Wastewater_System_Repairs_and_Maintenance_Services_(Addendum_#1_Revision).pdf

Mayor Chief Procurement Officer Buddy Dyer David Billingsley, CPSM, C.P.M.

REQUEST FOR PROPOSAL (RFP)

RFP26-0432

WASTEWATER SYSTEM REPAIRS AND MAINTENANCE SERVICES

The City of Orlando Procurement and Contracts Division has implemented an electronic bidding system to streamline solicitation responses.

CITY OF ORLANDO PROCUREMENT AND CONTRACTS SITE

https://www.orlando.gov/Our-Government/Departments-Offices/OBFS/Procurement

City of Orlando

REQUEST FOR PROPOSAL (RFP)

WASTEWATER SYSTEM REPAIRS AND MAINTENANCE SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. REQUEST FOR PROPOSALS INFORMATION

3. TERM OF CONTRACT

4. MANDATORY MINIMUM QUALIFICATIONS

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

6. PRE-PROPOSAL CONFERENCE

7. PROPOSAL DUE DATE AND TIME

8. PROPOSAL PREPARATION AND FORMAT

9. REQUIRED PROPOSAL SUBMITTALS

10. DELIVERY OF PROPOSALS

11. CONFORMANCE TO SOLICITATION

12. EVALUATION CRITERIA

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

14. GENERAL TERMS AND CONDITIONS

15. ADDITIONAL INFORMATION

16. ADDENDUM TO REQUEST FOR PROPOSALS

17. APPLICABLE LAW AND APPEALS

18. CONTRACT

19. EXECUTION OF CONTRACT

20. AFFILIATED AGENCIES

21. EMPLOYMENT ELIGIBILITY; E-VERIFY SYSTEM

22. RIGHT TO AUDIT RECORDS

23. FISCAL YEAR FUNDING APPROPRIATION

24. PUBLIC ENTITY CRIMES

25. PROMPT PAYMENT ACT

26. INVOICES

27. DISPUTE RESOLUTION

28. PROPOSER'S GUARANTEE

29. INSURANCE / PERFORMANCE BONDS

30. FLORIDA SALES TAX

31. DRUG-FREE WORKPLACE CERTIFICATION

32. AMERICANS WITH DISABILITIES ACT

33. RECIPROCAL LOCAL PREFERENCE

34. PURCHASING CONTRACTS W/ OTHER GOVERNMENT AGENCIES

35. FOREIGN CORPORATION

36. SUBCONTRACTORS

Wastewater System Repairs and Maintenance Services

37. PURCHASING CARD PROGRAM

38. LIVING WAGE POLICY

39. PROHIBITION - CONTRACTING WITH SCRUTINIZED COMPANIES

40. SOFTWARE LICENSES

41. NON-DISCRIMINATION

42. GOVERNING LAW / VENUE

43. RECOVERED MATERIALS

44. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR

IDEOLOGICAL INTEREST IN GOVERNMENT CONTRACTING

45. VENDOR QUESTIONNAIRE

46. PRICING PROPOSAL

Attachments:

A - Exhibit 1-Contract

1. INTRODUCTION

1.1. Summary

The City of Orlando (“City”) is looking for one or more qualified Proposers to provide on-call wastewater system repair, maintenance, replacement, and related services for the

City’s wastewater treatment facilities, lift stations, wastewater collection systems, and reclaimed water systems.

1.2. Background

The City of Orlando is a 111.2 square mile area that covers a total of 71,140 acres. With its central location in the region and the State, Orlando is easily accessible from Interstate

4, Florida Turnpike, East/West Expressway and the Beach line Expressway.

The Mission of the City of Orlando is to enhance the quality of life in the City by delivering public services in a knowledgeable, responsive and financially responsible manner.

1.3. Contact Information

Direct inquiries to the following:

Varun Desai, CPP

Purchasing Agent III

400 S Orange Ave

Orlando, FL 32801

Email: varun.desai@orlando.gov

Phone: (407) 246-3874

Department:

Water Reclamation Enterprises

1.4. Timeline

The following is the scheduled calendar of events with important dates and times. Dates are subject to change by the Chief Procurement Officer (“CPO”) of the Procurement and

Contracts Division or designee, at their sole discretion. If the Procurement and Contracts

Division determines that it is necessary to change these dates or times prior to the

Proposal due date, the change will be announced via an addendum.

Release Project Date June 30, 2026 mailto:varun.desai@orlando.gov tel:(407)246-3874

Pre-Proposal Meeting (Non-

Mandatory)

July 13, 2026, 1:30pm

JOIN THE VIRTUAL PRE-PROPOSAL

CONFERENCE.

Online:

https://teams.microsoft.com/meet/2975926

83330455?p=IKUpalvDjINaKiHpiR

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID: 202 400 004#

Question Submission Deadline July 27, 2026, 5:00pm

Proposal Submission Deadline August 6, 2026, 2:00pm

JOIN THE VIRTUAL PROPOSAL

OPENING.

