rfp-26054-DebrisMonitoringServices.pdf

CITY OF PENSACOLA, FLORIDA

REQUEST FOR PROPOSALS

RFP NO. 26-054

FIVE (5) YEAR CONTRACT FOR DEBRIS MONITORING SERVICES

A sealed proposal with original or electronic signature and one (1) complete and identical electronic copy (PDF) on flash drive or CD will be received on September 10, 2026 2:30 P.M., Central time, at the following location.

City Hall (lobby) 222 West Main Street

Pensacola, Florida, 32502 Attention: Purchasing

The OUTER PACKAGING of the sealed submittal shall identify the respondent, and the solicitation title and number (whether hand-delivered, mailed, or via UPS/FedEx or other courier service). Submittals received after the deadline will not be accepted. Multiple submittals from the same entity will not be accepted.

Alternatively, electronic responses may be submitted to Demandstar or Central Bidding.

Both sites require registration and varying fees for notifications and document downloads.

Those submittals received will be opened and publicly read the following business day (September 11, 2026, at 10:00 A.M., Central time) via Microsoft Teams at the following link*: Microsoft Teams RFP opening.

Specifications will be posted to the City’s website at www.cityofpensacola.com/bids.aspx.

Addenda will be posted to the City’s website. Proposers are responsible for obtaining addenda and are advised to check the website frequently.

A proposal tabulation with a Notice of Intent to Award will be posted to the City’s website at www.cityofpensacola.com/bids.aspx. Respondents are advised to check the website frequently.

Any questions concerning the RFP should include the Subject Line: RFP 26-054 - RFI, and should be addressed and submitted in writing no later than 10:00 A.M., Central time, August 28, 2026, to:

Dedria Lunderman, Purchasing Manager

City of Pensacola 222 W. Main St.

Pensacola, FL 32502 purchasing@cityofpensacola.com https://www.demandstar.com/app/buyers/dashboard https://www.centralauctionhouse.com/rfpc10737-city-of-pensacola.html https://teams.microsoft.com/l/meetup-join/19%3ameeting_MmM4NjJkMTQtNDU3NS00Y2UzLWFmMTgtODc5ZTM5MzU3YzRm%40thread.v2/0?context=%7b%22Tid%22%3a%222c65e340-c270-42f3-85c0-f94ce72e1e36%22%2c%22Oid%22%3a%22ee43ac82-7f3f-4ee7-9087-c5d0dc949018%22%7d http://www.cityofpensacola.com/bids.aspx http://www.cityofpensacola.com/bids.aspx mailto:purchasing@cityofpensacola.com

A tabulation of submittals will be posted to the City’s website at www.cityofpensacola.com/bids.aspx.

A Notice of Intent will be issued to respondents. This begins the protest period. Failure to file a protest within the time prescribed in section 120.57(3), Florida Statutes, or failure to post the bond or other security required by law within the time allowed for filing a bond shall constitute a waiver of proceedings under chapter 120, Florida Statutes.

The City of Pensacola adheres to the Americans with Disabilities Act and will make reasonable accommodations for access to City services, programs, and activities. Please email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests must be made at least 48 hours in advance of the event in order to allow the City time to provide the requested services.

The City of Pensacola reserves the right to accept or reject any or all proposals, to waive any proposal informalities, and to re-advertise for proposals when deemed in the best interest of the City of Pensacola.

Attest: CITY OF PENSACOLA Ericka L. Burnett D. C. Reeves City Clerk Mayor

The City of Pensacola provides equal access in employment and public services.

(*Participation in a Microsoft Teams meeting requires a microphone and speakers; however, webcams are optional. Participants may join the meeting either via a PC or Smartphone. Please be sure to check the system requirements at the following link: Microsoft Teams System Requirements Check.)

SECURITY NOTICE

Visitors to City Hall are required to stay in the lobby unless otherwise directed.

Late submittals will not be accepted.

FLORIDA GOVERNMENT IN THE SUNSHINE — PUBLIC RECORDS NOTICE

Pursuant to Section 286.011, Florida Statutes, all Evaluation Committee meetings under this RFP are subject to Florida’s Government in the Sunshine Law — open to the public, noticed in advance, and documented as public records. Each Committee member shall sign a Sunshine Law acknowledgement prior to participating. All notes, scoresheets, and written communications are public records under Chapter 119, Florida Statutes, and subject to disclosure. Members shall not communicate privately with one another or with proposers outside of a duly noticed public meeting.

http://www.cityofpensacola.com/bids.aspx mailto:ADACoordinator@cityofpensacola.comcor https://docs.microsoft.com/en-us/microsoftteams/hardware-requirements-for-the-teams-app https://docs.microsoft.com/en-us/microsoftteams/hardware-requirements-for-the-teams-app

SCHEDULE OF EVENTS (subject to change)

Date Activity

August 7, 2026 Publish RFP

August 28, 2026 10:00 AM Deadline for Questions

September 10, 2026, 2:30 PM Proposal Deadline

September 11, 2026, 10:00 AM Proposal Opening

September 17, 2026, 2:00 PM

Evaluation Committee Meeting Distribution of Materials.

