BID_25-13._South_Putnam_Drainage_Improvements.pdf

Putnam County Board of County Commissioners BID No: 25-13 BID Name: South Putnam Drainage Improvements

SPECIFICATIONS

FOR

BOARD OF COUNTY COMMISSIONERS

PUTNAM COUNTY, FLORIDA

BID No: BID 25-13 BID Name: South Putnam Drainage

Improvements BID Due: April 7, 2025 @ 2:00pm EST

This project is funded in accordance with the State of Florida Department of Environmental Protection Standard Grant Agreement Number LPA0371.

Table of Contents

1.0 General Terms and Conditions

BID DUE DATE AND TIME

2.0 Contract Term

3.0 Schedule

Tentative Dates Scheduled

4.0 Proposal Instructions

5.0 Scope of Work Specifications

PRELIMINARY MATTERS

7.0 Required Forms

PROPOSAL COVER SHEET

STATEMENT OF BIDDERS QUALIFICATIONS

BID FORM

BID BOND

NON-DISCRIMINATION IN EMPLOYMENT FORM

ADDENDA ACKNOWLEDGEMENT FORM

PUBLIC ENTITY CRIMES FORM

DRUG-FREE WORKPLACE CERTIFICATION

INDEMNIFICATION AGREEMENT

REFERENCES

LEGAL ISSUSE

ADDITIONAL INFORMATION OR SERVICES

SAMPLE AGREEMENT FOR CONTRACTOR SERVICES

CALL FOR BIDS

The Putnam County Board of County Commissioners is requesting sealed bids from qualified contractors for South Putnam Drainage Improvements. The work includes furnishing all material and labor to expand the drainage improvements related to the South Putnam Drainage Ditch project. Following is a description and map of the proposed improvements:

1. Provide approximately 135 lf of 15’ wide (2,025 sf) rubble riprap ditch lining along the east side of CR309 from 20’ south of the cross culvert, north to the intersecting ditch from the east. Use lining detail (Typical Section 1) included in the design plans, adjusting the bottom width to match existing ditch.

2. Extend approximately 1,000 sf of ditch lining along west side of CR309 from the cross culvert, approximately 30’ to the north. Use lining detail (Typical Section 1) included in the design plans, adjusting the bottom width to match existing ditch.

3. Provide approximately 1500 sf rubble riprap ditch lining within the ditch intersection at the south end of the cross culvert under St Johns Fishing Lodge Rd. Extend lining approximately 20’ from end of culvert down the north-south ditch. Use lining detail (Typical Section 1) included in the design plans, adjusting the bottom width to match existing ditch.

4. Shave down east shoulder of CR309 and remove material to 3” below edge of pavement from Alabama

St north to the cross culvert. Remove vegetation and regrade ditch from Alabama St to the cross culvert (approximately 450 lf). Provide 6% slope 5’ from EOP and 4:1 max slope to bottom of ditch. Install 6’ of Argentine bahia sod along edge of pavement. Seed and mulch all other slopes with Argentine bahia.

5. Replace 60 lf, 18” CMP under Alabama St with 24” RCP. Install two straight headwalls per FDOT

Index 430-030 and repair approximately 500 sf of asphalt road per Asphalt Patch Detail.

6. Replace 60 lf, 36” CMP under Tennessee Ave St with 36” RCP. Install two straight headwalls per FDOT Index 430-030 and repair approximately 900 sf of asphalt road per Asphalt Patch Detail.

7. Replace 60 lf, 36” CMP under Maryland Ave with 36” RCP. Install two straight headwalls per FDOT

Index 430-030 and repair limerock road.

8. Clean and regrade ditch from Park Ave north to the cross culvert at St Johns Fishing Lodge Road, approximately 1,000 lf. Ditch bottom should provide continuous slope between pipe inverts. Any inverted driveways shall be removed and the ditch slope reestablished.

The CONTRACTOR shall be responsible to ensure that all installations that are completed shall be equal to or exceed the Florida Department of Transportation (FDOT) specifications as outlined in the latest edition of the Standard Specifications for Road and Bridge Construction and the latest addition of the FDOT Roadway Design Standards.

Base Bid The Base Bid portion of this project will consists of all material and labor required for the listed drainage improvements in compliance with current FDOT standard specifications.

This project is funded in accordance with the State of Florida Department of Environmental Protection Standard Grant Agreement Number LPA0371.

Bid Documents and Drawings are available online at: https://main.putnam-fl.com/?page_id=65#callforbidslink.

To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 04/07/2025 one (1) original hard copy, one (1) duplicate copy and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format. Sealed bids may be delivered in person or by courier mail to Putnam County Procurement Department c/o Leigh Doran, 2509 Crill Avenue, Ste 200, Palatka, Florida, 32177. Only sealed bids received on or before the aforestated time and date will be considered. Vendor must indicate the bid number and description on the outside envelope.

There will be a mandatory pre-bid meeting held at 10:00 a.m., March 14, 2025, in the conference room at the 2509 Crill Avenue, Suite 200, Palatka, Florida, 32177.

This bid requires a payment and performance bond by any Contractor awarded work.

Questions concerning the specifications may also be emailed to Leigh Doran, Procurement Supervisor, at Leigh.Doran@putnam-fl.gov .

