Underground_Utility_Locating_Services.pdf

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

IFB Invitation for Bids

26-052UM-IFB

Underground Utility Locating Services

Release Project Date July 24, 2026

Question Submission Deadline August 10, 2026, 5:00pm

Proposal Submission Deadline August 13, 2026, 2:00pm

OpenGov

Underground Utility Locating Services

26-052UM-IFB P a g e | 2

City of Plant City

IFB Invitation for Bids

I. Bidder Instructions II. Scope of Work

III. Special Provisions IV. Bid Submission V. Vendor Questionnaire

Attachments:

A - Daily Average 2025_2026

B - Ticket Type Summary 2024_2025

C - Ticket Type Summary 2025_2026

D - 2026-07-24 Underground Utility Locating Services

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1. Bidder Instructions

1.1. Bid Submissions

Bids shall be received for 26-052UM-IFB Underground Utility Locating Services through the

City's e-Procurement located at https://procurement.opengov.com/portal/plantcitygov.

1.2. Valid Term

Bids shall be valid for no less than 120 days from the submittal deadline.

1.3. Rejection

The City reserves the right to reject any or all bids at any time and for any reason or no reason.

Bids submitted after the deadline shall be rejected. Bids shall be received for 26-052UM-IFB

Underground Utility Locating Services through the City's e-Procurement located at https://procurement.opengov.com/portal/plantcitygov. Bids submitted in an envelope or box shall be rejected. Fax, e-mail, or telephone bids shall be rejected. Bids that are incomplete, unbalanced, conditional, obscure, or which contain terms or additions not called for, alterations or irregularities of any kind, or which do not comply with the contract documents, if applicable, may be rejected at the sole discretion of the City.

1.4. Response Form

Bids shall be made only on the forms included in title Bid Submittals. Bid forms shall be signed by the owner or other authorized individual.

1.5. Insurance Requirements

At a minimum, the contractor shall acquire and maintain until completion of the work the insurance coverage listed below, which constitutes primary coverage. The contractor shall not commence the work until the City of Plant City (City) receives and approves Certificates of

Insurance documenting required coverage. Contractor’s General Liability and Automobile

Liability policies shall include Endorsement CG 20101185, or equivalent, naming the City as

Additional Insured. All required policies shall also include (1) endorsement that waives any right of subrogation against the City for any policy of insurance provided under this requirement or any state or federal Workers’ Compensation or employer’s liability act; (2) endorsement to give the City no less than thirty days’ notice in the event of cancellation or material change. Certificates of Insurance must be accompanied by copies of the requested endorsements.

The contractor understands and agrees that the stipulated limits of coverage listed herein in this insurance section shall not be construed as a limitation of any potential liability to the City, or others, and the City’s failure to request, receive or retain, evidence of this insurance coverage shall not be construed as a waiver of the contractor’s obligation to provide and maintain the insurance coverage specified.

Workers’ Compensation Insurance: Awardee shall procure and maintain during the life of this contract Workers’ Compensation Insurance for all of its employees to be engaged in work on https://procurement.opengov.com/portal/plantcitygov

26-052UM-IFB P a g e | 4 the Project under this Contract, and in case any such work is sublet, Contractor shall require the

Subcontractor similarly to provide Workers’ Compensation Insurance for all the Subcontractor’s employees to be engaged in such work unless such employees are covered by the protection afforded by Contractor’s Workers’ Compensation Insurance. In case any class of employees engaged in hazardous work on the project under this contract is not protected under the

Workers’ Compensation statute, Contractor shall provide and shall cause each Subcontractor to provide adequate insurance for the protection of such of its employees not otherwise protected.

Contractor shall indemnify and hold the City of Plant City harmless for any claim made by the

Subcontractor for Workers” compensation. Note: If Contractor claims to be exempt from

Workers’ Compensation Insurance, then a Certificate of Exemption from the State shall be produced upon request.

Commercial General Liability Insurance: Awardee shall procure and shall maintain during the life of this contract, but not limited to, Independent Contractor, Contractual Premises/Operations, and Personal Injury covering the liability assumed under indemnification provisions of this

Contract, with limits of liability for personal injury and/or bodily injury, including death. Amounts of coverage shall be satisfactory to the Owner, but not less than $500,000.00 for each occurrence, $1,000,000.00 general aggregate, personal/advertising injury of $500,000.00;

Products-Completed Operations aggregate of $1,000,000.00. Also, include in General Liability coverage for the following areas based on the limits of policy, with a minimum of: Fire Damage

(any one (1) fire) $50,000.00; Medical Expense (any one (1) person) $5,000.00. This insurance shall be maintained with an insurance company or companies licensed to do business in the

State of Florida. The City of Plant City shall be named as additional insured on the policy. The

City shall receive a copy of the Additional Insured Endorsement confirming that the Contractor's coverage is Primary and not Contributory.

