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DATE: June 3, 2026 TO: All Interested Bidders and Other Interested Parties FROM: Hosea Goodwyn, Procurement Manager
The City makes the following changes, additions, deletions, information, and/or clarifications and now considers the addendum a part of the RFP Document. Bidders must acknowledge receipt of this addendum by indicating receipt in the space provided on the Proposal Bid Form.
If the bidder has already submitted the Proposal Bid Form to the City’s Procurement Division, the Bidder should revise their electronic submission to include this addendum. In any case, the submission of a bid is an acknowledgment of receipt of the addendum. The City will construe all bids received as though the Bidder has received and acknowledged the addendum.
The following information is here made part of the solicitation.
1. Bid Bond Requirement: The particular service(s) outlined within the attached specifications require(s) that a certified check, cashier's check, or insurance company’s executed bond made payable to the City of Leesburg in the amount of five percent (5%) of the bid amount accompany your proposal.
RFP 26-008-HG
Palmetto Pickleball Court – Design Build
Addendum No. 4
ACKNOWLEDGMENT - Addendum No. 4
Company Name
Signature of Officer
Type/Print Officer's Name & Title
REQUEST FOR PROPOSAL
Palmetto Pickleball Courts – Design Build
BB - 3
BID BOND
STATE OF FLORIDA ) ss
COUNTY OF )
CITY OF )
KNOW ALL MEN BY THESE PRESENTS, that we, ____________________________ as Principal, and __________________________________, as Surety, are held firmly bound unto the City of Leesburg, Florida, in the penal sum of $___________________ _________________________ Dollars (Total Sum Written in Words), lawful money of the United States, for the payment of which sum will and truly be made, we bond ourselves, our heirs, executors, administrators, and successors, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, that whereas the Principal has submitted the attached Bid, dated __________________, for Bid No: RFP 26-008-HG titled Palmetto Pickleball Courts – Design Build.
NOW THEREFORE, if the Principal shall withdraw said Bid prior to the date of opening the same, and guarantee a performance and payment bond with good and efficient surety or sureties as may be required, for the faithful performance and proper fulfillment of such contracts and for the prompt payment of persons furnishing labor or materials in connection therewith, or in the event shall within ten (10) days after the prescribed forms are presented to him for signatures, enter into a written Contract with the City of Leesburg, Florida, in accordance with the Bid as accepted. In the event of the failure to enter into such Contract within the time specified the Principal shall pay the City the difference between the amount specified in said Bid and the amount for which the City may procure the required work and/or supplies, provided the latter amount to be in excess of the former, then the above obligations shall be void and of no effect; otherwise, to remain in full force and virtue.
IN WITNESS WHEREOF, the above-written parties have executed this instrument under their several seals this ________ day of _________________, 20 _____, the name and corporate seal of each corporate party being hereto affixed and these presents duly signed by its undersigned representative, pursuant to the authority of its governing body.
(Signature Page Follows)
REQUEST FOR PROPOSAL
Palmetto Pickleball Courts – Design Build
BB - 4
Sign here if the Contractor is a Partnership or an Individual.
IN THE PRESENCE OF: N. A.
(SEAL)_____________________________
-Individual Principal- -Address- -Business Address-
(SEAL) ______________________________
-Individual Principal- -Address- -Business Address-
Sign here if the Contractor is a Corporation
ATTEST: ______________________________
-Corporation Principal-
-Business Address-
(AFFIX CORPORATION SEAL)
By:___________________________
-Corporate Surety-
ATTEST:_____________________________ ______________________________
-Business Address-
(AFFIX CORPORATION SEAL
By:___________________________
| RFP-26-008-HG Bid Bond Form.pdf |
| 1 FORMS AND ATTACHMENTS |
| 2 BIDDING INSTRUCTIONS, TERMS, AND CONDITIONS |
| 2.1 DEFINITIONS |
| Whenever used in this Bid, the Contract, or any other documents pertaining to the item and/or service where these specifications govern, the following terms are used. The intent and meaning will be interpreted as follows: |
| Addendum |
| Bidder |
| Bid |
| Bid Bond |
| Change Order |
| City |
| Contract |
| Contract Documents |
| Invitation for Bid |
| Project Manager |
| Proposal Bid Form |
| Specifications |
| Successful Bidder/Contractor |
| 2.2 OFFICIAL Solicitation DOCUMENTS and Solicitation posting service |
| 2.3 Solicitation UPDATES/STATUS |
| City staff will not provide solicitation updates or status information over the phone, by fax, or by e-mail. This information is available electronically. To obtain current information regarding this Solicitation visit our Solicitation Posting website. |
| 2.4 SUBMISSION OF BIDS |
| 2.5 PREPARATION OF BIDS |
| 2.6 EXCEPTIONS TAKEN TO SPECIFICATIONS |
| 2.7 WITHDRAWAL OR CORRECTION OF BIDS |
| 2.8 CONTACT PERSON CONCERNING INQUIRIES OF THIS BID |
| 2.9 ADDENDUM |
| 2.10 Public OPENING |
| 2.10.1 The City will hold a public opening immediately following the posted submittal deadline. This opening will be held via Zoom. Click on the link to access the Bid Opening: https://us02web.zoom.us/j/85160358994?pwd=tYz9903TMOnfBEgL4oyr7HcOvl84R7... |
| 2.10.2 Whenever possible, the total base bid amounts tabulated by each Bidder will be read aloud at the public opening. However, bid amounts announced at the public opening are subject to change due to math errors made by Bidders. |
