RFQ26081GR_Vehicle_Graphics_Final_with_Exhibit_A__Public_Records_Requirements.pdf

CITY OF ALTAMONTE SPRINGS

REQUEST FOR QUOTATION

RFQ-26-081-GR

VEHICLE GRAPHICS

DUE DATE: 11:00AM, Friday, June 26, 2026

BIDDER INFORMATION CITY OF ALTAMONTE SPRINGS

Company Name:

(As Indicated On W-9) Contact Person: Gaby 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: Bus Name: City of Altamonte Springs

Phone Number: Department: Leisure Services Fax Number: Division: Fleet & Facilities

E-Mail Address: Address 1: 497 West Drive FEIN/SS #: Address 2: N/A

DUNS: C/S/Z: Altamonte Springs, FL 32714 Date of Quote: Ship Via: FOB Destination

Deliver By: _____Days ARO Deliver By: ASAP

INSTRUCTIONS: Provide your best-selling price in the unit price column for the item(s) you are quoting on. Please read the terms and conditions listed below, complete the requested information, and sign in the space provided above. If not bidding, please state “NO BID” and return this form. Only quotes submitted on this “Request for Quote” form will be accepted. No other forms or written quotes will be accepted.

mailto:GRuela@altamonte.org

GENERAL SPECIFICATIONS

SCOPE:

The City of Altamonte Springs (“City”) desires to procure a qualified vendor to furnish materials, print, and install graphics to City vehicles and equipment. The City desires to purchase goods and services on an as needed when needed basis throughout the term of the contract.

A. The intent of this Solicitation is to have a Contractor(s) on standby to provide services for graphic installation as described herein and for the City to purchase graphics from the Contractor to be installed later by City personnel.

B. All items and 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.

C. The City will provide electronic graphic files for logos that the City currently owns upon formal award of Solicitation.

D. The City will provide a vehicle to use for graphics layout purposes. However, it is up to the Contractor to correctly fit and layout graphics per individual vehicle dimensions.

SOLICITATION INQUIRES:

• Interested vendor is to direct all inquiries to Procurement. No other City employee or its representative is authorized to provide any information related 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 contact above) no later than 4:30pm, Monday, June 15, 2026.

QUOTED PRICE:

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

• If you cannot or decline to provide a specific item, please indicate “No Bid” in the Unit Price column.

• If no cost for the item, enter “N/C” (No Charge) in the Unit Price column.

• Any items left blank will be considered and marked as “No Bid”.

ORDER/DELIVER INFORMATION:

• A purchase order is required before performing any services.

OTHER INFORMATION:

• City reserves the right to award to the vendor whose product/services are the most advantageous to the

City.

• City is exempt from Sales Tax – Exemption # (85-8012740082C-1)

• Please review the Bidder Qualifications and Requirements and attachments to ensure compliance with

City requirements.

TECHNICIAL SPECIFICATIONS

SCOPE OF WORK

The City of Altamonte Springs (“City”) desires to procure a qualified vendor to furnish materials, print and install graphics to the City vehicles and equipment. City desires to purchase goods and services on an as needed when needed basis throughout the term of the contract.

1) Any created electronic graphics/artwork are the ownership of the City. Awarded Contractor shall provide/deliver any electronic graphic/artwork created to the City during the term of this Contract via USB drive upon final approval of graphic/artwork by the City. Bidder to include these expenses (if any) in their unit pricing.

2) The Bidder shall provide an electronic proof for each vehicle type, upon each request for services, for the City’s review and approval in writing prior to commencing any installation work.

3) Any and all setup charges and/or resizing of graphics/artwork shall be included in unit pricing or provided at no charge.

4) Bidder can expect vehicles from the City that are either brand new vehicles, vehicles that are repaired from a recent accident, or complete/partial re-graphic of an existing vehicle.

5) Post-accident repair work will typically be completed with one half (1/2) car layout for uniformity purposes.

6) Bidder must state their warranty period in the space for Bid Item #16 (See separate attachment.