Online:

https://teams.microsoft.com/meet/2804090

4121347?p=aRO4yUKuGWeeqXvLS4

Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568

Once dialed-in and prompted, enter the

Conference ID:262 538 272#

2. REQUEST FOR PROPOSALS INFORMATION

The Procurement and Contracts Division is the official source to obtain information relating to City of Orlando solicitations. It is incumbent on the Proposer to obtain solicitation and current award information prior to and after the scheduled opening date of a Request for Proposals. Information is updated daily as it becomes available. An award, or recommendation of award, may be made at any time after the scheduled opening date of a Request for Proposals. You may obtain award and other solicitation information in a variety of ways:

A. There are currently two Internet sites available to obtain RFP Selection

Committee rankings, Notice of Intended Action for award and other information:

1. The City of Orlando Procurement and Contracts Division’s Website:

http://www.orlando.gov/procurement/solicitations/ If you are interested in obtaining solicitation information, copy and paste the above link into your web browser and click on View Current Bids. Please remember that you must https://teams.microsoft.com/meet/297592683330455?p=IKUpalvDjINaKiHpiR https://teams.microsoft.com/meet/297592683330455?p=IKUpalvDjINaKiHpiR https://teams.microsoft.com/meet/28040904121347?p=aRO4yUKuGWeeqXvLS4 https://teams.microsoft.com/meet/28040904121347?p=aRO4yUKuGWeeqXvLS4 http://www.orlando.gov/procurement/solicitations/ keep your registration information up to date in order to continue to receive notifications of bidding opportunities that meet your commodity code selections.

2. Direct link to the City's e-Procurement Portal:

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

B. You may visit the Procurement and Contracts Division, during normal business hours, to obtain award information, solicitation packages, addendums, and other documents. Our office is located at:

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

You may also call the Procurement and Contracts Division at (407) 246-2291, during normal business hours, to request award and other solicitation related information.

We appreciate your interest in doing business with the City Beautiful and wish you much success with your business ventures.

3. TERM OF CONTRACT

It is the intent of the City is to award a Contract for a one (1) year term to begin upon approval and execution by the City. The Contract may, by mutual assent of the parties, be extended for four (4) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

4. MANDATORY MINIMUM QUALIFICATIONS

1. Experience Requirements:

i. Key Personnel (Mandatory):

At a minimum, the Project Manager and Superintendent proposed for this Contract must each have no less than five (5) years of relevant experience.

This requirement is confirmed as the mandatory threshold for key personnel.

ii. Project References:

The Proposer shall submit at least three (3) relevant project references, completed within the last five (5) years, demonstrating the experience of the proposed personnel in work similar in scope and complexity.

2. Key Personnel Submittals:

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

i. The Proposer shall submit resumes for, at minimum:

a. Project Manager(s)

b. Superintendent(s)

ii. Each resume shall clearly document:

a. Years of experience (minimum five years required for PM and Superintendent)

b. Certifications

c. Relevant technical qualifications

d. Work history aligned with wastewater system installation, repair, and maintenance

5. SCOPE OF WORK AND TECHNICAL REQUIREMENTS

5.1. GENERAL

1 . Purpose and Definitions:

The City of Orlando (“City”) is seeking one or more qualified Proposers to provide on-call wastewater system repair, maintenance, replacement, and related services for the City’s wastewater treatment facilities, lift stations, wastewater collection systems, and reclaimed water systems.

For purposes of this solicitation:

A. The term “Proposer” refers to any firm submitting a proposal in response to this solicitation.

B. The term “Contractor” refers to the successful Proposer awarded a contract under this solicitation.

Upon award, all references to “Proposer” shall be interpreted as “Contractor” for the performance of all work.

The Contractor shall furnish all supervision, labor, equipment, tools, transportation, materials, supplies, permits, licenses, and incidentals necessary to complete the work in accordance with all applicable federal, state, and local laws, codes, and industry standards.

The Contractor shall verify field conditions, including performing underground utility locates, if needed, prior to commencing work and immediately notify the Project Manager of any discrepancies.

All materials shall be new unless otherwise approved by the City and shall meet or exceed original manufacturer standards.

2. Work Authorization:

Work shall be initiated by the City through a written Work Request Form issued by the Project

Manager. The Work Request Form may include:

A. Description of work.

B. Work location.

C. Priority level.

D. Required completion timeline.

E. Special instructions or constraints.

F. Available drawings or specifications.

The Contractor shall verify field conditions prior to commencing work and immediately notify the

Project Manager of any discrepancies.

3. Estimates and Authorization:

Upon receipt of a Work Request Form, the Contractor shall submit a detailed Not-to-Exceed (NTE) estimate based on time and materials, including:

A. Labor classifications and rates.

B. Equipment usage.

C. Materials.

D. Subcontractors (if applicable)

E. Permits and fees.

F. Other direct costs.

Work shall not exceed the approved NTE amount without prior written authorization from the Project

Manager.

4. Scheduling and Coordination:

Upon approval of the estimate, the Contractor shall coordinate scheduling with the Project Manager.

The Contractor shall:

A. Coordinate access and logistics.

B. Provide at least 48-hour notice prior to mobilization.

C. Comply with facility operational requirements.

5. Permits and Licenses:

The Contractor shall obtain and pay for all required permits, licenses, inspections, and approvals necessary to complete the work.

6. Emergency Services:

The Contractor may be required to perform emergency services.

