Construction_of_the_Washington_Street_Roadway_Improvements_FPID_NO._447711-1-54-01_(Addendum_#1_Revision).pdf

City of New Smyrna Beach

210 Sams Avenue New Smyrna Beach, FL 32168 https://www.cityofnsb.com/

ITB 04-26-ENG

CONSTRUCTION OF THE WASHINGTON STREET ROADWAY

IMPROVEMENTS FPID NO. 447711-1-54-01

RELEASE DATE: October 16, 2026 DEADLINE FOR QUESTIONS: November 11, 2026 RESPONSE DEADLINE: January 13, 2027, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://procurement.opengov.com/portal/cityofnsb https://procurement.opengov.com/portal/cityofnsb?status=all

City of New Smyrna Beach

ITB 04-26-ENG

Construction of the Washington Street Roadway Improvements FPID

NO. 447711-1-54-01

I. Public Notice II. Introduction

III. Due Dates IV. General Definitions V. Project Specific: Roadway Improvements

VI. Project Specific: Underground Electric Conversion VII. Minimum Qualifications

VIII. Insurance Requirements IX. Total Bid Proposal X. Information for Bidders

XI. Terms and Conditions XII. Contractor Specific

XIII. Required Responses

Attachments:

A - Public Records B - Required Documentation and City Forms C - Draft Contract D - Required Insurance E - 44771115401-Washington Street-10-13-2026 - S&S Adobe Valid 10-21-26 F - Washington St OH to UG Construction Plans NSBU

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I. Public Notice

I.A Public Notice

The City of New Smyrna Beach, Florida, is soliciting 04-26-ENG, Construction of the Washington Street Roadway Improvements FPID NO. 447711-1-54-01 to select a qualified Contractor for the proposed roadway, drainage, utilities, and streetscape improvements as well as extensive overhead to underground electric conversion from primary connection points to customer service. This project involves renovating a section of Washington Street between US 1 (N. Dixie Freeway) and Riverside Drive in New Smyrna Beach, for approximately 1,766 LF.

The improvements consist of roadway milling & re-surfacing along Washington Street and adjacent side streets crossings, new stormwater inlets and pipes, 7-foot wide sidewalks on both sides with ADA curb ramps, re-constructed driveways for residential and businesses, curb & gutter sections, signage & striping, street lighting, landscaping and streetscape items to enhance the corridor appeal. One traffic loop (Volusia County) must be reconstructed on the west end at the US 1 (N. Dixie Freeway) intersection. Additional parallel parking spaces will be added at the east end of the project, near the intersection of Riverside Drive. Utilities work to include construction of approximately 2,135 linear feet of 8" water main, 180 linear feet of 10" water main, removing the overhead power and communication lines, and installing power and communication conduits underground along Washington Street. There will also be extensive electrical work to underground existing overhead distribution that includes removing approximately 2,000' of existing overhead 23kV distribution line utilizing wood poles, including secondary, service drops and all equipment. Underground work will install 7 pad mounted transformers, 7,500' of conduit, 5,000' of I/0 primary conductor, 3,000' of 350MCM secondary conductor, 1000' of 4/0 Conductor, one three phase sectionalizing enclosure, secondary pedestals, and pullboxes. Overhead work will install 4 in-line distribution poles with fuses and primary risers and one overhead transformer and span secondary to service an existing roadway light.

The work will be performed within the existing right-of-way on Washington Street and easements acquired for electrical improvements. The City has executed permanent Easements and Right-of-entry (ROE) agreements for construction access with the adjacent property owners, allowing for minor grading to secure slope tie-downs and back-of-sidewalk drainage pipes at two locations. The Contractor’s implementation of Maintenance of Traffic (MOT) phasing will be critical during the construction to minimize impact on existing residents and local traffic. Washington Street corridor is one of two major connector roads to the beachside community and serves as a hurricane evacuation route. The other is State Road 44 to the South.

The City has retained the services of a consultant to perform CEI services to oversee the day-to-day operations, resolve field issues, perform utility inspections, approve MOT operations and general compliance with the contract documents, where NSBU will be inspecting the electric improvements associated with the underground conversion including transformers, conductors, 3 | P a g e sectionalizing enclosure, pedestals and other components. The electrical inspection will be provided by New Smyrna Beach Utilities (NSBU) internal staff.

Sealed Proposals shall be received via the City's eProcurement Portal found at https://procurement.opengov.com/portal/cityofnsb. Proposals received after the designated time will not be allowed on the City's e-Procurement Portal.

II. Introduction

Thank you in advance for your interest in doing business with the City of New Smyrna Beach.

If you are interested in preparing a response to this solicitation, please read the bid package in its entirety prior to submitting a bid response. Your response is considered a binding offer to perform in the manner described in the bid response and shall remain a firm offer for a period of ninety (90) days from public opening.

All Bidders are advised that under Chapter 119, Florida Statutes, all responses to this solicitation are deemed a public record and are open to the public as provided for in said Statute.

