Underground_Facilities_Line_Locating_Services:_Re-Bid.pdf

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City of Bartow, FL

Invitation to Bid

Underground Facilities Line Locating Services: Re-Bid Project ID: ITB 26-15

RELEASE DATE: May 19, 2026

RESPONSE DEADLINE: June 10, 2026, 2:00 pm

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

#ITB 26-15

Title: Underground Facilities Line Locating Services: Re-Bid

Table Of Contents

1. INTRODUCTION AND BACKGROUND INFORMATION

2. INSTRUCTIONS TO BIDDERS

3. FOR SEALED HARD COPY SUBMISSION ONLY: ADDRESS LABELS

4. SCOPE OF WORK

5. STANDARD TERMS AND GENERAL CONDITIONS

6. PRICING TABLE

7. VENDOR SUBMITTAL FORMS

SECTION 1: INTRODUCTION AND BACKGROUND INFORMATION

1.1. Purpose of Solicitation

The City of Bartow, Florida (City”) is actively seeking bids from qualified and experienced companies to provide underground electric utility locating services for the City of Bartow Electric Department. The selected company shall provide line locating services for the City’s electric distribution system in accordance with Florida Statutes, Chapter 556, and Sunshine 811 policies and procedures.

Services include locating and marking underground electric infrastructure, responding to Sunshine 811 tickets, and providing related ticket management and documentation services.

1.2. City Background Information

The City of Bartow Electric Department operates a 12.47 kV / 7.2 kV underground and overhead electric distribution system serving residential, commercial, and municipal customers throughout the City. The City’s distribution system includes primary and secondary cables, conduits, service laterals, streetlight circuits, and related electrical infrastructure.

Accurate identification and marking of underground electric facilities is critical to ensuring the safety of workers, contractors, and the public, as well as preventing damage to the City’s infrastructure. Improper or missed locates can result in service interruptions, costly repairs, and safety hazards.

The purpose of this project is to engage a qualified company to provide professional underground electric utility locating services that support safe excavation, maintenance, and expansion of the City’s electric distribution system. The City intends to establish a reliable, consistent locating process that ensures compliance with Florida Statutes, Chapter 556, and Sunshine 811 One-Call requirements.

The goals of this project include:

• Ensuring the accurate identification and documentation of underground electric utilities.

• Supporting safe and efficient maintenance, construction, and excavation activities.

• Maintaining reliable electric service to the City’s customers.

• Improving record-keeping and data management related to underground infrastructure

This project reflects the City’s commitment to public safety, operational reliability, and regulatory compliance, and provides a framework for contractors to deliver accurate and timely underground utility locating services.

1.3. Supplemental Solicitation Clarifications

The following information is provided to clarify the City’s anticipated service needs, available historical data, operating practices, and contract administration expectations for this solicitation. These clarifications are intended to supplement the solicitation documents and assist bidders in preparing their responses. Unless expressly stated otherwise, all other requirements, terms, conditions, specifications, pricing requirements, and performance standards contained in this solicitation remain unchanged.

HISTORICAL TICKET VOLUME AND SERVICE ACTIVITY

The City provides the following historical Sunshine 811 ticket information for bidder planning purposes only. Actual ticket volume may vary during the contract term:

• The total ticket volume for calendar years 2023 through 2025 was 10,535 tickets, including normal, emergency, and after-hours emergency calls.

• The total number of 811 locates for 2025 was 2,246.

• The total number of tickets received in 2025 was 3,697.

• Based on available data for the period of April 30, 2025 through March 30, 2026, the City’s Sunshine 811 ticket activity included:

o Emergency Tickets: 75.

o Normal/Routine Tickets: 2,048.

o Short Notice Tickets: 154.

o Total Tickets: 3,407.

• Approximately 6.7% of total tickets during that period occurred outside normal business hours, based on 229 combined emergency and short notice tickets out of 3,407 total tickets.

• Estimated quantities included in the pricing schedule are based on previous ticket volume and are provided for evaluation and planning purposes only.

• The City does not currently maintain historical reporting of peak single-day Sunshine 811 ticket volume.

• The City does not currently maintain a structured historical breakdown of tickets categorized as “marked” versus “cleared with no conflict.”

• Remarked or updated tickets are not tracked as a separate reporting category.

• The City does not currently segment its service territory into defined operational zones for reporting or ticket distribution purposes.

• The City maintains approximately one year of historical Sunshine 811 ticket data in a consolidated format.

• The City does not currently track ticket lineal footage or threshold-based breakdowns, including the percentage of tickets exceeding the 500 linear foot baseline.

TICKET SCREENING, TRANSMISSION, AND REPORTING

The City creates and screens tickets prior to contractor assignment. All tickets received are within the City’s service territory:

• Tickets are transmitted directly through the Sunshine 811 system.

• The City uses Sunshine 811 exclusively for ticket processing.

• The contractor shall be responsible for processing assigned tickets in accordance with Sunshine 811 requirements and the performance standards contained in this solicitation.

