Snow_Services_for_Annual_Snowfest_Event.pdf

REQ- 24 - 062

SNOW SERVICES FOR ANNUAL SNOWFEST EVENT

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: February 8, 2024

DEADLINE FOR QUESTIONS: February 14, 2024

RESPONSE DEADLINE: February 22, 2024, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of St. Petersburg

Snow Services for Annual Snowfest Event

I. Introduction

II. Solicitation Information

III. Vendor Questionnaire

IV. Scope of Work

V. General Terms

VI. Cost Proposal

VII. Evaluation Phases

VIII. Insurance

Attachments:

A - S-03

B - Snow Fest SOW

#REQ- 24 - 062

Title: Snow Services for Annual Snowfest Event

1. Introduction

1.1. Summary

The city of St. Petersburg is soliciting quotes from qualified suppliers for the provision of snow-blowing services for our annual Snowfest event held on the first Saturday of December each year.

1.2. Background

St. Petersburg is the 5th largest city in Florida with a population of approximately 267,000 and a median age of 42.4. It has a vibrant downtown waterfront adjacent to Tampa Bay. The downtown waterfront area includes Albert Whitted Park, North Straub Park, Vinoy Park, Vinoy Basin, South Straub Park, The

Marina, and numerous shops, restaurants, hotels, and museums. Thousands of people visit the waterfront during the holiday season for the annual Santa Parade, the Holiday Tree Lighting, Snowfest, and the experience of being downtown during the holidays to enjoy the scenic holiday views of our waterfront.

As part of the holiday experience, the City holds the annual Snowfest event in North Straub Park where we install two toboggan slides for which the ice will be used.

1.3. Contact Information

Desire Smith Procurement Analyst PO Box 2842 St. Petersburg, FL 33731 Email: desire.smith@stpete.org Phone: (727) 551-3552

Department:

Parks and Recreation

1.4. Timeline

Release Project Date February 8, 2024

Question Submission Deadline February 14, 2024, 3:00pm

Proposal Submission Deadline February 22, 2024, 3:00pm mailto:desire.smith@stpete.org tel:(727)551-3552

2. Solicitation Information

2.1. Submission or Receipt of Quote

Quotes will be received through the City’s online bidding system no later than 3:00 pm on Thursday, February 22, 2024.

2.2. Standard for Award

The City will award to one vendor whose quote is determined in writing to be the most advantageous to the City, taking into consideration the price and the evaluation criteria set forth in this quote request. All awards are contingent on the Vendor meeting the minimum qualifications outlined in this quote request.

2.3. Submittal Requirements

Quotes will be received through the City’s online bidding system , please be sure to upload a PDF version of your quote.

https://procurement.opengov.com/portal/stpete/projects/77298 https://procurement.opengov.com/portal/stpete/projects/72058

3. Vendor Questionnaire

3.1. General Information

3.1.1. Is the Vendor registered with the Florida Department of State, Division of

Corporations (Sunbiz) in accordance with Florida Statute §607.1501?* ☐ Yes

☐ No

*Response required

3.1.2. Is the Vendor a City of St. Petersburg certified SBE? * ☐ Yes

☐ No

*Response required

3.1.3. Address for Headquarters location.*

*Response required

3.1.4. Address of office providing service, if different than above.

3.1.5. Contact Information for Contact Person.*

This person must be capable of committing the company to an agreement with the City.

• Name

• Title

• Phone

• Email

*Response required

3.1.6. Description of nature of company’s business.*

*Response required

3.1.7. Year the Company was Founded.*

*Response required

3.1.8. Number of years company has operated under the current name.* *Response required

3.1.9. Number of years company has been in the present business.* *Response required

3.1.10. Company’s bank of record.*

*Response required

3.1.11. Describe any litigation that the vendor has been a party to in the last five years where it was alleged that the offeror breached a contract for similar services with a client/customer and describe any contracts for similar services that the vendor failed to complete for similar services. Describe the facts and status of any such litigation or contract. * Type N/A if not applicable.

