HomeMy WebLinkAboutA - 25-10-RFP Disaster Debris Monitoring Services
REQUEST FOR PROPOSAL
25-10-RFP
DISASTER DEBRIS MONITORING 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.
PROPOSED SCHEDULE
EVENT DATE TIME
RELEASE DATE: Thursday, February 6, 2025 -
PRE-PROPOSAL MEETING Wednesday, February 19, 2025 10:00 AM Local Time
QUESTIONS DUE DEADLINE Tuesday, February 25, 2025 2:00 PM Local Time
PROPOSAL DUE DATE Thursday, March 6, 2025 2:00 PM Local Time
EVALUATION MEETING Thursday, March 13, 2025 TBD
RECOMMENDATION OF
AWARD Wednesday, April 9, 2025 6:00 PM Local Time
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REQUEST FOR PROPOSAL
1.1 PURPOSE
1.1.1 The City of Sebastian requests proposals from qualified firms, businesses, or
individuals (“Contractor”) to provide services in the monitoring of disaster debris
collection and disposal operations for natural disasters or other debris-generating
events, ensuring compliance with Federal requirements and the City’s debris
management plan as related to contractor oversight, truck measurements, load
ticket preparation and issuing, report preparation and project administration.
1.1.2 The Contractor shall provide personnel to monitor debris loading site(s) in
Sebastian, Florida, 32958, and final disposal sites at the Indian River County
landfill or another designated final disposal site. The city has two Debris
Management Sites (DMS). The pre-approved DMS locations are at the Sebastian
Municipal Airport. These two sites will be activated in the event of an approaching
storm, and the City will obtain the approval letters from the FDEP to open these
Debris Management Site(s) (DMS) at the Sebastian Airport.
1.1.3 The Contractor shall provide all management, supervision, labor, transportation,
and equipment necessary to initiate load tickets at debris loading sites, estimate the
volume of debris (in cubic yards) being delivered by trucks to each disposal site,
and support the operations of field supervisor(s), debris loading site and tower site
monitors, and clerical staff. The Contractor’s onsite Project Manager shall assign a
field supervisor who will be assigned to provide oversight of loading sites and
tower/site debris monitors.
1.1.4 The City awarded RFP 24-07, Disaster Recovery Debris Removal, to CrowderGulf
Joint Venture (CrowderGulf). The awarded debris monitoring firm will work
closely with CrowderGulf, FEMA, or other federal/state agencies during
emergencies.
1.1.5 Proposal must comply with all federal and state laws and regulations, including 2
C.F.R. 200.318 through 200.326 and Appendix II to 2 C.F.R. part 200 entitled
“Contract Provisions for Non-Federal Entity Contracts Under Federal Awards”.
1.1.5.1. This is an acknowledgment that FEMA financial assistance will be used
to fund the contract. The awarded contractor must comply with all
applicable federal laws, regulations, executive orders, FEMA policies,
procedures, and directives.
1.1.6 QUALIFICATIONS: Firms shall have experience and be familiar with disaster
debris removal eligibility criteria outlined by the Federal Highway Administration
(FHWA), Federal Emergency Management Agency (FEMA), Florida Department
of Emergency Management (FDEM), and other applicable local, state, and federal
regulations.
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1.1.7 All solicitations are posted on VendorLink (https://www.myvendorlink.com/). It is
the sole responsibility of interested parties to monitor VendorLink for solicitation
opportunities and updates.
1.2 PRE-PROPOSAL MEETING
A non-mandatory pre-proposal Meeting will be held Wednesday, February 19, 2025, at
10:00 AM local time at the City of Sebastian Public Works Compound located at 505
Airport Drive West, Sebastian, FL 32958.
1.3 QUESTION DEADLINE
1.3.1 The deadline to submit questions will be Tuesday, February 25, 2025, at 2:00 PM
local time. Any questions or communication regarding this solicitation must be
emailed to the City’s Procurement/Contracts Manager at
jessgraham@cityofsebastian.org.
1.3.2 The Proposer is responsible for checking for addenda associated with this
solicitation.
1.4 ELECTRONIC PROPOSAL SUBMITTAL
1.4.1 All proposals must be submitted via VendorLink electronically
https://www.myvendorlink.com/.
1.4.2 Proposals are due on the date and time indicated on the cover page or as amended
by an addendum issued by procurement.
1.4.3 The Contractor is responsible for ensuring their response is submitted through
VendorLink by the time and date specified in the solicitation or subsequent
addenda. The City shall not be responsible for delays caused by any occurrence.
1.4.4 Electronic submissions may require the uploading of attachments. All documents
should be attached as separate files. Attachments containing embedded documents
or proprietary file extensions are prohibited. The bidder is responsible for ensuring
that its proposal, including all attachments, is uploaded successfully.
1.4.5 Late proposals cannot be submitted and will not be accepted. Proposers are
cautioned to allow sufficient time to submit bids and upload attachments. Any
technical issues must be submitted to VendorLink by emailing
support@evendorlink.com. The City cannot assist with technical issues regarding
submittals and will not be responsible for delays caused by technical or other issues.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
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1.5 DEADLINE FOR SUBMITTAL OF PROPOSALS
1.5.1 All sealed proposals are due by Thursday, March 6, 2025, by 2:00 P.M. local
time. Responses received after 2:00 p.m. on this day will be considered late & not
accepted. The City does not accept responsibility for delays, natural or otherwise
1.5.2 All proposals submitted to the city become public records unless exempt under
Florida or other law.
1.6 PROPOSAL OPENING
1.6.1 The proposal opening will be held virtually. Proposals will be opened at 2:05 p.m.
local time. Only the NAME of the company that submitted a response to this
Request for Proposal will be read aloud.
1.6.2 Meeting Information:
https://v.ringcentral.com/join/136259113?pw=96e7b3457df176e15b92423dbabea
4df Meeting ID: 136259113
Password: JhzXZgfvah
Or dial:
+1 (650) 419-1505 United States (San Mateo, CA)
Access Code / Meeting ID: 136259113
Dial-in password: 5499943824
1.6.3 All proposals submitted to the city become public records unless exempt under
Florida or other law.
1.6.4 Late proposals will not be opened or announced. Proposers can pick up or pay
for the mailed return of their late, unopened Proposal. If this option is not
exercised within five (5) days of the Proposal Opening date, the late, unopened
Proposal will be disposed
1.6.5 At its sole discretion, the City may reject any and all proposals or accept any
proposal or portion thereof deemed to be whatever is in its best interest and to waive
any non-substantial irregularities.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
25-10-RFP
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LEGAL ADVERTISEMENT
Indian River Press Journal
Date Advertised: Thursday, February 6, 2025
CITY OF SEBASTIAN, FLORIDA
NOTICE TO BIDDERS
25-10-RFP
Disaster Debris Monitoring Services
NOTICE IS HEREBY GIVEN that the City of Sebastian is accepting proposals for Disaster Debris
Monitoring Services. The solicitation document outlining the scope of services is available from
VendorLink (https://www.myvendorlink.com/external/bids).
Proposals are due Thursday, March 6, 2025, 2:00 pm, Local Time.
A non-mandatory pre-proposal meeting will be held on Wednesday, February 19, 2025, at
10:00 a.m. local time, in the Public Works Training Room, Public Works Compound, 505 Airport
Drive W, Sebastian, FL 32958.
Questions are due on Tuesday, February 25, 2025, at 2:00 pm local time. All questions shall be
directed to the Procurement/Contracts Manager, Jessica Graham, CPPB, at 772-388-8231 or by
email at jessgraham@cityofsebastian.org.