The successful Bidder(s) must demonstrate in their submittal to be the lowest, most responsible and responsive Bidder which best meets the specifications and serves the overall needs of the city. Bids should be prepared in accordance with the instructions herein, and all bid prices should be thoroughly rechecked. Failure to provide the response in the manner prescribed herein may be grounds for disqualification of the submittal. The city reserves the right to waive any and all technicalities, formalities and to reject any or all bid submittals or to re-advertise for bid submittals for these commodities/services. The city may withdraw all or part of this ITB at any time to protect the interests of the city.

The awarded Contractor must be registered with the Florida Department of State and licensed to do business in the State of Florida.

II.A Summary

The City of New Smyrna Beach, in conjunction with New Smyrna Beach Utility (NSBU), is seeking sealed bids from qualified and licensed Contractors for the Construction of the Washington Street Roadway Improvements FPID NO. 447711-1-54-01. Additional information is provided in Section IV of this document.

All required documents shall be completed and submitted through the City's eProcurement Portal.

II.B Background

The city spans an area of 41.6 square miles and serves a population of approximately 33,402. It is located off of Florida’s East Coast, in the County of Volusia, just north of Cape Canaveral with

4 | P a g e easy access to both Interstate 95 and Interstate 4. The City’s fiscal year begins on October 1st and ends on September 30th.

The city was established in 1887 with the adoption of its first charter, which was subsequently replaced by the present charter through Chapter 224.08, Special Acts of Florida, 1943.

The legislative branch of the city is composed of an elected five-member City Commission consisting of the mayor and four commissioners. The City Commission is governed by the City Charter, as well as state and local laws and regulations. The City Commission is responsible for the establishment and adoption of policy. The execution of such a policy is the responsibility of the Commission-appointed City Manager.

More detailed information on the government can be found in City of New Smyrna’s Comprehensive Annual Financial Report (CAFR). This report may be viewed on https://www.cityofnsb.com/105/Financial-Reports.

II.C Contact Information

Janet Vivian Purchasing Agent 210 Sams Avenue New Smyrna Beach, FL 32168 Email: jvivian@cityofnsb.com Phone: (386) 410-2600 Ext: 2654 Department:

Purchasing

II.D Timeline

All dates are tentative. The City reserves the right to change scheduled dates.

Issue Invitation to Bid Notice October 16, 2026

Pre-Bid Meeting (Non-Mandatory) October 29, 2026, 11:00am In Person: City of New Smyrna Beach Commission Chambers 214 Sams Avenue New Smyrna Beach, Florida 32168

Deadline for Written Questions November 11, 2026, 5:00pm

Deadline for Posting Addenda December 11, 2026

Bid Due Date January 13, 2027, 2:00pm https://www.cityofnsb.com/105/Financial-Reports mailto:jvivian@cityofnsb.com tel:(386)410-2600;ext=2654

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Bid Opening (Non-Mandatory) January 13, 2027, 3:00pm Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/255559673 97740?p=lbxXkLU0MwP2OKv6Va Meeting ID: 255 559 673 977 40 Passcode: d5mz7Hb9 or dial in by phone: 786-636-1338 Phone conference ID: 915 854 33#

Recommendation to the Commission February 9, 2027

III. Due Dates

III.A Prebid Meeting

There is a non-mandatory pre-bid meeting scheduled for 11:00 am on Thursday, October 29, 2026. The meeting will be held in the City of New Smyrna Beach Commission Chambers located at 214 Sams Avenue, New Smyrna Beach, Florida 32168.

Attendance is strongly encouraged to understand the requirements of the Scope of Work.

III.B Due Date for Questions

To ensure fair consideration for all parties, the city prohibits communication to or with any department, division, employee, or city representative from the issuance date of this solicitation until the City’s final action. Unauthorized contact regarding this solicitation with any employee, and/or elected city officials of the City of New Smyrna Beach other than purchasing may result in disqualification from this procurement process of the contacting individual/firm submittal.

All questions related to this solicitation shall be submitted in writing via the OpenGov Question/Answer Tab via the City's e-Procurement portal, on or before 5:00 pm on Wednesday, November 11, 2026. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly.

When asking questions, be sure to enter each question separately.

Bidders must clearly understand that the only official answer or position of the City shall be the one stated in writing by the City.

https://teams.microsoft.com/meet/25555967397740?p=lbxXkLU0MwP2OKv6Va https://teams.microsoft.com/meet/25555967397740?p=lbxXkLU0MwP2OKv6Va

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All responses to questions will be in the form of an addendum that will be posted on OpenGov.

Bidders are required to acknowledge receipt of the posted addendums, if any, by signing a posted addendum and submitting a signed copy with a submitted bid.

It is the responsibility of the prospective respondents to check OpenGov for addendum(s) and other important information pertaining to this solicitation. The City reserves the right to make a written request for additional information from a Contractor/Vendor to assist in understanding or clarifying a Bid Proposal. The responses are to be provided in writing.

The City is not responsible for the content of any public solicitation package received through any 3rd party bid service or any source not listed above. It is the sole responsibility of the contractor to ensure the completeness of the documents received from any 3rd party. The city is not responsible for errors and omissions occurring in the transmission or downloading of any specifications from our or any website.

III.C Due Date for Bids

Electronic bids shall be received prior to 2:00 pm on Wednesday, January 13, 2027 via the City’s e-Procurement Portal.

