City_Hall_3rd_Floor_Renovations.pdf

INVITATION TO BID (ITB)

2026-135

CITY HALL 3RD FLOOR RENOVATIONS

City of St. Cloud

1300 9th Street

St. Cloud, FL 34769

RELEASE DATE: October 4, 2026

DEADLINE FOR QUESTIONS: October 23, 2026

RESPONSE DEADLINE: November 5, 2026, 10:00 am

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/stcloud

City of St. Cloud

INVITATION TO BID (ITB)

City Hall 3rd Floor Renovations

I. Introduction II. Advertisement to Bids

III. Instructions to Bidders IV. Minimum Qualifications V. Scope of Work

VI. Pricing Proposal VII. Proposal Forms

VIII. General Terms and Conditions IX. Federal Requirements

Attachments:

A - City_Hall_3rd_Floor_Attachments

B - City_Hall_3rd_Floor_Plans

C - City_Hall_3rd_Floor_Plans_(Plumbing,_Fire_Sprinkler,_and_Power)

Invitation To Bid (ITB) #2026-135 Title: City Hall 3rd Floor Renovations

1. Introduction

1.1. Summary

It is the intent of this solicitation to engage one qualified contractor to provide renovation services for the City of St. Cloud City Manager's Department located on the third floor of the City of St. Cloud City

Hall Building located at 1300 9th Street, St. Cloud, Florida 34769. These services include the City Clerk's storage room being converted to a break room and a conference room. Improvements include, but are not limited to, new flooring, painting, electrical, cabinets, and carpentry. The City Attorney/City Clerk's area will have a new wall installed and a door removed. Improvements include, but are not limited to, painting, electrical, and carpentry.

1.2. Background

The City of St. Cloud is a community of approximately 82,000 residents, covering approximately 36 square miles in Osceola County, located in Central Florida. To obtain general information about the City of St. Cloud, access www.stcloudfl.gov.

1.3. Contact Information

Torrell Cherry

Procurement Specialist

1300 9th Street torrell.cherry@stcloudfl.gov

(407) 957-7191

1.4. Timeline

Release Project Date: October 4, 2026

Pre-Bid Meeting (Mandatory): October 13, 2026, 10:00am

City Hall - 3rd Floor, 1300 Ninth Street St. Cloud, FL 34769

Question Submission Deadline: October 23, 2026, 5:00pm

Proposal Submission Deadline: November 5, 2026, 10:00am https://www.stcloudfl.gov/

1.5. Additional Project Informaiton

Project Funded: General Fund

Estimated Project Cost: 80,000

Pre-Bid Meeting: Yes

Time of Substantial Completion: TBD

Bid Bond Required: No

Liquidated Damages: No

Warranty Required: Yes

Performance Bond Required: No

2. Advertisement to Bids

The City of St. Cloud is seeking competitive bids for the following:

INVITATION TO BID (ITB) NO.2026-135

City Hall 3rd Floor Renovations

TO BE CONSIDERED, BIDS MUST BE ELECTRONICALLY SUBMITTED THROUGH

https://procurement.opengov.com/portal/stcloud

BID OPENING WILL BE Thursday, November 5, 2026 AT 10:00 am LOCAL TIME

VIA A VIRTUAL TEAMS MEETING

Bid documents and specifications are available online via the City’s e-Procurement Portal (“Portal”) at https://procurement.opengov.com/portal/stcloud. Bids shall be according to the specifications, terms and conditions, and shall be on the forms provided. A Mandatory Pre-Bid Conference will be held on

Tuesday, October 13, 2026 at 10:00 am local time at City Hall - 3rd Floor, 1300 Ninth Street St. Cloud, FL 34769. A follow-up site visit may be scheduled, if necessary, for those who attended the mandatory

Pre-Bid Meeting. Bids shall be submitted electronically prior to the specified date and time. Bids will be opened and publicly read aloud via a virtual meeting, on the above appointed date and time. All questions shall be addressed in writing and sent via the Portal’s Questions and Answers tab. The deadline for submitting questions is 5:00 pm, Friday, October 23, 2026. Questions will not be accepted if received after this date and time.

Submission of a bid/proposal/submittal shall constitute an acknowledgement by the Bidder that he/she has thoroughly examined and is familiar with the Invitation to Bid (ITB). The failure or neglect of a Bidder to examine the Invitation to Bid (ITB) shall in no way relieve him/her of any obligations with respect to either his/her bid or the Invitation to Bid (ITB). No claim for additional compensation will be allowed which is based upon a lack of knowledge of the Invitation to Bid (ITB). Questions and/or information requests will be answered in an addendum after the deadline, which will be available from Procurement

Services and posted on the City's Portal. It is the bidder’s responsibility to verify whether any addenda have been issued and verify receipt of addenda on below to ensure any addenda are received in order to submit a responsible and responsive offer. Uploading an incomplete document may deem the offer non-responsive, causing rejection.

Bidder shall assume full responsibility for timely electronic submission for receipt of bids. Bids received after the time and date for receipt of bids will not be accepted.

Prohibited Communications

Potential bidders shall not communicate in any way with the consultants, elected or appointed officials, City Manager or any City staff, other than Procurement Services personnel, from the time of bid advertisement through and including bid award, except during scheduled pre-bid meetings. Such communication shall result in disqualification.

