RFQ-25-012-GR_Solicitation_Document_-_Final.pdf

CITY OF ALTAMONTE SPRINGS

REQUEST FOR QUOTATION

RFQ-25-012-GR

GREENHOUSE GROWING SUPPLIES – ANNUAL REQUIREMENTS

Due Date: Tuesday, February 4, 2025 @ 11:00 am

BIDDER INFORMATION CITY OF ALTAMONTE SPRINGS

Company Name:

(As Indicated On W-9) Contact Person: Gabriela Ruela

DBA (if applicable): Dept./Div.: Finance/Procurement Address 1: Phone Number: 407-571-8074

C/S/Z: Fax Phone: 407-571-8082 Contact Person: E-Mail Address: GRuela@altamonte.org

Title: Ship To *Signature: * Business Name: City of Altamonte Springs Phone Number: Department: Leisure Services

Fax Number: Division: Park/Landscape Maintenance E-Mail Address: Address 1: 950 Calabria Drive

FEIN/SS #: Address 2:

DUNS: City/State/Zip: Altamonte Springs, FL 32714

Date of Quote: Ship Via: Best Way / FOB Destination Deliver By: On An As Needed Basis Deliver By: On An As Needed Basis

INSTRUCTIONS & SUBMISSION METHODS

• Please read the terms & conditions listed below, complete the requested information, and sign in the space above.

• Provide your best-selling price on the Itemized Bid Form for the items for which you are providing a quote.

• Only submittals on this “Request for Quotation” form will be accepted. No other quote documents will be accepted.

• Online Quote Method: Submit online quote on VendorLink at the website below:

https://www.myvendorlink.com/common/searchsolicitations.aspx. Attach this completed form in its entirety, along with the Itemized Bid Form, when you submit your online quote through VendorLink.

• Other Submission Methods: If you do not have the ability to submit online, you may deliver this completed form in its entirety, along with the Itemized Bid form, via scan to email, or fax, mail, or hand deliver directly to the City Procurement contact person listed above.

• Regardless of the submission method, quotes must be received by the City by the listed due date and time.

RETURN ALL PAGES BY THE ABOVE DUE DATE/TIME BY SCAN VIA VENDORLINK (preferred method), EMAIL, FAX, MAIL, OR DELIVER DIRECTLY TO THE PROCUREMENT CONTACT PERSON LISTED ABOVE.

mailto:GRuela@altamonte.org https://www.myvendorlink.com/common/searchsolicitations.aspx

GENERAL SPECIFICATIONS

SCOPE

The City of Altamonte Springs (“City”) desires to purchase greenhouse growing supplies on an as needed when needed basis throughout the term of the contract.

SOLICITATION INQUIRES

Interested Bidder is to direct all inquiries to Procurement. No other City employee or its representative is authorized to provide any information related to the solicitation process, this solicitation document, or the specifics of the project/scope of work. All inquiries related to this solicitation should be received in the Procurement Division (see City Procurement contact listed above) no later than Friday, January 24th, 2025 @ 11:00am.

ORDER/DELIVERY INFORMATION:

• The City anticipates placing orders for greenhouse growing supplies on an as needed when needed basis throughout the term of the contract.

• Hours of Delivery – Deliveries shall be made between the house of 7 a.m. and 3:00 p.m. except on

Saturdays, Sundays, or holidays when the City is closed.

• Damaged Items – In the event an item or items is received and it is determined there is damage

(concealed or unconcealed) when the item or items is unpacked, the item or items must be replaced by the awarded Bidder at no cost to the City.

QUOTED PRICE:

• The unit price shall be all- inclusive, with no hidden/additive fees/costs. The unit price shall remain firm throughout the term of the contract.

• If the City requests for items to be shipped, “Shipping Prices” will be determined at time of order.

• The quoted pricing shall be inclusive of all charges. However, expedited or pass thru shipping charges

(for larger shipments) may be allowed only with prior written authorization from the City.

