Auto Body Repair Services

The purpose of this solicitation is to receive responses from qualified respondents interested in providing auto body repair services to City of Clermont vehicles in accordance with the terms, conditions, and specifications contained herein.

Project Details

• Reference ID: RFB 26-074
• Department: Public Services - Public Works
• Department Head: Stoney Brunson (Public Services Director)

Important Dates

• Questions Due: 2026-04-01T16:00:07.691Z

Addenda

• Addendum #1 (released 2026-04-02T19:52:29.359Z) —

  Update language in Section 3.4 Pickup and Delivery.

  Please use the See What Changed link to view all the changes made by this addendum.

Evaluation Criteria

• Electronic Bidding System —

  The City of Clermont uses OpenGov (“Software Administrator”), an e-procurement system (“Portal”) that provides bid notification services to interested vendors. The Portal allows vendors to register online and receive notification of new solicitations, addenda, and awards. There is no charge to vendors/contractors to register and participate in the solicitation, nor will any fees be charged to the awarded vendor. Vendors with internet access should review the registration options at the following website: https://procurement.opengov.com/portal/clermontfl.

  The City of Clermont uses the NIGP Commodity Codes to notify vendors whenever projects are issued, including category codes that match those added to the vendor profile.

• Modifications / Withdrawals of Submittals —

  Before the solicitation deadline, a respondent may change their response by withdrawing it, making the necessary updates, and then re-submitting it. Modifications received after the response deadline will not be considered. A solicitation may be withdrawn in the Portal at any time prior to the solicitation deadline. A solicitation may also be withdrawn after the solicitation deadline but before the recommendation of the award by submitting a withdrawal letter to the Procurement Services Director. The withdrawal letter must be on company letterhead, signed by an authorized agent of the company, and address the reason(s) for the withdrawal after the solicitation deadline. At its sole discretion, the City may accept or deny any modification or withdrawal request.

• Delivery of Bid —

  Bids must be submitted electronically by uploading documents to the OpenGov Clermont Portal, which will be sealed until the due date and time indicated in the solicitation. The respondent may withdraw responses submitted early before the solicitation deadline. All responses must remain valid for at least ninety (90) calendar days and will remain the property of the City. Responses to this solicitation will not be accepted by fax or email.

  All bids will be publicly opened electronically in the OpenGov Clermont Portal and read at the location stated in the Timeline of the #Introduction section.

  1. Electronic Responses
     1. Electronic responses will be received through the Portal and remain unopened until the response due date has passed, as indicated in this solicitation. It is the sole responsibility of the respondent that the response is submitted and received before the due date and time as specified in this document. The City of Clermont is not responsible for delays in transmittal or delays caused by any other occurrence. Please allow time to complete the response and upload documents to the Portal.
  2. Uploading Electronic Documents
     1. Once the “Draft Response” button has been selected in the Portal, a screen will allow the vendor to enter their response information. Once all information is completed, proceed to Submit the response. A confirmation with a submittal date and time stamp will appear, and a confirmation email will also be sent to the user’s email address. Vendors can review/update their submittals before the due date and time of response. The offer will remain sealed and cannot be viewed by anyone until after the response due date and time.
• Pre-Bid Conference —

  NO VALUE at NO VALUE

  All potential respondents are TBD. The meeting will present an opportunity to ask questions and seek clarification regarding any aspects of this solicitation. The City will provide written responses to formal and material questions during this meeting.

  Any verbal discussions at the meeting will not be considered part of the solicitation unless provided in writing through the OpenGov Clermont Portal. Questions asked at the meeting that cannot be adequately answered during the meeting may be deferred until the issuance of the addenda. The questions and their responses will be available to all potential respondents.

  Meeting Location: NO VALUE

• Response Postponement / Cancellation / Rejection —

  The City may, at its sole discretion, reject all, or parts of any, responses; re-advertise this solicitation; postpone or cancel, at any time, this response process; or waive any irregularities in the solicitation or any responses received as a result of this solicitation.

• Pre-Bid Conference —

  There will not be a pre-bid meeting for this project.

   

• Site Visit
• Statement of Work —

  The City of Clermont intends to enter into a contract with one or more qualified respondents to provide body repair of City vehicles, to include, but not limited to, removing dents, repairing collision damage, rust removal, refinishing, painting all or portions of vehicle bodies, etc.

  Where possible, the City of Clermont adjuster will provide the initial estimate for the successful respondent to begin vehicle repairs. In the event the successful respondent feels that the estimate is in error or contains hidden and unseen damage not covered in the initial estimate, the successful respondent shall contact the Fleet Services representative to write a supplemental estimate to repair the vehicle damage not covered. This estimate shall be in accordance with the successful respondent's bid price for parts and labor (due within 24 hours after the vehicle arrives or is picked up).

  The estimate shall indicate labor and/or parts cost by component. If the supplemental estimate is over $500.00, the successful respondent must contact the City’s adjuster or the Fleet Services representative to inspect the vehicle damage and provide a copy to the City’s adjuster and the Fleet Services representative.

  No additional repair work outside the original estimate may begin until the City provides written approval of the supplemental estimate.

  If a scheduled vehicle comes in to be seen and it is determined that the damage is “not worth repair”, or should the successful respondent choose to do a “no charge repair,” the successful respondent must send an email with those statements to the Fleet Services representative. The successful respondent shall provide Fleet Services with photos of the damage and, upon request, post-repair photographs documenting completion of repairs.

  All work done without the services of an independent appraiser shall be priced in accordance with the successful respondent’s appraisal. Such appraisal shall be subject to review and approval by the City before any work may start.

  No appraisal for City owned vehicles shall be based on labor or parts discounts other than those contained in the response to this bid and executed agreement, regardless of the cause of the damage or the eventual liability for repair costs, unless specifically approved in writing by the City.

• Change Orders —

  No oral statement of any person must modify, change, or affect the terms, conditions, or specifications stated in the resulting contract. All change orders must be approved in writing by the City before the work commences unless the delay in receiving City approval causes a threat to the public health, safety, or welfare or will result in a significant additional cost to the City due to the delay. Under any circumstance, work to be performed under the change order must not begin until all written approvals have been received. Any work completed by the contractor without required written approvals will be the sole responsibility of the contractor, not the City.

• Questions Deadline —

  To ensure that all prospective respondents have accurately and completely understood the requirements of this solicitation, the City of Clermont Procurement Services Department will accept written questions up until 12:00 pm on Wednesday, April 1, 2026. Verbal inquiries will not be accepted, and potential respondents are instructed only to seek additional information or clarification or to communicate in writing with the Procurement Services Director.

  The City of Clermont requires all questions relating to this solicitation to be entered through the "Question and Answer" tab on the Portal. Responses to questions will be provided online at https://procurement.opengov.com/portal/clermontfl .

  • ALL QUESTIONS MUST BE SUBMITTED PRIOR TO THE DEADLINE.
  • QUESTIONS WILL NOT BE ANSWERED VIA TELEPHONE OR FAX.
• Addenda —

  Any interpretations, corrections, or changes to this solicitation will be made through an addenda. The sole issuing authority will be vested in the City of Clermont Procurement Services Department. The addenda will be sent to all who are known to have received a copy of this solicitation. If the addenda contains changes to the specification or solicitation form, prospective respondents must acknowledge receipt of all addenda, or they will be declared non-responsive.

• Requirements —

  The successful respondent must have a complete body shop meeting the following minimum requirements:

  1. Paint booth.
  2. Automotive frame and straightening machines with a qualified operator (on-site or under contract).
  3. An inside storage area for police and other vehicles which contain electronic equipment. For the purpose of this specification, “inside storage” includes storage within a secured area, such as a locked building or fenced secured area acceptable to the City.
  4. The successful respondent awarded the truck portion of the contract must also have the capability to do body and paint work indoors during inclement weather. The indoor area must be large enough to handle trucks requiring a minimum 13-foot height clearance.
  5. Provide a current Florida Motor Vehicle Repair Shop Registration for the repair facility that will perform the work. 

  The City may opt to utilize used parts depending on the age and value of the equipment being repaired. Successful respondent assumes full liability and responsibility for all vehicles and contents (including radios and other standard or installed equipment), placed in its custody by the City.

  The City reserves the right to perform an inspection of the respondent’s workplace during the evaluation period and at any time during the term of the contract and use this inspection as a means for determining the respondent to which award recommendation will be made.

  The acceptability of the service facility's size, location, and overall functionality shall be determined by the City, with consideration of the RFB requirements. The City’s best interest shall prevail in this regard, and the decision of the City in this regard shall be final.

• Conflicts within the Solicitation —

  Where there appears to be a conflict between documents, the order of precedence shall be as follows:

  1. Any agreement or contract resulting from the award of this solicitation (if applicable).
  2. Addenda released for this solicitation, with the latest addendum taking precedence.
  3. The solicitation.
  4. The awardees’ response.

  It is incumbent upon the vendor to identify such conflicts with the designated procurement representative prior to the solicitation deadline.

