Sweetwater_Duck_Pond_Maintenance_(Addendum_#1_Revision).pdf

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

PWDA-260008-SM

SWEETWATER DUCK POND MAINTENANCE

RELEASE DATE: July 8, 2025

RESPONSE DEADLINE: August 19, 2025, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

Sweetwater Duck Pond Maintenance

Table Of Contents

1. INTRODUCTION

2. DEFINITION OF TERMS

3. SCOPE OF WORK/SPECIFICATIONS

4. TERMS AND CONDITIONS OF SOLICITATION

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

6. AWARD

7. CONTRACT

8. GENERAL TERMS AND CONDITIONS

Attachments:

A - Draft Contract B - Anti-Human Trafficking Affidavit C - BID FORM - Sweetwater Duckpond Ground Maintenance

1. INTRODUCTION

1.1. Summary

It is the intent of the City of Gainesville to obtain bid responses for grounds maintenance at the site (270,072 sf / 6.2 acres) along Sweetwater Branch Creek - NE 5th Avenue to the terminus on NE 10th Avenue (near CVS).

1.2. Background

Gainesville is the largest city and also the county seat of Alachua County. It serves as the cultural, educational and commercial center for the north central Florida region.

The city provides a full range of municipal services, including police and fire protection; comprehensive land use planning and zoning services; code enforcement and neighborhood improvement; streets and drainage construction and maintenance; traffic engineering services; refuse and recycling services through a franchised operator; recreation and parks; cultural and nature services; and necessary administrative services to support these activities. Additionally, the city owns a regional transit system, a municipal airport, a 72-par championship golf course and a utility.

Gainesville is home to Florida's largest and oldest university, and is one of the State’s centers for education, medicine, cultural events and athletics. The University of Florida and UF Health Hospital at UF are the leading employers in Gainesville and provide jobs for many residents of surrounding counties. Known for its preservation of historic buildings and the beauty of its natural surroundings, Gainesville's numerous parks, museums and lakes provide entertainment to thousands of visitors. Because of its beautiful landscape and urban "forest," Gainesville is one of the most attractive cities in Florida.

1.3. Procurement Representative

Sheri Manning

Procurement Specialist II mannings1@cityofgainesville.org

Respondents shall submit all inquiries regarding this bid via the City of Gainesville Procurement Portal, located at https://procurement.opengov.com/portal/cityofgainesville

Please note the deadline for submitting inquiries. All answers to inquiries will be posted via Addendum on the City of Gainesville Procurement Portal. Respondents shall click “Follow” on this bid to receive an email notification when Addenda are posted. It is the responsibility of the respondent to check the website for answers to inquiries.

1.4. Timeline

Release Project Date: July 8, 2025

Pre-Proposal Meeting (Mandatory): July 28, 2025, 9:00am

Corner of NE 5 AV and NE Blvd; Gainesville

FL

Question Submission Deadline: August 6, 2025, 11:59am https://go-rts.com/ https://www.flygainesville.com/ http://gru.com/ https://procurement.opengov.com/portal/cityofgainesville

Response Submission Deadline: August 19, 2025, 3:00pm

2. DEFINITION OF TERMS

2.1. DEFINITION OF TERMS

A. Addendum/Addenda: Written or graphic document(s) issued prior to the Response due date, which make additions, deletions, or revisions to the solicitation or contract documents.

B. Agreement: A written Contract between two or more Parties. “Contract” and “Agreement” are synonymous.

C. Bid: The written response to a Solicitation.

D. CITY: City of Gainesville

E. Cone of Silence: The period between the issue date of the solicitation and the time CITY Officials and

Employees award the contract.

F. Due Date: The date the response is due.

G. Lobbying: When any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by CITY officials and employees, except as authorized by procurement documents.

H. Non–Responsive: A response that does not meet the material requirements of the solicitation.

I. Redacted: means that the confidential/proprietary information in the proposal has been obscured so that it cannot be read.

J. Respondent: An individual or business entity that submits a response to a Solicitation.

K. Response: A written document submitted by a Respondent in reply to Solicitation.

L. Responsive: A response that conforms in all material respects to the requirements set forth in the

Solicitation.

M. Solicitation: A written document issued by an agency to obtain information or pricing for goods and/or services. May also be referred to as an Invitation to Bid (ITB), Request for Proposal (RFP), Request for

Quotation Quote), Invitation to Negotiate (ITN) or Request for Statement of Qualifications (RFSQ).

N. Work: Activity involving mental or physical effort done in order to achieve a purpose or result requested in the scope.

O. Unredacted: means that the entire document, including the confidential/proprietary information, has not be obscured and is visible for the evaluation team to use in their evaluation process.

3. SCOPE OF WORK/SPECIFICATIONS

3.1. MINIMUM QUALIFICATIONS

Bidder must have a minimum of 3 years’ experience with same/similar type services.

3.2. SCOPE OF WORK

GENERAL DESCRIPTION

It is the intent of the City of Gainesville to obtain bid responses for grounds maintenance at the site (270,072 sf / 6.2 acres) along Sweetwater Branch Creek - NE 5th Avenue to the terminus on NE 10th Avenue (near CVS).

SCOPE

The provisions contained in this section are intended to be cooperative with, to supplement, or to modify Instructions to Bidders, Special Provisions, and Contract Specifications, and in case of any conflict with such sections, the intent of any and all Technical Specification shall govern.

DETAILED DESCRIPTION OF THE WORK

The term Work includes all supervision, labor, equipment and materials for grounds maintenance at the site (270,072 SF / 6.2 AC) along Sweetwater Branch Creek – NE 5th Avenue to the terminus on NE 10th Avenue (near CVS), including the following:

Weeding: Weed the 2nd week of every month (March - September) and same week in every other month (October - February) for a minimum of 10 times per year. Areas under contract weed removal are channel plantings, channel water flow, and pond wall. Contractor will notify contract manager within 48 hours of service cycle.

Channel plantings: Weeding will remove select volunteer vegetation within the planting area along the entirety of the channel and the Duck Pond. Exhibit lists the plants placed along the channel. The intent of the work is to remove volunteer herbaceous plants that invade the planting area and tend to outgrow and dominate the desired plants as listed in Exhibit. Low vegetation that stabilizes the banks and does not dominate the desired species may remain. Coir logs exist along the creek channel and serve to stabilize the banks. Root balls imbedded in the coir logs shall be left and the stumps treated with an approved aquatic herbicide.

