For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/pembrokepines

SCHOOL BUS FLOOR

REPLACEMENT RE-BID

QUICK QUOTE # ED-2026-QQ-05

Issuance of Solicitation: Tuesday, August 18, 2026

Questions Due Date: Monday, August 24, 2026

Bid Submission Deadline: Thursday, September 3, 2026

THE CITY OF PEMBROKE PINES

PROCUREMENT DEPARTMENT

8300 SOUTH PALM DRIVE

PEMBROKE PINES, FLORIDA 33025

(954) 518-9020

Table of Contents

1. NOTICE

2. GENERAL PROJECT INFORMATION & TIMELINE

3. PURPOSE AND BACKGROUND

4. SCOPE OF WORK

5. PRICE PROPOSAL / BID TABLE

6. SUBMITTAL DOCUMENTS

7. INSURANCE REQUIREMENTS

8. SPECIAL TERMS & CONDITIONS

Attachments:

A - Purchase Order Terms and Conditions (Rev. 2026-06-30)

B - Sample Insurance Certificate

C - Standard Release of Lien

D - Specimen Contract - Construction Agreement

QQ # ED-2026-QQ-05 SECTION 1 - NOTICE Page 3

City of Pembroke Pines

SECTION 1 - NOTICE

Notice is hereby given that the City of Pembroke Pines is seeking quotes for:

QQ # ED-2026-QQ-05

School Bus Floor Replacement Re-Bid

Solicitations may be found on the City of Pembroke Pines website under the Procurement

Department at http://www.ppines.com/index.aspx?NID=667, and may be downloaded directly from the OpenGov platform at https://procurement.opengov.com/portal/pembrokepines.

For Technical Support, proposers can reach the OpenGov Service Desk between 7:00 am to 10:00 pm from Monday through Friday via the following methods:

o Chat (preferred method): Click the button in the lower right-hand corner of the portal.

o E-mail: procurement-support@opengov.com o Phone: 1 (650) 336-7167

If additional help is needed with downloading the solicitation package please contact the

Procurement Department at (954) 518-9020 or by email at purchasing@ppines.com. The

Procurement Department hours are between 7:00 am to 6:00 pm on Monday through Thursday and is located at 8300 South Palm Drive, Pembroke Pines, FL 33025.

Bidders shall submit all questions regarding this bid via the City's e-Procurement Portal, located at https://procurement.opengov.com/portal/pembrokepines. Please note the deadline for submitting questions. All answers will be posted on the City's e-Procurement Portal. Bidders may also click

“Follow” on this bid to receive an email notification when answers are posted. It is the bidder's responsibility to check the portal for updates. Only written responses issued through the OpenGov platform will be considered official for interpretations or clarifications.

Proposals will be accepted until 2:00 pm on Thursday, September 3, 2026, electronically at https://procurement.opengov.com/portal/pembrokepines/projects/290830.

http://www.ppines.com/index.aspx?NID=667 https://procurement.opengov.com/portal/pembrokepines mailto:procurement-support@opengov.com mailto:purchasing@ppines.com https://procurement.opengov.com/portal/pembrokepines/projects/290830

QQ # ED-2026-QQ-05SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 4

SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE

2.1 Project Timeline

This contract shall be for an initial 1-year period with two (2) additional 1-year renewal terms.

2.2 Tentative Schedule of Events

Issuance of Solicitation (Posting Date): August 18, 2026

Question Due Date: August 24, 2026, 12:00am

Issuance of Final Answers to Questions: August 27, 2026

Bid Submission Deadline: September 3, 2026, 2:00pm

2.3 Pre-Bid Meeting

This project will not have a pre-bid meeting.

2.4 Estimated Project Cost

$78,696

2.5 Grant/Federal Funding

Not applicable for this project.

2.6 Proposal Security/Bid Bond

A Proposal Security shall not be required for this project.

2.7 Payment and Performance Bonds

Payment and Performance Bonds shall not be required for this project.

2.8 Permit, License, Impact or Inspection Fees

With the exception of the City related permit, license, impact or inspection fees (including the

Building Department and Engineering Department Permit Fees), which will be waived for this project, the City does not anticipate any additional permit, license, impact or inspection fees for this project. Any related State or County fees, for the aforementioned permits, will be paid by the City.

In addition, the City shall cover the cost for any other permit fees related to external entities through the City’s Owner’s Contingency for this project, therefore proposers should not include permit costs in their total proposal price.

Furthermore, please note the City’s average time for a Contractor to apply for and receive an approved permit is 30 days; delays in this timeline caused by the Contractor’s failure to actively

QQ # ED-2026-QQ-05SECTION 2 - GENERAL PROJECT INFORMATION & TIMELINE Page 5 monitor the permit process and submit all required documentation in a timely manner, will count against the project’s contractual completion period.