Minimum requirements include:

A. Response within one (1) hour of notification.

B. Onsite availability within three (3) hours if requested.

C. 24/7 availability including weekends and holidays.

7. Safety Requirements:

i. The Contractor shall comply with all OSHA, federal, state, and local safety regulations.

ii. The Contractor shall provide all required safety equipment including:

A. PPE.

B. Confined space equipment.

C. Fall protection.

D. Lockout/tagout devices.

E. Traffic control devices.

8. Standards of Work:

i. All work shall comply with the City of Orlando Engineering Standards Manual (ESM), latest edition.

ii. Where not specified, work shall be performed in accordance with:

A. Industry standards.

B. Manufacturer recommendations.

C. Best practices.

9. Site Protection and Restoration:

i. The Contractor shall minimize disruption to City operations and maintain safe site conditions.

ii. Upon completion, the Contractor shall:

A. Remove debris and waste.

B. Restore affected areas.

C. Leave the site in clean condition.

10. Inspection and Correction:

i. All work is subject to inspection by the City.

ii. Any deficiencies shall be corrected by the Contractor at no additional cost within the timeframe specified by the Project Manager.

11. Security Requirements:

i. Contractor personnel working at Greater Orlando Aviation Authority (GOAA)-controlled facilities, including the Water Conserv I Water Reclamation Facility and applicable lift stations, shall obtain required security clearance and badges.

ii. All costs are the responsibility of the Contractor.

5.2. OPERATING PLAN OF PROPOSER

The Operating Plan should include, but not be limited to a detailed statement demonstrating:

1. Location of Proposer’s Office and Equipment Yard:

The Proposer’s primary office and equipment yard are centrally located within close proximity to the City of Orlando. The office serves as the administrative, dispatch, and project-management hub, while the equipment yard houses service vehicles, heavy repair equipment, materials, and inventory.

Both locations allow for efficient deployment, rapid response to work orders, and minimized travel time for personnel and equipment mobilization to City job sites.

2. Number of Employees by Job Position Available for Deployment

The Proposer maintains a skilled workforce prepared to support City projects. Personnel available for assignment include:

A. Project Manager

B. Construction Manager

C. Field Superintendent

D. Crew Chief / Foreman

E. Equipment Operator

F. Laborer

G. Carpenter

H. Master Millwright

I. Journeyman Millwright

J. Master Mechanic

K. Journeyman Mechanic

L. Master Pipe Fitter

M. Journeyman Pipe Fitter

N. Master Electrician

O. Journeyman Electrician

These employees are trained in wastewater system repair, confined-space safety, and emergency response procedures to ensure the City receives prompt and professional service.

4. Proposer-Owned Equipment and Equipment Likely to Be Rented:

The Proposer maintains an extensive inventory of owned equipment necessary to perform wastewater system repairs, maintenance, and emergency response. Owned equipment typically includes:

A. Excavators

B. Backhoes

C. Vacuum trucks

D. Utility service trucks

E. Pumps and generators

F. Shoring and trench safety systems

G. Traffic control devices

Additional specialty equipment may be rented when project conditions require items not included in regular inventory, such as:

A. High-capacity bypass pumps

B. Specialized camera inspection units

C. Large trench boxes or shoring systems beyond standard sizes

This combination of owned and rental equipment ensures cost-efficient project execution while maintaining flexibility for unique or large-scale assignments.

5. Project Management Approach to Control Costs and Ensure Timely Work Completion:

The Proposer will manage each assigned project using a structured approach focused on efficiency, safety, and cost control. Key elements include:

A. Preferred Work Schedule: The Proposer can perform work using either eight-hour or ten-hour workdays, depending on the City’s needs and the specific project requirements. Longer workdays may be recommended for time-sensitive projects to reduce mobilization costs and accelerate completion.

B. Establishing Work Performance Time: Project durations will be estimated based on historical performance data, crew productivity rates, equipment availability, and site-specific conditions.

C. Tracking Time and Costs: The Proposer uses digital timekeeping and job-cost tracking systems to record labor hours, material usage, equipment hours, and daily progress. This information is regularly reviewed by project management to ensure operations remain within expected time and budget parameters.

This management methodology allows the Proposer to efficiently allocate resources, minimize unnecessary labor and equipment expenses, and maintain timely project execution.

6. Proposer’s Anticipated Response Times to Emergency and Non-Emergency Work

Orders:

The Proposer understands the critical nature of wastewater system operations and is prepared to respond promptly to both emergency and routine service requests.

A. Response Time for Generating a Work Estimate:

Upon receiving notification from the City’s Project Manager, the Proposer will provide a work estimate based on the following timelines:

a. Emergency requests: Within a short priority timeframe, typically within 1–2 hours of notification.

b. Non-emergency requests: Within one business day of notification.

B. Mobilization to the Project Site After Work Authorization:

After receiving authorization to proceed, the Proposer will mobilize according to the following approximate response times:

a. Emergency mobilization: Same day mobilization, typically within 2–4 hours depending on site conditions and equipment requirements.

b. Non-emergency mobilization: Within 1–2 business days, coordinated with City staff to minimize operational impact.

5.3. SERVICE TO BE PERFORMED

1. Wastewater Treatment Facilities

The Contractor may be required to perform maintenance, repair, replacement, and installation services at wastewater treatment facilities including, but not limited to, the following types of equipment and piping systems:

i. Mechanical Work:

A. Pumps, blowers, gearboxes, valves

B. Conveyors and sludge handling systems

C. Diffusers and filtration systems

D. Preventive and corrective maintenance

ii. Piping Systems:

A. Underground and aboveground piping

B. Gravity and pressurized systems

C. Chemical, sludge, potable, and reclaimed water lines

iii. Electrical Systems:

A. Motors and motor control centers (MCCs)

B. Variable frequency drives (VFDs)

C. Panels, breakers, wiring, and conduit

D. Generators and lighting systems

iv. Instrumentation & Controls:

A. Sensors and transmitters

B. PLC/SCADA components

C. HMI panels and communication systems

D. Fiber optic and low-voltage systems

2. Lift Stations and Collection Systems:

i. The Contractor may be required to perform similar services on:

A. Wastewater lift stations

B. Collection systems

C. Reclaimed water systems

ii. Work shall be issued on an as-needed basis via Work Request Form.