September 30, 2026, 11:00 AM

Evaluation Committee Meeting* Written Proposal Ranking/Shortlisting *Recommendation of Contract Award may be made at this meeting

October 15, 2026, 11:00 AM

Evaluation Committee Meeting Oral Presentations (if needed) Recommendation for Contract Award

INSTRUCTIONS AND GENERAL SPECIFICATIONS

A. Firms responding to the RFP must be available for formal presentations/interviews to the Selection Committee.

B. Sealed proposals must be submitted in the proposal format outlined as part of these Instructions and General Specifications. Proposal documents include at a minimum:

• Proposal response in stated format

• Proposal form(s) provided by City

• Required City forms

• Acknowledgement of addenda

C. Submittals must be typed or printed. All corrections made by the respondent prior to the opening must be initialed and dated by the respondent. No changes or corrections will be allowed after submittals are opened.

D. The City of Pensacola is not liable for any costs incurred by any interested party in responding to this RFP.

E. Responses become public records upon submission, subject to Florida’s Public

Records Law.

F. The City reserves the right to reject any or all proposals, waive minor informalities, and request additional information.

G. Notwithstanding anything else stated herein, the City reserves the right to modify the proposal documents, including the Agreement, by issuing addenda to be posted on the City’s website.

H. These instructions, specifications, and statements accompanying the proposal, the proposal itself, and any addendum issued, shall be included in the Agreement that will be entered into for this service.

I. By responding to this solicitation, each Respondent warrants that it has not and will not employ or retain any company or person, other than a bona fide employee working solely for the firm, to solicit or secure an agreement pursuant to this solicitation and that it has not and will not pay or agree to pay any person, company, corporation, individual or firm, other than a bona fide employee working solely for the firm, any fee, commission, percentage, gift, or other consideration contingent upon or resulting from the award or making of an agreement.

1.0 GENERAL INFORMATION

1.1 Objective

The objective of the RFP and subsequent contracting activity is to secure the services of qualified, experienced firm(s) who are capable of efficiently monitoring large volumes of disaster-generated debris removal from public property and public right-of-ways, and in some cases private property, and other public, or designated areas over a relatively wide area in a timely and cost-effective manner.

The successful Proposer(s) must be capable of assembling, directing, and managing a work force that can perform the monitoring services during the duration of the debris removal and disposal operations for storms or other catastrophic events over a five-year period.

1.2 Definitions

City or Owner – City of Pensacola, Florida

Contractor(s) – Successful Proposer(s), with whom a contract is entered into by the City

Debris Management Team – Team staffed by the City, Debris Management Consultant, Debris Monitor and the Contractor

Debris Management Consultant (or “Consultant”) – If applicable, a Consultant retained by the City to manage administrative aspects of the recovery process including processing FEMA submittals and the Debris Monitor.

Debris Monitor – Firm, including representation thereof, retained by the City to monitor and document debris removal and disposal activities in compliance with FEMA requirements

Debris – Scattered items and materials either broken, destroyed, or displaced by the Storm (Example: vegetative material such as trees and limbs, construction and demolition material, personal property.)

DMS – Debris Management Site

Proposer or Respondent – Person or entity which submits a Proposal in response to this Request for Proposal

RFP – This Request for Proposals for Five (5) Year Contract For Debris Monitoring Services

2.0 SCOPE AND STATEMENT OF WORK

2.1 Debris Monitoring Services

The selected Proposer will be expected to provide disaster debris removal and disposal monitoring services to include debris generated from public property, public rights of way, and in some cases private property, and other public, or designated areas. Specific services may include:

a) Coordinating daily briefings, work progress, staffing, and other key items with the City.

b) Selecting and permitting DMS locations and handling any other permitting/regulatory issues as necessary.

c) Scheduling work for all team members and contractors on a daily basis.

d) Hiring, scheduling, and managing field staff.

e) Monitoring recovery contractor operations and making/implementation recommendations to improve efficiency, speed up recovery work, and assure all debris removal work meets FEMA eligibility guidelines.

f) Assisting the City with responding to public concerns and comments.

g) Certifying contractor vehicles for debris removal, using methodology and documentation practices appropriate for contract monitoring.

h) Entering load tickets into a database application.

i) Digitizing of source documentation (such as load tickets).

j) Developing daily operational reports to keep the City informed of work progress.

k) Developing maps, GIS applications, etc. as necessary.

l) Comprehensive review, reconciliation, and validation of debris removal contractor(s) invoices prior to submission to the City for processing.

m) Project Worksheet and other pertinent report preparation required for reimbursement by FEMA and any other applicable agency for disaster recovery efforts by City staff and designated debris removal contractors.

n) Final report and appeal preparation and assistance.