The Putnam County Board of County Commissioners reserves the right to accept or reject any or all bids and to waive any informalities. Putnam County complies with all federal statutes relating to non-discrimination.

Putnam County is an equal opportunity employer. Failure to follow the Bid Protest procedures prescribed by the Putnam County Purchasing Ordinance shall constitute a waiver of your protest and any resulting claims.

PUBLISH: March 8, 2025 Bid No. 25 – 13 https://main.putnam-fl.com/?page_id=65#callforbidslink mailto:Leigh.Doran@putnam-fl.gov

1.0 General Terms and Conditions

All Companies submitting a response to this BID understand and agree that the affirmative act of submitting a response constitutes acceptance and agreement to the General Terms and Conditions. Proposers are responsible for adhering to the General Terms and Conditions. Lack of knowledge by the Proposer will in no way be cause for relief from responsibility.

BID DUE DATE AND TIME

All Proposals must be delivered to the Procurement Department, located at 2509 Crill Ave, Suite 200, Palatka FL 32177 on or before the due date as listed below. Please boldly indicate the BID number on the outside of your sealed proposal envelope to assist the County internally in identifying your bid.

To be responsive your proposal shall be signed by an authorized employee/officer with the authority to bind a contract.

To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 04/07/2025 one (1) original hard copy, one (1) duplicate copies and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format.

Note: Original proposal must be marked ORIGINAL and must have original signatures. Please label the USB drive with BID number, and your company’s name. (i.e. BID 25-13, ABC Inc.). It is the bidder’s responsibility to guarantee the USB drive is 100% identical to your original hard copy bid. In the event of a discrepancy, your original hard copy will prevail.

PLACE FOR RECEIVING PROPOSALS

Bids may be mailed or hand delivered to:

Putnam County Board of County Commissioners c/o Leigh Doran Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177

All bids must arrive and be received by a Purchasing Department representative prior to the specified bid due date/time. Bids received after that time will not be accepted. Bids cannot be faxed or emailed. The County will not be responsible for Postal or other delivery service delays.

PUBLIC BID OPENING

Putnam County Board of County Commissioners will conduct a Public bid/proposal opening immediately following the solicitation due date/time on April 7, 2025 in the conference room located at 2509 Crill Avenue, Suite 200, Palatka Florida 32177.

Sealed bids, proposals, or replies received by the County pursuant to this solicitation will remain confidential and are exempt from Florida’s Public Records Act (Ch. 119, Florida Statutes) until such time as the County provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier. Thereafter, by submitting a response to this solicitation, the proposer acknowledges that all documents and information submitted to the County, including pricing information, is considered a public record under Florida’s Public Records Act and may be disclosed to third parties upon request notwithstanding any confidentiality clauses or labels contained in such documents. Please direct any inquires to the County’s contact listed below.

BID PACKAGE

Interested bidders may obtain a BID Package from Leigh Doran, Procurement Supervisor for Putnam County Board of County Commissioners by any of the following methods.

By email: Leigh.Doran@putnam-fl.gov

By download, available at: http://bids.putnam-fl.com/bids

By USPS: Request sent certified mail to:

Putnam County Board of County Commissioners c/o Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177

Walk-in Pick Up:

c/o Procurement Supervisor 2509 Crill Ave, Suite 200 Palatka, Florida 32177

BID AWARD PROCESS

The basis for bid award, if awarded, is to the lowest and best proposal for solicited services which meets or exceeds the conditions of the bid specifications and the County is not bound to accept the lowest bid if that bid is contrary to the best interest of the County. POSTING OF RECOMMENDATION OF AWARD: The County’s recommendation of award will be posted to http://bids.putnam-fl.com/bids

PROTEST OF INTENDED DECISION

A Notice of Intended Decision to recommend or reject proposals will be posted to http://bids.putnam-fl.com/bids. In the event an unsuccessful firm desires to protest the County’s notice of intended decision to award or reject a proposal, that Firm shall be required to comply with Putnam County’s Protest Procedure, a copy of which is available from the Procurement Supervisor. Failure to follow the Bid Protest procedures prescribed by the Putnam County Purchasing Ordinance shall constitute a waiver of your protest and any resulting claims.

APPLICABLE LAW

The bidder shall comply with all federal, state, County and local laws, rules, ordinances and regulations (“Laws”) applicable to the Bidder’s response to the solicitation, the contract executed in connection with the solicitation, and the provision of services under the solicitation and the contract. The term “Laws” as used in this provision shall be deemed to include all laws which are specifically applicable to the County. This RFP and the contract to be executed in connection with the award of this solicitation must be modified in accordance with any statutory requirement of the State of Florida. Lack of knowledge by the Bidder will in no way be cause for relief from responsibility.

Venue http://bids.putnam-fl.com/bids http://bids.putnam-fl.com/bids http://bids.putnam-fl.com/bids http://bids.putnam-fl.com/bids

The contract, when entered into and any disputes hereunder, shall be construed in accordance with the laws of the State of Florida and enforced in the courts of the State of Florida. County and firm hereby agree that venue shall be in Putnam County, FL.

