HomeMy WebLinkAboutA - 24-12-RFP - CDBG Grant Administration Services
REQUEST FOR PROPOSAL
24-12-RFP
CDBG GRANT ADMINISTRATION SERVICES
Contact Person
Jessica Graham, CPPB
Procurement/Contracts Manager
Phone: (772) 388 – 8231
Email: jessgraham@cityofsebastian.org
*Dates in this schedule occurring after the release date may be amended by the City.
The City reserves the right to delay or modify dates and will notify Proposers of all changes.
It is the Proposer’s responsibility to check for addenda associated with this solicitation.
PROPOSED SCHEDULE
EVENT DATE TIME
RELEASE DATE: Thursday, May 30, 2024 -
PRE-PROPOSAL MEETING N/A 10:00 AM Local Time
QUESTIONS DUE DEADLINE: Thursday, June 11, 2024 2:00 PM Local Time
PROPOSAL DUE DATE: Thursday, June 20, 2024 2:00 PM Local Time
EVALUATION MEETING Week of June 24th (Tentative)
2ND EVALUATION MEETING (IF NEEDED) TBD TBD
RECOMMENDATION OF AWARD –
CITY COUNCIL MEETING Wednesday, July 10, 2024 6:00 PM Local Time
PROPOSAL SUBMITTAL All bids must be submitted via VendorLink electronically
https://www.myvendorlink.com/.
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In accordance with the Americans with Disabilities Act, any person who believes he or she has a
disability requiring the use of a special accommodation at the pre-bid conference or bid opening should
contact the City of Sebastian at 772-388-8231, at least five (5) days prior to the event to advise of his/her
special requirements.
REQUEST FOR PROPOSAL
The City of Sebastian is requesting proposals from qualified individuals or firms to provide grant
administration services for the City’s Community Development Block Grant (CDBG) funded by the U.S.
Department of Housing and Urban Development (HUD). All procurement and contracting for these
services shall follow CDBG guidelines and regulations as well as the state and federal regulations
including 2 CFR, Part 200, Appendix II to Part 200; 24 CFR Part 85; 24 CFR Part 570.489, 490, 502,
506, 508 & 509.
The City of Sebastian is wholly committed to developing, establishing, maintaining, and enhancing
MBE/WBE/DBE business involvement in the total procurement process. The City, its contractors, their
suppliers and subcontractors, vendors of goods, equipment, services, and professional services, shall not
discriminate on the basis of race, color, religion, national origin, age, handicap, or sex in the award and/or
performance of contracts.
RFP SUBMITTAL
Bid submittals are due at the date and time indicated on the cover page or as amended in the form of an
addendum issued by procurement.
All solicitations and supporting documents will be posted on VendorLink at
https://www.myvendorlink.com/. It is the sole responsibility of interested parties to monitor VendorLink
for solicitation opportunities and updates.
It is the sole responsibility of the Contractor to ensure that their response is submitted through
VendorLink no later than the time and date specified in the solicitation or subsequent addenda. The City
shall not be responsible for delays caused by any occurrence. Submittals sent by mail, facsimile,
electronic mail, telephone, or any other means not specified herein will not be accepted.
PRE-PROPOSAL MEETING
A Pre-Proposal Meeting will not be held.
QUESTION DEADLINE
The deadline to submit questions concerning this RFP will be Tuesday, June 11, 2024 by 2:00 PM local
time. Any and all questions or communication regarding this RFP should be emailed only to the City’s
Procurement/Contracts Manager at jessgraham@cityofsebastian.org. Contact by a proposer (or anyone
representing a bidder) regarding this RFP with the City Council or a City employee/representative other
than this point of contact is grounds for disqualification.
BID OPENING
All sealed bids are due by Thursday, June 20, 2024 by 2:00 P.M. local time.
Only the NAME of the contractors who submitted a response to this Request for Propsoal will be read
aloud. All bids submitted to the city become public record unless exempt under Florida or other law as
outlined above herein.
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Late bids will not be opened or announced. Bidders have the option of picking up or paying for the
mailed return of their late, unopened Bid. If this option is not exercised within five (5) days of the Bid
Opening date, the late, unopened Bid will be disposed
At its sole discretion, the City may reject any and all bids or accept any bid or portion thereof deemed to
be whatever is in its best interest and to waive any non-substantial irregularities.
Publish: Sunday, June 2, 2024
Publication: Indian River Press Journal/TCPalm
By: Jessica Graham, CPPB
Procurement/Contracts Manager
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TABLE OF CONTENTS
REQUEST FOR PROPOSAL 1
TABLE OF CONTENTS 4
SECTION 1 – SCOPE OF WORK 5
SECTION 2 – GENERAL TERMS AND CONDITIONS 8
SECTION 3 – SPECIAL CONDITIONS 22
SECTION 4 – EVALUATION PROCEDURE 25
SECTION 5 – FORMS 31
• CONTACT INFORMATION SHEET 32
• CORPORATE RESOLUTION 33
• NON-COLLUSION AFFIDAVIT OF PRIME BIDDER 34
• DRUG FREE WORKPLACE PROGRAM 35
• CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 36
• CERTIFICATION REGARDING LOBBYING 37
• CERTIFICATION REGARDING SCRUTINIZED COMPANIES 38
• REFERENCE LIST 39
• SUBCONTRACTOR LIST 40
• ADDENDA ACKNOWLEDGEMENT 41
SECTION 6 – PROPOSAL PRICE FORMS 42
ATTACHMENT A - APPENDIX II TO PART 200 Attached
ATTACHMENT B - DUNS, CCR AND CERTIFICATION REGARDING DEBARMENT
FORM Attached
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SECTION 1 – SCOPE OF SERVICES
1.1 SCOPE OF WORK
1.1.1 The successful Proposer shall have the proven ability to provide full and complete
program administration, including but not limited to, management and supervision of the
program, review and processing of required documentation; review existing policies to
ensure grant compliance and develop new policies if required as part of t he grant
process; application notification requirements, grant file preparation and maintenance;
contractor selection; on-site client interviews; prepare monthly project reimbursements
and reports for City approval; prepare monthly project status reports to the City no
later than the 3rd day of each month; Prepare project closeout documents and reports.
1.1.2 All records shall be maintained in accordance with state and federal CDBG requirements.
Submission of a proposal implies the Proposer’s intent of following the specified
requirements and conditions described in this RFP including all terms and conditions set
forth in the HUD Agreement (not expressly referenced in the RFP). The successful
Proposer shall be present during the project closeout meeting and shall provide all
requested program documentation, forms and exhibits. An award, if made, will be made
to the best overall Proposer whose proposal is most advantageous to the City, taking into
consideration the evaluation factors set forth in this RFP.
1.2 THE CITY’S OBLIGATIONS
1.2.1 Shall make available to the Consultant any data available in the City’s files pertaining to
the work to be performed under this agreement.
1.2.2 Shall, upon contract award, pay fees and other compensation in accordance with a fee
schedule to be incorporated in a final contract.
1.2.3 Shall have the sole right to determine which units or sections of the work that the
Consultant shall initiate and in what order.
1.2.4 Shall decide and dispose of all claims, questions, and disputes arising under this
agreement.
1.2.5 Reserves the right to audit the records of the Consultant related to this agreement at any
time during the contract period and for a period of three years after final payment is
made. The Consultant shall provide copies of any records solely at the cost of
reproduction.
1.3 THE CONSULTANT’S OBLIGATION
1.3.1 The Consultant shall administer the City’s CDBG in accordance with HUD’s CDBG
agreement (forthcoming), the City’s Consolidated Plan (Exhibit A) & Annual Action
Plan (Exhibit B) along with other applicable documents and requirements related to the
administration of the grant. All professional services must be to current professional
standards and adequate qualified staff shall be maintained for the duration of the CDBG
award. Specific tasks involved with this project include, but are not limited to:
1.3.1.1. Prepare the City’s 5 byear Consolidated Plan and Annual Action Plans
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1.3.1.2. Update the City’s existing Citizen Participation Plan (CPP) to follow the
most recent guidelines provided by HUD
1.3.1.3. Update the City’s existing Housing Assistance Plan (HAP) to include
verbiage regarding the grant awards allowed per household during the
program cycle
1.3.1.4. Assist the City in the actions approved by HUD for the CDBG within the
specified budget.
1.3.1.5. Perform a compliance review and request release of project funds.
1.3.1.6. Assist City staff with the financial procedures for receiving funds and
disbursement of payments; Assist in financial reporting.
1.3.1.7. Prepare spreadsheets of budget and expenditures and monitor budget and
expenses. Monitor and administer all program activities to ensure that all
required expenditure and timeliness standards are met.
1.3.1.8. Assess and ensure the local government’s compliance with federal
regulations concerning procurement, employment, personnel and property
management, records retention, fair housing, ethics, etc.
1.3.1.9. Provide assistance in solicitations for needed services.
1.3.1.10. Retain CDBG related files/records for the length of time required by HUD
and the US Department of Housing and Urban Development and provide
access to those files as needed.
1.3.1.11. Produce and submit required program reports, including any quarterly, final,
Section 3 and Women and Minority Business-Owned Enterprises (W/MBE)
reports, and other reports as may be requested.
1.3.1.12. Represent the local government during agency monitoring visits and
inquiries.
1.3.1.13. Provide responses to audits and monitoring reports for review and approval
by City.
1.3.1.14. Develop corrective action plans to address noted deficiencies (from audit or
monitoring reports).
1.3.1.15. Recommend policy and/or grant amendments. Take necessary actions in
response to the local government’s decision, such as advertising and
conducting public hearings, updating the project environmental review file,
and attended meetings.
