RFQ_2502503_Solicitation_Doc_FINAL.pdf

REQUEST FOR QUALIFICATIONS

DOCUMENTS

RFQ-2502503

Professional Engineering Consulting Services

Due: 11:00 a.m., Tuesday, September 30, 2025

CITY OF LEESBURG

Leesburg Municipal Services Center Procurement Division 204 N. 5th Street P.O. Box 490630 Leesburg FL 34749

Solicitation Issued by: Hosea Goodwyn – Senior Buyer Office: (352) 728-9880 Email: procurement@leesburgflorida.gov

For Solicitation Documents and Updates Visit Our City of Leesburg Bid Opportunities Website mailto:procurement@leesburgflorida.gov https://procurement.opengov.com/portal/leesburgflorida

RFQ NO. 2502503

TABLE OF CONTENTS

1 FORMS AND ATTACHMENTS

2 PROPOSAL INSTRUCTIONS, TERMS AND CONDITIONS

2.1 DEFINITIONS

2.2 OFFICIAL SOLICITATION DOCUMENTS AND SOLICITATION SERVICE

2.3 SOLICITATION UPDATES/STATUS

2.4 SUBMISSION OF PROPOSALS

2.5 PREPARATION OF SUBMITTALS

2.6 ELECTRONIC SIGNATURES

2.7 EXCEPTIONS TAKEN TO SOLICITATION DOCUMENTS

2.8 WITHDRAWAL OR CORRECTION OF SUBMITTALS

2.9 CONTACT PERSON CONCERNING THIS SOLICITATION

2.10 ADDENDUM

2.11 PUBLIC OPENING

2.12 SOLICITATION TABULATION

2.13 DELIVERY

2.14 RESERVED RIGHTS OF THE CITY

2.15 TAXES

2.16 DEFAULT

2.17 CERTIFICATE OF INDEPENDENT PROPOSAL DETERMINATION

2.18 QUALIFICATIONS OF PROPOSERS

2.19 DISQUALIFICATION OF PROPOSERS

2.20 REJECTION OF IRREGULAR PROPOSALS

2.21 AWARD OF PROPOSAL

2.22 DRUG-FREE WORKPLACE PROGRAM PREFERENCE

2.23 PUBLIC ENTITY CRIME STATEMENT

2.24 PUBLIC RECORDS – SOLICITATION SUBMITTAL INFORMATION AND DOCUMENTS

2.25 PUBLIC MEETING AND NOTICES

2.26 OBSERVE ABOVE INSTRUCTIONS

2.27 PRIORITY OF SPECIFICATIONS

2.28 TIME EXTENSION OF PROPOSAL

3 GENERAL INFORMATION FOR THE PROPOSER

3.1 PURPOSE

3.2 ISSUING OFFICE

3.3 SCOPE

3.4 TIMETABLE

3.5 CONFLICT OF INTEREST DISCLOSURE

3.6 REFERENCES

3.7 INCURRING COSTS

3.8 ECONOMY OF PREPARATION

3.9 DISCLOSURE OF SUBMITTAL CONTENTS

3.10 PRIME FIRM RESPONSIBILITIES

3.11 RESERVATIONS

3.12 SELECTION COMMITTEE

3.13 CONTRACT NEGOTIATIONS

3.14 CONTRACT

3.15 ADDITIONAL TERMS AND CONDITIONS

3.16 CONTRACTOR PUBLIC RECORDS REQUIREMENTS - FOR SERVICES

3.17 E-VERIFY - EMPLOYMENT ELIGIBILITY

4 INSURANCE REQUIREMENTS SPECIFICATIONS

5 GENERAL INFORMATION ABOUT THE CITY

5.1 GENERAL DESCRIPTION OF THE CITY

5.2 FORM AND ORGANIZATION OF GOVERNMENT

5.3 FINANCIAL CONDITION

5.4 CURRENT LITIGATION, CLAIMS, ETC

6 TECHNICAL INFORMATION AND REQUIREMENTS

6.1 SCOPE OF SERVICES

6.2 MINIMUM QUALIFICATIONS

6.3 COMPENSATION

6.4 TERM OF CONTRACT

6.5 SUBMITTAL FORMAT AND REQUIRED SUBMITTALS

6.6 EVALUATION

6.7 Grant Funding Compliance

Appendix to Part 200 - Contract Provisions for Non-Federal Entity Contracts Under Federal Awards

1 FORMS AND ATTACHMENTS

The following documents and forms are incorporated as part of the complete Solicitation package:

CONFLICT OF INTEREST FORM

NON-COLLUSION/LOBBYING CERTIFICATION FORM

DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS CERTIFICATION

FEDERAL PROCUREMENT STANDARDS (2 CFR 200.317-200.326)

APPENDIX TO CFR PART 200

OTHER SOLICITATION PACKAGE DOCUMENTS (posted as separate individual documents)

ADDENDUM (issued as needed to all officially registered plan holders)

2 PROPOSAL INSTRUCTIONS, TERMS AND CONDITIONS

2.1 DEFINITIONS

Whenever used in this Proposal, the Contract, or any other documents pertaining to the service where these specifications govern, the following terms are used. The intent and meaning will be interpreted as follows:

Addendum A modification of the Solicitation Documents issued by the Procurement Division and distributed to prospective Proposers prior to the Proposal due date and time.