QQ # ED-2026-QQ-05 SECTION 3 - PURPOSE AND BACKGROUND Page 6

SECTION 3 - PURPOSE AND BACKGROUND

3.1 Purpose

The City of Pembroke Pines is seeking quotes from qualified firms, to perform necessary flooring replacement on school buses owned by the City, in accordance with the terms, conditions, and specifications contained in this solicitation.

3.2 Background

Pembroke Pines, Florida, ranked as the eleventh largest city among the state's four hundred plus municipalities and the second largest in Broward County, maintains a welcoming small-town ambiance that resonates with its residents. Located conveniently in southwest Broward County, the city provides seamless access to major highways, employment centers, entertainment venues, parks, golf courses, and a diverse array of dining and shopping options.

With a population of approximately 170,000 residents spread across 32.68 square miles, Pembroke

Pines is renowned as one of the best cities to live in America. The city boasts 28 superior parks, lush landscaping, and a distinctive South Florida charm that contributes to its natural beauty. Notably recognized as 2024's Best Place to Raise a Family in Florida, and 2024's Best City of Hispanic

Entrepreneurs by WalletHub, Pembroke Pines also earned a place as the on Money Magazine's esteemed Best Places to Live list in 2014, as the sole Florida representative, ranking in at #32 in the nation.

Incorporated in 1960, Pembroke Pines is celebrated as a safe and desirable community, having received accolades such as the All-America City designation. The city's commitment to arts and culture, exceptional schools, diverse population, numerous parks, and forward-thinking approach in an ever-evolving world make it a standout destination.

Pembroke Pines is also the home to the largest municipal-run charter school system in the nation, serving over 6,000 students across five separate campuses. The City’s award-winning charter school system is located in the Broward County School District, which is the sixth largest school district in the nation.

QQ # ED-2026-QQ-05 SECTION 4 - SCOPE OF WORK Page 7

SECTION 4 - SCOPE OF WORK

4.1 General Scope

The Contractor shall provide all labor, materials, equipment, tools, supervision, transportation, disposal, and incidentals necessary to complete the removal and replacement of the existing interior flooring in City owned 2003 Blue Bird school bus.

Pricing is requested as a unit rate per bus. The City has an estimated 13 buses to be renovated and will award as many buses as the available budget allows.

The completed installation shall provide a durable, safe, slip-resistant, and cleanable interior floor suitable for continued use in a school bus/passenger transportation environment.

The Contractor shall field-verify all existing conditions, dimensions, material requirements, and mounting configurations prior to beginning work.

The work is to be completed at the Contractor’s location.

4.2 Removal and Preparation

• Carefully remove all existing passenger seats, seat frames/brackets, interior floor trim, transition pieces, access covers/panels, and any other components necessary to obtain complete access to the existing flooring.

• Retain and protect the existing passenger seats, seat frames/brackets, access covers/panels, and other components specifically identified for reuse.

• Remove and properly dispose of the existing floor covering and any deteriorated flooring materials.

• Remove and properly dispose of all existing interior floor trim, transition pieces, edge trim, molding, and similar flooring-related finishing materials. These materials shall not be reused.

• Remove and properly dispose of all existing bolts, nuts, washers, screws, fasteners, rivets, and similar attachment hardware removed as part of the work. Existing fastening hardware shall not be reused.

• Remove existing adhesives, debris, and other materials as necessary to expose and prepare the underlying subfloor.

• Exercise care during removal to prevent unnecessary damage to existing seats, seat frames/brackets, access panels, interior panels, wiring, structural components, and other equipment intended to remain.

• Protect all surrounding interior surfaces and equipment throughout the duration of the work.

4.3 Existing Hardware – No Reuse

QQ # ED-2026-QQ-05 SECTION 4 - SCOPE OF WORK Page 8

Existing installation and fastening hardware shall NOT be reused.

All existing bolts, nuts, washers, screws, fasteners, rivets, and similar attachment hardware removed as part of the work shall be discarded and replaced with new hardware during reinstallation.

The Contractor shall furnish all new hardware necessary to provide a complete installation. All new hardware shall:

• Be new and unused.

• Be of the proper size, type, grade, strength, and material for its intended application.

• Meet or exceed the specifications and load requirements of the original hardware.

• Be appropriate for automotive/passenger bus use and the component being secured.

• Include all new bolts, nuts, washers, screws, rivets, fasteners, and other attachment hardware necessary for the complete reinstallation of seats, brackets, access panels, flooring components, and related equipment.

• Be properly tightened, torqued, riveted, or otherwise secured as applicable to the specific installation.

The cost of all new hardware shall be included in the Contractor's base price. No separate or additional charge shall be permitted for standard replacement hardware required to complete the work.