Commercial Automobile Liability Insurance: Awardee shall procure and shall maintain during the life of this contract Comprehensive Automobile Liability Insurance covering any auto, all owned autos, scheduled autos, hired autos, and non-owned autos. Coverage shall be on an

“occurrence” basis. Such insurance to include coverage for loading and unloading hazards. This coverage shall include Combined Single Limit (CSL) for $500,000.00 or Bodily Injury (Per

Person), Bodily Injury (Per Accident) and Property Damage for $500,000.00 each. This insurance shall be maintained with an insurance company or companies licensed to do business in the State of Florida. The City of Plant City shall be named as additional insured on the policy.

The City shall receive a copy of the Additional Insured Endorsement confirming that the

Contractor's coverage is Primary and not Contributory.

Subcontractor’s Comprehensive Liability and Property Damage Insurance: The Awardee shall require each of its subcontractors to procure and maintain during the life of their contract

Comprehensive Liability and Property Damage insurance coverage in amounts satisfactory to the contractor for its protection, with an insurance company or companies licensed to do business in the State of Florida.

The certificate of insurance shall include as a certificate holder:

City of Plant City

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Attn: City Manager

302 West Reynolds Street

The City shall be named as additional insured on the policy.

1.6. Completeness

The City may reject bids that are incomplete, conditional, deficient in any way, or which contain unsolicited additions/alterations.

1.7. Review Documents

Bidders must review all specifications and contract documents related to this bid and project.

Failure to review all specifications, forms, contracts, addenda, or other documents shall not relieve a bidder from any obligations contained in this bid or their Contract with the City.

1.8. Familiarity with Project Area

Before submitting a bid, bidders shall become fully acquainted with the project areas. Please see Scope of Work for more detail about the project. Submittal of a bid shall serve as bidder’s acknowledgment that they are fully familiar with the service area.

1.9. Fill-In Required Forms

Bidders must accurately fill in any bid forms/documents included in this packet and submit through the City's e-Procurement portal at:

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

Authorized signatures must be included on forms/documents. Incomplete or missing forms/documents may result in the rejection of the bid.

1.10. Certification

Submittal of a bid shall be deemed as certification that a bidder has fully considered all factors associated with this Invitation for Bids, including any addenda.

1.11. Project Owner

The City of Plant City, Florida owns this project. The City Manager or designee is the City’s authorized representative on this project.

1.12. Verification of Bidder's Capability

The City may, at its sole discretion, determine the bidder’s ability and capacity to perform the work specified in this bid based on, but not limited to, evaluation of the following:

A. Comparable prior project experience (particularly ones similar to this project size/scope).

B. Financial resources.

C. Prior bond history.

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D. Licensure and certifications.

E. Equipment, machinery, and/or facilities.

F. Background & references.

Bidders deemed to be unqualified to perform the work may have their bid rejected.

1.13. Local Preference

The City has adopted a local preference policy (Section 2-161, Plant City Code). As part of this

Invitation for Bids, the local preference policy provides qualifying bidders with an amount not to exceed 1½ percent of the lowest bid, provided that the cost differential from the lowest bid shall not exceed $2,500. Non-qualifying bidders will not receive the 1½ percent. A bidder qualifies for a local preference if it meets all of the following:

A. Paid its applicable City business tax for the current year in which this Invitation for Bids is issued. Bidders that request local preference must include in their submittal packets a copy of the receipt proving payment of the City’s business tax.

B. Obtained a license issued by the State of Florida allowing it to engage in the business of providing the services requested in this Invitation for Bids.

C. Maintains a physical office located within the city limits of Plant City. The office must be staffed by at least one full-time equivalent employee and must have been established at least six months before the submittal deadline. Post Office boxes are not verifiable and will not be accepted as proof of a physical office location.

D. A bidder that does not meet the criteria above will not receive 1½ percent calculated to the bid price submitted.

1.14. Waiver of Irregularities

The City may waive informalities or irregularities that, in the City’s opinion, do not materially affect a bid.

1.15. Notice of Award

Upon review of the bids and when a determination has been made as to the lowest responsive and responsible bidder, the Procurement Director will issue a Notice of Intent to Award to the selected bidder via the City's e-Procurement Portal.

Once the bidder has completed registration, they will receive "Notice" 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 Notices at https://procurement.opengov.com/portal/plantcitygov.

This notice shall be sent to the recommended bidder with copies to all bidders.

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1.16. Award

City personnel will evaluate the bids. Determination of the lowest responsive and responsible bid will be made after a review of all bids submitted. Bid award shall be made to the vendor submitting the lowest responsive and responsible bid meeting specifications for the base bid.

The City may award a Contract based on bid responses received from bidders without further discussion of such bids with the selected bidder. Therefore, bids should be submitted based on the most favorable terms available.

Bids that are not greater than $50,000.00 may be awarded by the City Manager. The City

Commission makes the final decision regarding the award or rejection of bids that are greater than $50,000.00.

1.17. Term

The contract resulting from this Invitation for Bids shall commence effective upon issuance of a three (3) year term contract by the City. The contract may be renewed for two (2) additional one (1) year periods. The City Manager will be authorized to execute the renewals.

1.18. Protest Procedures

Any bidder or proposer who is allegedly aggrieved in connection with the issuance of the

Procurement Director’s recommendation and intent to make a competitive award of a contract may protest to the City Manager per Sec. 2-152. Protest Procedure, of the City’s Code.

