Canaveral Port Authority Request for Proposals for

SOLID WASTE COLLECTION SERVICES

RFP-25-15

445 Challenger Road Suite 301 Cape Canaveral, FL 32920

(321) 783-7831

RFP Issue Date: October 17, 2025_____________ RFP Due Date: November 12, 2025 @ 2:00PM__ Prepared By: The Canaveral Port Authority Checked By: The Canaveral Port Authority Approved By: The Canaveral Port Authority Published Date: October 15, 2025 __

Solid Waste Collection Services For the Canaveral Port Authority

PURPOSE

The purpose of this solicitation is to select the most qualified and cost-effective Contractor(s) to provide Solid Waste Collection Services for all buildings and properties operated by the Canaveral Port Authority (CPA).

CPA/PORT CANAVERAL 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.

MINIMUM CRITERIA

As a minimum, proposing Contractors shall have experience of at least three (3) years in solid waste collection services for customers of similar size and services of similar scope. Contractor must demonstrate that they have all the resources (i.e., personnel, equipment, etc.) needed to fulfill the required scope of services. Contractor must be licensed to do business in the State of Florida, must have and maintain all required FDEP and other regulatory agency licenses and permits, must be able to meet CPA insurance requirements and must be acceptable to CPA.

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

Contractor must be located within reasonable proximity to the CPA and demonstrate that they would be able to provide services in a timely manner.

SCOPE OF WORK

1. INTRODUCTION

The Canaveral Port Authority (Authority) manages the facilities, grounds, and daily operations for the busy cruise and cargo port known as the “gateway to central Florida.” The Authority manages waste materials from terminal grounds and facilities by use of numerous streetside/sidewalk containers, frontloading dumpsters and open-top roll-offs.

At this time, the Authority is seeking bids to provide and service front-loading dumpsters, open-top roll-offs, and self-contained compacting containers at various locations. Table 1-1 below summarizes the number of containers currently in use.

Table 1-1 Current Containers In Service

Container Services per Week Total Size 1 2 Count

2 0 1 1 4 1 0 1 6 1 3 4 8 22 16 38

20 varies, on call 1 30 varies, on call 3

The Authority is considering placement of self-contained compactors at some locations that currently have multiple 8 cubic yard dumpsters being serviced twice per week.

The Authority reserves the right to award the services to multiple contractors for the various lines of service if it is deemed most beneficial to the Authority.

2. DEFINITIONS

Container: Shall mean any portable, nonabsorbent enclosed container with a close-fitting cover, or doors, or large box-style dumpster, approved by the Authority, used to store garbage, non-putrescible trash, or recyclables. Containers must be leak-proof and capable of being serviced by mechanical equipment such as frontloading compactor, rear-loading compactor, or roll-off truck. Containers may be used to collect recyclables, garbage, or non-putrescible trash.

Contractor: Shall mean the individual, partnership, or corporation who/which agrees, as hereinafter provided to perform the work or service, or to furnish materials or equipment, or both, as set forth in the bid award.

Dumpster: For purposes of this RFP, 2CY-8CY size containers that are serviced by a frontloading or rearloading compacting truck.

Garbage: Shall mean every waste accumulation and animal and vegetable matter which attend the preparation, use, cooking, processing, handling, or storage of meats, fish, fowl, fruits, vegetables, or other matter which is subject to decomposition, decay, putrefaction, and the generation of offensive and noxious gases or odors, or which during or after decay may serve as breeding or feeding materials for flies, insects, or animals.

Non-putrescible Trash: Shall mean such discarded combustibles as paper, wood, yard trimmings, leaves, and non-combustibles such as metal, glass, stone, and dirt.

Recyclable Materials: Shall mean those components of solid waste capable of being recycled, including cardboard; newspaper; glass; food and beverage containers; aluminum, tin-plated steel and bi-metal cans; scrap metals; polyethylene terephthalate (PET) and high-density polyethylene (HDPE);

and any other solid waste materials which are from time to time so designated by the Authority.

