WPHA Landscape Maintenance IFB B26002.pdf

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 1 of 18

INVITATION FOR BIDS

LANDSCAPE MAINTENANCE

SERVICES

WPHA#BID # 26002

ISSUE DATE Wednesday, August 26, 2026

Winter Park Housing Authority

Executive Office - The Meadows at Margaret Square 718 Margaret Square, 2nd Floor

Winter Park, Florida 32789

(407) 645-2869

LANDSCAPE MAINTENANCE SERVICES

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 2 of 18

TABLE OF CONTENTS

SECTION 1 GENERAL INFORMATION 3

1.1 INVITATION FOR BIDS 3

1.2 INTENT 3

1.3 TIMETABLE 3

1.4 INSTRUCTIONS TO BIDDERS 3

SECTION 2 SCOPE OF SERVICES 4

2.1 SCOPE 4

2.2 DESCRIPTION OF WORK TO BE PERFORMED 4

2.3 WORK SPECIFICATIONS 4

2.4 GENERAL LANDSCAPING AND GROUNDS MAINTENANCE REQUIREMENTS 5

2.5 ADDITIONAL SPECIFIED SERVICES 5

2.6 FINAL APPEARANCE 5

2.7 SAFETY 5

2.8 SCHEDULE/LOCATION OF SITES AND ADDRESSES TO BE SERVICED 6

SECTION 3 GENERAL & SUPPLEMENTARY CONDITIONS 7

3.1 BID PRICES 7

3.2 ADDITIONAL WORK 7

3.3 PERFORMANCE 7

3.4 QUALITY ASSURANCE PROVISIONS 7

3.5 GUARANTEE & WARRANTY 7

3.6 PROOF OF INSURANCE 8

3.7 PAYMENT 8

3.8 ACCEPTANCE OF BIDS 8

3.9 AWARD OF CONTRACT 8

3.10 APPEALS AND REMEDIES 9

3.11 THIRD PARTY CLAIMS 9

3.12 HOLD HARMLESS 9

3.13 NEXT LOWEST BIDDER 9

3.14 PERFORMANCE ASSURANCE 9

3.15 DEFAULT 9

3.16 CONTRACT TERM/RENEWAL/TERMINATION 9

SECTION 4 BIDDER INFORMATION, PRICING & REQUIRED REPRESENTATIONS 10

4.1 WPHA VENDOR INFORMATION FORM 10

4.2 REFERENCES 11

4.3 BIDDER PRICE FORM 12

4.4 AFFIDAVIT OF NON-COLLUSION 13

4.5 OFFEROR INFORMATION FORM 14

4.6 STATEMENT OF NO BID 15

4.7 PUBLIC ENTITY CRIMES SWORN STATEMENT 16

SECTION 5 REQUIRED DOCUMENTS AND INFORMATIONAL FORMS 18

HUD-5369-B INSTRUCTIONS TO OFFERORS - NON-CONSTRUCTION

HUD-5369-C CERTIFICATIONS AND REPRESENTATIONS OF OFFERORS

HUD-5370-C GENERAL CONDITIONS FOR NON-CONSTRUCTION CONTRACTS - SECTIONS I & II

IRS FORM W-9 REQUEST FOR TAXPAYER IDENTIFICATION NUMBER AND CERTIFICATION

SECTION 3 BUSINESS AFFIDAVIT AND FORMS - IF APPLICABLE

ATTACHMENT A - WPHA PROPERTY LOCATION/SITE INFORMATION, IF ISSUED

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 3 of 18

Section 1 GENERAL INFORMATION

1.1 INVITATION FOR BIDS

The Winter Park Housing Authority of the City of Winter Park, Florida will receive bids through the Executive Office located at The Meadows at Margaret Square, 718 Margaret Square, 2nd Floor, Winter Park, Florida 32789 for Landscape Maintenance Services. Bids must be received by September 30, 2026 at 2:00 PM. All questions requiring explanations and interpretations of the IFB document must be submitted in writing to Tarena Grant via email at tgrant@winterparkha.org before 2:00pm on September 11, 2026. All questions will be answered in accordance with HUD-5369-B, Section 4, and any written addenda issued by WPHA.

The Housing Authority reserves the right to waive any formalities, to reject any or all bids, or to re-request bids. Award, if made, will be to the most responsive, responsible Bidder whose bid is most advantageous to the Housing Authority, price and other factors considered.

1.2 INTENT

The intent of this Invitation for Bids is to enter into a fixed price service contract with a qualified full-service landscape contractor to perform landscape services consisting of mowing, edging, weed eating, blowing debris, general debris removal, hedging and trimming, pruning, fertilizing, weed control, mulching, tree and palm trimming, irrigation inspections, and other miscellaneous landscape services at six (6) WPHA properties under an initial one (1) year term, with up to four (4) additional one-year renewal periods, for a maximum contract term of five (5) years.

