RFP20261467_Grounds_Maintenance_Services_LS_and_WP_Updated_10.6.26.pdf

City of Casselberry | Procurement and Contract Management Division 95 Triplet Lake Drive, Casselberry, Florida 32707

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2026-1467 GROUNDS MAINTENANCE SERVICES

LIFT STATIONS AND WATER PLANTS

Due Date: Tuesday, November 3, 2026, before 2:00 p.m.

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To: All Prospective Proposers

From: Procurement and Contract Management Division

Dear Potential Proposer:

The City of Casselberry, Florida, a municipal corporation existing under the laws of the State of Florida, herein after also referred to as the “City”, does hereby announce that it is accepting written proposals from all qualified firms or individuals interested in providing the services generally described herein and as specified in the “Scope of Services” of this Request for Proposals (RFP) document. The successful Proposer(s) must demonstrate by qualifications, experience, availability, approach and work plan that will best serve the overall needs of the City.

If you are interested in preparing a response to this RFP, please read the requirements carefully and complete the proposal in the manner as set forth in this RFP document. Your response is considered a binding offer to perform in the manner described in the proposal response and shall remain a firm offer for a period not to exceed one hundred eighty (180) days from public opening. Also please be aware that, under the competitive proposal process, the stipulations set forth herein are fully binding on the Proposer to the extent that you confirm acceptance by your signature on the Price Proposal Form, herein.

All proposals shall be received by the due date and time as indicated herein. Questions regarding this solicitation must be received in writing not later than the date and time as indicated in the Proposal Schedule.

Responses to those questions considered material to the solicitation shall be distributed via formal addenda and posted to Vendorlink, LLC., at: https://www.myvendorlink.com. It is the responsibility of the Proposer to read the Proposal Schedule for date/time of the Pre-proposal Conference, if applicable.

All Proposers are advised that under Chapter 119, Florida Statutes, all responses are deemed a public record and open to the public as provided for in said statute.

The City welcomes your response to this RFP document. Proposals should be prepared in accordance with the RFP instructions and will be evaluated by the City as stated in the evaluation section of this document. The City reserves the right to waive any formalities, to reject any or all proposals or to re-advertise for proposals for these services. The City may withdraw all or part of this RFP at any time to protect the interests of the City. All Proposers are asked to be thorough yet concise in their response. Failure to provide the response in the manner prescribed herein may be grounds for disqualification. Thank you for your interest in doing business with the City of Casselberry, Florida.

mailto:procurement@casselberry.org https://www.myvendorlink.com/

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2026-1467 GROUNDS MAINTENANCE SERVICES

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TABLE OF CONTENTS

SECTION TITLE

1 Project Overview 2 Proposal Schedule 3 General Instructions 4 Proposal Response and Format 5 Evaluation Process 6 General Terms and Conditions

ATTACHMENT TITLE

A Insurance Requirements B Addendum Receipt Acknowledgement Certification C Acceptance of Proposal Terms and Conditions D Certificate of Non-Segregated Facilities E Drug-Free Workplace Certification F Conflict of Interest and Non-Collusion Statement G Organizational Information H Proposed Schedule of Subcontractor Participation I Contractor Certification Regarding Scrutinized Companies J Contractor E-Verify Affidavit K Affidavit of Compliance with Foreign Entity Laws L Foreign County of Concern Attestation M Affidavit of Compliance with Anti-Human Trafficking Laws N Certification of Compliance with Diversity, Equity, and Inclusion Laws O References P Statement of No Proposal Submittal (If Applicable) Q Local Business Tax Receipt (To be provided by Contractor) R Proof of License/Certification (To be provided by Contractor) S W-9 Form (To be provided by Contractor)

EXHIBIT TITLE

1 Scope of Services 2 Lift Stations and Water Plants Map 3 Lift Stations and Water Plant Images 4 University of Florida, IFAS Extension Specifications for Planting Trees and Shrubs

Specifications 5 University of Florida, IFAS Extension Specifications for Pruning Landscape Trees and

Shrubs 6 Lift Stations and Water Plants Price Proposal Form 7 Sample Standard Agreement 8 Special Disaster Relief and Recovery Provisions 9 Electronic Submissions

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2026-1467 GROUNDS MAINTENANCE SERVICES

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SECTION 1 PROJECT OVERVIEW

1.01 INTENT AND PURPOSE

It is the intent of this solicitation to engage one (1) qualified firm to provide comprehensive grounds maintenance services for lift stations and water plants within the City to include lawn maintenance, mowing, edging, pruning of trees and shrubs, pest control, and weed control services on a monthly basis. As per the Scope of Services in Exhibit 1.

1.02 BACKGROUND

The City of Casselberry was incorporated in 1940, and is generally located at the intersection of U.S.