• There are no existing integrations with Sunshine 811 that the incoming contractor will be required to interface with beyond standard Sunshine 811 ticket processing.

• Monthly reporting shall include, at minimum, tickets worked, un-locatable services, and response time information.

MAPS, GIS, AND FACILITY DATA

The City may provide GIS data for known underground facilities. Bidders shall account for the following GIS and mapping information when preparing their responses:

• Underground facility information is available in GIS format.

• The City uses Esri ArcGIS.

• GIS and mapping data are updated weekly.

• The City’s as-built records for the 12.47 kV / 7.2 kV distribution system, including primary and secondary cables, conduits, service laterals, and streetlight circuits, are approximately 85% complete.

• Pre-contract access to GIS data, as-built drawings, or facility maps will not be provided.

• GPS coordinate data required under the contract shall be submitted in CSV format.

• The preferred delivery method for GPS data submissions is email.

• GPS data will be used for GIS records and system updates.

• For vacuum excavation locates requiring multiple GPS points along long segments, point spacing shall be determined by the contractor unless otherwise specified by the City’s Engineering staff.

UNLOCATABLE FACILITIES AND FIELD SUPPORT

The City estimates that identifiable but un-locatable facility situations occur on approximately 1% of tickets:

• City personnel are dispatched and present on-site as needed for un-locatable facility situations.

• City personnel are available on-site, including after-hours when required, to assist with emergency locate situations.

• Issues involving unmarked systems or gaps in City-provided maps shall be documented and reported to the Electric

Department Engineering team by email for review and correction.

PERFORMANCE, LATE TICKETS, AND COMPLIANCE

Based on available data for the period of April 30, 2025 through March 30, 2026, approximately 33 tickets were responded to late out of 3,407 total tickets. This represents approximately 1% of total tickets:

• The City does not maintain a formalized root-cause breakdown of late tickets.

• The City does not maintain historical analysis identifying seasonal or geographic clustering of late ticket responses.

• Late ticket performance is not currently separated by emergency versus routine classification.

• The City has not experienced Florida Statute 556 or Sunshine 811 compliance violations or regulatory actions resulting from late responses under current or prior contracts.

• Compliance with response time and performance standards will be administered and determined by the Electric Department.

• Late responses or missed deadlines will be subject to the remedies and provisions stated in the solicitation documents.

• The City does not have a formal dispute resolution process specific to individual tickets. Ticket disputes and locate accuracy disagreements will be handled on a case-by-case basis.

TRANSITION, MOBILIZATION, AND STAFFING

There is an incumbent contractor currently providing these services. However, no formal knowledge transfer requirement is mandated:

• The anticipated contract start date is approximately two weeks after Notice of Award.

• The City expects a contractor startup and mobilization period of approximately two to four weeks.

• One locate technician currently supports operations under the existing contract.

• No special certifications, licenses, or credentials are required beyond standard Florida industry requirements and Sunshine

811 compliance standards.

• The City does not require a dedicated Safety Manager, Damage Investigator, or other named contractual staffing positions.

• No formal orientation is provided; however, a job safety briefing will be conducted prior to field work.

• The City’s required safety briefing is anticipated to take approximately one to two hours.

• No site-specific safety requirements beyond standard OSHA and NESC requirements have been identified for work near the

City’s energized 12.47 kV / 7.2 kV distribution system.

EQUIPMENT APPROVAL

All locating equipment must be suitable for the services required under this solicitation and is subject to City approval:

• Equipment approval will occur during mobilization.

• The equipment approval process is anticipated to occur within approximately two weeks.

• The City does not maintain a pre-approved equipment list.

• The City does not have specific requirements or preferences for ground-penetrating radar equipment beyond the requirement that the contractor have access to such equipment for congested areas.

FACILITY DAMAGE INVESTIGATION AND LIABILITY REVIEW

Historical contractor-attributed facility damages have been minimal:

• Corrective action for facility damage incidents will be handled on a case-by-case basis depending on the circumstances.

• Determinations of contractor fault versus excavator fault will be made through City review of each incident.

• Historical data distinguishing facility damages attributed to locate error versus excavator fault is not available.

• The City does not separately track the average number of damage investigations per year or standardized investigation close-out timelines.

STANDBY AND SITE SURVEILLANCE

Standby and site surveillance requests are generally made on a quarterly basis and typically last approximately one to two hours per event:

• Minimum billable increments for standby or site surveillance services are not separately tracked.

• Standby and site surveillance requests may be pre-scheduled or requested as needed, depending on the circumstances.

CAPITAL PROJECTS AND VOLUME OUTLOOK

Capital improvement projects are ongoing and are included in the City’s overall ticket volume estimates. The City does not currently identify a separate anticipated ticket volume increase outside of the estimates provided in this solicitation.

SUBCONTRACTOR APPROVAL

Subcontractors proposed for primary locate services must be submitted to the Electric Department for approval:

• The timing for subcontractor approval is not fixed.

• Subcontractor approval may occur during or after mobilization unless previously reviewed by the City.