Bidder acknowledges any executed document submitted electronically or digitally shall be considered an original.

The City of St. Cloud reserves the right to reject any and all bids or part thereof and/or to waive any and all irregularities in any bid.

3. Instructions to Bidders

3.1. PUBLIC RECORD STATEMENT

By submitting a proposal to the City of St. Cloud, each Bidder acknowledges and understands that the

City of St. Cloud is a public agency subject to Chapter 119 Florida Statutes (“Public Records Law”) and all responses are deemed a public record and open to public scrutiny. Any Proposal document the Bidder submits will be a public record when the City of St. Cloud provides notice of an intended decision or 30 days after opening the bids, proposals, or final replies, whichever is earlier. Trade Secrets, certain background financial information, and other items, may constitute exemptions to disclosure under the

Public Records law. Bidder expressly understands records associated with this project are public records and agrees to comply with Florida’s Public Records Law, to include:

1. Keep and maintain public records that ordinarily and necessarily would be required by the City in order to perform the services contemplated herein.

2. Provide the public with access to public records on the same terms and conditions that the City would provide the records and at a cost that does not exceed the cost provided in this Florida’s Public Records law or as otherwise provided by law.

3. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law.

4. Meet all requirements for retaining public records and transfers, at no cost, to the City, all public records in possession of the Bidder upon termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the City.

5. IF BIDDER HAS QUESTIONS REGARDING THE APPLICATION

OF CHAPTER 119, FLORIDA STATUTES, TO THE CONTRACTOR'S

DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS

CONTRACT, CONTRACTOR SHALL CONTACT THE CITY'S

CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK'S OFFICE,

1300 9TH STREET, ST. CLOUD, FLORIDA 34769, TELEPHONE

407-957-7300, EMAIL cityclerk@stcloudfl.gov.

3.2. ACKNOWLEDGEMENT

1. Submission of a bid/proposal shall constitute an acknowledgement by the Bidder and certifies that they have thoroughly examined and is familiar with the Invitation to Bid. The failure or neglect of the

Bidder to examine the ITB shall in no way relieve him/her of any obligations with respect to either his/her bid or the ITB. No claim for additional compensation will be allowed which is based upon a lack of knowledge of the Invitation to Bid.

2. The selected Bidder shall comply with all Federal and State requirements.

3. All proposals must be confirmed by an authorized signer of the firm. Obligations assumed by such confirmation must be fulfilled.

4. Alternate bids will not be considered unless they are specifically called for in this solicitation.

5. From the issue date of this solicitation until a selection decision is made, no unauthorized contact related to this solicitation will be allowed between a Bidder, their employees or subcontractors and any elected or appointed officials, City Manager or any City staff, with the exception of the Procurement

Services Department. Any unauthorized contact will disqualify the Bidder from further consideration.

6. Any protest shall be in accordance with the City of St. Cloud Procurement Policy.

7. The selected Bidder agrees to provide, within ten (10) calendar days from the notice of award, insurance requirements in accordance to the requirements in the terms and conditions specified in this

ITB. All policies shall be subject to approval by the City of St. Cloud, and issued by companies authorized by the State of Florida’s Department of Insurance to conduct business in the State of Florida.

8. The selected Bidder agrees that it and its subcontractors have a Drug-Free Workplace Program that complies with Florida §§ 287.087. Refer to required forms.

9. The selected Bidder shall submit only one proposal/bid in response to this solicitation, and shall have no financial interest in other entities submitted proposals/bid responses for the same solicitation.

10. Neither the selected Bidder, nor its affiliates, nor anyone associated with them shall have any potential conflict interest due to any other clients, contracts, business relationships or property interests for this solicitation packet’s scope of work.

11. No member of the selected Bidder’s ownership, management, or staff shall have a vested interest in any of the City, nor any business or other relationship with any of the City’s employees, officers, directors, or elected officials, that creates a conflict of interest or the appearance of a conflict of interest. All Bidders/Proposers must disclose with their Bid/Proposal the name of any officer, director, or agent, who is also an employee of the City. Further, all Bidders/Proposers must disclose the name of any City employee who owns, directly or indirectly, any interest in the Bidder’s/Proposer’s firm or any of its branches. The Award hereunder is subject to provisions of State Statutes and City Ordinance.

12. No member of the selected Bidder’s ownership or management is presently applying for an employee position or actively seeking an appointment with the City.

13. The selected Bidder, or authorized signatory, shall provide written notice to the City in the event that a conflict of interest is identified at any time.

14. The vendor shall comply with Federal requirements per 2 Code of Federal Regulations (CFR) Part

200, Uniform Guidance, and any subsequent revisions and updates.

3.3. REQUEST FOR ADDITIONAL INFORMATION

The respondent shall furnish such additional information as the City of St. Cloud may reasonably require.

This includes information which indicates financial resources as well as ability to provide the services.

The City reserves the right to make investigations of the qualifications of the respondent as it deems appropriate, including but not limited to, a background investigation.

3.4. ECONOMY OF PREPARATION

Submittals should be prepared simply and economically, providing a straightforward, concise description of the respondent’s ability to fulfill the requirements.