• Award Criteria —

  Award will be made to the selected respondent who submits the lowest price. The City will make an award to a single respondent. In determining where a respondent is responsive and/or awarding the contract, in addition to price, the following shall be considered:

  1. The ability, capacity, and skill of the respondent to perform the work, including but not limited to, any issue related to performance on prior contracts between the respondent and the City.
  2. Whether the respondent can perform the work within the time specified, without delay or interference.
  3. Experience and efficiency of the respondent.
  4. The quality of performance of previous contracts.
• Vehicle Types —

  This solicitation and proceeding contract covers the following vehicle types:

  1. Passenger vehicles (sedans, light trucks up to 14,500 GVW, and similar equipment such as vans, etc.), including fiberglass work.
  2. Trucks (vehicles over the size indicated above), including fiberglass.
  3. Specialty vehicles (fire apparatus and fire equipment) requiring higher than usual standards in quality or repairs, finish, etc., including fiberglass work.

  The City reserves the right to assign vehicles that require specialized or proprietary repairs, finishes, etc., to any other contractor at its discretion, depending on the nature and extent of the specialized or proprietary work required.

  Successful respondent shall be required to use OEM parts on all repair work except when the City opts that used parts be utilized in writing.

• Mistakes —

  Respondents are cautioned to examine all specifications, drawings, delivery instructions, unit prices, extensions, and all other special conditions pertaining to the solicitation. Failure of the respondent to examine all pertinent documents shall not entitle them to any relief from the conditions imposed in the contract. In case of mistakes in extension, the unit price shall govern. Multiplication or addition errors are deemed clerical errors and shall be corrected by the City.

• Pickup and Delivery —

  The City will coordinate the pickup and delivery of vehicles to and from the successful respondent’s facility.

  The successful respondent shall cooperate with the City to schedule vehicle repairs and coordinate delivery timelines. The successful respondent may be required to assist with vehicle transport, including pickup and delivery, when requested by the City.

  Any transport services performed by the successful respondent at the request of the City shall be provided at no additional cost unless otherwise approved in writing by Fleet Services.

  Upon completion of repairs, the successful respondent shall notify Fleet Services that the vehicle is ready for pickup. Vehicles shall not be released until inspected and accepted by the City. If it is determined that the vehicle is not properly repaired, the successful respondent shall be responsible for correcting deficiencies and coordinating return of the vehicle at no additional cost to the City.

• Award Criteria —

  The award will be made to the selected respondent who submits the lowest price on all items when added to the aggregate. If a respondent fails to submit an offer on all items, its overall offer will be rejected. The City will make an award to a single respondent.

  In determining where a respondent is responsive and/or awarding the contract, in addition to price, the following shall be considered:

  1. The respondent's ability, capacity, and skill to perform the work, including but not limited to any issue related to performance on prior contracts between the respondent and the City.
  2. Whether the respondent can perform the work within the time specified, without delay or interference.
  3. Experience and efficiency of the respondent.
  4. The quality of performance of previous contracts.
• Award Criteria —

  As the best interests of the City may require, the City reserves the right to make award(s) on the lowest price basis by individual item, group of items, all or none, or a combination thereof, with one or more respondents; to reject all responses or waive any minor irregularity or technicality in responses.

  In determining where a respondent is responsive and/or awarding the contract, in addition to price, the following shall be considered:

  1. The respondent's ability, capacity, and skill to perform the work, including but not limited to any issue related to performance on prior contracts between the respondent and the City.
  2. Whether the respondent can perform the work within the time specified, without delay or interference.
  3. Experience and efficiency of the respondent.
  4. The quality of performance of previous contracts.
• Storage Fees —

  Storage fees shall not be assessed to the City unless all of the following conditions are met:

  1. Repairs to the vehicle have been completed in full;
  2. The successful respondent has provided written notification to Fleet Services that the vehicle is ready for pickup;
  3. A minimum of three (3) business days has elapsed from the date of written notification; and
  4. The delay in pickup is solely attributable to the City and not due to incomplete repairs, pending supplements, warranty work, parts delays, insurance review, or rework.

  Storage fees shall not accrue during any period in which:

  1. Repairs are incomplete;
  2. The vehicle is awaiting estimate approval or supplemental approval;
  3. Parts are on order;
  4. Warranty corrections are required; or
  5. The delay is caused by the successful respondent.

  Storage fees must be pre-approved in writing by Fleet Services prior to invoicing. Storage charges shall not exceed the daily rate submitted in the Price Schedule and shall be invoiced as a separate line item.

  Storage fees shall not be applied retroactively. The City reserves the right to dispute any storage charges that do not comply with the terms of this agreement.

• Ambiguity, Conflict, or Other Errors —

  If a bidder responding to this solicitation discovers any ambiguity, conflict, discrepancy, omission, or other error in the solicitation, the bidder must immediately notify the Procurement Services Director, noted herein, of such error in writing and request modification or clarification of the document. The Procurement Services Director will make modifications by issuing a written revision and will give written notice to all parties who have received a copy of the solicitation.

  The bidder is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the solicitation prior to submitting a response or it shall be waived.

• Tie Responses —

  The award on tie responses will be decided by the Procurement Services Director in accordance with the provisions of the Purchasing Procedures. Please be advised that in accordance with Chapter 287.087, Florida Statutes, regarding tie responses, preference will be given to respondents certifying that they have implemented a drug-free workplace program.

• Federal and State Safety Regulations —

  Contractor shall comply with all applicable federal and state safety regulations, including but not limited to Occupational Safety and Health Administration (OSHA) and the Department of Workforce Development (DWD) regulations.

• Award Criteria —

  The award will be made to the respondent who submits the lowest qualified price. The City will award a single respondent.

  The City reserves the right to reject all responses and to waive any irregularities in the process. Additive alternate items may or may not be considered when determining the lowest qualified price. The City also reserves the right to accept any combination of additive or deductive alternates.

  MINIMUM QUALIFICATIONS

  In determining where a respondent is responsive and/or awarding the contract, in addition to price, the following shall be considered:

  1. Licensing:
     1. Active Florida General Contractor License or Equivalent
     2. Proper registration with the Florida Department of  State (if corporation)
  2. Experience:
     1. Minimum of five (5) years in business under the current name.
     2. Successful completion of at least three (3) comparable public safety, government, or institutional projects within the last ten (10) years, each valued at $3 million or greater.
     3. At least one (1) project must be a fire station, police station, emergency operations center, or similar public safety facility.
  3. Project Management Team:
     1. Proposed Project Manager and Superintendent must each have at least five (5) years of experience in their role on similar-sized projects.
  4. Bonding Capacity:
     1. Proof of bonding capacity of at least $15 million single project and $30 million aggregate, from a surety licensed in Florida with an A.M. Best rating of B+:VI or better.
  5. Insurance:
     1. Ability to provide all required insurance coverage as specified in this solicitation.
  6. Safety:
     1. Current Experience Modification Rate (EMR) of 1.0 or lower (average of past 3 years).
     2. No willful OSHA violations within the last three (3) years.

  Failure to provide evidence of these minimum qualifications may render the bid non-responsive and subject to rejection.

• Payment Terms and Discount —

  Payment will be made by the City after commodities/services have been received, accepted, and properly invoiced as indicated in the contract and/or purchase order. All invoices must have the purchase order and shall be submitted to the department that placed the order. Payment terms will be considered to be Net-30 days after the date of satisfactory delivery at the place of acceptance and receipt of correct invoice at the office specified. If a contractor offers a discount, it is understood that the discount time will be computed from the date of satisfactory delivery, at the place of acceptance, and receipt of the correct invoice at the office specified.

• Contract Period —

  The performance period under the resulting contract shall commence upon the date of the Purchase Order or related Notice To Proceed and shall remain in effect until the commodities, equipment, and/or services acquired in conjunction with this solicitation and resulting contract have been delivered and/or completed, and accepted by the City's authorized representative, and will then remain in effect until completion or the expressed and/or implied warranty periods.

  If the respondent is awarded a contract under this solicitation, the prices on the response will remain fixed and firm during the contract term. However, the respondent may offer incentive discounts from such fixed price to the City at any time during the contractual term.

• Cost Estimates —

  The successful respondent must furnish all labor, equipment, and supervision to provide body repairs on noninsured losses in accordance with the following:

  1. Individual cost estimates for each vehicle or piece of equipment will be provided by the successful respondent before any actual work commences. These estimates must include the proposed time of completion, hours of labor, and an itemized listing of replacement repair parts. Estimates must be priced per item with replacement repair parts showing the retail list price of each part less the City’s discount percentage. All estimates shall be submitted in writing.
  2. All estimates must be complete and include all parts and charges with the exception of “hidden” damage, which may not be obvious until repairs are initiated. All estimates must be completed and available for review within twenty-four (24) hours of delivery of the vehicle. No repairs must be initiated until a Fleet Services representative reviews the estimate and provides a notice to proceed or a purchase order for the work. In no instance must any repairs costing more than the original estimate be performed without first notifying the Fleet Services representative and providing a supplemental estimate indicating additional parts and labor charges. No supplemental repair work shall begin until written approval is provided by the City. The City reserves the right to verify, through independent appraisal, whether the proposed repairs and associated costs are necessary and reasonable.
  3. The successful respondent must notify the Fleet Services representative before subcontracting mechanical/service repairs. The City, at its option, may reject specified/selected subcontractors in writing. The successful respondent shall remain fully responsible for all work performed by approved subcontractors.
  4. All work will commence within 1-2 days of notice to proceed or purchase order. The successful respondent must provide a turnaround time of 3-4 working days after the commencement of work, unless otherwise approved in writing by the City due to parts availability, extent of damage, or other circumstances beyond the successful respondent’s control. This requirement may be waived at the sole discretion of the Fleet Services representative for reasons such as part unavailability, low priority as determined by the City, etc.
  5. All labor must be invoiced at the hourly rate in accordance with the Price Schedule. All replacement repair parts must be invoiced at retail list price less the discount percentage set forth in the Price Schedule. All replacement repair parts used must be new OEM manufactured unless the City authorizes aftermarket or used parts in writing. If new OEM replacement parts are no longer available, the successful respondent must contact the Fleet Services representative for approval of substitute replacement repair parts prior to installation. The City will supply, at its option, any tires required for repair on a vehicle.
• Contract Period —

  This contract will commence on the first calendar day of the month succeeding approval of the contract by the City Council or designee, unless otherwise stipulated in the Notice of Award Letter distributed by the City's Procurement Services Department, and will be contingent upon the completion and submittal of all required pre-award documents. The initial contract term shall remain in effect for thirty-six (36) months, and then the contract will remain in effect until the completion of the expressed and/or implied warranty period. The contract prices resultant from this solicitation shall prevail for the full duration of the initial contract term unless otherwise indicated elsewhere in this document.

