Restoration_Services_(Disaster).pdf

RFP 26-044

Restoration Services (Disaster)

The City of Fort Myers Procurement Services utilizes an electronic bidding system to streamline the solicitation process.

City of Fort Myers Procurement Services Website https://procurement.opengov.com/portal/cityftmyers

Restoration Services (Disaster), RFP 26-044

TABLE OF CONTENTS

1. INTRODUCTION

2. SCOPE OF WORK (SPECIFICATIONS)

3. INSTRUCTIONS TO PROPOSERS

4. INSURANCE

5. SPECIAL CONDITIONS

6. GENERAL TERMS & CONDITIONS

7. SELECTION COMMITTEE AND EVALUATION PROCESS

8. EVALUATION CRITERIA

9. DEFINITIONS

10. SUBMISSION QUESTIONNAIRE

1. INTRODUCTION

1.1. Advertisement

RFP 26-044 Restoration Services (Disaster)

The City of Fort Myers is seeking submittals for RFP 26-044 Restoration Services

(Disaster). Submissions must be received electronically on or before Monday, June 15, 2026 at

2:00 pm. Interested participants are encouraged to download the solicitation documents. For more details visit https://procurement.opengov.com/portal/cityftmyers

CITY OF FORT MYERS

Marty K. Lawing, City Manager Legal Ad: News-Press/OpenGov

Mary Hagemann, City Clerk RUN DATES: Friday, May 15, 2026

1.2. Contact Information

Direct inquiries to the following:

Procurement Representative Name

Kirk Zimmerman, Senior Procurement Specialist

2200 Second Street

Fort Myers, FL 33901

Email: kzimmerman@fortmyers.gov

Phone: (239) 321-7241

Requesting Department:

Procurement

1.3. OpenGov Portal

The City of Fort Myers uses OpenGov (https://procurement.opengov.com/portal/cityftmyers) to administer the competitive solicitation process, including but not limited to soliciting responses, issuing addenda, posting results and issuing notification of an intended decision. There is no charge to register and download the solicitation from OpenGov. Contractors are strongly encouraged to read the various Guides and Tutorials available in OpenGov well in advance of their intention of submitting a response to ensure familiarity with the use of OpenGov. The City will not be responsible for submission failures caused by the Consultant’s equipment or internet connectivity. In the event of a documented system-wide OpenGov outage, the City reserves the right to extend the deadline by addendum.

1.4. Timeline

The Proposed timeline for this solicitation (which is subject to change) is:

Release Project Date: May 15, 2026

Question Deadline: June 5, 2026, 4:00pm

Submission Deadline: June 15, 2026, 2:00pm

Selection Committee: June 22, 2026, 9:00am

Presentations (if desired by the committee)

(Non-Mandatory):

June 30, 2026, 1:00pm

Fort Myers City Hall Council Chambers

2200 Second Street, Fort Myers, FL 33901

Proposed City Council Approval to Negotiate

Date:

July 20, 2026

1.5. Pre-Submittal Meeting

The purpose of a Pre-Submittal Meeting is to review and discuss the solicitation and any addenda as published. A representative from Procurement Services and a representative from the requesting department will be present to discuss the solicitation. The date, time, and location as stated in the 'timeline'.

2. SCOPE OF WORK (SPECIFICATIONS)

2.1. Mandatory Minimum Qualifications

2.1.1. Each Submittal must contain evidence of the Contractor's qualifications to do business in the State of Florida.

2.1.2. Contractor shall have been in business under the current company/firm name for a minimum of three (3) consecutive years prior to the date of submission. This requirement is reasonably related to ensuring Contractor stability and capacity.

2.1.3. Neither Contractor nor any principal, officer, or stockholder shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City.

2.1.4. Contractor shall inform the City of any relevant legal or ethical issues. Specifically, disclosing:

2.1.4.1. Judgments: Any court decisions against them.

2.1.4.2. Pending Lawsuits: Any legal actions that are currently underway.

2.1.4.3. Criminal Activities: Any criminal conduct, especially if it involves moral turpitude

(actions that are morally reprehensible).

Contractor shall be given a chance to explain or provide additional information regarding these issues if applicable. This allows them to clarify any concerns and provide context.

To demonstrate qualifications to perform the Work, each Contractor shall be prepared to submit within five (5) days of City’s request written evidence, such as financial data, previous experience, present commitments, and other such data as may be requested. Each Solicitation shall contain evidence of the Contractor’s qualifications to do business in the State of Florida, or covenant to obtain such qualification, prior to award of the contract.

The Contractor shall maintain the Minimum Qualifications Requirements during the term of the

Contract and any contract renewals.

2.1.5. All Contractor employees shall be fully trained in the process and techniques utilized to deal with fire, flood, and sewer back up, mold, smoke, and other related issues. All employees must be fully trained to use the equipment specified in this solicitation and necessary to complete the required tasks.

2.1.6. Contractors shall have experience working on public assistance claims to ensure proper paperwork and information can be used to support a reimbursement claim during and emergency declaration.

The City will evaluate such disclosures solely for purposes of determining responsibility and capacity to perform, in accordance with applicable law.