5.4. COMPENSATION AND INVOICING

1. General:

Work shall be performed on a time and materials basis. Each Work Request shall be invoiced separately.

2. Labor:

A. Billable time begins upon arrival at the job site and ends upon departure

B. No payment for lunch or equipment downtime due to Contractor failure

C. Overtime billed at 1.5x rate

D. Contractor may apply up to 10% markup on labor

3. Materials:

A. Must be supported by paid invoices.

B. Contractor may apply up to 10% markup.

4, Subcontractors:

A. Paid cost plus up to 5% markup.

B. Must include supporting documentation.

5. Equipment:

A. Rental equipment billed at actual invoice cost.

B. Contractor-owned equipment billed per Blue Book rates.

C. Up to 10% markup allowed.

6. Daily Reports:

i. Each invoice shall include a Daily Job Report containing:

A. Work performed

B. Labor and equipment used

C. Materials installed

D. Personnel onsite

E. Weather conditions

F. Superintendent certification

ii. Invoices without daily reports may be rejected.

5.5. CONTRACT ADMINISTRATION

i. The City reserves the right to:

A. Award to one or multiple Contractors.

B. Issue work on an as-needed basis.

C. Reject estimates deemed excessive.

D. Terminate work for non-performance or safety violations.

ii. No minimum guarantee of work or compensation is implied under this Contract.

5.6. SAFETY TRAINING

Contractor personnel shall be trained in:

A. Confined space entry

B. Lockout/tagout (LOTO)

C. Fall protection

D. Electrical safety

E. Bloodborne pathogens

F. Hazard communication

Proof of training shall be provided upon request.

5.7. SUBCONTRACTORS

All subcontractors shall meet or exceed the qualifications and safety requirements of the

Contractor and must be approved by the City prior to use.

6. PRE-PROPOSAL CONFERENCE

6.1. Date

A Non-Mandatory Pre-Proposal Conference will be held at:

JOIN THE VIRTUAL PRE-PROPOSAL CONFERENCE. Online:

https://teams.microsoft.com/meet/297592683330455?p=IKUpalvDjINaKiHpiR Or, call into the virtual meeting by dialing this phone number: +1 321-247-7568 Once dialed-in and prompted, enter the Conference ID: 202 400 004# on Monday, July 13, 2026 at 1:30 pm.

6.2. Purpose

The Pre-Proposal conference is intended to provide prospective Proposer(s) the opportunity to ask questions or receive clarification from City representatives of any requirements of this Request for Proposals. Representatives from the Procurement and

Contracts Division and a technical representative from the using department will be present to discuss the project and answer questions.

6.3. Oral Interpretations and Addenda

All interpretations and clarifications related to the Request for Proposals, or supplemental instructions will be in the form of a written addendum from the Procurement and Contracts

Division. No oral interpretations or clarifications from City staff or by other means will be considered binding unless issued in writing.

6.4. Clarification of Requirements

To facilitate the clarification of requirements, it is strongly recommended that Proposer(s) submit all questions in writing, at least three (3) days prior to the pre-proposal conference.

Please complete the attached "Pre-Proposal Conference Attendance Notification Form,"

Attachment “I,” if applicable, and return via fax or email to:

Varun Desai, CPP,Purchasing Agent III

City of Orlando

Procurement and Contracts Division

400 South Orange Avenue, Fourth Floor

Orlando, Florida 32801

Telephone: (407) 246-3874

Fax: (407) 246-2869

Email: varun.desai@orlando.gov

Website: http://www.orlando.gov/procurement/

7. PROPOSAL DUE DATE AND TIME

7.1. Proposal Due Date

Sealed Proposals must be submitted electronically and received by Procurement and

Contracts Division, no later than 2:00 pm, Local Time, Orlando, FL, on Thursday, August

6, 2026. Proposals received after this date and time, will not be considered.

7.2. Public Opening

Proposals will be publicly opened and announced by the Procurement and Contracts

Division on the due date and time as specified herein. The Proposer’s name and verification of bond submittal, if applicable, will be publicly announced aloud at the

Proposal opening.

Instructions to join the solicitation opening virtual meeting:

A. Select a method to join

1. Join a Microsoft Teams Meeting from your calendar, via dial-in number and conference ID, or sign in as a guest on the web. For information on joining a

Microsoft Teams Meeting from the app or on the web, visit:

https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-

4414-8bb9-ee88e9236ee4

B. Choose your device and download Teams

1. Go to https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app and download Microsoft Teams. You can use a smart phone, tablet, laptop, or desktop computer to download at no cost. Make sure to allow some extra time for the install before joining your first meeting. If you do not have one of the devices just mentioned, you can also call in to the meeting. If you cannot download the desktop or mobile application, follow the instructions to join a Microsoft Teams Meeting on the web.

