City of New Smyrna Beach

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

ITB 05-26-ENG

ELEVATION OF SIX (6) FLOOD-PRONE HOMES

RELEASE DATE: November 26, 2025 DEADLINE FOR QUESTIONS: December 18, 2025 RESPONSE DEADLINE: January 8, 2026, 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 05-26-ENG

Elevation of Six (6) Flood-Prone Homes

I. Public Notice II. Introduction

III. General Definitions IV. Meeting and Due Date(s) V. Project Specific

VI. Minimum Qualifications VII. Information for Bidders

VIII. Contractor Specific IX. FEMA Federal Requirements X. Total Bid Proposal

XI. Insurance Requirements XII. Required Responses

Attachments:

A - Public Records B - Draft Contract C - Required Documentation and City Forms D - FEMA Debarment Form E - Certification regarding Lobbying F - Contracting with MBEs_WBEs_VOBs_LSAFs Form G - FEMA Elevation Certificate (exp. 06-30-26), template H - Location Maps I - Photographic Documentation J - Possible Questions with Answers K - Structure Footprints L - FEMA Grant Agreement (4337-373-R-b) M - Preliminary Structural Engineering Assessments

N - FEMA’s Archaeological Monitoring Requirement O - 2 CFR Part 200 Subpart D & Appendix II

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I. Public Notice

I.A Public Notice

05-26-ENG, Elevation of Six (6) Flood-Prone Homes

The City of New Smyrna Beach is seeking interested Contractors to submit proposals for the Elevation of six (6) Flood-Prone Homes. The project will provide protection against a 100-year storm event (at a minimum). The project will be partially funded by FEMA as part of the Hazard Mitigation Grant Program (HMGP) (75% Federal match) while the remaining 25% local match will be provided by the City of New Smyrna Beach and the corresponding homeowners.

THIS SOLICITACION RELATES TO AN ELEVATION PROJECT INVOLVING 6 SINGLE-FAMILY HOMES, WHICH WILL RECEIVE FINANCIAL ASSISTANCE FROM FEMA VIA THE HAZARD MITIGATION GRANT

PROGRAM (HMGP). COMPLIANCE WITH FEDERAL LAWS, REQUIREMENTS AND SUBMISSION OF

GRANT RELATED FORMS ARE MANDATORY COMPONENTS OF THIS SOLICITATION.

The solicitation documents can be obtained through the City's eProcurement Portal found at https://procurement.opengov.com/portal/cityofnsb. All required documents shall be completed and submitted through the City's eProcurement Portal.

End of Advertisement

Publish: Wednesday, November 26, 2025 Daytona News Journal www.cityofnsb.com OpenGov: https://procurement.opengov.com/portal/cityofnsb

II. Introduction

THIS SOLICITACION RELATES TO AN ELEVATION PROJECT INVOLVING 6 SINGLE-FAMILY HOMES, WHICH WILL RECEIVE FINANCIAL ASSISTANCE FROM FEMA VIA THE HAZARD MITIGATION GRANT

PROGRAM (HMGP). COMPLIANCE WITH FEDERAL LAWS, REQUIREMENTS AND SUBMISSION OF

GRANT RELATED FORMS ARE MANDATORY COMPONENTS OF THIS SOLICITATION.

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.

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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 are rechecked thoroughly. 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

This elevation project encompasses six (6)New Smyrna Beach single-family homes located within Special Flood Hazard Areas (SFHA) classified as Zone “AE”, per FEMA’s Flood Insurance Rate Maps. These homes have a history of recurring structural flooding. Due to their finished floor elevations being below the Base Flood Elevation (BFE) established by FEMA, these homes are presently in imminent risk of reoccurring flooding.

The Hazard Mitigation Grant Program (HMGP) grant sponsored by the Federal Emergency Management Agency (FEMA) allows for the implementation of long-term hazard mitigation measures after a Presidential major disaster declaration to reduce the loss of life and property due to natural disasters. Following its commitment to serve and protect its residences, the City of New Smyrna Beach has recently secured federal funds from FEMA’s HMGP program to elevate these 6 homes and therefore remove them from harm’s way (HMGP Contract No. 4337-373-R-b). The elevation project will protect these homes following the 100-year storm event as they will be elevated to 10 feet from existing ground. Consequently, after the elevation work, future flood-related damages and flood claims will be reduced and/or eliminated.