*Response required

3.1.12. Identify any government entity that has debarred or otherwise prohibited the vendor from responding to its competitive solicitations within the last five years. Describe the circumstances surrounding such debarment or other prohibition. * Type N/A if not applicable.

*Response required

3.1.13. The vendor acknowledges that it has read, understands and will comply with

Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security E-Verify system. Should the City terminate the contract with the vendor for violation of §448.095, vendor may not be awarded a contract with the City for at least one year.* ☐ Please confirm

*Response required

3.1.14. The vendor acknowledges that its quote response is subject to Public Records laws (Chapter 119, Florida Statutes).* ☐ Please confirm

*Response required

3.1.15. Will vendor allow other agencies to piggyback the contract if awarded?* ☐ Yes

☐ No

*Response required

3.1.16. The vendor hereby makes all certifications required by Florida Statute

§287.135 related to scrutinized companies.* ☐ Yes

☐ No

*Response required

3.1.17. Is vendor required to provide any disclosures to the City regarding a foreign country of concern pursuant to Florida Statutes §286.101 (3)(a)? * ☐ Yes

☐ No

*Response required

3.1.18. If YES, please provide the disclosure(s) in accordance with the requirements of

Florida Statute §286.101 (3)(a).

3.1.19. The vendor certifies that it takes no exceptions to the terms and conditions of the quote.* ☐ Yes

☐ No

*Response required

3.1.20. If exceptions are taken, specify in space below.

3.1.21. Has the vendor identified any trade secrets or confidential information in its response?* ☐ Yes

☐ No

*Response required

3.1.22. If yes to the above question, please upload your redacted proposal here.

3.1.23. Please upload your PDF quote here.*

*Response required

4. Scope of Work

4.1. Intent

The City of St. Petersburg is seeking responses from qualified vendors to provide Snow on an annual basis [one-time a year purchase].

4.2. Contract Term

The initial term of the agreement will be for 3 years with an optional two-year renewal by mutual agreement of the parties.

4.3. Estimated Annual Expenditure

It is estimated that approximately $23,000 may be purchased annually under this solicitation. This is an estimate only and may vary.

4.4. Minimum Qualifications

At a minimum, the Contractor shall meet the following qualifications:

1. Have been in the business of providing ice and snow services for a minimum of five (5) years.

2. Provide references of past services.

3. Provide evidence of financial stability and viability to fulfill the commitments of this

Agreement.

4. Have the ability to obtain the minimum insurance requirements outlined in this Agreement.

5. Own or have immediate access to the equipment required to provide services

4.5. Vendor Responsibilities

A single point of contact (Account Manager) to administer the Agreement and coordinate the timeline for installation.

The Account Manager shall be the primary point of contact for design services, specifications, materials, equipment, licenses, and permits.

The Account Manager shall provide pre-installation and ongoing professional support services for the duration of the service.

i. Transportation of all equipment, tools, and material to/from the location of the service

ii. All equipment, tools, and labor are necessary for the installation, maintenance, and operation site. Specific additional equipment to be provided includes:

I. All professional supervision and general labor for setup and strike

II. Material handling equipment for setup and strike if needed

III. All tools, equipment, and supplies for set-up/strike/tear down

iii. The offeror shall provide sixty-five (65) tons of ice and provide all resources to blow the ice onto two designated slides provided by the City.

iv. The ice should be consistent in texture, size, and feel without jagged edge.

v. The offeror shall provide a minimum of two blower units so the service can be completed in a 3–4-hour window.

vi. The offeror shall provide the ice in trucks no larger than 30ft long, similar to a large box truck, for ease of access to the event site.

vii. The ice used for blowing shall be provided in the form of 300-pound blocks not bagged ice.