C. Join the virtual meeting

1. See Introduction Section for the Location and/or link to the virtual Proposal

Opening.

http://www.orlando.gov/procurement/ https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://support.office.com/en-us/article/join-a-teams-meeting-078e9868-f1aa-4414-8bb9-ee88e9236ee4 https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-365/microsoft-teams/download-app

a. Note: Sessions may be recorded. Please turn your camera off and mute your microphone before joining the meeting.

D. Provide live public comment

1. An opportunity to speak will be provided to all in attendance during the meeting. You will be called by the name, email or phone number listed. When called, unmute your device and state your name and address for the record.

7.3. Public Record

Proposals received in response to this Request for Proposals are exempt from disclosure under the provisions of the Public Records Law until such time as an award decision has been made known or until thirty (30) days after the Proposal opening, whichever is earlier.

8. PROPOSAL PREPARATION AND FORMAT

8.1. Preparation

Prepare your Proposal in a clear and concise manner. Ensure that the content of your

Proposal submittal is complete. Special attention should be given to the specific information, instructions and requirements of the Request for Proposals document to ensure responsiveness. Proposals that are incomplete or lack key information may be rejected. To help facilitate the review process, properly label each section or tab to correspond with your submittal information.

8.2. Incurred Expenses

The City is not responsible for any expenses which Proposers may incur in preparing and submitting Proposals including presentations and any other expenses called for in this

Request for Proposals.

8.3. Proprietary Information

A. In accordance with Chapter 119 of the Florida Statutes (Public Records Law), and except as may be provided by other applicable State and Federal Law, all

Proposers should be aware the Request for Proposals and the responses thereto are in the public domain. Proposers are requested to identify specifically any information contained in their Proposals which they consider confidential and/or proprietary and which they believe to be exempt from disclosure to the public under applicable law, citing specifically the applicable exempting law; provided, however, that nothing herein shall be deemed to preclude the full disclosure without redaction of any and all information submitted by Proposers to

Committee members, advisors to the Committee, and City staff and officials administering this solicitation and evaluating the proposals. A generic notation that information is “confidential” is not sufficient. Failure to provide the

Procurement and Contracts Division Office with a detailed explanation and justification including statutory cites and specific reference to your Proposal detailing what provisions, if any, you believe are exempt from disclosure, may result in your entire Proposal being subject to disclosure in accordance with

Chapter 119 of the Florida Statutes.

B. Each Proposer shall complete the “Confidential and/or Proprietary Information

Exemption Form”, included with this Request for Proposals as Attachment “C”, and submit the form with their Proposal.

C. In addition to the Proposal submitted pursuant to the Confidential and/or

Proprietary Information Exemption Form, a Proposer asserting any exemptions from public disclosure regarding any portions of its Proposal shall also provide a redacted copy of its Proposal in electronic format suitable for public disclosure, redacting only such portions of its proposal identified on Attachment “C” as exempt from disclosure under an applicable law.

D. By submitting a proposal, a Proposer acknowledges and agrees that should it designate any materials submitted to the City as confidential or exempt from public disclosure, the Proposer will upon the request of City (at the City’s discretion) defend the City (and its employees, Committee members and advisors, agents, and elected and appointed officials) against all claims and actions (whether or not a lawsuit is commenced) related to the Proposer's designation of material as confidential or exempt from public disclosure. A

Proposer shall indemnify and hold harmless the City (and its employees, Committee members and advisors, agents and elected and appointed officials) from any and all claims, actions, suits, judgements, fines, costs, fees (including attorneys' fees), related to the Proposer’s designation of material as confidential or exempt from public disclosure.

E. Nothing herein shall be deemed to preclude the City from exercising its own judgment regarding the disclosure of records and the City may take any action that the City in good faith believes is necessary for City to comply with federal and/or Florida public records laws, including but not limited to filing a declaratory action.

F. All Proposals received from Proposers in response to this Request for Proposals will become the property of the City of Orlando and will not be returned to the

Proposers.

9. REQUIRED PROPOSAL SUBMITTALS

Outline Format for Response

In order to ensure a uniform review process and to obtain the maximum degree of comparability, it is requested that Proposals be organized in the manner as specified.

9.1. Title Page

Provide the name of Proposer's firm, address, e-mail address, telephone number, name of contact person, date, and the subject: RFP26-0432 , Wastewater System Repairs and

Maintenance Services

9.2. Table of Contents

Include a clear identification of the material by section and by page number.

9.3. Letter of Transmittal

A. Limit to two (2) pages.

B. Briefly state the Proposer's understanding of the services to be provided and make a positive commitment to perform the work.

C. Give the names of the persons who will be authorized to make representations for the Proposer, their titles, addresses and telephone numbers.

9.4. Mandatory Minimum Qualification Documentation

Provide documentation as necessary for the City to verify that the mandatory minimum qualifications in section titled "Mandatory Minimum Qualifications," have been met.

Documentation must be clear and specific.

9.5. Respondent's Certification

By submitting a Proposal, the Proposer certifies that the Proposer has fully read and understands the Proposal method and has full knowledge of the scope, nature, and quality of work to be performed.

Each Proposer shall complete the “Respondent's Certification Form,” included with this

Request for Proposals as Attachment “A,” and submit the form with their Proposal. The failure of a Proposer to submit this document will be cause for rejection of the Proposal.

9.6. Conflict of Interest Disclosure

Proposer shall provide the required “Conflict of Interest Disclosure Form” as attached to this RFP as Attachment “B.”