1.3.1.16. Perform program close-out activities, including submission of reports and
provision of follow- up information.
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1.3.1.17. Other administrative tasks related to the CDBG for the successful
administration and closeout of the grant.
1.3.1.18. Ensure compliance with all applicable CDBG requirements.
1.3.1.19. Attend meetings as needed and requested by the City.
1.4 COMPENSATION
1.4.1 Program administration costs (including all costs incurred by the city for
administrative (ex. legal advertisements), planning, and management) are limited to
20% per year. For current fiscal year work, the City’s preferred method of compensation
is the Lump-Sum method. For prior fiscal year work, the City’s is requesting an hourly
rate schedule.
1.4.2 Progress payment may be requested. All invoices shall include the City Purchase Order
number, the name of the project, the authorized amount, the total of previous billings, the
current billing amount and the amount remaining unbilled. In addition, a sufficient
narrative summary of services (including pass-through costs, etc.) which provides a
thorough explanation of expenses invoiced under the current billing amount shall be
billed.
1.4.3 No out of scope services shall be provided in the absence of prior, written authorization
in the form of a supplemental agreement and issuance of an appropriate change order to
the existing Purchase Order. The City will accept no obligation for any services provided
which do not conform to this requirement.
1.4.4 Payment will only be made for work performed. Advance payment for work not started
or completed is not allowed.
1.5 QUALIFICATIONS
1.5.1 Proposer shall be in the business of providing grant administration services, specifically
for CDBG. Proposer must possess sufficient experience and financial support to ensure
that it can satisfactorily perform the services, if awarded the contract. The Proposer must
have a sufficient number of qualified staff in the applicable disciplines to complete the
work in the time required and in accordance with the State of Florida and U.S.
Department of Housing and Urban Development CDBG requirements. The Proposer
shall have an office located within the State of Florida.
1.5.2 Proposer must possess sufficient financial support, equipment and organization to ensure
that it can satisfactorily perform the services.
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SECTION 2 – GENERAL TERMS AND CONDITION
2.1 DEFINITIONS
2.1.1. Request for Proposal (”RFP”): This solicitation document, including any and all
addenda.
2.1.2. City: Refers to the City of Sebastian.
2.1.3. Days: Refers to calendar days, unless otherwise stated.
2.1.4. Contract or Agreement: Request for Proposal, all addenda issued thereto, all affidavits,
the signed agreement, and all related documents comprising the totality of the agreement
between the City and the Contractor.
2.1.5. Contractor: Selected bidder awarded a contract to provide the goods or services to the
City.
2.1.6. Proposal: Submission in response to this RFP.
2.1.7. Proposer: Contractor submitting a response to this RFP, “pre-award”.
2.1.8. Responsible Proposer: Proposer that has the integrity, reliability and capability in all
respects to perform in full the contract requirement as stated in the RFP.
2.1.9. Responsive Proposer: Proposer whose proposal fully conforms in all material respects to
the RFP and its entire requirement, including form and substance.
2.1.10. Shall, Must and Will: Interpreted as mandatory language.
2.2 EXTENSION
In addition to any renewal options contained herein, the City has the right to extend any award
resulting from this RFP for the period necessary for the City to release, award, and implement a
replacement agreement for the commodities and/or contractual services provided in this RFP. Such
extension shall be based upon the same prices, terms, and conditions outlined in this RFP.
2.3 CANCELLATION
The City reserves the right to cancel this RFP, in whole or in part, when it is in the City’s best
interest. Notice of cancellation will be posted on VendorLink.
2.4 RFP GUARANTEE
RFP submittals may not be withdrawn after the RFP due date. The proposer shall warrant that the
unit prices, terms, and conditions quoted in the RFP shall be for a period of not less than ninety
(90) days from the solicitation opening date. Such unit prices, terms and conditions shall remain in
effect for the contract period.
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2.5 PROPOSAL SUBMISSION
2.5.1. Proposals are due at the date and time indicated on the cover page or as amended in the
form of an addendum issued by procurement.
2.5.2. All solicitations and supporting documents will be posted on VendorLink at
https://www.myvendorlink.com/. It is the sole responsibility of interested parties to
monitor VendorLink for solicitation opportunities and updates.
2.5.3. It is the sole responsibility of the Contractor to ensure that their response is su bmitted
through VendorLink no later than the time and date specified in the solicitation or
subsequent addenda. The Contractor is responsible for allowing adequate time to upload
their submittal on VendorLink. If technical difficulties arise during the submission of the
solicitation response, it is the Contractor’s responsibility to contact VendorLink technical
support at support@evendorlink.com. The City shall not be responsible for delays caused
by any occurrence. Submittals sent by mail, facsimile, electronic mail, telephone, or
any other means not specified herein will not be accepted. Acceptable file formats for
upload are Microsoft Excel (.xls or .xlsx), Adobe Portable Document (.pdf), or ZIP file
formats and printing must be enabled on all files submitted.
2.6 EXECUTION OF RFP SUBMITTAL
Each RFP submittal must include the signature of an officer or employee having authority to bind
the contractor in the space(s) provided. Only the terms and conditions of this RFP, as released by
the City or amended via addendum, are valid. Any modification to any term or condition by the
contractor is not binding unless it is expressly agreed to in writing by the City in advance.
2.7 INTERPRETATION OF RFP DOCUMENT
No interpretation of the meaning of this bid document or correction of any ambiguity,
inconsistency, or error therein will be made verbally to any party. All requests for an interpretation
or clarification of this bid, and any subsequent addenda, or correction of any apparent ambiguity,
inconsistency, or error will be addressed in writing by the City’s procurement manager. Inquiries
must reference the date of bid opening, bid title, and bid number. Interpretation of the bid,
clarification of bid specifications, and changes to the bid shall be communicated by written
addenda only. Only the written interpretation or correction given by the procurement manager
shall be binding. Verbal responses shall be considered inadmissible in bid protest proceedings.
Bidders are advised that no other source is authorized to interpret, explain, clarify or give
information regarding the bid documents. Written addenda shall be signed by the bidder and
returned with the bid submission. Failure to return such addenda may constitute cause for rejection
of a bid submittal.
2.8 PUBLIC RECORDS
Section 119.01 Florida Statutes, et. seq., the Florida Public Records Law, provides that municipal
records shall at all times be open for personal inspection by any person. Information and materials
received by the City in connection with all proposers’ responses shall be deemed to be public
records subject to public inspection upon award, recommendation for award, or thirty (30) days
after the RFP opening, whichever occurs first. However, certain exemptions to the public records
law are statutorily provided for in Section 119.07, F.S. Therefore, if the proposer believes any of
the information contained in his or her response is exempt from the Public Records Law, the
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proposer must in his or her response specifically identify the material which is deemed to be
exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials
received as public records.
IF THE CONTRACTOR HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO
THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONTACT JEANETTE
WILLIAMS, THE CUSTODIAN OF PUBLIC RECORDS AT 772-
388-8215 OR EMAIL jwilliams@cityofsebastian.org. CITY OF
SEBASTAIN, 1225 MAIN STREET, SEBASTIAN, FLORIDA 32958.
2.9 NON-COLLUSION
By submitting a RFP, proposer certifies that all information contained in the RFP is truthful to the
best of their knowledge and belief. Proposer further certifies, under oath, that this RFP is made
without any colluded, conspired, connived or agreed, directly or indirectly, with any other firm,
person or corporation responding to this solicitation for the same product or service. Proposer
further certifies that proposer has not divulged discussed, or compared this RFP with other RFPs
and has not colluded with any other proposer or parties to the RFP. Any violation of this provision
will result in the cancellation and/or return of proposers’ materials (as applicable) and the removal
of the RFP from the list(s).
2.10 CONFLICT OF INTEREST
The resulting agreement is subject to the provisions of Chapter 112.313, Florida Statutes. All
proposers shall disclose within their RFP to the City the name of any officer, director, or agent
who is also an employee of the City. Furthermore, all proposers must disclose the name of any
City employee who owns, directly or indirectly, an interest of more than five percent (5%) in the
firm or any of its branches. Please submit to the City all information on any potential conflict of
interest related to provision of the goods or services requested in this Solicitation.
The term “conflict of interest” refers to situations in which financial or other personal
consideration may adversely affect, or have the appearance of adversely affecting, an employee’s
professional judgment in exercising any City duty or responsibility in administration,
management, instruction, research, or other professional activities.
Should the successful proposer permanently or temporarily hire any City employee or Council
member, who is, or has been, directly involved with the proposer prior to or during performance of
the resulting contract, the Agreement shall be subject to immediate termination by the City.
2.11 PROTEST PROCEDURE
Following Chapter 120, Florida Statutes, any person who is adversely affected by the terms,
conditions, or specifications outlined in this RFP or who is adversely affected by a decision of the
City concerning the solicitation shall file a Notice of Intent to Protest, in writing within 72 hours
after the solicitation document is posted or after the notice of decision is posted, respectively,
excluding Saturdays, Sundays, and state holidays. A formal written protest shall be filed no later
than 10 days after the Notice of Intent to Protest is filed, excluding Saturdays, Sundays, and state
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holidays. The formal written protest must be accompanied by a protest bond, cashier’s check, or
money order in the amount of one percent (1%) of the total estimated contract value.. The Notice
of Intent to Protest and formal written protest shall be filed at the following address:
Procurement/Contracts Manager, 1225 Main Street, Sebastian, FL 32958. The formal written
protest shall state, with particularity, the facts and law upon which the protest is based. Failure to
file a Notice of Intent to Protest, formal written protest, or failure to post the bond, cashier’s check,
or money order within the time frames or in the manner described above shall constitute a waiver
of proceedings under Chapter 120, Florida Statutes.