• All subcontractors remain subject to the requirements of this solicitation.

INSURANCE, BONDS, AND CONTRACT TERM

The insurance requirements stated in the solicitation remain unchanged:

• The Commercial Automobile Liability Insurance limit stated in the solicitation is required.

• The contract includes an initial one-year term with up to two one-year renewal options, which may be exercised unless either party provides written notice in accordance with the solicitation.

• No Performance Bond or Payment Bond is required for this project.

SUBMITTAL REQUIREMENT CLARIFICATION

Performance surveys are not required for this ITB. Bidders shall disregard the performance survey upload requirement, if shown in the response tab. Only the references requirement applies.

SECTION 2: INSTRUCTIONS TO BIDDERS

2.1. Bid Schedule

ITB Solicitation Issued: May 19, 2026

Question Submission Deadline: June 2, 2026, 4:00pm

Bids Due: June 10, 2026, 2:00pm

Bid Opening (Non-Mandatory): June 10, 2026, 2:00pm

2.2. Bid Opening

It is the responsibility of the bidder to assure that their bid is delivered or submitted at the proper time and place prior to the bid opening. All bid openings shall be public, following 2:00 pm, on the date specified in the solicitation. Bids which for any reason are not so delivered or submitted electronically through the City’s e-procurement system, will not be considered. Bid Submittals Using

Facsimile or Email Will Not Be Accepted.

Note: In accordance with Florida Statute 119.071, a listing of vendors that provided a bid submittal shall be posted to the City’s e-procurement platform OpenGov; https://www.cityofbartow.net/313/Review-Current-Bids.

All bids shall remain exempt from disclosure, including bid amounts, until recommendation of award or 30 days after bid opening, whichever event occurs first. Should the City reject all bids, before the recommendation of award or 30 days after bid opening, and concurrently provide notice of the City’s intent to reissue the bid, the rejected bids will remain exempt from

Florida Statute 119.07 until such time as the City provides notice of recommendation of award of the reissued bid or until the

City withdraws the reissued bid. The bid is not exempt for longer than 12 months after the notice of rejection of all bids.

2.3. F.O.B. Destination

All prices covered by this bid/contract will include the cost of transportation to the City of Bartow, Florida.

2.4. Packaging

All containers shall be suitable for storage or shipment, and all prices should include standard commercial packaging.

2.5. Taxes

No taxes shall be included in any bid price. The City of Bartow is exempt from state and federal sales use and excise tax.

2.6. Prices

Unless otherwise specified, all prices and/or discounts shall be firm for the duration of the original contract/purchase order. In the event of price decreases the City of Bartow shall be given full proportionate benefits immediately at any time during the contract period.

2.7. Invoices

Invoices: Any invoices at higher prices than the contract price shall be held until proper credit memorandums have been received. Any applicable cash discounts that apply as the result of this contract shall be taken even though the allowable time has elapsed due to the time awaiting credit memorandums.

• All original invoices shall be mailed to the City of Bartow, Attn: Accounts Payable, 450 N. Wilson Ave., Bartow, Florida 33830 or they may be emailed to: cbrown.finance@cityofbartow.net.

• The bidder shall include the bid number and/or the purchase order number on all invoices. By submitting an invoice, Bidder’s Project Manager or any authorized officer is attesting to the correctness and accuracy of all charges. Invoices will be processed for payment when approved by the appropriate User Division/ Department. The City’s payment of an invoice shall https://www.cityofbartow.net/313/Review-Current-Bids mailto:cbrown.finance@cityofbartow.net not constitute evidence of the City’s acceptance of the Bidders performance of the Service or the City’s acceptance of any work.

2.8. Discounts

Bidders may offer a cash discount for prompt payment (within 30 days); however, such discounts shall not be considered in determining the lowest net cost for bid evaluation purposes. Bidders are encouraged to reflect cash discounts on the prices quoted.

2.9. Payments

All payments will be made in accordance with the Florida Prompt Payment Act. The payment due date for the purchase of goods or services other than construction services is 45 days after the date specified in s. 218.73. The payment due date for the purchase of construction services is specified in s. 218.735.

2.10. Manufacturer’s Name

Any manufacturer’s name, trade name, brand name, information and catalog numbers used herein are for proposes of description and establishing general quality levels. References are not intended to be restrictive of any products that manufacturer may offer. The determination as to whether any alternate product or service is equal shall be made by the city of Bartow and such determination shall be final and binding among all bidders.

2.11. Safety Standards

Unless otherwise stipulated in the bid, all manufactured items and fabricated assemblies shall comply with applicable requirements of

Occupational Safety and Health Act (OSHA) and carry evidence of Underwriters Laboratories’ Listings (UL).