Attachment B – Itemized Bid Form). Bidder shall warrant the products and services furnished during the course of this Contract to be of the highest quality, complying with the specifications and free from all defects in material and workmanship. The successful Bidder agrees to promptly and/or as directed by the City, repair, replace or correct at the successful Bidders expense, any materials or workmanship problems arising during the warranty at no cost to the City.

7) Work location:

- Successful Bidder can perform installation services at their location or at the City’s Fleet

Maintenance Facility.

- Bidder must be within a fifteen (15) mile radius (straight line distance) from 497 West Drive, Altamonte Springs, FL 32714, if work to be performed at Bidder location.

8) The successful Bidder shall perform certain duties and provide services including, but not limited to:

1. Prepare surface of vehicle per manufacturer specifications;

2. Supply vinyl graphics that are to be digitally printed and laminated for UV protection;

3. Vinyl is to be printed on the following material or equivalent:

a. Vehicle Graphics – Premium Quality Reflective Multi-Color Vinyl printed in one piece and laminated for UV protection.

b. Vehicle Number – Premium Quality High Performance Black – Non-Reflective

c. Vehicle Lettering – Premium Quality High Performance Black – Non-Reflective

d. City Logo – Premium Quality High Performance Black – Non-Reflective

4. Adhere new graphics, numbers, and lettering per manufacturer specifications. City will direct Bidder on locations of such graphics at time of order.

9) Graphics Dimensions – Images of vehicles with graphics are attached as a separate attachment – Exhibit A – City Logos and Unit Numbers.

1. Police Vehicle Number (Large Roof Number) – Each Number Approximately 13.5 inches by 5.25 inches, all vehicles are five (5) numbers in length.

2. Vehicle Number, Black (Item # 12) (Small Number) – Each Number Approximately 6 inches by 2 inches, all vehicles are five (5) numbers in length.

3. City Logo, Large Black (Item # 13) – Approximately 19 inches by 10 inches.

4. City Logo, Small Black (item #14) – Approximately 8 inches by 5 inches.

5. City Logo, Small White (Bid Item #15) – Approximately 8 inches by 5 inches.

10) Vehicles (Make, Model, Year) to receive graphics include, but not limited to:

1. Ford Interceptor Utilities (2018 thru current model year)

2. Ford Fusion Responder Sedan (2019 thru current model year)

3. Ford F150 Police Responder Pick-up (2020 thru current model year)

4. Toyota Camry (2018 thru current model year)

5. Ford Maverick Pick-up (2026 thru current model year)

6. Harley Davidson Police Motorcycle (2021 thru current model year)

7. Crane Carrier Refuse Truck (2026 thru current model year)

*Please note Vehicle Make, Model, and Years are subject to change throughout term of Contract

11) Work will be performed during normal operating hours and weekends, unless otherwise agreed to by

The City’s Representative in writing prior to commencement of the Work.

BIDDER QUALIFICATIONS

Below Information is to determine if Bidder is qualified and capable.

• Bidder Status: Bidder should not be on the State of Florida Scrutinized List of Prohibited Companies

List. The City will verify vendor is not on the list at https://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convi cted_suspended_discriminatory_complaints_vendor_lists.

• Federal Excluded Parties List: Bidder should not be on the Federal Excluded Parties List. City will verify vendor is not an excluded party on the SAM website.

• Registered with the State of Florida Department of Corporations: At the time of bid, proposal, or quote submission, and throughout the term of any resulting Contract, the Bidder must be properly registered and in active status with the Florida Division of Corporations (Sunbiz), as applicable to the Bidder’s business structure.

Upon request, the Bidder shall provide proof of active registration. Failure to maintain an active Sunbiz status may be deemed a material breach and may result in rejection of a submittal, termination of the Contract, or any remedy available to the City.

(http://dos.myflorida.com/sunbiz/search/).

• E-Verify Requirement: see below in the Terms and Conditions section.

• Insurance Coverage/Limits:

Bidder should have the required insurance coverage.

