For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/leesburgflorida

AVIATION FUEL FACILITY

Project ID: IFB 26-018-DN

City of Leesburg

1800 12th Street Cayce, SC 29033

RELEASE DATE: July 2, 2026

RESPONSE DEADLINE: August 4, 2026, 10:00 am

Please refer to the project timeline in this document for all important deadlines.

#IFB 26-018-DN Title: Aviation Fuel Facility

Table Of Contents

1. BIDDING INSTRUCTIONS, TERMS, AND CONDITIONS

2. GENERAL SPECIFICATIONS

3. INSURANCE REQUIREMENTS

4. CONTRACTOR QUALIFICATIONS AND EVALUATION OF BIDDER

5. BID FORM

6. VENDOR SUBMITTAL

Attachments:

A - IFB 26-018-DN_Drawings

B - IFB 26-018-DN_Project Manual & Specifications

C - IFB 26-018-DN_Required Documentation and City Forms

D - IFB 26-018-DN_Topographic Survey

E - IFB 26-018-DN_Geotech Report

F - SAMPLE_-_FIXED_UNIT_PRICE_AGREEMENT_

1. BIDDING INSTRUCTIONS, TERMS, AND CONDITIONS

1.1. 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

A modification of the Bid/Contract Documents issued by the Procurement Division and distributed to prospective Bidders prior to the bid due date and time.

Bidder

An individual, partnership, or corporation submitting a bid, on the attached Proposal Bid Form, for the item and/or service contemplated.

Bid

The written submittal of a Bidder, submitted on the Proposal Bid Form to provide goods and/or perform the work/services in accordance with the requirements of the Bid Documents and stating the consideration that the Bidder will require for so doing.

Bid Bond

The particular item(s) or 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 base bid accompany your proposal. To ensure its prompt return, please include the company's name and return address on the face of your good faith check or draft. Checks or drafts accepted as good faith deposits will be retained within the City's Finance Department until award and execution of contract is complete, or until a purchase order is issued to the successful proposer. Any proposer withdrawing his proposal after the proposal opening forfeits the right of return of his good faith deposit.

Change Order

A written order issued by the Procurement Division to the Successful Bidder/Contractor directing certain changes, additions, or reductions in work or services or in the materials or methods to be used.

City

The City of Leesburg, 501 West Meadows Street, Leesburg, Florida 34749.

Contract

The written agreement between the City and the Successful Bidder/Contractor for the provision of goods and/or performance of the work or services in accordance with the requirements of the Bid Documents and for the payment at the agreed bid price or adjusted as a result of an approved change order.

Contract Documents

The Bidding Documents, Purchase Order, Contract, and Performance and Payment Bond, together with all

Addenda, Supplemental Agreements, and Change Orders.

Governing Law

The laws of the State of Florida shall be the laws applied in the resolution of any action, claim or other proceeding arising out of this contract.

Invitation for Bid

The announcement requesting the submission of bids.

Project Manager

An authorized representative of the Procurement Division or Engineer, assigned to make any or all necessary inspections of the goods received and/or work performed by the Successful Bidder/Contractor.

Proposal Bid Form

The attached form on which it is required that bids be submitted.

Specifications

The general term comprising all the directions, provisions, and requirements contained herein, entitled

"Specifications”, Supplemental Agreements, and Change Orders that may be issued for this Bid and resulting contract, all describing the manner of providing goods and/or performing the work or service, including detailed technical requirements and prescribing the relations between the City and the Successful

Bidder/Contractor.

Subcontractor

Any individual, partnership, or corporation supplying labor, materials, or equipment for Work under a subcontract to the Contractor.

Subcontracting

The Contractor may subcontract those portions of the Work which are specialized in character and which, under contracting practices, are performed by specialty subcontractors. The Contractor will obtain written approval from the Owner for any and all subcontractors and that portion of the Work that they will subcontract. The Contractor will be fully responsible to the Owner for acts and omissions of his subcontractors and there will be no contractual relation between any subcontractor and the Owner.

Successful Bidder/Contractor

The individual, partnership, or corporation to whom the bid is awarded.