II.B Background

The city serves an area of 41.6 square miles in size 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 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 created in 1887 by adoption of its first charter, which was 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 and by state and local laws and regulations. The City Commission is responsible for the

5 | P a g e establishment and adoption of policy. The execution of such policy is the responsibility of the Commission-appointed City Manager.

More detailed information on the government and 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:

Engineering

II.D Timeline

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

Issue Invitation to Bid Notice November 26, 2025

Pre-Bid Meeting (Non-Mandatory) December 9, 2025, 2:00pm On-line Teams Meeting: A link to join the meeting and the number to dial by phone is provided in Section IV.A of this document.

Deadline for Written Questions December 18, 2025, 5:00pm

Bid Due Date January 8, 2026, 2:00pm

Bid Opening (Non-Mandatory) January 8, 2026, 3:00pm On-line Teams Meeting: A link to join the meeting and the number to dial by phone is provided in Section IV.D of this document.

Recommendation to the Commission January 13, 2026 https://www.cityofnsb.com/105/Financial-Reports mailto:jvivian@cityofnsb.com tel:(386)410-2600;ext=2654

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III. 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.

III.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 as 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.

IV. Meeting and Due Date(s)

IV.A Pre-bid Meeting and Site Visit

• Pre-bid Meeting: There will be a virtual non-mandatory pre-bid meeting at 2:00 pm on Tuesday, December 9, 2025. Attendance is strongly encouraged to understand the requirements of the Scope of Work.

o Click on the link to join the meeting: Join the meeting , Meeting id: 266 621 238 162 60, Passcode: 9ur2uU7g o or dial in by phone: 786-636-1338. Phone ID: 419 303 622#.

• Pre-bid Site Visit: It is recommended that the bidders perform a pre-bid site visit to become familiar with the six project sites including their geographic location and accessibility. In order to facilitate all potential bidders and reduce the impact to the property owner the City will designate a specific date and time each Contractor will have the opportunity to inspect the property and dwelling unit, upon receipt of a notification from the bidder with desire to inspect.

IV.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 Thursday, https://teams.microsoft.com/l/meetup-join/19%3ameeting_M2U1ODY5MjctYjczNy00NTZlLWFiYjMtNGZlODE3OGNkM2Jh%40thread.v2/0?context=%7b%22Tid%22%3a%22e8a2d9f9-0bd2-4e4a-ae4c-4a9092138ff8%22%2c%22Oid%22%3a%223580558d-a61c-452f-b761-445deb37149f%22%7d

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December 18, 2025. 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.

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.

IV.C Due Date for Bids

Electronic bids shall be received prior to 2:00 pm on Thursday, January 8, 2026 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.

IV.D Bid Opening

Sealed proposals will remain sealed until the time of opening listed in Section 2 of this document. Through Microsoft Teams, the received proposals will be publicly opened, and the proposers' names read aloud at that time. It is important to note that this is public meeting, and the meeting will be recorded. No discussion of the Proposals will occur at this time.

Click on the link to join the meeting: Join the meeting, Meeting id: 221 472 198 096 04, Passcode: qg7QF9d4 https://teams.microsoft.com/l/meetup-join/19%3ameeting_OTQwNzRkNDItNjkyYS00NWMwLWJkZWQtMWVjOTU3YzhhMjg1%40thread.v2/0?context=%7b%22Tid%22%3a%22e8a2d9f9-0bd2-4e4a-ae4c-4a9092138ff8%22%2c%22Oid%22%3a%223580558d-a61c-452f-b761-445deb37149f%22%7d

10 | P a g e or dial in by phone: 786-636-1338. Phone ID: 419 303 622#

V. Project Specific

V.A General Overview

This project encompasses turnkey services for the elevation on concrete piers of 6 single-family residential structures to be elevated 10 feet from existing ground, including structural assessment, boundary survey, geotechnical assessment, construction plans, permitting, disconnection and reconnection of all utilities, elevation work, installation of medically-necessary lift platforms, post-improvement elevation certificates, archaeological monitoring services, and coordination with City staff and homeowners. Once the original structures are elevated, the areas under the elevated structures will remain in a non-habitable state as they will strictly serve for temporary storage or parking purposes only. No enclosed space at grade level is proposed.

