1-23-ITB-26 Pump and Motor Repair and Maintenance Services.pdf

Pump and Motor Repair and Maintenance Services Bid # 23-ITB-26

INVITATION FOR BID

23-ITB-26

Pump and Motor Repair and Maintenance Services

Bid Release Date:

January 2, 2026

Virtual Prebid Meeting

N/A

Deadline for Questions

January 20, 2026 @ 5:00 PM

Bid Due Date:

February 3, 2026 @ 9:00 AM

Bid Open Date:

February 3, 2026 @ 11:30 AM

Contact Information

James “Nick” Canjar

Procurement Manager 120 Malabar Road SE Palm Bay, FL 32907

321-952-3424

TABLE OF CONTENTS

TABLE OF CONTENTS ___________________________________________________________ 2

CHECK LIST OF MINIMUM REQUIRED SUBMITTALS _______________________________ 3

NOTICE TO BIDDERS ____________________________________________________________ 5

AGENCY OVERVIEW ____________________________________________________________ 6

SCOPE OF WORK _______________________________________________________________ 6

STANDARD TERMS AND CONDITIONS ___________________________________________ 10

FORMS ________________________________________________________________________ 16

BID FORM _____________________________________________________________________ 17

REFERENCES __________________________________________________________________ 19

INSURANCE REQUIREMENTS ___________________________________________________ 20

NON-COLLUSION AFFIDAVIT OF PRIME BIDDER _________________________________ 22

DRUG FREE WORKPLACE PROGRAM ___________________________________________ 23

HUMAN TRAFFICKING AFFIDAVIT _______________________________________________ 24

DRAFT AGREEMENT ___________________________________________________________ 25

CHECK LIST OF MINIMUM REQUIRED SUBMITTALS

This “Standardized Check List” has been provided to assist the Bidder with the submission of their Bid package. This Check List cannot be construed as identifying all required submittal documents for this project. Bidders remain responsible for reading the entire Bid document to ensure that they are in compliance.

The City, in its sole discretion, reserves the right to reject any and all Bids, to waive any and all formalities and reserves the right to disregard all nonconforming, non-responsive or incomplete Bids. The City specifically reserves the absolute right to determine the seriousness of any bidder’s failure to specifically conform to the requirements of the Bid document. Bidders cannot utilize the City’s determination of the seriousness of any specific non-conformance as a basis to protest the award of any Bid. Bids may be considered subject to rejection if in the sole opinion of the City: there is a serious omission, unauthorized alteration of form, an unauthorized alternate Bid, incomplete or unbalanced unit price, or irregularities of any kind. The City may reject, as non-responsive, any or all Bids where Bidders fail to acknowledge receipt of Addenda as prescribed.

Bid packages shall be submitted via the City of Palm Bay’s Bonfire website. Receipt of Bids will be officially closed after time and date identified herein. Bids received after the specified time and date will not be accepted. The City will not be responsible for technical difficulties, internet connectivity issues, email server issues or any other delivery issues or delays.

Electronic copies will be considered late if the received day/date/time in the City of Palm Bay’s Bonfire website is after the time and date identified herein.

YES NO N/A

Complete Electronic PDF submittal

Acknowledged Addenda

Bid Form

Reference Form

Insurance Requirements

Non-Collusion Affidavit

Drug Free Workplace

Human Trafficking Affidavit

Company Name:

DBA, if applicable

FEIN:

Street Address:

City, State, Zip Code:

Phone Number:

Email Address:

Authorized Signature:

Printed Name:

Title:

Date:

NOTICE TO BIDDERS

Notice is hereby given that sealed Bids in the form of an electronic PDF submittal for furnishing all labor, materials, and equipment for:

23-ITB-26

will be received via the City of Palm Bay’s Bonfire website, no later than Tuesday, February 3, 2026, at 9:00 AM. Bids received after the above time and date will not be accepted. Any uncertainty regarding the time a Bid is received will be resolved against the Bidder.

DEADLINE FOR QUESTIONS

Questions are due to the procurement official, through the Bonfire platform, no later than Tuesday, January 20, 2026, at 5:00 PM. Any questions submitted after will be answered at the discretion of the City.

BID OPENING

The Bids will be opened and read aloud in a public meeting which will be conducted on Tuesday, February 3, 2026, at 11:30 AM. The location of the opening and reading will be the Procurement Department, Conference Room, 120 Malabar Road, SE, Suite 200, Palm Bay, FL 32907. Interested parties may attend virtually via Microsoft Teams or telephonically by:

In Microsoft Teams: Meeting ID: 292 047 938 940 50

Passcode: zd2bT2TQ

By Phone: Phone Number: 347-378-4680

Conference ID: 514 573 895#

The public record of the preliminary bid results as read at the public opening can also be requested by calling 321-952-3424 or emailing procurement@palmbayfl.gov. To attend in person, interested parties should check in at the Information Desk in Building A to be escorted to this meeting.

