Fence Maintenance _ Replacement Services.pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/districtgov

INVITATION TO BID

FOR

Fence Maintenance & Replacement Services

ITB #26B-026

Issued By:

Village Community Development Districts

DPM - Infrastructure

Crystal Ford-Bellamy, Senior Procurement Agent

3571 Kiessel Road

The Villages, FL 32163

Phone: (352) 751-6700 Ext: 3252 * Fax (352) 751-6715 www.districtgov.org crystal.ford@districtgov.org

Date of Issue: Thursday, May 28, 2026

Due Date/Time: Thursday, June 25, 2026 at 3:00 pm http://www.districtgov.org/

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 2 of 35

CALENDAR OF EVENTS / BID TIMELINE

Listed below are the important dates and times by which the actions noted must be completed. All dates are subject to change by the Purchasing Department. If the Purchasing Department finds it necessary to change any of these dates or times prior to the Bid due date, the change will be accomplished by addendum.

Issue ITB May 28, 2026

On-Site Pre-Bid Conference No on-site pre-bid conference will be held for this solicitation

Last Day for Questions June 12, 2026, 4:00pm

ITB Submittals Due June 25, 2026, 3:00pm

Purchasing Office 3571 Kiessel Road The Villages, FL 32163

Public Opening (Non-Mandatory) June 25, 2026, 3:15pm

Large Conference Room located at 3571 Kiessel Road The Villages, FL 32163

Microsoft Teams Meeting ID: 232 814 699 741 594 Passcode: uE7sU2yv

Teleconference +1 (872) 239-8225 Phone Conference ID: 592 225 208#

District Board Approvals *Next Regularly Scheduled Meeting after all Pertinent Forms and Documents are

Complete and Ready for Board

Review/Approval

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 3 of 35

TABLE OF CONTENTS

1. REQUIRED DOCUMENTS CHECKLIST

2. INTENT AND GENERAL INFORMATION

3. INSURANCE REQUIREMENTS

4. INTRODUCTION

5. SCOPE OF SERVICES

6. BID SUBMITTAL

7. VENDOR QUESTIONNAIRE

8. TERM AGREEMENT SAMPLE

Attachments:

A - EXHIBIT_A_2,_3_&_4_Board_Fence

B - EXHIBIT_B_Post_and_Rail_Pictures

C - EXHIBIT_C_Fenney_Fencing_Exhibit

D - EXHIBIT_D

E - EXHIBIT_E

F - EXHIBT_F_Additional_Fence_examples_&_photos

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 4 of 35

1. REQUIRED DOCUMENTS CHECKLIST

This standardized check list has been provided to assist the Respondents with the submission of the Bid package. This check list cannot be construed as identifying all required submittal documents for this project. Respondents remain responsible for reading the Bid information in its entirety to ensure compliance. Manipulating or altering any of these forms may result in the Bid as being non-responsive.

• Bid Cover Page – Signed and Completed

• Respondents Statement of Experience, Equipment and Personnel & References for Similar Projects - Notarized o List at least three (3) references of similar size and scope, as described in the “Scope of Work” o Contractor shall possess a minimum of five (5) years of experience performing projects of similar size and scope, including timber rail, post and beam, and 2-board, 3-board, and 4-board fencing installation, along with experience working in wetland environments.

• W-9 – Signed and Completed

• Disclosure of Sub-contractors, Sub-consultants and Suppliers – signed and/or information completed - Signed and/or Completed

• If applicable, Sub-Contractors Statement of Experience, Equipment and Personnel & References for Similar

Projects - Notarized

• Excel Bid Form(s) submitted in correct format, accurate calculations - Signed and Dated. NOTE: All price information to be used in the Bid review must be submitted on this Bid form, as is. Manipulating or altering this Bid form may result in this bid being non-responsive. Any exception or deviation from this Bid Form should be included in the Exceptions and Deviations Form to be considered separately.

o One (1) Bid Form o One (1) Supplemental Services Form

• Exceptions / Deviations Page – Signed

• Bidder’s Certification – Addenda Acknowledged & Signed

• Certification Regarding Scrutinized Companies’ List - Signed

• Drug Free Workplace Certificate – Signed & Notarized

• Anti-Collusion Form - Signed

• Insurance Requirements - Signed

• Certificate of Insurance or Insurance Letter - Informational

• Statement of Terms and Conditions – Signed

• Wildlife Habitat Management Plan – Signed

• Human Trafficking Affidavit - Signed & Notarized

• Copy of Required/Applicable Licenses or Certifications per specifications o Contractor shall possess FDOT Maintenance of Traffic (MOT) Intermediate Certification or engage a consultant with Intermediate Level MOT Certification, as required.

