The_Genius_Lab_(Addendum_#5_Revision).pdf

RFP- 26 - 087

THE GENIUS LAB

City of St. Petersburg

P.O. Box 2842

St. Petersburg, FL 33731

RELEASE DATE: February 17, 2026

DEADLINE FOR QUESTIONS: March 18, 2026

RESPONSE DEADLINE: March 26, 2026, 3:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

City of St. Petersburg

The Genius Lab

I. Introduction

II. Solicitation Information

III. Evaluation Criteria

IV. Vendor Questionnaire

V. Scope of Work

VI. General Terms

VII. Special Terms: Service Contract Exceeding $200k

VIII. Background Checks

IX. Insurance

Attachments:

A - Proposal Submittal Requirements

B - The Genius Lab Curriculum Example

C - Subcontractor Utilization Plan

D - Base Agreement

#RFP- 26 - 087

Title: The Genius Lab

1. Introduction

1.1. Summary

The City of St. Petersburg invites proposals from qualified vendors to design and deliver The Genius Lab, a hands-on afterschool experience that nurtures academic growth, personal development, and creative exploration for 6th through 12th grade students attending schools in St. Petersburg and provide transportation to and from The Genius Lab sessions. The selected vendor will create a learning environment that strengthens students’ confidence, supports their overall wellbeing, and expands their opportunities through innovative STEM activities, leadership development, financial empowerment, and exercises in mindfulness to include reflective practices. The Genius Lab is expected to run Monday through

Thursday on the days when school is open.

1.2. Contact Information

Sakha Reed Senior Procurement Analyst One 4th Street North St. Petersburg, FL 33701 Email: sakha.reed@stpete.org Phone: (727) 551-3991

Department:

Mayor's Office

1.3. Timeline

*Timeline is subject to change

Solicitation Published February 17, 2026

Pre-Proposal Meeting (Non-Mandatory) February 23, 2026, 11:00am

Join Zoom Meeting https://zoom.us/j/97901273995

Meeting ID: 979 0127 3995

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signature=MZbZ3-poPZ8JZ4HH67msC3_cBtLLuYhSmKA1rkSrQsc mailto:sakha.reed@stpete.org tel:(727)551-3991 https://zoom.us/j/97901273995 https://zoom.us/meetings/97901273995/invitations?signature=MZbZ3-poPZ8JZ4HH67msC3_cBtLLuYhSmKA1rkSrQsc https://zoom.us/meetings/97901273995/invitations?signature=MZbZ3-poPZ8JZ4HH67msC3_cBtLLuYhSmKA1rkSrQsc https://zoom.us/meetings/97901273995/invitations?signature=MZbZ3-poPZ8JZ4HH67msC3_cBtLLuYhSmKA1rkSrQsc

Site Visit - Enoch Davis Center, 1111 18th

Avenue South, St. Petersburg, FL 33705

March 12, 2026, 2:00pm

Deadline for Questions March 18, 2026, 5:00pm

Deadline for Question Response March 20, 2026, 5:00pm

Deadline for Submittals March 26, 2026, 3:00pm

Evaluation/Shortlisting (Non-Mandatory) April 8, 2026, 9:30am

Municipal Services Building, One Fourth Street

North, St. Petersburg, FL, 33701, Conference Room

Anticipated Recommendation of Award to

City Council

May 28, 2026

2. Solicitation Information

2.1. Submission or Receipt of Proposal

Proposals will be received through the City’s online bidding system no later than 3:00 pm on Thursday, March 26, 2026.

2.2. Standard for Award

The City intends to award to one vendor vendor for the Genius Lab and Transportation Services.

However, the City may award multiple vendors whose proposal is determined in writing to be the most advantageous.

2.3. Selection Process

A. Short-Listing. Where there are multiple responsive proposals to the solicitation, a short-listing of two or more Vendors may be made. Negotiations as outlined in City Code Section 2-193 (g) will begin with the selected Vendors on the short-list. If there is only one responsive proposal, negotiations may proceed with a single Vendor.

