Bid_25-19_Base_Materials.pdf

Putnam County Board of County Commissioners BID No. : 25-19 Bid Name: Base Materials - Fill Dirt, Lime Rock, Shell Rock, Sand–Clay

SPECIFICATIONS

FOR

BOARD OF COUNTY COMMISSIONERS

PUTNAM COUNTY, FLORIDA

BID No: BID 25-19 BID Name: Base Materials - Fill Dirt, Lime

Rock, Shell Rock, Sand–Clay

BID Due: July 22, 2025 @ 2:00pm EST

Table of Contents

Contents

CALL FOR BIDS

1.0 General Terms and Conditions

2.0 Contract Term

Initial Contract Term: August 12, 2025 – August 11, 2026

Renewal Term #1: August 12, 2026 – August 11, 2027

Renewal Term #2: August 12, 2027 – August 11, 2028

3.0 Schedule

4.0 Proposal Instructions

5.0 Scope of Work Specifications

6.0 Required Forms

PROPOSAL’S CHECKLIST

STATEMENT OF BIDDER’S QUALIFICATIONS

Bid Form

IRS W-9

NON-DISCRIMINATION IN EMPLOYMENT POLICY

Acknowledgement of Addenda

Public Entity Crimes

DRUG-FREE WORK PLACE CERTIFICATE

Hold Harmless and Indemnification Agreement

References

Legal Issues

CERTIFICATION REGARDING DEBARMENT, SUSPENSION,

AND OTHER RESPONSIBILITY MATTERS

NON-COLLUSION STATEMENT

EQUAL OPPORTUNITY/AFFIRMATIVE ACTION STATEMENT

STATEMENT OF NO RESPONSE

SAMPLE AGREEMENT FOR CONTRACTOR SERVICES

CALL FOR BIDS

The Putnam County Board of County Commissioners is requesting sealed bids for the purchase of base material, fill dirt, sand-clay, lime rock and/or shell rock, for the Putnam County Public Works Department and the Putnam County Sanitation Department.

Lime Rock, Sand-Clay, and Shell Rock must meet specifications as outlined in the Technical Specifications and Section 911 of the Latest Edition of the Florida Department of Transportation Standard Specification Book for Road & Bridge Construction. Material should not be ‘wet’ and should be stored with like quality FDOT certified stockpile.

Material Cost bid will be per ton – do not include delivery cost in this price Delivery cost will be per ton – do not include material cost in this price

Delivery includes delivery of materials to worksites throughout Putnam County. County pick up of material includes materials supplied and loaded by supplier at supplier’s material borrow pit location.

Bid Documents, Construction Specifications and Drawings are available online at:

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

Deadline for receipt of sealed bids has been set for 2:00 p.m., Tuesday, July 22, 2025. To be considered responsive, bidders shall deliver before 2:00 p.m. EST. on 7/03/2025 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. Sealed bids may be deliver 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.

Questions concerning the specifications may also be emailed to Leigh Doran, Procurement Supervisor, at leigh.doran@putnam-fl.gov. Answers to questions received will be posted online with the bid documents.

Questions must be received July 14, 2025 at 2:00 PM.

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: June 17, 2025

Bid No. 25-19 http://bids.putnam-fl.com/bids 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

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 07/22/2025 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. Vendor must indicate the bid number and description on the outside envelope.

PLACE FOR RECEIVING PROPOSALS

Bids may be mailed or hand delivered to:

Putnam County Board of County Commissioners c/o Leigh Doran 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 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 inquiries 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:

https://main.putnam-fl.com/?page_id=65#callforbidslink mailto:Leigh.Doran@putnam-fl.gov https://main.putnam-fl.com/?page_id=65#callforbidslink

Walk-in Pick Up:

c/o Leigh Doran 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 desire 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 Deputy County Administrator. 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 BID 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 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 BID, to waive any informality in proposals received, or to accept any item or group of items http://bids.putnam-fl.com/bids http://bids.putnam-fl.com/bids 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. 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 following 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 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 because 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 using social media such as Twitter, Facebook, My Space 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, any interest in the Proposer's firm or any of its branches or dealerships.

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.

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.

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. APPLICATION OF LOCAL PREFERENCE IS

PROHIBITED BY THE PROJECT’S FUNDING SOURCE.