Submittals will not be permitted or accepted after this date and time. There is no expressed or implied obligation for the City of New Smyrna Beach to reimburse responding bidders for any expenses incurred in preparing a response to this solicitation.

Contact OpenGov technical support at support@opengov.com if technical difficulties arise during bid submission.

Received bids are subject to the conditions specified herein and on any attached sheets, specifications, special conditions, or vendor notes.

The city is not responsible for the failure of a Bidder or the Bidder’s agent to submit responses in a timely manner. Bid submittals by email, telephone or fax shall be rejected as non-responsive.

III.D Bid Opening

Electronic bids will be opened at 3:00 pm on Wednesday, January 13, 2027.

Microsoft Teams meeting, Join: https://teams.microsoft.com/meet/25472021347138?p=pJsKayoVSFCPrhycYN Meeting ID: 254 720 213 471 38 Passcode: Gk2tB7Lf or dial by phone: 786-636-1338 Phone conference ID: 656 220 470# https://teams.microsoft.com/meet/25472021347138?p=pJsKayoVSFCPrhycYN

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IV. General Definitions

The following is a list of definitions for common purchasing terms. These terms are defined to provide a common understanding. Terms "Consultant", “Contractor”, “Company”, “Firm”, “Corporation”, “Business”, “Proposer,” “Respondent”, and/or “Vendor,” are used interchangeably within solicitations and are in reference to the person or entity submitting a response to a solicitation.

A complete, comprehensive reference guide for public purchasing terms and concepts can be found on the National Institute Government Purchasing (NIGP) website.

IV.A Definitions

Agreement: An understanding, usually in writing, between two or more competent parties, under which one party agrees to certain performance as defined in the agreement and the second party agrees to compensation for the performance rendered in accordance with the conditions of the agreement. Agreements and contracts are sometimes used synonymously.

Bid: A quotation of price for commodity or service in response to an invitation to offer a price for commodity or service. These quotations may be formal or informal as defined herein.

CCNA: Consultants Competitive Negotiation Act. Services Florida Statute 287.055. Professional services provided by Engineers, Surveyors, Architects and Landscape Architects.

City: City of New Smyrna Beach.

Claims and Notices: A notice is defined to be information rendered by either party to the other upon a condition becoming known pursuant to the following requirements. All claims, requests, substitutions, changes, notices, delays, and all other forms of notices or claims by the Contractor to the Owner must be in writing and promptly presented to the City Manager or designee. If none is so made, it is irrefutably presumed not to have been given by the contractor to the Owner.

Competitive Sealed Bids: The receipt of one or more sealed bids or proposals submitted by responsive and qualified bidders or offerors.

Construction: The process of utilizing labor to build, alter, repair, improve, or demolish any structure, building or public improvement; generally, does not apply to routine maintenance, repair, or operation of existing real property.

Consultant: A person or company that possesses unique qualifications that allow them to perform specialized advisory services, usually for a fee.

Contract: The agreement executed by the Owner and the Contractor covering the work to be performed and including all Contract Documents.

Contractor: A person or firm who contracts to sell commodities or contractual services to the City.

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Debarment: 1. Prohibits a seller or contractor from bidding on future requirements for cause for a certain period of time. 2. A sanction brought against a seller whereby they may not engage in future procurement actions. 3. To exclude or shut out of future solicitations and contracting opportunities.

Drawings: The drawings listed and described in the Contract Documents.

Engineer: For this project, reference to the Engineer shall refer to City Engineer, Kyle Fegley or his designee.

Evaluation Committee: A committee established to conduct an evaluation of proposals, interviews, and negotiations during the solicitation process for a specific product or service.

Usually composed of representatives from the functional area identified in the solicitation. May also be described as a Review Committee.

Firm: A partnership or business unit of two or more persons not recognized as a corporation.

Formal Bid: A written quotation of price for a commodity or service submitted in response to a written invitation or legal advertisement to offer a price for said commodity or service. Such quotations are submitted in a sealed envelope and opened at a specified time and place. Also known as a Solicitation.

Informality or Waiver: The act of disregarding minor informalities, errors, or technical nonconformance in the bid or proposal that will not adversely affect the competition or prejudice one bidder in favor of another.

Owner: City of New Smyrna Beach

Professional Services: Services within the scope of the practice of architecture, professional engineering, landscape architecture, or registered surveying and mapping, as defined by the laws of the state, or those performed by any architect, professional engineer, landscape architect, or registered surveyor and mapper in connection with his or her professional employment or practice. Florida Statute 287.055.

Projects: The entire construction, installation or work to be performed as set forth in the Contract Documents.

Protest: A written objection by an interested party to a solicitation or award of a contract with the intention of receiving a remedial result.

Request for Proposals/Qualifications: A written request for proposals or qualifications from interested vendors and service providers that may or may not ask for pricing information. Also known as an RFP or RFQ.

Specifications: A clear, complete, and accurate statement of the technical requirements descriptive of an item and if applicable, the procedure to be followed to determine if the requirements have been met.

Subcontractor: Any person, firm or corporation other than the Contractor supplying material or labor for work at the site of the project. Such person or firm has contractual relations with the Contractor, but not with the Owner.

