Roof_Repair,_Maintenance_and_Inspections.pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

INVITATION FOR BID (IFB)

IFB26-0299

ROOF REPAIR, MAINTENANCE AND INSPECTIONS

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

INVITATION FOR BID (IFB)

ROOF REPAIR, MAINTENANCE AND INSPECTIONS

TABLE OF CONTENTS

1. INTRODUCTION

2. GENERAL INFORMATION

3. SUBMITTALS

4. SCOPE OF WORK

5. STANDARD TERMS AND CONDITIONS

6. SPECIAL TERMS AND CONDITIONS

7. ELECTRONIC PRICING FORM(S) INSTRUCTIONS

8. VIRTUAL OPENING

9. VENDOR QUESTIONNAIRE / ATTACHMENTS

Attachments:

A - Exhibit 1 Roof Inspection & PM Building List 2026

Roof Repair, Maintenance and Inspections

1. INTRODUCTION

1.1. Summary

The intention of this solicitation is for the contractor to perform all work necessary to complete each project as assigned by the City. The services shall include Inspections, preventive maintenance, and repairs of roofing systems at City owned facilities on an as-needed basis.

1.2. Contact Information

Direct all questions and inquiries to the following:

Silvia Coste

Senior Purchasing Agent

400 South Orange Ave

Orlando, FL 32801

Email: silvia.coste@orlando.gov

Phone: (407) 246-2216

Department:

Facilities Management

1.3. Timeline

Issue Date March 9, 2026

Pre-Bid Conference (Non-

Mandatory)

March 19, 2026, 10:00am

A Non-Mandatory Pre-Bid (MS Teams)

Teleconference will be held, March 19, 2026 at 10:00 a.m., the conference line number is 321-247-7568, ID:666183582#.

You must press the # key immediately after entering the id number.

https://teams.microsoft.com/meet/2454573

485516?p=5agW14dBM49NLSbxdF

Cut-off date for Questions by

Bidder

March 26, 2026, 5:00pm mailto:silvia.coste@orlando.gov tel:(407)246-2216 https://teams.microsoft.com/meet/2454573485516?p=5agW14dBM49NLSbxdF https://teams.microsoft.com/meet/2454573485516?p=5agW14dBM49NLSbxdF

Bid Due Date and Time April 9, 2026, 2:00pm

Join the virtual meeting:

a. This is the public link: https://orlando-gov.zoom.us/j/82206261917

b. Call in number: +1 305 224 1968

c. Webinar ID: 82206261917 https://orlando-gov.zoom.us/j/82206261917 https://orlando-gov.zoom.us/j/82206261917

2. GENERAL INFORMATION

2.1. SOLICITATION INFORMATION

The City’s Procurement and Contracts Division is the official source to obtain information relating to City of Orlando procurements. It is incumbent on the Respondent to obtain current response/submittal and award information prior to and after the scheduled opening date of a solicitation. Information is updated as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a solicitation. You may obtain award and other solicitation information in a variety of ways, such as:

• Solicitation documents are available for download from the City's e-Procurement

Portal ("Portal"):

You may access solicitation information by visiting the City’s Portal by clicking on the following link: https://procurement.opengov.com/portal/orlando

• You may also contact the Procurement and Contracts Division at (407) 246-2291 or visit us during normal business hours, to obtain award information and other documents at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Please remember, email notification is provided as a courtesy to our Respondents, but it is the Respondent's responsibility to check with the City of Orlando’s Portal at:

https://procurement.opengov.com/portal/orlando for current solicitations and other procurement information.

We appreciate your interest in doing business with the City of Orlando.

2.2. CONTRACT TERM

It is the intent of the City to award a Contract for a three (3) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be renewed for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of seventy-two (72) months.

2.3. SCHEDULE

The Timeline Section of this solicitation contains the scheduled calendar of events with important dates and times for this Solicitation. Dates and times are subject to change by the City’s Chief Procurement Officer (CPO) or designee, at their sole discretion. If the

Procurement and Contracts Division determines that it is necessary to change these https://procurement.opengov.com/portal/orlando https://procurement.opengov.com/portal/orlando dates or times prior to the Solicitation Due Date, the change will be announced via an addendum.

2.4. PRE-SOLICITATION CONFERENCE

The purpose of a Pre-Solicitation Conference is to review and discuss the solicitation (and any addenda) as published. A representative from the Procurement and Contracts

Division and a technical representative from the using department will be present to discuss the solicitation.

3. SUBMITTALS

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-procurement Portal by the Due Date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence. Respondents are expected to examine this solicitation, specifications, associated drawings, if any, and all instructions. Failure to do so will be at the

Respondent's risk.

Each Respondent shall furnish the information required on each response/submittal form and each accompanying sheet thereof on which an entry is made.

The following items must be completed and uploaded as part of your electronic submittal and are contained in the Vendor Questionnaire Section. Failure to complete and return required forms may result in your bid being deemed non-responsive and not considered for award.