3.0 PROPOSAL RESPONSE REQUIREMENTS

3.1 Information and Format

A prospective Proposer’s response to this RFP should include the following information at a minimum. The proposal should address the requirements in a clear and concise manner in the order stated herein. Proposals must be tabbed and must include the information/documents specified in the applicable tab. Proposals that do not adhere to the specified format or include the requested information/documents may be considered incomplete and therefore unresponsive. The City reserves the right to seek additional/supplemental information on specific issues as needed.

a) Qualifications of the Firm

1) Provide a description and history of the firm focusing on previous governmental experience. Only past experience as the prime contractor with local governments will be considered. Personal qualifications of staff with past debris monitoring experience will not be considered unless the services were part of the prime contract between the Proposer and the local government. State and federal contracts that do not reflect direct contractual obligations to perform services on behalf of the sub-grantee will not be considered to be past local government experience. Firm qualifications must include, at minimum, the following:

(i.) Recent experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal.

(ii.) Documented knowledge and experience coordinating with Federal, State, and Local emergency agencies.

(ii.) Experience representing local governments with various state and federal funding sources and reimbursement processes, including FEMA.

(iii.) Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, hauler invoice reconciliation and contracting, and FEMA appeals assistance.

2) Provide at least five (5) references for which the firm has performed services within the past three (3) years similar to the requirements in the Statement of Work. Provide the reference contact name, address, e-mail address, telephone numbers and date of contract.

b) Qualifications of Staff

Provide an organizational chart, resumes, and summary of staff qualifications. Key project staff (management staff including, but not limited to: project manager, collection and disposal operations managers, FEMA reimbursement specialist, data manager, etc.) must be full time employees of the proposing firm and have experience working for the Proposer, in the following:

1) Experience demonstrating current capacity and current expertise in debris removal, solid waste and hazardous waste management and disposal. The Proposer must demonstrate experience managing disaster debris monitoring for at least five local governments.

2) Documented knowledge and experience of Federal, State and Local emergency agencies, state and federal programs, funding sources and reimbursement processes.

3) Experience with special disaster recovery program management services including private property/right-of-entry (ROE) work, waterways clean-up and reimbursement, leaning tree and hanging limb removal, hazardous material removal, vessel and vehicle recovery, asbestos abatement, data management, hauler invoice reconciliation and contracting, and FEMA appeals assistance.

c) Technical Approach

Provide a description of the Proposer’s approach to the project, to include startup procedures/requirements, debris estimate methodology, analysis of debris recovery operations and management of the debris recovery contractors, billing/invoices reporting procedures to FEMA and the City.

d) Cost

The hourly labor rates shall include all applicable overhead and profit. All non-labor related project costs will be billed to the City at cost without mark-up.

e) Required Forms

Each Proposer must complete and submit the Signature Page and Cost Proposal Schedule designated as Attachment 1, as well as all required forms. The Cost Proposal Schedule will be evaluated on the hourly rates for the labor positions listed. All non-labor projected costs will be billed to the City at cost without markup.

4.0 PROPOSAL SUBMITTAL

4.1 Proposal Submittal

The responsibility for submitting the proposal to the Purchasing Office on or before the stated time and date is solely that of the Proposer. The City will not be responsible for delays in mail delivery or delays caused by any other occurrence.

All proposals must be in writing. Non-responsive proposals may not be considered.

The signer of the proposal must declare that the proposal is in all respects fair and in good faith without collusion or fraud and that the signer of the proposal has the authority to bind the Proposer.

The City shall not be liable for any costs incurred by a Proposer prior to entering into a contract.

5.0 EVALUATION CRITERIA AND SELECTION

5.1 Evaluation Criteria

The City’s evaluation criteria will include, but not be limited to, consideration of the following:

• Firm Qualifications 35%

• Qualifications on Similar Projects 25%

• Key Staff Project Understanding/Technical Approach 20%

• Management Systems/Reporting Systems 10%

• Cost Proposal 10%

Other criteria the City frequently uses to evaluate submissions include:

• Verification of availability of qualified personnel to perform the services requested.

• Interviews with references provided by Proposer.

The City will evaluate the written proposals submitted by the Proposers regarding the proposed project in connection with the selection process.

5.2 Presentations

The City may require oral and visual presentations from those firms ranked or short-listed. This shall be done at the City’s sole discretion when it feels presentations are essential as part of the evaluation process and in the best interest of the City.

6.0 RIGHT OF WAIVER, REJECTION, AND ACCEPTANCE

6.1 Reservations by City

The City reserves the right to:

a) waive any informality in any proposal;

b) reject any or all proposals in whole or in part, with or without cause; and/or accept any proposal(s) that in its judgment will be in the best interest of the City and its citizens.