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Sunbiz: Sunbiz.org is a web site for companies to register to transact business in the State of Florida. It is run by the Florida Department of State, Division of Corporations.

Sunshine Law: A law that requires public disclosure of a government act. Laws that require state and local agencies to conduct their business in the sunshine. In 1992, Florida voters reaffirmed the right to open government by approving an amendment adoption Article 1, [section] 24(6) of the Florida Constitution, which "grant[ed] constitutional status to the public's right of access to all levels of government." Many other states have also adopted similar laws. Public officials have a duty to conduct meetings in the sunshine. They also have a duty to protect the trade secrets of the suppliers with whom they do business.

Surety: Any person, firm or corporation that has executed as Surety.

Vendor: A person or entity that provides goods and/or services, usually for low-cost, low-risk, and short-term engagements.

V. Project Specific: Roadway Improvements

V.A Project Description

The City of New Smyrna Beach, Florida is soliciting 04-26-ENG, Construction of the Washington Street Roadway Improvements FPID NO. 447711-1-54-01 to select a qualified Contractor for the proposed roadway, drainage, utilities, and streetscape improvements. This project involves renovating a section of Washington Street between US 1 (N. Dixie Freeway) and Riverside Drive in New Smyrna Beach limits for approximately 1,766 LF.

The improvements consist of roadway milling & resurfacing along Washington Street and adjacent side streets, new stormwater inlets and pipes, 7-foot wide sidewalks on both sides with ADA curb ramps, driveway reconstruction for residential and businesses, curb & gutter, signage & striping, street lighting, landscaping and streetscape items to enhance the corridor appeal. One traffic loop (Volusia County) must be reconstructed on the west end at the US 1 (N.

Dixie Freeway) intersection. Additional parallel parking spaces will be added at the east end of the project, near the intersection of Riverview Drive. Utilities work to include construction of approximately 2,135 linear feet of 8" water main, 180 linear feet of 10" water main, removing the overhead power and communication lines, and installing power and communication conduits underground along Washington Street.

The work will be performed within the existing Washington Street right-of-way. The City has executed permanent Easements and Right-of-entry (ROE) agreements for construction access with the adjacent property owners, allowing for minor grading to secure slope tie-downs and back of sidewalk drainage pipes at two locations. The Contractor’s implementation of Maintenance of Traffic (MOT) phasing will be critical during construction to minimize the impact on existing residents and local traffic. Washington Street corridor is one of two major connector roads to the beachside community and serves as a hurricane evacuation route. The other is State Road 44 to the South.

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V.B Scope of Work

The Contractor will be responsible for construction of the proposed roadway improvements in accordance with latest FDOT Standard Plans Indexes and Roads & Bridge Specifications, MUTCD & ATSSA guidelines, for MOT, material testing, drainage improvements, maintaining stormwater pollution prevention devices, pavement markings & signage, site restoration work, and NSBU Utilities Standards.

The Contractor will also be required to provide administrative services including reports with ongoing project schedule updates, adherence to all agency permit conditions included within the bid documents, secure and coordinate all laydown/storage areas needed to facilitate deliveries and extended storage of materials, setup utility accounts and pay for temporary water/electric services, obtain and pay for City permits, either perform or retain a Geotechnical Engineer for vibration monitoring, submit all required FDOT documents within the specifications, submit and attain shop drawing approval for all roadway and utilities components, abide by OSHA requirements for construction workers, and provide close out documentation such as record drawings and certification of completion.

V.C Commencement of Work

The bidder agrees to commence work within TEN (10) CALENDAR DAYS after the date of the Notice to Proceed letter and shall complete the work within FOUR HUNDRED FIVE (405) DAYS thereafter.

The City understands that lead times are becoming an issue throughout the construction industry. Consideration for extensions will be made for documented delays on purchase orders and substantiated lead time provided by suppliers.

V.D Drawings

Drawings are provided in the Attachment Section of this document and are incorporated by reference to the awarded agreement, which contains technical specifications for the work to be completed, in addition to drawings and other terms and conditions with which Contractor shall comply.

The general character and scope of the work are illustrated by the drawings titled as follows:

04-26-ENG, Construction of the Washington Street Roadway Improvements FPID NO. 447711-1- 54-01

CITY OF NEW SMYRNA BEACH, FLORIDA

Checking of Drawings and Dimensions:

A. The Contractor shall check all drawings and specifications immediately upon their receipt and shall promptly notify the Owner, in writing, of any discrepancies.

B. The Contractor shall compare all drawings and verify the figures before laying out the work and shall be responsible for any errors, which might have been reasonably avoided thereby. When the type of equipment selected affects dimensions on the drawings, the

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Contractor shall adjust such dimensions as conditions may require to achieve the intent of the bid specifications.

Copies of Drawings and Specifications Furnished: The Owner shall furnish to the Contractor an electronic file of drawings and specifications necessary for the execution of the work. One complete set of all drawings and specifications shall be maintained at the job site and shall be available to the Engineer at all times.

V.E Changes

Compliance with Specifications and Drawings: All specifications and drawings and terms of the Contract shall be strictly complied with by the Contractor except as specifically provided in these Contract Documents.