Channel Water Flow: Maintain (by hand or mechanical tools) plantings that have grown from bank to bank and impede normal water flow. Plantings should be maintained to water surface.

Pond Wall: Remove any vegetation that grows in block wall joints.

Exotic trees/saplings such as chinaberry, paper mulberry, sweet gum and other volunteer trees as well as exotic shrubs including lantana and ligustrum will be manually removed and, if stumps remain, Contractor will notify contract manager within 48 hours of service cycle. The City reserves the right to designate particular plant species for removal or to remain based on a compatibility assessment with listed plants. Contractor is responsible for disposal of weed removal material.

Weeding for the mowed areas: Spray with systemic of contact herbicide as needed for weed control. Hand weed when necessary. BEDS MUST BE MAINTAINED WEED FREE.

Mowing: Mow every fourteen (14) days (March-October) for a minimum of 16 times per year. Mowing height of cut at each mowing visit should not be less than 3 inches. There will not be any mowing performed from November 1 through February 28th. The mowing must not take place before 8:00 a.m. Should inclement weather interfere with scheduled visit, the contractor must notify Public Works with alternate schedule.

Edging: All sidewalks, curbs shrub beds will be edged at each site visit.

Trimming: Trim all shrubbery using proper horticulture techniques so that shrubbery remains in proper healthy shape and appears well maintained. Pruning or trimming to be performed as needed to maintain safety of automobiles and pedestrian traffic. No shrubs shall hang over beyond the curb line.

Raking: Rake and remove leaves and other debris as needed from beds, curbs, walk and turf areas to maintain a neat appearance.

Shrubbery & Turf Inspection: Shrubbery & Turf shall be inspected with every site visit throughout the year for disease or insect problems. Contractor must notify Public Works within 24 hours as soon as problems are detected.

Sweeping: The Contractor is responsible for removing all debris created during site visits. This includes all walks, beds, turf areas, parking lots, roadways and other areas on the Sweetwater Branch Creek corridor.

Sweep / blow all walks, one each mowing cycle visit in order to keep a neat appearance. Blowing will not begin prior to 8:00 AM – no exceptions. The contractor is responsible for removing all debris created during site visits.

Trash Removal: Pick-up trash and other debris on each mowing visit. Any limbs, sticks, palm fronds or other natural debris must be removed from site with each visit. Trash such as bottles, cans, paper or other man made materials must be removed from site with each visit. During each weeding cycle all trash within the pond and channel area from curb down to channel flow (cups, bottles, paper, etc.) will be gathered, placed and secured in garbage bags. The Contractor will dispose of the bagged trash in the dumpster at the SE corner of the Thomas Center site

Lawn Pest and Disease Inspection: Contractor must notify Public Works within 24 hours after discovering any lawn pests or diseases. Lawns shall be inspected for pests and diseases with each mowing visit. Upon notification of a problem by the Contractor, Public Works will handle pest control measures.

Inspection: At the completion of each weeding cycle, Contractor shall schedule an inspection with the contract manager to review required specified work for purposes of determining that all undesirable vegetation is removed as well as all trash. Identified problems shall be remedied within two days.

Pests: Contractor must notify Operations Division contract manager within 24 hours after discovering any hazardous type pests to public such as: bees, wasps, snakes, alligator, etc. Upon notification of a problem by the Contractor, the City will handle pest control measures.

THE CITY

The City is the City of Gainesville, Florida, the owner of the Sweetwater Branch Creek (Duck Pond) facilities named in this Contract. The term City means the City acting through the City Manager or his authorized representative.

The City reserves its right to carry out the Work.

If the Contractor defaults or neglects to carry out the Work in accordance with the Contract Documents or fails to perform any provision of the contract, the City may, with or without notice to the Contractor and without prejudice to any other remedy the City may have, make good such deficiencies and the cost thereof shall be charged to the Contractor.

The City shall manage and superintend the Sweetwater Branch Creek (Duck Pond) facilities in its entirety.

THE CONTRACTOR

The Contractor is the person or organization identified in the Contract Documents. The term Contractor means the Contractor or his authorized representative.

The Contractor shall supervise and direct the Work using his/her best skill and attention. He/She shall be solely responsible for all the means, methods, techniques, sequences and procedures, and for coordinating all portions of the Work under the Contract.

The Contractor shall provide and pay for all labor, materials, equipment, tools, and other facilities and services, except as otherwise specifically noted, necessary for the proper execution and completion of the Work.

The Contractor shall be aware that a high level of care and sensitivity is required at all times the work is being performed; and shall at all times enforce strict discipline and good order among his/her employees and shall not employ on the Work any unfit person or anyone not skilled in the task assigned to him/her. The Contractor shall be responsible to the City for the acts and omissions of all his/her employees.

The Contractor at all times shall keep the site of the Work free from an accumulation of waste materials or rubbish caused by his operations. If the Contractor fails to clean up, the City may do so and the cost thereof shall be charged to the Contractor.

PAYMENTS

The Contractor shall be responsible for invoicing the City on completion of the services. The invoice must include a breakdown of services performed, labor hours for each task, quantities of materials used, etc. and the day in which they were completed as required. If service record is not included, payment for services will be delayed until documentation is submitted.

The Contractor warrants and guarantees that title to all Work covered by an invoice requesting payment will pass to the City free and clear of all liens or claims upon receipt of such payment by the Contractor.

Payment may be withheld by the City for failure by the Contractor to comply with these specifications or for unsatisfactory performance of work as determined by the City's inspection. The City shall notify the Contractor of any failure to comply or unsatisfactory performance at the time observed so that it can be corrected without delaying payment if possible. Payment will also be withheld if contractor fails to comply with the provisions of Payments Section.

GENERAL DETAILS

The Sweetwater Branch Creek (Duck Pond) corridor will comply with FDOT Maintenance Rating Program under Urban Arterial classification.

The Sweetwater Branch Creek (Duck Pond) corridor site will be brought to FDOT MRP standards within ninety

(90) days of bid award.