B. Negotiations. The City may conduct discussions (negotiations) with short-listed Vendors to clarify and understand proposals and to provide responses to post-proposal opening and modifications to the solicitation specifications that are in the best interest of the City and that do not significantly change the scope or purpose of the project for which the solicitation was issued

(“negotiation subjects”). During the negotiation process, short-listed Vendors will be accorded fair and equal treatment with respect to any opportunity for discussion and revision of proposals related to negotiation subjects for the purpose of preparing their best and final offer which may be requested and received by the City prior to the conclusion of the negotiation process. If modifications are made as a result of these discussions, they will be put in writing. Following discussions, the City may set a time and date for the best and final offers from those Offerors with whom discussions were held. Proposals may be reevaluated after receipt of the best and final offers.

C. Award without Discussion. The City may award the Agreement on the basis of initial proposals received, without discussions. Therefore, each initial proposal should contain the Vendor’s best terms in relation to all relevant evaluation criteria.

2.4. Submittal Requirements

Please see attachment: Proposal Submittal Requirements https://procurement.opengov.com/portal/stpete/projects/224517

3. Evaluation Criteria

Proposals will be evaluated based solely on the following evaluation criteria:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Experience and Qualifications

The offeror must demonstrate experience, qualifications and capability to perform required services, as shown by relevant experience, key personnel, and references from similar youth-centered programs that integrates academic student growth, parent engagement, enrichment, and collaborative partnerships that reflects familiarity of designing and delivering tech infused youth programming.

0-10 Points 35 (35% of Total)

2. Project Approach/Proposal

Offerors must demonstrate they have the capacity, systems, planning structures and instructional models and describe the project plan and process for performing the Scope of

Services in this RFP.

0-10 Points 30 (30% of Total)

3. Detailed Budget

The offeror must submit information including a comprehensive and fully itemized cost proposal clearly identifying all expenses associated with performing the Scope of Work.

0-10 Points 20 (20% of Total)

4. Business Enterprise Program Outreach and

Utilization

Offerors must indicate if the company is a City of St. Petersburg SBE, MBE, WBE, combination; and describe how the company plans to utilize the various business enterprise programs in the company’s fulfilment of the contract.

0-10 Points 15 (15% of Total)

4. Vendor Questionnaire

4.1. General Information

4.1.1. 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

4.1.2. Is the Vendor a City of St. Petersburg certified SBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

4.1.3. Is the Vendor a City of St. Petersburg certified MWBE? * If you have submitted an application and it is pending, please send an email to osd@stpete.org. In the subject line- provide the solicitation number and due date.

☐ Yes

☐ No

*Response required

4.1.4. Address for Headquarters location.*

*Response required

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

4.1.6. 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

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

*Response required

4.1.8. Year the Company was Founded.*

*Response required

4.1.9. Number of years company has operated under the current name.* mailto:osd@spete.org mailto:osd@spete.org

*Response required

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

4.1.11. Company’s bank of record.*

*Response required

4.1.12. 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

4.1.13. 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

4.1.14. 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

4.1.15. The vendor acknowledges that its solicitation response is subject to Public

Records laws (Chapter 119, Florida Statutes).* ☐ Please confirm

*Response required

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

☐ No

*Response required

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

§287.135 related to scrutinized companies.* ☐ Yes

☐ No

4.1.18. 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

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

Florida Statute §286.101 (3)(a).

4.1.20. The vendor certifies that it takes no exceptions to the attached agreement. * ☐ Yes

☐ No

*Response required

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

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

☐ No

*Response required

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

4.1.24. Please upload your proposal

4.1.25. I currently have the required insurance coverage as specified in the solicitation and will be able to provide a Certificate of Insurance if awarded. * ☐ Please confirm

*Response required

4.2. Service Contracts Over $200,000

4.2.1. Does vendor employ more than 50 full time employees?*

☐ Yes

☐ No

*Response required

4.2.2. a. If YES, does the vendor agree to comply with the living wage requirements set forth in the St. Petersburg City Code? * ☐ Yes

☐ No

5. Scope of Work

5.1. Intent

The City of St. Petersburg invites proposals from qualified vendors to design and deliver The Genius Lab, a hands-on afterschool experience that nurtures academic growth, personal development, and creative exploration for 6th through 12th grade students attending schools in St. Petersburg. The selected vendor will create a learning environment that strengthens students’ confidence, supports their overall wellbeing, and expands their opportunities through innovative STEM activities, leadership development, financial empowerment, and exercises in mindfulness to include reflective practices. The Genius Lab is expected to run Mondays through Thursdays on the days when school is open with the possibility of Friday or Saturday events.