Changes in the Work:

A. The Owner, without invalidating the Contract, may order extra work or make changes by altering, adding to, or deducting from the work. If applicable, the Contract total amount will be adjusted accordingly. All such work shall be executed under the conditions of the original Contract except that any claim for extensions of time caused thereby shall be adjusted at the time of ordering such changes.

B. The value of any such extra work or change shall be determined in one or more of the following ways: (a) by contract unit prices or (b) by the actual cost of the extra work including revenue.

C. As a result of the preceding requirements, a Change Order shall be prepared in a form to be approved by the Owner.

The value of the extra work or change shall be determined at the time that the Change Order is authorized and agreed upon. In the event that the Change Order is of such nature as to fall under a Contract unit price, the Contract unit price shall be the value of such extra work, whether representing a deletion, or an addition, and method (b) or (c) shall be employed only if there is not an applicable Contract unit price. To the cost under (c), there shall be added a fixed fee to be agreed upon, but not to exceed fifteen percent (15%) of the actual cost of the work. The fee shall be compensation to cover the cost of supervision, overhead, bond, profit, and any other general expenses.

D. It is the Contractor’s responsibility to notify this Surety of any changes affecting the general scope of the work or change in the Contact Price and the amount of the applicable Bonds shall be adjusted accordingly. The Contractor shall furnish proof of such adjustment to the Owner.

E. No change orders that are a result of the Contractor's failure to reasonably anticipate any difficulties or complexities in the Project shall be the responsibility of Owner to pay.

V.F Clean-up

The Contractor shall keep the construction site free of rubbish and waste materials and shall restore to it to its original condition or better those portions of the site disrupted by the construction. Clean-up and restoration shall be accomplished on a continuing basis throughout the contract period and in such a manner as to maintain a minimum of nuisance and

12 | P a g e interference to the Owner, residents, and works at or adjacent to the project site. The Contractor shall also remove, when no longer needed, all temporary structures and equipment used in his operations. It is the intent of this specification that the construction areas and those other areas not designed for alteration by the contract documents shall be restored to their original condition as nearly as possible.

V.G Existing Underground Utilities

Representation of underground utilities is shown from information received from the various utility owners. The locations or elevations of utilities are not represented to be exact and are shown for the convenience of the Contractor. The Contractor shall contact the utility owner concerned for any available additional information and coordinate his construction activities accordingly. The utilities known to exist are listed in the Supplemental General Conditions, along with a list of their Owners. Review the SPECIAL PROVISION - Existing Utilities for Contractor’s responsibilities for utilities. Any cost incurred for the protection of and/or damages to existing underground utilities shall be considered as part of the applicable Contract price for stage excavation and backfill and no additional compensation shall be paid to the Contractor. If, in the judgment of the Engineer, it is impossible to construct a given improvement in the location shown on the drawings as a result of underground utility or utilities, either the utility owner shall move the existing underground utility, or an appropriate Change Order shall be executed for the relocation of the utility by the Contractor.

The following is a list of utilities, which may be located within the public rights-of-way of the City of New Smyrna Beach:

• Gas Mains – Florida Public Utilities Company

• Electric and Power Lines and Underground Cable - New Smyrna Beach Utilities

• Telephone Lines and Underground Cable - AT&T

• Water Mains and Sanitary Sewers - New Smyrna Beach Utilities

• Storm Sewers - City of New Smyrna Beach, Florida

• Cable TV and Underground Cable - Charter Communications

V.H Inspection and Testing of Materials and Equipment

If applicable, the Contractor shall pay for all laboratory or environmental tests required at the project site or all laboratory tests required on material already delivered to the site. Copies of test or certifications on pipe, brick or other materials made at the factory shall be furnished in triplicate to the Engineer. The Engineer shall approve test reports on equipment before the equipment covered by the test is delivered to the project site. Test requirements are set out in the detailed specifications for the particular material.

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V.I Bid Bond

The bid response shall be accompanied by a Bid Security of no less than ten (10%) percent of the amount of the Bid Proposal. Failure of the Bidder to supply same, in the amount and type required, shall automatically render the Bidder as non-responsive resulting in the disqualification from further consideration of their bid response.

The Bid Security Bond shall be submitted in the form of a Bid Bond in the amount of ten (10%) percent of the total Bid price, made payable to the City of New Smyrna Beach, issued by a surety firm and through a reputable and responsible surety bond agency licensed to do business in the State of Florida.

The surety must be rated as "A” or better as to strength by Best’s Insurance Guide, published by A. M. Best Company, Inc., located at 1 Ambest Road, Oldwick, New Jersey 08858. For the latest ratings and Insurance Guide, access www.ambest.com.

In lieu of a Bid Bond, the Bidder may submit cash (U.S. currency only), money order, certified or cashier’s check drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of ten (10%) percent of the total Bid price.

Money orders and checks must be made payable to the City of New Smyrna Beach.