9.7. General Business Information

Proposals shall provide:

A. Legal Name of Proposer, the address of Proposer’s principal place of business, phone number, fax number, name of principal in charge and email address.

B. Name(s) of person(s) to be contacted for information or services if different from name of principal in charge.

C. Business Form - State if Proposer’s business is local, national, or international and indicate the business’s legal status (corporation, partnership, etc.) Provide the date the Proposer was organized or incorporated and state of incorporation.

If the Proposer is a joint venture, please list the partners and the date such joint venture was formed.

D. Indicate whether the Proposer’s business is a parent or subsidiary in a group of firms/agencies. If Proposer is a parent or subsidiary, identify: (1) any affiliated entities that substantially control or are substantially controlled by Proposer, describing their relationship to Proposer; (2) any affiliated entities that will be relied on or otherwise involved in providing services hereunder, including but not limited to any that will provide intellectual property, personnel or expertise, or financial guarantees to Proposer in connection with the project.

E. Provide the location of the office from which the work is to be performed and the number of professional staff employed at the office.

F. State if the Proposer’s business is licensed, permitted and/or certified to do business in the State of Florida and attach copies of all such licenses issued to the business entity.

9.8. Confidential and/or Proprietary Information Exemption Form

Proposer shall provide the required Confidential and/or Proprietary Information

Exemption form as attached to this RFP as Attachment “C.” If Proposer asserts confidentiality to any portion of its proposal, Proposer is reminded to submit a redacted copy of its proposal pursuit to section titled "Proposal Preparation and Format;

Proprietary Information."

9.9. Proposer’s Experience

Proposers must provide the following information:

• Proposers shall submit a verifiable statement of the Proposer's experience providing: Wastewater System Repairs and Maintenance Services

The statement of experience should be supported by the references listed as Attachment

“D,” which shall be completed and submitted by the Proposer with its Proposal.

• Lost Business

Provide a list of all contracts in which your firm was terminated for cause by a governmental agency.

9.10. Staff Experience

The Proposer shall submit a statement of experience and resumes of the key personnel staff who will be assigned to the project.

9.11. Financial Stability

Proposers must provide the following information.

A. The Proposer shall provide: (i) a narrative description of Proposer’s financial and operating condition; (ii) a list of Proposer’s five largest current contracts by dollar value, stating the term, the total dollar value, and the dollar value of the equipment or capital improvements furnished thereunder for each contract; and

(iii) copies of Proposer’s most recent periodic profit and loss statement, balance sheet, and cash flow statement. If Proposer is a parent, subsidiary, or affiliate entity that has given or received payment or performance guarantees or other similar documents on behalf of affiliated entities, Proposer shall also provide a copy of all such guarantees. The City shall treat all required contract lists, financial statements, and affiliate guarantees submitted by Proposers as presumptively confidential and exempt from public records disclosure under

Florida Statutes Section 119.071(1)(c). Additionally, proposer may provide such other information, if any, as the Proposer deems necessary to demonstrate the

Proposer’s financial strength and capacity to perform the Scope of Work set forth in this RFP for the term of the Contract.

1. The City reserves the right to request such additional financial information regarding Proposers as it deems necessary or appropriate from Proposers or from any other party having relevant information, including but not limited to utilizing Dun and Bradstreet or other financial reporting companies’ financial reports for evaluation purposes or to request credit references in its review process.

B. The Proposer shall state if there are any known financial issues that will prevent the Proposer from providing, implementing and maintaining the proposed system for the term of the Contract.

C. Bankruptcies – The Proposer shall state if they are involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law.

9.12. Litigation History

The Proposer shall describe whether Proposer is involved in any litigation, currently or within the last five (5) years where the amount in dispute exceeded $50,000. Proposer shall also describe whether Proposer has any outstanding judgments pending against

Proposer.

9.13. Customer Service

A. Human Resources

1. Proposers shall submit a statement describing the Proposer’s operating policies addressing personnel areas such as background and training level of personnel proposed to work on the project.

B. Estimate of Staff Levels

1. Proposers shall submit the estimated staffing levels for this project.

9.14. Human Trafficking Affidavit

The Vendor hereby represents, warrants, and certifies that Vendor does not use coercion for labor or services as defined in Section 787.06, Florida Statutes and that Vendor has provided the Human Trafficking Affidavit attached hereto as Attachment "E."

A completed Human Trafficking Affidavit should be included with your Submittal. A contract shall not be awarded to a Respondent who does not submit the form at the time of submittal or within seven (7) days of the date the City requests the form be submitted, if a Respondent fails to return the form with its response.

9.15. Veteran Business Enterprise Participation in Subcontracts

Proposer shall provide the required Veteran Business Enterprise Participation form as attached to this RFP as Attachment “F.”

9.16. Price Proposal Schedule

The City of Orlando Procurement and Contracts Division has implemented an electronic pricing system to streamline solicitation responses. All responsive Respondents to this solicitation must submit electronic submittals/responses. Paper responses will be deemed non-responsive.

Although the City generally awards contracts based on a "lump sum" basis to the responsive and responsible Respondent submitting the lowest total response/bid, the City may choose to award on a "per group" or "per item" basis. Therefore, Respondents must submit with their submittals, all pricing and clearly indicating which items are submitted and which are not. Failure to submit this information may render such submittals/responses non-responsive.

All prices must be firm for the delivery schedule quoted herein. All prices shall be F.O.B.

Destination delivered to any City of Orlando Department unless otherwise stipulated in the Solicitation.