• Bonding Requirement Form - Signed

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 5 of 35

• Performance Bond Surety Letter REQUIRED WITH SUBMITTAL

• Electronic submittal via OpenGov or a Physical submittal with required number of copies (one (1) original and one

(1) copy (for a total of 2) and one (1) electronic copy on a new USB flash drive)

This checklist shall not be construed as a complete list. Vendor is responsible to ensure all requirements of the solicitation are completed.

2. INTENT AND GENERAL INFORMATION

2.1. INVITATION TO BID

The Villages Community Development Districts is requesting bids for Fence Maintenance & Replacement Services.

Sealed bids will be received by the Purchasing Department located at 3571 Kiessel Road, The Villages, Florida 32163, bid packets can also be submitted electronically via the OpenGov Procurement Portal, and will be accepted until 3:00 pm on June 24, 2026 for “ITB #26B-026”. Only the vendors’ names of all timely received bids shall be read aloud and recorded at the Public Opening. Suppliers have the option to receive the bid results by submitting a Public Records request to the District Clerk’s office DistrictClerk@DistrictGov.org. A Notice to Respondents including the bid results will also be issued within 2-3 business days and will be posted on both OpenGov and the District websites.

Respondents shall take careful notice of the following conditions of this Invitation to Bid:

• Submissions by fax, email or other electronic media (excluding OpenGov) will not be accepted under any circumstances. Late submissions will not be accepted under any circumstances.

• Submitters may withdraw and/or replace bids at any time until the deadline for submission of bids.

• All questions received by 4:00 pm on June 9, 2026 will be considered. Questions will not be answered over the phone. Questions must be in writing and emailed to Crystal Ford-Bellamy at Crystal.Ford@districtgov.org or submitted through the OpenGov Procurement Portal at https://procurement.opengov.com/portal/districtgov/projects/265852

2.2. MINIMUM REQUIREMENTS

Contractor shall possess a minimum of five (5) years of experience performing projects of similar size and scope, including timber rail, post and beam, and 2-board, 3-board, and 4-board fencing installation.

Contractor shall possess FDOT Maintenance of Traffic (MOT) Intermediate Certification or engage a consultant with

Intermediate Level MOT Certification, as required.

Successfully completed a minimum of three (3) projects of similar size and scope.

Demonstrate experience performing fence installation and repair work in wetland or limited-access areas where materials may need to be transported manually.

Be responsible for maintaining safe, clean, and orderly work areas and for repairing any damage caused to District or adjacent property during performance of the work.

Provide all work in accordance with the highest industry standards and correct any defective workmanship or materials during the required warranty period.

2.3. ON-SITE VISITS

Contractors are encouraged to visit the location(s) to get a better understanding of what is required and the location of the project.

2.4. FORMS & SPECIFICATIONS

Submitters are required to use the official “BID FORMS”, and all documents itemized herein are to be submitted. Any variation from the minimum specifications must be clearly stated on the BID FORMS and explained in detail on the

EXCEPTION / DEVIATION FORM.

https://procurement.opengov.com/portal/districtgov/projects/265852 mailto:DistrictClerk@DistrictGov.org mailto:Crystal.Ford@districtgov.org https://procurement.opengov.com/portal/districtgov/projects/265852

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 6 of 35

Bids may be considered subject to rejection if, in the sole opinion of the District, there is a serious omission, unauthorized alteration of form, an unauthorized alternate Bid, incomplete or unbalanced unit price, or irregularities of any kind. The District may reject as non-responsive, any or all Bids where Respondents fail to acknowledge receipt of Addenda as prescribed.

