coral gab SourcingEventAttachment(1_182_1).Attachment.pdf

IFB 2026-021 Page 1 of 41 Art Cinema Expansion Project

CITY OF CORAL GABLES, FL

FINANCE DEPARTMENT / PROCUREMENT DIVISION

405 Biltmore Way – Coral Gables, FL 33134

INVITATION FOR BIDS

IFB No. 2026-021

INFOR EVENT No. 182

Submittal Deadline / Bid Opening: August 4, 2026, AT 2:00 p.m.

IFB 2026-021 Page 2 of 41

CITY OF CORAL GABLES, FL

2800 SW 72nd Avenue, Miami, FL 33155

FINANCE DEPARTMENT / PROCUREMENT DIVISION

Tel: 305-460-5102, Fax: 305-261-1601

TABLE OF CONTENTS

Invitation for Bids (IFB) No. 2026-021

BIDDER ACKNOWLEDGEMENT

PUBLIC NOTICE

CONE OF SILENCE

SOLICITATION SUBMISSION CHECKLIST

SECTION 1 - INTRODUCTION TO INVITATION TO BID (IFB)

SECTION 2 - SUMMARY OF WORK

EXHIBIT A – PROJECT PLANS

EXHIBIT B – TECHNICAL SPECIFICATIONS

SECTION 3 - MINIMUM QUALIFICATION REQUIREMENTS

SECTION 4 - GENERAL CONDITIONS

SECTION 5 - INDEMNIFICATION, HOLD HARMLESS & INSURANCE REQUIREMENTS

SECTION 6 - SUBMISSION OF BIDS

SECTION 7 - BID PRICING

SECTION 8 - IFB RESPONSE FORMS: BID BOND, CONTRACTOR’S AFFIDAVITS & LOBBYIST

REGISTRATION FORM

ATTACHMENT A - BIDDER'S AFFIDAVIT - SCHEDULES A THROUGH I

ATTACHMENT B - EMPLOYER E-VERIFY AFFIDAVIT

ATTACHMENT C - BID BOND FORM

ATTACHMENT D - LOBBYIST REGISTRATION FORM

ATTACHMENT E - REFERENCE FORM

SECTION 9 - CONTRACT/AGREEMENT (DRAFT)

ATTACHMENT F – DRAFT AGREEMENT

IFB 2026-021 Page 3 of 41

CITY OF CORAL GABLES, FL

2800 SW 72nd Avenue, Miami, FL 33155

Finance Department / Procurement Division Tel: 305-460-5102/ Fax: 305-261-1601

BIDDER ACKNOWLEDGEMENT

IFB No.: 2026-021

IFB Title: Art Cinema Expansion Project

A cone of silence is in effect with respect to this IFB. The Cone of Silence prohibits certain communication between potential vendors and the City. For further information, please refer to the City Code Section 2-1027 of the City of Coral Gables Procurement Code.

Electronic Bid response must be received prior to 2:00 p.m., on August 4, 2026, via INFOR and may not be withdrawn for 90 calendar days. Submittals received after the specified date and time will not be accepted.

Contact: Neivy Garcia Title: Procurement Specialist Telephone: 305-460-5121 Facsimile: 305-261-1601 Email: ngarcia2@coralgables.com / contracts@coralgables.com

Bidder Name: FEIN or SS Number:

Complete Mailing Address: Telephone No.

Cellular No.

Indicate type of organization below:

Corporation: ___ Partnership: ___ Individual: ___

Other: ___

Fax No.:

Bid Bond / Security Bond ___5___% Email:

ATTENTION: THIS FORM ALONG WITH ALL REQUIRED IFB FORMS MUST BE COMPLETED, SIGNED

(PREFERABLY IN BLUE INK), AND SUBMITTED WITH THE BID PRIOR TO THE SUBMITTAL

DEADLINE. FAILURE TO DO SO MAY RENDER YOUR BID NON-RESPONSIVE.

THE BIDDER CERTIFIES THAT THIS BID IS BASED UPON ALL CONDITIONS AS LISTED IN THE BID DOCUMENTS AND THAT THE BIDDER HAS MADE NO CHANGES IN THE BID DOCUMENT AS RECEIVED. THE BIDDER FURTHER AGREES, IF THE BID IS ACCEPTED, THE BIDDER WILL EXECUTE AN APPROPRIATE AGREEMENT FOR THE PURPOSE OF ESTABLISHING A FORMAL CONTRACTUAL RELATIONSHIP BETWEEN THE BIDDER AND THE CITY OF CORAL GABLES, FOR THE PERFORMANCE OF ALL REQUIREMENTS TO WHICH THIS BID PERTAINS. FURTHER, BY CHECKING THE AGREE BOX LISTED BELOW AND BY SIGNING BELOW PREFERABLY IN BLUE INK ALL IFB PAGES ARE ACKNOWLEDGED AND ACCEPTED, AS WELL AS, ANY SPECIAL INSTRUCTION SHEET(S), IF APPLICABLE. I AM

AUTHORIZED TO BIND PERFORMANCE OF THIS IFB FOR THE ABOVE BIDDER.

Na Authorized Name Signature Title Date

IFB 2026-021 Page 4 of 41

CITY OF CORAL GABLES, FL

2800 SW 72nd Avenue, Miami, FL 33155

Finance Department / Procurement Division Tel: 305-460-5102, Fax: 305-261-1601

PUBLIC NOTICE

The City of Coral Gables is soliciting bids for the Art Cinema Expansion Project. The Cinema Expansion Project consists of the interior build‑out of a 90‑seat cinema space and associated support areas, located at 240 Aragon Avenue, Coral Gables, FL 33134.