9.17. Safety Training

Contractor personnel shall be trained in:

A. Confined space entry

B. Lockout/tagout (LOTO)

C. Fall protection

D. Electrical safety

E. Bloodborne pathogens

F. Hazard communication

Proof of training shall be provided upon request.

9.18. Subcontractors

All subcontractors shall meet or exceed the qualifications and safety requirements of the Contractor and must be approved by the City prior to use.

10. DELIVERY OF PROPOSALS

Except as provided in Section titled "Americans with Disabilities Act," for people needing special accommodations, to be responsive proposals for this solicitation must be submitted electronically. Paper responses will be deemed non-responsive.

10.1. Instructions for submitting a proposal

A. Once you have logged into your OpenGov account, go to the solicitation in which you want to bid/participate on. Then click on “Draft Response,” complete the information requested, upload your bid/quote/submittal, along with all required attachments, and submit.

Respondents are solely responsible for ensuring that their submittals are complete, uploaded and submitted in the e-Procurement Portal by the due date and time. The City shall not be responsible for any submission delays or failures caused by any occurrence.

10.2. Proposal Binding

All Proposals submitted shall be binding for one hundred eighty (180) calendar days following opening.

10.3. Late Proposals

Proposals received by the City after the time specified for receipt will not be considered.

Proposers shall assume full responsibility for timely delivery of the Proposals to the location designated for receipt of Proposals.

11. CONFORMANCE TO SOLICITATION

All Proposals submitted shall meet and conform to all material, mandatory requirements set forth in this RFP, provided that nothing herein shall be deemed to limit the City’s ability to waive minor irregularities without notice or the need to issue a written addendum.

If a Proposer desires to submit a Proposal which, if selected by the City, would require the City to waive, alter or omit a material, mandatory requirement set forth in this RFP, the Proposer must first submit a request to the City asking the City to amend the requirements of this RFP in the same manner provided for the submission of written questions by Proposers provided in the section of this RFP entitled “Questions Regarding

Solicitation or Proposal Process.” If the City, in its discretion, agrees to amend, alter, or waive the requirement, the City shall issue notice to all prospective Proposers of the change in the form of a written addendum.

Any request to waive, alter, or amend a mandatory requirement of the RFP should be in the form of a written question that can be answered in an Addendum issued to all prospective Proposers. Please note, the City is not asking the Proposer to send in their

Proposals prior to the submission date, but merely to request a waiver or amendment to a mandatory requirement necessary to allow submission of the intended Proposal.

12. EVALUATION CRITERIA

An Advisory Committee will be established to review all responsive Proposals. Proposals will be evaluated for short listing (if applicable) and final ranking using the evaluation criteria set forth herein. The information that will be considered for each criteria is as follows:

No. Evaluation Criteria Scoring Method Weight (Points)

1. Operating Plan of Proposer

This criteria will include, but will not be limited to: detailed operating plan for how the proposer will achieve the services specified in this solicitation. Section 5.2

(Operation Plan of Proposer) provides additional information on information which should be included in the operating plan portion of the proposal.

Points Based 30 (30% of Total)

2. Experience of Proposer and Assigned

Management Team

This criteria will include, but will not be limited to: a verifiable statement of the

Proposer's experience and a statement of experience and resumes of the key personnel staff who will be assigned to the project.

Points Based 40 (40% of Total)

3. Veteran Business Enterprise participation in subcontracts

This criteria will include, but will not be limited to, evaluation of the information submitted in response to Attachment “F.”

Points Based 2 (2% of Total)

4. Price Proposal

This criteria will include, but will not be limited to, evaluation of the pricing information submitted in section 45, titled

Pricing Proposal.

Points Based 28 (28% of Total)

13. PROPOSAL ADVISORY COMMITTEE AND EVALUATION PROCESS

13.1. Initial Review of Responses

The Procurement and Contracts Division will perform an initial review of all Proposal submittals for preliminary qualification and documentation compliance. This review process may include, but is not limited to, forms verification, professional licensing, references, past performance, and other relevant criteria.

13.2. Advisory Committee

An Advisory Committee (hereinafter referred to as “the Committee”) consisting of at least five (5) members will be established to review, discuss, and evaluate all responsive

Proposals submitted in response to this Request for Proposals (RFP). The Committee may utilize City staff and/or consultants who are not members to advise and assist the

Committee in its review of the Proposals. The subsequent inability of one or more committee member to serve or complete service on a committee shall not require the appointment of a new committee or a replacement committee member even if the loss of such member(s) causes the number of remaining committee members to fall below five

(5).

13.3. Preliminary Evaluation; Short Listing

The Committee may conduct a preliminary evaluation of all Proposals on the basis of the information provided and, if the Committee deems desirable in its discretion, it may elect to short list two or more Proposers using the evaluation criteria set forth in this solicitation.

Upon short listing by the Committee, only those Proposers short listed shall remain eligible for further evaluation and consideration by the Committee.

13.4. Presentations

The Committee reserves the right to require oral presentations from and conduct pre-award discussion and/or pre-Contract negotiations with any or all responsive and responsible Proposers who submit Proposals determined to be reasonably acceptable of being selected for award. Presentations and pre-award discussions and negotiations may be limited at the discretion of the Committee to short listed Proposers. Discussions may be conducted for the purpose of clarification and to assure full understanding of, and responsiveness to, the solicitation requirements. The City will not be liable for any costs incurred by the Proposer in connection with such interviews, presentations, or negotiations (i.e., travel, accommodations, etc.).