2.5. HOW TO SUBMIT A BID

Submit electronically via the OpenGov Procurement Portal or a complete bid submittal packet (1 original and one (1) copy (for a total of 2) and one (1) electronic copy on a new USB flash drive) with all required documents as itemized and included herein to be submitted in a sealed envelope, on the outside of which shall be prominently marked with the following identification ITB #26B-026 with the name and address of the submitter. The bid submittal should be neat, professional in appearance and bound appropriately for the document’s thickness. The original document shall have original signatures and clearly noted with ORIGINAL on the cover. Submittals can also be mailed or hand delivered to the

Purchasing Department at 3571 Kiessel Road, The Villages, FL 32163, by the date and time set forth in the timeline.

2.6. RESPONDENT RESPONSIBILITY

Submitters are fully and completely responsible for the labeling, identification and delivery of their bid submittals. The

Purchasing Department will not be responsible for any mislabeled or misdirected submissions, nor those handled by delivery persons, couriers, or the U. S. Postal Service.

• Submissions shipped by express delivery, or in overnight or courier envelopes, boxes, or packages must be prominently marked on the outside of such envelopes, boxes or packages with the sealed bid identification.

• Any envelopes, boxes, or packages, which are not properly labeled, identified, and prominently marked with the sealed bid identification, may be inadvertently opened upon receipt, thereby invalidating such bids and excluded from the official bid opening process.

• Invitation by the Villages Community Development Districts to Respondents is based on the recipient’s specific request and application to https://procurement.opengov.com/portal/districtgov or as the result of response by the public to the legal advertisements required by State and District law. Firms or individuals submit their responses on a voluntary basis, and therefore are not entitled to compensation of any kind.

• A person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a vendor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, for CATEGORY TWO for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.

• Bid submittals that are incomplete, unbalanced, conditional, obscure, or which contain additions not called for, alterations, or irregularities of any kind, or which do not comply with these documents may be rejected at the sole discretion of the District.

• Any Respondent opting not to bid shall submit a no-bid response electronically via the OpenGov Procurement

Portal and select the "No Bid" option.

2.7. EXAMINATION OF BID DOCUMENTS

Each Respondent shall carefully examine the Drawings and/or Specifications and other applicable documents and inform himself/herself thoroughly regarding any and all conditions and requirements that may in any manner affect cost, progress or performance of the work to be performed under the Contract. Ignorance on the part of the Respondent will in no way relieve him/her of the obligations and responsibilities assumed under the Contract.

Should a Respondent find discrepancies or ambiguities in, or omissions from, the Drawings and/or Specifications, or should he/she be in doubt as to their meaning, he/she shall at once notify the Purchasing Department, in writing.

https://procurement.opengov.com/portal/districtgov/projects/265852 https://procurement.opengov.com/portal/districtgov

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 7 of 35

2.8. INTERPRETATIONS, CLARIFICATIONS AND ADDENDA

• No oral interpretations will be made to any Respondent as to the meaning of the Bid/Contract Documents. Any inquiry or request for interpretation received by the Purchasing Department before 4:00 pm June 9, 2026, will be given consideration. All such changes or interpretations will be made in writing in the form of an addendum and, if issued, will be uploaded to https://procurement.opengov.com/portal/districtgov and the District website. Each

Respondent shall acknowledge receipt of such addenda in the space provided on the Bidder’s Certification Form.

• In case any Respondent fails to acknowledge receipt of such addenda or addendum, his/her bid will nevertheless be construed as though it had been received and acknowledged and the submission of his/her bid will constitute acknowledgment of the receipt of same. All addenda are a part of the Bid Documents and each Respondent will be bound by such addenda, whether or not received by him/her. It is the responsibility of each Respondent to verify that he/she has received all addenda issued before bids are opened.

• In the case of unit price items, the quantities of work to be done and materials to be furnished under this

Bid/Contract are to be considered as approximate only and are to be used solely for the comparison of bids received. The District and its Consultants do not expressly or by implication represent that the actual quantities involved will correspond exactly therewith; nor shall the Respondent plead misunderstanding or deception because of such estimate or quantities of work performed or material furnished in accordance with the

Specifications and/or Drawings and other bid documents, and it is understood that the quantities may be increased or diminished as provided herein without in any way invalidating any of the unit or lump sum prices bid.

2.9. ESTIMATED QUANTITIES

Quantities are estimates for the initial term and are based on the District’s long-range maintenance plan and historical demand and are provided for bid evaluation purposes only. Actual quantities may increase or decrease depending on

Board-approved budgets.

