Terminal Hold Room Expansion

The purpose of this project is to expand the existing passenger terminal by adding hold room and associated restroom facilities, in order to increase passenger waiting capacity. The hold rooms will accommodate seated and standing passenger areas, airline agent check‑in podiums, Children's Play Area, Pet Relief Area and designated boarding lane space. This hold room expansion will be connected to the existing terminal post screening area by a corridor and accessed by ramps on the airside for arriving and departing passengers.

Please be sure and submit your pricing proposal, and also the bid form attachment (H)

Background

The bidder shall provide a fully turnkey hold room facility, including all required building code compliance and permits, architectural interior and exterior finishes designed to closely match the existing terminal building, and all mechanical, electrical, plumbing, fire protection, technology, security, signage, wayfinding, and furnishings necessary to deliver a complete operational facility that does not interfere with airport operations. The bidder shall coordinate closely with the selected design engineering firm to complete the project in accordance with all FAA-required documents and applicable federal, state, and local requirements.

The bidder will be granted access to the project deliverables, including Basis of Design documents, design development-level calculations, site plans, architectural floor plans, enlarged plans, elevations, sections, preliminary schedules, an Opinion of Probable Cost at the Basis of Design level, and draft technical specifications. These materials will define the proposed architectural and engineering systems and support full project implementation.

The purpose of the project is to expand the existing passenger terminal by adding two modular hold rooms and associated restroom facilities to increase passenger waiting capacity. The hold rooms will include seated and standing passenger areas, airline agent check-in podiums, and designated boarding lane space. The new hold room expansion will connect to the existing terminal post-screening area by a corridor and will be accessed by airside ramps for arriving and departing passengers.

Project Details

• Reference ID: 2026-ITB-085
• Department: Lakeland Linder International Airport
• Department Head: Kris Hallstrand (Airport Director)

Important Dates

• Questions Due: 2026-08-17T21:00:00.000Z
• Pre-Proposal Meeting: 2026-08-05T14:00:00.000Z — Lakeland Linder International Airport 3900 Don Emerson Drive, STE 210 2nd floor Lakeland, FL 33811

Evaluation Criteria

• General —
  1. All Contractors are responsible for providing their employees (including Subcontractors) with a safe and healthy working environment as required under the Occupational Health and Safety (OSHA) Act of 1970 and the Occupational Safety and Health Administration (OSHA) standards. Therefore, the contractor and their employees are responsible for following all applicable OSHA standards, state regulations, and the City’s Safety Practices and Policies.
  2. City management reserves the right to STOP work for any condition found to be Immediately Dangerous to Life and Health (IDLH). The Contractor is solely and exclusively responsible for compliance with all safety requirements and the safety of all their employees and property on the project site. Note: Nothing in this requirement is to be construed to as removing or shifting responsibility from the Contractor.
  3. The parties hereto expressly agree that the obligation to comply with applicable safety provisions is a material provision of this Contract and a duty of the Contractor. The City reserves the right to request demonstration of compliance with the safety provisions of this Contract at the City’s discretion. The parties agree that such failure is deemed to be a material breach of this Contract. The Contractor agrees upon such breach that all work under the Contract shall terminate until compliance with the provisions of this Contract is demonstrated. In no event shall action or failure to act on the part of the City be construed as a duty of the City to enforce the safety provisions of this Contract, nor shall it be construed to create liability for the City for any act or failure to act in respect to the safety provisions of this Contract.
• CLARIFICATION AND/OR EXCEPTIONS OF DOCUMENTATION —

  Bidders requiring clarification or having a dispute with these documents must advise the City Purchasing Division of the nature of the required clarification or basis of the dispute, in writing, no later than 5:00 pm on Monday, August 17, 2026 via the Portal's Question and Answer tab. If no written contact has been made by this specified date, the Bidder waives the right to any future consideration and accepts the documents as published and/or revised by the City. Additionally, submitting a signed bid shall be construed as a total compliance statement.

• STATEMENT OF PURPOSE —

  The City of Lakeland (the “City”) from time to time enters into agreements, leases and other contracts with Other Parties (as hereinafter defined).

  Such Agreements shall contain at a minimum risk management/insurance term to protect the City’s interests and to minimize its potential liabilities. Accordingly, the following minimum requirements shall apply:

• CITY DEFINED —

  The term City (wherever it may appear) is defined to mean the City of Lakeland itself, its Commission, employees, volunteers, representatives and agents.

• BIDDING DOCUMENTS and DRAWINGS —

  Bidding Documents are in electronic PDF format and may be accessed by logging onto the City Purchasing e-Procurement Portal in the #ATTACHMENTS sections.

• Personal Protective Equipment (PPE) (OSHA 29CFR§1910 Subpart I) —

  It is the Contractor’s sole responsibility to provide adequate PPE for their employees.  Additionally, the Contractor is responsible for training their employees in the proper selection, maintenance, and use of PPE.  Minimal PPE requirements on City worksites, as applicable:

  1. 1. Foot protection must meet ASTM F2412 and ASTM F2413 standards and be worn on all City properties.
     2. Head protection must meet ANSI Z89.1-1986 standards and be worn in all areas except office buildings and office trailers.
     3. Eye and face protection must meet ANSI/ISEA Z87.1-2020 standards and be worn in all areas except office buildings and office trailers.
     4. Hand and Arm Protection must meet OSHA 29CFR§1910.138 requirements for proper selection, inspection, and care.
     5. Hearing Protection must meet ANSI/ASA S12.6-2016, OSHA 29CFR§1910.95(j) and 29CFR§1910.95 Appendix: B requirements. Hearing protection must be worn in areas where the noise level is over 85 decibels.
• Terminal Hold Room Expansion —

  The intent of the contract is to provide for construction and completion, in every detail, of the work described. It is further intended that the Contractor shall furnish all labor, materials, equipment, tools, transportation, and supplies required to complete the work in accordance with the plans, specifications, and terms of the contract

• Housekeeping —

  It is the Contractor’s sole responsibility to keep the project work site clean during and after working hours. Contractors shall supply waste receptacles for each site location. They shall be emptied not less frequently than once each working day, unless unused, and shall be maintained in a clean and sanitary condition. At the completion of the Contract the Contractor will ensure that all excess materials are removed from the work site and that the worksite is left clean and safe.  If the Contractor leaves a project work site unkept and in a hazardous condition; the City will have the area cleaned and charge the cost of the cleaning to the Contractor.

• FLORIDA PUBLIC RECORDS LAW —

  IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS:  KELLY S. KOOS – CITY CLERK AT: PHONE: 863-834-6210, E-MAIL: cityclerk@lakelandgov.net, MAIL: ATTN: CITY CLERK 228 S. MASSACHUSETTS AVE., LAKELAND, FLORIDA 33801.

  In accordance with Florida Statute §119.0701, the Contractor shall keep and maintain public records required by the City in performance of services pursuant to the contract.  Upon request from the City’s custodian of public records, Contractor shall provide the City with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided pursuant to Florida Statute Chapter 119 or as otherwise provided by law.  Contractor shall ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the Contractor does not transfer the records to the City.  Contractor shall, upon completion of the contract, transfer, at no cost, to the City all public records in possession of the Contractor or keep and maintain public records required by the City to perform services pursuant to the contract.  If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements.  If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records.  All records stored electronically must be provided to the City, upon request from the City’s custodian of public records, in a format that is compatible with the information technology systems of the City.

   

• OTHER PARTY DEFINED —

  The term Other Party (wherever it may appear) is defined to mean the other person or entity which is the counter-party to the Agreement with the City and any of such Other Party’s subsidiaries, affiliates, officers, employees, volunteers, representatives, agents, contractors and subcontractors.

• Minimum Requirements —

  BID BOND

  Vendor submittal will be disqualified if a bid bond is not submitted with their proposal

   

  Mandatory Pre-Bid Meeting

  Vendor must attend mandatory pre -bid meeting at Lakeland Linder International Airport 3900 Don Emerson Drive, STE 210 Lakeland, FL 33811 on Wednesday August 5th, at 10:00 a.m.

  Failure to attend Vendor submittal will be disqualified 

   

  Contractor’s State License and Certification

  The contractor shall include his/her State Certified License for either General Contractor (CGC) or Building Contractor (CBC) with the registration number from the State of Florida

  Submitted license must be applicable to perform the scope of work and project requirements specified in this BID.

