RFB 2026-04_BID DOCUMENTS FINAL.pdf

RFB 2026-04

Mowing & Landscaping Services for Skinner Park/Alachua Lions Club

City of Alachua

RFB 2026-04

MOWING & LANDSCAPING SERVICES FOR SKINNER PARK/ALACHUA

LIONS CLUB

Request for Bid

Bid Issue Date: July 13, 2026

Mandatory Pre-Bid Conference July 20, 2026, 8:00 A.M.

Questions/Clarification Deadline: July 27, 2026, 3:00 P.M.

Bid Due Date / Time: August 3, 2026, 3:00 P.M.

Bid Opening Date / Time: August 3, 2026, 3:15 P.M.

Issued By: Donna Smith, Purchasing Manager

15100 NW 142 Terrace

Alachua, Florida 32615

Email: do_smith@cityofalachua.org

Sealed bids must physically be delivered on or before the Bid Due Date to the City Hall Reception Desk at the above location before the stated time. Late bids will not be considered. Bids shall be submitted on the forms provided and must be manually signed. Bids shall be sealed in an envelope with the RFB number, opening date and time clearly indicated.

The City of Alachua reserves the right to reject all bids.

It is the intent and purpose of the City of Alachua that this Request for Bid promote competitive bidding.

It shall be the vendor's responsibility to advise Donna Smith, Purchasing Manager, only by electronic mail to the address above, if any language, requirements, etc. or any combination thereof, inadvertently restrict or limit the requirements stated in this Request for Bid to a single source. Such notification must be submitted in writing by email, and must be received by Donna Smith not later than ten (10) days prior to the opening date.

mailto:do_smith@cityofalachua.org

Mowing & Landscaping Services for Skinner Park/Alachua Lions Club

City of Alachua has adopted, published on its website (www.cityofalachua.com) and requires that all who do business with the City of Alachua agree and adhere to its CITY PURCHASING AND SALES

POLICY AND REGULATIONS (Manual) (https://www.cityofalachua.com/203/Purchasing). Contractor acknowledges notice of such requirement and accepts, understands and pledges the commitment to act accordingly.

This bid solicitation shall become part of any purchase order and/or contract resulting from this Request for Bid.

Sealed and Marked Bid Package:

One (1) signed original, two (2) signed copies and one (1) electronic copy of your bid shall be delivered in one (1) sealed package, clearly marked on the outside of package with the RFB number and addressed to: Donna Smith, Purchasing Manager, City of Alachua, 15100 NW 142nd Terrace, Alachua, Florida

32615.

AWARD PROCESS

Award Process Schedule – The following tentative schedule must be considered and met when submitting a bid:

Tentative Project Schedule

(subject to change)

Request for Bids Issued July 13, 2026

Mandatory Pre-Bid Conference July 20, 2026, 9:00 A.M.

Questions/Clarifications Deadline July 27, 2026, 3:00 P.M.

Bid Delivery Deadline August 3, 2026, 3:00 P.M.

Bid Opening August 3, 2026, 3:15 P.M.

COA Commission Approval June 8, 2026

City Commission Approval TBD

Notice to Proceed TBD

The City of Alachua reserves the right to alter schedule dates by publishing any such change on the

City website.

http://www.cityofalachua.com/images/Departments/Admin_Services/Purchasing/Purchasing_Manual_11-09-15.pdf https://www.cityofalachua.com/203/Purchasing

Mowing & Landscaping Services for Skinner Park/Alachua Lions Club

TABLE OF CONTENTS

I. Project Directory

II. Non-Bidder Response Form

III. Instructions to Bidders

IV. Public Entities Crime Form

V. Drug Free Workplace Form

VI. References Listing Form

VII. Contract…………………………………………………………………………..21

Exhibit A – Specifications, Scope of Work and Maps

Exhibit B – Bid Form

Exhibit C – Certified Equipment List

Exhibit D – Purchase Order

Exhibit E – Work Order

Exhibit F – Insurance Requirements ........ ………………………………………..42

Exhibit G – Human Trafficking Affidavit

Mowing & Landscaping Services for Skinner Park/Alachua Lions Club

I. PROJECT DIRECTORY

OWNER: City of Alachua

Rodolfo Valladares, City Manager

PROJECT MANAGER: Tony Love, Facilities Maintenance Manager

PURCHASING

REPRESENTATIVE: Donna Smith

Purchasing Manager

City of Alachua

P.O. Box 9

Alachua Florida 32616-0009

15100 NW 142nd Terrace Alachua, Florida 32615 do_smith@cityofalachua.org

PROJECT OVERVIEW

RFB 2026-04 is a solicitation for bids for all labor, fuel, material, tools, equipment and costs necessary for fully effectuating the Specifications, Scope of Work and Maps (attached hereto as Exhibit A of the

Contract).

SCOPE OF WORK AND SPECIFICATIONS

All work shall be performed in accordance with the Contract including its Exhibit A and the balance of the Contract requirements. The Contract, in its entirety, is incorporated as Article VII of this RFB 2026-

04.