1.3 TIMETABLE

Date of Distribution of IFB: Wednesday, August 26, 2026

Non-Mandatory Pre-Bid Meeting: Wednesday, September 4, 2026 at 9:00 AM

Last Date for Inquiries: Wednesday, September 11, 2026 at 2:00 PM

Bid Opening: Wednesday, September 30, 2026 at 2:00 PM

Non-Mandatory Pre-Bid Meeting will be held at 718 Margaret Square, Winter Park, Florida 32789.

BIDS ARE DUE NO LATER THAN Wednesday, September 30, 2026 at 2:00 PM

The Bidder shall provide one (1) original bid and 3 copies to:

Winter Park Housing Authority Executive Office - The Meadows at Margaret Square

718 Margaret Square, 2nd Floor Winter Park, Florida 32789

CAUTION: Late submissions will not be considered. They will be handled in accordance with the provisions within HUD-5369- B entitled Late Submissions, Modifications, and Withdrawal of Offers.

1.4 INSTRUCTIONS TO BIDDERS

This section describes the form and/or content of the Bidders bids when they respond to this IFB. If the Bidder is not proposing complete services as requested in the Scope of Services, be very specific as to what is and is not included.

Bids must include all the following forms and certificates with their bids:

1. Bidder Price Form

2. WPHA Vendor Information Form

3. Copy of the current Certificate of Insurance.

4. A list of at least four (4) references along with the bid.

5. A copy of the firm’s standard contract form, if requested.

6. Certifications and Representations of Offerors HUD-5369-C.

7. Affidavit of Non-Collusion and of Non-Interest of Housing Authority Employees.

8. Sworn Statement under Section 287.133(3)(a), Florida Statutes, on Public Entity Crimes.

9. IRS Form W-9, Request for Taxpayer Identification Number and Certification.

10. Section 3 Business Affidavit and forms, if applicable.

It is WPHA’s intent to make this IFB a part of the contract.

Bid must be clearly marked - Landscape Maintenance Services WPHA IFB # 26002

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 4 of 18

Section 2 SCOPE OF SERVICES

SCOPE OF SERVICES

Provide equipment, labor, materials, and supervision to provide grounds maintenance/landscaping at the Winter Park Housing Authority apartment communities and properties. The area to be landscaped includes all designated turf areas around the buildings, landscaped beds, entrances, sidewalks, parking areas, fence lines, recreation and common areas, and other exterior areas identified by WPHA. The landscape maintenance contract will include the services described in this IFB as a full-service landscape maintenance contract.

SCOPE AND CLASSIFICATION

2.1 SCOPE:

This specification describes Landscape Maintenance Service required by the Winter Park Housing Authority.

2.2 DESCRIPTION OF WORK TO BE PERFORMED

The contractor shall furnish all labor, materials, transportation and supplies to provide:

1. Grass cutting/Weed control

2. Hedging/Trimming

3. Edging and line trimming

4. General debris collection and disposal

5. General landscaping and grounds maintenance

6. Pruning, fertilization, tree and palm trimming, and irrigation inspections

2.3 WORK SPECIFICATIONS

All lawn areas are to be maintained in a manner that promotes proper health, growth, rich green color, and neat appearance free of debris. The Contractor shall not use any product, supplies or equipment that is injurious or damaging to the surface to which it is applied/exposed. The Contractor shall be responsible for restoring/replacing all damaged plants, shrubbery and trees to the satisfaction of the Authority.

Grass Cutting: Contractor shall mow all designated grass areas up to the fence line but not go beyond the property line. All grass/weeds shall be cut not higher than two (2) to three (3) inches, unless otherwise required for the turf type. Mower blades must be maintained to the degree of sharpness required to produce a clean cut. Grass cutting shall be performed every fourteen

(14) calendar days from January through May and every ten (10) calendar days from June through December.

Weed Control: Contractor shall provide post-emergent weed control as needed on grass/weeds growing through cracks in pavement, curbing/gutter, sidewalks, porches, landscaped beds and fence lines. Pre-emergent weed control shall begin in May, with heavier treatment and monitoring from May through September. Width of any non-selective spray shall not be wider than necessary to control the weeds. Applications shall be made in accordance with the product label and applicable law.

Hedging/Trimming: Contractor shall trim all plants, hedges, shrubs and bushes located on the property once per month to assure good curb appeal. All vegetation shall be trimmed back from the buildings and vines shall be removed. Hedges, shrubs and bushes shall not cover windows, lean on buildings, or touch the roof. Grass clippings and trimmings shall be removed on the same day as the service.

Quarterly Pruning: Contractor shall prune shrubs, trees and other plantings quarterly in January, April, July and October.

Corrective pruning or training of limbs shall be performed to promote plant health, clearance, safety and natural form. Crape Myrtle trees shall not be topped or severely cut back.

Edging: Edging and line trimming must be performed on all sidewalks, along roadways, parking areas, building perimeters, signs, fences and landscaped beds during every mowing service visit.

General Debris Removal: General debris, leaves, clippings, trimmings and small fallen branches shall be collected and removed during each service visit and as needed. Disposal of debris generated or collected is the responsibility of the Contractor.