7.0 INFORMATION AND ADDENDA

7.1 City Responses

All telephone conversations are to be considered unofficial responses and will not be binding. Questions or verifying the Request for Proposals’ content, if appropriate, will be responded to in writing. The written response will be the City’s official response and will be transmitted to all Respondents that requested the Request for Proposal.

7.2 Issuance of Addenda

(a) If this RFP is amended, the City will issue an appropriate addendum to the RFP. If any addendum is issued, all terms and conditions that are not specifically modified shall remain unchanged.

(b) Proposers shall acknowledge receipt of each addendum to this solicitation using one of the following methods:

(i.) By signing and returning the signed addendum within the sealed RFP response; or

(ii.) By scanning and returning the signed addendum via email to purchasing@cityofpensacola.com; and

(iii.) The City must receive the acknowledgment by the time and date, and at the location specified for the receipt of proposal.

8.0 CONTRACT AND GENERAL REQUIREMENTS

8.1 Contract

The successful Proposer(s) shall enter into a Contract with the City for the Services. The Contract will include standard provisions as well as provisions required for the reimbursement of monitoring services during the duration of the debris removal and disposal operations by FEMA. Other requirements, without limitation, are referred to below.

mailto:purchasing@cityofpensacola.com

8.2 Insurance and Indemnification

GENERAL

Before starting and until termination of work for, or on behalf of the City, the Contractor shall procure and maintain insurance of the types and limits specified.

The term City, as is used in this section, is defined to mean the City of Pensacola, itself, any subsidiaries or affiliates, elected and appointed officials, employees, volunteers, representatives and agents.

COVERAGE

Insurance shall be issued by an insurer whose business reputation, financial stability and claims payment reputation is satisfactory to the City, for the City’s protection only. Unless otherwise agreed, the amounts, form and type of insurance shall conform to the following minimum requirements.

Worker’s Compensation The Contractor shall purchase and maintain Worker’s Compensation Insurance Coverage for all Workers’ Compensation as legally required. Additionally, the policy, or separately obtained policy, must include Employers Liability Coverage of at least $1,000,000 each person – accident, $1,000,000 each person – disease, $1,000,000 aggregate – disease.

Commercial General, Automobile, Umbrella, Pollution, and Professional Liability Coverages The Contractor shall purchase coverage on forms no more restrictive than the latest editions of the Commercial General Liability and Business Auto policies filed by the Insurance Services Office. The City of Pensacola shall be an Additional Insured and such coverage shall be at least as broad as that provided to the Named Insured under the policy for the terms and conditions of this Contract. The City shall not be considered liable for premium payment, entitled to any premium return or dividend and shall not be considered a member of any mutual or reciprocal company. Minimum limits of $2,000,000 per occurrence, and per accident, combined single limit for liability must be provided, with umbrella insurance coverage making up any difference between the policy limits of underlying policies coverage and the total amount of coverage required. If the required limits of liability afforded should become impaired by reason of any claim, then the Contractor agrees to have such limits of $2,000,000 per occurrence, reinstated under the policy.

Commercial General Liability coverage must be provided, including bodily injury and property damage liability for premises, operations, products and completed operations (including pollution related claims), independent contractors, and property damage resulting from, explosion, collapse, or underground (x,c,u) exposures. The coverage shall be written on occurrence-type basis.

Business Auto Policy coverage must be provided, including bodily injury and property damage arising out of operation, maintenance or use of owned, non-owned and hired automobiles and employee non-ownership use. Combined Single Limit (CSL) of $1,000,000 is acceptable for this specific line of coverage.

Umbrella Liability Insurance coverage shall not be more restrictive than the underlying insurance policy coverages. The coverage shall be written on an occurrence-type basis.

Contractor’s Pollution Liability coverage for bodily injury, property damage, fines, penalties, defense, and clean up must be included.

Coverage must include both sudden/accidental and non-sudden/gradual.

Professional Liability Insurance coverage for the specific professional services rendered to the City with limits of not less than $1,000,000 per occurrence with $2,000,000 aggregate for this specific line of coverage.

CERTIFICATES OF INSURANCE

Required insurance shall be documented in the Certificates of Insurance which provide that the City shall be notified at least thirty (30) days in advance of cancellation, non-renewal or adverse change or restriction in coverage. The City shall be named as an Additional Insured and this contract shall be listed. If required by the City, the Contractor shall furnish copies of the Contractor’s insurance polices, forms, endorsements, jackets and other items forming a part of, or relating to such policies. Certificates shall be on the “Certificate of Insurance” form equal to, as determined by the City, an ACORD 25. Any wording in a Certificate which would make notification of cancellation, adverse change or restriction in coverage to the City an option shall be deleted or crossed out by the insurance carrier or the insurance carrier’s agent or employee. If on an ACORD 25 or similar form, the words “endeavor to” and “but failure...” shall be deleted so that the sentence ends with the word “left” or signed endorsements for the cancellation clauses MUST accompany Certificate(s) of Insurance. The Contractor shall replace any canceled, adversely changed, restricted or non-renewed policies with the new policies acceptable to the City and shall file with the City, Certificate of Insurance under the new policies prior to the effective date of such cancellation, adverse change or restriction. If any policy is not timely replaced, in a manner acceptable to the City, the Contractor shall, upon instructions of the City, cease all operations under the Contract until directed by the City in writing, to resume operations. Workers’ Compensation and Professional Liability are exempt from any additional insured requirements.