  Vendor submittal will be disqualified if a State Certified License for either General Contractor (CGC) or Building Contractor (CBC) is not submitted with their proposal 

• Smoking —

  
  All City property is non-smoking.  Smoking is permitted only in designated areas. Receptacles must be used or waste removed in Contractor’s waste disposal container.

• BONDING —

  A certified check or bid bond shall accompany each bid. The certified check or bid bond shall be for an amount not less than five percent (5%) of the bid price and shall be made payable to the Owner as a guarantee that the Bidder will not withdraw for a period of sixty (60) days after bid closing time.

  In the event the contract is awarded to the Bidder, he/she will, within ten (10) days thereafter, enter into a written contract with the City of Lakeland, or accept a City of Lakeland purchase order. The successful Bidder shall also furnish within ten (10) days; a PUBLIC CONSTRUCTION BOND IN COMPLETE ACCORDANCE WITH SECTION 255.05 OF THE FLORIDA STATUTES in an amount equal to the contract price as a guarantee of good faith that the Bidder will execute the work in accordance with the terms of the contract and that the Bidder shall make payments for all labor, material and supplies used directly or indirectly for the work. Failure to do so will constitute forfeiture of the bid security as liquidated damages.

  The Public Construction Bond shall be secured from and countersigned by an agency of a surety company recognized in good standing, licensed and authorized to do business in the State of Florida and found to be acceptable to the City of Lakeland.

• LOSS CONTROL/SAFETY —

  Precaution shall be exercised at all times by the Other Party for the protection of all persons, including employees, and property. The Other Party shall comply with all laws, rules, regulations or ordinances related to safety and health, and shall make special effort to anticipate and detect hazardous conditions and shall take such precautionary and prompt action where loss control/safety measures should reasonably be expected.

  The City may order work to be stopped at any time, without liability, if conditions exist that present immediate danger to persons or property. The Other Party acknowledges that such stoppage, or failure to stop, will not shift responsibility for any damages from the Other Party to the City.

• INSURANCE - BASIC COVERAGES REQUIRED —

  The Other Party shall procure and maintain the following described insurance, except for coverage specifically waived by the City of Lakeland, on policies and with insurers acceptable to the City, and insurers with AM Best ratings of no less than A.

  These insurance requirements shall in no way limit the liability of the Other Party. The City does not represent these minimum insurance requirements to be sufficient or adequate to protect the Other Party’s interests or liabilities, but are merely minimums.

  "Except for workers’ compensation and professional liability, the Other Party's insurance policies shall be endorsed to name the City of Lakeland as additional insured. It is agreed that the Other Party's insurance shall be deemed primary and non-contributory with respect to any insurance or self-insurance carried by The City of Lakeland for liability arising out of the operations of this agreement."

  Except for worker’s compensation, the Other Party waives its right of recovery against the City, to the extent permitted by its insurance policies.

  The Other Party’s deductibles/self-insured retentions shall be disclosed to the City and may be disapproved by the City. They shall be reduced or eliminated at the option of the City. The Other Party is responsible for the amount of any deductible or self-insured retention.

  Insurance required of the Other Party or any other insurance of the Other Party shall be considered primary, and insurance of the City shall be considered excess, as may be applicable to claims which arise out of the Hold Harmless, Payment on Behalf of the City of Lakeland, Insurance, Certificates of Insurance and any Additional Insurance provisions of this agreement, contract, or lease.

• Safety Kick-offs and Safety Stand-Downs —

  A safety kick-off to disseminate safety expectations will be conducted by the Contractor before the project commences.  Safety stand-downs will be conducted by the Contractor when major safety concerns, accidents, or near misses occur.

• EXPARTE COMMUNICATION —

  Please note that to insure the proper and fair evaluation of a bid, the City of Lakeland prohibits exparte communication (i.e., unsolicited) initiated by the Bidder to the City Official or Employee evaluating or considering the bids prior to the time a bid decision has been made. Communication between Bidder and the City will be initiated by the appropriate City Official or Employee in order to obtain information or clarification needed to develop a proper and accurate evaluation of the bids. Exparte communication may be grounds for disqualifying the offending Bidder from consideration or award of the bid then in evaluation or any future bid.

• Commercial General Liability —

  This insurance shall be an “occurrence” type policy written in comprehensive form and shall protect the Other Party and the additional insured against all claims arising from bodily injury, sickness, disease, or death of any person other than the Other Party’s employees or damage to property of the City or others arising out of any act or omission of the Other Party or its agents, employees, or Subcontractors and to be inclusive of property damage resulting from explosion, collapse or underground (xcu) exposures. This policy shall also include protection against claims insured by usual personal injury liability coverage, and to insure the contractual liability assumed by the Other Party under the article entitled INDEMNIFICATION, and “Products and Completed Operations” coverage.

  The Other Party is required to continue to purchase products and completed operations coverage for a minimum of three years beyond the City’s acceptance of renovation or construction properties.

  Bodily Injury and Property Damage - 

  Single limit each occurrence shall not be less than:$2,000,000.00

   

• Training Documentation —

  OSHA requires documentation of all safety training provided to employees by their employers.  Documentation of all required safety training required for work proposed for this Contract must be readily available upon request by the City of Lakeland.

• INSURANCE AND SAFETY REQUIREMENTS —

  All insurance shall be secured from or countersigned by an agent or surety company recognized in good standing and authorized to do business in the State of Florida.

  The Contractor shall, within ten (10) days of notification of award and prior to commencement of work, take out and maintain in full force and effect minimum insurance coverage as specified in the attached requirements. This insurance shall remain in force and effect throughout the duration of the contract.

  A certificate of existing insurance coverage should be submitted with the bid as proof of insurability. If the current coverage does not meet the bid requirements, then the Bidder should request an affidavit of insurability from the Bidder’s insurance agent that certifies that the requirements can and will be met. Failure to provide adequate insurance coverage may be cause for disqualification as non-responsive to the bid requirements. The Contractor agrees to accept and abide by the City of Lakeland safety regulations in complete accordance with the attached requirements.

• Business Automobile Liability —

  Business Auto Liability coverage is to include bodily injury and property damage arising out of ownership, maintenance or use of any auto, including owned, non-owned and hired automobiles and employee non-ownership use.

  Bodily Injury and Property Damage - 

  Single limit each occurrence shall not be less than:$2,000,000.00

   

• INDEMNIFICATION AGREEMENT —

  The Contractor agrees to indemnify and hold harmless the City of Lakeland in complete accordance with the attached requirements. This agreement shall be signed, notarized and returned with the bid submittal. Failure to provide the Hold Harmless Indemnification Agreement may be cause for disqualification as non-responsive to the bid requirements.

• Written Safety Programs or Plans —

  Contactors awarded contracts with the City must have all, written safety programs and/or plans readily available upon request by the City of Lakeland.

• HUMAN TRAFFICKING -- F.S. 787.06(14) —

  In compliance with Section 787.06(14), Florida Statutes, the attached Affidavit must be completed by an officer or representative of a nongovernmental entity that is executing, renewing, or extending a contract with the City of Lakeland, Florida (the “Governmental Entity”).  This attests under penalty of perjury that the nongovernmental entity does not use coercion for labor or services when a contract is executed, renewed or extended between a governmental entity.

• Supplemental #1: Construction Safety —

  All contracted construction work will be performed per OSAH 29CFR§1926 standards, the Contractor is responsible for ensuring that their employees are trained to and follow these OSHA standards. The City’s Safety Representative reserves the right to inspect all worksites and advise the Contractor or their representatives on adjusting the work site, if needed.

  1. PPE

  The following minimum PPE will be worn the entire time employees are on the worksite, including breaks and lunch:

  • Hardhats
  • Safety boots
  • Safety glasses
  • Pants (LE)

  B.   Scaffolding Safety

  All Scaffolding will be erected per OSHA 1926 Subpart L, requirements and inspected daily.  Scaffolds will not be used without the proper inspection tags, having the scaffolding inspected daily, and the inspection tags properly and legibly signed off daily.  Scaffolds that are no longer needed will be removed as soon as possible.  Contractors shall follow all OSHA and Florida State law requirements for scaffolding during a weather event; including, but not limited to, prohibited work during storms, wind screens, heat exposure requirements, competent person adjustments, and safety harness adjustments.  All scaffolding costs are borne by the Contractor.