4.4 Subfloor Inspection and Repair

Following removal of the existing flooring, the Contractor shall inspect the exposed subfloor and supporting floor structure for deterioration, water damage, corrosion, rust, rot, loose materials, or other deficiencies.

The Contractor shall:

• Remove deteriorated or damaged subfloor materials as necessary.

• Replace damaged subfloor sections with materials of equal or greater strength and thickness appropriate for school bus/passenger transportation applications.

• Address minor surface corrosion as necessary to provide a sound surface for installation.

• Properly secure all replacement subfloor materials.

• Ensure the completed subfloor is structurally sound, secure, level, smooth, and suitable for installation of the new flooring system.

QQ # ED-2026-QQ-05 SECTION 4 - SCOPE OF WORK Page 9

Any significant structural deterioration, corrosion, water damage, or other unforeseen condition discovered following removal of the existing flooring shall be documented with photographs and immediately reported to the City.

The Contractor shall not perform additional work outside the approved Scope of Work without prior written authorization from the City.

4.5 New Flooring Installation

The Contractor shall furnish and install new commercial/heavy-duty flooring suitable for school buses or comparable high-traffic passenger transportation applications.

It is the City's intent for the new flooring installation to replicate the original factory-style flooring as closely as reasonably possible. The Contractor shall use the existing floor as the basis for the new flooring layout, color scheme, pattern, placement, transitions, and overall appearance.

The new flooring shall:

• Match the existing/original flooring color or the closest commercially available equivalent.

• Replicate the original flooring layout and pattern as closely as reasonably possible.

• Maintain the general location, configuration, and appearance of any contrasting flooring sections, aisle areas, borders, transitions, or other design elements present in the existing floor.

• Maintain an overall finished appearance that is consistent with the original interior design of the bus rather than introducing a substantially different flooring layout or color scheme.

• Be designed for heavy passenger traffic.

• Provide a durable, slip-resistant walking surface.

• Be resistant to moisture, routine cleaning chemicals, dirt, and normal wear.

• Be securely installed in accordance with the flooring manufacturer's requirements and recommended installation procedures.

• Be installed without bubbles, loose areas, raised seams, exposed edges, or other conditions that could create a trip or safety hazard.

• Be properly fitted around wheel wells, seat mounting locations, access panels, steps, and other existing interior components.

• Include all required adhesives, sealants, and other installation materials necessary to provide a complete installation.

• Be professionally finished at all edges, transitions, openings, and termination points.

QQ # ED-2026-QQ-05 SECTION 4 - SCOPE OF WORK Page 10

Prior to removal of the existing flooring, the Contractor shall document the existing floor layout, pattern, color scheme, transitions, and other relevant design characteristics as necessary to accurately replicate the original configuration during installation.

If the exact original flooring material, color, pattern, or configuration is no longer commercially available due to the age of the vehicle, the Contractor shall provide the closest available match that maintains the overall appearance and layout of the original flooring.

The Contractor shall submit flooring material, color, pattern, and any proposed deviation from the existing floor layout to the City for review and approval prior to installation. No significant change to the original flooring layout, color scheme, or overall appearance shall be made without prior City approval.

4.6 Reinstallation of Existing Seats and Components

The Contractor shall reuse and reinstall the existing serviceable:

• Passenger seats

• Seat frames and brackets

• Access covers/panels

• Other existing components removed solely to facilitate the flooring replacement, unless specifically identified within this Scope of Work as requiring replacement

Existing seats and brackets shall be returned to their original locations and mounting points unless otherwise directed by the City.

Existing interior floor trim, flooring transition pieces, edge trim, molding, and similar flooring-related finishing materials shall NOT be reused.

The Contractor shall furnish and install new interior floor trim, transition pieces, edge trim, molding, and other flooring-related finishing materials necessary to provide a complete installation.

All new flooring trim and transition materials shall be suitable for use in a school bus/passenger transportation environment and shall be properly fitted and securely installed.

All reused seats, brackets, access panels, and other components shall be reinstalled using new bolts, nuts, washers, screws, fasteners, rivets, and other required attachment hardware.

Existing fastening hardware shall not be reused under any circumstance.

The Contractor shall ensure that:

• All passenger seats and seat brackets are securely mounted.

• Original seat mounting locations are maintained where applicable.

• New flooring does not interfere with or compromise existing seat mounting points.

QQ # ED-2026-QQ-05 SECTION 4 - SCOPE OF WORK Page 11

• All access panels and service openings remain accessible.

• All new interior floor trim, transitions, molding, and edge treatments are properly fitted and securely installed.

• All exposed flooring edges are properly finished and protected.

• No loose components, exposed fasteners, sharp edges, trip hazards, or other unsafe conditions remain following installation.

Any existing seat, bracket, access panel, or other component intended for reuse that is found to be damaged or unsuitable for continued service shall be brought to the City's attention prior to replacement.