4.6. City's Responsibilties

At a minimum, City shall provide and meet the following responsibilities:

a. The city shall provide a single point of contact within the Parks & Recreation Department

(“Project Manager” or “designee”) to administer the Agreement.

b. The city will issue any necessary permits.

c. City Project Manager or designee shall assist with planning, strategy, and objectives before the performance of the Work

d. The city shall provide a location that meets the requirements of the contractor and the parks and recreation department.

e. The city shall provide fencing for the protective barrier around the site as needed.

f. The city shall provide promptly an adequate water source in the designated location to meet the needs of the contractor.

g. City Project Manager or designee shall promptly respond to issues and inquiries so as not to hinder the progress, completion, or compensation for the Work.

h. The city shall provide all signs and graphics including, operational signs and other signage for liability prevention.

5. General Terms

5.1. Vendor Registration

Vendor must register online with the City of St. Petersburg via their online sourcing system at https://procurement.opengov.com/signup and subscribe to City's Portal at https://procurement.opengov.com/portal/stpete for solicitation notifications. Prior to an award of an

Agreement resulting from this solicitation, Vendor shall be registered with the Florida Department of

State, Division of Corporations to do business within the State of Florida in accordance with Florida

Statute 607.1501.

5.2. Solicitation Review

Vendors are required to carefully review this solicitation for defects and questionable or objectionable material. Comments concerning defects and questionable or objectionable material must be made in writing to the Procurement Analyst of record for this solicitation and received by the City at least 10 days before the solicitation submission deadline. This will allow issuance of any necessary addendum. A protest based on omission or error, or on the content of the solicitation, will be disallowed if these faults have not been brought to the attention of the City, in writing, at least 10 days before the time set for submission deadline.

5.3. Solicitation Response Preparation

Vendors are expected to examine this solicitation and all related documents. Failure to do so is at the

Vendor’s risk. Each vendor shall furnish the information required by this solicitation. Vendor(s) shall retain a copy of all documents for future reference. All solicitation responses must be submitted with the

Vendor’s legal name and by an officer or employee having the authority to bind the Vendor by his or her signature.

The City will not pay any costs associated with the preparation, submittal, presentation, or evaluation of any solicitation response.

5.4. Questions

All questions must be submitted via City's online sourcing system's Question & Answer feature no later than 3:00 pm on Wednesday, February 14, 2024. Questions will be answered via City's online sourcing system no later than NO VALUE on NO VALUE. More complex questions may require a written addendum to the solicitation. Explanations or instructions will not materially alter this solicitation unless they are in writing. Oral explanations or instructions given before the award of an Agreement will not be binding. If necessary, a written addendum to this solicitation will be issued and posted on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/77298 for download by

Vendors.

5.5. Amendments

Any amendments issued for this solicitation will be posted as an addendum on the City’s online sourcing system at https://procurement.opengov.com/portal/stpete/projects/77298 and notifications will be released to vendors who are following the project by clicking "Follow". Vendors must submit their responses to the most current version of the solicitation as amended, if applicable.

https://procurement.opengov.com/signup https://procurement.opengov.com/portal/stpete

5.6. Submission of Solicitation Responses

Solicitation responses will be received through the City’s online sourcing system. E-mail or in-person submittals will not be considered unless approved before the solicitation submission deadline by the

Procurement and Supply Management Director. Late proposals and modifications will not be considered;

however, solicitation responses may be modified online at any time prior to the submission deadline.

Failure to follow the instructions in this solicitation is cause for rejection of the submittal.

5.7. Mistakes in the Solicitation

Solicitation responses may be modified or withdrawn in the online application portal prior to the time and date set for the solicitation opening. Correction or withdrawal of solicitation responses after the solicitation opening because of an inadvertent non-judgmental mistake in the solicitation requires careful consideration to protect the integrity of the competitive solicitation process and to assure fairness. If the mistake is attributable to an error in judgment, the solicitation response may not be corrected. Solicitation response corrections or withdrawals by reason of non-judgmental mistakes are permissible but only to the extent they are not contrary to the interest of the City or the fair treatment of other vendors.