Supplemental Agreement

A written proposal and acceptance executed by the Owner and the Contractor, with the consent of the

Contractor’s Surety, covering the performance and payment of the Work not included in the original Contract which is desired or necessary for the proper completion of the project; or covering changes, additions, or deletions in the Work or in the materials to be used of a magnitude greater than may be properly covered by a

Change Order.

Surety

“Surety” is an organization which provides a bond, for a consideration, that promises to be liable for the debt, default, or failure of the Contractor. It is a three-party contract by which one party (the Surety) guarantees the performance or obligations of a second party (the Contractor) to a third party (the Owner).

Protest

Protests of the plans, specifications, and other requirements of bids and requests for proposals must be received in writing by the Purchasing Office at least ten (10) business days prior to the scheduled bid submittal deadline. A detailed explanation of the reason for the protest must be included. Protests of the intended award of bid or contract must be in writing and received in the Purchasing Office within five (3) business days of the notice of intent to award. A detailed explanation of the protest must be included.

Venue

Venue for any claim, action or proceeding arising out of this contract shall be Lake County, Florida.

Work

All of the elements and services, including furnishing of materials, tools, labor, equipment, management, etc.

required to be performed by the Contractor under the terms of the Contract, Plans, and Specifications in order to deliver the completed project to the Owner.

1.2. OFFICIAL SOLICITATION DOCUMENTS AND SOLICITATION POSTING SERVICE

1. The “official” solicitation document, including specifications, and Proposal Bid Form, and solicitation posting is available from the City’s Procurement Division or through the City’s e-Procurement portal (OpenGov).

2. Interested Bidders should inquire on the solicitation documents directly from the City’s e-Procurement portal.

3. This will ensure that Bidders have a complete official solicitation package and record interested Bidders’ contact information for issuance of any addenda and receive solicitation status updates.

4. The City is not liable for any errors, omissions, etc. of solicitation postings or any solicitation documents obtained from any sources other than those listed above. The City is not responsible for the accuracy, completeness, or timeliness of any documentation or postings the Bidder receives from any other source.

1.3. 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.

1.4. SUBMISSION OF BIDS

1, The Procurement Division shall receive responses to this Solicitation via the City’s eProcurement platform, OpenGov, no later than the deadline due date and time established within the Solicitation. Responses will not be accepted by any other means.

a. ELECTRONIC SUBMISSIONS (Mandatory Method)

Enter information and upload completed Forms/Documents using the City’s online solicitation management portal (see the above paragraph titled “Official Solicitation Documents and Solicitation Posting” Service”. Visit our Solicitation Posting website.

Vendors will need to log in or create an account in advance of uploading submissions.

When submitting an offer electronically through the Solicitation Posting portal, please allow sufficient time to complete the online forms and upload documents. The solicitation will end at the closing time listed in the solicitation. If you are in the middle of uploading your documents at the closing time, the system will stop the process and your offer will be put at a “draft” status and will not be accepted. Only bids that have a status of

“Submitted” within OpenGov will be accepted for review.

It is recommended that the submission process be completed the day prior to the due date, with the knowledge that any changes/updates will be accepted up to the due date and time.

If technical difficulties arise during the submission of the Solicitation response, it is the Submitting Vendor’s responsibility to contact OpenGov technical support. For support, click on the “Help” link on the Solicitation

Posting portal.

Should any technical issues with the Platform (not user/Vendor issues) prevents any Vendor from submitting a response within the two (2) hours immediately before the due time, the solicitation due date and time may be extended thru the issuance of an addendum by the City. The technical issue must be by the Platform provider (OpenGov) and affect all participating Vendors. The City shall verify the technical issue or unavailability of the Platform with OpenGov, the system provider. Technical issues localized to a single vendor will not be considered a red cause for an extension. City shall not be responsible for delays caused by any other occurrence.

2. The City and the Solicitation Posting portal site will accept a wide variety of document types, such as Word, Excel, and PDF, though not all formats are supported You MAY NOT submit documents that are embedded

(zip files), movies, wmp and mp3 files or password protected files, and printing must be enabled. Such actions may cause your submittal to be deemed as "Non-responsive".

3. Your submittal package may include but is not limited to, the Proposal Bid Form, any other required forms, and each accompanying sheet on which an entry has been made by the submitting Bidder.