2.11.1. Decision - If the protest is not resolved by mutual agreement, the Procurement/Contracts
Manager shall promptly investigate the basis of the protest and, after consultation with the
originating department, the City Attorney or any other person or entity deemed necessary, the
Procurement/Contracts Manager shall issue a decision in writing. A copy of the decision shall be
furnished immediately to the protestor and any other party determined by the
Procurement/Contracts Manager to be directly affected by the decision. The decision shall: a)
State the decision and the basis for the decision, and b) Set forth the protestor’s right to
administrative review.
2.11.2. Administrative Review – If the protestor disagrees with the decision of the
Procurement/Contracts Manager, the protestor may appeal the decision to the City Manager,
provided written notice of such appeal shall be submitted by the protestor to the
Procurement/Contracts Manager within seven (7) calendar days of receipt of the decision to
award. Any appeal of the decision by the City Manager shall be heard by the City Council or
other appropriate administrative or legal body.
2.11.3. Stay of Procurement – In the event of a timely and properly filed protest, the
Procurement/Contracts Manager shall not proceed further with the solicitation or award until all
administrative remedies have been exhausted, or until the City Manager or City Council, as
appropriate, makes a determination on the record that the award of a contract is necessary to
protect substantial interests of the City.
2.12 NO-CONTACT PERIOD / LOBBYING
During the No Contact Period, no Lobbyist, Principal, Business Associate, Business Entity,
Vendor, or other people may lobby a Council Member, Mayor, City Manager, any Procurement
Official, or any City employees except any designated Procurement Official or Officials who may
be identified in the procurement documents for purposes of receiving questions or clarifications or
for receiving RFP protests. The No-Contact Period shall commence on the initial date of the
advertisement for this RFP and continue through and include the date the City Council makes its
determination to approve or reject the final recommendations. Failure to meet any of these
requirements may disqualify the proposer from consideration.
2.13 COMPLIANCE WITH LAWS AND CITY POLICIES AND PROCEDURES
Contractors are required to be familiar with all federal, state, and local laws, ordinances, rules, and
regulations that may affect their work in any manner. Failure on the part of the Contractor to be
aware of any law, ordinance, rule or regulation will in no way relieve him from any responsibility
or liability arising from the contract award. The Contractor assures and certifies that they will
comply with all laws, ordinances, rules, regulations, and all other legal requirements. The
Contractor shall abide by all OSHA, NFPA, and ADA regulations about the hazards associated
with the project, such as fall protection, lockout/tag-out, PPE, safety barricades, portable fire
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suppression/extinguishers, job site first aid kits, and emergency communication. Any fines levied
due to inadequacies or failure to comply with all requirements shall be the sole responsibility of
the Contractor.
2.14 INDEPENDENT CONTRACTOR RELATIONSHIP
The contractor is, and shall be, in the performance of all Services and activities under this
Agreement, an independent contractor, and not an employee, agent, or servant of the City. All
persons engaged in any of the work or services performed under this agreement shall at all times,
and in all places, be subject to the contractor’s sole direction, supervision, and control. The
contractor shall exercise control over the means and manner in which it and its employees perform
the work, and in all respects, the contractor’s relationship and the relationship of its employees to
the City shall be that of an independent contractor and not as employees or agents of the City. The
contractor does not have the power or authority to bind the City in any promise, agreement, or
representation. Nothing contained herein shall be deemed to create an association, partnership,
joint venture, or relationship of principal and agent or master and servant among the parties or any
affiliate thereof, or to provide any party hereto with the right, power, or authority whether
expressed or implied, to create any such duty or obligation on behalf of any other party. The City,
in its absolute discretion, retains the right to reject, bar, or require the replacement of any
employee, subcontractor, or agent of the contractor. Such rejection shall not relieve the contractor
of the obligation to perform all work in compliance with the RFP.
2.15 CONTRACTOR’S REPRESENTATIVE
The contractor must provide a point of contact for the term of this RFP to include the name, email
address, office telephone, and cell phone numbers of the person(s) to be contacted for the
placement of an order, coordination of services, and to address other issues. If the point of contact
differs between regular work hours, after-hours, weekends, and holidays, this must be provided.
The contractor shall ensure that all personnel assigned to work on this project on their behalf must
be dressed appropriately and clean at all times. Any person who is present on the job site on behalf
of the contractor must be provided and display on their clothing proper identification at all times.
The contractor must also provide the procurement division with any updates to the primary point
of contact. The City reserves the right to require a change in the contractor’s point of contact at the
City’s sole discretion.
2.16 PURCHASES BY OTHER PUBLIC AGENCIES/PIGGYBACK
With the consent and agreement of the contractor, purchases may be made under this RFP by other
governmental agencies, political subdivisions within the state of Florida, or any other public entity.
Such purchases shall be governed by the same terms and conditions stated herein. Further, it is
understood that each agency will issue its own purchase order to the contractor. This agreement in
no way restricts or interferes with the right of any other public agency to rebid any or all of these
items.
2.17 RIGHT TO USE EXISTING CONTRACTS / NON-EXCLUSIVITY
The City reserves the right to utilize any other contract, including, but not limited to, the
following: any state of Florida contract, any contract awarded by any other city or county
governmental agencies, other school boards, other community colleges/state university system,
cooperative agreements, or to directly negotiate/purchase per City policy. The City also reserves
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the right to RFP separately any item(s) and/or service(s) covered under this agreement, if deemed
to be in the best interest of the City, at any time during this agreement term.
2.18 PUBLIC ENTITY CRIMES
A "public entity crime" as defined in Paragraph 287.133 (1) (g), Florida Statutes, means 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 or with an agency or political subdivision of any
other state or with the United States, involving antitrust, fraud, theft, bribery, collusion,
racketeering, conspiracy, or material misrepresentation.
"Convicted" or "conviction" as defined in Paragraph 287.133 (1) (b), Florida Statutes, means 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, nonjury trial, or entry of a plea of guilty or nolo
contendere.
“Affiliate” as defined in Paragraph 287.133 (1) (a), Florida Statutes, means:
2.18.1. A predecessor or successor of a person or corporation convicted of a public entity crime,
or
2.18.2. 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
Those officers, directors, executives, partners, shareholders, employees, members, and
agents who are active in the management of an affiliate, or
2.18.3. 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 36 months.
Proposer certifies that neither the entity proposing, nor any of its officers, directors, executives,
partners, shareholders, employees, members or agents who are active in management of the entity,
nor any affiliate of the entity have been charged with and convicted of a public entity crime
subsequent to July 1, 1989. Where the proposer is unable to certify to all of the statement above,
proposer shall attach an explanation to this RFP.
2.19 BANKRUPTCY / INSOLVENCY
At the time of RFP submission, the contractor shall not be in the process of or engaged in any type
of proceedings relating to insolvency or bankruptcy, either voluntary or involuntary or
receivership proceedings. If the contractor is awarded a contract for six (6) months or longer, and
files for bankruptcy, insolvency, or receivership thereafter, the City may, at its option, terminate
and cancel the agreement, in which event all rights hereunder shall immediately cease and
terminate.
2.20 TERMINATION FOR CAUSE OR CONVENIENCE
The agreement resulting from this RFP can be terminated immediately for cause if contractor is
found to have failed to perform services in a manner satisfactory to the City; or the City may
terminate without cause upon thirty (30) days’ written notice to the Proposer. In the event of either
termination, the contractor shall be compensated for all services performed to the City’s
satisfaction. The City shall be sole judge of non-performance.
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2.21 RIGHT TO REJECT
The City reserves the right to reject any or all RFP(s), to waive minor irregularities, and/or to
accept the RFP(s), which in its sole judgment best serves the interest of the City.
More than one RFP from an individual, proposer or association under same or different names,
will not be considered.
2.22 INVOICING
Payments shall be made in accordance with Section 218, Part VII of the Florida Statutes. Unless
otherwise noted, invoices shall be mailed directly to The City of Sebastian, Accounts Payable,
1225 Main Street, Sebastian, FL 32958. The Contractor shall provide fully documented invoices,
which indicates the basic information listed below.
2.22.1. Name of the business organization as specified on the Contract between City and
Contractor
2.22.2. Date of invoice
2.22.3. Contractor’s invoice number
2.22.4. Contractor’s federal identification number on file with the state
2.22.5. City purchase order number and bid number
2.22.6. Unit price of the goods, services or property provided
2.22.7. Extended total price of the goods, services or property
2.22.8. Applicable discounts
2.22.9. Description of provided goods or services
2.22.10. Quantity of provided goods or services
2.22.11. Date(s) of delivery of provided goods or services
2.22.12. Location provided goods or services were delivered
Any invoice submitted as a result of the award of this bid shall be itemized matching the items on
the purchase order. “Lump sum” invoices shall not be submitted and will not be accepted for
multiple line purchase orders. An invoice can only reference one purchase order number. Invoices
that do not reference valid purchase order number will be returned to the contractor for resolution
of the discrepancies and resubmitted.
It shall be understood that invoices shall not be authorized for payment until the work is inspected
by the respective City representative and payment is approved. The City will pay the contract price
minus any liquidated damages, back charges and/or other damages to the contractor upon final
completion and acceptance. The City shall provide partial payments for Work completed by the
contractor during various phases of the Work assignment in accordance with the unit pricing
provided in their bid submittal subject to an agreement maximum or not to exceed amount. Failure
to submit invoices in the prescribed manner will delay payment.