3.5. PROPRIETARY INFORMATION

In accordance with Chapter 119 of the Florida Statutes (Public Record Law) and except as may be provided by other applicable State and Federal Law, all respondents should be aware that the Invitation to Bid and the responses are in the public domain. However, the respondents are requested to identify specifically any information contained in their submittals which they consider confidential and which they believe to be exempt from disclosure, citing specifically the applicable exempting law. All bids/proposals received from respondents in response to this Invitation to Bid will become the property of the City of St. Cloud and will not be returned to the respondents. In the event of award, all documentation produced as part of the contract will become the exclusive property of the City, unless otherwise specified in the contract.

3.6. INFORMATION

Bidders shall prepare submittals in accordance with the requirements of these Instructions to Bidders.

Not preparing a submittal, in accordance with such instructions, implies that the Bidder does not intend to comply with all the proposed contract conditions. Such submittals will be considered irregular and may be rejected.

The City of St. Cloud will receive submittals through the OpenGov portal for goods, equipment, materials, and related services set forth in the included specifications and documents.

3.7. COMMON TERMS

The City of St. Cloud and Bidders (the parties) agree that the following phrases each shall have the meaning provided here and may be used interchangeably:

1. “Bidder(s)”, “Supplier(s)”, and “Proposer(s)” shall mean the organization, party, person, firm, company, corporation, partnership, joint venture, or other type of entity responding to this solicitation.

2. “Solicitation” shall mean, “Request for Proposal(s)”, “RFP”, “Request for Qualifications”, “RFQ”, “Request for Quote”, “QUO”, “Invitation to Bid”, “ITB”, “Solicitation Package” or, “Solicitation Packet”, to which the Bidder is responding.

3. “Bid(s)”, “Proposal(s)”, “Submittal(s)”or “Quote(s)” shall mean the documents formally submitted to the City of St. Cloud by each of the Bidders responding to this solicitation packet.

3.8. ELECTRONIC SUBMITTAL OF BID

Bidders shall submit Bids in accordance with the instructions and schedule included in the solicitation containing these specifications and documents.

A. To ensure correct Bid formatting, Bidders shall:

1. Submit Bids electronically through procurement.opengov.com.

2. Upload files only in MS Word (.doc or .docx), Excel (.xls or .xlsx), and PowerPoint (.ppt or

.pptx); Adobe Portable Document Format (.pdf).

3. Enable printing on files submitted.

4. Clearly identify the Solicitation Number, Name, Submission Date, and Bidder Name on the

Response Cover Page.

5. Separate and identify each part of the submission (i.e. document type, form type, content type) with a divider/separation page.

6. Contact OpenGov technical support at procurement-support@opengov.com , if technical difficulties arise during bid/proposal submission.

7. Follow all instructions outlined in this solicitation and provide all requested information.

Bidder shall assume full responsibility for timely electronic submission through procurement.opengov.com for receipt of bids. Bids received after the time and date for receipt of bids will not be accepted.

3.9. ALTERNATE BIDS

Alternate bids will not be considered unless they are specifically called for in this solicitation.

3.10. WITHDRAWAL

Bidders may withdraw, alter, and resubmit their Bids at any time prior to the Bid due date and time. Bids may not be withdrawn, altered, or resubmitted after the Bid due date and time. The City of St. Cloud may request clarifications and additional information after bid/proposal submission.

3.11. MINORITY/WOMEN BUSINESS ENTERPRISES (M/WBE)

The City of St. Cloud encourages the full and equitable participation of Minority and Women Business

Enterprises (M/WBE) in the procurement of goods and services.

3.12. BID/PROPOSAL PREPARATION COSTS

The City of St. Cloud shall not compensate any bidder for preparation of responses to this solicitation.

3.13. SUBSTITUTIONS (IF APPLICABLE)

The City of St. Cloud is seeking bids/proposals that meet all technical and commercial requirements as outlined in this solicitation. The materials, products and equipment described in this solicitation packet establish a standard of required function, dimension, appearance and quality to be met by any proposed mailto:procurement-support@opengov.com substitution. Should any Bidder/Proposer desire to use products other than those specified, Bidder/Proposer shall request permission to do so via the portal at least fifteen (15) days prior to bidding, providing all necessary data. If a Bidder/Proposer is unable to obtain written approval of a proposed substitution prior to the date, Bidder/Proposer shall base their bid on the exact item specified.

The permission, if granted, will be communicated by Addendum to all bidders.

3.14. CLARIFICATIONS

If a prospective Bidder has doubt as to the true meaning of any part of the solicitation, they may submit a written request for clarification via the Portal's Question and Answer section; verbal requests will not be accepted. The Bidder should reference the Solicitation section heading on any clarification requests.

Failure of the Bidder to request information or make inquiries will not relieve them of any responsibility to perform under the terms of any contract awarded for the work in accordance with subsequent clarifications.

The City of St. Cloud shall issue an addendum to all Bidders, via the Portal, following the deadline for questions.

3.15. LOCAL CONDITIONS

Each Bidder shall have thorough knowledge of conditions, factors, and scope of work, which would affect the execution and completion of the requested work. If required, site visits may be held the day of the Pre-Response Conference.