Highway 17-92 and State Road 436. Both of these roads are known for the substantial development. The City is committed to new and redevelopment activities along U.S. Highway 17-92, including a mix of retail, government, residential and recreational activities.

Located just 20 minutes northeast of downtown Orlando, Casselberry’s city government supports meeting the needs of businesses looking to relocate and/or entrepreneurs who are seeking the right location to jump-start a new enterprise. One of the fastest growing areas in Metro Orlando, Casselberry is an exciting, thriving community in which to do business.

The City operates under a Commission/Manager form of government and provides a full range of services. These include police, construction and maintenance of streets, sidewalks, parks, stormwater, wastewater, water, sewer infrastructure, engineering, planning, community development, code compliance, general administration, support services, recreational, and cultural events. Additional City information can be found at: https://www.casselberry.org/31/About-Us.

1.03 TERM

It is anticipated an Agreement will be awarded for a period of three (3) years that may be extended at the option of the City for two (2) additional one (1) year terms when in the best interest of the City. Total contract length, including all renewals shall not exceed five (5) years. The City will reserve the right to cancel this agreement at any time with ninety (90) days advance written notice. The decision to renew or extend the contract shall be at the discretion of the City. The City expects to develop a collaborative relationship with the selected proposer for the services.

1.04 MINIMUM REQUIREMENTS

The following mandatory minimum requirements have been established, subject to the City’s right to waive minor irregularities. The proposer shall provide proof of the minimum qualification by furnishing copies of letters, certificates, etc. (as applicable); which clearly document said qualifications.

A. The Proposer must be in good standing and must not be listed in the System for Award Management

(SAM) as an excluded party.

B. All licenses required by the Proposer, whose businesses and professions are regulated by the Florida

Department of Business and Professional Regulation, must be active and current.

https://www.casselberry.org/31/About-Us

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2026-1467 GROUNDS MAINTENANCE SERVICES

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C. The Firm shall have been in business for a minimum of three (3) consecutive years and maintain an active license to perform similar services as requested in this RFP within the State of Florida. If the business headquarters is located outside of the State of Florida, they must be licensed to perform services in both their home state and the State of Florida. Proposer shall provide documentation to demonstrate meeting this minimum requirement with your proposal response.

Include local business tax receipts, corporation documents with date of inception, and certificate of authority issued through the Department of State in compliance with Florida Statute 607.1501.

D. Evidence of authority to conduct commercial business in the State of Florida - Provide Sunbiz report showing your company registered as “Active”.

E. Professional Licenses – Provide all licenses that qualify the firm for the type of work as identified herein.

F. If you are not a single prime contractor, you will be required to list all subcontractors to be used for this project and their professional licenses.

Failure to provide the appropriate documentation with your proposal may be grounds for deeming your proposal non-responsive and removing it from further consideration.

1.05 RFP SECURITY BOND (Not Applicable)

1.06 PERFORMANCE AND PAYMENT BONDS (Not Applicable)

SECTION 2 PROPOSAL SCHEDULE

The City reserves the right to modify the dates and times of the Proposal Schedule. When the due date or the pre-proposal date must be changed, respondents will be notified via an Addenda.

Tentative Schedule Task Date

RFP Released Thursday, October 1, 2026 Mandatory Pre-Proposal Meeting Tuesday, October 6, 2026, 8:00 a.m.

Deadline for Questions by Interested Parties Thursday, October 15, 2026, before 2:00 p.m.

Proposal Due Date and Time Tuesday, November 3, 2026, before 2:00 p.m.

RFP Opening, City Commission Chambers Tuesday, November 3, 2026, at 3:00 p.m.

Evaluation and Selection – Phase I Thursday, November 12, 2026, at 8:30 a.m.

Informal Interviews, if required Wednesday, November 18, 2026 Evaluation and Selection – Phase II Wednesday, November 18, 2026, at 2:00 p.m.

City Commission Approval of Contract January 2027

SECTION 3 GENERAL INSTRUCTIONS

3.01 REQUESTING THE SOLICITATION DOCUMENT

The RFP documents may be obtained at no charge from: Vendorlink, LLC., at https://www.myvendorlink.com. Register as a vendor to download the solicitation documents and to receive notifications of Addenda. The City is not responsible for errors and omissions occurring in the transmission or downloading of any documents from these websites. In the event of any discrepancy between information on these websites and the hardcopy specifications, the terms of the hardcopy specifications shall prevail. For more information call the Procurement and Contract Management

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2026-1467 GROUNDS MAINTENANCE SERVICES

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Division at (407) 262-7700, Ext. 1142. Important: The desire of the City to pursue proposals shall in no way obligate the City to compensate you for your efforts or to execute a contract with your firm.

3.02 ON-LINE SERVICE PROVIDER DISCLAIMER

VendorLink, LLC System has no affiliation with the City other than as a service that facilitates communication between the City and its vendors. VendorLink, LLC is an independent entity and is not an agent or representative of the City. Communications to VendorLink, LLC do not constitute communications to the City.