Additional Items Proposal Form Information to be provided by the Proposer as requested in this Proposal

Aggrieved Proposer The Proposer who is adversely affected by the award of a Proposal Contract to another Proposer and protests or appeals the decision.

Amendment/Change Order An agreed addition to, deletion from, correction, or modification to the Contract.

City The City of Leesburg, 501 W. Meadows Street, Leesburg, Florida 34748.

Contract The written agreement between the City and the Successful Contractor for the performance of the services in accordance with the requirements of the Proposal Documents and for the payment at the agreed Contract negotiated price or adjusted as a result of an approved amendment/change order.

Contract Documents The Proposal Documents, purchase order, Contract, and performance and payment bond, together with all Addenda, supplemental agreements and change orders.

Contract Sales Report A report generated by the Contractor that contains a high level of information about contract sales, revenue and other information as requested by the City.

Contractor A person or entity who submits a Proposal in response to the Request for Proposal for the services contemplated.

Contractor/Consultant Any individual or business awarded the Contract to furnish specified goods, services, or construction for an agreed-upon price.

Evaluation Committee A committee established to conduct evaluations of proposals, interviews, and negotiations during the solicitation process for a specific product or service; usually composed of representatives from the functional area identified in the scope of work and may include a procurement professional.

OpenGov A third-party internet portal used by the City to provide solicitation notifications and information to registered vendors. To register, click on OpenGov and select the “Subscribe” button to start the process.

There is no cost for vendors to register. For more information about how to register, please see our help file.

Price Form The document where the Proposer will submit pricing for this solicitation.

Project Manager An authorized representative of the procuring department or Engineer, assigned to make any or all-necessary inspections of the work or services performed by the Contractor.

Proposal The written submittal of a Proposer, submitted in the required format, to perform the services in accordance with the requirements of the Proposal Documents and stating the consideration, which the Proposer will require for so doing.

Proposal Documents All documents associated with this solicitation

Proposal Submittal Form The document that serves as the official offer presented to the City. This is a binding, required document that must be signed by the Proposer and returned with the Proposal.

Request for Proposal (RFQ) The Proposal Document to solicit Proposals from potential providers (Proposer) for goods and services.

Submittal The written submittal of a Proposer, submitted in the required format, to perform the services in https://procurement.opengov.com/portal/leesburgflorida https://opengov.my.site.com/support/s/topic/0TO8X000000Mhi0WAC/vendor-guides https://opengov.my.site.com/support/s/topic/0TO8X000000Mhi0WAC/vendor-guides accordance with the requirements of the Proposal Documents and stating the consideration, which the Proposer will require for so doing.

Submittal Documents All documents associated with this solicitation.

Submittal Label A label provided within the Proposal Documents for the ease of identifying a response to this solicitation.

Submittal Response Format The format in which it is required to respond to the Proposal.

Solicitation An invitation to bid, a Request for Proposal, telephone calls, or any City issued document used to obtain quote, bids, or Proposals for the purpose of entering into a Contract.

Solicitation Document The documents used for the intent of soliciting informal or formal responses to a City issued solicitation.

Solicitation Tabulation/Contractor’s Log The recording of responses to solicitations for the purposes of record keeping, comparison, or analysis by the City.

Specifications The general term comprising all the scope of services, work, directions, requirements, provisions, and requirements contained within the Proposal Documents and any associated documents and resulting Contract, all describing the manner of performing the work or service, including detailed technical requirements, and prescribing the relations between the City and the Successful Proposer or Contractor.

Successful Proposer The individual, partnership, or corporation to whom the Proposal and Contract is awarded.

Tentative Calendar of Events Tentative dates relevant to the processing and award of this solicitation.

User Fee A fee paid to the City based on a percentage of gross receipts from sales of a designated item category during a calendar month or fractional calendar month.

2.2 OFFICIAL SOLICITATION DOCUMENTS AND SOLICITATION SERVICE

2.2.1 The “official” Solicitation document, including specifications, and Proposal Submittal Form, and solicitation posting are available from the City’s Procurement Division or through the City’s current contracted solicitation posting service company (OpenGov eSupplier).

2.2.2 Interested proposers should request the Solicitation documents directly from the City’s Procurement Division (only–not through any other City dept./div.) or from the City’s Solicitation Posting website.

2.2.3 This is necessary to ensure that potential Proposers have a complete official-Solicitation package and to record interested Proposers’ contact information for issuance of any addenda and receive solicitation status updates.

