1-ITB-PR-26-11 Project Manual and draft contract.pdf

Template Version date Jan-26

ITB-PR-26-11

INVITATION TO BID:

IRRIGATION PUMP SYSTEM

REPLACEMENT

PALM HARBOR GOLF COURSE

ITB #: ITB-PR-26-11

BID MANUAL

Financial Services Department 160 Lake Avenue

Budget & Procurement Office Palm Coast, FL 32164

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TABLE OF CONTENTS PAGE

Overview _________________________________________________________________________ 2

About Palm Coast __________________________________________________________________ 3

Goods/Services General Requirements _________________________________________________ 4

Bid Process ______________________________________________________________________ 15

Instructions to Bidders _____________________________________________________________ 21

CLAIMING LOCAL PREFERENCE ______________________________________________________ 23

PRICE SCHEDULE WORKSHEET – MUST BE INCLUDED AND SUBMITTED WITH PRICE SCHEDULE ___ 24

Price Schedule ___________________________________________________________________ 25

References – OTHER THAN THE CITY OF PALM COAST ____________________________________ 26

FORM 1- Conflict of Interest Statement _______________________________________________ 28

FORM 2 – Debarment Certification ___________________________________________________ 30

FORM 3 – Certification of Authorized Signatory _________________________________________ 32

FORM 4 – Compliance Certification Form ______________________________________________ 33

FORM 5- E-VERIFY Registration and Use AFFIDAVIT ______________________________________ 36

FORM 6- 2 CFR 200.321 Affirmative Step Requirements __________________________________ 38

FORM 7 – PUR 1355 _______________________________________________________________ 39

FORM 8 – AFFIDAVIT OF COMPLIANCE ________________________________________________ 40

CONTRACT TEMPLATE _____________________________________________________________ 41

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OVERVIEW

CITY OF PALM COAST

INVITATION TO BID (ITB)

TITLE

IRRIGATION PUMP SYSTEM REPLACEMENT

PALM HARBOR GOLF COURSE

REFERENCE

ISSUED

February 4, 2026

DUE

February 26, 2026 at 2 p.m.

PROCUREMENT COORDINATOR

CHRISTINNE FOSCHAAR

(386) 986-2337 cfoschaar@palmcoastgov.com

PROJECT MANAGER

DENNIS REDICAN

(386) 986-2528 dredican@palmcoastgov.com

BRIEF DESCRIPTION

This Invitation to Bid is issued for the purpose of soliciting bids from qualified contractors to replace the irrigations pump system and controls at the Palm Harbor Golf course.

OTHER KEY DATES AND MEETINGS

MANDATORY PRE-BID SITE VISIT: Wednesday, February 11, 2026 and Thursday, February 12, 2026 beginning at 10 a.m. at 20 Palm Harbor Golf Club at Palm Harbor Drive, Palm Coast, FL 32137 Question Deadline: February 17, 2026 at 2 p.m.

Bid Deadline: February 26, 2026 at 2 p.m.

The above outlines the deadlines applicable to this ITB. City reserves the right to modify or change the scheduled deadlines at its sole discretion and will provide notice to the Bidders of any such change(s).

DOCUMENT AVAILABILITY, SUBMISSION, OTHER INFORMATION

Bid solicitation documents are available through the City’s Procurement Portal at (https://palmcoastgov.bonfirehub.com/portal). Bids shall be received electronically through the City’s Procurement Portal by the specified time and date. No other method of submission will be allowed or considered (i.e. Mailed, emailed, or hand delivered).

The City of Palm Coast uses its best efforts to divide total requirements, when economically feasible, into smaller tasks or quantities and to establish delivery schedules, where the requirement permits, in order to encourage participation by minority businesses, women’s business enterprises, and labor surplus area firms in compliance with CFR 200.321. In addition, the City will consider requests from qualified business enterprises to further divide total requirements, when economically feasible, into smaller tasks or quantities and further adjust delivery schedules, where the requirement permits, which encourage further participation by minority businesses, women’s business enterprises, and labor surplus area firms.

Review requests should be submitted on the portal, https://palmcoastgov.bonfirehub.com/portal, on the Messages Tab under Opportunity and Q&A, upon Project Opening and prior to the posted Questions Deadline.

https://palmcoastgov.bonfirehub.com/portal

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ABOUT PALM COAST

The City of Palm Coast, located in Flagler County on the northeast coast of Florida, is situated halfway between St.

Augustine and Daytona Beach and about 70 miles from both the Jacksonville and Orlando metropolitan areas. Palm Coast's Interstate 95 Exit 284 (at State Road 100) is the closest I-95 exit to the beach from Maine to Miami. Palm Coast covers approximately 97 square miles and is situated on 70 miles of saltwater and freshwater canals and the Intracoastal Waterway, providing residents with abundant fishing and boating opportunities.

The City of Palm Coast is one of Florida's newest cities; incorporated in 1999. Palm Coast is a full-service City government servicing over 100,000 residents. It offers a comprehensive list of services including Water/Wastewater Management, Stormwater Management, Public Works, Administration, Economic Development, Finance, Information Technology, Parks & Recreation, Fire and Human Resources. Law Enforcement Services are provided by the Flagler County Sheriff’s Office. Facilities owned and operated by the City of Palm Coast include City Hall, the Water/Wastewater Management, Stormwater Management, the Public Works yard, the Palm Coast Community Center, the Southern Recreation Center and five fire stations.

Palm Coast also provides its residents with over a dozen City parks, a tennis center, a golf course, an aquatics center, and more than 125 miles of connecting multiuse pathways for walking, running, and bicycling. Parks and other recreational amenities are open seven days a week, usually from sunrise to sunset.

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GOODS/SERVICES GENERAL REQUIREMENTS

INTRODUCTION – OVERVIEW AND OBJECTIVES

The City of Palm Coast is soliciting bids from qualified companies to provide a turnkey service to replace the irrigation pump system and associated controls at the Palm Harbor Golf Course.