Bids will be received for the project as set forth on the Bid Form, and the award, if made, will be made to the lowest responsible and responsive Bidder whose qualifications indicate the award will be in the best interest of the City of Palm Bay.

Bids shall be:

1. Submitted electronically via the City of Palm Bay’s Bonfire platform.

2. Irrevocable after the time and date for the opening of Bids and for a period of ninety (90) days thereafter.

VIRTUAL PRE-BID MEETING

None Scheduled.

mailto:procurement@palmbayfl.gov

AGENCY OVERVIEW

The City of Palm Bay, incorporated January 16, 1960, is a political subdivision of the State of Florida. The legislative branch of the City is composed of five elected Council Members, one of which is the Mayor. The City Manager is responsible for the execution of the Council’s established and adopted policy. The City, with a population of over 157,000 residents, is the largest incorporated area in Brevard County.

(Please visit our official web site, https://www.palmbayfl.gov).

SCOPE OF WORK

The City of Palm Bay is requesting quotes for hourly rates and material mark-up from qualified contractors to provide repair and maintenance services for pumps and motors for the City of Palm Bay Utilities Department. Services shall include, but not be limited to, providing pump and motor repair and maintenance services, and removing and reinstalling pumps. Services will be on an as-needed basis for a variety of types and brands of pumps and motors from the water and wastewater plants, wells, and lift stations. For simplicity “pump” will be used throughout the bid and is inclusive of motor repairs.

The anticipated annual expenditure and number of repairs will vary and is not guaranteed.

1. In general, the following tasks are the minimum the City anticipates for each repair:

Pickup Disassemble, inspect Diagnosis Clean and sandblast parts Machine work Replace seals Replace bearings Replace O-rings Meggar the windings Meggar the cord Check thermal overloads Inspect the impeller Inspect the wear ring Refill with oil Paint Furnish all parts and labor Re-assemble and test Deliver

2. Additional tasks may include:

Re-varnish and bake Perform a core loss test Inspect and balance rotor Replace wear ring Rehab impeller Rewind motor Replace cords Replace cord grommets Replace moisture sensor

3. Examples of the types of pumps the City currently has in operation are listed below. The City may add or remove types without notification to Contractor.

Submersible pumps Split-case pumps Vertical pumps https://www.palmbayfl.gov/

Centrifugal pumps Diaphragm pumps Grinder pumps Motors Mixers Blowers Aerators

4. Examples of the brand names the City currently uses are listed below. The City may add or remove brands without notification to Contractor.

US Motors US Electric Baldor Smith-Lovelace

ABS

Flygt Gorman Rupp Gardner Denver Hoffman

5. Not all repair situations can be covered in this scope of work; therefore, in the absence of specific instructions, the requirement shall be to restore the pump to manufactured condition / original design specification.

6. Operating Environment - The pumps operate in severe environmental conditions. No repair methods or materials may be used which make the pump more vulnerable to these conditions than it was as originally built. The pumps to be repaired serve various functions in the Utilities and may be from wells, lift stations, water treatment plants, wastewater treatment plant, water reclamation facility.

QUALIFICATIONS

1. Contractor shall provide a current Business Tax Receipt issued in the State of Florida.

2. The Contractor must be regularly engaged in the business of providing pump repair services

3. Contractor shall retain in their direct employ technicians with a minimum of 5 years’ experience and training in repairing / maintaining pumps and motors to factory specifications. Proof of experience will be available upon request by the City.

4. Contractor shall have an adequate service facility, staffed with trained technicians and service equipment in accordance with the scope of work herein, located within one hundred miles of this pickup location (1105 Clearmont St NE – Palm Bay, Florida).

5. Contractor shall provide a (generalized) list of sizes and types of water and wastewater pumps and motors they can repair with their submittal.

6. Contractor shall provide with quote three references. At least one reference must be an existing customer. At least one reference must be from a municipality. The City may not be used as a reference.

SERVICE REQUIREMENTS:

1. Contractor will provide primary and secondary contact information to include work and cellular numbers, and email address.

2. Contractor shall furnish all labor, miscellaneous parts, equipment, tools, transportation and supplies necessary to perform repairs.

3. Contractor shall pick up and return equipment for repair between the hours of 7:30 am and 3:00 pm, Monday through Friday at no additional charge. Equipment is located at 1105 Clearmont St NE, and 250 Osmosis Drive, Palm Bay, Florida.

4. Contractor shall provide a quote for repairing each pump within three (3) business days of pickup. The quote shall include the following:

a. Quote number

b. Equipment identification (brand, serial number, type)

c. Description of the repair(s)

d. Itemized parts needed

e. Time to complete the repair

f. Total cost for repair

g. Options and/or recommendations for repair/replacement if the cost of repair exceeds 65% of the cost of new pump

5. Contractor shall proceed with repair of pump only after City’s issuance of a purchase order; or with verbal authorization of a purchase order number from an authorized Utilities Department representative.