2.10. ALTERNATES

When certain items of equipment and/or materials are specified and/or described as the product of a particular manufacturer together with any required additional information such as model number, size or catalog number, only such specific items may be used in preparing the bid, except as hereinafter provided.

2.11. CHANGES/MODIFICATIONS

The Village Community Development Districts reserves the right to order changes in the scope of work and the resulting

Agreement. The successful Respondent has the right to request an equitable price adjustment in cases where modifications to the Agreement under the authority of this clause result in increased costs to the Supplier. Price adjustments will be based on the unit prices proposed by the Supplier in response to this solicitation. Any Agreement resulting from this solicitation may be modified upon written and mutual consent of both parties.

2.12. GOVERNING LAWS AND REGULATIONS

The Respondent is required to be familiar with and shall be responsible for complying with the District’s Purchasing

Policies and Procedures, District resolutions, District rules, all federal, state and local laws, ordinances, rules and professional standards or regulations that in any manner affect this solicitation, the selection process, protests, award of

Agreement, Agreement management or any other activity associated with this solicitation and the subsequent work required of the successful Respondent. Any Respondent receiving an award from this solicitation must comply with all

Governing Laws and Regulations and be responsible for the compliance of such by any and all subcontractors. Any and all work performed under the resultant contract requiring any State licensing or certification must be performed by workers meeting those requirements.

2.13. SUBCONTRACTOR'S INFORMATION AND QUALIFICATIONS

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

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 8 of 35

Respondent is responsible for verifying Subcontractor’s satisfactory performance on previous projects. Failure to do so may impact Respondent's responsibility determination.

Supplier will be notified in writing if the District, after due investigation, has reasonable objection to any Subcontractor or

Supplier on the DISCLOSURE OF SUBCONTRACTORS, SUBCONSULTANTS AND SUPPLIERS FORM. If the District has reasonable objection to any Subcontractor or Supplier, Contractor shall submit another acceptable one to the District.

No increase in contract amount or project completion time will be allowed, unless Supplier can prove substantial increase due to the change, in which case Supplier may request an equitable adjustment to the contract amount or project completion time. If Supplier requests an equitable adjustment as a result of a requested change, Supplier shall make available to the District all documents necessary, as requested by the District, to substantiate such adjustment.

The failure of the District to make objections to any Subcontractor or Supplier on the list shall not constitute a waiver of any right of the District to reject defective work, material or equipment; or work, material or equipment not in conformance with the requirements of the Contract Documents. Should Supplier desire to add, change or delete a Subcontractor or

Supplier previously listed, Supplier shall submit written justification for said change to the District for approval prior to the new Subcontractor or Supplier performing any work on the project.

2.14. BLACKOUT PERIOD

In accordance with Florida Statute 287.057(25), Respondents to this Solicitation or persons acting on their behalf may not contact, between the Issue Date of the Solicitation and the end of the 72-hour period following the agency posting the

Notice of Intent to Award, excluding Saturdays, Sundays, and state holidays, any District Staff, Board Supervisors or

District Consultants concerning any aspect of this Solicitation, except in writing to the District Purchasing Staff. Violation of this provision may be grounds for rejecting a response.

2.15. FISCAL YEAR FUNDING APPROPRIATION

Unless otherwise provided by law, a contract for supplies or services may be entered into for any period of time deemed to be in the best interests of the District, provided the term of the contract and conditions of renewal or extension, if any, are included in the solicitation and funds are available for the fiscal period at the time of the contract. Payment and performance obligations for the succeeding fiscal periods shall be subject to appropriation by the District of funds thereafter.

When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the contract shall be cancelled, and the Supplier shall be entitled to reimbursement for the reasonable value of any nonrecurring cost incurred but not advertised in the price of the supplied or services delivered under the contract or otherwise recoverable.

2.16. TAX EXEMPT STATUS

The Village Community Development Districts are special purpose governmental agencies under Florida law and exempt from Florida sales tax. The tax-exempt number will be provided upon request. This exemption does not apply to goods and services purchased separately by a Supplier in connection with its contract obligations. Supplier shall be responsible for paying any taxes, fees, or similar payments that are required to be paid in connection with the contract work.