5.8. Information Designated a Trade Secret and/or Confidential and/or Proprietary

All solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation) submitted to the City are subject to Florida’s public records laws (i.e., Chapter 119, Florida Statutes), which requires disclosure of public records, unless exempt, if a public records request is made. Solicitation responses (including all documentation and materials attached thereto or provided in connection with this solicitation (even if in a separate electronic file)) submitted to the City cannot be returned. DO NOT LIST YOUR ENTIRE SOLICITATION RESPONSE AS TRADE

SECRET AND/OR CONFIDENTIAL. The City will not consider solicitation responses if the entire response is labeled a Trade Secret and/or Confidential and/or Proprietary.

If Vendor believes that its solicitation response contains information that is a trade secret (as defined by

Florida law) and/or information that is confidential and/or proprietary and therefore exempt from disclosure, then such information must be submitted in a separate electronic file and comply with the following requirements. In addition to submitting the information in a separate or electronic file, Vendor must include a general description of the information designated as a trade secret and/or confidential and/or proprietary and provide reference to the Florida statute or other law which exempts such designated information from disclosure in the event a public records request.

The City does not warrant or guarantee that information designated by Vendor as a trade secret and/or confidential and/or proprietary is a trade secret and/or confidential and/or proprietary and exempt from disclosure. The City offers no opinion as to whether the reference to the Florida statute or other law by

Vendor is/are correct and/or accurate. Please be aware that the designation of information as a trade secret and/or confidential and/or proprietary may be challenged in court by any person or entity. By designation of information as a trade secret and/or confidential and/or proprietary Vendor agrees to defend and indemnify the City, its employees, agents, and elected and appointed officials (“Indemnified Parties”) against any and all claims, demands, and actions (whether or not a lawsuit is commenced) arising out of or in connection with Vendor's designation of information as a trade secret and/or confidential and/or proprietary and to hold harmless the Indemnified Parties for any award to a plaintiff for damages, costs and attorneys’ fees, and for costs and attorney's fees (including those of the City Attorney’s office) incurred by the City by reason of any claim, demand, or action arising out of or related to the Vendor's designation of information as a trade secret and/or confidential and/or proprietary.

Failure to comply with the requirements above shall be deemed as a waiver by Vendor to claim that any information in its solicitation response is a trade secret and/or confidential and/or proprietary, regardless of whether such information is labeled trade secret and/or confidential and/or proprietary. Vendor acknowledges, understands, and agrees that all information in Vendor's solicitation response (not including information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section) will be disclosed, without any notice to Vendor, if a public records request is made for such information, and the City shall not be liable to Vendor for such disclosure.

Vendor acknowledges and understands that Vendor's proposal, including the information submitted in a separate electronic file and designated trade secret and/or confidential and/or proprietary in accordance with the requirements in this section, will be distributed to the evaluation committee members, City staff, and City consultants to allow Vendor's entire solicitation response, including the information submitted in a separate electronic file, to be evaluated and considered for award of the Agreement. The entire contents of the Vendor's solicitation response, including the information submitted in a separate electronic file, may be discussed at meetings that are open to the public, subject to the requirements set forth in

Chapter 286, Florida Statutes.

5.9. Bonds

Vendors will need to furnish a bid bond as indicated in the solicitation, if applicable.

5.10. Cash Discounts

When the City is entitled to a cash discount, the period of computations will commence on the date of delivery, or receipt of a correctly completed invoice, whichever is later. If an adjustment in payment is necessary due to damage, the cash discount period shall commence on the date final approval for payment is authorized. If a discount is part of the Agreement, but the invoice does not reflect the existence of a cash discount, the City is entitled to a cash discount with the period commencing on the date it is determined by the City that a cash discount applies.

5.11. Award

The solicitation will be awarded based on the requirements outlined in the scope, the criteria or factors identified in the solicitation, and the standard for award for the solicitation. The City reserves the right to accept or reject any or all parts of the solicitation response, waive informalities, and request re-solicitations on the services or products outlined in the scope. The City reserves the right to award the

Agreement on a split-order, lump-sum, or individual item basis, or such combination as shall best serve the interest of the City unless otherwise specified.

Pursuant to Florida Statute sec. 287.05701, the City will not request documentation of a Vendor’s social, political, or ideological interests, consider such interests, or give preference to a vendor based on such interests.