6. The purchase order amount (issued per Contractor’s quote) shall be the maximum amount payable to the Contractor for repair unless a supplemental quote is provided and accepted by the City. The supplemental quote should reference the original quote number and City issued purchase order number. Additional work should not be done until a revised purchase order has been received.

7. Contractor shall use OEM parts when available / practical.

8. If the cost of repairs exceeds 65% of the cost of a new pump, the City reserves the right to purchase a new pump in lieu of the repair. In this case, the Contractor may not bill the City for quote or re-assembly of pump; but, may bill for a diagnostic fee; using the regular hourly rate, not to exceed two (2) hours.

NOTE: This fee may not be billed on repaired pumps.

9. Technician responding to repair request, should immediately contact the City of Palm Bay representative upon arrival at the job site. Actual travel time from contractor’s location to and from the work location is not reimbursable under this contract. Travel cost shall be included in the hourly rate for labor.

10. Unavoidable Degradation – During the course of repair, if any damage is found which cannot be fully repaired, the City’s approval is required before proceeding.

PERFORMANCE WARRANTY

1. Contractor shall warranty replaced parts for a period of one year from delivery.

2. Contractor shall warranty repairs against defects in materials and/or workmanship for a period of one year from delivery.

3. Warranty repairs will be sent to manufacturer’s authorized repair facility when applicable. Provide a list of manufacturers that you are an authorized repair facility for as part of your bid package.

RESPONSE TIME

1. Regular Repairs

• Upon request from the City, contractor shall pick-up pumps for repairs within three (3) business days;

• Repairs on pumps shall be completed within seven (7) business days after issuance of a purchase order;

• Repaired pumps shall be delivered to the City within three (3) business days after repair is completed;

• Contractor shall inform the City if there will be a delay due to availability of parts;

• Unsatisfactory work shall be immediately corrected by Contractor at no additional cost to the City.

2. Emergency Repairs and Availability

• The Contractor must be able to provide services for the City during an emergency.

• The Contractor will provide emergency contact information to include work and cellular numbers and email address, for a primary and secondary emergency contact.

• Upon request from the City, Contractor shall pick-up pumps for repairs within 24 hours;

• Repairs on pumps shall be completed within three (3) business days after issuance of a purchase order;

• Repaired pumps shall be delivered to the City within 24 hours after repair is completed;

• It is assumed these repairs will not be delayed due to part availability;

• Unsatisfactory work shall be immediately corrected by Contractor at no additional cost to the City;

• If the pump repair is not completed and returned within the time specified, the regular repair hourly rate, not the emergency repair hourly rate will apply.

HOURLY REPAIR RATES

1. Contractor shall be responsible for providing regular and emergency repairs as needed.

2. Contractor shall provide a standard hourly rate (for regular repairs) and an emergency repair hourly rate. These rates shall be inclusive of all travel, material acquisition, handling and delivery, overhead and other miscellaneous costs.

3. Hours paid under this contract shall only be for productive repair hours and must be clearly identified on each quote.

4. Contractor shall provide a percentage markup on dealer’s cost for parts.

5. No charge will be allowed for providing quotes.

6. For all repairs, the City reserves the right to utilize the City’s established purchasing policy and shall have the option to solicit additional quotes for repair and/or new equipment if quotes submitted by Contractor appear non-competitive or higher than industry’s prevailing prices.

BILLING

All invoices for hourly service and/or repairs must include as much information as possible to identify the work completed.

1. On-site repairs - At a minimum include: the address of the work, the date and time work began and was complete, purchase order number, a description of the work performed, identify equipment repaired (brand and serial number), the actual hours used to perform the work, the billing hourly rate, the actual cost of the materials used, the City’s extended cost for materials with the contracted material mark-up rate applied and the name of the Utilities staff who verified the hours worked.

2. Repairs at Contractor’s facility – At a minimum include, purchase order number, a description of the work performed, identify equipment repaired (brand and serial number) the actual hours used to perform the work, the billing hourly rate, the actual cost of the materials used, the City’s extended cost for materials with the contracted material mark-up rate applied

The City reserves the right to request the Contractor’s invoices for all parts/equipment over $500 that the Contractor applies the material mark-up to on their invoices.

STANDARD TERMS AND CONDITIONS

ACCEPTANCE AND REJECTION - The City reserves the right to accept or reject any and all Bids, and to accept the Bid which best serves the interest of the City of Palm Bay. The City may award sections individually or collectively whichever is in its best interest.

ADDENDUM AND AMENDMENTS TO INVITATION FOR BID - If it becomes necessary to revise or amend any part of this Invitation for Bid, the City’s Procurement Department will furnish the revision by written Addendum through the City’s solicitation hosting software linked on the City’s website. Addenda information will be posted online at the City of Palm Bay Procurement website: http://www.palmbayfl.gov/procurement.

Bidders are responsible to ensure they have received all addenda before submitting their bid.