2.17. PAYMENTS

Payments shall be made pursuant to Section 218.70, Florida Statutes, the Prompt Payment Act, and all District policies promulgated thereby.

2.18. UNUSUAL COSTS

The Supplier may petition the District at any time for an additional rate adjustment on the basis of extraordinary and unusual changes in the costs of operation that could not reasonably be foreseen by a prudent operator and which, by all reasonable expectations, will continue for at least one (1) year. If the Supplier petitions for such an increase, the Supplier shall also petition for a rate reduction on the basis of extraordinary and unusual changes in the costs of operation that could not reasonably be foreseen by a prudent operator and which, by all reasonable expectations, will continue for at least one (1) year; failure to make such petition may be grounds for Agreement termination.

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 9 of 35

The Supplier's request shall contain substantial proof and justification to support the need for the rate adjustment. The

District may request from the Supplier, and the Supplier shall provide, such further information as may be reasonably necessary in making its determination. The District shall approve or deny the request, in whole or in part, within sixty (60) days of receipt of the request and all other additional information required by the District. Any price redetermination shall be solely based upon the documentation provided and the District reserves the right to rescind any price relief granted should the circumstances change and prices go down.

2.19. PERMITS/LICENSES/FEES

Any permits, licenses or fees required will be the responsibility of the Respondent.

2.20. INDEMNIFICATION

The successful Respondent must fully indemnify the District(s). Such indemnification will be documented in the

Agreement Documents.

2.21. STANDARDS OF CONDUCT; COMPLIANCE WITH DISTRICT POLICIES

The Contractor shall ensure that its employees, agents, and subcontractors assigned to perform services conduct themselves in a professional, courteous, and lawful manner at all times while on District property or while performing services on behalf of the District.

Contractor personnel shall comply with all applicable State Laws, Federal laws, and District policies governing workplace conduct, safety, ethics, and harassment prevention, as such policies may be reasonably applicable to non-District personnel performing services on District property.

In the event the District receives a complaint(s) or otherwise determines that the conduct of any Contractor personnel may be inconsistent with the standard herein or District policies, the District reserves the right to require the temporary or permanent removal of such individual from District property or from performing services.

Any such request shall not be construed as a determination of fault or as a direction regarding the Contractor’s employment or disciplinary decisions, which shall remain the sole responsibility of the Contractor. Failure to comply with this shall constitute a material breach of the Agreement and may lead to termination of the agreement.

2.22. PROTECTION OF RESIDENT WORKERS

The Village Community Development Districts actively support the Immigration and Nationality Act of 1952 (INA) and the

Immigration Reform and Control Act of 1986 (IRCA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination and the State of Florida Executive Order Number 11-116 stating

Supplier’s shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of:

all persons employed during the contract term by the Supplier to perform employment duties pursuant to the Contact, within Florida; and all persons, including subcontractors, assigned by the Supplier to perform work pursuant to the

Contract with the District. (http://www.uscis.gov/e-verify) Additionally, the Supplier shall include a provision in all subcontracts that requires all subcontractors to utilize the U.S. Department of Homeland Security’s E-Verify system to verify employment eligibility of: all persons employed during the contract term by the Supplier to perform work or provide services pursuant to this contract with the District.

All Service Suppliers and /or vendors who wish to contract with the District to provide services must first certify they have registered with, will participate in, and continue to utilize, once registered, the E-Verify Program (or any successor program implemented by the federal government of its departments or agencies) to verify the work authorization status of all newly hired employees employed by the Supplier’s and/or vendors. Breach of this term or conditions is considered a material breach of the agreement. Participation in the E-Verify program will only be required of the awarded Supplier. To certify participation in the program, awarded Supplier, will be required to sign an E-Verify Supplier Affidavit.

For more information and to register visit https://e-verify.uscis.gov/enroll/.

2.23. VILLAGE COMMUNITY DEVELOPMENT DISTRICTS

The Village Center Community Development District, Sumter Landing Community Development District, North Sumter

County Utility Dependent District, Wildwood Utility Dependent District, Brownwood Community Development District, http://www.uscis.gov/e-verify https://e-verify.uscis.gov/enroll/

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 10 of 35

Coleman Ridge Community Development District, Middleton A Community Development District, Middleton Downtown

Community Development District, Eastport Community Development District, Villages Public Safety Department

Dependent District, and Village Community Development Districts 1-16 are local units of special-purpose government and reserve the right to reject any and/or all bids, reserve the right to waive any informalities or irregularities in the bid or examination process, reserve the right to select low bid per item, and reserve the right to award contracts in the best interest of the Districts.