###
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TABLE OF CONTENTS
SECTION 1 – INSTRUCTIONS TO BIDDERS 1
LEGAL AD 5
TABLE OF CONTENTS 6
SECTION 2 – SCOPE OF WORK 7
SECTION 3 – EVALUATION PROCEDURE 20
SECTION 4 – SPECIAL CONDITIONS 27
SECTION 5 – GENERAL TERMS AND CONDITIONS 30
SECTION 6 – REQUIRED FORMS 46
• CONTACT INFORMATION SHEET 47
• CORPORATE RESOLUTION 48
• NON-COLLUSION AFFIDAVIT OF PRIME PROPOSER 49
• DRUG-FREE WORKPLACE PROGRAM 50
• CERTIFICATION REGARDING DEBARMENT AND SUSPENSION 51
• CERTIFICATION REGARDING SCRUTINIZED COMPANIES 52
• CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES AFFIDAVIT 53
• CERTIFICATION REGARDING LOBBYING 54
• REFERENCE LIST 55
• SUBCONTRACTOR LIST 56
• ADDENDA ACKNOWLEDGEMENT 57
SECTION 8 – PROPOSAL COST SHEET INSTRUCTIONS 58
ATTACHMENTS
• EXHIBIT A – ELECTRONIC PRICE SHEET
• EXHIBIT B – 2024 FDEP DEBRIS SITE APPROVAL
• EXHIBIT C – DEBRIS REMOVAL CITY OVERVIEW AND ZONE MAP
• EXHIBIT D – DEBRIS REMOVAL STAGING
• EXHIBIT E – CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY
CONTRACTS UNDER FEDERAL AWARDS
• EXHIBIT F – PUBLIC ASSISTANCE PROGRAM AND POLICY GUIDE
• EXHIBIT G - PUBLIC ASSISTANCE DEBRIS MONITORING GUIDE
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SECTION 2 – SCOPE OF WORK
Agency Overview: The City of Sebastian, incorporated on December 8, 1924, is a political
subdivision of the State of Florida. Sebastian is a 13.5-square-mile city with approximately 26,000
residents and 15,000 homes. It is an attractive waterfront community with a quiet, laid-back charm.
2.1 Scope of Work
2.1.1 The City of Sebastian is seeking a contractor to provide debris monitors and debris
monitoring services to assist the City with overseeing the operations of disaster
debris removal and disposal contractor(s). The debris monitoring services to be
provided are contract compliance, supervision, inspection, and coordination of
recovery activities. All debris monitoring activities are to comply with current
FEMA guidance and local, state, and federal regulations.
2.2 Contractor Requirements:
2.2.1 Staffing Plan
2.2.1.1. The Contractor shall include in the response to this RFP a management
plan that will outline how the Contractor proposes to handle the
services, staffing, and equipment necessary to meet the City’s
requirements as outlined in the Scope of Work.
2.2.1.2. The Contractor shall within 24 hours of request for services, submit a
list of personnel to be used for each contracted event. The list will
include names, addresses, phone numbers, cell numbers, and driver’s
license numbers and job assignment areas. The Contractor shall update
the list daily for any changes such as additions or deletions of staff. Any
changes in key personnel such as but not limited to Project Manager
and/or Field Supervisors must be approved by the City.
2.2.1.3. The staffing plan shall consist of the minimum following positions:
A. On-Site Project Manager
B. Debris Monitoring Field Supervisor
C. Debris Loading Site Monitors
D. Debris Tower/Site Monitors
E. Clerical Staff/Data Entry Clerk
F. Certified Maintenance of Traffic (MOT) Staff
a. NOTE: All subcontractors are required to have certified
maintenance of Traffic Staff as well.
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2.2.1.4. The Contractor may use other positions as necessary. All such positions
and applicable hourly rates shall be listed in the cost proposal form.
2.2.1.5. The Contractors hourly rate shall not include travel-related expenses,
such as mileage, meal allowances, hotel rooms, and any other relevant
out-of-pocket expenses. The City shall only reimburse the Contractor's
actual cost for reimbursable expenses which have had prior
authorization, which can include office-related expenses limited to
copying and printing. These reimbursable expenses shall have no
additional mark-ups. Mileage for the Project Manager and/or Field
Monitors must also be listed as a separate reimbursable expense. A log
of all ancillary expenses with receipts must be detailed and billed as
separate line items and shall be submitted with each invoice.
2.2.2 Personnel Requirements and Responsibilities
2.2.2.1. On-Site Project Manager
2.2.2.2. Debris Monitoring Field Supervisor – The Contractor shall provide one
debris monitoring field supervisor. Services shall include, but are not
limited to:
A. Overseeing and supervising loading site and disposal site debris
monitoring activities.
B. Scheduling debris monitoring resources and deployment timing –
communicating and coordinating with City personnel.
C. Providing suggestions to improve the efficiency of the collection
and removal of debris, Coordination of daily activities and future
planning.
D. Contact with debris management/dispatch center or supervisor.
E. Identifying, addressing and troubleshooting any questions or issues
that could affect work area safety and eligibility.
F. Supervising, recording/documenting, and ensuring the accurate
measurement of load hauling compartments and accurately
computing the volume capacity in cubic yards (CY).
G. Documenting the condition of truck hauling compartment
conditions by using digital photographs.
H. Preparing a master log book of all hauling equipment used by the
City’s debris removal contractor(s).
I. Compiling, reconciling, and documenting daily, in an electronic
spreadsheet, all eligible debris hauled by the debris removal
contractor(s).
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2.2.2.3. Debris Monitors – The contractor shall provide trained debris monitoring
personnel to oversee the loading of eligible debris at collection sites and
verification of load capacity and documentation at designated temporary
debris management or final disposal sites. Personnel shall include, but
are not limited to:
2.2.2.4. Debris Loading Site Monitors – to perform on-site, street-level debris
monitoring at all contractor loading sites to verify debris eligibility based
on the monitoring contract requirements and initiate debris removal
documentation utilizing load tickets. Services shall include, but are not
limited to:
A. Monitoring collection activity of trucks.
B. Check and verify information on debris removal operations.
C. Issuing load tickets at the loading site for all loads.
D. Monitor area for safety concerns, ensure traffic control needs are
met and all vehicles and equipment are operated in a safe manner.
E. Ensure all Freon containing appliance are sorted and ready for Freon
removal onsite or transportation for Freon removal off-site prior to
final disposal.
F. Pre-work inspection of areas to identify potential issues such as
covered utility meters, fire hydrants or mail boxes to mitigate
damage from loading equipment.
G. Document damage to utility components, driveways, road surfaces,
private property, vehicles, etc., should it occur, with photographs (if
possible – collect pertinent information and report to field
supervisor).
H. Ensure work area is clear of debris to the specified level before
equipment is moved to new loading area.
I. Monitor and record performance and productivity of debris removal
crew.
J. Contact with debris management/dispatch center or supervisor.
K. Ensure only eligible debris is collected for loading and hauling.
L. Ensure that only debris from approved public areas is loaded for
removal.
M. Ensure all loads are properly contained prior to leaving the loading
area.
N. Performing other duties as assigned by the Project Manager or
designated debris management personnel.
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2.2.2.5. Debris Tower/Site Monitors – The Contractor shall provide debris tower
and site monitors to verify estimated quantities of eligible debris hauled
by contractor trucks and documented on load tickets. Services shall
include, but are not limited to:
A. Accurately measure load hauling compartments and compute
volume capacity in CY for all contractor trucks and trailers prior to
commencement of hauling operations.
B. Document measurements and computations – complete log of
contract hauler’s cubic yardage and other record keeping as required
on the load ticket.
C. Initial each load ticket before admitting trucks to proceed from the
check-in area to the tipping area.
D. Contact with debris management/dispatch center or supervisor.
E. Performing other duties as assigned by the dispatch/staging
operation, Project Manager, or designated debris management
personnel.
2.2.2.6. Clerical Staff/Data Entry Clerk – The contractor shall provide clerical
staff/data entry clerk(s). Services shall include, but are not limited to:
A. Entering load tickets information into the contractor’s information
management system.
B. Providing daily, weekly, or other periodic reports in an electronic
format for City personnel noting work progress and efficiency,
current/revised estimates, project completion, and other schedule
forecasts/updates.