Fence Line Cleaning: Remove/cut back all vegetation growing in fence lines. Non-selective herbicides may be used in accordance with label directions and applicable laws. Apply during the active growing season as needed.

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 5 of 18

2.4 GENERAL LANDSCAPING AND GROUNDS MAINTENANCE REQUIREMENTS

All sites are to have fertilizer or lawful plant-nutrition treatments applied quarterly in January, April, July and October. Products and application methods shall comply with all applicable laws, ordinances, label directions and seasonal restrictions.

Mulching: All mulch shall be maintained at least two and one-half (2-1/2) to three (3) inches thick, maintained to a loose consistency, and shall not be allowed to become matted or compacted. Mulch shall be of the type and color directed by the WPHA representative. Mulch is to be applied around office and common areas twice a year, in January and July. A re-mulch schedule notification shall be provided to the WPHA representative five (5) working days prior to installation. Mulch shall not be placed against plant trunks or stems.

Landscaping Beds: Flower and landscaped beds shall be maintained as deemed appropriate by the Contractor to assure a healthy and visually pleasing appearance, to the satisfaction of WPHA.

Tree and Palm Trimming: All trees and palm trees shall be trimmed one (1) time per year in April. Loose boots and seed pods shall be removed when they occur on the palms. Routine trimming shall include dead, broken, crossing or low-hanging branches that can be safely reached with normal landscape equipment. Major tree removal, stump grinding, hazardous tree work, utility-line work, and work requiring specialized arborist services shall require separate written authorization.

Insect Control: Contractor shall inspect all sites for insects and disease during routine visits and provide scheduled treatment in February, June and October, together with corrective treatment as needed and authorized. Applications shall be performed by licensed personnel when required.

Irrigation: Contractor shall perform irrigation “zone” wet checks monthly and shall inspect applicable rust-prevention systems monthly. The Contractor shall report irrigation system damages, failures and malfunctions to the WPHA representative as they are discovered. Minor adjustments are included; replacement parts and major repairs require prior written authorization.

Drainage Ditches, Canals, Retention Areas: Where there are ditches, swales, canals and retention areas on the site, Contractor shall cut vegetation as close to the water line as practical. Care shall be given not to scalp vegetation along the banks.

2.5 ADDITIONAL SPECIFIED SERVICES

All sites are to have clean sidewalks and accessible routes up to the buildings and homes.

Railroad Avenue - Maintain exterior grounds, common areas, entrances, sidewalks, parking areas, fence lines and landscaped areas.

The Plymouth - Maintain the park-like grounds, building entrances, walkways, parking areas, landscaped beds and exterior common areas serving the senior community.

Tuscany at Aloma - Maintain the leasing office and entrance landscaping, palms, pool perimeter, playground, pavilion (tennis court), gazebo, roll off dumpster area and exterior common areas.

Winter Park Oaks - Maintain the leasing center, picnic/common areas, pool and playground surroundings, parking areas and exterior grounds.

The Meadows at Margaret Square - Maintain the WPHA Executive Office/main office grounds, leasing-office entrance, playground, basketball court, soccer field, picnic area, large outdoor field, parking areas, roll off dumpster area and common grounds.

Tranquil Terrace - Maintain the grounds surrounding the apartment buildings, garden area, parking areas, recreation center and exterior common areas.

2.6 FINAL APPEARANCE

Debris-All debris and waste generated by landscaping and ground maintenance work performed by Contractor shall be cleaned up immediately and disposed of properly.

Trash and debris shall be collected and disposed of properly by the Contractor or reported to the property manager for cleanup as necessary. All parking lots shall be kept free of organic/non-organic materials, trash, fallen limbs and other debris. All areas shall be inspected during service visits for detection of diseases, pest control and other potential landscape problems. WPHA’s representative shall be notified of problems encountered and corrective action taken.

2.7 SAFETY

All equipment shall be kept in good, safe operating condition and shall be subject to inspection by WPHA upon demand. All safety guards must be attached. All blades are to be properly sharpened, and there shall be no leaks of gasoline or oil. It will be the Contractor’s responsibility to operate all equipment in a safe fashion and to identify, avoid and report all hazards that represent a safety risk to the Contractor’s equipment and operators.

Any equipment deemed faulty, inoperable, unsafe or improper for its intended purpose shall be removed from WPHA’s premises.

Safety features of equipment (shields, kill switches, etc.) must be used at all times.

All materials and performance of work shall meet all Federal, State and local safety laws currently in effect. Contractor shall provide and ensure the wearing of necessary protective clothing, masks, eye protection, etc., as required by applicable laws, regulations, ordinances and/or manufacturer’s instructions.

The Contractor and any subcontractors shall take all necessary precautions for the safety of their employees and of the public.

Maintenance work shall be scheduled to provide the least inconvenience to building occupants and passersby.

