18-Special Instructions to Vendors - PNC2132347C1.docx

SPECIAL INSTRUCTIONS TO VENDORS

QUOTATION REQUEST OR INVITATION TO BID

Insert Solicitation Title A. Scope This fixed contract is for the structural rehabilitation and maintenance of the Upper-Level Roadway at Fort Lauderdale–Hollywood International Airport for the Broward County Aviation Department. Work includes removing and replacing deteriorated bridge expansion joints, repairing concrete spalls, sealing cracks, and executing a detailed, engineer‑approved bridge jacking plan to facilitate the replacement of aging bridge bearings. These activities are essential to restoring the structural integrity, safety, and long‑term performance of the elevated roadway system serving Terminals 2, 3, and 4.

The work zone is to remain fully active throughout construction. The contractor must develop and implement a comprehensive phasing and maintenance‑of‑traffic plan that ensures uninterrupted access for passengers, airport personnel, emergency responders, and commercial vehicles. Sequencing, temporary closures, and staging must be coordinated with stakeholders to minimize operational impacts, maintain safe pedestrian pathways, and preserve continuous vehicular flow. Adjustments to the phasing plan may be required as conditions evolve to maintain safe and efficient airport operations.

The contractor is responsible for coordination with airport operations, adherence to all applicable safety, security, aviation, structural, and environmental standards, and the implementation of project‑specific quality control procedures. Detailed documentation, inspection records, and verification of completed repairs must be provided to confirm compliance with design requirements. All labor, materials, equipment, and supervision necessary to complete the work must be furnished while maintaining a clean, secure, and operationally efficient construction environment in accordance with the Specifications and Requirements.

B. Contract Type Definite Quantity Contracts. This solicitation is for a definite quantity of goods or services. Purchase order(s) for the quantity(ies) stated in the solicitation will be issued to the Vendor after notification of award and receipt of all required documents or as otherwise stated in the solicitation.

The County may order additional quantities of up to an additional twenty percent (20%) of the originally specified quantities at any time prior to the expiration of one (1) year after the date of award; if mutually agreed, the awarded Vendor must furnish such additional quantities at the same prices, terms, and conditions as stated in the solicitation and the response. If the County requires delivery within a shorter period than the delivery time specified in the solicitation (if any), and if the awarded Vendor is unable to deliver by that time at the contracted price, the County may obtain such delivery from other sources, without penalty or prejudice to the County, and such shall not be a violation of the contract provided the County purchases the remainder of the definite quantity from the awarded Vendor under the delivery terms specified in the solicitation.

The Contract, including Standard Terms and Conditions, Contract Supplemental Conditions (as applicable), Contract General Conditions, Contract Supplemental General Conditions (as applicable), Specifications and Requirements, and Drawings, apply to this Project.

C. Office of Economic and Small Business Requirements A SBE/CBE Reserve or CBE Goal is not applicable to this solicitation.

Pursuant to the U.S. Department of Transportation’s Interim Final Rule published on October 3, 2025, and the ongoing statewide reevaluation of Disadvantaged Business Enterprises, this solicitation does not include a Disadvantaged Business Enterprise (DBE) goal. However, this solicitation and resulting contract remains subject to all applicable requirements of the DBE Program under 49 CFR Part 26. Vendors must follow the applicable instructions included in the [Office of Economic and Small Busines Development Requirements: DBE Program] and submit all required forms and information as instructed.

D. Funding Requirements (ex. Grant, State, or Federal) United States Department of Transportation, Federal Aviation Administraton (FAA) Federal Aviation Administration (FAA) requirements apply to this solicitation. Vendors must submit the completed form:

FAA Buy America Certification (For Rolling stock and/or iron, steel, or manufactured products): Buy America Certification is a matter of responsiveness. Failure to fully complete and electronically submit certification by solicitation’s closing date and time shall determine the Vendor to be nonresponsive to the FAA Buy America Certification requirements.

The U.S. Department of Transportations (USDOT’s) Disadvantaged Business Enterprise (DBE) Program requirements apply to this solicitation. Vendors must follow the instructions in the Bidders List Form at the link below and submit the completed form. Failure to fully complete and electronically submit Bidder List by solicitation’s closing date and time shall determine the Vendor to be nonresponsive to the DBE Program requirements.

https://forms.office.com/Pages/ResponsePage.aspx?id=bK6DlIqAAk-YoYFUwLNb_eXp-PLcOcVMsqlyzcmcoANURDVMM1FGWURLQkRHVlA1SUM5Q0tWT1ZVVi4u&r98821b48b04d4fb6a30d45a82d0d1cad= PNC2132347C1.

E. Specifications and Requirements Specifications and Requirements and Drawings included apply to this solicitation.

F. Requests for Approved Equals Not applicable to this solicitation.

G. Vendor Responsibilities The Vendor will be responsible for the provision, installation (if applicable, per Specifications and Requirements and Drawings and performance of all equipment, materials, services, etc. offered in their submittal. The Vendor is not relieved of responsibility for the performance of all equipment furnished, or of ensuring timely delivery of materials, equipment, etc., even if the equipment or materials are not of their own manufacture.

The Vendor must itself perform, without subcontracting or other forms of outsourcing, work that constitutes at least 55% percent of the total contract price.

H. Fiscal Year End Not applicable to this solicitation.

I. Basis of Award Award of this contract will be made to the lowest responsive, responsible bidder on a total bid price (sum of all items) basis.

