DOWNTOWN CLEARWATER LIGHTING

Agency: City of Clearwater
State: Florida
Type of Government: State & Local
Posted Date: Jul 14, 2020
Due Date: Aug 12, 2020
Solicitation No: RFP 42-20
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DOWNTOWN CLEARWATER LIGHTING
  • Department: Finance and Budget
  • Category: Purchasing Division Bid/RFP/RFQ packages
  • RFP Number: RFP 42-20
  • Start Date: 07/13/2020
  • Close Date: 08/12/2020 10:00 AM

Health and safety are of the upmost importance to the City during this time. During the time COVID-19 is active, in order to reduce travel and personal interactions, we are requesting that all solicitation documents be submitted electronically.

Instructions on how to submit your solicitation documents electronically:

Once complete, hit “Submit”

NOTE: Once solicitation documents have been submitted, in order to retract the documents, an email from your company must be sent to the address listed under that solicitation on the City’s website. Retractions can only be made on open solicitations.

************************************************************************************************************************************************************************************************************************

ISSUED BY: Valerie Craig, CPPB

TITLE: Sr. Procurement Analyst

EMAIL: Valerie.Craig@myclearwater.com

BRIEF DESCRIPTION: The City of Clearwater Community Redevelopment Agency (CRA) is seeking proposals for ground, base, and/or up-lighting for landscape and trees along Cleveland Street, from Missouri Avenue west to Osceola Avenue as well as installation of projection art by which hardware and equipment can be installed to project on specific building facades in Downtown Clearwater.

SOLICITATION DOCUMENTS:

42-20_Downtown_Clearwater_Lighting

42-20_Exhibit A- Project Sites

Attachment Preview

REQUEST FOR PROPOSALS
#42-20
DOWNTOWN CLEARWATER LIGHTING
July 13, 2020
NOTICE IS HEREBY GIVEN that sealed proposals will be received by the City of Clearwater (City) until
10:00 AM, Local Time, August 12, 2020 to provide Downtown Clearwater Lighting.
Brief Description: The City of Clearwater Community Redevelopment Agency (CRA) is seeking
proposals for ground, base, and/or up-lighting for landscape and trees along Cleveland Street, from
Missouri Avenue west to Osceola Avenue as well as installation of projection art by which hardware and
equipment can be installed to project on specific building facades in Downtown Clearwater.
Proposals must be in accordance with the provisions, specifications and instructions set forth herein and
will be received by the Procurement Division until the above noted time, when they will be publicly
acknowledged and accepted.
Proposal packets, any attachments and addenda are available for download at:
https://www.myclearwater.com/business/rfp
Please read the entire solicitation package and submit the bid in accordance with the instructions. This
document (less this invitation and the instructions) and any required response documents, attachments,
and submissions will constitute the bid.
General, Process, or Technical Questions concerning this solicitation should be directed, IN
WRITING, to the Procurement contact below:
Valerie Craig, CPPB
Sr. Procurement Analyst
Valerie.Craig@myclearwater.com
This Request for Proposals is issued by:
Lori Vogel, CPPB
Procurement Manager
Lori.vogel@myclearwater.com
v 11.2018
Procurement Division
100 S Myrtle Ave
Clearwater FL 33756-5520
PO Box 4748, 33758-4748
727-562-4633 Tel
INSTRUCTIONS
i.1 VENDOR QUESTIONS: All questions regarding the contents of this solicitation, and solicitation
process (including requests for ADA accommodations), shall be directed solely to the contact
listed on Page 1. Questions should be submitted in writing via letter, fax or email. Questions
received less than ten (10) calendar days prior to the due date and time may be answered at the
discretion of the City.
i.2 ADDENDA/CLARIFICATIONS: Any changes to the specifications will be in the form of an
addendum. Addenda are posted on the City website no less than seven (7) days prior to the Due
Date. Vendors are cautioned to check the Purchasing Website for addenda and
clarifications prior to submitting their proposal. The City cannot be held responsible if a
vendor fails to receive any addenda issued. The City shall not be responsible for any oral
changes to these specifications made by any employees or officer of the City. Failure to
acknowledge receipt of an addendum may result in disqualification of a proposal.
i.3 VENDOR CONFERENCE / SITE VISIT:
Mandatory Attendance:
Yes
No
Yes
No
If so designated above, attendance is mandatory as a condition of submitting a proposal. The
conference/site visit provides interested parties an opportunity to discuss the City's needs,
inspect the site and ask questions. During any site visit you must fully acquaint yourself with the
conditions as they exist and the character of the operations to be conducted under the resulting
contract.
i.4 DUE DATE & TIME FOR SUBMISSION AND OPENING:
Date: August 12, 2020
Time: 10:00 AM (Local Time)
The City will open all proposals properly and timely submitted and will record the names and
other information specified by law and rule. All proposals become the property of the City and will
not be returned except in the case of a late submission. Respondent names, as read at the bid
opening, will be posted on the City website. Once a notice of intent to award is posted or 30 days
from day of opening elapses, whichever occurs earlier, proposals are available for inspection by
contacting the Procurement Division.
i.5 PROPOSAL FIRM TIME:
120 Days from Opening
Proposal shall remain firm and unaltered after opening for the number of days shown above. The
City may accept the proposal, subject to successful contract negotiations, at any time during this
time.
i.6 PROPOSAL SECURITY:
Yes
No
If so designated above, a proposal security in the amount specified must be submitted with the
proposal. The security may be submitted in any one of the following forms: an executed surety
bond issued by a firm licensed and registered to transact such business with the State of Florida;
cash; certified check, or cashier's check payable to the City of Clearwater (personal or company
checks are not acceptable); certificate of deposit or any other form of deposit issued by a financial
institution and acceptable to the City. Such proposal security shall be forfeited to the City of
Clearwater should the proposer selected fail to execute a contract when requested.
PERFORMANCE SECURITY:
Yes
No
If required herein, the Contractor, simultaneously with the execution of the Contract, will be
required to furnish a performance security. The security may be submitted in one-year increments
and in any one of the following forms: an executed surety bond issued by a firm licensed and
registered to transact such business with the State of Florida; cash; certified check, cashier's
check or money order payable to the City of Clearwater (personal and company checks are not
acceptable); certificate of deposit or any other form of deposit issued by a financial institution and
acceptable to the City. If the Contractor fails or refuses to fully comply with the terms and
conditions of the contract, the City shall have the right to use all or such part of said security as
Downtown Clearwater Lighting