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 6 of 18

2.8 SCHEDULE/LOCATION OF SITES AND ADDRESSES TO BE SERVICED

A. Schedule

1) Grass cutting services will be performed every fourteen (14) calendar days from January 1 through May 31 and every ten (10) calendar days from June 1 through December 31. Edging, line trimming, blowing and general debris removal shall be performed with each mowing service visit.

2) The Contractor shall provide lawn care Monday through Friday, between the hours of 8:00 a.m. and 4:30 p.m. only, excluding holidays, unless otherwise authorized by WPHA.

SERVICE REQUIRED FREQUENCY

Mowing Every 14 calendar days January-May; every 10 calendar days June- December

Edging, line trimming and blowing Each mowing visit

General debris removal Each service visit / as needed

Trimming plants and hedges Monthly

Pruning shrubs, trees and other plantings Quarterly - January, April, July and October

Tree and palm trimming Once yearly - April

Fertilizing / lawful plant-nutrition treatment Quarterly - January, April, July and October

Mulching Twice yearly - January and July

Insect control February, June and October; corrective treatment as needed

Pre-emergent weed control Begin May; heavier treatment/monitoring May-September

Post-emergent weed control As needed

Irrigation zone wet checks Monthly

Rust prevention inspection/service Monthly, where applicable

Report irrigation damages/failures/malfunctions As needed / upon discovery

B. Locations

Property Name Location Total Number of Units Total Acreage

Railroad Avenue 600 Railroad Avenue Winter Park, FL 32789

30 1.7512

The Plymouth 1550 Gay Road Winter Park, FL 32789

196 3.1347

Tuscany at Aloma 6999 Aloma Avenue Winter Park, FL 32792

178 11.83

Winter Park Oaks 325 Balfour Drive Winter Park, FL 32792

130 6.14

The Meadows at Margaret Square (WPHA Executive Office/Main Office)

718 Margaret Square Winter Park, FL 32789

119 9.75

Tranquil Terrace 845 W. Swoope Avenue Winter Park, FL 32789

52 1.59

The Contractor shall service all designated exterior areas at each location. Bidders are responsible for inspecting the properties and determining the labor, equipment, materials, transportation and supervision required to perform the work. The property list and service boundaries may be clarified by addendum before bid opening.

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 7 of 18

Section 3 GENERAL & SUPPLEMENTARY CONDITIONS

3.1 BID PRICES

Bid prices shall be firm fixed prices and shall not be amended after the time and date of the close of receipt of bids. Any attempt by the awardee to amend said bid prices shall constitute default as outlined in these specifications. The Housing Authority is exempt from all state and federal sales taxes.

3.2 ADDITIONAL WORK

If maintenance work is required because of the acts or omission of the Contractor, the costs of such work shall be borne solely by the Contractor. Work mutually agreed by the Winter Park Housing Authority and the Contractor to be required as a result of vandalism, acts of God or other acts of third parties shall be borne by the Winter Park Housing Authority and shall be performed only upon the express authorization of the Winter Park Housing Authority’s designated representative. Either a purchase order or contract addendum must be issued for additional work.

Costs associated with such Additional Work shall be submitted by invoice separately from routine monthly maintenance invoices and such invoices for Additional Work shall be submitted to and approved by the Winter Park Housing Authority. These invoices shall itemize the nature of the service performed as submitted on the Bid Price Form and a list of materials used. The Housing Authority reserves the right to request Contractor records to verify pricing of materials, if necessary, before paying any invoice.

The Contractor shall submit, with its invoices for Additional Work, a copy of the work order. An authorized Winter Park Housing Authority representative must sign the work order at the time the Additional Work is performed. Failure to obtain an authorized signature may result in delay or denial of payment for the work covered by the work order. When an emergency is deemed to have existed, written authorization of the work order shall be accomplished as soon as possible after completion of the emergency service work.

3.3 PERFORMANCE

A. SERVICE HOURS

Services shall be provided on a five (5) days per week basis. All landscaping maintenance work should be performed during regular working hours of regular working days. Regular hours are Monday through Friday, 8:00 a.m. to 4:30 p.m., excluding holidays.

B. VERIFICATION OF WORK

The Contractor’s personnel shall check in with the Housing Authority Representative at each respective Winter Park Housing Authority site office during normal working hours prior to commencing work and check out after completing the work. This requirement applies to all work. The Contractor is not authorized access to any building or area without obtaining permission.

The Contractor shall submit written performance reports along with the invoice at the end of each month or billing period, if applicable.

3.4 QUALITY ASSURANCE PROVISIONS

A. QUALITY

The materials to be furnished shall be currently in production and shall be of the manufacturer’s standard or better quality.

B. TEST, INSPECTION AND MAINTENANCE

It shall be the Contractor’s responsibility to perform all of the tests and inspections required, unless otherwise stated in the award. Contractor must furnish its own equipment to test, inspect and maintain any and all devices. The Winter Park Housing Authority reserves the right to perform any tests and inspections where said tests and inspections are needed to further determine compliance of services supplied. Work will be promptly inspected and any discrepancies from the work/material requested and/or the supplier’s invoice shall be reported immediately to the designated WPHA representative. Contractor, when notified of deficiencies or discrepancies, will correct the deficiencies or discrepancies within two (2) working days unless such deficiencies constitute an emergency. In an emergency situation the response time will be no longer than one (1) hour.