I certify that I have the insurance coverages and limits identified below in the “Insurance Requirements” section and will provide an unendorsed Certificate of Insurance with my submittal or within 24 hours, when requested by the City.

____________ insert initials here

• Conflict of interest

All Bidders must disclose, with their Bid submittal, the name of any officer, director, or agent who is also an officer or employee of the City of Altamonte Springs. Furthermore, all Bidders must disclose the name of any City of Altamonte Springs officer or employee who owns, directly or indirectly, an interest of ten percent (10%) or more of the Bidder’s firm or any of its branches, subsidiaries, or partnerships. Failure to disclose in this manner will result in the disqualification of the Bidder or the cancellation of work. It is the sole responsibility of the Bidder to ensure compliance with this requirement.

REQUIRED: Please complete and submit “CONFLICT OF INTEREST STATEMENT FORM” with your submittal.

• Non-Collusion/Lobbying Certification All Bidders shall file a statement executed by, or on behalf of the person, firm, association, or corporation submitting the bid certifying that such person, firm, association, or corporation has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action, in restraint of free competitive bidding in connection with the bid submittal. In addition, no City appropriated funds have been paid to any person for influencing or attempting to influence a member of the City Commission, City Manager or any City employee in connection with the awarded agreement as a result of this solicitation process.

REQUIRED: Please complete and submit “NON-COLLUSION/LOBBYING CERTIFICATION FORM” with your submittal.

https://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists https://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists https://www.dms.myflorida.com/business_operations/state_purchasing/vendor_information/convicted_suspended_discriminatory_complaints_vendor_lists 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/

• Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion The prospective contractor of the City of Altamonte Springs, certifies, by submission of a bid and signing the “Proposal Bid Form”, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal department or agency.

REQUIRED: Please complete and submit “CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION” with your submittal.

• Human Trafficking Affidavit In accordance with applicable Florida law, all Bidders shall certify that they do not use coercion for labor or services as defined in Section 787.06, Florida Statutes. Bidders shall execute an affidavit attesting that the entity does not use coercion for labor or services and agrees to comply with all applicable provisions of law relating to human trafficking.

REQUIRED: Please complete and submit “HUMAN TRAFFICKING AFFIDAVIT” with your submittal.

RETURN ALL PAGES BY THE ABOVE DUE DATE/TIME

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 web site at www.altamonte.org (Click on “Bid Info” and find solicitation on list, Click on “Download/Order”).

BID UPDATES/STATUS OF BID

City staff is unable to provide updates/status information over the phone, by fax, or by e-mail. The vendor should obtain current information or posted documents regarding this solicitation by visiting our web site at www.altamonte.org (Click on “Bid Info”; find solicitation on list; then Click on “Details”, “Planholders” or “Download/Order”).

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.

INSURANCE REQUIREMENTS

Insurance Requirements shall be at least as broad as required herein. The minimum Insurance Requirements Coverage and limits required does not in any way represent or imply the minimum Insurance Coverage required is sufficient to cover the contractor’s obligation under this agreement. Applicable endorsements are required to be submitted with the Certificate of Insurance. A complete copy of all policies maybe requested for review prior to approval by City’s Risk Manager.

All subcontractors of the contractor are contractually required to provide the same coverage for the City and must provide Certificates of Insurance as proof.

Officer Exemption / Election to be Exempt A Certificate/Notice of Election to be Exempt from Florida Workers’ Compensation Law applies only to the specific corporate officer(s) identified on the certificate and does not exempt the business from securing workers’ compensation coverage for non-exempt employees. Exemptions are issued to corporate officers and members of limited liability companies, not to the business entity. Accordingly, the City will not accept an exemption certificate as proof of workers’ compensation coverage for employees. Subcontractors claiming an officer exemption must provide a copy of the applicable exemption certificate to the Contractor as required by law. Pursuant to F.S. 440.10(1)(a), (b), and (c), contractors who sublet work 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.