• If you cannot or decline to provide a specific item, please indicate “No Bid” in the Unit Price column of the Itemized Bid Form. Any items left blank will be marked as “No Bid”.

OTHER INFORMATION:

• Please read the terms and conditions listed below, complete the requested information, and sign in the space provided above.

• City reserves the right to award based on the entire bid, by group, or by item to the Bidder whose product/services are most advantageous to the City.

• Only submittals on this “Request for Quote” form will be accepted. No other forms or written quotes will be accepted.

• Submittal shall remain firm for 30 calendar days.

• City is exempt from F.E.I.N (#59-6000263) and Sales Tax Exemption (#85-8012740082C-1).

Please see separate Itemized Bid Form and next page to enter quote amounts.

PRICE QUOTE SUMMARY

Greenhouse Growing Supplies Total Amount (From Cell G23 from Spreadsheet) $

It is preferred that the Bidders’ location is within a twenty (20) mile straight line radius from the Ship To address above:

Indicate Business Physical Location

RETURN ALL PAGES WITH SIGNATURE BY THE LISTED DUE DATE/TIME BY SCAN VIA

VENDORLINK (preferred method), EMAIL, FAX, MAIL, OR DELIVER DIRECTLY TO THE

PROCUREMENT CONTACT PERSON LISTED.

BIDDER QUALIFICATIONS AND REQUIREMENTS

In order for the City to determine if the Bidder is responsible and to evaluate the ability of a Bidder to provide the services called for in this RFQ, the documents below are required to be submitted with the Request for Quotation. Failing to submit completed documents with signature may lead to the submittal in question being deemed non-responsive.

BIDDER STATUS

Bidder should not be on the State of Florida Scrutinized List of Prohibited Companies or the Federal Excluded Parties List on the SAM website. The City will verify the vendor is not on either list.

LICENSED TO DO BUSINESS IN FLORIDA

If a Florida business (excluding Sole Proprietorships, unless registered/operating under a fictitious name), City will confirm business is registered with the State of Florida Division of Corporations on State of Florida SunBiz site (http://dos.myflorida.com/sunbiz/search/ ).

YEARS IN BUSINESS

The Bidder should be in business for three (3) years. The City will confirm years in business via state of registration - website business search. If search yields no results, the Bidder is to submit other similar evidence acceptable to the City, such as:

• Federal/State/County/Local/Etc. Business Registration showing the business established date or effective registration date.

• Business Tax Receipt for past three (3) years issued by the governmental agency where the business is located.

Note: If there was a name change within the past three (3) years, legal evidence of such name change filing may be required.

THIS IS NOT AN ORDER

City is exempt from F.E.I.N. (#59-6000263) and Sales Tax (#85-8012740082C-1).

https://www.sam.gov/portal/SAM/?navigationalstate=JBPNS_rO0ABXdcACJqYXZheC5mYWNlcy5wb3J0bGV0YnJpZGdlLlNUQVRFX0lEAAAAAQApdmlldzoxYzVjYTI2Zi03MjhjLTRhOGUtYmFiNy04N2NhMjMwYTA5ZmUAB19fRU9GX18*&portal:componentId=d2d86332-0f88-4999-a81c-cb49f40c3c22&interactionstate=JBPNS_rO0ABXcwABBfanNmQnJpZGdlVmlld0lkAAAAAQAPL2pzZi9iYW5uZXIuanNwAAdfX0VPRl9f&portal:type=action#1 http://dos.myflorida.com/sunbiz/search/

INSURANCE CERTIFICATE

Bidders must provide proof of insurance with submittal documents See below Insurance Requirements.

E-VERIFY REQUIREMENT

Bidders must provide a Memorandum of Understanding (MOU) as proof of the Bidder’s registration with E- Verify. See below information in the Terms and Conditions section.