3.03 SOLICITATION DOCUMENTS FROM THIRD PARTY PROVIDERS

The City of Casselberry Procurement and Contract Management Division, its website and service provider, VendorLink, LLC are the only authorized sources of solicitation documents/forms. Solicitation documents/forms obtained from any other third party source may be an incomplete set of documents.

Proposers using solicitation documents/forms obtained from any other third party source are advised to register with VendorLink, LLC to obtain a complete set of solicitation documents and to enable notification of required addenda. Reproduction of these documents without the express permission of the City is prohibited.

3.04 MANDATORY PRE-PROPOSAL CONFERENCE

If a Pre-proposal Conference is required, the date and time will be included in the Project Schedule.

Pre-Proposal Conferences will be held in the City of Casselberry Commission Chambers, located at 95 Triplet Lake Drive, Casselberry, Florida 32707. Pre-Proposal conference attendance is strongly encouraged. If the Pre-Proposal conference is mandatory, attendance is required.

IMPORTANT NOTE: It is imperative that all Proposers have a clear understanding of the Scope of Services requirements. Therefore, in the event a mandatory pre-proposal conference is required and/or subsequently scheduled, attendance will be a pre-requisite for submitting a proposal; and proposals will only be accepted from those who are represented at a mandatory pre-proposal conference. Attendance at the pre-proposal conference will be evidenced by the Proposer’s/representative’s signature on the attendance roster. In the event of a mandatory pre-proposal conference, the time, date, and location of the meeting will be noted in the released Addendum notifying such requirement. Please plan your travel time accordingly.

3.05 INTERPRETATION AND QUESTIONS

All questions relating to this solicitation document must be in writing delivered electronically through email to the attention Procurement and Contract Management Division that serves as the official point of contact for this solicitation no later than the date and time as set forth in the Proposal Schedule.

Procurement and Contract Management Division City of Casselberry 95 Triplet Lake Drive, 2nd Floor Casselberry, Florida 32707 Phone: (407) 262-7700, Ext. 1142

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2026-1467 GROUNDS MAINTENANCE SERVICES

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Email: procurement@casselberry.org

A. It is the Proposer’s responsibility to become familiar with and fully informed regarding the terms, conditions and specifications of this RFP solicitation. Lack of understanding and/or misinterpretation of any portions of this RFP solicitation document shall not be cause for withdrawal of your RFP response after opening or for subsequent protest of award. Proposers must contact the Procurement and Contract Management Division prior to proposal opening, should clarification be required.

B. Any interpretations, clarifications, or changes will be made in the form of written addenda issued by the Procurement and Contract Management Division.

C. Any oral communications will not be authoritative and will not be binding on the City.

D. It is the sole responsibility of the Proposer to contact the Procurement and Contract Management

Division prior to submitting a proposal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with each proposal.

E. Addenda will be available to all Proposers and will be uploaded to VendorLink, LLC., at https://www.myvendorlink.com.

3.06 PREPARATION AND FORMAT

Proposals should be prepared in a clear and concise manner to meet the requirements of the RFP.

Emphasis should concentrate on conformance to the RFP instructions, responsiveness to the requirements, as well as completeness and clarity of content.

3.07 PAGE LIMITATION

Proposal packages shall be limited to not more than 60 pages printed on a single side of paper, with a font no less than twelve (12) point. Note: Required attachments and forms will not be counted in the page limitation.

3.08 COMPLETENESS

Proposals shall contain the information as required in this solicitation. Failure to submit all information as requested may result in a lowered evaluation score of the proposal. Proposals that are substantially incomplete or lack key information may be rejected by the City. The following list details the appropriate proposal format:

A. Selection dividers with tabs properly labeled with Tab letters to identify each required criteria in

Section 4. Include slip sheets indicating the tabs, in place of dividers for electronic submissions.

B. All attachments shall be placed under the appropriate tab for that sub-section.

C. Current Certificates of Insurance; and Local Business Tax Receipt (formerly known as Occupational

License), and current year W-9, shall be placed under Tab “G” of your proposal.

3.09 JOINT VENTURES

All Proposers intending to submit a proposal as a Joint Venture are required to have filed proper documents with the Florida Department of State, the Department of Business and Professional Regulations, Construction Industry Licensing Board and/or any other state or local licensing Agency prior to submitting a proposal response. Please refer to Section 489.119 Florida Statutes.

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2026-1467 GROUNDS MAINTENANCE SERVICES

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Joint Venture Firms must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal Joint Venture Agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.