2.2. Scope of Work for Disaster Restoration Services

2.2.1. Summary

The City of Fort Myers, FL is seeking qualified contractors to provide comprehensive disaster restoration services. These services are required to address and mitigate damage resulting from natural or man-made disasters, including but not limited to hurricanes, floods, fires, sewer back-ups, and other catastrophic events. The selected contractor(s) will be responsible for providing all necessary labor, materials, equipment, and expertise to restore affected areas to their pre-disaster condition in a timely and efficient manner.

2.2.2. Detailed Specifications

The contractor shall adhere to the following detailed specifications and standards for disaster restoration services:

2.2.2.1. Assessment and Inspection:

o Conduct a thorough assessment of the affected area to determine the extent of damage.

o Provide a detailed inspection report to the Project Manager outlining the scope of work required for restoration.

o Utilize industry-standard tools and techniques for accurate damage assessment.

2.2.2.2. Water & Sewer Back-up Damage Restoration:

o Extract standing water using high-capacity pumps and vacuums.

o Dry and dehumidify affected areas using industrial-grade dehumidifiers and air movers.

o Sanitize and disinfect surfaces to prevent mold and mildew growth.

o Adhere to the standards set by the Institute of Inspection, Cleaning and Restoration

Certification (IICRC) S500, including but not limited to:

▪ Contractor shall use a high efficiency particulate air (HEPA) filter when cleaning.

▪ Contractor shall perform light demolition work as required.

▪ Contractor shall pressure wash and apply mold inhibitors as required.

▪ Contractor shall decontaminate, clean and deodorize building contents.

▪ Contractor shall clean air ducts

▪ Contractor shall clean and deodorize carpet

▪ Contractor shall provide emergency board-up services

▪ Contractor shall provide water extraction, dehumidification and structural drying services o Category I Sanitary or “clean” water sources that do not cause an initial health threat. Sources include, but are not limited to broken water pipelines, tub and sink overflows, appliance water line failures, hot water heater ruptures, falling rainwater and broken toilet tanks.

o Category II Unsanitary or “gray” water sources containing some degree of contamination. Sources include, but are not limited to appliance overflows from dishwashers, washing machines, toilet bowls with some urine, aquariums and waterbeds.

o Category III Unsanitary or “black” water sources always contain pathogenic agents. Sources include, but are not limited to municipal sewer lines, sea and ground and surface water, rising water from rivers and streams and certain types of sprinkler systems.

2.2.2.3. Fire and Smoke Damage Restoration:

o Remove soot and smoke residues from surfaces using specialized cleaning agents.

o Deodorize affected areas to eliminate smoke odors.

o Repair and restore fire-damaged structures and contents.

o Follow the guidelines outlined in the IICRC S700 standard for fire and smoke damage restoration.

2.2.2.4. Mold Remediation:

o Identify and contain mold-affected areas to prevent cross-contamination.

o Remove and dispose of mold-infested materials in accordance with Environmental

Protection Agency (EPA) guidelines.

o Clean and sanitize surfaces to eliminate mold spores.

o Ensure compliance with the IICRC S520 standard for mold remediation.

2.2.2.5. Structural Repairs:

o Perform necessary structural repairs to restore the integrity of buildings and infrastructure.

o Utilize materials and techniques that meet or exceed local building codes and standards.

o Coordinate with licensed professionals for specialized repairs as needed.

2.2.2.6. Contents Restoration:

o Inventory, pack, and transport salvageable contents to a secure facility for cleaning and restoration.

o Utilize specialized cleaning techniques to restore personal and business property.

o Provide detailed documentation of restored and non-restorable items.

2.2.2.7. Documentation and Reporting:

o Maintain detailed records of all restoration activities, including photographs, work logs, and material usage.

o Provide regular progress reports to the City of Fort Myers project manager.

o Submit a final report upon completion of the restoration project, including a summary of work performed and any recommendations for future mitigation.

2.2.3. Service Requirements

The contractor shall meet the following service requirements:

2.2.3.1. Availability:

o Provide 24/7 emergency response services to address disaster-related incidents promptly.

o Ensure a rapid mobilization of resources to the affected site within 2 hours of notification.

2.2.3.2. Qualified Personnel:

o Employ certified and experienced personnel in disaster restoration, including IICRC-certified technicians.

o Provide ongoing training to staff to ensure compliance with industry standards and best practices.

2.2.3.3. Safety and Compliance:

o Implement and maintain a comprehensive safety plan to protect workers and the public.

o Ensure proper disposal of hazardous materials in accordance with EPA regulations.

2.2.4. Delivery Requirements

The contractor shall adhere to the following delivery requirements:

2.2.4.1. Timeliness:

o Complete all restoration activities within the agreed-upon timeline, as specified in the project plan.

o Provide immediate notification to the City of Fort Myers Project Manager of any potential delays or issues that may impact the project schedule.

2.2.4.2. Quality Assurance:

o Implement a quality assurance program to ensure all work meets the specified standards and requirements.

o Conduct regular inspections and quality checks throughout the restoration process.