ADDITIONAL TERMS & CONDITIONS - The City reserves the right to reject bids containing any additional terms or conditions not specifically requested in the original conditions and specifications.

AWARD - Award will be made to the lowest and best responsible bidder whose Bid is determined by the City, to be in the best interest of the City.

BID ACKNOWLEDGE - By submitting a Bid, the bidder certifies that he/she has full knowledge of the scope, nature, and quality of work to be performed.

BIDDER EXPENSES - No out of scope services shall be provided in the absence of prior, written authorization in the form of a written supplemental agreement and issuance of an appropriate amendment to the contract. The City will not pay a retainer or similar fee. The City is not responsible for any expenses that bidder may incur in preparing and submitting Bids called for in this request. The City will not pay for any out-of-pocket expenses, such as word processing; photocopying; postage; per diem; travel expenses;

and the like, incurred by the bidder. The City will not be liable for any costs incurred by the bidder in connection with any interviews/presentations (i.e., travel, accommodations, etc.).

CONFLICT OF INTEREST – The Bidder certifies that this Bid has not been arrived at collusively or otherwise in violation of federal, state or local laws. The award of any Contract hereunder is subject to the provision of Chapter 112, Florida Statutes. Bidders must disclose with their Bid the name of any officer, director, partner, proprietor, associate or agent which is also an officer or employees of the City or of its agencies. Bidders must disclose the name of any officer or employee of City who owns, directly or indirectly, an interest of five percent (5%) or more in the Bidder’s firm or any of its branches or affiliate companies.

COOPERATIVE AGREEMENTS WITH OTHER GOVERNMENT AGENCIES - The submission of a bid in response to this Invitation for Bids constitutes a contractual agreement, at the option of the Successful Bidder, for the same prices, terms and conditions, to other governmental and quasi-governmental agencies.

DEVIATION FROM SPECIFICATION - Any deviation from specifications must be clearly stated, explained in detail and accepted by the City in writing. Otherwise, items offered are expected to be in strict compliance with specifications and the successful Bidder shall be held accordingly.

DISCRIMINATORY VENDOR LIST - An entity or affiliate placed on the Discriminatory Vendor List shall not submit a Bid for a contract to provide goods or services to a public entity, shall not submit a Bid on a contract with a public entity for the construction or repair of a public building or perform any public work, shall not submit Bids for leases of real property to a public entity, shall not award or perform work as a contractor, supplier, subcontractor, or consultant under any contract with any public entity, and shall not transact business with any public entity (Section 287.134(3)(d), Florida Statute).

http://www.palmbayfl.gov/procurement

ECONOMY OF PREPARATION - The Bids should be prepared simply and economically, providing a straightforward, concise description of the Bidders’ ability to fulfill the requirements of the Bid.

E-VERIFY: The awarded Contractor becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. E-VERIFY: The awarded Contractor becomes obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility," as amended from time to time. Beginning July 1, 2023, private employers with 25 or more employees are required to use the E-Verify system for new employees. The public agency must verify, utilizing the E-Verify system, that the contractor, and any subcontractors have work authorization status of all new employees of the contractor or subcontractor. The public agency MAY NOT ENTER INTO A CONTRACT unless each party to the contract registers with and used the E-Verify system. Contractors must maintain affidavits from sub-contractors as well. If a public agency, contractor, or subcontractor who has a good faith belief that a person or entity with which it is contracting has knowingly violated this requirement shall terminate the contract, and if a subcontractor is the violator, the contractor must be ordered to terminate the Agreement.

Contractor is liable for any additional costs incurred by a public agency as a result of the termination of a contract, and the Contractor may not be awarded a public contract for at least 1 year from the date of termination. Public Agency, contractor or subcontractor may file a cause of action with the court to challenge the suspension and requirement to pay costs within 20 calendar days after the date of contract termination.

EX PARTE COMMUNICATION - Ex Parte Communication means any oral or written communication relative to a solicitation, evaluation, award, or contract controversy that occurs outside of an advertised public meeting or occurs with someone other than the Chief Procurement Officer, subject to the exclusions identified in Section 38.21 of the City of Palm Bay Code of Ordinance.

A. Adherence to procedures which ensure fairness is essential to the maintenance of public confidence in the value and soundness of the important process of public procurement. Therefore, any ex parte communication between a bidder, proposer, contractor, or protestant (or its employees, agents, or representatives) and the City (its members, employees, agents, legal counsel, contractors, or representatives) during the selection process and award is strictly prohibited. Ex parte communication is prohibited during the following periods:

(1) From the date of advertising of the solicitation through award of a contract; and

(2) From initiation of a protest of an award or contract through resolution for the parties involved in the protest.