2.2.4 The City is not liable for any errors, omissions, etc. of solicitation postings or any Solicitation documents obtained from any party other than those listed above. The City is not responsible for the accuracy, completeness, or timeliness of any documentation or postings the Proposer receives from any other source.

2.3 SOLICITATION UPDATES/STATUS

The City staff will not provide solicitation updates or status information over the phone, by fax, or by e-mail. This information is available electronically. To obtain current information regarding this Solicitation visit our Solicitation Posting website.

2.4 SUBMISSION OF PROPOSALS

2.4.1 The Procurement Division shall receive responses to this Solicitation by the methods listed here no later than the deadline due date and time established within the Solicitation. Responses will not be accepted by any other means.

a. Electronic Submissions (Mandatory)

Enter information and upload completed Forms/Documents using the City’s online solicitation management portal, OpenGov (see the above paragraph titled “Official Solicitation Documents and Solicitation Posting” visit our Solicitation Posting website. Submit requested information using the appropriate Tab in the solicitation management portal, OpenGov.

Vendors will need to log in or create an account in advance of uploading submissions.

When submitting an offer electronically through the Solicitation Posting portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the solicitation. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your offer will be put at a “draft” status and will not be accepted. Only bids that have a status of “Submitted” within OpenGov will be accepted for review.

It is recommended that the submission process be completed the day prior to the due date, with the knowledge that any changes/updates will be accepted up to the due date and time.

https://procurement.opengov.com/portal/leesburgflorida

If technical difficulties arise during submission of the Solicitation response, it is the Submitting Vendor’s responsibility to contact OpenGov technical support. For support, click on the “Help” link on the Solicitation Posting portal.

Should there be any technical issues with the Platform (not user/Vendor issues) that prevents any Vendor from submitting a response within the two (2) hours immediately before the due time, the solicitation due date and time may be extended through the issuance of an addendum by the City.

The technical issue must be by the Platform provider (OpenGov) and affect all participating Vendors.

The City shall verify the technical issue or unavailability of the Platform with OpenGov, the system provider. Technical issues localized to a single vendor will not be considered cause for an extension.

City shall not be responsible for delays caused by any other occurrence.

2.4.2 The City’s Solicitation Posting portal site will accept a wide variety of document types, such as Word, Excel, and PDF, though not all file formats are supported. You MAY NOT submit documents that are embedded (zip files), movies, wmp and mp3 files, or password-protected files, and printing must be enabled. Such actions may cause your submittal Submittals to be deemed as "Non-responsive".

2.4.3 Your submittal package may include but is not limited to, the Proposal Submittal Form, any other required forms, and each accompanying sheet on which an entry has been made by the submitting vendor.

2.4.4 It is the Proposer’s responsibility to assure that the submittal is entered and posted online or delivered by the posted submission deadline. The delivery date and time will be scrupulously observed.

2.4.5 The City will in no way be responsible for delays in the online system to the Procurement Division caused by any other occurrences.

2.4.6 Under no circumstances will Submittals received after the due date and time specified to be considered.

Submittals received after the due date and time will be disqualified as late and will not be recorded as a responding vendor. Submittals delivered to the City will be returned to the Submitting Vendor unopened.

2.4.7 Do not return the entire solicitation package. Only the Proposal Submittal Form, any other required forms, and each accompanying sheet on which an entry has been made by the Submitting Vendor should be included in their Submittal package.

2.4.8 For Products Only: The Submitting Vendor represents that the product(s) to be furnished under this Solicitation is/are new and unused unless specifically so stated and that the quality has not deteriorated so as to impair its usefulness.

2.5 PREPARATION OF SUBMITTALS

2.5.1 The Proposer is solely responsible for reading and completely understanding the Solicitation documents and attachments (if any). Failure to do so will be at the Proposer's risk.

2.5.2 All Proposals submitted are subject to the City’s terms and conditions and any and all additional terms and conditions submitted by the Proposer are rejected and shall have no force and effect.

2.5.3 To be considered, Proposers must submit a complete response to this Solicitation, using the format provided described herein. The Proposer may furnish additional information as may be reasonably required. Proposals submitted in any other format could be disqualified.

2.5.4 Each Proposer will furnish the information required on the Proposal Submittal Form and each accompanying sheet thereof on which the Proposer makes an entry. All prices and blank spaces in the Proposal Submittal Form and accompanying sheets must be filled in legibly and correctly entered, typed, or written in ink. No erasures permitted and mistakes may be crossed out, corrections written adjacent, and must be initialed and dated in ink by the person signing the bid.

2.5.5 An officer or representative who has official authorization to sign proposals MUST sign the Submittal Form. All proposals must indicate the firm name and be signed by a responsible officer or employee.