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 5% retainage.

PERSONNEL

The 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.

Unauthorized Alien Workers The County will not intentionally award publicly funded contracts to any Contractor who knowingly employs unauthorized alien workers, constituting a violation of the employment provisions contained in 8 U.S.C. Section 1324a(e) [Section 274A(e) of the Immigration and Nationality Act(“INA”)]. The County shall consider employment by any Contractor of unauthorized aliens a violation of Section 274A(e) of the INA. Such violation by the Contractor of the employment provisions contained in Section 274A(e) of the INA shall be grounds for termination a contractual agreement involving the County.

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 Deputy County Administrator: Julianne Young, in writing, promptly after receipt. However, if the Firm desires to protest the BID 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 BID 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 the 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 the 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.

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 Procurement & Budget Supervisor 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 fabricateeligld 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.

mailto:PR-REQUESTS@PUTNAM-FL.COM

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.

This contract shall cover the period from date of award through April 11, 2023.

Putnam County BOCC has the option and reserves the right to extend the contract beyond the initial contract term for two (2) additional one (1) year periods by mutual consent of the parties.

Pricing is not adjustable during the initial contract term; after the initial term, and at each renewal option, if requested by the Contractor and agreed to by the county, the price will be increased by a mutually agreed upon amount based on, and not to exceed, the CPI of the previous year. The CPI of pervious year is defined as the revised Consumer Price Index, US City Average – ALL Urban Consumers – all items (1967 = 100) as published by the U.S. Department of Labor.

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

Initial Contract Term: August 12, 2025 – August 11, 2026 Renewal Term #1: August 12, 2026 – August 11, 2027 Renewal Term #2: August 12, 2027 – August 11, 2028

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 Tuesday, June 17, 2025 Written questions due by 2:00 pm Monday, July 14, 2025 *submit via email Leigh.Doran@putnam-fl.gov Proposals Due by 2:00 pm Tuesday, July 22, 2025 Public Opening of Proposals Tuesday, July 22, 2025 Intent to Award* Monday, July 28, 2025 Protest Period July 28, 2025 – July 31, 2025

*The Bid Award in 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 August 12, 2025.

Americans with Disabilities Act of 1990 If special accommodation is 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.

PUBLIC BID OPENING

The County will conduct a Public bid/proposal opening on Tuesday, July 22, 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.

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.

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 Procurement & Budget Supervisor 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.

mailto:Leigh.Doran@putnam-fl.gov mailto:Leigh.Doran@Putnam-FL.gov

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 Executive 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 coverage 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. The contractor shall assess its own risks and, if it deems appropriate and/or prudent, maintain higher limits and/or broader coverage. 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 coverage stated below does 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 $5,000,000 General Aggregate $2,000,000 Products – Comp/OP Aggregate

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 in the County.

mailto:leigh.doran@putnam-fl.gov

5.0 Scope of Work Specifications

The Putnam County Board of County Commissioners is requesting sealed bids for the purchase of base material, fill dirt, sand-clay, lime rock and/or shell rock, for the Putnam County Public Works Department and the Putnam County Sanitation Department.

Lime Rock, Sand-Clay, and Shell Rock must meet specifications as outlined in the Technical Specifications and Section 911 of the Latest Edition of the Florida Department of Transportation Standard Specification Book for Road & Bridge Construction. Material should not be ‘wet’ and should be stored with like quality FDOT certified stockpile.

Material Cost bid will be per ton – do not include delivery cost in this price Delivery cost will be per ton – do not include material cost in this price

Delivery includes delivery of materials to worksites throughout Putnam County. County pick up of material includes materials supplied and loaded by supplier at supplier’s material borrow pit location.

Area Descriptions:

Area 1 – Boundary The area included in this boundary is the Western Portion of Putnam County which is described as the area West of County Road #315 (see attached area map) Approximate quantity of material utilized in this area per year is 2,500 – 7,500 tons/year Minimum delivery quantity per order to one location would be approximately 18 tons.

