RFP-25-13_Solicitation_Document.pdf

Request for Proposals for

LIFE SAFETY SYSTEMS INSPECTION, MAINTENANCE AND

MONITORING SERVICES

RFP-25-13

Canaveral Port Authority 445 Challenger Road Suite 301 Cape Canaveral, FL 32920

(321) 783-7831

RFP Issue Date: August 8, 2025______________ RFP Due Date: September 3 @ 2:00PM___ Prepared By: The Canaveral Port Authority Checked By: The Canaveral Port Authority Approved By: The Canaveral Port Authority Published Date: August 4, 2025 __

Life Safety Systems Inspection, Maintenance and Monitoring Services For the Canaveral Port Authority

PURPOSE

The purpose of this solicitation is to select a qualified Contractor, or Contractors, as qualified by F.S.

633, to provide inspection, testing, maintenance, repair, and monitoring of Canaveral Port Authority (CPA) Fire Sprinkler, Fire Alarm Systems, and Intrusion Detection Systems.

Such services shall encompass furnishing adequate and appropriate labor, all needed parts and materials, supplies, equipment, and supervision for the performance of the projected work. Services provided and pricing submitted shall also include any and all travel, trip, and or delivery charges to any of the CPA Facilities throughout the County.

The Contractor shall ensure that fire sprinkler and alarm systems are operational and monitored 24 hours a day, 7 days a week. The ultimate responsibility of the Contractor is to provide fire sprinkler and alarm systems that meet all current required codes, are at all times up-to-date and working as intended, and will reflect favorably upon the CPA and the Contractor. This scope of services represents the minimum standards required. After initial inspections are complete and existing issues have been addressed, it shall be the Contractors responsibility to ensure that no CPA facility is left without the approved and up to date fire sprinkler and alarm systems.

All services performed under the terms of this agreement shall comply with all federal, state, and local regulations. The Contractor shall ensure compliance with Fire Marshal regulations as they pertain to fire sprinkler guidelines, any established by the manufacturer, and the most current applicable code from the National Fire Protection Association (NFPA).

Any reference to specifications, codes or regulations stated in this solicitation shall mean the latest and most current revision of such specifications, codes, or regulations.

It is anticipated that only one firm will be selected to provide the necessary services outlined in the Scope of Services.

TERM

Contract will be for a base period of three (3) years effective October 1, 2025. There will be a provision for up to two (2), one (1) year extension options at the sole discretion of the Authority. The total contract period shall not exceed five (5) years. Quality of task performance and availability of funds determines the viability of exercising such options. The Authority will require the right to terminate the contract if the service level falls below required levels outlined in this proposal request.

MINIMUM CRITERIA

Contractor shall be experienced in the inspection and repair of fire sprinkler systems and components, must be licensed to do business in the State of Florida as a Fire Protection Systems Contractor II, licensed as an Alarm System Contractor I, and must be acceptable to the Port. Port may require from Contractor a list of references which may be verified prior to issuing an award.

Contractor must be able to self-perform all work outlined in the Scope of Services section of this RFP.

Contractor must be able to respond to Port property within sixty (60) minutes of a trouble call.

CPA BACKGROUND

Port Canaveral is the ocean gateway to Central Florida. As a cargo port, we facilitate goods in and out of our region for businesses and consumers. As a cruise port and recreation destination, we attract visitors who spread their time and dollars across Central Florida. Our growth strengthens the region, and a strong regional economy helps us grow.

All business functions of the Canaveral Port Authority are self-supporting from a revenue and expenditure perspective. In other words, although authorized by Florida statute to levy Ad Valorem tax, the CPA does not and receives no taxpayer revenue from any of its operating entities. All revenue is derived from the operations and businesses that lease or use the CPA owned and operated facilities and services. Additional information about the CPA can be found by visiting its website at www.portcanaveral.com.