Obligations assumed by such signatures must be fulfilled. If a proposal is submitted by an individual, the individual must sign his name therein and state his business address and the name and address of every other person interested in the proposal as principal. If a firm or partnership submits a proposal, its name and business address must be stated as well as the name and address of each member of the firm or partnership. If a corporation submits a proposal, some authorized officer or agent, subscribing the name of the corporation with his own name and affixing the corporation seal, must sign the proposal.

Moreover, the contents of the proposal of the successful bidder may become contractual obligations if a contract is entered into.

2.5.6 An unsigned proposal is not a valid offer and therefore must be signed to be considered by the City.

2.6 ELECTRONIC SIGNATURES

In accordance with Section 668.001 through 668.06, Florida Statutes, the City will accept electronically filed and signed documents in regard to the execution of contracts and contract-related documents meeting the requirements as stated in the City’s Procurement Policy.

2.7 EXCEPTIONS TAKEN TO SOLICITATION DOCUMENTS

In the event you elect to respond to this Solicitation, but must take exceptions to anything contained in the Solicitation documents, the Proposer will be required to provide, with their submittal, a written statement as to what and why the Proposer is taking exception. However, Proposers taking exceptions may be deemed non-responsive by the City depending on the nature of the exception.

2.8 WITHDRAWAL OR CORRECTION OF SUBMITTALS

2.8.1 Proposals may be corrected or withdrawn prior to the submittal deadline. If submitting “Online” the

Proposer may update their submittal. If the submittal has been delivered to the City, a written request may be made before the submittal deadline from the Proposer. The City will only consider the latest proposal submitted.

2.8.2 After the proposal submission deadline, a Proposer cannot withdraw or correct a proposal. Negligence on the part of the Proposer in preparing a proposal is not grounds for withdrawal or modification of a proposal after the proposal submittal deadline. Unless withdrawn, as provided in this subsection, a proposal shall be irrevocable and in force for ninety (90) calendar days after when the proposal submittal deadline. Proposers may not assign or otherwise transfer their proposal.

2.9 CONTACT PERSON CONCERNING THIS SOLICITATION

2.9.1 Proposers are advised that from the date of release of this Solicitation until the award of the contract, NO contact with City staff and/or designated Selection Committee members concerning this Solicitation is permitted, except as authorized by the contact person designated below.

2.9.2 Any Request for Information (i.e. questions, interpretations, comments, request for additional information, clarifications, or corrections), must be in writing via the City’s eProcurement portal, OpenGov.

2.9.3 These inquiries must be received in the Procurement Division no later than Wednesday, September 17, 2025 at 4:30 PM in order to provide adequate response time to queries and issue an addendum, if necessary.

2.9.4 This office will forward questions to the appropriate City employee. All potential Proposers are not to contact any member of the Leesburg staff or officials other than the above-specified contact person unless explicitly authorized by this office. Such communications initiated by the Proposer shall be grounds for disqualifying the offending Proposer from consideration for the award of this Solicitation and/or any future solicitations.

2.10 ADDENDUM

2.10.1 No interpretation of the meaning of the Solicitation documents, attachments (if any), or no any other related documents, or correction of any apparent ambiguity, inconsistency, or error therein, will be made to any potential Proposer verbally.

2.10.2 Only the interpretation or correction given and issued thru written addendum by the Procurement Division will be binding, and potential proposers are warned that no other source is authorized to give information concerning, or explaining or interpreting the Solicitation documents. Where there appears to be a conflict between the Solicitation and any Addendum issued, the last Addendum issued shall prevail.

2.10.3 Changes to this Solicitation, when deemed necessary by the City, will be completed only by written Addendum(s) issued prior to the proposal submittal deadline. Addendums to the Solicitation will be posted on the City’s Purchasing Department website (see the above paragraph titled “Solicitation Updates/Status”) as they are issued. It is the sole responsibility of Proposers to routinely check this website for any Addendum that may have been issued prior to the submittal deadline for receipt of proposals.

2.10.4 It is the Proposer’s sole responsibility to assure and acknowledge receipt of all Addendums. Proposers should acknowledge the receipt of all addenda as part of their proposal. In case any Proposer fails to acknowledge receipts of any such addendum in the space provided on the Proposal Submittal Form, the proposal will nevertheless be construed as though the addenda have been received and acknowledged, and the submission of the proposal will constitute acknowledgment of the receipt of addenda.

2.11 PUBLIC OPENING

2.11.1 There will not be a public opening of the proposals received by the Solicitation submittal deadline.

2.12 SOLICITATION TABULATION

2.12.1 City staff will not give submittal results over the phone. The Solicitation Tabulation or Bidder’s Log is typically made available 48 hours after the submittal deadline. To obtain this information, see the above paragraph titled “Solicitation Updates/Status”.

2.12.2 Proposal submittals will be closed for public inspection for up to 30 days following the due date or when a recommendation for an award has been posted (whichever comes first).