The Invitation for Bids (IFB) package may be downloaded by visiting Infor (Supplier Services webpage).

Prospective bidders must register with Infor, free-of-charge, in order to download the solicitation. A detailed user guide for the registration process may be downloaded by visiting the Procurement Division Supplier Services webpage at: https://www.coralgables.com/department/procurement/services/supplier-services.

Any prospective bidder who has received this solicitation by any means other than through Infor must register immediately with Infor to ensure it receives any addendum issued to this solicitation. Failure to acknowledge receipt of an addendum may result in disqualification of bid submitted.

SOLICITATIONS RESPONSES MUST BE SUBMITTED ELECTRONICALLY THROUGH INFOR. THIS

INCLUDES RESPONSES TO INVITATION FOR BIDS (IFBs); REQUESTS FOR PROPOSALS (RFPs);

REQUESTS FOR QUALIFICATIONS (RFQs); and ANY OTHER FORMAL SOLICITATION.

A user guide for responding electronically to solicitations can be found by visiting the Infor Supplier Services webpage.

Any request for additional information or clarification must be received in writing through Infor no later than Tuesday, July 21, 2026 at 2:00 PM. Bidders should not rely on any representations, statements or explanations other than those made in this IFB or in any written addendum to this IFB.

A non-mandatory pre-bid conference will be held on Tuesday, July 7, 2026, at 9:00 a.m. Attendance shall be via Zoom video conference: Meeting ID: 819 0171 8051 Passcode: 790885. Prior to the pre-bid meeting, the name of the companies and meeting participants that plan to attend should be sent to ngarcia2@coralgables.com Attendance is encouraged and recommended as a source of information but is not mandatory. Access link to participate: https://us02web.zoom.us/j/81901718051?pwd=MqzFrAVXrQnaFhk9zBzTLT6Hq1jgoH.1

Bids for IFB No 2026-021 will be received until 2:00 PM, on Tuesday, August 4, 2026. Bids must be submitted electronically through Infor. The responsibility for submitting bids before the stated time and date is solely the responsibility of the Bidder.

Certified minority business enterprises (as defined in Florida Statutes §287.0943 and §288.703) and other minority or woman-owned enterprises are encouraged to respond to this solicitation. When applicable, program guidance related to FAR 19.202.-1 will apply. Information about program guidance can be found at https://www.acquisition.gov/far/part-19#FAR_19_202_1

Anticipated Schedule of Events:

Solicitation Advertisement Monday, June 29, 2026

Non- Mandatory Pre-Bid Meeting Wednesday, July 8, 2026, at 9:00 am

Deadline for Questions Tuesday, July 21, 2026, at 4:00 pm

Submittal Deadline Tuesday, August 4, 2026, at 2:00 pm

IFB 2026-021 Page 5 of 41

Award of bid will be made to the lowest responsive responsible bidder, within a reasonable time after opening.

However, the City reserves the right to consider other conditions, which may be in the best interest of the City. Bid must be firm for ninety (90) calendar days. The City reserves the right to cancel this solicitation at any time, reject any and/or all submittals, and waive any technicalities, irregularities or any other minor variations.

This solicitation is subject to the following Ordinances/Resolutions which may be found on the City of Coral Gables Website: http://www.coralgables.com, click on Government, City Department, Procurement, Procurement Links, Procurement Code (City Code Chapter 2 Article VIII).

• Cone of Silence – Sec. 2-1027

• Ethics – Sec. 2-1022 to 2-1028

• Debarment Proceedings – Sec. 2-912

• Protest Procedures – Sec. 2-910

• Polystyrene – Sec. 2-730

• Plastic Straws and Stirrers – Sec. 2-731

• Buy American – Sec. 2-699

• Sustainability (Green) – Sec. 2-697

Conflict of Interest and Code of Ethics

• Coral Gables, FL, Code of Ordinances, Chapter 2 – Administration, Article V

City Clerk, Lobbyist Registration, Applications and Forms

• Lobbyist Registration & Disclosure of Fees – Ordinance No. 2006-11

Sincerely, Chief Procurement Officer

IFB 2026-021 Page 6 of 41

CONE OF SILENCE

NOTICE TO ALL BIDDERS AND PROPOSERS

Definition:

Cone of Silence is defined to mean a prohibition on:

Any communication regarding a particular Request for Proposals (RFP), Request for Qualifications (RFQ), Invitation for Bids (IFB) or any other advertised solicitation between a potential offeror, vendor, service provider, bidder, lobbyist, or consultant and city department heads, their staff, selection committee or evaluation committee members.

Any communication regarding a particular Request for Proposals (RFP), Request for Qualifications (RFQ), Invitation for Bids (IFB) or any other advertised solicitation between the city commissioners and city department heads, the city departments' staff, selection committee or evaluation committee members.

Imposition:

A cone of silence shall be imposed upon each request for proposals (RFP), request for qualifications (RFQ), invitation for bids (IFB) and any other solicitation when advertised.

Termination:

The cone of silence shall terminate at:

(1) The time of the City Manager's approval of the award, or

(2) the time of the City Manager's written recommendation to the City Commission is received by the City Clerk, or

(3) the time that bids or proposals are rejected by the City Commission or the City Manager.

Violations:

Violation of the cone of silence by a particular bidder or offeror shall render any award to said person voidable by the city commission.

A violation of this section by a particular bidder, offeror, lobbyist or consultant shall subject such person or persons to potential debarment pursuant to the provisions of this chapter.