  C. Barricade Tape

  All barricade tape will have tags placed on all sides with the Contractor, employee name, contact information, date tape applied, and date tape will be removed. The City’s Safety Representative reserves the right to inspect, adjust, or remove tape that is abandoned or not placed correctly as per this requirement. RED/Danger Tape also requires COL point of contact name and phone number.

• Workers’ Compensation —

  Workers’ Compensation coverage to apply for all employees for statutory limits and shall include employer’s liability with a limit of $100,000 each accident, $500,000 disease policy limits, $100,000 disease limit each employee. (“All States” endorsement is required where applicable). If exempt from Worker’s Compensation coverage, as defined in Florida Statue 440, the Other Party will provide a copy of State Workers’ Compensation exemption.

  All subcontractors shall be required to maintain Worker’s Compensation.

  The Other Party shall also purchase any other coverage required by law for the benefit of employees.

• Excess Liability —

  This insurance shall protect the Other Party and the additional insured against all claims in excess of the limits provided under the employer’s liability, commercial automobile liability, and commercial general liability policies. The policy shall be an “occurrence” type policy, and shall follow the form of the General and Automobile Liability.

  The liability limits shall not be less than:$5,000,000.00

• PUBLIC ENTITY CRIMES —

  A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime 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, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list.

• Supplemental #2: Sanitation —

  Sanitation must meet 29CFR§1910.141 for availability, housekeeping, and waste disposal.  In areas where restroom facilities are not available, restrooms must be placed in secured areas. Where there are more than ten contract and subcontract employees working on a project site the Contractor is responsible for providing restroom facilities (one portable toilet for every 15 employees).  Contractors must provide a separate lockable portable toilet for every 15 female employees on the work site.  Contractors must provide hand washing facilities with the portable toilets, at a suggested rate of one for every three portable toilets.  It is the Contractor’s responsibility to have all portable toilets cleaned at least weekly and removed within 3 days of Contract completion.

• Aircraft Insurance —

  Tenant agrees to carry aircraft liability insurance coverage during the term hereof, with terms and company satisfactory to City for limits of not less than TBD per occurrence.

• DRUG-FREE WORKPLACE CERTIFICATION —

  By submitting a bid in response to this Invitation to Bid, you are certifying that your company is a drug-free workplace in accordance with Florida Statute 287.087.

   

• Supplemental #3: Road Work Safety —

  Work Zone Safety

  Work zones are defined as any area where work is being performed by a Contractor.  Work zones can present hazards to citizens, City employees, and Contractors; it is the Contractor’s responsibility to take the proper precautions to reduce these risks.  Work zone protection is the adequate safe-guarding or protecting of pedestrians, motorists, employees, and equipment using PPE, suitable barriers, warning signs, lights, flags, traffic cones, high-level standards, barricade rope, flaggers, etc., as the job requires on approaches to work areas, excavations, open manholes, parked equipment, etc. Proper work area protection must be planned to ensure the safety and protection of the employee, the public and the equipment.

  1. PPE

  All employees working on or within 15 feet of a roadway for longer than 15 minutes must wear FDOT approved Class 3 reflective clothing or vests.  Flaggers shall wear an orange or green-warning vest that is at least ANSI/SEA Class 2 Apparel compliant.  Warning garment worn during periods of limited visibility shall be of a reflective material meeting the specifications outlined in the ANSI/SEA Class 3 Apparel.

  2. Maintenance of Traffic (MOT) and Temporary Traffic Control (TTC)

  The Contractor will perform contractual duties in a manner that reduces interference with public traffic as much as possible during such times as the Contractor must perform work that impedes public traffic; for example, when crossing, obstructing, or closing roads, driveways, and walkways (private or public).  The Contractor is solely responsible for establishing and maintaining safe detours and lane closures per FDOT MOT/TTC requirements.  The Contractor is responsible for timely informing property owners when private drives will be closed or redirected.  The City’s Safety Representative reserves the right to inspect all worksites and advise the Contractor or their representatives on adjusting the work zone, if needed.

  MOT/TTC can be performed by a FDOT MOT/TTC intermediate certified employee or supervised by a FDOT MOT advanced certified employee.

  3. 1. Signs- Work zone warning signs must be placed in accordance with FDOT requirements in a manner that establishes the best protection for citizens, employees, and Contractors.  Signs must be removed or covered when work is not underway, and the hazard is not present.
     2. Barricades- Only FDOT approved barricades and cones must be utilized for MOT/TTC.  The Contractor is responsible for ensuring that any barricades have warning illumination, such as beacon lights, from sunset to sunrise.
     3. Flaggers- The following methods of signaling with a flag shall be used:
        1. To stop road users, the flagger shall face road users and extend the flag staff horizontally across the road users’ lane in a stationary position so that the full area of the flag is visibly hanging below the staff. The free arm shall be held with the palm of the hand above the shoulder level toward approaching traffic.
        2. To direct stopped motorists to proceed, the flagger shall stand parallel to the road user movement and with flag and arm lowered from the view of the road users and shall motion with the free hand for road users to proceed. Flags shall not be used to signal road users to proceed.
        3. To alert or slow traffic, the flagger shall face road users and slowly wave the flag in a sweeping motion of the extended arm from shoulder level to straight down without raising the arm above a horizontal position. The flagger shall keep the free hand down.
     4. Vehicles, Equipment, and Materials- The Contractor is responsible for placing vehicles, equipment, and materials so that these items pose the least impedance and hazards to traffic (vehicle or pedestrian).  Vehicles or equipment working on or within ten feet of the roadway must be equipped with a minimum of one amber 360-degree Class I warning device.  The warning device must be in operation all the time the vehicle or equipment is on or within ten feet of the roadway.
• SUSPENSION AND DEBARMENT CERTIFICATION —

  By submitting a bid in response to this Invitation to Bid, you are certifying that your company, pursuant to 49 CFR Part 29: (1) is not presently suspended or debarred as, and/or listed on the U.S. General Services Administration’s System for Award Management (SAM) as such; and (2) will at all times remain eligible to bid for and perform the services subject to the requirements set forth herein and other applicable laws. Bidder agrees that any contract awarded to Bidder will be subject to termination by the City if Contractor or its subcontractors fail to comply or maintain such compliance.

• Builder's Risk Coverage —

  Builder’s Risk insurance is to be purchased to cover subject property for all risks of loss (including theft and sinkhole), subject to a waiver of coinsurance and covering off-site storage, transit and installation risks as indicated in the Installation Floater (below) and Transportation insurance described hereafter, if such coverages are not separately provided.

  The Builders Risk insurance is to be endorsed to cover the interests of all parties, including the City and all contractors and subcontractors. The insurance is to be endorsed to cover testing and to grant permission to occupy. 

  The liability limits shall not be less than: Replacement Cost.

  OR

  Installation Floater Coverage

  Installation Floater Coverage is to be purchased when Builder’s Risk insurance is inappropriate, or when Builder’s Risk insurance will not respond, to cover damage or destruction to renovations, repairs or equipment being installed or otherwise being handled or stored by the Other Party, including off-site storage, transit and installation. The amount of coverage should be adequate to provide full replacement value of the property, repairs, additions or equipment being installed, otherwise being handled or stored on or off premises. All risks coverage is preferred.

  The liability limits shall not be less than: Replacement Cost

   

   

• Supplemental #4: Fall Protection —

  Fall Protection must meet 29CFR§1910.140 and 29CFR§1910.66 Appendix C for general industry contracts and 29CFR§1926.501 for construction contracts.  The Contractor is responsible for training their employees in the proper selection, donning, maintenance, and inspection of personal fall protection and fall arrest systems. The Contractor is responsible for providing, maintaining, and inspecting fall protection devices for their employees. The Contractor is responsible for ensuring that all tie-off points can hold at least 5,000 pounds.  The City’s Safety Representative reserves the right to inspect all fall protection devices, including tie-off points.

• Cleaners, Dryer and Laundries/Bailees Customers Insurance —

  The liability limits shall not be less than:

• CONFLICT OF INTEREST / STATEMENT OF NON-COLLUSION —

  The award hereunder is subject to Chapter 112, Florida Statutes. All respondents must disclose with their bid the name of any officer, director, or agent who is also an employee of the City of Lakeland. Further, all respondents must disclose the name of any City of Lakeland employee who owns, directly or indirectly, an interest of five percent (5%) or more of the respondent’s firm or any of its branches.

  The respondent shall certify that he/she has not, either directly or indirectly, entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive bidding in connection with the bid and that the respondent is not financially interested in, or otherwise affiliated in a business way with any other respondent on the same land or improvements.