Bid of Contractor shall be completely set forth on the Bid Form (attached as Exhibit B of the Contract) and included by incorporation in this RFB 2026-04.

Mowing & Landscaping Services for Skinner Park/Alachua Lions Club

II. NON-BIDDER RESPONSE FORM

For purposes of maintaining an accurate vendor list and facilitating your firm’s response to our bid invitations, we are interested in ascertaining reasons for your failure to respond to this bid invitation.

Please indicate the reason(s) by checking any appropriate item(s) listed below and return this form to

COA Purchasing Division by email (do_smith@cityofalachua.com) or fax (386) 418-6107.

RESPONSE

We are not responding to this Request for Bid invitation for the following reason(s):

E.g., our services or materials do not meet specifications.

Circle one- Specifications were:

Clearly understood Not applicable Too vague Too rigid

Or:

Insufficient time allowed for preparation of bid;

Incorrect address used. Please correct below:

Other comment (type of work and services performed if different from those sought).

Name of Firm:

Mailing Address:

City, State, Zip Code

Email Address

Phone: Fax:

By:

Signature of Authorized Representative mailto:do_smith@cityofalachua.com

Mowing & Landscaping Services for Skinner Park/Alachua Lions Club

III. INSTRUCTIONS TO BIDDERS

1. Opening Location

A. The bids will be publicly opened at the City of Alachua (COA) in the James A. Lewis Commission

Chambers, 15100 NW 142nd Terrace, Alachua, Florida 32615, in the presence of COA officials at the stated Bid Opening time and date. All bidders or their representative are invited to be present.

2. Bid Delivery Requirements

A. Any bids received after the stated due time and date will not be considered. It shall be the sole responsibility of the bidder to have the bid timely delivered to COA City Hall, front desk. If a bid is sent by U. S. Mail or other delivery service, the bidder shall be responsible for its timely delivery. Arrangements will be made for the return of bids at the bidder request and expense.

However, COA reserves the right, in its sole discretion, to accept a late bid if the bidder provides sworn, incontrovertible proof the delay was due to delivery factors beyond its control. This reservation of acceptance does not apply to bids that are sent via U.S. Mail and arrive late. Such bids will not be considered.

3. Parties Defined

A. City of Alachua

a. The City of Alachua is the party issuing this above-numbered Request for Bid (RFB) and for whose benefit services will be rendered hereunder. Throughout this RFB, including throughout any associated Contract Agreement and Contract Documents, the City of

Alachua may be interchangeably referred to as COA, CITY, PURCHASER, OWNER or like term.

B. Bidder/Vendor/Contractor/Offeror/Etc.

a. The terms CONTRACTOR, Offeror, Bidder, Vendor or like term refer to the same party, i.e., the party responding to this COA above-numbered RFB. The terms may be used interchangeably throughout the RFB, including throughout any associated Contract and

Contract Documents, to refer to the party responding to COA above-numbered RFB.

C. Savings Clause

a. The presence or absence of a defined term describing either party to this RFB, which includes any associated Contract Agreement and Contract Documents, will not render any provisions of the RFB, associated Contract Agreement or Contract Documents ineffective or inapplicable to such party provided the context of a given provision reasonably indicates that it applies to such party. The use or lack thereof of capital letters in any of the terms defined and described in Paragraphs 3(A) and 3(B) above is not intended and does not carry any legal significance and shall not be construed to deny applicability of any provision or term to the parties by reason thereof.

4. Blackout Period

Mowing & Landscaping Services for Skinner Park/Alachua Lions Club

A. Provides there is to be no contact between city representatives and vendors or potential vendors.

There also is to be no collusion among vendors or with members of city staff that in any way does or gives the appearance of impropriety. COA here makes it clear to all concerned that any evidence or reasonable appearance of such impropriety in any financial dealing with the COA will result in appropriate action by the city to protect the integrity of city business and public funds. Blackout Periods are further described and defined as:

1. Communication, direct or indirect, oral, written, electronic or by any other means, from a bidder/offeror or prospective bidder/offeror regarding the subject matter or the specifications of any advertised with any city employee, elected official, selection committee member or representative of COA, from the issuance of the specifications until COA makes the award is prohibited. Prohibited communication as described can be grounds for disqualification of any bidder for current, existing or future awards. Such improper conduct also can form the basis for legal action against any bidder for recovery by COA of damages resulting from such improper conduct. Exceptions to the foregoing rule are: (1) Oral presentations to a selection committee made at the written request of the city; (2) Written requests by email to Donna Smith, Purchasing Manager

(do_smith@cityofalachua.org), for interpretation of work or specifications concerning a specific COA solicitation. Such requests must be made as directed and within the time constraints set forth in each specific solicitation. (3) Communication during a Pre-Bid

Conference.