1.19. Revocation of Award

If the City discovers that the bidder has misrepresented anything in their bid or that the bidder

– in the City’s opinion – is no longer reasonably capable of performing the work as bid, then the

City may revoke the award at any time before issuing the formal Notice to Proceed. The

Procurement Director will issue the revocation in writing.

1.20. Bid Interpretations

The City has the right to define and interpret bid terms, specifications, and conditions.

1.21. Contract Execution

The selected bidder must sign and return the contract, insurance certificates, and all other required documents within 14 calendar days after the City sends the documents to the selected bidder. Once the City receives the signed contract and all other required documents back from the selected bidder, then the City’s authorized representative will sign the contract.

1.22. Sworn Statement on Public Entity Crimes

A person or affiliate as defined in Section 287.133, Florida Statutes, who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid, proposal, or reply on a contract to provide any goods or services to a public entity; may not

26-052UM-IFB P a g e | 8 submit a bid, proposal, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, proposals, or replies on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and may not transact business with any public entity above $25,000 for 36 months following the date of being placed on the convicted vendor list.

Bidders must fill out and sign the form titled “SWORN STATEMENT UNDER SECTION

287.133(3)(A), FLORIDA STATUTES, ON PUBLIC ENTITY CRIMES.” Failure to do so may disqualify the bid.

1.23. Other Forms & Documents

Bidders are responsible for reviewing and understanding all specifications, forms or other documents associated with the products described in this bid. Submittal of a bid shall serve as the bidder’s acknowledgment that it has reviewed and understood all such documents.

1.24. Notice to Proceed

Following contract signing by the City, a formal “Notice to Proceed” will be issued in writing to the contractor. The start date will be issued by the City’s Project Manager.

If the contractor begins work before receiving the Notice to Proceed or start date, then the City may stop work on the project, may require the work to be redone at the contractor’s expense and without additional compensation from the City, or both. The City also may revoke the project award and select another bidder to perform the work.

1.25. Changes or Modifications

The City may at any time make changes within the general scope of the contract in any of the following areas:

A. Time of Performance (i.e., hours of the day, days of the week, etc.).

B. Location of performance of the services.

C. Quantities to be ordered.

The contractor shall not commence the performance of additional work or other changes not covered by this contract without an executed notice to proceed or purchase order issued by the

City. If the contractor performs additional work beyond the specific requirements of this contract without an executed change order, it shall be at the contractor’s own risk. The City assumes no responsibility for any additional costs for work not specifically authorized by an executed change order.

1.26. Conditions of Performance

Bidders are required to inform themselves fully of the conditions relating to the performance of the work required, including but not restricted to labor and operating conditions under which

26-052UM-IFB P a g e | 9 the work will be or is now being performed; and the successful bidder must apply, so far as possible, such methods and means in carrying out the work that will not cause any interruption or interference with any other work, construction or operation the Owner has underway.

1.27. Insurance

Insurance specified in this bid document and the contract shall conform to and shall be insured by companies meeting the criteria outlined below and within the contract document in Bid

Submittals.

A. Insurance shall be countersigned by an agent licensed to do business in the State of

Florida.

1.28. UNAUTHORIZED ALIEN(S)

The vendor agrees that unauthorized aliens shall not be employed nor utilized in the performance of the requirements of this solicitation. The City shall consider the employment or utilization of unauthorized aliens a violation of Section 274A(e) of the Immigration and

Naturalization Act (8 U.S.C. 1324a). Such violation shall be cause for unilateral termination of this Agreement by the City. As part of the response to this solicitation, the successful firm will complete and submit the attached form “AFFIDAVIT CERTIFICATION IMMIGRATION LAWS.”

Employers may avail themselves of a program by the U.S. Immigration and Customs

Enforcement called E-Verify. E-Verify is an Internet-based system operated by U.S. Citizenship and Immigration Services (USCIS), part of the Department of Homeland Security (DHS), in partnership with the Social Security Administration (SSA). E-Verify is currently free to employers. E-Verify provides an automated link to federal databases to help employers determine the employment eligibility of new hires and the validity of their Social Security numbers.

If your company wishes to avail itself of this program, you can register online for E-Verify at http://www.dhs.gov/how-do-i/verify-employment-eligibility-e-verify which provides instructions for completing the registration process. At the end of the registration process, you will be required to sign a Memorandum of Understanding (MOU) that provides the terms of the agreement between you as the employer, the SSA, and DHS. An employee who has signatory authority for the employer can sign the MOU. Employers can use their discretion in identifying the best method by which to sign up their locations for E-Verify. To find out more about E-

Verify, please visit E-Verify | USCIS or contact USCIS at 1-888-464-4218.

