RFP-26-7_Solicitation_Document.pdf

RFP-26-7

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Landscaping Services IDIQ

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

(321) 783-7831

RFP Issue Date: December 15, 2025_____ ___ RFP Due Date: January 7, 2026 @ 2:00 PM _ Prepared By: Canaveral Port Authority__ _ Published Date: December 12, 2025

Landscaping Services (IDIQ)

PART I – INTRODUCTION/INFORMATION

PURPOSE

Canaveral Port Authority (CPA) is soliciting a Request for Proposals (RFP) from qualified vendors to provide Landscaping Services on an indefinite delivery, indefinite quantity (IDIQ) basis, including, but not limited to landscape maintenance and installation services, and specialized and emergency services.

More than one firm may be selected to provide the services outlined in the Scope of Services.

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.

CPA has an in-house Landscaping and Facilities Department. The resulting contract(s) will augment the services provided by this department.

GOALS AND OBJECTIVES

The objective of this RFP is to provide the Port Authority with additional landscaping capabilities by establishing IDIQ contracts with vendor(s) that can quickly provide services to meet the Port Authority’s landscaping needs when Port staff or expertise is not available. Services and related items may be required for urgent, unplanned, or necessary work.

SCOPE OF SERVICES

1. Contract Overview

This Indefinite Delivery Indefinite Quantity (IDIQ) Landscaping Contract provides for a variety of professional landscaping services that will be delivered on an as-needed basis throughout the contract term. The services may include but are not limited to routine maintenance, seasonal landscaping, installation of hardscapes, irrigation systems, and other landscape-related work. Work will be initiated via purchase/task orders, with specific work requirements, deliverables, and timeframes outlined in each purchase/task order.

• Contract Term: Base period of one (1) year with one (1)-year optional renewal.

• Total Contract Value: There is no guaranteed contract value. Work will be issued via written purchase/task order.

2. Detailed Services

The contractor will provide a range of landscaping services as described below. Services shall be ordered via purchase/task orders, which may vary in scope depending on specific needs. All services shall be performed in accordance with industry standards, environmental best practices, and the terms of the individual purchase/task orders.

Contractor must provide all equipment necessary to complete the assigned work. No CPA equipment will be available for use by Contractor.

2.1 Landscape Maintenance Services

Landscape maintenance services will be performed regularly or on an as-needed basis as defined in the task orders. Typical maintenance activities include:

• Lawn Care and Turf Management:

o Mowing, trimming, and edging turf areas.

o Aeration, dethatching, and overseeding for turf health.

o Fertilization, lime application, and soil amendment for optimal grass growth.

o Pest and weed control (chemical and organic methods) based on integrated pest management (IPM) practices.

o Irrigation system checks and adjustments to ensure proper water distribution.

• Tree and Shrub Care:

o Pruning, trimming, and shaping of trees and shrubs to maintain aesthetic appearance and healthy growth.

o Removal of dead or hazardous branches and limbs.

o Tree risk assessment and recommendations for treatment.

o Application of mulch around tree bases and shrub beds.

• Ground Cover and Flower Bed Maintenance:

o Removal of weeds and invasive plant species.

o Deadheading flowers and ensuring proper blooming cycles.

o Mulching and soil conditioning to maintain plant health.

o Regular inspection for plant diseases and pest infestation.

• Irrigation System Maintenance:

o Seasonal start-up and winterization of irrigation systems.

o Repair of leaks, broken sprinkler heads, and malfunctioning valves.

o Adjustment of sprinkler heads and controllers for water efficiency.

o Regular inspection of drip systems, hoses, and other irrigation components.

• Seasonal Clean-Up and Lawn Care:

o Fall leaf removal and cleaning of hardscape areas.

o Spring and fall fertilization to support healthy growth.

o Snow removal (if applicable), including salting or de-icing.

2.2 Landscape Installation Services

This category includes the installation of new landscape elements, including hardscapes and plantings.

Installation services may be ordered based on the specific needs of a property or project.

