26-033 Three (3) Year Contract for Temporary Employee Services

THE CITY OF PENSACOLA, FLORIDA
INVITATION TO BID
BID NO. 26-033
THREE (3) YEAR CONTRACT FOR
TEMPORARY EMPLOYEE SERVICES
A sealed, complete hardcopy bid with original (or electronic) signature, and one (1)
complete and identical electronic copy (PDF) on flash drive or CD will be received on
May 19, 2026, 2:30 P.M., Central time, at the following location.
City Hall (lobby)
222 West Main Street
Pensacola, Florida, 32502
Attention: Purchasing
The OUTER PACKAGING of the sealed submittal shall identify the respondent, and
the solicitation title and number (whether hand-delivered, mailed, or via UPS/FedEx or
other courier service). Submittals received after the deadline will not be accepted. Multiple
submittals from the same entity will not be accepted.
Alternatively, electronic responses may be submitted to Demandstar or Central Bidding.
Both sites require registration and varying fees for notifications and document downloads.
Those submittals received will be opened and publicly read the following business day
May 20, 2026, 11:00 A.M., Central time) via Microsoft Teams at the following link*:
Microsoft Teams bid opening link.
Specifications will be posted to the City's website at www.cityofpensacola.com/bids.aspx.
Addenda will be posted to the City's website. Bidders are responsible for obtaining
addenda and are advised to check the website frequently.
Any questions concerning the RFQ should include the Subject Line: RFQ # - RFI, and
should be addressed and submitted in writing no later than 10:00 A.M., Central time,
May 7, 2026, to:
Dedria Lunderman, Purchasing Manager
City of Pensacola
222 W. Main Street
Pensacola, FL 32502
purchasing@cityofpensacola.com
A bid tabulation or a Notice of Intent to Award will be posted to the City's website at
www.cityofpensacola.com/bids.aspx. Bidders are advised to check the website
frequently.
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The City of Pensacola adheres to the Americans with Disabilities Act and will make
reasonable accommodations for access to City services, programs, and activities.
Please email ADACoordinator@cityofpensacola.com or call (850) 436-5600. Requests
must be made at least 48 hours in advance of the event in order to allow the City time
to provide the requested services.
The City of Pensacola reserves the right to accept or reject any or all bids, to award bids
on a split-order basis by item number when applicable, to waive any bid informalities and
to re-advertise for bids when deemed in the best interest of the City of Pensacola.
Attest: CITY OF PENSACOLA
Ericka L. Burnett D. C. Reeves
City Clerk Mayor
The City of Pensacola provides equal access in employment and public services.
*Participation in a Microsoft Teams meeting requires a microphone and
speakers; however, webcams are optional. Participants may join the
meeting either via a PC or Smartphone. Please be sure to check the system
requirements at the following link: Microsoft Teams System Requirements
Check.)
SECURITY NOTICE
Visitors to City Hall are required to stay in the lobby unless
otherwise directed.
Late submittals will not be accepted.
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GENERAL CONDITIONS
To ensure acceptance, all bidders submitting bids to the City of Pensacola shall be
governed by the following conditions, attached specifications, and bid form(s) unless
otherwise specified. Bids not submitted on the bid form(s) provided shall be rejected, and
bids not complying with these conditions will be subject to rejection. Multiple submittals
from the same entity will not be accepted.
1. Approved Equivalents or Equals: Any manufacturer's names, trade names, brand
names, model numbers, etc. listed in the specifications are for information only and
not intended to limit competition. The Bidder may offer any brand for which he is an
authorized representative, which meets or exceeds the specifications as written. If
the bid is based on an "approved equivalent or equal" item(s) or service(s),
supportive information in the form of the manufacturer's printed literature or
brochures, sketches, diagrams, and/or complete specifications must accompany the
bid. The bidder must explain in detail the reasons why the proposed equivalent or
equal will meet specifications and not be considered an exception thereto. The City
of Pensacola reserves the right to determine acceptance of proposed equivalent or
equal item(s) or service(s).
2. Award of Bids: Recommendations for award of bids are made to the Mayor or City
Council based on the lowest and best responsible bidder meeting all conditions and
requirements of the specifications.
3. Bid Bond: None.
4. Bid Withdrawal: No bid may be withdrawn after closing time for receipt of bids for
a period of sixty (60) days thereafter. The contract award shall be legally binding at
the time of award by Mayor or City Council.