2.2.3 The Contractor shall be responsible for travel, per diem, housing, and meals for all
of its employees and/or subcontractors. The Contractor will also be responsible for
providing temporary office space for conducting its work responsibilities for this
project.
2.2.4 Debris Removal Contractor Truck Certification
2.2.4.1. The contractor will establish a team of individuals who will inspect and
certify vehicles for hauling disaster-related debris in accordance with
FEMA guidelines. A certificate sheet with measurements, photos, and
calculations documenting the truck's capacity must be kept for load
rating and ticket auditing. Summary books must be kept at the
TDSRS/disposal site for quality control.
2.2.5 Public Information Support
2.2.5.1. The Contractor may be asked to assist the City with public outreach
following a disaster event as it relates to debris recovery efforts. Tasks
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may include assisting with press releases, public notices, and other public
information functions.
2.3 Pre-Event Requirements
2.3.1 Contractor will provide assistance in preparation for disasters through participation
in meetings, workshops, and the establishment of data management and other
integrated systems.
2.3.2 Contractors will, at no cost to the City:
2.3.2.1. Provide City personnel with a half-day debris management training
session. The training program must, at a minimum, meet the training
requirements for debris monitoring as outlined by current FEMA debris
management guidance.
2.3.2.2. Provide a list of key personnel and subcontractors that may be involved
in the disaster debris monitoring activities to include cell phone numbers
and email addresses.
2.3.2.3. Participate in annual workshops or planning meetings with City
representatives and debris hauling and disposal contractor(s) to
establish/review applicable policies and procedures.
2.4 Deployment
2.4.1 The initial response shall be deemed as having a Contractor’s representative
physically present at the City Public Works Compound within twelve (12) hours
after notification of need. The contractor must be prepared to deploy debris
monitoring within 24 hours of the notice to proceed.
2.4.2 When additional debris monitoring is needed to meet the requirements of the
monitoring contract, the contractor shall be prepared to increase the number of
debris monitors for the City to utilize as needed.
2.4.3 All payments under the contract resulting from the Request for Proposal shall be
made only for services requested and approved by the City. No retainer shall be
paid to keep the contract in effect.
2.4.4 The administrative process when work assignments are issued will be as follows:
2.4.4.1. City staff will meet with the Contractor to review the assignment and
describe the scope of services required.
2.4.4.2. The contractor will prepare a detailed scope of services and a timetable
for completing various phases. The contractor will also calculate fees
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based on the approved hourly rates. These documents will be submitted
to the City for review and approval.
2.4.4.3. Once the City accepts, City staff will issue a Purchase Order (or Work
Request) and a Notice to Proceed. A purchase order will be issued for
each work assignment to monitor and track budget and project funds. The
fee computation will be considered a limiting amount and will not be
exceeded without subsequent approval by the City.
2.5 Debris Processing activities include, but are not limited to:
2.5.1 Temporary Debris Staging and Reduction Site (TDSRS)
2.5.1.1. The City has two pre-approved DMS locations at the Sebastian
Municipal Airport. These two sites will be activated in the event of an
approaching storm, and the City will obtain the approval letters from the
DEP to open these Debris Management Sites (DMS) at the Sebastian
Airport.
2.5.1.2. The Debris Monitoring Team, as assigned by the City, will determine the
minimum number of sites required for each storm event. The City will
designate the TDSRS to be activated.
2.5.1.3. Preparation, maintenance, and operation of the DMS facilities are
entirely the Contractor's responsibility.
2.5.1.4. Preparation and maintenance of facilities shall include maintenance of
the DMS approach and interior road(s) for the entire period of debris
hauling, including provision of rock for any roads that require
stabilization for ingress and egress. Each facility shall include an
inspection tower or lift sufficient for a minimum of three (3) inspectors
to inspect all incoming and exiting loads. The contractor will be
responsible for obtaining any required permits, which shall be paid for
by the City. At the City's discretion, owned rights of way or other entity-
owned property could be provided to temporarily store debris.
2.5.1.5. The contractor shall coordinate the logistics of the site to ensure efficient
traffic flow, including Maintenance of Traffic (MOT), and proper
handling of load tickets that record FEMA data (such as, but not limited
to, vehicle fullness and type of waste). Note, if this service is contracted
out, the contractor must ensure their subcontractor has certified
maintenance of traffic staff.
2.5.1.6. The Contractor shall observe all vehicles entering and exiting the TDSRS
sites ensuring all vehicles are in good repair and safe with secure side
boards. No vehicles will be allowed to enter a TDSRS site without a
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tailgate. The Contractor shall provide verification that all sites have
access control and security.
2.5.1.7. The Contractor, through the TDSRS site monitoring, shall monitor
hauling vehicles to determine fullness, type of waste, and point of origin.
This certification process may include developing certification forms and
documents to accurately measure the cubic yard volume to the nearest
cubic yard of each vehicle.
2.5.1.8. The City will ensure the debris removal contractor provides
information on their Fleet which shall contain photographs of each
vehicle, vehicle number and type of vehicle, and volume capacity
calculation. The Contractor will maintain these documents
throug hout the event and provide updated documents to the City, if
applicable, upon project completion. The Contractor shall be required
to continuously update the Collection Fleet documents as the Debris
Contractor adds or deletes vehicles from the collection f leet, or when
measurement calculations are modified through the random
verification process. TDSR S Monitors shall perform random volume
capacity collection vehicle verifications once every two (2) weeks on
all vehicles.
2.5.1.9. When a TDSRS Site Monitor signs a vehicle certification or load
ticket, he or she is certifying that ALL information on the document
is completed and the volumes/measurements are correct. The Site
Monitor should not sign or accept any partially completed
information. Only 100 perc ent complete tickets will be paid by the
City. Additionally, the Site Monitor shall, at a minimum, daily
calibrate his or her debris removal vehicle load determinations with
the FEMA tower monitors.
2.5.1.10. The Contractor shall:
A. Monitor incoming debris to City’s designated TDSRS sites.
B. Ensure all TDSRS site deliveries are documented with properly
completed load tickets (this includes an incoming tower monitor to
estimate the quantity of debris by cubic yards at the site, using City
and FEMA protocols).
C. Randomly measure and verify truck capacity calculations.
D. Classify debris by FEMA and City protocols.
E. Help direct traffic to proper locations.
F. TDSRS exit tower monitor to ascertain trucks leaving site are
empty.
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G. Report and document trucks with unsecured loads, protruding debris
or other unsafe transport or driving practices.
H. Report safety or other hazard situations to the City.
I. Monitoring type of waste prior to entering TDSRS sites.
J. Ensure waste is placed in proper location.
K. Estimate the volume of loads on percentage basis of debris collection
vehicles.
L. Certifying the completeness of all load tickets that enter into the
TDSRS site.
2.5.2 Load Tickets
2.5.2.1. The contractor must provide load tickets acceptable to FEMA and other
Federal and State reimbursement agencies to track and document the
removal and management of all eligible debris. The contractor must
ensure that the load tickets meet the latest requirements of FEMA and
other Federal and State reimbursement agencies. The contractor must
retain original tickets in hardcopy or electronically in an acceptable
format on behalf of the City of Sebastian, which is submitted to the City
at the end of the debris collection. Copies of completed load tickets must
be retained by the hauling contractor, vehicle driver, subcontractor, and
debris removal contractor throughout the collection period.
2.5.2.2. The contractor shall use load tickets that provide real-time and automated
reporting for all eligible debris. The contractor shall ensure that load
tickets meet the requirements of FEMA and all other Federal or State
reimbursement agencies.
2.5.2.3. The contractor shall be responsible for retaining completed load tickets
in a master electronic file and providing a summary spreadsheet
identifying each truck and ticket.
2.5.2.4. The contractor shall document all recovery work to ensure that proper
records are maintained for load tickets and recovery costs for
reimbursement purposes. This shall also include any photographs, GPS
locations and/or any other means of confirming debris load information
for reimbursement purposes.
