1-ITB-UT-25-68 Project Manual, forms, draft contract.pdf

Template Version date Jul-25

ITB-UT-25-68

INVITATION TO BID:

PROVIDE AND INSTALL NEW

ODOR CONTROL UNIT FOR PUMP

STATION 32-2

ITB #: ITB-UT-25-68

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 ______________________________________________________________________ 13

Instructions to Bidders _____________________________________________________________ 19

CLAIMING LOCAL PREFERENCE ______________________________________________________ 21

Price Schedule ___________________________________________________________________ 22

References – OTHER THAN THE CITY OF PALM COAST ____________________________________ 23

FORM 1- Conflict of Interest Statement _______________________________________________ 25

FORM 2 – Debarment Certification ___________________________________________________ 27

FORM 3 – Certification of Authorized Signatory _________________________________________ 29

FORM 4 – Compliance Certification Form ______________________________________________ 30

FORM 5- E-VERIFY Registration and Use AFFIDAVIT ______________________________________ 33

FORM 6- 2 CFR 200.321 Affirmative Step Requirements __________________________________ 35

FORM 7 – PUR 1355 _______________________________________________________________ 36

FORM 8 – AFFIDAVIT OF COMPLIANCE ________________________________________________ 37

CONTRACT TEMPLATE _____________________________________________________________ 38

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OVERVIEW

CITY OF PALM COAST

INVITATION TO BID (ITB)

TITLE

PROVIDE AND INSTALL NEW ODOR CONTROL UNIT

FOR PUMP STATION 32-2

REFERENCE

ISSUED

August 6, 2025

DUE

August 21, 2025 at 2 p.m.

PROCUREMENT COORDINATOR

CHRISTINNE FOSCHAAR

(386) 986-2337 cfoschaar@palmcoastgov.com

PROJECT MANAGER

BRANDON MAHADEO

(386) 986-2641 bmahadeo@palmcoastgov.com

BRIEF DESCRIPTION

This Invitation to Bid is issued for the purpose of soliciting bids from qualified and experienced vendors for the furnishing, delivery, and installation of a bio-trickling odor control unit at Pump Station 32-2. The system will be designed to effectively reduce hydrogen sulfide (H₂S), volatile organic compounds (VOCs), and other odors associated with wastewater lift station operations.

OTHER KEY DATES AND MEETINGS

Question Deadline: August 13, 2025 at 2 p.m.

Bid Deadline: August 21, 2025 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 and experienced vendors for the furnishing, delivery, and installation of a bio-trickling odor control unit at Pump Station 32-2. The system will be designed to effectively reduce hydrogen sulfide (H₂S), volatile organic compounds (VOCs), and other odors associated with wastewater lift station operations.

SCOPE OF SERVICES

PART 1 - GENERAL

A. The work specified shall include all design, labor, documentation, installation, testing training and startup services for all equipment and materials necessary to provide the Owner with a turnkey Biotrickling Filter Odor Control System for removal of hydrogen sulfide (H2S) and other volatile organic compounds (VOC’s) from the treated air.

B. The Biotrickling Filter Odor Control System shall consist of a fiberglass biotrickling filter vessel, internal structural members, media with support grating, mist eliminator, internal piping, liquid distributors, nutrient feed and storage system, irrigation valves, recirculation pump (if needed), air exhaust fan/blower, process control system control panel, ducting, and any other equipment or accessories required to provide a complete and functioning biotrickling filter odor control system. All major system components, vessel, blower and duct shall be from the same manufacturer for single source responsibility.

PROCESS DESCRIPTION

A. The system shall perform in accordance with the design basis. It shall be designed for continuous operation in a highly corrosive environment.

B. The biotrickling filter odor control system shall utilize a high surface area synthetic/inert media to provide an optimal site for growth of microorganisms (aka: biomass). This media has a high surface/high void area for optimal treatment in a small footprint. Microorganisms that attach to the media can remove H2S and other odorous VOC’s when they are contacted by these compounds in the odorous air stream. A blower conveys the odorous air from the odor source to the media at the bottom of the vessel where the air passes upward through the vessel and media. As the odorous air travels upward, it meets the biomass where non-pathogenic sulfur oxidizing bacteria immobilized on the synthetic media remove H2S and other odorous VOCs. The biotrickling filter odor control systems counter-current flow of air and water/nutrients enhances the mass transfer to the media where the biological sulfur oxidation takes place degrading the odorous compounds to sulfuric acid and other soluble sulfates which are removed in the drain water. If needed, a solution containing water and nutrients is conveyed from the sump onto the media via a recycle pump to maintain a healthy biological population. Neutralizing or oxidizing chemicals shall not be utilized to accomplish odor control within the biotrickling filter. If a supplemental nutrient formula is needed for the odor control system to meet the design criteria, the manufacturer shall provide a reservoir and associated dosing system.