• Plantings:

o Installation of trees, shrubs, perennials, annuals, groundcovers, and grasses.

o Selection and placement of plants in accordance with design guidelines or task order specifications.

o Proper soil preparation, planting depth, and spacing.

o Post-installation care to ensure establishment of plants.

• Hardscaping:

o Installation of patios, walkways, retaining walls, and decorative elements (e.g., fountains, benches).

o Paving stone, brick, gravel, or concrete installation.

o Edging, borders, and other structural features to enhance landscape design.

o Installation of landscape lighting and electrical components as specified in the task order.

• Irrigation Systems:

o Design and installation of sprinkler systems, drip irrigation, and other watering systems.

o Automation systems, including timers, sensors, and weather-based controllers.

o Integration of water-saving technologies such as rain sensors and low-flow sprinkler heads.

• Erosion Control:

o Installation of silt fences, erosion mats, and other stabilization measures.

o Grading, planting, or seeding for slope stabilization.

2.3 Specialized Services

In addition to routine landscaping, the contractor may be required to perform specialized services as outlined in task orders. These services may include:

• Soil Testing & Amending:

o Conduct soil tests to assess nutrient levels, pH, and organic matter.

o Apply soil amendments such as compost, lime, or fertilizers to adjust soil conditions for plant health.

• Pest and Disease Control:

o Integrated Pest Management (IPM) strategies, including both chemical and non-chemical treatments.

o Monitoring for pest and disease outbreaks.

o Application of appropriate pesticides or herbicides as per environmental regulations and best practices.

• Seasonal Services:

o Spring and fall clean-ups, including leaf removal, debris collection, and trimming.

o Winterization of plants and irrigation systems.

• Tree Maintenance:

o Tree risk assessment, health evaluations, and treatment recommendations.

o Cabling and bracing of trees to prevent damage from storms or disease.

o Removal of trees deemed hazardous or beyond repair.

o Stump grinding.

o Haul off green waste debris to landfill or other location specified by CPA.

2.4 Emergency and As-Needed Services

In addition to routine maintenance, the contractor must be prepared to respond to emergency landscaping needs as specified by the client. Emergency services could include:

• Removal of fallen trees or large debris from storms and haul away.

• Repair of irrigation systems after unexpected damage or failure.

• Emergency pest control for sudden outbreaks.

• Immediate plant replacement for damaged or dead plantings due to weather or vandalism.

3. Purchase/Task Orders

• Purchase/Task Order Process: Purchase/task orders will be issued based on client needs. Each purchase/task order will contain the following:

o Scope of Work: Clear and concise description of services to be provided.

o Schedule: Start date, end date, and any intermediate milestones.

o Location(s): Detailed locations or properties where services are to be performed.

o Cost Estimate: Breakdown of labor, materials, and equipment costs, derived from the established pricing schedule.

o Completion Criteria: Specific deliverables or performance metrics that must be met for task order completion.

• Flexibility: The contractor must be capable of adjusting to changes in scope, scheduling, or work location as determined by the task order, with minimal disruption to the overall contract performance.

4. Performance Standards

• Quality of Work: The contractor shall perform all services in accordance with industry standards (e.g., National Association of Landscape Professionals - NALP) and the client’s requirements. All materials used must be of high quality, suitable for the intended purpose, and meet all applicable local, state, and federal regulations.

• Safety: The contractor shall adhere to all OSHA and local safety regulations. This includes:

o Safe handling of tools and equipment.

o Safety barriers and signage where required.

o Use of personal protective equipment (PPE) by all workers.

• Environmental Standards: The contractor must minimize the environmental impact of their work.

This includes:

o Proper disposal of yard waste (e.g., mulching, composting).

o Use of eco-friendly pest control options.

o Water conservation methods for irrigation.

• Customer Communication: Regular communication with the client is required, especially for larger projects. The contractor should provide:

o Weekly progress reports for long-term or large-scale projects.

o Immediate notification of issues affecting work completion.

o A designated project manager for coordination.