1.29. Indemnification

Section 1-16, Plant City Code, prohibits the City from indemnifying other parties to an agreement. Therefore, the City cannot indemnify bidders.

https://www.dhs.gov/verify-employment-eligibility-e-verify

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1.30. All-Inclusive Cost

The bid shall include all expenses necessary to complete the delivery of products or provide the services described in this Invitation for Bids. Prices given by respondents shall include all costs associated with the product or service proposed. If selected by the City, the bidder must pay applicable sales tax on any goods or services it purchases. The City is exempt from paying federal and state taxes, including sales tax. The City’s sales tax exemption is not assignable and cannot be applied toward items the vendor purchases, regardless of whether the vendor transfers those items to the City.

1.31. Legal Requirements

Bidders are required to comply with all provisions of federal, state, county and local laws, ordinances, rules and regulations that apply to the services being solicited in this bid. A bidder’s lack of knowledge shall in no way be a cause for relief from responsibility, nor shall it constitute a cognizable defense against the legal effects thereof.

Submittal of a bid shall constitute the bidder’s affirmation that they are familiar with and shall comply with all federal, state, and local laws, ordinances, rules and regulations which affect those engaged or employed in the provision of such services, or equipment used in the provision of such services, or which in any way affects the conduct of the provision of such services. No plea of misunderstanding shall be considered on account of the bidder’s ignorance thereof. If a bidder believes provisions in the bid documents are contrary to or inconsistent with any law, ordinance, or regulation, then the bidder shall promptly report those provisions in writing to the City.

1.32. Public Records

Bidders understand that Florida has a broad public records law and that documents in the possession of the City can only be maintained confidential to the extent allowed under the

Florida Public Records Act, Florida Statute 119.

1.33. Contract Documents

The contract attached hereto is a draft of the contract required by the City to award the project described in this bid. It is the bidder’s responsibility to review and understand the contract. If the bidder requires any modifications or additional terms and conditions to the contract, the bidder shall detail the desired changes on a separate page titled “Additional

Terms/Modifications”. That page then must be attached to the bid response and submitted as part of the bidder’s proposal. Contract modification requests after the bidder’s bid has been submitted shall not be considered.

1.34. Bid Preparation & Submittal Expenses

The City shall not be responsible for any expense incurred by a bidder in reviewing, evaluating, preparing, or submitting a bid. Bidders are solely responsible for the entire expense of responding to this bid.

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1.35. Cooperative Procurement Agreement

Per Chapter 69-1119, Laws of Florida, Hillsborough County, all municipalities, local public agencies, boards and other authorities existing within Hillsborough County have the authority to purchase goods or services, at the same purchase price obtained by any other such public entity. The submission of a bid in response to this advertisement shall constitute a bid under the same conditions, during the effective period of the bid, to all the other public entities listed herein:

Hillsborough County Board of

County Commissioners 601 E. Kennedy Blvd. #2500 Tampa, FL 33601 Phone: (813) 272-5790

FAX: (813) 272-6290

www.hillsboroughcounty.org

Hillsborough Co. Aviation

Authority P. O. Box 22287 Tampa International Airport Tampa, FL 33622-2287 Phone: (813) 870-8730

FAX: (813) 875-6670

www.tampaairport.com

Clerk of Circuit Court 601 E. Kennedy Blvd.-13th Floor P.O. Box 1110 Tampa, FL 33601 Phone: (813) 276-8100 Ext.7721

FAX: (813) 272-

5521www.hillsclerk.com

University of South Florida Procurement Services 3702 Spectrum Blvd. UTC135-P Tampa, FL 33612 813-974-2481 – Telephone 813-974-5362 – Fax

Tampa-Hillsborough County Expressway Authority 1104 East Twiggs St. Suite #300 Tampa, Florida 33602 813-272-6740 – Telephone 813-276-2492 – Fax

Tax Collector 601 E. Kennedy Blvd., 14th Floor Tampa, FL 33602 Phone: (813) 307-6222

FAX: (813) 307-

6521www.hillstax.org

Tampa Palms Community Dev.

Dist.

16311 Tampa Palms Blvd W Tampa, FL 33647 Phone: (813) 977-3933 Fax: (813) 977-6571 www.tpoa.net

Hillsborough Area Regional

Transit Authority 4305 E. 21st Street Tampa, FL 33605 813-623-5835 – Telephone 813-664-1119 – Fax

The Children's Board of Hills.

County 1002 E. Palm Avenue Tampa, FL 33605 Phone: (813) 229-2884

FAX: (813) 228-

8122www.childrensboard.org

Tampa Sports Authority 4201 N. Dale Mabry Highway Tampa, FL 33607 813-673-4300 – Telephone 813-673-4312 – Fax

Hillsborough Community

College 39 Columbia Drive Tampa, FL 33606 813-253-7060 – Telephone 813-253-7561 – Fax

Hillsborough Co. Sheriff’s

Office P.O. Box 3371 Tampa, FL 33601 813-247-8033 – Telephone 813-247-8246 – Fax

City of Temple Terrace P.O. Box 16930 Temple Terrace, FL 33687 813-506-6420 – Telephone 813-989-7185 – Fax

Tampa Port Authority P.O. Box 2192 Tampa, FL 33601 813-905-5164 – Telephone 813-905-5109 – Fax

Housing Authority of Plant

City 1306 Larrick Ln.