IFB 2026-021 Page 7 of 41

SOLICITATION SUBMISSION CHECKLIST

COMPANY NAME: (Please Print):______________________________________________

Phone: __________________________ Email: _______________________________

- - N O T I C E - -

BEFORE SUBMITTING YOUR SOLICITATION, MAKE SURE YOU HAVE:

A response package numbered by page must be submitted. Please provide the PAGE NUMBER of your solicitation response (PLEASE DO NOT SUBMIT AN ENTIRE COPY OF THE ORIGINAL SOLICITATION) in the blanks provided as to where compliance information is located in your Submittal for each of the required submittal items listed below:

1) Title Page: Show the IFB number and title, the name of your firm, address, telephone number, name of contact person, e-mail address, and date. PAGE # _____

2) Provide a Table of Contents in accordance with the Bid Format, Section 6.2. Clearly identify the material by section and page number. PAGE #_____

3) Fill out, sign, and submit the Bidder’s Acknowledgement Form. PAGE # _____

4) Fill out and submit this Solicitation Submission Checklist. PAGE #_____

5) Minimum Qualification Requirements: submit detailed verifiable information affirmatively documenting compliance with the Minimum Qualifications Requirements shown in Section 3. PAGE #_____

6) List all contracts which the Bidder has performed (past and present) for the City of Coral Gables. The City will review all contracts the Bidder has performed for the City in accordance with Section 4.8 Evaluation of Bids (c)

(4) which states the City may consider “Bidder’s unsatisfactory performance record, judged from the standpoint of conduct of work, workmanship, progress or standards of performance agreed upon in the Contract as substantiated by past or current work with the City”. P A G E # _______ As such the Proposer must list and describe all work performed for Coral Gables and include for each project:

a. Name of the City Department for which the services are being performed,

b. Scope/description of work,

c. Awarded value of the contract/current value

d. Effective dates and term of the contract

e. City project manager’s name and phone number,

f. Statement of whether the Proposer was the prime contractor or subcontractor, and

g. Results of the project.

7) Business Experience and References – Using the required Attachment E - Reference Form bidders must demonstrate the requirements as outlined in Section 3. References submitted in any other format will not be accepted. All references must outline the specific dates when the service(s) were provided and cover the full minimum number of years of experience as stated in Section 3. PAGE # ______

Note: Do not include work/services performed for the City of Coral Gables or City employees as references.

8) Bid Pricing: Complete in INFOR on the Lines tab.

9) A Bid Bond, a certified check, cashier’s check, Treasurer’s check or bank draft of any State or National Bank, in accordance with Sections 1.13 and 1.15. AN ORIGINAL COPY OF THE BOND MUST BE RECEIVED PRIOR THE DEADLINE/CLOSING DATE & TIME OF THE SOLICITATION IN ORDER FOR YOUR SUBMITTAL TO BE CONSIDERED RESPONSIVE. The bond must be delivered DIRECTLY to the Procurement Office

IFB 2026-021 Page 8 of 41 located at 2800 SW 72nd Avenue, Miami, FL 33155. The office is open during normal business hours M-F, 8am-5pm (excluding City recognized Holidays). PAGE # _______ (IF APPLICABLE, IF NOT REMOVE THIS

ENTIRE REQUIREMENT)

10) Fill out, sign, notarize, and submit the Bidder’s Affidavit and Schedules A through I. PAGE # ______

11) Complete the Employer E-Verify Affidavit (Refer to Section 4.81) PAGE # _______

12) Complete the Lobbyist Registration Form (Attachment D) PAGE #_______

- - N O T I C E - -

BEFORE SUBMITTING YOUR BID MAKE SURE YOU...

1. Carefully read and have a clear understanding of the IFB, including the Specifications/Scope of Work and enclosed Construction Agreement (draft).

2. Carefully follow the “Submittal Instructions” and “Bid Format” outlined in Section 6 of the IFB and provide an electronic response package. DO NOT INCLUDE A COPY OF THE ORIGINAL SOLICITATION.

3. Prepare and submit your RESPONSE electronically via INFOR.

4. Make sure your bid is submitted prior to the submittal deadline. Late bids will not be accepted.

FAILURE TO SUBMIT THIS CHECKLIST AND THE REQUESTED DOCUMENTATION MAY RENDER YOUR

BID NON-RESPONSIVE AND CONSTITUTE GROUNDS FOR REJECTION. THESE PAGES MUST BE

RETURNED WITH YOUR BID PACKAGE. PLEASE NOTE THAT IT IS THE BIDDER’S RESPONSIBILITY TO

MAKE SURE THE BID BOND IS RECEIVED BY THE PROCUREMENT OFFICE AND SHOULD NOT BE

DELIVERED TO ANY OTHER SITE OR DEPARTMENT. (Remove language if not applicable).

IFB 2026-021 Page 9 of 41

SECTION 1 – INTRODUCTION TO INVITATION TO BID (ITB)

1.1. Invitation

Thank you for your interest in this Invitation for Bids (“IFB”). The City of Coral Gables (the “City”), through its Procurement Division invites responses (“Bids”) from Firms (“Bidder”) which offer to provide the services described in Section 2.0 “Specifications / Scope of Work”.

1.2. Contract Terms and Conditions

The Bidder(s) selected to provide the service(s) requested herein (the “Successful Bidder(s)”) shall be required to execute a Contract or a Professional Services Agreement (“Agreement”) with the City in substantially the same form as the Agreement included as part of this IFB, if applicable.