A. Pricing - All prices shall be entered online through the City's e-Procurement portal.

B. Attachment A - References. This form must be downloaded, completed, and uploaded as a part of the submittal.

C. Attachment B - Respondent's Certification Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

D. Attachment C - Contract and Acceptance Form. This form must be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

E. Attachment D - Conflict of Interest Disclosure Form. This form must be downloaded, completed, signed, and uploaded as a part of the submittal.

F. Attachment E - Confidential and/or Proprietary Information Exemption Form.

This form must be downloaded, completed, signed, scanned, and uploaded as a part of the submittal.

G. Attachment F - Human Trafficking Affidavit. This form should be downloaded, completed, signed, notarized, and uploaded as a part of the submittal.

H. Attachment G - Veteran Business Enterprise Participation Form. This form must be downloaded, completed, and uploaded as a part of the submittal.

I. Copy of Respondent's current W-9 is to be signed and uploaded as part of the submittal.

J. Bid Security, if applicable.

K. Proof of Insurance - If applicable, please refer to Section 5 - Insurance

Requirements.

Respondents shall register on the City’s e-Procurement Portal. Once registered, Respondents may view and click "Follow" to be a Prospective Respondent for this solicitation and will appear on the Follower’s list. Respondents that fail to Follow this project will not receive automated Addenda notifications, nor will they be able to submit a response in the Portal, and therefore will be unable to participate, nor be considered for this solicitation. Respondents must click “Draft Response” to properly begin and submit a response in the Portal.

The City will accept responses to this solicitation electronically via the e-Procurement

Portal until 2:00 PM on Thursday, April 9, 2026. Responses received after the scheduled due date and time for submission will not be accepted. Responses submitted in any other format other than via the City's e-Procurement Portal, including but not limited to, hard copy (mailed or hand delivered), facsimile, or emailed submittals, will not be accepted, nor considered. The scheduled due date and time for submission will be scrupulously observed.

Neither the City, nor the Software Administrator will be held responsible for untimely submissions due to personal or company internet or hardware limitations, settings or restrictions, internet speed, power outage, network connection, use of a malfunctioning electronic device, or the like. Respondents shall be solely responsible for ensuring the capability of their computer system while responding to this solicitation, and for the stability of their internet service. Uploading large documents may take significant time depending on the size of the file(s) and the Internet connection speed that the

Respondent is using to submit a response. Failure of the Respondent to successfully submit an electronic response before the deadline indicated herein shall be at the

Respondent’s sole risk, and no relief will be given for late and/or improperly submitted response. Once file(s) have been uploaded and the Submission Status shows as

“Submitted” the submission is complete. At that point, the Respondent will also receive an email confirmation from the Portal.

Respondents may withdraw their submittal electronically via the Portal at any time prior to the scheduled due date and time for submission.

4. SCOPE OF WORK

4.1. General Description

The CONTRACTOR shall perform all work necessary to complete each project as assigned by the CITY. The services shall include inspections, preventive maintenance, and repairs of roofing systems at CITY owned facilities on an as-needed basis. This Agreement established unit pricing for work to be performed as requested by the CITY and/or as outlined herein.

1. Typical work can include working both pitched and flat roofs and typically covers all types of roofing systems; including but not limited to:

a. Asphalt

b. Single Ply Plastic Membrane

c. Membrane (all others)

d. Built-up

e. Modified Bitumen

f. Metal Roofing (all kinds)

g. Tiles (all kinds)

h. Wood Shingles/Shakes

i. Fiberglass Shingles

2. The CONTRACTOR shall be a certified installer throughout the term of this Agreement for the following manufacturers and shall provide to the CITY proof of certification upon request by the CITY.

a. Siplast

b. Johns Manville

c. Polyglass USA

d. Soprema

e. Garland Company

f. GAF

g. Fiber Tite

3. The CITY will, as needed identify the work that needs to be performed and request the CONTRACTOR to submit an estimate which shall at a minimum include the following:

a. Hourly labor rates for each required worker and number of hours required per classification.

b. The total cost of the project; and

c. A signed statement confirming that the CONTRACTOR has visited the project work site prior to preparing the estimate and is thoroughly familiar with the site and the scope of services required.

4. The CONTRACTOR must be reachable by telephone twenty-four (24) hours per day, seven (7) days per week and respond to all calls as herein provided. The CONTRACTOR shall provide a description of its procedure for receiving and dispatching service work orders for all routine and after-hours trouble calls upon request by the CITY. The CONTRACTOR shall provide on-site communication devices to assure prompt communication between its assigned employees, and their dispatcher, and/or the CITY Representative.

5. Any changes agreed upon between the CITY and the CONTRACTOR shall be documented and a change order issued and signed by both parties.

6. Routine preventive maintenance and service shall include all mobilization, labor, materials, supplies, equipment, permits, and necessary services to complete the services as assigned.

7. All services shall be coordinated through the CITY's Facilities Representative, or a designee thereof. Should the CONTRACTOR be called by someone other than the Facilities Representative, the CONTRACTOR shall notify the CITY Representative prior to reporting to the requested location.