| 2.11 Solicitation TABULATION |
| 2.12 USE OF TRADE NAMES |
| 2.12.1 Specifications used are intended to be open and nonrestrictive. Any reference to a brand name will not be construed as restricting to that manufacturer, but used as a minimum standard of quality. When the Bidder makes no reference or change o... |
| 2.12.2 Certain items will be excluded from the above paragraph. The City has found it effective to standardize on certain items. Approval has been granted by the City Manager or Commission to standardize on specific items. A proper notation will be... |
| 2.13 DELIVERY |
| Time of delivery is of the essence in the performance of the contract, and failure to perform in accordance with the delivery deadline(s) set forth in the bid document will constitute default. Unless a written extension is obtained from the City prio... |
| 2.14 RESERVED RIGHTS OF THE CITY |
| 2.14.1 The City may award any item or group of items or any bid unless the Bidder qualifies his bid by specific limitations. |
| 2.14.2 The City reserves the right to accept and award or reject any or all bids, with or without cause, to waive technicalities, or to accept the bid which, in its judgment, best serves the interest of and is the best value to the City |
| 2.15 TAXES |
| The City is exempt from paying state and local sales tax when payment is made directly by the City (Florida Statute Ch. 212.08(6). This exemption does not include sales of tangible personal property made to contractors employed either directly or as ... |
| Certificate of Registry No. 59-6000362 for tax-free transactions under Chapter 32, Internal Revenue Codes. |
| Florida Sales & Use Tax Exemption Certificate No. 85-8015934594C-5 (eff. thru 07/31/2027). |
| 2.16 DEFAULT |
| As a result of bids received under this Invitation, the award of the bid/contract may be based, in whole or in part, on delivery and specification factors. Accordingly, should the Bidder not meet the delivery deadline(s) set forth in the specificatio... |
| 2.17 PATENT INDEMNITY |
| Except as otherwise provided, the Successful Bidder agrees to indemnify the City and its officers, agents, and employees against liability, including costs and expenses for infringement upon letters patent of the United States arising out of the perfo... |
| 2.18 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION |
| By submission of this bid, the Bidder certifies, and in the case of a joint bid each party thereto certifies as its own organization, that in connection with this procurement: |
| The prices in this bid have been arrived at independently, without competition, as to any matter relating to such prices with any other Bidder or with any competitor. |
| Unless otherwise required by law, the prices which have been quoted in this bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to opening, directly or indirectly to any other Bidder or to any ... |
| No attempt has been made or will be made by the Bidder to induce any other person or firm to submit or not submit a bid for the purpose of restricting competition. |
| Bidder warrants the prices set forth herein do not exceed the prices charged by the Bidder under a contract with the State of Florida Purchasing Division. |
| The Bidder agrees that supplies/services furnished under this quotation, if awarded, will be covered by the most favorable warranties, the Bidder gives to any customer for such supplies/services and that rights and remedies provided herein are in ad... |
| 2.19 QUALIFICATIONS OF BIDDERS |
| The City reserves the right, before awarding the Bid, to require a Bidder to submit such evidence of its qualification(s) as it may deem necessary, and may consider any evidence available to it of the financial, technical, and other qualifications and... |
| 2.20 DISQUALIFICATION OF BIDDERS |
| 2.20.1 Any of the following causes may be considered as sufficient for the disqualification of a Bidder and the rejection of his bid: |
| Failure to sign the Proposal Bid Form. |
| Failure to submit valid Bid Guarantee (if called for in bid) with Proposal Bid Form. |
| Submission of more than one bid for the same work by an individual, firm, partnership, or corporation under the same or different names; |
| Evidence of collusion among Bidders; |
| Previous participation in collusive bidding on work for the City of Leesburg, Florida; |
| Submission of an unbalanced bid in which the prices bid for some items are out of proportion to the prices bid for other items; |
| Lack of competency of Bidder. The contract will be awarded only to a Bidder rated as capable of performing the work. The City may declare any Bidder ineligible at any time during the process of receiving bids or awarding the bid where developments... |
| Lack of responsibility as shown by past performance; |
| Unsatisfactory Performance/Uncompleted work for which the Bidder is committed by a contract which, in the judgment of the City, might hinder or prevent the prompt delivery and/or completion of the work under this bid if awarded to such Bidder; |
| Being in arrears on any of its existing contracts with the City, in litigation with the City, or having defaulted on a previous bid and/or contract with the City. |
| 2.21 REJECTION OF IRREGULAR BIDS |
| Bids will be considered irregular and may be rejected if they show omissions, alterations of form, additions not called for, conditions, limitations, unauthorized alternate bids, or other irregularities of any kind. The City reserves the right to wai... |
| 2.22 AWARD OF BID |
| 2.22.1 The correct summation of the correct products, obtained by multiplying the estimated quantities shown on the Proposal Bid Form and/or Itemized Bid Tabulation by the unit bid prices entered therein, together with the lump sum bid prices, if any,... |