Plant City, FL 33563 813-752-0569 https://www.hillsboroughcounty.org/ https://www.tampaairport.com/ https://www.hillsclerk.com/ https://www.hillstax.org/ https://www.tpoa.net/ https://www.childrensboard.org/

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City of Tampa Housing Auth.

1614 Union Street Tampa, FL 33607 813-253-0551 – Telephone 813-4522 – Fax

Supervisor of Elections 601 E. Kennedy Blvd., 16th Floor Tampa, FL 33602 Phone: (813) 276-8274

FAX: (813) 272-7043

www.votehillsborough.org

Property Appraiser 601 E. Kennedy Blvd., 16th Floor Tampa, FL 33602 Phone: (813) 272-6100

FAX: (813) 272-

5519www.hcpafl.org

Hillsborough County School Board P. O. Box 3408 Tampa, FL 33601-3408 Phone: (813) 272-4329

FAX: (813) 272-4007

Community Redevelopment

Agency of the City of Plant City 302 W. Reynolds Street Plant City, Florida 33563

City of Tampa Procurement Department Tampa Municipal Office Building, 2nd Floor 306 E. Jackson St.

Tampa, FL 33602

State Attorney’s Office Tampa, FL 33602 813-272-5400 – Telephone 813-272-7014 – Fax

2. Scope of Work

Underground Utility Locating Services.

The City of Plant City ("Owner") is soliciting bids from qualified firms ("Contractor") to provide comprehensive underground utility locating services for the City's water, wastewater, and reclaimed water utility systems in accordance with all applicable federal, state, and local laws, including Chapter 556, Florida Statutes, Sunshine 811 requirements, and applicable industry standards.

The Contractor shall furnish all labor, supervision, equipment, materials, vehicles, software, communications, and incidentals necessary to perform the services described herein.

Services shall be provided on an as-needed basis throughout the Contract term. The Contractor shall furnish all labor, supervision, equipment, vehicles, materials, and incidentals necessary to receive, manage, respond to, document, and close all Sunshine 811 utility locate requests (811 tickets). The Contractor shall perform all activities required to ensure the Owner's compliance with Florida Statutes, Sunshine 811 policies and procedures, and all applicable federal, state, and local regulations governing underground utility locating services.

The City does not guarantee any minimum quantity of work under this Contract.

2.1. Contractor Responsibilities

A. General Responsibilities

The Contractor shall:

https://www.votehillsborough.org/ https://www.hcpafl.org/

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• Provide qualified personnel, supervision, vehicles, locating equipment, communication devices, software, office support, and all materials necessary to perform the required services.

• Maintain sufficient staffing levels to satisfy all routine and emergency locating requests throughout the contract term.

• Maintain a designated Contract Manager who shall serve as the primary point of contact with the City.

• Provide qualified backup personnel capable of responding during employee absences, vacations, or emergency situations.

All work shall be subject to separate written authorization from the City’s Utility Project

Manager.

B. Compliance

The Contractor shall perform all work in accordance with:

• Chapter 556, Florida Statutes

• Sunshine 811 procedures and requirements

• OSHA regulations

• Manual on Uniform Traffic Control Devices (MUTCD), when applicable

• Applicable City standards

• Generally accepted underground utility locating practices

C. Equipment Requirements

The Contractor shall:

• Maintain locating equipment, software, and associated technology that meets current industry standards throughout the duration of the Contract.

• Equipment shall be maintained in proper working order and shall be subject to inspection by the City at any time during the Contract.

• The City reserves the right to require replacement of equipment that is outdated, malfunctioning, or unsuitable for the required services.

D. Electronic Field Capabilities

Field personnel shall utilize portable electronic devices capable of interfacing with the One Call

Ticket Management System and Software and the following:

• Receiving Sunshine 811 tickets electronically

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• Receiving emergency dispatch notifications

• Wireless access to Contractor ticket management systems

• Viewing GIS mapping

• Viewing CAD drawings

• Viewing aerial photography

• Accessing utility records

• Recording digital field notes

• Capturing GPS coordinates

• Uploading photographs directly into the ticket record

E. GIS Information

The City will provide GIS mapping, record drawings, and other available utility information for reference purposes.

The Contractor shall use City Information exclusively for the performance of work authorized under this Contract and for no other purpose. The

Contractor shall not sell, reproduce, publish, distribute, disclose, transmit, copy, modify, reverse engineer, or otherwise make City

Information available to any third party without the prior written consent of the City, except as required by law or as necessary for the Contractor's employees, subcontractors, or consultants directly engaged in performing the Contract, who shall be bound by the same confidentiality obligations.

The Contractor shall not use City Information for the benefit of any other client, project, or commercial purpose, nor shall it incorporate City

Information into proprietary databases, mapping systems, software applications, marketing materials, or other products or services.

The Contractor shall implement reasonable administrative, technical, and physical safeguards to protect City Information from unauthorized access, disclosure, alteration, loss, or misuse. The Contractor shall immediately notify the City of any actual or suspected unauthorized access, disclosure, or security breach involving City Information.