SCOPE OF SERVICES

Technical Requirements:

1. Fire Sprinkler Systems on all sprinkled Canaveral Port Authority owned buildings (Quarterly and Annual inspection)

a. Inspect all wet systems and risers

b. Perform 2” drain test and record static and residual pressure(s)

c. Check and determine if fire sprinkler system is in service and working in satisfactory condition

d. Check condition of drains valves, gauges and related equipment

e. Inspect all sprinkler control valves for proper position, condition, accessibility, and test

f. Tag alarm valves as required by law

g. Inspect sprinkler control valve identification signs and security arrangements

h. Check all control valves

i. Open and close system control valves and sectional valves to see if in good condition and lubricate when necessary

j. Check condition of all alarm valves and related trim

k. Test water motor alarm gong on all systems by: • Operating inspectors test connection • Visual inspection • Water flow for evidence of any obstruction

l. Inspect and test sprinkler alarm system components

m. Check condition of sprinkler heads for any obstruction or coatings that may hinder activation n.

Check reserve sprinkler heads for proper supply and arrangement

o. Check for adequate clearance around sprinkler heads for proper water distribution

p. Check general condition of sprinkler system piping, hangers, and related equipment

q. Inspection the following fire department connections: • Couplings • Caps • Threads • Clapper • Check valves • Drains • Lubricate as necessary

2. 4 Electric Fire Pumps (annual inspection and monthly runs):

a. Perform fire pump performance test in accordance with NFPA Annual Pump test

b. Test all fire pump functions for satisfactory performance

c. Check all valves to make sure they are fully open

d. Test operation of pressure and casing relief valve

e. Inspect packing glands and, if deemed necessary, adjust

f. Check fire pump start and stop pressures and adjust if necessary

g. Test pump for proper operation and conditions

h. Inspect bearings for proper operation and conditions

3. FM-200 Dry Chemical Systems Shall be tested annually in accordance with applicable NFPA codes

4. Fire/Security Alarm Systems Inspection & Service Testing shall include all monitoring points for all subsystems and auxiliary functions of the system including fire pumps, elevator recall, elevator shunt, fan control, fan shutdown, smoke dampers and special suppression systems. Contractor will be responsible for verifying control or monitoring module function and auxiliary system function. Contractor will not be responsible for auxiliary systems repairs.

1st Quarter – 100% Inspection and Testing of Audio/Visual, Heat/Smoke Detection, Elevator recall 2nd Quarter – Load Test Batteries, Test Smoke Dampers, Visual of all Devices 3rd Quarter – Visual of all Devices 4th Quarter – Visual of all Devices All other testing that can’t be revised by NFPA, IDPH or AHJ standards still applies.

Manual Pull Stations - Stations shall be checked by engaging lever or opening station with key. Verify proper alarm response at control panel and transponder. Each manual station is to be tested at least annually and must be documented.

Smoke Detectors - All smoke detectors shall be serviced annually according to manufacturer’s recommendation and code requirements.

Restorable fixed Temperature/Rate of Rise Heat Detectors - All heat detectors shall be tested annually per manufacturer’s recommendation and code authority requirements.

Alarm Indicating Devices - All alarm indicating devices will be tested annually for proper operation.

Verify signal by walking corridors, and rooms as required. Document test results for each device.

Waterflow Switches - All waterflow switches shall be tested quarterly by flowing water through the inspector's test valve. Document all delay time on inspection report. (Note: should be between forty-five (45) and sixty (60) seconds).

Sprinkler Tamper Switches - All tamper switches shall be tested quarterly by operation of the control valve. This must be documented.

Code Conformance - System testing and documentation will be performed as prescribed by NFPA standards and as described in the NFPA Fire Protection Systems Inspection, Test and Maintenance Manual and the requirements of the local authority having jurisdiction.

Sprinkler System - Testing will be performed by Vendor. Perform one (1) full flow capacity test annually on each sprinkler system fire pump.

Circuits - All circuits will be tested quarterly. This must be documented.

Detectors - All detectors will be functionally tested with a test gas or magnet to physically activate each device at the source at least annually. This must be documented.