ASSIGNMENT

If awarded, neither the resulting contract nor any of the Contractor’s rights, duties, or obligations under the contract may be assigned or subcontracted by the Contractor without the written consent of Putnam County BOCC. Any transfer of this Contract by merger, consolidation or liquidation, or (unless the stock of the Contractor is traded on a national stock exchange or in a generally recognized over the counter securities market) any change in ownership of or power to vote on the majority of the outstanding voting stock of the Contractor after the date hereof shall constitute an assignment of this Contract for purposes of this Section, and then in its discretion, Putnam County BOCC shall have the right to terminate the contract and shall specify the termination date in its written notice of termination. Any purchase order issued pursuant to this solicitation and any monies which may become due there under are not assignable except with the prior written approval of the County.

AWARD

As the best interest of the County may require, the right is reserved to reject any and all proposals, or any portion of the RFP, to waive any informality in proposals received, or to accept any item or group of items unless qualified by the Proposer. The County reserves the right to reject any portion or all proposals, to resolicit proposals or not and to waive informalities as deemed in the best interest of the County. The County reserves the right to issue to proposers Request for Information (RFI’s), to solicit best and final offers from all finalist firms and or to negotiate a satisfactory award of any portion(s) of this RFP with the top ranked firm. If this proposal requests prices for multiple items, the County reserves the right to award the proposal, by item, to the Bidder(s) which, in the sole discretion of the County, is the most responsive and responsible Bidder(s), price, qualifications, and other factors considered for that item. The issuance of a purchase order constitutes a binding contract.

BOND

A bond may be required to guarantee the payment of any losses by theft, burglary, pilfering or vandalism as a result of carelessness, negligence or willful acts of the Contractor, its agents, employees or assigns.

BRAND NAME OR EQUAL

(As used in this paragraph, the term "brand name" includes identification of supplies by make and model.) If the items called for herein have been identified in the Schedule by a "brand name or equal" description, such identification is intended to be descriptive, but not restrictive, and is to indicate the quality and characteristics of products that will be satisfactory if they meet the listed essential requirements. Proposals offering "equal" products will be considered for award, if allowed by the proposals/Special Conditions and if such products are clearly identified and are determined by the County to be equal in all material respects to the brand name products listed in the specifications. Unless the Proposer indicates in the proposal that they are offering an "equal" product, the proposal shall be considered as offering a brand name product identified in the specifications.

COLLUSION

The Proposer must certify that its Response is made without previous understanding, agreement or connection either with any person, firm, or corporation submitting a Response for the same services, or with any County department. The Proposer certifies that its Response is fair, without control, collusion, fraud, or other illegal action. The Proposer further certifies that it is in compliance with the conflict of interest and code of ethics laws. The County will investigate all situations where collusion may have occurred and the County reserves the right to reject any and all Responses where collusion may have occurred. The Proposer must include in its Response, the Single Execution Affidavit included in this BID. Failure by the Proposer to submit this affidavit will result in the Response being deemed non-responsive.

COMPLIANCE WITH SPECIFICATIONS

When formal specifications are referenced in the solicitation, insertion of brand names or makes and model numbers by the Proposer will be understood to mean that the product offered fully complies with such specifications unless the Proposer specifically states otherwise.

CONDITIONS AND PACKAGING

It is understood and agreed that any item offered or shipped as a result of this solicitation shall be new (current production model) at the time of the solicitation unless otherwise stipulated in the solicitation. All containers shall be suitable for storage or shipment. Proposal prices shall include standard commercial packaging, unless otherwise stipulated in the solicitation.

CONE OF SILENCE

From the time the public advertisement of this (ITN, RFQ, RFP, ITB, or other) takes place until the (ITN, RFQ, RFP, ITB, or other) is awarded and approved by the Board of Commissioners, a vendor shall not contact any other County personnel or members of the County’s Board of Commissioners, or Administrative staff either directly or indirectly, to discuss the selection process or in an attempt to further their interest in being selected.

Failure to abide by the Cone of Silence policy is grounds for disqualification from this (ITN, RFQ, RFP, ITB, or other) process and vendor will not receive further consideration in reference to this (ITN, RFQ, RFP, ITB, or other).

It is expected that personnel and team members from firms that have applied for this selection refrain from posting opinions, providing commentary or engaging is any discussion regarding the selection by the use of social media such as Twitter, Facebook, Instagram and the like. Violation of these guidelines may result in disqualification of the applicant. The latter applies to employees of the Proposer, retained consultants or any other representative or individual promoting on behalf of the Proposer. Violation of these guidelines may constitute grounds for disqualification.

CONFLICT OF INTEREST

Any award hereunder is subject to Chapter 112 Florida Statutes concerning conflict of interest. All Proposers must disclose the name of any officer, director, or agent who is also an employee of Putnam County BOCC. All Proposers must disclose the name of any County employee or Commissioner who owns, directly or indirectly, an interest of 5% or more in the Proposer's firm or any of its branches or dealerships.

DEBARRED/SUSPENDED VENDORS

An entity or affiliate who has been placed on the State of Florida debarred or suspended vendor list may not submit a Response or contract with a public entity for the construction or repair of a public building. In addition, such entity or affiliate may not perform any work as a supplier, subcontractor, or consultant, or subconsultant under any contract with any public entity, and may not transact business with any public entity.