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

General Requirements: Insurance shall be at least as broad as required herein. The minimum coverages and limits required does not in any way represent or imply that such limits are sufficient to cover the contractor’s obligations under this agreement. Applicable endorsements are required to be submitted with the Certificate of Insurance. A complete copy of all policies maybe requested for review prior to approval by City’s Risk Management Division.

Subcontractors: Contractor shall require all subcontractors to maintain insurance meeting the same requirements contained herein and shall obtain and provide Certificates of Insurance (COIs) evidencing such coverage upon request.

Contractor is responsible for ensuring subcontractor compliance.

Workers’ Compensation and Employer’s Liability

• Workers Compensation: Florida Statutory limits

• A Waiver of Subrogation in favor of the City shall be provided where permitted by law and commercially available.

• Employer’s Liability: Not less than $500,000 each accident; $500,000 each employee (disease); $500,000 disease policy limit.

Commercial General Liability (CGL) Required Minimum Limits:

• $1,000,000 Each Occurrence

• $2,000,000 General Aggregate

• $1,000,000 Products & Completed Operations Aggregate

• $1,000,000 Personal & Advertising Injury

• Additional Insured: City of Altamonte Springs shall be named as Additional Insured (or provide automatic status when required by written contract) on a primary and non-contributory basis in favor of the City.

• Acceptable Endorsements (ISO or equivalent):

Ongoing Operations: CG 20 10, CG 20 26, CG 20 33 or CG 20 38 Waiver of Subrogation: CG 24 04 or CG 24 53

• Contractual liability coverage and the definition of an “insured contract” shall not be modified or deleted within the policy.

Commercial Auto Liability

• Required Minimum Limits: $1,000,000 Combined Single Limit per occurrence

• Auto Liability shall cover owned, hired and non-owned vehicles for bodily injury and property damage.

• Additional Insured: City of Altamonte Springs shall be named as Additional Insured (or provide automatic status when required by written contract) on a primary and non-contributory basis in favor of the City.

• Acceptable Endorsements (ISO or equivalent):

Primary and Non-contributory: CA 04 49 Waiver of Subrogation: CA 04 43 or CA 04 44

Garage Keepers (GKL)

• Required Minimum Limits: $250,000 per vehicle / $500,000 per occurrence or location

• Garage keepers Liability coverage, shall include comprehensive and collision coverage, for vehicles in the

Contractor’s care, custody, or control,

• Coverage shall apply on a direct primary basis where available. Any deductible or self-insured retention shall be the sole responsibility of the Contractor and shall not be passed on to the City.

TECHNICAL SPECIFICATIONS

1. GENERAL:

The City of Altamonte Springs (“City”) desires to procure a qualified vendor to furnish materials, print and install graphics to City vehicles and equipment. The City desires to purchase goods and services on an as needed when needed basis throughout the term of the Contract(s).

2. EFFECTIVENESS AND DURATION

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

1) Term Contract / Annual Renewal Terms

(a) The agreement(s) resulting from this Solicitation will be for recurring purchase, as needed throughout the term of the Contract.

(b) Initial Period: the period of agreement will be one (1) year from Contract award date.

(c) Renewal Period: Terms and conditions may be renewed for four (4) additional one-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. However, the Contractor will not be authorized to exercise this revised price option during the initial term.

(d) Either party may cancel this agreement, either in whole or in part, by giving at least forty-five (45) days prior notice in writing. However, the Contractor will not be authorized to exercise this cancellation option during the first ninety (90) days of the agreement.

3. 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.

4. 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.

5. RIGHT TO CANCEL/TERMINATE

A. City reserves the right to terminate the contract is order in whole or in part for default if Vendor 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 Vendor. City shall pay Vendor 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 THIS 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. 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 destination. Variations in materials or services from those specified in this order must not be made without written authority from the City’s Procurement Division. Material rejected will be returned at the Vendor'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 City’s Procurement Division.

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.

PATENT/COPYRIGHT HOLD HARMLESS

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

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.