2.2.4.3. Final Inspection and Approval:

o Coordinate a final inspection with the City of Fort Myers Project Manager upon completion of the restoration work.

o Address any deficiencies or issues identified during the final inspection promptly.

o Obtain written approval from the City of Fort Myers project manager before demobilizing from the site.

2.2.5. Contractor's Responsibility

2.2.5.1. Acceptable regular business hours are Monday through Saturday from 8:00 a.m. until

5:00 p.m. Emergency service must be offered seven days a week in addition to regular business hours. Awarded Contractor(s) shall provide a contact phone number accessible 24/7.

2.2.5.2. The Contractors response time shall be within two (2) hours from the time of the initial contact, unless otherwise instructed. Initial response shall consist of a supervisor to adequately assess the situation, work crew and necessary equipment (if applicable depending on the situation at hand) to begin work based on the situation to limit the damage to the City’s facilities, equipment and property.

2.2.5.3. Contractor to provide full deployment of additional crew and necessary equipment shall arrive on site within two (2) hours, unless otherwise instructed, after the arrival and assessment of the initial response time to restore the building to a stable, safe condition.

2.2.5.4. An Experienced Project Estimator must arrive on site to estimate the damage and remediation or restoration (if applicable) and review with the City Project Manager or designee within one (1) business day after the initial response time of restoring the building to a stable, safe condition is complete.

2.2.5.5. The Contractor, within four (4) business days after Project Estimators visit of site, must submit to the City Project Manager, Time and Material (T&M), Not to Exceed (NTE) (per the contracted unit prices, labor hourly rates, material, rental equipment with quoted mark-up and subcontractors with quoted mark-up) written proposal(s) for the services provided and/or to be provided that will return the facility to full functionality as soon as possible. The Contractor proposals shall include a schedule for performing the work.

2.2.5.6. Contractor shall be required to work as part of a team and participate closely with other professionals; specifically, City Project Managers and other City construction team members as required.

2.2.5.7. All areas are to be left clean, and in order at the completion of each project/assignment. Contractor shall remove all excess and waste materials from the site. Such materials shall be disposed of in accordance with all local, state and federal regulations.

2.2.5.8. Contractor will supervise and/or direct all contracted services performed by its employees, agents and subcontractors. Contractor is solely responsible for all means, methods, techniques, safety and other procedures. Contractor will employ and maintain a qualified supervisor at the work site who shall have full authority to act on behalf of Contractor. All communications given to the supervisor by City’s Project Manager shall be as binding as if given to Contractor. Multiple work sites will require equal supervision as outlined above.

2.2.5.9. Contractor shall be responsible for conducting all operations, in such a manner as to cause the minimum damage possible to existing public, private, and commercial property and/or infrastructure. Contractor shall also be responsible for any damages due to the negligence of its employees and subcontractors. Should any property be damaged due to negligence on the part of Contractor, Contractor shall repair damages, at no additional cost to the City, provided the repairs are sufficient and a release from claim of damage is signed by the parties involved. City shall make the determination of whether “negligence” has occurred.

2.2.5.10. Contractor acknowledges the presence of other contractors involved in disaster response and recovery activities by the federal, state and local government and of any private utility, and shall not interfere with their work.

By adhering to the above scope of work, the contractor will ensure that disaster restoration services are performed efficiently, effectively, and in compliance with all relevant standards and regulations, thereby restoring the affected areas to their pre-disaster condition and minimizing the impact on the community.

2.2.5.11. The Cost Estimate, Not to Exceed (NTE) price proposal, shall include the following:

2.2.5.11.1. A written proposal including scope (specifications and/or drawings on which specifications noted) and estimated schedule prepared after visit of site and in review with the

City Project Manager;

2.2.5.11.2. All labor costs, and material (with breakout of labor costs and material) with quoted mark up;

2.2.5.11.3. Subcontractor costs (with breakout of labor costs and material) with quoted markup;

2.2.5.11.4. A list of proposed subcontractors, if any, for the City's review and approval; and

2.2.5.11.5. The name of the Field Superintendents/Foreman to be assigned;

2.2.5.11.6. Any change of schedule is to be reviewed and approved by the City Project

Manager.

2.2.5.12. A Purchase Order will be sent to the Contractor. This Purchase Order will confirm the scope of work, completion dates, time frame and not to exceed price.

2.2.5.13. The Contractor must be able to deliver all said labor and standard items of material and equipment within time frame confirmed in the Purchase Order issued for each scope of work. Purchase of equipment and material not usually carried in stock by local distributors shall be accomplished competitively within the shortest time possible while maintaining the job schedule.

2.2.6. Communications

All communications on projects are to be directed to the designated City Project Manager. No instructions, directions, and information are to be given to the Contractor by any other City personnel.

2.2.7. Multiple Projects

If during the term of this contract, the Contractor is (are) awarded other bid restoration projects at any of the other locations it is expected that the Contractor will assign separate work crews and supervisory teams to all concurrent projects to ensure that no job schedule is effected by inadequate manpower levels. City is first priority.

2.2.8. Staff Changes

Any staff changes by the Contractor in the Account Manager/Coordinator, the two (2) Field

Superintendents/Forman and/or the Experienced Project Estimator must be reviewed and approved by City Project Manager via the issuance of a contract amendment prior to any reassignments being made

2.2.9. Account Manager

The Account Manager/Coordinator shall be readily available to review all phases of the project and/or contract when requested by the City.