   

• Supplemental #5: Hazardous Chemicals and Hazardous Communications —

  The Contractor is responsible for compliance with all Federal, State and Local Right-To-Know-Laws (Hazardous Communications) for its employees and the employees of all Subcontractors the Contractor brings on or causes to be on the project site, inclusive of pesticides and herbicides.

  The Contractor must, between receiving the Contract and coming onto the project site to begin work, have all affidavits available upon request. Documents include training documents stating that ALL personnel the Contractor brings on, or causes to be on the project site, have been given training or possess the appropriate licenses (if required) on any toxic substances said personnel will be working with or may be exposed to while working at the job site.

  The Contractor shall provide to the City’s project representative, a copy of the manufacturer’s SDS for all hazardous chemicals used or brought on the project site by the Contractor or Subcontractor prior to the substance being brought onto the City’s property.

  Upon written request, the Contractor and/or Subcontractor must be provided SDS’s which are in the possession of the City.  The City may establish reasonable procedures for acting upon such requests to avoid interruption of normal work operations.

  Before any work begins, and conditions warrant, the contractor shall arrange a meeting to advise City’s project representative about safety and any dangers City employees will be subjected to due to the presence of chemicals brought on the project site.

• E-VERIFY CERTIFICATION —

  Vendor/Contractor shall 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:

  All persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

  All persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the Contract with the City.

• Supplemental #6: Confined Space Entry —

  Confined space entry must be made per 29CFR§ 1910.146, for all confined spaces in the City.  Contractors are responsible for training employees to the OSHA standard and provide appropriate PPE for employees.  The Contractor is responsible for performing atmospheric testing and providing the testing equipment; all atmospheric testing equipment must have been tested within thirty days of the confined space entry testing.  The Contractor is responsible for providing entry attendants for each confined space who are responsible for maintaining the confines space permit.  The City’s Safety Representative reserves the right to inspect all confined spaces, confined space permits, and atmospheric testing equipment.

• Comprehensive Crime —

  Comprehensive Crime insurance, which includes employee dishonesty and computer fraud as well as third party coverage (also known as client property coverage or property of others coverage) for dishonest acts, committed by Bidder’s employees with limits not less than $1,000,000 for each loss, $2,000,000 aggregate.

• Contractors Pollution Liability —

  which is a contractor base policy, which should be provided on an occurrence basis, Contractor Pollution Liability provides third-party coverage for bodily injury, property damage, defense, and cleanup as a result of pollution conditions (sudden/accidental and gradual) arising from contracting operations performed by or on behalf of the contractor.

  OR

  Environmental Impairment Liability

  The Other Party shall be responsible for purchasing and maintaining environmental impairment liability insurance. This insurance should cover the following types of environmental impairment: Sudden and Accidental, and Gradual. NOTE: If choosing Environmental Impairment Liability, the liability limits will be the same as Contractors Pollution Liability as listed below.

  The liability limits shall not be less than:TBD 

   

   

• VENDOR/CONTRACTOR CERTIFICATION REGARDING SCRUTINIZED COMPANIES —

  Section 287.135, Florida Statutes, as may be amended, prohibits agencies or local government entities from contracting with companies for goods or services of $1,000,000.00 or more, that are on the Scrutinized Companies with Activities in Sudan List, the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List or is engaged in a boycott of Israel and that it does not have business operations with Cuba or Syria.

  As the person authorized to submit responses/bids on behalf of respondent/bidder, I hereby certify that the company identified above in the section entitled “Respondent Vendor Name” is not listed on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, the Scrutinized Companies that Boycott Israel List. I further certify that the company is not engaged in a boycott of Israel or has business operations in Cuba or Syria. I understand that pursuant to section 287.135 , Florida Statutes, as may be amended, the submission of a false certification may subject company to civil penalties, attorney’s fees, and/or costs. 

   

• Supplemental #7: Respiratory Protection —

  Respiratory Protection must meet OSHA 29CFR§1910.134 requirements and all employees must pass pulmonary function testing (PFT) and fit testing.  Respiratory protection must be worn and maintained per OSHA standards. Contractors are responsible for ensuring their employees have met all testing and training criteria.  Contractors are solely responsible for providing their employees and Subcontractors with the proper respiratory protection in accordance with OSHA standards or a hazardous chemicals SDS sheet.  NOTE: All Contractors and Subcontractors performing duties with concrete that include cutting, grinding, or other duties that would cause silica dust to become airborne must wear at a minimum a N95 dust mask.

• Crane or Riggers Liability —

  This insurance covers legal liability protection for the individual or business entity when acting as a rigger for the property of others in their care, custody and control.

  The liability limits shall not be less than:TBD

   

• Supplemental #8: Hot Work —

   

  Hot work is defined by OSHA as any operation that will cause a spark or flame, such as welding, grinding, brazing, soldering, or burning).  All hot work operations will be performed in accordance with OSHA and NFPA standards.  The Contractor is responsible for obtaining hot work permits and providing a fire watch according to NFPA 51B requirements, reference the fire watch matrix below. The City’s Safety Representative reserves the right to inspect all worksites and advise the Contractor or their representatives on adjusting the hot work area, if needed.  (For Mcintosh Employees, we must authorize hot work permits due to our specific knowledge of hazards in the area)

   

  

   

• SCRUTINIZED COMPANIES OR OTHER ENTITIES —

  Pursuant to Florida Statute §287.135(3)(b)2., as may be amended, the City may terminate its contract with Contractor if Contractor is found to have been placed on the Scrutinized Companies or Other Entities that Boycott Israel or is engaged in a boycott of Israel.

• Supplemental #9: Excavation and Trenching —

  Contractors must follow OSHA 29CFR §1926.650 and all other applicable standards for excavation and trenching. Note: As a rule, the City has adopted the policy of classifying all soils as Class C. Therefore, all trench or excavation work shall comply with those standards required for Class C soils.  Contractors are responsible for obtaining buried utility mapping from 811 before you dig; Contractors are liable for all damages resulted from digging operations.  The City’s Safety Representative reserves the right to inspect, request changes, and close worksites for safety concerns.

• PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL OR IDEOLOGICAL INTERESTS IN GOVERNMENT CONTRACTING -- F.S. 287.05701 —

  Bidders are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the City will not request documentation of or consider a Bidder's social, political, or ideological interests when determining if the Bidder is a responsible Bidder.  Bidders are further notified that the City's governing body may not give preference to a Bidder based on the Bidder's social, political, or ideological interests.

• Cyber & Privacy Protection Liability —

  This insurance shall be a “claims made” type policy written in comprehensive form and shall protect the Other Party and the additional insured against claims arising from anyone’s acts errors or omissions including but not limited to outsourcers or vendors and any electronic or non-electronic security events whatsoever for:

  1. your actual or alleged breach of any confidence, or violation or infringement of any rights to privacy or other legal protections for personal information, including but not limited to breach of a person’s right of publicity, false light, intrusion upon a person’s seclusion, public disclosure of a person’s private information, or misappropriation of a person’s picture or name for commercial gain;
  2. your breach of duty to:
     1. protect the security and confidentiality of customer records and information;
     2. protect against any anticipated threats or hazards to the security or integrity of such records;
     3. protect against unauthorized access to or use of such records or information which could result in substantial harm or inconvenience to any customer;
     4. protect any personally identifiable information, or other private or confidential information;
  3. under any statute including but not limited to HIPAA and GLB acts, or under any contract, including but not limited to your privacy statement;

  The retroactive date of this “claims made” policy must be earlier than or equal to the start date of this contract. The Other Party is required to continue to purchase this coverage for a minimum of three years beyond the completion of this project.

  The liability limits shall not be less than:TBD

• Environmental Impairment Liability —

  The Other Party shall be responsible for purchasing and maintaining environmental impairment liability insurance.  This insurance should cover the following types of environmental impairment: Sudden and Accidental, and Gradual.

  The liability limits shall not be less than:  $ TBD

• ADDENDA —

  It is the Bidder’s responsibility to contact the Purchasing Division prior to submitting a bid to ascertain if any addenda have been issued, to obtain all such addenda and return executed addenda with the bid.

  The failure of a Bidder to submit acknowledgment of any addenda that affects the bid price(s) may be considered an irregularity and may be cause for rejection of the bid.