A vendor will also need to provide transportation to and from The Genius Lab sessions.

5.2. Contract Term

The initial term of the agreement is three (3) years from date of contract execution, and may, by mutual agreement of the parties, be renewed for two, one-year renewal periods.

5.3. Vendor Responsibilities

The Vendor shall be responsible for delivering all components of The Genius Lab, a hands-on afterschool experience designed to strengthen academic growth, personal development, and creative problem-solving.

As a service provider, the Vendor must demonstrate experience in youth academic enrichment, experiential learning, and student-centered instructional approaches. The Vendor will design and deliver programming that equips students with the tools, resources, and guidance needed to support academic progress, build confidence, and expand opportunities through STEM innovation, leadership development, financial empowerment, and reflective practices. The Vendor will work in collaboration with Pinellas County

Schools and community partners to ensure that services align with student needs and complement school-day learning. The Vendor shall ensure all staff and partners meet Level II background clearance requirements for working with children. All responsibilities in this scope of work must be carried out with clear timelines for program start-up, service delivery, progress monitoring, and outcomes measurement.

The Genius Lab is expected to run Mondays through Thursdays on the days when school is open.

Vendor shall provide transportation services to participants in grades 6th - 12th to and from The Genius

Lab related workshops and events. Transportation services include picking the The Genius Lab participants up from schools or home, transporting to program activities like workshops, events, and City related programs. Most pick-up locations are from south county middle and high schools and some pick-up locations include north county. The number of The Genius Lab participants needing transportation could vary; however, it will not exceed fifty (50). The transportation schedule could also vary. Generally, The

Genius Lab participants are transported Monday - Thursday, from 4:00 - 7:00 p.m. Participants might also attend events that occur on Friday evenings and Saturdays.

The following are related to The Genius Lab Program:

A. Expectations of Performance

1. Program Design and Implementation

1. The Vendor shall develop and deliver an innovative, student-centered curriculum for The

Genius Lab that provides academic reinforcement, hands-on enrichment, and opportunities for creative problem-solving. The curriculum must integrate technology-supported tools—such as adaptive learning platforms, design-based learning experiences, and other nontraditional instructional strategies—to meet the varied needs of participating students.

2. The program must include clear learning goals, consistent structures, and intentional strategies that encourage regular attendance and sustained engagement. In alignment with the purpose of

The Genius Lab, the curriculum shall incorporate practices that strengthen students’ confidence, support their overall wellbeing, and develop reflective thinking and personal responsibility.

3. The Vendor may elect to serve a specific grade band within grades 6–12 or may elect to serve the full grade range; however, the Vendor must clearly identify the grade levels included and must demonstrate a comprehensive plan for grouping students in ways that ensure developmentally appropriate instruction, learning activities, and youth development experiences.

4. The Vendor may collaborate with Pinellas County Schools and designated partners to finalize program sites, identify participants, and ensure that services complement school-day learning.

The program must be fully operational within sixty (60) days of contract execution.

2. Parent Engagement

1. The Vendor shall provide consistent and meaningful engagement with parents and guardians to support student success. Communication must include in-person or virtual parent sessions hosted during the program, along with written updates and resources that help families extend learning and wellbeing practices at home. The Vendor shall also facilitate cyclical parent gatherings—held quarterly or aligned with program milestones—designed to showcase student growth, progress, and personal development. These gatherings may occur during scheduled program days, including Saturdays, and must highlight students’ academic achievements, leadership development, and creative work produced through The Genius Lab.

These engagement strategies are intended to strengthen family involvement, reinforce student progress, and create a collaborative environment that supports the whole student.

3. Program Innovation and Student Thriving

1. The Vendor shall apply relevant instructional models that promote student engagement, academic growth, confidence, and hands-on learning. Programming must support multiple learning styles, making use of instructional approaches such as experiential learning, project-based learning, collaborative problem-solving, and technology-enabled tools that enhance participation. The program must be designed to ensure broad student participation that reflects the demographics of the surrounding community. The Vendor shall use data-driven strategies to identify academic needs, monitor student progress, and adjust instruction to address learning gaps while fostering overall achievement and personal development.