Bidders shall investigate properly and consider all such factors in the preparation of every Bid/Proposal submitted. The City of St. Cloud shall not permit claims for financial adjustment based on the lack of prior information or its effect on the cost of the work.

3.16. SOLICITATION OPENING

The City of St. Cloud shall open Bids electronically via the Portal on the due date.

3.17. SOLICITATION SCHEDULE

The City of St. Cloud shall adhere to the stated schedule during the solicitation process, unless a change notice is issued to the Bidders via a written addendum. The City of St. Cloud reserves the right to postpone the date and time announced for the opening of Bids at any time.

3.18. BID ACCEPTANCE AND REJECTION

The City of St. Cloud reserves the right to accept or reject any and/or all Bids/Proposals, with or without cause, when in the best interest of the City. The City also reserves the right to withdraw all or part of this request at any time in order to protect the City’s interest. The City reserves the right to reject any bid/proposal found to be non-responsive, vague, non-conforming, or irresponsible. The City of St. Cloud reserves the right to make such investigation as it deems necessary to make this determination.

Additional information shall be provided by the Vendor if requested by the City. Such information may include, but shall not be limited to, current financial statements, verification of availability of equipment and personnel, and past performance goals. The City reserves the right to negotiate modifications to bids/proposals that it deems acceptable, reject any and all bids/proposals, and to waive irregularities in the procedure if, in the City’s judgment, it will best serve the City’s interests. The desire of the City of St.

Cloud to pursue bids/proposals shall in no way obligate the City to execute a contract with proposer(s).

3.19. BID EVALUATION CRITERIA

The City of St. Cloud reserves the right to consider historic information and facts, whether gained from the Bidder’s submittal, pre-bid conference, references, and/or other sources during evaluation process.

The City of St. Cloud may conduct such investigations to assist with the evaluation of any Bid/Proposal.

The investigation also serves to establish the Bidders’/Proposers', subcontractors’, and other related entities’ responsibility, qualifications, and financial ability to fulfill the Bid requirements to the City’s satisfaction, within the prescribed time. The Bidder/Proposer solely is responsible to submit information required by the solicitation. The City of St. Cloud is under no obligation to solicit such information.

Failure of the Bidder/Proposer to submit required information may result in disqualification of bid/proposal.

3.20. CANCELLATION

Prior to the final execution of a Contract or full Notice to Proceed, the City of St. Cloud reserves the right to rescind said award without prior notice to Bidders/Proposers. In addition, the City of St. Cloud may reject all Bids, reissue the solicitation packet, or re-award the contract.

3.21. CONTRACT AND EXECUTION

“Contract” shall mean the solicitation documents as defined and listed herein, advertisement, instructions to bidders, bid form, bid bond, contract agreement, payment and performance bonds, general and special conditions, and specifications, together with all addenda and supplemental agreements. The selected Bidder/Proposer shall execute the necessary contractual forms and return the executed forms within ten (10) business days of receipt of forms for execution.

3.22. AWARD

The City of St. Cloud Procurement Services Department will present the selected firm to the City Council for approval or rejection of all or some categories of submittals when necessary.

3.23. TAXES, PERMITS, AND LICENSES

The Bidder’s/Proposer's attention is directed to the General Terms and Conditions and the Florida

Statutes regarding taxes, permits, and licenses. It shall be the Bidder’s/Proposer's responsibility to determine the applicable taxes, permits, and licenses. If the Bidder/Proposer has doubt as to whether or not a tax, permit, or license is applicable, they shall state in their bid/proposal whether this item has been included in their bid/proposal price and the amount of the applicable tax, permit, or license in question.

3.24. ERRORS AND OMISSIONS

Any or all bids will be rejected if there is reason to believe that collusion exists among the

Bidders/Proposers and no participants in such collusion will be considered in future solicitations.

Bids/Proposals in which the prices obviously are unbalanced will be rejected.

Falsification of any entry made on the Contractor's bid will be deemed a material irregularity and will be grounds, at the Owner's option, for rejection.

The Owner reserves the right to reject any or all bids, to waive technicalities, and to reject the bid of a

Bidder/Proposer who is not in a position to perform the contract.

3.25. AWARD OF CONTRACT

Bidders/Proposers or their authorized representatives are expected to be fully informed as to their conditions, requirements and specifications before submitting bids/proposals; failure to do so will be at the Bidder’s/Proposer's own risk.

3.26. BID PROTEST

Any actual or prospective Bidder, Proposer, Submitter, or Contractor who is aggrieved in connection with a solicitation or award of a bid or agreement may protest in accordance with the appeal process in the City of St. Cloud's Procurement Policy.

4. Minimum Qualifications

In order for a Bid to be considered by the City, Bidders shall demonstrate, in their proposals, compliance with the following minimum requirements:

A. Bidder must present evidence with the bid that they are currently registered with or hold an unexpired State of Florida Construction Industry Licensing Board Registered License, or a

General Contractor’s License in accordance with Chapter 489, Florida Statutes, and meet all local licensing requirements.

B. The awarded CONTRACTOR must demonstrate a minimum of five (5) years' experience performing renovation work, to include but not be limited to, painting, drywall repair, electrical work, and millwork.