2.23 PAYMENT
The City will only pay the dollar amounts as authorized on the purchase order. Payment will be
made according to Chapter 218, F.S., Local Government Prompt Payment Act, after the
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commodities or contractual services provided by the contractor have been received, inspected, and
found to comply with award specifications, free of damage or defect, and properly invoiced.
Payment for partial shipments shall not be made unless specified in the purchase order. Failure to
follow these instructions may result in delays in processing invoices for payment. The purchase
order number must appear on invoices, bills of lading, packages, cases, delivery lists, and
correspondence.
2.24 AVAILABILITY OF FUNDS
The obligations of the City under this agreement are subject to the availability of funds lawfully
appropriated for its purpose by the State of Florida and the City of Sebastian City Council.
2.25 SUBCONTRACTORS AND SUPPLIERS
The proposer is required to identify any and all subcontractors and/or suppliers that will be used in
the performance of the proposed contract and to clearly identify in their submission the names,
portions and percentages of work to be performed by their subcontractors or suppliers. Contractor
shall be solely responsible for all acts and omissions of its subcontractors or suppliers. Nothing in
the RFP and contract documents creates any contractual relationship between any subcontractor or
suppliers and the City of Sebastian. Contractor shall be responsible for the timely payment of its
subcontractors and suppliers as required by Florida Statute Chapter 218.735. Failure to comply
with these payment requirements will place the contractor in default of the contract.
2.26 ASSIGNMENT
The contractor shall not assign, transfer, convey, sublet, or otherwise dispose of this agreement, or
of any or all of its rights, title, or interest therein, or its power to execute such agreement to any
person, firm, or corporation without prior written authorization by the City.
2.27 SILENCE OF SPECIFICATIONS
Any omissions of detail in the specifications stated herein that would render the commodities from
use, as specified herein, will not relieve the contractor from responsibility.
2.28 DISCRIMINATION
The proposer shall not practice or condone personnel or supplier discrimination of any nature
whatsoever, in any manner proscribed by federal or state of Florida laws and regulations. The City
of Sebastian will not knowingly do business with vendors, proposers, or contractors who
discriminate on those protected by state and federal law. Through the course of providing services
to the City, contractors shall affirmatively comply with all applicable provisions of Title VI of the
Civil Rights Act of 1964, the Civil Rights Restoration Act of 1987 and the Florida Civil Rights
Act of 1992, as well as all other applicable regulations, guidelines and standards. Any person who
believes their rights have been violated should report such discrimination to the City.
2.29 AUDIT AND INSPECTION
The City or their representative reserves the right to inspect and/or audit the contractor's
documents and records as they pertain to the products and services delivered under this RFP. Such
rights will be exercised with notice to the contractor to determine compliance with and
performance of the terms, conditions, and specifications on all matters, rights, duties, and
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obligations established by this RFP. Documents or records in any form shall be open to the city’s
representative and may include but are not limited to all correspondence, ordering, payment,
inspection, and receiving records, contracts or sub-contracts that directly or indirectly pertain to
the transactions between the City and the contractor.
2.30 INDEMNIFICATION
The contractor and its Subcontractor(s) shall indemnify, defend and hold harmless the
City, and its officers and employees, from all third-party claims, demands, liabilities,
damages, losses, and costs, including, but not limited to, reasonable attorneys’ fees, to the
extent caused by the negligence, recklessness, or intentionally wrongful conduct of the
contractor or its Sub-Contractor(s) and other persons employed or utilized by the
Contractor or its subcontractor(s) in the performance of the agreement. Upon request of
the City, the contractor or its subcontractor(s) shall, at no cost or expense to the City,
indemnify and hold the City harmless of any suit asserting a claim for any loss, damage or
liability specified above, and the contractor or its subcontractor(s) shall pay any cost and
reasonable attorneys’ fees that may be incurred by the City in connection with any such
claim or suit or in enforcing the indemnity granted above. Nothing in this agreement shall
be construed as the City waiving its sovereign immunity pursuant to 768.28, et seq.,
Florida Statutes, or any other sovereign or governmental immunity. This provision shall
survive the termination of this bid.
2.31 CONTRACTS AND AMENDMENTS
The contents of this RFP and all provisions of the contractor’s submittal shall be considered an
agreement and become legally binding. Any changes to the provisions hereinafter award must be
in writing and signed by both Parties.
2.32 SCRUTINIZED VENDOR CERTIFICATION
Proposer certifies under penalties of perjury, as of the date of this solicitation to provide goods
and/or services to the City, that it:
2.32.1. Does not participate in a boycott of Israel; and
2.32.2. Is not on the Scrutinized Companies that Boycott Israel List; and
2.32.3. Is not on the Scrutinized Companies with Activities in Sudan List; and
2.32.4. Is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List; and
2.32.5. Has not engaged in business operations in Cuba or Syria.
Submitting a false certification shall be deemed a material breach of contract. The City of
Sebastian shall provide notice, in writing, to the Proposer of the City’s determination concerning
the false certification. The contractor shall have sixty-(60) days following the receipt of the notice
to respond in writing and demonstrate that the determination of false certification was made in
error. If the Proposer determines, using credible information available to the public, that a false
certification has been submitted by Proposer, this contract may be terminated and a civil penalty
equal to the greater of $2 million or twice the amount of this contract shall be imposed, pursuant to
F.S. 287.135 Said certification must also be submitted at the time of Contract renewal.
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Section 287.135, Florida Statutes, generally prohibits state agencies and departments, and local
government entities from: 1) contracting with companies for goods or services in any amount if at
the time of proposing on, proposing a RFP for, or entering into or renewing a contract if the
company is on the Scrutinized Companies that Boycott Israel List, created pursuant to Section
215.4725, Florida Statutes, or is engaged in a boycott of Israel; and 2) contracting with
companies, for goods or services over $1,000,000.00 that are on either the Scrutinized
Companies with activities in the Sudan List or the Scrutinized Companies with Activities in the
Iran Petroleum Energy Sector List, created pursuant to Section 215.473, Florida Statute, or have
been engaged in business operations in Cuba or Syria.
As provided in F.S. 287.135, by entering into this contract or performing any work in furtherance
hereof, the Proposer certifies that it, its affiliates, suppliers, subcontractors and consultants who
will perform hereunder, have not been placed on the Scrutinized Companies that Boycott Israel
List; engaged in a boycott of Israel, pursuant to F.S. 215.4725; have not been placed on the
Scrutinized Companies With Activities in Sudan List or Scrutinized Companies With Activities in
The Iran Petroleum Energy Sector List created pursuant to F.S. 215.473; or engaged in business
operations in Cuba or Syria.
2.33 LICENSING, CERTIFICATION, AND REGISTRATION
Contractors must show their current Business Tax Receipt, as well as any licenses required by
Chapter 489, F.S., Section 62C-20 (F.A.C.), and/or by the US EPA. All licenses shall be up to
date. Contractors who are required to be registered with the Florida Department of State, Division
of Corporations or who are incorporated within the state of Florida must furnish their Florida
document number and a screenshot of their “active” status. All registered contractors must have an
active status to be eligible to do business with the City. If the proposer is a State Certified General
Contractor, or a State Registered General Contractor the proposer must be registered with the City
of Sebastian. Contractors doing business under a fictitious name, on page 1, must submit their
offer using the company’s complete registered legal name; for example, ABC, Inc. d/b/a XYZ
Company. If the contractor is not located in Florida, the contractor must provide their state’s
document number and a screenshot of their current, date-identified “active” status with their
submittal.
2.34 TAXES
Although the City of Sebastian is exempt from federal and state sales and use taxes, contractors or
vendors doing business with the City are not exempted from paying said taxes to their supplier for
goods or services purchased to fulfill the contractual obligations with the City, nor shall any
contractor or vendor be authorized to use the City’s Tax Exemption Number in securing such
materials.
2.35 CONFIDENTIAL, PROPRIETARY, OR TRADE SECRET MATERIAL
If the Contractor considers any portion of the documents, data, or records submitted in response to
this RFP to be a confidential trade secret, or otherwise not subject to disclosure under Chapter 119
Florida Statutes, the Florida Constitution or other authority, the contractor must also
simultaneously provide the City with a separate redacted copy of its response. The redacted copy
shall contain the City’s solicitation name, number, and the name of the Contractor on the cover,
and shall be clearly titled “Redacted Copy.” The contractor must also include next to each
redaction the statutory basis for the exemption. The contractor shall be responsible for defending
its determination that the redacted portions of its response are a confidential, trade secret, or
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otherwise not subject to disclosure. Further, the contractor shall protect, defend and indemnify the
City for any claims from or relating to the contractor’s determination that the redacted portions of
its response are confidential, proprietary, trade secret, or otherwise not subject to disclosure. If the
contractor fails to submit a Redacted Copy with its response, the City is authorized to produce the
entire documents, data, or records submitted by the contractor in response to a public records
request for these records.
2.36 FAVORED NATION CLAUSE
Based on similar size and quantity, it is understood that the contractor is providing the City the
same or better pricing than other governmental agencies. If during the term of this agreement, the
City identifies better pricing for the same item, the Contractor agrees to offer the City the reduced
price.
2.37 LIQUIDATED DAMAGES
The contractor agrees to the use of liquidated damages in the event the contractor fails to perform
by the provisions herein. The Contractor hereby agrees, as part consideration for awarding the
Agreement, to pay the City the sum of One-Hundred Dollars ($100.00), for each and every
calendar day that the Contractor shall be in default after the time stipulated in the Agreement for
completing the Work. The Contractor and City acknowledge and agree that said sum is not a
penalty but liquidated damages for breach of contract
On the occasion where the contractor is in default of the Agreement, or any material provision
thereof, or fails to remedy any deficiency in performance, the City may procure the necessary
supplies or services from an alternative source and hold the contractor financially responsible for
any excess costs incurred. The difference between the Bid price of the product or service and the
actual price paid may be deducted from any current or future obligations owed to the contractor as
liquidated damages.