The terms of the ITB Security Bond shall be:

A. The Bidder shall enter into an agreement if awarded to the Bidder;

B. The surety (or alternate form of security forfeit) shall be responsible for the costs resulting from the failure of the Bidder to enter into an Agreement if awarded to the Bidder; including the increased costs associated with awarding to the next most responsive, responsible Bidder and costs associated with conducting the Bid process and letting the agreement;

C. To promptly enter into an agreement to perform the work and furnish the required Performance and Payment Bond, if applicable; and

D. Any interest earned as a result of the City depositing the accepted money order, certified or cashier’s check, or cash received as bid security bond into an interest-bearing account, shall be retained by the City.

A copy of the bid bond must be uploaded with the proposal response in the form of a Bid bond, certified funds or an irrevocable letter of credit in a sum equal to the amount of ten (10%) percent of the amount of the bid proposal. The contractor shall guarantee the total proposal price for a period of 90 days from the date of the proposal opening.

If the contractor selects to submit a cashiers’ check or cash bond it must be received by the City no later than 2:00 pm on Wednesday, January 13, 2027. Please submit in a sealed envelope to the following address:

City of New Smyrna Beach

210 Sam's Avenue

New Smyrna Beach, Florida 32168

Attention: Purchasing Department https://www.ambest.com/home/

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Return of Bid Security Bond: As soon as the bid responses have been evaluated, the City may, at its sole discretion, return or release the bid security bonds accompanying such bid responses, which in its sole judgment, would not likely be considered for award. All other Bid Security Bonds will be held until award of this project and the agreement has been executed by the successful Bidder; after which any remaining Bid Security Bonds will be returned to the respective Bidders.

It shall be the sole responsibility of the Bidder to request in writing from the City the return of the Bid Security Bond or alternative form of security used. Bid Security Bond or alternative form of security used shall not be returned unless requested by the Bidder in writing.

VI. Project Specific: Underground Electric Conversion

VI.A Scope of Work

This portion of the project is an overhead to underground electric distribution conversion from primary connection points to customer meters. Remove approximately 2,000’ of an existing overhead 23kV distribution line utilizing wood poles, including secondary, service drops and all equipment. Underground work will install approximately 7 pad mount transformers, 7500’ of conduit, 5000’ of 1/0 primary conductor, 3000’ of 350MCM secondary conductor, 1000’ of 4/0 Conductor, 1 three phase sectionalizing enclosure, secondary pedestals, and pull boxes.

Overhead work will install 4 in-line distribution poles with fuses, and primary risers and one overhead transformer, and a span of secondary to service an existing roadway light.

The underground system must be fully constructed, from primary fuse connection to customer meter connection, before any overhead equipment will be approved to be de-energized and removed.

Contractor / methodology shall not switch or de-energize any primary, secondary or services conductor without notification and approval from NSBU Electric Operations.

Customers must receive a minimum of a one-week notice of any planned power interruption and will need to coordinate this effort with NSBU Operations.

If using a subcontractor, the contractor must ensure all subcontractors involved collaborate to identify the most effective starting location for the project. It is essential that the work sequence and construction practices for removing existing overhead facilities are designed to minimize customer outages while facilitating the installation of underground facilities and conductor.

If using a subcontractor, the contractor must ensure all subcontractors involved collaborate to ensure Maintenance of Traffic (MOT) needs are coordinated and to ensure all distribution work can be safely performed and within any MOT that is established.

The contractor shall use any/all means and methods necessary to prevent construction delays and complete all specified work activities within the outage window(s).

The work is to be performed in the City of New Smyrna Beach right-of-way (ROW) and within existing utilities easements in Volusia County, FL. The specific work location can be found in Bid

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Drawings and is located along Washington Street, between approximately 200’ west of the intersection of US-1 and Washington Street and the intersection of Riverside Drive and Washington Street.

If the contractor or any subcontractors must perform work that disturbs the earth within 3 feet of a NSBU utility pole, a 1-week notice shall be required for pole holds. Pole holds shall be coordinated with NSBU Electric Operations. Contractor must coordinate with NSBU for relocations, as required.

Contractor is responsible for restoring all disturbed property and attributes during construction to an equal or better condition.

Owner will furnish materials necessary for construction. Contractor will transport and store materials at a site acquired by the contractor. NSBU WILL ONLY SUPPLY CONDUCTOR AND

TERMINATION POINTS, CONCRETE PAD, PEDESTALS, TRANSFORMER, OVERHEAD EQUPIMENT.

NSBU WILL NOT SUPPLY PULL BOXES.

The Contractor shall coordinate their mobilization date with OWNER and delivery of CONTRACTOR furnished materials. The contractor shall install material for a complete and usable installation as indicated in the contract documents.

Important notes:

• Construction shall adhere to the attached Construction Plan, these Specifications, NESC requirement, and the NSBU’s Electrical Standards, current edition.

• All work shall adhere to Occupational Health and Safety Administration (OSHA) standards, current edition.

• Bidder is responsible for staging areas and storage of materials.

• Bid item quantities are estimated. After Award of Bid, it is the Contractor's responsibility to verify quantities prior to ordering materials.

• NSBU will pay for installed materials only. All bid item’s lump sum unit cost are all inclusive.

• NSBU will not entertain change orders for increased time, labor, equipment or materials not anticipated by the Bidder.

VI.B Bid Scope

Bid Item No. 1, Mobilization, shall include mobilization (and subsequent demobilization) of preparatory work and operations to complete this scope of work, the movement of personnel, equipment, supplies & incidentals to the project site, bonds, insurance, and all other preconstruction expenses necessary for the start of work.