An entity or affiliate must not be debarred nor suspended from Federal programs. See 2.C.F.R. 200.213. The County is prohibited from entering into an agreement with a party listed on the System for Award Management (“SAM”) Exclusions List. See 2 C.F.R. Part 200, Appendix II, Paragraph I; Appendix C, Paragraph 2. Any

Proposer who submits a Response that includes such a debarred or suspended entity or affiliate will be deemed non-responsible and the Response will not be considered.

COOPERATIVE PURCHASE AGREEMENT

The County has reviewed purchasing agreements and state term contracts available under Florida Statutes Section 287.056 as required in Section 1010.04, Florida Statutes.

As provided in the Florida State Board of Education Administrative Rule 6A-14.0734(2)(c), and with the consent and agreement of the successful Respondent(s)/Bidder(s), purchases may be made under this RFP/Bid Solicitation by other State of Florida community/state counties, state universities, district school boards, political subdivisions and any other state agencies within the State of Florida. Such purchases shall be governed by the same terms and conditions stated in the proposal/bid solicitation document and resulting agreement, for the same price and for the same effective time period. If the period of time is not defined within the RFP/Bid solicitation document or resulting agreement, the prices and all terms and conditions shall be firm for one hundred and twenty (120) days from date of contract execution. Each State of Florida agency allowed by the successful Respondent(s)/Bidder(s) to use the resulting agreement shall do so independent of any other State of Florida agency. Each state agency shall be responsible for its own purchases and shall be liable only for goods or services ordered, received and accepted. No other state agency receives any liability by virtue of this RFP/Bid and subsequent agreement. This cooperative purchase agreement in no way restricts or interferes with the right of any State of Florida agency to re-bid any or all items or services.

DEFINITIONS

County or Putnam County BOCC refers to The Putnam County Board of County Commissioners.

Firm, vendor, business, proposer, contractor or bidder in this document refers to respondents to this request for proposal.

Abbreviations – The abbreviations used in this contract are as follows:

FDOT - Florida Department of Transportation SSFR & BC - Standard Specifications for Road and Bridge Construction AASHTO - American Association of State Highway and Transportation Officials ASTM- American Society for Testing and Materials AWWA - American Water Works Association C.Y. - Cubic Yards L.F. - Linear Foot L.S. - Lump Sum S.F. - Square Foot S.Y. - Square Yard TN. - Ton (2000 lbs) RCP - Reinforced Concrete Pipe ERCP - Elliptical Reinforced Concrete Pipe HDPE- High Density Polyethylene

Addenda - Written or graphic instruments issued by the COUNTY to prospective bidders prior to the opening of BIDS which clarify, correct or change the bidding documents.

Agreement - The written agreement between COUNTY and CONTRACTOR covering the Work to be performed; other Contract Documents are attached to the Agreement and made a part thereof as provided therein.

Application for Payment - The form accepted by the Engineer which is to be used by the CONTRACTOR in requesting progress or final payment and which is to include such supporting documentation as is required by the Contract Documents.

Approve - The word approve is defined to mean review of the material, equipment or methods for general compliance with the design concepts and with the information given in the Contract Documents. It does not imply a responsibility on the part of the Engineer to verify in every detail conformance with plans and Specifications.

Bid - The offer or proposal of the Bidder submitted on the prescribed form setting forth the prices for the Work to be performed.

Bidder - Any person, firm, or corporation submitting a Bid for the Work.

Bidding Documents - The Advertisement for Bids, the Instructions to Bidders, the Bid Form, the Contract Forms, the General Conditions, the Supplementary Conditions, Specifications and the Plans.

Bonds - Bid, Performance, and Payment Bonds and other instruments of security.

Change Order – A document recommended by the Engineer, which is signed by the CONTRACTOR and OWNER and authorizes an addition, deletion or revision in the Work, or an adjustment in the Contract Price or the Contract Times, issued on or after the effective date of the Agreement.

Contract Documents - The Contract, including Advertisement for Bids, Information for Bidders, Bid, Bid Bond, Agreement, Payment Bond, Performance Bond, Notice of Award, Notice to Proceed, Change Order, Drawings, Specifications, and Addenda.

CONTRACTOR - The person, firm, or corporation with whom the Owner has executed the Agreement.

Contract Price - The total monies payable to the CONTRACTOR under the terms and conditions of the Contract Documents.

Contract Time - The number of calendar days including Sundays and Holidays stated in the Contract Documents for the completion of the Work.

Day - A calendar day of twenty-four hours measured from midnight to the next midnight.

Defective - An adjective which when modifying the word Work refers to Work that is unsatisfactory, faulty or deficient, or does not conform to the Contract Documents or does not meet the requirements of any inspection, test or approval referred to in the Contract Documents, or has been damaged prior to Engineer's recommendation of final payment.

Drawings - The parts of the Contract Documents which show the characteristics and scope of the Work to be performed and which have been prepared or approved by the Public Works Director, and are referred to in the Contract Documents.

Effective Date of the Agreement - The date indicated in the Agreement on which it becomes effective, but if no such date is indicated, it means the date on which the Agreement is signed and delivered by the last of the two parties to sign and deliver.