2. COA will respond to each email request within the time frame set forth in each solicitation by publishing such request and response on COA website so as to make all such communications available to all bidders/offerors. It is the responsibility of all interested parties to monitor COA website throughout the entire process. The blackout does not prohibit contact with COA staff when the vendor is doing business with COA on another contract or where the vendor meets with COA staff with regard to matters unrelated to the contract or solicitation at issue. No communication prohibited by this section shall occur during such unrelated contact.

3. The solicitation or bid will be deemed to be issued within the meaning of this provision at the earliest date and time of its posting, advertising or electronic publication on COA

Mowing & Landscaping Services for Skinner Park/Alachua Lions Club website. The manner of issuance is at the discretion of the Purchasing Department and as prescribed by law.

4. All solicitations for competitive sealed procurements identify a designated contact person, as per Purchasing Representative section of this RFB.

5. COA Contact: Purchasing Department, contact by email only to Donna Smith, Purchasing Manager (do_smith@cityofalachua.org). All other forms of communication are prohibited.

5. Mandatory Pre-Bid Conference

A. A Mandatory Pre-Bid conference will be held at 8:00 a.m. local time on July 20, 2026 at James

A. Lewis Commission Chambers, City Hall, 15100 NW 142nd Terrace, Alachua, FL 32615.

Representatives of COA will be present to discuss the Project. Bidders are required to attend and encouraged to participate in the conference. COA will transmit to all prospective Bidders of record such Addenda as COA considers necessary in response to questions arising at the conference.

Oral statements may not be relied upon and will not be binding or legally effective. This Conference is the one (1) exception to the Paragraph 4, Paragraph 6, and Paragraph 38 prohibition of oral communication between COA and prospective Bidders.

6. Clarification Addenda and Amendments

A. Definitions

1. Addendum - to clarify a point or points in a document

2. Amendment - to make a change in a document

B. Each bidder shall examine all RFB documents and shall judge all matters relating to the adequacy and accuracy of such documents. Any inquiries, suggestions or requests concerning interpretation, clarification or additional information pertaining to the RFB shall be made only by email to Donna Smith, Purchasing Manager (do_smith@cityofalachua.org) and no less than seven (7) days prior to the date for the receipt of bids. Clarification of bids shall be in the form and manner set forth in Paragraph 38 below. COA shall not be responsible for oral interpretations given by any COA employee, representative or others. The issuance of a written addendum is the only official method whereby interpretation, clarification or additional information is given. All addenda to this RFB will be posted on COA website at (www.cityofalachua.com).

C. It shall be the responsibility of each bidder, prior to submitting the bid, to view COA website to determine if addenda were issued and to make such addenda a part of the bid.

7. Sealed and Marked Package

A. One (1) signed original, two (2) signed copies and one (1) electronic copy of your bid shall be delivered in one (1) sealed package, clearly marked on the outside of package with the RFB Number, opening date and time, addressed to:

Donna Smith, Purchasing Manager

City of Alachua http://www.cityofalachua.com/

15100 NW 142nd Terrace

Alachua, Florida 32615

8. Legal Name of Bidder and Signature

A. Bids shall clearly indicate the legal name, address and telephone number of the bidder (company, firm, partnership, or individual). Bids shall be manually signed above the typed or printed name and title of the signer. The signer shall have the authority to bind the bidder to the submitted bid and the signature shall be dated. Failure to properly sign the bid shall invalidate the bid and it shall not be considered for award. No erasures are permitted and will render the bid void.

9. Corrections

A. If a correction is necessary, draw a single line through the entered word or figure and enter the corrected word or figure above it. Corrections must be initialed by the person signing the bid.

10. Bid Expenses

A. All expenses for submitting bids to COA are to be borne by the bidder.

11. Irrevocable Offer

A. Any bid may be withdrawn up until the date and time stated for opening of the bid. Any bid not so withdrawn shall, upon opening, constitute an irrevocable offer for a period of ninety (90) days to sell COA the goods or services set forth in the attached specifications.

12. Reserved Rights

A. COA reserves the right to accept or reject any or all bids, or any part thereof and to waive irregularities and technicalities and to request resubmission. Also, COA reserves the right to accept all or any part of the bid and to increase or decrease quantities to meet additional or reduced requirements of COA. Any sole response received by the first submission date may or may not be rejected by COA depending on available competition and timely needs of COA. For each item or for all items combined, the bid of the lowest responsive and responsible bidder will be accepted, unless all bids are rejected.

B. To be responsive, a bidder shall submit a bid that conforms in all material respects to the requirements set forth in the RFB. The lowest responsible bidder shall mean that bidder who makes the lowest bid to sell goods and or services of a quality which conform closest to the quality of goods and or services set forth in the attached specifications or otherwise required by COA, and who is, in the sole judgment of COA, fit and capable to perform the bid as made.

C. To be a responsible bidder, the bidder shall have the capability in all respects to perform fully the contract requirements and have demonstrated the tenacity, perseverance, experience, integrity, reliability, capacity, facilities, equipment and credit which will assure good faith performance.