Roll-off Container: Shall mean a large box-style container used to store garbage, non-putrescible trash, or recyclable material for collection. Containers must be leak-proof and capable of being serviced by a roll-off truck. Roll-offs may be open-top or self-contained compactors.

Solid Waste: Shall mean discarded materials from any household or commercial or institutional entity including garbage, non-putrescible trash, and recyclable materials.

3. GENERAL

3.1 Requirements

The Request for Proposal (RFP) requires that the Contractor provide the appropriate level of service, environmentally sound, at the best price and with the highest quality. The specifications contained within this RFP document are designed to establish commercial waste collection services that provide for the following intended purposes:

● Establish and maintain a continuous and uniform level of collection services to assure protection of the health, safety, and welfare of the community.

● Provide solid waste collection services in a coordinated manner, through efficient routing to maintain or improve current waste collection services, while minimizing the impact on service rates.

● The successful Proposer(s) shall take such steps necessary to have available suitable means, labor and equipment required to collect and to dispose of waste and any other substance and materials removed from the Authority pursuant to the Agreement and in conformance with all applicable Federal and State of Florida statutes and State of Florida Department Rules and Regulations. The Contractor shall furnish all necessary equipment and labor to collect solid waste from locations identified by the Authority.

3.2 Service Initiation

It is the intent of the Authority to have the contract(s) finalized and contract services in place no later than January 15, 2026. Refer to section 9. Transition Period.

3.3 Term

Contract will be for a base period of three (3) years. 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.

3.4 Contractor Contact

Contractor shall designate on the price proposal form a primary account manager that can be reached by Authority staff if any issues arise.

4. VEHICLES AND EQUIPMENT

4.1 Collection Fleet Availability

Contractor must always have on hand, in good working order, such vehicles as permits the Contractor, adequately and efficiently, to perform collection services under the Award. The Contractor must also have available reserve vehicles to be put into service so services are made within twelve

(12) hours of any breakdown or malfunction. Such reserve equipment must have similar service ability and must be in good working condition.

4.2 Collection Fleet Identification

Contractor must identify all vehicles used in the performance of this Award with the Contractor’s name, local phone number, and truck number.

4.3 Container Availability

Contractor shall supply dumpster and roll-off containers for placement. Containers must be in good condition, cleaned, repaired, and painted as needed. A map of the container locations is provided as Exhibit A. As shown, there are five terminal locations where the Authority is considering replacing two-to-four (8CY) dumpsters currently in service with frontloading (6CY-8CY) or self-contained (15CY-40CY) compactors. The compactors are included in this RFP as an optional lease item if the Authority finds leasing of the compactors from the Contractor favorable. A list of associated street addresses for all containers will be provided to the awarded Contractor.

4.4 Container Identification

Contractor shall mark each container consistently with the Contractor's name and in a manner to identify its capacity in cubic yardage, i.e., 6, 8, 30. If any containers are used for recyclables only, that should be indicated as well. Of the container counts provided in Table 1-1, six of the 8CY dumpsters being serviced once per week are currently being used for single-stream recycling and one of the open-top roll-offs is used for scrap metal.

5. COLLECTION AND HAULING

Contractor shall maintain personnel direction, control, and supervision so that collection will be orderly with no unnecessary nuisance created.

Collections shall be made between 7:00 a.m. and 4:00 p.m. Monday through Friday. On rare occasion, a Saturday service may be required.

Dumpster collection (2CY-8CY) shall be provided on a regular schedule per week per frequency to be determined by the Authority for each location. As shown in Table 1-1, all dumpsters are currently serviced either once or twice weekly.

Materials shall accumulate in roll-off containers until the Authority calls the Contractor to request service. Service of the roll-offs shall be completed on the next business day providing Authority has requested by 3:00 p.m.

Contractor’s vehicles shall obey all traffic regulations and shall not intentionally interfere with traffic.

Any spillage that occurs during collection or hauling shall be the responsibility of the Contractor.

Any damage to private or public property caused by the Contractor’s vehicle or personnel shall be the sole responsibility of the Contractor who shall take immediate action to contact the owner of the damaged property and repair or replace or arrange for repair or replacement to such damage to the reasonable satisfaction of the Owner, in addition to reporting all damage to the Authority.