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RFP #42-20
INSTRUCTIONS
may be necessary to reimburse the City for loss sustained by reason of such breach. The
balance of said security, if any, will be returned to Contractor upon the expiration or termination of
the contract.
i.7 SUBMIT PROPOSALS: It is recommended that proposals are submitted electronically through
our bids website at https://www.myclearwater.com/business/rfp.
Companies may mail or hand-deliver proposals to the address below. E-mail or fax submissions
will not be accepted. Use label at the end of this solicitation package.
City of Clearwater
Attn: Procurement Division
100 S Myrtle Ave, 3rd Fl, Clearwater FL 33756-5520
or
PO Box 4748, Clearwater FL 33758-4748
No responsibility will attach to the City of Clearwater, its employees or agents for premature
opening of a proposal that is not properly addressed and identified.
i.8 LATE PROPOSALS. The proposer assumes responsibility for having the proposal delivered on
time at the place specified. All proposals received after the date and time specified shall not be
considered and will be returned unopened to the proposer. The proposer assumes the risk of any
delay in the mail or in handling of the mail by employees of the City of Clearwater, or any private
courier, regardless whether sent by mail or by means of personal delivery. It shall not be
sufficient to show that you mailed or commenced delivery before the due date and time. All times
are Clearwater, Florida local times. The proposer agrees to accept the time stamp in the City’s
Procurement Office as the official time.
i.9 LOBBYING. The integrity of the procurement process is critical. Communication regarding this
solicitation for purpose of influencing the process or the award, between any person or affiliates
seeking an award from this solicitation and the City is strongly discouraged. This does not
prohibit public comment at any City Council meeting, study session or Council committee
meeting.
This shall not apply to vendor-initiated communication with the contact(s) identified in the
solicitation or City-initiated communications for the purposes of conducting the procurement
including but not limited to pre-bid conferences, clarification of responses, presentations if
provided in the solicitation, requests for Best and Final Proposals, contract negotiations,
protest/appeal resolution, or surveying non-responsive vendors.
i.10 COMMENCEMENT OF WORK. If proposer begins any billable work prior to the City’s final
approval and execution of the contract, proposer does so at its own risk.
i.11 RESPONSIBILITY TO READ AND UNDERSTAND. Failure to read, examine and understand
the solicitation will not excuse any failure to comply with the requirements of the solicitation or any
resulting contract, nor shall such failure be a basis for claiming additional compensation. If a
vendor suspects an error, omission or discrepancy in this solicitation, the vendor must
immediately and in any case not later than ten (10) calendar days in advance of the due date
notify the contact on page one (1). The City is not responsible for and will not pay any costs
associated with the preparation and submission of the proposal. Proposers are cautioned to
verify their proposals before submission, as amendments to or withdrawal of proposals submitted
after time specified for opening of proposals may not be considered. The City will not be
responsible for any proposer errors or omissions.
i.12 FORM AND CONTENT OF PROPOSALS. Unless otherwise instructed or allowed, proposals
shall be submitted on the forms provided. An original and the designated number of copies of
each proposal are required. Proposals, including modifications, must be submitted in ink, typed,
or printed form and signed by an authorized representative. Please line through and initial rather
than erase changes. If the proposal is not properly signed or if any changes are not initialed, it
may be considered non-responsive. In the event of a disparity between the unit price and the
Downtown Clearwater Lighting
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RFP #42-20
INSTRUCTIONS
extended price, the unit price shall prevail unless obviously in error, as determined by the City.
The City may require that an electronic copy of the proposal be submitted. The proposal must
provide all information requested and must address all points. The City does not encourage
exceptions. The City is not required to grant exceptions and depending on the exception, the City
may reject the proposal.
i.13 SPECIFICATIONS. Technical specifications define the minimum acceptable standard. When the
specification calls for “Brand Name or Equal,” the brand name product is acceptable. Other
products will be considered upon showing the other product meets stated specifications and is
equivalent to the brand product in terms of quality, performance and desired characteristics.
Minor differences that do not affect the suitability of the supply or service for the City’s needs may
be accepted. Burden of proof that the product meets the minimum standards or is equal to the
brand name product is on the proposer. The City reserves the right to reject proposals that the
City deems unacceptable.
i.14 MODIFICATION / WITHDRAWAL OF PROPOSAL. Written requests to modify or withdraw the
proposal received by the City prior to the scheduled opening time will be accepted and will be
corrected after opening. No oral requests will be allowed. Requests must be addressed and
labeled in the same manner as the proposal and marked as a MODIFICATION or WITHDRAWAL
