Towing_and_Secured_Storage_Services_(Addendum_#2_Revision).pdf

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

RTSX-260000-DS

TOWING AND SECURED STORAGE SERVICES

RELEASE DATE: March 20, 2025

RESPONSE DEADLINE: April 29, 2025, 3:00 pm

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

Towing and Secured Storage Services

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 Pricing Form D - Equipment List E - Personnel List

1. INTRODUCTION

1.1. Summary

It is the intent of the City of Gainesville to obtain bid responses for vehicle towing, storage, and recovery services. Departments within the City that may use these services on an on-going basis include the Gainesville Police Department, Code Enforcement, City Fleet Management, and Regional Transit System. City vehicles to be towed include motorcycles, cars, transit buses, light- and heavy-duty trucks up to and including aerial ladder fire trucks.

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

Daphyne Sesco

Procurement Specialist 3 sescoda@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: March 20, 2025

Question Submission Deadline: April 10, 2025, 11:59pm

Response Submission Deadline: April 29, 2025, 3:00pm https://go-rts.com/ https://www.flygainesville.com/ http://gru.com/ https://procurement.opengov.com/portal/cityofgainesville

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

• Proposer shall be an established towing business providing vehicle towing services within Alachua County, Florida for a minimum of three (3) years;

• Proof of active status with the Florida Division of Corporations and copy of City of Gainesville Business Tax Receipt (with respect to the location of the storage facility);

• Use commercial towing software for inventory tracking and invoice management;

• Adequate secured storage for towed vehicles as evidence or contain evidence of a crime that is a weather proof structure consisting of four walls, with a roof and a lockable door (storing at minimum of six (6) vehicles);

• Ability to meet response times 24 hours a day, seven days a week, 365 days a year; See Section A – Specifications, Bid

Requirements for more details and Minimum Requirements

3.2. SCOPE OF WORK

A. It is the intent of the City of Gainesville to obtain bid responses for vehicle towing, storage, and recovery services.

Departments within the City that may use these services on an on-going basis include the Gainesville Police Department, Code Enforcement, City Fleet Management, and Regional Transit System. City vehicles to be towed include motorcycles, cars, transit buses, light- and heavy-duty trucks up to and including aerial ladder fire trucks. Therefore, a proposer should have Class A, Class B, and Class C wreckers as well as equipment and trailers in their recovery fleet capable of recovering and towing vehicles with weights up to 73,000 GVW. A bidder shall meet the minimum requirement of the specification. Failure to meet the minimum requirements shall result in the bid being rejected. Bids shall either be accepted or rejected as a whole, and partial contracts shall not be awarded. The contract will be a three (3) year term from October 1, 2025 to September 30, 2028 with an option for two additional one (1) year extensions. Award will be to one bidder.

B. All expenses involved with the preparation and submission of the bids to the City of Gainesville or any work performed in connection therewith shall be borne exclusively by the bidder(s). No payment will be made for any responses received nor for any other effort required of or made by the bidder(s) prior to the commencement of work defined by a contract approved by the City Manager. The successful bidder, other than the current contract holder, will be required to physically demonstrate the ability to safely and successfully transport City owned vehicles, including a fire truck with a “73,000 Gross Vehicle Weight” (GVW) as part of the bid process.

C. Prices are for services within corporate City limits of Gainesville. If a portion of the tow route takes place outside of the City limits, mileage charges will apply only to the portion of the trip occurring outside of the City limits.

D. Bidders shall show proof of ability to meet the insurance requirements, which are Worker's Compensation as required by Florida Statute, Auto Liability - $500K combined single- limit minimum. General Liability - $1,000,000.00.

E. Bidders shall provide three (3) references of similar account size to the City of Gainesville for verification of a sufficient number of wreckers and related equipment to provide the services called for. A list and photos of equipment is required by proposers to provide information which identifies all wreckers and trailers currently owned or under lease which will be available to comply with the terns of this proposal. Proposers shall have a sufficient number of Class A, Class B, and Class C wreckers to service the City's requirements. The proposer may enter into formal agreements with a subcontractor to handle peak requirements during the term of this agreement; however, all such arrangements must be disclosed to the City. The City reserves the right to approve or deny any and all subcontractors (download Equipment List form from Attachments tab.)