2.5.2.5. Contractor shall be responsible for collecting, auditing for completeness
and accuracy, tabulating and operating debris disposal data and vehicle
certification, project records, photos, and load manifest throughout the
debris collection period to meet FEMA, Federal, State, and local
reimbursement requirements, and subsequent audits. The contractor will
be responsible for leading the City in the preparation of reports necessary
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for reimbursement with FEMA, FWHA, State, and other applicable
agencies.
2.5.2.6. Contractor shall provide daily reports throughout the disaster collection
and recovery effort, including updates for the daily team briefing
meetings, report on the review and validation of the DRC cubic
yard/tonnage reports, the number of trucks and volumes (tonnage) of
debris collected at each of the two city’s TDSRS, as well as a total daily
collection and a final report following the completion of the debris
recovery operation which will meet FEMA PA requirements.
2.5.2.7. The contractor shall retain all documentation, including financial and
program records, to justify the charge and cost the hauler operation
incurred in performing the collection work for at least three years
following the final payment by the City, as required by FEMA Public
Assistance reimbursement per the FEMA Public Assistance Program and
Policy Guide. The City shall have access to such records and documents
as required for inspection and audits.
2.5.2.8. The contractor shall assist the City in preparing reports necessary for
reimbursement by FEMA, FHWA, and any other applicable Federal,
State, or local agencies.
2.5.2.9. Contractor shall provide daily reports throughout the disaster event,
including updates for the daily briefing meetings; reports on the review
and validation of the DRC; cubic yard/tonnage reports that provide the
number of trucks and volume/tonnage of debris received at each TDSRS
as well as a total for all TDSRS; and a final report following completion
of debris recovery operations.
2.5.2.10. Contractor shall meet and follow the debris monitoring requirements
identified in the latest FEMA Public Assistance Debris Monitoring
Guide dated March 2021.
2.5.2.11. The Contractor shall retain records as specified by Exhibit E.
2.5.3 Load Ticket Process
2.5.3.1. The Debris Removal Contractor shall not be permitted to unload the
debris at a TDSRS/dump site without an approved Load Ticket supplied
by their assigned monitor.
2.5.3.2. The Contractor shall not receive a Load Ticket for any loads not observed
by a Load Site Monitor during loading without the approval of the City
of Sebastian.
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2.6 Documentation Management and Support activities include, but are not limited to:
2.6.1 Assisting the City in preparation of FEMA and State reports for reimbursement,
including training of City/Department employees and review of documentation
prior to submittal.
2.6.2 Working closely with County and State Emergency Management, FEMA, and other
agencies to ensure that debris collection, debris disposition and all supporting data
meet each agency’s requirements for reimbursement eligibility.
2.7 Subcontractors
2.7.1 The contractor shall perform with its own organization contract work amounting to
not less than 30 percent (or a greater percentage if specified elsewhere in the
contract) of the total original contract price, excluding any specialty items
designated by the City.
2.7.2 The contractor shall provide the City with an updated list of all subcontractors
including phone numbers of contact personnel.
2.7.3 Prior to the City assigning work, the Contractor shall provide the City with an
affidavit from each subcontractor stating there is a signed contract between the
Contractor and subcontractor.
2.7.4 The City may, at its discretion, limit the number of subcontract firms’ workers
under the prime or sub-prime contractor at its sole discretion to ensure safety and
quality of work provided.
2.7.5 In its proposal to the City, the Contractor will provide information as to what
percentage of work described herein will be subcontracted.
2.8 Post-Event Requirements
2.8.1 The Contractor will assist with load inspections for storm debris cleanup being
performed by one or more debris hauling and disposal contractors or City agencies.
2.8.2 The Contractor shall supply sufficient number of trained debris monitors and
trained field supervisors to accommodate the volume of debris to be removed at
loading sites and debris management sites or final disposal sites.
2.8.3 The Contractor shall remove and replace employees upon notice from the City for
conduct or actions not in compliance with the contract.
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2.9 Contractor Minimum Qualifications
2.9.1 No contract will be awarded to any proposer who, as determined by the CITY, has
an unsatisfactory performance record, inadequate experience, lack of organization,
labor, and equipment to perform the required services, and is in arrears to the CITY
on a debt or contract or is a defaulter on surety to the CITY or whether the
proposer’s taxes or assessments are delinquent. The City has the right to disqualify
any proposer who does not meet any or all qualifications necessary as determined
by the City.
2.9.2 Contractor must have at least 5 years of verifiable experience performing similar
projects of similar size, scope, and complexity for government (local or federal)
agencies, and the Contractor must have an office within the state of Florida.
2.9.3 If the proposer’s business is located in Sebastian, FL, or Indian River County, they
must provide a copy of their business tax receipt.
2.10 Insurance
2.10.1 The City of Sebastian is to be specifically included as an additional insured on all
insurance certificates (except Worker's Compensation). Waiver of Subrogation is
required for Commercial General Liability and Automobile Liability. A renewal
certificate shall be issued thirty (30) days before said expiration date. The certificate
shall provide a thirty (30) day notification clause in the event of cancellation or
modification to the policy.
2.10.2 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.
2.10.3 The certificate holder shall read:
City Of Sebastian
1225 Main Street
Sebastian, FL 32958
2.10.4 Minimum coverage with limits and provisions are as follows:
2.10.4.1. Commercial General Liability: The contractor shall provide Commercial
General Liability insurance. This shall include premises/operations,
personal & advertising injury, products, completed operations,
contractual liability, specifically confirming and ensuring the
indemnification and hold harmless clause of the contract. This insurance
policy shall be considered primary to and not contributing to any
insurance the City maintains. It shall name the City as an additional
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insured with a waiver of subrogation noted on the Certificate of Liability.
The policy of insurance shall be written on an “occurrence” form.
2.10.4.2. The contractor shall obtain insurance which shall at least meet the
following minimum limits:
• Per Occurrence: $1,000,000
• General Aggregate: $2,000,000
2.10.4.3. Business Automobile: The contractor shall provide Business Coverage
Automobile Insurance, which shall protect the contractor from claims for
damage for personal injury, bodily injury including accidental death, as
well as claims for property damages which may arise from operations
under this contract whether such operations are by himself or by anyone
directly or indirectly employed by him. Coverage shall include owned,
non-owned, hired and rented vehicles.
The contractor shall obtain insurance which shall at least meet the
following minimum limits:
• Bodily Injury and Property Damage:
o Combined Single Limit (each Accident):
$1,000,000.00
2.10.4.4. Workers' Compensation: The contractor 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 Contractor shall obtain insurance which shall at least meet the
following minimum limits:
• State Worker’s Compensation: Statutory
• Employer’s Liability:
o $1,000,000.00Each Accident
o $1,000,000.00 Disease, Policy Limit
o $1,000,000.00 Disease, Each Employee
2.10.4.5. Umbrella/ Excess Liability: The contractor 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 the contractor has
$2,000,000 General Aggregate under the Commercial General Liability
Policy. *
2.10.4.6. Professional Liability Insurance or Errors and Omissions Insurance: The
Successful Firm shall provide professional liability insurance or Errors
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and Omissions Insurance. The deductible for each claim may not exceed
$5,000.00. The contractor represents it is financially responsible for the
deductible amount.
The contractor shall obtain insurance which shall at least meet the
following minimum limits:
• Each Claim: $1,000,000.00
• Annual Aggregate: 2,000,000.00
2.10.5 An endorsement to the Commercial General Liability or Automobile Liability
policy, covering Contractor’s or subcontractor’s 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.
2.10.6 The Contractor shall declare any self-insured retention or deductible amount over
$5,000 for any policy. The City reserves the right to reject any self-insured retention
or deductible over $5,000.
2.10.7 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 3 – EVALUATION PROCEDURE
3.1 The City intends that all responsive and responsible proposers responding to this RFP will
be ranked in accordance with the criteria established in these documents.
3.2 Proposals shall include all information solicited in this RFP. Proposers will provide their
best price 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.