5. Delivery: Bid quotations shall include all freight costs to Pensacola, Florida to a
point(s) specified herein or specified at the time the purchase order is placed. No
title to the item(s) or service(s) ordered nor any risk of loss shall be passed to the
City of Pensacola until after receipt of delivery has been acknowledged by an
authorized representative of the City of Pensacola.
6. Discounts: Terms offering a discount for prompt payment will be considered in
determining the low bid. The discount period shall begin whenever (1) the conditions
of the specifications have been fully met and the product or service judged
acceptable to the City of Pensacola or (2) a correct invoice and other required
documents have been received, whichever is later. Discounts offered for a period of
less than thirty (30) days will not be considered in determining low bid.
7. E-Verify System (Mandatory): In compliance with the provisions of F.S. 448.095,
the parties to this contract and any subcontractors engaged in the performance of
this contract hereby certify that they have registered with and shall use the E-Verify
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system of the United States Department of Homeland Security to verify the work
authorization status of all newly hired employees, within the meaning of the statute.
8. Exceptions to Specifications: During the drafting of written specifications, a
sincere effort is made to describe products and services best suited to the needs of
the City; however, in order that consideration be given in evaluating bids, any
exceptions to or deviations from the specifications as written must be noted and fully
explained. The Mayor is the final authority in determining the acceptability of any
exceptions to specifications.
9. Governing Law: The laws of the State of Florida shall be the laws applied in the
resolution of any action, claim or other proceeding arising out of this contract.
10. Identical Tie Bids: In the event that two or more bids are identical in price,
preference shall be given to business with Drug-Free Workplace Programs. A Drug-
Free Workplace Certificate is enclosed.
11. Intent of Specifications: It is the intent of the specifications attached hereto to set
forth and describe a certain item(s) or service(s) to be purchased by the City of
Pensacola including all materials, equipment, machinery, tools, apparatus, and
means of transportation (including freight costs) necessary to provide the item(s) or
service(s).
12. Interpretations: All questions concerning the specifications or conditions shall be
directed in writing to the Purchasing Office at least ten (10) days prior to submittal
deadline, unless otherwise instructed on the Invitation to Bid Page. Inquiries must
reference the bid item(s) or service(s) and the date of the bid submittal deadline.
Interpretations will be made in the form of an addendum placed on the City's website.
The City shall not be responsible for any other explanation or interpretation.
13. Legal Requirements: All applicable provisions of Federal, State, County, and local
laws including all ordinances, rules, and regulations shall govern the development,
submittal and evaluation of all bids received in response to these specifications, and
shall govern any and all claims between person(s) submitting a bid response hereto
and the City of Pensacola, by and through its officers, employees and authorized
representatives. A lack of knowledge by the bidder concerning any of the
aforementioned shall not constitute a cognizable defense against the legal effect
thereof. The Bidder agrees that it will not discriminate on the basis of race, creed,
color, national origin, sex, age or disability.
14. Licenses, Registration and Certificates: Each bidder shall possess at the time of
submitting its bid all licenses, registration and certificates necessary to engage in
the business of contracting (or special contracting if the work to be performed
necessitates a particular type of specialty contractor) in the City of Pensacola. Bidder
must also possess all licenses, registrations and certificates necessary to comply
with federal, state and local laws and regulations. The awarded bidder shall be
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registered at the time of contract execution as an active vendor with the Florida
Department of State, Division of Corporations (www.sunbiz.org).
15. Mistakes: Bidders are expected to examine the conditions, scope of work, proposal
prices, extensions, and all instructions pertaining to the item(s) or service(s)
involved. Failure to do so will be at the bidder's risk. Unit prices bid will govern in
award.
16. Payment of Invoices: The City of Pensacola issues checks for payment of invoices
on the 10th of each month. The signed receiving copy of the purchase order and a
correct invoice must have been received by Accounts Payable Activity prior to the
4th of the month. Item(s) or service(s)s received on or after the 4th will be processed
in the following month. All invoices are payable by the City under the terms of Florida
Prompt Payment Act, Florida Statute 218.70. All purchases are subject to
availability of funds in the City's budget.