2.38 FORCE MAJEURE
Neither Party shall be liable for any failure or delay in performing any duty, requirement, or
obligation under this agreement that is due to any of the following causes, to the extent beyond its
reasonable control: fire, hurricane, earthquake, explosion, wars, sabotage, accident, flood, acts of
God, epidemic, pandemic, quarantine, riots, civil commotion, acts of government authorities,
changes in laws or regulations strikes, or other labor disputes, or because of any other matter or
condition beyond the control of either party and which cannot be overcome by reasonable
diligence and without unusual expense.
2.39 REPORT OF UNSATISFACTORY PRODUCTS OR SERVICES
A Vendor Performance Report form will be utilized to document unsatisfactory performance
during the term of this RFP. The report may become an important part of the contractor’s history.
The report and process will assist the City in determining whether there is a continuing pattern of
problems that may need to be addressed through termination of contract and/or suspension of the
contractor from future bidding.
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2.40 E-VERIFY
In accordance with State of Florida, Office of the Governor, Executive Order 11-116 (superseding
Executive Order 11-02; Certification of Employment Status), in the event performance of this
Agreement is or will be funded using state or federal funds, the contractor must comply with the
Employment Eligibility Verification Program developed by the federal government to verify the
eligibility of individuals to work in the United States and 48 CFR 52.222-54 (as amended) is
incorporated herein by reference. The contractor shall (1) enroll in the U.S. Department of
Homeland Security’s E-Verify system, (2) utilize E-Verify to verify the employment eligibility of
all new employees hired during the term of the contract (3) utilize E-Verify to verify the
employment eligibility of all employees assigned to the contract; and (4) shall expressly require
any subcontractors performing work or providing services pursuant to the contract to likewise
utilize E-Verify to verify the employment eligibility of all new employees hired by the
subcontractor during the contract term. Information on registration for and use of the E-Verify
system can be obtained at the U.S. Department of Homeland Security website:
http://www/dhs.gov/E-Verify.
2.41 IMMIGRATION LAWS
The City will not intentionally award City contracts to any firm who knowingly employs
unauthorized alien workers, constituting a violation of the employment provisions contained in an
8 U.S.C. Section 1324 a(e) (Section 274A (e) of the Immigration and Nationality Act (“INA”).
Refer to E-Verify Acknowledgment in solicitation documents.
2.42 DRUG-FREE WORKPLACE
In accordance with Florida Statute Section 287.087, Proposer certifies the following:
2.42.1. A written statement is published notifying employees that the unlawful manufacture,
distribution, dispensing, possession or use of a controlled substance is prohibited in the
workplace named above and specifying actions that will be taken against violations of
such prohibition.
2.42.2. Employees are informed about the dangers of drug abuse in the work place, the proposers
policy of maintaining a drug free working environment, and available drug counseling,
rehabilitation, and employee assistance programs, and the penalties that may be imposed
upon employees for drug use violations.
2.42.3. Employees are notified that as a condition of working on the commodities or contractual
services being solicited, they will notify the employer of any conviction of, plea of guilty
or nolo contendere to, any violation of Chapter 893, or of any controlled substance law of
the State of Florida or the United States, for a violation occurring in the work place, no
later than five (5) days after such conviction, and requires employees to sign copies of
such written statement to acknowledge their receipt.
2.42.4. The proposer employer imposes a sanction, or requires the satisfactory participation in, a
drug abuse assistance or rehabilitation program, if such is available in the employee’s
community, by any employee who is so convicted.
2.42.5. The proposer/employer makes a good faith effort to continue to maintain a drug free
work place through the Implementation of the drug free workplace program.
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2.43 DEBARMENT AND SUSPENSION
2.43.1. Proposer certifies to the best of its knowledge and belief that it and its principals:
2.43.2. Are not presently debarred, suspended, proposed for disbarment, declared ineligible, or
voluntarily excluded from covered transactions by any Federal department or agency;
2.43.3. Have not within a three-year period preceding this application been convicted or had a
civil judgment rendered against them for commission of fraud or a criminal offense in
connection with obtaining, attempting to obtain, or performing a public (Federal, S tate, or
Local) transaction or contract under a public transaction; violation of Federal or State
antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or
destruction of records, making false statements, or receiving stolen property;
2.43.4. Are not presently indicted for or otherwise criminally or civilly charged by a
governmental entity (Federal, State or local) with commission of any of the offenses
enumerated in paragraph (1)(b) of this certification; and
2.43.5. Have not within a three-year period preceding this application had one or more public
transactions (Federal, State or local) terminated for cause or default.
2.43.6. The City of Sebastian will not make award to parties listed on the government wide
exclusions in the System for Award Management (SAM).
2.44 FLORIDA CONVICTED/SUSPENDED/DISCRIMINATORY COMPLAINTS
By submission of a proposal, Respondent affirms that it is not currently listed in the Florida
Department of Management Services Convicted/Suspended/Discriminatory Complaint Vendor
List.
2.45 RIGHTS IN DATA
The City of Sebastian is and will remain the owner of all data provided to the contractor by the
City under this contract. The contractor will not use such data for any purpose other than providing
services and support to the City under this RFP, nor will any part of such data be sold, assigned,
leased, or otherwise disclosed to third parties (other than authorized subcontractors for purposes of
performance of the Services) or commercially exploited by or on behalf of the contractor. The
contractor will not possess or assert any lien or other right against such data.
2.46 DATA TRANSMISSION
The contractor agrees that any transmission or exchange of system application data with the City
and/or any other parties shall take place via secure means using current industry approved
encryption standards.
2.47 DATA BREACH
Contractor agrees to comply with the State of Florida Database Breach Notification Act outlined in
Section 501.171, F.S. In the event of a breach described in Section 501.171, F.S. ("Notification
Event"), Contractor will notify the City immediately and will comply with the requirements of
Section 501.171, F.S. assume responsibility for all costs associated with complying with the
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breach notification and informing all such individuals by applicable law. The Contractor agrees to
indemnify, hold harmless and defend the City and its trustees, officers, and employees from and
against any claims, damages, or other harm related to such Notification Event.
2.48 COPYRIGHTS
The parties want to ensure that the City has the ability to obtain copyrights, trademarks, service
marks, etc. on the items created as part of this contract. Consultant agrees that any work prepared
for the City which is eligible for copyright protection in the United States or elsewhere shall be
work made for hire as a commissioned work. If any such work is deemed for any reason not to be
work made for hire, Consultant assigns all right, title and interest in the copyright in such work,
included but not limited to copyrights in text, two-dimensional and three-dimensional
representations or animations, and all extensions and renewals thereof, to the City, and agrees to
provide all assistance reasonably requested by the City in the establishment, preservation and
enforcement of its copyright in such work, such assistance to be provided at the City’s expense but
without additional compensation to Consultant. Consultant agrees to waive all artist’s rights and
moral rights under Federal, State or International law, relating to the work developed or produced,
including without limitation any and all rights of identification of authorship and any and all rights
of approval, restriction or limitation on use of subsequent modification.
2.49 NOTICE
Whenever either Party desires to give notice unto the other, it must be given by written notice, sent
by registered United States mail, with return receipt requested, addressed to the party for whom it
is intended, at the place last specified, and the place for giving of notice in compliance with the
provisions of this paragraph. For the present, the Contractor designates the address set forth on the
first page of this RFP document as its place for receiving notice, and the City designates the
following address for such notice:
The City of Sebastian
Attention: Procurement/Contracts Manager
1225 Main Street, Sebastian, FL 32958
Telephone: 772-388-8231
Email: jessgraham@cityofsebastian.org.
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SECTION 3 - SPECIAL CONDITIONS
3.1 AWARD
The City intends to award a contract for five (5) year. The contract length is contingent upon
receipt of grant. The City reserves the right to cancel awarded contract should future grants not be
awarded for any reason at all. The Contractor must ensure proper closeout of the CDBG project
each year.
3.2 PROJECT COORDINATION
A City project manager will be assigned to oversee all assigned work to ensure adherence to
schedules and service quality throughout the project’s progression and submittal of final payment.
The project manager will periodically inspect the work being performed to ensure compliance with
the requirements of the agreement. If the requirements are not satisfactorily being met, the City
shall require the contractor to correct any discrepancies, inconsistencies, or faults immediately at
no additional cost to the City. The contractor shall understand and agree to the following:
3.2.1. Contractor shall be solely responsible and assume all liability for the supervision,
direction of all work, and for all means, methods, techniques, sequences, procedures, and
coordination for all services under the agreement; contractor shall ensure enough
personnel, materials, supplies, means of transportation, tools and equipment are made
available to perform the services; and
3.2.2. Contractor shall at all times provide a responsible, knowledgeable, English speaking
worksite supervisor or representative, who has decision making authority; and
3.2.3. Contractor shall be solely responsible to the City for the acts and omissions of their
subcontractors, agents, employees, and any other persons performing any service under
this agreement; and
3.2.4. The practices methods and materials utilized in the work within or adjacent to any
structure must conform to any applicable local, state and federal regulations and codes.
3.3 STOP WORK ORDER
The City may at any time by written notice to the contractor stop all or any part of the work for
this bid award. Upon receiving such notice, the contractor will take all reasonable steps to
minimize additional costs during the period of work stoppage. The City may subsequently either
cancel the stop work order resulting in an equitable adjustment in the delivery schedule and/or the
price or terminate the work in accordance with the provisions of the bid terms and conditions.