The homes that are part of this elevation project are proposed to be elevated 10 feet and include the following:

• 455 DeSoto Drive, New Smyrna, Florida 32169

• 645 Goodwin Avenue, New Smyrna, Florida 32169

• 647 Goodwin Avenue, New Smyrna, Florida 32169

• 508 South Indian River Road, New Smyrna, Florida 32169

• 529 South Peninsula Avenue, New Smyrna Beach, Florida 32169

• 640 South Pine Street, New Smyrna Beach, Florida 32169

All homes will be elevated 10 feet. Regarding the foundation design, the work shall comply with Florida Building Code (latest edition), specifically R322.2.3 and R404, as applicable. The existing concrete slabs will be elevated with the home structures, including the garage areas.

Pre-bid Site Visit: It is strongly recommended that the bidders perform a pre-bid site visit to become familiar with the six project sites including their geographic location and accessibility. In order to facilitate all potential bidders and reduce the impact to the property owner the City will designate a specific date and time each Contractor will have the opportunity to inspect the property and dwelling unit, upon receipt of a notification from the bidder with desire to inspect.

The project will provide protection against a 100-year storm event (at a minimum). The project will be partially funded by FEMA as part of the Hazard Mitigation Grant Program (HMGP) (75% Federal match) while the remaining 25% local match will be provided by the City of New Smyrna Beach in combination with the corresponding homeowners.

The project must be completed in strict compliance with the requirements specified in the corresponding HMGP grant agreement, the current Florida Building Code, ASCE 24-14 or latest edition and shall meet National Flood Insurance Program (NFIP) standards per 44 CFR Part 60 as

11 | P a g e well as local codes and ordinances. All materials shall be certified to exceed the wind and impact standards of the current local codes.

In the case of homes with attached garages, elevated garages shall be converted to non-air-conditioned storage spaces. Garage doors shall be removed, and garage door openings shall be enclosed with an exterior wall and window in accordance with the City’s ventilation requirement.

Note that all homes with the exception of 647 Goodwin Avenue will require a powered platform lift as a component of an accessible route to an elevated structure, besides the typical stairs with rails. Platform lifts will need to provide front or side access while stairs will need provide front and rear access to the elevated homes. The city does not have specific requirements for platform lifts; however, they must meet the requirements of the Florida Building Code for 1 and 2 family dwellings, as well as the 2010 ADA Standards of Accessible Design.

Each structure will be required to have both a front and rear entry/egress both equipped with stairs FBC compliant & handrails along with one mechanical lift. Per City Code, a minimum of a 5-foot x 5-foot pad or platform shall be provided at the primary point of ingress/egress (front door). All other access points currently at grade such as sliding glass doors will not be equipped with stairs, although they will have a wooden patio (min. 60 sq.ft.). All exposed utilities will be elevated before being reconnected once the structures are elevated. To clarify, the existing overhead electric will be relocated to be underground, requiring new conduit and cable to the point of service.

Once the house is elevated and the exposed concrete slab is exposed, the outside surface of the concrete slab perimeter will be required to be treated with cementitious material, skim coat, or similar, to provide a uniform and even surface.

When completed, each home will exceed the local Flood Zone requirements (i.e., having the lowest floor at a minimum of two feet above the Base Flood Elevation (BFE) plus three feet to account for sea level rise). Although enclosed areas are not anticipated as part of the scope of work of this project, note that in compliance with the NFIP program, any enclosed area below the BFE must have hydrostatic openings consistent with the local building code to allow for automatic entry/exit of floodwaters, and all construction materials below the BFE shall be flood resistant.