2.13 DELIVERY

Time of delivery is of the essence in the performance of the contract, and failure to perform in accordance with the agreed completion deadline(s) set forth in the Solicitation and/or contract document will constitute default. Unless a written extension is obtained from the City prior to the completion deadline(s), there will be no excuse for untimely performance. The granting and duration of extensions will be subject to the exclusive discretion of the City.

2.14 RESERVED RIGHTS OF THE CITY

2.14.1 The City may, at its sole and absolute discretion, reject any and all, or parts of any (unless the Proposer qualifies his proposal by specific limitations such as “All or None”) and all proposals; postpone or cancel, at any time, this RFQ process; or re-advertise this Solicitation.

2.14.2 The City reserves the right to waive any informalities, deviations, mistakes, and matters of form rather than the substance of the Solicitation documents, which can be waived or corrected without prejudice to the Proposer. No officer or agent of the City is authorized to waive this reservation.

2.14.3 Unless all proposals are rejected, an award shall be made to that Proposer whose proposal, conforming to the Solicitation, in the judgment of the City, will be most advantageous to the City, price/cost, and other factors considered.

2.14.4 The City reserves the right to investigate the qualifications of the Proposer as deemed appropriate.

2.15 TAXES

2.15.1 The City is exempt from state and local sales tax when payment is made directly by the City (Florida Statute Ch. 212.08(6). This exemption does not include sales of tangible personal property made to contractors employed either directly or as agents by the City when such tangible personal property goes into or becomes a part of public works owned by the City. The City of Leesburg, Florida has the following tax-exempt certificates assigned:

Certificate of Registry No. 59-6000362 for tax-free transactions under Chapter 32, Internal Revenue Codes.

Florida Sales & Use Tax Exemption Certificate No. 85-8015934594C-5 (expires 07/31/2027).

2.15.2 As an independent entity, the Proposer, if awarded the contract, shall be responsible for payment of all federal, state, and local taxes of all types and kinds applicable to such fees incurred under this Agreement.

2.16 DEFAULT

As a result of proposals received under this Solicitation, the award of the proposal/contract may be based, in whole or in part, on the selection criteria set forth in this Solicitation. Accordingly, should the successful proposer/contractor not meet the completion deadline(s) set forth in the Solicitation and/or contract or should the successful proposer/contractor fail to perform any of the other provisions of the Solicitation and/or contract documents, the City may declare the Contractor in default and terminate the whole or any part of the contract. Upon declaring the Bidder in default and terminating the contract in whole or in part, the City may procure services from another firm and the Contractor will be liable to the City for any excess costs, including but not limited to any reasonable attorney fees should any element of default be litigated in court or disputed in such a manner that requires the services of an attorney, resulting there from. Where the Contractor fails to comply with any part of the Solicitation and/or contract, except for completion deadlines, the City may, in its discretion, provide the Contractor with written notification of its intention to terminate for default unless prescribed deficiencies are corrected within a specific period of time. Such notification will not constitute a waiver of any of the City's rights and remedies hereunder.

2.17 CERTIFICATE OF INDEPENDENT PROPOSAL DETERMINATION

By submission of a Proposal, the Proposer certifies, and in the case of a joint proposal each party thereto certifies as its own organization, that in connection with this procurement no attempt has been made or will be made by the Proposer to induce any other person or firm to submit or not submit a proposal for the purpose of restricting or limiting competition.

2.18 QUALIFICATIONS OF PROPOSERS

2.18.1 The City reserves the right, before awarding the Proposal, to require a Proposer to submit such evidence of its qualification(s) as it may deem necessary, and may consider any evidence available to it of the financial, technical, and other qualifications and abilities of a Proposer. Proposers may be required to show that they have had experience in work of the same or similar nature and that their organization has been in formal existence and engaged in similar type work for not less than five (5) years.

2.18.2 All Proposers to this Solicitation shall have demonstrated experience in successfully supplying relevant services and shall meet all criteria/requirements identified in this Solicitation.

2.19 DISQUALIFICATION OF PROPOSERS

2.19.1 Any of the following causes may be considered as sufficient for the disqualification of a Contractor and the rejection of his/her submittal:

A. Failure to sign the Proposal Submittal Form.

B. Submission of more than one proposal for the same services by an individual, firm, joint venture, partnership, or corporation under the same or different names;

C. Evidence of collusion among Contractors;

D. Previous participation in collusion on services/work for the City of Leesburg, Florida;

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

F. Lack of Contractors’ responsibility as shown by past performance;

G. Unsatisfactory Performance/Uncompleted work for which the Contractor is committed by contract which, in the judgment of the City, might hinder or prevent the prompt completion of the work under this Solicitation if awarded to such Contractor;

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

2.20 REJECTION OF IRREGULAR PROPOSALS

Submittals will be considered irregular and may be rejected if they show omissions, alteration of form, additions not called for, conditions, limitations, unauthorized alternate proposals or other irregularities of any kind. The City reserves the right to waive any informalities or irregularities of proposals, or to reject any or all proposals.