  Estimated quantities, if stated, are for respondent guidance only, and no guarantee is given or implied as to quantities that will be used during the contract period. Estimated quantities are based on previous needs. Said estimated quantities may be used by the City for the purpose of evaluating the low response meeting the specifications.

• Auto Body Repair and Painting Requirements —
  1. The successful respondent must be able to perform complete body repairs as well as paint vehicles and equipment in accordance with manufacturer repair procedures and recognized industry standards.
  2. All bodywork will require three coats of primer: two (2) during bodywork repair, and a minimum of one (1) during the painting process, unless manufacturer specifications require a different application process. All work must be performed at the same level of quality that is provided to all customers and shall result in a uniform finish free of defects, runs, overspray, or visible inconsistencies.
  3. Bent parts are to be straightened and reinforced or replaced if necessary to restore the vehicle to its pre-damage condition.
  4. Major Repairs: If metal is rusted through, the repair must be made by cutting out the damaged area and replacing it with new metal that is equal to or greater than the original metal thickness and of comparable material type. All seams must be properly sealed, finished, and primed twice to prevent moisture intrusion and corrosion.
  5. Minor Repairs: Sandblast the entire rusted area. Areas of pitting shall be cleaned and treated, and filled with heavy build 2-part primer, allowed to dry for eight (8) hours, or as recommended by the product manufacturer, then sanded and primer applied.
• Delivery —

  Delivery time shall be calculated in calendar days from the issuance date of the purchase order. Unless otherwise stipulated in the contract, the delivery time shall be between 9:00 a.m. and 4:00 p.m. Eastern Standard Time, Monday through Friday except for City Holidays. However, goods required for daily consumption, or where the delivery is an emergency, or is overdue, the convenience of the City shall govern. If, in calculating the number of calendar days from the purchase order date, the delivery falls on a Saturday, Sunday, or City Holiday, delivery shall be made no later than the next business day. Unless otherwise specified in the solicitation, all prices shall be F.O.B. Destination. Freight shall be included in the price. Substitution of shipments of any kind will not be accepted. Respondents are expected to furnish the brand quoted in their response once awarded. Any substitute shipment will be returned at the respondent’s expense.

• Option To Renew —

  Not applicable to this solicitation.

• Guarantee —

  The successful respondent guarantees the service furnished will be of the highest quality, complying with specifications, and free from all defects in materials and workmanship, for a period of one (1) year from the date of acceptance, excluding paint and refinishing work.

  All paint and refinishing work shall have a minimum warranty of two (2) years against peeling, fading, cracking, or delamination.

  Replacements and repairs under this warranty are to be made by the successful respondent at no cost and to the satisfaction of the City.

• Inspection & Acceptance of Title —

  Inspection and acceptance will be at destination unless otherwise provided in this solicitation. Title to/or risk of loss, or damage to all items, shall be the responsibility of the successful respondent until accepted by the buyer/department.

• Option To Renew —

  Prior to, or upon completion, of the initial term of this contract, the City shall have the option to renew this contract for three (3) additional twelve (12) month period(s). Prior to completion of each exercised contract term, the City may consider an adjustment to price based on changes on the U.S. Bureau of Statistics, Producer Price Index (PPI) for the most recent twelve (12) month period (see http://www.bls.gov/ppi/ppi_dr.htm Current Edition). It is the contractor’s responsibility to request any price adjustment under this provision in writing. The contractor’s written request for adjustment should be submitted sixty (60) days prior to the anniversary date of the contract. The contractor adjustment request must clearly substantiate the requested increase. The written request for adjustment should not exceed the relevant price index change. If no adjustment request is received from the contractor, the City will assume that the contractor has agreed that the optional term may be exercised without price adjustment. Any adjustment request received after the commencement of a new option period shall not be considered.

  The City reserves the right to reject any written price adjustments submitted by the contractor and/or to not exercise any otherwise available option period based on such price adjustments. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative and not a right of the contractor. This prerogative will be exercised only when such continuation is clearly in the City's best interest.

• Packaging —

  Unless otherwise stated in this solicitation, deliveries must consist only of new and unused goods and shall be the current standard production model available at the time of the solicitation deadline. The goods must be suitably packaged for shipment by a common carrier. Each container or multiple units or items shall bear a label, imprint, or other legible markings stating the name of the manufacturer or supplier, purchase order number, and any other markings required by the specifications.

• Samples —

  Samples or inspections of products, may be requested to determine suitability after the solicitation deadline and should be received within seven (7) working days of request. Samples of items, when required, must be furnished free of expense to the City. Samples, if not destroyed, will be returned upon request at the respondent’s expense. Respondents will be responsible for the removal of all samples furnished within thirty (30) days after solicitation deadline. All samples will be disposed of after thirty (30) days.

• Insurance Requirements —

  The selected respondent(s) must provide proof of insurance when responding to this solicitation using a standard ACCORD form, showing no less than the amounts indicated below. If an ACCORD form cannot be provided, a signed letter from the insurance company agency, on its letterhead, must be provided stating current insurance as described below, or stating that the agency can receive the required insurance coverage.
  All suppliers performing work on City property or public right-of-way must provide the City with a certificate of insurance evidencing the coverage and coverage provisions identified herein. Respondents must provide the City with evidence that all subcontractors performing work on the project have the same types and amounts of coverage as required herein or that the subcontractors are included under the contractor’s policy. The City, at its own discretion, may require a certified copy of the policy.

  The types and amounts of insurance required are listed below. The City reserves the right to amend or require additional types and amounts of coverage or provisions depending on the nature of the work.

  Minimum Insurance Coverage Requirements with Aggregate Limits

  • Commercial General Liability
    • Per Occurrence: $1,000,000
    • General Aggregate: $2,000,000
    • Products & Completed Operations Aggregate: $2,000,000
      Coverage must include:
      • Premises/Operations
      • Products and Completed Operations
      • Contractual Liability
      • Contractual Indemnity (in accordance with Section 6.35 of the Terms and Conditions)
  • Automobile Liability
    • Per Occurrence (Combined Single Limit): $1,000,000
    • Aggregate: $2,000,000
      Must include owned, non-owned, and hired vehicles.
  • Workers’ Compensation and Employer’s Liability
    As required by Florida Statutes, Chapter 440, including:
    • Each Accident: $1,000,000
    • Disease – Each Employee: $1,000,000
    • Disease – Policy Limit: $1,000,000
  • Garage Liability
    • Per Occurance: $1,000,000
    • General Aggregate: $2,000,000
  • Garage Keepers Liability
    • Per Occurrence: $1,000,000
      Each loss minimum, written on a direct primary basis, covering City vehicles and attached equipment while in the contractor’s care, custody, or control, including loss caused by fire, theft, vandalism, collision, and negligent acts of the contractor. 

  ---

  Additional Insurance Requirements

  • Insurance carriers must be rated at least B+:VI or better by A.M. Best (latest edition) or otherwise approved by the City.

  • A minimum of thirty (30) days’ written notice of policy cancellation, non-renewal, or material change is required.

  • The City of Clermont must be named as an Additional Insured for General Liability coverage, and this must be explicitly stated on the certificate.

  • The certificate must reference the solicitation number and title. RFB 26-074, Auto Body Repair Services

  • Certificates of insurance must be submitted to:

    City of Clermont
    685 W. Montrose Street
    Clermont, FL 34711

• Quality —

  All materials used for the manufacture or construction of any supplies, materials, or equipment covered by this solicitation shall be new. The items must be new, be the latest model, of the best quality, and highest grade workmanship.

• Reservation of Rights to the City —

  The issuance of this solicitation and the acceptance of responses do not constitute an agreement by the City that it will enter into a contract with a respondent for this project.

  The City reserves the right to extend the response due date, request additional information from any respondents, reject all responses, cancel the project, and/or re-advertise the solicitation. The City reserves the right to disqualify any respondent at the sole discretion of the City.

  By submitting a response and subsequent information, the respondents waive the right to object to the exercise of the City’s right to disqualify a respondent and/or a response, either now or in the future.

• Non-Conformance —

  Items may be tested for compliance with specifications. Item delivered, not conforming to specifications may be rejected and returned at the respondent’s expense. These items and items not delivered, as per delivery date in response or purchase order, may be purchased on the open market. Any increase in cost may be charged against the respondent. Any violation may result in the respondent’s name being removed from the vendor registration list and/or departments being advised not to do business with the respondent.