B. Exclusions: This requirement shall not prohibit:

(1) Pre-Bid and Pre-Proposal Meetings: Meetings called or requested by the Chief Procurement Officer and attended by bidders or proposers for the purpose of discussing a solicitation, evaluation or selection process including, but not limited to, substantive aspects of the solicitation document. Such meetings may include, but are not limited to, pre-bid or pre-proposal meetings, site visits to the City’s facilities or property, site visits to bidders’ or proposers’ facilities, interviews/negotiation sessions as part of the selection process, and presentations by proposers or submitting firms. Such authorized meetings shall be limited to topics specified by the Chief Procurement Officer.

(2) Solicitation documents may provide for communications from bidders or proposers to designated Procurement Department staff or discussion at meetings called or requested by the City pursuant to this subsection.

(3) Addressing the City Council regarding non-procurement topics at public meetings.

(4) The filing and processing of a written protest to any proposed award to be made pursuant to the solicitation, evaluation, and selection process. Protest proceedings shall be limited to open public meetings, with no ex parte communications outside those meetings;

(5) Contacts by the City’s current contractors but only in regard to:

i. any work being performed on City projects unrelated to the solicitation, or

ii. any City projects under the prohibited ex parte communications for which the current contractors do not intend to submit a response or have not submitted a response to any solicitation documents for those projects;

(6) Communications between the Chief Procurement Officer or other City representatives and the bidder or contractor for routine matters arising from ongoing projects or contracts previously awarded;

(7) Contacts by bidders and proposers (actual or potential) and the City regarding other projects unrelated to the purchase for which the bidders or proposers (actual or potential) may intend to submit a response or have submitted a response to any competitive solicitation;

(8) Communications between the Chief Procurement Officer and bidders and/or proposers (actual or potential) for matters regarding pending purchases. Written questions shall be made to the named contact person.

(9) Addressing the City Council during the designated agenda item public comment portion of a meeting where the Council is considering award or permission to negotiate on solicitation that a bidder or proposer submitted on.

C. Violation of this provision shall be grounds to: disqualify the violator from the award of the purchase, void any award to or contract with the violator, and/or temporarily suspend or permanently debar the violator from future contracts with the City.

INFORMALITIES - The City of Palm Bay reserves the right to both waive any informality in Bids and to determine, in its sole discretion, whether or not informality is minor.

INFORMATION AND LITERATURE - Bidders are to furnish all information and literature requested. Failure to do so may be cause for rejection.

INTERPRETATIONS - Any questions concerning conditions and specifications shall be directed to the designated buyer. Interpretations, that may affect the eventual outcome of this Bid, will be furnished in writing to all prospective Bidders. No interpretation shall be considered binding unless provided in writing by the City of Palm Bay.

PAYMENT - Upon acceptance of work by using department of the City, employees and others, the City shall make payment to the Contractor in accordance with the Local Government Prompt Payment Act, Chapter 218, Florida Statutes.

The City reserves the right, with justification, to partially pay any invoice submitted by the Contractor when requested to do so by the using City department. All invoices shall be directed to the Accounts Payable Section, City of Palm Bay, 120 Malabar Road, SE, Palm Bay, FL 32907.

PRICING - If a unit price, when extended, is obviously in error, the incorrect extended price will be disregarded.

PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS IN

GOVERNMENT CONTRACTING - 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.

PUBLIC ENTITY CRIMES - By submission of response to the City’s Invitation for Bid on this project, bidder acknowledges and agrees to the following: 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 for leases of real property to a public entity, may not be awarded or perform work as a Successful Bidder, 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 Florida Statutes, for CATEGORY TWO for a period of 36 months from the date of being placed on the Convicted Vendor List (Section 287.133, Florida Statutes).

PUBLIC RECORDS - Sealed bids, Bids or replies received by an agency pursuant to a competitive solicitation are exempt from Section 119.07(1) and 24(a) Article I of the State constitution until such time as the agency provides a notice of an intended decision or until 30-days after opening the bids, Bids, or final replies, whichever is earlier.

Certain exemptions to the public records law are statutorily provided for in Section 119.07, Florida Statutes.

If the Bidder believes any of the information contained in his or her response is exempt from disclosure, then the Bidder, must in his or her response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption, otherwise, the City will treat all materials received as public records once that information is determined to be available.

If an agency rejects all bids, Bids, or replies submitted in response to a competitive solicitation and the agency concurrently provides notice of its intent to reissue the competitive solicitation, the rejected bids, Bids, or replies remain exempt from Section 119.07(1) and Section 24(a) of the State Constitution until such time as the agency provides notice of an intended decision concerning the reissued competitive solicitation, or until the agency withdraws the reissued competitive solicitation. A bid, proposal, or reply is not exempt for longer than 12-months after the initial agency notice rejecting all bids, Bids or replies.

The City is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with Florida’s Public Records law. Specifically, the Contractor shall:

(1) Keep and maintain public records required by the public agency to perform the service.

(2) Upon request from the public agency’s custodian of public records, provide the public agency 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 in this chapter or as otherwise provided by law.

(3) 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 public agency.

(4) Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency 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 public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency.

The failure of the Contractor to comply with the provisions set forth in this section shall constitute a material breach of Agreement and shall be cause for immediate termination of the Agreement.