Contractor shall pick up all material spilled while loading and traveling. The Contractor shall promptly notify the Authority if a container routinely has material around the container, rather than inside the container.

6. DISPOSAL

Contractor shall deliver the materials collected to an approved facility. For garbage and non-putrescible trash, the designated disposal facility shall be one of the Brevard County Solid Waste

Management Facilities1 and recyclable materials shall be delivered to a scrap recycler within twenty

(20) miles of the Authority.

7. SERVICE RATES

Services are to be provided at the prices set forth for services as bid by the respondent on the completed Price Proposal worksheets.

Pull fees bid for roll-off containers (open top or self-contained compactors) should be “per pull” and inclusive, with no add-on surcharges or fees to be invoiced. As the same truck and driver are required to service both containers regardless of the size, it is not acceptable to bid different pull fees depending on the size of the container.

Disposal fees shall be a pass-through of the per-ton tip fees incurred at the County disposal facilities.

No additional fees or surcharges shall be added to the disposal tip fees.

Recycling fees shall be a pass-through of any per-ton tip fees incurred at the designated recyclable material delivery location. In most instances, it is expected that the Authority recyclables collected in roll-offs will be scrap metal and at a rebate to the Authority, thus there would be no tip fees incurred.

Authority will inform the Contractor of the destination (within twenty miles of the pickup location) and inform the Contractor Dispatch when requesting the service.

7.1 Optional Compactor Rental

Optional monthly compactor rental pricing shall be for vertical front-loading (6CY-8CY) compactors or self-contained (15CY-40CY) compactors to be serviced with a roll-off vehicle and meeting the following specifications.

● Three-phase power. Power source to be provided by Authority.

● Rear feed for ground loading of materials

● Auto start door upon closure

● Pressure gauge

● Guides with stops for roll-off compactors

● Delivery, setup and operation training

● Preventative maintenance at least twice annually

● Trouble-shooting/repair within 24 hours of contact by the Authority

● Placement of temporary open-top container if compactor is not back online within 24 hours of notification The Authority desires to have desktop fullness monitoring capability for the compactors. Provide cost for this separate from monthly compactor rental amount, if available.

Monthly compactor rental shall be for a defined term and not subject to annual escalation.

7.2 Fee Adjustments

Contractor shall have the right to request rate adjustments for service rates (excluding optional compactor rental) to be effective on the annual anniversary of the services provided under this Award. However, no rate adjustments shall be considered or granted prior to the completion of the second (2nd) year of the initial contract term.

1 https://www.brevardfl.gov/SolidWaste https://www.brevardfl.gov/SolidWaste

No less than Sixty (60) days prior to the completion of the second year, the Contractor may submit written requests for rate adjustments to the Authority.

All requests shall include adequate documentation and justification supporting the requested increase. Any approved rate adjustment shall become effective on the anniversary date following such approval.

8. INVOICING

Invoices for services provided shall at a minimum include the following details:

● Date of service (delivery, collection, etc.)

● Container location

● Container number (if applicable)

● Container volume in cubic yards

● Frequency of weekly service for each dumpster service location in the monthly charge

● Number of containers at each dumpster service location included in the monthly charge

● Material type collected

● Account # (if one has been provided by Authority)

● Tons delivered (if service is a collection of roll-off open top or compactor)

● Unit price (per ton, delivery, etc.)

● Total charge for service

Invoices shall be submitted electronically to: cpa.ap@portcanaveral.com with a copy to RBorbolla@portcanaveral.com by the tenth calendar day of the month following service.

9. TRANSITION PERIOD

If the awarded Contractor is not the current service provider, it is the expectation that frontloading containers will be replaced as they are serviced by the current contractor during a transition period beginning the first week of the contract term. For roll-offs, it is expected that the first time service is needed after the Agreement is effective, the Authority will have the Roll-off removed and request the placement of the new roll-off, if the Contractor is not the current service provider.