2.2.10. Other Sourcing

The City reserves the right to execute any part of the scope through its in-house staff or by other contractors.

2.2.11. Contractor's Use of Premises

2.2.11.1. General: During the construction period the Contractor shall have full use of the premises for construction operations, including use of the site. The Contractor's use of the premises is limited only by the City's right to perform work or to retain other contractors on portions of the Project. Contractor’s use of interior portions of the building shall be limited to those operations necessary for work related to this contract.

2.2.11.2. Use of the Site: Limit use of the premises to work in areas indicated. Confine operations to areas indicated. Do not disturb portions of the site beyond the areas in which the

Work is indicated.

2.2.11.2.1. Occupancy: Allow for City employee occupancy and use by the public. The building will remain in operation; access to the building entrances shall be maintained throughout the construction period.

2.2.11.2.2. Keep area clean, free of debris, and protected from public access. Staff and public access shall be maintained at all times.

2.2.11.2.3. Driveways and Entrances: Keep driveways and entrances serving the premises clear and available to the City, the City's employees, and emergency vehicles at all times. Do not use these areas for parking or storage of materials. Schedule deliveries to minimize space and time requirements for storage of materials and equipment on-site.

2.2.11.3. Use of the Existing Buildings: Maintain the existing buildings in a weather-tight condition throughout the construction period. Repair damage caused by construction operations. Take all precautions necessary to protect the buildings and its occupants during the construction period.

2.2.12. Equipment and Supplies to be Provided

2.2.12.1. Contractor must have the following equipment (at the minimum quantity) indicated below in order to qualify to be awarded this contract:

• Generator (large) - Minimum of 2 • Air Movers • Dehumidifiers • Industrial Desiccant

Dehumidifiers • Carpet and Pad Water Extractors • HEPA Air Scrubber • HEPA Vacuum • Carpet fans (large) • Temporary Lighting • Carpet Steam Cleaners • Moisture meters (Photometer or equivalent)• Humidity/Temperature Logger • Space Heaters • Respirators • Ability to provide temporary on-site and permanent off-site facility for electronic equipment recovery, drying, testing, and repairing.

2.2.12.2. Contractor must have access to the following equipment if the situation justifies the need:

• Water Extraction Truck • Injectidry System• Desiccant Dehumidifier Trailer (2,000 and/or

3,000CFM) • Heavy Duty Industrial Desiccant Dehumidifiers (electric and propane)

NOTE: Access means either in the contractor's inventory or available within 6 hours from an identified provider. Contractor is fully responsible for obtaining the required equipment within 6 hours at their expense.

2.2.12.3. Contractor must have an adequate inventory of supplies, to include, but not limited to:

• Red Duct tape • Painters Tape • Tyvek Suit • Shoe Covers • Latex / Non-Latex Gloves •

Disposable HEPA Vacuum filters • Disposable HEPA Air Scrubber Filters • Disposable Respirator

Cartridges • 6 mil Plastic Sheeting • Tarps (small, large, extra-large) • Plywood • Boxes (large and small) • Tape • Nails, screws, and staples • Cleaning and disinfecting supplies • Biocides •

Rubber gloves.

2.2.13. Industry Standards

The selected Contractor(s) must agree to abide by the processes, practices, and techniques outlined in the following Institute of Inspection Cleaning and Restoration Certification (IICRC) standards: • ANSI/IICRC S100 Standard and R100 Reference Guide for Professional Cleaning of

Textile Floor Coverings (6th edition, 2015) • BSR-IICRC S300 Standard and Reference Guide for

Professional Upholstery Cleaning (2000) • ANSI/IICRC S500 Standard and Reference Guide for

Professional Water Damage Restoration (2015) • ANSI/IICRC S800 Standard and Reference

Guide for Inspection of Tecxtile Floor Coverings (1st edition, 2014) • Note: City will accept other nationally recognized and approved standards. If Contractor is submitting another nationally recognized and approved standards the Contractor must submit appropriate information to allow review of equivalent guides.

2.2.14. Safety Requirements

Contractor(s) must include a copy of their company written safety program with their Technical proposal. The written plan must detail how all of the applicable OSHA, EPA, and MDE regulations will be adhered to on all jobsites. At a minimum the program must include policies on: • Hazard Communications • Personal Protective Equipment (PPE) • Material Safety Data

Sheets - a sheet for every chemical or chemical containing product that can be used on a given project with a copy on file with EHS. • Business Continuity Plan • Waste Disposal - to describe how chemical and biological waste collected as a result of work performed will be handled to ensure compliance with all applicable state, local, and federal polices and regulations.

2.2.15. Project Management / Supervision of the Work

Administration of this contract shall be by the City's Project Manager or designated personnel.