• Supplemental #10: Lock-Out-Tag-Out (LOTO) —

  Contractors must follow OSHA 29CFR§1910.147 for The Control of Hazardous Energy covering the LOTO of all equipment and systems posing an energy hazard.  Energy can be both electrical and mechanical.  All sources of hazardous energy must be locked and tagged to reduce the potential for injury or death of workers.  It is the Contractor’s responsibility to have a proven LOTO program and the equipment to perform LOTO on equipment or systems prior to work being performed.

• LOCAL VENDOR PREFERENCE —

  Please refer to the City’s Local Preference Policy, Ordinance No. 5912 dated January 3, 2022, located on the Purchasing Department page, www.lakelandgov.net. 

  A Local Business shall be defined as a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.

   

• Supplemental #11: Energized Power Systems —

  Strict adherence to the table of distances to energized systems is mandatory.  Unless otherwise specified by Lakeland Electric Systems Control, the contractor may not be any closer than 20-foot to energized systems.  The Contractor must notify System control at (863) 834-6560 for line clearance.

  ALL UNQUALIFIED PERSONNEL SHALL NOT GET CLOSER THAN 20 FEET (ENCROACHMENT) ENERGIZED EQUIPMENT OR AREAS.

  1. The Contractor shall make coordination with Lakeland Electric Delivery Operations Workforce Management Coordinator by calling (863) 834-6751 no less than 24 hours prior to work commencing.  Such coordination is necessary to cover any electrical lines or to hold or stabilize any poles that may be within the vicinity of the work zone.  In addition, the attached waiver must be completed by the Contractor and returned to the COL Safety Division prior to commencement of work.
  2. The Contractor is also responsible for all locates for underground utilities and for systems.  This may be accomplished by contacting Sunshine State One-Call at 1-800-432-4770.
• Fidelity/Dishonesty/Liability Coverage —

  Fidelity/Dishonesty/Liability insurance is to be purchased or extended to cover dishonest acts of the Other Party’s employees resulting in loss to the City.

  The liability limits shall not be less than:NO VALUE

• Supplemental #12: Power Distribution (T&D) Bucket Truck Safety —

  All aerial lift operations will be performed per OSHA 29CFR§1910.67 for general industry and 29CFR§1926.453 for construction.  Contractors are responsible for providing employees with the proper licensing, certifications, and training for the equipment to be used.  The following safety criteria must be followed:

  1. Any employee working from a bucket truck must use the proper fall protection device.
  2. Any employee on a pole or otherwise elevated position shall utilize the appropriate gaffs, harness, or otherwise appropriate fall protection.
  3. Employees must never override hydraulic, mechanical, or electrical safety equipment.
  4. Employees must never position themselves in an area that poses crush, pinch, or laceration potential.
  5. Employees must always treat powerlines as energized.
  6. Employees must never exceed the equipment’s load limits, including the combined weight of the worker, tools, and materials. 
• BID PROTEST PROCEDURE —

  The City’s procedure on bid disputes is located in the City’s Purchasing Manual and can be found at https://www.lakelandgov.net/departments/purchasing/bid-dispute-policy.

• Fire Legal Liability —

  Tenant’s liability for damages by fire to the rented premises the tenant occupies.

  The liability limits shall not be less than:NO VALUE

• Supplemental #13: Equipment Safety —

  All operations involving equipment must be conducted according to the applicable OSHA standards.  All equipment operators must be certified or licensed according to federal, state, and local requirements.  All equipment must be inspected according to OSHA requirements and before use by the operator.  The Contractor is solely responsible for compliance with this safety requirement.

  1. Powered industrial trucks- all operations that are performed using powered industrial trucks (forklifts, lulls, etc.) must be conducted in accordance with OSHA 29CFR§1910.178 for general industry and 29CFR§1926.600 and 29CFR§1926.602 for construction.
  2. Aerial lifts- all operations that are performed using aerial lifts (boom lifts, cherry pickers, snorkel lifts, etc.) must be conducted in accordance with OSHA 29CFR§1910.67 for general industry and 29CFR§1926.453 for construction. 
• TERMS AND CONDITIONS OF AGREEMENT —

  A copy of the agreement to be entered into with the successful bidder in included with this bid attached herein, should the City require such.

• OPENGOV PROCUREMENT —

  The City of Lakeland uses OpenGov, the e-Procurement Portal (“Portal”), to administer the competitive solicitation process, including but not limited to soliciting quotes, sealed bids, proposals, and qualifications, issuing addenda, posting results and issuing notification of an intended decision. Bidders are strongly encouraged to familiarize themselves well in advance of their intention of submitting a proposal to ensure familiarity with the use of the Portal. The City shall not be responsible for a Bidder’s inability to submit a proposal by the end date and time for any reason, including issues arising from the use of the Portal.

• Garage Liability Insurance —

  Insurance covering the legal liability of automobile dealers, garages, repair shops, and services stations for claims of bodily injury and property damage arising out of business operations.

  The liability limits shall not be less than:NO VALUE

   

• Supplemental #14: Crane Safety —

  All crane operations must be conducted according to OSHA 1910.180 standards.  All crane operators must be certified or licensed per OSHA 1910.180 standards.  No employees will be allowed to stand or pass under a suspended load. All load suspension areas will be properly barricaded.  All swing points of the crane will be properly barricaded. Operators will not leave the crane cab while the load is suspended.  All cranes, hooks, and rigging will be inspected daily.  The City’s Safety representative reserves the right to inspect all worksites and advise the Contractor or their representatives on adjusting the work area, if needed. Lift plans are required for critical lifts. Critical lifts are loads >85% of crane capacity, two or more cranes required for the lift, lifts in high-risk areas, lifts involving significant value ‘on the hook’. Lift plans shall include the most extreme boom angle, heaviest weight, ground bearing pressure under the crane mats and rigging to be used.  Ground bearing pressures should typically be less than 3000psf but may be more stringent depending on engineering review.  Lift plans shall be submitted no less than 3 days ahead of the lift. Pre-lift meetings with everyone involved shall be conducted and documented prior to making the lift. Riggers and signalmen must have up-to-date training.

• Supplemental #15: Storm Drainage and Surface Water Protection —

  The Contractor shall comply with all applicable ordinances, rules, and regulations restricting the introduction of non-storm water discharges to the City’s municipal separate storm water system (MS4) and/or surface water bodies in adherence to the following: The Code of Ordinances of Lakeland, Part II, Section 86; Polk County Ordinance 93-06; and, the City of Lakeland Land Development Regulations, Article 6. 

  A.        The Contractor is prohibited from the placing, depositing, or dumping of any dirt, sweepings, filth, slopes, litter, loose materials, water, grease, slippery materials, etc. in or upon any street, highway, alley, sidewalk, park, lake, or other public place in the City.  

   B.       The Contractor will develop and implement a plan to utilize best management practices (BMPs), including, but not limited to, treatment methods and practices, to control polluted runoff, spillage, leaks, sludge, waste, or runoff from raw material to prevent flooding and/or adverse impacts to the natural resources of the City, and ensure the elimination of pollutants discharging to the MS4 and/or any surface water body during construction and maintenance activities.  To the maximum extent possible, the Contractor will utilize schedules of activities, prohibitions of practices, maintenance procedures, and other management activities to prevent or eliminate pollutants from entering MS4 or being discharged to surface water bodies.   

  C.        The Contractor will utilize proper erosion, liquid and sediment control measures; provide inlet protection for storm drains and drainage conveyances, ponds, and easements; and take all reasonable precautions to contain runoff on-site and eliminate illicit discharges to the MS4 and/or surface water bodies.  Illicit discharge includes, but is not limited to, any spilling, leaking, seeping, pouring, emitting, emptying, or dumping of materials, rinse water, or waste products into the MS4 and/or surface water bodies of the City.

• Garage Keepers Coverage —

  Garage keepers Liability insurance is to be purchased to cover the Other Party’s liability for damage or other loss, including comprehensive and collision risks, to the City’s vehicles while in the care, custody and control of the Other Party.

  The liability limits shall not be less than:NO VALUE

   

• BID SUBMITTAL —

  Respondent shall complete all electronic sections of their response and submit a response before the due date and time identified in the Timeline of this solicitation. Electronic sections may comprise of but are not limited to Contact Information, Addenda Confirmation, Questionnaire, Pricing and Company Profile.

  The City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all bids, and/or to accept that bid which is in the best interest of the City. The award of this bid, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Bidder’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this bid to one (1) or more Bidders. There is no obligation to buy. The bid, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of Lakeland encourages the use of minority and women-owned businesses as subcontractors or in joint venture arrangements.