4. It is the Bidder’s responsibility to assure that the submittal is entered and posted online.

5. The City will in no way be responsible for delays in the online system or delivery to the Procurement

Division caused by delivery service (US Postal Service, FedEx, UPS, etc.), delivery to any other City office other than the above addresses, traffic, parking, location of facilities or office, or delays caused by any other occurrences.

6. Under no circumstances will submittals received after the due date and time specified to be considered.

Submittals received after the due date and time will be disqualified as late and will not be recorded as a responding Vendor. Submittals delivered to the City will be returned to the Vendor unopened.

7. Do not return the entire solicitation package. Only the Proposal Bid Form, any other required forms, and each accompanying sheet on which an entry has been made by the Submitting Vendor should be included in their Submittal package.

8. For Products Only: The Bidder represents that the product(s) to be furnished under this Solicitation is/are new and unused unless specifically so stated and that the quality has not deteriorated so as to impair its usefulness.

1.5. PREPARATION OF BIDS

1. Only the Bidder is solely responsible for reading and completely understanding the bid documents and attachments (if any). Failure to do so will be at the Bidder's risk.

2. All bids accepted by the City are subject to the City’s terms and conditions and any and all additional terms and conditions submitted by the Bidders are rejected and shall have no force and effect.

3. Bids MUST be submitted on the attached Proposal Bid Form. The Proposal Bid Form is a mandatory form to ease bid tabulation and analysis; however, additional supportive forms can accompany it. Bids submitted in any other format will be disqualified.

4. Each Bidder will furnish the information required on the Proposal Bid Form and each accompanying sheet thereof on which he makes an entry. All prices and blank spaces in the Proposal Bid Form and accompanying sheets must be filled in legibly and correctly in ink or typed written. No erasure permitted. Mistakes may be crossed out, corrections typed adjacent, and must be initialed and dated in ink by the person signing the bid.

5. An officer or representative who has official authorization to sign bids MUST sign the Proposal Bid Form. All bids must be signed with the firm name and by a responsible officer or employee. Obligations assumed by such signatures must be fulfilled. If the bid is made by an individual, he must sign his name therein and state his business address and the name and address of every other person interested in the bid as principal. If the bid is made by a firm or partnership, its name and business address must be stated as well as the name and address of each member of the firm or partnership. If the bid is made by a corporation, the bid must be signed by some authorized officer or agent, subscribing the name of the corporation with his own name and affixing the corporation seal.

6. An unsigned bid is not a valid offer and therefore, must be signed to be considered by the City.

7. ELECTRONIC SIGNATURES

In accordance with Section 668.001 through 668.06, Florida Statutes, the City will accept electronically filed and signed documents in regards to the execution of contracts and contract related documents meeting the requirements as stated in the City’s Procurement Policy.

1.6. WITHDRAWAL OR CORRECTION OF BIDS

1. Bids may be withdrawn or corrected prior to the due date and time by written request dispatched by the

Bidder and received by the Procurement Division before the time for receiving bids has expired. Written requests hand delivered to the Procurement Division may also require identification, such as a business card and/or driver’s license.

2. After the bid due date and time, a Bidder cannot withdraw or correct a bid. Negligence on the part of the

Bidder in preparing a bid is not grounds for withdrawal or modification of a bid after the bid’s due date and time. The bid submitted must be in force for 65 calendar days after opening. Bidders may not assign or otherwise transfer their bid.

1.7. CONTACT PERSON CONCERNING INQUIRIES OF THIS BID

1. Every request for interpretations or corrections, whether technical or general in nature, must be submitted in writing via the City’s eProcurement portal, OpenGov.

2. These inquiries must be received by the Procurement Division via OpenGov, the City’s eProcurement platform, no later than Tuesday, July 21, 2026, 5:00 pmin order to provide adequate response time to queries and issue an addendum, if necessary.

3. Questions concerning the technical specifications will be forwarded by this office to the appropriate requesting department/division. All Prospective Bidders are not to contact any member of the Leesburg staff or officials other than the above specified contact person unless explicitly authorized by this office.

1.8. ADDENDUM

1. No interpretation of the meaning of the bid documents, attachments (if any), or any other related documents, nor correction of any apparent ambiguity, inconsistency, or error therein, will be made to any

Bidder orally.