Administration to include at a minimum the following: • Initial request for assistance, request for additional assistance, work location and scope, scheduling, starting and completion dates, coordination of crafts, coordination with Police, and access to the site and parking. • All estimates, requests for change orders, inventory sheets, status reports, damage reports or inspection findings, and copy of invoices shall be submitted to the City Project Manager •

Changes in the scope of any specific project shall be subject to the approval of the City Project

Manager or designee • Inspecting all work for compliance with City Standards. • Materials, workmanship and finishes for new work in permanent buildings shall be similar and equal to those in the existing building. • All health and safety issues resulting from the incident or the remediation efforts. • Any changes in the contract MUST first be approved by City Council and mutually agreed upon between the City and contractor through a written contract amendment.

• The City of Fort Myers police shall have jurisdiction over parking, traffic, and building security matters. • Special requests shall be forwarded through the City Project Manager or designee.

2.2.16. Protection of Work, Storage and Transportation of Materials

All equipment must be installed and/or stored indoor immediately upon arrival at the job site. If storage is required, a suitable space will be designated by City Project Manager or designee at the applicable Building. Under no circumstances shall equipment be stored outdoors.

Protecting Work in Place: Provide all necessary protection of completed work to prevent any and all damage. Prior to using any elevator for transporting materials, the Contractor shall verify applicable load weights and insure proper loading of the elevator with the City Project

Manager or designee.

2.2.17. Temporary Water and Electrical Service

Unless otherwise specified in writing, the water, electricity or other utilities required to complete work assigned under this Contract will be provided by the City at no extra cost to the

Contractor.

No utility interruptions shall be initiated without the prior authorization of the City Project

Manager or designee. The contractor shall not proceed with any outages without two (2) weeks prior notification to them unless otherwise agreed to by the City.

2.2.18. Clearing and Clean Up

The Contractor shall at all times keep the premises/work area free from the accumulation of waste materials and rubbish. At the completion of the work the Contractor shall, at no cost to the City, remove all rubbish from and about the building and remove from and about the building all their tools, scaffolding and surplus materials and shall leave the work site completely clean.

Salvageable material, if applicable, shall be piled separately for reuse or salvage by the City.

Woodwork, painted or decorated surfaces, finished floors, etc., shall be sponged or washed as necessary to remove plastering materials and prevent damage to finished surfaces. On completion of the work, areas shall be left clean, free from abrasive or set materials liable to cause damage.

2.2.19. Contractor Identification

All Contractor’s employees and/or Subcontractors shall be in uniform which identifies both

Contractor’s company name and employee’s name as an employee.

All vehicles and mobile equipment shall be identified with the Contractors Name displayed in a highly visible manner.

2.2.20. Tools and Movable Equipment

The Contractor shall furnish as part of his overhead cost included in the material mark-up percentage, all necessary protective equipment, concrete mixing boxes, water barrels, wheelbarrows, hoes, shovels, tools, mortar boards, ladders, portable scaffolding, shop tools, shop equipment and fabricating items customary to the trade, etc., and all other movable equipment necessary to completing the work performed under this Contract. The furnishing of tools shall include all maintenance, loss and breakage. Any equipment rental must be approved by the City prior to its use.

The Contractor is prohibited from using City-owned equipment at any time.

2.2.21. Materials

Contractor will be required to submit invoices from their suppliers in the amount of actual cost to the Contractor. For the purposes of this contract, all costs will be submitted to FEMA for reimbursement and federal regulation prohibits mark-up of materials.

Contractor will be required to provide copies of invoices and proof of payment when requested by the City.

Contractor responsible for receiving own materials, including unloading of delivery trucks, checking deliveries, transportation to the work area. City employees will not use City equipment or their own forces in assisting with unloading of materials.

2.2.22. Contractor's Labor Rates

2.2.22.1. It is understood and agreed that the cost of all of the following items shall be included in the Contractor's Labor Rates. These are not intended to be a complete listing.

(1) Salaries of the Contractor's executive officers and office employees in whatever capacity employed, including such time as is spent at the job site or elsewhere in connection with the work, or time spent in consultation with City's representatives. (2) Expenses incurred in conducting the Contractor's business and his offices wherever located. (3) The Contractor's legal expense in connection with any work under the Contract. (4) Premiums for Workmen's

Compensation and Unemployment Insurance, Contractor's share of Social Security Payment, and other such expenses based on payrolls of labor performed in connection with the work under the Contract. (5) Premiums for insurance for this Contract as required by the

Specification or by the law to carry including Contractor's Liability, Property Damage, Vehicle

Insurance on tools and equipment as stipulated in the Specifications. (6) Fringe benefits for health and welfare, Workmen's Compensation insurance, vacations, holidays and pensions furnished by the Contractor. (7) Tools and construction equipment of all types including maintenance, loss and breakage as required to complete the work. (8) Overtime or incentive pay. (9) Accounting records. (10) All costs incurred by the Contractor in connection with the

Guarantee as specified. (11) Overhead of general expenses of any kind not expressly indicated in the Specifications. (12) All overhead and profit associated with labor. (13) Trucking, including use of truck and all fuel, depreciation, maintenance, and repair costs. (14) Expense incurred in complying with the labor and equal opportunity provisions of the Contract. (15) Travel costs for

Contractor's business operation or employee’s residence to job site, other educational institutions, (16) Welfare funds such as vacation allowance or other fringe benefits which are included in the local prevailing wage rates by written agreement between Contractors and

Labor Unions.