INSURANCE OF THE CONTRACTOR PRIMARY

The Contractor required coverage shall be considered primary, and all other insurance shall be considered as excess, over and above the Contractor’s coverage. The Contractor’s policies of coverage will be considered primary as relates to all provisions of the contract.

LOSS CONTROL AND SAFETY

The Contractor shall retain control over its employees, agents, servants, and subcontractors, as well as control over its invitees, and its activities on and about the subject premises and the manner in which such activities shall be undertaken and to that end, the Contractor shall not be deemed to be an agent of the City.

Precaution shall be exercised at all times by the Contractor for the protection of all persons, including employees and property. The Contractor shall make special effort to detect hazards and shall take prompt action where loss control/safety measures should reasonably be expected.

HOLD HARMLESS

The Contractor shall indemnify and hold harmless the City of Pensacola, its officers and employees, from any and all liabilities, damages, losses, and costs, including, but not limited to, reasonable attorney’s fees, to the extent caused by the negligence, recklessness or intentional wrongful misconduct of the Contractor and persons employed or utilized by the Contractor in the performance of this contract.

The Contractor’s obligation shall not be limited by, or in any way to, any insurance coverage or by any provision in or exclusion or omission from any policy of insurance.

PAY ON BEHALF OF THE CITY

The Contractor agrees to pay on behalf of the City, as well as provide a legal defense for the City, both of which will be done only if and when requested by the City, for all claims as described in the Hold Harmless paragraph. Such payment on the behalf of the City shall be in addition to any and all other legal remedies available to the City and shall not be considered to be the City’s exclusive remedy.

GOVERNING LAW AND VENUE

This Contract is governed and construed in accordance with laws of the State of Florida. The law of the State of Florida shall be the law applied in the resolution of any claim, actions or proceedings arising out of the Contract. Venue for any claim, actions or proceedings arising out of this Contract shall be Escambia County, Florida.

8.3 Non-Discrimination and Equal Opportunity

A. By submitting a proposal in response to this RFP, the Proposer agrees to not discriminate against any employee or job applicant because of their race, creed, color, sex, marital status or national origin.

B. Place or cause to be placed a statement in all solicitations or advertisement for job applicants, including subcontractors, that the respondent is an “Equal Opportunity Employer”.

REQUEST FOR PROPOSALS

CONTRACTUAL SERVICES

GENERAL CONDITIONS

To ensure acceptance, all proposers submitting proposals to the City of Pensacola shall be governed by the following conditions, attached specifications, and proposal form(s) unless otherwise specified. Proposals not submitted on the proposal form(s) provided shall be rejected, and proposals not complying with these conditions will be subject to rejection. Multiple submittals from the same entity will not be accepted.

1. Alternate Solutions: During the drafting of written specifications, a sincere effort is made to describe items or services best suited to the needs of the City. However, the City invites proposals with alternate solutions to the objectives set forth in the specifications, unless a particular specification is expressly identified as mandatory.

2. Approved Equivalents or Equals: Any manufacturer's names, trade names, brand names, model numbers, etc. listed in the specifications are for information only and not intended to limit competition. The proposer may offer any brand for which he is an authorized representative which meets or exceeds the specifications as written. If the proposal is based on an "approved equivalent or equal" item(s) or service(s), supportive information in the form of the manufacturer's printed literature or brochures, sketches, diagrams, and/or complete specifications must accompany the proposal. The proposer must explain in detail the reasons why the proposed equivalent or equal will meet specifications and not be considered an exception thereto. The City of Pensacola reserves the right to determine acceptance of proposed equivalent or equal item(s) or service(s).

3. Award Determination to be Based on Best Interest of City: There is no obligation on the part of the City to award a contract to any proposer. The City reserves the right to award a contract to or negotiate a contract with a responsible proposer submitting the most responsive or best alternative proposal for a resulting contract which is most advantageous to and in the best interest of the City. The City shall be the sole judge of the proposal and the resulting contract, and its decision shall be final.

4. Proposal (RFP) Bond: None.

5. E-Verify System (Mandatory): In compliance with the provisions of F.S. 448.095, the parties to this contract and any subcontractors engaged in the performance of this contract hereby certify that they have registered with and shall use the E-Verify system of the United States Department of Homeland Security to verify the work authorization status of all newly hired employees, within the meaning of the statute.

6. Exceptions to Specifications: In order that equal consideration be given in evaluating proposals, any exceptions to or deviations from the specifications as written must be noted and fully explained. The Mayor or City Council is the final authority in determining the acceptability of any exceptions to specifications.