If the contractor has questions regarding the application of Chapter 119 Florida Statutes, to the contractor’ duty to provide public records relating to this contract, contact the custodian of public records at the City of Palm Bay Procurement Department, 120 Malabar Road SE, Suite 200, Palm Bay, Florida 32907; 321- 952-3424 or procurement@palmbayfl.gov.

QUANTITIES - The City reserves the right, in its sole discretion, to increase or decrease total quantities as it deems necessary. Quantities listed on Bid sheet(s) identify anticipated award amounts.

REQUEST FOR ADDITIONAL INFORMATION/CLARIFICATION - The bidder shall furnish such additional information/clarification as the City may reasonably require. This includes but is not limited to information that indicates financial resources as well as the ability to provide and maintain the services requested. The City reserves the right to make investigations of the qualifications of the bidder as it deems appropriate, including but not limited to, a background investigation of service personnel.

REQUEST FOR MODIFICATION - The City reserves the right to negotiate a final agreement with the top-ranked bidder to more fully meet the needs of the City.

RESPONDENT/RECOMMENDATION OF AWARD INFORMATION - The Notice of Consideration for Award for Bids will be posted at least five (5) business days in advance of such award. Bidders are responsible to check the following locations for updates on this Bid’s status: on the bulletin board located in the main lobby of the City Hall building at 120 Malabar Road SE, Palm Bay, FL 32907; at the City’s Web Page http://www.palmbayfl.gov/procurement. Notice of Award, Bids currently available, and Tabulation sheets are available Online. Bidders who do not have Internet access, may request a copy of the tabulation by contacting the Procurement Department. (NOTE: information will be provided in accordance with the requirements contained in the section above regarding PUBLIC RECORDS).

RESPONSIBLE BIDDER - A contractor, business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required. Must be able to fully document the ability to provide good faith performance.

RESPONSIVE BIDDER - A contractor, business entity or individual who has submitted a bid or Bid that fully conforms in all material respects to the ITB and all of its requirements, including all form and substance.

SCRUTINIZED COMPANY LIST – STATE OF FLORIDA REQUIREMENT -

Sections 287.135 and 215.473, Florida Statutes, prohibit Florida municipalities from contracting with companies, for goods or services over $1,000,000 that are on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or to engage in any Business operations with Cuba or Syria. Sections 287.135 and 215.4725 also prohibit Florida municipalities from contracting with companies, for goods or services in any amount that are on the list of Scrutinized Companies that Boycott Israel.

The list of “Scrutinized Companies” is created pursuant to Section 215.473, Florida Statutes. A copy of the current list of “Scrutinized Companies” can be found at the following link:

https://www.sbafla.com/reporting/global-governance-mandates/.

The company representative authorized to sign on behalf of the bidder, hereby CERTIFIES that the company identified as the Respondent 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; is not participating in a boycott of Israel; and does not have any business operations with Cuba or Syria.

Authorized representative understands that pursuant to Sections 287.135 and 215.473, Florida Statutes, the submission of a false certification may subject the Respondent company to civil penalties, attorney’s fees, and/or costs.

Bidder/proposer understands and agrees that the City may immediately terminate any contract resulting from this solicitation upon written notice if the company referenced above are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) for any contract for goods or services in any amount of monies, it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

TAX EXEMPTIONS - The City of Palm Bay is tax-exempt. The City of Palm Bay’s tax-exempt number is 85-8012646361C-4.

TERM - The period of this Agreement shall be for twenty-four (24) months. This Agreement may, by mutual written assent of the parties, be extended for three (3) additional twelve (12) month periods or portions thereof, up to a cumulative total of sixty (60) months.

TIE BIDS – Award of all ties shall be made by the Chief Procurement Officer in the following order:

§287.087, Florida Statutes which allows a vendor certified as a Drug-Free Workplace to have precedence. Tie Bids for printing shall be awarded in accordance with §283.35, Florida Statutes. If a tie cannot be broken by using Florida Statutes, a local vendor with a principal place of business within Palm http://www.palmbayfl.gov/procurement https://www.sbafla.com/reporting/global-governance-mandates/

Bay, Florida then a local vendor with a principal place of business in Brevard County, Florida will be given preference over a non-local vendor. If all bidders involved are the same class of local bidders, the award shall be determined by drawing lots.

TIME FOR CONSIDERATIONS - Bids will be irrevocable after the time and date set for the opening of Bids and for a period of ninety (90) days thereafter.

TRADE SECRETS - Respondents should not send trade secrets. If, however, trade secrets are claimed by any respondent they will not be considered as trade secrets until the City is presented with the alleged secrets together with proof that they are legally trade secrets. The City will then determine whether it agrees and consents that they are in fact trade secrets. If a respondent fails to submit a claim of trade secrets to the City before obtaining the City’s agreement, any subsequently claimed trade secrets will be treated as public records and will be provided to any person or entity making a public records request for the information (F.S. 119.01).