• Restriction of Communication —

  Respondents to this solicitation or persons acting on their behalf may not contact, between the issued date of this solicitation and within three (3) business days following the agency posting the notice of intended award, excluding State and Federal holidays, any employee or council members concerning any aspect of this solicitation, except in writing to the Procurement Services Director. Violation of this provision may be grounds for rejecting a response. In addition, respondents are strongly cautioned that inappropriate efforts to lobby or influence individuals or organizations involved in this selection process may result in dismissal from further consideration. The appeals procedures are in this solicitation's Terms and Conditions Section.

• Taxes —

  The City of Clermont is exempt from Federal Excise and Florida Sales taxes on the direct purchase of tangible property. The successful respondent shall pay all applicable sales, consumer, land use, or other similar taxes required by law. The respondent is responsible for reviewing the pertinent Florida Statutes involving the sales tax and complying with all requirements.

• Response Expenses —

  All costs associated with preparing this response will be the sole responsibility of the respondent, including but not limited to document preparation and any and all travel expenses.

• Response Information as Public Documents —

  All materials initially submitted or subsequently submitted as part of this solicitation process will become the property of the City and will be treated as City documents subject to typical practice and/or applicable laws for public records. Otherwise, the City will not distinguish or treat any material received as confidential, proprietary, and/or a trade secret unless specifically designated as such by the respondent. Financial statements will not become subject to public record as per Section 119.07(1) Florida Statutes. Furthermore, by submitting a response, the respondent agrees to hold the City harmless for any public use or dissemination of all information submitted through this process.

• Contingency Fees —

  By submitting a response to this solicitation, the respondent certifies that no contingency fees (sometimes known as finder’s fee) have been paid to any person or organization other than a bonafide employee working solely for the respondent to secure a contract pursuant to this solicitation. Violation of this policy may result in termination of any resultant contract and/or possible debarment.

• Other Governmental Entities —

  When there is a sufficient capacity or quantities available, the awarded bidder may provide to other governmental agencies, so requesting, the products or services awarded in accordance with the terms, conditions, and prices of the bid and resulting contract. Prices shall be F.O.B. Destination to the requesting agency. Each governmental entity allowed to use this contract shall do so independent of any other governmental entity.

• Permits and Regulations —

  The respondent shall obtain, at its expense, all licenses, permits, and inspections required for this project, and shall comply with all applicable laws, ordinances, regulations, and building code requirements. The successful respondent may apply for permits online. For permit types and fees, visit the City website www.clermontfl.gov, select Building Services, and download the most recent Building Services Fees Schedule.

• Approved Product List —

  The City of Clermont has identified a specific list of products that have been approved for purchase on projects relating to streets, highways, and utilities. Vendors desiring to submit comparative products for these items for inclusion in future solicitations or to view the approved product list should visit the engineering website https://www.clermontfl.gov/192/Construction for more information. New product requests will be accepted once a year on the first seven (7) calendar days of October. After testing, if the product is deemed acceptable, it will be included in the approved product list for the next available solicitation. All samples for test purposes must be labeled with the vendor’s name and item number. Unlabeled samples will be considered unidentifiable and not eligible for testing purposes.

• Public Records —

  Any and all materials initially submitted or subsequently submitted as part of this solicitation process shall become the property of the City and shall be treated as City documents subject to typical practice and/or applicable laws for public records. Otherwise, the City will not distinguish or treat any material received as confidential, proprietary, and/or a trade secret, unless specifically designated as such by the respondent. Furthermore, by submitting a response, the respondent agrees to hold the City harmless for any public use or dissemination of all information submitted through this process.

  Florida law provides that municipal records shall at all times be open for personal inspection by any person. Respondents are hereby notified that all information submitted as part of a response to this solicitation will be subject to public inspection upon award in compliance with Chapter 119.01, Florida Statutes. The respondent should not submit any information in response to this solicitation that the respondent considers proprietary or confidential. The submission of any information to the City, in connection with this solicitation, shall be deemed conclusively to be a waiver of any protection from the release of the submitted information unless such information is exempt, or confidential, under Chapter 119.01, Florida Statutes.

• Tie Responses —

  Should there be a tie between one or more respondents, the tie may be broken, and the successful respondent selected by the following criteria presented in order of importance, as determined by the Procurement Services Director, shall be awarded the contract or purchase:

  1. Quality of the items or services provided if such quality or service is ascertainable.
  2. Delivery time, if provided in the response by the respondents.
  3. Preference of businesses with drug-free workplace programs as defined in Section 287.087, Florida Statutes.
  4. The respondent is closest to the City of Clermont City Hall, located at 685 Montrose Street, as determined by the Procurement Services Director.
  5. If items 1-4 are not applicable, the tiebreaker will be decided by flipping a coin.
• Appeals Procedures —

  Any prospective respondent may only appeal any determination, decision, or recommendation of the Procurement Services Director, in accordance herewith. All appeals must be in writing and sent via email or delivered in person to the City Manager within three (3) business days of issuance of such determination, decision, or recommendation. The City Manager shall administer the appeal and shall render a decision within seven (7) business days of receiving the appeal. All appeals must set forth specific reasons and facts concerning the dispute. Any appeal based exclusively on disagreement with the technical judgment of evaluators is subject to summary rejection unless there is clear and convincing evidence of arbitrary or capricious action in that regard. In the event of a timely appeal, the City shall not proceed further with the solicitation or with the award of bid/contract unless the City Manager, after consultation with the Director of the using department(s) or division(s), forwards to the City Council a written request to award the bid/contract without delay in order to protect the public health, safety or general welfare and City Council approves the said request.

• Rules, Regulations, Licensing Requirements —

  Respondents are expected to be familiar with and comply with all Federal, State, and local laws, ordinances, codes, and regulations that may in any way affect the services offered. Ignorance on the part of the respondent will in no way relieve it from responsibility for compliance.

• Bid Bond —

  Respondents must provide a bid bond payable to the City of Clermont in the amount of five percent (5%) of the total bid amount, including all alternatives. The bid bond must be executed by a surety company; certified checks, cashier’s checks, or other forms of bid guarantees are not acceptable.

  Bid bonds must be submitted with the bid response. Respondents may satisfy this requirement in one of the following ways:

  1. PDF Upload

     • Respondents may upload a scanned copy or an electronic version of the executed surety bid bond in PDF format as part of their electronic submission in OpenGov.

  2. Electronic Bid Bond via Surety2000

     • Register with Surety2000: Visit www.surety2000.com to complete the registration process. If already registered, no further action is required.

     • Verify Surety Broker Registration: Ensure the preferred Surety Broker is registered with Surety2000. If not, they must complete registration at www.surety2000.com.

     • Provide Bond Details: Supply the Surety Broker with the required bond details for this solicitation.

     • Execute the Electronic Bid Bond: Once the Surety Broker has confirmed execution, log into www.surety2000.com to digitally sign the bond and obtain the eleven-digit bond number.

     • Submit the Bond Number: Enter the eleven-digit bond number in the designated Submittal Requirements section within OpenGov.

  Failure to submit a surety bid bond in compliance with these requirements, whether by PDF Upload or Surety2000, will result in the bid being deemed non-responsive and ineligible for award consideration.

  Respondents are encouraged to complete the bonding process well in advance of the submission deadline to avoid delays.

• Default —

  Failure or refusal of a respondent to execute a contract upon the award by the City Council, or untimely withdrawal of a response before such award is made and approved, may result in forfeiture of that portion of any surety required as liquidated damages to the City; where the surety is not required, such failure may result in a claim for damages by the City and may be grounds for removing the respondent from the City’s vendor list.

• Bid Bond —

  A Bid Bond is not applicable to this solicitation.

• Conflict of Interest —

  No contract will be awarded to a respondent who has city officials, officers, or employees affiliated with it, unless the respondent has fully complied with current Florida Statutes and City Ordinances related to this issue. All respondents must disclose with their response the name(s) of any officer, director, agent, or immediate family member (spouse, parent, sibling, child) who is also an employee of the City. Further, all respondents must disclose the name of any City employee who owns, either directly or indirectly, an interest of ten (10%) percent or more in the respondent or any of its affiliates. Failure to disclose any such affiliation will result in disqualification of the response and prohibition of engaging in any future business with the City.

• Performance and Payment Bonds —

  A Performance and Payment Bond is required for all awarded contracts exceeding $100,000. The successful respondent must provide a Performance and Payment Bond in the amount of one hundred ten percent (110%) of the contract value within ten (10) calendar days from the issuance of the Notice of Award.

  The surety company providing the bond must meet the following criteria:

  • Maintain a minimum rating of B+ with a Financial Class V or higher.
  • Be licensed to conduct business in the State of Florida.
  • Have a resident agent in Florida.

  The Performance and Payment Bond must guarantee the successful completion of the project in strict compliance with the contract documents and ensure timely payment to suppliers. The surety’s bonding limit must not exceed ten percent (10%) of the policyholder’s surplus (capital and surplus) as listed in the A.M. Best Insurance Guide. Failure to execute the contract agreement or provide the required Performance and Payment Bond within the specified timeframe will result in the forfeiture of the Bid Bond, which will become the property of the City of Clermont.

  Respondents may satisfy this requirement in one of the following ways:

  1. Hard Copy (Mailed Original)

     • Respondents may submit a hard copy of the executed performance and payment bond by mail or courier to the Procurement Director.

  2. PDF Document

     • Respondents may email a scanned copy of the executed surety performance and payment bond in PDF format to the Procurement Director.

  3. Electronic Bond via Surety2000

     • Register with Surety2000: Visit www.surety2000.com to complete the registration process. If already registered, no further action is required.

     • Verify Surety Broker Registration: Ensure the preferred Surety Broker is registered with Surety2000. If not, they must complete registration at www.surety2000.com.

     • Provide Bond Details: Supply the Surety Broker with the required bond details for this solicitation.

     • Execute the Electronic Bond: Once the Surety Broker has confirmed execution, log into www.surety2000.com to digitally sign the bond and obtain the thirteen-digit bond code.

     • Submit the Bond Number: Provide the eleven-digit bond number to the Procurement Director.

  1.  
• Performance and Payment Bonds —

  Performance & Payment Bonds are not applicable to this solicitation.

• Responsibility —

  Before submitting a response to this solicitation, each prospective respondent shall make all investigations and examinations necessary to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements resulting from failure to make such investigations and examinations will not relieve the successful respondent from any obligation to comply with every detail, provision, and requirement of the solicitation and resulting contract documents. In addition, failure to make such investigations and examinations will not be accepted as a basis for any claims whatsoever, or any monetary consideration on the part of the respondent.

• Maintenance Bond —

  A Maintenance Bond involves the guarantee or warranty for a potential defect that may appear for a specific period after contract completion. The successful respondent will be required to provide a Maintenance Bond in the amount of ten percent (10%) of the contract within ten (10) calendar days from the issuance of the Notice of Award. The surety firm must be from a B+ rated Financial Class V or better, be licensed to do business in Florida, and have a resident agent. The Maintenance Bond will be good for one (1) year from the completion of the contract.

• Relation of City —

  It is the intent of the parties hereto that the successful respondent is legally considered to be an independent respondent and that neither the respondent nor the respondent’s employees and agents shall, under any circumstances, be considered employees or agents of the City.

• Prime Contractor —

  The respondent awarded a contract shall act as the prime contractor for all required items and services and shall assume all responsibility for the procurement of such items or services. The contractor shall be considered the sole point of charge and meet all requirements of this solicitation. All subcontractors will be subject to advance review by the City in regards to competency and security concerns. After the award of the contract, no change in subcontractors will be made without the consent of the City. The contractor shall be responsible for all insurance, permits, licenses, and related matters for any and all subcontractors. Even if the subcontractor is self-insured, the City may require the contractor to provide any insurance certificates required by the work to be performed.

• Liquidated Damages —

  The City and successful respondent recognize that time is of the essence and the City will suffer financial loss if the work is not completed within the time specified. The City will be entitled to assess, as Liquidated Damages, but not as a penalty, for each calendar day after the scheduled completion date the work continues. The work will be deemed complete on the date it is deemed complete to the satisfaction of the City. The successful respondent hereby expressly waives and relinquishes any right which it may have to seek to characterize the Liquidated Damages as a penalty. The parties agree that the Liquidated Damages sum represents a fair and reasonable estimate of the City’s actual damages at the time of contracting if the successful respondent fails to complete the work in a timely manner. The Liquidated Damages are specified in the chart below.

  

   

  The City will retain the above-described sum from the compensation paid to the successful respondent.

  The project must be substantially complete or attain completion within the specified calendar days stated in this solicitation from issuance of Purchase Order or Notice To Proceed. If liquidated damages are assessed, such damages will be imposed when the delay to the project's Substantial or Final Completion date is due to the fault of the General Contractor. If the General Contractor is late in meeting the substantial completion date, liquidated damages for failure to reach the completion date will start thirty (30) calendar days after the revised substantial completion date. The parties agree that Liquidated Damages are not being assessed as a penalty. In the event that the General Contractor fails to maintain the schedule, the City of Clermont will have the right to withhold liquidated damages per calendar day for every day the contractor is behind until the contractor regains lost time.

• Collusion —

  Where two (2) or more related parties each submit a response for the same solicitation, such response will be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control, and management of such related parties in preparing and submitting such responses. Related parties will mean the respondents or the principals thereof who have a direct or indirect ownership interest in another respondent for the same contract or in which a parent company or the principals thereof of one (1) respondent have a direct or indirect ownership interest in another respondent for the same solicitation. Furthermore, any prior understanding, agreement, or connection between two (2) or more corporations, firms, or persons submitting a response for the same materials, supplies, services, or equipment will also be presumed to be collusive. Responses found to be collusive will be rejected. Respondents who have been found to have engaged in collusion may be considered non-responsive and may be suspended or debarred. Any contract resulting from collusion will be terminated for default.

• Liquidated Damages —

  Liquidated damages are not applicable to this solicitation.

• Public Entity Crimes —

  A person or affiliate who has been placed on the convicted vendor list following a conviction for public entity crimes may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, sub-contractor, or consultant under a contract with a public entity, and may not transact business with any public entity in excess of the threshold amount provided in Sec. 287.017 of the Florida Statutes, for CATEGORY TWO ($25,000.00) for thirty-six (36) months from the date of being placed on the convicted vendor list. By submitting a response to this solicitation, the respondent certifies that it is eligible for an award under this solicitation pursuant to Chapter 287.132 and 287.133 Florida Statutes.

• Warranty —

  The successful respondent must perform all work in strict accordance with the statement of work in a safe, careful manner and agree to adhere to the secure facility rules. The respondent warrants that all work must be free from defects and must conform to quality, function, and characteristics of material and workmanship. The warranty period must be no less than one (1) year from the date of final acceptance of the work by the City. The successful respondent agrees to promptly correct all defects in the work that develops within one (1) year from the date of final acceptance of the work. The manufacturer’s warranty is in addition to this warranty and must not be construed to replace or circumvent the warranty expressed in this clause. The term “defects” includes defects, deficiencies, faults, or imperfections in the work as determined by the City. The manufacturing warranty must be included along with the parts and labor warranty period.

• Approved Alternate —

  When the technical specifications call for a brand name, manufacturer, make, model, or vendor catalog number, it will be to establish a level of quality and features desired and acceptable to the City. The respondent may offer any brand which meets or exceeds the specifications for any item(s). In such cases, the City will be receptive to any unit that would be considered by qualified City personnel as an approved alternate. In that, the specified make and model represent a level of quality and features desired by the City. The respondent must clearly state any variance from those specifications in the response. It is the responsibility of the respondent to provide adequate information in the response to enable the City to ensure that the response meets the required criteria. If adequate information is not submitted with the response, their response may be rejected. The City will be the sole judge in determining if the item qualifies as an approved alternate.

• Assignment —

  The successful respondent must not enter into any subcontract, retain consultants, or assign, transfer, convey, sublet, or otherwise dispose of this contract, or of any or all of its right, title, or interest therein, or its power to execute such contract to any person, firm, or corporation without the prior written consent of the City. Any unauthorized assignment may constitute a default by the successful respondent.

• Indemnification —

  The successful respondent shall indemnify and hold harmless the City and its officers and employees from 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 respondent and other persons employed or utilized by the respondent, in the performance of the Agreement.

• Safety —

  The successful respondent is responsible for the safe conduct of their personnel during the execution of the work detailed herein. The successful respondent must meet or exceed the standards set by the Occupational Safety and Health Administration (OSHA) and requirements established by the Federal, State, and Local agencies. Should an unsafe condition be identified during the execution of this work, the successful respondent will immediately suspend such activity until a safe method can be employed.

• Termination for Default —

  If through any cause, the successful respondent fails to fulfill in a timely manner or otherwise violates any of the covenants, agreements, or stipulations material to the contract, the City shall have the right to terminate the services remaining to be performed by giving written notice to the successful respondent of such termination. Termination for default shall become effective upon the date specified in the written notice. In that event, the City shall compensate the successful respondent in accordance with the contract for all services performed by the respondent prior to the termination date, net of any costs incurred by the City as a consequence of the default. The successful respondent shall not be relieved of liability to the City for damages sustained by the City by breach of contract by the respondent. The City may reasonably withhold payments to the successful respondent for the purposes of set off until such time as the exact amount of damages due the City from the successful respondent is determined.

• Clean Up —

  The successful respondent must always keep the work area, including storage areas, free from accumulating waste materials. Before completing the work, the contractor must remove from the premises any rubbish, tools, scaffolding, equipment, and materials that are not the property of the City. Upon completing the work, the respondent must leave the work area in a clean, neat, and orderly condition satisfactory to the City.

• Termination for Convenience —

  The City may, for its convenience, terminate the services then remaining to be performed at any time without cause by giving written notice to the successful respondent of such termination, which shall become effective thirty (30) days following receipt by the respondent of such notice. In that event, all finished or unfinished documents and other materials shall be properly delivered to the City. If the agreement is terminated by the City as provided in this section, the City shall compensate the successful respondent in accordance with the agreement for all services actually performed by the successful respondent and reasonable direct costs of the successful respondent for assembling and delivering to City all documents. No compensation shall be due to the successful respondent for any profits that the successful respondent expected to earn on the balance of the agreement. Such payments shall be the total extent of the City's liability to the successful respondent upon termination as provided for in this section.

• Protection of Property —

  All existing structures, utilities, services, roads, sidewalks, trees, shrubbery, and property in which the City has an interest must be protected against damage or interrupted services at all times by the successful respondent during the term of the work. The successful respondent will be held responsible for repairing or replacing the property, which was damaged by the respondent’s operation on the property, to the satisfaction of the City. In the event the successful respondent fails to comply with these requirements, the City reserves the right to secure the required services and charge the costs of such services back to the successful respondent.

• Conditions Affecting The Work Area —

  The respondent acknowledges that it has taken steps reasonably necessary to ascertain the nature and location of the work and that it has investigated and satisfied itself as to the general and local conditions that can affect the work or its cost, including but not limited to the following:

  1. Conditions bearing upon transportation, disposal, handling, and storage of materials;
  2. The availability of labor, water, electric power, and roads;
  3. Uncertainties of weather or similar physical conditions at the site;
  4. The conformation and conditions of the ground, and
  5. The character of equipment and facilities needed prior to and during work performance. Any failure of the respondent to take the actions described and acknowledged in this paragraph will not relieve the successful respondent from responsibility for estimating properly the difficulty and cost of successfully performing the work or for proceeding to perform the work without additional expense to the City successfully.
• Termination for Unappropriated Funds —

  The obligation of the City for payment to a contractor is limited to the availability of funds appropriated in a current fiscal period. Continuation of the contract into a subsequent fiscal period is subject to appropriation of funds unless otherwise authorized by law.

• Acceptance and Final Payment —

  The successful respondent may submit invoices for payment no more often than on a monthly basis but only after the goods or services for which the invoices are submitted have been delivered or completed. If subcontractor or supplier fees or costs are included in the invoice to the City, the successful respondent must submit a Certification of Payments to Subcontractors and Suppliers with each such invoice to the City. The successful respondent must pay subcontractors and suppliers within fifteen (15) days following receipt of payment from the City for such subcontracted work or supplies. The certification will be accompanied by a copy of the notification sent to each unpaid subcontractor listed on the form, if any, explaining the good cause of why payment has not been made to that subcontractor.

  The City will pay for all goods and services received and accepted by the City in accordance with the Local Government Prompt Payment Act, Section 218.70, Florida Statutes. All applications for payment will be submitted to the address indicated in the purchase order. The City will pay the successful respondent after acceptance and receipt of a proper invoice. All invoices must have the purchase order number. The City will only accept and pay for goods delivered or services performed by the successful respondent within the contract period, including any extensions or continued performance as directed by the Procurement Services Director.

• Force Majeure —

  The parties will exercise every reasonable effort to meet their respective obligations hereunder, but shall not be liable for delays resulting from force majeure or other causes beyond their reasonable control, including, but not limited to, compliance with any Government law or regulation, acts of nature, acts or omissions of the other party, Government acts or omissions, fires, strikes, national disasters, wars, riots, transportation problems, and/or any other cause whatsoever beyond the reasonable control of the parties. Any such cause will extend the performance of the delayed obligation to the extent of the delay so incurred.

• Payment and Performance Bonds —

  If a Payment & Performance Bond is required with solicitation, the contractor shall, within ten (10) calendar days from Notice of Award, furnish to the City a Payment & Performance Bond payable to the City of Clermont, Florida, in the face amount specified herein as surety for faithful performance under the terms and conditions of the contract. If the bond is on an annual coverage basis, renewal for each succeeding year shall be submitted to the City thirty (30) days prior to the termination date of the existing bond. The Payment and Performance Bond must be executed by a surety company of recognized standing, licensed to do business in the State of Florida, and having a resident agent.

• Acceptance and Final Payment —

  Upon receipt of written notice from the successful respondent that the work is ready for final inspection and acceptance, the Project Manager and/or Project Architect/Engineer must, within ten (10) calendar days, make an inspection. If the Project Manager and/or Project Architect/Engineer find the work acceptable, the requisite documents have been submitted, and the requirements of the contract documents are fully satisfied, and all conditions of the permits and regulatory agencies have been met, a Final Certificate of Payment must be issued by the successful respondent stating that the requirements of the contract documents have been performed and the work is ready for acceptance under the terms and conditions thereof.

  Before issuance of the Final Certificate for Payment, the successful respondent must deliver to the Project Manager and/or Project Architect/Engineer a complete release of all liens arising out of this solicitation, an affidavit certifying that all suppliers and subcontractors have been paid in full and that all other indebtedness connected with the work has been paid. The successful respondent must submit an invoice, the final corrected as-built drawings, and the final bill of materials (if required).

  Final payment will be made only after the Project Manager and/or Project Architect/Engineer or designee have reviewed a written evaluation of the performance of the successful respondent and approved the final payment. The acceptance of final payment will constitute a waiver of all claims by the successful respondent at the time of the application for final payment.

• Cemetery Rules and Regulations —

  These rules and regulations are designed to protect owners and interment rights as a group. They are intended not as restraining but rather as preventing the inconsiderate from taking unfair advantage of others. Their enforcement will help protect the Cemetery and create and preserve its beauty. These rules and regulations are hereby adopted as the rules and regulations of the Clermont Municipal Cemeteries, and all owners of interment rights, visitors, and contractors performing work within the Cemeteries will be subject to said rules and regulations, amendments, or alterations as will be adopted by the City of Clermont from time to time.

  • All work must cease during funeral services in the immediate area until the service is over.
  • The City reserves the right to compel all persons entering the Cemeteries to obey all rules and regulations adopted by the City. The rules and regulations may be changed by the City Council without notice to any Owner.
  • Persons within the cemetery grounds must use only the avenues, walks, alleys, and roads, and any person injured while walking on the grass, except that, be the only way to reach the plot or while on a portion of the Cemetery other than the avenues, walks, alleys or roads, will in no way hold the City liable for any injuries sustained.
  • Automobiles must not be driven through the grounds at a speed greater than fifteen miles per hour and must always be kept on the right side of the Cemetery roadways.
  • The City will generally direct all improvements within the grounds and upon all lots and graves before as well as after interments have been made there. The City will have charge of the planting, sodding, surveying, and improvements generally.
  • No person will be permitted to use profane or boisterous language or disturb the quiet and good order of the Cemeteries.
  • All persons are strictly forbidden to break or injure any tree or shrub, mar any landmark, marker, or memorial, or in any way deface the grounds of the Cemetery.
  • All persons are reminded that the grounds are sacredly devoted to the burial of the dead and that the provisions and penalties of the law, as provided by Florida statute, will be strictly enforced in all cases of wanton injury, disturbance, and disregard of the rules.
  • It is of utmost importance to strictly observe all the properties due to the place, whether embraced in the foregoing regulations or not, as no impropriety will be tolerated.
  • Touch nothing in the Cemetery that does not belong to you. This is the only safe rule to adopt when visiting the Cemetery.
  • No person other than an employee of the City or an office of law enforcement will be permitted to bring or carry firearms within the Cemetery except a military guard of honor, and they only when in charge of an officer and during military service.
  • No equipment must be driven over Cemetery spaces that have interments or markers.
• Liability, Insurance, Licenses, and Permits —

  Where the successful respondent is required to enter or go into the City of Clermont property to deliver materials and perform work or services as a result of an award, the respondent will assume the duty, obligation, and expense of obtaining all necessary licenses, permits, and insurance. The successful respondent shall obtain, provide, and maintain during the term of the contract the types and amounts of insurance indicated in this solicitation. Insurance shall be maintained with insurers licensed to sell insurance in the State of Florida and have a B+, VI, or higher rating in the latest edition of A.M. Best's insurance guide. Successful respondent(s) shall name the City of Clermont as an additional insured on all liability policies required as a result of an award. When naming the City of Clermont as an additional insured, the insurance company hereby agrees and endorses the policies, to state that the City will not be liable for the payment of any premiums or assessments. Successful respondent failure to procure or maintain the required insurance program shall constitute a material breach of agreement under which the City may immediately terminate the award or contract.

  All work performed shall comply with applicable County and municipal code requirements, as well as the Florida Building Code. The successful respondent shall be liable for any damages or loss to the City, occasioned by the negligence of the respondent, agent, or any person the respondent has designated in the completion of the contract as a result of this solicitation.

• Laws and Ordinances —

  Respondents are expected to be familiar with and comply with all Federal, State, local and municipal laws, ordinances rules, and regulations that may, in any way affect the services offered. Ignorance on the part of the respondent will in no way relieve it from responsibility for compliance.

• Litigation Venue —

  The contractual parties waive the privilege of venue and agree that all litigation between them in the State courts shall take place in Lake County, Florida and that all litigation between them in the federal courts shall take place in Central Florida.

• Patents and Royalties —

  The successful respondent, without exception, shall indemnify, save harmless, and defend the City and its employees from liability of any nature and kind, including cost and expenses for or on account of any copyrighted or un-patented invention, process, or article manufactured or used in the performance of the contract. If the successful respondent uses any design, device, or materials covered by letters, patent, or copyright, it is mutually agreed and understood, without exception, that the response prices shall include all royalties or costs arising from the use of such design, device, or materials in any way involved in the work.

• Recycle Content —

  In addressing environmental concerns, the City of Clermont encourages responses containing items with recycled content. When submitting a response containing items with recycled content, the respondent must provide documentation adequate for the City to verify the recycled content. The city prefers packaging consisting of materials that are degradable or able to be recycled. When specifically stated in the solicitation, the City may give preference to responses containing items manufactured with recycled material or packaging that can be recycled.

• O.S.H.A. —

  The respondent warrants that the product supplied to the City of Clermont shall conform in all aspects to the standards set forth in the Occupational Safety and Health Act of 1970, as amended. The failure to comply with this condition will be considered a breach of contract. Any fines levied because of inadequacies to comply with these requirements shall be borne solely by the respondent.

• Equal Opportunity —

  The City recognizes fair and open competition as a basic tenet of public procurement and encourages participation by minority and women business enterprises.

• E-Verify —

  All contractors and subcontractors must utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing the use of the system, to confirm the employment eligibility of:

  1. All persons employed by the contractor during the term of the contract to perform employment duties within Florida; and
  2. All persons, including subcontractors, are assigned by the contractor to perform work pursuant to the contract with the City Department.

  The contractor and subcontractors hereby acknowledge and agree to adhere to the provisions of Section 448.095, Florida Statutes (2020), as amended from time to time. Failure to comply with Section 448.095, F.S. will result in termination of the contract. The contractor will not be awarded another City contract for at least one (1) year from the date of contract termination and the contractor will be liable for any additional costs incurred by the City as a result of contract termination.

• Cemetery Rules and Regulations —

  These rules and regulations are designed for the protection of owners and interment rights as a group. They are intended, not as restraining, but rather as preventing the inconsiderate from taking unfair advantage of others. Their enforcement will help protect your cemeteries and create and preserve their beauty. These rules and regulations are hereby adopted as the rules and regulations of the Clermont Municipal Cemeteries, and all owners of interment rights, visitors, and contractors performing work within the cemeteries shall be subject to said rules and regulations, amendments, or alterations as shall be adopted by the City of Clermont from time to time.

  1. During funeral services in the immediate area, all work shall cease until the service is over.
  2. The City reserves the right to compel all persons coming into the cemeteries to obey all rules and regulations adopted by the City. The rules and regulations may be changed without notice to any Owner by the City Council.
  3. Persons within the cemetery grounds shall use only the avenues, walks, alleys, and roads, and any person injured while walking on the grass, except that, be the only way to reach his plot, or while on a portion of the cemetery other than the avenues, walks, alleys or roads, shall in no way hold the City liable for any injuries sustained.
  4. Automobiles shall not be driven through the grounds at a speed greater than fifteen miles per hour, and must always be kept on the right side of the cemetery roadways.
  5. The City shall direct generally all improvements within the grounds and upon all lots and graves, before as well as after interments have been made there. They shall have charge of the planting, sodding, surveying, and improvements generally.
  6. No person will be permitted to use profane or boisterous language or in any way disturb the quiet and good order of the cemeteries.
  7. All persons are strictly forbidden to break or injure any tree or shrub, mark any landmark, marker, or memorial, or in any way deface the grounds of the cemetery.
  8. All persons are reminded that the grounds are sacredly devoted to the burial of the dead and that the provisions and penalties of the law as provided by statute will be strictly enforced in all cases of wanton injury, disturbance, and disregard of the rules.
  9. It is of utmost importance that there should be a strict observance of all the properties due to the place, whether embraced in the foregoing regulations or not, as no impropriety will be tolerated.
  10. Touch nothing in the cemeteries that do not belong to you. This is the only safe rule to adopt in visiting these cemeteries.
  11. No person or persons other than an employee of the City or an office of law enforcement shall be permitted to bring or carry firearms within the cemeteries except a military guard of honor, and they only when in charge of an officer, and during military service.
  12. No equipment shall be driven over cemetery spaces that have interments or markers.
• ARPA Terms and Conditions —

  ARPA Definitions

  1. The term “Professional”, as used throughout this document shall mean the Professional, Provider, Consultant, SubProfessional, etc., as applicable with respect to the Contract or Agreement.
  2. The term “Contract” as used throughout this document shall mean the underlying contract or agreement, as applicable.

  Compliance with Applicable Law and Regulations

  Professional provides services that the City may apply to the State of Florida or the federal government for funds which will be used to pay Professional or reimburse the City for payments made to Professional. This amendment is in accordance with Code of Federal Regulations Section 2 CFR 200. The City and Professional agree that with respect to any services or work performed or provided by, Consultant, Professional or its Subprofessional’s under the Contract arising from or related to the American Rescue Plan Act (ARPA), the provisions set forth in this amendment (including requirements of registering on SAM.gov) (collectively, the “2CRF 200 Requirements”) shall apply. The ARPA Requirements shall only modify the Contract upon the provision by Professional of work or services required as a result of utilizing funds given from American Rescue Plan Act. The terms and conditions of the Contract and the ARPA Requirements should be read to operate in concert, except where directly in conflict. In the event of a conflict between the terms of the Contract and the ARPA Requirements, the ARPA Requirements shall govern and prevail.

  Compliance with Applicable Law and Regulations

  1. A non-Federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 CFR part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.
  2. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) – (Section 1352, Title 31, U.S. Code prohibits recipients of federal funds--whether grants, contracts, cooperative agreements--from using those funds to lobby to obtain, extend, or modify a federal award.) Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352 . Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.
  3. Contract Work Hours and Safety Standards Act 40 U.S.C. 3701-3708. Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5. Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.
  4. Clean Air Act 42 U.S.C. 7401-7671q and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA)
  5. Contracts for more than the simplified acquisition threshold, which is the inflation adjusted amount determined by the Civilian Agency Acquisition Council and the Defense Acquisition Regulations Council (Councils) as authorized by 41 U.S.C. 1908, must address administrative, contractual, or legal remedies in instances where contractors violate or breach contract terms, and provide for such sanctions and penalties as appropriate.
  6. All contracts in excess of $10,000 must address termination for cause and for convenience by the non-Federal entity including the manner by which it will be effected and the basis for settlement.
  7. Equal Employment Opportunity. Except as otherwise provided under 41 CFR Part 60, all contracts that meet the definition of “federally assisted construction contract” in 41 CFR Part 60-1.3 must include the equal opportunity clause provided under 41 CFR 60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 CFR Part, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 CFR part 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.”
  8. Davis-Bacon Act, as amended (40 U.S.C. 3141-3148). When required by Federal program legislation, all prime construction contracts in excess of $2,000 awarded by non-Federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 CFR Part 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-Federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. 3145), as supplemented by Department of Labor regulations (29 CFR Part 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-Federal entity must report all suspected or reported violations to the Federal awarding agency.
  9. Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708). Where applicable, all contracts awarded by the non-Federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 CFR Part 5). Under 40 U.S.C. 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence.
  10. Rights to Inventions Made Under a Contract or Agreement. If the Federal award meets the definition of “funding agreement” under 37 CFR § 401.2 (a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 CFR Part 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency.
  11. Clean Air Act (42 U.S.C. 7401-7671q.) and the Federal Water Pollution Control Act (33 U.S.C. 1251-1387), as amended - Contracts and subgrants of amounts in excess of $150,000 must contain a provision that requires the non-Federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. 7401-7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. 1251-1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).
  12. Debarment and Suspension (Executive Orders 12549 and 12689) - A contract award (see 2 CFR 180.220) must not be made to parties listed on the governmentwide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 CFR 180 that implement Executive Orders 12549 (3 CFR part 1986 Comp., p. 189) and 12689 (3 CFR part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.
  13. Byrd Anti-Lobbying Amendment (31 U.S.C. 1352) - Contractors that apply or bid for an award exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not used Federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any Federal contract, grant or any other award covered by 31 U.S.C. 1352. Each tier must also disclose any lobbying with non-Federal funds that takes place in connection with obtaining any Federal award. Such disclosures are forwarded from tier to tier up to the non-Federal award.
  14. Subpart C 200.116 Prohibition on certain telecommunications and video surveillance services or equipment.
      1. Recipients and sub recipients are prohibited from obligating or expending loan or grant funds to:
         1. Procure or obtain;
         2. Extend or renew a contract to procure or obtain; or
         3. Enter into a contract (or extend or renew a contract) to procure or obtain equipment, services, or systems that uses covered telecommunications equipment or services as a substantial or essential component of any system, or as critical technology as part of any system. As described in Public Law 115-232, section 889, covered telecommunications equipment is telecommunications equipment produced by Huawei Technologies Company or ZTE Corporation (or any subsidiary or affiliate of such entities).
            1. For the purpose of public safety, security of government facilities, physical security surveillance of critical infrastructure, and other national security purposes, video surveillance and telecommunications equipment produced by Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company (or any subsidiary or affiliate of such entities).
            2. Telecommunications or video surveillance services provided by such entities or using such equipment.
            3. Telecommunications or video surveillance equipment or services produced or provided by an entity that the Secretary of Defense, in consultation with the Director of the National Intelligence or the Director of the Federal Bureau of Investigation, reasonably believes to be an entity owned or controlled by, or otherwise connected to, the government of a covered foreign country.
      2. In implementing the prohibition under Public Law 115-232, section 889, subsection (f), paragraph (1), heads of executive agencies administering loan, grant, or subsidy programs shall prioritize available funding and technical support to assist affected businesses, institutions and organizations as is reasonably necessary for those affected entities to transition from covered communications equipment and services, to procure replacement equipment and services, and to ensure that communications service to users and customers is sustained.
      3. See Public Law 115-232, section 889 for additional information.
      4. See also § 200.471.
  15. Domestic preferences for procurements
      1. As appropriate and to the extent consistent with law, the non-Federal entity should, to the greatest extent practicable under a Federal award, provide a preference for the purchase, acquisition, or use of goods, products, or materials produced in the United States (including but not limited to iron, aluminum, steel, cement, and other manufactured products). The requirements of this section must be included in all subawards including all contracts and purchase orders for work or products under this award.
      2. For purposes of this section:
         1. “Produced in the United States” means, for iron and steel products, that all manufacturing processes, from the initial melting stage through the application of coatings, occurred in the United States.
         2. “Manufactured products” means items and construction materials composed in whole or in part of non-ferrous metals such as aluminum; plastics and polymer-based products such as polyvinyl chloride pipe; aggregates such as concrete; glass, including optical fiber; and lumber.
  16. 200.321 Contracting with small and minority businesses, women’s business enterprises, and labor surplus area firms.
      1. The non-Federal entity must take all necessary affirmative steps to assure that minority businesses, women's business enterprises, and labor surplus area firms are used when possible.
      2. Affirmative steps must include:
         1. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
         2. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; Dividing total requirements, when economically feasible,
         3. into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises;
         4. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce; and
         5. Requiring the prime contractor, if subcontracts are to be let, to take the affirmative steps listed in paragraphs (2)(a) through (e) of this section.
• Florida Executive Order 22-216 / ICT Vendor Restrictions —