2.21 AWARD OF PROPOSAL

2.21.1 The Proposal, if awarded, will be awarded to that responsible Proposer whose Proposal will be most advantageous to the City.

2.21.2 The tentative award recommendation posting date is in the Tentative Calendar of Events paragraph in the General Information for Contractor Section and on the Submittal Tabulation. However, this date is subject to change.

2.21.3 It will be the responsibility of the Proposer to visit the City’s solicitation posting website (see above paragraph titled “Solicitation Updates/Status” for award recommendation and award approval documents and updates.

2.21.4 If an aggrieved Contractor has any questions or concerns regarding the City's evaluation and Award Recommendation, they must submit their questions or concerns in writing to the Purchasing Manager by 4:30 p.m. of the business day prior to the City Commission meeting. Questions or concerns not submitted to the Purchasing Manager first may not be considered at the Commission meeting.

2.22 DRUG-FREE WORKPLACE PROGRAM PREFERENCE

2.22.1 In accordance with Section 287.087, Florida Statutes, “Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.”.

2.22.2 Established procedures for processing tie bids will be followed if none of the tied vendors has a drug-free workplace program.

2.22.3 In order to have a drug-free workplace program, a business shall comply with the requirements as established in the statute. If your business complies with these requirements and would like to be given preference, in case of a tie, then the vendor(s) will be asked to complete a "Drug-Free Workplace Program Certification Form." The bidder is not required to complete the form at this time.

2.23 PUBLIC ENTITY CRIME STATEMENT

In accordance with paragraph (2)(a) of Section 287.133, Florida Statutes, " A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity in excess of the threshold amount provided in s. 287.017 for CATEGORY TWO for a period of 36 months following the date of being placed on the convicted vendor list.."

2.24 PUBLIC RECORDS – SOLICITATION SUBMITTAL 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 https://www.flsenate.gov/Laws/Statutes/2018/287.017 http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html award, recommendation for award, or 30 days after bid opening, 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.

2.25 PUBLIC MEETING AND NOTICES

In accordance with Florida Statute 286.011, all meetings, except as otherwise provided in the Constitution, at which official acts are to be taken are declared to be public meetings open to the public at all times, and no resolution, rule, or formal action will be considered binding except as taken or made at such meeting. Reasonable notice of the meeting is provided in the Tentative Calendar of Events paragraph in the General Information for Proposer Section.

2.26 OBSERVE ABOVE INSTRUCTIONS

Failure to observe any of the above instructions and conditions may constitute grounds for rejection of your proposal.

2.27 PRIORITY OF SPECIFICATIONS

In the event of conflicts or inconsistencies in the proposal documents, priority will be given to the requirements in the Technical Specifications then the Proposal Instructions, Terms, and Conditions.

2.28 TIME EXTENSION OF PROPOSAL

In addition, the Board of City Commissioners, Leesburg, Florida, reserves the option to extend the time period of the proposal, including all terms and conditions of the Solicitation documents. Such time extension will be by mutual agreement in writing.

3 GENERAL INFORMATION FOR THE PROPOSER

3.1 PURPOSE

3.1.1 This Solicitation provides interested proposers with sufficient information to enable them to prepare and submit proposals for consideration by the City.

3.1.2 The City is accepting statement of qualifications from qualified firms to provide services as described herein. Any contracts, which may be executed between the City and any firm(s) as a result of this Solicitation, will be limited to the scope as described herein. The City will incur no other obligations, expressed or implied.

3.1.3 This solicitation contains instructions governing the proposals to be provided, requirements that must be met to be eligible for consideration, general evaluation criteria, and other requirements to be met by each proposal.

3.2 ISSUING OFFICE

The City’s Procurement Division issues this Solicitation.

3.3 SCOPE

This Solicitation contains instructions governing the proposals to be provided, requirements which must be met to be eligible for consideration, general evaluation criteria, and other requirements to be met by each proposal.

3.4 TIMETABLE

For this Solicitation the City is following the timetable listed below which is subject to change with or without notice.

RFQ TENTATIVE SCHEDULE

Wednesday, September 17, 2025 at 4:30 PM Questions regarding this submittal due in Procurement Division Office via eProcurement portal, OpenGov

Tuesday, September 23, 2025 by 4:30 PM Issuance of Addendum

11: 00 A.M., Tuesday, September 30, 2025 Solicitation closing date; all submittals due on this date and time

Tuesday, October 14, 2025

Time: TBD

Evaluation of written submittals completed

Location: TBD Wednesday, October 22, 2025

Time: TBD

Presentations/Interviews for short listed firms (Public Meeting)

Location: TBD

RFQ TENTATIVE SCHEDULE

By Friday, October 31, 2025 Award Recommendation Posted

Next scheduled meeting after all pertinent forms and documents are complete and ready for review by City Commission

City Commission approval of Selection Committee ranking

3.5 CONFLICT OF INTEREST DISCLOSURE

The successful proposer will be required to include a disclosure statement of any potential conflict of interest that the firm may have due to other clients, contracts or other interests associated with this engagement.