COA reserves the right to make such investigation as it deems necessary to make this determination and may require bidder to timely provide such information as, but not be limited to, current financial statements, verification of availability of equipment and personnel and past performance records (including references).

13. The Right to Audit

A. Bidder agrees to furnish such supporting detail as may be required by COA to support charges or invoices, to make available to COA for audit purposes all records covering charges pertinent to the purchase and to make appropriate adjustments in the event discrepancies are found. COA shall have the right to audit. COA will pay the cost of any audit. Bidder shall retain records pertaining to the work/product for a period of three (3) years after final payment.

14. Applicable Laws

A. All applicable laws and regulations of the State of Florida and COA Purchasing and Sales Policy and Regulations will apply to any resulting agreement, contract or purchase order.

15. Code of Ethics

A. With respect to this bid, if any bidder violates or is a party to a violation of the Code of Ethics of

COA or other part of the COA Purchasing and Sales Policy and Regulations (City-of-Alachua-

Purchasing-and-Sales-Policy-and-Regulations-PDF), and/or the laws of the State of Florida, such bidder may be disqualified from furnishing the goods or services for which the bid is submitted and further disqualified from submitting any future proposals for goods or services to COA.

16. Collusion

A. By offering a submission to this RFB, the bidder certifies the bidder has not divulged, discussed or compared the bid with other bidders and has not colluded with any other bidder or parties to this bid whatsoever. Also, the bidder certifies, and in the case of a joint bid each party thereto certifies as to his own organization, that in connection with this bid:

1. Any prices and/or cost data submitted have been arrived at independently without consultation, communication or agreement for the purpose of restricting competition, as to any matter relating to such prices and or cost data, with any other bidder or with any competitor.

2. Any prices and/or cost data quoted for this bid have not knowingly been disclosed by the bidder and will not knowingly be disclosed by the bidder prior to the scheduled opening, directly or indirectly, to any other bidder or to any competitor.

3. No attempt has been made or will be made by the bidder to induce any other person or firm to submit or not to submit a bid for the purpose of restricting competition.

4. The person or persons interested in this bid and principal or principals is/are named therein and no person other than therein mentioned has any interest in this bid or in the contract to be entered into.

5. No person or agency has been employed or retained to solicit or secure this contract upon an agreement or understanding for a commission, percentage, brokerage, or contingent fee excepting bona fide employees or established commercial agencies maintained by the purchaser for the purpose of doing business.

17. Contract Forms

A. Any agreement, contract, purchase order, work order or change order resulting from the acceptance of a bid shall be on forms either supplied or approved by COA.

https://www.cityofalachua.com/DocumentCenter/View/1295/City-of-Alachua-Purchasing-and-Sales-Policy-and-Regulations-PDF https://www.cityofalachua.com/DocumentCenter/View/1295/City-of-Alachua-Purchasing-and-Sales-Policy-and-Regulations-PDF

18. Bid Forms, Variances, Alternates

A. Bids must be submitted on attached (Contract Exhibit B) COA bid form along with other exhibits.

Additional information may be attached. All blank spaces must be completed with the appropriate response. The bidder must state the price for each item, typewritten or written in ink, for which bidder proposes to perform each item, including alternates, if any. Bidder must fully comply with the RFB in its entirety. No substitutions or variances are acceptable unless approved by COA and published as an addendum. See Paragraphs 4 and 6.

19. Completeness of Bid

A. Bidders shall quote on all items in one bid form. Failure to do so may result in the bid being rejected as not responsive.

B. When quotations on certain items are optional, bidders shall insert the words "no bid" in the space provided for an item for which no quotation is made.

C. The bid must be signed by an authorized agent or officer of the firm.

20. Quotations

A. No bidder will be allowed to offer more than one price on each item even though two or more products or responses that will meet specifications are available to bidder. Bidders must determine which to offer.

21. Modification or Withdrawal of Bid

A. A modification of a bid already received will be considered only if the modification is received prior to the time announced for receipt of bids. All modifications shall be made in writing, executed and submitted in the same form, number of copies, manner and deadline as the original bid. Modifications submitted by telephone, facsimile or electronic mail (e-mail) will not be considered.

B. Any bidder may withdraw a bid by giving written notice to COA Purchasing Manager, at the place such bids are to be received and at any time prior to the time announced for opening of bids.

22. Errors in Bids

A. Bidders or their authorized representatives are expected to fully inform themselves as to the conditions, requirements and specifications before submitting bids, failure to do so will be at the bidder own risk. There will be no allowance for errors either of omission or commission on the part of bidders. In case of error of extension of prices in the bid, the unit price shall govern.

23. “Non-Bidder Response Form”

A. If not submitting a bid, please respond by returning the "Non-Bidder Response Form" no later than the stated bid opening date and time, and explain the reason in the space provided.