The Work shall be substantially completed within one hundred eighty (180) calendar days from the commencement date stated in the Notice to Proceed. Within thirty (30) calendar days after achieving Substantial Completion, the Contractor, Architect/Engineer, and Project Manager shall jointly develop the Punch List. Final Completion shall occur thirty (30) calendar days after delivery of the Punch List.

Throughout this IFB, the phrases “must”, “shall” and “will” denote mandatory requirements. Any response that does not meet the mandatory requirements is subject to immediate disqualification.

1.3. Additional Information or Clarification

The Bidder must thoroughly examine each section. If there is any doubt or obscurity as to the meaning of any part of these conditions, the Bidder may request clarification at the pre-bid conference or by WRITTEN REQUEST via INFOR Supplier Services webpage prior to the deadline for written questions.

Interpretations or clarifications in response to such questions will be issued in the form of a WRITTEN ADDENDUM via INFOR prior to the response submission date. Bidders must register via INFOR to ensure receipt of any addendum issued to the solicitation. Failure to acknowledge receipt of addendum may result in disqualification of bid submitted.

It will be the bidder’s responsibility to assure receipt and acknowledge all addenda. No person is authorized to give oral interpretations of, or make oral changes to the bid. The issuance of written addendum shall be the only official method whereby such an interpretation or clarification will be made. Where there appears to be conflict between the IFB and any addenda issued, the last addendum issued shall prevail. Any request for additional information or clarification must be received in writing.

Bidders should not rely on any representations, statements or explanations other than those made in this IFB or in any written addendum to this IFB.

1.4 Method of Award

Award of this project will be made to the lowest responsive, responsible bidder, who bids on all items, and whose bid offers the lowest total price when all items are added in the aggregate. Failure to bid on all items may render your bid non-responsive. The City in its sole discretion will determine if the pricing received is reasonable and if it is in the best interest of the City to move forward with the award.

1.5 Award of an Agreement

Agreements may be awarded to the Successful Bidder(s) by the City Commission or City Manager, as applicable, to one or more bidders deemed the most responsible, responsive Bidder, complying with all the provisions of this Invitation for Bid. In addition to price, other factors when determining the lowest responsive and responsible bidder, include but are not limited to:

1. The ability, capacity, equipment and skill of the bidder to perform the contract.

2. Whether the bidder can perform the contract within the time specified, without delay or interference.

3. The character, integrity, reputation, judgment, experience, efficiency and litigation history of the bidder.

4. The quality of performance on previous contract(s).

5. The previous and existing compliance by the bidder with laws and ordinances relating to the contract.

IFB 2026-021 Page 10 of 41

6. The sufficiency of the bidder’s financial resources to perform the contract or to provide the service.

7. The quality, availability and adaptability of the supplies or contractual services to the particular use required.

8. The ability of the bidder to provide future maintenance and service and the financial impact upon the

City to receive such future maintenance and service.

9. The number and scope of conditions attached to the bid.

The Bidder shall not be permitted rate increases as a result of a low bid. Non-performance shall result in cancellation of the contract with the Bidder. The City reserves the right to execute or not execute an Agreement with the Successful Bidder(s) if it is determined to be in the best interest of the City.

1.6 Agreement Execution

By submitting a Response, the Bidder agrees to be bound to and execute the Agreement for this solicitation without diminishing the foregoing, the Bidder may request clarifications to the City for interpretation purposes only. None of the foregoing shall preclude the City from seeking to negotiate changes to the Agreement if negotiations takes.

Failure of the Successful Bidder to execute a contract within thirty (30) days after the notification of award may, at the City’s sole discretion, constitute a default. However, the Agreement must be executed no later than forty-five (45) days, based upon the requirements set forth in the IFB through action taken by the City Commission at a duly authorized meeting. If the Bidder first awarded the Agreement fails to enter into the contract as herein provided, the award may be declared null and void, and the Agreement awarded to the next most responsible, responsive Bidder, or re-advertised, as determined by the City.

1.7 Unauthorized Work

Any unauthorized work performed by the Successful Bidder(s) shall be deemed non-compensable by the City.

1.8 Changes/Alterations

Bidders may change or withdraw a Response at any time prior to the Response Submission Deadline. All changes or withdrawals shall be made in writing to the Procurement Division as specified in this IFB.

Oral/Verbal modifications will not be allowed. Written modifications will not be accepted after the Response Submission Date.

1.9 Discrepancies, Errors, and Omissions

Any discrepancies, errors, or ambiguities in the IFB or addenda (if any) should be reported in writing to the City’s Procurement Division in the manner prescribed in IFB section 1.4 above. Should it be necessary, the City will issue a written addendum to the IFB clarifying such conflicts or ambiguities.

1.10 Disqualifications

The City reserves the right to disqualify Responses before or after the submission date, upon evidence of collusion with intent to defraud or other illegal practices on the part of the Bidder. It also reserves the right to waive any immaterial defect or informality in any Response; to reject any or all Responses in whole or in part, or to reissue an Invitation for Bid.

Any Responses submitted by a Bidder who is in arrears (money owed) to the City or where the City has an open claim against a Bidder for monies owed the City at the time of Bid submission, will be rejected as non-responsive and shall not be considered for award.

1.11 Bidders Expenditures

Bidder(s) understand and agree that any expenditure they make in preparation and submittal of Responses or in the performance of any services requested by the City in connection with the Responses to this IFB are exclusively at the expense of the Bidder(s). The City shall not pay or reimburse any expenditure or any other expense incurred by any Bidder in preparation of a Response or anticipation of a contract award or to maintain the approved status of the Successful Bidder(s) if an Agreement is awarded.