7. Governing Law: The laws of the State of Florida shall be the laws applied in the resolution of any action, claim or other proceeding arising out of this contract.

8. Interpretations: All questions concerning the specifications or conditions shall be directed in writing to the Purchasing Office at least ten (10) days prior to submittal deadline, unless otherwise instructed on the Request for Proposals Page. Inquiries must refer to the proposed item(s) or service(s) and the date of the proposal submittal deadline. Interpretations will be made in the form of an addendum placed on the City’s website. The City shall not be responsible for any other explanation or interpretation.

9. Legal Requirements: All applicable provisions of Federal, State, County, and local laws including all ordinances, rules, and regulations shall govern the development, submittal and evaluation of all proposals received in response to these specifications, and shall govern any and all claims between person(s) submitting a proposal response hereto and the City of Pensacola, by and through its officers, employees and authorized representatives. A lack of knowledge by the proposer concerning any of the aforementioned shall not constitute a cognizable defense against the legal effect thereof. The proposer agrees that it will not discriminate on the basis of race, creed, color, national origin, sex, age or disability. Operator shall abide by all applicable provisions of Florida Administrative Code 65C-22 (Child Care Facilities) and DoDI 6060.02 (DoD Child Development Programs). In any conflict, the more stringent standard shall apply.

10. Licenses, Registration and Certificates: Each proposer shall possess at the time of submitting its proposal all licenses, registrations and certificates necessary to engage in the business of contracting (or special contracting if the work to be performed necessitates a particular type of specialty contractor) in the City of Pensacola. Proposer must also possess all licenses, registrations and certificates necessary to comply with federal, state and local laws and regulations. The awarded proposer shall be registered at the time of contract execution as an active vendor with the Florida Department of State, Division of Corporations (www.sunbiz.org), and registered with SAM.gov. License renewal documentation must be furnished to the City within ten (10) days of issuance.

11. Mistakes: Proposers are expected to examine the conditions, scope of work, proposal prices, extensions, and all instructions pertaining to the item(s) or service(s) involved. Failure to do so will be at the proposer’s risk. Unit prices proposed will govern in award.

12. Payment of Invoices: The City of Pensacola issues checks for payment of invoices on the 10th of each month. The signed receiving copy of the purchase http://www.sunbiz.org/ order and a correct invoice must have been received by the Accounts Payable Activity prior to the 4th of the month. Item(s) or service(s) received on or after the 4th will be processed in the following month. All invoices are payable by the City under the terms of Florida Prompt Payment Act, Florida Statute §218.70. All purchases are subject to availability of funds in the City’s budget.

13. Permits and Taxes: The proposer shall procure all permits, pay all charges, fees, and taxes, and give all notices necessary and incidental to the due and lawful prosecution of the work. Proposers who use public roads of the City of Pensacola, Florida for transport of goods of any kind which said goods were transported from a point without the City of Pensacola, Florida to a point within the City of Pensacola shall obtain a “Use of Streets” permit for a fee not in excess of the license paid for by local licensees engaged in the same business.

14. Prohibited Conduct by Proposers: Upon the publication of any solicitation for sealed bids, requests for proposals, requests for qualifications, or other solicitation of interest or invitation to negotiate by any authorized representative of the City of Pensacola, any party interested in submitting a bid, proposal, or other response reflecting an interest in participating in the purchasing or contracting process shall be prohibited from engaging in any communication pertaining to formal solicitations with any member of Pensacola City Council, the Mayor, or any member of a selection/evaluation committee for RFPs/RFQs, whether directly or indirectly or through any representative or agent, whether in person, by mail, by facsimile, by telephone, by electronic communications device, or by any other means of communication, until such time as the City has completed all action with respect to the solicitation.

15. Proposal Withdrawals: No proposal may be withdrawn after closing time for receipt of proposals for a period of sixty (60) days thereafter. The contract award shall be legally binding at the time of award by City Council or Mayor.

16. Protests: Protests of the plans, specifications, and other requirements of requests for proposals must be received in writing by the Purchasing Office at least ten (10) business days prior to the scheduled proposal submittal deadline. A detailed explanation of the reason for the protest must be included. Protests of the intended award of proposal or contract must be in writing and received in the Purchasing Office within five (5) business days of the notice of intent to award. A detailed explanation of the protest must be included.

17. Public Entity Crimes: By submitting a proposal each proposer is confirming that the company has not been placed on the convicted vendors list as described in Florida Statute §287.133 (2) (a).

18. Public Records: Any material submitted in response to this Request for Proposal will become a public document pursuant to Florida Statute §119.07. This includes material which the responding proposer might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission, effective after opening the proposal pursuant to Florida Statute §119.07.