24. Prices Quoted

A. Prices must be stated as set forth in the bid specifications. Each item must be bid separately. If a bidder offers a discount on payment terms, it is understood that a minimum of thirty (30) days will be required for payment (unless otherwise stated in special instructions), and the discount time will be computed from the date of satisfactory delivery at place of acceptance and receipt of correct invoice at the place and manner specified.

25. Discounts

A. Any and all discounts, except for payment discounts contemplated in Paragraph 24, must be incorporated as a reduction in the bid price and not shown separately. The price as shown on the bid shall be the price used in determining award(s).

26. Descriptive Information

A. All equipment, materials, supplies and articles, incorporated are to be of the most suitable grade for the purpose intended, unless otherwise specifically provided in the specifications. Reference to any equipment, material, article or process, by trade name or make, shall not be construed as to limit competition. Substitutions shall be approved only if determined by COA to be equivalent to the specifications. A bid containing a substitution is subject to disqualification if the substitution is not approved by COA prior to submission of the bid. Also see Paragraphs 4, 6, 18 and 38.

27. Interpretations

A. Should any bidder have any questions as to the intent or meaning of any part of this bid the bidder should contact, only by email, the Purchasing Manager of this bid in time to receive a written reply before submitting a bid. See Paragraphs 4 and 6.

28. Bid Bond (Not Applicable for this Bid)

A. A bid bond, properly executed by the bidder and by a qualified surety, or a certified or cashier's check, treasurer’s check or bank draft of any national or state bank drawn in the amount of

$2,500.00 made payable to COA, must accompany each bid as a guarantee that the bidder will not withdraw from the competition after opening of the bid. Attorneys in fact who sign bid bonds must file with each bond a certified copy of their power of attorney to sign said bonds.

29. Regulations

A. It shall be the responsibility of each bidder to assure compliance with all OSHA, EPA and/or

Federal or State of Florida laws, rules, regulations or other requirements, as each may apply.

30. Period of Offer Validity

A. Prices quoted in the bid shall and are agreed to be open and valid for a period of ninety (90) days from the date of the bid opening.

31. Default and Cancellation of Contract

A. The performance of the Scope of Work called for and described in this RFB 2026-04 calls for the successful bidder to be experienced and disciplined in the management of the required number of trained personnel, necessary equipment that is properly maintained and replaced as needed along with the financial strength necessary to support its business. Acceptable and timely performance and acceptable results, as well as those that are not, are immediately recognizable by COA staff and the public. Therefore, failure of the bidder to meet the requirements of the Contract will, at the discretion of COA, be grounds for immediate termination of the Contract notwithstanding any efforts by City to discuss shortcomings and seek their cure with bidder.

32. Cancellation

A. It is the intention of COA to purchase services from sources that will give prompt and convenient service. Any failure of the supplier to satisfy the requirements of COA shall be reason for termination of the award. Any bid or contract may be rejected or canceled in whole or in part for good cause when in the best interest of COA.

33. Employee Appearance and Manner

A. Contractor employees must wear uniform and COA approved clothing that identifies the successful bidder and employee clothing and personal appearance must be clean and well kept taking in to account the task then being performed. A change of outer wear to maintain the described appearance will be the rule if required to maintain the described appearance during the work day while working on COA property.

B. A courteous and businesslike manner is required when interacting with COA Staff and the Public as well as when in view and hearing distance of either. The employee playing or broadcasting of music or other audible or visual material is not permitted on or discernible from COA Property.

34. Equal Employment Opportunity Clause

A. City of Alachua, Florida, in accordance with the provision of Title VI of the Civil Rights Act of

1964 (78 Stat. 252) and the Regulations of the Department of Commerce (15 CFR, Part 8) issued pursuant to such Act, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement minority business will be afforded full opportunity to submit bids in response and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.

35. Drug-Free Workplace

A. A Drug-Free Workplace Statement must be completed, signed and returned along with bid. When two or more bids are identical with respect to price, quality, delivery and service, a bidder that certifies it has implemented a drug-free workplace program shall be given preference in the award process.

36. Public Entity Crime Information

A. A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor or consultant under a contract with any public entity and may not transact business with a public entity in excess of the threshold amount provided in F.S. Section 287.017, for CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.

37. RFB Not Affected by Oral Statement

A. No oral statement of any person shall modify or otherwise affect the terms, conditions or specification stated in the RFB. All modifications to this RFB must be made in writing. See

Paragraph 6.

38. Basis for Award

A. Other factors that will be considered in addition to the lowest price include but are not limited to:

1. Response time upon issuance of notice to proceed and time of completion, as established by references;

2. Quality of workmanship as represented by references;

3. Capabilities to do required work; and

4. Also see Paragraph 12.

B. The contract resulting from this solicitation will be awarded to that responsive and responsible bidder whose bid conforming to the invitation is determined most advantageous to COA, price and other factors considered. The bid shall be in the form prescribed by this invitation and shall contain a response to each of the areas identified that affect the evaluation factors for award.