8. In the event the CONTRACTOR is called out to inspect a leaking roof that will not be completely repaired immediately, the CONTRACTOR shall make every effort to apply a temporary remedy to protect the building and its contents until such time as a permanent repair can be made in accordance with the terms hereof.

9. Hourly rates paid to the CONTRACTOR shall start upon arrival at the job site and end upon departure from the site. This hourly rate shall be used as required by the CITY for the services specified, as well as unforeseen labor needs not otherwise addressed.

a. The CONTRACTOR's hourly rate shall include full compensation for labor, equipment uses, travel time, and any other costs (including overhead) to the CONTRACTOR. The rate is straight time for all labor except as otherwise noted herein.

10. All expenses incurred by the CONTRACTOR in order to provide the estimate shall be borne by the CONTRACTOR and will not be reimbursed by the CITY.

11. The CONTRACTOR guarantees its applications against actual leakage resulting directly from faulty workmanship and/or materials for a period of one (1) year. This is in addition to any guarantees and/or warranty given by the manufacturer of the roofing materials used.

12. No work shall be performed without prior written authorization by the CITY.

13. Repairs shall not exceed $1,000 without approval from CITY Representative.

4.2. Availability, Work Hours and Response Time

1. The CONTRACTOR shall have personnel available to the CITY for all days covered in the contractual period. The CONTRACTOR's availability cannot be waived by notification.

2. The CONTRACTOR shall be available during normal business hours, defined herein as Monday through Friday from 7:00 A.M. to 5:00 P.M.;

within twenty four (24) hours to meet with CITY personnel to discuss problems, and within two (2) hours for emergencies.

3. Standard working hours are defined herein as Monday through Friday from 7:00 A.M. to 5:00 P.M. No work shall proceed outside these hours, nor shall any non-standard hourly pricing be charged by the CONTRACTOR without prior written approval of the CITY's Representative.

4. Non-Standard working hours are defined herein as Monday through Friday from 5:01 P.M. through 6:59 A.M., weekends, and CITY observed holidays.

5. The CONTRACTOR shall respond within twenty four (24) hours for straight-time work and two (2) hours for over- time /emergency work.

4.3. Security and Identification of Assigned Pesonnel

1. Background Checks: At the sole discretion of the CITY, background checks may be required for any personnel assigned by the CONTRACTOR. For personnel assigned to work at the Orlando Police Department, background checks are mandatory and shall be completed prior to commencement of services at this facility. For other CITY facilities, the CONTRACTOR will be notified if background checks are required. In the event background checks are required, the following conditions apply:

a. All costs associated with background investigations shall be the sole responsibility of the CONTRACTOR, and shall not be reimbursed by the CITY.

b. The CITY will have the right to request any additional investigative background information including but not limited to; the employment record, training records, payroll records, position for which hired.

Upon request by the CITY, the CONTRACTOR shall furnish in writing, such information to the extent allowed by law, prior to commencement of services.

c. The CITY reserves the right to conduct its own investigation of any employee of the CONTRACTOR.

d. When required, background checks for the CONTRACTOR's personnel must be approved by the CITY prior to working in any CITY facility.

e. Due to the time required to process background checks, CONTRATOR should allow 1-2 weeks' turn-around time for new requests to be completed. The CITY will endeavor to notify the CONTRACTOR as soon as possible whenever a work assignment requires background checks to be performed prior to commencement.

f. The CITY will inform the CONTRACTOR of background check results.

2. Upon termination or transfer of any employee of the CONTRACTOR working under the awarded Agreement, the CONTRACTOR shall immediately notify the CITY's Representative, in writing, of such termination or transfer.

3. The CONTRACTOR shall report the arrest of any employee working under the terms of the awarded Agreement to the CITY's Representative within twenty-four (24) hours of the arrest, or knowledge of the arrest. It shall be subject to the approval of the CITY Representative, whether the employee shall continue to work at the CITY locations within the awarded Agreement.

4. The CONTRACTOR shall remove from the CITY premises any of its employees, its agents or subcontractors, who, in the opinion of the CITY's Representative, do not perform the services in a proper manner, or does not comply with the rules, and regulations of the CITY. The CONTRACTOR shall, in no way, interpret such removal to require dismissal, or other disciplinary action of the employee. The CITY's Representative will request that anyone suspected of working under the influence of alcohol, or controlled substances be removed from the workplace. The CONTRACTOR shall establish, implement, and maintain procedures, and, controls to ensure that its employees comply with all applicable provisions of the award, all site rules, and practices of the CITY.

5. The CONTRACTOR shall not use employees of any temporary help-type employment agencies to supplement its work force working in CITY facilities for any reason. Only the CONTRACTOR's employees or authorized subcontractors shall be used to perform the required services of the awarded Agreement unless otherwise approved, in writing, by the CITY's Representative.