1.12 Financial Stability and Strength

The Bidder must be able to demonstrate a good record of performance and have sufficient financial resources to ensure that they can satisfactorily provide the goods and/or services required herein.

In determining a Bidder’s responsibility and ability to perform the Contract, the City has the right to investigate and request information concerning the financial condition, experience record, personnel, equipment, facilities, IFB 2026-021 Page 11 of 41 principal business location and organization of the Bidder, the Bidder’s record with environmental regulations, and the claims/litigation history of the Bidder. The City reserves the right to consider third party information (e.g.

Dun & Bradstreet’s Supplier Reports or similar) in determination of capacity.

Bidders may be required to submit financial statements for each of their last two (2) complete fiscal years within five (5) calendar days, upon written request. Such statements should include, at a minimum, Balance Sheets (Statements of Financial Position) and Statements of Profit and Loss (Statement of Net Income). When the bid submittal is from a joint venture, each Bidder involved in the joint venture must submit financial statements as indicated above. Statements shall be certified by either an appropriate Corporate Officer or an independent Certified Public Accountant.

Any Bidder may be declared non-responsive who, at the time of proposal submission, is involved in an ongoing bankruptcy as a debtor; or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Bidder under federal bankruptcy law, or any state insolvency.

1.13 Bid Bond/Bid Security/Bid Deposit

A Bid Bond, a certified check, cashier’s check, Treasurer’s check or bank draft of any State or National Bank in the amount of five percent (5%) of the total bid amount must be submitted as an original hard copy prior to the closing date and time of the solicitation. The bonding company must appear on the US Treasury List. The Bid Bond of the successful Proposer will be retained until receipt and acceptance of a performance bond and all other required documents. Bid Bonds of all other Bidders will be returned without interest upon Award of Contract. Failure to provide the bid bond when required shall result in the Bidder being “non-responsive” and rejected. The original bid bond must be delivered prior to the closing of the solicitation to the address listed on the Bidder’s Acknowledgment Form with the name of the solicitation clearly indicated.

1.14 Performance and Payment Bond

The successful Bidder shall post a Performance and Payment Bond from a Corporate Surety after an approved award, which is satisfactory to the City as security for the performance and prompt payment to all persons supplying labor and material in the execution of the work to be performed under this Contract and on any and/or all duly authorized modifications hereof. A bond will be posted on a per project basis and shall be a sum equal to one hundred percent (100%) of each project(s) total, unless otherwise specified.

The bond may be in the form of a Cash Bond or Surety bond written through an approved, reputable, and responsible company authorized to do business in the State of Florida. Attorneys-in-fact who sign bid bonds or contract bonds must file with such bond a certified copy of power of attorney to sign said bond.

Performance Bond must be filed by the Contractor with the City Clerk, in the full amount of the contract price, as set forth here within this section in form and with corporate surety satisfactory to the City Manager and City Attorney, conditioned upon the performance of the work in accordance with the Contract and the Plans and Specifications thereof, and for the payment of all persons performing labor and furnishing equipment or materials in connection with the Contract and indemnifying said City of Coral Gables from any expense, loss, or cost arising from and out of the improper performance of said Contract.

1.15 Bid Bond/Bid Security/Bid Deposit Forfeited Liquidated Damages

The following specification shall apply to bid/proposal, performance, payment, maintenance, and all other types of bonds:

All Bonds shall be written through surety insurers authorized to do business in the State of Florida as surety, with the following qualifications as to management and financial strength according to the latest edition of Bests Insurance Guide, published by A.M. Best Company, Oldwick, New Jersey.

Bond Amount Best Rating 500,000 to 1,499,999 A VI 1,500,000 to 2,499,999 A VIII 2,500,000 to 4,999,999 A X 5,000,000 to 9,999,999 A XII over 10,000,000 A XV

On bond amount of $500,000 or less, the provisions of Section 287.0935, Florida Statutes (1985) shall be in effect and surety companies not otherwise qualifying with this paragraph may optionally qualify by:

IFB 2026-021 Page 12 of 41

1. Providing evidence that the surety has twice the minimum surplus and capital required by the Florida Insurance Code at the time the Invitation for Bid and/or Request for Proposals is issued.

2. Certifying that the surety is otherwise in compliance with the Florida Insurance Code.

3. Providing a copy of the currently valid Certificate of Authority issued by the United States Department of the Treasury under ss. U.S.C. 9304-9308.

Surety insurers shall be listed in the latest Circular 570 of the U.S. Department of Treasury entitled A Surety Companies Acceptable to the Federal Bonds, published annually. The bond amount shall not exceed the underwriting limitations.

1.16 Definitions

Bid means an offer submitted by a prospective vendor in response to an invitation for bids issued by the city.

Bid bond means a surety instrument, accompanied by a monetary commitment by which a third party (the surety) accepts liability and guarantees that the bidder will not withdraw the bid, the bidder will furnish bonds as required, and if the contract is awarded to the bonded bidder, the bidder will accept the contract as bid, or else the surety will pay a specific amount.

Bid security means a sum of money, which could be in a form of a cashier's check, irrevocable letter of credit, money order or a bond issued by a surety, deposited with a bid or proposal guaranteeing the bidder or offeror will not withdraw the bid or proposal for a specific period of time, will furnish bonds as required, and will accept a contract, if awarded, or forfeit the deposit.

Lobbying – means the act of attempting to influence others to create legislation or conduct an activity that will help a particular organization.

May denotes the permissive.

Must denotes the imperative.

Offeror means a “person” or “entity” submitting an offer in response to a solicitation.

Performance bond means a certificate issued by a surety to a successful offeror, to protect the city from loss due to the offeror's inability to complete and fulfill the contract requirements as agreed.