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, VENDOR IS TO PREPAY SHIPPING CHARGES AND ADD TO INVOICE. Delivery must actually be affected within the time stated on Purchase Order. The City reserves the right to cancel this order and purchase elsewhere if the Vendor fails to meet the delivery date specified on the Purchase Order. Deliveries shall be made between 7:30 a.m. and 4:30 p.m. Monday through Friday except holidays, unless otherwise stated. In case of default by the Vendor, the City may procure the articles or services covered by this order from other sources and hold the Vendor responsible for any additional cost occasioned thereby.

MATERIAL SAFETY DATA SHEET

The Vendor 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 Vendor 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.

Vendor 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 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.

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

Important Read Carefully: Terms and conditions on City’s solicitation documents, contracts, and/or purchase orders 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 vendor. 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. Vendors 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 City of Altamonte Springs http://www.altamonte.org/pdfs/POFORM-Sample%20(Void).pdf

CONFLICT OF INTEREST STATEMENT FORM

A. I am the of with a local office in [Insert Title] [Insert Company Name] and principal office in _.

B. The entity hereby submits an offer to RFQ-26-081, titled Vehicle Graphics.

C. The AFFIANT has made diligent inquiry and provided the information in this statement affidavit based upon its full knowledge.

D. The AFFIANT states that only one submittal for this solicitation has been submitted and tendered by the appropriate date and time and that said above stated entity has no financial interest in other entities submitting a proposal for the work contemplated hereby.

E. Neither the AFFIANT nor the above named entity has directly or indirectly entered into any agreement, participated in any collusion or collusive activity, or otherwise taken any action which in any way restricts or restraints the competitive nature of this solicitation, including but not limited to the prior discussion of terms, conditions, pricing, or other offer parameters required by this solicitation.

F. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise prohibited from participation in this solicitation or any contract to follow thereafter by any government entity.

G. Neither the entity nor its affiliates, nor anyone associated with them, have any potential conflict of interest because and due to any other clients, contracts, or property interests in this solicitation or the resulting project.

H. I hereby also certify that no member of the entity’s ownership or management or staff has a vested interest in any City Division/Department/Office.

I. I certify that no member of the entity’s ownership or management is presently applying, actively seeking, or has been selected for an elected position within City of Altamonte Springs government.

J. In the event that a conflict of interest is identified in the provision of services, I, the undersigned will immediately notify the City in writing.

By the signature(s) below, I/we, the undersigned, as authorized signatory to commit the firm, certify that the information as provided in, Conflict of Interest Statement Form, is truthful and correct at the time of submission.

AFFIANT SIGNATURE

Typed Name of AFFIANT

Title

STATE OF

COUNTY OF

The foregoing instrument was executed before me this day of , 20 , by as of , who personally swore or affirmed that he/she is authorized to execute this document and thereby bind the Corporation, and who is personally known to me OR has produced as identification.

(stamp)

NOTARY PUBLIC, State of

NON-COLLUSION/LOBBYING CERTIFICATION

FORM

A. This sworn statement is submitted with Invitation to Bid, or Contract Number RFQ-26-081, titled Vehicle Graphics.

B. This sworn statement is submitted by whose business address is [Name of entity submitting sworn statement] and (if applicable) its Federal Employer Identification Number (FEIN) is (If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement: .

C. My name is and my relationship to the above is

[Please print name of individual signing]

D. NON-COLLUSION PROVISION CERTIFICATION.

The undersigned hereby certifies, to the best of his or her knowledge and belief, that on behalf of the person, firm, association, or corporation submitting the bid certifying that such person, firm, association, or corporation has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action, in restraint of free competitive bidding in connection with the submitted bid. Failure to submit the executed statement as part of the bidding documents will make the bid nonresponsive and not eligible for award consideration.

E. LOBBYING CERTIFICATION.

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

1. No Federal and/or City appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence either directly or indirectly an officer or employee of the City, City Council Member of Congress in connection with the awarding of any City Contract.