Engineer - The Public Works Director of Putnam County, Florida, or his designated agent.

Field Order - A written order effecting a change in the Work not involving an adjustment in the Contract Price or an extension of the Contract Time, issued by the Public Works Director to the CONTRACTOR during construction.

Final Completion – Completion of all work included in the contract, including any change order items and all deficient work indicated in the Substantial Completion “Punch List” has been completed. At this point the project will be accepted by the County.

Inspection - The term "Inspection" and the act of inspecting as used in these Contract Documents is defined to mean examination of construction to ensure that it conforms to the design concept expressed in the Plans and Specifications. The Putnam County Public Works Director may appoint such assistants and representatives as he desires. They shall be authorized to inspect all work done and all materials furnished. These terms shall not be construed to mean supervision, superintending and/or overseeing.

Modification - (a) A written amendment to the Contract Documents signed by both parties, or (b) a Change Order. A modification may only be issued after the effective date of the Agreement.

Notice of Award - The written notice of the acceptance of the Bid from the Owner to the successful Bidder.

Notice to Proceed - Written communication issued by the Owner to the CONTRACTOR authorizing him/her to proceed with the Work and establishing the date for commencement of the Work.

Owner - The Putnam County Board of County Commissioners for whom the Work is to be performed.

Owner's Representative - Public Works Director, or his designated agent.

Project - The undertaking to be performed as provided in the Contract Documents.

Project Inspector - The designated representative of the Public Works Director who is assigned to the Project site or any part thereof.

Punch List – A list of items remaining to be completed or requiring correction. This list will be provided to the contractor after a project inspection is requested when the contractor has reached Substantial Completion.

Shop Drawings - All drawings, diagrams, illustrations, brochures, schedules and other data which are prepared by the CONTRACTOR, a Subcontractor, manufacturer Supplier or distributor, which illustrate how specific portions of the Work shall be fabricated or installed.

Specifications - A part of the Contract Documents consisting of written description of a technical nature of materials, equipment, construction systems, standards workmanship.

Subcontractor - An individual, firm, or corporation having a direct Contract with CONTRACTOR or with any other Subcontractor for the performance of a part of the Work at the site.

Substantial Completion - That date certified by the Public Works Director when the construction of the Project or a specified part thereof is sufficiently completed, in accordance with the Contract Documents, so that the Projects or specified part can be utilized for the purpose for which it is intended.

Work - The entire completed delivered product or the various separately identifiable parts thereof required to be furnished under the Contract Documents. Work is the result of performing services, furnishing labor and furnishing and incorporating materials and equipment into the product, all as required by the Contract Documents.

ELIGIBLE BIDDERS

Eligible bidders are defined as those bidders who are not excluded from bidding according to the Federal Government’s Excluded Parties List (www.epls.gov) or by Section 287.133, Florida Statute.

NONDISCRIMINATION

Proposer agrees that it will not discriminate as to race, sex, color, age, religion, national origin, marital status, or disability in connection with its performance under this BID. Furthermore, Proposer agrees that no otherwise qualified individual will solely by reason of his/her race, sex, color, age, religion, national origin, marital status or disability be excluded from the participation in, be denied benefits of, or be subjected to, discrimination under any program or activity

EQUAL EMPLOYMENT OPPORTUNITY & NONDISCRIMINATION

The County, in accordance with the provisions of Title VI of The Civil Rights Act of 1964 (78 Stat. 252) and the Regulations of the Department of Commerce (15 CFR, Part 8) issued pursuant to such Act, hereby notifies all firms it will affirmatively ensure minority business enterprises will be afforded full opportunity to submit proposals in response to this advertisement and will not be discriminated against on the grounds of race, color or national origin in consideration for an award.

All firms are hereby notified that the successful firms must and shall comply with the Civil Rights Act of 1964, the Age Discrimination in Employment Act, the Rehabilitation Act of 1973, the Americans with Disabilities Act and the Florida Civil Rights Act, all as amended. Specifically, firms agree that: No person shall, on the grounds of race, color, sex, religion, age, disability, national origin or marital status, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program, activity or service funded through the Contract. Specifically:

Contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, age, disability, national origin or marital status. Contractor agrees to post in a conspicuous place, available to employees and applicants for employment, notices setting forth the provisions of this http://www.epls.gov/ nondiscrimination clause. Contractor will, in all solicitations or advertisements regarding program activities, services provided or applications for employment, state that all qualified applicants will receive consideration for services or employment without regard to race, color, religion, sex, age, disability, national origin or marital status.

The County may require Contractor to submit reports as may be necessary to indicate non-discrimination.

County officials will be permitted access to Contractor's books, records, accounts and other sources of information and its facilities as may be pertinent to ascertain compliance with non-discrimination laws. It is expressly understood that County shall have the right to terminate this Contract upon receipt of evidence of discrimination.

EXCEPTIONS TO THE CONTRACT

Not all items cataloged by the successful Proposer will be purchased under the ensuing contract. Some office supply, equipment or furniture purchases will be made from other sources as required by law or regulation, for example, purchases from state contract vendors, Florida Association of Rehabilitation Facilities (RESPECT) or Florida Prison Industries (PRIDE). For more detailed information on state contracts, or items marketed by RESPECT or PRIDE, contact the purchasing office of this solicitation.