Contractor will comply with FDOT standards for Manual on Uniform Traffic Control Devices for Streets and Highways for worker, vehicle and pedestrian protection. The City will not be responsible for traffic control.

EQUIPMENT

All Mowing Equipment must have a minimum mowing width of 60”.

All Mowing Equipment must be rated at minimum of 25 HP.

All Mowing Equipment must be equipped with class 2 amber flashing light that meets the Society of Automotive Engineers recommended practice SAE J845 and SAE J1318.

Ensure all Mowing Equipment is equipped with safety devices recommended by the manufacturer are properly installed and maintained.

Before final award of contract, a pre-award meeting may be scheduled to verify proper equipment.

4. TERMS AND CONDITIONS OF SOLICITATION

4.1. DISTRIBUTION OF INFORMATION

Respondents must submit all inquiries regarding this bid via the City Procurement Portal ("eProcurement Portal") at https://procurement.opengov.com/portal/CityofGainesville. Please note the deadline for submitting questions. All answers to questions will be posted in the eProcurement Portal. To receive notifications when answers are posted, respondents should select "Follow" on the bid title. It is the respondent's responsibility to monitor the website for answers to inquiries.

4.2. PRE-SOLICITATION MEETING

Attendance at the pre-solicitation meeting is strongly recommended as it provides an opportunity to discuss the project's scope of work, procedures, and specifications directly with the Project Manager. This meeting is the only time during the bid process when bidders can ask questions directly.

If special accommodations are required to attend a pre-solicitation meeting or bid opening, please contact the Procurement Representative at least 72 hours in advance.

NOTE: Failure of bidder to attend a mandatory pre-solicitation meeting will result in disqualification of a submitted response.

4.3. PROHIBITION OF LOBBYING

To ensure fair consideration, consistent and accurate dissemination of information for all respondents, the CITY prohibits communication to or with any department, employee, or agent evaluating or considering proposals during the submission process, except as authorized by the Procurement Division representative. Additionally, the CITY prohibits communication initiated by a respondent to any CITY official or employee evaluating or considering the proposals (up to and including the City Commissioners) before the time an award decision has been made. Any communication between proposer and the CITY required to obtain information or clarification for preparing a bid or to enable a proper, accurate evaluation of a proposal will be handled solely through the Procurement Division staff. Any communications initiated between the respondent and the CITY outside these parameters may be grounds for disqualifying the offending respondent from consideration for award of the proposal and/or any future proposal.

Lobbying means when any natural person, for compensation, seeks to influence the governmental decision-making, to encourage the passage, defeat or modification of any proposal, recommendation or decision by the CITY officials and employees, except as authorized by procurement documents.

4.4. CONE OF SILENCE

During the Cone of Silence, except as pursuant to an authorized appeal, no person may lobby on behalf of a competing party in a particular procurement process, no person may lobby CITY officials or employees except the Procurement Division designated staff. Violation of this provision shall result in disqualification of the party on whose behalf the lobbying occurred.

The Cone of Silence is the period between the issue date of the solicitation and the time the CITY Officials and Employees award the contract.

4.5. DETERMINATION OF RESPONSIBLE BIDDER

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

As a part of the proposal evaluation process, the CITY reserves the right to conduct a background investigation of bidder, including a record check by the Gainesville Police Department if the qualifications require it. Bidder’s submission of a proposal constitutes acknowledgment of the process and consent to such investigation.

No contract will be awarded to any respondent who is in arrears to the CITY for any debt, fee, tax, or contract, or who is a defaulter as surety or in any other capacity, upon any obligation to the City. Additionally, any respondent determined to be not responsible by the CITY pursuant to Pro-01 Procurement Administrative Guidelines, C.2.ii., will not be awarded a contract.

Respondent must demonstrate that it is responsible as defined in the City of Gainesville’s Pro-01 Procurement Administrative Guidelines, C.2.ii., as may be amended.

These criteria assess the respondent's capability to perform.

A. The ability of the bidder to successfully carry out a proposed contract.

B. Past performance (including reference check), experience, business and financial capabilities, skills, technical organization, legal eligibility and reliability.

If it is determined that the respondent is not responsible, the CITY may notify respondent of its finding, including evidence used, and allow respondent the opportunity to come into compliance within three (3) business days of notification.

If selected, respondent must either update or complete CITY’s vendor application, pay business tax (if applicable), and register with the State of Florida (if required by law).

4.6. RESPONSIVENESS OF BID

A responsive proposal is one which follows the requirements of the solicitation, includes all required documentation, is submitted in the format outlined in the solicitation, is of timely submission through the eProcurement Portal, and has the appropriate signatures as required on each document. Failure to comply with these requirements may deem the proposal non-responsive (Pro-01 Procurement Administrative Guidelines , C.2.i.)

Each proposal shall be reviewed to determine if the proposal is responsive to the submission requirements outlined in the solicitation.

4.7. EXAMINATION OF SOLICITATION DOCUMENTS - FULLY INFORMED

RESPONDENT

A. Prior to responding to the Solicitation, Respondents are responsible for the following: (1) examining the Solicitation thoroughly, (2) considering federal, state and local laws and regulations that may impact or affect cost, progress, performance or furnishing of the Work, (3) studying and carefully correlating Respondent’s observations with the

Solicitation, and (4) notifying the Procurement Representative of all conflicts, errors or discrepancies in the Solicitation.

B. Respondents are expected to become fully informed as to the requirements of the Specifications and failure to do so will be at their own risk. Respondents cannot expect to secure relief on the plea of error.

C. A Respondent who is aggrieved in connection with the specifications of this Solicitation may protest in writing to City of Gainesville Procurement at least within five (5) work days of the solicitation posting date.

4.8. PROPOSAL SUBMISSION INSTRUCTIONS

The bid response, containing all required documents, with authorized signatures, must be submitted in OpenGov by 3:00 p.m.

on the due date indicated on the Solicitation Cover Page. OpenGov will reject late proposals, and the City will not accept proposals submitted in any other manner that through OpenGov.