C. Exceptions to the bid may be waived if determined minor in nature and acceptable to COA. All exceptions shall be noted on the attached “Affidavit of Compliance” response form.

39. Protests, Appeals and Remedies

A. Any person adversely affected by the decision or intended decision of award must file a written notice of protest to the City Manager’s office by email to citymanager@cityofalachua.org within seventy-two (72) hours (excluding Fridays, Saturdays, Sundays, and City Holidays: New Year’s

Day, Martin Luther King, Jr. Day, Washington’s Birthday, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Day after Thanksgiving, Christmas Eve, Christmas

Day and New Year’s Eve Day) after the posting of COA decision or intended decision. Complete protest procedures are set forth in the City Purchasing and Sales Policy and Regulations published on its website at www.cityofalachua.com.

40. Questions

A. During the submission process, to ensure fair consideration for all prospective bidders, COA prohibits communication to or with any department or employee, except as provided in

Paragraphs 4 and 5. During the bid evaluation process, COA prohibits communications initiated by a bidder to any COA employee evaluating or considering the bids prior to the time an award decision is made except communication initiated by the appropriate COA Purchasing Department mailto:citymanager@cityofalachua.org employee in order to obtain information or clarification needed to develop a proper, accurate evaluation of the bid.

B. Questions relative to interpretation of specifications or the bid process after Mandatory Pre-Bid meeting must be addressed only to the Purchasing Manager, only by email to do_smith@cityofalachua.org and, no less than 7 days prior to the date for the receipt of bids. Any interpretation made to prospective bidders will be expressed in the form of an addendum to the bid documents which, if issued, will be posted on the website www.cityofalachua.com. No other form of communication is permitted. See Paragraph 6.

**** END OF SECTION ****

IV. FLORIDA STATUTES ON PUBLIC ENTITY CRIMES FORM

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC

OR OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to _____________________________________

(print name of public entity) by _________________________________________________________________

(print individual name and title) for _________________________________________________________________

(print name of entity submitting sworn statement) whose business address is ____________________________________________ _ and (if applicable) its Federal Employer Identification Number (FEIN) is

(if the entity has no FEIN) include the Social Security Number of the individual signing this sworn Statement

2. I understand that a “public entity crime” as defined in Paragraph 287.133(1)(g) Florida Statutes means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that “conviction” as defined in Paragraph 287.133(1)(b) Florida Statutes means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of jury verdict, nonjury trial, or entry of a plea of guilty or nolo contender.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a) Florida Statutes means

a. A predecessor or successor of a person convicted of a public entity crime; or

b. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a "person" as defined in Paragraph 287.133(l)(c) Florida Statutes means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provision of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term "person" includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Indicate which statement applies).

__________ Neither the entity submitting this sworn statement nor any of its officers, directors, executives, partners, shareholders, employees, members, or agents who are active in the management of the entity, nor any affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

__________ The entity submitting this sworn statement or one or more of its officers, directors, of the entity or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

__________ The entity submitting this sworn statement, or one or more of its officers, directors, of the entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing

Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order).

****EXECUTION PAGE TO FOLLOW****

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER

FOR THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT

PUBLIC ENTITY ONLY AND THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE

CALENDAR YEAR IN WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO

INFORM THE PUBLIC ENTITY PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE

THRESHOLD AMOUNT PROVIDED IN SECTION 287.017, FLORIDA STATUTES FOR

CATEGORY TWO OF ANY CHANGE IN THE INFORMATION CONTAINED IN THIS FORM.

(Signature)

Sworn to and subscribed before me this ___________day of _____________________, 202__.

Personally known ________________________________________________________

OR produced identification _________________ Notary Public - State of __________

_______________________________________ My Commission expires __________

(Type of Identification)

(Print, typed or stamped commissioned name of notary public)

MUST BE SUBMITTED WITH BID

V. DRUG-FREE WORKPLACE FORM

The undersigned vendor, in accordance with Florida Statute 287.087, hereby certifies that ______________________________________________does:

(Business Name)

1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2. Inform employees about the dangers of drug abuse in the workplace, the business's policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, employee assistance programs and the penalties that may be imposed upon employees for drug abuse violations.

3. Give each employee engaged in providing the commodities or contractual services that are under bid a copy of the statement specified in Paragraph 1.

4. In the statement specified in Paragraph 1, notify the employees that, as a condition of working on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer of any convictions of, or plea of guilty or nolo contend ere to, any violation of Chapter 1893 or of any controlled substance law of the United States or any state, for any violation occurring in the workplace, no later than five (5) days after such conviction.

5. Impose a sanction on, or require the satisfactory participation in, a drug abuse assistance or rehabilitation program, if such is available in the employee's community, by any employee who is so convicted.

6. Make a good faith effort to continue to maintain a drug-free work- place through implementation of

Paragraphs 1 through 5.

As the person authorized to sign this statement, I certify that this firm complies fully with the above requirements.