It is the intent of this bid to provide a turnkey service (including all labor and materials) to remove and dispose of the existing pump system and controls and to furnish; install and test, a new pump system and controls.

Contractor shall provide explanation of any items or costs which are not included in their bid.

A mandatory pre-bid site visit to observe the existing irrigation system will be coordinated by the City’s Parks and Recreation Department through the Outdoor Recreation Manager.

Any questions regarding the bid shall be inquired through the Bonfire system. Attendance will be recorded.

Key Bid Items-

• Bids must include State and Local taxes.

• Bids must provide a breakdown of cost which include, at a minimum, the following categories:

1. Removal and disposal of existing pump system and associated controls,

2. Furnish and install new pump system and associated controls (provide materials and labor cost),

3. System testing,

4. Provide O&M manuals (3 minimum) and system training for Owner’s staff (up to 3 days).

5. Site restoration, cleanup and project close-out.

6. Any costs not accounted for in Items 1 through 5 (provide brief description and cost).

7. Bid Total (Sum of Items 1-7).

SCOPE OF SERVICES

REPLACEMENT PACKAGED PUMP STATION

PART 1 – GENERAL

1.1 SUMMARY

This section includes furnishing, delivery, and installation of one (1) complete replacement irrigation pump system and controls. The preferred equipment is designated: MCI UL Listed QCZJ Packaged Pump Station (a.k.a. irrigation pump system, including controls), to replace the existing system at the Palm Harbor Golf Course. Any equipment alternates proposed, shall be of a skid type pump system, specifically designed for irrigation, suitable for meeting the needs of and compatible with the golf course irrigation system; have an equipment weather and corrosion proof enclosure and must include controls having minimum similar features and functions. Alternate proposed equipment shall meet or exceed the efficiency of the preferred equipment and meet or exceed the pumping capabilities of that specified herein. Proposals with alternate equipment shall provide all product specifications, compatibility calculations and a tabulation of features of the item listed throughout this section comparing the preferred product, including Scope of Supply, to the proposed alternate. Equipment warranty of any alternate equipment shall meet or exceed that of the preferred equipment.

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1.2 REFERENCES

UL 508A, ISO 9001:2015, and applicable City of Palm Coast Utility Standards and Florida codes.

1.3 SUBMITTALS. TO BE PROVIDED AT THE TIME OF SUBMISSION.

A. Product Data B. Shop Drawings C. Factory Test Reports D. Operation and Maintenance Manuals E. Warranty Certificates F. Building Permits- Submit plans and calculations as required for building permits. (City will pay for Building Department permits directly).

1.4 WARRANTY. TO BE PROVIDED AT THE TIME OF SUBMISSION.

All components shall carry the manufacturer’s standard warranties:

• Pump Station and Panel Assembly: 1 year minimum

• VFD Drives: 6 years (lightning protection included)

• Motors: 1 year

• Instrumentation: 1 year

• Warranty shall begin upon system commissioning and acceptance by the City.

PART 2 – PRODUCTS

2.1 MANUFACTURER

MCI UL Listed QCZJ Packaged Pump Station Model Number: PPS-N-VT2-1700-110-SV-P-48-3-6

2.2 GENERAL DESCRIPTION

The replacement unit shall be factory-assembled, UL-listed, fully tested, and certified under ISO 9001:2015 standards prior to shipment. It shall include all necessary controls, instrumentation, valves, piping, enclosure, and appurtenances for connection to existing utilities.

2.3 ENCLOSURE AND CONTROL PANEL

• UL 508A listed watertight Type 4 custom steel enclosure, 72 in × 72 in × 18 in, final size per approval drawings.

• 12 gauge mild-steel construction with self-healing zinc primer and outdoor-rated powder-coat finish.

• Heavy-duty concealed hinges, 3-point latch handle (padlock capable), removable doors, and center post.

• Rigid steel backplate with white powder-coat finish and stainless-steel doorstops.

• Internal 12 in document pocket containing panel drawings and O&M data.

• Marine-grade aluminum recessed dead-front kit.

• UL-listed low-maintenance heat exchanger for temperature regulation.

• Main 400 amp fused disconnect; 100 kA SCCR short-circuit rating; surge protection and line-phase monitoring.

• Regulated DC power supply, GFCI outlet, and industrial control transformer with primary fusing.

2.4 PUMP AND MOTOR ASSEMBLIES

Main Pumps (Qty 2): 75 HP vertical turbine pumps rated 850 GPM @ 280 FT TDH including station losses.

PM Pump (Qty 1): 3 HP submersible turbine pump, 304 SS bowls, impellers, and discharge column.

All pumps shall be equipped with isolation and check valves in stainless steel.

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2.5 PUMP CONTROLS

• Allen-Bradley CompactLogix PLC and 10 in color PanelView HMI.

• Control and power for (2) 75 HP and (1) 3 HP motors with shared VFD/XL operation.

• Manual/Off/Auto selector, illuminated fault and maintenance indicators.

• Automatic alternation of pumps by least runtime and soft-start ramp feature.

• 6-year VFD warranty including lightning anomaly coverage.

2.6 SYSTEM INSTRUMENTATION

• 316 SS low-level probe set with relay and submersible level transducer.

• Discharge pressure transducer with local display.

• 6 in networkable magnetic flowmeter, NSF-61 lining, ±0.5% accuracy, local display.

• 4 in 316 SS pressure gauges with block-and-bleed valves.

2.7 REMOTE MONITORING AND REPORTING

• MCI Remote Cell Monitoring with 1-year activation.

• On-site Cloud Platform (no subscription required) providing live and historical pressure, flow, alarms, and trend data.

• Factory remote access for PLC/HMI and VFD troubleshooting.