LOCAL PREFERENCE

Putnam County Ordinance 2018-20 regarding local preference will apply unless its application is prohibited by state or federal law in a particular situation, or its application is prohibited by the project’s funding source. A copy of this ordinance is available upon request.

PAYMENT

Payment will be made by the County after the services have been received, and found to comply with the specifications, and have been properly invoiced. Discounts will be taken if payment is made within the discount period. All invoices shall bear the County purchase order number. If contract is awarded, payment to contractor for services will be monthly for the rendition of the preceding month’s service during the term thereof and subject to a 10% retainage.

PERSONNEL

Contractor agrees each of its employees will be properly qualified and will use reasonable care in the performance of services. The county reserves the right to have personnel removed upon the County’s written notice, Contractor shall immediately provide qualified replacement. Contractor’s employees are expected to adhere to all County policies and procedures.

E-Verify

For projects utilizing state or federal funds, the Bidder (A) shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired during the term of the contract; and (B) shall expressly require any subcontractors performing work or providing services pursuant to the contract to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the contract term.

PROTEST OF BID DOCUMENT

All firms are required to thoroughly review the BID document within a reasonable time after receipt. Any concerns or comments relating to the BID documents shall be brought to the attention of the County’s General Services Director: Julianne Young, in writing, promptly after receipt. However, if the Firm desires to protest the

RFP document, or any of the specifications, requirements, or procedures thereof, the Firms will be required to comply with the County’s Protest Procedures within seventy-two (72) hours after receipt of the proposal document. Failure to comply with this procedure will constitute a waiver by the Firms of any right to later protest on the basis of the form, content and substance, including without limitation, the specifications, requirements or procedures, of the RFP documents.

PUBLIC RECORDS

To the extent that CONTRACTOR meets the definition of “contractor” under Section 119.0701, Florida Statutes, in addition to other contract requirements provided by law, CONTRACTOR must comply with public records laws, including the following provisions of Section 119.0701, Florida Statutes:

(a) Keep and maintain public records required by COUNTY to perform the service.

(b) Upon request from COUNTY's custodian of public records, provide COUNTY 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 chapter 119, F.S., 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 COUNTY.

(d) Upon completion of the contract, transfer, at no cost, to COUNTY all public records in possession of the CONTRACTOR or keep and maintain public records required by COUNTY to perform the service.

If the CONTRACTOR transfers all public records to COUNTY 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 COUNTY, upon request from COUNTY's custodian of public records, in a format that is compatible with the information technology systems of COUNTY.

(e) IF 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

PUTNAM COUNTY ATTORNEY

2509 CRILL AVENUE

PALATKA, FL 32177

PR-REQUESTS@PUTNAM-FL.COM

(386)329-1903

(f) THE CONTRACTOR ACKNOWLEDGES THAT PUTNAM COUNTY BOCC CANNOT AND

WILL NOT PROVIDE LEGAL ADVICE OR BUSINESS ADVICE TO CONTRACTOR WITH

RESPECT TO ITS OBLIGATIONS PURSUANT TO THIS SECTION RELATED TO PUBLIC

RECORDS. THE CONTRACTOR FURTHER ACKNOWLEDGES THAT IT WILL NOT RELY ON

PUTNAM COUNTY BOCC OR ITS COUNSEL 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 ITS FAILURE TO COMPLY

WITH FLORIDA LAW AND THIS AGREEMENT WITH RESPECT TO PUBLIC RECORDS

SHALL CONSTITUTE A MATERIAL BREACH OF THIS AGREEMENT AND GROUNDS FOR

TERMINATION.

mailto:PR-REQUESTS@PUTNAM-FL.COM

PUBLIC ENTITY CRIME

Contractor selection will be in accordance with the Public Entity Crimes statute, Section 287.133, Florida Statutes which states that 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/RFP/RFQ 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 in excess of the threshold amount provided in Section 287.017, Florida Statutes for Category Two ($35,000) for a period of 36 months from the date of being placed on the convicted vendor list. A completed Public Entity Crime Form must be returned in the BID response.

RESPONSE MATERIALS

Any material submitted in response to this invitation to respond becomes the property of the County upon delivery to the Office of the General Services Director and may be appended to any formal document which would further define or expand the contractual relationship between the County and the successful proposer.

Additionally, any material or documentation submitted in response to this solicitation will be a public document pursuant to Section 119.07, Florida Statutes. This includes material which the responding bidder or proposer might consider to be confidential or a trade secret. Any claim of confidentiality is waived upon submission effective after public opening pursuant to Section 119.07, Florida Statutes.

SAFETY STANDARDS

All manufactured items and fabricated assemblies shall comply with applicable requirements of the Occupational Safety and Health Act (OSHA), Federal EPA, Florida DER and any standards otherwise stipulated in the solicitation.