3.3 The evaluation committee will not assign weights for cost. The Procurement Division will
score cost based on the criteria in 3.9. During the evaluation process and at the sole
discretion of the City, requests for clarification of one or more proposer submittals may be
conducted. The City may perform this request for clarification in a written format or
through scheduled oral interviews. Such clarification requests will allow proposers to
answer any questions the City may have about a proposer’s submittal. After written
clarification is completed, the Committee members can revise their individual scores for
the non-price factors.
3.4 An adjectival-based scoring system shall be applied to the qualification criteria throughout
the evaluation process to evaluate 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.
3.5 Committee members will score the Proposer’s response in accordance with the following
scale:
Weighted
Value Description
0
“Non-Responsive”: No information was provided for the specific
criteria, and the proposal failed to address the requirements. No
documentation was provided.
1 “Insufficient Evidence”: The proposal is lacking or inadequate in
most basic requirements for the specific criteria
2 “Partial/Basic Evidence”: The proposal meets many basic
requirements for the specific criteria but lacks some essential aspects.
3
“Sufficient Evidence”: The proposal adequately meets the minimum
requirements of the specific criteria and is generally capable of
meeting the City’s needs.
4 “High-Level Evidence”: The 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
sections listed below equals the total score for that section.
(EXAMPLE: Maximum score of 4 X’s weighted value of 10 = Maximum of 40 Points).
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3.6 Proposers submitting the required criteria will have their proposals evaluated by an
evaluation team and scored based on proposal criteria factors, including, but not limited to,
the ability of the professional personnel, past performance, willingness to meet time
requirements, and recent, current, and projected workloads.
3.7 Proposal Requirements
3.7.1. Pages should be sequentially numbered at the bottom of the page.
3.7.2. Proposals should be concise and provide only the information requested. Additional
data will not be considered.
3.7.3. The Proposal shall be limited to fifty (50) pages (Not including the required forms
listed in Tab 1 or the Required Tabs). Any responses exceeding fifty (50) pages,
not including the required forms or tabs, may be considered non-responsive and not
considered for award.
3.8 Proposal Submittal Format
Proposers shall include the following information in their written response document.
3.8.1. Title Page: (Non-scored) - The title page should show the request for the 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.
3.8.2. TAB 1 – Transmittal Letter: (Non-scored)
3.8.2.1. The response shall contain a cover letter by a person authorized to
commit the Firm to perform the work included in the proposal. It 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, include a statement that they are
financially capable of performing the scope of work required for this
project, and provide a brief discussion about the Firm’s business history
in the marketplace.
3.8.3. TAB 2 – Table of contents: (Non-scored) - The Table of Contents shall list all
major topics, their associated section number, and the starting page.
3.8.4. TAB 3 - Mandatory Forms: (Non-scored)
3.8.4.1. Required Forms
• Contact Information Sheet
• Corporate Resolution (If applicable)
• Non-Collusion Affidavit Form
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• Drug-Free Workplace Program
• Certification Regarding Debarment and Suspension
• Certification Regarding Lobbying
• Certification Regarding Scrutinized Companies
• Reference List
• Subcontractor List
• Addenda Acknowledgement
3.8.5. TAB 4 – Summary of Qualifications: (maximum 4 x 8 = maximum 32 points)
3.8.5.1. Business History – provide a brief history of the company’s
background. Include, at a minimum, a general description of work
performed by the company, the date the company was established, the
number of years the owner has worked in this business area, and the
physical location of the facility servicing this account.
3.8.5.2. 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 strategic planning and
coordination for those listed as the proposed team. Limited to one page.
3.8.5.3. Key Personnel – indicate specifically the 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.
3.8.5.4. Provide documentation that demonstrates the firm’s knowledge of
Federal, State, and local laws and regulations governing this type of
work and familiarity with FEMA, NRS, FHWA, FDOT, FDEP, FFWC,
and other Federal, State, and local regulatory agencies.
3.8.5.5. Describe the firm’s experience and success in filling and receiving
Federal (FEMA, FHWA, etc.) and State reimbursements for disaster
recovery work.
3.8.6. TAB 5 – Technical Approach: (maximum 4 x 5 = maximum 20)
3.8.6.1. Management Plan – provide a management plan for each work category
describing actions for disaster-generating debris such as those found in
a category three storm. At a minimum, the plan shall include:
• Operational plans for monitoring debris recovery and TDSRS to
ensure FEMA guidelines are met and to provide adequate fraud
protection for the City.
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• Procedures for documentation and verification functions.
• An organizational chart noting supervisory and other key personnel,
the team, and project management structure, and the ratio of
supervisors to field staff.
3.8.6.2. Subcontractors - provide a subcontractor list and outline a plan for using
local participation as subcontractors. Discuss including small and
minority businesses.
3.8.6.3. Load Ticket – provide a sample load ticket that incorporates City’s
requirements.
3.8.6.4. Invoicing/Auditing – discuss your firms ability to track and record all
work for invoicing and auditing purposes.
3.8.6.5. The proposed technical approach should enable the City to assess the
Proposer’s capability to perform requested services in a structured and
efficient manner.
3.8.7. Tab 6 – Resources & Availability: (maximum 4 x 5 = 20 points)
3.8.7.1. Estimate of the Proposers current workload and future commitments to
other disaster monitoring contracts both in man-hours per year and as a
percentage of total workload for all key project personnel.
3.8.7.2. List all current contractual obligations within Florida for similar disaster
monitoring services and consultant’s management and supervisory
personnel assigned to or proposed for each contract. The Proposer
should explain its plan for managing multiple contracts in the event of
a regional or statewide disaster and the company’s ability to respond to
the City with the full force of manpower committed to its proposal.
3.8.7.3. Narrative of financial capability and resources.
3.8.8. Tab 7 – Past Performance: (maximum 4 x 2 = 8 points)
3.8.8.1. Description, references and contact information for at least three (3)
full-service Disaster Debris Monitoring contracts in which the Proposer,
or principals assigned the project, successfully performed work as the
primary contractor. Preferably, references should be United States
government entities and have populations of at least 110,000 residents.
3.8.8.2. List of all government agencies in Florida for which it provided disaster
debris monitoring services within the last five (5) years. Proposer
should note whether it was part of a joint venture and if it was the
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primary or secondary consultant. Proposer should provide the following
information for each agency: government agency name; address;
contact person; phone; and e-mail; contract term; performance period;
cubic yards monitored during each year; and a brief description of the
work completed. Using the form enclosed (page 31) or on Proposer’s
form, containing the same information, provide list of references,
preferable in the southeastern United States. NOTE: The City may, at
its sole discretion, require a complete list of customers from proposer(s)
being considered for award. At the discretion of the Evaluation Team,
the Procurement Chairman 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.
3.8.8.3. List of all closed, active, and pending FEMA disputes, audits, or
lawsuits, and the judgment or outcome of each, involving the
corporation, partnership or individuals with more than ten percent
(10%) interest that are related to the services to be provided under this
RFP.
3.8.8.4. List and explanation of all unrecovered FEMA reimbursements that
occurred on Disaster Debris Monitoring projects for which the Proposer
served as the primary consultant.
3.8.8.5. 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
different phases of the evaluation process. Consideration of responses
received from reference checks may be given during the final selection
process.
3.9 Cost Proposal: (maximum 4 x 5 = maximum 20 points)
3.9.1. Cost Proposals will be scored by the Procurement Division.
3.9.2. Provide cost proposal in a separate PDF labeled “25-10-RFP Cost Proposal”.
3.9.2.1. Cost Proposal (see Section 6 of this solicitation) shall be emailed to
JessGraham@cityofsebastian.org.
3.9.2.2. DO NOT upload your cost proposal to VendorLink.
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3.9.2.3. Failure to follow these directions may result in your proposal being
marked non-responsive.
3.9.3. Calculation of points for cost will be completed as described in the following
EXAMPLE.
Proposal
Cost
Lowest
Cost
Proposed
% of Low
(Low
proposal/Proposal
Cost)
Multiplier
Total Points
Assigned
(% of Low *
Multiplier)
Company A $100,000 $100,000 100% 20 20
Company B $108,000 $100,000 92.6% 20 18.52
Company C $120,000 $100,000 83.3% 20 16.66
3.10 Selection & Award Process
The Evaluation Team will evaluate each written Qualification submittal based on the criteria
in the RFP.
Evaluation Criteria Total Possible
Points
Tab #4 – Summary of Qualifications 32
Tab #5 – Technical Approach 20
Tab #6 – Resources & Availability 20
Tab #7 – Past Performance 8
Cost Proposal 20
MAXIMUM POSSIBLE POINTS 100
MBE/WBE/DBE Business
(only used in the event for a tie to the highest total
points)
5
3.11 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 to clarify the solicitation requirements, assure full understanding of and
conformance to them, and clarify the firms’ qualifications. Should the Evaluation Team (E-
Team) request oral discussions/interviews, the following procedures will apply.
3.12 Oral Discussions/Interviews (maximum 100 points)
3.12.1. The short-listed firms will receive written questions from the Evaluation Team. The
Evaluation Team will conduct oral discussions with the short-listed Firms. The
Evaluation Team will then score the Firms.
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3.12.2. Oral discussions/interviews or presentations are exempt from Public Meeting
requirements (Section 286.011, Florida Statutes). They will provide an opportunity
for the Firm to demonstrate its ability to use time efficiently, effectively, and
economically.
3.12.3. 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 the proposers via notifications.
3.12.4. 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
Information presented in the oral discussions related to
Firm Staff. 35
Information presented in the oral discussions related to
Firm Experience. 40
Information presented in the oral discussions related to
Firm Approach/Capabilities. 25
3.12.5. The Evaluation Team will complete its final scores for oral/discussions
presentations for short-listed firms.
3.12.6. The Chairman (Procurement/Contracts Manager) will complete the final
Evaluation Team scores. The Procurement/Contracts Manager reserves the right to
request additional analysis/review by the Evaluation Team if he/she deems
additional evaluation warranted.
3.12.7. 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 enter
negotiations and award contracts with the selected proposer(s).
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SECTION 4 - SPECIAL CONDITIONS
4.1 AWARD
This RFP will generally be awarded to the most responsive and responsible proposer(s) who
scores the highest number of points; however, the City reserves the right to award to
whomever they wish or to accept or reject any or all proposals submitted in whole or in part,
and to cancel this RFP and re-solicit or not re-solicit as determined to be in the City’s best
interests. The City also reserves the right to select a proposer without shortlisting or
requesting oral presentations. The establishment, application and interpretation of the
evaluation criteria above shall be solely within the discretion of the City.
4.2 LENGTH OF CONTRACT AND RENEWAL
This solicitation establishes a contract for two (2) years with three (3) one-year renewal
options. In the event supplied services are scheduled to end due to the expiration of the
contract, the contractor, if requested by the CITY and at the mutual written agreement of
both parties, will continue performing services as needed beyond the existing contract
expiration date. The awarded contractor shall be compensated at the rate(s) in effect when
the contract extension amendment is executed by both parties unless otherwise agreed to by
the CITY.
4.3 NOTICE TO PROCEED
The contractor shall not commence any work, nor enter a worksite until a written Notice to
Proceed (NTP) directing the awarded proposer to proceed with the Work has been issued
by the City.
4.4 PERFORMANCE AND PAYMENT BONDS
4.4.1. This is a Stand-By/Pre-Event Agreement. Upon activation of the Stand-By/Pre-
Event Agreement, the City shall issue a Notice to Proceed, which will provide an
estimated cost, term, and Performance and Payment Bond requirements. The City
reserves the right to waive the Performance and Payment Bond requirements.
Within seventy-two (72) hours of a written “Notice to Proceed” by the City, the
Proposer must provide the recorded bonds to the City, if required. No
commencement of work shall be authorized by the City without receipt of the
Performance and Payment Bond or alternative security if required.
4.4.2. The Performance and Payment Bond shall be submitted in the form of a Payment
and Performance Bond; in the amount of one hundred percent (100%) of the Notice
to Proceed estimated cost, made payable to the City of Casselberry, issued by a
surety firm and through a reputable and responsible surety bond agency licensed to
do business in the State of Florida.
4.4.3. The Bond will guarantee the completion of the Work covered by the Contract
Documents as well as the payment of all suppliers, Subcontractors, and the
Contractor’s workforce. The Bond(s) shall not contain a provision allowing the
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Surety(s) to cancel the Bonds prior to the full Completion of the Contract, including
the option to renew years. (Sample Forms are provided for information purposes.)
4.4.4. The bond (s) shall be provided by a surety company authorized to do business in
the state of Florida, and approved by the city manager and city attorney. In lieu of
a bond(s) the contractor may furnish as security in favor of the City a certified
check, a cashier’s check or an irrevocable letter of credit.
4.4.5. The check or letter of credit shall be drawn on or issued by a bank authorized to do
business in the state of Florida. The form of the check or letter or credit must be
approved by the city manager and city attorney.
4.4.6. Attorneys-in-fact who sign bonds must file with each bond a certified and effective
dated copy of their power of attorney. Surety companies executing bonds must
appear on the Treasury Department’s most current list (Circular 570 as amended),
and be authorized to transact business in the state of Florida.
4.5 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 RFP 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 the price, or terminate the work in accordance with the provisions of
the RFP terms and conditions.
4.6 QUANTITIES
Any quantities identified in this RFP are estimates only and in no way obligate the City to
purchase these amounts. The City reserves the right to re-negotiate prices if, at any time
during the term of the agreement, the City purchases more than the estimated quantities in
this RFP.
4.7 PROTECTION OF PERSONS AND PROPERTY
While performing services for the City of Sebastian, the awarded contractor shall be
responsible for any damage to the City of Sebastian property, personal property, or visitor
property due to any negligence by the contractor, their employees, or other agents. The
contractor must reasonably attempt to avoid damage to the City or private property under
all conditions. The awarded contractor agrees to repair or replace, at its own expense, any
damage caused by the awarded contractor, their employees, or their agents. The contractor
must not drive or park equipment on grass, sidewalks, or patios. If concerns are raised about
excessively wet conditions in grassy areas, the contractor must contact the project manager
for recommendations or workarounds before commencing the work. Any damages,
including damage to finished surfaces and spilled liquids, resulting from the performance
of the Agreement shall be repaired and cleaned to the project manager's satisfaction. Any
public or private property damaged by the contractor or a representative during the services
shall be repaired or replaced to the project manager's satisfaction at no cost to the City. The
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project shall not be considered complete until incurred damages, if any, have been repaired
and the work site is cleaned to the project manager's satisfaction.
4.8 REMOVAL OF DEBRIS
The contractor shall keep the worksite free and clear of rubbish and debris at all times during
the performance of services. Any material or waste generated by the contractor or its
employees, agents, and Subcontractors shall be removed and disposed of by the contractor
at its expense to the satisfaction of the City. The contractor assumes all liability for accidents
that may occur due to debris, equipment, tools, and worksite hazards.
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SECTION 5 – GENERAL TERMS AND CONDITION
5.1 DEFINITIONS
5.1.1. Request for Proposal (”RFP”): This solicitation document, including any and all
addenda.
5.1.2. City: Refers to the City of Sebastian.
5.1.3. Days: Refers to calendar days, unless otherwise stated.
5.1.4. 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.
5.1.5. Contractor: Selected proposer awarded a contract to provide the goods or services
to the City.
5.1.6. Proposal: Submission in response to this RFP.
5.1.7. Proposer: Contractor submitting a response to this RFP, “pre-award”.
5.1.8. Responsible Proposer: Proposer with integrity, reliability, and capability to fulfill
the contract requirement stated in the RFP.
5.1.9. Responsive Proposer: Proposer whose proposal fully conforms in all material
respects to the RFP and its entire requirement, including form and substance.