5. Scope of Work

5.1. Overview

• The City of St. Cloud is requesting bids from qualified contractors for interior improvements to the City of St. Cloud City Manager's Department. The Contractor shall furnish all labor, supervision, materials, equipment, tools, permits, inspections, transportation, demolition, disposal, and incidentals necessary to complete the City Manager's Office Interior Space

Reconfiguration in a complete, functional, code-compliant, and workmanlike manner.

• The project consists of two primary room conversions and associated office-area reconfiguration: conversion of the existing file storage room into the new conference room;

conversion of the existing conference room into the new breakroom; and construction and modification of partitions, door openings, fire protection system, electrical, lighting, and access-control components within the adjacent office/hallway area as indicated by the City, including removal of existing Door A-351, infill of the existing door opening with new wall construction, and patching, finishing, and painting of the affected wall surfaces to match existing adjacent finishes.

5.2. Site Verification and Existing Conditions

• Bidders shall visit the site and thoroughly investigate existing conditions prior to submitting a bid. The Contractor shall field verify dimensions, wall construction, ceiling conditions, flooring, doors and frames, electrical systems, plumbing, fire protection, life-safety systems, communications, and all other conditions that may affect the work. Include all demolition, relocation, installation, reconnection, patching, finishing, testing, and incidental work reasonably necessary to provide complete and functional spaces. Notify the City in writing of unforeseen conditions that may affect cost or schedule before proceeding with affected work.

5.3. Permits, Inspections, and Code Compliance

• Obtain all permits required for the work, coordinate required inspections, and comply with applicable Florida Building Code requirements and all other federal, state, and local codes and regulations. Correct deficiencies attributable to the Contractor's work prior to final acceptance.

• For permitting, the Contractor shall prepare and provide the drawings, sketches, or other documentation necessary for permit review. Signed and sealed architectural drawings are not anticipated to be required because no structural work is anticipated; however, all submitted documents remain subject to applicable City review and code requirements. City of St. Cloud permit fees will be waived for this City project.

5.4. Protection and Coordination

• Protect existing furniture, equipment, records, flooring, walls, doors, ceilings, finishes, and building systems scheduled to remain. Provide dust barriers, floor protection, and other measures necessary to protect occupied areas. Coordinate work with the City to minimize disruption to building operations.

• Work is preferred during evenings and weekends to minimize disruption to City operations.

Work may be performed during normal business hours when it can be completed with minimal disruption. Work involving excessive noise, extended disruption, or impacts to normal City operations shall be coordinated with the City Project Manager in advance and may be required to occur after normal business hours or on weekends.

• HVAC replacement and associated mechanical work are being performed under a separate project and are not included in this Scope of Work. Coordinate the interior reconfiguration with existing and/or separately contracted HVAC work. Do not modify, relocate, disconnect, or interfere with HVAC equipment, ductwork, controls, diffusers, or return-air components without prior coordination and authorization from the City.

• No modification to the existing air-conditioning system serving the current storage room/new conference room is included in this Scope of Work.

5.5. Existing File Storage Room to New Conference Room

• Convert the existing file storage room into a finished conference room. Work includes door and frame work, new carpet, conference table power, television relocation, electrical/media provisions, and all associated ceiling, life-safety, painting, patching, and finish restoration.

1. Demolition and Room Preparation:

a. The City will remove existing shelving, file storage components, hardware, and stored contents in advance of construction. Remove designated non-load-bearing partitions as required by the approved layout. Remove existing flooring as necessary and prepare substrates for new finishes. Protect existing building components designated to remain and patch and restore all surfaces exposed or damaged by demolition.

b. The City will also remove the existing filing-system tracking components and associated plywood within the current storage room prior to construction.

2. Doors, Frames, and Openings:

a. The existing door entering the current storage room/new conference room shall remain in place and shall be protected during construction.

b. Existing doors, frames, and hardware specifically designated for removal by this Scope of Work, including Door A-351, shall be carefully removed and evaluated for reuse where practical. Protect and store reusable components for potential installation at a new opening as approved by the City. Existing doors not specifically identified for removal shall remain in place and be protected. Provide all framing, blocking, anchors, hardware modifications, adjustments, touch-up, and related work required for complete door and opening installations. Where reuse is not practical due to condition, dimensions, code requirements, or incompatibility, provide new components matching existing doors, frames, hardware, color, and finish as closely as commercially available.

Do not dispose of potentially reusable doors, frames, or hardware without City authorization.

3. Conference Room Flooring:

a. Furnish and install new commercial-grade carpet throughout the new conference room.

Carpet shall be similar to the existing carpet within the City Manager administrative area in overall color scheme, pattern, appearance, and commercial quality so the new room coordinates with the existing wall paint and surrounding office finishes. Provide carpet wall base with appropriate finished trim. Provide all substrate preparation, patching, leveling, adhesive, transitions, accessories, and compatible commercial carpet wall base required for a complete installation. Submit carpet samples to the City for approval prior to procurement.