| 2.22.2 The bid, if awarded, will be awarded to that responsible Bidder whose bid is in the best interest of, best value to, and most advantageous to the City. Factors the City could include, but may not be limited to, price, compliance with specifica... |
| 2.22.3 The tentative award recommendation posting date is in the Tentative Calendar of Events paragraph in the General Specifications Section and on the Bid Tabulation. However, this date is subject to change. It will be the responsibility of the Bi... |
| 2.23 SAMPLES |
| 2.23.1 Samples of items, when required, must be furnished free of expense to the City and if not called for within thirty (30) days from the date of notification to retrieve, the same will be disposed of in the best interest of the City. |
| 2.24 PUBLIC ENTITY CRIME STATEMENT |
| 2.24.1 In accordance with paragraph (2)(a) of Section 287.133, Florida Statutes, "A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any... |
| 2.25 DRUG-FREE WORKPLACE PROGRAM PREFERENCE |
| 2.25.1 In Accordance with Section 287.087, Florida Statutes, “Whenever two or more bids, proposals, or replies that are equal with respect to price, quality, and service are received by the state or by any political subdivision for the procurement of ... |
| 2.25.2 Established procedures for processing tie bids will be followed if none of the tied vendors has a drug-free workplace program. |
| 2.25.3 In order to have a drug-free workplace program, a business shall comply with the requirements as established in the statute. If your business complies with these requirements and would like to be given preference, in case of a tie bid/proposal... |
| 2.26 PUBLIC RECORDS – Solicitation Submittal Information and Documents |
| Florida law (Florida Statute 119, the Public Records Law) requires that municipal records shall at all times be open for personal inspection by any person. Information and materials received by City in connection with a solicitation response shall be... |
| 2.27 PUBLIC MEETING AND NOTICES |
| 2.27.1 In accordance with Florida Statute 286.011, all meetings, except as otherwise provided in the Constitution, at which official acts are to be taken are declared to be public meetings open to the public at all times, and no resolution, rule, or f... |
| 2.28 OBSERVE ABOVE INSTRUCTIONS |
| Failure to observe any of the above instructions and conditions may constitute grounds for rejection of your bid. |
| 2.29 PRIORITY OF SPECIFICATIONS |
| In the event of conflicts or inconsistencies in the bid documents, priority will be given to the requirements in the Technical Specifications then to the General Specifications of the bid. Technical Specifications override the General Specifications ... |
| 2.30 TIME EXTENSION OF BID |
| In addition, the Board of City Commissioners, Leesburg, Florida, reserves the option to extend the time period of the bid, including all terms and conditions of the bid documents. Such time extension will be by mutual agreement in writing. |
| 2.31 CONFLICT OF INTEREST |
| All Bidders must disclose, with their bid submittal, the name of any officer, Director, or agent who is also an officer or employee of the City of Leesburg. Furthermore, all Bidders must disclose the name of any City of Leesburg officer or employee wh... |
| 2.32 NON‐COLLUSION/LOBBYING CERTIFICATION |
| All Bidders shall file a statement executed by, or on behalf of the person, firm, association, or corporation submitting the bid certifying that such person, firm, association, or corporation has not, either directly or indirectly, entered into any ag... |
| 2.33 DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS CERTIFICATION |
| The prospective contractor of the City of Leesburg, certifies, by submission of a bid and signing the “Proposal Bid Form”, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily... |
| 3 ADDITIONAL INSTRUCTIONS |
| 3.1 DEFINITIONS |
| Bid Bond |
| Engineer |
| Equipment |
| Owner |
| Performance and Payment Bond |
| Plans |
| Subcontractor |
| Subcontracting |
| Supplemental Agreement |
| Surety |
| Work |
| 3.2 EXAMINATION OF CONTRACT DOCUMENTS AND SITE |
| The Bidder is required to examine carefully the site of the work and the plans and other bid documents for the work contemplated, and it will be assumed that the Bidder has investigated and is fully informed of the conditions and obstructions to be en... |
| 3.3 BID GUARANTEE |
| Each bid must be accompanied by a Bid Guaranty in the form of a cashier's check made payable to the CITY OF LEESBURG, FLORIDA, or a bid bond, duly executed by the Bidder as Principal and having as surety thereon a surety company satisfactory to the Ow... |
| 3.4 GUARANTY OF FAITHFUL PERFORMANCE AND PAYMENT |
| A performance and payment bond satisfactory to the Owner, on the form attached to the contract portion of this document, in an amount not less than one hundred (100) percent of the total bid amount will be required of the successful Bidder to guarante... |
| 3.5 POWER OF ATTORNEY |
| 3.5.1 Attorneys-in-fact, who signs bid bonds or performance and payment bonds (if required), must file with such bonds, a certified copy of their authority to sign such bonds. |
| 3.5.2 Attorneys-in-fact, must place name, address, and telephone number on this certification. |
| 3.6 surEty companies acceptabLe to City of LEESBURG |
| 3.6.1 To be accepted to the City of Leesburg as Surety for Bid, Payment, Performance, and Materials and Workmanship Bonds, a Surety shall comply with the following provisions: |
| A. The surety must be registered and licensed to do business within the State of Florida. |
| B. The Surety shall have been in business and have a record of successful continuous operations for at least five (5) years. |
| C. The Surety must be licensed to do business in the State of Florida, must be included on the United States Department of the Treasury’s Listing of Approved Sureties, and must have at least an “A-” rating in accordance with the most current A.M. Best... |