Proposer’s Signature: __________________________________________________

Date: ___________________________________

VI. REFERENCES LISTING FORM

List a minimum of four (4) local government or private references for similar contracts, which you have completed within the past 5 years. (Typewritten)

Customer Name:

Address:

Telephone ( ) Fax: ( )

Contact Name:

Type of Contract:

Complete Date:

Email Address:

Type of Contract:

Type of Contract:

Type of Contract:

My company has been in this type of business for years. There are employees in my company. employees will be dedicated to this project.

VII. CONTRACT

THIS CONTRACT made effective the day of _______________, 2026, by and between CITY OF ALACHUA, hereinafter referred to as COA and

_______________________________________________ hereinafter referred to as CONTRACTOR.

WITNESSETH:

WHEREAS, COA has prepared Project Specifications, Scope of Work, Maps, Mowing and

Landscaping Maintenance Service Requirements (Exhibit A) for RFB 2026-04 and CONTRACTOR has submitted to COA a bid (Exhibit B) in response to RFB 2026-04 in accordance with the terms of this

Contract and the Contract Documents; and

WHEREAS, COA has determined and declared CONTRACTOR has submitted the lowest responsive and responsible bid for the work specified herein and hereby awards to CONTRACTOR this contract for the sum or sums named in CONTRACTOR bid as set forth in Exhibit B; and

1. PARTIES

A. The City of Alachua may be interchangeably referred to herein as COA, CITY, PURCHASER, OWNER, or like term.

B. The terms CONTRACTOR or Vendor refer to the same party, i.e., the party responding to COA above-numbered RFB and awarded this CONTRACT. The terms may be used interchangeably throughout this Contract Agreement and Contract Documents.

2. CONTRACTOR OBLIGATION

A. CONTRACTOR shall furnish the labor, fuel, equipment, materials, supplies and services as specified and required herein.

3. COA PAYMENT

A. COA shall pay, upon completion of all work and acceptance by COA, the sum or sums set forth in the Contract plus or minus the sum of any fully executed Change Order (Exhibit E).

4. TERM

A. This agreement shall run and be effective on October 1, 2026, through September 30, 2027.

B. This Contract will automatically renew on October 1, 2027 for two (2) successive two-year terms, October 1 to September 30 of the following calendar years, unless automatic renewal is canceled by either party by the delivery of written notice to the other on or before June 1 of any contract year.

5. CHANGE ORDER

A. The Scope of Work, Price or Contract Times, including to add or subtract task, cannot be changed except by an agreed to Change Order (Exhibit E) executed by COA and CONTRACTOR.

6. SAFETY

A. CONTRACTOR shall have in place, implemented and enforced a Safety Plan consistent with the standard in the industry and to include all safety and vehicular regulations including safety lighting as defined by Florida Department of Transportation (FDOT) and Florida Division of

Motor Vehicles.

7. CONTACTOR TO EXERCISE CARE AND REPORT HAZZARDS.

A. CONTRACTOR shall perform all work with the care expected and required on public grounds and places.

B. CONTRACTOR shall, within a reasonable time as the situation or event demands and requires, report to by written notice as set forth in Paragraph 33, any hazard observed on City public grounds or facilities. Any condition presenting an immediate hazard or threat of bodily injury or damage to property is to also be reported expeditiously to the Alachua Police Department.

8. TIME OF ESSENECE

A. COA and CONTRACTOR agree time is of the essence in the completion of each Task and the deadline for completion is binding unless CONTRACTOR obtains a Change Order extending the date. CONTRACTOR expressly agrees that, in undertaking to complete the work/services within the time specified, CONTRACTOR made allowances for all hindrances and delays which might usually be expected to occur in performing the work. No claims shall be made by CONTRACTOR or his sub-contractors for such hindrances and delays. If CONTRACTOR or his sub-contractors experience hindrances or delays that, in opinion of CONTRACTOR, are not usually to be expected in the performance of the work, and which affect the performance of the work, CONTRACTOR may request a Change Order for an extension of time or other appropriate accommodation. Such hindrances and delays may include, but not be limited to, acts or failure to act by COA or other CONTRACTOR employed by COA, fires, floods, labor disputes, epidemics, abnormal weather conditions or acts of God.

9. LIQUIDATED DAMAGES

A. The parties agree COA will suffer damages in the event work is not completed and accepted by a required completion date. Therefore, it is agreed, since the amount of damage from delay is not able to be specifically determined at this point, that a reasonable approximation of damage is

$100.00 per day past the scheduled completion date of any and all Task. The parties agree the

$100.00 amount is not a penalty but is a reasonable approximation of actual damage that will be suffered by COA.

10. PUBLIC PROJECT

A. It is recognized and agreed that the Project that is the subject of this Contract is publicly funded as a part of the annual budget of COA and it is the responsibility of CONTRACTOR to inspect any work site, call for or seek permission from COA to conduct any tests CONTRACTOR deems necessary or appropriate, and be familiar with all conditions or other factors that may affect the cost(s) or contract time(s) as set forth in any and all Work . The Price is agreed and understood to be as set forth in the CONTRACT and completion time is of the essence. Any Change Order approved by COA shall be considered accordingly.