3.10 CORPORATE STANDING AND AUTHORIZED SIGNATURE

The Proposer must demonstrate that the company is in good standing and that the person signing this proposal is an authorized signatory on behalf of the Proposer to negotiate and/or sign contracts, agreements, amendments and related documents to which the Proposer will be duly bound. Examples of satisfactory demonstration documents include:

A. A copy of your Articles of Incorporation listing the approved signatories of the corporation, or B. A copy of a resolution listing the members of staff that are authorized signatories for the company, or C. A letter from a corporate officer listing the members of staff that are authorized signatories for the company; or D. A signed Sunbiz Florida Profit Corporation Annual Report.

E. Please include this information under Tab “D” of your proposal.

Failure to sign and witness the required forms may result in disqualification of the proposal. Please recheck all forms, including the Price Proposal Form, for appropriate signatures and notarization.

3.11 PROPRIETARY INFORMATION

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law); and except as it may be provided by other applicable State and Federal Law, all Proposers should be aware the RFP document and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure, citing specifically the applicable exempting law.

B. A generic notation that information is “confidential” is not sufficient. Failure to provide the Procurement and Contract Management Division with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with Chapter 119 of the Florida Statutes.

3.12 PROPOSAL REPRODUCTION

Please submit one (1) proposal electronically through Vendorlink, LLC containing the entire submittal formatted to be read with Microsoft® software products or Adobe® PDF software. The electronic version should include slip sheets indicating the tabs, in place of dividers. Please include firm’s confidential financial information as a separate document to be uploaded to Vendorlink, LLC.

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

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3.13 SUBMISSION OF PROPOSALS AND DELIVERY

A. Proposals shall be received electronically through Vendorlink before the date and time as indicated in the Proposal. Proposals received after the stated date and time will not be accepted and will be returned unopened. The City will not be responsible for failure of a Proposer or Proposer’s agent to submit responses in a timely manner or for a proposal delivered incorrectly.

B. Reference Exhibit 9 for instructions regarding Electronic Submissions hereby incorporated into the solicitation.

3.14 PUBLIC OPENING OF PROPOSALS

Proposals will be announced publicly by the Procurement and Contract Management Division on the due date and time or as soon thereafter as possible. Only the names of the respondents and verification of bond submittal, if applicable, will be publicly announced. Sealed proposals received by the City pursuant to a competitive solicitation are exempt from s. 119.07(1) and s. 24(a), Article I of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. All other information will be subject to Florida’s Open Government Laws to public contracting.

3.15 MODIFICATION AND WITHDRAWAL OF PROPOSALS

Proposals may be withdrawn by the appropriate duly executed representative at any time prior to the opening of proposals. Proposals may not be withdrawn for a period of one hundred eighty days (180) days after the public opening date.

3.16 OWNERSHIP OF DOCUMENTS

All proposals and documents received as a result of this solicitation shall become the sole property of the City and will not be returned to Proposers. In the event of an award, all documentation produced as part of the Contract will become the exclusive property of the City.

A. Drawings, specifications, designs, models, photographs, reports, surveys, calculations, and other data provided in connection with this solicitation and/or awarded agreement as a result of this solicitation process are, and shall remain, the property of the City whether the project for which they are made is executed or not.

B. Such finished or unfinished documents, data, calculations, studies, surveys, specifications, drawings, maps, models, photographs and reports prepared by the successful Proposer(s) shall be delivered by the successful Proposer(s) to the City at the conclusion of the project or the termination of the successful Proposer(s)’ services.

SECTION 4 PROPOSAL RESPONSE AND FORMAT

Proposal responses will address the requirements as set forth herein. Proposers must demonstrate their experience, work performance, background, expertise, and capacity to perform for the City to effectively evaluate

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

SOLICITATION NUMBER: RFP-2026-1467 GROUNDS MAINTENANCE SERVICES

PF-304 Page 9 of 77 8/2026 the proposals. The proposal should be concise, well organized, and demonstrate the Contractor’s full understanding of the project.

4.01 FIRM QUALIFICATIONS AND EXPERIENCE – TAB “A”

A. Cover Letter (2 pages)

The cover letter shall provide a summary of the services to be provided, cite any exceptions to the standard contract, list the project manager/key staffer and explain the primary reason why the proponent would be the best choice for the contract. The cover letter must be signed by an authorized officer or employee of the firm who has authority to negotiate and contractually bind the organization.

The title of the authorized officer or employee, their name, address, e-mail, and phone number must be included. The City intends to correspond only with respondent’s authorized officer or employee for all correspondence regarding this RFP. Submitting accurate and updated contact information is the responsibility of the respondent. Obligations committed by such signatures shall be binding.

B. Corporate Background Information (2 pages)

1. Legal name, address, and telephone numbers of the principal office (national headquarters), project office and local office (if applicable). If services will be provided from additional locations, provide this same information for these offices.