5.1.10. Shall, Must, and Will: Interpreted as mandatory language.
5.2 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 to release, award, and implement a
replacement agreement for the commodities or contractual services provided in this RFP.
Such extension shall be based on the same prices, terms, and conditions this RFP outlines.
5.3 CANCELLATION
The City reserves the right to cancel this RFP, in whole or in part, when it is in its best
interest. Notice of cancellation will be posted on VendorLink.
5.4 RFP GUARANTEE
RFP submittals may not be withdrawn after the due date. The proposer shall warrant that
the unit prices, terms, and conditions quoted in the RFP are for a period of not less than
ninety (90) days from the solicitation opening date and shall remain in effect for the contract
period.
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5.5 PROPOSAL SUBMISSION
5.5.1. All proposals must be submitted via VendorLink electronically
https://www.myvendorlink.com/.
5.5.2. Proposals are due on the date and time indicated on the cover page or as amended
by an addendum issued by procurement.
5.5.3. The Contractor is responsible for ensuring their response is submitted through
VendorLink by the time and date specified in the solicitation or subsequent
addenda. The City shall not be responsible for delays caused by any occurrence.
5.5.4. Electronic submissions may require the uploading of attachments. All documents
should be attached as separate files. Attachments containing embedded documents
or proprietary file extensions are prohibited. The bidder is responsible for ensuring
that its proposal, including all attachments, is uploaded successfully.
5.5.5. Submittals sent by mail, facsimile, electronic mail, telephone, or any other
means not specified herein will not be accepted.
5.5.6. Late proposals cannot be submitted and will not be accepted. Proposers are
cautioned to allow sufficient time to submit bids and upload attachments. Any
technical issues must be submitted to VendorLink by emailing
support@evendorlink.com. The City cannot assist with technical issues regarding
submittals and will not be responsible for delays caused by technical or other issues.
5.6 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.
5.7 INTERPRETATION OF RFP DOCUMENT
No interpretation of the meaning of this RFP 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 RFP, 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 RFP title, and RFP number.
Interpretation of the RFP, clarification of proposal specifications, and changes to the RFP
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 RFP protest proceedings. Proposers are advised that no other
source is authorized to interpret, explain, clarify or give information regarding the RFP
documents. Written addenda shall be signed by the proposer and returned with the proposal.
Failure to return such addenda may constitute cause for rejection of a proposal.
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5.8 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 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
SEBASTIAN, 1225 MAIN STREET, SEBASTIAN, FLORIDA 32958.
5.9 NON-COLLUSION
By submitting a proposal, the 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. The proposer further certifies that the 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
or return of proposers’ materials (as applicable) and the removal of the RFP from the list(s).
5.10 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. Please submit to the City all information on
any potential conflict of interest related to the provision of the goods or services requested
in this Solicitation.
The term “conflict of interest” refers to situations in which financial or other personal
considerations 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
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performance of the resulting contract, the Agreement shall be subject to immediate
termination by the City.
5.11 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 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.
5.11.1. 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.
5.11.2. 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.
5.11.3. 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.
5.12 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
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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.
5.13 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 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.
5.14 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.
5.15 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
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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.
5.16 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.
5.17 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 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.
5.18 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:
5.18.1. A predecessor or successor of a person or corporation convicted of a public entity
crime, or
5.18.2. 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
5.18.3. 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.
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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.
5.19 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.
5.20 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.
5.21 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.
5.22 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.
a) Name of the business organization as specified on the Contract between City and
Contractor
b) Date of invoice
c) Contractor’s invoice number
d) Contractor’s federal identification number on file with the state
e) City purchase order number and solicitation number
f) Unit price of the goods, services or property provided
g) Extended total price of the goods, services or property
h) Applicable discounts
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i) Description of provided goods or services
j) Quantity of provided goods or services
k) Date(s) of delivery of provided goods or services
l) Location provided goods or services were delivered
m) All Load Tickets from the landfill and debris hauling
Any invoice submitted as a result of the award of this RFP 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 proposal subject to an agreement
maximum or not to exceed amount. Failure to submit invoices in the prescribed manner will
delay payment.
5.23 DIRECT PURCHASES
The City, as a holder of a current Consumer’s Certificate of Exemption, reserves the right
to make direct purchases of any materials and/or equipment included in the project to
achieve sales tax savings. The City shall coordinate such purchases with the Contractor. To
the extent requested by the City, the Contractor will be responsible for coordinating the
delivery, safekeeping, protection, insuring (as to those items that will be installed by
Contractor), inspection, installation and testing of any materials purchased by the City, and
for the management and administration of any warranty claims pertaining to such materials
and equipment. Furthermore, furnished and installed materials directly purchased by the
City will be deducted from the Contractor’s Guaranteed Maximum Price (GMP). Contractor
shall provide a bid that includes all costs to complete the project.
5.24 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
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.
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5.25 PRICE ADJUSTMENTS
5.25.1. In the event of unforeseen circumstances that directly impact the goods/services
provided under this bid, the City of Sebastian will consider a price adjustment
request. Upon receipt of the Contractor’s written request for a price adjustment, the
City may allow an escalation equal to the Southeaster Consumer Price Index as of
May 1st of that current year, not to exceed 3% of that current year’s annual contract
price.
5.25.2. The Contractor shall submit the price request to the Procurement Division thirty
(30) calendar days before the requested effective increase date. The City may
approve a price increase at its sole discretion.
5.25.3. Any purchase order issued before the approval of the price increase will not be
modified.
5.25.4. The contractor shall only be entitled to an automatic increase in labor rates due to
minimum wage increases if providing a request for adjustment at least 30 days
before the effective change.
5.26 CHANGE ORDERS
5.26.1. Without invalidating the contract documents, and without notice to the surety, the
City of Sebastian reserves the right to make increases, decreases or other changes
in the character or quantity of the work under the bid and contract documents as
may be considered necessary or desirable to complete the work in a manner
satisfactory to the City of Sebastian. The City reserves the right to order changes
which may result in additions to or reductions from the amount, type or value of
the work shown in the bid or contract documents, provided that they are within the
general scope of the bid documents or contract documents.
5.26.2. All changes will be authorized only by a written change order utilizing the City’s
standard form and approved in advance of the change by the designated project
manager of the City. The contractor is required to provide the project manager with
a detailed cost breakdown of material costs, labor costs, labor rates by trade, and
work classification and overhead rates supporting the amount of the change, as well
as an explanation of the cost and any revision to the Project completion time. If the
contractor fails to notify the project manager of any schedule changes associated
with the proposed change, it will be deemed to be an acknowledgement by
contractor that the proposed work will not have any scheduling consequences. Any
net increase to the pricing must also be approved and documented with a revised
purchase order by City.
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5.27 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.
5.28 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.
5.29 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.
5.30 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.
5.31 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.
5.32 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
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,
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payment, inspection, and receiving records, contracts or sub-contracts that directly or
indirectly pertain to the transactions between the City and the contractor.
5.33 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 RFP.
5.34 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.
5.35 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:
5.35.1. Does not participate in a boycott of Israel; and
5.35.2. Is not on the Scrutinized Companies that Boycott Israel List; and
5.35.3. Is not on the Scrutinized Companies with Activities in Sudan List; and
5.35.4. Is not on the Scrutinized Companies with Activities in the Iran Petroleum Energy
Sector List; and
5.35.5. 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.
5.36 LICENSING, CERTIFICATION, AND REGISTRATION
Contractors must show their current Business Tax Receipt (if located in the City of
Sebastian, City of Vero Beach, or Indian River County), 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.
5.37 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.
5.38 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
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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 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.
5.39 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 Three-Hundred Dollars ($300.00),
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 proposal
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.
5.40 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.
5.41 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.
5.42 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
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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.
5.43 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.
5.44 DRUG-FREE WORKPLACE
In accordance with Florida Statute Section 287.087, Proposer certifies the following:
5.44.1. 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.
5.44.2. 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.
5.44.3. 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.
5.44.4. 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.
5.44.5. 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.