Address: 145 West Washington St, Hawthorne, FL (Chesser Pit)

Area 2 – Boundary The area included in this boundary is the Central Portion of Putnam County which is described as the area East of County Road #315 and West of State Route 207A (see attached area map) Approximate quantity of material utilized in this area per year is 2,500 – 10,500 tons/year Minimum delivery quantity per order to one location would be approximately 18 tons Address: 461 SR207A, East Palatka, FL

Area 3 – Boundary The area included in this boundary is the Eastern Portion of Putnam County which is described as the area East of State Route 207A and east of the St Johns River (see attached area map).

Approximate quantity of material utilized in this area per year is 2,500 – 10,500 tons/year Minimum delivery quantity per order to one location would be approximately 18 tons ADDRESS: 1553 CR308, Crescent City, FL

Area 4 – Putnam County Landfill Approximate quantity of material utilized in this area per year is 2,500 – 10,500 tons/year Minimum delivery quantity per order to one location would be approximately 18 tons ADDRESS: 140 County Landfill Rd., Palatka, FL

QUALIFICATION OF BIDDERS

Each BIDDER shall be properly licensed, registered, and/or certified, as necessary or otherwise appropriate, by the State of Florida, Putnam County, and/or any municipality in Putnam County.

The COUNTY may make such investigations as deemed necessary to determine the ability of the BIDDER to perform the WORK, and the BIDDER shall furnish to the COUNTY all such information and data for this purpose as the COUNTY may request. The County reserves the right to reject any BID if the evidence submitted by, or investigation of, such BIDDER fails to satisfy the COUNTY that such BIDDER is properly qualified to carry out the obligations of the Agreement and to complete the WORK contemplated therein.

AWARD OF BID

County reserves the right to award to one or more bidders who best meet the need of the county.

6.0 Required Forms

PROPOSAL COVER SHEET

Proposer must complete all information requested on the PROPOSAL COVER SHEET. The Proposal Cover Sheet is to be the first page of the proposer’s response.

STATEMENT OF BIDDERS QUALIFICATIONS

BID FORM

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.

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 Performance Bond and Payment Bond 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.

NON-DISCRIMINATION IN EMPLOYMENT FORM

Putnam County does not discriminate against any person in its programs, activities, policies or procedures on the basis of race, ethnicity, color, national origin, marital status, religion, age, gender, sex, pregnancy, sexual orientation, gender identity, genetic information, disability, or veteran status.

ADDENDA ACKNOWLEDGEMENT FORM

If any addendums are issued, the proposer must acknowledge compliance with the addendum by submitting a signed copy of the addendum in this section. This form will be issued as part of the addendum process, if any addendums are issued. If no addendums are issued, this section only needs to be acknowledged as “none received”.

PUBLIC ENTITY CRIMES FORM

Conviction for a public entity crime may not submit an RFP on a contract to provide any goods or services to a public entity, may not submit a RFP on a contract with a public entity for the construction or repair of a public building or public work, may not submit RFPs 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 A person or affiliate who has been placed on the convicted vendor list following amount provided in S.287.017 for category two for a period of 36 months from the date of being placed on the convicted vendor list, as per State of Florida Statute 287.133 (2) (a). The proposer must acknowledge compliance with this statute and its intent.

DRUG-FREE WORKPLACE CERTIFICATION

Whenever two or more bids which are equal with respect to price, quality, and service are received for the procurement of commodities or contractual services, pursuant to Section 287.087, Florida Statutes, a bid received from a business that certifies that it has implemented a Drug-Free Work Place Program shall be given preference in the award process.

INDEMNIFICATION AGREEMENT

The consultant, contractor, lessee, or vendor agrees to indemnify, defend and hold harmless Putnam County BOCC, its officers, employees, agents and other representatives, individually and collectively from an against any and all claims, losses, etc. arising from injury to persons or damage to property as a result of an act or omission of the consultant, contractor, lessee, or vendor. For purposes hereof, claims / liabilities shall mean, but are not limited to, any losses, damages (including loss of use), expenses, demands, claims, suits, proceedings, liabilities, judgments, deficiencies, assessments, actions, investigations, penalties, interest or obligations (including court costs, costs of preparation and investigation, reasonable attorneys’, accountants’ and other professional advisors’ fees and associated expenses), whether suit is instituted or not and, if instituted, at all tribunal levels and whether raised by the Parties hereto or a third party, incurred or suffered by the County Indemnities or any of them arising directly or indirectly from, in connection with, or as a result of (a) any false or inaccurate representation or warranty made by or on behalf of the Contractor in or pursuant to this BID and the Agreement; (b) any disputes, actions, or other Liabilities arising with respect to, or in connection with, compliance by the County with any Public Records laws (as hereinafter defined) with respect to the Contractor’s documents and materials; (c) any dispute, actions, or other liabilities arising in connection with the Contractor, the Contractor’s subcontractors, or their respective agents or employees or representatives otherwise sustained or incurred on or about the Premises; (d) any act or omission of, or default or breach in the performance of any of the covenants or agreements made by the Contractor in or pursuant to this BID or the Contract executed in connection with this BID; and (e) any services provided by the Contractor, its employees, agents, or authorized representatives in connection with the performance of the Contract executed for this BID. This indemnification shall survive termination of the BID and the contract executed in connection with the BID.