Replacement of any component intended for reuse that will result in an additional cost to the City shall require prior written City authorization.

4.7 Final Inspection and Cleanup

Upon completion of the work, the Contractor shall:

• Remove all discarded flooring, old hardware, old interior floor trim, debris, packaging, and other waste generated by the work.

• Clean the interior of the bus and leave all affected areas in a clean and serviceable condition.

• Inspect the completed flooring for proper adhesion, fit, finish, seams, transitions, and workmanship.

• Verify that all seats, brackets, access panels, and other reusable components have been properly reinstalled.

• Verify that all required installation hardware has been replaced with new hardware.

• Verify that all seats and related components are properly and securely fastened.

• Verify that all new interior floor trim, transitions, molding, and edge treatments have been properly installed.

• Verify that the completed flooring layout, color scheme, and overall appearance are consistent with the approved materials and original floor configuration.

• Correct any deficiencies identified during the City's final inspection prior to acceptance.

The work shall not be considered complete until the City has inspected and accepted the finished installation.

4.8 Contractor Requirements

QQ # ED-2026-QQ-05 SECTION 4 - SCOPE OF WORK Page 12

All work shall be performed in a professional and workmanlike manner using materials, components, and hardware appropriate for a school bus/passenger transportation application.

The Contractor shall be responsible for field-verifying all dimensions, existing conditions, flooring requirements, mounting configurations, and hardware requirements prior to ordering materials or beginning work.

The Contractor shall take all necessary precautions to prevent damage to the vehicle and components not included for replacement within this Scope of Work.

Any damage caused by the Contractor during removal or installation shall be repaired or replaced by the Contractor at no additional cost to the City.

4.9 Warranty

The Contractor shall provide a warranty covering workmanship and all newly installed flooring, hardware, trim, transitions, and other materials furnished as part of the work.

Applicable manufacturer's warranty documentation shall be provided to the City upon completion.

Minimum one (1) year workmanship warranty.

4.10 Pricing

Pricing shall be all-inclusive and shall include, but not be limited to:

• All labor

• New flooring and installation materials

• Removal and disposal of existing flooring

• Subfloor preparation

• Removal and reinstallation of existing passenger seats and seat brackets

• Removal and reinstallation of reusable access panels/components

• All new bolts, nuts, washers, screws, fasteners, rivets, and related installation hardware

• All new interior floor trim, transition pieces, edge trim, molding, and related finishing materials

• Adhesives, sealants, and other required installation materials

• Equipment and tools

• Transportation

• Cleanup and disposal

• All other materials and incidentals required to provide a complete and finished installation

QQ # ED-2026-QQ-05 SECTION 4 - SCOPE OF WORK Page 13

The Contractor shall not assume the reuse of any existing bolts, nuts, washers, screws, fasteners, rivets, interior floor trim, transition pieces, edge trim, molding, or other flooring-related finishing materials when preparing its proposal.

Any unforeseen condition requiring work outside this Scope of Work shall be documented and submitted to the City for review and written authorization prior to proceeding with the additional work.

QQ # ED-2026-QQ-05 SECTION 5 - PRICE PROPOSAL / BID TABLE Page 14

SECTION 5 - PRICE PROPOSAL / BID TABLE

The vendor must provide their pricing electronically through the designated line items listed on the

Bid Sheet/Pricing Table via the City's e-Procurement portal on OpenGov.

Vendor Notes: The bid tables includes a “Vendor Notes” column for any additional comments regarding the requested line item(s). A comment is preferred in the “Vendor Notes” column. If the vendor does not need to submit any comments, they may leave it blank or enter N/A or similar.

Primary Responses: The initial Bid Table is for the primary responses so that the vendors can submit the requested goods and/or services.

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 Total Cost to Replace Flooring on

School Bus 1 Each

TOTAL

QQ # ED-2026-QQ-05 SECTION 6 - SUBMITTAL DOCUMENTS Page 15

SECTION 6 - SUBMITTAL DOCUMENTS

Bids must be submitted electronically at https://procurement.opengov.com/portal/pembrokepines on or before 2:00 pm on Thursday, September 3, 2026. Please note vendors should be registered on

OpenGov under the name of the organization that they are operating as and it should match the organization name on the documents that they are submitting and utilizing when responding to the solicitation. In addition, the vendor must complete the required documents in this section and provide any additional information requested throughout this solicitation. Any additional information requested in the solicitation should be scanned and uploaded. The City recommends for proposers to submit their proposals as soon as they are ready to do so. Please allow ample time to submit your proposals on the https://procurement.opengov.com/portal/pembrokepines website. Proposals may be modified or withdrawn prior to the deadline for submitting Proposals.

PLEASE DO NOT SUBMIT ANY PROPOSALS VIA MAIL, E-MAIL OR FAX.