6. The CONTRACTOR shall prevent its employees from tampering with any owned items of CITY employees, or CITY owned property, or entering into any area unless required in the performance of the services.

7. The CONTRACTOR shall require all its employees and/or subcontractors have a shirt with a visible company logo and personal identification badge for each employee and/or subcontractor at all times.

8. The CONTRACTOR shall require all its employees and/or subcontractors to follow all applicable sign-in rules/guidelines associated with various buildings and/or as required by security staff.

4.4. Safety and Protection of Property

1. The CONTRACTOR shall at all times:

a. Initiate, maintain, and supervise all safety precautions, and programs in connection with its services, or performance of its operations under this award.

b. Take all reasonable precautions to prevent injury to employees, including CITY employees, and all other people affected by its operations.

c. Take all reasonable precautions to prevent damage or loss to property of the City of Orlando, or of other Awardees, consultants, or agencies, and shall be held responsible for replacing, or repairing any such loss or damage.

d. Comply with all ordinances, rules, and regulation standards that bear on the safety of persons, or property, or their protection from damage, injury, or loss. This includes but is not limited to:

i. Occupational Safety and Health Act (OSHA)

ii. National Institute for Occupational Safety & Health (NIOSH)

iii. National Fire Protection Association (NFP A)

2. During performance and until final acceptance, the Contractor shall be under an absolute obligation to protect the finished and unfinished work against any damage, loss, or injury. The Contractor shall take proper precautions to protect the finished work from loss or damage, pending completion and the final acceptance of the work included in the entire contract, provided that such precaution shall not relieve the Contractor from any and all liability and responsibility for loss or damag to the work occurring before final acceptance by the City. Such loss or damage shall be at the risk of and borne by the Contractor, whether arising from acts or missions of the Contractor or others. In the event of any such loss or damage, the

Contractor shall forthwith repair, replace and make good the work without extension of time therefor, except as may be otherwise provided herein.

3. The provision of this provision shall not be deemed as to create any new right of action in favor of third parties against the CONTRACTOR or the

CITY.

4.5. Materials Approval

1. All materials and supplies provided by the CONTRACTOR must be approved by the CITY's Facilities Supervisor prior to being used.

2. All materials to be used for the roofing repair shall be selected and installed in such a manner to be the most compatible, functional, and aesthetic materials with the existing roof system. All products used shall be free of asbestos.

3. All work and materials shall comply with any and all applicable laws, codes, and industry standards, as well as any and all recommendations and requirements of the applicable manufacturer.

4. The CONTRACTOR shall submit all invoices for materials to the CITY with the following information:

a. Invoice Number

b. Company Name

c. Bid/Contract Number

d. Purchase Order Number

e. Location and dates of service

f. Cost of items and extended price to reflect the total cost

4.6. Materials, Subcontractor Labor, Equipment Rental

1. Materials, subcontractor labor, and equipment rental shall be furnished by the CONTRACTOR as requested by the CITY; however, the CITY reserves the right to furnish materials to the CONTRACTOR.

2. Copies of invoices for these items shall be submitted with each invoice.

3. Subcontractors: If a sub-contractor is needed to complete work, the CONTRACTOR will have to get approval from the CITY's Facilities Supervisor. The CONTRACTOR will be held responsible for holding the subcontractor accountable to the same standards set forth in the awarded Agreement.

4.7. Delivery and Vehicle Operator License

1. Delivery of services shall be to the locations assigned by the CITY. The CITY reserves the right to add or remove sites to the awarded Agreement as needed.

2. The CONTRACTOR shall ensure that all vehicle operators have a valid operator's license for the type of vehicle being driven, prior to commencement of work.

4.8. Emergency Work Request

1. The CONTRACTOR shall, within two (2) hours of notice, meet the CITY's Facilities Supervisor or designee at the job site, review the scope of work and provide an estimate, and, in general, be responsive to the emergency request, once work authorization is given.

2. The CONTRACTOR shall remove all debris, garbage, equipment, and materials for the job site upon completion of the work.

3. All travel expenses, travel time, vehicle expenses, etc. incurred by the CONTRACTOR in order to provide an emergency work request quote shall be borne by the CONTRACTOR and will not be reimbursed by the CITY.

4.9. Facility Locations

A listing of the current facility locations owned by the CITY. The CITY reserves the right to add and/or remove locations to be serviced under the awarded Contract. See Exhibit “1”

4.10. Inspection Services

1. The CONTRACTOR shall provide roof inspections upon request by the

CITY.

2. Inspection services shall include, but not be limited to:

a. Visual and physical inspection of the roof, roof surface condition and support structure currently in place.

b. Inspection of the condition of the flashing systems, including but not limited to the metal edge system, base flashing on equipment and adjoining walls, counter-flashing and termination details, soil stacks and vents, and inspection of rooftop projections and penetration of equipment including but not limited to pitch pans, HVAC equipment, supports, skylights, roof drains, scuppers and access hatches.

c. Inspection for any type of water damages and/or mold/mildew growth.

d. Detection or identification of mold/mildew sources and implementation of preventive measures.

e. Contractor shall prepare a report on the expected lifespan of the current roof system.