| D. Reinsurance: |
| Any risk or portion of any risk, which shall have been reinsured (in which case these minimum requirements contained herein only apply to the reinsuring carrier), in assuming the insurer authorized or approved by the Insurance Commissioner to do such ... |
| E. In the case of a Surety insurance company, there shall be deducted in addition to the deduction for reinsurance, the amount assumed by any co-surety; the value of any security deposited, pledged or held subject to the consent of the Surety and for ... |
| F. No compensation shall be made for providing Bonds as prescribed in this section. |
| 3.7 EXECUTION OF CONTRACT |
| The Bidder, to whom the contract is awarded, will within ten (10) days after the date of the award execute and deliver to the Procurement Division the contract, the performance and payment bond, satisfactory to the City of the authority of the person ... |
| 3.8 FAILURE TO EXECUTE CONTRACT - BID GUARANTY FORFEITED |
| Failure upon the part of the Bidder to whom the contract has been awarded to execute and deliver the contract and the performance and a payment bond (if required) and to furnish the evidence required above herein within ten (10) days after the date of... |
| 3.9 NOTICE AND SERVICE THEREOF |
| 3.9.1 All notices given by the Senior Buyer, or the assigned representative, under the provisions of this contract will be in writing, and service of the same may be in either of the following manners: |
| A. By delivery of such Notice to the Contract or any officer of the Contractor if said Contractor is a corporation or to any agent or superintendent of the Contractor. |
| B. By mailing such notice by registered mail to the address of the Contract shown on the Contractor's bid. |
| 3.10 TIME OF CONTRACT |
| 3.10.1 The time given to complete this project is within/by 180 calendar days from receipt of the Notice to Proceed. Failures upon the part of the Bidder to whom the contract has been awarded to complete the contract within/by 180 calendar days after... |
| 3.10.2 No forfeiture due to delay shall be made because of any delays in the completion of the work due to unforeseeable causes beyond the control and without the fault or negligence of the contractor (including but not restricted to Acts of God or th... |
| 3.10.3 The Contractor shall, within five (5) days from the beginning of any such delay, submit to the City a Contract Change Order Request Form explaining the cause of delay, whereupon the City shall ascertain the facts and extent of the delay and ext... |
| 3.11 MAINTENANCE BOND |
| Upon completion of the construction and prior to receiving final payment the contractor will be required to provide a maintenance bond in the amount of ten (10%) percent of the contract amount. It will guarantee that he will repair or replace for a p... |
| 3.12 PAYMENTS |
| Upon receipt of an invoice from the Contractor and certification by the City’s Public Works representative of the work done thus far, the City will pay the Contractor ninety percent (95%) of the invoiced amount. Such payment will be considered only a... |
| 3.13 PERMITS |
| Unless otherwise provided in the Bid Documents, the Contractor will secure a building permit (City permit fees will be paid by the City), any other required permits, licenses, and inspections necessary for the proper execution and completion of the wo... |
| 3.14 OWNER DIRECT PURCHASES |
| 3.14.1 The City reserves the right to issue direct purchase orders for any or all materials and equipment as bid by the successful Bidder in accordance with the Florida Department of Revenue, Rule 12A-1.094. |
| 3.14.2 The Contractor will cooperate fully with the City, providing information for the preparation of purchase orders, monitoring deliveries, and approving invoices. |
| 3.14.3 The procedures below shall be used by the Contractor for ordering, receiving, and paying for materials. |
| A. Bid |
| B. Ordering |
| C. Expediting |
| D. Receipt |
| E. Billings / Payments |
| F. Passage of Title, Assumption of Risk, and Other Considerations |
| 4 GENERAL SPECIFICATIONS |
| 4.1 SCOPE |
| 4.1.1 The City of Leesburg desires to secure the services of a qualified Florida licensed, certified Contractor to provide all necessary labor, equipment, tools, materials, supplies, and incidentals to install a new sewer collection vault box, along w... |
| 4.1.2 Work |
| The Contractor shall furnish all labor, superintendence, materials, plant power, light, heat, fuel, water, tools, appliances, equipment, supplies, and means of construction necessary for proper performance and completion of the Work. The Contractor sh... |
| 4.1.3 Erosion and Sedimentation Control |
| Erosion and sedimentation control shall comply with Florida Department of Environmental Protection (FDEP) and City requirements. The Contractor will inspect and repair erosion and sedimentation control BMPs once per week and after every 0.5-inch rain ... |
| 4.1.4 Utility Coordination |
| The Contractor shall coordinate that all utilities that may be impacted by the Project, including but not limited to, fiber-optics, sanitary, water, cable TV, telephone, gas, and electrical. |
| 4.1.5 As-Built Drawings |
| Contractor shall survey as-built elevations of new wastewater structures and grading changes within the Project limits. A copy of the as-built drawings, signed and sealed by a professional surveyor and mapper licensed in the State of Florida, shall be... |
| 4.2 Contract Term, Completion Time, Termination, and Suspension of Work |
| 4.2.1 Effectiveness |
| The agreement(s) resulting from this solicitation will be a single service term contract for the specific goods/work/services described in this solicitation document. |