3.6 REFERENCES

References submitted by firms in response to the Solicitation will be specific, relevant to the scope, and recent (generally within the past three years except as noted).

3.7 INCURRING COSTS

The City will not be held liable for any costs incurred by a firm in the preparation and submission of a submittal relative to this Solicitation or any cost incurred by firms prior to execution of a contract agreement.

3.8 ECONOMY OF PREPARATION

Submittals should be simple and economical, providing a straightforward, concise description of the firm's ability to meet the requirements of the Solicitation following the format described herein.

3.9 DISCLOSURE OF SUBMITTAL CONTENTS

All material submitted becomes the property of the City. The City has the right to use any or all ideas presented in any reply to the Solicitation. Selection or rejection of the submittal does not affect this right.

3.10 PRIME FIRM RESPONSIBILITIES

The selected firm will be required to assume responsibility for all services offered in their submittal whether or not they produce them. Further, the City will consider the selected firm to be the sole point of contact with regard to contractual matters.

3.11 RESERVATIONS

3.11.1 The City reserves the right to delete or amend any of the services as listed and described herein.

3.11.2 The City reserves the right to cancel the contract at any time. The City will pay the contractor for services rendered and out-of-pocket costs incurred through the date of cancellation.

3.12 SELECTION COMMITTEE

The City will establish a selection committee, which will review all written submittals. The City’s Selection Committee, at its sole option, may require presentations from the top ranked firms in order to refine the ranking of the top-ranked firms. When presentations are deemed appropriate, the Committee should evaluate the firm(s) based on the same criteria set forth in the RFQ. The City will notify the firms if a different or additional criteria will be used to evaluate the short-listed firms during their presentations. The selection committee will establish the ranking of firms and recommend to the City Commission negotiation of a contract with the top-ranked firm.

3.13 CONTRACT NEGOTIATIONS

3.13.1 The content of the Solicitation and the successful contractor's submittal will become an integral part of the contract but may be modified by the provisions of the contract. The top ranked firm will be contacted to begin contract negotiations.

3.13.2 If a satisfactory contract cannot be negotiated with the top-ranked firm, negotiations will be formally terminated. Contract negotiations then may be started with the next ranked firm.

3.14 CONTRACT

3.14.1 Once a contract has been successfully negotiated, the selected contractor will be expected to enter into a formal agreement at the rate agreed upon.

3.14.2 The successfully negotiated contract, submitted in one (1) original set, will be presented to the Mayor for execution. One (1) original signed contract, together with an official City Purchase Order(s) will be returned to the firm. No work is authorized until the firm receives the Purchase Order(s) and is subsequently directed to proceed by the City.

3.15 ADDITIONAL TERMS AND CONDITIONS

Unless expressly accepted by the City, only the terms and conditions in this document shall apply. No additional terms and conditions included with the submittal response shall be considered. Any and all such additional terms and conditions shall have no force and effect, and are inapplicable to this submittal if submitted either purposely through intent or design or inadvertently appearing separately in transmittal letters, specifications, literature, price lists, or warranties. It is understood and agreed that the general and/or any special conditions in this document are the only conditions applicable to this submittal and the proposer’s authorized signature on the Proposal Submittal Form attests to this.

Exceptions to the terms and conditions will not be accepted.

3.16 CONTRACTOR PUBLIC RECORDS REQUIREMENTS - FOR SERVICES

3.16.1 The City of Leesburg is a public agency subject to Florida Statute, Chapter 119 (Florida’s Public Records Law). The Contractor that enters into a contract for services with a public agency shall comply with Florida’s Public Records Law. Specifically, the Contractor shall:

A. Keep and maintain public records required by the City in order to perform the service.

http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html

B. Upon request from the City’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the City.

D. Upon completion of the contract, the Contractor will transfer, at no cost to the City, all public records in possession of the Contractor, or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records in a format that is compatible with the information technology systems of the City.

E. During the term of the contract, the Contractor shall maintain all books, reports, and records in accordance with generally accepted accounting practices and standards for records directly related to this contract. The form of all records and reports shall be subject to the approval of the City’s Finance Department. The Contractor agrees to make available to the City’s Finance Department, during normal business hours and in Seminole County, all books of account, reports, and records relating to this contract.