Person means any business, corporation, partnership, individual, union, committee, club, organization, or group of individuals.

Responsible bidder or offeror means a person who is deemed to possess the capability, as determined by the city, in all respects to perform fully the contract requirements, and the experience, capacity, facilities, equipment, credit, integrity and reliability, which will assure good faith performance.

Responsive bidder means an offer that conforms in all material respects to the requirements set forth in the solicitation document.

IFB 2026-021 Page 13 of 41

SECTION 2 – SUMMARY OF WORK

2.1 PURPOSE

The City of Coral Gables is seeking bids from experienced and qualified contractors to provide for the interior build‑out of the Coral Gables Art Cinema, located at 240 Aragon Avenue, Coral Gables, FL 33134 , a 90‑seat cinema space and associated support areas.

2.1.1 The Coral Gables Art Cinema is a state-of-the-art theater that opened in October of 2010 and is one of the best, most comfortable and highest grossing art houses in South Florida, presenting first run and regional premieres of quality American independent and international movies. It currently is a single-screen cinema with an overriding need for a second screen to serve a growing audience.

2.2 SCOPE OF WORK

The work includes, but is not limited to the construction of a concession counter and preparation area, three offices, an audio/visual and electrical room, restrooms, a stepped concrete structure for auditorium seating, a janitor’s room, replacement of one exterior pair of doors, and two storefront windows.in accordance with the terms, conditions, drawings and specifications contained in the Invitation for Bid (“IFB”).

2.2.1 This scope will require, but is not limited, to the following trades: selective demolition, concrete for stepped seating, partitions and drywall, tile and carpet flooring, acoustical ceilings, doors and hardware, painting, toilet partitions and accessories, interior signage, fire sprinklers, plumbing, HVAC, electrical, and fire alarm.

2.2.2 Please refer to Exhibit A – Project Plans and Exhibit B – Technical Specifications.

2.3 PROJECT COMPLETION

The Project shall be deemed complete upon the successful completion of the above tasks as determination by the City when each item is delivered to the satisfaction of the project specifications. Refer to Section 1.2 for expected completion timeline.

Note: All information regarding the specifications/scope of work contained in this section was strictly provided by

Public Works for the expressed purpose of soliciting the above outlined scope of work. Any questions regarding information provided in this section should follow the guidelines outlined in the public notice of this document.

IFB 2026-021 Page 14 of 41

SECTION 3 – QUALIFICATION REQUIREMENTS

The City of Coral Gables intends to procure the services as specified herein from a source of supply that will give prompt, professional and convenient service of acceptable quality.

The following represent the minimum qualification requirements for a Bidder to be deemed responsive by the City, and the Bidder shall satisfy each of the following minimum requirements cited below. Failure to meet each of the following qualification requirements, and/or failure to provide sufficient detail and/or documentation in its submittal to determine responsiveness by the City, will result in the Bidders submittal being deemed non-responsive.

Minimum Qualifications:

(A) BIDDER SHALL:

Using Attachment E – Reference Form, Demonstrate Items 1 And 2 Below:

(1) Be regularly engaged in the business of providing construction services as a General Contractor similar in scope and size as described in the “Scope of Services” for a minimum of five (5) years.

Bidder’s ability to demonstrate the minimum of five (5) years shall be verified through bidder’s references provided.

AND

(2) Provide a minimum of three (3) same (or similar) engagements in scope and size that were satisfactorily performed in the last five (5) years. All references must outline the specific dates when the service(s) were provided and cover the full minimum number of years of experience as stated above. This information must be provided utilizing the City of Coral Gables Reference Form (Attachment E) ONLY. References submitted in any other format will not be accepted.

At least one (1) of the references’ start date must cover the five (5) year period from the issuance of this solicitation.

NOTE: References MUST respond with information to document that this requirement is fulfilled. It is solely the proposer’s responsibility to list client references that will respond to the verification process and to follow to ensure the documentation is provided in a timely manner. Additionally, it is solely at the city’s discretion regarding the determination of the applicability of the reference information provided as it relates to demonstrating if the previous work satisfactorily performed qualifies as the same (or similar) past work experience.

(3) Hold and provide an active license with The Department of Business and Professional Regulation of the State of Florida as a Certified General Contractor. A copy of the license must be provided with the solicitation response.

(B) KEY PERSONNEL

(1) The Bidder’s Project Manager must have a minimum of five (5) years of documented experience as a Project Manager on projects similar in scope and size as described in the “Scope of Services.”. A copy of resume must be provided with the solicitation response.

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General Qualifications:

The following represent the general qualification requirements for a Bidder to be considered for award. Failure to provide the following may prohibit the Bidder’s submittal continuing in the evaluation process for award consideration.

(C) BIDDER WILL:

(1) Provide proof of active status or documentation evidencing Bidder is currently seeking active status with the Florida Department of State, Division of Corporation.

Note: All license requirements must remain valid and in place throughout the term of this contract or engagement.

Failure to maintain a valid license may be cause for termination as to be determined by the City.

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IFB 2026-021 Page 16 of 41

SECTION 4 – GENERAL CONDITIONS

4.1. Acceptance/Rejection

The City reserves the right to accept or reject any and/or all Bids or sections thereof, and waive any informalities or technicalities. As a matter of information, the City Commission does not bind itself to accept the minimum specifications stated herein, but reserves the right to accept any Bids which in the judgment of the City will best serve the needs and interest of the City. The City also reserves the right to reject any Bidder(s) who has previously failed to properly perform under the terms and conditions of a contract, to deliver on time any contracts with the City, and who is not in a position to perform the requirements defined in this IFB. This offering of IFB itself does not in any way constitute a contractual agreement between the City of Coral Gables and the Bidder. Additionally, the issuance of this solicitation in no way obligates the City of Coral Gables to proceed with an award of a contract for the services outlined.