Prospective proposers interested in responding to this solicitation are requested to provide all of the applicable information listed in this section. Submittals that do not respond completely to all of the requirements specified herein may be considered non-responsive and eliminated from the process.

Brevity and clarity are encouraged.

1 REFERENCE # 1

The minimum experience for this project is five (5) years. Provide specific examples of similar experience conducting licensed work of equal or similar scope of work, preferably delivered by the proposed team members. A minimum of 3 references should be from the last five years and should be capable of explaining and confirming your firm’s capacity to successfully complete the scope of work outlined herein. As part of the proposal evaluation process, the City may conduct an investigation of references, including a record check or consumer affairs complaints. Proposers’ submission of a proposal constitutes acknowledgment of the process and consent to investigate. The

City is the sole judge in determining Proposers qualifications. In this section you will have the ability to enter information for 5 different references including their contact details and specific project information.

Please note that the City prefers references who are not current employees of the City of Pembroke

Pines, as we generally do not contact our own employees for reference checks.

Proposers are advised to confirm that:

A. Each reference provided by the Respondent has up to date contact persons and contact information;

B. The contact person provided for each reference is someone who has personal knowledge of the Proposer's performance during the referenced project; and

C. The contact person for each reference has been contacted by the Proposer regarding this specific bid submittal and such person confirmed their willingness to serve as a reference.

https://procurement.opengov.com/portal/pembrokepines https://procurement.opengov.com/portal/pembrokepines/projects/290830/document?section=2800982