5. Monitoring Upon award, all building fire alarm, panic devices, and security intrusion alarm systems covered under this agreement, will be monitored remotely 24/7 via wireless equipment by a central monitoring station. Upon receiving an alarm signal, the central station will notify the appropriate agencies and contacts. Contact information will be provided to central monitoring by Canaveral Port Authority.

Pre-Bid Walkthrough Iin lieu of a traditional building walk-through, a virtual walk-through via a PowerPoint photo presentation is included in the bid documents. Each slide contains a photo of the FACP and riser for each facility. Additional equipment inventories for each facility can be found in the tabs of the pricing spreadsheet.

Deficiencies/Repair Work All repairs of deficiencies discovered during inspections and issues discovered between inspections will only be done with the approval of Canaveral Port Authority. When repairs are needed, a formal quote will be sent electronically to and approved by Canaveral Port Authority prior to the scheduling of any repair work.

On-Going Operations: Contractor to ensure that inspection activities are scheduled in advance with designated Port Project Manager, so as to not adversely impact Port business. Contractor is to ensure a safe and efficient work site. Contractor operations should be conducted in a manner which prevents injury and damage to adjacent buildings, structures, other facilities, utilities and persons.

Any damages caused by Contractor will be immediately reported to the Port Project Manager and promptly repaired at Contractor’s cost.

Schedule: Contract to begin on October 1, 2025.

Site Conditions: Contractor shall be responsible to police his staff to ensure all areas where employees are working are kept clean, neat and orderly. At conclusion of job, an inspection will be done by the Port Project Manager to ensure that all areas of the building are in their original or repaired/replaced to their original conditions.

Badging: All technicians who service Port property/buildings are required to have a valid TWIC badge. Badging will be solely at the Contractor’s expense.

PLEASE VISIT THE CANAVERAL PORT AUTHORITY’S WEBSITE AT

https://www.portcanaveral.com/About/Badging-TSA-Office FOR BADGING INFORMATION AND

RELATED FORMS

COMMUNICATIONS AND QUESTIONS

This solicitation is governed by CPA Policy POL-2016-002-PUR-3, Establishment of a Limited Communications Period with Respect to Procurement Procedures. Proposers should read this policy carefully and conduct themselves accordingly. Improper communications may result in disqualification from the solicitation process.

Failure by a potential respondent to ask questions or request changes by the dates indicated shall constitute the respondent's acceptance of the requirements set forth in this process.

Submission of all questions through VendorLink is required. No answers given in response to questions submitted shall be binding upon this solicitation process unless released in writing through VendorLink. Deadline for questions is August 27, 2025.

SUBMITTAL REQUIREMENTS

Firms interested in providing the required professional services shall submit one (1) original, marked “ORIGINAL” and six (6) copies, marked “COPY” of their submittal package. Also, by specified date and time, an electronic copy (tabbed pdf format) of the submittal package must be uploaded through VendorLink.

https://www.portcanaveral.com/About/Badging-TSA-Office

DELIVERY OF PROPOSAL PACKAGE

All proposal packages, whether mailed or delivered in person, shall be submitted neatly organized in bound files with divider tabs. Packages shall be submitted in a single sealed envelope or box that clearly bears on the outside the title of the solicitation as identified below, due date and time, and the respondent’s name, address and telephone number. Respondent shall also upload an electronic version of their proposal package to VendorLink (see Submittal Requirements section).

PROPOSAL PACKAGE FOR: LIFE SAFETY SYSTEMS INSPECTION, MAINTENANCE AND

MONITORING SERVICES

PROPOSAL NUMBER: RFP-25-13

PROPOSAL DUE DATE: SEPTEMBER 3, 2025 @ 2:00 PM EDT

PROPOSAL PACKAGE FROM: (Name of Firm) CONTACT: (Name of Person representing Firm) CONTACT PHONE & E-MAIL: (Phone number & e-mail address of Contact)

Deliver To: Karen Pappas, Director Procurement

Canaveral Port Authority Maritime Purchasing Center 399 Challenger Road Cape Canaveral, FL 32920

Hand-carried packages must be turned in at the Canaveral Port Authority, Maritime Purchasing Center, 399 Challenger Rd., Cape Canaveral, Florida 32920. The Maritime Purchasing Center is open weekdays from 8 AM to Noon and from 1 PM to 5 PM.