13.5. Optional Discussion

At the discretion and in the best interest of the City, the City or Committee may conduct discussions with Proposers (or the short listed Proposers, as applicable) or seek revision of Proposals from Proposers (or the short listed Proposers, as applicable) deemed to be responsible and reasonably acceptable to be selected. Such Proposers (or short listed

Proposers) will be accorded fair and equal treatment with respect to discussion and revision of the Proposals. Revisions may be permitted after submission of Proposals and prior to award of a Contract for the purpose of obtaining best and final offers.

13.6. Award Without Presentations

The City may evaluate and award a Contract based on responses to this Request for

Proposals without discussions or oral presentations. Therefore, each response to this

RFP should contain the Proposer's best terms and conditions for consideration.

13.7. Scoring and Final Ranking

Each Advisory Committee member will evaluate the proposals based on the factors set forth in the Evaluation Criteria of the RFP and assign a score for each criteria ranging from zero (0) points to the maximum points allowed for each rating criteria. The individual criteria scores will then be added to determine the total score. The maximum possible total score is one hundred (100). After scoring, each Advisory Committee member will rank the Proposers based upon the member’s total scores for each proposal. The ranking established by each member will be accumulated to determine the final ranking. Each member’s top-ranked firm will be assigned one (1) point, second ranked firm two (2) points and so on. After accumulating the members’ points, the Proposer with the lowest points shall be ranked first, the next lowest points shall be ranked second, and so on.

In the event of a tie, the tied Respondents’ total scores from each member will be added and compared. The Respondent with the highest total scores will be ranked highest of the tied Respondents. If the total scores of two or more of the tied Respondents also results in a tie, the City’s Chief Procurement Officer, or designee, may instruct the

Advisory Committee to conduct further deliberations, evaluations and rescoring of the

Respondents until a ranking, or total score, without a tie is achieved.

The Committee will evaluate and rank the responsive Proposers deemed reasonably acceptable to be selected (or the short listed Proposers, as applicable) as set forth in the preceding section entitled “Evaluation Criteria”. In the event that the Committee previously elected to short list Proposers, any rankings or scores assigned as part of the short listing process shall not be binding on the Committee or its members as part of final evaluation and Committee members may modify their scores for any and all Proposers and scoring categories as they deem appropriate in their sole discretion. The Committee shall submit the proposed rank order to the Chief Procurement Officer after the conclusion of scheduled presentations, if any. Upon approval of the ranking by the Chief Procurement

Officer, the Chief Procurement Officer shall post a notice of intended action. The notice of intended action may be obtained by the Proposers as set forth in the section of this

RFP titled “Request for Proposals Information.”

13.8. Authority to Award

Contracts shall be awarded in accordance with the provisions of the City’s Procurement

Code, Chapter 7 of the City of Orlando’s Code of Ordinances. Award of contracts in excess of One Hundred Thousand Dollars ($100,000) shall be subject to City Council approval.

13.9. Reserved Right

The City, at its sole and absolute discretion, reserves the right to reject any and all, or parts of any and all proposals, to re-advertise this solicitation, postpone or cancel, at any time, this solicitation process, or to waive minor irregularities and informalities in this RFP or in the proposals received as a result of this RFP. The City does not guarantee the award of any Contract as a result of this solicitation process.

14. GENERAL TERMS AND CONDITIONS

14.1. Communications with the City, Agency, or Board; Prohibited Contacts

To protect the integrity of the solicitation process and ensure fair consideration of all respondents, a prohibited communication period is hereby established commencing as of the time of the issuance of this solicitation and terminating upon execution of a contract

(or, if the solicitation is cancelled, upon cancellation of the solicitation). Except for communication with the City’s designated point of contact set forth in this solicitation or as otherwise authorized by the City’s Chief Procurement Officer, during the prohibited communication period, the City prohibits communication regarding the solicitation by a respondent or potential respondent (or on a respondent or potential respondent’s behalf) to or with any officer, elected official (including the Mayor and City Council), department, division, office, or employee of the City, and any Advisory Committee members or other people or entities providing advice to the City or the Advisory Committee related to this solicitation. During the prohibited communication period, all contacts and communications regarding the solicitation by a respondent, or potential respondent, including their agents, representatives or others on their behalf, shall be directed to the City’s Procurement and

Contract Services Division in the manner provided below in this solicitation, unless otherwise authorized by the City’s Chief Procurement Officer. Prohibited contact or communications during the prohibited communication period may result in disqualification from the solicitation process, rejection of the solicitation, or termination of any resulting contract as determined by the Chief Procurement Officer. In addition, prohibited contact or communications may also be grounds for suspension and debarment of a respondent or potential respondent under the City’s Procurement Code.

14.2. Questions

Any questions relative to interpretation of the solicitation or the solicitation process shall be addressed in writing as indicated below. In order to be answered prior to the submittal deadline, questions must be received by the Procurement and Contracts Division on or before the cut-off date for questions as specified in the Proposal Schedule. Any interpretation made to prospective Proposers with respect to questions submitted prior to the cut-off date for questions will be expressed in the form of an addendum to the solicitation which, if issued, will be conveyed in writing to all prospective Proposers no later than five (5) days prior to the date set for receipt of Proposals. Oral answers will not be authoritative.

14.3.