3.5 GUARANTEE & WARRANTY

The materials/services supplied shall be guaranteed to be free from defect of composition, conception and workmanship for a minimum period of one (1) year from the date of acceptance by the Housing Authority. The Housing Authority will reject any parts or services found unsuitable or not acceptable. It shall be the Contractor’s responsibility to submit at the time of installation the original manufacturer’s warranty for materials and equipment supplied. Contractor shall be required to replace any parts found defective. Replacement shall be finalized within ten (10) working days of reporting the defect.

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 8 of 18

3.6 PROOF OF INSURANCE

The Bidder shall submit as part of its offer written evidence that it maintains at a minimum:

Workers Compensation $1,000,000.00/person/occurrence

Comprehensive General Liability $1,000,000.00 per occurrence

Automobile Liability (including owned, hired or used) Combined Single Limit $500,000 per accident or Bodily Injury $300,000 and Property Damage $100,000 per accident with a combined single limit of $500,000

Other required coverage $1,000,000.00 Excess Coverage

$2,000,000 General Aggregate

Said insurance shall be written by an insurer holding a current certificate of authority pursuant to Chapter 624, Florida Statutes.

The certificate shall provide that no material alteration or cancellation, including expiration and non-renewal, shall be effective until fifteen (15) days after receipt of written notice by WPHA.

3.7 PAYMENT

All invoices received by the Housing Authority are payable within approximately thirty (30) days from receipt, provided they have first been approved by the using department and such department has accepted the work and/or supplies. The Housing Authority reserves the right, with justification, to partially pay any invoice submitted by the vendor/contractor when requested to do so by the using department.

All invoices shall be directed to the Winter Park Housing Authority, Executive Office, 718 Margaret Square, 2nd Floor, Winter Park, Florida 32789.

NOTE: ALL INVOICES MUST CLEARLY INDICATE THE HOUSING AUTHORITY AGREEMENT NUMBER AS STATED ON THE AWARD AND/OR PURCHASE ORDER NUMBER. ALL INVOICES MUST ALSO STATE THE NAME OF THE INDIVIDUAL

WHO AUTHORIZED THE WORK AND THE ADDRESS WHERE THE WORK WAS PERFORMED.

3.8 ACCEPTANCE OF BIDS

The Authority reserves the right to accept or reject any or all bids, or to waive any formalities. The Authority reserves the right to reject the bid of any Bidder who has previously failed to perform properly, or to complete on time, a contract of a similar nature;

who is not in a position to perform the contract; or who habitually and without just cause neglected the payment of bills or otherwise disregarded its obligations to subcontractors or employees. The evaluation of bids and the determination as to equality of services offered shall be the responsibility of the Winter Park Housing Authority and will be based on information furnished by the Bidder.

If the Authority finds significant errors in the Bidder’s bid, or if the Bidder fails to conform to the essential requirements of the IFB, the Authority will reject the bid. When a bid varies from what is requested in the IFB document, the Authority and the Authority alone will determine whether the variance is significant enough to reject the bid.

3.9 AWARD OF CONTRACT

The Contract shall be awarded to the Bidder submitting the most responsible bid, price and other factors considered, complying with the specifications contained herein, provided the bid is in the best interest of the Authority to accept. The Bidder to whom the award is made will be notified at the earliest practical date.

A Winter Park Housing Authority standard service agreement or the Contractor’s standard contract, as amended to meet WPHA needs, will be issued. Subsequent to the award, and within ten (10) days after the prescribed forms are presented for signature, the successful Bidder shall execute and deliver to the Authority the signed agreement. The bid, Invitation for Bids, addenda and written correspondence will become part of the Contract and shall be incorporated therein by reference.

The Winter Park Housing Authority reserves the right to award on an “All-or-None” basis to one Bidder or to award on an “Item-by-Item” or property-by-property basis, whenever it is in the best interest of and/or most advantageous to the Winter Park Housing Authority.

No changes, over the award period, shall be permitted unless the designated WPHA Purchasing Official or Contracting Officer gives prior written approval and, where applicable, confirmation by the Executive Director and/or resolution by the Board of Commissioners of the Winter Park Housing Authority. No awardee shall assign the award or any rights or obligations thereunder without the written consent of the Housing Authority.

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 9 of 18

3.10 APPEALS AND REMEDIES

It is WPHA’s policy to handle disputes promptly at the PHA level. WPHA’s Appeals and Remedies procedure is listed in WPHA Procurement Policy page 12, Section VIII – Appeals and Remedies. Any protest resolution will follow the applicable WPHA procurement policy and governing HUD requirements.