| 4.2.2 Duration |
| Contractor will be issued a notice-to-proceed (NTP) specifying the Project start and completion date, with the number of allowed contract calendar days anticipated to achieve Substantial Completion, and the number of additional days to achieve Final C... |
| 4.2.3 Time of Completion |
| A. The parties understand and agree that time is of the essence in the performance of this Contract. |
| B. The Contractor or City, respectively, shall not be liable for any loss or damage, resulting from any delay or failure to perform its contractual obligations within the time specified, due to acts of God, actions or regulations by any governmental e... |
| C. However, under such circumstances as described herein, the City Procurement Manager may at his discretion, cancel this Contract for the convenience of the City. |
| 4.2.4 Termination for Default |
| A. The performance of Work under this Contract may be terminated by the Procurement Manager, in whole or in part, in writing, whenever the City has determined that the Contractor has failed to meet the performance requirements of this Contract. |
| D. The Procurement Manager has a right to terminate for default if the Contractor fails to make delivery of the supplies or perform the Work, or if the Contractor fails to perform the Work within the time specified in the Contract, or if the Contracto... |
| E. Failure of a Contractor to deliver or perform the required Work within the time specified, or within a reasonable time as determined by the Procurement Manager or failure to make replacements of rejected articles or Work when so requested, immediat... |
| F. Such purchases shall be deducted from Contract quantities. Should public necessity demand it, the City reserves the right to utilize services or use and/or consume articles delivered which are substandard in quality, subject to an adjustment in pr... |
| 4.2.5 Termination for Convenience |
| A. The Procurement Manager may terminate, in whole or part, this Contract at its convenience with at least 45 days’ prior advance written notice to the Contractor. |
| B. In the event of such a termination by the City, the City shall be liable for the payment of all Work properly performed prior to the effective date of termination and for all portions of materials, supplies, services, and facility orders which cann... |
| C. This agreement may be terminated prior to the end of the Term, immediately, by either party, if the other party makes a general assignment for the benefit of creditors, shall have been adjudicated bankrupt, shall have filed a voluntary petition for... |
| 4.2.6 Suspension of Work |
| A. If the Work is defective and the Contractor has been notified by the City, or if the Contractor fails to furnish or perform the Work in such a way that the completed Work will conform to the Contract Documents, or if the Contractor fails to supply ... |
| B. Contractor shall bear all direct, indirect, and consequential costs of such order to stop the Work (including but not limited to fees and charges of engineers, attorneys, and other professionals, any additional expenses incurred by City due to dela... |
| 4.3 BID PRICE |
| 4.3.1 Unless otherwise stated, the prices will include all labor, equipment, tools, materials, and supplies and all other costs not specifically listed herein. Price will be all-inclusive with no additional hidden costs. |
| 4.3.2 The Bidder will specify the price per unit of measure and the extended total, or the lump sum bid price if such is called for, for each item as well as the total price for the entire work under the contract. The unit price for each unit bid wil... |
| 4.3.3 The prices offered in this bid will remain firm during the initial period of the agreement. |
| 4.4 AVAILABILITY OF FUNDS |
| The contractual obligations of the City under this agreement are contingent upon the availability of appropriate funds. |
| 4.5 PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES |
| 4.5.1 It is hereby made a part of this Invitation for Bid that the submission of any bid response to this request constitutes a bid made under the same terms and conditions, for the same contract price, to other government agencies if agreeable by the... |
| 4.5.2 At the option of the vendor/contractor, the use of the contract resulting from this solicitation may be extended to other governmental agencies, including the State of Florida, its agencies, political subdivisions, counties, and cities. |
| 4.5.3 Each governmental agency allowed by the vendor/contractor to use this contract shall do so independently of any other governmental entity. Each agency shall be responsible for its own purchases and shall be liable only for goods or services ord... |
| 4.6 INTERPRETATION OF ESTIMATED QUANTITIES |
| The estimated quantities of work to be done and materials to be furnished under this bid are to be considered as approximate only and are to be used solely for the comparison of bids received. The City reserves the right to purchase any, all, or none... |
| 4.7 COMPLIANCE TO LAWS, GUIDELINES, REGULATIONS, ETC |
| The Successful Bidder must comply with all applicable federal, state, and local laws guidelines, regulations, etc. This includes, but is not necessarily limited to, DOT, OSHA, EPA, and DEP. |
| 4.8 ABBREVIATIONS |
| Whenever in these bid documents a reference is made to any of the codes, standards, or requirements by abbreviation or name, it will be understood that the codes, standards, and requirements in effect on the date of the advertisement for bid will govern. |
| 4.9 ORDERING OF SUPPLIES/SERVICES |
| 4.9.1 Orders for items/services listed in this bid will be accomplished by an executed signed purchase order from the Procurement Division, only. Departments/divisions are not authorized to commit the City to orders. |