2. Only the interpretation or correction given and issued thru a written addendum by the Procurement

Division will be binding, and potential proposers are warned that no other source is authorized to give information concerning, explaining, or, interpreting the Solicitation documents.

3. Changes to this Solicitation, when deemed necessary by the City, will be completed only by written

Addendum(s) issued prior to the bid submittal deadline. Addenda to the Solicitation will be posted on the

City's e-Procurement portal, OpenGov, as they are issued. Bidders are required to register for an account via the City eProcurement Portal hosted by OpenGov. Once the bidder has completed registration, they will receive addenda notifications to their email by clicking “Follow” on this project. Ultimately, it is the sole responsibility of each bidder to periodically check the site for any addenda at https://procurement.opengov.com/portal/leesburgflorida.

4. It is the Bidder’s sole responsibility to assure and acknowledge receipt of all Addendums. Bidders should acknowledge the receipt of all addenda as part of their submission. In case any Bidder fails to acknowledge receipts of any such addendum in the space provided on the Proposal Bid Form, the bid will nevertheless be construed as though the addenda have been received and acknowledged, and the submission of the bid will constitute acknowledgment of the receipt of addenda.

1.9. PUBLIC OPENING

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/87391159198?pwd=hZBN7rnsvvUP1BAF3cbdEJEZViYAvo.1 . Meeting ID: 873 9115

9198. Passcode: 647400. 2.10.2 .

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.

1.10. SOLICITATION TABULATION

The Solicitation Tabulation is typically posted to the City's eProcurement portal, OpenGov, within 48 hours after the submittal deadline. To obtain this information, see the above paragraph titled “Solicitation

Updates/Status”. City Staff will not provide submittal results over the phone.

1.11. USE OF TRADE NAMES

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 on the Proposal Bid Form, it is understood that the Bidder will furnish the specific brand named in the bid. If bidding on an item other than the make, model, brand, or number as shown and offered as an equal, complete technical information, specifications, manufacturers’ name, and catalog reference must be clearly stated on the Proposal Bid Form or attached letter. Any deviation between the brand offered and the brand specified must also be clearly indicated.

2. Certain items will be excluded from the above paragraph. The City has found it effective to standardize on certain items. A proper notation will be indicated in the bid for any such items.

1.12. 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 prior to the delivery deadline(s), there will be no excuse for untimely performance. The granting and duration of extensions will be subject to the exclusive discretion of the City.

1.13. RESERVED RIGHTS OF THE CITY

https://us02web.zoom.us/j/87391159198?pwd=hZBN7rnsvvUP1BAF3cbdEJEZViYAvo.1

1. The City may award any item or group of items or any bid unless the Bidder qualifies his bid by specific limitations.

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

1.14. 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 agents by the City when such tangible personal property goes into or becomes a part of City inventory owned by the City. The City of Leesburg, Florida has the following tax-exempt certificates assigned:

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).

1.15. 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 specifications or should the Bidder fail to perform any of the other provisions of the specifications and/or other contract documents, the City may declare the Bidder in default, and terminate the whole or any part of the contract. Upon declaring the Bidder in default and terminating the contract in whole or in part, the City may procure and/or cause to be delivered the equipment, supplies, or materials specified, or any substitutions therefore, and the Bidder will be liable to the City for any excess costs, including but not limited to any reasonable attorney fees should any element of default be litigated in court or disputed in such a manner that requires the services of an attorney, resulting therefrom. Where the Bidder fails to comply with any of the specifications, except for delivery deadlines, the City may, at its discretion, provide the Bidder with written notification of its intention to terminate for default unless prescribed deficiencies are corrected within a specific period. Such notification will not constitute a waiver of any of the City's rights and remedies hereunder.

1.16. 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 performance of this bid/contract or out of the use or disposal by or for the account of the City of supplies furnished or services or construction work performed hereunder.

1.17. 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 competitor.

• 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 addition to and not limit any rights offered to the City by any other provision of the bid award.