Upon expiration or termination of the Contract, or upon the City's written request, the Contractor shall promptly return or securely destroy all City

Information, including all copies, extracts, and derivative files, except where retention is required by law. The Contractor shall certify such return or destruction in writing upon request by the City.

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Nothing contained herein shall be construed as granting the Contractor any ownership interest, license, or intellectual property rights in City

Information. All City Information shall remain the exclusive property of the City.

The Contractor shall not post, publish, or share photographs, maps, GIS data, utility locations, or other information related to the City's infrastructure on social media, websites, marketing materials, training materials, or any other public or private platform without the City's prior written authorization.

• The Contractor acknowledges that such information is approximate and is provided solely as an aid in performing locating services.

• The Contractor shall utilize all information provided by the City together with accepted utility locating practices, professional judgment, and industry-standard locating equipment to accurately identify underground facilities.

• The City's GIS information shall not relieve the Contractor of its responsibility to exercise reasonable care and diligence while performing utility locating services.

• The Contractor shall immediately notify the City in writing of any discrepancies, omissions, or errors discovered in the City's utility records.

2.2. Locate Request

The Contractor shall receive, manage, and respond to all Sunshine 811 locate requests affecting

City-owned underground utility facilities. All routine locate requests shall be completed within the timeframes established by Chapter 556, Florida Statutes. Emergency locate requests shall receive an on-site response by qualified personnel within two (2) hours of notification unless otherwise permitted by law or authorized by the City. The Contractor shall coordinate directly with excavators whenever clarification of the excavation area is necessary.

2.3. Additional Services

The City may request the Contractor to perform additional services, including but not limited to:

A. Maintenance of utility markings

Inspection, refreshing, and restoration of utility locate markings that have become faded, damaged, or obliterated due to weather, construction activities, traffic, landscaping, or other causes. This service includes remarking utilities using the applicable APWA Uniform

Color Code and replacing flags, stakes, whiskers, or other approved marking materials as necessary. Maintenance of markings does not constitute a new utility locate unless additional investigation is required. Per site visit/Per Ticket (30 minutes - 2 hours per visit)

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B. Site Surveillance

Observation and documentation of excavation or construction sites to monitor the condition of utility locate markings, identify potential conflicts between excavation activities and existing utilities, and report conditions that may require remarking, additional locating, or notification to the Owner. Site surveillance is an observational service only and does not include construction inspection, excavation supervision, engineering oversight, or responsibility for contractor means and methods. Per Site

C. Utility Verification

Confirmation of the existence, location, identity, ownership (when known), and observable characteristics of underground utilities using available records, visible surface features, electronic locating equipment, field observations, and, when authorized, exposure of the utility. Verification may include confirmation of utility type, horizontal alignment, and general field conditions but does not constitute engineering certification unless specifically provided by a licensed Professional Engineer. Per half hour ( up to

500 linear feet)

D. Vacuum Excavation Coordination

Coordination of scheduling, location selection, documentation, and communication necessary to facilitate vacuum excavation (potholing/daylighting) performed by the

Owner or an approved specialty contractor for the purpose of exposing underground utilities. Coordination includes identifying proposed exposure locations, marking the excavation limits, documenting field findings, and updating utility records as appropriate.

Unless specifically authorized, this service does not include performing the vacuum excavation. Per Event

E. GIS Field Verification

Field inspection and confirmation of utility assets, appurtenances, and associated infrastructure for comparison with the Owner's Geographic Information System (GIS) records. Services may include identifying discrepancies in asset location, asset type, connectivity, or attribute information; collecting field observations; recording GPS coordinates when authorized; and documenting recommended updates for incorporation into the Owner's GIS database. GIS field verification does not include modification of the

GIS database unless specifically authorized by the Owner.

F. Utility Mapping Support

Provision for field-collected information and documentation to assist the Owner in developing or updating utility maps, record drawings, GIS datasets, or engineering exhibits. Services may include locating underground utilities, collecting horizontal position data, documenting field measurements, identifying visible utility features, and preparing field sketches or digital data suitable for incorporation into municipal mapping systems.

Utility mapping support is intended to supplement existing records and does not

26-052UM-IFB P a g e | 1 7 constitute a certified survey or engineering design document unless specifically authorized. Per Liner Feet

G. As-built Verification

Confirmation of the location and observable characteristics of existing underground utility infrastructure for comparison with available as-built drawings, record drawings, construction plans, or GIS records. The purpose of this service is to identify significant discrepancies between field conditions and existing documentation. Verification may include surface observations, electronic utility locating, GPS data collection when authorized, and documentation of field findings. Unless specifically authorized through vacuum excavation or other approved methods, this service does not verify utility depth or provide certification of as-built accuracy. Per Linear Feet

Compensation for additional services not included in the Schedule of Values shall be negotiated and approved by the City prior to commencement of the work. No additional services are to commence without prior written authorization from the City,

2.4. Standard Locate Services

A. Minimum for each locate request shall include:

1. Field verification of the excavation site

2. Identification of conflicts with City utilities

3. Surface marking of underground utilities using APWA color standards

4. Completion of Sunshine 811 ticket documentation

5. Digital photographic documentation

6. GPS documentation when applicable

B. Utility markings shall clearly identify the approximate horizontal location of underground facilities.

C. Concrete and asphalt surfaces shall be marked using temporary marking paint.

D. Grass, landscaped, or unpaved areas shall be marked using flags and marking paint where appropriate.

E. Locate Documentation and Photographic Records shall include:

1. All utility locates performed under this Contract shall include digital photographic documentation of existing site conditions and the placement of utility markings.