3.11 THIRD PARTY CLAIMS

The Authority shall be held harmless from any third-party legal claims. WPHA will contract only with the Contractor. Any subcontractor employed by the Contractor will be the responsibility of the Contractor.

3.12 HOLD HARMLESS

The Contractor shall assume all costs arising from the use of patented materials, devices, or processes incorporated in the materials/services furnished. The Contractor further agrees to indemnify and hold harmless the Winter Park Housing Authority and its duly authorized agents from any and all suits of law or actions of any nature for, or on account of, the use of any patented materials, equipment, devices or processes. Award prices include all royalties and costs arising from patents, trademarks and copyrights in any way involved in the work. The awardee shall indemnify and save harmless the Housing Authority, its officers, agents and employees from any and all claims for infringement and for any costs, expenses and damages that may be incurred by reason of any infringement of patents or copyrights at any time during the prosecution or after completion of the work, by reason of the use of any patented design, tool, material, equipment or process to be performed under the contract or award.

3.13 NEXT LOWEST BIDDER

In the event of default by the awardee, the Winter Park Housing Authority reserves the right to utilize the next qualified lowest Bidder as the new awardee. The next lowest Bidder, if it wishes the award, shall be required to provide the bid items/services at the prices contained in its proposal or bid for this specification.

3.14 PERFORMANCE ASSURANCE

The awardee may be required to furnish evidence in writing that it maintains permanent places of business and has adequate equipment, finances, personnel and inventory to furnish the items offered satisfactorily and expeditiously and can provide necessary services.

The Winter Park Housing Authority reserves the right to inspect the Bidder’s place of business and equipment to determine the responsibility of said Bidder to perform or provide the requirements of the bid request prior to awarding any contract.

3.15 DEFAULT

Any award resulting from this specification may be canceled or annulled by the designated WPHA Purchasing Official or Contracting Officer in whole or in part by written notice of default to the awardee upon non-performance or violation of award terms. An award may be made to the next lowest Bidder, or services specified may be purchased on the open market. Failure of the awardee to deliver materials or services within the time stipulated in this specification, unless extended in writing by the designated WPHA Purchasing Official or Contracting Officer, shall constitute award default.

3.16 CONTRACT TERM/RENEWAL/TERMINATION

A. A contract resulting from this Invitation for Bids shall commence effective upon execution by both parties and shall have a maximum term of five (5) years, consisting of an initial one (1) year term and up to four (4) additional one-year renewal periods, upon mutual agreement of both parties and subject to satisfactory performance, availability and appropriation of funds, and any required approvals. If any renewal results in changes in terms and conditions, such changes shall be reduced to writing as an addendum to this contract and executed by both parties.

B. Renewal of the contract shall be subject to appropriation of funds by the WPHA Board of Commissioners.

C. When deemed to be in the best interest of the Winter Park Housing Authority, any awards or contracts resulting from this solicitation may be terminated by the following means:

1) Ten (10)-day written notice with cause; or

2) Thirty (30)-day written notice without cause.

D. In the event of termination by either party as provided herein, the awarded vendor shall be paid for service performed through the date of termination.

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 10 of 18

Section 4 BIDDER INFORMATION, PRICING & REQUIRED REPRESENTATIONS

4.1 WPHA VENDOR INFORMATION FORM

COMPANY NAME: PHONE:

ADDRESS 1: FAX:

SALES CONTACT: SALES E-MAIL:

COMPANY NAME / REMITTANCE: PHONE:

ADDRESS 2 / REMITTANCE: FAX:

ACCOUNTS RECEIVABLE

CONTACT:

E-MAIL:

TYPE OF BUSINESS:

INCLUDE TYPE OF

SUPPLIES/SERVICES OFFERED:

TAX I.D. / SOCIAL SECURITY #:

DISCOUNT TERMS:

PAYMENT TERMS:

MINORITY STATUS:

BLACK ☐ HISPANIC ☐ ASIAN/PACIFIC ☐NATIVE AMERICAN ☐ WOMEN

OWNED ☐ OTHER ☐

BELOW TO BE COMPLETED BY

HOUSING AUTHORITY STAFF

EMERGENCY VENDOR: COMMODITY CODE:

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 11 of 18

4.2 REFERENCES

List the latest four (4) customers for the specified services in the spaces provided below, giving the company name, contact person, address, telephone number, and the date the services were performed, as described.