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MANUFACTURERS

A. The biotrickling filter supplier shall be experienced in the design, construction, installation, and successful operation of biotrickling filter odor control systems for the removal of hydrogen sulfide gas and other odor producing compounds from air ventilated from wastewater treatment systems. All manufacturers not named must be pre-qualified and pre-approved by the customer and engineer. Non named manufacturers must submit a minimum of five separate references with contact names and phone numbers where they have installed odor control systems of similar design in the past five years.

B. Systems utilizing organic, lava rock, PUFF media or stone media shall not be accepted.

C. Vessels shall be fiberglass construction only. Systems using HDPE, PVC, Polypropylene, or PVC overlays shall not be accepted.

WARRANTY

A. The complete biological odor control system and all components shall carry a 3-year “Full Replacement Warranty” that shall begin once the unit has been started and is meeting all performance requirements.

The synthetic/inert biological media and support grating shall carry a 10-year non-pro-rated full replacement warranty. The cost of removal and replacement of media shall be by customer.

SERVICES OF THE MANUFACTURER

A. The manufacturer shall provide a qualified service technician who shall adequately supervise the installation and testing of all equipment furnished under this contract and instruct operating personnel in its proper maintenance and operation. This technician shall not be a local sales representative. The manufacturer shall provide a service technician for at least four (4) trips no less than 8 days total for installation assistance, start up, and post start-up inspection of the equipment. Within the first year of operation the manufacturer shall make quarterly visits for one year after installation to insure proper operation and performance of the system. A report shall be generated and sent to the customer which shall include inlet/outlet H2S, airflow, pH readings, or any other required information needed for documentation of proper operation and performance. Emergency response during the first year is 24-hour call back and 5 business days on site at no cost to customer.

B. The biotrickling filter system with other associated equipment such as the blower, piping and controls shall be field-tested.

C. The manufacturer shall supply all nutrients required for startup and testing and provide a 3-month supply after acceptance by owner. Owner shall be responsible for providing 20 – 25 gallons of seed sludge during startup.

D. The startup and testing shall meet the performance guarantees described under performance requirements listed herein. All equipment shall show evidence of mechanical soundness, no evidence of liquid or gas leaks, no undue vibration and generally be structurally rigid when being tested.

E. The manufacturer technician witnessing the biotrickling filter system startup and field test shall furnish the Owner a written report certifying that the unit is operating according to specifications.

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PART 2 - PRODUCTS

GENERAL

A. The biotrickling filter system shall be a supplied by one of the following:

a. Heyward Florida Incorporated (H2S Control)

b. Evoqua Water Technologies

c. Or Engineer Approved Equal

B. The biotrickling filter shall be cylindrically shaped fiberglass construction with up flow air passage and countercurrent liquid flow. The biotrickling filter shall include an engineered baffle to ensure 0% bypass of the air stream around any of the media bed.

C. The water control system shall be capable of “Dual Mode” operation with the flexibility to operate in a constant liquid recirculation mode (uniform media pH) or intermittent freshwater mode (varying media pH) to allow for wider operational control for site specific odors.

D. All materials of construction including miscellaneous hardware shall be resistant to attack by the corrosive compounds present in the air stream, as well as those present in the recirculating liquid, including biodegradation by-products. Nuts, bolts, and washers shall be 316 stainless steel.

E. The installing contractor is responsible for the duct piping from the odor source to the blower and from the blower to the biotrickling filter vessel. The contractor shall coordinate with the manufacturer and the owner on the layout of the system and be responsible for the Sch. 80 PVC piping for the feed water, nutrient solution, and drain.

PERFORMANCE REQUIREMENTS

A. The Biotrickling filter system shall be designed for the following operating conditions and criteria:

Specified Air Flowrate (CFM) 600-900-CFM

Minimum EBRT (Empty Bed Residence Time) at specified air flow flow rate * 20 seconds

H2S In, ppmv (maximum) 400

H2S In, ppmv (average) 100

Minimum H2S Removal Efficiency / 24 hr Avg. 99 %

Max. Pressure Loss Across Biological Reactor 2.0” wc

* Despite any manufacturer’s claims, the owner shall strictly enforce the minimum EBRT requirements in order to achieve and maintain the most complete removal of odors as possible, and to allow for a “treatment buffer” for any increase in odor levels due to growth or any unforeseen circumstances.

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NUTRIENT SYSTEM

A. Supplier shall furnish the tanks, pump, piping, and appurtenances for a complete and operational nutrient delivery system.