2.12. Toxic Substances

Chapter 442 of the Florida Statue states that manufacturers, importers or distributors of any toxic substance shall prepare and provide each direct purchaser of such toxic substance with Material Safety Data Sheet(s), herein referred to as MSDS, which to the best of the manufacturer’s, importer’s or distributor’s knowledge, is current, accurate and complete based on information then reasonably available to the manufacturer, importer or distributor. Upon notification of a new or revised MSDS the manufacturer, importer or distributor, on a timely basis not to exceed three (3) months after notification, shall provide the City with the revised information as it becomes available to the manufacturer, importer or distributor. Failure to provide the MSDS, when applicable, shall be cause for rejection of bid.

2.13. Specifications

Any deviations from bid specifications indicated herein shall be clearly stated, otherwise it shall be considered that items offered are in strict compliance with specifications, and the successful bidder shall be held responsible. Deviations shall be explained in detail.

2.14. Estimated Quantities

This section applies to bids/contracts in which purchases will be made as needed over a period of one (1) year or more. In this case, quantities shown are estimates of usage anticipated during the contract period and may vary.

2.15. Bid Price Increases

The City of Bartow depending on the budget for said FY may allow for a Consumer Price Index (CPI) increase after the initial term of the original bid/contract upon request from the vendor. The CPI shall be in accordance with the Bureau of Labor Statistics (BLS) https://www.bls.gov/cpi/.

1. If the BLS increase doesn’t meet the needs of the awardee, and the awardee cannot honor the prices submitted they must notify the City within sixty (60) days prior to the end of the term/ service year period, then the City will not exercise the renewal options and will rebid for said needs to allow bidders the opportunity to update pricing based upon the current economy.

2. This doesn’t guarantee award of the new bid to the current vendor as bids are awarded based on the overall lowest responsive and responsible bidder meeting bid requirements for that specific bid.

http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0218/Sec73.htm#0218.73 http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=Ch0218/Sec735.htm#0218.735 https://www.bls.gov/cpi/

2.16. Bid Term

Annual Bids: shall be for a period of one (1) year from the date of bid award with options to automatically renew for two (2), one (1) year terms following the initial term unless otherwise terminated in accordance with the termination clauses provided herein. The City and/or Awardee may opt out of such renewal option(s) with written notice provided to the appropriate party within sixty days (60) prior to the end of a service year period.

2.17. Bid Extension

Annual Bids: If the City provides notice to the Vendor at least 30 days prior to the end date (Termination Date) that it has not put in place a new bid for the goods, then this Bid shall remain in effect on a month-to-month basis until terminated by written notice from the City Purchasing Department to the Vendor, but not longer than four (4) months following the termination date.

2.18. Placing of Orders

The award of this bid does not constitute an order. Before shipments or service is provided, the vendor shall receive a signed Purchase

Order or Purchase Order number. In some cases, vendors shall be issued blanket orders. In this case shipments shall be specified on the order.

2.19. Performance

Efficient service is essential to this contract. Therefore, if the City of Bartow determines that the holder of the bid is unable to meet delivery within a reasonable amount of time it may become necessary to make procurement from other bidders or suppliers.

2.20. Conflict of Interest

All bidders must disclose, with their bid, the name of any officer, department head or agent who is also an employee of the City or any of their agencies. Furthermore, all bidders must disclose the name of any City employee who owns, directly or indirectly, any interest of any amount in the bidder’s firms or any of their branches. Award of this bid shall be subject to the provisions of Chapter 112, Florida Statutes.

2.21. Patents and Royalties

The bidder, without exception, shall indemnify and save harmless the City and its employees from liability of any nature or kind, including cost and expenses for, or on account of, any copyrighted, patented or non-patented invention, process or article manufactured or used in the performance of the bid, including its use by the City. If the bidder uses any design, device or material covered by letters, patent or copyright, it is mutually agreed and understood without exception that the bid prices shall include all royalties or cost arising from the use of such design, device or material in any way involved in the work.

2.22. Samples

Samples of items, when called for, must be furnished free of expense and may, upon request, be returned at the bidder’s expense. Each individual sample must be labeled with bidder’s name, manufacturer’s brand name and number, bid number and item reference.

Samples of successful bidder’s items may remain on file with the Purchasing Department for the term of the contract. Request for return of samples shall be accompanied by instructions, which include shipping authorization and name of carrier, and must be received within ninety (90) days after bid opening date. If instructions are not received within this time, the Purchasing Department shall dispose of the samples.

2.23. Inspection, Acceptance and Title

Inspection and acceptance will be at the designated facility unless otherwise indicated. Title and risk of loss or damage to all items shall be the responsibility of the contract supplier until accepted by the City, unless loss or damage results from negligence by the

City.

2.24. Insurance Requirements

Certificate of Insurance, Workers Compensation and endorsements evidencing the types of insurance and coverage required in this

Section shall be furnished within three (3) calendar days of Bidder’s receipt of Notice of Intent to Award the Bid/ Contract and, at any time thereafter, upon request by the Purchasing Department. The City of Bartow, 450 N. Wilson Ave., Bartow, FL 33830, shall be named as additional insured and the Successful Bidder shall, at minimum, provide, pay for, and always maintain in force during this project the following insurance:

WORKERS’ COMPENSATION:

Coverage is to apply for all employees for statutory limits in compliance with the applicable state and federal laws. The policy must include Employers’ Liability with a limit of $100,000 each accident, $100,000 each employee, $500,000 policy limit for disease.