The Contractor must acknowledge acceptance of the entire Indemnification Agreement.

REFERENCES

Provide a list of clients, preferably public or governmental organizations, for which you have provided a similar service. List should include reference name, address, telephone number, contact person, and a description of the service provided. In addition, the County reserves the right to contact current or former clients of the proposer not provided as part of the proposal.

Please provide a minimum of three references and a maximum of five.

LEGAL ISSUSE

The proposer must indicate if there are any:

Suits or proceedings pending, or to the knowledge of the proposer, threatened in any court or before any regulatory commission or other administrative governmental agency against or affecting the proposer or the instructors to be used in providing the Services, which, if adversely determined, will have a material adverse effect on the ability of the proposer or any of its instructors to perform their obligations as stated in their response.

A. The proposer is not in default under any instrument or agreement to which it is a party or by which it or any of its properties or assets may be bound, or in violation of any applicable laws, which default or violation may reasonably be expected to have a material adverse effect on the financial condition of the proposer.

If there are no issues in these areas, please respond that there are no pending or threatened suits or defaults.

*Additional Information

• If Applicable

Proposal Forms to Follow this Page

Bid Name: Base Materials – Fill Dirt, Lime Rock, Shell Rock, Sand–Clay

PROPOSAL’S CHECKLIST

THIS CHECKLIST IS FOR THE CONVENIENCE OF THE COMPANY SUBMITTING A PROPOSAL AND MAY BE USED TO ENSURE THAT SECTIONS OF THE ITB/RFP/PROPOSAL ARE PROPERLY COMPLETED AND

RETURNED. THIS FORM (PROPOSER’S CHECKLIST) IS FOR YOUR USE AND IS NOT REQUIRED.

Required one (1) original hard copy, (1) one duplicate copies and provide one (1) USB drive that contains “all” of your documentation included in the original bid in a pdf format of each of the following:

Proposal Cover Sheet

_____ Statement of Bidder’s Qualifications

Bid Form

____ W-9

Non-Discrimination in Employment Form

Addendum Acknowledgement

Public Entity Crimes Form

Drug-Free Work Place Certification

Hold Harmless and Indemnification Agreement

References

Legal Issues

Copy of License(s)

*Additional information

PROPOSAL COVER SHEET

ANTI-COLLUSION STATEMENT: The Bidder by signing and submitting a bid has "not" divulged to, discussed or compared his/her bid with any other Bidders and has not colluded with any other Bidders or parties to a bid whatsoever. (NOTE: Including there have been No premiums, rebates or gratuities paid or permitted either with, prior to, or after any delivery or personal contact. Any such violation will result in the cancellation of award of any resulting contract from this bid and the Bidder being debarred for not less than three (3) years of doing business with the County.)

Failure to sign this form may result in your proposal being deemed as “Non Responsive”.

LEGAL NAME OF BIDDER:

TAX ID NUMBER:

MINORITY BUSINESS ENTERPRISE

TYPE & NUMBER: (if applicable):

MAILING ADDRESS:

CITY, STATE, ZIP CODE:

TELEPHONE NUMBER:

BY: SIGNATURE (Manual):

BY: SIGNATURE (Typed):

TITLE:

PHONE NO:

FAX NO.:

E-MAIL ADDRESS: (if available)

STATEMENT OF BIDDER’S QUALIFICATIONS

All questions must be answered and the data given must be clear and comprehensive. If necessary, questions may be answered on separate attached sheets. The Bidder may submit any additional information he desires.