| 4.10 DELIVERY |
| 4.10.1 Location |
| See IFB 26-004-HG Attachment A – Hall Circle Vault Box Project Drawings/Plans. All materials requested in these specifications will be delivered to FOB Destination. |
| 4.11 INVOICING AND PAYMENT |
| 4.11.1 No payment will be made for materials ordered or services performed without proper purchase order authorization. |
| 4.11.2 Payment will be accomplished by submission of the invoice, in duplicate, with the Purchase Order number referenced thereon. Invoices are to be mailed to the attention of the "Requisition By" department/division indicated on the Purchase Order. |
| 4.11.3 Payment terms are net 30 days upon delivery and acceptance. |
| 4.11.4 When applicable, the City is subject to Florida’s Prompt Payment Act (see Florida Statutes, Section 218.70-218.79). |
| 4.11.5 The City, or its duly authorized representative, shall have access to all necessary records in order to conduct audits to determine the correctness and accuracy of any item purchased in accordance with these provisions |
| 4.12 MATERIAL SAFETY DATA SHEETS |
| Successful Bidder(s) will be required to submit Material Safety Data Sheets (MSDS), in two sets with this bid, and with each order delivered if the material ordered falls under the Right-To-Know Act. |
| 4.13 REFERENCES |
| 4.13.1 Bidders will complete and return, with the Proposal Bid Form, a list of at least three (3) client/customer references including company name, contact person, and telephone number. |
| 4.13.2 The List of References form provided in these bid documents should be used. |
| 4.13.3 If the Bidder already has a preprinted list of references, then indicate on the City's List of References Form "See Attached List". Attach the preprinted list to the City's form and submit both with the Proposal Bid Form. |
| 4.14 PRE-BID CONFERENCE/SITE VISIT |
| 4.14.1 Pre-Bid Conference: N/A |
| 4.14.2 Site Visitation: N/A |
| 4.14.3 The responsibility for determination of accurate measurements, the extent of work to be performed and the conditions surrounding the performance thereof shall be the Bidders. Submission of the bid shall constitute an acknowledgment by the Bidd... |
| 4.15 aDDITIONAL TERMS AND CONDITIONS |
| Unless expressly accepted by the City, only the terms and conditions in this document shall apply. No additional terms and conditions included with the bid response shall be considered. Any and all such additional terms and conditions shall have no ... |
| 4.16 CONTRACTOR PUBLIC RECORDS REQUIREMENTS - CONTRACT FOR SERVICES |
| The City of Leesburg is a public agency subject to Florida Statute, Chapter 119 (Florida’s Public Records Law). The Contractor that enters into a contract for services with a public agency shall comply with Florida’s Public Records Law. Specifically... |
| 4.17 E-Verify - Employment Eligibility |
| 4.17.1 By submitting a response to this Solicitation and if awarded this Solicitation, you are obligated to comply with the provisions of Section 448.095, Fla. Stat., "Employment Eligibility." |
| 4.17.2 Further, by your response to this Solicitation and if awarded this Solicitation you affirm and represent that you are registered with the E-Verify system and are using the same, and will continue to use the same as required by Section 448.095, ... |
| 4.17.3 Compliance with Section 448.095 includes, but is not limited to, utilization of the E-Verify System to verify the work authorization status of all newly hired employees, and requiring all subcontractors to provide an affidavit attesting that th... |
| 4.17.4 Failure to comply will lead to disqualifying you for award of this Solicitation, entering into a contract, and/or, cancellation of an active contract, or if your subcontractor knowingly violates the statute, the subcontract must be terminated i... |
| 4.17.5 Any challenge to termination under this provision must be filed in the Circuit Court no later than 20 calendar days after the date of termination. If terminated for a violation of the statute by the Vendor/Contractor, the Vendor/Contractor may... |
4.18 TENTATIVE CALENDAR OF EVENTS
| Tentative Date |
| Event |
| (Note: Dates are subject to change) |
| No later than Monday, December 15, 2025 at 11:00 A.M. |
| Bid Specifications Questions Deadline: |
| By 4:30 P.M., Thursday, December 18, 2025. |
| Deadline to Issue Addenda: |
| No later than 11:00 A.M., Wednesday, January 7, 2026. Bid will be opened immediately after the bid due date and time via Zoom. |
| Bids Due and Opening: |
| Within two working days after the bid opening. |
| Bid Tabulation: |
| Issued by Friday, January 16, 2026. |
| Intent To Award Recommendation: |
| Next scheduled meeting after all pertinent forms and document are complete and ready for award by City Commission. |
| Award of Bid by City Commission: |
| 5 CITY INSURANCE REQUIREMENTS specifications |
| 5.1.1 The following insurance requirements will be applicable to any Supplier awarded a Contract. The Contractor will be required to have in force the below insurance for the duration of the project with the City of Leesburg listed as the Additional I... |
| 5.1.2 Insurance and Indemnity Requirements: |
| B. Indemnification – The Contractor shall indemnify and hold harmless the City and its officers and employees, from liabilities, damages, attorneys’ losses, and costs, including, but not limited to, reasonable fees, to the extent caused by the neglige... |
| C. Certificate of Insurance – The Contractor shall provide evidence of required minimum insurance by providing the City an ACORD or other Certificate of Insurance in forms acceptable to City, before any work under the agreement, contract, or lease beg... |
| 1. The Certificate(s) of Insurance shall designate the City as certificate holders as follows: City of Leesburg, Attn: Procurement Manager, P.O. Box 490630, Leesburg, Florida 34749-0630. |