2.8 SKID AND PIPING ASSEMBLY

• Reinforced carbon-steel skid with seal-welded deck plate and integral thrust supports.

• Carbon-steel piping with NSF 61 certified fusion-bonded epoxy coating.

• 8 in station discharge butterfly valve (316 SS disc, EPDM seat, 250 PSI rating).

• Flanged transition pipe assembly, quick-Vic couplers, and threaded outlets for sampling connections.

PART 3 – EXECUTION

3.1 REMOVAL OF EXISTING PUMP STATION

Contractor shall coordinate with Owner, an acceptable schedule, including overall outage time, in which the Contractor will be responsible for fully disconnecting electrically and mechanically the existing pump system and controls, excavating, removal and disposal of the existing equipment, including existing anchoring system, control panels, conduits, wiring and any other aspects of the existing pump system so as to accommodate the installation of the new pump system and controls.

Contractor will identify the need for and furnish and supply any bypass pumping or temporary facilities needed to maintain the service provided by the pump system until the new system has been installed, tested and can be placed into service.

3.2 INSTALLATION

Contractor shall offload, remove the existing pump station, and set, anchor, connect, and commission the replacement packaged pump station. Provide start-up assistance and operator training. All work shall conform to the City of Palm Coast Utility Standards and applicable Florida codes. Rough installation shall be completed within two (2) weeks from the removal of the existing pumping system and controls. Contractor shall coordinate a schedule with the Owner to begin the existing system removal and a schedule for installation of new.

3.3 TESTING AND START-UP

Contractor shall perform operational and performance testing to verify compliance with specifications and ensure

7 | P a g e reliable operation of the installed new equipment and control system. Testing shall also include points of connection and ensure no leakage from either the new equipment or at the points of connections.

3.4 ADDITIONAL TERMS.

• Dewatering for all aspects of the project, both demolition and install of new pump, shall be inclusive with bid value.

• Spoils removal, import fill and compaction shall be inclusive with bid value.

• Concrete work, painting and finishing shall be considered inclusive with bid value.

SCOPE OF SUPPLY

MCI UL Listed QCZJ Packaged Pump Station

• Model Number: PPS-N-VT2-1700-110-SV-P-48-3-6 o Built Under ISO9001:2015 Certification o Main Control Panel o Custom Enclosure o UL 508a Listed Control Panel Custom Engineered & Manufactured in Same Facility as Pump

Station o Watertight UL Type 4 Enclosure o 72 IN x 72 IN x 18 IN (HxWxD), Final Panel Size Confirmed in Approval Drawings o 12 ga. Mild Steel Construction with Self-Healing Zinc Primer and Superior Outdoor o Rated Powder Coated Textured Finish o Heavy Duty Concealed Hinge / 3- Point Latch with Handle (Pad Lock Capable) o Easily Removeable Doors and Center Post for Servicing o Rigid Steel Backplate with Pure White Powder Coat o Stainless Steel Doorstop(s), (Standard on All Doors) o 12IN Data Pocket Containing All Pertinent Panel Documentation and As Built o Drawings for Easy in Field Reference o Manufactured in the USA o Marine Grade Aluminum Dead Front Kit, Dead Front Panels are Recessed to Maximize Panel

Accessibility

• Cooling/Heating.

o QTY (1) UL Listed Low Maintenance Heat Exchanger Designed for Energy Efficient Cooling and Increased Electrical Component Longevity Main Power o 400-Amp Main Fused Disconnect to Protect Valuable and Critical Components from Overloads and Abnormal Supply Power Conditions o Industry Leading Short Circuit Current Rating (SCCR) of 100,000 Amps to Impede Catastrophic Failure o Type 1 Surge Protection w/Status Indicators for Safeguarding of Electrical System Against Destructive Transient Power Surges o Active Incoming Line Phase Monitor w/ Primary Fusing for Detection of Voltage Imbalance, Phase Sequence, and Loss of Phase o Regulated & Adjustable DC Power Supply for Safe User Operation and Stable Clean Power to Control Processing Components

8 | P a g e o GFCI Outlet for Convenient Laptop Power o Robust Industrial Control Power Transformer w/Primary Fusing Pump/Motor Control/Power o Control & Power for QTY (2) 75 HP Main Pump/Motor with Shared VFD/XL Operation o Green Illuminated Off/On Switch with Running and Blinking Fault Indication o Pump/Motor Running Feedback o Wired for Motor Space Heater o Variable Frequency Drive Operation o High Accuracy Pump/Motor Speed Control o Manual VFD Speed Pot o VFD Bypass Switch Per VFD for Alternate Pressure Control Mode in the Event of VFD Failure o Equipped With Input Impedance Per VFD for Smooth, Stable, & Consistent Power o Fast Acting Fusing for VFD Protection o VFD Fault with Auto Restart o 6-Year Warranty on VFD Including Coverage Against Damages from Momentary Line or Load

Anomalies such as Lightning Strikes

• XL Operation.

o Advanced Fuse Protection Technology for Safeguarding Against Power Surges and Overloads o Solid State Overload Protection with Precise Monitoring Per Motor and Shutdown Safety, including Contactor Interlocks for Safe Operation o Control & Power for QTY (1) 3 HP PM Pump/Motor with XL Operation o Green Illuminated Off/On Switch with Running and Blinking Fault Indication o Pump/Motor Running Feedback

• XL Operation Control Features & Hardware.

o MCI MPC Platform o Allen Bradley Compactlogix Fast Processing Robust PLC for Self-Sufficient o Automatic Operation o Allen Bradley 10IN Panelview High Resolution Display with Intuitive Color o Operator Control and Monitoring of Critical Processes o System “Full Size” Type 4 Operator Control Devices o Manual/Off/Auto System Control o Red Illuminated Fault Push Button o Blue Illuminated Maintenance Light o PLC Flow Adjustable Fertigation Run Relay with Dry Contacts