2. Year established.

3. Type of organization (partnership, corporation, etc.).

4. Name, title, address, E-mail and telephone number of the person to whom correspondence shall be directed.

5. Description of the scope of services usually provided by firm.

6. Description of projects performed for agencies in the State of Florida during the last 3 years.

C. Organizational Qualifications and Experience

Describe the firm's qualifications for performing similar, relevant, or related services. Identify the team's experience pertaining to the following:

1. Technical capabilities in term of personnel, equipment and materials, method of assigning work and procedures for maintaining level of service.

2. Specific knowledge of Florida’s requirements as may relate to the scope of services.

3. Completing projects within established schedules and budgets.

D. Key Individuals and Qualifications

Identify and include qualifications of specific individuals to be assigned to the project including the individual(s) who would be assigned overall responsibility for performing the services.

1. Include project team resumes. Indicate the Project Team by name and title and specify which services the individuals will provide to the City. Resumes should focus on projects or work performed that is similar in scope to this type of work.

2. Provide a project team organizational chart indicating the primary role and responsibility of each

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

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3. The proposal should clearly associate specific staff to work tasks.

4. Submit short experience statements for each identified individual, including prime personnel, and their key qualification and experience which makes them suited for their proposed assignment on the project. Full resumes can be included as an appendix to the proposal.

E. Litigation

Provide a summary of any litigation, claim(s), or contract dispute(s) which have been finalized and/or decided by a court of law, which were filed by or against the firm in the past five (5) years. The summary should state the nature of the project, litigation, claim, or contract dispute, a brief description of the case, the outcome, and the monetary amounts involved. The disclosure can be limited to:

1. Cases, which are related to contractual services provided in the regular course of business.

2. The regional/district office that will be supporting this contract.

3. Sanctions: List any regulatory or license agency sanctions.

4. Lost Accounts: Provide a complete list of all accounts lost due to early dissolution or non-renewal. Include contact names and telephone number, length of service at each account, and reason for the loss. This list can be limited to the regional/district office, which will be supporting this contract, and may be limited to the past five (5) years.

5. Canceled Accounts: Provide a complete list of all accounts canceled/terminated by the Proposer prior to the expiration date. Include contact name and telephone number, length of service provided, and reason the firm chose to cancel the contract. This list can be limited to the regional/district office that will be supporting this contract, and may be limited to the past five (5) years.

6. Contract Denial: Indicate if your firm has been denied a contract award on which you submitted the best proposal. If so, explain in detail.

F. Financial Plan

Demonstrate your firm’s financial soundness and history of meeting financial obligations. Please include as a separate attachment to be uploaded to Vendorlink, LLC.

1. Provide the last three (3) fiscal year’s financial statements and company financial statement summaries; or alternate financial information, to include balance sheets and profit and loss statements; or an official letter from the Proposer’s financial accountant detailing the financial status of the Proposer.

2. Describe any impending mergers that may affect your firm’s ability to perform and/or complete the work.

3. The letter shall include a contact name, address, phone number, and email address. The failure to produce financial requirements may be grounds for disqualification of your proposal response and offer. Proposers may be required to provide additional financial performance information upon request by the City.

4. The City reserves the right to utilize Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

5. The proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been

Phone: 407-262-7700, Ext. 1142 | procurement@casselberry.org

REQUEST FOR PROPOSALS

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PF-304 Page 11 of 77 8/2026 appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

4.02 SIMILAR PROJECTS, PAST PERFORMANCE – TAB “B”

A. Client References. Provide a list of five (5) former clients and representative services in size and scope undertaken in the last ten (10) years, demonstrating experience relevant to this RFP.

B. Provide each reference’s contact person’s name, title, address, phone number and email address.

C. In addition, provide the dates of engagement of services, information, cost of services and total annual contract, description of services, and member(s) of the team including any sub-consultants that performed the services.

D. Unless otherwise stated herein to submit references in a different manner, please complete and submit Reference Form with your proposal response.

E. Describe any significant or unique awards received or accomplishments made in previous, similar projects.

NOTE: Please do not include projects completed or currently underway with the City of Casselberry.

4.03 PROJECT APPROACH/WORK PLAN – TAB “C”

A. Work Plan/Technical Approach/Project Management. Outline your project management approach including how you will address competing timelines and inter-project dependencies. Submit a work plan for each task for carrying out the scope of services described in this RFP, including strategy, tools, techniques, critical path items, and decision points which reflect an understanding of the City’s requirements. A.

B. Schedule: Describe the task and overall project schedule; highlighting any critical path items and essential input or staff requirements.

C. Confirm the adequacy of resources, including personnel, availability of personnel, labor, equipment and supply resources, and other requirements to provide the requested services.

D. Provide a clear statement of the specific services and tasks to be performed. Include information concerning each task and staff committed to accomplish each task.

E. Explain any proposed innovative concepts that may enhance the value and quality of the services to be performed.

F. Validate the current and projected workload of Firm.

4.04 RFP REQUIRED FORMS – TAB “D”

Proposers shall include all applicable and properly executed forms under Tab D.

A. Insurance Certificates. Proposers must complete and submit with their response the Insurance

Requirements form and have it notarized. Provide copies of your current liability, professional liability and workers’ compensation Certificates of Insurance. The successful proposer(s) will be required to provide Certificate(s) of Insurance evidencing coverage as required in the Insurance Requirements, within five (5) business days of the notification of intent to award. Note: Policies other than Workers’ Compensation shall be issued only by companies authorized to conduct business in the State of Florida, with active certificates of authority issued by the State of Florida, Department of Insurance.

B. Addendum Receipt Acknowledgement Certification. If applicable, Proposers must complete and

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PF-304 Page 12 of 77 8/2026 submit with their response the Addendum Receipt of Acknowledgement Certification and have it signed.

C. Acceptance of Proposal Terms and Conditions. Proposers shall complete the Acceptance of Proposal Terms and Conditions Certification and have it notarized. An authorized signatory shall sign attesting to knowledge of scope of services, committing to the prices as negotiated, and acceptance of the terms and conditions. This form must be notarized. As stewards of public funds, the City maintains all adopted budgetary parameters in the performance of its contracts. The ability of the successful proposer to maintain a sense of fiscal responsibility shall be favorably considered in the evaluation of proposals.

D. Certificate of Non-Segregated Facilities. Proposers must complete and submit with their response the Certificate of Non-Segregated Facilities and have it signed.

E. Drug Free Workplace Certification. If applicable, Proposers must complete and submit with their response the Drug Free Workplace Certification and have it notarized.

F. Conflict of Interest/Non-Collusion Statement. Proposers must provide disclosure of any potential conflict of interest due to any other clients, contracts, or property interests for this project only.

Proposers must complete and submit with their response the Conflict of Interest and Non- Collusion Statement certifying that no member of your firm ownership, management, or staff has a vested interest in any aspect of this solicitation or any department within the City of Casselberry and have it notarized.

G. Organizational Information. Proposers must complete and submit with their response the Organizational Information form and have it signed. Corporate Standing and Authorized Signatories. Proposers must provide a copy of the State Certificate of Good Standing/Articles of Incorporation listing the officers of the company. Please complete and comply with the Organizational Information and provide one of the forms of evidence of Signatory Authority listed in Section 3.10 Corporate Standing and Authorized Signatories and have it signed.

H. Proposed Schedule of Subcontractor Participation. Proposer shall complete and include the Proposed Schedule of Subcontractor Participation in this section of the submittal and have it signed.

I. Contractor Certification Regarding Scrutinized Companies. If applicable, Proposers must complete and submit with their response the Contractor Certification Regarding Scrutinized Companies and have it signed.

J. Contractor E-Verify Affidavit. Proposers must complete and submit with their response the Contractor E-Verify Affidavit form and have it notarized.

K. Affidavit of Compliance with Foreign Entity Laws. Proposers must complete and submit with their response the Affidavit of Compliance with Foreign Entity Laws form and have it notarized.

L. Foreign Country of Concern Attestation. Proposers must complete and submit with their response the Foreign Country of Concern Attestation form and have it signed.

M. Affidavit of Compliance with Anti-Human Trafficking Laws. Proposers must complete and submit with their response the Affidavit of Compliance with Anti-Human Trafficking Laws and have it notarized.

N. Certification of Compliance with Diversity, Equity, and Inclusion Laws. Proposers must complete and submit with their response the Certification of Compliance with Diversity, Equity, and Inclusion Laws and have it notarized.

O. References. Proposer shall complete and include the Reference Form and submit with their response. (References from City of Casselberry staff shall not be provided or considered).

P. Statement of No Proposal Submittal. If applicable, complete and submit a response the Statement of No Proposal Submittal and have it signed. Submit via Vendorlink, LLC.

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Q. Local Business Tax Receipt. Provide a copy of your Local Business Tax Receipt. In accordance with Section 205.065, Florida Statutes, a current Department of Professional Regulation certificate may be provided in lieu of a Local Business Tax Receipt, with a copy of the corresponding Occupational License of the home state, county, or city.

R. Proof of Licenses/certification. Please include copies of applicable licensure/certification, including; but not limited to:

1. Provide proof of proper State of Florida business licensure and professional certification(s)/registration(s) in the State of Florida.

2. Provide proof of corporate registration to operate in the State of Florida by the Department of

State, Division of Corporations. Information concerning certification can be obtained at:

http://dos.myflorida.com/sunbiz/. Please note: certification must be on active status only.

S. W-9 Form. All Proposers shall furnish a current completed W-9 with their bid or proposal submittal.

A tax identification number is required to do business with the City.

4.05 PRICE PROPOSAL – TAB “E”

The Price Proposal and Acceptance of Terms Form, shall be completed, signed and included in the Required Forms Tab “E”. An authorized signatory must sign attesting to knowledge of Scope of Services, committing to the prices as offered, and acceptance of the terms and conditions. The ability of the successful Proposer to maintain a sense of fiscal responsibility shall be favorably considered in the evaluation of proposals.