Ground disturbance will be limited to the parcels with structures to be elevated and will not encroach into adjacent parcels. The staging area will be located on site or utilize the City-owned vacant parcels located at 613 Goodwin Avenue and 632 Pine Street, after coordination with City staff (Engineering Department).

Upon completion of the elevation work, the Contractor will be required to provide the City with two (2) Elevation Certificates per structure, including a pre-elevation elevation certificate and a post-elevation elevation certificate that confirm the new elevation of each of the 6 structures using FEMA Form FF-206-FY-22-152, ensuring that the structures have been elevated to the proper elevations. Expired versions of this FEMA form will not be accepted. A current sample Elevation Certificate template has been attached to this advertisement for reference.

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Per FEMA requirements, this project will require archaeological monitoring services during initial ground disturbance at each of the six (6) work sites. Therefore, the Contractor shall retain and pay for the services of a licensed archaeologist meeting the Secretary of the Interior’s professional qualifications for archaeology per 36 CFR Part 61 (refer to the Attachment entitled “FEMA’s Archaeological Monitoring Requirement” for additional guidelines regarding this requirement).

Professional archaeologists to be retained by the Contractor to perform services for this project shall include individuals who meet the standards of the Register of Professional Archaeologists as well the Secretary of the Interior’s (SOI) Standards and Guidelines for archaeology. SOI qualified archaeologists must, as a minimum, hold a graduate degree in anthropology, archaeology, or a closely related field; have at least a year of professional experience in archaeology; have at least four months of supervised field and analytic experience in general North American archeology, and have demonstrated the ability to carry research to completion. All professional archaeologists should adhere to the Society for American Archaeology Principles of Ethics.

The Archaeologist will have the ability to stop construction activities should said activities divert from the approved scope of work or area of potential effect and inform the City’s Project Manager. The Archaeologist will also have the ability to stop construction activities if human remains or intact archaeological deposits are uncovered. Work in the vicinity of the discovery will stop immediately and all reasonable measure to avoid or minimize harm to the finds will be taken. The City’s Project Manager shall be contacted immediately upon discovery to ensure that archaeological discoveries are secured in place, that access to the sensitive area is restricted, and that all reasonable measures are taken to avoid further disturbance of the discoveries.

A final draft of the archaeological monitoring report that conforms to survey report standards set out in the Florida Department of State Division of Historical Resources Archaeological and Historic report Standards and Guidelines 1A-46.001 of Florida Administrative Code will be submitted to the City’s Project Manager.

V.B Work Requirements

1. Structural Assessment: Prior to initiating work, the Contractor shall perform structural assessments of each of the six (6) properties to be elevated to confirm the structural integrity of the homes and their feasibility to sustain the elevation work successfully. This may also involve a subsurface investigation by a geotechnical engineer, if needed.

Note that preliminary structural evaluation assessments for each of the six (6)homes were prepared as part of the FEMA grant application and have been attached to this advertisement.

2. Survey: Prior to initiating work, the Contractor shall survey and stake boundaries at each of the six (6) properties. All survey work must be completed under the supervision of a Florida Registered Professional Land Surveyor. The Contractor, to the satisfaction of the City’s Project Manager and Construction Inspector, shall designate all trees, plants, shrubs, fencing, and other items to remain undisturbed. The Contractor shall protect and preserve all existing items.

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3. Utility Disconnects/Reconnects: All utilities shall be disconnected and re-connected to the currently functioning utility system. The Contractor shall coordinate with City and Utility Companies to ensure that all utilities are properly disconnected and re-connected in accordance with each individual utility company’s requirements. All electrical services shall be underground from the power source (nearby existing power pole) to the meter location associated with each of the homes to be elevated.

Where it is necessary to maintain any power, water, sewer, gas or electric lines during elevation, such lines shall be so relocated or protected with substantial coverings as to protect them from injury and to afford safety to the workers.

The Contractor shall be responsible for ensuring essential systems are maintained in such a manner that damage to the existing property does not occur during utility disconnection: home dehumidification, pool pump circulation, etc.