5. Compensation and Payment Terms

• Pricing Schedule: The contract will include established pricing for standard services such as lawn mowing, tree trimming, mulch delivery, and installation of plants. For specific purchase/task orders, the contractor must provide a detailed price breakdown.

• Payment Schedule: Payment for work performed will be made upon completion of each purchase/task order, unless otherwise agreed. In some cases, progress payments may be authorized based on milestones or deliverables.

• Invoicing: The contractor must submit an invoice that details the work completed, including any materials used, labor hours, and other associated costs.

MINIMUM REQUIREMENTS

• The Proposer must have been in business under the same business name for a minimum of three years and possess relevant expertise and experience providing these services to organizations of similar size and scope.

• The Proposer’s staff resources must be properly trained and provide certifications or adequate references as to their skill level.

• The Proposer must be licensed to do business in the State of Florida and carry the required insurance coverage outlined in this RFP.

CONTRACT DOCUMENT AND PERIOD

The contract term shall commence upon the date of contract execution by both parties and have a base term of one year with one one-year renewal. At the sole discretion of the CPA, rate adjustments may be considered during renewals.

CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS

The prospective bidder (“Contractor”) acknowledges and agrees that CPA, when applicable to the services to be performed, intends to use federal funds to pay or reimburse its expenses for equipment or services provided pursuant to the awarded IDIQ contract. Accordingly, in such event, CPA shall notify the Contractor when authorizing the services and Contractor comply with the applicable requirements included in the Terms and Conditions for Public Assistance Federal Grant Funded Contract Requirements (Exhibit B), as said Terms and Conditions may be amended from time to time by applicable authority.

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.

The deadline for questions is December 31, 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.

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: LANDSCAPING SERVICES (IDIQ)

PROPOSAL NUMBER: RFP-26-7

PROPOSAL DUE DATE: JANUARY 7, 2026 @ 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

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 proposal package must be on completeness and clarity of content. To expedite the evaluation of proposal packages, it is mandatory that Respondents follow the format and instructions contained herein. The Canaveral Port Authority 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. 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.

PROPOSAL PACKAGE GUIDELINES – GENERAL

1. To facilitate analysis of its proposal 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 Canaveral Port Authority 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 proposal package. Information required for evaluation of proposals, which is not found in its designated section, will be assumed to have been omitted from the proposal 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. The text size shall be 11 point or larger. Use at least three-quarter inch (3/4”) margins on all sides. Pages shall be numbered sequentially by section.

6. The maximum number of pages shall not exceed 10 pages, including tables of contents, text, photos, charts, glossaries and appendices and rate/fee schedules. Covers and backs and Tabs 6, 7, 8, 9 and 10 will not be considered part of the 10-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 qualifications package should be bound (spiral or notebook), with section tabs, which shall permit the proposal 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)

Provide general information of the firm including contact person, address, phone, facsimile and e-mail, not to exceed 1 single sided page maximum. Any addenda received shall be noted on this page.

Tab 2 Capabilities and Current Workload (30 points)

The Respondent should submit in its proposal a general introduction and qualifications statement, in narrative form, describing the Respondent's general experience and overall capabilities to meet the Scope of Work contained in this RFP. Indicate the number of years the firm has been in the landscaping business. The narrative should address the firm's ability to accommodate the CPA’s current and future requirements.

The Respondent should provide a narrative of its staffing capacity. The Respondent should identify personnel to be utilized for this contract as defined in the Scope of Work and the extent to which they will be committed. In addition, provide a listing of all vehicles and equipment available for use for this contract and whether the equipment is owned or leased.

The Respondent should provide the name and a resume of its primary representative (manager) who shall manage the overall administration and performance of all personnel and individuals that the Respondent assigns to the services to be provided. The Respondent should indicate the manager’s experience and expertise in the management of this type of service and general technical knowledge of all elements of landscaping services to be performed by the Respondent's personnel and representative individuals. No substitution of the manager may be done after the date of submission of your proposal without the written consent of the CPA.