1.18. QUALIFICATION 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 abilities of a Bidder. Bidders may be required to show that they have had experience in work of the same or similar nature and that their organization has been in formal existence and engaged in similar type work for not less than five (5) years. Bidders shall be required to show airport specific construction experiences over the last five (5) years, and a minimum of three (3) past airfield projects shall be included in the bid proposal.

1.19. DISQUALIFICATION OF BIDDERS

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 arise which, in the opinion of the City, adversely affect the Bidder's responsibility; however, the Bidder will be given an opportunity by the

City to present additional evidence before final action is taken;

• 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.

1.20. 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 waive any informalities or irregularities of bids, or to reject any or all bids.

1.21. AWARD OF BID

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, will be considered as the total bid price. In the event of a discrepancy between a unit bid price and an extension, the unit bid price will govern.

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 specifications, Bidder’s ability to perform, prior performance (if any) with the City, warranty offered, delivery or time of completion, Bidder's financial capability, and other factors specified in the bid.

3. The tentative award recommendation posting date is in the Timeline in the General Specifications

Section. However, this date is subject to change.

1.22. SAMPLES

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.

1.23. PUBLIC ENTITY CRIME STATEMENT

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 goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity over the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendor list."

1.24. DRUG-FREE WORKPLACE PROGRAM PREFERENCE

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 commodities or contractual services, a bid, proposal, or reply received from a business that certifies that it has implemented a drug-free workplace program shall be given preference in the award process.”

2. Established procedures for processing tie bids will be followed if none of the tied vendors has a drug-free workplace program.

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, then the vendors will be asked to complete a "Drug-Free Workplace

Program Certification Form". The Bidder is not required to complete the form at this time.

1.25. 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 deemed to be public records subject to public inspection upon award, recommendation for award, or 30 days after bid opening, whichever occurs first. However, certain exemptions to the public records law are statutorily provided for in Section 119.07, F.S. If the Submitter believes any of the information contained in their response is exempt from the Public Records Law, then the

Submitter, must in their response, specifically identify the material which is deemed to be exempt and cite the legal authority for the exemption. The City's determination of whether an exemption applies shall be final, and the Submitter agrees to defend, indemnify, and hold harmless the City and the City's officers, employees, and agents, against any loss or damages incurred by any person or entity as a result of the City's treatment of records as public records.

1.26. PUBLIC MEETING AND NOTICES

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 formal action shall be considered binding except as taken or made at such meeting.

http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html

Reasonable notice of a meeting provided under the “Tentative Schedule of Activities” paragraph located in the

General Specifications section.

1.27. OBSERVE ABOVE INSTRUCTIONS

Failure to observe any of the above instructions and conditions may constitute grounds for rejection of your bid.

1.28. PRIORITY AND 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 and the General Specifications will override the Bidding Instructions, Terms, and

Conditions.

1.29. 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 who owns, directly or indirectly, an interest of ten percent (10%) or more of the

Bidder’s firm or any of its branches, subsidiaries, or partnerships. Failure to disclose in this manner will result in the disqualification of the Bidder or the cancellation of work. It is the sole responsibility of the Bidder to ensure compliance with this requirement. Please complete and submit the “CONFLICT OF INTEREST

STATEMENT FORM” with your submittal.

1.30. 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 agreement, participated in any collusion, or otherwise taken any action, in restraint of free competitive bidding in connection with the bid submittal. In addition, no City appropriated funds have been paid to any person for influencing or attempting to influence a member of the City

Commission, City Manager or any City employee in connection with the awarded agreement as a result of this solicitation process. Please complete and submit “NON‐COLLUSION/LOBBYING CERTIFICATION FORM” with your submittal.

1.31. 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 excluded from participation in this transaction by any Federal department or agency. Please complete and submit “DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY MATTERS

CERTIFICATION FORM” with your submittal.

2. GENERAL SPECIFICATIONS

2.1. SCOPE

The City of Leesburg is seeking to purchase N/A.

2.2. TIMELINE

Release Bid Date: July 2, 2026

Pre-Proposal Meeting (Non-Mandatory): July 14, 2026, 10:00am

8807 Airport Blvd, Leesburg, FL 34788

Question Submission Deadline: July 21, 2026, 5:00pm

Deadline to Issue Addenda: July 24, 2026, 5:00pm

Bid Submission Deadline: August 4, 2026, 10:00am https://us02web.zoom.us/j/87391159198?

pwd=hZBN7rnsvvUP1BAF3cbdEJEZViYAvo.1 . Meeting ID: 873 9115 9198. Passcode:

647400. 2.10.2 .