| 2. The Certificate(s) of Insurance shall include a reference to the project and/or purchase order number. |
| 3. The Certificate(s) of Insurance shall indicate that the City shall be notified at least thirty (30) days in advance of cancellation. |
| 4. The Certificate(s) of Insurance shall include all deductibles and/or self-insurance retentions for each line of insurance coverage. |
| 5. The Contractor, at the discretion of the Risk Manager for the City, shall provide information regarding the amount of claims payments or reserves chargeable to the aggregate amount of the Contractor’s liability coverage(s). |
| D. Comprehensive General Liability – The Contractor shall purchase and maintain Commercial General Liability coverage on forms no more restrictive than the latest editions of the Commercial General Liability policies of the Insurance Services Office (... |
| For remodeling and construction projects, the Contractor shall purchase and maintain products and completed operations coverage for a minimum of three (3) years beyond the City’s acceptance of the project. |
| E. Business Automobile Liability – The Contractor shall purchase and maintain Business Automobile Liability coverage on forms no more restrictive than the latest editions of the Business Automobile Liability policies of the Insurance Services Office (... |
| F. Workers’ Compensation – The Contractor shall purchase and maintain Worker’s Compensation insurance for all workers’ compensation obligations imposed by state law and with employers liability limits of at least $100,000 each accident and $100,000 ea... |
| G. Liability – The Contractor shall hold and save the City of Leesburg, its officers, agents, and employees harmless from liability of any kind in the performance of or fulfilling the requirements of a Contract resulting from this solicitation. |
| 5.1.3 All limits are per occurrence and must include Bodily Injury and Property Damage. An insurance carrier must issue all policies with a financial stability that is acceptable to the City’s Risk Manager. |
| 5.1.4 All policies are to be considered primary to City coverage and shall not contain co-insurance provisions. |
| 5.1.5 Policies other than Worker’s Compensation shall be issued only by companies authorized by maintaining certificates of authority issued to the companies by the Department of Insurance of the State of Florida to conduct business in the State of Fl... |
| 5.2 EXCEPTIONS |
| Any exceptions to the insurance requirements and limits must be noted as instructed herein. |
| 5.3 CITY AS ADDITIONAL INSURED |
| The appropriate policies are to be endorsed to include the City of Leesburg as Additional Insured. |
| 5.4 CANCELLATION CLAUSE |
| In the cancellation clause of the Certificate of Insurance the words "ENDEAVOR TO" and "BUT FAILURE TO MAIL SUCH NOTICE SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE COMPANY, ITS AGENTS OR REPRESENTATIVE" shall be excluded and the numbe... |
| 5.5 CERTIFICATE OF INSURANCE |
| 5.5.1 The successful Bidder will be required to provide within ten (10) days after Notice of Award, to the Procurement Division Manager, a Certificate of Insurance demonstrating that the successful Bidder is carrying sufficient insurance at the establ... |
| 5.5.2 The City’s Risk Manager shall review the Certificate of Insurance, for determination of adequate coverage. Services will not be ordered or officially commenced until the Certificate has been received and approved by the Risk Manager. |
| 5.6 REVIEW AND APPROVAL BY CITY’S RISK MANAGER |
| 5.6.1 The City’s Risk Manager shall review the certificate of Insurance for determination of adequate coverage. |
| 5.6.2 Item/Service will not be ordered until Certificate has been received and approved by the Risk Manager. |
| 5.7 INDEMNIFICATION |
| The successful Bidder shall indemnify and save the City harmless from and against all liability claims for damages, and suits for injury to any person or persons, or damages to any property of any kind whatsoever arising out of or in any way connected... |
| This Area Intentionally Left Blank |
| 6 TECHNICAL SPECIFICATIONS |
| 6.1 SCOPE OF WORK AND REQUIREMENTS |
| 6.1.1 General Instruction |
| The City of Leesburg desires to secure the services of a qualified Florida-licensed certified Contractor to provide all necessary labor, equipment, tools, materials, supplies, and incidentals to install a new sewer collection vault box, along with the... |
| 6.1.2 Work |
| The Contractor shall furnish all labor, superintendence, materials, plant power, light, heat, fuel, water, tools, appliances, equipment, supplies, and means of construction necessary for proper performance and completion of the Work. The Contractor sh... |
| 6.1.3 Erosion and Sedimentation Control |
| Erosion and sedimentation control shall comply with Florida Department of Environmental Protection (FDEP) and City requirements. The Contractor will inspect and repair erosion and sedimentation control BMPs once per week and after every 0.5-inch rain ... |
| 6.1.4 Utility Coordination |
| The Contractor shall coordinate will all utilities that may be impacted by the Project, including but not limited to, fiber-optics, sanitary, water, cable TV, telephone, gas, and electrical. |
| 6.1.5 As-Built Drawings |
| Contractor shall survey as-built elevations of new wastewater structures and grading changes within the Project limits. A copy of the as-built drawings, signed and sealed by a professional surveyor and mapper licensed in the State of Florida, shall be... |
| 6.2 drawings/plans |
| The drawings associated with this bid set were originally produced as 24"x36" sheets. Electronic translation and subsequent enlargements/reductions may alter the drawings to make the scales unreliable. DO NOT use these drawings for construction and/or... |