ANY ORDERS RESULTING FROM THIS QUOTATION WILL BE SUBJECT TO THE

TERMS AND CONDITIONS CONTAINED BELOW

GENERAL INFORMATION/INSTRUCTIONS

ADDENDUM

The Bidder is responsible for making sure that all addenda (if any issued) have been received prior to completing and submitting the Request for Quotation form to the City. The City will post addendums (if any) electronically. The Bidders should obtain the addendum by visiting our website at https://www.myvendorlink.com/common/searchsolicitations.aspx.

BID UPDATES/STATUS OF BID

City staff is unable to provide updates/status information over the phone, by fax, or by e-mail. The Bidder should obtain current information or posted documents regarding this solicitation by visiting our website at https://www.myvendorlink.com/common/searchsolicitations.aspx.

RESERVED RIGHTS

The City reserves the right to accept and award or reject any or all quotes, with or without cause, to waive technicalities, or to accept the quote which, in its judgement, best serves the interest of the City.

PUBLIC RECORDS

SOLICITATION SUBMITTALS INFORMATION AND DOCUMENTS: Florida law (Florida Statute 119, the Public Records Law) requires that municipal records shall at all times be open for personal inspection by any person.

Information and materials received by City in connection with a solicitation response shall be deemed to be public records subject to public inspection upon award, recommendation for award, or 30 days after submittal deadline, whichever occurs first. However, certain exemptions to the public records law are statutorily provided for in Section 119.07, F.S. If the Submitter believes any of the information contained in their response is exempt from the Public Records Law, then the Submitter, must in their response, specifically identify the material, which is deemed to be exempt and cite the legal authority for the exemption. The City's determination of whether an exemption applies shall be final, and the Submitter agrees to defend, indemnify, and hold harmless the City and the City's officers, employees, and agents, against any loss or damages incurred by any person or entity as a result of the City's treatment of records as public records.

CONTRACTOR PUBLIC RECORDS REQUIREMENTS - CONTRACT FOR SERVICES: As required by Florida Statute, Chapter 119, the Bidder that enters into a contract (this solicitation and resulting PO are or are incorporated https://www.myvendorlink.com/common/searchsolicitations.aspx https://www.myvendorlink.com/common/searchsolicitations.aspx http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html into the contract) for services with a public agency shall comply with Florida’s Public Records Law. Specifically, the Bidder shall comply with the attached terms and conditions.

DISQUALIFICATION OF BIDDERS

Any of the following causes may be considered sufficient for the disqualification of a Bidder and the rejection of their bid:

• Failure to sign the Request for Quotation (RFQ) form.

• Submission of more than one bid for the same work by an individual, firm, partnership, or corporation under the same or different names.

• Evidence of collusion among Bidders.

• Previous participation in collusive bidding on work for the City of Altamonte Springs, Florida.

• Submission of an unbalanced bid in which the prices bid for some items are out of proportion to the prices bid for other items.

• Lack of competency of Bidder. The contract will be awarded only to a Bidder rated as capable of performing the work. The City may declare any Bidder ineligible at any time during the process of receiving bids or awarding the bid where developments arise which, in the opinion of the City, adversely affect the Bidder's responsibility; however, the Bidder will be given an opportunity by the City to present additional evidence before final action is taken.

• Lack of responsibility as shown by past performance.

• A Bidder whose contract has been terminated early for convenience, default, or breach may be qualified for an award at the discretion of the Procurement Manager, and with the concurrence of the City Manager.

• Unsatisfactory Performance/Uncompleted work for which the Bidder is committed by a contract which, in the judgment of the City, might hinder or prevent the prompt delivery and/or completion of the work under this bid if awarded to such Bidder.

• Being in arrears on any of its existing contracts with the City, in litigation with the City, or having defaulted on a previous bid and/or contract with the City.