Photographs shall be directly associated with the applicable Sunshine 811 ticket number and maintained as part of the locate record. Photos shall be referenced to the ticket through the Contractor’s electronic record management system, photo identification, or sequential numbering.

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2. A minimum of three (3) photographs per locate ticket shall be provided unless site conditions do not reasonably allow for additional documentation. Photographs shall clearly document the utility markings, work area conditions, and any factors that may affect the performance or interpretation of the locate.

2.5. Utility Marking Requirements

Underground utility facilities shall be marked in accordance with Sunshine 811 requirements and applicable Florida law. Markings shall indicate the approximate horizontal location of the underground facility and shall establish a tolerance zone extending twenty-four (24) inches from each outside edge of the marked facility.

Where practical, the Contractor shall provide sufficient markings to clearly identify the facility alignment, including a continuous or intermittent centerline marking with additional offset markings as necessary to define the limits of the tolerance zone. Markings shall be placed in accordance with applicable industry standards and shall be maintained and visible for the duration required by the Contract Documents.

2.6. Large Locate Requests

Routine locate requests can include up to 5280 linear feet of utility locating associated with a single excavation area. To ensure the work can be accurately completed according to Sunshine

811 rules the Contractor's at his discretion may contact the excavation site service provider request a new Sunshine 811 Call Ticket(s) to be generated. The new tickets must be at least

500 feet of trenching per ticket.

The Contractor is responsible for informing the City if the new ticket(s) will be at an additional cost to the City.

If the proposed excavation exceeds this limit 5280 linear feet limit or cannot reasonably be completed under a single locate request, the Contractor shall notify the excavator and request that additional Sunshine 811 tickets be generated when permitted under applicable Sunshine

811 procedures.

The Contractor is responsible for informing the City if the new ticket(s) will be at an additional cost to the City.

Nothing herein shall relieve the Contractor of statutory locating obligations.

2.7. Locate Request Limitations

The Contractor shall make reasonable efforts to respond to all locate requests issued under this

Contract. The Contractor may request authorization from the Owner to decline or modify a locate request when conditions exist that prevent safe, practical, or timely performance, including excessive distance, inaccessible areas, hazardous conditions, or other circumstances beyond the Contractor’s reasonable control.

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2.8. No Conflict Locations

When no City-owned underground facilities are present within the proposed excavation area, the Contractor shall document the locate in accordance with Sunshine 811 procedures.

Where excavation limits have been properly white-lined, the Contractor shall mark the site with the appropriate "No Conflict" designation in accordance with applicable Sunshine 811 standards.

2.9. Damage to Owner-Owned Utilities

The party responsible for causing damage to Owner-owned utilities through negligence, error, omission, or failure to comply with applicable requirements shall be responsible for all associated repair costs.

The City shall not be responsible for damages caused by the negligence or actions of third parties.

The Contractor nor the Owner will be held responsible for damages resulting from improper excavation practices, failure to obtain or verify required utility locates, or failure to comply with applicable requirements.

The locating contractor shall be responsible for damages resulting from inaccurate, incomplete, or improper utility location information or failure to perform locating services in accordance with the Contract Documents.

If responsibility for damage cannot be determined or agreed upon, the City may perform or authorize repairs necessary to restore service and shall retain the right to seek reimbursement from the responsible party for all reasonable repair-related costs.

Nothing herein relieves any party from responsibility for its own negligence, errors, or omissions.

2.10. Damage Investigations

The Contractor shall investigate all reported utility damages involving City facilities where locating accuracy is questioned.

A written investigation report shall be submitted to the City within seven (7) calendar days.

The report shall include, at a minimum:

• Sunshine 811 ticket number

• Date and time of locate

• Date and time of damage

• Digital photographs

• GPS information, if available

• Description of events

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• Findings

• Root cause analysis

• Corrective actions, if necessary

• Recommendations

Investigation records shall be retained for a minimum of three (3) years.

The Contractor shall provide witness testimony or technical assistance related to utility damage investigations when requested by the City.

2.11. Performance Standards

The contractor shall met the following minimum performance standards:

Performance Measure Minimum Standard

Routine locate requests 100% completed within statutory timeframes

Emergency requests On-site response within two (2) hours

Digital documentation 100% complete

Photo documentation Minimum of three (3) photographs per ticket

Damage investigations Report submitted within seven (7) calendar days

Failure to consistently meet these standards may constitute unsatisfactory performance and may result in corrective action or termination of the Contract.

2.12. Responsibility for Utility Damage

Responsibility for damage to underground facilities shall be determined in accordance with

Chapter 556, Florida Statutes, applicable Sunshine 811 requirements, and the Contract

Documents.