Both the response and the price proposal, if required to be submitted as a separate document, must be signed by an officer of the business who is legally authorized to enter into a contractual relationship in the name of the bidder. An authorized representative who is not an officer may sign the proposal, but must attach a corporate resolution granting authorization to the representative to execute on behalf of the business.

The submittal of a response by a respondent will be considered by the City as constituting an offer by the respondent to perform the required services at the stated fees.

4.9. INTERPRETATION AND ADDENDA

All questions about the meaning or intent of this Solicitation are to be directed to the Procurement Representative via the CITY's eProcurement Portal, https://procurement.opengov.com/portal/cityofgainesville, unless stated otherwise. Interpretations or clarifications considered necessary in response to such questions will be issued by Addenda posted on the City’s eProcurement Portal.

Respondents must create an account on the City’s eProcurement Portal to receive notifications. Registered Respondents will be notified of all Addenda posted in the City’s eProcurement Portal.

Only questions answered by formal written Addenda will be binding.

A. Addenda may also be issued to modify the Solicitation as deemed advisable by the Procurement Representative.

B. Addenda issued before the Solicitation due date and time are considered binding and treated as if they were originally written into the Solicitation. It is the responsibility of the Respondents to ensure they have received, signed, and included all addenda(s) with their submittals.

4.10. EXCEPTION TO THE SOLICITATION

Respondents may take exception to any of the terms of this Solicitation unless otherwise stated. Should a respondent take exception where none is permitted, the proposal will be rejected as non-responsive. All exceptions taken must be specific to allow the City a meaningful opportunity to evaluate and rank proposals.

Where exceptions are permitted, the City shall determine the acceptability of the proposed exceptions. The proposals will be evaluated based on the proposals as submitted. The CITY retains the right to accept or reject the exceptions. Where exceptions are rejected, the CITY may request that the respondent furnish the services or goods described herein, or negotiate an acceptable alternative.

4.11. MODIFICATION OR WITHDRAWAL OF A RESPONSE

Modifications to or withdrawal of a respondent’s submittal can be made until the Response Submission Deadline (See Section

1.4 – Deadline). Modifications or withdrawals must be documented in the City eProcurement Portal https://procurement.opengov.com/portal/cityofgainesville prior to the Response Submission Deadline (See Section 1.4 – Deadline) in order to be recognized by the CITY. Any bid not withdrawn will constitute an irrevocable offer, for a period of one https://procurement.opengov.com/portal/cityofgainesville https://procurement.opengov.com/portal/GRU hundred twenty (120) days, to provide the CITY adequate time to award the Contract for the services specified in this solicitation.

4.12. COLLUSION

Only one (1) response from any individual, firm, corporation, organization or agency under the same or different name will be considered as a response to this Solicitation. Multiple responses from any individual, firm, corporation, organization or agency under the same or different name may result in rejection of all responses from the Respondent.

A. Respondent, by signing the Respondent’s Verification Form, declares that the Response is made without any previous understanding, agreement, or connections with any persons, firms, or corporations responding on the same items and that it is in all respects fair and in good faith without any outside control, collusion or fraud. A non-exclusive manufacturer/distributor relationship does not, in and of itself, constitute a prior understanding, agreement, connection or collusion between Responders.

B. By responding to the Solicitation, the Respondent acknowledges that it has not offered or given any gift or compensation to any CITY officer or employee to secure favorable treatment with respect to being awarded this

Contract.

4.13. TRADE SECRETS OR CONFIDENTIAL AND EXEMPT INFORMATION

Florida’s Public Records Law, Chapter 119, Florida Statutes, includes numerous exemptions to the general requirement to disclose information to the public in response to a public record’s request. Exemptions are found in various provisions of the Florida Statutes, including but not limited to Section 119.071, Florida Statutes (General exemptions from inspection or copying of public records), and Section 119.0713, Florida Statutes (Local government agency exemptions from inspection or copying of public records). Section 815.045, Florida Statutes (Trade secret information), provides that trade secret information as defined in Section 812.081, Florida Statutes (Trade secrets; theft, embezzlement; unlawful copying; definitions; penalty) is confidential and exempt from disclosure because it is a felony to disclose such records. The Parties understand and agree that Florida’s Public Records Law is very broad and that documents claimed by a Party to be confidential and exempt from public disclosure pursuant to the Public Records Law may in fact not be deemed such by a court of law. Accordingly, the following provisions shall apply:

A. Identifying Trade Secret or Otherwise Confidential and Exempt Information.

For any records or portions thereof that respondent claims to be Trade Secret or otherwise confidential and exempt from public disclosure under the Public Records Law, respondent shall:

1. Upload a pdf version reply of the complete UNREDACTED proposal. Include “UNREDACTED, CONFIDENTIAL” in document title. This is the version that will be used by the evaluators when they are reviewing your proposal. It is essential that the items that will be redacted are highlighted in yellow to prevent the evaluation team from discussing these items after the award. The first page of the document for the unredacted document should provide a general description of the information respondent has designated as confidential and/or exempt, and provide a reference to the appropriate Florida or Federal statute supporting the confidential and/or exempt classification.

2. The City’s evaluators will be provided with the complete unredacted proposal, including any trade secret or otherwise confidential and exempt information. The City evaluators will maintain the confidentiality of the information through the evaluation process, including any recorded evaluation team meetings.

3. Upload a pdf version reply of the REDACTED copy of the proposal. Include “REDACTED” in the document title. This copy will be used to support any public records requests that may arise from this solicitation.

4. Provide an affidavit or similar type of evidence that describes and supports the basis for Respondent’s claim that the information is confidential and exempt from public disclosure, referencing all applicable Florida Statutes

B. Request for Trade Secret or Otherwise Confidential and Exempt Information.

1. In the event a public record request is made to view the information which respondent claims is confidential and/or exempt, the City will notify the respondent and give the respondent a reasonable opportunity (generally 2 business days) to institute appropriate legal action to prevent the disclosure of the information claimed as confidential and/or exempt.

2. In the event that the City in its sole discretion finds no basis for respondent’s claim that certain information is Trade

Secret or otherwise confidential and exempt under Florida’s Public Records Law, then City shall notify respondent in writing of such conclusion and provide respondent a reasonable amount of time to file for declaratory action requesting a court of law to deem the requested information as Trade Secret or otherwise as confidential and exempt under Florida’s Public Records Law. If respondent fails to file for declaratory action within the reasonable amount of time provided, then City will disclose the information requested.