2.2.22.2. The City will reimburse the Contractor as "labor cost" as follows:

(1) Contractor's Account Manager/Coordinator, when required, at the scale or hourly cash wages as designated in the Contractor's Proposal Price incorporated in the Master Contract.

Labor cost shall include all workmen directly employed for the project and shall include all items noted in Paragraph 2.2.22.1 above. (2) Contractor's Field Superintendents/Foreman, when required, at the scale or hourly cash wages as designated in the Contractor's Proposal Price incorporated in the Master Contract. Labor cost shall include all workmen directly employed for the project and shall include all items noted in Paragraph 2.2.22.1 above. (3) Contractor’s

Project Estimator, when required, at the scale or hourly cash wages as designated in the

Contractor's Proposal Price incorporated in the Master Contract. Labor cost shall include all workmen directly employed for the project and shall include all items noted in Paragraph

2.2.22.1 above. (4) Contractors' Trade Personnel: Only for helpers, laborers, apprentices, journeymen, and trade or craft foreman at the scale or hourly cash wages as designated in the

Contractor's Proposal Price incorporated in the Master Contract. Labor cost shall include all workmen directly employed for the project and shall include all items noted in Paragraph

2.2.22.1. above.

2.2.22.3. The City will not recognize any premium or incentive pay and no work shall be performed on an overtime basis or shift differential and no overtime pay or shift differential shall be included as a "job cost" unless the performance of such overtime or shift differential has been authorized by the issuance of a change order, and/or amendment to the purchase order or as agreed to in the submitted not-to-exceed price by the Contractor or as required in the scope of work issued by the City on a particular project.

2.2.22.4. In the event an emergency exists which would require immediate overtime work, an authorized representative of City shall be verbally notified by the Contractor immediately and if permission to perform this work is granted verbally, it shall be confirmed in writing by City within twenty-four (24) hours of such work with a change order and/or amendment to the purchase order to be issued within one (1) week of such work.

2.2.22.5. In the event that overtime work is required by City it will be recognized as a "job cost" only if a change order and/or amendment to the purchase order change order has been issued to the Contractor's not to exceed price. The overtime work shall be limited to the work and time approved in advance of its performance and paid at the recognized premium rate.

2.2.22.6. Incentive payments or premium payments made to any employees by the Contractor either as permanent employee pay, subsistence or other pay in excess of the wage shall be at the expense of the Contractor and must be included as part of the quoted Labor Rates per

2.2.22.1. above

3. INSTRUCTIONS TO PROPOSERS

3.1. Procurement Information

Procurement Services is the official source for obtaining information regarding City solicitations.

It is the responsibility of Contractor to monitor and obtain solicitation updates and current award information both prior to and after the scheduled opening date. Information is updated as it becomes available. The City reserves the right to issue an award or a recommendation of award at any time following the scheduled solicitation opening date.

3.2. Introduction

To be considered, electronic submissions must be completed in accordance with the instructions outlined in this solicitation and submitted within the specified timeframe. The portal will automatically lock at the submission deadline.

The City reserves the right to accept or reject any or all submissions and to waive irregularities or technicalities, as deemed in the best interest of the City. All decisions made by the City regarding these matters shall be final and binding.

3.3. Americans With Disabilities Act

Persons with disabilities requiring special accommodations to participate in this solicitation process should contact Procurement Services at least seven (7) days before the required accommodation.

Contact Information:

Procurement Services

2200 Second Street, Fort Myers, FL 33901

Email: ProcurementServices@fortmyers.gov

Phone: (239) 321-7240

3.4. Incorporation of Procurement Policy and Ordinance

This solicitation is issued in accordance with, and governed by, the provisions and procedures outlined in Chapter 38, Articles III and IV of the City of Fort Myers Code of Ordinances.

The City’s Procurement Policy and Ordinance (38-61 thru 68) are hereby incorporated by reference into this solicitation and any contract awarded as a result of this solicitation. By participating in this solicitation, Contractor agrees to be bound by the City’s Procurement

Ordinance and Policy in all matters related to this solicitation and any subsequent contracts.

Any appeals related to this solicitation must comply with the requirements specified in the City’s

Code of Ordinances and Procurement Policy.

3.5. Solicitation Documents

Visit the City of Fort Myers Procurement OpenGov portal and follow the link to Active

Solicitations to access solicitation information. It is the responsibility of the Contractor to ensure correct registration information is provided. The City will not be held liable for any issues arising from incorrect or incomplete contact information. All submittals must be prepared using the https://fortmyers.gov/DocumentCenter/View/14396/City-of-Fort-Myers-Procurement-Policy-PDF https://www.fortmyers.gov/1515/Procurement-Ordinances solicitation documents provided in this solicitation. The City assumes no responsibility for errors or misinterpretations resulting from the use of incomplete or unofficial solicitation documents.

Solicitation documents, including all attachments, specifications, and exhibits are provided solely to facilitate the preparation and submission of responses. The City reserves the right to cancel any solicitation at any time without obligation.

3.6. Responsibilities of the Proposers

Each Contractor is responsible for the following actions before submitting an offer:

3.6.1. Obtain solicitation documents exclusively from OpenGov. Documents sourced from other platforms or sources are not guaranteed to be accurate.