Nothing contained herein shall relieve the Contractor of responsibility for damages resulting from negligent locating services, failure to perform required locates, inaccurate markings, or failure to comply with the requirements of this Contract.

2.13. GPS Data Collection

The Contractor shall have the capability to collect GPS coordinates using qualified personnel and equipment capable of meeting the accuracy requirements specified herein.

GPS data collection is not required for routine Sunshine 811 locate requests unless specifically directed by the Owner.

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The Contractor shall collect GPS coordinates when requested by the Owner for utility verification, vacuum excavation activities, capital improvement projects, GIS data development, damage investigations, or other locations identified by the Owner as requiring enhanced documentation. GPS data shall supplement, but not replace, the Contractor’s obligation to perform utility locating services in accordance with Sunshine 811 requirements and applicable industry standards. When requested the following is

• For vacuum excavation or utility verification activities requiring GPS documentation, the

Contractor shall collect GPS points at each exposed utility location. For linear excavations extending up to five hundred (500) feet, a minimum of two (2) GPS points shall be collected to establish the approximate alignment of the verified utility. The

Contractor shall not be required to collect more than six (6) GPS points per locate request unless additional points are authorized by the Owner.

• GPS data shall utilize the Florida State Plane Coordinate System (NAD 83) unless otherwise directed by the City.

• Collected GPS information shall be submitted electronically in GIS-compatible formats including ESRI Shapefile, File Geodatabase, CSV with coordinates, or other City-approved formats.

• Data shall included:

o Utility type o Coordinates o Depth (if available) o Size/material (if verified) o Date collected o Sunshine 811 ticket number o Photo documentation o Accuracy classification o Reason for request

2.14. Quality Assurance and Quality Control

The Contractor shall maintain a documented Quality Assurance/Quality Control (QA/QC) program throughout the duration of the Contract.

The QA/QC program shall include:

• Routine supervisory field inspections

• Periodic review of completed locate tickets

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• Verification of marking accuracy

• Equipment calibration and maintenance records

• Corrective action procedures for locating errors

• Employee performance evaluations

The City reserves the right to audit the Contractor's QA/QC records at any time.

2.15. Monthly Reporting

The Contractor shall submit a monthly performance report containing, at a minimum:

• Total tickets received

• Total tickets completed

• Emergency locate requests

• Utility damages

• Missed locates

• Damage investigations completed

• GPS points collected

• Outstanding tickets

• Customer complaints

• Corrective actions implemented

Reports shall be submitted electronically monthly with invoices.

2.16. Records Retention

The Contractor shall maintain all records associated with this Contract in accordance with

Florida law and the City's record retention requirements.

All records shall be made available to the City upon request.

3. Special Provisions

3.1. Time for Performance

The Contractor shall commence utility locating services within thirty (30) calendar days following issuance of the Notice to Proceed (NTP), unless otherwise authorized in writing by the

City. Failure to mobilize and commence services within the required timeframe may be considered a breach of contract and may subject the Contractor to the remedies available under the Contract Documents. If the Contractor requires additional time to establish the necessary personnel, equipment, systems, or administrative processes to perform the Work, the

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Contractor shall submit a written request for an extension to the City prior to the expiration of the thirty (30) calendar-day commencement period. The request shall state the reason for the delay and the anticipated date of commencement. Any extension of time shall be effective only upon written approval by the City.

3.2. Contractor Qualifications

A. The company responding to this bid must be experienced in underground utility locating and similar work and have a minimum of seven (7) years’ experience in the same type of work before the bid date. Appropriate documentation to be provided upon request by the City.

B. The company responding to this bid must demonstrate its underground utility locating and similar work by listing a minimum of three (3) projects of similar size and scope. List to include a contact name, email address and telephone number of the client’s project manager for the work.

3.3. Additional Information

A. The contractor must provide City’s authorized representative with telephone number(s) and job title for all management personnel assigned to the project before work commences.

B. The contractor shall be responsible for performing the work necessary to meet City standards in a safe, neat, and good workmanlike manner, using only generally accepted methods in carrying out the work, and complying with all federal and state laws, and all ordinances and codes of the City relating to such work.

C. All work performed shall be subject to inspection and acceptance by the City’s appointed representative before payment. The contractor shall be required to correct any work determined to be unsatisfactory or below industry standards at no additional cost to the

City.

D. The contractor shall warrant against all defects in material and workmanship for one year after acceptance.

3.4. Safety

The contractor shall be responsible for all means and methods as they relate to safety and shall comply with all applicable local, state and federal requirements that are safety-related. The contractor shall be solely responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the Work.

3.5. Cleanup

At the end of each workday, as well as after completion of all work on the project and before making an application for acceptance of the work, the contractor shall clean/police the site of operations, including any areas under the control of the City that have been used by the

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Contractor in connection with the work. All debris shall be removed and hauled off by the

Contractor.

3.6. Definitions

Wherever used in any of the contract documents, the meaning shall be given to the terms herein defined:

A. The term “contractor” means the person, bidder or…