4.2. Legal Requirements

The Proposer shall comply with all rules, regulations and laws of the City of Coral Gables, Miami-Dade County, the State of Florida and the Federal Government now in force or hereinafter to be adopted. Lack of knowledge by the Proposer shall in no way be cause for relief from responsibility.

4.3. Non-Appropriation of Funds

In the event that insufficient funds are appropriated and budgeted, or funding is otherwise unavailable in any fiscal period for this Agreement, then the City, shall have the unqualified right to terminate the Work Order(s) or Agreement upon written notice to the Contractor, without any penalty or expenses to the City. No guarantee, warranty or representation is made that any particular work or any project(s) will be assigned to any vendor(s).

4.4. Occupational License Requirements (Business Tax Receipt Requirements)

Any person, firm, corporation or joint venture, with a business location in the City of Coral Gables who is submitting a Bid response under this solicitation, shall meet the City’s Occupational License Tax Requirements in accordance with Ordinance No O2005-15 of the City of Coral Gables Code and Chapter 205 of the Florida Statutes.

Others with a location outside the City of Coral Gables shall meet their local Occupational License Tax requirements. Copy of the license must be submitted with the Bid; however, the City may, at its sole option and in its best interest, allow the Bidder to supply the license to the City during the evaluation period, but prior to award.

A Bidder whose principal place of business is outside this state must accompany any written bid, proposal, or reply documents with a written opinion of an attorney at law licensed to practice law in that foreign state, as to the preferences, if any or none, granted by the law of that state to its own business entities whose principal places of business are in that foreign state in the letting of any or all public contracts, pursuant to

FS: 287.084.

4.5. Public Entity Crimes

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 Proposal to provide any goods or services to a public entity, may not submit a Bid with a public entity for the construction or repair of a public building or public work, may not submit Bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in F.S. 287.017 for CATEGORY TWO for a period of 36 months from the date of being placed on the convicted vendors list.

4.6. Resolution of Protests

Pursuant to Section 2-910 of the City of Coral Gables Code which may be found on the City of Coral Gables Website: http://www.coralgables.com. Click on Government, City Department, Procurement, Procurement Links, Ordinance No. 2009-53.

IFB 2026-021 Page 17 of 41

4.7. Review of Responses for Responsiveness

Each Bid will be reviewed to determine if it is responsive to the submission requirements outlined in the IFB. A “responsive” Bid Response is one which meets the requirements of the IFB, is submitted in the format outlined in the IFB, is of timely submission, and has appropriate signatures as required on each document.

4.8. Evaluation of Bids

A. Rejection of Bids

Bid may be rejected for any of, but not limited to the following reasons:

1) Bidder fails to acknowledge receipt of addenda;

2) Bidder misstates or conceals any material fact in the Bid;

3) Bid does not conform to the requirements of the Formal Solicitation;

4) Bid requires a conditional award that conflicts with the method of award;

5) Bid does not include required samples, certificates, licenses as required; and,

6) Bid was not executed by the Bidder’s (s) authorized agent.

7) Evidence of collusion with other Bidders.

8) Submission of more than one Bid for the same Contract under the same or different names, in which case all such duplicated Bids shall be rejected.

The foregoing is not an all-inclusive list of reasons for which a Bid may be rejected. The City may reject and re-advertise for all or any part of the Formal Solicitation whenever it is deemed in the best interest of the City.

B. Elimination from Consideration

1) A contract shall not be awarded to any person or firm which is in arrears to the City upon any debt or contract, or which is a defaulter as surety or otherwise upon any obligation to the City. Principal, officer, or stockholder of Bidder shall not be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City.

2) A contract may not be awarded to any person or firm which has failed to perform under the terms and conditions of any previous contract with the City or deliver on time contracts of a similar nature.

3) A contract may not be awarded to any person or firm which has been debarred by the City in accordance with the City’s Debarment and Suspension Ordinance.

4) A contract may not be awarded to any person or firm with any record of judgments, bankruptcies, pending lawsuits against the City or criminal activities involving moral turpitude, and not have any conflicts of interest that have not been waived by the City Commission.

C. Determination of Responsibility

1) Bids will only be considered from entities who are regularly engaged in the business of providing the goods/equipment/services required by the Formal Solicitation. Bidder must be able to demonstrate a satisfactory record of performance and integrity; and, have sufficient financial, material, equipment, facility, personnel resources, and expertise to meet all contractual requirements. The City reserves the right to make pre-award inspections of the Bidder’s facilities and/or equipment prior to contract award. The terms “equipment and organization” as used herein shall be construed to mean a fully equipped and well established entity in line with the best industry practices in the industry as determined by the City.

2) The City may consider any evidence available regarding the financial, technical and other qualifications and abilities of a Bidder, including past performance (experience) with the City or any other governmental entity in making the award.

3) The City may require the Bidder(s) to show proof that they have been designated as an authorized representative of a manufacturer or supplier which is the actual source of supply, if required by the Formal Solicitation.

IFB 2026-021 Page 18 of 41

4) Bidder’s unsatisfactory performance record, judged from the standpoint of conduct of work, workmanship, progress or standards of performance agreed upon in the Contract as substantiated by past or current work with the City.

5) Bidder has previously defaulted in the performance of a public service contract, or has been convicted of a crime arising from the performance of a previous or current public service contract.