Describe the firm’s ability to devote the necessary resources and management attention to the contract. List each project currently under contract. Describe how you will meet your current contract obligations and this contract, if selected.

Tab 3 Rates and Fees. (25 points)

Provide hourly rates for services outlined in the Scope of Work, including hourly rates for all positions, including supervision and management, vehicles and equipment. Include percentage markup on cost of materials (i.e., plant material, mulch, etc.). Include any other additional fees that may apply.

Describe methodology utilized to determine total cost of work (i.e., square footage, time and materials, etc.).

Tab 4 Past Record of Experience and Professional Accomplishments (25 points) Include your experience during the past three (3) years in performing similar landscaping services for similar clients. The narrative should address past performance including quality of the work performed, significant successes and improvements accomplished. It should briefly describe the circumstances surrounding any work completed that had innovative or special areas of risk, and work with any special requirements or features.

List the three (3) largest clients and references for which the Respondent (you and your Firm) currently provides similar services. If unable to list three (3) clients, list as many as possible.

Include the name of a contact person, address, and telephone number for each client that can provide a reference for your Firm. The contact person listed as a reference must be someone who has personal knowledge of the Respondent’s performance. Contact persons must have been informed that they are being used as a reference and that the CPA may be contacting them. More than one person can be listed but all must have knowledge of your firm. Do not list as references the names of principals or officers who will not be able to answer specific questions regarding your Firm. Failure of references listed to respond to the CPA’s inquiries may negatively impact the evaluation of your Proposal. The reference should be the owner or a representative of the owner.

Include the period during which work was conducted, the current status, a description of the work performed by the Firm, anything unique about the contractual arrangement, and the name(s) of subcontractor(s) used, if any.

Tab 5 Proximity to Port Canaveral (20 points) Indicate the location of the office from which the proposed services will be administered; the perceived response time and general availability of the firms’ personnel to be onsite; and the response time required for any normally scheduled and emergency work.

Tab 6 Insurance Contractor agrees to maintain, on a primary basis and at its sole expense the following insurance coverages, limits, including endorsements described herein during the term of performance of services. The requirements contained herein, as well as Canaveral Port Authority review or acceptance of insurance maintained by Contractor is not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Agreement.

1. Commercial General Liability: Contractor agrees to maintain Commercial General Liability coverage with a limit of not less than One-Million Dollars ($1,000,000.00) Each Occurrence combined single limit for bodily injury and property damage. Contractor agrees its coverage will not contain any restrictive endorsement(s) excluding or limiting Product/Completed Operations, Independent Contractors, Broad Form Property Damage, Contractual Liability or Cross Liability. Coverage must also include Premises and/or Operations Coverages.

2. Umbrella/Excess Liability: Umbrella/Excess Liability coverage with a limit of not less than

Five-Million Dollars ($5,000,000) each occurrence to follow form of Commercial General Liability.

3. Business Automobile Liability: Any Contractor coming on the to port property to conduct business or provide services, agrees to maintain Business Automobile Liability coverage at a limit of not less than One-Million Dollars ($1,000,000.00) Each Occurrence combined single limit for property damage and bodily injury. Coverage shall include liability for Owned, Non-Owned, Hired and Any Auto if applicable.

4. Worker’s Compensation Insurance and Employers Liability: Any Contractor coming on port property to conduct business or provide services, agrees to maintain Worker’s Compensation Insurance per Chapter 440, Florida Statutes, as amended from time to time, “Workers’ Compensation Law” of the State of Florida and all applicable federal laws including USL&H and Jones Act Insurance if required by applicable law. Policy shall include Employers Liability Insurance with minimum limits of One Million Dollars ($1,000,000.00) each accident. Note: Elective exemptions or coverage through an employee leasing arrangement will satisfy this requirement.

5. Professional Liability Insurance: Coverage is required with minimum limits of Two Million

Dollars ($2,000,000.00) per claim.