3.6.2. The Contractor will examine all solicitation documents to fully understand the requirements. If additional clarification is needed, submit questions through the OpenGov Q&A module.

3.6.3. Contractor who intend to submit a bid/proposal are encouraged to "follow" the project. By doing so, you will be notified by email of communications relating to the project.

3.6.4. The Contractor will review, understand, and factor into their bid/proposal all addenda and answers to questions that are submitted via the OpenGov portal. See "Questions and Addenda

Guidelines". All addenda and updates will be made available exclusively via OpenGov.

Contractor is advised to regularly check the portal for any updates related to this solicitation.

3.6.5. Evaluate all Federal, State, and Local laws, ordinances, codes, and regulations that could impact the cost, progress, performance, or execution of the work.

3.6.6. The Contractor will study and carefully align observations with the solicitation documents to ensure consistency.

3.6.7. The Contractor will notify the Procurement Services Department by email to procurementservices@fortmyers.gov and submit a question through the E-Procurement Q&A tab of any conflicts, errors, or discrepancies in the solicitation documents.

3.6.8. The draft contract intended for award is part of the solicitation as an attachment. This draft contains standard legal language and may be modified. Any exceptions to the standard contract should be submitted as a question in the Q&A module before the question deadline. If the question deadline has passed, exceptions should be clearly noted in the Submission

Questionnaire. Exceptions to the draft contract may impact the evaluation of the submittal.

3.6.9. The City reserves the right to make modifications to the draft contract for specific solicitations before execution.

3.7. Cone of Silence

Contractor to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the City posting the notice of intended award, excluding Saturdays, Sundays, and state holidays, any employee of the city concerning any aspect of this solicitation, except in writing to the Procurement Officer mailto:procurementservices@fortmyers.gov or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

3.8. Prohibition Against Considering Social, Political, or Ideological Interests

In accordance with Florida Statute Section 287.05701, an awarding body is prohibited from:

requesting documentation of or considering a Contractor’s social, political, or ideological interests when determining whether the Contractor is responsible; giving preference to a

Contractor based on their social, political, or ideological interests.

This ensures that all evaluations and awards are conducted solely on the basis of objective criteria and the best interests of the City.

3.9. Submission Guidelines

3.9.1. Official Submission Portal

All submissions must be made electronically through the City’s Bid Portal in OpenGov. The portal will keep all files locked until the solicitation officially closes.

3.9.2. Judgment on Disclosure

City reserves the right to exercise its own judgment regarding the disclosure of records. City may take any actions it deems necessary, including filing a declaratory action, to comply with

Federal or Florida public records laws.

Except as provided under the Americans with Disabilities Act for individuals requiring special accommodations, all proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

3.9.3. Instructions for Uploading Submissions

• Submission Process Log into your OpenGov account and navigate to the solicitation for which you wish to submit a response. Click on “Draft Response”, complete the required information, upload your submission along with all required attachments, and submit your response.

• Contractor shall ensure that all electronic deliverables provided under this Contract, including but not limited to reports, PDFs, presentations, forms, data visualizations, dashboards, online tools, and other digital or web-based content, comply with the Web

Content Accessibility Guidelines (WCAG) 2.1 Level AA. Deliverables must be provided in accessible formats compatible with commonly used assistive technologies. Contractor shall promptly remediate any accessibility deficiencies identified by the City at no additional cost and shall provide corrected deliverables within a mutually agreed-upon timeframe.

The Contractor must clearly identify any variances from the Solicitation requirements, no matter how minor. Any exceptions to the scope of work must be specifically noted and thoroughly explained in the Contractor’s questionnaire. If no variances are identified in the submittal, the City will assume that: a) he materials, equipment, or services offered fully comply with the Solicitation specifications, b) The Contractor agrees to all terms and conditions outlined in the attached Draft Contract. Failure to disclose variances may result in theContractor being held to full compliance of the Solicitation requirements.

• Responsibility for Timely Submission The Contractor is solely responsible for ensuring their submittals are complete, uploaded, and submitted via the e-Procurement Portal before the specified due date and time. The City is not responsible for any delays or failures in submission caused by any occurrence.

Contractor is responsible for uploading their submittals directly into the OpenGov

Submission Portal. The authorized representative who binds the Contractor to the submittal must sign the qualification statement. A submittal is considered timely only if received through the OpenGov portal by the precise date and time specified in the solicitation timeline. The official time will be determined by the OpenGov portal's time clock. The portal will not accept submittals after the deadline.

Contractor shall prepare their responses in a clear and concise manner, ensuring that all required content is complete. Special attention should be given to the specific information, instructions, and requirements outlined in the solicitation document to ensure responsiveness. Incomplete responses or those lacking key information may be rejected. To facilitate the review process, each section or tab of the response should be properly labeled to correspond with the solicitation requirements.

City is not responsible for any expenses incurred by Contractor in the preparation and submission of their proposals, including costs associated with presentations or other activities related to the solicitation process.

• Ownership of Submittals All submittals received in response to this solicitation will become the property of the City and will not be returned to the Contractor.