1. Name of Bidder.

2. Permanent main office address.

3. Copy of licenses required to perform work.

4. When organized.

5. How many years have you been engaged in the contracting business under your present firm of trade name? (minimum requirement of two years)

6. Contracts on hand: (Schedule these, showing amount of each contract and the appropriate anticipated dates of completion).

7. Have you ever failed to complete any work awarded to you?

8. Have you defaulted on a contract?

9. List the more important projects recently completed by your company, stating the approximate cost for each, and the month and year completed.

10. List your major equipment available for this project.

11. Experience in construction work similar in importance to this project.

12. Background and experience of the principal members of your organizations, including the officers.

13. Credit available: $ .

14. Give bank reference.

15. Will you, upon request, fill out a detailed financial statement and furnish any other information that may be required by the County?

16. The undersigned hereby authorizes and requests any person, firm, or corporation to furnish any information requested by the County in verification of the recitals comprising this Statement of Bidder’s Qualifications.

Bidder Date

Bid Form Project: Base Materials and Fill Dirt Supplier

To: The Board of County Commissioners Putnam County, Florida

Date Submitted: ______________________________, 2025

BID PROPOSAL OF

Full Legal Company Name

Mailing Address Telephone Number Email Address

Bidders: Having become familiar with requirements of the work, and having carefully examined the Bidding Documents and Specifications entitled: Bid No: 25-19 – Base Materials and Fill Dirt Supplier in Putnam County, Florida, the undersigned proposes to furnish all materials, labor and equipment, supervision and all other requirements necessary to comply with the Contract Documents.

Note: Any and all fees, charges, and cost associated with performing the required services must be included in the total price submitted below.

Price for Material Only (Do not include cost of delivery)

Fill Dirt $____________per ton Lime Rock $____________per ton Shell Rock $____________per ton Sand-Clay $____________per ton

Delivery Price ONLY (Do not include cost of material) Fill Dirt

Area 1 Area 2 Area 3 Area 4 $____________per ton $____________per ton $____________per ton $____________per ton

Lime Rock Area 1 Area 2 Area 3 Area 4

$____________per ton $____________per ton $____________per ton $____________per ton Shell Rock

Area 1 Area 2 Area 3 Area 4 $____________per ton $____________per ton $____________per ton $____________per ton

Sand-Clay Area 1 Area 2 Area 3 Area 4

$____________per ton $____________per ton $____________per ton $____________per ton

Volume Discounts

Material (Fill Dirt, Shell, Lime Rock, Sand- Clay)

Tonnage Price Per Ton

1 $ 2 $ 3 $ 4 $

AWARD OF BID

County reserves the right to award to one or more bidders who best meet the need of the County.

BY: __________________________________TITLE:_________________________________

INSTRUCTIONS FOR W-9 FORM: IRS W-9

Contractors can obtain the W-9 Form and Instructions by visiting: http://www.irs.gov/pub/irs-pdf/fw9.pdfThe

W-9 form is requested to be completed and returned with your RFP proposal submittal:

http://www.irs.gov/pub/irs-pdf/fw9.pdf

NON-DISCRIMINATION IN EMPLOYMENT POLICY

(Section 301, Executive Order 10925, March 6, 1961, 26 FR 1977 as amended by Executive Order 11114, June

22, 1963, 28 FR 6485)

"During the performance of this contract the contractor agrees as follows:

"(1) The contractor will not discriminate against any employee or applicant for employment because of race, creed, color, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment, without regard to their race, creed, color, or national origin. Such action shall include, but not be limited, to the following: employment, upgrading, demotion or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the contracting officer setting forth the provisions of this non-discrimination clause.

"(2) The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor; state that all qualified applicants will receive consideration for employment without regard to race, creed, color or national origin.

"(3) The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer advising the said labor union or workers' representative of the contractor's commitments under this section, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

"(4) The contractor will comply with all provisions of Executive Order No. 10925 of March 6, 1961, as amended, and of the rules, regulations, and relevant orders of the President's Committee on Equal Employment Opportunity created thereby.

"(5) The contractor will furnish all information and reports required by Executive Order No. 10925 of March 6, 1961, as amended, and by the rules, regulations, and orders of the said Committee, or pursuant…