6. Additional Insured: Contractor agrees to endorse Canaveral Port Authority as additional insured with either a CG 2020 Additional Insured — Owners, Lessees, or Contractors or CG 2026 Additional Insured — Owners, Lessees, or Contractors –Scheduled Person Organization endorsement, or similar endorsements, to the Commercial General Liability.

7. Waiver of Subrogation: Contractor agrees by entering this Contract to a Waiver of

Subrogation in favor of Canaveral Port Authority for each required policy herein. When required by the insurer or should a policy condition not permit Contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then Contractor agrees to notify the insurer and request the policy be endorsed with a Waiver of Transfer of Rights of Recovery Against Others or its equivalent.

8. Contractor’s Bond: The Canaveral Port Authority may require the contractor to provide financial assurances that the project be satisfactorily complete within the given timeframe.

9. Certificates of Insurance: Contractor agrees to provide CPA a Certificate(s) of Insurance evidencing that all coverages, limits and endorsements required herein are maintained and in full force and effect. Contractor must provide proof of insurance in a timely fashion. Failure to comply within 15 days may result in termination of the award and agreement.

Tab 7 Non-Collusion Clause

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

Tab 8 Public Entity Crimes

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

Tab 9 Conflict of Interest Disclosure Form

Complete the conflict of interest form included in this package.

Tab 10 Certificate Regarding Debarment

Complete the certificate regarding debarment included in this package.

MAXIMUM POINTS POSSIBLE: 100

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

SELECTION PROCESS

Canaveral Port Authority may select multiple vendors for this IDIQ contract.

A selection committee comprised of staff members as appointed by the CEO shall meet to review the proposals against the evaluation criteria outlined in the RFP and prepare proposed rankings/selections.

Upon completion of the evaluation, rating and ranking/selections, the selection committee may choose to conduct oral presentation(s) with the proposer(s) which the selection committee deems to warrant further consideration based on the best-rated proposals providing the highest quality of service to the CPA. Upon completion of the oral presentation(s), the selection committee will re-evaluate, re-rate and re-rank/select the proposals remaining in consideration based upon the written documents combined with the interviews conducted.

The final rankings/selections shall be submitted to the Canaveral Port Authority Board of Commissioners for consideration and approval with a recommendation to proceed to contract. The CPA reserves the right to negotiate the final terms, conditions, and pricing of the contract as may be in the best interest of the

CPA.

TERMS AND CONDITIONS

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 most qualified Firm if the successful 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 within this RFP document and the Purchase Order Terms and Conditions (IT Rev 1/15/19) attached to this RFP document (Exhibit A).

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

9. If awarded a contract, Respondent agrees to provide, at their expense, TWIC badging to their employees who would work in secured areas. More information on TWIC badging can be found at https://www.portcanaveral.com/About/TWIC-Information.

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

EXPENSES INCURRED This invitation does not commit the Canaveral Port Authority to award a contract.

Nor shall the Canaveral Port Authority 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 Canaveral Port Authority Purchasing Department; Karen Pappas, 445 Challenger Road, Suite 301 Cape Canaveral, FL 32920. kpappas@portcanaveral.com, phone 321-394-3219.

DEFINITIONS

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, actuarial, 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 Firm 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 all respects hereunder, the Canaveral Port Authority’s performance is pursuant to its’ position as the Owner of the project. 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 https://www.portcanaveral.com/About/TWIC-Information 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 of 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

Friday December 12, 2025

Legal Advertisement

Wednesday December 31, 2025

Question Deadline Due 5:00 PM

Wednesday

Wednesday

January 7, 2026

January 7, 2026

Response to RFP due 2:00 PM

Submittals Distributed to Selection Committee Members for Review

Wednesday January 14, 2026 Selection Committee Meeting to Review and Rank Written Proposals

Wednesday January 14, 2026 Notification to Proposers of Ranking Results

Wednesday January 28, 2026 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)©, 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

Bidder 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 City 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

SECTION II

I hereby certify that the following named City 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

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 Bidder ________________________

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

RFP-26-7 Solicitation Document