| 6.3 SUPPLEMENTAL CONDITIONS |
| 6.3.1 The Contractor shall protect all existing, and newly installed Work, materials, equipment, improvements, utilities, structures, buildings fencing, pipe and underground structures, roadways, and vegetation (including grass) at all times during th... |
| 6.3.2 The Contractor is responsible for locating overhead and underground existing utility (OH-power to telecom lines, etc.; UG-manholes, valves, stormwater structures, etc.) elements that may be affected by the required Work. Utility damages, in any ... |
| 6.3.3 In case of failure on the part of the Contractor to restore of such utility, or make good such damage or injury, the City may, upon forty-eight (48) hours written notice, proceed to repair, rebuild, or otherwise restore such utility as may be de... |
| 6.3.4 Work shall not be considered complete until damages that have occurred, if any, have been repaired to the satisfaction of the City or the Utility Provider. |
| 6.3.5 During performance and until final acceptance of the Work, the Contractor is obligated to protect the finished and unfinished Work against any damage or loss. The Contract shall take proper precaution to protect the in-place Work from any such l... |
| 6.3.6 The Contractor shall, at all times, keep the Work site free of all waste, or surplus materials, rubbish, and debris which is caused by the Contractor, its employees, subcontractors or agents. |
| 6.3.7 During progress of the Work, other City Staff or other Contractors may be engaged in the performance other Work on the site. In these events, the Contractor shall coordinate the Work to the performed with other City Staff or other Contractors in... |
| 6.4 special conditions |
| 6.4.1 Supervision |
| The City shall not exercise any supervision or control over the Contractor employees performing services under the Contract. Said employees shall be accountable not to the City, but solely to the Contractor, who, in turn, are responsible to the City. |
| 6.4.2 Inadequate Service |
| In cases where materials or services are not properly delivered, performed and/or installed, the Contractor will either remedy the defect to the satisfaction of the City or be responsible for reimbursement of the difference to the City for the subsequ... |
| 6.4.3 Protection of Property |
| At all times, the Contractor shall guard from damage or loss of property of the City, or of other City Contractor, and shall replace or repair any loss or damage unless such damage is caused by the City or other City Contractor. The City may withhold ... |
| 6.4.4 Unsatisfactory Work |
| Unsatisfactory Work shall be corrected by the Contractor within twenty-four (24) hours of notification by the Engineer, Architect or the City. |
| 6.5 Contractor QuAlifications and evaluation of bidder |
| In order for the City to determine if the bidder is responsible and to evaluate the ability of a bidder to provide the services called for in this solicitation, the documents below are required to be submitted with the Proposal Bid Form. Failing to su... |
| 6.5.1 LICENSE AND CERTIFICATIONS Contractor License: |
| A. State Contractor’s License: Bidder to submit a copy of the current active State of Florida Certified General Contractor (CGC) license or Certified Underground Utility and Excavation Contractor (CUC) license issued by the State of Florida Constructi... |
| B. Certifications: N/A |
| 6.5.2 SUB-CONTRACTORS AND SUPPLIERS: |
| A. Sub-Contractors List: |
| Bidders are required to disclose a complete list of sub-contractors (Important: review Section 5 “Insurance Requirements Specifications” for sub-contractor insurance requirements). Bidders are required to use the form provided with this solicitation ... |
| 6.5.3 BID GUARANTEE |
| Each bid must be accompanied by a Bid Guaranty in the form of a cashier's check made payable to the CITY OF LEESBURG, FLORIDA, or a bid bond, duly executed by the Bidder as Principal and having as surety thereon a surety company satisfactory to the Ow... |
| 6.5.4 PROJECT EXPERIENCE: |
| In order to assure quality execution of the Project(s), the Bidder (Contractor(s) and/or their sub-contractor) must submit on the Project Experience Information form provided in this solicitation document. |
| 6.5.5 INSURANCE: Bidder is to submit proof of insurance in the form of a Certificate of Insurance or Insurance Declaration page. This should comply with all limits as addressed in Section 5. If the Bidder currently does not meet all the limits outline... |
| 6.5.6 YEARS IN BUSINESS: |
| Federal/State/County/Local/Etc. Business Registration showing the business's established date or effective registration date. |
| Business Tax Receipt for past five (5) years issued by the governmental agency where the business is located. |
| Note: If there was a name change within the past five (5) years, legal evidence of such name change filing may be required. |
| 6.5.7 EXPERIENCE/REFERENCES: |
| 6.5.8 VENDOR STATUS: |
| 6.5.9 FEDERAL EXCLUDED PARTIES LIST: |
| 6.5.10 E-VERIFY (per F.S. 448.095): |
| 6.5.11 LIST OF EQUIPMENT |
| 6.5.12 LIST OF SUPERVISORY PERSONNEL |
| 6.5.13 CONFLICT OF INTEREST |
| 6.5.14 NON‐COLLUSION/LOBBYING CERTIFICATION |
| 6.5.15 DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS CERTIFICATION |
| 6.6 ADDITIONAL TECHNICAL SPECIFICATIONS |
| 6.6.1 Refer to IFB 26-004-HG Attachment A – Hall Circle Vault Box Project Drawings/Plans, IFB 26-004-HG Attachment B – Itemized Price Schedule. |
| PROPOSAL BID FORM |
| Before the City can issue a purchase order and authorize the successful Bidder to proceed, the successful Bidder may be required to provide proof of insurance for any subcontractor, either by submitting a certificate of insurance indicating the succes... |
| D. NON-COLLUSION PROVISION CERTIFICATION. |
| E. LOBBYING CERTIFICATION. |