3. The CONTRACTOR shall conduct the inspection at the fixed price established as a result of this solicitation. The fixed price shall include all labor, materials, tools, equipment and any other expenses. Compensation for repair parts is separately set forth in this contract. Materials which are in need of replacement shall be replaced in conjunction with each inspection upon approval from the CITY Representative.

4. These inspections shall be performed to meet per the product manufactures recommendations and the CONTRACTOR shall notify the CITY's Representative at least five (5) days prior to the inspections so that operational changes and arrangements for access can be made.

5. Upon completion of each of these inspections, the CONTRACTOR shall provide within ten (10) days of the inspection, a copy of the detailed report to the appropriate CITY Representative. Reports shall include photos of each location inspected and showing discrepancies found during inspections.

6. The CONTRACTOR shall maintain an accurate record for each facility inspected. This record shall be a cumulative account of inspections and any and all repairs and preventative maintenance performed. The record shall be updated at a minimum of once every twelve (12) months and submitted electronically to the appropriate CITY Representative. The CONTRACTOR shall provide this record in a format that has been approved by the CITY Representative. The record, once presented to the CITY, shall become the property of the CITY.

4.11. Clean-Up

1. The CONTRACTOR shall at all times keep the adjacent areas of the property free from rubbish and the accumulation of any waste materials. Trash and debris shall be cleaned daily or more often if requested by the CITY. Staged materials shall be organized and placed so they do not interfere with access to the property/building.

2. At the completion of the services, the CONTRACTOR shall remove all waste materials and rubbish from and about the job site, as well as all tools, equipment, machinery, surplus supplies, and materials, leaving the job site in a clean, ready to use condition. The CONTRACTOR shall not use trash receptacles on the CITY's premises without authorization.

3. All waste materials associated with these services shall be handled in accordance with all federal, state, and local regulations.

4. Any hazardous materials shall be disposed of as prescribed by law and the CONTRACTOR shall provide the appropriate certifications and records that verify an accredited hazardous material disposal company disposed of the materials.

4.12. Workmanship

1. The CONTRACTOR shall, and in addition to all other guarantees, be responsible for faulty labor or workmanship and shall promptly correct improper work, without cost to the CITY, within twenty-four (24) hours after receipt of notification of such faulty labor or workmanship. If the CONTRACTOR fails within twenty-four (24) hours to correct defects, the CITY shall be entitled to have such work remedied and the CONTRACTOR shall be fully liable for all costs and expenses reasonably incurred by the CITY. Payment in full or otherwise does not constitute a waiver of this guarantee. The guarantee period shall be effective for one (1) year after acceptance of the work by the CITY.

2. The CONTRACTOR shall conform to all federal, state, and other local government regulations during the performance of the services under this Agreement. Any fines levied due to inadequacies or failure to comply with any and all requirements shall be the sole responsibility of the CONTRACTOR. Any person found not in conformance with any laws, statutes, rules, or regulations will not be allowed on the job site. Continued violations by the CONTRACTOR constitute cause for immediate termination of this Agreement.

4.13. Time and Liquidated Damages

1. The CONTRACTOR shall not damage any property adjacent to, on or near, the site where repairs are being made. Any damage caused by the CONTRACTOR shall be the CONTRACTOR's sole responsibility and liability.

2. Any materials stored on property during roof repairs shall be the responsibility of the CONTRACTOR for any damaged or stolen materials.

3. Any pre-existing damage shall be reported immediately to the CITY Facilities Supervisor or his appointed Designee.

4. The CONTRACTOR acknowledges that time is of the essence to complete the work as required under its contract with the CITY. The CONTRACTOR agrees that all work shall be executed diligently and uninterrupted at such a rate of progress as will ensure full completion thereof within the contractually required time.

5. STANDARD TERMS AND CONDITIONS

5.1. COMMUNICATIONS; QUESTIONS REGARDING SPECIFICATIONS OR

SUBMITTAL PROCESS

A. All communication and contact regarding this solicitation shall be directed to the

Purchasing Agent referenced on the cover page of this solicitation.

B. To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract (or, if the solicitation is cancelled, upon cancellation of the solicitation).

1. Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement

Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a Respondent or potential

Respondent (or on a Respondent or potential Respondent's behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, or any other person or entity providing advice to the City related to this solicitation.

2. During the prohibited communication period, all contacts and communications regarding the solicitation by a Respondent, or potential Respondent, including their agents, representatives and others on their behalf, shall be directed to the City’s Procurement and Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s

Chief Procurement Officer.

3. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the

Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a Respondent or potential Respondent under the City’s Procurement Code.