17. Permits and Taxes: The bidder shall procure all permits, pay all charges, fees, and
taxes, and give all notices necessary and incidental to the due and lawful
prosecution of the work. Bidders who use public roads of the City of Pensacola,
Florida for transport of goods of any kind which said goods were transported from a
point without the City of Pensacola, Florida to a point within the City of Pensacola
shall obtain a "Use of Streets" permit for a fee not in excess of the license paid for
by local licensees engaged in the same business.
18. Pre-Bid Meetings: If a bid requires a mandatory pre-bid meeting, any
representative of a firm wishing to submit a bid must sign in with the name of the
bidding firm.
19. Prohibited Conduct by Bidders: Upon the publication of any solicitation for sealed
bids, requests for proposals, requests for qualifications, or other solicitation of
interest or invitation to negotiate by any authorized representative of the City of
Pensacola, any party interested in submitting a bid, proposal, or other response
reflecting an interest in participating in the purchasing or contracting process shall
be prohibited from engaging in any communication pertaining to formal
solicitations with the Mayor, any member of Pensacola City Council or any member
of a selection/evaluation committee for RFPs/RFQs, whether directly or indirectly or
through any representative or agent, whether in person, by mail, by facsimile, by
telephone, by electronic communications device, or by any other means of
communication, until such time as the City has completed all action with respect to
the solicitation.
20. Protests: Protests of the plans, specifications, and other requirements of bids and
requests for proposals must be received in writing by the Purchasing Office at least
ten (10) business days prior to the scheduled bid submittal deadline. A detailed
explanation of the reason for the protest must be included. Protests of the intended
award of bid or contract must be in writing and received in the Purchasing Office
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within five (5) business days of the notice of intent to award. A detailed explanation
of the protest must be included.
21. Public Entity Crimes: By submitting a proposal each proposer is confirming that the
company has not been placed on the convicted vendors list as described in Florida Statute
287.133 (2) (a).
22. Public Records: Any material submitted in response to this Invitation to Bid will
become a public document pursuant to Florida Statute 119.07. This includes
material which the responding bidder might consider to be confidential or a trade
secret. Any claim of confidentiality is waived upon submission, effective after
opening the bid pursuant to Florida Statute 119.07.
23. Public Records Law: The Parties shall each comply with Florida Public Records
laws. The Parties hereby contractually agree that each Party shall allow public
access to all documents, papers, letters, or other public records as defined in
Chapter 119, Florida Statutes, made or received by either Party in conjunction with
this agreement, or related thereto, unless a statutory exemption from disclosure
exists. Notwithstanding any provision to the contrary, it is expressly agreed that
Contractor's failure to comply with this provision, within seven (7) days of notice from
the City, shall constitute an immediate and material breach of contract for which the
City may, in the City's sole discretion, unilaterally terminate this agreement without
prejudice to any right or remedy.
24. Rejection of Bids: The City of Pensacola reserves the right to accept or reject any
or all bids, to award bids on a split-order basis by item or service number, to waive
any minor bid irregularities, technicalities, or informalities, and to re-advertise for
bids when deemed in the best interest of the City of Pensacola.
25. Sealed Response: All executed City forms must be submitted. All responses must
be signed by an authorized representative of the proposer.
A. Hardcopy response: In the event more than one submittal deadline is scheduled for
the same date and time, do not include responses concerning different sets of
specifications within the same envelope. The face of the sealed envelope shall be
plainly marked identifying the responder, the bid/RFP/RFQ title and number. It shall
be the sole responsibility of the respondent to assure receipt of the submittal at the
Purchasing Office prior to the published time for the submittal deadline.
B. Electronic response: Respondent may submit an electronic submittal to the sites
mentioned on page 1. Offers by telephone, fax, or email will NOT BE ACCEPTED.
26. Tax: The City of Pensacola is exempt from all State and local sales tax.
27. Termination for Convenience: A contract may be terminated in whole or in part by
the City at any time and for any reason in accordance with this clause whenever the
City shall determine that such termination is in the best interest of the City. Any such
termination shall be effected by the delivery to the contractor at least thirty (30)
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business days before the effective date of a Notice of Termination specifying the
extent to which performance shall be terminated and the date upon which
termination becomes effective. An equitable adjustment in the contract price shall
be made for the completed service, but no amount shall be allowed for anticipated
profit on unperformed services.