The responsibility for delivering the Proposal Package to the Canaveral Port Authority on or before the stated time and date is solely the responsibility of the Proposer. The Canaveral Port Authority is not responsible for delays caused by the mail service or any other occurrence. Delivery of a package to any Canaveral Port Authority location other than the Maritime Purchasing Center does not constitute an official receipt by the Canaveral Port Authority.

Proposal time is scrupulously observed. Under no circumstances will late packages be accepted. Any late packages will be returned to the Proposer unopened. Proposer shall not include information or responses to proposal requests for more than one project in any one envelope or box.

Failure to provide the required copies and information may result in the proposal not being considered. Each respondent should ensure that they have received and read any/all addenda and amendments to this process before submitting their proposal. All questions/answers and addenda are issued through VendorLink.

ECONOMY OF PRESENTATION

Each proposal package shall be prepared simply and economically, providing a straightforward, concise description of the Respondent’s capabilities to satisfy the conditions and requirements of this RFP. Submittals shall be indexed by subject, typed on letter size paper and individually bound. Fancy bindings, colored displays, and promotional material are not desired. Elaborate and verbose proposals are discouraged. Special and elaborate printing of proposals beyond that, which is normal for your profession, is discouraged. Information in addition to that specifically requested (i.e.

videotapes, photographs, in-depth Firm history, lengthy and repetitive resumes, etc.) is strongly discouraged. The information requested should be submitted in a concise, easy to read format.

Emphasis in each proposals package must be on completeness and clarity of content. To expedite the evaluation of proposals packages, it is mandatory that Respondents follow the format and instructions contained herein. The CPA is not liable or responsible for any costs incurred by any Respondent in responding to this RFP including, without limitation, costs for presentations and/or demonstrations if requested. Applications that do not comply with the instructions including information outlined in the Proposal Package Guidelines will not be considered. All information received will be maintained with the project file and cannot be returned.

PROPOSAL PACKAGE GUIDELINES - GENERAL

1. To facilitate analysis of its proposals package, the Respondent shall prepare its proposal package in accordance with the instructions outlined in this section. If the Respondent’s proposal package deviates from these instructions, such proposal package may, in the Port’s sole discretion, be rejected. In the instance where a specific requirement(s) may not apply to the project in question, a statement must be inserted at the tab location stating the reason(s) of non-applicability.

2. The CPA emphasizes that the Respondent concentrate on accuracy, completeness, and clarity of content.

3. Cross Referencing - To the greatest extent possible, each section shall be written on a stand-alone basis so that its contents may be evaluated with a minimum of cross-referencing to other sections of the proposals package. Information required for evaluation of proposals, which is not found in its designated section, will be assumed to have been omitted from the proposals package.

4. Glossary of Abbreviations and Acronyms - Each section shall contain a glossary of all abbreviations and acronyms used, with an explanation for each. If no abbreviations and/or acronyms are used, then a glossary is not required.

5. Page Size and Format - Page size shall be 8.5 x 11 inches, not including foldouts. Pages shall be single-spaced, single-sided. The text size shall be 11 point or larger. Use at least three-quarter (3/4) inch margins on all sides. Pages shall be numbered sequentially.

6. Maximum number of pages shall not exceed 30 pages, including tables of content, text, photos, charts, glossaries and appendices. Covers and backs and Financial Statements (if required) will not be considered part of the page count. Divider tabs will not count as pages provided no additional information or company propaganda is included on those pages.

7. Legible tables, charts, graphs and figures shall be used wherever practical to depict organizations, systems and layouts, implementation schedules, plans, etc. These displays shall be uncomplicated, legible and shall not exceed eleven (11) by seventeen (17) inches in size. Foldout pages shall fold entirely within the section, and count as two pages. Foldout pages may only be used for large tables, charts, graphs, diagrams and schematics; and not for pages of text.

8. Binding and Labeling - All sections of the proposals package should be bound, with section tabs, which shall permit the proposals package to lie flat when opened. Staples shall not be used.

PROPOSAL PACKAGE GUIDELINES - TABBED SECTIONS (REQUIRED FORMAT)

To expedite the evaluation of proposal packages, it is mandatory that Proposers follow the format and instructions contained herein. Proposals that do not comply with the instructions including information outlined in the Proposal Package Guidelines will not be considered. All information received will be maintained with the project file and cannot be returned.

All Proposers must address each tab below in sufficient detail to allow the CPA to evaluate their proposal. Failure to provide information listed under this section will be grounds for disqualification of proposal.

Tab 1 General Information (non-scored)

Title page shall show the name of your firm, proposal contact name, address, telephone number, email, website address and date. Any addenda received shall be noted on this page. Limit one printed page.

Tab 2 Letter of Introduction (non-scored)

Include background information on firm including address of office(s) that would support CPA contract(s). State your understanding of the related work to be done and provide a positive commitment to perform the work. Describe your knowledge and familiarity of Port Canaveral.

Tab 3 Methodology, Certifications and Information Technology (25 points)

Provide a written narrative that outlines the methodology to be used to carry out work requirements. Provide a specific description of the web-based attributes used for invoicing, services requests, inspection reports, and all others aspects of the services which are web based. Provide verification of any/all certifications needed to carry out work requirements.

Include a comprehensive list of information technology and resources to be utilized.

Tab 4 Experience, Qualifications and References (45 points) Describe similar work you have done within the last five years of a similar scope and magnitude. Provide a minimum of three references (company name and address, individual name, phone and e-mail).

Tab 5 Pricing (30 points)

Complete the Contract Pricing Sheet spreadsheet included in this RFP package.

The point allocation for this criterion will be based on the total Annual Cost of Inspection and Monitoring with the lowest total being awarded the maximum amount of points and the others awarded points based on their proportionate relationship to the lowest total.

Tab 6 Insurance (non-scored)

Evidence of insurance coverage must be submitted via a current insurance certificate (ACORD format preferred) or via an insurance binder. CPA must be listed as additional insured on General Liability coverage on the final certificate before contracts will be signed. Coverage will be a minimum of:

$1M/$2M aggregate commercial general liability;

$300K commercial automobile liability;

State & Federal required worker compensation;

$1M umbrella liability to follow form of commercial general liability If Contractor offers any IoT devices, Computer/Network-Controlled devices, software, or SaaS for installation or use to perform services or offers any services or hardware that can communicate with other hardware, software, or services associated with CPA or CPA Vendors, Contractor will be required to complete a cybersecurity questionnaire. Based on the evaluation of the questionnaire, the Contractor may be required to carry Cyber Liability/E&O coverage at limits set by the CPA.

Tab 7 Non-Collusion Affidavit. (non-scored)

Complete the non-collusion affidavit form included in this package.

Tab 8 Public Entity Crimes. (non-scored)

Complete the sworn statement on public entity crimes form included in this package.

Tab 9 Conflict of Interest Disclosure Form. (non-scored)

Complete the conflict of interest form included in this package.

Tab 10 Certificate Regarding Debarment. (non-scored)

Complete the certificate regarding debarment included in this package.

TOTAL NUMBER OF POINTS: 100

(Scoring by each Evaluator is subjective. There is no model for scoring.)

SELECTION PROCESS

1. The Chief Executive Officer of the CPA or designee will designate staff members that have the knowledge and expertise with this scope of work, along with other personnel to serve on a selection committee. The Selection Committee will review all proposals received on time and score the proposals in accordance with the criteria listed in this RFP.

2. At its sole option, CPA may conduct formal interviews/presentations of selected respondents that are determined to be the best qualified based upon the evaluation of written responses.

Those proposers will be notified of the interview/presentation date and time. CPA will not reimburse Proposer for any costs incurred if interviews/presentations are required. Those notified for interview/presentations will receive at that time presentation criteria for scoring purposes.

3. The CPA reserves the right to require any Respondent to demonstrate to the satisfaction of the CPA that the Respondent has the fiscal and technical ability to furnish the service(s) or product(s) as proposed. The demonstration must satisfy the CPA, and the CPA shall be the sole judge of compliance.

4. CPA reserves the right to conduct discussions with any Respondent who has a realistic possibility of Contract award.

5. Respondents are cautioned not to assume that they will be asked to make a presentation and should include all pertinent and required information in their original proposal package.

6. Following the presentations/interviews (if required) the Respondents will be re-evaluated, utilizing the criteria outlined in the RFP to determine a final ranking.

7. Once the Selection Committee has ratified the final rankings, CPA shall authorize staff to engage in negotiations for purposes of executing a Contract with the selected firm.

8. Should the CPA be unable to negotiate a satisfactory Contract with any of the selected firms, at a price the CPA determines to be fair, competitive and reasonable, the CPA shall formally terminate negotiations and then undertake a new solicitation.

TERMS AND CONDITIONS, DEFINITIONS

1. CPA has the sole discretion and reserves the right to cancel this RFP, to reject any and all submittals, to waive any and all informalities and/or irregularities, or to re-advertise with either the identical or revised specifications, if it is deemed to be in the best interest of the CPA to do so.

2. CPA reserves the right to make award to the response deemed to be most advantageous to the Port.

3. CPA reserves the right to award the Contract to the next ranked Firm if the top ranked Firm does not begin the contracted services within the prescribed time period or if an acceptable fee cannot be negotiated.

4. The successful Firm shall not discriminate against any person in accordance with federal, state, or local law.

5. CPA reserves the right to award the Contract to a single Firm or make multiple awards to multiple Firms.

6. Firms will be notified in writing as to whether or not they have been selected for this Contract.

7. By submitting a proposal on this solicitation, Respondents agree to the General Terms and Conditions provided in this RFP document and the Purchase Order Terms and Conditions (IT Rev 1/15/19) attached to this RFP document (Exhibit A).

8. Proposals shall remain irrevocable for a period of ninety (90) days from the proposal closing date.

INSURANCE REQUIREMENETS

Insurance, Licenses and Certificates

The Firm agrees to provide and maintain at all times during the term of any agreement resulting from this RFP, or for such longer periods as may be required, without cost or expense to the CPA, policies of insurance insuring the Firm against any and all claims, demands, or causes of action whatsoever, for injuries received or damage to property relating to the performance of duties, services and/or obligations of the Firm under the terms and provisions of this agreement. The Firm shall secure and maintain, at its sole cost and expense during the contract term, insurance coverage as outlined in Insurance Tab above.

Firm shall indemnify and shall hold CPA Board of Commissioners and CPA harmless.

A certificate of insurance indicating that the Firm has coverage in accordance with the requirements herein set forth shall be furnished by the Firm to the CPA along with their proposal data. The Firm shall either cover any sub-contractors on its policy or require the subcontractors to conform to all requirements for insurance contained herein.

Firm agrees that the CPA will make no payments pursuant to the terms of the contract until all required proof or evidence of insurance has been provided to the Purchasing Representative. Firm agrees that the Insurer shall waive its rights of subrogation, if any, against the Port. These shall be completed by the authorized Resident Agent and returned to the Purchasing Representative.

Upon award: This certificate shall be dated and show:

A. The name of the insured Firm, the specified job by name, name of the Insurer, the number of the policy, its effective date and its termination date.

B. Statement that the Insurer will mail notice to the CPA at least thirty

(30) days prior to any material changes in provisions or cancellation of the policy.

C. The Canaveral Port Authority shall be named as an additional insured on General Liability Insurance.

Loss Deductible Clause CPA shall be exempt from, and in no way liable for, any sums of money that may represent a deductible in any insurance policy. The payment of such deductible shall be the sole responsibility of the Firm and/or sub-consultant providing such insurance.

DISCLOSURE OF PROPOSAL CONTENT All material submitted becomes the property of the CPA and may be returned only at the CPA’s option. The CPA has the right to use any or all ideas presented in any reply to this Request for Proposals.

EXPENSES INCURRED This invitation does not commit the CPA to award a contract. Nor shall the CPA be responsible for any cost or expense incurred by any Respondent in preparing and submitting a reply, nor for any cost or expense incurred by any Respondent prior to the execution of a contract agreement.

AMERICANS WITH DISABILITIES ACT Individuals covered by the Americans with Disabilities Act of 1990 in need of accommodations to attend public openings and meetings should contact the CPA Purchasing Department; Karen Pappas, 399 Challenger Road, Cape Canaveral, FL 32920.

kpappas@portcanaveral.com, phone 321-394-3219.

DEFINITIONS

Authority - The Canaveral Port Authority.

Canaveral Port Authority Board of Commissioners - The Canaveral Port Authority Board of Commissioners, its successors and assigns.

Consultant -Independent contractors who are considered to have education, specialized knowledge, experience or abilities not generally available within the Port. This includes but is not limited to:

accountants, actuarials, appraisers, architects, artists, auditors, counselors, designers, economists, educators, engineers, financial analysts, management and systems analysts, medical practitioners, planners, promoters, researchers, scientists, sociologists, surveyors, trainers, and other professionals as designated by the Purchasing Director.

Contract – Agreement between the Respondent and the Canaveral Port Authority for services as defined in the Scope of Services.

CPA - The Canaveral Port Authority.

Firm - Any individual, or corporation submitting a proposal for the project, acting directly or through a duly authorized representative. For the purpose of this RFP, Firm shall mean the same thing as Proposer, Respondent, Consultant, or Concessionaire once a Contract has been awarded.

Florida Statutes - A permanent collection of state laws organized by subject area into a code made up of titles, chapters, parts, and sections. The Florida Statutes are updated annually by laws that create, amend, or repeal statutory material.

mailto:kpappas@portcanaveral.com

Insurer – Insurance Company who provides insurance coverage as specified in this RFP.

Owner - The Canaveral Port Authority and Board of Commissioners and/or designated representative(s). The Entity with whom the Consultant has entered into the Agreement and for whom the work is to be performed. Canaveral Port Authority, Florida the public body, agency or instrumentality for which contract is to be performed. In the event the Canaveral Port Authority exercises its regulatory authority as a governmental body, the exercise of such regulatory authority and the enforcement of any rules, regulations, laws and ordinances shall be deemed to have occurred pursuant to the Port's authority as a governmental body and shall not be attributable in any manner to the Port as a party to the Contract.

Port – The Canaveral Port Authority.

Project - All work associated with the scope of services.

Purchasing Representative –Purchasing Director or designee for the Canaveral Port Authority.

Respondent - The person, Firm, or corporation who submits a response.

Scope of Services - The complete details of the services involved in the investigation, evaluation, reporting, design, coordination, and administration a project's deliverables into a working product.

Selection Committee - A group of at least 3 individuals assigned by the CPA to review and rank the proposals.

SOLICITATION SCHEDULE

August 4, 2025 Legal Advertisement September 3, Responses to RFP due 2:00 PM

September 3, Submittals Distributed to Selection Committee Members for Review

September 9, Selection Committee Meeting to Review and Rank Written Proposals

Not Anticipated Presentations and/or Interviews (if required)

Followed by Selection Committee & Final Ranking (if required)

September 24, Approval of Final Ranking - Canaveral Port Authority Board of Commissioners Meeting

NON-COLLUSION CLAUSE

By signing this offer, the Proposer certifies that this offer is made independently and free from collusion. Proposer shall disclose below, to the best of his or her knowledge, any Canaveral Port Authority officer or employee, or any relative of any such officer or employee as defined in Section 112.3135(1), Florida Statutes, who is an officer or director, of, or has a material interest in the Proposer's business and who is in a position to influence this procurement. Any Canaveral Port Authority officer or employee who has any input into the writing of specifications or requirements, solicitation of offers, presumed, for purposes hereof, to be in a position to influence this procurement. For purposes hereof, a person has a material interest in he or she directly or indirectly owns more than 5 percent of the total assets or capital stock of any business entity, or if he or she otherwise stands to personally gain if the contract is awarded to this proposer.

Failure of a Proposer to disclose any relationship described herein shall be reason for disqualification and/or termination in accordance with the provisions of the Canaveral Port Authority.

NAME RELATIONSHIPS

If the Proposer does not indicate any relationship by leaving the above section blank, it shall be deemed to be an affirmation by the Proposer that no such relationship exists.

Signature Company Name

Print Name of Certifying Official Business Address

City, State, Zip Code

SWORN STATEMENT PURSUANT TO SECTION 287.133(3) (a), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES

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

OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. This sworn statement is submitted to ____________________________ (print name of the public entity) by ________________________________________________________ (print individual’s 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 “convicted” or 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 a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.

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

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

2. 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(1)(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.

6. 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, executives, partners, shareholders, employees, members, or agents who are active in the management 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, executives, partners, shareholders, employees, members, or agents who are active in the management 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).

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 SECION 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 _________________, 20____.

Personally known ___________________________ _____________________________

Or Produced identification ____________________Notary Public – State of _______________

_________________________________________ My Commission Expires ______________ (Type of identification)

(Printed typed or stamped commissioned name of notary public)

CONFLICT OF INTEREST CERTIFICATE

Proposer must execute either Section I or Section II hereunder relative to Florida Statute 112.313(12). Failure to execute either section may result in rejection of this bid proposal.

SECTION I

I hereby certify that no official or employee of the CPA or independent agency requiring the goods or services described in these specifications has a material financial interest in this company.

Signature Company Name

Name of Official (type or print) Business Address

City, State, Zip Code

SECTION II

I hereby certify that the following named CPA official(s) and employee(s) having material financial interest(s) (in excess of 5%) in this company have filed Conflict of Interest Statements with the Supervisor of Elections prior to bid opening.

Name Title or Position Date of Filing

Signature Company Name

Print Name of Certifying Official Business Address

City, State, Zip Code

PUBLIC OFFICIAL DISCLOSURE

Section 126.111 of the Purchasing Code requires that a public official who has a financial interest in a bid or contract make a disclosure at the time that the bid or contract is submitted or at the time that the public official acquires a financial interest in the bid or contract. Please provide disclosure, if applicable, with bid.

Public Official __________________________________________

Position Held __________________________________________

Position or Relationship with Proposer ________________________

CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER

RESPONSIBILITY MATTERS

Applicants should refer to the regulations cited below to determine the certification to which they are required to attest.

Applicants should also review the instructions for certification included in the regulations before completing this form.

Signature of this form provides for compliance with certification requirements under the applicable CFR covering New Restrictions on Government-wide Debarment and Suspension (Nonprocurement). The certification shall be treated as a material representation of fact upon which reliance will be placed when the Agency determines to award the covered transaction or cooperative agreement.

As required by Executive Order 12549, Debarment and Suspension, and implemented under the applicable CFR, for prospective participants in covered transactions, as defined in the applicable CFR§215.13.

A. The applicant certifies that it and its principals:

(a) Are not presently debarred, suspended, proposed for debarment, declared ineligible, sentenced to a denial of Federal benefits by a State or Federal court, or voluntarily excluded from covered transactions by any Federal department or agency;

(b) Have not within a three-year period preceding this application been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property;

(c) Are not presently indicted for or otherwise criminally or civilly charged by a government entity (Federal State or local) with commission of any of these offenses enumerated in paragraph (1) (b) of this certification; and

(d) Have not within a three-year period preceding this application had one or more public transactions (Federal, State or local) terminated for cause or default; and

B. Where the applicant is unable to certify to any of the statements in this certification, he or she shall attach an explanation to this application.

Company Name:

Project:

Authorized Signature Address:_____________________________

Printed or Typed Name

Title