4. Nutrition and Enrichment Experiences

1. The Vendor shall provide daily nutritious meals and/or substantial snacks for all youth participants in The Genius Lab program. Meals must be wholesome, balanced, and sufficient to sustain students’ focus, energy, and well-being throughout program hours. Offerings shall prioritize fresh, nutrient-dense foods and avoid reliance on highly processed items or minimal snack options. The Vendor shall provide daily nutritious meals and/or substantial snacks for all youth participants in The Genius Lab program. Meals must be wholesome, balanced, and sufficient to sustain students’ focus, energy, and well-being throughout program hours. Offerings shall prioritize fresh, nutrient-dense foods and avoid reliance on highly processed items or minimal snack options.

2. The Vendor shall design and coordinate field trips that directly align with The Genius Lab curriculum and advance students’ enrichment, career exploration, and real-world learning experiences. Field trips must be purposeful, developmentally appropriate, and clearly connected to program outcomes, providing meaningful exposure that expands students’ awareness of academic pathways, professional opportunities, and civic engagement.

5. Data, Impact and Evaluation

1. The Vendor shall collect and report student progress, participation, and demographic data to demonstrate program effectiveness. Data collection must move beyond attendance and retention, providing clear evidence of student learning, skill development, and personal growth. Assessments shall be used to measure academic progress and to guide instructional refinements throughout the program cycle. Evaluation methods must include both quantitative measures—such as academic indicators, performance tasks, and progress monitoring—and qualitative insights gathered through student reflections, staff observations, and family feedback. The Vendor shall provide timely reporting that summarizes outcomes, highlights areas of improvement, and documents continuous program enhancement.

B. Administrative and Financial Management

The Vendor shall attend a kickoff meeting with City staff to review invoicing and reporting requirements prior to program implementation. Payments will be issued on a reimbursement basis upon submission of receipts, a mid-project report, and an invoice. A final report and all supporting documentation must be submitted by September 30 following the final academic year of implementation.

C. Scheduling and Reporting:

Services must begin within sixty (60) days of contract execution. Vendors must submit bi-monthly progress reports with attendance data, student engagement highlights, and financial tracking. A mid-project report and a final comprehensive report must be submitted, with all receipts and invoices due by September 30 following the program’s conclusion.

D. Location of Performance:

Services must be provided at Enoch Davis Center, 1111 18th Avenue South, St. Petersburg, FL 33705. In the event that the location may need to change temporarily due to construction, the City and the Vendor will work collaboratively to identify a temporary location.

E. Materials and Equipment Needed to Perform:

Vendor must provide all curriculum, instructional tools, supplies, and resources required for Saturday

Academy programming. Materials should be developmentally appropriate, culturally relevant, and engaging.

F. Point of Contact:

Vendor must designate an Account Manager to serve as the liaison with the City, responsible for program delivery, contract management, and reporting. Vendor must permit on-site monitoring visits by City staff.

G. Deliverables of Performance

Vendors must provide data-driven, evidence-based deliverables that demonstrate program implementation, student engagement, academic progress, personal development, and the overall effectiveness of The Genius Lab. Reports shall include both quantitative data and qualitative documentation, reflecting continuous improvement and alignment with program goals.

1. Program Implementation Deliverables o Number of students recruited, enrolled, attending consistently, and completing the program.

o Percentage of students completing the program compared to initial enrollment.

o Total instructional hours delivered (aggregate and per student).

o Documentation of participating schools, program sites, student selection processes, and outreach efforts.

o Evidence that instruction was hands-on, experiential, and aligned with The Genius Lab curriculum.

2. Parent Engagement Deliverables o Number of parent/guardian sessions conducted and corresponding participation rates.

o Parent feedback documenting observations of student development, confidence, or academic progress.

o Documentation of communications, resources shared, and quarterly or milestone-based family gatherings showcasing student learning and growth.

3. Program Innovation and Student Thriving Deliverables o Evidence of instructional strategies used (e.g., adaptive platforms, project-based learning, design activities, collaborative problem-solving).

o Student reflections, journals, testimonials, artifacts, or projects demonstrating academic and personal development.

o Documentation showing participation reflective of the community’s demographics.

o Artifacts demonstrating leadership development, creative output, and personal responsibility aligned with The Genius Lab’s goals.

o Images or short video snippets (when permissions allow) showing students engaged in hands-on learning.