3.4 INSURANCE
3.4.1. The City of Sebastian is to be specifically included as an additional insured on all
certificates of insurance (with exception to Workers Compensation).Waiver of
Subrogation is required for Commercial General Liability and Automobile Liability. A
renewal certificate shall be issued thirty (30) days prior to expiration date. The certificate
shall provide a thirty (30) day notification clause in the event of cancellation or
modification to the policy.
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3.4.2. Before starting and until acceptance of the work by the City, Awarded Contractor shall,
as a minimum mandatory condition precedent to this work, procure and maintain
insurance of the types and to the limits specified below, at their own expense and without
cost to the City, until final acceptance by the City of all products or services covered by
the purchase order or contract.
3.4.3. The certificate holder shall read:
City Of Sebastian
1225 Main Street
Sebastian, FL 32958
3.4.4. Minimum coverage with limits and provisions are as follows:
3.4.4.1. Commercial General Liability: The Successful Proposer shall provide
minimum limits of $1,000,000 each occurrence, $2,000,000 general
aggregate combined single limit for bodily injury and property damage
liability. This shall include premises/operations, personal & advertising
injury, products, completed operations, contractual liability, specifically
confirming and insuring the indemnification and hold harmless clause of the
contract. This policy of insurance shall be considered primary to and not
contributing with any insurance maintained by the City and shall name the
City as an additional insured with waiver of subrogation noted on the
Certificate of Liability. The policy of insurance shall be written on an
“occurrence” form.
3.4.4.2. Business Automobile: Successful Proposer shall provide minimum limits of
liability of $1,000,000.00 each accident, combined single limit for bodily
injury and property damage. This shall include coverage for:
• Owned Automobiles
• Hired Automobiles
• Non-Owned Automobiles
3.4.4.3. Umbrella/ Excess Liability: Successful Proposer shall provide
umbrella/excess coverage with limits of no less than $1,000,000.00 excess of
Commercial General Liability, Automobile Liability and Employers
Liability. *This coverage is optional if Successful Proposer has
$2,000,000 General Aggregate under the Commercial General Liability
Policy. **
3.4.4.4. Workers' Compensation: The Successful Proposer shall provide and maintain
workers’ compensation insurance for all employees in the full amount
required by statute and full compliance with the applicable laws of the State
of Florida (Florida Statutes Chapter 440). Exemption certificates to this
requirement are not acceptable. The policy(ies) must include Employer’s
Liability with minimum limits of $1,000,000 each accident and a waiver
of subrogation.
3.4.4.5. Professional Liability: The Successful Proposer shall provide and maintain
professional liability/errors and omissions coverage with Combined single
limit each occurrence $1,000,000 general aggregate limit $2,000,000
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3.4.4.6. An endorsement to the Commercial General Liability or Automobile
Liability policy, covering Contractor’s or subcontractor’ liability for bodily
injury, property damage and environmental damage resulting from sudden
accidental and gradual pollution and related clean-up cost incurred by the
Contractor that arise from the Goods delivered or Services (including
transportation risk) performed by Contractor under this Contract is also
acceptable.
3.4.5. The Contractor shall declare any self-insured retention or deductible amount in excess of
$5,000 for any policy. The City reserves the right to reject any self-insured retention or
deductible in excess of $5,000.
3.4.6. All insurance carriers shall be rated (A) or better by the most recently published A.M.
Best Rating Guide. Unless otherwise specified, it shall be the responsibility of the
contractor to ensure that all subcontractors comply with the insurance requirements set
forth in this Agreement. The City may request a copy of the insurance policy according to
the nature of the project. City reserves the right to accept or reject the insurance carrier.
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SECTION 4 – EVALUATION PROCEDURE
4.1 It is the intent of the City that all responsive and responsible proposers responding to this RFP,
who meet the requirements, will be ranked in accordance with the criteria established in these
documents.
4.2 Proposals shall include all information solicited in this RFP. Proposers will provide their best
price and cost analysis and should not withhold any information from the written response in
anticipation of presenting the information orally or in a demonstration, since oral presentations or
demonstrations may not be solicited. Each proposer will be ranked based on the criteria herein
addressed.
4.3 Weights for cost will not be assigned by the evaluation committee. Cost will be scored by the
Procurement Division based on the criteria in 4.9. During the evaluation process and at the sole
discretion of the City, requests for clarification of one or more proposer submittals may be
conducted. This request for clarification may be performed by the City in a written format, or
through scheduled oral interviews. Such clarification request will provide proposers with an
opportunity to answer any questions the City may have on a proposer’s submittal. After written
clarification is completed, the Committee members will have an opportunity to revise their
individual scores for the non-price factors.
4.4 An adjective-based scoring system shall be applied to the qualification criteria throughout the
evaluation process for the evaluation of the written responses and the oral discussions. A score of
0 is the least favorable and a score of 4 is the most favorable in all sections.
4.5 The Proposer’s response will be scored by Committee members in accordance with the following
scale:
Weighted
Value Description
0 “Non-Responsive”: No information provided for the specific criteria.
Proposer failed to address the criteria. No documentation was provided.
1 “Insufficient Evidence”: Proposal is lacking or inadequate in most basic
requirements for the specific criteria
2 “Partial/Basic Evidence”: Proposal meets many of the basic requirements
for the specific criteria but is lacking in some essential aspects.
3
“Sufficient Evidence”: Proposal adequately meets the minimum
requirements of the specific criteria and is generally capable of meeting the
City’s needs.
4 “High Level Evidence”: Proposal exceeds the minimum requirements in
most aspects of the specific criteria.
NOTE: The Committee member’s score times the “weighted value” assigned to the different
sections listed here equals the total score for that section. (EXAMPLE: Maximum score of 4 X’s
weighted value of 10 = Maximum of 40 Points).
4.6 Proposers submitting the required criteria will have their proposals evaluated by an evaluation
team and scored for the proposal criteria factors to include but not limited to the ability of the
professional personnel; past performance; willingness to meet time requirements; and recent,
current, and projected workloads.
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4.7 PROPOSAL REQUIREMENTS
4.7.1. Pages should be sequentially numbered at the bottom of the page.
4.7.2. Proposals should be concise and provide only the information requested. Additional data
will not be considered.
4.7.3. The Proposal shall be limited to no more than twenty-five (25) single sided pages (Not
including the required forms listed in Tab 1). Any responses exceeding twenty-five
pages, not including the required forms, may be considered non-responsive and not
considered for award.
4.8 PROPOSAL SUBMITTAL FORMAT
Proposers shall include the following information in their written response document.
4.8.1. TITLE PAGE: (NON-SCORED) - Title Page shall show the request for proposal's
subject, title and proposal number; the firm's name; the name, address and telephone
number of a contact person; and the date of the proposal.
4.8.2. TAB 1 – TRANSMITTAL LETTER & MANDATORY FORMS: (NON-SCORED)
4.8.2.1. The response shall contain a cover letter by a person who is authorized to
commit the Firm to perform the work included in the proposal and shall
identify all materials and enclosures being forwarded in response to the RFP.
The letter shall also provide a brief description of the Firm’s ability to meet
the requirements of the RFP, to include a statement that they are financially
capable to perform the scope of work required for this project and provide a
brief discussion about Firm’s business history in the marketplace.
4.8.2.2. Required Forms
• Contact Information Sheet
• Corporate Resolution (if required)
• Non-Collusion Affidavit Form
• Drug Free Workplace Program
• Certification Regarding Debarment and Suspension
• Certification Regarding Lobbying
• Certification Regarding Scrutinized Companies
• Reference List
• Subcontractor List
• Addenda Acknowledgement
4.8.3. TAB 2 – Table of contents: (Non-scored) - The Table of Contents shall provide listing
of all major topics, their associated section number, and starting page.
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Page 27 of 42
4.8.4. TAB 3 – Summary of Qualifications: (maximum 4 x 7 = maximum 28 points
4.8.4.1. Business History – provide a brief history of the company’s background.
Include at a minimum a general description of work performed by company;
date of establishment; number of years owner has worked in this area of
business; and physical location of facility servicing this account.
4.8.4.2. Past Performance – provide a comprehensive list of past performance.
Proposers must have a least five (5) years’ experience satisfactorily
providing the proposed services to a municipality or other public entity. If
the Proposer does not have any experience with providing similar services to
a public entity, the City may accept similar experience for a private entity, at
the City’s sole discretion.
4.8.4.2.1. Must include a minimum of five (5) grants you administered,
CDBG or other HUD-funded grants, in whole or in part, during
the last three (3) years.
4.8.4.3. Proposers shall specifically list the proposed team to carry out the services
defined herein. Include qualifications, experience, resumes and knowledge of
working with municipalities in the areas of strategic planning and
coordination for those listed as the proposed team.
4.8.4.3.1. Identify personnel who will have primary responsibility for the
City’s contract. Also indicate all key individuals and their tasks
and/or areas of expertise. Identify the percentage of work to be
completed by subcontractors.
4.8.4.4. Litigation – provide a summary of any litigation filed against the
proposer in the past five (5) years that is related to the services to be
provided. The summary shall state the nature of the litigation, a brief
description of the case, the outcome or projected outcome and the
monetary amounts involved.
4.8.4.5. If firm is currently or has previously provided services for the City of
Sebastian, please provide an itemized list of these projects to include contact
person, length of time service was provided and value of contract.
4.8.5. TAB 5 – Technical Approach: (maximum 4 x 8 = maximum 32)
4.8.5.1. Describe firm’s approach to working with a City government while
administering and managing the CDBG Grant Program. Proposers shall also
document their approach to familiarize themselves with the City’s internal
monitoring and control systems. The Proposers shall also demonstrate
familiarity and knowledge of CDBG Grant compliance
4.8.5.2. Proposed technical approach should enable the City to assess the Proposer’s
capability to perform requested services in a structured and efficient manner.