10. DELAY DAMAGES

The following chart outlines liquidated damages that the Contractor may incur should the services not be completed per the established schedule (frontloading containers) or next business day (open-top or compacting roll-off containers).

mailto:cpa.ap@portcanaveral.com mailto:RBorbolla@portcanaveral.com

Performance Standard Violation Liquidated Damages

Failure to provide next day service Monday – Friday when request is received by 3:00 p.m. preceding business day.

$100 per occurrence

Failure to meet any reporting or invoicing requirements of the Agreement by the specified date or within the allowable timeframe unless approved by the Contract Manager.

$100 per occurrence per day for every day after due date.

Failure to cleanup spillage occurring during collection in a timely manner. Actual cost of cleanup

11. DEFAULT

The purpose of this Section is to enable the Authority and the Contractor to resolve such differences by arbitration as they may be unable to resolve by mutual agreement. Nothing contained herein shall be construed to limit or restrict the legal rights and powers of the Authority and the Contractor.

● The failure on the part of the Contractor to comply in any substantial respect with any of the provisions of this Agreement shall be grounds for a forfeiture of this contract, but no such forfeiture shall take effect until the Authority has served upon the Contractor written notice of default, which notice shall set forth the nature and extent thereof. The Contractor shall have thirty

(30) days following the notice of default to correct the same. If the Contractor protests the reasonableness or propriety of the Authority’s declaration, said protest shall be served upon the Authority in writing within ten (10) days following receipt by the Contractor of the Authority's notice of default.

● If the Authority or the Contractor cannot agree as to the reasonableness or propriety of the Authority's declaration of default, then the issue shall be promptly submitted to arbitration. Three arbitrators shall constitute a Board of Arbitration, one arbitrator to be selected by the Authority, one by the Contractor, and one by the arbitrators so selected. The Board of Arbitration shall notify the Authority and the Contractor of their determination of the reasonableness and propriety of the Authority's declaration of default not later than 30 days following submission of the issue to the Board.

12. ON-GOING OPERATIONS

Contractor to ensure that services are scheduled as to not adversely impact Authority 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 Authority Project Manager and promptly repaired at Contractor’s cost.

13. BADGING

All technicians who service secured Authority property/buildings are required to have a valid TWIC badge. Badging will be solely at the Contractor’s expense. Visit https://www.tsa.gov/twic for more information.

END OF SCOPE OF WORK

https://www.tsa.gov/twic

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 November 5, 2025, at 5:00 PM.

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.

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: SOLID WASTE COLLECTION SERVICES

PROPOSAL NUMBER: RFP-25-15

PROPOSAL DUE DATE: NOVEMBER 12, 2025 @ 2:00 PM EST

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

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 understanding of the related work to be done and provide a positive commitment to perform the work. Describe knowledge and familiarity of Port Canaveral.

Tab 3 Service Quality (25 points)

Include information on container specifications, availability and proposed delivery times/schedules. Explain approach to ensure customer service responsiveness. Describe damage/loss prevention measures to be utilized during contract execution.

Tab 4 Compliance and Safety (20 points)

Provide copies of all industry required licenses and permits as well as current OSHA/FDOT compliance reports.

Tab 5 Sustainability & Innovation (10 points)

Provide details on recycling programs and eco-friendly practices. Describe technology tools available for tracking and reporting purposes.

Tab 6 Experience, Qualifications and References (15 points) Describe similar work you have done within the last five years of similar scope and magnitude. Provide a minimum of three references (company name and address, individual name, phone and e-mail).

Tab 7 Pricing (30 points)

Complete the Price Proposal Form included in this RFP package.

Tab 8 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 9 Non-Collusion Affidavit. (non-scored)

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

Tab 10 Public Entity Crimes. (non-scored)

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

Tab 11 Conflict of Interest Disclosure Form. (non-scored)

Complete the conflict of interest form included in this package.

Tab 12 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 B).

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.

mailto:kpappas@portcanaveral.com

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.

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

October 15, 2025 Legal Advertisement

November 5, 2025

November 12, Question Deadline 5:00 PM

Responses to RFP due 2:00 PM

November 12, Submittals Distributed to Selection Committee Members for Review

November 19, 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)

December 10, 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…