C. Any questions by a Respondent relative to the interpretation of specifications or the submittal process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the

Procurement and Contracts Division ten (10) days prior to the date set for the receipt of submittals. Any interpretation made to prospective Respondent with respect to questions submitted prior to the cut-off date for questions to be answered prior to the submittal deadline will be expressed in the form of an

Addendum to the specifications which, if issued, will be conveyed to all prospective Respondents no later than five (5) days before the date set for receipt of submittals. Oral answers and written answers not answered in an

Addendum issued by the Procurements and Contracts Division will not be binding.

D. Openings shall be public, on the date and at the time specified on the

Solicitation, with the total submittal amount being read aloud. It is the

Respondents responsibility to assure that their submittal has been entered online no later than the due date and time of the opening. The Respondent's name and verification of bond submittal, if applicable, will be publicly announced aloud at the opening.

5.2. RESPONDENT QUALIFICATION

Submittals will be considered from Respondents who have adequate personnel and equipment and who are so situated as to perform prompt service or provide required goods. The City reserves the right to request information or conduct an inspection of the

Respondent's facility and equipment prior to the award of the contract.

Submittals will be considered only from Respondents which are regularly engaged in the business as described in this solicitation; with a record of performance for a reasonable period of time, which have sufficient financial support, equipment, and organization to ensure that they can satisfactorily execute the service if awarded a contract under the terms and conditions herein stated.

The terms "equipment and organization" as used herein shall be construed to mean a fully equipped and well established company in line with the best business practice in the industry and as determined by the City.

5.3. ALTERATIONS/CHANGES TO PRICE FORM(S)

Respondent shall not change or otherwise alter the quantity or unit designations on the

Price Form(s). The unit price and total extensions must correspond to these designations.

Each line item will be extended as indicated (quantity x unit price). The unit price shall prevail.

5.4. ADDENDA

It is the Respondent's responsibility to contact the Procurement and Contracts Division prior to submitting a response to ascertain if any Addenda have been issued, to obtain all such Addenda, and return executed Addenda with the response, if applicable. All addenda information will be posted on the City's website

(https://procurement.opengov.com/portal/orlando). The failure of a Respondent to submit acknowledgment of any Addenda that affects the price(s), is considered a major irregularity and will be cause for rejection of the response.

5.5. UNBALANCED PRICING

As determined by the City's Chief Procurement Officer in the CPO’s discretion, the City may consider a solicitation response irregular and reject it if any of the prices are excessively unbalanced (either above or below the amount of a reasonable response) to the potential detriment of the City. The City further reserves the right to require backup documentation from the respondent if, in the Chief Procurement Officer's opinion, the prices are, or appear to be, excessively unbalanced.

5.6. WITHDRAWAL

After opening, no changes in prices or other provisions shall be permitted. Respondents may withdraw or correct a submittal prior to the stipulated date and time for the opening of the Solicitation.

5.7. SELECTION/REJECTION OF OPTIONS

The City of Orlando reserves the right to select/reject options which are submitted, based on price and other considerations as deemed to be in the best interests of the City.

5.8. IRREVOCABLE OFFER

The submission of a response shall constitute an irrevocable offer to the City by the

Respondent for a period of ninety (90) days from the date of opening to provide the goods and services set forth in this solicitation upon the terms, conditions, and provisions of this solicitation, at the pricing set forth in the submittal.

5.9. QUANTITIES

The quantities for the items listed in this solicitation are estimated annual quantities for evaluation purposes only and should not be construed as representing actual quantities to be purchased. Moreover, it is understood by all Respondents that the City is not obligated to purchase any minimum or maximum amount during the life of a contract resulting from this solicitation.

5.10. RESPONDENT'S CERTIFICATION FORM

Each Respondent shall complete the "Respondent's Certification Form” included with this

Solicitation. The form should be acknowledged before a Notary Public with notary seal affixed on the document. The failure of a Respondent to include this document with their submittal will be cause for rejection of the submittal.

5.11. SUBMITTALS

Submittals shall be submitted utilizing the form(s) provided herein. All submittals shall be properly executed with all blank spaces filled in. The signatures of all persons signing https://procurement.opengov.com/governments/portal/orlando shall be in longhand. Erasures, interlineations, or other corrections shall be authenticated by affixing in the margin immediately opposite the correction the initials of a person signing the submittal. If the unit price and the total amount provided by a Respondent for any item are not in agreement, the unit price alone shall be considered as representing the Respondent's intention, and the totals shall be corrected to conform thereto.

5.12. INSPECTION, ACCEPTANCE, AND TITLE

Inspection and acceptance will be at destination unless otherwise stipulated. Title and risk of loss or damage to all items shall be the responsibility of the Respondent.

5.13. EXCEPTIONS TO TERMS AND CONDITIONS

When completing your submittal, do not attach any forms which may contain terms and conditions that conflict with those listed in the City’s solicitation document(s). Inclusion of additional terms and conditions, such as those which may be on your company’s standard forms, may result in your submittal being declared non-responsive.