4. Conference Table Floor Electrical Boxes/Electrical Receptacles:

a. Provide two (2) commercial quad electrical floor boxes centered beneath the planned conference table and spaced appropriately so both boxes remain within the final table footprint. Coordinate final locations with the City and final table placement prior to rough-in, floor cutting, or installation. Install floor boxes flush with the finished floor and position them to minimize exposed cords across walking surfaces. Provide covers, receptacles, conduit, wiring, grounding, circuiting, fittings, supports, and all associated materials required for complete and functional installations. Verify adequate circuit capacity and test all new electrical work.

b. Original building structural plans/as-built drawings will be made available for reference.

Prior to cutting or coring the existing floor for the conference table floor boxes, the

Contractor shall review the available documents and existing conditions and determine the appropriate means and methods, including whether X-ray, GPR scanning, or other investigation is required.

c. In addition to the two (2) floor boxes, provide a minimum of eight (8) electrical receptacles within the new conference room. Coordinate and verify final receptacle locations with the City prior to rough-in and installation. Provide all required boxes, conduit, wiring, circuiting, cover plates, grounding, and associated components for complete and code-compliant installations.

5. Existing Television Relocation:

a. Carefully remove the existing wall-mounted television and mounting hardware from the existing conference room and relocate/reinstall the television on the designated wall within the new conference room. Reuse the existing mounting bracket where serviceable and compatible. Center the television and mounting assembly on the designated wall unless otherwise directed by the City. Provide required wall blocking/reinforcement. Provide electrical receptacle(s) at approximately 6'-0" above finished floor (AFF), coordinated with the final television mounting height so connections are concealed behind the television. Provide a recessed in-wall media box and appropriate low-voltage/media pathway, including conduit/pathway with pull string for data, HDMI, audiovisual, or other communications cabling as required. Coordinate final television height, power, and media locations with the City prior to rough-in. Patch and restore the former television location, including abandoned mounting holes, anchors, electrical/media openings, and affected wall finishes.

b. The relocated television media box/location shall include a data connection in addition to the required power and media provisions.

6. Conference Room Finishes:

a. Provide and install two (2) new 4-foot LED light fixtures in the existing storage room/new conference room. The fixtures shall be controlled by a dedicated wall switch located at the room entrance. Include all required wiring, connections, supports, switching, and associated electrical work for a complete installation.

b. Patch and prepare all existing and new wall surfaces within the new conference room.

Repair holes, fastener locations, abandoned penetrations, surface damage, and other imperfections resulting from demolition and construction. Prime as required and paint all walls within the new conference room in their entirety, from corner to corner and from floor/base to ceiling. Final paint color and sheen shall be verified with and approved by the City Facilities Manager prior to application. Repair or replace ceiling tiles, ceiling grid, base, trim, and other finishes disturbed by construction. Replacement materials shall match existing adjacent materials as closely as commercially available.

5.6. Existing Conference Room to New Breakroom

• Convert the existing conference room into a functional employee breakroom. Work includes new commercial cabinetry, countertop and backsplash, sink and plumbing, refrigerator provisions, countertop stovetop/oven provisions, relocation of the existing 220V receptacle, additional electrical work, commercial-grade laminate plank flooring, vinyl cove base, and all associated ceiling, life-safety, painting, patching, and finish restoration.

1. Demolition and Preparation:

a. Remove or relocate existing conference room furniture, equipment, wall-mounted items, and finishes as directed by the City. Prepare walls, floor, ceiling, and building systems for the new breakroom layout. Protect existing finishes and components designated to remain.

2. Cabinetry:

a. Furnish and install new commercial-quality base cabinetry at locations designated by the City. Provide cabinet boxes and doors, finished end panels, fillers, toe kicks, hardware, trim, supports, blocking, and accessories necessary for a complete installation. Cabinet layout shall accommodate the sink, refrigerator, countertop appliances, and required storage. Cabinets shall be level, plumb, securely installed, and properly supported. Submit cabinet finish samples to the City for approval prior to procurement.

3. Countertop and Backsplash:

a. Furnish and install commercial-grade laminate countertops suitable for employee breakroom use. Provide sink cutout, finished edges, seams, supports, fillers, and accessories. Provide an appropriate durable, cleanable backsplash at the countertop/sink area. Countertop and backsplash finishes shall coordinate with the cabinetry, new breakroom flooring, and existing office finish palette. Final countertop color and finish shall be coordinated with and approved by the City prior to installation.

Submit finish samples to the City prior to procurement.

4. Sink and Plumbing:

a. Existing plumbing is present on the opposite side of the wall serving the proposed new breakroom. The Contractor shall field verify the existing plumbing location, capacity, and suitability prior to making connections.

b. Furnish and install a new sink and faucet. Provide hot and cold water supply connections, sanitary waste and vent connections as required, accessible shutoff valves, traps, piping, fittings, supports, and accessories necessary for a complete installation.

Connect to existing building systems and test for proper operation and leaks. Repair and restore surfaces affected by plumbing work.

5. Refrigerator Provisions:

a. Provide infrastructure necessary for installation and operation of the refrigerator at the designated location. Provide a dedicated electrical circuit and receptacle as required by the anticipated appliance load and manufacturer's requirements. Provide a dedicated cold-water supply line and accessible shutoff valve for an ice maker and/or water dispenser. Coordinate connections with the final appliance and cabinet layout so they do not interfere with installation, operation, or maintenance.