28. Unauthorized Aliens: The City of Pensacola shall consider the employment by any
contracted vendor of unauthorized aliens a violation of Section 274A of the
Immigration and Nationality Act. Such violation shall be cause for unilateral
termination of this contract.
29. Venue: Venue for any claim, action or proceeding arising out of this contract shall
be Escambia County, Florida.
ANY AND ALL SPECIAL CONDITIONS AND SPECIFICATIONS ATTACHED HERETO
WHICH VARY FROM THESE GENERAL CONDITIONS SHALL HAVE PRECEDENCE.
INSURANCE AND INDEMNIFICATION
Before starting and until termination of providing temporary employees to the City, the
Agency shall procure and maintain insurance of the types and to the limits specified. The
term City as used in this section of the Contract is defined to mean the City of Pensacola
itself, any subsidiaries or affiliates, elected and appointed officials, employees,
volunteers, representatives and agents.
The Agency assumes its legal obligation for its temporary employee's wages, benefits,
payroll deductions, personnel administration services, payroll accounting, tax reporting,
Federal and State unemployment and workers' compensation, as well as the employer's
share of social security. At the City's request, Agency shall provide evidence of
compliance with such obligations, and Agency shall indemnify the City for any liability
arising from Agency's failure to discharge such obligation.
Insurance shall be issued by an insurer whose business reputation, financial stability and
claims payment reputation is satisfactory to the City, for the City's protection only. Unless
otherwise agreed, the amounts, form and type of insurance shall conform to the following
minimum requirements:
1. WORKER'S COMPENSATION
The Agency shall purchase and maintain Worker's Compensation Insurance
Coverage for all Workers' Compensation obligations whether legally required or not.
Additionally, the policy, or separately obtained policy, must include Employers Liability
Coverage of at least $100,000 each person accident, $100,000 each person - disease,
$500,000 aggregate - disease. The policy must list the City of Pensacola on an
Alternate Employer Endorsement.
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2. COMMERCIAL GENERAL, AUTOMOBILE AND UMBRELLA LIABILITY
COVERAGES
The Agency shall purchase coverage on forms no more restrictive than the latest
editions of the Commercial General Liability and Business Auto policies filed by the
Insurance Services Office. The City shall be an Additional Insured and such coverage
shall be at least as broad as that provided to the Named Insured under the policy for
the terms and conditions of this Contract. The City shall not be considered liable for
premium payment, entitled to any premium return or dividend and shall not be
considered a member of any mutual or reciprocal company. Minimum limits of
$1,000,000 per occurrence, and per accident, combined single limit for liability must
be provided, with umbrella insurance coverage making up any difference between the
policy limits of underlying policies coverage and the total amount of coverage required.
Commercial General Liability coverage must be provided, including bodily injury
and property damage liability for premises, contractual liability, operations,
products and completed operations, and independent contractors. The coverage
shall be written on occurrence-type basis.
Business Auto Policy coverage must be provided, including bodily injury and
property damage arising out of operation, maintenance or use of owned, non-
owned and hired automobiles.
Agency will: ensure that the employee's motor vehicle license class is appropriate
for the type of vehicle/equipment the employee will be operating, provide a valid
copy of the employee's driver's license, and conduct a motor vehicle record check
to meet or exceed Agency's safety standards. Regardless of the Agency's safety
standards, in no case will the Agency recommend staffing to the City should any
of the criteria listed below is recorded in the motor vehicle record check.
* Driver license is revoked or suspended;
* Accumulated nine or more points within the last three calendar years;
* Conviction of DUI within the past 12 months (a no-contest plea is the same
as a guilty plea);
* Listed on the National Driver Register; or
* Habitual traffic offender as defined by Florida Statutes 322.264.
* Nine or more points is accumulated within three calendar years;
* Convicted of DUI (includes a no-contest plea)
* Convicted of Vehicular Manslaughter
Umbrella Liability Insurance coverage shall not be more restrictive than the
underlying insurance policy coverages. The coverage shall be written on an
occurrence-type basis.