QQ # ED-2026-QQ-05 SECTION 6 - SUBMITTAL DOCUMENTS Page 16

1.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

1.2 Reference Contact Information - Reference's Business Address*

*Response required

1.3 Reference Contact Information - Reference's Contact Name & Title*

*Response required

1.4 Reference Contact Information - Reference's E-mail Address*

*Response required

1.5 Reference Contact Information - Reference's Phone Number*

*Response required

1.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

1.7 Project Information - Name of Contactor Performing the Work*

*Response required

1.8 Project Information - Name and location of the project*

*Response required

1.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

1.10 Project Information - Project Duration*

*Response required

1.11 Project Information - Completion (Anticipated) Date*

*Response required

1.12 Project Information - Size of Project*

*Response required

1.13 Project Information - Cost of Project*

*Response required

2 REFERENCE # 2

2.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

2.2 Reference Contact Information - Reference's Business Address*

QQ # ED-2026-QQ-05 SECTION 6 - SUBMITTAL DOCUMENTS Page 17

2.3 Reference Contact Information - Reference's Contact Name & Title*

2.4 Reference Contact Information - Reference's E-mail Address*

*Response required

2.5 Reference Contact Information - Reference's Phone Number*

*Response required

2.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

2.7 Project Information - Name of Contactor Performing the Work*

*Response required

2.8 Project Information - Name and location of the project*

*Response required

2.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

2.10 Project Information - Project Duration*

*Response required

2.11 Project Information - Completion (Anticipated) Date*

*Response required

2.12 Project Information - Size of Project*

*Response required

2.13 Project Information - Cost of Project*

*Response required

3 REFERENCE # 3

3.1 Reference Contact Information - Name of Firm, City, County or Agency*

*Response required

3.2 Reference Contact Information - Reference's Business Address*

*Response required

3.3 Reference Contact Information - Reference's Contact Name & Title*

*Response required

3.4 Reference Contact Information - Reference's E-mail Address*

QQ # ED-2026-QQ-05 SECTION 6 - SUBMITTAL DOCUMENTS Page 18

3.5 Reference Contact Information - Reference's Phone Number*

3.6 Project Information - Was your firm the prime contractor for the listed project?*

☐ Yes

☐ No

*Response required

3.7 Project Information - Name of Contactor Performing the Work*

*Response required

3.8 Project Information - Name and location of the project*

*Response required

3.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for*

*Response required

3.10 Project Information - Project Duration*

*Response required

3.11 Project Information - Completion (Anticipated) Date*

*Response required

3.12 Project Information - Size of Project*

*Response required

3.13 Project Information - Cost of Project*

*Response required

4 REFERENCE # 4

4.1 Reference Contact Information - Name of Firm, City, County or Agency

4.2 Reference Contact Information - Reference's Business Address

4.3 Reference Contact Information - Reference's Contact Name & Title

4.4 Reference Contact Information - Reference's E-mail Address

4.5 Reference Contact Information - Reference's Phone Number

4.6 Project Information - Was your firm the prime contractor for the listed project?

☐ Yes

☐ No

QQ # ED-2026-QQ-05 SECTION 6 - SUBMITTAL DOCUMENTS Page 19

4.7 Project Information - Name of Contactor Performing the Work

4.8 Project Information - Name and location of the project

4.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for

4.10 Project Information - Project Duration

4.11 Project Information - Completion (Anticipated) Date

4.12 Project Information - Size of Project

4.13 Project Information - Cost of Project

5 REFERENCE # 5

5.1 Reference Contact Information - Name of Firm, City, County or Agency

5.2 Reference Contact Information - Reference's Business Address

5.3 Reference Contact Information - Reference's Contact Name & Title

5.4 Reference Contact Information - Reference's E-mail Address

5.5 Reference Contact Information - Reference's Phone Number

5.6 Project Information - Was your firm the prime contractor for the listed project?

☐ Yes

☐ No

5.7 Project Information - Name of Contactor Performing the Work

5.8 Project Information - Name and location of the project

5.9 Project Information - Nature of the firm's responsibility on the project and work for which staff was responsible for

5.10 Project Information - Project Duration

5.11 Project Information - Completion (Anticipated) Date

5.12 Project Information - Size of Project

5.13 Project Information - Cost of Project

6 VENDOR REGISTRATION

6.1 Do you currently have a City of Pembroke Pines Vendor Number registered in the

PaymentWorks System?*

▪ The City of Pembroke Pines utilizes OpenGov as its e-Procurement platform for solicitation and bid submission purposes. However, please be advised that vendor registration for onboarding and processing payments is handled separately through the City's Accounts Payable Division using PaymentWorks, a secure online vendor management platform.

▪ All vendors that will be submitting invoices and requiring payments from the City are required to register on the PaymentWorks platform. If the vendor is not currently registered with the City via PaymentWorks and does not have a Vendor Number, the

City will have to invite the vendor to register.

▪ For formal solicitations such as this project, the Procurement Department will send

PaymentWorks registration invitations to vendor(s) who are under active

QQ # ED-2026-QQ-05 SECTION 6 - SUBMITTAL DOCUMENTS Page 20 consideration for award. Please be aware that not all vendors who submit proposals will receive an invitation, in order to manage system usage and avoid onboarding vendors who are unlikely to receive payments from the City.

▪ Invitations will typically be sent to the contact listed on the submitted Vendor

Information Form.

☐ Yes

☐ No

*Response required

When equals "Yes"

6.1.1 What is your Vendor Number?*

*Response required

7 OPTIONAL DOCUMENTATION

7.1 ALTERNATIVES

a. If you are submitting an alternative product, please upload any related information in this section (such as specification sheets, etc.).

b. In addition, pursuant to the “Brand Names” Section included in the GENERAL

TERMS AND CONDITIONS Section if and wherever in the specifications a brand name, make, name of manufacturer, trade name, or vendor catalog number is mentioned, it is for the purpose of establishing a grade or quality of material only. Since the City does not wish to rule out other competition and equal brands or makes, the phrase “OR EQUAL” is added. However, if a product other than that specified is bid, Proposers shall indicate on their proposal and clearly state the proposed substitution and deviation. It is the vendor’s responsibility to provide any necessary documentation and samples within their bid submittal to prove that the product is equal to that specified. Such samples are to be furnished before the date of bid opening, unless otherwise specified. Additional evidence in the form of documentation and samples may be requested if the proposed brand is other than that specified. The City retains the right to determine if the proposed brand shall be considered as an approved equivalent or not.

7.2 ADDITIONAL INFORMATION

a. Please provide any additional information that you deem necessary to complete your proposal in this section, if it has not been requested in another section.

7.3 PROFESSIONAL LICENSES

a. If applicable, please upload any professional licenses that may be required to perform the services outlined in the solicitation. The following licensing requirements shall https://procurement.opengov.com/portal/pembrokepines/projects/290830/document?section=undefined https://procurement.opengov.com/portal/pembrokepines/projects/290830/document?section=undefined

QQ # ED-2026-QQ-05 SECTION 6 - SUBMITTAL DOCUMENTS Page 21 apply when the applicable Florida statute mandates specific licensing for Contractors engaged in the type of work covered by this solicitation.

1. State of Florida, Department of Professional Regulation, Construction Industries

Licensing Board and licensed by other federal, state, regional, county or municipal agencies having jurisdiction over the specified construction work.

2. Said licenses shall be in the Firm's name as it appears on the OpenGov registration and as appropriately registered with the applicable licensing entity.

Proposer shall supply appropriate license numbers, with expiration dates, as part of their bid. Failure to hold and provide proof of proper licensing, certification and registration may be grounds for rejection of the bid.

3. Subcontractors contracted by the Prime Contractor shall be licensed in their respective fields to obtain construction permits as necessary. Said licenses must be in the name of the subcontractor.