F. Bidders shall provide a list of personnel who will be performing services under the contract. If the personnel performing services for the City changes, the bidder shall provide an updated list of personnel to the City within five

(5) business days. All personnel will be required to pass an FDLE Background Check. (download Personnel form from

Attachments tab.)

G. Storage Capabilities: The bidder shall provide information on the size, capacity, and location of their facilities. It is required that the facilities be located within the corporate city limits of Gainesville and in compliance with all City zoning ordinance requirements. The bidder shall have adequate secure storage for towed vehicles that are evidence or contain evidence of a crime. The secure storage facility will be required to be a weatherproof structure consisting of four walls with a roof and a lockable door. The secure storage facility must also be of ample size to store a minimum of six (6) vehicles and have sufficient lighting and work room for the forensic crime scene processing of vehicles stored inside. The bidder shall either own the property upon which the vehicles are to be stored or have a proper and appropriate lease agreement with the owner thereof, which will guarantee the City access to the facility at all times. The lease agreement must be provided with the bidder’s submission. The City may require a site visit as a part of the bid process for verification of requirements.

H. Three (3) business references are required and cannot be from the City of Gainesville (download References form from 4. Required Submittal Documents - ITB.)

I. The Proposer must be able to meet the following response times:

o 24 hours a day, seven (7) days a week, 365 days a year o One-half hour (30 minutes) response time for tows within the City not requiring specialized equipment o One (1) hour response time for tows within the City requiring specialized equipment such as a "low boy", car carrier, or flat bed roll-off transport.

Response time is defined as when the call is received from the Combined Communications Center, Code Enforcement, City Fleet Management, or RTS personnel to the contractor.

If the tow company consistently does not respond within the time limits, the contract may be terminated.

If a towing request is outside the corporate City limits, add an additional one-half hour (30 minutes) to the response time. The business shall have normal business hours of 8 a.m. – 5 p.m. Monday thru Friday, excluding state holidays, with the ability for a citizen to recover their vehicle 24 hours a day, seven days a week (after hours for a set fee). Vehicles must be released within one hour after request, provided the towing fees are paid.

J. The Proposer must use commercial towing software for inventory tracking and invoice management. All invoices submitted must contain vehicle description, VIN, license plate, and city unit number (if applicable). Invoices must be submitted monthly. Vehicle inventory must be submitted weekly to the GPD Towing Administrator.

K. All personnel who are performing tow operations are required to wear high-visibility safety apparel. Outerwear clothing must meet ANSI/ISEA 107-2015 Class 2 requirements.

INVOICING

1. The contractor shall be responsible for invoicing GPD, Code Enforcement, City Fleet Management, or RTS based on which department initiated the call. At no time will cash refunds be made.

2. The invoice must include the following information:

▪ Identifying Purchase Order Number

▪ Invoice Number and Date

▪ Call Initiator

▪ Tow Operator

▪ Date/Time Requested and Dispatched

▪ Tow To/From

▪ Year, Make, Model, and VIN of Vehicle

▪ Quantities

▪ Unit Cost

▪ Extended amount

▪ Total Cost

Invoices for services rendered shall be sent to the City location below as directed by the purchase order.

Location Mail Invoice/Statement Account Contacts

RTS

34 SE 13th Road, Gainesville, FL 32601

City of Gainesville PO Box 490, Station 5 Gainesville, FL 32627

Ronda Carney Account Clerk carneyrl@cityofgainesville.org Phone (352) 393-7867

City Fleet Management 6317 NW 16th St Gainesville, FL 32653

City of Gainesville PO Box 490, Station 54 Gainesville, FL 32627

Barbara Beck Business Services Manager beckbj@cityofgainesville.org Phone (352) 393-8264

GPD

545 NW 8th Ave Gainesville, FL 32601

Email invoices to:

DG_GPD_Fiscal@cityofgainesville.org And cityap@ci.gainesville.fl.us

Dmitry Nirenberg Analyst Lead Nirenbergd1@cityofgainesville.org

(352) 393-7519

Code Enforcement 200 E University Ave Gainesville, FL 32601

City of Gainesville PO Box 490, Station 10A Gainesville, FL 32627

Admin Team DSDAdmin@cityofgainesville.org

As a government entity, the City of Gainesville is exempt from sales tax liability and will not accept invoices containing sales tax.

mailto:beckbj@cityofgainesville.org

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

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.