FORMS

Bid Form

References

Insurance Requirements

Non-Collusion Affidavit of Prime Bidder

Drug Free Workplace Form

Human Trafficking Affidavit

BID FORM

Name of Bidder:

Project Identification: 23-ITB-26: Pump and Motor Repair and Maintenance Services

This Bid is submitted to: Chief Procurement Officer City of Palm Bay

120 Malabar Road, SE Palm Bay, Florida 32907

The undersigned declares that, after examining the Bid Documents for the above referenced project, does hereby submit a response to the bid and warrants that:

a) Is an officer of the organization.

b) Is authorized to offer a bid in full compliance with all requirements and conditions, as set forth in the ITB.

c) Has fully read and understands the ITB and has full knowledge of the scope, nature, quantity and quality of the work to be performed, and the requirements and conditions under which the work is to be performed.

d) This bid is made without prior understanding, agreement or connection with any corporation, firm or person submitting a bid for the same materials, supplies, or equipment, and is in all respects fair and without collusion or fraud.

e) This bid is made without a conflict of interest as described in the City’s Standard Terms and Conditions. If a conflict exists, bidder must disclose with their bid.

f) If the bid is accepted, a Purchase Order and/or Contract will be issued as proposed, subject to any revisions mutually agreed upon by the City and the Bidder.

In submitting this Bid, Bidder represents as more fully set forth in the agreement, that Bidder has examined copies of all the contract Documents and of the following Addenda:

Addendum #: _______ Dated: _______ Addendum #: _______ Dated _______

Addendum #: _______ Dated: _______ Addendum #: _______ Dated _______

The City desires to enter into this Agreement only if in so doing the City can place a limit on the City’s liability for any cause of action arising out of this Agreement. For other and additional good and valuable consideration, the receipt and sufficiency of which is hereby acknowledged, Contractor expresses its willingness to enter into this Agreement with the knowledge that the Contractor’s recovery from the City to any action or claim arising from the Agreement is limited to a maximum amount of the contract value less the amount of all funds actually paid by the City to Contractor pursuant to this Agreement. Nothing contained in this paragraph or elsewhere in this Agreement is in any manner intended either to be a waiver of the limitation placed upon the City’s liability as set forth in Section 768.28, Florida Statutes, or to extend the City’s liability beyond the limits established in said Section; and no claim or award against the City shall include attorney fees, investigative costs, expert fees, suit costs or pre-judgment interest. This section shall not prevent the City from taking corrective action against the Contractor.

SUMMARY OF PAY ITEMS

Pricing must be completed in BID TABLE. The BID TABLE must be submitted within Bonfire. The Total(s) must be transferred to the table below.

ITEM DESCRIPTION

TOTAL FROM

BID TABLE

Regular Hourly Rate $

Emergency Repair Rate $

Percentage of Mark-up for Parts (not to Exceed 15%) %

Company Name:

DBA, if applicable

FEIN:

Street Address:

City, State, Zip Code:

Phone Number:

Email Address:

Authorized Signature:

Printed Name:

Title:

Date:

REFERENCES

Bidder shall provide a minimum of three references, for which they are currently providing this type of service/commodity within the State of Florida.

1. Company Name

Contact Name and Title

Address

Phone Number E-Mail Address

Length of contract or business relationship: Start Date End date

Contract Value $

Description of work provided on this contract

2. Company Name

Contact Name and Title

Address

Phone Number E-Mail Address

Length of contract or business relationship: Start Date End date

3. Company Name

Contact Name and Title

Address

Phone Number E-Mail Address

Length of contract or business relationship: Start Date End date

BIDDER’S INSURANCE REQUIREMENTS ACKNOWLEDGEMENT

STANDARD INSURANCE REQUIREMENTS

Before starting and until acceptance of the work by the City, the Awarded Bidder shall, as a minimum mandatory condition precedent to this work, procure and maintain insurance of the types and to the limits specified below, at their own expense and without cost to the City, until final acceptance by the City of all products or services covered by the purchase order or contract. The policy limits required are to be considered minimum amounts:

The Certificate of insurance shall be made to the City of Palm Bay, 120 Malabar Rd. SE, Palm Bay FL 32907 and should reference the operation.

Prior to renewal, non-renewal, cancellation, or change or modification of any insurance policy, at least 30 days advance written notice shall be given to the City of Palm Bay.

Minimum coverage with limits and provisions are as follows:

A. Commercial General Liability: The Successful Bidder shall provide minimum limits of $1,000,000.00 each occurrence, $2,000,000.00 annual aggregate combined single limit for bodily injury and property damage liability. This shall include premises/operations, personal & advertising injury, products, completed operations, and contractual liability, specifically confirming and ensuring the indemnification and hold harmless clause of the contract. This policy of insurance shall be considered primary to and not contributing with any insurance maintained by the City of Palm Bay and shall name the City of Palm Bay as an additional insured. The policy of insurance shall be written on an “occurrence” form.