  The City intends to comply with applicable State of Florida cybersecurity requirements, including Florida Executive Order 22-216, and any associated restrictions relating to information and communications technology products and services connected to foreign countries of concern. The successful respondent shall certify, upon request, that the equipment proposed for award is not prohibited under applicable federal or state restrictions, and the City reserves the right to reject any proposed equipment or manufacturer determined to be noncompliant or to pose an unacceptable risk.

Submission Requirements

• Submittal Requirements (required) —

  By submitting a response to this solicitation, the bidder has read, understands, and acknowledges the following documents must be submitted with their response or the bid submittal may be deemed non-responsive.

  • Completed Vendor Information and W-9 form;
  • Work References Form;
  • Non-Collusion Declaration;
  • E-Verify Confirmation
  • Proof of insurance/evidence of insurability (see Insurance Requirements; and
  • Any Contractor required licenses.
• Provide the number of mechanics employed by your company (required)
• Vendor Information & W-9 (required) —

  Please download the Vendor Information form, complete it, and upload it with a copy of your W-9.

• Minimum Qualifications (required) —

  Please provide evidence of meeting the minimum qualifications and motor vehicle repair shop registration stated in the scope of work by uploading your company performance/experience.

• Bid Bond (required) —

  Please download, complete, and upload the fully executed Bid Bond.

• Proof of Insurance (required) —

  Please upload proof of insurance per the requirements stated in the Response Procedures section of this solicitation.

• Work References (required) —

  Please download, complete, and upload the Work References form.

• List of Subcontractors (required) —

  Please download, complete, and upload the List of Subcontractors form.

• Additional Information —

  Upload additional information pertaining to this solicitation.

• Conflict of Interest Disclosure (required) —

  I HEREBY CERTIFY that:

  1. I, the Individual submitting this response, am a duly authorized representative of the firm (Respondent), and I possess the legal authority to make this affidavit on behalf of myself and the firm for which I am acting; and,
  2. Except as listed below (in the following question), no employee, officer, or agent of the firm has any conflicts of interest, real or apparent, due to ownership, other clients, contracts, or interests associated with this project; and,
  3. This bid is made without prior understanding, agreement, or connection with any corporation, firm, or person submitting a bid for the same services. It is in all respects fair and without collusion or fraud.
• Exceptions to Conflict of Interest Disclosure (required) —

  List any exceptions here, or type "N/A".

• Drug-Free Workplace (required) —

  The undersigned Bidder, in accordance with Florida Statute 287.087 hereby certifies that:

  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 (a).
  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 Chapter 1892 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.
  5. Impose a sanction on or require 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 the implementation of this section.

  As the person authorized to sign the statement, I certify that this firm complies fully with the above requirements.

• Drug-Free Workplace Policy —

  If the company has a drug-free workplace policy, please upload such policy in this section.

• Non-Collusion Statement (required) —

  The undersigned declares:

  I am an authorized representative with binding authority for my company, the party making the foregoing bid.

  The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any breakdown thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.

  Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder. I declare under penalty of perjury under the laws of the State of Florida that the foregoing is true and correct and that this declaration is executed on the date this bid is submitted.

• Agreements with Other Government Agencies —

  This section is optional and will not affect the contract award. If the City of Clermont awarded your company, would your company sell under the same terms and conditions, for the same price, to other governmental agencies in the State of Florida? Each governmental agency desiring to accept to utilize this contract shall be responsible for its own purchases and shall be liable only for materials or services ordered and received by it.

• E-Verify Confirmation (required) —

  The undersigned declares that the company submitting this bid complies with the following:

  All contractors and subcontractors must utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of:

  1. All persons employed by the contractor during the term of the contract to perform employment duties within Florida; and

  2. All persons, including subcontractors, assigned by the contractor to perform work pursuant to the contract with the City Department.

  The contractor and subcontractors hereby acknowledge and agree to adhere to the provisions of Section 448.095, Florida Statutes (2020), as amended from time to time. Failure to comply with Section 448.095, F.S. will result in termination of the contract. The contractor will not be awarded another City contract for at least one (1) year from the date of contract termination and the contractor will be liable for any additional costs incurred by the City as result of contract termination.

• Contractor Certification of Disbursement (required) —

  By submitting a response to this solicitation, the bidder acknowledges that if they are the successful bidder, they will be required to submit a completed Contractor Certification of Disbursement Form providing that payment to subcontractors and supplies have received their pro rata share of all previous progress payments or if they have not yet been paid their respective pro rata share. A false statement or omission made with the certification is sufficient cause for suspension, revocation, or denial of qualification to bid, and a determination of non-responsibility, and may subject the person and/or entity making the false statement to all applicable civil and criminal penalties.

• Sunbiz Registration (required) —

  Please provide your Federal ID Number to verify the company's Sunbiz Registration.

• Terms & Conditions (required) —

  By confirming below, the respondent agrees to all terms, conditions, and specifications as stated in this solicitation and is acting in an authorized capacity to execute this response. The respondent also certifies that it can and will provide and make available, at a minimum, the items set forth in this solicitation.

• Q&A Acknowledgement (required) —

  I certify that I have read, reviewed, and hereby acknowledge the project Questions & Answers (Q&A), which will be as binding as an addendum. If necessary, I have applied the Q&A to my response accordingly.

• Supplemental Questionnaire
• Respondent Information (required) —

  Enter the following:

  1. Respondent's Name
  2. Official Representative
  3. Principal Office Address
• Type of Business (required)
• Business Information (required) —

  If a Corporation, answer this:

  1. When Incorporated
  2. In what State
  3. President's Name
  4. Vice-President's Name
  5. Treasurer's Name
  6. Members of Board of Directors

  If a Partnership, answer this:

  1. Date of organization
  2. General or Limited Partnership
  3. Name and Address of Each Partner
• How many years has your organization been in business under the present business name? (required)
• Does your organization have current occupational licenses entitling it to do the work/service contemplated in this solicitation? (required) —

  Indicate Yes or No. If no, please explain.

• Please state license(s) type and number. (required) —

  (attach copies with your "Bid" above)

• Have you ever had a contract terminated due to failure to comply with contractual specifications? (required) —

  Indicate Yes or No. If yes, state where and why.

• Has any Person or persons interested in this solicitation been convicted by a Federal, State, County, or Municipal Court of any violation of law, other than traffic violations? (required) —

  Indicate Yes or No. If Yes, Explain any convictions.

• Lawsuits (any) pending or completed involving the corporation, partnership or individuals with more than ten percent (10%) interest. (required) —
  1. List all pending lawsuits
  2. List all judgments from lawsuits in the last five (5) years
  3. List any criminal violations and/or convictions of the respondent and/or any of its principals

  If this does not apply, type "N/A"

• Conflicts of Interest (required) —

  The following relationships are the only potential, actual, or perceived conflicts of interest in connection with this proposal.

  If none, type "N/A"

• Supplemental Questionnaire (required) —

  The respondent understands that information contained in this form will be relied upon by the City in making an award recommendation and such information is warranted by the respondent to be true. The undersigned respondent agrees to furnish such additional information, prior to award recommendation. The respondent further understands that the information contained in this form may be confirmed through a background investigation conducted by the City of Clermont Police Department. By submitting this questionnaire the respondent agrees to cooperate with this investigation, including but not necessarily limited to fingerprinting and providing information for credit check.

• Bid Type (required)
• Basis of Award - Standard (required)
• Basis of Award - Construction (required)
• Type of Procurement (required)
• Renewal Options (required)
• How is the project funded? (required)
• Estimated Project Value (required)
• Purpose (required) —

  The purpose of this solicitation is to receive responses from qualified respondents ________

• Insurance Requirements (required)
• Pre-Bid Conference? (required)
• Meeting Type (required) —

  Select a non-mandatory or mandatory meeting.

• Will there be a Site Visit? (required)
• Time of Completion (required) —

  Enter the days of substantial or final completion in calendar days below. Example: One Hundred Twenty (120).

• Bid Bond required? (required)
• Performance/Payment Bonds required? (required)
• Maintenance Bond required? (required)
• Liquidated Damages required? (required)
• Is Warranty required? (required)
• Approved Alternates allowed? (required)
• Include "Protection of Property" section? (required)
• Include "Cemetery Rules and Regulations" section? (required)

Questions & Answers