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

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 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.

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

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.

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. UPLOAD RESPONSE HERE*

Download and complete Bid Pricing Form, Equipment List, and Personnel List from the Attachments tab, upload all completed forms as one pdf document, including documentation of meeting Minimum Qualifications.

*Response required

3. 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

4. e-VERIFY FORM*

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 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=ASIA47RIURE4OJFTY53P%2F20250416%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250416T125759Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEL3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDGI1zLjJ0LqMs6W7G5CzFgn34VFQ44QBjKDvQ1Ya9ZUQIhAPsuqVl9cbhqLxaM5DAh74tJn0py9ukMCHSFcmaeA8SCKoMFCEYQAhoMODkyMzY0Njg3NjcyIgyI5QjUbTx3q4xQZvUq4ATQZ67FqsrnLcgJztyQ0d6uXoduOR%2FPhY5RBQkjGrmo5OcQ16xq9tpLR2NtitfxguB08tARQhtuad5Hkjzq%2BxWx0yuWcBqOTtVj7C9Pfh06qMVpEk8AJkPvRWpCCayUZx%2BaLznVyCEHIhadoKTc%2FxFllL4Yp%2BxEJ9y1kVxq3iVXE9JvgcJMVSIYVSjcnrGAFC3KWdHWIi2ox%2FLoij04OdC%2BsP%2FDG%2BAiUPqew2vsGiKQme6epLe6pv5dTNcg4mehDJYf%2BdvgHqDfoi9Ncx5t9CX2Drw7c7ChEcxBwTMaLr7k%2FuYN%2BXkHWFrFPPQOamr3qCBjvMDBBkm5PXoICrvVr6jVkn79gjNIKHodQnFbuA4UC%2FXEcKWvfQY75HjqlafdsTOgxv7oaC80RH30jx24LnXatYj1QbspXreWXYoovjM8HdDpfOn4fwSanQNOsJI4MJ8Lr9l6mQQ9kb38lCpK6dA0mVmDxwQNy8zYos73rLn9HkBO2RHOxlT0si2O5r7Iks3V9osAjV%2FoNE4%2BSAmoGz%2Fl8E4d2T%2F7SSPuqTMqeLxIJaQ1uTfnD6Gey9U7rQtpwXllWailLVabfjVDSk%2Bdjpakcu8CoJCslukRgbfm2G2K9o3qc2U9WzKKRAWvTjx0QJLiHIbsdEPX%2F9JT9rL6K2sWLVNdH4LVwd4hrLm0ItvOH9IFFxSN28QhTuTmBb7IDZm4dVAimQhngKaFwGV7YLpqwx4yKNtbG1dVQNNeuJkQdf75N5qdbLdOwR%2BDWWzd%2FOF3RTn1AQ5dow1%2Fo%2FdGGgCllCwSPpy5Bk%2BzXp8xQOkjXjCfz%2F6%2FBjqaAUq8Ug3lv4iVVV7Akm3k%2BEY7tty4ySbIvaqjel7IxJJ%2FEnCwMd3g6XMawarc5PPnPRLIC3Ol29mfxiV0YKTST6PyXXBpLLvV5tszGMsDaW6Z7hcZbnaO7Tg4FwU2Lo%2BHKbMrw4vt3jta4UJxfZ52e21nJ8cxk%2F4Q2Abtqk8NnNzsEADQ03k1Oq%2BGYe634NH0afKHNeKT4LNVkYw%3D&X-Amz-Signature=814bf9f7e18c9256bcf8c23ef502cff36cd3332badac4b8798a97ee86d73cbc4&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=ASIA47RIURE4OJFTY53P%2F20250416%2Fus-west-2%2Fs3%2Faws4_request&X-Amz-Date=20250416T125759Z&X-Amz-Expires=72000&X-Amz-Security-Token=IQoJb3JpZ2luX2VjEL3%2F%2F%2F%2F%2F%2F%2F%2F%2F%2FwEaCXVzLXdlc3QtMiJIMEYCIQDGI1zLjJ0LqMs6W7G5CzFgn34VFQ44QBjKDvQ1Ya9ZUQIhAPsuqVl9cbhqLxaM5DAh74tJn0py9ukMCHSFcmaeA8SCKoMFCEYQAhoMODkyMzY0Njg3NjcyIgyI5QjUbTx3q4xQZvUq4ATQZ67FqsrnLcgJztyQ0d6uXoduOR%2FPhY5RBQkjGrmo5OcQ16xq9tpLR2NtitfxguB08tARQhtuad5Hkjzq%2BxWx0yuWcBqOTtVj7C9Pfh06qMVpEk8AJkPvRWpCCayUZx%2BaLznVyCEHIhadoKTc%2FxFllL4Yp%2BxEJ9y1kVxq3iVXE9JvgcJMVSIYVSjcnrGAFC3KWdHWIi2ox%2FLoij04OdC%2BsP%2FDG%2BAiUPqew2vsGiKQme6epLe6pv5dTNcg4mehDJYf%2BdvgHqDfoi9Ncx5t9CX2Drw7c7ChEcxBwTMaLr7k%2FuYN%2BXkHWFrFPPQOamr3qCBjvMDBBkm5PXoICrvVr6jVkn79gjNIKHodQnFbuA4UC%2FXEcKWvfQY75HjqlafdsTOgxv7oaC80RH30jx24LnXatYj1QbspXreWXYoovjM8HdDpfOn4fwSanQNOsJI4MJ8Lr9l6mQQ9kb38lCpK6dA0mVmDxwQNy8zYos73rLn9HkBO2RHOxlT0si2O5r7Iks3V9osAjV%2FoNE4%2BSAmoGz%2Fl8E4d2T%2F7SSPuqTMqeLxIJaQ1uTfnD6Gey9U7rQtpwXllWailLVabfjVDSk%2Bdjpakcu8CoJCslukRgbfm2G2K9o3qc2U9WzKKRAWvTjx0QJLiHIbsdEPX%2F9JT9rL6K2sWLVNdH4LVwd4hrLm0ItvOH9IFFxSN28QhTuTmBb7IDZm4dVAimQhngKaFwGV7YLpqwx4yKNtbG1dVQNNeuJkQdf75N5qdbLdOwR%2BDWWzd%2FOF3RTn1AQ5dow1%2Fo%2FdGGgCllCwSPpy5Bk%2BzXp8xQOkjXjCfz%2F6%2FBjqaAUq8Ug3lv4iVVV7Akm3k%2BEY7tty4ySbIvaqjel7IxJJ%2FEnCwMd3g6XMawarc5PPnPRLIC3Ol29mfxiV0YKTST6PyXXBpLLvV5tszGMsDaW6Z7hcZbnaO7Tg4FwU2Lo%2BHKbMrw4vt3jta4UJxfZ52e21nJ8cxk%2F4Q2Abtqk8NnNzsEADQ03k1Oq%2BGYe634NH0afKHNeKT4LNVkYw%3D&X-Amz-Signature=e5bf6b5545a67d80062d6ff0649150216efdd9f5a898253d5934c03740befbd5&X-Amz-SignedHeaders=host&response-content-disposition=attachment%3B%20filename%3D%22Drug_Free_Workplace.pdf%22&x-id=GetObject 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

5. 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

6. REFERENCES*

DOWNLOAD THE BELOW DOCUMENT, COMPLETE AND UPLOAD.

• Respondent_References.pdf

*Response required

7. NO RESPONSE SURVEY

If you are not bidding, please complete and return the attached form so that we may learn from your comments to improve our solicitations.

• No_Response_Survey.pdf 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6. AWARD

6.1. TIE BIDS

Item will be reviewed by the project editor when completing the form.

6.2. SOLICITATION POSTPONEMENT/CANCELLATION/WAIVER OF

IRREGULARITIES

The City may, at its sole and absolute discretion, reject all or part of the submittal responses; re-advertise this RFP; waive any irregularities in this RFP; postpone or cancel this RFP process at any time.

See Section B. The Bid Process, 9., viii. of the PRO-01 Procurement Administrative Guidelines.

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

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

3 years and 2 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 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…