4. Data, Impact, and Evaluation Deliverables o Pre- and post-assessment data measuring student progress in targeted academic areas.

o Data tracking growth in confidence, engagement, and reflective practice (quantitative or rubric-based).

o Clear documentation of learning gaps addressed and instructional adjustments made in response to data.

o Analysis of participation patterns and program trends.

o Evidence of continuous improvement, including refinements to curriculum, instruction, or engagement strategies.

5. Administrative and Financial Management Deliverables o Submission of invoices, receipts, and other required financial documentation in accordance with City procedures.

o Mid-year and final reports summarizing:

▪ Program activities and milestones

▪ Student participation and performance data

▪ Academic growth and personal development outcomes

▪ Instructional strategies used

▪ Partnerships and collaborative contributions

▪ Lessons learned and proposed improvements

▪ Cost-effectiveness and resource utilization

The following are related to the transportation of The Genius Lab participants:

A. Vendor shall notify the city of any fleet changes within 24 hours; fleet changes must meet vehicle specifications listed under letter L.

B. Vendor must ensure all vehicles used in the execution of this proposal be routinely inspected and properly maintained in accordance with the manufacturer’s suggested standards and state and federal regulations.

C. Vendor must maintain maintenance records and be available for audit upon request.

D. Vendor must ensure all vehicles meet or exceed all Federal and State of Florida Motor Vehicle

Safety Standards.

E. Vendor must possess all necessary and applicable licenses, permits and authority as may be required by federal, state or local laws for the operation of the business and its vehicles.

F. Vendor must ensure all vehicles are clearly identified with the owner’s name, company name, and vehicle number.

G. Vendor must ensure all vehicles are clean, both inside and outside, and have a full take of fuel upon arrival at city site.

H. Vendor must ensure all drivers have cell phone communication.

I. Vendor will ensure all vehicles arrive at the city location (participants’ home or school) at departure time and allow a ten (10) minute window for tardiness before departure. (This time should be included in travel pricing on the price sheet.)

J. Vendor must ensure an adequate number of spare vehicles are maintained to ensure continuity of service in the event of a breakdown, mechanical failure, or emergency.

K. In the event a participants requires wheelchair accessibility, Vendor must be able to provide a vehicle that meets ADA requirements o Vehicle VIN# o Age o Model # o Capacity

L. Vendor must provide a list of all drivers and their most recent Level 2 background screening date.

M. Vendor must ensure drivers are qualified, licensed, and possess good clean driving records as verified by a license check and that license are checked every six months to ensure drivers do not have suspended or revoked license. Reports must be available for review by the Project Manager.

N. Vendor must ensure the driver is clean, neatly attired, courteous, and always carry proper identification and conduct themselves in a manner appropriate for children.

O. Vendor must ensure driver is of good moral character, of good vision and hearing, able bodied free from communicable disease, mentally alert, and physically able to handle the vehicle with ease.

P. Vendor must ensure the drivers carry a company or personal credit card or cash adequate to refuel or make necessary emergency repairs. Under no circumstances will participants or city staff member advance funds during a scheduled trip.

Q. Vendor will ensure drivers are adequately trained before transporting participants. Drivers must operate the vehicles in a safe and non-aggressive manner and observe all driving rules.

R. Vendor must provide a daily sign-in sheet or attendance checklists for participants using the

Services to and from the Center.

S. Vendor must have a system in place for handling driver complaints and accident reports. This documentation may be requested at any time by the city.

1. Trip Delays

A. In the event of any incident or delay, the vendor must immediately contact the City Project

Manager.

B. The vendor must communicate with the City Project Manager when there are any interruptions, potential and/or requested changes, or deviation in the regular transportation services and schedule before an issue occurs to relay details of the same and request and receive instructions and approval on handling the same, and

1. Provide a follow up email to include the details of the relevant instance and action(s) taken.

The email should include the supervisor responsible for addressing all matters and issues related to the Services.

5.4. City’s Responsibilities

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

A. City shall provide a point of contact (City Project Manager) to administer the Agreement.

B. City Project Manager shall assist with planning, strategy, and objectives prior to performance of the Work.

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

D. City shall provide Enoch Davis Center as the location of The Genius Lab. In the event that the location may need to change temporarily due to construction, the City and the Vendor will work collaboratively to identify a temporary location.