• System Safeties.

o Main Inlet Safety o Low Level Shutdown w/Auto Reset o Low Discharge Pressure Shutdown/Hard Fault o High Discharge Pressure Shutdown w/Auto Restart o Phase Failure, Imbalance, and Low Voltage Protection

• Operation Features.

o Door Device Lamp Test Function

9 | P a g e o Automatic Alternation of Pumps Based on Least Run Time o Intelligent Slow Ramp Feature for Automatic Line Fill o 3-Year Flow Total Logging Day/Week/Month/Year o Pump Run Times o Event Log o Flow and Station Trending o Assignable I/O o Multi-Parameter Adjustable Pump Station Lockout o Lockout Parameters: *Individualized Day/Time Settings* o Pressure Setpoint/Max o External Input o Max Number of Pumps Allowed o Power Consumption o Max VFD Speed o Lake Level Control o Hand/Off/Auto Selector Switch o Sensor Included in System Instrumentation Section o MCI Remote Cell Monitoring w/1 Year Activation (Cell Service Starts When Equipment Ships from

MCI) onsite, MCI’s Cloud Based Solution NO SUBSCRIPTION FEE o Scheduled Monthly Email with Flow Report in Excel Format o Access To One Full Year of Pressure, Flow, Alarms and Event Data o Remote Pump Station Disable Feature from Any Smart Device Or PC o Factory Support Remote Access to PLC/HMI and VFD for Programming and Troubleshooting on

Alert o Manage Maintenance Due Dates for All Aspects of Maintenance on Your Pumping Station o Warning Light, Display Message and Email Alert When Due o Monitor and Report Irregular Operation of Irrigation System, Pump System, Filter System and

System Instrumentation o 316SS Low Level Probe Set with PNR Relay Discharge Pressure Transducer o 316SS Multi-output Programmable Pressure Transducer, with Local Display, Protective Display

Cap, and Cord Set o Submersible Level Transducer o 0-34.6’ 316SS Level Transducer with Filter, Extra Weight, and 60 FT Cable o 6 IN Networkable Magnetic Flowmeter with Local Flow Display, Fertigation o Frequency Output Prewired to Panel Terminals, Corrosion Resistant NSF-61 o Approved Lining, Flanged Connections, and Precise 0.5% Flow Measurement Accuracy o 4 IN 316SS Pressure Gauges with Full Body 316SS Monolithic Block and Bleed Valves

• Auxiliary Equipment.

o 5 kVA Noise Filtering and Voltage Regulating Power Conditioner Providing Clean, Consistent, Easily Accessible 120/240VAC Power Complete with Individual & Main Circuit Overcurrent Protection Pump Assemblies o QTY (2) 75 HP Vertical Turbine MAIN Pump, (81.6 % Efficiency), Rated for 850

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• GPM @ 280 FT TDH Including Station Losses. To Include:

o PUMP, to include the following:

1. Minimum 375PSI High Pressure Rated Cast Iron Bowls w/316SS

2. Investment Cast Impellers for Superior Corrosion Resistance, Improved Performance at

Higher Pressure, and Extended Pump Lifespan

3. High Strength, Corrosion Resistant, Rotationally Balanced 416SS o STAINLESS STEEL SHAFTING; to include the following:

1. 416SS Head Shaft Including Bronze Adjusting Nut and Gib Key

2. MCI Custom Teflon Pump Sealing Packing System Designed to

3. Prevent Water from Leaking on the Pump Skid While Providing Shaft Cooling

4. MCI Fusion Bonded Epoxy Coated Fabricated Carbon Steel Discharge Heads

5. Pump Heads Feature MCI’s Integral, Maintenance Free Air Relief System with No Moving Parts to Purge Harmful Airlocks

6. High Strength Construction, Engineered to Maximize Stable, Efficient Power Transmission Between Motor and Pump

7. Threaded Carbon Steel Column Pipe Including Water Lubricated Low

8. Friction Line Shaft Bearings with Vibration Minimizing 5 FT Maximum Spacing

9. Stainless Steel Mesh Pump Strainer with Easy to Attach SS Clips o MOTOR, to include:

1. 75 HP, 1800 RPM, 460/3/60, Premium Efficient, Vertical Hollow Shaft

2. Motors with Motor Space Heaters, and Non-Reverse Ratchets o VALVES, to include:

1. 6 IN Full 316SS Grooved Pump Discharge Isolation Valve w/ Lever

2. Actuator Offering Vibration Minimization and Increased Installation/Service Flexibility

3. 6 IN Pump Silent Wafer Check Valves with Corrosion and Abrasion Resistant Fusion

Bonded Epoxy, SS Disc, and Heavy-Duty Spring to Reduce Hydraulic Shock

• QTY (1) 3 HP Submersible Turbine PM Pump.

o PUMP, to include:

1. 304SS Interchangeable Pump Bowls Featuring Optimized Hydraulic

2. Surfaces for Increased Performance and Efficiency

3. 304SS Corrosion Resistant Impellers Including Thrust Balancing Stop Rings 304SS

Threaded, High Strength Discharge Column Pipe

4. 2IN Fusion Bonded Epoxy Coated SCH40 Pump Head o MOTOR, to include:

1. HP, 460/3/60, Premium Efficient, Corrosion Resistant 304SS

2. Submersible Motor o VALVES, to include:

1. 2 IN Full 316SS Grooved Pump Discharge Isolation Valve w/ Lever

2. Actuator Offering Vibration Minimization and Increased

3. Installation/Service Flexibility

4. 2 IN Pump Silent Wafer Check Valves with Corrosion and Abrasion

5. Resistant Fusion Bonded Epoxy, SS Disc, and Heavy-Duty Spring to Reduce Hydraulic

Shock

6. Station Isolation Valving

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7. 8 IN Station Discharge Isolation Butterfly Valve w/Gear Operator, Corrosion Inhibiting 316SS Disc and EPDM Elastomers, Abrasion Resistant Fusion Bonded Body, and 250PSI Bubble Tight Shutoff Capacity