Bid Tabulation: Within two working days after the bid opening.

Intent to Award Recommendation by: August 24, 2026

Award of Bid by: November 23, 2026

2.3. EFFECTIVENESS AND DURATION

The agreement(s) resulting from this solicitation will be a one-time purchase.

2.4. BID PRICE

1. Unless otherwise stated, the prices will include [price includes: all costs of packaging, transportation, delivery, unloading, inside delivery to a designated point within Leesburg or 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.

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 will be shown and such price will include packing unless otherwise specified. A total will be entered in the amount column for each item bid. In case of a discrepancy between a unit price and an extended price, the unit prices will be presumed to be correct.

3. The prices offered in this bid will remain firm during the initial period of the agreement.

2.5. AVAILABILITY OF FUNDS

The contractual obligations of the City under this agreement are contingent upon the availability of appropriate funds.

2.6. PURCHASING AGREEMENTS WITH OTHER GOVERNMENTAL AGENCIES

1. It is hereby made a part of this Invitation to 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 Bidder and the governmental agency.

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.

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 ordered, received, and accepted. No agency receives any liability by virtue of this bid and subsequent contract award.

2.7. 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 of its requirements from the Bidder(s) awarded the bid. The City does not expressly or by implication represent that the actual quantities involved will correspond exactly therewith, nor will the Bidder plead misunderstanding or deception because of such estimates of quantities or of the character, location, or other conditions pertaining to the work. Payment to the Successful Bidder/Contractor will be made only for the actual quantities of work performed and/or materials furnished in accordance with the bid documents, and it is understood that the quantities may be increased or diminished without in any way invalidating any of the unit or lump sum prices bid. The City does not expressly or by implication represent that the actual quantities involved will correspond exactly therewith, nor will the Bidder plead misunderstanding or deception because of such estimate of quantities or of the character, location, or other conditions pertaining to the bid requirements. Payment to the Successful Bidder/Contractor will be made only for the actual quantities of work performed and/or materials furnished in accordance with the bid documents, and it is understood that the quantities may be increased or diminished without in any way invalidating any of the unit or lump sum prices bid.

2.8. 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.

2.9. 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.

2.10. ORDERING OF SUPPLIES/SERVICES

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.

2.11. INVOICING AND PAYMENT

1. No payment will be made for materials ordered or services performed without proper purchase order authorization.

2. Payment will be accomplished by submission of the invoice with the Purchase Order number referenced thereon to the Engineer of Record for review and approval. Once approved by the Engineer of Record, the invoice will be processed and paid by the City of Leesburg. Only invoices bearing the Engineer of Record's approval shall be processed for payment.

3. Payment terms are Net 30 days upon delivery and acceptance.

4. When applicable, the City is subject to Florida’s Prompt Payment Act (see Florida Statutes, Section 218.70-

218.79).

2.12. 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.

2.13. REFERENCES

1. Bidders will complete and return, with the Proposal Bid Form, a list of at least five (5) client/customer references including company name, contact person, and telephone number. Three (3) of the five (5) references shall be aviation/airport related.

2. The List of References form provided in these bid documents should be used.

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.

2.14. PRE-BID CONFERENCE/SITE VISIT

Pre-Bid Conference: The pre-bid conference shall be held at the time and date listed in the solicitation.

Site Visitation: One (1) site visit shall be offered immediately following the pre-bid conference. Additional site visits may be requested but shall be approved at the Owner's discretion. Any additional site visits shall be communicated via bid addendum.

2.15. 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 force and effect and are inapplicable to this bid if submitted either purposely through intent or design or inadvertently appearing separately in transmittal letters, specifications, literature, price lists, or warranties. It is understood and agreed that the general and/or any special conditions in this Bid Document are the only conditions applicable to this bid and the Bidder’s authorized signature on the Proposal Bid Form attests to this. Exceptions to the terms and conditions will not be accepted.