5.14. SPECIFICATIONS

A. The specifications shown in the Invitation for Bid are intended to represent items of a quality level known to meet City’s requirements. While the City endeavors to promulgate written specifications that are accurate and nonrestrictive for submittal purposes, they may also reference an item by manufacturer’s name and model number. Respondents are cautioned that in the event of a discrepancy therein, such difference must be timely questioned in writing. Any written question must be received by the Procurement and Contracts Division at the address on the cover of this solicitation no later than ten (10) days prior to the opening.

B. If any proprietary, trade, brand, or manufacturers' name or part number is used herein in describing the required equipment or materials, it shall be understood to indicate the minimum standard of composition and quality desired, and shall not be construed to exclude equipment or goods that equals or exceeds the functional capability and quality of the named equipment. The City, in its sole discretion, shall determine whether equipment or goods are equivalent in capability and quality.

C. In cases where an item is identified by a manufacturer's name, trade name, catalog number, or reference, it is understood that the Respondent proposes to furnish the item so identified and does not propose to furnish an "EQUAL" unless the proposed "EQUAL" is definitely indicated therein by the Respondent. The reference to a name brand is intended to be descriptive but not restrictive and only to indicate to the prospective Respondent articles that will be satisfactory.

Submittals on other makes and catalogs will be considered provided each respondent clearly states in their submittal exactly what he proposes to furnish and forwards with their submittal a cut illustration or other descriptive matter which will clearly indicate the character of the article covered by their submittal.

The City hereby reserves the right to approve as an equal, or to reject as not being equal, any article the Respondent proposes to furnish which contains major or minor variations from the specification requirements but may comply substantially therewith. If no particular brand, model, or make is specified and if no data is required to be submitted with the submittal, the successful contractor after award and before manufacture or shipment may be required to submit working drawings or detailed descriptive data sufficient to enable the City to judge if such requirement of the specification is being complied with.

D. Respondents are strongly encouraged to submit equivalent equipment or materials for consideration during the question and answer period. If equivalent equipment or materials is proposed, indicate the manufacturer's name and model number for the equipment and include any literature or other explanation of the equipment's quality or performance with your submittal.

E. The equipment herein shall be new and shall be of the current production model.

If applicable, detailed equipment specifications for make and model offered shall be provided with submittal.

F. Respondents may be required, at no expense or liability to the City, to make available for test/demonstration, equipment equal in all aspects to the equipment quoted, and/or equal equipment that may be seen under operating conditions in the Central Florida area.

5.15. SILENCE OF SPECIFICATIONS

The apparent silence of these specifications or any supplemental specifications as to details or the omission from same of any detailed description concerning any point, shall be regarded as meaning that only the best commercial practices are to prevail and that only materials of first quality and correct type, size, and design are to be used. All workmanship shall be first quality. All interpretations of specifications shall be made upon the basis of this statement.

5.16. PRICES AND TERMS

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.

5.17. TAXES

The City of Orlando does not pay Federal excise and State sales taxes. Our tax exemption number is 85-8015427957C-9 and is also stipulated on all our Purchase Orders.

5.18. POLITICAL SUBDIVISIONS

Under Florida Law, prices contained in State Contracts shall be available to the City of

Orlando, who might wish to purchase under a State Purchase Contract. The City of

Orlando therefore reserves the right to purchase any commodities from a State Purchase

Contract if in the best interest of the City.

5.19. MISTAKES

Respondents are expected to examine the specifications, delivery schedules, prices, and all instructions pertaining to supplies and services. Failure to do so will be at the

Respondent's risk.

5.20. SAFETY STANDARDS

Unless otherwise stipulated in the Solicitation, all manufactured items and fabricated assemblies shall comply with applicable requirements of Occupational Safety and Health

Act and any standards thereunder.

5.21. MARKING

Each individual container shall be marked with the brand name of the product, quantity and the name and address of the manufacturer. Each shipping container shall include the name of the Respondent and must also clearly indicate the City of Orlando Purchase

Order Number and/or City Contract Number.

5.22. INVOICING AND PAYMENT

The Contractor shall be paid in accordance with Florida Statutes, upon submission of invoices to: AP_Invoices@orlando.gov or PO Box 4990, Orlando, FL 32802-4990.

Invoices are to be billed at the prices stipulated on the purchase order and/or as outlined in this solicitation. All invoices must show the Purchase Order Number and/or City

Contract Number.

5.23. DISCOUNTS

Respondents may offer a discount for prompt payment; however, such discounts shall not be considered in determining the lowest net price for evaluation purposes. Discounts will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the office specified, whichever is later.

Respondent is requested to offer price discount for prompt invoice payment. It is the policy of the City of Orlando to make payments of invoices in time to earn any offered discounts.

Discount time will be computed from the date of satisfactory delivery at place of acceptance or from receipt of correct invoice at the Accounts Payable Office, whichever is later.

mailto:AP_Invoices@cityoforlando.net

5.24. PROMPT PAYMENT ACT

Payment by the City shall be made in accordance with Sections 218.70. et sq. Florida

Statutes, Local Government Prompt Payment Act.

A. Proper Invoice

1. For purposes of billing submission and payment procedures, a "proper invoice" by a Contractor or other invoicing party shall consist of at least all of the following:

a. a description (including quantity) of the goods and/or services provided to the City (or a party on behalf of the City) reasonably sufficient to identify it

(or them);

b. the unit pricing, quantity and total amount due in accordance with the contract terms and conditions and applicable discount(s);

c. the full name of the Contractor or other party who is supplying the goods and/or services including a mailing address in case of a dispute and a mailing address for payment purposes (if they are different) and a telephone number;

d. the Purchase Order or contract number as supplied by the City; and

e. an identification by Division, Office or Department of the party(ies) to whom the goods were delivered or services provided.

f. Finally, in addition to all of the above, in order to be considered a proper invoice, it must be based on a proper delivery, installation, or provision of the goods and/or services to and acceptance by the City (or party on behalf of the City); the Contractor or other party who is supplying the goods and/or services has otherwise complied with all of the contract's terms and conditions and is not in default of any of them; and if the contract requires any subcontractors or other parties to be bound by similar other "flow-down" requirements that those requirements have been complied with.

B. Dispute Resolution

In the event a dispute occurs between a Contractor or other invoicing party ("invoicing party") and the City concerning payment of an invoice, the City Department, Office or

Division which has the dispute along with a representative of the City's Procurement and

Contracts Division and the invoicing party shall meet to consider the disputed issues. The invoicing party shall provide to the City such material and information as the City may reasonably require. Any such procedure shall be initiated by either party notifying the other in writing of a dispute and stating with specificity its nature. This procedure shall commence not later than forty-five (45) days, and be resolved not later than sixty (60) days, after the date on which the proper invoice was received by the City. Any decision by the City’s Chief Procurement Officer shall constitute the final decision of the City regarding these matters and shall be communicated in writing to the invoicing party within three business days after such decision. If no decision is rendered within the time period as set out above, then a decision against the invoicing party shall be deemed to have been issued.

5.25. INSPECTION OF PUBLIC RECORDS

Respondent may request copies of the solicitation records in person or by written request to the City Records and Archive Management Services located at 400 South Orange

Avenue, 2nd Floor, Orlando, Florida, 32801 or by calling (407) 246-2148. You may also email your request to records@orlando.gov. Pursuant to Florida State Statute Chapter

119.07, sealed submittals or replies are exempt from public inspection until such time as the City provides Notice of Intended Action or until thirty (30) days after opening, whichever is earlier.

5.26. IRREGULAR SUBMITTALS

Submissions made on documents other than the ones furnished by the Procurement and

Contracts Division may not be considered. Changes in phraseology, additions, or limiting provisions made on the Invitation for Bids may render the submittal irregular and may cause rejection. The City’s Chief Procurement Officer, however, has the authority to waive minor irregularities.

5.27. CONTINGENT FEES

The Respondent warrants that no City official or employee was paid a fee, commission, gift, or other consideration contingent upon receipt of an award for the services and/or supplies specified herein.

5.28. EVALUATION OF AWARD

The City reserves the right to award the Invitation for Bid to the responsive and responsible Respondent who submits the lowest submittal meeting specifications. For purposes of this solicitation, the determination of the responsive and responsible

Respondent submitting the lowest submittal shall be made after the application of all applicable programs and preferences established by the City, including but not limited to the City’s VBE preference. In determining whether a Respondent is responsible, the City reserves the right to consider matters such as, but not be limited to, quality offered, delivery terms, and service reputation of the Respondent.

5.29. AWARD OR REJECTION OF SUBMITTALS

The City’s Chief Procurement Officer reserves the right to accept any, all or part of any submittal, to waive minor irregularities, or to reject any, all or part of any submittal, and to advertise for new opportunities, as the interest of the City may require. The City’s Chief mailto:records@cityoforlando.net

Procurement Officer also reserves the right to reject the submittal of a Respondent who has previously failed to perform properly or complete on time contracts of a similar nature, or a submittal of a Respondent who investigation shows is not in a position to perform the contract. In determining responsibility, the following other qualifications, in addition to price, may be considered by the City’s Chief Procurement Officer:

A. The ability, capacity, and skill of the Respondent to perform the service required.

B. Whether the Respondent can perform the contract or provide the service promptly, or within the time specified, without delay or interference.

C. The character, integrity, reputation, judgment, experience, and efficiency of the

Respondent.

D. The quality of performance of previous contracts or services.

E. The previous and existing compliance by the Respondent with laws and ordinances relating to the contract or service.

F. The sufficiency of the financial resources and ability of the Respondent to perform the contract or provide the service.

G. The quality, availability, and adaptability of the supplies, or services, to the particular use required.

H. The ability of the Respondent to provide future maintenance and service for the use of the subject of the contract.

I. Whether the Respondent is in arrears to the City on a debt or contract or is a defaulter on surety to the City, or whether the Respondent's taxes or assessments are delinquent.

J. Such other…