of the proposal. Requests for withdrawal after the bid opening will only be granted upon proof of
undue hardship and may result in the forfeiture of any proposal security. Any withdrawal after the
bid opening shall be allowed solely at the City’s discretion.
i.15 DEBARMENT DISCLOSURE. If the vendor submitting a proposal has been debarred,
suspended, or otherwise lawfully precluded from participating in any public procurement activity,
including being disapproved as a subcontractor with any federal, state, or local government, or if
any such preclusion from participation from any public procurement activity is currently pending,
the proposer shall include a letter with its proposal identifying the name and address of the
governmental unit, the effective date of this suspension or debarment, the duration of the
suspension or debarment, and the relevant circumstances relating to the suspension or
debarment. If suspension or debarment is currently pending, a detailed description of all relevant
circumstances including the details enumerated above must be provided. A proposal from a
proposer who is currently debarred, suspended or otherwise lawfully prohibited from any public
procurement activity may be rejected.
i.16 RESERVATIONS. The City reserves the right to reject any or all proposals or any part thereof; to
rebid the solicitation; to reject non-responsive or non-responsible proposals; to reject unbalanced
proposals; to reject proposals where the terms, prices, and/or awards are conditioned upon
another event; to reject individual proposals for failure to meet any requirement; to award by item,
part or portion of an item, group of items, or total; to make multiple awards; to waive minor
irregularities, defects, omissions, technicalities or form errors in any proposal. The City may seek
clarification of the proposal from proposer at any time, and failure to respond is cause for
rejection. Submission of a proposal confers on proposer no right to an award or to a subsequent
contract. The City is responsible to make an award that is in the best interest of the City. All
decisions on compliance, evaluation, terms and conditions shall be made solely at the City’s
discretion and made to favor the City. No binding contract will exist between the proposer and
the City until the City executes a written contract or purchase order.
i.17 OFFICIAL SOLICITATION DOCUMENT. Changes to the solicitation document made by a
proposer may not be acknowledged or accepted by the City. Award or execution of a contract
does not constitute acceptance of a changed term, condition or specification unless specifically
acknowledged and agreed to by the City. The copy maintained and published by the City shall be
the official solicitation document.
i.18 COPYING OF PROPOSALS. Proposer hereby grants the City permission to copy all parts of its
proposal, including without limitation any documents and/or materials copyrighted by the
proposer. The City’s right to copy shall be for internal use in evaluating the proposal.
i.19 CONTRACTOR ETHICS. It is the intention of the City to promote courtesy, fairness, impartiality,
Downtown Clearwater Lighting
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RFP #42-20
INSTRUCTIONS
integrity, service, professionalism, economy, and government by law in the Procurement process.
The responsibility for implementing this policy rests with each individual who participates in the
Procurement process, including Respondents and Contractors.
To achieve this purpose, it is essential that Respondents and Contractors doing business with the
City also observe the ethical standards prescribed herein. It shall be a breach of ethical
standards to:
a. Exert any effort to influence any City employee or agent to breach the standards of ethical
conduct.
b. Intentionally invoice any amount greater than provided in Contract or to invoice for Materials
or Services not provided.
c. Intentionally offer or provide sub-standard Materials or Services or to intentionally not comply
with any term, condition, specification or other requirement of a City Contract.
i.20 GIFTS. The City will accept no gifts, gratuities or advertising products from proposers or
prospective proposers and affiliates. The City may request product samples from vendors for
product evaluation.
i.21 PROTESTS AND APPEALS. If a Respondent believes there is a mistake, impropriety, or defect
in the solicitation, believes the City improperly rejected its proposal, and/or believes the selected
proposal is not in the City’s best interests, the Respondent may submit a written protest. All
protests and appeals are governed by the City of Clearwater Purchasing Policy and Procedures
Section 18 (“Purchasing Policy”). If there exists any discrepancy in this Section i.21 and the
Purchasing Policy, the language of the Purchasing Policy controls.
Protests based upon alleged mistake, impropriety, or defect in a solicitation that is apparent
before the bid opening must be filed with the Procurement Manager no later than five (5)
business days before Bid Opening. Protests that only become apparent after the Bid Opening
must be filed within the earlier of ten (10) business days of the alleged violation of the applicable
purchasing ordinance. The complete protest procedure can be obtained by contacting the
Procurement Division.
ADDRESS PROTESTS TO:
City of Clearwater - Procurement Division
100 So Myrtle Ave, 3rd Fl
Clearwater FL 33756-5520
or
PO Box 4748
Clearwater FL 33758-4748
Downtown Clearwater Lighting
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RFP #42-20

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