  City of Lakeland, Florida

   

• Supplemental #16: Risk Management Plan (RMP): McIntosh Power Plant —

  1. Plant Site Emergency Conditions

  1. In the event a Contractor is working on a City of Lakeland McIntosh Power Plant (MPP) Site and a plant site emergency condition (i.e. major fire, hazardous fluid/gas leak, bomb threat, etc.) occurs, the Contractor and the Contractor’s employees shall follow all instructions issued by the City. Upon notification of plant site emergency, the Contractor and all contract employees shall evacuate to the nearest Safe Congregation Point. The City will issue further instructions to the Contractor indicating when the Contractor may return to the plant/job site.
  2. All Contractors performing services at MPP or near this area (within 1000 feet of fence line) shall ensure their personnel are made aware of the presence of Anhydrous Ammonia. This employee awareness must include chemical properties, site, sound and symptoms related to exposure and the emergency signal (Siren and Radios) and procedures used at the facility in the event of a release.
  3. All Contractor employees shall be required to undergo Anhydrous Ammonia safety training to be provided by the City should gaseous Anhydrous Ammonia be utilized at the work location. The City will provide one training session and thereafter the Contractor shall be responsible for conducting the training using materials provided by the City. Contractor shall supply proof of completion of training to the City prior to any personnel reporting to the site.

   

  2. Contractor Qualifications

  1. The Plant Manager for MPP or their designees shall be responsible for requesting Contractor safety qualifications, establishing and maintaining a PSM – Approved Contractor List, maintaining Contractor safety qualifications records, performing periodic contractor audits and maintaining the Contractor Injury and Illness Log.
  2. All City employees who requisition Contractor services shall be responsible for choosing Contractors from the RMP – Approved Contractor List and monitoring Contractor safety performance.
  3. All City employees shall be responsible for notifying the appropriate Plant Management if they become aware of unauthorized Contractors working on or near RMP covered processes.

   

  3. Requisitioning Contractor Services

  When requisitioning Contractor services to perform work on or near any Anhydrous Ammonia equipment including the SCR ammonia process, City employees shall choose only Contractors who have been listed on the RMP – Approved Contractor’s List.

   

• Hanger Keepers Liability —

  Provides coverage for damage to or destruction of the aircraft of others while in the insured’s custody for storage, repair, or safe keeping and while in or on the schedule premises.

• Supplemental #17: Risk Management Plan (RMP): Glendale and Williams Water Treatment Plants —
  1. Contractor Qualifications
     1. The Plant Superintendent (W. Carl Dicks and Williams Water Treatment) or their designees shall be responsible for requesting Contractor safety qualifications, establishing and maintaining a RMP – Approved Contractor List, maintaining Contractor safety qualifications records, performing periodic Contractor audits and maintaining the Contractor Injury and Illness Log.
     2. All City employees who requisition Contractor services shall be responsible for choosing Contractors from the RMP – Approved Contractor List and monitoring contractor safety performance.
     3. All City employees shall be responsible for notifying the appropriate Plant Superintendent if they become aware of unauthorized Contractors working on or near RMP covered processes.
     4. Contractors working on a City Plant Site and a plant site emergency condition (i.e. major fire, hazardous fluid/gas leak, bomb threat, etc.) occurs, the Contractor and the Contractor’s employees shall follow all instructions issued by the City. Upon notification of plant site emergency, the Contractor and all Contractor employees shall evacuate to the nearest Safe Congregation Point. The City will issue further instructions to the Contractor indicating when the Contractor may return to the plant/job site.
  2. Requisitioning Contractor Services

  When requisitioning Contractor services to perform work on or near any Chlorine facilities City employees shall choose only Contractors who have been listed on the RMP – Approved Contractor’s List.

• Installation Floater Coverage —

  Installation Floater Coverage is to be purchased when Builder’s Risk insurance is inappropriate, or when Builder’s Risk insurance will not respond, to cover damage or destruction to renovations, repairs or equipment being installed or otherwise being handled or stored by the Other Party, including off-site storage, transit and installation.  The amount of coverage should be adequate to provide full replacement value of the property, repairs, additions or equipment being installed, otherwise being handled or stored on or off premises.  All risks coverage is preferred.

   

  The liability limits shall not be less than:  $ TBD

• Supplemental #18: RMP: RMP-Approved Contractors List —
  1. Contractor Qualification Requirements

  All Contractors performing work on the covered process or performing work which has the potential to cause an accidental release of the product shall meet the qualification and training requirements given below.

  1. 1. Qualification Criteria
  1. 1. 1. To be considered for inclusion on the RMP – Approved Contractor’s List, Contractors must have the following readily available, along with their bid for work to be performed on or near Anhydrous Ammonia or Chlorine processes.
        2. Documentation of their Experience Modification Rate (EMR), which must be less than or equal to 1.00.
        3. A letter stating their drug and alcohol policy. Only Contractors who certify a Drug-Free Workplace will be accepted.
        4. Their written Safety Compliance Program.
        5. The Plant Manager or the RMP Coordinator in conjunction with the Safety Representative shall evaluate the information which is submitted with the bids and determine which Contractors shall be approved for work on or near the covered processes.
     2. Contractor Employee Training Requirements
        1. The Plant Safety Officer shall provide a Contractor’s Process Safety Information package to contractors who are approved for inclusion on the RMP – Approved Contractor’s List.
        2. The Contractor’s Process Safety Information package shall include the following information:
  1. 1. 1. 1. General Safety/Security requirements for the site.
           2. An outline of the city work practices and procedures manual including Confined Space Entry, Line Breaking, Lockout/Tagout and Hot Work Procedures.
           3. An outline of the appropriate Emergency Response Plan.  (A written description of the Chlorine process.)
           4. An outline of the city management of Change (MOC) procedure.

  c. Contractors are responsible for training all employees direct and indirect before they commence work onsite at Glendale or Williams Water Treatment Plants.

  1. 1. 1. 1. The Contractors shall train their employees on the covered materials and on the hazards of the chemicals involved. They shall administer an appropriate test to confirm the employee’s understanding of the material.
           2. The Contractors shall document the training, including the names of employees trained, dates of training and the employee’s test grade.
           3. Each Contractor employee shall complete refresher training at least every three (3) years.

  3. Process Access Control

  The Contractor shall have all employee training information readily available for review. The City contact along with the City Safety Representative reserves the right to review the information. Contractors must ensure that only trained employees can work on or near the PSM process.

   

  2. Audit of Contractor PSM Performance
  3. 1. The City’ project representative who requisitions Contractor’s services or a representative from the Safety Team shall periodically visit the work site to monitor the safety performance.
     2. The monitoring of Contractor performance shall include, but are not limited to:
  1. 1. 1. Conducting job site evaluations at the request of others, in response to violations of safety rules and independently on a random basis.
        2. Reviewing the certified Contractor Injury and Illness Log at least annually.

  3. For those Contractors with unacceptable performance, the Plant Manager and/or the Plant Safety Representative must notify Risk Management Safety. Refer to Incident Reporting Procedures located on Insite.

   

  3. Annual Performance Evaluations
  1. 1. The Plant Manager or their designee, RMP Coordinator, and the Safety Representative reserve the right to review Contractor’s safety performances  for any RMP – Approved Contractors who have been used during the previous year. The audit shall include the following:
  1. 1. 1. Contractor’s current Experience Modification Rate (EMR).
        2. Completeness of contractor qualification information.
        3. The Contractor’s safety performance as reported by Purchasing, the Plant Manager or the Safety Representative.

  2. Contractors shall be considered for disqualification if:

  1. 1. 1. The Contractor’s EMR has risen to greater than 1.00.
        2. The project representative who is requisitioning, Purchasing, the Plant Superintendent or Plant Safety Representative has given the Contractor an unfavorable evaluation.
        3. Contractor employee training records are no longer current.

   

  4. Contractor Illness and Injury Log

  For all work performed on or near the RMP Process areas the following rules shall apply:

  1. 1. RMP – Approved Contractors shall inform the work site City contact, the Plant Safety Representative, and Plant Manager of any illness or injuries resulting from work performed on or near the RMP Process areas.
     2. Contractors who do not comply with this requirement shall be subject to the corrective actions discussed in Section (B3).
     3. Contractor management shall ensure all illnesses and injuries reported by their RMP contractors are recorded on the Contractor Illness and Injury Log.
• Supplemental #19: Process for Contractor RMP Approval, McIntosh Power Plant —

  The McIntosh Power Plant has two system that are covered by 48 CFR 68: Chemical Accident Prevention Provisions and are subject to the Risk Management Plan (RMP):  The Selective Catalytic Reduction Ammonia system (SCR) which is used to reduce NOx emissions on COL Unit # 5.