1. Company Name

Contact

Address

City/State/Zip Code

Telephone Number

Date Work Performed

2. Company Name

Contact

Address

City/State/Zip Code

Telephone Number

Date Work Performed

3. Company Name

Contact

Address

City/State/Zip Code

Telephone Number

Date Work Performed

4. Company Name

Contact

Address

City/State/Zip Code

Telephone Number

Date Work Performed

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 12 of 18

4.3 BIDDER PRICE FORM

Name of Bidder: _______________________________________________________________________________________

Mailing Address: _______________________________________________________________________________________

Street Address: ________________________________________________________________________________________

City/State/Zip Code: ____________________________________________________________________________________

Phone: ( ) Fax: ( )

Type of Organization:

☐ Individual Business ☐ Small Business ☐ Non-Profit ☐ Partnership ☐ Corporation ☐ Section 3 Business

To: The Winter Park Housing Authority of the City of Winter Park, Florida

The undersigned, as Bidder, declares that the only person or parties interested in this bid as principals are those named herein;

that this bid is made without collusion with any person, firm or corporation; and the Bidder proposes and agrees, if the bid is accepted, that the Bidder will execute a contract with the Winter Park Housing Authority; that the Bidder will comply with all the general conditions and is aware that failure to properly comply with the requirements set out in the Invitation for Bids may result in a finding that the Bidder is non-responsive.

The prices below shall include all labor, equipment, fuel, supervision, general debris removal, weed control, irrigation inspections, rust-prevention inspections, insect control, cleanup and other routine work required by the Scope and Service Calendar unless a separate price column is provided.

Name and Address of Complex

Dollar Amount per Complete

Mowing/Grounds Service for Entire

Complex

Monthly Plant and Hedge Trimming Quarterly Pruning

Tree and Palm

Trimming - Annual Price (April)

Mulch $ per Yard

Railroad Avenue 600 Railroad Avenue Winter Park, FL 32789

The Plymouth 1550 Gay Road

Tuscany at Aloma 6999 Aloma Avenue Winter Park, FL 32792

Winter Park Oaks 325 Balfour Drive Winter Park, FL 32792

The Meadows at Margaret Square

(WPHA Executive Office/Main Office) 718 Margaret Square

Tranquil Terrace 845 W. Swoope Avenue

Quarterly fertilization/plant-nutrition treatments in January, April, July and October; pre-emergent treatment beginning in May with heavier treatment through September; post-emergent treatment as needed; mulching in January and July; insect control in February, June and October; monthly irrigation wet checks; and monthly rust-prevention inspections shall be included in the bid prices above unless an exception is expressly stated and accepted by WPHA in writing. Annual tree and palm trimming in April shall be priced in the separate bidder price-form column and included in the Total Annual Firm-Fixed Bid.

TOTAL ANNUAL FIRM-FIXED BID FOR ALL SIX (6) PROPERTIES: $________________________________________

Bidder’s Signature: __________________________________________

Name & Title: _______________________________________________ Date: __________________________

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 13 of 18

4.4 Affidavit of Non-Collusion and of

Non-Interest of Housing Authority Employees

DESCRIPTION OF CONTRACT: Landscape Maintenance Services

BID NUMBER: IFB26002

State of Florida

County of: ______________________________

____________________________________________*, being first duly sworn, deposes and says that he/she/it is the

Bidder in the above bid, that the only person or persons interested in said bid are named therein; that no officer, employee or agent of the WINTER PARK HOUSING AUTHORITY or of any other Bidder is interested in said bid; and that Affiant makes the above bid with no past or present collusion with any other person, firm or corporation.

____________________________________________ Affiant

State of FLORIDA

County of __________________________

The foregoing instrument was acknowledged before me this ______ day of ______________________, 20____, by

___________________________________________, who is personally known to me or who has produced

___________________________________________ as identification and who did take an oath.

Notary Public

My Commission Expires: __________________________

Type of Identification Produced:

☐ Personally Known ☐ Driver’s License

*NOTICE: State name of Bidder followed by name of authorized individual (and title) who is signing as Affiant. If

Bidder is an individual, state name of Bidder only.

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 14 of 18

4.5 OFFEROR INFORMATION FORM

Name of Offeror: ___________________________________________________________________________________

Mailing Address: ___________________________________________________________________________________

Street Address: ____________________________________________________________________________________

City/State/Zip Code: ________________________________________________________________________________

Phone: ( ) Fax: ( )

Tax I.D./Social Security #: __________________________________________________

Minority Status: Black ☐ Hispanic ☐ Native American ☐ Asian/Pacific ☐ Other ☐

To: The Winter Park Housing Authority of the City of Winter Park, Florida

Pursuant to and in compliance with WPHA notice inviting sealed bids, Instructions to Bidders (Form HUD-5369-B), and the other documents relating thereto, the undersigned Offeror, having familiarized itself with the terms of the bid documents, local conditions and the cost of the Work at the place where the Work is to be done, hereby proposes and agrees to perform within the time stipulated, all Work required in accordance with the Scope of Services and other documents including Addenda, if any, on file at the WPHA Executive Office.

The undersigned, as Offeror, declares that the only person or parties interested in this bid as principals are those named herein; that this bid is made without collusion with any person, firm or corporation; and the Offeror proposes and agrees, if the bid is accepted, that the Offeror will execute a contract with the Winter Park Housing Authority; that the Offeror will comply with applicable Minority and Women Business Enterprise and Section 3 requirements; and that failure to properly comply with the requirements set out in the Instructions to Bidders (Form HUD-5369-B) and elsewhere in the Invitation for

Bids may result in a finding that the Offeror is non-responsive.