6. Stovetop/Oven and Existing 220V Receptacle:

a. Provide electrical infrastructure required for the countertop stovetop/oven equipment.

Relocate the existing 220V receptacle to the left side of the wall at the location identified during the field walkthrough. Extend or modify the existing dedicated circuit as required and provide conductors, conduit, boxes, receptacle, cover plate, grounding, fittings, supports, and associated components. Final receptacle type, voltage, circuit size, and location shall comply with the selected appliance manufacturer's requirements and applicable code. Properly abandon the former receptacle location and patch and finish the wall to match surrounding construction.

b. The warming oven is anticipated to be located approximately within the left one-third of the back wall. Final placement shall be coordinated with the City during construction based on field conditions, available utilities, clearances, and installation feasibility. The

City is flexible on the exact final location. Any exhaust requirement applicable to the selected equipment shall be identified and coordinated before installation.

7. Additional Breakroom Electrical:

a. Provide additional receptacles as required for normal breakroom use and as directed by the City. Coordinate receptacles with the countertop, cabinetry, sink, refrigerator, and countertop appliances. Provide GFCI protection where required and test all new and modified electrical installations.

8. Commercial Laminate Flooring:

a. Remove existing carpet/flooring and prepare the substrate. Furnish and install commercial-grade laminate plank flooring throughout the new breakroom. Flooring shall be rated for commercial/high-traffic use, water-resistant, and suitable for routine spills and cleaning associated with breakroom use. Peel-and-stick tile, VCT, sheet vinyl, and residential-grade flooring shall not be accepted. Provide all manufacturer-required underlayment, moisture protection where applicable, substrate preparation, leveling, transitions, reducers, edge treatments, and accessories. Submit flooring samples to the

City for approval prior to procurement.

9. Vinyl Cove Base:

a. Provide 4-inch commercial-grade vinyl cove base, or industry-standard commercial equivalent, throughout the new breakroom. Base shall be continuous at exposed walls and appropriately terminated at cabinetry, door openings, and flooring transitions.

Color shall coordinate with the selected laminate flooring and surrounding finishes.

10. Breakroom Painting and Finishes:

a. Patch and prepare all existing and new wall surfaces within the new breakroom. Repair holes, fastener locations, abandoned penetrations, surface damage, and other imperfections resulting from demolition, electrical, plumbing, cabinetry, and other construction activities. Prime as required and paint all walls within the new breakroom in their entirety, from corner to corner and from floor/base to ceiling. Final paint color and sheen shall be verified with and approved by the City Facilities Manager prior to application. Repair or replace ceiling tiles, ceiling grid, trim, and other finishes disturbed by construction. Replacement materials shall match existing adjacent materials as closely as commercially available.

5.7. Adjacent Office/Hallway Reconfiguration

• Provide the additional interior reconfiguration work within the adjacent office and storage areas as indicated by the City. Work includes construction of a new partition wall within the existing office area, creation/modification of the required door opening, relocation of the existing access-control pad, installation and modification of electrical receptacles and lighting, and associated patching and finish restoration. Work also includes removal of existing Door A-351 located within the adjacent closet/storage room and infill of the existing door opening with new wall construction to match the existing adjacent wall assembly. Patch, finish, and paint affected surfaces to provide a complete and uniform appearance.

1. New Partitions and Wall Modifications:

a. Construct new interior partition walls at the locations identified by the City to create separation between the existing office areas and establish the revised hallway/office configuration. The new partition wall shall extend from the finished floor to the existing drop ceiling and shall not extend above the drop ceiling. Provide metal framing, gypsum board, insulation where required, blocking, fasteners, sealants, and all accessories necessary for a complete installation. Remove the designated portion of the existing wall where shown in the field photo callouts. The existing structural column behind/adjacent to this wall shall remain in place and shall be protected from damage.

Patch and finish all adjacent wall and ceiling surfaces disturbed by the work.

2. New Door Opening:

a. Provide a new door and frame at the location identified by the City within the newly reconfigured office area. Provide framing, header, blocking, anchors, hardware, trim, and all associated components required for a complete, code-compliant installation.

New door, frame, hardware, color, and finish shall match the existing office doors as closely as commercially available unless an existing approved door assembly is reused.

Coordinate final swing and hardware requirements with the City prior to installation.

3. Door A-351 Removal and Wall Infill:

a. Remove existing Door A-351, including the door, frame, hardware, and associated trim.

The existing door shall be carefully removed, salvaged, protected, and repurposed for installation as the new entrance to the office space once the new hallway/partition configuration is constructed. Do not dispose of the existing door. Reuse of the frame and hardware shall be coordinated with the City based on condition and compatibility.

Close and infill the former Door A-351 opening to create a continuous finished wall.

Provide framing, gypsum board, insulation where required, blocking, fasteners, joint treatment, base, and other materials necessary to match the existing adjacent wall construction. Patch, prepare, prime, and paint the entire affected wall from corner to corner so the former opening is not visibly apparent and the completed wall matches the existing surrounding finish.