B. Business Automobile: Successful Bidder shall provide minimum limits of liability of $1,000,000.00 each accident, combined single limit for bodily injury and property damage. This shall include coverage for:

• Owned Automobiles

• Hired Automobiles

• Non-Owned Automobiles

C. Umbrella/ Excess Liability: Successful Bidder shall provide umbrella/excess coverage with limits of no less than $1,000,000.00 excess of Commercial General Liability, Automobile Liability and Employers Liability. *This coverage is optional if Successful Bidder has $2,000,000 General Aggregate under the Commercial General Liability Policy.

D. Workers' Compensation: The Successful Bidder shall provide and maintain workers’ compensation insurance for all employees in the full amount required by statute and full compliance with the applicable laws of the State of Florida. Exemption certificates to this requirement are not acceptable. Should the Named Vendor utilize a Professional Employer Organization, said Vendor acknowledges and agrees that all employees sent to the City of Palm Bay MUST be included on that PEO roster. Said policy must include Employers’ Liability insurance with limits of no less than:

• Each Accident $ 100,000.00

• Disease – Policy Limit $ 500,000.00

• Disease – Each Employee $ 100,000.00

Successful Bidder shall further ensure that all of its sub-contractors maintain appropriate levels of workers’ compensation insurance.

E. Professional Liability Insurance or Errors and Omissions Insurance: (Put Not Applicable if it does not apply.) Successful Bidder shall provide professional liability insurance, or Errors and Omissions Insurance, with a minimum limit of $1,000,000.00 aggregate with respect to acts, errors or omissions in connection with professional services to be provided under this Agreement. Any deductible is not to exceed $5,000.00 for each claim. Consultant represents it is financially responsible for the deductible amount. [EXAMPLES: Engineering, A&E, Software, Staffing/Payroll, Licensed consultant (geologist, environmental remediation, financial consultants, etc.)]

F. Garagekeepers Liability Insurance: (Put Not Applicable if it does not apply.) Successful Bidder shall provide minimum limits of liability of $500,000.00 each accident, combined single limit for bodily injury and property damage. This shall include coverage 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. This form of coverage responds on a legal liability basis, and also without regard to legal liability on an excess basis over any other collectible insurance. [EXAMPLES: Any type of auto service bid offsite]

G. Pollution Liability: (Put Not Applicable if it does not apply.) Successful Proposer shall provide pollution liability coverage with limits of no less than $1,000,000.00 per occurrence. Pollution Liability shall cover the CONTRACTOR’S liability for bodily injury, property damage and environmental damage resulting from pollution and related cleanup costs incurred, arising from the work or services performed as per this contract. [EXAMPLES: Any type of environmental hazard, including water treatment chemicals, scrap metal, asbestos/pollution, etc.]

Other Insurance Provisions - The City of Palm Bay is to be specifically included on all certificates of insurance as a named additional insured (with exception to Workers Compensation). Waiver of Subrogation is required for Commercial General Liability and Automobile Liability. All certificates must be received prior to commencement of service/work. In the event the insurance coverage expires prior to the completion of this contract, a renewal certificate shall be issued thirty (30) days prior to said expiration date. The certificate shall provide a thirty (30) day notification clause in the event of cancellation or modification to the policy.

Deductible Clause – Successful Bidder to declare self-insured retention or deductible amounts.

All insurance carriers shall be rated (A) or better by the most recently published A.M. Best Rating Guide.

Unless otherwise specified, it shall be the responsibility of the Successful Bidder to ensure that all subcontractors comply with the same insurance requirements spelled out above. The City may request a copy of the insurance policy according to the nature of the project. City reserves the right to accept or reject the insurance carrier.

Authorized Signature

Printed Name & Title

Company

Date

NON-COLLUSION AFFIDAVIT OF PRIME BIDDER

STATE OF

COUNTY OF

, being duly sworn, deposes and says that:

(1) He/she is of , the (Title) (Firm/Company) Bidder that has submitted the attached Bid.

(2) He/she is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid.

(3) Such Bid is genuine and is not a collusive or sham Bid.

(4) Neither the said Bidder nor any of its officers, partners, owners, agent representatives, employees or parties in interest including this affiant, has in any way, colluded, conspired, or agreed, directly or indirectly, with any other Bidder, firm or person, to submit a collusive or sham Bid in connection with the Agreement for which the attached Bid has been submitted or to refrain from proposing in connection with such Agreement, or has in any manner, directly or indirectly, sought by Agreement or collusion or communication or conference with any other Bidder, firm or person to fix the price or prices in the attached Bid or of any other Bidder, or to fix any overhead, profit or cost element of the Bid price or the Bid price of any other Bidder, or to secure through any collusion, conspiracy, connivance or unlawful Agreement any advantage against the City of Palm Bay, Florida, or any person interested in the proposed Agreement.

(5) The price or prices quoted in the attached Bid are fair and proper and are not…