3. If a public records lawsuit is filed against CITY requesting public disclosure of the information labeled by respondent as Trade Secret or otherwise as confidential and exempt, CITY shall notify respondent and respondent shall intervene in the lawsuit to defend the nondisclosure of such information under Florida’s Public Records Law.

4. Respondent hereby indemnifies and holds CITY, its officers and employees harmless from any and all liabilities, damages, losses, and costs of any kind and nature, including but not limited to attorney’s fees, that arise from or are in any way connected with respondent’s claim that any information it provided to CITY is Trade Secret or otherwise confidential and exempt from public disclosure under Florida’s Public Records Law.

C. How to Designate Trade Secret or Otherwise Confidential and Exempt Information

If a respondent believes that its reply contains Trade Secret or otherwise confidential and exempt information (as defined by Florida or Federal law) and should be withheld from disclosure to the public, in such cases the respondent must provide a redacted copy of the proposal for public access.

D. How the City will Handle Material Identified as Trade Secret or Otherwise Confidential and Exempt Information

All public records submitted to the City, including those claimed as confidential and/or exempt, will be retained by the City and will not be returned to a respondent at the conclusion of the bidding process.

4.14. PROTEST OF SOLICITATION SPECIFICATIONS AND/OR AWARD

Participants may protest the Specifications of the solicitation in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

Participants may protest the Solicitation Award in accordance with Section C.5.i. of the Pro-01 Procurement Administrative Guidelines

4.15. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The City may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this solicitation;

postpone or cancel, at any time, this solicitation process; or waive any irregularities in this solicitation or in the proposals received as a result of this solicitation.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

5. REQUIRED SUBMITTAL DOCUMENTS - ITB

1. RESPONDENT VERIFICATION*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

I hereby propose to provide the goods/services requested in this Solicitation. I agree to hold pricing for at least 120 calendar days from the Solicitation due date. I agree that CITY’s terms and conditions herein take precedence over any conflicting terms and conditions submitted for CITY’s consideration, and agree to abide by all conditions of this Solicitation.

I certify that all information contained in this Response is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to execute and submit this Response on behalf of the organization as its agent and that the organization is ready, willing and able to perform if awarded.

• Respondent_Verification.pdf

*Response required

2. LOCAL PREFERENCE*

To claim "Local Preference" a bidder must have a valid occupational license (business permit) issued by the City of Gainesville, Florida at least six months prior to bid or proposal opening date and have a physical business address located within the corporate limits of the City of Gainesville, Florida.

☐ Yes - Include a copy of the current year's license (permit) issued by the City of Gainesville, Florida with your submittal.

☐ No - Bidder is not eligible to claim Local Preference.

*Response required

3. SOLICITATION RESPONSE*

Download the BID FORM from the downloads tab, complete and upload your company's proposal for this solicitation here.

*Response required

4. DRUG-FREE WORKPLACE CERTIFICATION FORM*

Whenever two or more bids which are equal with respect to price, quality, and service are received in accordance with Section 287.087, Florida Statutes, preference shall be given to respondents that certify that they have a drug-free workplace.