2. If any funds other than Federal and/or City appropriated funds have been paid or will be paid to any person for influencing or attempting to influence a member of City Council or an officer or employee of the City in connection with this contract, the undersigned shall complete and submit Standard Form-L “Disclosure Form to Report Lobbying”, in accordance with its instructions.

By the signature(s) below, I/we, the undersigned, as authorized signatory to commit the firm, certify that the information as provided in, Non-Collusion/Lobbying Certification Form, is truthful and correct at the time of submission.

AFFIANT SIGNATURE

Typed Name of AFFIANT

Title

STATE OF

COUNTY OF

The foregoing instrument was executed before me this day of , 20 , by as of , who personally swore or affirmed that he/she is authorized to execute this document and thereby bind the Corporation, and who is personally known to me OR has produced as identification.

(stamp) NOTARY PUBLIC, State of _________________________

CERTIFICATION REGARDING DEBARMENT,

SUSPENSION, INELIGIBILITY AND VOLUNTARY

EXCLUSION

Contractor Covered Transactions

(1) The prospective subcontractor of The City of Altamonte Springs (“Recipient”), __________________________________, certifies, by submission of this document, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any Federal Department or Agency.

(2) Where the Sub-Recipient’s subcontractor is unable to certify to the above statement, the prospective contract shall attach an explanation to this form.

CONTRACTOR NAME

By:

Signature

Name and Title

Street Address

City, State, Zip

Date

HUMAN TRAFFICKING AFFIDAVIT

HUMAN TRAFFICKING AFFIDAVIT

Instruction: “Contractor,” defined as any person or nongovernmental entity seeking to engage in business with the City of Altamonte Springs (“City”), must complete the following form.

The undersigned, on behalf of Contractor, hereby attests as follows:

A. Contractor understands and affirms that Section 787.06(13), Florida Statutes, prohibits the City from executing, renewing, or extending a contract to entities that use coercion for labor or services.

B. Contractor hereby attests, under penalty of perjury, that Contractor does not use coercion for labor or services as defined in Section 787.06(2), Florida Statutes.

I, the undersigned, am an officer or representative of the nongovernmental entity named below, and hereby represent that I: make the above attestation based upon personal knowledge; am over the age of 18 years and otherwise competent to make the above attestation; and am authorized to legally bind and make the above attestation on behalf of the Contractor. Under penalties of perjury, I declare that I have read the forgoing document and that the facts stated in it are true. Further Affiant sayeth naught.

Contractor:

Authorized Signature: Date: Printed

Name:

Title:

STATE OF COUNTY OF

The foregoing instrument was acknowledged before me by means of ☐ physical presence or ☐ online notarization, this day of , 20 , by , as on behalf of the company/corporation. They ☐ are personally known to me or ☐ have produced as identification.

Signature of Notary Public

Name of Notary Typed, Printed or Stamped My Commission Expires:

EXHIBIT "A"

PUBLIC RECORDS REQUIREMENTS

- CONTRACT FOR SERVICES

Due to the State of Florida legislation for contract for services entered into or amended on or after July 1, 2016 the below language is hereby added as Exhibit “A”.

For purposes of this Exhibit “A”, “Contractor” shall mean any individual, partnership, corporation, or business entity that enters into a contract (however titled) for services with the City of Altamonte Springs and is acting on behalf of Altamonte Springs, whether the Contract, Purchase Order, Solicitation, Agreement or otherwise names Contractor as a Contractor, Vendor, Consultant, Provider, Sponsor, or any similar other title.

The City of Altamonte Springs 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.

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, 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 225 Newburyport Avenue Altamonte Springs, Florida 32701 (407)571-8122 AApperson@altamonte.org

G. The Contractor acknowledges that the City of Altamonte Springs cannot and will not provide legal advice or business advice to Contractor with respect to its obligations pursuant to this section related to public records. The Contractor further acknowledges that it will not rely on the City of Altamonte Springs 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.

Exhibit A Public Records Requirements 2026