8. 316SS Threaded Ball Valves, 1.5IN and Below Station Pressure Relief Valve

9. Fusion Bonded Epoxy Cla-Val 50-01 4 IN Station Pressure Relief Valve with

10. Corrosion Mitigating 316SS Internals, Bronze Piloting, Piped to Wet Well with Isolation

Butterfly Valve w/Lever Operator, SS Disc, EPDM Elastomers, and Bonnet Quick Air Purge Ball Valve

• Station Filtration and Controls.

o QTY (1) 10 IN, Low-Pressure Drop, Fusion Bonded Epoxy, Cast Iron Wye Strainer with Service o Friendly SS Screen Access and Automatic Flush Assembly

• Control and Power.

o Manual/Off/Auto Wye Strainer Flush Control Switch for Complete Flush

• Automation.

o Filter Run Command (Auto & Manual)

• Valving and Piping.

o 2 IN Electrically Actuated, 24VDC, Non-Clog Butterfly Valve with Corrosion-Inhibiting 316SS Disc, EPDM Elastomers, Abrasion Resistant Fusion Bonded Body, and 250PSI Bubble Tight Shutoff Capacity o 2IN x 4IN 304SS Flush Line Assembly Piped to Skid’s Edge

• Skid.

o Reinforced, Custom, Carbon Steel Pump Skid Fabricated Using Heavy Duty, High Strength Structural Channel, Tubing, and Plate o Fully Seal Welded Pump Skid Deck Plate o Integral High Thrust Structural Pipe Supports o 1-Inch-Thick VT Pump Plate Over Wet Well to Provide Maximum Support and Vibration

Dampening During Operation o Removeable, Heavy-Duty Wet Well Access Hatch with Stainless Steel

• Hinges for Serviceability.

o Self-healing, Corrosion Reducing, Zinc Powder Coat Primer o Multi-Step, Thermally Cross-Linking, Non-slip Skid Powder Coating for Structural Protection and

Operator Safety

• Corrosion and Wear Resistant Zinc Hardware.

o Station Piping o Carbon Steel Station Piping o Custom Formulated, Electrostatically Adhering, Thermally Cross-Linking, Fusion Bonded Epoxy

Coating o NSF 61 Certified, Drinking Water Safe, Fusion Bonded Epoxy Coating

12 | P a g e o Extreme Resistance to Corrosive Water and Harsh Chemicals o All Piping Above 2IN Shall Be Both Internally and Externally Coated o Piping Below 2IN shall be 304SS o Hose Bibb Connection for Handy, Pressurized Water Access o Transition Pipe to include: QTY (1) 6 IN Flanged X 12 IN Plain End Discharge Transition Pipe with

90-Degree

• Elbows.

o QTY (2) Easy to Align, Swivel Capable, Quick-Vic Victaulic Couplers o Each Quick-Vic Coupler can be Aligned and Installed by a Single Operator with No Disassembly

Required o QTY (6) 3/4IN Thread-O-Lets for Injection, Sampling, and Rinse Use, and o QTY (2) 2IN Thread-O-Let for Customer Supplied Fertigation Flowmeter and System Winterization o Below Grade, Pipe Connection Anchoring Restraints for Optimal Pipe Support and Thrust

Resistance

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EQUIVALENT MATERIALS AND EQUIPMENT: Whenever materials or equipment are specified or described in the specifications by using the name of a proprietary item or the name of a particular supplier, the naming of the item is intended to establish the type, function and quality required. Unless the name is followed by words indicating that no substitution is permitted, materials or equipment of other suppliers may be accepted by the City if sufficient information is submitted by Bidder as follows to allow the City to determine that the material or equipment proposed is equivalent to that named:

• Requests for review of substitute items of material and equipment will not be accepted by the City from anyone other than Bidder. If Bidder wishes to furnish or use a substitute item of material or equipment, Bidder shall indicate this action within this solicitation, make written application to the City for acceptance thereof, certifying that the proposed substitute will perform adequately the functions called for by the general design, be similar and of equal substance to that specified and be suited to the same use and capable of performing the same function as that specified.

• All variations of the proposed substitute from that specified shall be identified in the bid and the Bidder is responsible for any expense incurred by the City from evaluation and acceptance of the proposed substitute, including claims of other Bidders affected by the resulting substitute, all of which will be considered by the City in evaluating the proposed substitute. City may require Bidder to furnish, at Bidder’s expense, additional data about the proposed substitute.

• City shall be the sole judge of acceptability, and no substitute shall be ordered without the City's acceptance.

However, City reserves the right to reject any proposed substitute which would result in an increase in contract price, and the City may require Bidder to furnish at Bidder’s expense a special performance guarantee or other surety with respect to any substitute. If approval is given, Bidder shall not be excused from performing in conformity with the requirements of the contract documents.

• Bidder assumes sole responsibility for verifying that the proposed substitute items are in accordance with the requirements of the contract documents, and that the specifications and all other features of substitute items are suitable for their intended purpose. In the event that the City determines that the Bidder's proposed equal does not meet the specifications, the successful Bidder will be required to provide the named item in the specifications or another acceptable equal at no additional cost to the City.

TECHNICAL ACCEPTABILITY OF TRADE NAME PROPOSED: In instances where the Specifications make this subject applicable, any use therein of brand names, manufacturer's makes, trade names, information and/or catalog numbers are so used for the purpose of providing description and for establishing acceptable quality levels. Such references are not intended for the purpose of placing restrictions upon Bidders (other than as to quality) and Bidders may propose and describe brands believed to be equal or better than the otherwise specified brand. Unless otherwise stated in the Specifications, f offering other than the trade name specified by the City, explain in detail the differences between the equipment proposed and the equipment specified.