QQ # ED-2026-QQ-05 SECTION 7 - INSURANCE REQUIREMENTS Page 22

SECTION 7 - INSURANCE REQUIREMENTS

7.1 General Indemnification

The Contractor shall indemnify and hold harmless the CITY and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the CITY or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the Contractor or its employees, agents, servants, partners, principals or subcontractors. The Contractor shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the CITY, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorneys’ fees which may issue thereon. The Contractor expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the Contractor shall in no way limit the responsibility to indemnify, keep and save harmless and defend the CITY or its officers, employees, agents and instrumentalities as herein provided.

7.2 Insurance Coverage

A. Contractor shall not commence work under this Agreement until it has obtained all insurance required under this paragraph and such insurance has been approved by the Risk

Manager of the CITY nor shall the Contractor allow any subcontractor to commence work on any subcontract until all similar such insurance required of the subcontractor has been obtained and similarly approved.

B. Certificates of Insurance, reflecting evidence of the required insurance, shall be filed with the

CITY’s Risk Manager prior to the commencement of this Agreement. Policies shall be issued by companies authorized to do business under the laws of the State of Florida. The insurance company shall be rated no less than “A” as to management, and no less than “Class

VI” as to financial strength according to the latest edition of Best’s Insurance Guide published by A.M. Best Company.

C. Certificates of Insurance shall provide for thirty (30) days’ prior written notice to the CITY in case of cancellation or material changes in the policy limits or coverage states. If the carrier cannot provide thirty (30) days’ notice of cancellation, either the Contractor or their

Insurance Broker must agree to provide notice.

D. Insurance shall be in force until all obligations required to be fulfilled under the terms of the

Agreement are satisfactorily completed as evidenced by the formal acceptance by the

CITY. In the event the insurance certificate provided indicates that the insurance shall terminate and lapse during the period of this Agreement, the Contractor shall furnish, at least forty-five (45) days prior to the expiration of the date of such insurance, a renewed certificate of insurance as proof that equal and like coverage for the balance of the period of

QQ # ED-2026-QQ-05 SECTION 7 - INSURANCE REQUIREMENTS Page 23 the Agreement and extension thereunder is in effect. The Contractor shall neither commence nor continue to provide any services pursuant to this Agreement unless all required insurance remains in full force and effect. Contractor shall be liable to CITY for any lapses in service resulting from a gap in insurance coverage.

E. Contractor shall be required to obtain all applicable insurance coverage, as indicated in the sections below, prior to commencing any work pursuant to this Agreement.

7.3 Comprehensive General Liability Insurance

Comprehensive General Liability Insurance written on an occurrence basis including, but not limited to: coverage for bodily injury and property damage, personal & advertising injury, products & completed operations, and contractual liability. Coverage must be written on an occurrence basis, with limits of liability no less than:

A. Each Occurrence Limit - $1,000,000

B. Fire Damage Limit (Damage to rented premises) - $100,000

C. Personal & Advertising Injury Limit - $1,000,000

D. General Aggregate Limit - $2,000,000

E. Products & Completed Operations Aggregate Limit - $2,000,000

Products & Completed Operations Coverage shall be maintained for the later of three (3) years after the delivery of goods/services or final payment under the Agreement. (For Construction projects:

Increase to ten (10) years and include a Designated Construction Project(s) General Aggregate

Limit)

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.4 Workers’ Compensation and Employers’ Liability Insurance

Workers’ Compensation and Employers’ Liability Insurance covering all employees, and/or volunteers of the Contractor engaged in the performance of the scope of work associated with this

Agreement. In the case any work is sublet, the Contractor shall require the subcontractors similarly to provide Workers’ Compensation Insurance for all the latter’s employees unless such employees are covered by the protection afforded by the Contractor Coverage for the Contractor and all subcontractors shall be in accordance with applicable state and/or federal laws that may apply to

Workers’ Compensation Insurance with limits of liability no less than:

A. Workers’ Compensation: Coverage A – Statutory

B. Employers Liability: Coverage B

$500,000 Each Accident

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$500,000 Disease – Policy Limit

$500,000 Disease – Each Employee

If Contractor claims to be exempt from this requirement, Contractor shall provide CITY proof of such exemption along with a written request for CITY to exempt Contractor, written on Contractor letterhead.

7.5 Comprehensive Auto Liability Insurance

Comprehensive Auto Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the performance of work under this Agreement, with a combined single limit of liability for bodily injury and property damage no less than:

A. Any Auto (Symbol 1)

Combined Single Limit (Each Accident) - $1,000,000

B. Hired Autos (Symbol 8)

Combined Single Limit (Each Accident) - $1,000,000

C. Non-Owned Autos (Symbol 9)

Combined Single Limit (Each Accident) - $1,000,000

If work under this Agreement includes transportation of hazardous materials, policy shall include pollution liability coverage equivalent to that provided by the latest version of the ISO pollution liability broadened endorsement for auto and the latest version of the ISO Motor Carrier Act endorsement, equivalents or broader language.