4.8.6. TAB 6 – REFERENCES: (maximum 4 x 5 = maximum 20 points)
4.8.6.1. Use the references form to list a minimum of three (3) client references in
which grant administration services were provided within the last five (5)
years.
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4.8.6.2. At the discretion of the Evaluation Team, the Procurement/Contracts
Manager may request and tabulate written references and make a report to
the Team or assign a Team member to do so. Reference checks are typically
completed on the short-listed firms only; however, the City reserves the right
to expand reference checks to other firms or during other phases of the
evaluation process. Consideration of responses received from reference
checks may be given during the final selection process.
4.9 COST PROPOSAL: (maximum 4 x 5 = maximum 20 points)
4.9.1. Provide cost proposal in a separate PDF labeled “24-12-RFP Cost Proposal”.
4.9.1.1. Cost Proposal (see Section 6 of this solicitation) shall be emailed to
JessGraham@cityofsebastian.org.
4.9.1.1.1. DO NOT upload your cost proposal to VendorLink.
4.9.1.1.2. Failure to follow these directions may result in your
proposal being marked non-responsive.
4.9.2. Cost Proposals will be scored by the Procurement Division.
4.9.3. Calculation of points for cost will be completed as described in the following
EXAMPLE.
Proposal Cost Lowest Cost
Proposed
% of Low
(Low
proposal/Propos
al Cost)
Multiplier Total Points
Assigned
(% of Low *
Multiplier)
Company A $100,000.00 $100,000.00 100% 20 20
Company B $108,000.00 $100,000.00 92.6% 20 18.52
Company C $120,000.00 $100,000.00 83.3% 20 16.66
4.10 Selection & Award Process
The Evaluation Team will evaluate each written Qualification submittal on the basis of the criteria
in the RFP.
Evaluation Criteria Total Possible Points
Tab #1 – Summary of Qualifications 28
Tab #2 – Technical Approach 32
Tab #3 - References 20
Cost Proposal 20
MAXIMUM POSSIBLE POINTS 100
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MBE/WBE/DBE Business
(only used in the event for a tie to the highest total points) 5
4.11 Based on the evaluation of the written submittals and the closeness of the scores determined by
said evaluation, the City may choose to conduct oral discussions/interviews with the top three or
more firms for clarification, and to assure full understanding of, and conformance to, the
solicitation requirements, and to clarify the firms’ qualifications. Should the Evaluation Team (E -
Team) request oral discussions/interviews, the following procedures will apply.
4.12 Oral Discussions/Interviews (maximum 100 points)
4.12.1. The short-listed firms will be provided with written questions from the Evaluation Team.
The Evaluation Team will conduct oral discussions with the short-listed Firms. The Firms
will then be scored by the Evaluation Team.
4.12.2. Oral discussions/interviews and/or presentations are exempt from Public Meeting
requirements (Section 286.011, Florida Statutes). Oral discussions/interviews will
provide an opportunity for the Firm to demonstrate their ability to use time efficiently,
effectively and economically.
4.12.3. The City’s Procurement Department will establish the schedule, and Proposers will be
notified within a reasonable time period (generally 7-calendar days) in advance of the
date, time and place of the discussion. The time frame for oral discussions/interviews
with each firm will not exceed 45 minutes. The specific format of each discussion will be
provided to Proposers with the notifications.
4.12.4. Scoring for this phase will not be combined with the previous phase. Scoring for the oral
discussions/interviews will be based on the following Evaluation Criteria, using the same
adjective-based scoring as described previously in this section:
Evaluation Criteria Total Possible
Points
Firm Staff information presented in the oral discussions response
to questions related to Firm Staff, if any 35
Firm Experience information presented in the oral discussions,
and response to questions related to Firm Experience, if any 40
Firm Approach/Capabilities information presented in the oral
discussions, and response to questions related to Firm
Approach/Capabilities, if any
25
4.12.5. The Evaluation Team will complete its final scores for oral/discussions presentations for
short-listed firms.
4.12.6. Final Evaluation Team scores will be completed by the Chairman
(Procurement/Contracts Manager). The Procurement/Contracts Manager reserves the
right to request additional analysis/review by the Evaluation Team if he/she deems
additional evaluation is warranted.
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4.12.7. The Procurement/Contracts Manager shall review the ranking, and post a Notice of
Intended Decision. The recommendation will then be sent to the City Manager for
placement on the Council Agenda to request City Council permission to award contracts
with the selected proposer(s).
REST OF PAGE INTENTIONALLY LEFT BLANK
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SECTION 5
FORMS
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CONTACT INFORMATION SHEET
Bids due on or before 2:00 PM LOCAL TIME
City of Sebastian
ATTN: Procurement
1225 Main Street
Sebastian, Florida 32958
Check Addenda for any revised opening dates
before submitting your bid. Bid(s) received, after
the date and time stated above, will not be
opened.
DUE DATE:
6/20/2024
CONTACT:
Jessica Graham, CPPB
Procurement/Contracts Manager
(772) 388-8231
jessgraham@cityofsebastian.org
TITLE: CDBG GRANT ADMINISTRATION SERVICES
NO.: 24-12-RFP
Bidder’s Name and “Doing Business As”, if applicable:
Federal Tax Identification Number:
Address:
City: State: Zip Code:
Telephone No: Fax No:
E-Mail Address of Authorized Representative:
I certify that I have carefully examined the ITB document and associated documents, including Addenda,
accompanying or made a part of this solicitation. I further certify that all information contained in this bid is truthful
to the best of my knowledge and belief and that I am duly authorized to submit this bid on behalf of the bidder
names above and that the bidder is ready, willing, and able to perform if awarded.
In compliance with this solicitation, and subject to all conditions herein, I hereby propose and agree to furnish the
goods and /or services specified in the ITB at the prices or rates in my bid and prices will remain bidder for a period
of ninety-(90) days in order to allow the City adequate time to evaluate the bid.
__________________________________________________________________
Signature of Authorized Representative (Manual)
__________________________________________________________________
Name of Authorized Representative (Typed or Printed)
__________________________________________________________________
Title
Each bid submittal must include the signature of an officer or employee having authority to bind the contractor
in the space(s) provided. If the individual is not listed on Sunbiz.org, a Corporate Resolution shall be provided. If a
Corporate Resolution is not provided with the bid submittal, the bid submittal shall be marked non-responsive.
The City reserves the right to reject any and all bids, or to accept any bid or portion thereof deemed to be in the best
interest of the City, and to waive any non-substantial irregularities.
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CORPORATE RESOLUTION
I, ______________________________, Board President of ______________________________, a
corporation organized and existing under the laws of the State of _____________________, hereby
certify that at a meeting of the Board of Directors of the Corporation duly called and held on
_____________________, 202__, at which a quorum was present and acting throughout, the following
resolutions were adopted and are now in full force and effect:
RESOLVED that the following individual of this corporation is authorized to execute on behalf of this
corporation a bids and agreements, of which bids and agreements include a hold harmless and
indemnification clause.
I further certify that the names of the officers of this corporation and any other persons authorized to act
under this resolution and their official signatures are as follows:
NAME OFFICIAL SIGNATURE
IN WITNESS WHEREOF, I have hereunto subscribed my name as Board President and affixed the seal
of the corporation this _____ day of ____________, 2024.
Board President Signature: __________________________________________________
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NON-COLLUSION AFFIDAVIT OF PRIME BIDDER
STATE OF _________________________________
COUNTY OF _________________________________
__________________________ , being duly sworn, deposes and says that:
(1) He/she is of, the (Title) (Firm/Company) bidder that has submitted the attached bid.
(2) He/she is fully informed respecting the preparation and contents of the attached bid and of all
pertinent circumstances respecting such bid.
(3) Such bid is genuine and is not a collusive or sham bid.
(4) Neither the said bidder nor any of its officers, partners, owners, agent representatives, employees
or parties in interest including this affiant, has in any way, colluded, conspired, or agreed, directly
or indirectly, with any other bidder, firm or person, to submit a collusive or sham bid in
connection with the Agreement for which the attached bid has been submitted or to refrain from
proposing in connection with such Agreement, or has in any manner, directly or indirectly, sought
by Agreement or collusion or communication or conference with any other bidder, firm or person
to fix the price or prices in the attached bid or of any other bidder, or to fix any overhead, profit
or cost element of the bid price or the bid price of any other bidder, or to secure through any
collusion, conspiracy, connivance or unlawful Agreement any advantage against the City of
Sebastian, Florida, or any person interested in the proposed Agreement.
(5) The price or prices quoted in the attached bid are fair and proper and are not tainted by any
collusion, conspiracy, or unlawful Agreement on the part of the bidder or any of its agents,
representatives, owners, employees, or parties of interest, including affiant.
____________________________________
(Signed)
____________________________________
(Title)
STATE OF _________________
COUNTY OF _________________
The foregoing instrument was acknowledged before me, by means of ___ physical presence or ___ online
notarization, this _______ day of _______________, _______ (year) by
_____________________________, who is personally known to me or who has produced
_______________________________ as identification and who did (did not) take an oath.
______________________ (Signature of Notary Public)
______________________ (Name of Notary – Typed, printed or stamped)
______________________ (Notary Seal / Serial Number)
______________________ (Date)
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DRUG FREE WORKPLACE PROGRAM
In accordance with Section 287.087, Florida State Statues, preference shall be given to businesses with
drug-free workplace programs. Whenever two or more bids or replies are received by the City that are
equal with respect to price, quality, and service for the procurement of commodities or contractual
services, a bid or reply received from a business that certifies that it has implemented a drug -free
workplace program shall be given preference in the award process. Established procedures for processing
tie bids will be followed if none of the tied vendors have a drug-free workplace program. In order to have
a drug-free workplace program, a business shall:
1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing,
possession, or use of a controlled substance is prohibited in the workplace and specifying the
actions that will be taken against employees for violations of such prohibition.
