RFQ_24_25-26__A&E_Services_CCNA_Addendum_No._5.pdf

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue Suite 236, Sanford, Florida 32771

Phone: 407-688-5030 or 5191 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

# 5 A&E SERVICES – CCNA

DATE: October 29, 2025

TO: All Bidders/Proposers

FROM: Frank Mascola, Purchasing Coordinator

City of Sanford Purchasing Division

SUBJECT: RFQ 24/25-26 A&E Services-CCNA | ADDENDUM #5

This addendum is issued to provide additional information, clarification, corrections, additions, deletions and/or answers to questions concerning the above referenced solicitation. All information provided in this addendum is incorporated into the solicitation document as set forth therein. All other parts of the solicitation have been maintained as originally distributed. This addendum supersedes any verbal and/or other instructions given to any bidder/proposer qualified to respond pursuant to the requirements set forth in the solicitation document.

I. DUE DATE

This Addendum does change the solicitation due date. As such, the solicitation due date has been changed from Thursday, November 4, 2:00PM Local Time to Thursday, November 13, 2025 at 2:00PM Local Time. All questions to the solicitation ended Tuesday, October 28, 2025 at 2:00PM Local Time.

II. QUESTIONS AND ANSWERS (Q&A)

The City has received the following question(s) concerning the solicitation:

Q1. Can the organization chart be 11 x 17? If not, can we reduce the font for it? This RFQ covers a wide variety of services, and the current requirements may not allow us to show the range of staff required for the contract.

A1. Yes, the chart can be on 11x17 folded. Font should be 12 points.

Q2. Page 16, B is asking for “reserved”, and L is blank. What does the city want to see here?

A2. Both items have been removed.

Q3. Page 20 in the RFQ states “Currently valid Certificates of Insurance, insert Tab “B” and Local

Business Tax Receipt (formerly known as Occupational License) shall be placed under Tab “E” of your proposal.” Page 26 says to put insurance in Tab E. Should we include them in both or just one section?

A3. Include both.

Q4. With the amount of respondents’ questions and various changes associated with the answers, will the City consider granting an extension?

A4. Yes. See above in section 1 of the addendum.

Q5. Since Section H will be included in Tab A, does this mean we can remove Tab G altogether?

A5. Yes.

mailto:purchasing@sanfordfl.gov

Phone: 407-688-5030 or 5191 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

Q6. With the amount of respondents’ questions and various changes associated with the answers, will the City consider granting an extension?

A6. Yes. See section 1 of the addendum.

Q7. Can the organizational chart be 11 x 17? Also, can we reduce the font from 12 point? This RFQ covers a wide variety of services, and the current requirements may not allow us to show the range of staff required for the contract.

A7. Yes, the chart can be on 11x17 folded. Font should be 12 points.

Q8. Would it be acceptable to use an online notary for the forms that require notarization?

A8. Electronic signatures are acceptable.

Q9. Are SF 330 Section E resumes expected from subconsultants? Answers 3 and 7 in Addendum 4 are conflicting.

A9. The SF 330 must be completed.

Q10. On page 24 of Addendum 4, the update in 5.02 Section A now says "SF 330 Section G" in red.

Does this mean the City expects to see SF 330 Section G in both Tab "A" and Tab "D"?

A10. Correct.

Q11. Attachment B: “Insurance Requirements” under section 2, "C" states “Coverage must be provided for sexual harassment, abuse, and molestation.” Please confirm if this is something that the City is requiring. This is not a standard policy request.

A11. This is a requirement on a case by case bases when a project is awarded. GL, AL, Workmans Comp and Professional Liability are required. Please follow the matrix form.

Q12. Page 2 in the standard Terms & Conditions, “Loyalty to the City” imposes an ongoing duty of loyalty and organization-wide duty of loyalty to the City that extends across all business lines, client relationships and beyond the scope of the contract and may conflict with other obligations to other clients, creating a conflict of interest. Can the City remove this from their T&C?

A12. No.

Q13. Will the City allow firms to submit a list of exceptions to the terms and conditions?

A13. No.

Q14. Can the City please confirm that the term ‘Contractor’ used throughout the RFQ documents, including but not limited to the signature blocks on the required forms, is intended to be interchangeable with ‘Consultant’ or ‘Proposer’ for the purposes of this solicitation?

A14. They are one in the same.

Q15. Would the City please remove the requirement for the proposer to ensure they will obtain all permits and authorizations as stated in the section Vendor’s Provision of Goods or Services, number 16 of the Contract Terms and Conditions for all City Procurements located on the City’s website? We cannot guarantee issuance of permits requested by the City.

A15. No.

Phone: 407-688-5030 or 5191 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

Q16. Would the City please remove the requirement for the proposer to warrant goods and services will be without defect and of the highest quality as stated in the section Vendor’s Provision of Goods or Services number 17 of the Contract Terms and Conditions for all City Procurements located on the City’s website? As design professionals, we do not provide goods like a contractor and cannot warrant against defects. Also providing services that are the highest quality is not defined. We can warrant that our services are per the standard of care.

A16. No.

Q17. Would the City please remove the indemnification requirement as stated in the section

Indemnification numbers 1, 7, and 9 of the Contract Terms and Conditions for all City Procurements located on the City’s website? These indemnification requirements are not in compliance with Florida Statute.

A17. No.

Q18. Would the City please remove the Public Emergencies requirement as stated in the Contract Terms and Conditions for all City Procurements located on the City’s website? A design professional’s ethical obligations are to the public as a whole and not to one specific municipality.

A18. No.

Q19. Please confirm SF 330 Section D is to be included in TAB D – Personnel/Project Team Experience, rather than in TAB A or any other location.

A19. Tab D See Section 5.05.

Q20. In TAB B – Similar Projects, do projects need to be within the last three (3) years or within the last five (5) years. Can the projects be ongoing or must they be completed?

A20. It can be an ongoing project. The City of Sanford cannot be used as a reference.

Q21. Following the Sample Agreement is a Vendor Information Form on pages 95-97 of the RFQ document. Is this form required to be submitted with our proposal?

A21. No. It is sample of the contract.

Q22. Section 2.18 in the original RFQ and Addendum 4 lists a form called "Listing of Project

Completed- Attachment “I”. No such form is included with that name. Can you please supply the form or confirm this is intended to say “Proposed Schedule of Subcontractor Participation – Attachment “I”.

A22. Attachment “I” was part of the original solicitation.

Q23. Under Employee Licenses & Addresses: Vendor Responsibilities #2 of page 4, would the City consider removing the following sentence: "City may request, and the vendor shall provide, employee addresses and drivers` licenses." Employees have a reasonable expectation that their personal information particularly home addresses, will be protected. We`re happy to provide office addresses and driver`s license information for employees whose roles require travel to job sites or similar activities, as revelant to the work.

A23. No.

Phone: 407-688-5030 or 5191 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

Q24. On page 5, Security breaches: Vendor Responsibilities #10, can the City revise the last sentence to say “The vendor shall advise the City within 72 hours of any security breaches as it relates to City’s data and where it is stored”?

A24. No.

Q25. Can the City remove the Compliance by City/Estoppel Certificates (page 7)? This clause appears to be modeled on real estate lease language and includes terms (e.g., “lease,” “rent”) that do not apply to this professional services agreement.

A25. No

Q26. Can the City remove the “Verifying Authority: Expenditure of City Funds #1 (page 7)? This clause places an unreasonable burden on the vendor to verify the internal authority levels of City employees. Vendors typically do not have access to the City’s internal delegation.

A26. No.

Q27. Can the City remove the “Most Favored Customer” section on page 35?

A27. No.

Q28. Can the City please clarify which Addendum response should take precedence regarding the placement of the organizational chart (SF 330 Section D)? Addendum 4, Question 2, instructs proposers to include the organizational chart in Tab A for clarification purposes, while Addendum 3, Question 11, directs proposers to include the organizational chart only in Tab D, with the remaining documents in Tab A – Proposed Team.

A28. Only include the Organization Chart in Tab “D” the remaining documents should be included in Tab “A” Proposed Team.

Q29. Section 2.18 in the original RFQ and Addendum 4 lists a form called "Listing of Project

Completed- Attachment “I”. No such form is included with that name. Can you please supply the form or confirm this is intended to say “Proposed Schedule of Subcontractor Participation – Attachment “I”.

A29. Attachment “I” was part of the original solicitation.

Q30. Regarding 5.02 D. Financial Information: D. Financial Information. Provide an official letter from the proposer’s financial institution detailing the financial status of the proposer. The letter shall include a contact name, address, phone number, and fax number. The failure to produce financial requirements may be grounds for disqualification of your proposal response and offer.

What specific information must the official letter from the proposer’s financial institution include to adequately detail the financial status of the proposer, and what elements should be addressed to meet the requirement?

A30. Please see section 5.02. It states a bank letter.

Phone: 407-688-5030 or 5191 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

Q31. In Addendum 3 Answer #11 you state to only include the Org Chart in Tab D and remaining documents should be included in Tab A, however in Addendum 4 Answer #2 you state to include the Org chart in Tab A. Can you please confirm?

A31. Please include in Tab A per section 5.

Q32. Does the cover page, tab pages and table of contents count toward the 75 page limit?

A32. No.

CHANGES, ADDITIONS AND/OR CLARIFICATIONS

N/A

III. SIGN-IN SHEET

IV. ATTACHMENTS

Respondents must acknowledge receipt of this Addendum by signing this form below and returning it to the Procurement Division prior to the hour and date specified for receipt of bids/proposals or by including this Addendum with your submittal. Failure to comply may result in disqualification of your response.

Acknowledgment is hereby made of Addendum # 5 to RFQ 24/25-26 A&E Services-CCNA

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