Also explain what impact may be anticipated in performance of the equipment. These explanations must be provided on specification sheet or on company letterhead and attached to the bid. Contractor shall be required to provide all specifications of proposed substituted materials for City to utilize for comparison. The City shall determine if the brands offered are technically acceptable. Failure to comply may result in the rejection of the bid. All exceptions shall be stated no matter how seemingly minor. Any exceptions not taken shall be assumed by the City to be included in the bid submittal, regardless of the cost to the Bidder.

PRODUCT RESPONSIBILITY: The City reserves the right, before award, to require a Bidder to submit such evidence of his qualifications as it may deem necessary, and may consider any evidence available, such as financial, technical, and other qualifications and abilities of the Bidder, including past performance with the City.

This information will be used to determine the Bidder’s responsibility.

DELIVERY: Delivery time may be a basis for making of award. Delivery shall be during the normal working hours of the City, Monday through Friday, unless otherwise specified, and incorporated into contract or

14 | P a g e purchase order document. Delivery shall be to the location specified in the bid specifications. F.O.B. POINT: The F.O.B. point shall be F.O.B. destination. Bid responses showing anything other than F.O.B. Destination will not be accepted. The bid prices shall include all costs of loading, transporting and delivery to designated point(s) within the City.

PACKING SLIPS: Packing slips, ruck tickets, or other suitable shipping documents shall accompany each special-order shipment and shall show: (a) name and address of successful bidder, (b) name and address of receiving department and/or delivery location, (c) City of Palm Coast Purchase Order number, and (d) descriptive information of the equipment delivered including serial number, quantity, number of containers, etc. Packing slips and truck tickets shall be produced upon request by the City.

WARRANTY: For all major pieces of equipment, provide a manufacturer’s warranty. The Warranty period shall be for one (1) year plus time equipment is not functional to the City commencing at the time of final acceptance by the City. In the event that the bidder is unable to obtain the above warranty from the equipment manufacturer the Contractor shall obtain from the manufacturer a one (1) year warranty commencing at the time of equipment delivery to the job site. The City shall incur no labor or equipment cost during the warranty period.

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BID PROCESS

PURCHASING PROCEDURES: The Procurement and Contracting Procedures and Processes apply to this Invitation to Bid. These procedures can be found at: http://www.palmcoast.gov/procurement under Procurement Policy.

INQUIRIES/INTERPRETATIONS: All Bidders shall carefully examine the Invitation to Bid (ITB) documents. Any ambiguities or inconsistencies shall be brought to the attention of the City prior to the due date in writing through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal); failure to do so, will constitute an acceptance by the Bidder of any subsequent award decision. In addition, the City will consider requests from qualified business enterprises to further divide total requirements, when economically feasible, into smaller tasks or quantities and further adjust delivery schedules, where the requirement permits, which encourages further participation by minority businesses, women’s business enterprises, and labor surplus area firms. Any questions concerning the intent, meaning and interpretations of the ITB documents, including the attached draft agreement, or suggestions for addenda to the ITB documents, shall be posed through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) during the Q&A period. Bidder should not rely on any oral statement or instructions made by any employee(s) of the City with regard to this ITB. Any oral statements or instructions given before the bid submittal due date will not be binding on the City.

ADDENDA: Should revisions to the ITB documents become necessary, the City shall post addenda n on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal). All Bidders should check the City’s Procurement Portal Web Page at least three (3) calendar days before the proposal due date to verify information regarding addenda. Failure to do so could result in rejection of the bid as unresponsive. Bidder must sign, date, and return all addenda with their bid for the submission to be deemed Responsive. It is the sole responsibility of the Bidder to obtain information related to addenda and to ensure that the bid considers all changes to the ITB documents.

ANTI-LOBBYING/CITY CONTACT: Bidders are hereby notified that all communications regarding this ITB, whether in writing, electronic, verbal, or by some other means, and whether made indirectly by third parties or directly by the Bidder, must be submitted to the City’s Procurement Portal Web Page. Except as expressly required by this ITB for formal presentations (if any), any indirect or direct communications and lobbying regarding this ITB made to members of the City Council, members of the Evaluation Committee, or any other City official, from the date of advertising until the time an award has been made, are strictly prohibited, and may constitute grounds for immediate disqualification of the Bidder’s bid.

PREPARATION COSTS: The City shall not be liable for any expenses incurred in connection with preparation of a bid. Bidders should prepare their bids simply and economically, providing a straightforward and concise description of the Bidder’s ability to meet the requirements of this ITB.

LICENSES/PERMITS: Unless expressly stated in the ITB, all permits, licenses, or fees required shall be the responsibility of the Bidder. No separate or additional payment will be made for these costs. Adherence to all applicable code regulations, Federal, State, City, etc.; are the responsibility of the Bidder.

CONTRACT/TERMS AND CONDITIONS: The length of the contract term will be one (1) year with two optional 1-year renewals, which will include materials procurement time. A draft contract template is attached to this ITB.

Bidders should review the draft contract template prior to submitting a bid. If Bidder wants to negotiate modifications or additional terms and conditions to the contract, then Bidder shall raise these requested modifications or additional terms and conditions by inquiry in writing through the City’s Procurement Portal Web Page. UNLESS EXPRESSLY ACCEPTED BY THE CITY AND ISSUED BY ADDENDA, OR UNLESS THE CITY REQUIRES MODIFICATIONS, ONLY THE TERMS AND CONDITIONS IN THIS ITB DOCUMENT SHALL APPLY. NO ADDITIONAL TERMS AND CONDITIONS INCLUDED WITH THE BID SHALL BE CONSIDERED. ANY AND ALL SUCH ADDITIONAL TERMS AND CONDITIONS, ARE INAPPLICABLE TO THIS ITB, WHETHER SUBMITTED PURPOSEFULLY, OR https://palmcoastgov.bonfirehub.com/portal

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INADVERTENTLY, OR APPEARING SEPARATELY IN TRANSMITTAL LETTERS, SPECIFICATIONS, LITERATURE, PRICE LISTS OR WARRANTIES. IT IS UNDERSTOOD AND AGREED THAT THE TERMS AND CONDITIONS IN THESE ITB DOCUMENTS AND SUBSEQUENT ADDENDA ARE THE ONLY CONDITIONS APPLICABLE TO THE BIDDER’S SUBMITTAL, AND THE BIDDER’S SIGNATURE ON THE RESPONSE FORM ATTESTS TO THIS STATEMENT. EXCEPTIONS TO THE

TERMS AND CONDITIONS WILL NOT BE ACCEPTED.