Specific Conditions related to electric, water, and sewer service from the Utilities Commission, City of New Smyrna Beach (UCNSB):

a. Do not request a demolition permit for the utilities to prevent UCNSB from cutting power, water, and sewer service.

b. Once a Contractor is selected, the Contractor will hold an onsite meeting with UCNSB field supervisors for electric, water, and sewer to establish logistics on utilities disconnect/reconnect for the work to minimize service disruptions.

c. Since the City requires existing overhead electric service to be converted to underground electric service for each house, there will be labor and material cost for UCNSB’s work to pull new conductors. The typical cost for a 2/0 conductor less than 100 feet should be assumed to cost $1,000.00 per house. Contractor will be required to install the conduit from the pole to the meter base. The Contractor shall include the expected $1,000.00 cost for electrical services in their bid. If the cost comes in higher, the Contractor will be required to submit proper documentation as justification to any cost overage in the form of a change order request.

d. There is no reclaimed water.

The City encourages the selected Contractor to have marked / located all existing utilities prior to their disconnection. For gas service, coordination with the Florida Public Utilities Commission regarding active accounts with gas meters is anticipated.

4. Elevation:

4.1. Inspection: During elevation, the Contractor shall continually inspect the work to detect any hazards to workers resulting from weakened or deteriorated floors or walls or loosened material. No employee shall be required or permitted to work where such hazards exist unless they are corrected by shoring, bracing, or other effective means.

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4.2. Protective Apparel: All personnel onsite shall wear personal protective equipment appropriate for the work being performed.

4.3. Protection of Adjacent Structures and Facilities: No elevation shall be performed that may damage other structures on adjacent properties. If deemed necessary and reasonable by the Construction Inspector, the Contractor shall provide sheet-piling, shoring, plywood, bracing or other such means as may be necessary to ensure protection of structures on adjoining properties and to prevent injury to the people living on the adjoining property.

The Contractor shall conduct the elevation operations to ensure minimal interference with roads, sidewalks, or other adjacent facilities. Any damages caused by the construction operations to adjacent structures, personal property, roads, sidewalks, and other facilities shall be repaired or otherwise compensated for by the Contractor at no expense to the City or additional change orders to the contract.

4.4. Construction Fencing: Will be required along every road, sidewalk or other access point bordering elevation operations construction fencing not less than six (6) feet in height shall be erected to prevent unauthorized persons from entering the site of such operations.

5. Access: No roads, bridges, sidewalks, or driveways of other properties shall be closed or otherwise obstructed for any length of time without written permission from the City’s Project Manager prior to the Contractor commencing work. The Contractor shall notify the City’s Project Manager and Construction Inspector no less than 48 hours prior to commencing work. The Contractor is responsible for all temporary access needed to access structures on subject properties and may be required to submit a maintenance of traffic (MOT) plan to be reviewed by City staff.

6. Pre-Construction Video: Prior to initiating the elevation work, the Contractor shall prepare a pre-construction video for the purpose of documenting the pre-construction condition of the exterior and interior of each structure to be elevated. Moreover, the pre-construction video shall also document existing drainage patterns from each property, including the front, rear and side yards and the adjacent right-of-way.

7. Staging Areas: The primary staging area should be the private parcels where the houses are located. Due to size limitations of some parcels, a secondary staging area can be made available to the Contractor at nearby City-owned undeveloped lots located at 613 Goodwin Avenue or 632 Pine Street upon prior coordination with City staff (Engineering Department).

Staging areas, including the previously referenced City-owned parcel, shall be secured (i.e., fenced) and screened throughout the duration of the work and restored to existing conditions after work completion.

8. Grading: After completing trash and debris removal and any fill placement, the Contractor shall ensure that each property is properly graded with positive drainage. Care shall be taken to prevent excess drainage onto adjacent property beyond that amount normally draining across the property prior to construction work. The Contractor shall grade and level the surface to meet adjacent contours and return the property to a natural state. Final grades shall be to the

15 | P a g e satisfaction of the City’s Project Manager. As part of the building permit requirement a general grading plan will be required showing proposed grades and any adjustments to the existing topography.