6. General Terms

6.1. 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.

6.2. 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.

6.3. 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.

6.4. Questions

All questions must be submitted via City's online sourcing system's Question & Answer feature no later than 5:00 pm on Wednesday, March 18, 2026. Questions will be answered via City's online sourcing system no later than 5:00 pm on Friday, March 20, 2026. 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/224517 for download by Vendors.

6.5. 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/224517 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

6.6. 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.

6.7. 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.

6.8. 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.

6.9. Bonds

Vendors will need to furnish all bonds as indicated in the solicitation, if applicable.

6.10. 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.

6.11. 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.

6.12. 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.

6.13. 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.

6.14. Vendor Complaints

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

Management Director, by email at Stephanie.Scarbrough@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.

6.15. Protest

(a) All protests related to a solicitation or award must be first submitted in writing to the POD no later than seven

(7) days preceding the date of the City Council meeting approving the contract, or no later than seven (7) calendar days following the selection of the successful bidder if the contract does not require City Council approval.

(b) The POD will consider the protest if it is timely filed and contains the following:

(1) Sufficient information to identify the solicitation or award that is the subject of the protest;

(2) The grounds that demonstrate how the procurement process is contrary to law or how the solicitation document is unnecessarily restrictive or legally flawed;

(3) Evidence or supporting documentation that supports the grounds on which the protest is based; and

(4) The relief sought.

(c) If the protest meets the requirements of subsection (b) of this section, the POD will investigate the validity of the protest and present the findings in writing to the person or entity that submitted the protest. Otherwise, the

POD will promptly notify the person or entity that submitted the protest that the protest is untimely or that the protest failed to meet the requirements of subsection (b) of this section and give the reasons for the failure.

(d) If the person or entity is dissatisfied with the POD’s response, the person or entity may then make an appeal to the City Administrator, who will hear the appeal. The City may not establish appellate jurisdiction of the courts; however, if allowed by the Florida Rules of Appellate Procedure or other rule or judicial decision, the decision from the City Administrator is the final decision of the City and may be subject to judicial review in the manner provided by law.

6.16. 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 mailto:stephanie.swinson@stpete.org 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.

6.17. 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 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.

6.18. 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.

6.19. 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.

6.20. 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.

6.21. 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.

6.22. 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.

6.23. 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.

6.24. 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.

6.25. 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).

6.26. 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.

6.27. Exceptions to Terms and Conditions

If the Vendor takes exceptions to the terms and conditions of the solicitation and refuses to withdraw such exceptions, the City may deem the Vendor nonresponsive if the City determines that negotiating with the

Vendor to address such exceptions may affect the fair treatment of other vendors.

7. Special Terms: Service Contract Exceeding $200k

7.1. Living Wage

Vendor agrees to be subject to and shall comply with the living wage requirements set forth in St.

Petersburg City Code Chapter 2, Article V, Division 9, as those requirements may be amended from time to time, (collectively, the “Living Wage Requirements”).

7.2. Data Collection

Pursuant to Florida Statute 119.071 Social Security Numbers collected from Vendors are used for identification, verification, and tax reporting purposes.

8. Background Checks

8.1. Level 2- Parks and Recreation

The Vendor shall conduct a security background investigation that meets the standards set forth in Florida

Statute Section 435.04 (“Level 2 Background Screening”) for each employee and subconsultant/subcontractor employee performing Work at the work site in accordance with the screening requirements set forth in Florida Statute Section 402.302 and Florida Administrative Code Chapters 65C-

20, 65C-22 and 65C-25.

Prior to allowing an employee or subconsultant/subcontractor employee to perform Work at the work site, the Vendor shall submit to the City's Project Manager an affidavit certifying that each such employee possesses, and shall continue to possess for the duration of the Project, a valid letter determining that a

Level 2 Background Screening was performed and did not identify criminal convictions or other criminal history factors that would disqualify that employee from accessing the work site (“Clearance Letter”). In the event Vendor becomes aware that any employee or subconsultant/subcontractor employee has been arrested or convicted for a disqualifying offense, Vendor shall immediately remove that employee from the work site.

An updated list of all employees or subconsultant/subcontractor employees with access to the work site shall accompany the affidavit and be provided to the City's Project Manager along with the cell phone number of the Vendor's representative responsible for those employees.