COMMERCIAL GENERAL LIABILITY – OCCURRENCE FORM REQUIRED:

Awardee shall maintain commercial general liability (CGL) insurance with a limit of not less than $500,000 each occurrence. If such

CGL insurance contains a general aggregate limit, it shall apply separately to this location/project in the amount of $1,000,000.

Products and completed operations aggregate shall be $1,000,000. CGL insurance shall be written on an occurrence form and shall include bodily injury and property damage liability for premises, operations, independent vendors, products and completed operations, contractual liability, broad form property damage and property damage resulting from explosion, collapse or underground (x,c,u) exposures, personal injury and advertising injury. Fire damage liability shall be included at $100,000.

COMMERCIAL AUTOMOBILE LIABILITY INSURANCE:

Awardee shall maintain automobile liability insurance with a limit of not less than $5,000,000 each accident for bodily injury and property damage liability. Such insurance shall cover liability arising out of any auto (included owned, hired, and non-owned autos). The policy shall be endorsed to provide contractual liability coverage.

EVIDENCE OF INSURANCE:

Awardee shall furnish the City of Bartow with Certificates of Insurance. The Certificates are to be signed by a person authorized by that insurer to bind coverage on its behalf and coverage shall be obtained with a carrier having an AM Best Rating of A-VII or better. The City of Bartow is to be specifically included as an additional insured on all policies except Workers’ Compensation. In the event the insurance coverage expires prior to the completion of the project, a renewal certificate shall be issued 30 days prior to said expiration date. The policy shall provide a 30-day notification clause in the event of cancellation or modification to the policy. All certificates of insurance must be on file with and approved by the City of Bartow before the commencement of any work activities.

2.25. Drug-free Workplace

This form shall be included with your bid.

2.26. Bid Protest

Any bidder desiring to file a bid protest, with respect to a recommended award of any bid, shall do so by filing a written protest. The written protest must be in possession of the Procurement Department within three (3) working days of the Notice of Recommended

Award posting date. All bidders who bid will be sent a Notice of Recommended Award, unless only one bid is received. A copy of the bid protest procedures may be obtained from the City of Bartow’s website: https://www.cityofbartow.net/431/Protest-Procedures.

“Failure to Follow Bid Protest Procedure Requirements Within the Time Frames Prescribed Herein as Established by the City of Bartow, Florida Shall Constitute a Waiver of Your Protest and Any Resulting Claim.”

2.27. Code of Ethics

If any bidder violates or is a party to a violation of the code of ethics of the City of Bartow or the State of Florida, with respect to this bid, such bidder may be disqualified from performing the work described in this bid or from furnishing the goods or services for which the bid is submitted and shall be further disqualified from bidding on any future bids for work, goods, or services for the City.

2.28. Non-Exclusivity

https://www.cityofbartow.net/431/Protest-Procedures

Bidders acknowledge and understand that award of this project shall not be construed as an exclusive arrangement and further agrees that the City may, at any time, secure similar or identical services from another vendor at the City’s sole option.

SECTION 3: FOR SEALED HARD COPY SUBMISSION ONLY: ADDRESS LABELS

All bids shall be securely sealed in an envelope and clearly marked on the outside with:

• Company/ Bidder’s Name,

• Company Address,

• The Bid Number & Title,

• Due Date & Time, and

• Attention: Procurement Department

“An address label has been provided for your use below. The City of Bartow will not be responsible for bids opened prior to the specified time due to envelopes that are improperly addressed or not marked as instructed in this notice.”

NAME OF COMPANY: ___________________________________________________

COMPANY ADDRESS: _______________________________________________

CITY: _____________________________ STATE: ____________ ZIP CODE: _____________

BID NUMBER & TITLE: ITB 26-15, Underground Facilities Line Locating Services: Re-Bid

BIDS ARE DUE PRIOR BY 4:00 pm(EDT) ON, Wednesday, June 10, 2026

DELIVER TO: CITY OF BARTOW, PROCUREMENT DEPARTMENT

450 N. WILSON AVE.

BARTOW, FL 33830

It is recommended that the above label is taped onto the outside of the envelope that contains the bid documents.

Note: Be sure to label the envelope containing the bid documents or if the envelope is placed inside another envelope or shipping container (e.g., UPS envelope/box or FedEx envelope/box), then the label shall be affixed to the outside of that outer envelope or box.

SECTION 4: SCOPE OF WORK

4.1. Overview

The City of Bartow, Florida (City”) is actively seeking bids from qualified and experienced companies to provide underground electric utility locating services for the City of Bartow Electric Department. The selected company shall provide line locating services for the City’s electric distribution system in accordance with Florida Statutes, Chapter 556, and Sunshine 811 policies and procedures.

Services include locating and marking underground electric infrastructure, responding to Sunshine 811 tickets, and providing related ticket management and documentation services.