BLOWER

A. The blowers shall be corrosion resistant cast aluminum or FRP direct drive.

B. All internal and external blower hardware shall be 316 stainless steel.

B. Motor shall be high-efficiency, 1.15 service factor, 3-phase/60hz 208-230/460V. Motor shall be stainless steel washdown/inverter duty induction type motor with sealed lubricated bearings mounted on a corrosion resistant aluminum or stainless-steel motor pedestal. No painted carbon steel bases shall be allowed.

C. Blower impeller shall be dynamically balanced prior to assembly.

D. Blower motor shall be operated by a VFD motor controller for precise air flow control to the biotrickling filter.

E. Fan inlet/outlet shall be provided with a flexible rubber boot or expansion joint with stainless steel band or attachment hardware. The fan shall be anchored to the concrete pad without the need for vibration isolators.

Exhaust Fan Design Requirements Value

Air Flow Rate / cfm 600

Total Pressure Drop (Biotrickling filter, Duct Work) 5”

Motor HP (stainless steel washdown/inverter duty induction type) 2-HP

BIOTRICKLING FILTER PROCESS CONTROL SYSTEM PANEL AND ACCESSORIES

A. A pre-assembled process control system skid shall be provided to operate the exhaust fan, nutrient pump, actuator valve, and recirculation pump, instrumentation, and all other system components for a fully functioning system. A 3ph/60hz/208-230/460V AC feed shall be supplied by the Owner for use to power the system.

B. The process control system panels shall be manufactured of FRP or stainless steel with stainless steel mounting hardware where necessary. The process control system skid shall be non-metallic or 316 stainless steel and include an integral sunshade, a NEMA 4X blower motor controller, 110V transformer, timers, flow meter, schedule 80 PVC piping, valves, nutrient feed pump, and nutrient tank in a complete packaged system for operational process control of the biotrickling filter.

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C. System supplier shall provide any and all necessary start-up or acclimation kits required to place the system into successful operation and be given to Owner after startup.

PART 3 -- EXECUTION

GENERAL

A. The Manufacturer shall be responsible for providing all equipment, accessories, spare parts, demolition, installation labor, documentation, startup and training services required for a complete and operational odor control system and thus shall demonstrate satisfactory experience in providing this level of support on at least five other similar projects involving the installation of similar equipment.

B. The Manufacturer shall provide a three (3) year parts and labor warranty for all the Work supplied hereunder from the date of commercial operation. These warranties shall be in addition to and not in lieu of any warranties provided by the manufacturer of any of the equipment itself or any subcontractors.

C. Spare Parts

a. Nutrient pump rebuild kit.

WORKMANSHIP (Fiberglass)

A. Fiberglass Vessels: The finished laminate shall be free from visual defects such as foreign inclusion, dry spots, air bubbles, pin holes, pimples, delamination, exposed reinforcement (glass fibers), and runoff. The exterior surface shall be smooth, with no sharp projections. Care shall be taken to fill voids and crevices at joints and fittings. Upon request, representative laminate samples shall be sent to the owner prior to fabrication for approval of surface finish and visual defects. The installed, fabricated work shall be identical in surface finish and visual defects. Color shall be light grey.

FIELD ACCEPTANCE TESTS

A. General:

1. The biotrickling filter system with other associated equipment such as the blower, vessel, piping and controls shall be field-tested.

2. Manufacturer to supply portable hydrogen sulfide meters for grab sample testing of odor control system performance.

3. The test shall meet the performance guarantees described under performance requirements listed herein. All equipment shall show evidence of mechanical soundness, no evidence of liquid or gas leaks, no undue vibration and generally be structurally rigid when being tested.

4. The manufacturer’s field technician witnessing the biotrickling filter system field test shall furnish the owner a written report certifying that the unit is operating according to specifications.

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B. Test Procedures

1. The performance tests shall be conducted after the installation with odorous air streams present in wet well and without the need of supplemental H2S.

2. Manufacturer shall be allowed a minimum of 4 weeks of continuous and uninterrupted operation of the biological system for bacterial acclimation and any needed adjustments prior to conducting performance testing.

3. The odor control system shall be tested under actual operating conditions in order to demonstrate that it will perform as required. At which time air flow rates, recirculation rates and other controllable parameters must remain constant and recorded.

4. The test shall last at least twenty-four (24) consecutive hours with intermittent data logging from the inlet and outlet of the scrubber system using an OdaLog portable gas detection instrument.

5. Hydrogen sulfide concentration shall be measured in the biotrickling filter inlet and outlet using freshly calibrated OdaLog meters.

6. A description of the performance and a written report shall be submitted to the owner documenting proper operation and performance. The hydrogen sulfide removal efficiency shall be as specified in the performance requirements listed herein.

7. Any additional time required to achieve successful installation and operation shall be at the expense of the manufacturer and not the customer.