Bid Item No. 2, General Conditions, shall include any required signage, in addition to MOT, videography and photos of existing site conditions and any site preparation to perform the construction.

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Bid Item No. 3, Restoration, shall include returning all degraded or disturbed sites to original condition or a condition that is as close to the natural state as possible. This can include repairing asphalt, sod, plants, shrubs, sprinklers, etc. The use of the Restoration Allowance is for incidental type restoration, such as irrigation repairs, minor landscape replacement, sod restoration, etc.

The restoration Allowance shall be included in the total bid cost and will be returned to the NSBU if not used and will require NSBU approval. The use of these funds must be requested in writing from the Contractor to the NSBU’s Engineer of Record or authorized representative of NSBU Engineering Department.

Bid Item No. 4, Survey (ROW, Easement & As-built), shall include all survey required to complete scope of work by a licensed surveyor in the state of Florida. Right-of-Ways & Easements shall be staked in 50-foot increments, or to the closest property corner, prior to commencement of underground equipment installation. The as-built drawings shall be approved by the Engineer of Record and are required for Department of Health clearances. A hard copy of the as-built construction redlines, signed and sealed by a Surveyor, shall be submitted to the NSBU along with pdf and CAD digital files. An approved as-built is required for Final Completion.

Bid Item No. 5, Material Removal and Disposal, shall include the removal from the site to approved disposal areas any equipment that is to be removed as part of the scope, except for transformers, which will be returned to the NSBU. This includes coordinating transportation for scrapped materials and other refuse as part of construction.

Bid Item No. 6, Saw Top Pole, shall include the labor to saw off the top of distribution pole, above the communication attachment level, and removal of the sawed pole top.

Bid Item No. 7 through 9, Remove Overhead Conductor, shall include the labor to remove all existing overhead conductors, as instructed in scope of work. This includes all primary, secondary and services conductors and pole attachment equipment.

Bid Item No. 10 & 11, Remove Overhead Transformer, shall include the labor to remove overhead transformer and mounting equipment, in both single and open-delta configurations.

This includes removing all secondary connections and connectors.

Bid Item No. 12 & 13, Remove Down & Span Guy, shall include the labor to remove existing down, span guys & anchors, within the power space. Anchor holes are to be backfilled.

Bid Item No. 14, Removal of Roadway Light, shall include the labor to remove an existing roadway light fixture and bracket, along with disconnecting the light from the secondary power source.

Bid Item No. 15 through 17, Install Pole and Horizontal/Vertical Framing, shall include digging pole hole to 10% height of pole plus two feet, installing pole and framing as described in construction plans. This is to also include conductor covers for all conductors to be attached to pole. This will also include the installation of ground rods, clamps and wire.

Bid Item No. 18, Install Fuse, Primary Riser and U-Guard, shall include attaching fuse and bracket to pole with primary cable termination kit, conductor and U-Guard down pole. This includes all labor required to connect new fuse to overhead primary conductor. This will also include the installation of ground rods, clamps and wire.

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Bid Item No. 19 & 20, Install Overhead Transformer and Secondary, shall include the labor to install the transformer and all equipment, in addition to the labor to make-up secondary for service. This will also include the installation of ground rods, clamps and wire.

Bid Item No. 21, Install Wildlife Guards, shall include installing wildlife guards or other animal deterrents to approved overhead equipment.

Bid Item No. 22, Install Overhead Secondary Conductor, shall include the installation of secondary conductor between existing distribution poles and conductor connectors to existing roadway lights. This includes the installation of all connectors and equipment necessary to attach conductor to pole.

Bid Item No. 23 through 27, Install Concrete Pad & Pad Mount Transformer, shall include installing a concrete pad and pad mount transformer. Concrete pads may be purchased or cast and must include all conduit bends and must be installed in easement or ROW, as designed by NSBU. Other labor to be included is transformer secondary and primary conductor make-up, including elbow and secondary stud installation and installation of ground rod, clamps and wire.

Transformers and connection equipment will be provided by NSBU.

Bid Item No. 28, Install Sectionalizing Enclosure and Conductor Make-up, shall include installing a three phase, sectionalizing enclosure and make up for primary connectors, including elbows, feed-through bushings, etc. Enclosure and connection equipment will be provided by NSBU.

Bid Item No. 29, Install Secondary Pedestal and Conductor Make-up, shall include the labor to install a secondary pedestal, connectors, locks and secondary conductor make-up.

Bid Item No. 30 & 31, Install Pull box & Primary Conductor splice, shall include the labor to remove dirt and provide adequate backfill while installing pull box. Labor to cut, splice and set pull box flush with grade.

Bid Item No. 32 through 34, Install Conduit, shall include the labor to either directional bore, open trench and backfill, missile or utilize another approved installation for installing the conduit according to the scope of work. This includes installation of elbows, bends, concrete bags, end caps, pull or mule tape, markers, etc.

Bid Item No. 35, Install Primary Conductor in Conduit, shall include the labor to pull single and three phase primary, conductor through conduit. This includes cable reel set up, area set up and application of pulling soap. Primary conductor will be provided by NSBU.