5.12. Acceptance Period

Unless otherwise specified in this solicitation, the solicitation response may be held by the City for a period of ninety (90) days after the submission deadline and will continue in full effect and not be subject to withdrawal during that period until an Agreement has been executed with a Vendor. If no Agreement has been executed within the ninety-day period, any solicitation response may be withdrawn or nullified by either the City or the Vendor, or be deemed to be confirmed and extended in time for as long as permitted by the Vendor submitting each solicitation response.

5.13. Right to Reject

Vendors must comply with all the terms of the solicitation, all applicable provisions of the City of St.

Petersburg City Code, and all applicable federal and state laws. The City may reject any solicitation response that does not comply with all material and substantive terms, conditions, and performance requirements of the solicitation.

The City may waive minor informalities that (i) do not affect responsiveness; (ii) are merely matter of form or format; (iii) do not change the relative standing or otherwise prejudice other vendors; (iv) do not change the meaning or scope of the solicitation; (v) are trivial, negligible or immaterial in nature; (v) do not effect a material change in the work; or (vi) do not constitute a substantial exclusion or modification of a requirement or provision in the solicitation.

5.14. Vendor Complaints

All complaints or grievances should be first submitted in writing to the Procurement & Supply

Management Director, by email at Stephanie.Swinson@stpete.org or by mail to P. O. Box 2842, St.

Petersburg, FL 33731 who will promptly investigate the validity of the complaint and present the findings in writing to the person who submitted the complaint.

5.15. Protest

Any actual or prospective vendor who is aggrieved in connection with the solicitation or award of an

Agreement may protest to the Procurement and Supply Management Director. The protest shall be submitted in writing within 10 days after such aggrieved person knows or should have known of the facts giving rise thereto. The Procurement and Supply Management Director shall have the authority to settle and resolve a protest of an actual or prospective aggrieved vendor concerning the solicitation or award of an Agreement. If the protest is not resolved by mutual agreement, the Procurement and Supply

Management Director shall promptly issue a decision in writing stating the reasons for the action taken and inform the aggrieved person that he or she may make an appeal to the Mayor or designee within five working days.

Vendor’s appeal will be heard by either the Mayor or City Administrator. All complaints, grievances or appeals must be made no later than seven calendar (7) days preceding the date of the City Council meeting approving the Agreement or no later than seven calendar (7) days following the selection of the successful Vendor if the Agreement is not subject to approval by City Council.

5.16. Public Entity Crimes

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not (i) submit a solicitation response on an Agreement to provide any goods or services to a public entity, (ii) submit a solicitation response on an Agreement with a public entity for the construction or repair of a public building or public work, (iii) submit a solicitation response for leases of real property to a public entity, (iv) be awarded or perform work as a contractor, supplier, subcontractor, or consultant under an Agreement with any public entity, or (v) transact business with any public entity in excess of the threshold amount provided in Section 287.017 for Category Two for a period of 36 months from the date of being placed on the convicted vendor list.

5.17. Nondiscrimination

Vendors for the City of St. Petersburg are required to comply with all applicable laws regarding discrimination in employment, including Pinellas County Code Section 70-53 (a)(1) (prohibiting mailto:stephanie.swinson@stpete.org discrimination in employment based on race, color, religion, national origin, gender, sexual orientation, age, marital status, or disability) and all other applicable federal, state and local laws. Vendors are encouraged to provide workplaces free of discrimination in terms of conditions of employment, including benefits.

5.18. Prohibited Communication

Vendors and their employees, agents, contractors, and representatives are prohibited from lobbying City

Council, the Mayor, City staff, selection committee members, and City project consultants relative to this solicitation until the solicitation selection and award processes have been completed. Non-compliance with this provision may result in disqualification from consideration of the award. Notwithstanding the foregoing, this provision shall not prohibit the Vendor from (i) providing public comment in accordance with applicable laws and City policies at public meetings where public comment is permitted, (ii) communicating with the assigned Procurement Analyst, (iii) making a presentation during a selection committee meeting if requested by the selection committee, or (iv) submitting a dispute or complaint in accordance with the requirements set forth in this solicitation.