J. Multiple Awards Not applicable to this solicitation.

K. Price Adjustment/Escalation Not applicable to this solicitation.

L. Maintenance and Service Requirements Not applicable to this solicitation.

M. Licensing Requirements Proof of licensing should be returned with the Vendor’s submittal. If not provided with submittal, the Vendor must submit within three business days after the County’s request. Vendors may be deemed nonresponsive for failure to fully comply with stated timeframes.

In order to be considered a responsible and responsive Vendor for the scope of work set forth in this solicitation, the Vendor must possess the license(s) indicated below (including any specified State registration, if applicable) at the time of solicitation submittal. Any certificate of competency that meets or exceeds the licensing requirements specified herein, as determined in the sole and absolute discretion of the County, will be considered responsible and responsive to the licensing requirements of this solicitation.

Broward County:

OR

GENERAL BUILDING CONTRACTOR CLASS “B”

[Must be registered with the State]

Any work performed under this contract that requires licensure or registration must be performed by a licensed or registered contractor or subcontractor, as applicable.

Joint Venture submittal requirements (If applicable):

A Joint Venture should submit satisfactory proof with its submittal that the Joint Venture, or at least one of the Joint Venture partners, shall be required to possess one of the above licenses (including any specified State registration, if applicable) at the time of submittal. If not submitted with its response, the Joint Venture must submit such proof within three business days of County’s written request. A Joint Venture may be deemed non-responsive for failure to comply within stated timeframes.

If a Joint Venture is recommended for contract award, it must either 1) submit satisfactory proof that the Joint Venture holds the specified license (if applicable) or that a licensed contractor has qualified the Joint Venture, or 2) provide satisfactory proof it applied for the specified license (if applicable) or the licensee has applied to qualify the Joint Venture, within three business days of County’s written request. The license or qualification, as applicable, in the name of the Joint Venture, must be effective prior to contract execution.

Additional submittal requirements (for construction services only):

A Joint Venture proposer should submit satisfactory proof with its submittal that the Joint Venture complies with all applicable legal requirements, including but not limited to, Section 489.119, Florida Statutes and Rule 61G4-15.0022, Florida Administrative Code, at time of submittal. If not submitted with its response, the Joint Venture must submit such proof within three business days of County’s written request. A Joint Venture may be deemed non-responsive for failure to comply within stated timeframes.

N. Certification Requirements Not applicable to this solicitation.

O. Permits and Fees (For Agencies other than Broward County) The Vendor must procure and pay for all permits and licenses, pay all charges and fees, and give all notices necessary and incidental to the due and lawful prosecution of the work. The cost of all permits, fees, etc., shall be included in price bid except where noted in the Specifications and Requirements and Section P, Allowances.

P. Allowances This solicitation includes pass-thru allowances. It is not necessary to add your allowance amounts into your bid prices. The County will add the allowance amount to the bid offer.

The solicitation includes an annual allowance amount of $ 625,000.00 for the below item(s):

Utilities Resolution Allowance Account: $ 150,000 Unforeseen Conditions: $ 425,000 Safety and Security: $ 50,000

The following shall apply to payment of allowances:

The allowance amount is an estimate only; payment is not guaranteed and is only paid based on actual costs incurred by the Vendor for the identified allowance.

The Contract Administrator or designee must authorize use of any allowances (per Specifications and Requirements) prior to Vendor incurring costs related to an allowance amount.

No markup or additional fees are allowed on payment of allowance items. This includes, but is not limited to, overhead, profit, “runner’s fees”, etc.

Allowances for Permit Fees: payment for permit fees does not include licenses, permit expediting services, re-inspection fees, and expired permit fees. Proof of permit fee(s) shall be submitted with Vendor’s invoice for payment.

Allowance for Parts on a Pass Thru: Vendor must charge the County the same invoice prices as it is charged by its suppliers. A copy of the Vendor’s invoice(s) from supplier(s) for approved parts and materials shall be submitted with the Vendor’s invoice for payment. In cases where the Vendor manufactures its own parts, Vendor will charge the County a price no higher than it charges its most favored customer.

Q. Public Bid Disclosure Act In compliance with the Public Bid Disclosure Act, Section 218.80, Florida Statutes, each permit, license, impact, inspection, and/or certificate of occupancy fee that will be payable by the Vendor to the County by virtue of this work/project (before or during construction) is set forth below, and includes the dollar amount or the percentage method or unit method to be paid of all permits, licenses, and/or fees.

The using agency will be responsible for paying for any and all permit, license, impact, inspection, and/or certificate of occupancy fees imposed on the work by Broward County. This does not alleviate the Vendor from the obligation to file any necessary applications or obtain any necessary permits or licenses.

Licenses, permits, and fees that may be required by the State of Florida, State agencies, or other local governmental entities are not included in the above list.

R. Recycling Preference Not applicable to this solicitation.

S. Prevailing Wage Rates Davis-Bacon and Copeland Anti-Kickback Acts:

The Davis-Bacon and Copeland Anti-Kickback Acts are applicable to this solicitation. The applicable United States Department of Labor Wage Determination Table is included in Specifications and Requirements; the prevailing wage rates apply to the resulting contract from this solicitation.

T. Liquidated Damages Refer to Contract (BCF170), Summary of Terms and Conditions and Article 3.3.

U. Payment Refer to Contract (BCF 170).

V. Additional Information/Instructions Refer to Forms titled, Certifications for Buy American and Tax-Felony Convictions, which are required as a matter of responsiveness owing to the funding source.

Form Date 7/17/26