• Drug_Free_Workplace.pdf

*Response required

5. e-VERIFY FORM* https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3376/f144cedd-d0d9-47c4-a552-70b78b5e4ded_Respondent_Verification.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JTBDX5O6%2F20250812%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250812T121453Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGnn8pLGDliKLqPbW5Y6UNDLIgwagY79ZgQcXslvX88EAiEAtVX5ksbyutPZXX1O9gYtGvJwcAdz2pE7CUFcDKgSvqEqigUIFRACGgw4OTIzNjQ2ODc2NzIiDLB9rIsWhjNtrZgrNirnBMpFK7HUkUscwm8pKLNHqfXMCFwvgFmur540ar9MqQ3lqwvapUVzd3EMLk%2B1m6aE%2FZd1gG%2FePZzPqqhzZEyiwCvxzZ0WSLsKb5b806F1LcBEb8uUYWObWIRSn2MBcA3WJnbBnyKRdB65XfitEOgXqlTioyAiOcY90Q7vCSdxXxGl%2Fd4f3%2BnwPEIbPSRecXKsQ%2FTQLRqCium6kSYZOxj3vLgNFili5h9kpoKDKglAn1MZO%2F5oCWn%2BpSqS%2FjSlfsjlzjZRFEjaS1mlIv2oqwzqOH6hnRfFkwXweL74rm0YTvXAZFB7scNN%2Bi7U8Mb%2F51Rs68ud67WoMbkVE%2BysK6IpvkWnoX448W4dpfhOrQhX4FrX3NO6kq%2FahKOGaBDcMihHCLs4UqDqWxmvukGEhnToFKf1zKZ%2BB4Sppvo9mB5N73B2USsqoIh3NkzTKiHZeuQDMOsVeeyDeLJt4od7mpszEQFEpPRI6x7kFSUktgaARwmm5oQZiL66NZRGuwHradmPyb8jcjKJLMrxyR4ZjX1gB7u3WEqAZpU0gifvq3gPO%2Basbj2CEzcEnPD26z26bxelW0B5hV57bTe3WTeTnNKUm9aDec7PLyHta%2Bgbak4W%2FRHqSXNcjVLnyE88xFdB%2FWFzgWf3UB9p4LhzAkS0NxwxDAhvT84vTSAHnJgDPXISfpUjHUeyL7jbkV9IcZMx741rN8M3wvj8SAfH77hGLKfnfVWQvSt%2BlmmJ%2FjKOtpttLV8QkhUeC2yGvsG6%2BU8njDNN6LIz4oJK3Tln%2BnVrcQZV2CB1XFuth%2Bfu7UIcGms2Np5s0nfQzvv7fDCe1ezEBjqbAbmQpb1dPjRJYGR%2BfHgdmgUe7AWGrEqMA2Kf53tKHH%2BUNMm%2FaqhrWg7%2B5C%2BGRb70OBDF3e99%2FFEV1FcMrSxUxneq4HuX%2FdYfbEvm0JTWEwyeApOo5PasyV%2BJSwAorUfe55i6eDrZTD9bBeKCK5dvQWUuM4pgmergAvG9o6Xgpzy95n0j3%2BQL%2B9eDUQ9rqVzp9DIHEgNg3rwUA72e&X-Amz-Signature=ce560a27a8b42c6d3576715671ecb18f308474e7f7f693f14b6c5cd561cd6caa&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Respondent_Verification.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3108/6757491c-7964-4fbf-a883-858e4baa17f4_Drug_Free_Workplace.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JTBDX5O6%2F20250812%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250812T121453Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGnn8pLGDliKLqPbW5Y6UNDLIgwagY79ZgQcXslvX88EAiEAtVX5ksbyutPZXX1O9gYtGvJwcAdz2pE7CUFcDKgSvqEqigUIFRACGgw4OTIzNjQ2ODc2NzIiDLB9rIsWhjNtrZgrNirnBMpFK7HUkUscwm8pKLNHqfXMCFwvgFmur540ar9MqQ3lqwvapUVzd3EMLk%2B1m6aE%2FZd1gG%2FePZzPqqhzZEyiwCvxzZ0WSLsKb5b806F1LcBEb8uUYWObWIRSn2MBcA3WJnbBnyKRdB65XfitEOgXqlTioyAiOcY90Q7vCSdxXxGl%2Fd4f3%2BnwPEIbPSRecXKsQ%2FTQLRqCium6kSYZOxj3vLgNFili5h9kpoKDKglAn1MZO%2F5oCWn%2BpSqS%2FjSlfsjlzjZRFEjaS1mlIv2oqwzqOH6hnRfFkwXweL74rm0YTvXAZFB7scNN%2Bi7U8Mb%2F51Rs68ud67WoMbkVE%2BysK6IpvkWnoX448W4dpfhOrQhX4FrX3NO6kq%2FahKOGaBDcMihHCLs4UqDqWxmvukGEhnToFKf1zKZ%2BB4Sppvo9mB5N73B2USsqoIh3NkzTKiHZeuQDMOsVeeyDeLJt4od7mpszEQFEpPRI6x7kFSUktgaARwmm5oQZiL66NZRGuwHradmPyb8jcjKJLMrxyR4ZjX1gB7u3WEqAZpU0gifvq3gPO%2Basbj2CEzcEnPD26z26bxelW0B5hV57bTe3WTeTnNKUm9aDec7PLyHta%2Bgbak4W%2FRHqSXNcjVLnyE88xFdB%2FWFzgWf3UB9p4LhzAkS0NxwxDAhvT84vTSAHnJgDPXISfpUjHUeyL7jbkV9IcZMx741rN8M3wvj8SAfH77hGLKfnfVWQvSt%2BlmmJ%2FjKOtpttLV8QkhUeC2yGvsG6%2BU8njDNN6LIz4oJK3Tln%2BnVrcQZV2CB1XFuth%2Bfu7UIcGms2Np5s0nfQzvv7fDCe1ezEBjqbAbmQpb1dPjRJYGR%2BfHgdmgUe7AWGrEqMA2Kf53tKHH%2BUNMm%2FaqhrWg7%2B5C%2BGRb70OBDF3e99%2FFEV1FcMrSxUxneq4HuX%2FdYfbEvm0JTWEwyeApOo5PasyV%2BJSwAorUfe55i6eDrZTD9bBeKCK5dvQWUuM4pgmergAvG9o6Xgpzy95n0j3%2BQL%2B9eDUQ9rqVzp9DIHEgNg3rwUA72e&X-Amz-Signature=6864838996a38e492efa0d64ef81840606640dc03b4087181042fd411a59af7d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Drug_Free_Workplace.pdf%22&x-id=GetObject

The Contractor shall comply with all applicable requirements of Section 448.095, Florida Statutes, including but not limited to: 1) the Contractor shall register with and use the U.S. Department of Homeland Security’s E-Verify system to verify the work authorization status of all new employees of the Contractor during the term of this Agreement; and 2) the Contractor shall expressly require any subcontractors performing work or providing services pursuant to this Agreement to likewise register with and use the U.S. Department of Homeland Security’s E-Verify system to verify the work authorization status of all new employees of the subcontractor during the term of this Agreement. Section 448.095, Florida Statutes, states the statute must be construed in a manner that is fully consistent with any applicable federal laws or regulations, and therefore this section does not apply to this Agreement to the extent that this section would be inconsistent with any federal laws or regulations that are applicable to this Agreement.

• e-Verify_Form.pdf

*Response required

6. PROHIBITION REGARDING FOREIGN COUNTRIES OF CONCERN *

In accordance with Section 287.05701(2)(a), F.S. (2023), the City may not request documentation of or consider a vendor's social, political, or ideological interests when determining if the vendor is a responsible vendor, and may not give preference to a vendor based on the vendor's social, political, or ideological interests.

• Foreign_Countries_of_Concer...