2.16. 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, the Contractor shall:

A. Keep and maintain public records required by the City in order to perform the service.

B. Upon request from the City’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the City.

D. Upon completion of the contract, the Contractor will transfer, at no cost to the City, all public records in possession of the Contractor, or keep and maintain public records required by the City to perform the service. If the Contractor transfers all public records to the City upon completion of the contract, the Contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the Contractor keeps and maintains public records upon completion of the contract, the Contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the City, upon request from the

City’s custodian of public records in a format that is compatible with the information technology systems of the City.

E. During the term of the contract, the Contractor shall maintain all books, reports, and records in accordance with generally accepted accounting practices and standards for records directly related to http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html this contract. The form of all records and reports shall be subject to the approval of the City’s Finance

Department. The Contractor agrees to make available to the City’s Finance Department, during normal business hours and in Seminole County, all books of account, reports, and records relating to this contract.

F. PUBLIC RECORDS CUSTODIANIf the Contractor has questions regarding the application of Chapter

119, Florida Statutes, to the Contractor’s duty to provide public records relating to this contract, contact the Custodian of Public Records at:City ClerkWest 501 Meadows StreetLeesburg, Florida 34748(352)

636-5109Public.Records@leesburflorida.gov

G. The Contractor acknowledges that the City of Leesburg cannot and will not provide legal advice or business advice to the Contractor with respect to its obligations pursuant to this section related to public records. The Contractor further acknowledges that it will not rely on the City of Leesburg or its

City Attorney to provide such business or legal advice and that Contractor has been advised to seek professional advice with regard to public records matters addressed by this agreement. The

Contractor acknowledges that failure to comply with Florida law and this agreement with respect to public records shall constitute a material breach of this agreement and shall be grounds for termination pursuant to the termination provisions outlined in the contract, solicitation, and/or City purchase order.

H. A definition of “public records” can be found in Florida Statute, Chapter 119.

I. The timeframes and classifications for records retention requirements must be in accordance with the

General Records Schedule Number GS1-SL for State and Local Government Agencies.

2.17. E-VERIFY - EMPLOYMENT ELIGIBILITY

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."

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, F.S.

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 the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien.

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 immediately.

mailto:Public.Records@leesburflorida.gov http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0100-0199/0119/0119ContentsIndex.html http://dos.myflorida.com/library-archives/records-management/general-records-schedules/

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 not be allowed to do business with the City or be awarded a solicitation or contract for a period of 1 year after the date of termination. All costs incurred to initiate and sustain the aforementioned programs shall be the responsibility of the Vendor/Contractor.

3. INSURANCE REQUIREMENTS

3.1. INSURANCE REQUIREMENTS

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 Insured.

3.2. Insurance and Indemnity Requirements:

A. Scope of Insurance – The Contractor shall procure and maintain at its own expense, the following minimum insurance coverage, unless otherwise specified in the agreement, contract or lease.

1. All required insurance shall be provided by insurers acceptable to the City with an A.M. rating of at least A: VII

2. The Contractor shall require, and shall be responsible for assuring that any and all of its subcontractors secure and maintain such insurance that are required by law to be provided on behalf of their employees and other until the completion of that sub-contractor’s work.

3. The required insurance shall be secured and maintained for not less than the limits required by the

City, or as required by law, whichever is greater

4. The required insurance shall not limit the liability of the Contractor. The City does not represent these coverages or amounts to be adequate or sufficient to protect the Contractor’s interests or liabilities, but are merely required minimums.

5. The provisions of the required insurance are subject to the approval of the City’s Risk Manager, and upon request, the Contractor shall make available certified copies of the various policies for inspection.

6. All liability insurance, except professional liability, shall be written on an occurrence basis.

7. The Contractor waives its right of recovery against the City to the extent permitted by its insurance policies.

8. Insurance required of the Contractor, or any other insurance of the Contractor shall be considered primary, and insurance of the City, if any, shall be considered excess as applicable to any claims which arise out of the agreement, contract or lease.

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 negligence, recklessness, or intentionally wrongful conduct of the Contract and other persons employed or utilized by the Contractor in the performance of the contract.

C. Certificate of Insurance – The Contractor shall provide evidence of required minimum insurance by providing the City an ACORD or other Certificate of…