If Contractor requests reduced limits under a Personal Auto Liability Policy and it is agreed to by the CITY, coverage shall include Bodily Injury limits of $100,000 per person/$300,000 per occurrence and Property Damage limits of $300,000 per occurrence.

7.6 Garage Liability & Garage-keepers Legal Liability

Garage Liability & Garage-keepers Legal Liability for those that manage parking lots for the CITY or service CITY vehicles. Coverage must be written on an occurrence basis, with limits of liability no less than $1,000,000 per Occurrence, including products & completed operations. This coverage shall be maintained for a period of no less than the later of three (3) years after the delivery of goods/services or final payment of this Agreement.

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

7.7 Required Endorsements

A. The City of Pembroke Pines shall be named as an Additional Insured on each of the Liability

Policies required herein.

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B. Waiver of all Rights of Subrogation against the CITY.

C. Thirty (30) Day Notice of Cancellation or Non-Renewal to the CITY.

D. Contractor’s policies shall be Primary & Non-Contributory.

E. All policies shall contain a “severability of interest” or “cross liability” clause without obligation for premium payment of the CITY.

F. The City of Pembroke Pines shall be named as a Loss Payee on all Property and/or Inland

Marine Policies as their interest may appear.

7.8 Additional Requirements

A. Any and all insurance required of the Contractor pursuant to this Agreement must also be required by any subcontractor in the same limits and with all requirements as provided herein, including naming the CITY as an additional insured, in any work that is subcontracted unless such subcontractor is covered by the protection afforded by the

Contractor and provided proof of such coverage is provided to CITY. The Contractor and any subcontractors shall maintain such policies during the term of this Agreement.

B. The CITY reserves the right to require any other additional types of insurance coverage and/or higher limits of liability it deems necessary based on the nature of work being performed under this Agreement.

C. The insurance requirements specified in this Agreement are minimum requirements and in no way reduce any liability the Contractor has assumed in the indemnification/hold harmless section(s) of this Agreement.

QQ # ED-2026-QQ-05 SECTION 8 - SPECIAL TERMS & CONDITIONS Page 26

SECTION 8 - SPECIAL TERMS & CONDITIONS

8.1 OWNER'S CONTINGENCY

While the specifications contained in this solicitation and any ensuing Purchase Orders or contracts have incorporated all anticipated work to be accomplished, there may be unanticipated work required of the Contractor in conjunction with a specific project. For this reason, the City

Commission may award a project with an “Owner’s Contingency”. This contingency or allowance authorizes the City execute change orders up to the amount of the contingency without the need to obtain additional Commission approval. The Owner’s Contingency is usually based on a specified percent of the proposed project amount and is established for the specific project being performed under the contract. This dollar amount shall be shown on the specific project purchase order as a distinct item from the Contractor’s overall offer to determine the total potential dollar value of the contract. It is hereby understood and agreed that the Contractor shall not expend any dollars in connection with the Owner’s Contingency without the expressed prior approval of the City’s authorized representative. Any Owner’s Contingency funds that have not been utilized at the end of the project will remain with the Owner, the Contractor shall only be paid for the proposed project cost as approved by the City Commission along with any Owner Contingency expenses that were approved by the City’s authorized representative.

8.2 TAX SAVER PROGRAM

The Contractor shall cooperate on certain projects to allow the City to avail itself of a sales tax savings program.

8.3 RELEASE OF LIEN

Contractor must provide an executed Partial/Final Release of Lien utilizing the City’s standard

Release of Lien Form in order for the City to release any payments to the Contractor.

8.4 SOLID WASTE CONSTRUCTION AND DEMOLITION DEBRIS COLLECTION

AND DISPOSAL REQUIREMENTS

The City of Pembroke Pines has an exclusive solid waste franchise agreement with Waste Pro of

Florida, Inc. for the collection and disposal of all solid waste including construction and demolition

(C & D) debris. All applicants for bids to perform construction work for the City of Pembroke Pines shall be subject to the requirements found in the City’s exclusive sold waste franchise agreement and must contract Waste Pro of Florida, Inc. for the collection and disposal of all construction and demolition debris generated at such construction job sites.

For the current applicable rates and fees for Waste Pro of Florida, Inc. dumpsters, roll-off containers, and other related solid waste service equipment needs, please contact David Perez, Waste Pro’s

Pembroke Pines Sales Representative at (954) 967-4200 or dperez@wasteprousa.com.

For further information related to the solid waste franchise requirements, please contact Rose

Colombo, Solid Waste Franchise Agreement Contract Manager, at (954) 518-9011 or rcolombo@ppines.com.

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For solid waste franchise enforcement questions, please contact the City of Pembroke Pines Code

Compliance Unit at (954) 431-4466.