2-2025-29 RFP Instructions.pdf

Phone: 386-364-3400 suwanneecountyfl.gov Fax: 386-362-1032

Board of County Commissioners 224 Pine Ave SW, 2nd Floor, Live Oak, FL 32064

Travis Land, Chairman

RFP SOLICITATION

Suwannee County, Florida will receive sealed digital proposals on the County’s procurement portal, suwanneecountyfl.bonfirehub.com, or sealed paper proposals at the Clerk of Court Cashier Window located within the Courthouse to the attention of Clerk to the Board, 200 South Ohio Avenue, Live Oak, FL 32064. All responses are due before Monday September 8th, 2025, at 4:00 P.M. Responses will be publicly unsealed and read aloud at Suwannee County Judicial Annex, 218 SW Parshley St, Live Oak, FL 32064, on Tuesday, September 9th, 2025, at 10:00 AM., for the following:

CATALYST INDUSTRIAL PARK WATER RECALAMTION FACITIY

ELECTRICAL DISTRIBUTION EQUIPMENT

This RFP encompasses electrical distribution equipment necessary for the Catalyst Wastewater Treatment Plant. The proposal scope of supply consists of the operations building main switchboard (SWBD), operations building motor control center (MCC50), and costs associated with manufacturer’s field services.

The following schedule will apply to the project:

• Award of contract by the Board of County Commissioners.

• Contractor shall return an executed copy of the contract to the County Administrator within 14 calendar days following award of the contract by the Board of County Commissioners.

• No more than 21 calendar days following award of project, Contractor shall provide the County

Administrator with evidence of Construction Bond (if applicable). Notice to Proceed will then be issued.

• No more than 30 calendar days following award of bid by the Board of County Commissioners, the Contractor shall have Substantial Construction started. Construction shall thereafter be continuous with full staffing and equipment until project is completed. Definition of Substantial Construction: All necessary equipment and personnel are on site and fully engaged in construction activities associated with the project specifications. Posting of signs DOES NOT satisfy the requirements of substantial construction.

• Failure to comply with the aforementioned timeline may result in the County voiding the contract and the County beginning negotiations with the next lowest qualified bidder.

• Time extension requests shall be forwarded to the County Administrator for consideration. The County Administrator will convene a meeting with the CEI and the County Attorney to consider the request. The decision of the committee will be final.

• Liquidated Damages: $2500.00 per day.

• No work is allowed on Sundays or County designated holidays.

Any paper response received after Monday, September 8th, 2025, at 4:00 P.M, will be retained at the Clerk of Court Office, unopened, and will not be considered. Digital responding window will be locked at 4:00 p.m. online. Responses submitted in any other manner, besides through the online portal or sealed to the Clerk to the Board, will not be accepted or considered. By tendering a proposal, respondent agrees that should the County fail to reach an agreement with the lowest responsible respondent, the County may negotiate with the next lowest responsible respondent and so on until an agreement is reached with a responsible respondent. The Board of County Commissioners reserves the right to reject any and all proposals, waive formalities and re-advertise and award the project in the best interest of the County.

NON-DISCRIMINATION POLICY STATEMENT: The Board of County Commissioners does not discriminate because of race, color, religion, sex, sexual orientation, gender identity, national origin, genetics, handicap status, income status, or family status.

CONE OF SILENCE NOTICE: A cone of silence shall be established on all County competitive selection processes. The cone of silence pertains to all solicitations (ITB, RFP, RFQ or other competitive solicitations), and prohibits any communication regarding such solicitation between the bidder (or its agents or representatives) or anyone on behalf of the bidder regarding such solicitation, and any County Commissioner or County employee, selection committee member or other persons authorized to act on behalf of the Board including the County’s Architect, Engineer or their subconsultants, or anyone designated to provide a recommendation to award a particular contract, other than Procurement Department staff. The cone of silence shall be in effect from the time of advertisement until contract award. Violation of the cone of silence by, or on behalf of, a bidder shall be grounds for disqualification from competing in the competitive solicitation.

SWORN ENTITY STATEMENT: The Board of County Commissioners requires a Sworn Statement under section 287.133(3)(a), F.S., on Public Entity Crimes.

INSURANCE: The Board of County Commissioners requires proof of insurance in the amount of one million dollars at a minimum.

E-VERIFY: The following conditions will be a part of the contract as required by Suwannee County:

Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system, in accordance with the terms governing use of the system, to confirm the employment eligibility of;

1. all persons employed by the Vendor/Contractor during the term of the Contract to perform employment duties within Florida; and

2. all persons, including subcontractors, assigned by the Vendor/Contractor to perform work pursuant to the contract with Suwannee County.

DOCUMENTS AVAILABLE ON: Electronic copies (in pdf format) of the RFP documents, plans, specifications and addenda are available on the County’s procurement portal, suwanneecountyfl.bonfirehub.com. All addenda issued in regard to this solicitation will only be available on the County’s procurement portal. Respondents using partial sets of Documents are fully responsible for any errors or omissions made due to not reviewing the entire set of Construction Documents. Due to the possibility of technical glitches, it will be the sole responsibility of the Contractor to check for all bid documents and addenda prior to submitting their subsequent bid response package.

QUESTIONS: Any questions concerning specifications and/or bid documents should be asked in the public questions and answers section for the specific solicitation. Deadline for questions Wednesday, August 27th, 2025, no later than 5:00 P.M. EST. Any, and all, such interpretations and any supplemental instructions will be in the form of a written addendum which, if issued, will be posted on the County’s procurement portal, suwanneecountyfl.bonfirehub.com. All addenda so issued shall become part of the bid documents.

PAPER SUBMISSIONS: All sealed paper bids must be submitted with one original and two copies (3 total) and labeled on the outside of the envelope as:

CLERK TO THE BOARD

200 SOUTH OHIO AVENUE

LIVE OAK, FL 32064

SEALED BID NO. 2025-29

CATALYST INDUSTRIAL PARK WATER RECALAMTION FACITIY

ELECTRICAL DISTRIBUTION EQUIPMENT

Travis Land, Chairman

SUWANNEE COUNTY BOARD OF COMMISSIONERS