3. CERTIFICATES OF INSURANCE
Required insurance shall be documented in the Certificates of Insurance which
provide that the City of Pensacola shall be notified at least thirty (30) days in advance
of cancellation, nonrenewal or adverse change or restriction in coverage. The City of
Pensacola shall be named on each Certificate as an Additional Insured and this
contract shall be listed. If required by the City, the Agency shall furnish copies of the
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Agency's insurance policies, forms, endorsements, jackets and other items forming a
part of, or relating to such policies. Certificates shall be on the "Certificate of
Insurance" form equal to, as determined by the City an ACORD 25. Any wording in a
Certificate which would make notification of cancellation, adverse change or restriction
in coverage to the City an option shall be deleted or crossed out by the insurance
carrier or the insurance carrier's agent or employee. The Agency shall replace any
canceled, adversely changed, restricted or non-renewed policies with new policies
acceptable to the City and shall file with the City Certificates of Insurance under the
new policies prior to the effective date of such cancellation, adverse change or
restriction. If any policy is not timely replaced, in a manner acceptable to the City, the
Agency shall, upon instructions of the City, cease all operations under the Contract
until directed by the City, in writing, to resume operations. The "Certificate Holder"
address should read: City of Pensacola, Department of Risk Management, Post Office
Box 12910, Pensacola, FL 32521
4. INSURANCE OF THE AGENCY PRIMARY
The Agency's required coverage shall be considered primary, and all other insurance
shall be considered as excess, over and above the Agency's coverage. The Agency's
policies of coverage will be considered primary as relates to all provisions of the
contract.
LOSS CONTROL AND SAFETY
The Agency shall retain control over its employees, agents, servants and subcontractors,
and its activities on and about the subject premises and the manner in which such
activities shall be undertaken and to that end, the Agency shall not be deemed to be an
agent of the City. Precaution shall be exercised at all times by the Agency or Agency's
employees for the protection of all persons, including employees, and property. The
Agency shall require its employees to follow any safety guidelines or practices of the City
to include wearing or using proper personal protective equipment, work boots/shoes, or
clothing where applicable to the job requirements.
HOLD HARMLESS
The Agency shall indemnify and hold harmless the City of Pensacola, its officers and
employees, from any and all liabilities, damages, losses, and costs, including, but not
limited to, reasonable attorney's fees, to the extent caused by the negligence,
recklessness or intentional wrongful misconduct of the Agency and persons employed or
utilized by the Agency in the performance of this contract.
PAY ON BEHALF OF THE CITY
The Agency agrees to pay on behalf of the City, as well as provide a legal defense for the
City, both of which will be done only if and when requested by the City, for all claims as
described in the Hold Harmless paragraph. Such payment on the behalf of the City shall
be in addition to any and all other legal remedies available to the City and shall not be
considered to be the City's exclusive remedy.
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INSTRUCTIONS TO BIDDERS
1. AWARD OF CONTRACT
A. The contract will be awarded as soon as practicable to the lowest responsible
bidder, price and other factors considered, provided his/her bid is reasonable
and it is to the interest of the City to accept it.
B. The City reserves the right to waive any informality in bids received when such
waiver is in the interest of the City. In case of error in the extension of prices,
the unit price will govern.
C. The City further reserves the right to accept or reject any or all items of any bid,
unless the bidder qualifies such bid by specific limitations; also to make an
award to the bidder whose aggregate bid on any combination of bid items is
low.
2. BID OPENING
At the time fixed for the opening of bids, their contents will be made public for the
information of bidders and others properly interested.
3. BIDDERS INTERESTED IN MORE THAN ONE BID
If more than one bid is offered by any one party, by or in the name of their clerk,
partner, or other person, all such bids will be rejected. A party who has quoted
prices to a bidder is not thereby disqualified from quoting prices to other bidders or
from submitting a bid directly for the work.
4. DECLARATIONS
The bidder hereby declares that the only person or persons interested in the
Proposal as principal or principals is or are named herein and that no other person
than herein mentioned has any interest in this Proposal or in the Contract to be
entered into; that this Proposal is made without connection with any other person,
company or parties making a bid or proposal; and that it is in all respect fair and in
good faith without collusion or fraud.
The bidder further declares that he has examined the specifications for the work
and the contractual documents relative thereto, including the Advertisement,
Proposal Form, Form of Contract, General Conditions, and all specific conditions;
and that he has satisfied himself relative to the work to be performed.
The bidder proposes and agrees, if this Proposal is accepted, that it will not
discriminate on the basis of race, creed, color, national origin, sex, age or disability.
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