INSURANCE REQUIREMENTS

REQUIRED COVERAGE AND LIMITS

To assure that the bidder has the insurance specified, the bidder is suggested to send this “Insurance Requirement Specifications” section, in its entirety, to their insurance agent(s) prior to submitting a bid. The insurance agent should inform the bidder if the bidder does not meet the insurance requirements and provide the bidder with an estimated cost to secure the required insurance. In the event that the bidder does not hold all the limits required below, the bidder shall submit a letter from their insurance carrier that the coverages and limits are obtainable if the bidder is awarded a contract. The bidder should include the cost to secure additional insurance in their bid price. By submission of a bid to the City, the bidder has or agrees to obtain the insurance specified if the bidder is awarded the solicitation.

Insurance Requirements for this solicitation are as follows:

A. Worker's Compensation: Florida Statutory limits not less than $100,000 each accident, $500,000 disease. Employer’s Liability Insurance with limits of not less than $500,000 bodily injury by accident/each accident, $500,000 bodily injury by disease each employee and $500,000 policy limit on disease.

Please be advised that the Certificate of Exemption to the exempt from the Florida Workers’ Compensation Law pertains exclusively to those corporate officers identified by the certificates, therefore, the City will not accept Certificates of Exemption as proof of insurance. The certificate of exemption also states that the corporate officer electing exemption, “certify that any employee of the business named above (on the certificate) is covered by workers’ compensation insurance”.

Further, pursuant to Chapter 440.10 (1) (a), (b) and (c), contractors who sublet any contract work to subcontractors “shall be liable for, and shall secure, the payment of compensation to all such employees, except to employees of a subcontractor who has secured such payment”.

The successful bidder is responsible for verifying that all sub-contractors have workers compensation coverage or are exempt from coverage and produce proof of coverage upon the City’s request.

*Worker’s Compensation coverage is not required if the successful bidder will not be coming on to City property.

B. Commercial General Liability:

$1,000,000 Per Occurrence $1,000,000 General Aggregate $1,000,000 Products & Completed Operations Aggregate $1,000,000 Personal & Advertising Injury *City of Altamonte Springs shall be an additional insured and the following endorsements are required:

1. Additional Insured CG 20 26 or equivalent

C. Commercial Auto Liability: $1,000,000 combined single limit per occurrence Auto Liability shall cover owned, hired, leased or non-owned vehicles for bodily injury and property damage.

City of Altamonte Springs shall be an additional insured and the following endorsement(s) are required:

*Auto Liability is not required if the goods will be delivered by common carrier onsite or if City personnel pick up/deliver or transport the goods to City property.

EXCEPTIONS

Any exceptions to the insurance requirements and limits must be noted as instructed herein.

CITY AS ADDITIONAL INSURED

The appropriate policies are to be endorsed to include the City of Altamonte Springs as Additional Insured.

REVIEW AND APPROVAL BY CITY’S RISK MANAGER

The successful Bidder will be required to provide within ten (10) days after Notice of Award, to the Procurement Division Manager, a Certificate of Insurance and all required endorsements demonstrating that the successful bidder is carrying the required insurance limits above, which is required to remain in place throughout the project until final acceptance of the work.

The City’s Risk Manager will review the Certificate of Insurance and endorsement(s), for determination of adequate coverage. The City’s Risk Manager will be the City’s sole authority for determination of required coverage.

Services will not be ordered or officially commenced until the required Certificate(s) and endorsement(s) have been received and approved by the Risk Manager.

The City shall be notified in writing within ten days of any cancellation, notice of cancellation, lapse, renewal or proposed change to any policy or coverage described herein. The City’s approval or failure to disapprove any policy/ies, coverage or ACORD Certificates shall not relieve or excuse any obligation to the procure and maintain the insurance required herein, nor serve as a waiver of any rights or defenses the City may have.

TECHNICAL SPECIFICATIONS

1. EFFECTIVENESS AND DURATION

The agreement(s) resulting from this solicitation will be a:

A. Term Contract/Annual Requirements

1. The agreement(s) resulting from this solicitation will be for recurring purchases, as needed throughout the term of the contract.