9. Erosion Control: Contractor shall implement sediment and erosion control measures throughout the duration of construction to avoid sediment transport from the construction sites.

Each site must be returned to pre-construction condition including in-kind restoration of landscaping and sodding.

10. Grant-Related Deliverables: Per FEMA grant requirements, the city must prepare and submit quarterly reports to the State of Florida Division of Emergency Management in mid- January, mid-April, mid-July, and mid-October of each year while construction takes place.

The Contractor will be required to coordinate with the city and the Grant Manager regarding specific information required to prepare the quarterly reports, including project progress, projected schedule (including any revisions), etc., when requested by the city.

Once the elevation of the six (6) homes is completed, the Contractor will be required to furnish the following documentation to the City for grant close-out purposes and for each of the six (6) homes to be elevated, at a minimum:

a) A Local Building Official Building Permit.

b) A Copy of the Certificate of Completion or copy of the Local Building Official Inspection Report and Final Approval, as applicable, certifying that the structure is code compliant.

c) Copies of two (2) signed and sealed Elevation Certificate, per structure, depicting before and after mitigation conditions, respectively, showing the Base Flood Elevation and the elevation of all components, to ensure the structure has been elevated to the proper elevation.

d) All Product Specification / Data Sheets (technical standards) satisfying protective requirements on all products utilized.

e) Archeological Materials - Project affects undisturbed ground - potential for presence of archeological resources. If no archeological materials are discovered during project construction provide a letter stating so.

f) An archaeological monitoring report that conforms to survey report standards set out in the Florida Department of State Division of Historical Resources Archaeological and Historic Report Standards and Guidelines 1A-46.001 of Florida Administrative Code summarizing all findings from the six (6) work locations prepared after the conclusion of all ground disturbing activities.

g) Permit(s) and verification of compliance. If no permit was needed - a letter stating, "No permit required".

h) Proof of compliance with Project Conditions and Requirements contained in the FEMA grant agreement.

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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 by October 31, 2026.

The City understands that lead times are becoming an issue throughout the construction industry. Please be aware that, due to the grant end date of November 30, 2026, the City will be able to issue very limited consideration for extensions for documented delays on purchase orders and substantiated lead time provided by suppliers.

V.D Drawings

General:

The Contractor will be responsible for the preparation of the construction plans and specifications related to this project.

Checking of Drawings and Dimensions:

A. The Contractor shall check all drawings furnished by his sub-contractor immediately upon their receipt and shall promptly coordinate with the resident regarding 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 Contractor shall adjust such dimensions on the drawings as necessary to avoid any site accessibility concerns.

Copies of Drawings and Specifications Furnished:

The Contractor shall furnish to the City 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.

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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. 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.

D. 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 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 Required Licenses and Permits

The Contractor and all subcontractors or employees hired by the Contractor shall have all current licenses and permits required for all the work for which they are hired. The Contractor must be registered with Volusia County to perform the professional services required under this contract. For registering with Volusia County, please refer to “contractor licensing” procedures, which can be requested online by the applicant and expeditiously processed by Volusia County, by accessing the following link: https://www.volusia.org/services/growth-and-resource-management/building-and-zoning/contractor-licensing/#.

The Contractor shall follow all applicable State, Local and Federal Laws, Regulations, and requirements, and obtain (before starting project work) and comply with all required permits and approvals. The Contractor will be required to secure, at a minimum, a local Building Official Building Permit.

Upon completion of construction plans, the Contractor must also coordinate with the City to submit all plans to the City to obtain a floodplain permit before the work begins.

V.H Human Remains or Archaeological Resources

If, at any time, human remains or intact archaeological deposits are uncovered, work in the vicinity of the discovery must stop immediately and the Contractor must notify the City’s Project Manager immediately to ensure that all reasonable measures to avoid or minimize harm to the https://www.volusia.org/services/growth-and-resource-management/building-and-zoning/contractor-licensing/ https://www.volusia.org/services/growth-and-resource-management/building-and-zoning/contractor-licensing/

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Archaeological discoveries must be secured in place, access to the sensitive area must be restricted, and all reasonable measures must be taken to avoid further disturbance of the discoveries. In the event that unmarked human remains are encountered during permitted activities; all work shall stop immediately, and the proper authorities notified in accordance with Florida Statutes, Section 872.05.