4.2. Minimum Required Services

• Provision of underground electric utility locating services in support of the City’s participation in Sunshine 811.

• Capability to respond to routine and emergency locate requests within required timeframes.

• Identification, verification, and marking of underground electric infrastructure in accordance with applicable standards and industry practices.

• Maintenance of systems necessary for ticket tracking, field documentation, and required reporting.

• Use of qualified personnel, equipment, and technology appropriate for electric distribution locating operations.

• Compliance with applicable safety requirements, statutes, and Sunshine 811 rules and procedures.

• Collection and maintenance of required field data, including GPS information, in support of contract requirements.

• Coordination with City personnel and excavators to facilitate locate activities and field access.

• Investigation and reporting of locating errors, damages, or related incidents as required by the City.

4.3. Detailed Scope of Services

1. Duties and Responsibilities

Staffing and Equipment

• Company shall provide sufficient qualified staff, office, and field equipment, including computers and communications equipment, compatible with the Sunshine 811 One Call Ticket Management System.

• Transportation and supplies shall be sufficient to fulfill the duties under this contract.

Receiving and Recording Tickets

• Company shall receive and record locate requests from Sunshine 811 during business hours (8:00 a.m. – 5:00 p.m., Monday through

Friday).

• After-hours and emergency locate capability is required.

Locating Equipment and Technology

• Company shall use current equipment and technology to locate and mark the City’s underground electric systems.

• All locating equipment must be approved by the City and suitable for energized conductors, conduit systems, and appurtenances.

Field Personnel Requirements

• Field personnel must have laptops or portable electronic devices capable of digital data management, wireless access, and receiving emergency notifications.

• Personnel shall be capable of viewing CAD (Computer Aided Design), GIS (Geographic Information System), and map data for accurate facility locations.

GIS and Mapping

• The City may provide GIS data for known underground facilities.

• Company is responsible for locates in areas where GIS maps indicate existing infrastructure.

• Accuracy is critical; company is not responsible for unmarked systems not shown on City-provided maps.

Record-Keeping

• Company shall maintain records supporting invoicing and statutory requirements.

• Records must follow the contract’s retention schedule.

Site Visits and Ticket Management

• Company shall arrange with excavators for locate requests.

• Standard locates must be completed within two (2) business days; emergencies within two (2) hours.

• Each locate requires a field visit and visual examination.

• Marking shall follow APWA (American Public Works Association) Uniform Color Codes: RED for electric facilities, paint on paved surfaces, flags on unpaved areas.

Emergency Locates

• Company shall respond within two (2) hours to emergency requests during non-business hours.

• Response includes on-site presence with appropriate equipment.

Positive Response and Unable to Locate

• Company shall submit a positive response for every ticket in Sunshine 811 within four (4) hours of completion.

• If a facility cannot be located, company shall notify the City, mark hand-dig advisory locations, and provide a written explanation.

Facility Damage Investigation

• Company shall investigate all suspected locate errors and submit written reports to the City within seven (7) calendar days.

• Records of investigations must be retained for three (3) years.

Additional Services

• Company may provide site surveillance or maintenance of markings if approved by the City.

• Company may decline requests deemed impractical due to distance or access.

GPS and Mapping Data

• Company shall capture GPS (Global Positioning System) coordinates for locates using NAD 83 (North American Datum of 1983) with sub-meter accuracy.

• For vacuum excavation, one GPS point per facility; multiple points for long segments as required.

• Twice per year, electronic GPS data must be provided to the City.

2. Performance Standards

Response Time Compliance

• 98% of normal tickets must be completed within two (2) business days per month.

• 100% of emergency tickets must be completed within two (2) hours.

• Positive responses must be submitted for 98% of tickets per month.

Locate Accuracy

• Markings shall follow tolerance zones defined by Florida Statute 556.

• Company shall maintain a high locate accuracy rate; corrective action may be required if facility damages exceed two (2) incidents in 12 months.

Monthly Reporting

• Company shall provide monthly reports to the City by the 10th day of the following month.

• Reports shall include total tickets received, completed, emergency response times, Unable to Locate occurrences, and facility damage investigations.

4.4. Minimum Qualifications

1. Company Experience

• Minimum five (5) years of continuous underground utility locating experience, including electric distribution.

• Experience locating 12 kV class electric systems or equivalent.

• Proven experience with Sunshine 811 in Florida, in good standing.

• At least one municipal, county, or investor-owned utility project in Florida in the last five (5) years. References required.

2. Personnel Qualifications

• All personnel must complete City-required safety orientations before starting work.

• Personnel shall comply with OSHA, NESC, and City safety policies near energized facilities.

• Documentation of training and certifications must be provided upon request.

3. Equipment Requirements

• Company shall maintain electromagnetic induction-based locating equipment capable of detecting energized and de-energized conductors and metallic conduit systems.

• Equipment must be calibrated per manufacturer specifications, calibration records available to the City.

• Access to ground-penetrating radar (GPR) or equivalent technology for congested areas.