2. Initial Period: The period of agreement will be one (1) year from contract award date.

3. Renewal Period: Terms and conditions may be renewed for four (4) additional one (1) year periods.

Forty-five (45) days prior to the renewal date, the successful bidder may submit revised prices to remain firm for the entire renewal period. Acceptance of revised prices is at the sole discretion of the City.

4. Either party may cancel this agreement, either in whole or in part, by giving at least 45 days prior notice in writing. However, the Bidder will not be authorized to exercise this cancellation option during the first 90 days of the agreement.

2. ORDERING OF SUPPLIES/SERVICES

Orders for items/services listed in this bid will be accomplished by an executed signed purchase order from the Procurement Division, only. Departments/divisions are not authorized to commit the City to orders.

3. ESTIMATED QUANTITIES

The estimated quantities to be furnished under this RFQ are to be considered as approximate only and are to be used solely for the comparison of bids received. The City reserves the right to purchase any, all, or none of its requirements from Bidder(s) awarded the bid.

4. RIGHT TO CANCEL/TERMINATE

City reserves the right to terminate the contract in whole or in part for default if Bidder fails to perform in accordance with any of the requirements of this solicitation or contract. Any such termination will be without liability to City except for completed items delivered or services performed and accepted by the City. City may cancel the contract for City's convenience upon written notice to Bidder. City shall pay

Bidder for all goods delivered/services performed until the date of contract/PO cancellation by the City.

TERMS & CONDITIONS - READ CAREFULLY

1. The right is reserved to cancel this order if not filled within the contract time, if specified.

2. The conditions of this order are not to be modified by any verbal understanding.

3. Acceptance of this order includes acceptance of all terms, prices, delivery instructions, specifications and conditions stated.

4. Invoices and packages must bear the purchase order number.

5. The City assumes no responsibility for goods delivered without the authority of a properly executed purchase order.

6. Please forward all invoices to the ordering department.

7. In order for the City to verify contract pricing, the awarded bidder shall provide for each individual purchase the original/list unit price, and the contract discount or cost-plus percent, and the resulting actual purchased/selling unit price on each invoice/quote.

8. Payment terms are Net 30 days upon delivery and acceptance.

GENERAL CONDITIONS

The terms and conditions of this order must not be changed by Vendor. If order is not acceptable, return to the City's Procurement Division. Failure of a Vendor awarded a Purchase Order to deliver according to the Purchase Order or to comply with any of the terms and conditions therein may disqualify him from receiving future orders.

QUALITY

All materials or services furnished on this order must be as specified and subject to City inspection within a reasonable time after delivery at the destination. Variations in materials or services from those specified in this order must not be made without written authority from the Procurement Division Manager. Material rejected will be returned at the Bidder’s risk and expense.

QUANTITY/PRICE

The quantity of materials ordered or the prices specified must not be exceeded without written authority being first obtained from the Procurement Division Manager.

INDEMNITY

The Vendor hereby agrees to indemnify and save harmless the City, its officers, agents, and employees from and against any and all liability, claims, demands, damages, fines, fees, expenses, penalties, suits, proceedings, actions and cost of actions, including attorney's fees for trial and on appeal, of any kind and nature arising or growing out of or in any way connected with the performance of this Agreement whether by act or omission of the Vendor its agents, servants, employees or others, or because of or due to the mere existence of this Agreement between the parties.

PACKING

Packages must be plainly marked with shipper's name and Purchase Order Number; charges are not allowed for boxing or crating unless previously agreed upon in writing.

PATENT/COPYRIGHT HOLD HARMLESS

The Bidder shall pay all royalties and assume all costs arising from the use of any invention, design, process, materials, equipment, product or device which is the subject of patent rights or copyrights. Bidder shall, at its own expense, hold harmless and defend the City against any claim, suit or proceeding brought against the City which is based upon a claim, whether rightful or otherwise, that the goods or services, or any part thereof, furnished under this Purchase Order, constitute an infringement of any patent or copyright of the United States.