11. INDEMNIFICATION BY CONTRACTOR

A. CONTRACTOR hereby agrees to indemnify and save harmless COA for any loss caused directly or indirectly by CONTRACTOR, its subcontractor, agent, employee acting on its behalf or in its stead or caused by any product, service or work supplied pursuant to this contract.

12. WARRANTIES

A. CONTRACTOR warrants all work, products and services provided directly or indirectly, by

CONTRACTOR a subcontractor, agent, employee acting on its behalf or in its stead and that any product, service or work supplied under the contract will be fit for all purposes intended and consistent with all commercial standards.

B. CONTRACTOR warrants to COA that all work shall be free from defects in material or workmanship and that the services provided under the contract shall conform to all requirements of the contract and expectations of the COA. All parts, supplies materials and equipment furnished by CONTRACTOR are guaranteed to be new, unused or of a kind quality, appearance, meet all safety and environmental standards in the industry and conform in all respects to the requirements of this contract. After receipt of written notice thereof, CONTRACTOR shall promptly correct any defective work which may develop during the warranty period (one (1) year following the date of final acceptance), and any damage to other work caused by such defects or the repairing of the same, all at CONTRACTOR’s expense. CONTRACTOR hereby assigns to

COA any and all rights under any warranties CONTRACTOR may have received or be entitled to from vendors of the materials and/or equipment incorporated into the work. The warranties set forth shall apply to all replacement materials, supplies, equipment and services associated therewith to the same extent as it applies to original work provided and shall extend for a period of one (1) year beyond the date the replacement work is complete.

C. CONTRACTOR agrees that materials furnished pursuant to the contract documents will come with a separate, all-encompassing and comprehensive warranty which will be furnished to COA at the time of the material’s delivery. Warranty coverage shall commence on the first day of service to COA. Each product furnished shall be guaranteed by CONTRACTOR to be free from adulterants or impurities which might cause hazards in the use of the specified products.

D. COA will not accept any disclaimer of warranties of merchantability and fitness for a particular purpose for work, product or service(s) offered.

13. CONTRACTOR VENDOR STATUS

A. CONTRACTOR will continue to maintain its status as and meet all requirements of an approved vendor of COA during the term of the contract.

B. CONTRACTOR must, before beginning any work, receive a City Purchase Order and provide a

Certificate of Insurance acceptable to COA reflecting COA as an additional insured and otherwise meet all requirements set forth in Exhibit F.

14. NON-WAIVER OF SOVEREIGN IMMUNITY

A. Notwithstanding any express or implied term or language elsewhere in the contract or any document furnished by CONTRACTOR, COA has not and does not waive sovereign immunity and reserves the limits of liability as set forth in Section 768.28, Florida Statutes.

15. PUBLIC WORK

A. The Project is a Public Work. No Lien may be filed against COA as provided by law. Any

Claimant shall have a right of action against CONTRACTOR and against any required Payment or Performance Bonds in accordance with Chapter 255, Florida Statutes. Such action may not involve COA in any action or expense.

16. ASSIGNMENT

A. CONTRACTOR shall not assign, subcontract or transfer any interest in this agreement without the written consent of COA. Nor shall CONTRACTOR assign any monies due or to become due to it under this agreement without the prior written consent of COA. Neither party shall have the power to assign any of the duties or rights or any claim arising out of or related to the agreement, whether arising in tort, contract or otherwise, without the written consent of the other party. These conditions and the entire agreement are binding on the heirs, successors and assigns of the parties.

17. INDEPENDENT CONTRACTOR

A. It is understood and agreed that CONTRACTOR is an independent CONTRACTOR and not an employee of COA. COA will not withhold income taxes, social security or any other sums from the payments made to CONTRACTOR.

B. CONTRACTOR shall in no way hold CONTRACTOR out to any third person as an agent of

COA.

C. CONTRACTOR and all subcontractors are solely responsible for all employee or agent wages.

CONTRACTOR and subcontractor will be solely responsible for full payment to any outside employment agencies and/or sub-contractors. All persons furnished by CONTRACTOR or subcontractor shall be considered solely its employees or agents and each shall be responsible for payment of all unemployment, social security and other payroll taxes, including making contributions when required by law.

18. NON-WAIVER OF RIGHTS

A. No partial payment made under this agreement shall be evidence of the performance of the agreement either wholly or in part, and no payment shall be construed to be an acceptance of improper material or unsatisfactory performance. No act of COA in superintending, nor failure to disapprove or reject any material used, work performed, nor any extension of time for the completion shall be construed as acceptance of the work either wholly or in part. Acceptance shall be evidenced only by the payment by COA.

19. INDEMIFICATION

A. CONTRACTOR covenants and agrees to…