5.45 DEBARMENT AND SUSPENSION
5.45.1. Proposer certifies to the best of its knowledge and belief that it and its principals:
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5.45.2. Are not presently debarred, suspended, proposed for disbarment, declared
ineligible, or voluntarily excluded from covered transactions by any Federal
department or agency;
5.45.3. 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, State, 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;
5.45.4. 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
5.45.5. 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.
5.45.6. The City of Sebastian will not make award to parties listed on the government wide
exclusions in the System for Award Management (SAM).
5.46 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.
5.47 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.
5.48 DATA TRANSMISSION
The contractor agrees that any transmission or exchange of system application data with the
City or any other parties shall take place via secure means using current industry approved
encryption standards.
5.49 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
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the requirements of Section 501.171, F.S. assume responsibility for all costs associated with
complying with the 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.
5.50 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.
5.51 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 pl ace 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 6
REQUIRED
FORMS
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CONTACT INFORMATION SHEET
DUE DATE: March 6, 2025
Proposals due on or before 2:00 PM LOCAL TIME
City of Sebastian
ATTN: Procurement
1225 Main Street
Sebastian, Florida 32958
Check the Addenda for any revised opening dates before
submitting your bid. Proposal(s) received after the date and
time stated above will not be opened.
CONTACT:
Jessica Graham, CPPB
Procurement/Contracts Manager
(772) 388-8231
jessgraham@cityofsebastian.org
RFP TITLE: Disaster Debris Monitoring Services
RFP NO.: #25-10-RFP
Proposer 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 RFP document and associated documents, including the 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 proposer named above and that the proposer 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 a nd /or
services specified in the RFP at the prices or rates in my proposal and prices will remain for a period of ninety (90) days to allow
the City adequate time to evaluate the proposal.
__________________________________________________________________
Signature of Authorized Representative (Manual)
__________________________________________________________________
Name of Authorized Representative (Typed or Printed)
___________________________________________ ________________
Title Date
Each proposal submittal must include the signature of an officer or employee with the 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 for the bid submittal, the bid submittal shall be marked non-responsive. Failure to complete and
submit this form with your bid package may result in the rejection of your bid
The City reserves the right to reject any and all bids or to accept any bid or portion deemed to be in the City's best interest and
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 foll owing
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 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 ____________, 2025.
Board President Signature: __________________________________________________
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)
Failure to complete and submit this form with your bid package may result in the rejection of your bid.
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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 an 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)
Failure to complete and submit this form with your bid package may result in the rejection of your bid.
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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
Failure to complete and submit this form with your bid package may result in the rejection of your bid.
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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
Failure to complete and submit this form with your bid package may result in the rejection of your bid .
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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
Failure to complete and submit this form with your bid package may result in the rejection of your bid .
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CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN
PROHIBITED AFFIDAVIT
The Contracting with Entities of Foreign Countries of Concern Prohibited Affidavit Form
(“Form”) is required by Section 287.138, Florida Statutes (“F.S.”), which is deemed as being
expressly incorporated into this Form. The Affidavit must be completed by a person authorized to
make this attestation on behalf of the Bidder/Proposer for the purpose of submitting a bid, proposal,
quote, or other response, or otherwise entering into a contract with the City. The associated bid,
proposal, quote, or other response will not be accepted unless and until this completed and
executed Affidavit is submitted to the County.
___________________________________________does not meet any of the criteria set forth
Bidder's/Proposer's Legal Company Name
in Paragraphs 2 (a) – (c) of Section 287.138, FS.
Pursuant to Section 92.525, F.S., under penalties of perjury, I declare that I have read the
foregoing statement and that the facts stated in it are true.
Print Name of Bidder's/Proposer's Authorized
Representative:
____________________________
Title of Bidder's/Proposer's Authorized Representative: ____________________________
Signature of Bidder's/Proposer's Authorized
Representative:
____________________________
Date: ________________________
Failure to complete and submit this form with your bid package may result in the rejection of your bid .
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APPENDIX A, 44 C.F.R. PART 18 – 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 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 subawards at all tiers (including subcontracts, subgrants, and contracts under
grants, loans, and cooperative agreements) and that all subrecipients 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 section 1352, Title 31, U.S.C. 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, ____________________________________________, certifies 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. Chap. 38, Administrative Remedies for False
Claims and Statements, apply to this certification and disclosure, if any.
Signature of Contractor’s Authorized Official
Name and Title of Contractor’s Authorized Official
Date
Failure to complete and submit this form with your bid package may result in the rejection of your bid .
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REFERENCE LIST
Proposer’s Name:
List at least three (3) client references that can speak to the proposer’s experience and performance within
the last five (5) years. At least two (2) of these references should be government entities with at least 150
or more employees. 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:
Failure to complete and submit this form with your bid package may result in the rejection of your bid.
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SUBCONTRACTOR LIST
Proposer’s Name: Phone #:
RFP Title:
RFP #:
NOTE: List all sub-contractors and the percentages of work to be performed on this project, If sub -
contractors will not be used on this agreement, check the box below. Form must be submitted with your
bid. 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
nature, or who is not in a position to perform under this a ward. 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
Failure to complete and submit this form with your bid package may result in the rejection of your bid.
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ADDENDA ACKNOWLEDGEMENT
Proposer’s Name: Phone #:
RFP Title:
RFP #:
Bidder shall indicate below all Addenda received. Acknowledgment confirms receipt and understanding
of the issued Addenda. Bidder understands that failure to acknowledge any addenda issued may cause
their bid to be considered non-responsive. To verify the number of addenda (if any), a bidder may contact
the Procurement Division at (772) 388-8231.
ADDENDUM
#
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:
Failure to complete and submit this form with your bid package may result in the rejection of your bid.
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SECTION 6 – PROPOSAL PRICE FORM
The Electronic Price Sheet, Attachment A, is in Excel Format. Proposers must upload their
completed price sheet in .xlsx or .xls format to VendorLink. The price sheet includes the following
worksheets:
1) Year 1 & 2 - Schedule of Positions Debris Monitoring Services
a. Pricing on this worksheet is MANDATORY.
b. This pricing is all-inclusive. All rates include mobilization and demobilization
costs, the operator, supervision, maintenance, fuel, repairs, overhead, profit,
insurance, and any other costs associated with providing the requested services.
c. The Total Proposal Price on this spreadsheet will be used to calculate the RFP Cost
Proposal Points.
d. The rates listed on this spreadsheet will be the contracted rates for Years 1 and 2 of
the contract.
2) Year 3 - Schedule of Positions Debris Monitoring Services
a. Pricing on this worksheet is MANDATORY.
b. This pricing is all-inclusive. All rates include mobilization and demobilization
costs, the operator, supervision, maintenance, fuel, repairs, overhead, profit,
insurance, and any other costs associated with providing the requested services.
c. c. If the agreement is renewed for year 3, the hourly rates on this spreadsheet will
be contract rates unless the City approves an alteration.
3) Year 4 - Schedule of Positions Debris Monitoring Services
a. Pricing on this worksheet is MANDATORY.
b. This pricing is all-inclusive. All rates include mobilization and demobilization
costs, the operator, supervision, maintenance, fuel, repairs, overhead, profit,
insurance, and any other costs associated with providing the requested services.
c. c. If the agreement is renewed for year 4, the hourly rates on this spreadsheet will
be contract rates unless the City approves an alteration.
4) Year 5 - Schedule of Positions Debris Monitoring Services
a. Pricing on this worksheet is MANDATORY.
b. This pricing is all-inclusive. All rates include mobilization and demobilization
costs, the operator, supervision, maintenance, fuel, repairs, overhead, profit,
insurance, and any other costs associated with providing the requested services.
c. If the agreement is renewed for year 5, the hourly rates on this spreadsheet will be
contract rates unless the City approves an alteration.
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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 proposal 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.
Proposer Name:
Signature: Date:
Print Name: Title:
Failure to complete and submit this form with your bid package may result in the rejection of your bid.