The Bidder shall pay all damages and costs awarded against the City.

DELIVERY

All materials must be shipped F.O.B. Destination. The City will pay no freight or express charges, except by previous agreement. If specific purchase is negotiated on the basis of F.O.B. shipping point, BIDDER IS TO PREPAY SHIPPING CHARGES AND ADD TO INVOICE. Delivery must actually be effected within the time stated on Purchase Order. The City reserves the right to cancel this order and purchase elsewhere if the Bidder fails to meet the delivery date specified on the Purchase Order. Deliveries shall be made between 7:30 a.m. and 3:00 p.m. Monday through Friday except holidays, unless otherwise stated. In case of default by the Bidder, the City may procure the articles or services covered by this order from other sources and hold the Bidder responsible for any additional cost occasioned thereby.

MATERIAL SAFETY DATA SHEET

The Bidder agrees to furnish the City with a current Material Safety Data Sheet (MSDS) on or before delivery of each and every hazardous chemical or substance purchased which is classified as toxic under Chapter 422, Florida Statutes. Appropriate labels and MSDS's shall be provided for all shipments. Send MSDS's and other pertinent data to City of Altamonte Springs Risk Management Division, 225 Newburyport Avenue, Altamonte Springs, FL 32701.

OSHA REQUIREMENT

The Bidder hereby guarantees the City that all materials, supplies, and equipment as listed on the Purchase Order shall meet the requirements, specifications and standards as provided for under the U.S. Department of Labor Occupational Safety and Health Act of 1970, as from time to time amended and in force at the date hereof.

COMPLIANCE TO LAWS, GUIDELINES, REGULATIONS, ETC.

Bidder must comply with all applicable state, federal, and local laws, guidelines, and regulations etc. This includes but is not necessarily limited to DOT, OSHA, EPA, and DEP.

E-VERIFY – EMPLOYMENT ELIGIBILITY

By submitting a response to this solicitation and if awarded this Solicitation, you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." Further, by your response to this solicitation and if awarded this Solicitation you affirm and represent that you are registered with the E-Verify system and are using same, and will continue to use same as required by Section 448.095, F.S. Compliance with Section 448.095 includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. Failure to comply will lead to disqualifying you for award of this solicitation, entering into a contract, and/or, cancellation of an active contract, or if your subcontractor knowingly violates the statute, the subcontract must be terminated immediately. Any challenge to termination under this provision must be filed in the Circuit Court no later than 20 calendar days after the date of termination. If terminated for a violation of the statute by the Bidder, the Bidder may not be allowed to do business with the City or be awarded a solicitation or contract for a period of

1 year after the date of termination. All costs incurred to initiate and sustain the aforementioned programs shall be the responsibility of the Bidder.

CITY’S TERMS AND/OR CONDITIONS FOR PURCHASE OF GOODS/SERVICES FROM BIDDERS

Important Read Carefully: Terms and conditions on City’s solicitation documents, contracts, and/or shall prevail and take precedence. Unless expressly accepted by the City, only terms and conditions contained in these documents shall apply. The City will not consider additional terms and conditions submitted by the Bidder. Any and all such additional terms and conditions shall have no force and effect, and are inapplicable to the City’s purchase of goods and services if submitted either purposely through intent or design, or inadvertently appearing separately in transmittal letters, specifications, literature, price lists or warranties. Bidders shall agree that the general and/or any special conditions in the City documents are the only conditions applicable to purchases made by the City and that the City will not accept exceptions to our terms and conditions.

NOTE: ANY AND ALL SPECIAL CONDITIONS ATTACHED HERETO WHICH VARY FROM THESE GENERAL

CONDITIONS SHALL HAVE PRECEDENCE.

Procurement Division Manager City of Altamonte Springs