A. When applicable, the Price Proposal may be evaluated using the below formula :

The lowest price receives the maximum points. The lowest price is then divided into, individually, by the other prices to determine the percentage. The percentage is then multiplied by the maximum points allowed. (The Weighted Score may be rounded to the nearest whole number.)

The following is only an example:

Proposer Proposed Price Applied Percentage

Maximum Score

Weighted Score

A $42,500.00 84% X 25 = 21 B $40,000.00 89% X 25 = 22 C $35,500.00 100% X 25 = 25

4.06 ADDITIONAL INFORMATION – TAB “F” (No assigned points)

Proposers may include a section for appendixes including promotional material or supporting documentation not otherwise requested herein. Please clearly designate this section in your response.

This will be for informational purposes only and is not included in the 60-page count.

In this section, include any exceptions to the City’s Standard Contract for Services Agreement and any agreements that will need to be considered to be included with the final agreement.

http://dos.myflorida.com/sunbiz/

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SECTION 5 EVALUATION PROCESS

EVALUATION CRITERIA

Phase I – Written Submittal

Evaluation Criteria – Phase I (Written Submittal)

Tab Assignment Category Maximum Points A Firm’s Qualifications and Experience 30 B Similar Projects/References 20 C Project Approach 30 D Price Proposal/Fee Schedule 20

MAXIMUM TOTAL POINTS 100

Phase II – Informal Interviews

The Evaluation Committee may shortlist firms for informal interviews. Each firm will be notified of the schedule for the informal interview, questions, the structure of the meeting, and criteria. Informal interviews will be evaluated using the Adjectival Scoring System. The interview format will be at the discretion of the Evaluation Committee and may include, but not be limited to the following.

Evaluation Criteria – Phase II (Informal Interview)

Tab Assignment Category Maximum Points A Firm’s Qualifications and Experience 30 B Project Approach 20 C Scheduling and Firm Availability 25 D Price Proposal/Fee Schedule or Best and Final Offer 25

MAXIMUM TOTAL POINTS 100

A. Firm’s Qualifications and Experience

1. Introduce specific individuals to be assigned to the project and specify their experience and which services the individuals will provide to the City, including Project Manager, Lead and Field Supervisor. Identify subcontractors and work to be performed by subcontractors.

B. Project Approach

1. Please describe your specific project approach to handling the project as outlined in Exhibit 1.

2. Discuss any challenges anticipated for this project and solutions to these challenges.

3. What makes your company visibly stand out from the other companies?

C. Scheduling and Firm Availability

1. Describe any potential scheduling conflicts or delays and how they will be avoided.

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2. Discuss availability of firm and individual project team members.

D. Price Proposal/Fee Schedule

1. Price Proposal/Fee Schedule

2. The short-listed firms may be requested to submit a BAFO.

ADJECTIVAL RATING

An adjectival scoring system is used in accordance with the rating scale below. The Committee members adjectival rating score is multiplied by the percentage of maximum points (weight) resulting in a total score for that section.

0 = Unsatisfactory: Not responsive to the question. (0% of the max. points) 1 = Below Minimum Standards: Responsive to the question, but below acceptable standards. (25% of the maximum points) 2 = Marginal: Minimal acceptable performance standards and responsive to the question. (50% of the maximum points) 3 = Satisfactory: Above minimum performance, effective and responsive to the question. (75% of the maximum points) 4 = Excellent: Exceeds expectations for effectiveness and responsiveness to the question. (100% of the maximum points)

A determination of the best qualified firm will be made by the Evaluation Committee based on the stated criteria.

In order to assist in determining the best qualified firm, the Evaluation Committee reserves the right to request additional information and/or clarification relating to any information submitted by any Proposer. The City shall be the sole judge of its own best interests, the proposals, and the resulting agreement. The City’s decisions shall be final.

5.01 DETERMINING RESPONSIBILITY

In conjunction with the weighted criteria being used to determine the qualifications and capability of the Proposer, the City may also consider the Proposer’s ability to meet or exceed the following criteria:

A. The Proposer's ability, capacity, and skill to perform the contract or provide the service within the time specified;

B. The quality of performance of previous contracts or services including previous performance with the City;

C. Previous and existing compliance by the Proposer with laws and ordinances relating to the contract or service;

D. Financial resources of the Proposer to perform the contract or provide the service; and, E. Whether the Proposer is in arrears to the City on a debt or a contract; whether the Proposer is in default on surety to the City; or whether the Proposer's taxes are delinquent.