A. Public Records Law: The Parties shall each comply with all Federal and Florida Public Records laws. The Parties hereby contractually agree that each Party shall allow public access to all documents, papers, letters, or other public records as defined in Chapter 119, Florida Statutes, made or received by either Party in conjunction with this agreement, or related thereto, unless a statutory exemption from disclosure exists. Records will be fully accessible to HUD and FloridaCommerce (per 2 CFR 200.325) and may be reviewed at any point.

Records will be maintained for a period of six (6) years following the closure of the grant award. Notwithstanding any provision to the contrary, it is expressly agreed that Contractor’s failure to comply with this provision, within seven (7) days of notice from the City, shall constitute an immediate and material breach of contract for which the City may, in the City’s sole discretion, unilaterally terminate this agreement without prejudice to any right or remedy.

19. Rejection of Proposals: The City of Pensacola reserves the right to accept or reject any or all proposals, to award proposals on a split-order basis by item or service number, to waive any irregularities, technicalities, or informalities, and to re-advertise for proposals when deemed in the best interest of the City of Pensacola. The City will not award proposals to CONTRACTOR(S)s who have continuing services agreements, piggyback contracts, or retainer contracts.

20. Sealed Response: All executed City forms must be submitted. All responses must be signed by an authorized representative of the proposer.

A. Hardcopy response: In the event more than one submittal deadline is scheduled for the same date and time, do not include responses concerning different sets of specifications within the same envelope. The face of the sealed envelope shall be plainly marked identifying the responder, the bid/RFP/RFQ title and number. It shall be the sole responsibility of the respondent to assure receipt of the submittal at the Purchasing Office prior to the published time for the submittal deadline.

B. Electronic response: Respondent may submit an electronic submittal to the sites mentioned on page 1. Offers by telephone, fax, or email will NOT

BE ACCEPTED.

21. Tax: The City of Pensacola is exempt from all State and local sales tax.

22. Termination for Convenience: A contract may be terminated in whole or in part by the City at any time and for any reason in accordance with this clause whenever the City shall determine that such termination is in the best interest of the City. Any such termination shall be effected via delivery to the contractor at least thirty (30) business days before the effective date of a Notice of Termination specifying the extent to which performance shall be terminated and the date upon which termination becomes effective. An equitable adjustment in the contract price shall be made for the completed service, but no amount shall be allowed for anticipated profit on unperformed services. City may terminate immediately for any threat to child safety or regulatory non-compliance.

23. Unauthorized Aliens: The City of Pensacola shall consider the employment by any contracted vendor of unauthorized aliens a violation of Section 274A of the Immigration and Nationality Act. Such violation shall be cause for unilateral termination of this contract.

ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO

WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.

Signature Sheet

The undersigned, as Proposer, does declare that no other persons other than the proposer herein named has any interest in this proposal or in the contract to be taken, and that it is made without any connection with any other person or persons making a proposal for the same articles, and it is in all respects fair and without collusion or fraud. The undersigned further declares that he has carefully examined the specifications and is thoroughly familiar with their provisions and penalties. The proposer proposes and agrees if this proposal is accepted, to contract with the City of Pensacola, Florida, in the form of contract specified, to furnish all the material, equipment, machinery, tools, apparatus, labor, and means of transportation necessary to provide the services as required in the specifications.

Survey: How did you obtain this solicitation?

City of Pensacola website Central Bidding Demandstar

Other:

Signature Date:

Printed Name: Title:

Company: Address:

Telephone: City:

Fax: State: Zip:

E-mail:

FAILURE TO INCLUDE THIS FORM MAY DISQUALIFY THE SUBMITTAL.

ATTACHMENT 1

COST PROPOSAL SCHEDULE

Company Name:

The hourly labor rates shall include all applicable overhead and profit. All non-labor related project costs will be billed to the City at cost without mark-up.

POSITIONS HOURLY RATES

Project Manager $

Operations Managers $

Scheduler/Expeditors $

GIS Analyst $

Field Supervisors $

Debris Site/Tower Monitors $

Environmental Specialist $

Project Inspectors (Citizen Drop-Off Site Monitors) $

Field Coordinators (Crew Monitors) $

Load Ticket Data Entry Clerks (QA/QC) $

Billing/Invoice Analysts $

Project Coordinators $

Proposer may include other positions.

APPENDIX A, 44 C.F.R. PART 18 – CERTIFICATION REGARDING LOBBYING

Certification for Contracts, Grants, Loans, and Cooperative Agreements

The undersigned certifies, to the best of his or her knowledge and belief, that:

1. No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of an agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan, or cooperative agreement.

2. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions.

3. The undersigned shall require that the language of this certification be included in the award documents for all subawards at all tiers (including subcontracts, subgrants, and contracts under grants, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.

This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.

The Contractor, , certifies or affirms the truthfulness and accuracy of each statement of its certification and disclosure, if any.

In addition, the Contractor understands and agrees that the provisions of 31 U.S.C.

Chap. 38, Administrative Remedies for False Claims and Statements, apply to this certification and disclosure, if any.

Signature of Contractor’s Authorized Official Date

Name and Title of Contractor’s Authorized Official

FAILURE TO INCLUDE THIS FORM IN SUBMITTAL MAY DISQUALIFY THE BID.

State of Florida Affidavit Regarding the Use of Coercion for Labor and Services

Pursuant to Florida Statute 787.06(13)

Section 787.06(13) Florida Statutes requires all nongovernmental entities executing, renewing, or extending a contract with a governmental entity to provide an affidavit signed by an officer or representative of the nongovernmental entity under penalty of perjury that the nongovernmental entity does not use coercion for labor or services.

The undersigned hereby certifies that he/she is an officer or authorized representative of the vendor identified above and that said vendor does not use coercion for labor or services as defined in Section

787.06 Florida Statutes.

Florida Statute 787.06 (2)(a) “Coercion” means:

1. Using or threatening to use physical force against any person;

2. Restraining, isolating, or confining or threatening to restrain, isolate, or confine any person without lawful authority and against her or his will;

3. Using lending or other credit methods to establish a debt by any person when labor or services are pledged as a security for the debt, if the value of the labor or services as reasonably assessed is not applied toward the liquidation of the debt, the length and nature of the labor or services are not respectively limited and defined;

4. Destroying, concealing, removing, confiscating, withholding, or possessing any actual or purported passport, visa, or other immigration document, or any other actual or purported government identification document, of any person;

5. Causing or threatening to cause financial harm to any person;

6. Enticing or luring any person by fraud or deceit; or

7. Providing a controlled substance as outlined in Schedule I or Schedule II of s. 893.03 to any person for the purpose of exploitation of that person.

(2)(e) “Labor” means work of economic or financial value.

(2)(h) “Services” means any act committed at the behest of, under the supervision of, or for the benefit of another. The term includes, but is not limited to, forced marriage, servitude, or the removal of organs.

Vendor Name:

Vendor FEIN: Phone Number:

Vendor's Authorized Representative Name and Title:

Address:

City: State: ZIP:

Email Address:

Under penalties of perjury, I declare that I have read the foregoing document and that the facts stated in it are true.

By:

AUTHORIZED SIGNATURE

Print Name and Title:

Date:

52.209-5 FAR Certification Regarding Debarment, Suspension, Proposed Debarment, and Other Responsibility Matters

The Offeror certifies, to the best of its knowledge and belief, that the Offeror and/or any of its Principals:

A. Are not presently debarred, suspended, proposed for debarment, or declared ineligible for the award of contracts by any Federal agency.

B. Have not, within a three-year period preceding this offer, 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) contract or subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, tax evasion, or receiving stolen property; and

C. Are not presently indicted for, or otherwise criminally or civilly charged by a governmental entity with, commission of any of the offenses enumerated in paragraph 1-B of this provision.

2. The Offeror has not, within a three-year period preceding this offer, had one or more contracts terminated for default by any Federal agency.

A. "Principals," for the purposes of this certification, means officers; directors; owners; partners;

and, persons having primary management or supervisory responsibilities within a business entity (e.g., general manager; plant manager; head of a subsidiary, division, or business segment, and similar positions).

This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States and the Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution Under Section 1001, Title 18, United States Code.

B. The Offeror shall provide immediate written notice to the Contracting Officer if, at any time prior to contract award, the Offeror learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.

C. A certification that any of the items in paragraph (a) of this provision exists will not necessarily result in withholding of an award under this solicitation. However, the certification will be considered in connection with a determination of the Offeror's responsibility. Failure of the Offeror to furnish a certification or provide such additional information as requested by the Contracting Officer may render the Offeror nonresponsible.

D. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render, in good faith, the certification required by paragraph (a) of this provision. The knowledge and information of an Offeror is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.

E. The certification in paragraph (a) of this provision is a material representation of fact upon which reliance was placed when making award. If it is later determined that the Offeror knowingly rendered an erroneous certification, in addition to other remedies available to the Government, the Contracting Officer may terminate the contract resulting from this solicitation for default.

Company Name: Date:

Authorized Signature: Printed Name:

52.209-6, 24 CFR 570.609 FAR Protecting the Government's Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment

1. The Government suspends or debars Contractors to protect the Government's interests. The Contractor shall not enter into any subcontract in excess of $25,000 with a Contractor that is debarred, suspended, or proposed for debarment unless there is a compelling reason to do so.

2. The Contractor shall require each proposed first-tier subcontractor, whose subcontract will exceed $25,000, to disclose to the Contractor, in writing, whether as of the time of award of the subcontract, the subcontractor, or its principals, is or is not debarred, suspended, or proposed for debarment by the Federal Government.

3. A corporate officer or a designee of the Contractor shall notify the Contracting Officer, in writing, before entering into a subcontract with a party that is debarred, suspended, or proposed for…