PART 4 – Submittals

Bid Submittals

A. Submit firm pricing to perform work.

B. Submit cut sheets on all proposed equipment.

C. Submit preliminary equipment layout drawings for proposed equipment showing piping and electrical conduit paths.

D. Submit general contractors license in the state of Florida.

E. Submit proposed preliminary construction schedule to include plan for work showing sequence of events.

F. Submit exceptions to the specifications.

After Award Submittals

A. Drawings

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a. The Manufacturer shall prepare a final equipment layout drawing for Owner’s approval. The package shall contain AUTOCAD shop drawing and product date for the equipment provided.

Additionally, it shall include a detailed schematic of equipment, piping and controls.

b. Shop Drawings shall include as a minimum the following:

i. Odor control vessel dimensions

ii. Blower

iii. Pre-assembled control skid

1. Nutrient Pump

2. Nutrient Tank

3. Timers

4. Water Control Panel Piping

5. Transformer

6. VFD and controls

iv. Ductwork and Supports

v. Ancillary Hardware

B. Drawing Approval

a. Shop drawings and equipment selection shall be approved by the Owner prior to any manufacturing. Approval of drawings shall not release the Manufacturer of responsibility of compliance with these specifications. All proposed changes to these specifications shall be stated in writing.

PART 5 – O&M Manuals

GENERAL

A. Four hard-copy and one flash drive of Operating and Maintenance (O&M) manuals prepared specifically for this project shall be provided. Manuals shall include all procedures, drawings, parts lists, special tools, recommended spare parts, operational instructions, warranty statement, etc. required to instruct personnel unfamiliar with such equipment how to operate the system. All “as-built” drawings shall be signed and sealed.

32-2 Master Pump Station (29.510815702727182, -81.24052627423164)

Physical Address is 58 Roundtree, Palm Coast Florida 32164

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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.

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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 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. 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, https://palmcoastgov.bonfirehub.com/portal

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OR 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.

mailto:Support@GoBonfire.com https://bonfirehub.zendesk.com/hc

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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 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.

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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 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

17 | P a g e 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 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 Code of Ordinances Chapter 2, Article 1, Division 3, Section 2-29 Bid Protest Procedures (https://library.municode.com/fl/palm_coast).

PUBLIC RECORDS: Upon Notice of Intent to Award or thirty (30) days after opening, bids become "public records" and shall be subject to public disclosure consistent with Chapter 119, Florida Statutes. To seek exemptions from public records disclosure, Bidders must i) invoke exemptions provided by law in their submittals, ii) identify the data or other materials to be protected, and iii) state the reasons why such exclusion from public disclosure is necessary.

The City cannot guarantee the confidentiality of any document.

BIDS TO REMAIN FIRM: All bids shall remain firm for a minimum of one-hundred and twenty (120) days after the day of the opening to allow for the evaluation, selection process and proper execution of the contract. If need be, the Bidder and the City may mutually agree to extend that time up to an additional ninety (90) days.

MULTIPLE SUBMISSIONS: More than one bid from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Bidder is involved in more than one bid will be cause for rejection of all bids in which such Bidder is believed to be involved. Any or all bids will be rejected if there is reason to believe that collusion exists between Bidders. Bids in which the prices obviously are unbalanced will be subject to rejection.

NON-APPROPRIATION OF FUNDS: In the event that insufficient funds are appropriated and budgeted or funding is otherwise unavailable in any fiscal period for this ITB, the City shall have the unqualified right to terminate the purchase or work Order(s) or contract upon written notice to the Bidder, without any penalty or expense to the City. No guarantee, warranty or representation is made that any particular work or any project(s) will be assigned to any bidder(s).

GOVERNMENTAL RESTRICTIONS: In the event that any governmental restrictions are imposed which would necessitate alteration of the material quality, workmanship or performance of the items offered on this bid prior to their delivery, it shall be the responsibility of the Bidder to notify the Budget and Procurement Division at once in writing, indicating the specific regulation which requires an alteration, including any price adjustments. The City reserves the right to accept such alteration or to cancel the contract or purchase order at no further expense to the City.

PATENTS AND COPYRIGHTS: The Bidder shall indemnify and save harmless the City, its employees and any of its Board Members from liability of any nature or kind, including cost and expenses for or on account of, or for infringement of, patent rights, copyrights, or other intellectual property rights. Further, if such a claim is made, or is pending, the Bidder may, at its option and expense, procure for the City the right to use, replace or modify the item to render it non-infringing. If none of the alternatives are reasonably available, the City agrees to return the

18 | P a g e article, on request, to the Bidder, and receive reimbursement. If the Bidder uses any design, device, or materials covered by letters, patent or copyright, it is mutually agreed and understood, without exception, that the bid includes all royalties or cost arising from the use of such design, device, or materials in any way involved in the work.

PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES: The City of Palm Coast hereby permits the successful Bidder to extend the pricing, terms and conditions of this solicitation and resultant contract to other…