SUBMISSIONS: Refer to Instructions to Bidders Instructions for instructions on preparation of the bid.

TIME TO RESPOND: Bids shall be submitted electronically through the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) for receipt by the specified time and date. No other method of submission will be allowed or considered (i.e. mailed, emailed, or hand delivered). Any emailed, mailed, or hand delivered submittals will be returned to the sender and not be considered. It is strongly recommended that Bidders begin the uploading process at least ONE (1) day before Bid Deadline set forth in the Overview for sufficient time to complete the process. NO SUBMISSIONS THROUGH THE CITY’S PROCUREMENT PORTAL WEB PAGE WILL BE ALLOWED OR CONSIDERED AFTER THE SPECIFIED TIME AND DATE. For general assistance, please contact Budget and Procurement Division staff at least one business day in advance of the proposal due date. For technical questions related to the submission portal, please contact Bonfire at Support@GoBonfire.com or visit their help forum at https://bonfirehub.zendesk.com/hc.

ADDITIONAL INFORMATION/FOLLOW-UP: No additional information may be submitted, or follow-up made, by any Bidder after the stated due date, outside of a formal presentation to the Evaluation Committee, unless requested by the City.

SITE VISIT: Before submitting bids, Bidders must carefully examine the site of the proposed work, if applicable, and make all necessary investigations to inform themselves thoroughly as to all difficulties involved in the completion of all work required pursuant to the mandates and requirements of this ITB. No pleas of ignorance of conditions or difficulties that may exist prior to the opening time or of conditions or difficulties that may be encountered in the execution of the work pursuant to this ITB as a result of failure to make necessary and reasonable examinations and investigations will be accepted as an excuse for any failure or omission on the part of the successful Bidder to fulfill, in every detail, all of the requirements of the contract documents, nor will they be accepted as a basis for any claims whatsoever for extra compensation or for any extension of time.

UNDERGROUND UTILITIES: Information provided to Bidder as to the location of existing utilities has been prepared from the most reliable data available to the City. This information is not guaranteed, however, and it shall be the Bidder’s responsibility to determine the location, character, and depth of existing utilities.

QUANTITIES: The City shall not be held to any maximum or minimum purchase quantities as a result of this solicitation or resulting contract. The City reserves the right to purchase any, all or none of its requirements from vendors awarded a contract as a result of this ITB. All quantities as shown are approximate and no guarantee is made that any materials will be purchased.

DELAYS: The City, at its sole discretion, may delay the scheduled due dates indicated if it is to the advantage of the City to do so. The City will notify Bidders of all changes in scheduled due dates by posting the notification in the form of addenda on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal).

BID WITHDRAWAL: Bidders may withdraw their bids through the City’s Procurement Portal prior to the time and date set for the bid submission deadline. Once opened, bids become the property of the City and will not be returned to the Bidders. Bidders may not assign or otherwise transfer their bid proposals prior to or after the bid opening time.

INCOMPLETE BID/MISTAKES IN BID: Failure to sign and return any or all issued addenda, failure to return a signed and completed pricing schedule and/or failure to sign and return a completed Form 4 Compliance mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc

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Certification shall be absolute disqualification of the bid as nonresponsive. Other than the pricing schedule, issued addenda, and Form 4, the City reserves the right, at City’s discretion, to reject the bid, or to request all required forms/attachments that may have not been submitted, or that may be otherwise incomplete or noncompliant in the City’s opinion. Upon request by the City, the Bidder shall have one (1) business day to supply this information to the City for the bid to be considered valid. Bidders are expected to examine the terms and conditions, specifications, delivery schedule, prices, extensions, and all instructions pertaining to supplies and services. Failure to do so will be at Bidder’s risk. In the event of extension or addition error(s), the unit price and extension will prevail, and the Bidder’s total offer will be corrected accordingly. Written amounts take precedence over numerical amounts. Bids having erasures or corrections must be initialed in ink by the Bidder.

PUBLIC OPENING: The bids shall be opened publicly, and the names of the Bidders shall be read aloud at that time, I, along with the total price. Persons with disabilities needing assistance to participate in the public opening should contact the City Human Resource Office ADA Coordinator at 386-986-2570 at least forty-eight (48) hours in advance of the public opening.