5.02 MATERIAL DEVIATIONS

The City of Casselberry has established certain requirements with respect to proposals to be submitted

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PF-304 Page 16 of 77 8/2026 by prospective Proposers. The use of "shall" (except to indicate simple futurity) in the RFP indicates a requirement or condition, which must be met. The City of Casselberry may, at its sole discretion, waive requirements or conditions if the conditions are determined to be non-material. A deviation from a requirement is material when the deficient response is not in substantial accord with the RFP requirements, provides an advantage to one Proposer over other Proposers, or has a potentially significant effect on the delivery, quantity or quality of items proposed amount paid to the Proposer, or for the cost to City of Casselberry. Material deviations cannot be waived.

5.03 EVALUATION

A. Proposals are subject to a review and evaluation process. It is the intent of the City that all firms responding to this RFP, who meet the minimum requirements, will be ranked in accordance with the established criteria as provided within the solicitation. The City will consider only the responsive and responsible submittals received during its evaluation and award process.

B. An initial review is performed by the Procurement and Contract Management Division to ensure each proposal meets the minimum requirements as set forth in the solicitation document. This review process includes, but is not limited to, the following considerations:

1. The proposal was submitted by the stated deadline;

2. All required documents have been submitted;

3. All documents requiring an original signature have been signed and submitted; and

4. Verification through the professional regulatory agency to ensure proper professional licenses or credentials, as required.

C. The City, at its sole discretion, may utilize the services of one or more independent firms, consultants, technical experts, and/or services to assist in the review or to provide an assessment, evaluation, and/or opinion as to the merits or validity of the Proposer’s response to this RFP.

5.04 EVALUATION COMMITTEE

The Evaluation Committee is comprised of qualified and recommended City staff members, professional City advisors, or local government staff or officials appointed by the City Manager or Designee in coordination with the requesting department. The Evaluation Committee consists of members who have experience, knowledge and/or expertise in the program area and service requirements of the solicitation.

The designated Procurement Representative serves as the non-voting chair of the committee.

5.05 DETERMINATION OF TOP RANKED PROPOSER

The Evaluation Committee may rank and shortlist firms based upon the criteria established herein, and select firms deemed to be in the competitive range. If fewer than three (3) firms submit a proposal, the City may elect to have presentations or interviews; proceed with a recommendation to award to one or more firms; or the solicitation may be canceled at the sole discretion of the City.

5.06 PRESENTATIONS OR INTERVIEWS

A. The City may request the top ranked firms to participate in presentations or informal interviews with

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B. The Procurement and Contract Management Division will notify all selected Proposers of the City’s decision to request presentations and/or interviews, as applicable. If presentations are held, the Proposer shall have officials of the appropriate management level present and representing the firm.

C. The Proposer understands that any and all costs related to the presentations and interview process is considered an operational cost of the Proposer and shall not be passed on to or be borne by the City.

D. Questions. When appropriate, Procurement will provide questions, in advance, of the presentations.

(e.g. relative to qualifications, use of software, capacity to furnish the required services, quality control, project management and other relevant questions.)

E. The Proposer will address all questions in their presentation and may provide additional materials.

Additional materials should also be provided in digital format.

F. Evaluation. The City will provide the method for evaluation, criteria and weights, of the presentations/interviews in advance.

G. Pursuant to Florida Statute Chapter 286, any portions of a meeting, at which a vendor makes an oral presentation, or answers questions as part of a competitive solicitation, are exempt from Florida Statute 286.011 and Statute 24(b), Article I of the State Constitution.

5.07 BEST AND FINAL OFFER AND CONTRACT NEGOTIATIONS

The City may request that the respondents provide a Best and Final Offer submittal before final determination for recommendation of contract award. The contract negotiation team will include, at a minimum, a member from the Procurement and Contract Management Division and a member from the requesting Division/Department/Office. The City reserves the right to negotiate any and all elements of a contract resulting from this RFP solicitation. Pursuant to Florida Statute Chapter 286, any portion of a meeting, at which negotiation strategies are discussed, or negotiations with a vendor is conducted, are exempt from Florida Statute 286.011 and Statute 24(b), Article I of the State Constitution.

5.08 RIGHT TO CANCEL OR REJECT

A. As the best interests of the City may require, a solicitation may be canceled, or the Procurement

Administrator may reject any or all submittals in response to a solicitation, in whole or in part, without recourse, in accordance with the City’s Procurement Policy. In addition, the right is reserved to make award(s) by individual items, group of items, all or none, or a combination thereof, with one or more suppliers. The Proposer understands and agrees, that the City has the right to reject, for any reason and without penalty, any and/or all proposal packages or any part of a proposal package, prior to and after the rankings are made by the City, and that the City has the right, for any reason and without penalty, to terminate any contract negotiations commenced with any Proposer. The City also reserves the right to re-advertise and solicit new bids/proposals or to abandon the project in its entirety without reason and without penalty.

B. The City reserves the right to accept or reject any or all Bids/Proposals, or to waive…