Bid Item No. 36 & 38, Install Secondary Conductor in Conduit, shall include the labor to pull secondary conductor from transformer to pedestal or from pedestal to pedestal. This includes cable reel set up, area set up and application of pulling soap. Secondary conductor will be provided by NSBU.

Bid Item No. 39 through 40, Install Service Conductor in Conduit and Meter Connection, shall include the labor to pull service conductor from pedestal to customer meter base. This includes cable reel set up, area set up and application of pulling soap. Service conductor will be provided by NSBU. This bid line includes the labor to reconfigure the meter base to allow for underground service connection, which may include installing meter Trough.

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Bid Item No. 41 through 43, Material for Conduit, shall include the conduit used for the installation of conductor. It shall be made of PVC, Schedule 40 and color gray. This is to include all glue, pull tape, end caps, couplings, elbows and other fittings to construct the system. Must be of quality and adhere to NSBU specifications.

Bid Item No. 44 & 45, Material for Pullbox, shall include the pullboxes used to splice primary conductor. They shall be comprised of polymer concrete and include a lid and any hardware to transport the enclosure. Must be of quality and adhere to NSBU specifications.

Bid Item No. 46, Meter Trough for Overhead to Underground Meter Conversion, shall include the material to convert a meter service from overhead to underground. Must be of quality and adhere to NSBU specifications.

VI.C Allowances and Contingencies

Bid Item No. 1, Tree Trimming & Vegetation Management Allowance, shall include the cost to cut and remove incidental tree limbs and other vegetation to allow for work to be performed.

NSBU must be notified if any trees with diameter of 4” or more are to be removed.

Bid Item No. 2, Project Contingency, shall be included in the total bid cost and will be returned to NSBU if not used. Contingency funds are available for building permit fees, permit fees, minor discrepancies between field conditions and the plans and specifications that may be used to adjust for quantity charges to listed bid items. NSBU will not pay for unforeseen work caused by carelessness or disregard. Work under this bid item requires NSBU approval. Monies will be paid for actual work completed. The use of these funds must be requested in writing from the contractor to the NSBU’s Engineer of Record or authorized representative of NSBU Engineering Department.

VII. Minimum Qualifications

VII.A Minimum Qualifications

Bidders responding to this ITB must demonstrate experience and qualifications in performing work similar in size and complexity to this project. Each Bidder must submit the following required information:

• Previous experience and references: Firms must demonstrate a minimum of five (5) years of experience in performing work similar in size and scope as detailed herein. Provide a brief description of work, including location, dates of contract, names, addresses, email addresses and telephone numbers of owners by completing the Reference Form included herein.

• Evidence of authority to conduct commercial business in the State of Florida: Provide Sunbiz report showing your company registered as “Active”

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• Professional Licenses: Provide all licenses that qualify the firm for the type of work as identified herein.

• Bonds: Provide applicable bond documents, when required.

• Financial Capacity: The Bidder may be required to provide financial performance information upon request by the City. The financial information must be received by the City within five Days (5) of Bidder receiving the written request. Submittals requested pursuant to this subsection may be in addition to those required elsewhere.

Note: If you are not a single prime contractor, you will be required to list all subcontractors to be used for this project and their professional licenses.

The City of New Smyrna Beach reserves the right to require the bidder to submit such evidence of his/her qualifications and experience as it may deem necessary and may consider any evidence available to it of the financial, technical and other qualifications and abilities of a bidder.

VII.B Additional Note:

A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on the contract.

VIII. Insurance Requirements

VIII.A Insurance Requirements and Acknowledgment

The selected Contractor or Individual providing services to the City of New Smyrna Beach will be required to name the Florida Department of Transportation (FDOT) and the City of New Smyrna Beach, Florida, as an additional named insured. Statement of Insurance Compliance Form provided in the Attachment Section shall be completed and submitted with proposal.

The Selected company is not required to submit proof of insurance with this solicitation however, failure to provide proof of insurance as prescribed by this document no later than three (3) working days after your company is notified that it has received a first-place ranking will automatically disqualify your firm from further consideration.

All insurance minimum coverages extend to any subcontractor, and the General Contractor is responsible for all sub-contractors. The Consultant shall carry and keep in force, during the term of this Agreement:

The Contractor shall maintain and carry in full force during the Term the insurance required herein. Upon the City’s notification, the Contractor shall furnish to the City, Certificates of Insurance that indicate that insurance coverage has been obtained which meets the requirements as outlined below.

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The mailing address of City of New Smyrna Beach, 210 Sams Avenue, City of New Smyrna Beach, Florida, 32168 as the certificate holder, must appear on the certificate of insurance.

It should be noted by the Proposer that, in order to meet the City's requirements, there may be additional insurance costs to the Proposer's firm. It is, therefore, imperative that the proposer discuss these requirements with the Proposer’s insurance agent, as noted on the Insurance Check List, so that allowances for any additional costs can be made by the Proposer.

The Proposer's obligation under this provision shall not be limited in any way by the agreed upon contract price, or the Proposer's limit of, or lack of, sufficient insurance protection.

Proposer also understands that the evidence of…