SAFETY REQUIREMENTS

The Contractor by submitting a proposal response agrees that it shall be solely responsible for supervising its employees, that it shall comply with all rules, regulations, orders, standards and interpretations promulgated pursuant to Occupational Safety and Health Act of 1970, including but not limited to training, recordkeeping, providing personal protective equipment, lockout/tag out procedures, Material Safety Data Sheets and labeling as required by the right to know standard, 29 CFR 1910.1200.

SOVEREIGN IMMUNITY

The parties hereto acknowledge and agree that Putnam County is a political subdivision of the State of Florida.

As such, the County is entitled to sovereign immunity except to the extent of the waiver set forth in Section 768.28, Florida Statutes, the County's performance under any resulting agreement and any amendments thereto or attachments connected there with, shall at all times be subject to any and all state laws, state regulations and County Ordinances which are applicable to the County's operations, commitments and/or activities in furtherance of any terms specified herein.

TAXES

The County does not pay federal, excise or state sales taxes. The applicable tax exemption numbers are:

Florida Sales Tax: 85-8013889128C-1 Federal Identification Number: 59-6000816 Any and all taxes and licenses imposed by Federal, State and local governments on the services to be provided by the Contractor under the terms of the agreement are the sole responsibility of the Contractor.

WITHDRAWAL OF PROPOSAL

Proposal may be withdrawn by written or telegraphic notice prior to solicitation public opening. Withdrawals received after the time set for opening of solicitation will not be considered.

2.0 Contract Term

If awarded, the successful bidder will enter into a contract with the County based on the solicitation specifications and the results.

Putnam County BOCC has the option and reserves the right to extend the contract beyond the initial contract term of one calendar year to allow for project completion and closeout processes to ensue, beginning on 4/22/2025 and ending on 08/27/2025 by mutual consent of the parties.

If awarded, the successful bidder will enter into a contract with the County based on the BID specifications and the result of the BID.

Tentative Contract Term: 4/22/2025 – 8/27/2025

Commencement of Contract Time The Contract Time will commence to run as designated in the Notice to Proceed.

Before undertaking each part of the Work, CONTRACTOR shall carefully study and compare the Contract Documents and check and verify pertinent figures. CONTRACTOR shall promptly report in writing to Engineer any conflict, error or discrepancy which CONTRACTOR may discover. The CONTRACTOR shall not be liable, however, to the County for failure to report any conflict, error or discrepancy in the Plans and Specifications, unless the CONTRACTOR has actual knowledge thereof or should reasonably have known thereof.

If awarded, the successful bidder will enter into a contract with the County based on the BID specifications and the result of the BID.

3.0 Schedule

The following schedule is a general guideline for issuance and recommendation of award of this BID and issuance of the contract. The County may change the dates of any events of this BID and the issuance of the Contract. Any changes to this schedule will be posted on the webpage dedicated to this BID.

Tentative Dates Scheduled Issue BID Friday, March 7, 2025 Mandatory Pre Bid Meeting Friday, March 14, 2025 at 10AM Written questions due by 2:00 pm Friday, March 28, 2025 *submit via email Leigh.Doran@putnam-fl.gov Proposals Due by 2:00 pm Monday, April 7, 2025 Public Opening of Proposals Monday, April 7, 2025 Intent to Award* Monday, April 14, 2025 Protest Period April 14, 2025 – April 17, 2025

*The Bid Award is contingent upon acceptance and approval by the Putnam County Board of County Commissioners of the recommended Intent to Award. The recommendation of the Intent to Award is scheduled to be presented at the board meeting on April 22, 2025.

Preconstruction Conference Tuesday, April 29, 2025 Project Completion Date Wednesday, August 27, 2025

*(90 Days to Substantial Completion, 120 Days to Final Completion)

Americans with Disabilities Act of 1990 If special accommodations are required in order to attend any Public Meeting, Pre-Bid Conference, Tour of Grounds, etc., contact the Procurement Supervisor via email at Leigh.Doran@Putnam-FL.gov or at 386-329-0376.

PRE-BID MEETING

A Mandatory Pre-Bid Meeting will be held at 10:00 a.m. on Friday, March 14, 2025 at the Government Complex located at 2509 Crill Ave., Suite 200, Palatka, FL 32177.

Attendance at the pre-bid meeting is a mandatory requirement to be considered a ‘Responsive Bidder’.

PUBLIC BID OPENING

The County will conduct a Public bid/proposal opening on April 7, 2025. The meeting will be held at the Government Complex located at 2509 Crill Avenue, Suite 200, Palatka, FL 32177 immediately following the bid close at 2:00pm EST. The meeting is open to the public, bidders are welcome to attend but will not have the opportunity to speak.

4.0 Proposal Instructions

BOND (S)

BID BOND - Each Bid must be accompanied by a Bid Bond payable to the COUNTY for five percent (5%) of the total amount of the BID. As soon as the BID prices have been compared, the COUNTY will return the BONDS of all except the three lowest responsible BIDDERS. When the Agreement is executed, the Bonds of the two remaining unsuccessful BIDDERS will be returned. The BID BOND of the successful BIDDER will be retained until the payment BOND and the performance BOND have been executed and approved, after which it will be returned. A certified check may be used in lieu of a BID

BOND.

PERFORMANCE BOND in the amount of 100% of the CONTRACT PRICE, from a corporate surety approved by the COUNTY will be required.