ACCEPTANCE / REJECTION / GROUNDS FOR DISQUALIFICATION: The City reserves the right to accept or reject any or all bids, or any part of a bid submittal for any reason and without penalty prior to or after the rankings are made by the City, and to terminate any contract negotiations commenced with any Bidder. City will make the award to those Bidders, who in the opinion of the City, will be in the best interest of or the most advantageous to the City. The City also reserves the right to reject the bid of any Bidder who has previously failed in the proper performance of an award or failed to deliver on time contracts of a similar nature, or who, in the City's opinion, is not in a position to perform properly under this award. The City reserves the right to inspect all facilities of Bidders in order to decide as to the foregoing. The City reserves the right to waive or enforce any irregularities, informalities, and technicalities and may at its discretion, request a re-procurement. This section shall be construed liberally to benefit the public and not the Bidder. Any of the following causes may also be considered as sufficient grounds for disqualification of a Bidder or the rejection of a bid:

a) Submission of more than one bid for the same work by any entity under the same or different names.

b) Evidence of collusion among Bidders.

c) Submission of an unbalanced bid in which prices quoted for some items are out of proportion to the prices quoted for other or similar items in the same bid.

d) Lack of responsibility as shown by past work including, but not limited to, life, safety, performance, strict adherence to all maintenance of traffic requirements, if applicable, workmanship, progress, scheduling and financial irresponsibility. The City may also consider past litigation and claim history of the Bidder as evidenced by prior frivolous claims made by Bidder in connection with other projects.

e) Delayed, incomplete or nonperformance to which the Bidder is committed under another contract which may raise concerns about the timely performance under this ITB.

f) Any Bidder that submits a bid containing information which is determined to be substantially inaccurate, misleading, exaggerated, or incorrect, shall be disqualified from consideration. Falsification of any entry made on the bid shall be deemed a material irregularity and will be grounds, at the City's option, for disqualification of the Bidder or rejection of the bid.

g) Bidders, both corporate and individual, must be fully licensed and certified in the State of Florida at the time of submittal of the bid for the type of goods/services to be provided. Should Bidder not be fully licensed and certified, its bid shall be rejected.

h) Misrepresentation of any material fact, whether intentional or not, regarding the Bidder’s insurance coverage, policies or capabilities may be grounds for rejection of the bid and rescission of any ensuing contract.

i) Non-compliance with the submittal requirements of these Instructions to Bidders.

j) Any other evidence which may hinder or otherwise delay completion of the Project may be grounds for disqualification.

SELECTION PROCESS AND AWARD: The award will be made to the lowest priced, responsive, responsible Bidder consistent with the process and Award Criteria herein. The City reserves the right to accept any bid or combination

18 | P a g e of bid alternates which, in the City’s judgment, will best serve the City’s interest. Pursuant to Florida Statutes § 287.05701, the City will not give preference to or request documentation of or consider a vendor’s social, political, or ideological interests when determining the vendor’s qualifications. Discrepancies in the multiplication of units of work and unit prices will be resolved in favor of the unit price. Discrepancies between the indicated sum of any column of figures and the correct sum thereof will be resolved in favor of the correct sum. Bidder understands that submission of its bid constitutes Bidder’s acceptance of the terms and conditions of this ITB, including the contract template attached. However, Bidder also understands that its bid does not constitute an agreement or a contract with the City. The City reserves the right to reject all bids, to waive any formalities, to solicit and re-advertise for new bids or to abandon the project in its entirety. The right is reserved to make a separate award of each item, group of items or all items, and to make an award, in whole or in part, whichever is deemed in the best interest of the City.

a) AWARD CRITERIA: The recommendation of award will be based on, but not limited to, the following criteria:

1. The ability, capacity, and skill of the Bidder.

2. Whether the Bidder can perform/deliver promptly, or within the time specified, without delay or interference.

3. The character, integrity, reputation, judgment, and efficiency of the Bidder.

4. The quality of performance of previous contracts or services to the City of Palm Coast or any other agency or client.

5. The previous and existing compliance by the Bidder with Budget and Procurement Division procedures, the life safety requirements of the City and other laws, ordinances, and regulations.

6. The sufficiency of the financial resources and ability of the Bidder to perform/deliver.

7. The quantity, availability, and adaptability of the Bidder to perform the Agreement or service to the particular needs of the City.

8. The ability of the Bidder to retain employees for the purpose of this ITB.

9. The experience of the Bidder performing in a similar manner as required by this Agreement. Bidder must have a minimum of three (3) consistent satisfactory years and the Bidder’s Owner, Officer, or Share Holder must have the necessary required experience to submit a bid.

10. The type, structure, and experience of the local or branch management proposed.

11. Quality Control Program.

12. Contract disputes, Claims and Litigation filed by or against Bidder in the past five years that are related to the services Bidder provides in the regular course of business.

13. Reprimand of any nature or suspension by the Department of Professional Regulation or any other regulatory agency or professional association within the last five years.

14. Bidder’s response to City’s request to submit required form within twenty-four (24) hours from the

City’s request.

b) LOCAL BUSINESS PREFERENCE IN SELECTION AND AWARD: The City has a Local Business Preference

Policy, see Section 2-30 of the City of Palm Coast Code of Ordinance, designed to aid Local Vendors. The Policy allows Local Vendors (defined below) to be awarded a solicitation if their cost to the City is within 3%

- 5% (depending on amount) up to total of $20,000 (see calculation below). The City’s Local Business Preference is not applicable to any Invitations to Bid where funding will be in whole or part from any federal or state agency, or a local agency with differing or no local preference.

1. Local Vendor – For purposes of application of the Local Business Preference, a Local Vendor is a business that has its headquarters, manufacturing facility, or locally-owned franchise located in, or having a street address within, the legal boundaries of the City of Palm Coast for at least one (1) year immediately prior to this ITB. If the local business preference does not result in the Palm Coast business being awarded the ITB, then the local business preference shall be given to businesses having its headquarters, manufacturing facility, or locally owned franchise located in, or having a street address

19 | P a g e within, the legal boundaries of Flagler County for at least one (1) year immediately prior to the ITB.

Post office boxes do not qualify as a verifiable business address.

2. Calculation of Amount of Preference - Five percent (5%) of the total quoted price up to $200,000.00 as referenced on the price schedule. Three percent (3%) of the total quoted price above $200,000.00 as referenced on the price schedule. Total local business preference shall be limited to $20,000.00 for each project.

POSTING OF AWARD: Notice of Intent to Award will be posted on the City’s Procurement Portal Web Page (https://palmcoastgov.bonfirehub.com/portal) prior to City’s final approval process.

PROTEST: Protests hereunder shall be in accordance with City…