• Submission Requirements

• Document Format A single PDF document, signed by an authorized representative, must be submitted via the OpenGov portal under the Proposal question of the

"Submission Questionnaire".

• Title Page – Introduction Include the following: Name of the individual or firm, Address, Email address, Telephone number, Name of contact person, Date, Solicitation number and title.

• Table of Contents Include page numbers and bookmark each section for easy navigation.

• Letter of Transmittal Two (2) page limit. Content: Briefly state the Contractor's understanding of the services to be provided. Make a positive commitment to perform the work. Provide the names, titles, addresses, and telephone numbers of authorized representatives.

• Mandatory Minimum Qualification Documentation Provide documentation to verify compliance with the "Minimum Qualifications" section. Ensure all documentation is clear and specific.

• Evaluation Criteria Place responses to the evaluation criteria in the order it is stated under the "Evaluation Phase" section.

• Required Documents

• Corporate Submissions Must be signed in the corporate name by the President or Vice-

President (or other authorized officer with evidence of signing authority). Include the corporate address and state of incorporation.

• Partnership Submissions Must be signed in the partnership name by a partner, with the title noted under the signature. Include the partnership's official address.

• Litigation History Provide details of any current litigation or outstanding judgments involving the Contractor in the respective question under the Submission Questionnaire.

• Submission via OpenGov Log into your OpenGov account, navigate to the relevant solicitation, click “Draft Response,” complete the requested information, upload all required attachments, and submit.

• Unit and Extended Prices Enter unit prices for each item (if applicable). In case of discrepancies between unit and extended prices, unit prices will prevail.

• Award Basis The City generally awards bids based on a "lump sum" to the responsive and responsible Bidder submitting the lowest total bid. However, the City reserves the right to award based on a "per group" or "per item" basis. Clearly indicate items bid and items not bid on the provided pricing forms.

• Additional Charges Prices quoted must include all costs related to verification/coordination of the order, shipping, delivery, unpacking, setup, installation, operation, testing, cleanup, training, and travel. No additional charges will be accepted beyond those listed on the price sheets.

3.9.4. Instructions for Uploading Submissions

• Submission Process Log into your OpenGov account and navigate to the solicitation for which you wish to submit a response. Click on “Draft Response”, complete the required information, upload your submission along with all required attachments, and submit your response.

• Responsibility for Timely Submission The Contractor is solely responsible for ensuring their submittals are complete, uploaded, and submitted via the e-Procurement Portal before the Official due date and time. The City is not responsible for any delays or failures in submission caused by any occurrence.

• Official Time The time clock in OpenGov will serve as the “Official Time” for determining the actual closing time of the solicitation. Submissions received after the specified date and time will not be accepted.

3.9.5. Mandatory Minimum Qualification Documentation Contractor must provide clear and specific documentation to verify that all mandatory minimum qualifications, as outlined in the section titled "Mandatory Minimum Qualifications," have been met.

3.9.6. Required Documents See the "Submission Questionnaire" section for a detailed list of required documents.

3.9.7. Partnership Submittals

Must be executed in the partnership name and signed by a partner. The title of the signing partner must appear under the signature, and the official address of the partnership must be included below the signature.

3.9.8. Litigation History

The Contractor must disclose whether they are involved in any current litigation or have any outstanding judgments. Include relevant details in the submittal.

3.9.9. Binding Submissions

All submissions shall remain binding for a period of one hundred eighty (180) calendar days following the opening date.

3.9.10. Late Submissions

The City portal in OpenGov will not allow late submissions. Contractor assumes full responsibility for the timely upload of their responses.

3.10. Questions and Addenda

3.10.1. Submission of Questions

All questions regarding the meaning or intent of the solicitation documents shall be submitted through the OpenGov Portal. Only questions received before the deadline specified in the solicitation timeline shall be considered. Written responses to questions will be binding via addenda or the "Questions & Answers" feature in OpenGov. Oral or other informal interpretations or clarifications have no legal effect. Any addenda issued electronically during the solicitation period shall become part of the solicitation and will be incorporated into the resulting contract.

3.10.2. Authority of Addenda and Revisions

Revisions to the solicitation and responses provided via the "Questions & Answers" feature are authoritative and shall be considered addenda to the solicitation. All information provided in this solicitation, including addenda and answers to questions, will be incorporated into the solicitation and any resulting contract. It is the responsibility of the Contractor to review all addenda, revisions, and published answers to questions.

Requests for interpretations must be submitted through the OpenGov Portal. Failure to review and comply with the latest addenda or interpretations will not relieve the Contractor of their obligations under the solicitation or the resulting contract. No oral interpretations will be provided. All official interpretations will be issued as written addenda and made available via

OpenGov. The City is not responsible for the distribution of addenda or other solicitation-related information to Contractor who fails to register in OpenGov.

3.10.3. Modification of Solicitation Documents

The City reserves the right to issue addenda to modify the solicitation documents as necessary. Contractors are strongly encouraged to attend any pre-submittal meetings to gain clarity on the solicitation requirements.

The absence of details or the omission of specific descriptions within the Solicitation or any addenda shall be interpreted as requiring adherence to the highest standards of best commercial practices.