6) Any other inability, financial or otherwise, to perform the work, based on any reasons deemed proper as determined of Bidder’s capability to perform the work.

7) Bidder lacks qualification or resources necessary to fulfill the intent of the Contract.

D. Errors or Mistakes

1) Mathematical errors - Errors in extension of unit prices or mathematical calculations may be corrected by the Procurement Specialist or staff assigned to handle the project.

2) The correction will be reflected on the final bid tabulation for the project. At no time during the correction of the final tally shall the unit prices be changed.

3) If determined by the Chief Procurement Officer, some minor clerical, non-judgmental mistakes of fact may be corrected by a responsive bidder. This determination will be communicated in writing with specific perimeters on the acceptance of an updated response.

E. Voluntary Price Reductions

1) The City may accept voluntary price reductions from a low Vendor after bid opening, if such reduction is not conditioned on, nor results in, the modification or deletion of any condition contained in the invitation for bids.

2) A voluntary price reduction may NOT be used to ascertain the lowest responsive Vendor. This feature may only be utilized after the lowest, responsive and reasonable bidder determination has been made.

F. Tie Bids Low tie bids are low responsive bids from responsible bidders that are identical in price and that meet all the requirements and criteria set forth in the Invitation for Bids.

Award shall not be made by drawing lots, except as set forth below, or by dividing business among identical bidders. Low tie bids shall be evaluated based upon the following criteria in order of precedence:

1) If the City Manager determines that selection of a particular bidder or bidders is in the best interests of the City because of product, service, delivery, qualifications or past performance;

2) If the bidder has a drug-free workplace program as defined in Florida Statutes Section 287.087;

3) If the bidder is a minority business enterprise, certified in accordance with Florida Statutes Section 287.0943;

4) If the tied bidders include a bidder or bidders whose principal place of business is located in the City of Coral Gables, the local bidder shall be given preference;

5) If the tied bidders include a bidder or bidders whose principal place of business is located in Miami-Dade County, the bidder located in Miami-Dade County shall be given preference;

or

6) By drawing lots.

4.9. Collusion

The Bidder, by submitting a Response, certifies that its Response is made without previous understanding, agreement or connection either with any person, firm, or corporation submitting a Response for the same services, or with any City Department. The Bidder certifies that its Response is fair, without control, collusion, fraud, or other illegal action. The Bidder certifies that it is in compliance with the conflict of

IFB 2026-021 Page 19 of 41 interest and code of ethics laws. The City will investigate all situations where collusion may have occurred and the City reserves the right to reject any and all Responses where collusion may have occurred.

Participants in such collusion shall be disqualified for any further work from the City until such time as they are reinstated.

4.10. Sub-Contractor(s)

A Sub-Contractor is an individual or firm contracted by the Bidder(s) to assist in the performance of services required under this IFB. A Sub-Contractor shall be paid through Bidder(s) and not paid directly by the City. Sub-Contractors are allowed by the City in the performance of the services delineated within this IFB. Bidder(s) shall clearly reflect in its Response the major Sub-Contractor to be utilized in the performance of required services. The City retains the right to accept or reject any Sub-Contractor proposed prior to Agreement execution. Any and all liabilities regarding the use of a Sub-Contractor shall be borne solely by the Successful Bidder(s) and insurance for each Sub-Contractor must be maintained in good standing and approved by the City throughout the duration of the Agreement. Neither the Successful Bidder(s) nor any of its Sub-Contractors are considered to be employees or agents of the City. Failure to list all major Sub-Contractors and provide the required information may disqualify any proposed Sub- Contractor from performing work under this IFB.

Bidder(s) shall include in their Responses the requested Sub-Contractor information and include all relevant information required of the Bidder(s).

4.11. Substitutions for Assigned Personnel

The City reserves the right to approve substitutions for assigned personnel proposed for this project.

Substitutions may be allowed for staff turnover, sickness or other emergency situations.

4.12. Purchasing Agreements with Other Government Agencies

Any Governmental, not-for-profit or quasi-governmental entity in the State of Florida, may avail itself of this contract and purchase any and all goods and/or services specified herein from the Successful bidder(s) at the contract prices(s) established herein, upon mutual agreement between the Successful bidder(s) and any of the above listed entities.

Each governmental, not-for-profit or quasi-governmental entity which uses a contract(s) resulting here from, will establish its own contract, place its own orders, issue its own purchase orders, be invoiced there from and make its own payments, determine shipping terms and issue its own exemption certificates as required by the Successful bidder(s).

4.13. Public Records

Sealed bids or proposals received by an agency pursuant to invitation for bids or requests for proposals are exempt from Florida Statutes Section 119.07(1) until such time as the agency provides notice of a decision or intended decision or within 30 days after bid or proposal opening, whichever is earlier.

Records subject to the provisions of Public Record Law, Florida Statutes Chapter 119, shall be kept and maintained in accordance with such Statute and made available for public inspection at the appropriate time.

Bidder acknowledges that records and books, not subject to exemption under Chapter 119, may be disclosed and/or produced to third parties by the City in accordance with requests submitted under Chapter 119 or court orders without penalty or reprisal to the City for such disclosure and/or production. Supplier also agrees to assert, in good faith, any relevant exemptions provided for under Chapter 119 for records in its possession on behalf of the City. Furthermore, Supplier agrees to comply with the provisions outlined in Section

119.0701 of the Florida Statutes, the requirements of which are incorporated herein.

4.14. Trade Secret, Proprietary or Confidential Information

The Bidder shall not submit any information in response to this…