2) Inform employees about the dangers of drug abuse in the workplace, the business's policy of
maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee
assistance programs, and the penalties that may be imposed upon employees for drug abuse
violations.
3) Give each employee engaged in providing the commodities or contractual services that are
under bid a copy of the statement specified in subsection (1).
4) In the statement specified in subsection (1), notify the employees that, as a condition of working
on the commodities or contractual services that are under bid, the employee will abide by the
terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo
contendere, to any violation of Florida Statute, Chapter 893 or of any controlled substance law of
the United States or any state, for a violation occurring in the workplace, not later than five (5)
days after such conviction.
5) Impose a sanction on or require the satisfactory participation in a drug abuse assistance or
rehabilitation program, if such is available in the employee's community, by any employee who
is so convicted.
6) Make a good faith effort to continue to maintain a drug-free workplace through implementation
of this section.
As the person authorized to sign such statement, I certify that the firm complies fully with the above
requirements and indicate the program was implemented.
_________________________________________
Authorized Signature
_________________________________________
Company
_________________________________________
Date
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CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
1) This contract is a covered transaction for purposes of 2 CFR Part 180 and 2 CFR Part 3000. As
such, the contractor is required to verify that none of the contractor’s principles (defined at 2 CFR
§ 180.995) or its affiliates (defined at 2 CFR § 180.905) are excluded (defined at 2 CFR §
180.940) or disqualified (defined at 2 CFR § 180.935).
2) The contractor must comply with 2 CFR Part 180, subpart C and 2 CFR Part 3000, subpart C and
must include a requirement to comply with these regulations in any lower tier covered
transaction it enters into.
3) This certification is a material representation of fact relied upon by the City of Sebastian. If it is
later determined that the contractor did not comply with 2 CFR Part 180, subpart C and 2 CFR
Part 3000, subpart C, in addition to remedies available to the City of Sebastian, the Federal
Government may pursue available remedies, including but not limited to suspension and/or
debarment.
4) The bidder or proposer agrees to comply with the requirements of 2 CFR Part 180, subpart C and
2 CFR Part 3000, subpart C while this offer is valid and throughout the period of any contract
that may arise from this offer. The bidder or proposer further agrees to include a provision
requiring such compliance in its lower tier covered transactions.
_____________________________________ _____________________________________
Authorized Signature Address
_____________________________________ _____________________________________
Printed Name & Title City, State, Zip Code
_____________________________________ _____________________________________
Company Date
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CERTIFICATION REGARDING LOBBYING
CERTIFICATION FOR CONTRACTS, GRANTS, LOANS AND
COOPERATIVE AGREEMENTS
(TO BE SUBMITTED WITH EACH BID OR OFFER EXCEEDING $100,000.00)
The undersigned [Contractor] certifies, to the best of his or her knowledge, that:
1) No Federal appropriated funds have been paid or will be paid, by or on behalf of the
undersigned, to any person for influencing or attempting to influence an officer or employee of
an agency, a Member of Congress, an officer or employee of Congress, or an employee of a
Member of Congress in connection with the awarding of any Federal contract, the making of any
Federal grant, the making of any Federal loan, the entering into of any cooperative agreement,
and the extension, continuation, renewal, amendment, or modification of any Federal contract,
grant, loan, or cooperative agreement.
2) If any funds other than Federal appropriated funds have been paid or will be paid to any person
for influencing or attempting to influence an officer or employee of any agency, a Member of
Congress, an officer or employee of Congress, or an employee of a Member of Congress in
connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall
complete and. submit Standard Form- LLL, "Disclosure Form to Report Lobbying," in
accordance with its instructions.
3) The undersigned shall require that the language of this certification be included in the award
documents for all sub awards at all tiers (including subcontracts, sub grants, and contracts under
grants, loans, and cooperative agreements) and that all sub recipients shall certify and disclose
accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite for making or entering into this
transaction imposed by 31, U.S.C. § 1352 (as amended by the Lobbying Disclosure Act of 1995). Any
person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000
and not more than $100,000 for each such failure.
The Contractor ______________________________ certified or affirms the truthfulness and accuracy of
each statement of its certification and disclosure, if any. In addition, the Contractor understands and
agrees that the provisions of 31 U.S.C. § 3801 et seq., apply to this certification and disclosure, if any.
_________________________________________
Signature of Contractor’s Authorized Official
_________________________________________
Name and Title of Contractor’s Authorized
Official
_________________________________________
Date
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CERTIFICATION REGARDING PROHIBITION AGAINST
CONTRACTING WITH SCRUTINIZED COMPANIES
I hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority-
owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for
the purpose of making profit have been placed on the Scrutinized Companies that Boycott Israel List
created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.
In addition, if this solicitation is for a contract for goods or services of one million dollars or more, I
hereby certify that neither the undersigned entity, nor any of its wholly owned subsidiaries, majority -
owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for
the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the
Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s.
215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said
statute.
I understand and agree that the County may immediately terminate any contract resulting from this
solicitation upon written notice if the undersigned entity (or any of those related entities of respondent as
defined above by Florida law) are found to have submitted a false certification or any of the following
occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies
that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services
of one million dollars or more, it has been placed on the Scrutinized Companies with Activities in Sudan
List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found
to have been engaged in business operations in Cuba or Syria.
_________________________________________
Authorized Signature
_________________________________________
Printed Name & Title
_________________________________________
Date
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Page 39 of 42
REFERENCE LIST
Proposer’s Name:
List a minimum of three (3) client references that can speak to the proposer’s experience and
performance, within the last five (5) years. The City will conduct Reference Checks for the provided
references. If the contact information is incorrect or the reference does not respond, the proposer will lose
points awarded for this criterion. Use additional sheets as necessary.
Reference #1
Company Name:
Location (City, State):
Contact Person:
Contact Number:
Email Address:
Dates of Service:
Services Provided:
Reference #2
Company Name:
Location (City, State):
Contact Person:
Contact Number:
Email Address:
Dates of Service:
Services Provided:
Reference #3
Company Name:
Location (City, State):
Contact Person:
Contact Number:
Email Address:
Dates of Service:
Services Provided:
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SUBCONTRACTOR LIST
NOTE: List all sub-contractors and the percentages of work to be performed, you invited to RFP on this
project, whether they were selected or not. If sub-contractors will not be used on this agreement, check the box
below. Form must be submitted with your RFP. Use additional sheets if necessary.
The City reserves the right to reject any proposals if the proposer names sub -contractors who have previously
failed in the proper performance of an award, or failed to deliver on time contracts of a similar natu re, or who
is not in a position to perform under this award. The City reserves the right to inspect all facilities of any sub-
contractor in order to make a determination as to the foregoing.
Company
Name
Work To Be Performed and
Percentage of Work to be
Performed
Contact
Person
Telephone
Number
1
2
3
4
5
6
I affirm that sub-contractor(s) will not be used to complete projects under this agreement.
_________________________________________
Authorized Signature
_________________________________________
Printed Name & Title
_________________________________________
Date
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ADDENDA ACKNOWLEDGEMENT
Bidder shall indicate below all Addenda received. Acknowledgement confirms receipt and understanding of
issued Addenda. Bidder understands that failure to acknowledge any addenda issued may cause their bid to be
considered non-responsive. To confirm the number of addenda (if any), bidder may contact the Procurement
Division at (772) 388-8231.
ADDENDDUM # DATE
RECEIVED
1
2
3
4
5
6
7
No Addenda was received in connection to this solicitation.
Print Preparer’s Name: Title:
Signature:
Date:
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SECTION 6 – PROPOSAL PRICE FORM
The Proposal Prices shall remain good for ninety (90) days after the due date of this RFP. By
signing below, the Proposer certifies that the price quoted represents and includes the entirety of
the work, fees, profit, overhead, general requirements, general conditions, etc., of the project per
the RFP documents.
By affixing their signature to the Price Proposal Form, the Proposer hereby states that they have read all
bid specifications, terms and conditions outlined in the Request for Proposal and agree to such. Proposer
declares that the individual signing this Price Proposal Form has the legal capacity to sign on behalf of
Proposer and to contractually obligate Proposer.
Furthermore, Proposer hereby agrees to provide the Services described in the Request for Proposal for the
unit or lump sum prices as noted below, which includes all supervision, labor, materials, equipment,
supplies, machinery, tools, apparatus, insurance, bonds, transportation, overhead, profit, applicable taxes
and costs of all kinds necessary to complete the Services.
ITEM DESCRIPTION UNIT TOTAL AMOUNT
Lump Sum to perform Scope of Services – Year 1 Lump Sum $
Lump Sum to perform Scope of Services – Year 2 Lump Sum $
Lump Sum to perform Scope of Services – Year 3 Lump Sum $
Lump Sum to perform Scope of Services – Year 4 Lump Sum $
Lump Sum to perform Scope of Services – Year 5 Lump Sum $
(Contingent upon receipt of grant, the City reserves the right to cancel awarded contract should future grants not be
awarded for any reason at all.)
Please provide an hourly rate for work on prior fiscal years that is outside the Scope of Services:
POSITION HOURLY RATE
Bidder’s Name:
Signature: Date:
Print Name: Title: