s request for clarification or additional information;

10. contract negotiations during any duly noticed public meeting;

11. communications to enable City staff to seek…