*Response required

7. REFERENCES*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD HERE.

• Respondent_References.pdf

*Response required https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3108/a707c977-669b-474b-92bb-3a5fb390cf43_e-Verify_Form.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JTBDX5O6%2F20250812%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250812T121453Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGnn8pLGDliKLqPbW5Y6UNDLIgwagY79ZgQcXslvX88EAiEAtVX5ksbyutPZXX1O9gYtGvJwcAdz2pE7CUFcDKgSvqEqigUIFRACGgw4OTIzNjQ2ODc2NzIiDLB9rIsWhjNtrZgrNirnBMpFK7HUkUscwm8pKLNHqfXMCFwvgFmur540ar9MqQ3lqwvapUVzd3EMLk%2B1m6aE%2FZd1gG%2FePZzPqqhzZEyiwCvxzZ0WSLsKb5b806F1LcBEb8uUYWObWIRSn2MBcA3WJnbBnyKRdB65XfitEOgXqlTioyAiOcY90Q7vCSdxXxGl%2Fd4f3%2BnwPEIbPSRecXKsQ%2FTQLRqCium6kSYZOxj3vLgNFili5h9kpoKDKglAn1MZO%2F5oCWn%2BpSqS%2FjSlfsjlzjZRFEjaS1mlIv2oqwzqOH6hnRfFkwXweL74rm0YTvXAZFB7scNN%2Bi7U8Mb%2F51Rs68ud67WoMbkVE%2BysK6IpvkWnoX448W4dpfhOrQhX4FrX3NO6kq%2FahKOGaBDcMihHCLs4UqDqWxmvukGEhnToFKf1zKZ%2BB4Sppvo9mB5N73B2USsqoIh3NkzTKiHZeuQDMOsVeeyDeLJt4od7mpszEQFEpPRI6x7kFSUktgaARwmm5oQZiL66NZRGuwHradmPyb8jcjKJLMrxyR4ZjX1gB7u3WEqAZpU0gifvq3gPO%2Basbj2CEzcEnPD26z26bxelW0B5hV57bTe3WTeTnNKUm9aDec7PLyHta%2Bgbak4W%2FRHqSXNcjVLnyE88xFdB%2FWFzgWf3UB9p4LhzAkS0NxwxDAhvT84vTSAHnJgDPXISfpUjHUeyL7jbkV9IcZMx741rN8M3wvj8SAfH77hGLKfnfVWQvSt%2BlmmJ%2FjKOtpttLV8QkhUeC2yGvsG6%2BU8njDNN6LIz4oJK3Tln%2BnVrcQZV2CB1XFuth%2Bfu7UIcGms2Np5s0nfQzvv7fDCe1ezEBjqbAbmQpb1dPjRJYGR%2BfHgdmgUe7AWGrEqMA2Kf53tKHH%2BUNMm%2FaqhrWg7%2B5C%2BGRb70OBDF3e99%2FFEV1FcMrSxUxneq4HuX%2FdYfbEvm0JTWEwyeApOo5PasyV%2BJSwAorUfe55i6eDrZTD9bBeKCK5dvQWUuM4pgmergAvG9o6Xgpzy95n0j3%2BQL%2B9eDUQ9rqVzp9DIHEgNg3rwUA72e&X-Amz-Signature=ded8a575ed8cbc7a18270448cf15b436312604024839e391bdb94b778c583533&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22e-Verify_Form.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3108/d32648e2-3b69-461c-be7a-b7b2f40143b7_Foreign_Countries_of_Concern.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JTBDX5O6%2F20250812%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250812T121453Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGnn8pLGDliKLqPbW5Y6UNDLIgwagY79ZgQcXslvX88EAiEAtVX5ksbyutPZXX1O9gYtGvJwcAdz2pE7CUFcDKgSvqEqigUIFRACGgw4OTIzNjQ2ODc2NzIiDLB9rIsWhjNtrZgrNirnBMpFK7HUkUscwm8pKLNHqfXMCFwvgFmur540ar9MqQ3lqwvapUVzd3EMLk%2B1m6aE%2FZd1gG%2FePZzPqqhzZEyiwCvxzZ0WSLsKb5b806F1LcBEb8uUYWObWIRSn2MBcA3WJnbBnyKRdB65XfitEOgXqlTioyAiOcY90Q7vCSdxXxGl%2Fd4f3%2BnwPEIbPSRecXKsQ%2FTQLRqCium6kSYZOxj3vLgNFili5h9kpoKDKglAn1MZO%2F5oCWn%2BpSqS%2FjSlfsjlzjZRFEjaS1mlIv2oqwzqOH6hnRfFkwXweL74rm0YTvXAZFB7scNN%2Bi7U8Mb%2F51Rs68ud67WoMbkVE%2BysK6IpvkWnoX448W4dpfhOrQhX4FrX3NO6kq%2FahKOGaBDcMihHCLs4UqDqWxmvukGEhnToFKf1zKZ%2BB4Sppvo9mB5N73B2USsqoIh3NkzTKiHZeuQDMOsVeeyDeLJt4od7mpszEQFEpPRI6x7kFSUktgaARwmm5oQZiL66NZRGuwHradmPyb8jcjKJLMrxyR4ZjX1gB7u3WEqAZpU0gifvq3gPO%2Basbj2CEzcEnPD26z26bxelW0B5hV57bTe3WTeTnNKUm9aDec7PLyHta%2Bgbak4W%2FRHqSXNcjVLnyE88xFdB%2FWFzgWf3UB9p4LhzAkS0NxwxDAhvT84vTSAHnJgDPXISfpUjHUeyL7jbkV9IcZMx741rN8M3wvj8SAfH77hGLKfnfVWQvSt%2BlmmJ%2FjKOtpttLV8QkhUeC2yGvsG6%2BU8njDNN6LIz4oJK3Tln%2BnVrcQZV2CB1XFuth%2Bfu7UIcGms2Np5s0nfQzvv7fDCe1ezEBjqbAbmQpb1dPjRJYGR%2BfHgdmgUe7AWGrEqMA2Kf53tKHH%2BUNMm%2FaqhrWg7%2B5C%2BGRb70OBDF3e99%2FFEV1FcMrSxUxneq4HuX%2FdYfbEvm0JTWEwyeApOo5PasyV%2BJSwAorUfe55i6eDrZTD9bBeKCK5dvQWUuM4pgmergAvG9o6Xgpzy95n0j3%2BQL%2B9eDUQ9rqVzp9DIHEgNg3rwUA72e&X-Amz-Signature=3f2b9c7070a8d7e212695cad1db98033804ba61b2edc5272429d9741d192c59d&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Foreign_Countries_of_Concern.pdf%22&x-id=GetObject https://procure-now.s3.us-west-2.amazonaws.com/shared-sections/production/3376/0db5da70-58ec-4976-b190-5813ee761878_Respondent_References.pdf?X-Amz-Algorithm=AWS4-HMAC-SHA256&X-Amz-Content-Sha256=UNSIGNED-PAYLOAD&X-Amz-Credential=ASIA47RIURE4JTBDX5O6%2F20250812%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250812T121453Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEMz%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJHMEUCIGnn8pLGDliKLqPbW5Y6UNDLIgwagY79ZgQcXslvX88EAiEAtVX5ksbyutPZXX1O9gYtGvJwcAdz2pE7CUFcDKgSvqEqigUIFRACGgw4OTIzNjQ2ODc2NzIiDLB9rIsWhjNtrZgrNirnBMpFK7HUkUscwm8pKLNHqfXMCFwvgFmur540ar9MqQ3lqwvapUVzd3EMLk%2B1m6aE%2FZd1gG%2FePZzPqqhzZEyiwCvxzZ0WSLsKb5b806F1LcBEb8uUYWObWIRSn2MBcA3WJnbBnyKRdB65XfitEOgXqlTioyAiOcY90Q7vCSdxXxGl%2Fd4f3%2BnwPEIbPSRecXKsQ%2FTQLRqCium6kSYZOxj3vLgNFili5h9kpoKDKglAn1MZO%2F5oCWn%2BpSqS%2FjSlfsjlzjZRFEjaS1mlIv2oqwzqOH6hnRfFkwXweL74rm0YTvXAZFB7scNN%2Bi7U8Mb%2F51Rs68ud67WoMbkVE%2BysK6IpvkWnoX448W4dpfhOrQhX4FrX3NO6kq%2FahKOGaBDcMihHCLs4UqDqWxmvukGEhnToFKf1zKZ%2BB4Sppvo9mB5N73B2USsqoIh3NkzTKiHZeuQDMOsVeeyDeLJt4od7mpszEQFEpPRI6x7kFSUktgaARwmm5oQZiL66NZRGuwHradmPyb8jcjKJLMrxyR4ZjX1gB7u3WEqAZpU0gifvq3gPO%2Basbj2CEzcEnPD26z26bxelW0B5hV57bTe3WTeTnNKUm9aDec7PLyHta%2Bgbak4W%2FRHqSXNcjVLnyE88xFdB%2FWFzgWf3UB9p4LhzAkS0NxwxDAhvT84vTSAHnJgDPXISfpUjHUeyL7jbkV9IcZMx741rN8M3wvj8SAfH77hGLKfnfVWQvSt%2BlmmJ%2FjKOtpttLV8QkhUeC2yGvsG6%2BU8njDNN6LIz4oJK3Tln%2BnVrcQZV2CB1XFuth%2Bfu7UIcGms2Np5s0nfQzvv7fDCe1ezEBjqbAbmQpb1dPjRJYGR%2BfHgdmgUe7AWGrEqMA2Kf53tKHH%2BUNMm%2FaqhrWg7%2B5C%2BGRb70OBDF3e99%2FFEV1FcMrSxUxneq4HuX%2FdYfbEvm0JTWEwyeApOo5PasyV%2BJSwAorUfe55i6eDrZTD9bBeKCK5dvQWUuM4pgmergAvG9o6Xgpzy95n0j3%2BQL%2B9eDUQ9rqVzp9DIHEgNg3rwUA72e&X-Amz-Signature=bfc12ae57b4aa154b11f02dea98adf537a86c8cff98578869b831c96d23f4326&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Respondent_References.pdf%22&x-id=GetObject