F. PUBLIC RECORDS CUSTODIAN

If the Contractor has questions regarding the application of Chapter 119, Florida Statutes, to the Contractor’s duty to provide public records relating to this contract, contact the Custodian of Public Records at:

City Clerk 501 W. Meadows Street Leesburg, Florida 34749

(352) 636-5109 Public.Records@leesburgflorida.gov

G. The Contractor acknowledges that the City of Leesburg cannot and will not provide legal advice or business advice to the Contractor with respect to its obligations pursuant to this section related to public records. The Contractor further mailto:Public.Records@leesburgflorida.gov acknowledges that it will not rely on the City of Leesburg or its City Attorney to provide such business or legal advice and that Contractor has been advised to seek professional advice with regard to public records matters addressed by this agreement. The Contractor acknowledges that failure to comply with Florida law and this agreement with respect to public records shall constitute a material breach of this agreement and shall be grounds for termination pursuant to the termination provisions outlined in the contract, solicitation, and/or City purchase order.

H. A definition of “public records” can be found in Florida Statute, Chapter 119.

I. The timeframes and classifications for records retention requirements must be in accordance with the General Records Schedule Number GS1-SL for State and Local Government Agencies.

3.17 E-VERIFY - EMPLOYMENT ELIGIBILITY

3.17.1 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."

3.17.2 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 the same, and will continue to use same as required by Section 448.095, F.S.

3.17.3 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.

3.17.4 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.

3.17.5 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 Vendor/Contractor, the Vendor/Contractor 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 Vendor/Contractor.

http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html http://dos.myflorida.com/library-archives/records-management/general-records-schedules/

4 INSURANCE REQUIREMENTS SPECIFICATIONS

4.1.1 The following insurance requirements will be applicable to any Supplier awarded a Contract. The

Contractor will be required to have in force the below insurance for the duration of the project with the City of Leesburg listed as the Additional Insured.

4.1.2 Insurance and Indemnity Requirements:

A. Scope of Insurance – The Contractor shall procure and maintain at its own expense, the following minimum insurance coverage, unless otherwise specified in the agreement, contract or lease.

1. All required insurance shall be provided by insurers acceptable to the City with an A.M. rating of at least A: VII

2. The Contractor shall require, and shall be responsible for assuring that any and all of its subcontractors secure and maintain such insurance that are required by law to be provided on behalf of their employees and other until the completion of that sub-contractor’s work.

3. The required insurance shall be secured and maintained for not less than the limits required by the City, or as required by law, whichever is greater

4. The required insurance shall not limit the liability of the Contractor. The City does not represent these coverages or amounts to be adequate or sufficient to protect the Contractor’s interests or liabilities, but are merely required minimums.

5. The provisions of the required insurance are subject to the approval of the City’s Risk Manager, and upon request, the Contractor shall make available certified copies of the various policies for inspection.

6. All liability insurance, except professional liability, shall be written on an occurrence basis.

7. The Contractor waives its right of recovery against the City to the extent permitted by its insurance policies.

8. Insurance required of the Contractor, or any other insurance of the Contractor shall be considered primary, and insurance of the City, if any, shall be considered excess as applicable to any claims which arise out of the agreement, contract or lease.

B. Indemnification – The Contractor shall indemnify and hold harmless the City and its officers and employees, from liabilities, damages, attorneys’ losses, and costs, including, but not limited to, reasonable fees, to the extent caused by the negligence, recklessness, or intentionally wrongful conduct of the Contract and other persons employed or utilized by the Contractor in the performance of the contract.

C. Certificate of Insurance – The Contractor shall provide evidence of required minimum insurance by providing the City an ACORD or other Certificate of Insurance in forms acceptable to City, before any work under the agreement, contract, or lease begins. Except for workers’ compensation and professional liability, the Contractor’s insurance policies shall be endorsed to name the City of Leesburg as additional insured to the extent of the agreement, contract or lease.

1. The Certificate(s) of Insurance shall designate the City as certificate holders as follows:

City of Leesburg, Attn: Purchasing Manager, P.O. Box 490630, Leesburg, Florida 34749- 0630.

2. The Certificate(s) of Insurance shall include a reference to the project and/or purchase order number.

3. The Certificate(s) of Insurance shall indicate that the City shall be notified at least thirty

(30) days in advance of cancellation.

4. The Certificate(s) of Insurance shall include all deductibles and/or self-insurance retentions for each line of insurance coverage.

5. The Contractor, at the discretion of the Risk Manager for the City, shall provide information regarding the amount of claims payments or reserves chargeable to the aggregate amount of the Contractor’s liability coverage(s).

D. Comprehensive General Liability – The Contractor shall purchase and maintain Commercial General Liability coverage on forms no more restrictive than the latest editions of the Commercial General Liability policies of the Insurance Services Office (ISO). The Commercial General Liability policy shall provide minimum limits of $1,000,000 per occurrence combined single limit that includes coverage for bodily and personal injury and property damage liability for premises, operations, products and completed operations*, independent contractors, contractual liability covering the agreement, contract or lease, broad form property damage coverage, and property damage resulting from explosion, collapse or underground exposures (x,c,u).

For remodeling and construction projects, the Contractor shall purchase and maintain products and completed operations coverage for a minimum of three (3) years beyond the City’s acceptance of the project.

E. Business…