  In accordance with the MPP Risk Management Plan the City - Lakeland Electric - Energy Supply and the Department of Water Utilities is required to review the safety performance and safety program of Contractors who perform maintenance or repair, turnaround, major renovation, or specialty work on or adjacent to systems that are covered by the standard as part of the evaluation used to determine the award of contracts.  For a company to be evaluated for award of the contract, a completed, signed and dated Contractor Safety Evaluation form must be submitted along with a copy of the contractor’s Experience Modification Rate (EMR) on Insurance Company Letterhead.  Failure to submit the Contractor Safety Evaluation will remove the Contractor from the qualified RMP approved contractor/vendor list and the Contractor will not be eligible for award of City contracts.

  All Contractors awarded work that is on the systems covered by the Process Safety Management Standard shall provide documentation that all employees have received training in the potential fire, explosion, or toxic release hazards related to his/her job and the process and the applicable provisions of the emergency plan.  The documentation shall include the identity of the Contractor employee, the date of the training, and the means used to verify that the employee understands the training.  In addition, a Pre-Work Safety Assessment (PSA) or Job Hazard Analysis (JHA) is required for all work on systems covered by the Process Safety Management Standard and the PSA or JHA must be reviewed by all personnel involved in the work prior to the work beginning, and as needed, during the progress of the work.  Any modification to the PSA or JHA during the job must be approved by the senior Contractor supervisor on site and either the City Safety Personnel or specific Plant Management, or their designees.

  All Contractors awarded work that is on the systems covered by the Risk Management Plan Standard shall report any injuries or illness related to work in the process areas immediately.

  All Contractors awarded work that is on the systems covered by the Risk Management Plan Standard shall comply with all pertinent provisions of 29 CFR 1910.119 that are not specifically mentioned in this document.

• Liquor Liability Coverage —

  In anticipation of alcohol being served, the Other Party shall provide evidence of coverage for liquor liability in an amount equal to the general/umbrella/excess liability coverage. If the general liability insurance covers liquor liability (e.g. host or other coverage), the Other Party’s agent or insurer should provide written documentation to confirm that coverage already applies to this agreement, contract, or lease. If needed coverage is not included in the general/umbrella/excess liability policy (ices), the policy (ices) must be endorsed to extend coverage for liquor liability, or a separate policy must be purchased to provide liquor liability coverage in the amount required.

  The liability limits shall not be less than:NO VALUE

   

• Premises Liability —

  The liability limits shall not be less thanNO VALUE single limit each occurrence.

• Supplemental #20: Process for Contractor RMP Approval, Water Treatment Facilities —

  W. Carl Dicks and the Northside Water Reclamation facilities, in conjunction with the Thomas Williams Water Treatment Facility, contain chlorine in such quantity that is covered in the RMP standard.

  In accordance with 29 CFR 1910.119 (h) (1) (Process Safety Management), the City - Lakeland Electric - Energy Supply and the Department of Water Utilities is required to review the safety performance and safety program of Contractors who perform maintenance or repair, turnaround, major renovation, or specialty work on or adjacent to systems that are covered by the standard as part of the evaluation used to determine the award of contracts.  For a company to be evaluated for award of the contract, a completed, signed and dated Contractor Safety Evaluation form must be submitted along with a copy of the Contractor’s Experience Modification Rate (EMR) on Insurance Company Letterhead.  Failure to submit the Contractor Safety Evaluation will remove the Contractor from the qualified RMP approved contractor/vendor list and the contractor will not be eligible for award of City contracts.

  All Contractors awarded work that is on the systems covered by the Process Safety Management Standard, must have the following documentation available upon request. Documentation includes verification that all Contractor employees have received training in the potential fire, explosion, or toxic release hazards related to his/her job and the process and the applicable provisions of the emergency plan. The documentation must include the identity of the Contractor employee, the date of the training, and the means used to verify that the employee understands the training. In addition, a Pre-Work Safety Assessment (PSA) or Job Hazard Analysis (JHA) is required for all work on systems covered by the Process Safety Management Standard and the PSA or JHA must be reviewed by all personnel involved in the work prior to the work beginning, and as needed, during the progress of the work. Any modification to the PSA or JHA during the job must be approved by the senior contractor supervisor on site.

  All Contractors awarded work that is on the systems covered by the Process Safety Management Standard shall report any injuries or illness related to work in the process areas immediately and shall provide an injury and illness log on a weekly basis to the City of Lakeland Safety Representative.

  All Contractors awarded work that is on the systems covered by the Process Safety Management Standard shall comply with all other pertinent provisions of 29 CFR 1910.119 that are not specifically mentioned in this document.

• Supplemental #21: Heavy Equipment —

  OSHA requires that employers provide specific training for heavy equipment operators, not certification for the operators themselves. Employers must ensure employees are competent, properly trained, and instructed on hazards before operating machinery. Key requirements include operator training on specific equipment, regular inspections, and safety measures like seat belts and appropriate braking systems, along with general safety practices like proper lighting and parking procedures.

  1. Operator training and competence
     • Employers must train and certify operators for specific types of equipment, such as powered industrial trucks.
     • Operators must be competent and familiar with the machinery they are using.
     • Refresher training is required when new equipment is introduced or if unsafe practices are observed.
     • Employees must be taught to recognize and avoid unsafe conditions.
  2. Equipment safety and maintenance
     • All heavy equipment must have functioning brakes, seat belts, and, if applicable, fenders.
     • Operators must set the parking brake when parked.
     • Unattended equipment must have lights or reflectors if left out at night or next to highways.
     • Heavy machinery must be properly blocked or cribbed when it is not in use.
     • Regular inspections are a part of the employer's safety program.
  3. Hazard awareness
     • Employers must have safety programs that address hazards associated with heavy equipment.
     • Operators must be aware of hazards like power lines when working near them.
     • For excavation work, employers must determine the location of underground utility lines before starting work.
     • For equipment with enclosed cabs, employers must be aware of OSHA's silica exposure limits for workers inside.
• Supplemental #22: Working Over or Near Water —
  1. Employees working over or near water, where the danger of drowning exists, shall be provided with U.S. Coast Guard-approved life jacket or buoyant work vests.
  2. Prior to and after each use, the buoyant work vests or life preservers shall be inspected for defects which would alter their strength or buoyancy. Defective units shall not be used.
  3. Ring buoys with at least 90 feet of line shall be provided and readily available for emergency rescue operations. Distance between ring buoys shall not exceed 200 feet.
  4.  At least one lifesaving skiff shall be immediately available at locations where employees are working over or adjacent to water.
• Professional Liability/Malpractice/Errors or Omissions Insurance —

  The Other Party shall carry professional malpractice insurance throughout the term of this Contract and shall maintain such coverage for an extended period of three (3) years after completion and acceptance of any work performed hereunder. At all times throughout the period of required coverage, said coverage shall insure all claims accruing from the first date of the Contract through the expiration date of the last policy period. In the event that Other Party shall fail to secure and maintain such coverage, Other Party shall be deemed the insurer of such professional malpractice and shall be responsible for all damages suffered by the City as a result thereof, including attorney’s fees and costs.

  The liability limits shall not be less than:NO VALUE

• Supplemental #23: Ergonomics —

  OSHA ergonomics for contractors focuses on preventing injuries through proper body posture, especially when lifting, kneeling, or using tools. Key strategies include using mechanical aids for heavy lifting, keeping tools within the "power zone" (near the torso), and minimizing repetitive motions. Proper posture guidelines involve keeping the back straight, lifting with the legs, using knee pads when kneeling, and selecting tools that reduce stress on the hands and wrists.
  
  Lifting and materials handling
  
  • Lift loads under 50 pounds:

  • • Get help for loads of 35–40 pounds or larger, awkward objects, and avoid lifting anything over 50 pounds.

   

  • Keep the load close:
    • When lifting, keep the load close to your body with your back straight and lift using your legs, not your back.

  
  • Use mechanical aids:

  • • Use carts, dollies, or mechanical equipment to move materials to avoid manual carrying.

   
  • Store materials wisely:

  • • Store materials to minimize lifting from the ground or above shoulder height.