Name & Title Signature Date

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 15 of 18

4.6 STATEMENT OF NO BID

If you do not intend to bid on the IFB, please indicated No Bid in the Housing Agency Marketplace, by doing so your company will not receive any further notices pertaining to this solicitation; or you can return this form immediately to:

Winter Park Housing Authority

Executive Office - The Meadows at Margaret Square

718 Margaret Square, 2nd Floor

Winter Park, Florida 32789

We, the undersigned, have declined to submit a bid in response to the Invitation for Bids for Landscape Maintenance

Services WPHA #IFB26002

Reason:

☐ Specifications too tight (explain below)

☐ Insufficient time to respond.

☐ Specifications unclear (explain below)

☐ We do not offer this product/services.

☐ Our present schedule does not permit us to perform.

☐ Unable to meet specifications or provide services.

Remarks:

We understand that if this Statement of No Bid is not executed and returned, our name may be deleted from the list of qualified Offerors.

COMPANY NAME: _____________________________________________________________________________

ADDRESS: ____________________________________________________________________________________

PHONE: ______________________________________________________________________________________

SIGNATURE: __________________________________________________________________________________

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 16 of 18

4.7 Sworn Statement under Section 287.133(3)(a), Florida Statutes, on Public Entity Crimes

(To be signed in the presence of a notary public or other officer authorized to administer oaths.)

DESCRIPTION OF CONTRACT: Landscape Maintenance Services

State of Florida

Before me, the undersigned authority, personally appeared ________________________________________, who, being by me first duly sworn, made the following statement:

1. The business address of ____________________________________________ (name of Bidder or Contractor) is

2. My relationship to ______________________________________________ (name of Bidder or Contractor) is

______________________________________________. (Relationship such as sole proprietor, partner, president, vice president).

3. I understand that a public entity crime as defined in Section 287.133 of the Florida Statutes includes a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity in Florida or with an agency or political subdivision of any other state or with the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or such an agency or political subdivision and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy or material misrepresentation.

4. I understand that “convicted” or “conviction” is defined by the Florida Statutes to mean a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, non-jury trial, or entry of a plea of guilty or nolo contendere.

5. I understand that “affiliate” is defined by the Florida Statutes to mean (1) a predecessor or successor of a person or corporation convicted of a public entity crime, or (2) an entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public entity crime, or (3) those officers, directors, executives, partners, shareholders, employees, members and agents who are active in the management of an affiliate, or (4) a person or corporation who knowingly entered into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding thirty-six (36) months.

6. Neither the Bidder or Contractor, nor any officer, director, executive, partner, shareholder, employee, member or agent who is active in the management of the Bidder or Contractor, nor any affiliate of the Bidder or Contractor, has been convicted of a public entity crime subsequent to July 1, 1989.

(Draw a line through paragraph 6 if paragraph 7 below applies.)

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 17 of 18

4.7 PUBLIC ENTITY CRIMES SWORN STATEMENT - CONTINUED

7. There has been a conviction of a public entity crime by the Bidder or Contractor, or an officer, director, executive, partner, shareholder, employee, member or agent of the Bidder or Contractor who is active in the management of the

Bidder or Contractor or an affiliate of the Bidder or Contractor. A determination has been made pursuant to Section

287.133(3) by order of the Division of Administrative Hearings that it is not in the public interest for the name of the convicted person or affiliate to appear on the convicted vendor list. The name of the convicted person or affiliate is

________________________________________________. A copy of the order of the Division of Administrative

Hearings is attached to this statement.

(Draw a line through paragraph 7 if paragraph 6 above applies.)

(print name)

State of FLORIDA

The foregoing instrument was acknowledged before me this ______ day of ______________________, 20____, by

___________________________________________, who is personally known to me or who has produced

___________________________________________ as identification and who did take an oath.

Notary Public

My Commission Expires: __________________________

WPHA IFB NO. 26002

ISSUE DATE 08/19/2026

WINTER PARK HOUSING AUTHORITY | 718 MARGARET SQUARE, 2ND FLOOR | WINTER PARK, FL 32789 Page 18 of 18

Section 5 Documents and Informational Forms and Attachments

Documents to be filled out by the vendor and returned:

A - Required Documents

Section 3 Business Affidavit and Forms, if applicable

IRS Form W-9

HUD-5369-C Certifications and Representations of Offerors

Current Certificate of Insurance

Applicable licenses and certifications required for landscape, pesticide, fertilizer, irrigation or related services

B - Informational Forms

HUD-52518, if applicable

HUD-5369-B

HUD-5370-C, Sections I and II

C - Attachment A

WPHA property location and site information, if issued by WPHA.

The service calendar and the six (6) property locations listed in Section 2.8 are incorporated into the Scope of

Services. Weekly maintenance logs, monthly maintenance logs, initial-condition reports and other contract-administration forms are not required bidder attachments unless separately issued by addendum. WPHA may provide service-reporting forms to the successful Contractor after award.