6. AWARD

6.1. TIE BIDS

Whenever two or more bids which are equal with respect to price, quality and service are received, preference shall be given in the following order: (1) Bidders submitting the attached Drug-Free Workplace form with their bid/proposal certifying they have a drug free workplace in accordance with Section 287.087, Florida Statutes;

(2) Bidders located within the CITY of Gainesville, if not subject to the Local Preference Ordinance; (3) Bidders located within Alachua County; (4) Bidders located within the State of Florida; and (5) coin toss.

7. CONTRACT

7.1. CONTRACT NEGOTIATIONS

The CITY may award the initial contract on the basis of initial offers received from respondent, without discussions. A draft contract is attached. Therefore, each initial offer should contain the Respondent’s best terms from a cost or price and technical standpoint and any changes to the draft contract.

The CITY reserves the right to enter into contract negotiations with the selected Respondent regarding the terms and conditions of the draft contract and technical terms. Price is non-negotiable. If the CITY and the selected Respondent cannot negotiate a successful contract, the CITY may terminate said negotiations and begin negotiations with the next selected Respondent. This process will continue until a contract has been executed or all Respondents have been exhausted. No Respondent shall have any rights against the CITY arising from such negotiations.

7.2. CONTRACT AWARD

An Intent to Award, if any, shall be made to the Respondent(s) whose proposal(s) shall be deemed by the CITY to be in the best interest of the CITY. The decision of the CITY of whether to make the award(s) and which proposal is in the best interest of the CITY shall be final.

7.3. CONTRACT

The Contract entered into will designate the successful Respondent as the CITY’s Contractor. The successful Respondent will be required to execute an agreement with the CITY in substantially the same format as found in the DRAFT.

7.4. BID PROTEST

Participants in this solicitation may protest the solicitation specifications or award in accordance with Section 5. Bid Protests of the PRO-01 Procurement Administrative Guidelines.

7.5. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The CITY may, at its sole and absolute discretion, reject any and all, or parts of any and all, proposals; re-advertise this RFP;

postpone or cancel, at any time, this RFP process; or waive any irregularities in this RFP or in the proposals received as a result of this RFP. See Section B. The Bid Process, 9. viii. of the PRO-01 Procurement Administrative Guidelines.

7.6. CONTRACT TERM

Contract Term will be upon execution through September 30, 2026, with optional three one-year extensions.

https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City https://www.gainesvillefl.gov/Government-Pages/Government/Departments/Financial-Services/Do-Business-with-the-City

8. GENERAL TERMS AND CONDITIONS

8.1. REIMBURSABLES

If travel is involved in the execution of an awarded contract, should any air travel be required the City’s travel policy allows for Coach air travel only. All other travel will be billed in accordance with the Federal General Services Administration rates which can be found at: https://www.gsa.gov/travel/plan-book/per-diem-rates. In addition, long distance phone calls, printing, and other administrative costs may be billed at cost only -no mark-up. Evidence of these expenditures will be submitted when invoicing the City. Travel and administrative costs should be identified in the Price Proposal.

8.2. LOCAL PREFERENCE

In bidding of, or letting contracts for procurement of, supplies, materials, equipment and services, as described in the purchasing policies, the City Commission, or other purchasing authority, may give a preference to local businesses in making such purchase or awarding such contract in an amount not to exceed five percent of the local business' total bid price, and in any event the cost differential should not exceed $25,000.00.