4. Subcontractor Requirements

Subcontractors for primary locate services require written approval from the City. Approved subcontractors must meet all minimum qualifications of the company.

SECTION 5: STANDARD TERMS AND GENERAL CONDITIONS

5.1. Independent Vendor

The Bidder represents itself to be an independent vendor offering such services to the general public and shall not represent itself or its employees to be employees of the City of Bartow. Therefore, the Bidder shall assume all legal and financial responsibility for taxes, FICA, employee fringe benefits, workers compensation, employee insurance, minimum wage requirements, overtime, and other expenses, and agrees to indemnify, save, and hold the City of Bartow, its officers, agents, and employees, harmless from and against, any and all loss; cost (including attorney fees); and damage of any kind related to such matters

5.2. Subcontractors

If the Bidder proposes using subcontractors in the course of providing these services to the City, this information shall be disclosed at the time of engagement. Such information shall be subject to review, acceptance, and approval of the City, prior to any work authorization. The City reserves the right to approve or disapprove of any subcontractor proposed to perform work for the City.

5.3. Addenda, Changes and Interpretations

Bidders shall submit all inquiries regarding this bid via the e-Procurement Portal, located at https://procurement.opengov.com/portal/bartowfl. Any inquiry or request for interpretation received seven (7) or more days prior to the due date from the opening of the Bids will be given consideration. Please note the deadline for submitting inquiries. Changes or interpretations may only be made by a written document in the form of an addendum.

Addenda Notification: Bidders are required to register for an account via the City's e-Procurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project.

Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/bartowfl.

All addenda are part of the contract documents, and each Bidder will be bound by such addenda whether or not received by them. No verbal interpretations may be relied upon. Failure to acknowledge receipt of addenda may constitute grounds for deeming a proposal non-responsive.

5.4. Multiple Bids

More than one bid from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Such circumstances will lead to rejection of all responses in which the bidder is involved except for subs. If there is reason to believe that collusion exists between bidders, those parties’ bids will be rejected and deemed for City purposes to be a conviction of a public entity crime.

5.5. Variances

For purposes of bid evaluation, Bidders must indicate any variances, no matter how slight, from the ITB General Conditions, Special

Conditions, Specifications or Addenda. No variations or exceptions by a Bidder will be considered or deemed a part of the Bid submitted unless such variances or exceptions are listed in the ITB and referenced in the space provided on the Bid pages. If variances are not stated, or referenced as required, it be assumed that the product or service fully complies with the City’s terms, conditions, and specifications.

5.6. Omission of Details

The apparent silence of the specifications and any amendment regarding any details or the omission from the specifications of a detailed description concerning any services or material requested shall be regarded as unintentional and should not serve to alleviate the Vendor of their performance responsibilities.

5.7. Mistakes

Bidders are cautioned to examine all terms, conditions, specifications, drawings, exhibits, addenda, delivery instructions, and special conditions of the Invitation to Bid. Failure of the Bidder to examine all pertinent documents shall not entitle them to any relief from the conditions imposed in any ensuing contract and may lead to rejection of a bid.

5.8. Bidder’s Cost

The City shall not be liable for any costs incurred by Bidders in responding to this ITB.

5.9. Rejection of Bids

The City of Bartow reserves the right to reject any or all bids in whole or part, to accept or reject any items in the bid, and to waive any informalities and to accept any bid deemed in the best interest of the City of Bartow.

5.10. Qualifications Statement

Each Bidder shall complete the Qualifications Statement, and submit the same with the Bid. Failure to submit the Qualifications

Statement and the documents required there under with the Bid may constitute grounds for deeming the bid non-responsive.

5.11. Licenses and Certifications

Bidder shall be appropriately licensed to perform the services offered. Bidders shall possess, at the time of bid opening, all required licenses and certifications. Bidder shall be responsible for all costs associated with obtaining and maintaining all required licenses, certifications, and permits. Copies of all licenses and certifications shall be submitted with the response.

5.12. Insurance

1. The Bidder’s response shall include a copy of any certificate of insurance which provides evidence of insurability meeting the minimum insurance requirements of this ITB. The Bidder shall assume full responsibility and expense to obtain all necessary insurance.

2. The successful Bidder as well as related subcontractors shall provide a copy of any certificate of insurance which provides evidence of insurability meeting the minimum insurance requirements of the ITB as a part of receiving any ensuing contract, at the time of entering into the contract.