   
  Tools and workstations

  • Keep tools within the "power zone":
    • Adjust the work height to keep hands between shoulder and elbow level whenever possible. Use tool extensions for overhead work.
  • Avoid awkward postures:
    • Avoid bending the wrist, twisting the torso, or reaching to the side while lifting.
  • Use proper tools:
    • Select tools with handles that fit the hand and use vibration-damping tools when possible.
  • Use knee pads:
    • When kneeling is unavoidable, use knee pads or anti-fatigue mats.

  Repetitive motion and task management
  
  • Rotate tasks: Rotate workers through different job tasks to allow muscles to rest.
  • Take breaks: Take short micro-breaks to stretch and rest the hands and arms.
  • Encourage reporting: Train supervisors to recognize signs of ergonomic injury and encourage workers to report symptoms early.

• Railroad Protective Liability —

  (specific to CSX Railroad right of way) this insurance coverage protecting a railroad from liability it incurs because of the work of contractors on or near the railroad right-of way. Such RPL policy shall name Railroad as the insured.

  The liability limits shall not be less than:NO VALUE

   

• CONCLUSION —

  In summary, compliance with these safety specifications is crucial to ensuring a secure and productive work environment. By adhering to these policies, contractors actively protect their employees and demonstrate a commitment to preventing accidents and injuries. A robust safety culture, underpinned by regular training, and effective hazard management, is essential to the success of this project. Ultimately, the contractor assumes full responsibility for maintaining these standards, promoting a safe workplace, and mitigating risks, with the shared goal of achieving zero incidents.

• Transportation Insurance —

  This insurance shall be of the “all risks” type and shall protect the Other Party and the City from all insurable risks of physical loss or damage to equipment and materials in transit to the job site and until the City receives the equipment and materials at the job site.

  The liability limits shall not be less than:NO VALUE

   

• Watercraft Liability Coverage —

  Because the Other Party’s provision of services involves utilization of watercraft, watercraft liability coverage must be provided to include bodily injury and property damage arising out of ownership, maintenance or use of any watercraft, including owned, non-owned and hired.

  Coverage may be provided in the form of an endorsement to the general liability policy, or in the form of a separate policy covering Watercraft Liability or Protection and Indemnity.

  The liability limits shall not be less than:NO VALUE

   

• EVIDENCE/CERTIFICATES OF INSURANCE —

  Required insurance shall be documented in Certificates of Insurance which provide that the City shall be notified at least 30 days in advance of cancellation, nonrenewable, or adverse change.

  New Certificates of Insurance are to be provided to the City at least 15 days prior to coverage renewals.

  If requested by the City, the Other Party shall furnish complete copies of the Other Party’s insurance policies, forms and endorsements.

  For Commercial General Liability coverage, the Other Party shall, at the option of the City, provide an indication of the amounts of claims payments or reserves chargeable to the aggregate amount of liability coverage.

  Receipt of certificates or other documentation of insurance or policies or copies of policies by the City, or by any of its representatives, which indicate less coverage than required does not constitute a waiver of the Other Party’s obligation to fulfill the insurance requirements herein.

Submission Requirements

• Attest (required) —

  “I attest no City of Lakeland employee, their spouse, or child has an ownership stake in this organization.”

• Pricing Proposal (required)
• Certificate of Insurance (required) —

  A certificate of existing insurance coverage should be submitted with the proposal as proof of insurability. If the current coverage does not meet the RFP requirements, then the Respondent should request an affidavit of insurability from the Respondent’s insurance agent that certifies the requirements can and will be met.

• Hold Harmless Indemnification Agreement (required)
• Additional Required Bid Submittal Information upload here( Including Bid Bond and Contractor’s State License and Certification ) (required)
• Human Trafficking Affidavit (required)
• Drug-free Workplace Certification (required)
• Suspension and Debarment Certification (required)
• Public Entity Crimes Certification (required)
• Conflict of Interest/Statement of Non-Collusion (required)
• E-Verify Certification (required)
• Vendor/Contractor Certification Regarding Scrutinized Companies (required)
• Bidder certifies that no exceptions to the terms and conditions of the solicitation are being taken. (required)
• If exceptions are taken, specify in space below.
• Please List a Minimum of Three (3) Projects that Your Company Has Successfully Completed Within the Past Three (3) Years which are of Equal Size, Scope, Magnitude and Complexity as the Project to be Done for the City of Lakeland. This List shall be Specifically Prepared for this Bid Submittal and Should Include the Name of the Entity and the Name and E-mail address of a Responsible Individual Qualified to Respond to Questions Concerning Your Company’s Abilities, Costs, Schedules, etc. (required)
• Bid Sheet (required) —

  THIS BID SHALL BE VALID FOR SIXTY (60) DAYS FROM DATE OF OPENING.

  The following Bid is in strict accordance with the City of Lakeland Bid No. 2026-ITB-085, dated Friday, July 24, 2026 and all attachments as referenced therein.

  “I hereby certify that I understand and am aware that the City of Lakeland at its sole discretion reserves the right to waive technicalities or irregularities, to reject any or all proposals, and/or to accept that proposal which is in the best interest of the City. The award of this ITB, if made, may be based on considerations other than total cost and may be awarded based on various considerations, including without limitation; Respondent’s experience and/or qualifications, past experience, administrative cost, standardization, technical evaluation and oral and/or written presentations as required. The City reserves the right to accept all or part, or to decline the whole, and to award this ITB to one (1) or more Respondents. There is no obligation to buy. The ITB, if awarded, will be in the judgement of the City the most responsive to the City’s needs. The City of Lakeland encourages the use of minority and women owned businesses as subcontractors or in joint venture arrangements.

  If claiming Local Vendor Preference, I certify that the company satisfies each of the following criteria at the time of their submission of a response to the solicitation necessary to qualify as a “Local Business”: a vendor, supplier or contractor that: (i) conducts business within the jurisdictional limits of Lakeland Electric’s service territory by providing goods, services or construction; (ii) maintains a physical business location within the jurisdictional limits of Lakeland Electric’s service territory in an area legally zoned for conducting such business; (iii) conducts business on a daily basis from the local business location; (iv) has conducted business from such location for at least twelve (12) consecutive months prior to the due date for the applicable bid or proposal; and (v) provides a copy of its local business tax receipt, if located within the City of Lakeland, or a copy of its Polk County local business tax receipt, if located outside of the City limits but within Lakeland Electric’s service territory.”

• Local Vendor Preference —

  If claiming Local Vendor Preference, a valid Local Business Tax Receipt must be provided at the time the response is submitted in order to qualify for such consideration.

• Pricing (required)
• Insurance Requirements:
• Commercial General Liability —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Business Automobile Liability —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Excess Liability —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Aircraft Insurance —

  limits of not less than $_____ per occurrence.

  Enter $amount

• Contractors Pollution Liability —

  The liability limits shall not be less than: $ ____

  Enter the $ amount.

• Crane or Riggers Liability —

  The liability limits shall not be less than: $______

  Enter the $ amount.

   

• Cyber & Privacy Protection Liability —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Cleaners, Dryer and Laundries/Bailees Customers Insurance —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Environmental Impairment Liability —

  The liability limits shall not be less than: $_______

  Enter $ amount.

   

• Fidelity/Dishonesty/Liability Coverage —

  The liability limits shall not be less than : $ ______
  Enter $ amount.

• Fire Legal Liability —

  The liability limits shall not be less than : $ ______

  Enter $ amount.

   

• Garage Keepers Coverage —

  The liability limits shall not be less than: $_______

  Enter $ amount

• Garage Liability Insurance —

  The liability limits shall not be less than: $ ______

  Enter $ amount.

   

• Installation Floater Coverage —

  The liability limits shall not be less than: $ _______

  Enter $ amount.

• Liquor Liability Coverage —

  The liability limits shall not be less than : $ _______

  Enter $ amount.

• Premises Liability —

  The liability limits shall not be less than $_____ single limit each occurrence.

  Enter $ amount.

• Professional Liability/Malpractice/Errors or Omissions Insurance —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

• Railroad Protective Liability —

  The liability limits shall not be less than: $ ______

  Enter $ amount.

• Transportation Insurance —

  The liability limits shall not be less than: $ ______

  Enter $ amount.

   

• Watercraft Liability Coverage —

  The liability limits shall not be less than: $ _____

  Enter $ amount.

   

• Indemnification Agreement
• Safety Supplemental Requirements