V.I Performance Schedule

To maintain compliance with FEMA deadlines for completion of work, the Contractor shall commence work within ten (10) days of the Notice to Proceed and must complete all work on or before October 31, 2026. Final completion includes all administrative items to achieve a Certificate of Completion from the City.

The Contractor shall attend a project kick-off meeting with the City Representatives to discuss the projected elevation schedule, including the proposed order in which the six (6) homes will be elevated by the Contractor. Moreover, the Contractor will coordinate with City Representatives to confirm how each site will be accessed, where staging will be located, how traffic control will be accomplished and the general methodology which will be used to complete the work.

Working days are Monday through Sunday. Work hours shall be 7:00 AM to 7:00 PM Monday through Friday, 8:00 AM to 6:00 PM on Saturday and 11:00 AM to 6:00 PM on Sunday.

The Contractor shall adhere to the City’s Construction Site Management guidelines as defined within Ordinance 60-19 which entails site preparation, environmental requirements, maintenance & upkeep, grading, material storage/stockpiling, allowable workdays and hours of operation, and other conditions to be fulfilled during the course of the project. A copy of Ordinance 60-19 is provided as an attachment.

Work not completed by the October 31, 2026, deadline will constitute a breach in the contract with the City of New Smyrna Beach. The Contractor shall be liable to the City for liquidated damages in the sum of ONE THOUSAND SIX HUNDRED AND NINETY-FOUR ($1,694) dollars for each calendar day passed October 31, 2026, until the work is fully completed.

VI. Minimum Qualifications

VI.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:

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• 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”

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

• Bonds: Provide applicable bond documents, when required.

• Active registration in Sam.Gov as this project involves federal funding from FEMA.

• 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.

The City of New Smyrna Beach may make such investigations as it deems necessary to determine the ability of the Contractor to perform the work and the Contractor shall furnish to the Owner any additional information and financial data for this purpose as the Owner may request. The data shall include a detailed and up-to-date list of equipment, which the bidder proposes to use, indicating which portions it already possesses and a detailed description of the method and program of the work it proposes to follow. The Contractor shall also submit a list of the subcontractors, if any, that it intends to use.

VII. Information for Bidders

VII.A Acceptance of Conditions

Within ninety (90) days after the opening of the bids, the City shall accept one of the bids or shall act in accordance with Information for Bidders Right to accept and reject Bids. Bids shall be awarded in accordance with the Federal, State and Local regulations. The project shall be awarded to the lowest, most responsive, and responsible bidder whose bid meets the

20 | P a g e specifications. Before an award of the contract, the City reserves the right to request additional information to clarify a bid submittal.

VII.B Ambiguity, Conflict, or Other Errors

If a bidder discovers any ambiguity, conflict, discrepancy, omission, or any other errors in this document, the bidder shall immediately notify the Purchasing Agent, noted herein, of such error in writing and request a modification or clarification of the document. The Purchasing Agent shall make modifications by issuing an addendum and shall post to the City's e-Procurement portal and give written notice to all parties who have received this document. No interpretation shall be considered binding unless provided in writing by the City of New Smyrna Beach.

The bidder is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in this document prior to submitting a response or it shall be waived.

VII.C Americans with Disabilities Act

Persons with disabilities needing special accommodation at public meetings should contact the Purchasing Department at 386-410-2654, no later than seven (7) days prior to the appropriate date on which the accommodation is requested.

VII.D Assignment

The Bidder shall not assign or transfer any contract resulting from this solicitation, including any rights title or interest therein, or its power to execute such contract to any person, company, or corporation without the prior written consent of the City.

VII.E Bid Security

The bid response shall be accompanied by a Bid Security of no less than ten (10%) 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%) 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.