5.19. Environmentally Preferable Purchasing

It is the policy of the City of St. Petersburg to purchase recycled and environmentally preferable goods.

Environmentally preferable goods are defined as “products or services that have a lesser or reduced effect on human health and the environment when compared with competing products or services that serve the same purpose.” This includes products that contain recycled content, reduced toxicity and pollution, conserve energy, conserve water, prevent waste, and promote sustainability and resiliency initiatives.

This policy does not require the City to specify environmentally preferable products or services when it can be demonstrated that they are not in the best interest of the City compared to products and services that are not as environmentally preferable. Best interests include but are not limited to, service life, life cycle cost, product effectiveness, or compatibility. This policy will be carried out consistent with the

City’s obligations and purpose, and with an overall intent to obtain competitive prices and to provide value to the taxpayer.

5.20. Health In All Policies

Pursuant to Executive Order EO-2018-04, it is the policy of the City to apply the consideration of health, health impacts, and the social determinants of health to the City’s decision-making, including policy development and implementation, budgeting, and the delivery of services and procurement of supplies and construction. Vendors are encouraged to propose services, supplies, and construction that promote health to the greatest extent practicable in their responses to City solicitations. Vendors are further encouraged to provide workplaces that promote the health and well-being of their employees.

5.21. American with Disabilities Act (ADA) Public Notice

In accordance with the requirements of Title II of the Americans with Disabilities Act of 1990, the City of St. Petersburg will not discriminate against qualified individuals with disabilities on the basis of disability in the City’s services, programs, or activities. If Vendor requires an auxiliary aid or service for effective communication, or a modification of policies or procedures to adequately respond to this solicitation. Vendor should contact ADA Coordinator Lendel Bright at (727)-893-7229 or email at lendel.bright@stpete.org as soon as possible but no later than 72 hours before the applicable deadline.

5.22. Background Checks

In the event the solicitation or Agreement requires criminal history checks, Vendor will be responsible for conducting a criminal history check for each employee or subcontractor for which a criminal history check is required.

5.23. Disqualification

The City reserves the right to disqualify Vendors before or after opening, upon evidence of collusion with intent to defraud or other illegal practices on the part of the Vendors.

5.24. Taxes

The City of St. Petersburg is exempt from any taxes imposed by the State and/or Federal Government.

Exemption certificates will be provided upon request.

5.25. Compliance with State and/or Federal Requirements

All Vendors entering into a contract with the City with permit(s) issued by a state or federal agency, shall comply with the requirements set forth in the permit(s).

5.26. E-Verify

Vendor shall comply with Florida Statute §448.095 pertaining to required use of the U.S. Department of

Homeland Security's E-Verify system, and that should the City terminate§ the contract with the Vendor for violation of §448.09(1), Vendor may not be awarded a contract with the City fort at least one year.

6. Cost Proposal

SNOW (ICE) SNOWFEST

Line Item Description Unit of Measure Total Cost

1 Total cost as referenced in Scope of Work 1

7. Evaluation Phases

No. Evaluation Criteria Scoring Method Weight (Points)

1. Snow Fest Reward Low Cost 100 (100% of Total)

8. Insurance

8.1. Commercial General Liability

Commercial general liability insurance in an amount of at least One Million Dollars ($1,000,000) per occurrence, Two Million Dollars ($2,000,000) aggregate in occurrences form. This policy must include coverage for bodily injury, property damage, personal and advertising injury, products and completed operations, and contractual liability under this Agreement.

8.2. Commercial Automobile Liability

Commercial automobile liability insurance of $1,000,000 combined single limit covering all owned, hired and non-owned vehicles.

8.3. Worker's Compensation

Workers’ Compensation insurance as required by Florida law and Employers’ Liability Insurance in an amount of at least $100,000 each accident, $100,000 per employee, and $500,000 for all diseases.