4. Access-Control Pad Relocation:

a. Carefully remove and relocate the existing access-control pad/card reader from its current location to the new wall at the location identified by the City. Extend or reroute associated low-voltage wiring, conduit, back boxes, power, and communications as required for a complete and functional installation. Coordinate the relocation with the

City and the City’s access-control/security representative prior to rough-in. Test the relocated device and confirm proper operation prior to final acceptance. Patch and finish the former device location.

5. Electrical Receptacles:

a. Provide new electrical receptacles along the new partition walls within the reconfigured office area. Field verify final quantity and locations with the City prior to rough-in and space receptacles appropriately for normal office use and furniture placement. Provide boxes, receptacles, cover plates, conduit, conductors, grounding, circuiting, fittings, supports, and all associated materials required for complete installations. Verify available circuit capacity and test all new electrical work.

6. Lighting and Switching:

a. Provide LED lighting within the newly created/reconfigured office space and modify existing lighting as necessary to provide complete and appropriate illumination for the revised layout. Provide dedicated wall switching for the reconfigured space, preferably located adjacent to the new entrance door, subject to field verification and code requirements. Field verify the lighting serving the newly created hallway. Where the revised wall configuration separates the hallway lighting from the existing office lighting controls, provide or modify switching/circuiting as required so the hallway can be properly controlled independently. Coordinate final lighting and switch locations with the City prior to installation.

7. Office/Hallway Finishes:

a. For hallway painting, the City will provide the paint required to match the existing hallway color and finish. The Contractor shall provide all labor, surface preparation, protection, and application.

b. Patch and prepare all new and disturbed wall and ceiling surfaces resulting from the office/hallway reconfiguration. Prime as required and paint new walls and affected existing walls to match the adjacent existing color and sheen. Where localized painting would remain visibly apparent, extend painting to the nearest natural break or corner.

Repair or replace disturbed ceiling tiles, ceiling grid, wall base, trim, flooring transitions, and other finishes to match existing adjacent materials as closely as commercially available.

5.8. Fire Protection and Line Safety

• Field verify existing life-safety systems affected by the revised layouts. Relocate or modify fire sprinkler heads, fire alarm devices, smoke detection devices, notification appliances, emergency lighting, exit/egress signage, fire extinguishers, and other affected life-safety equipment as required.

• The Contractor shall provide sufficient drawings and/or sketches depicting the proposed work to the City Project Manager for routing to the appropriate City reviewing officials. The Contractor is responsible for compliance with all applicable fire and life-safety requirements, including required sprinkler modifications, exit signage, emergency lighting, and other life-safety components. The City Fire Official and other applicable City officials will review the submitted information as required.

• Maintain required fire and life-safety protection throughout construction. Ensure completed configurations maintain compliant egress paths, required clearances, accessibility, and life-safety coverage

5.9. Finish Matching and City Approval

• The design intent is for the renovated spaces to appear consistent with the existing City

Manager Office rather than introducing an unrelated finish scheme. New visible materials shall coordinate with existing wall paint, carpet, base, doors/frames, ceiling system, furniture/cabinetry, and the overall neutral office finish palette.

1. Paint: Final color and sheen for both rooms shall be verified with and approved by the City

Facilities Manager.

2. Conference Room Carpet: Commercial-grade carpet similar to and coordinated with the existing carpet color scheme and wall finishes.

3. Breakroom Flooring: Commercial-grade laminate plank flooring coordinated with existing office colors and adjacent finishes.

4. Cabinetry and Countertop: Coordinate with each other and the existing office environment.

5. Vinyl Base: Coordinate with the selected breakroom flooring and adjacent finishes.

• Prior to procurement of visible finish materials, submit representative samples of conference room carpet, breakroom laminate flooring, vinyl base, cabinet finish, countertop/backsplash finish, and other significant visible finish materials requested by the City. Final selections are subject to City approval

5.10. Patching and Restoration

• Patch and restore all surfaces disturbed by demolition, relocation, or new construction, including walls/drywall, door openings, ceiling grid and tiles, flooring, wall base, electrical penetrations, plumbing penetrations, former television mounting locations, removed device locations, trim, and other affected surfaces.

• Finished work shall not contain exposed abandoned penetrations, unfinished patches, unnecessary surface-mounted wiring, visible fasteners, or damaged finishes. Completed work shall provide a clean, continuous, professional appearance consistent with surrounding existing construction.

5.11. Cleanup, Testing, Warranty, and Closeout

• Remove construction debris, surplus materials, packaging, temporary barriers, and protective materials. Clean affected rooms and leave renovated areas ready for City occupancy.

• Test all new and modified electrical, plumbing, fire/life-safety, and other building systems affected by this Scope of Work. Complete required inspections and correct deficiencies attributable to the Contractor's work prior to final acceptance.

• Provide applicable product information, warranties, and closeout documentation. Warrant workmanship and installed materials for a minimum of one (1) year from final acceptance unless a longer manufacturer's warranty applies.

• No additional work, materials, services, or costs shall be performed or incurred without prior written authorization from the City.

6. Pricing Proposal

Line Item Description Quantity Unit of

Measure Unit Cost Total

1 City Hall 3rd Floor Renovations 1 LS

TOTAL

7. Proposal Forms

7.1. Entity Name / DBA:*

*Response required

7.2.