PAYMENT BOND in the amount of 100% of the CONTRACT PRICE, from a corporate surety approved by the COUNTY will be required.

Attorneys-in-fact who sign BID BONDS, payment BONDS or performance BONDS must file with each BOND a current certified copy of their power of attorney.

If the successful bidder fails to execute and deliver the Agreement and furnish the required Bond(s) within ten

(10) days of the Notice of Award, the County may annul the Notice of Award and the Bid Bond of that Bidder will be forfeited.

These bonds shall remain in effect at least until one year after the date of final payment, except as otherwise provided by law. CONTRACTOR shall also furnish such other bonds as are required by the Supplementary Conditions. The expense of these Bonds shall be borne by the CONTRACTOR. If at any time a surety on any such Bond is declared bankrupt or loses its right to do business in the state in which the Work is to be performed or is removed from the list of Surety Companies accepted on Federal Bonds, the CONTRACTOR shall within ten (10) days after notice from the Owner to do so, substitute an acceptable Bond (or Bonds) in such mailto:Leigh.Doran@Putnam-FL.gov form and sum and signed by such other surety or sureties as may be satisfactory to the Owner. The premiums on such Bond shall be paid by the CONTRACTOR. No further payment shall be deemed due nor shall be made until the new surety or sureties shall have furnished an acceptable Bond to the Owner.

ERRORS AND OMMISSIONS

Bidders are expected to comply with the true intent of these bid specifications taken as a whole and shall not avail themselves of any errors or omissions to the detriment of the services. Should any bidder suspect any error, omission, or discrepancy in the specifications or instructions, the bidder shall immediately notify the Director of General Services in writing who will issue written instructions to be followed. Bidders are responsible for the contents of their proposal and for satisfying the requirements set forth in the bid specifications. Bidders must satisfy themselves of the accuracy of the estimated quantities in the BID Schedule by examination of the site and a review of the drawings and specifications including addenda. After BIDS have been submitted, the bidder shall not assert that there was a misunderstanding concerning the quantities of work or of the nature of the work to be done.

EQUIPMENT/MATERIALS/LABOR

IT WILL BE THE RESPONSIBILITY OF THE SUCCESSFUL PROPOSER TO SUPPLY ALL

MATERIALS, TOOLS, NECESSARY LABOR, ETC. FOR THE WORK TO BE PERFORMED AS

SPECIFIED.

INSURANCE

The “awarded” contractor shall furnish a current Certificate of Insurance to the County’s General Services Director prior to contract award / commencement of the work, as well as a copy of your GL policy endorsement (on the ISO Endorsement Schedule format attached) that ensures the County will be provided 30 days written notice if your policy lapses for any reason. This certificate must include the Bid Number and be effective for the term of the contract and any extension thereof. All insurance companies named on the certificate shall be licensed to do business in the State of Florida and have a minimum A.M. Best rating of A-. All policies must be written on a primary basis, non-contributory with any other insurance coverages or self-insurance of the County. Contractor shall obtain and maintain the minimum insurance coverages set forth below. By requiring such minimum insurance, County shall not be deemed or construed to have assessed the risk that may be applicable to Contractor under this contract. Contractor shall assess its own risks and, if it deems appropriate and/or prudent, maintain higher limits and/or broader coverages. The Contractor is not relieved of any liability or other obligations assumed or pursuant to the Contract by reason of its failure to obtain or maintain insurance in sufficient amounts, duration, or types. The insurance coverages stated below do not replace any surety bonds as required by contract.

Minimum Insurance Requirements Schedule Policy: Workers Compensation Coverage: WC Statutory Limits

Policy: Automobile Liability Coverage: $1,000,000 Combined Single Limit Each Accident

Policy: Comprehensive General Liability Insurance:

Coverage: $1,000,000 Each Occurrence $ 100,000 Fire Damage (Any One Fire) $ 5,000 Medical Payments (Any One Person) $1,000,000 Personal and Adv Injury

$2,000,000 General Aggregate $2,000,000 Products – Comp/OP Aggregate

LIQUIDATED DAMAGES: TIME IS OF THE ESSENSE

Each BIDDER is reminded that time is of the essence of this Agreement, and failure to complete the Work on time shall constitute a material breach of the Agreement, the basis for a determination of the default of the CONTRACTOR, and termination of the Agreement for cause. If the Contract/Bid Documents so indicate, an amount determined for liquidated damages at the rate specified shall be assessed against the successful BIDDER not complying with a stated delivery time or performance time.

MANDATORY REQUIREMENTS FOR RESPONSIVE BIDDERS

This section of the BID provides proposers with instructions concerning required information that must be submitted as part of their proposal. Failure to provide any of the required information or required documents or failure to arrange the proposal in accordance with these instructions may result in the proposal being rejected.

QUESTIONS

Questions concerning this Invitation to BID shall be directed to: Leigh Doran by email at:

Leigh.Doran@putnam-fl.gov and to no other person or department at the County.

5.0 Scope of Work Specifications

The County (‘Putnam County BOCC’ or the ‘County’) is seeking sealed bids from qualified contractors for South Putnam Drainage Improvements.

Before submitting a Bid, each Bidder should (a) examine the Bidding Documents…