5.13. Indemnification

The Vendor shall at all times indemnify, hold harmless and, at the City’s option, defend or pay for an attorney selected by the City to defend the City of Bartow, its officers, agents, servants, and employees from and against any and all causes of action, demands, claims, losses, liabilities and expenditures of any kind, including attorney fees, court costs, and expenses, caused or alleged to be caused by intentional or negligent act of, or omission of the Vendor, its employees, agents, servants, or officers, or accruing, resulting from, or related to the subject matter of any ensuing contract including, without limitation, any and all claims, losses, liabilities, expenditures, demands or causes of action of any nature whatsoever resulting from injuries or damages sustained by any person or property. In the event any lawsuit or other proceeding is brought against the City by reason of any such claim, cause of action or demand, the Vendor shall, upon written notice from the City, resist and defend such lawsuit or proceeding by counsel satisfactory to the City of, at City’s option, pay for an attorney selected by the City to defend the City of Bartow. The provisions and obligations of this section shall survive the expiration or earlier termination of any ensuing contract. To the extent considered necessary by the City, any sums due Vendor under any ensuing contract may be retained by City until all of the City’s claims for indemnification pursuant to the Contract have been settled or otherwise resolved; and any amount withheld shall not be subject to payment of interest by the City.

5.14. Legal Requirements

Applicable provisions of all federal, state, and county laws, and local ordinance, rules, and regulations, shall govern development, submittal and evaluation of all bids received in response hereto and shall govern any and all claims and disputes which may arise between person(s) attaching a bid response hereto and the City by and through its officers, employees and authorized representatives, or any other person, natural or otherwise. Lack of knowledge by any Bidder shall not constitute a cognizable defense against the legal effect thereof.

5.15. Cone of Silence

During the course of this solicitation, a Cone of Silence shall apply as follows:

• A Cone of Silence shall be in effect beginning upon the advertisement for requests for qualifications. The Cone of Silence shall terminate at the time the City awards one or more contracts for services or takes other action which ends the

Competitive Solicitation.

• Any person or entity that seeks a contract award or that is subject to being evaluated or having its response evaluated in connection with this solicitation, including a person or entity’s representative, shall not have any communication with any

City Commissioner, City management or their respective support staff or any person or group of persons appointed or designated by the City Manager to evaluate or make a recommendation relating to a contract award.

• The Cone of Silence shall not apply to written or oral communications with legal counsel for the City, the City's Purchasing

Department, or the City’s single point of contact.

• Any action in violation of this section shall be cause for disqualification of the bid. The determination of a violation shall be made by the City.

• Information and materials received by the City in connection with a Bidder’s response shall be deemed to be public records subject to public inspections. However, certain exemptions to the public records law are statutorily provided for in Section

119.07, F.S. Section 119.07, F.S. provides an exemption from public records law for sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation until such time as the agency provides notice of an intended decision or until thirty (30) days after opening the bids, proposals, or final replies, whichever is earlier.

5.16. Confidential Information

If the Bidder believes any of the information contained in the response is exempt from the Public Records Law, then the Bidder must in the response specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records.

5.17. Public Records

Vendor acknowledges the City’s obligations under Article I, Section 24, Florida Constitution and Chapter 119, Florida Statutes, to release public records to member of the public upon request. Vendor acknowledges that the City is required to comply with Article 1, Section 24, Florida Constitution and Chapter 119, Florida Statues, in the handling of the materials created under this contract and that said statue controls over the terms of this contract. Vendor further acknowledges its obligation under Florida Statute 11930701, which include the requirements to a) keep and maintain public records required by the City to perform the service, b) upon request from the

City’s custodian of public records, provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in Chapter 119 or as otherwise provided by law, c) ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if Vendor does not transfer the records to the City, and d) upon completion of the Contract, transfer, at no cost, to the City all public records in possession of Vendor, or keep and maintain public records required by the City to perform the City. If Vendor transfers all public records to the City upon completion of the Contract, Vendor shall destroy and duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If Vendor keeps and maintains public records upon completion of the Contract, Vendor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the IT systems of the City. A request to inspect or copy public records relating to the City’s contract for services must be made directly to the City. If the City does not possess the requested records, the City shall immediately notify Vendor of the request, and Vendor must provide the records to the City or allow the records to be inspected or copied within a reasonable time. NOTE: If Vendor does not comply with the City’s request for records, the City shall enforce the Contract provisions in accordance with the Contract. A Vendor who fails to provide the public records to the City with a reasonable time may be subject to the penalties under 119.10.

IF THE VENDOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO

VENDOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE

CUSTODIAN OF PUBLIC RECORDS AT: CITY OF BARTOW, CITY CLERK’S OFFICE, 863-534-0100, JPOOLE.CLERKS@CITYOFBARTOW.NET; 450 N. WILSON AVENUE, BARTOW, FLORIDA 33830.

5.18. Public Entity Crimes

A person or affiliate, as defined in 287.133, Florida Statutes, shall not be allowed to contract with the City if such person or affiliate has been convicted of a public entity crime within three (3) years of the date this Contract, or such person or affiliate was listed on the

State of Florida’s convicted vendor list within three (3) years of the date of this Contract, whichever time period is greater. A public entity crime means a violation of any state or federal law with respect to and directly related to the transaction of business with any public entity or agency, federal, state or local, involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, forgery, falsification of records, receiving stolen property or material misrepresentation. Any agreement with the City obtained in violation of this paragraph shall be subject to termination for cause.

5.19. Laws of the State of Florida

The Contract will be construed and enforced in accordance with the laws of the State of Florida.

5.20. Sovereign…