2.24. REFERENCE TERMS

Any headings in this document are for the purposes of reference only and shall not limit or otherwise affect the meaning thereof. Any reference to gender shall be construed to include all genders, firms, partnerships, and corporations. References in the singular shall be construed to include the plural and references in the plural shall be construed to include the singular. Any reference to the “District” or the “Village Community Development Districts” shall be construed to refer to the specific District or Districts for which the solicitation was issued, and those District(s) shall be the legislative authority for all matters concerning this solicitation or the resulting contract(s).

2.25. RIGHT TO AUDIT RECORDS

The Districts shall be entitled to audit the books and records of the Respondent or any sub-contractor to the extent that such books and records relate to the performance of the Contract or any sub-contract to the Contract. Such books and records shall be maintained by the Respondent for a period of three (3) years from the date of final payment under the

Contract and by the sub-contractor for a period of three (3) years from the date of final payment under the sub-contract unless a shorter period is otherwise authorized in writing.

2.26. ADDITIONAL TERMS AND CONDITIONS

No additional terms and conditions included with the bid response shall be evaluated or considered and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this bid. If submitted either purposefully through intent or design or inadvertently appearing separately in transmitting letters, specifications, literature, price lists or warranties, it is understood and agreed the general and special conditions in this solicitation are the only conditions applicable to this bid and the Respondent's authorized signature affixed to the bid attests to this.

2.27. PROPRIETARY INFORMATION

Responses to this Invitation to Bid, upon receipt by the District, become public records subject to the provisions of

Chapter 119 F.S., Florida’s Public Record Law. If any Respondent believes that any portion of all of the response is confidential and proprietary, Respondent shall clearly assert such exception and the specific legal authority of the asserted exemption. All materials that qualify for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as “TRADE SECRETS EXCEPTION”, with the firm’s name and the bid number marked on the outside. Such designation of an item as a trade secret may be challenged in court by any person. By the Respondent's designation of material submitted to the District as a “trade secret”, the Respondent agrees to hold harmless the District for any award to a plaintiff for damages, costs or attorney’s fees and for costs and attorney’s fees incurred by the District by reason of any legal action challenging the Respondent's “trade secret” claim.

2.28. ADDITIONAL SERVICES/PURCHASES BY OTHER PUBLIC AGENCIES

The Respondent by submitting a bid acknowledges that other public agencies may seek to “Piggy-Back” under the same terms and conditions during the effective period of any resulting contract services and/or purchases being offered in this bid for the same prices and/or terms being bid. The successful Respondent has the option to agree or disagree to allow contract Piggybacks on a case-by-case basis. Before a public agency is allowed to Piggy-Back any contract, the agency must first obtain the Respondent's approval. Without the Respondent's approval, the seeking agency cannot Piggy-Back.

2.29. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTEREST IN

GOVERNMENT CONTRACTING F.S. 287.05701

Respondents are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the District will not request documentation of or consider a Respondent's social, political, or ideological interests when determining if the Respondent is a responsible Bidder. Respondents are further notified that the District’s governing body may not give preference to a Respondent based on the Respondent's social, political, or ideological interests.

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 11 of 35

3. INSURANCE REQUIREMENTS

The vendor/contractor shall maintain, on a primary basis and at its sole expense, at all times while performing work for any of the Districts, the “Standard Insurance Requirements” described herein. Contractors responding to a competitive formal solicitation shall provide with their submittal, a Certificate of Insurance (COI) or a letter from the insurance company stating required coverage is obtainable. Prior to commencement of any work for the Districts, a COI fulfilling all Standard

Insurance requirements must be received and approved by VCCDD. Work is defined as any service provided to the

Districts by a vendor/contractor who must access District property in order to provide the service(s). The requirements contained herein, as well as the District’s review or acknowledgement, are not intended to and shall not in any manner limit or qualify the liabilities and obligations assumed by the contractor under this contract.

*Note: The individual Districts that shall be endorsed and listed as Additional Insureds on all policies are:

• Village Center Community Development District (VCCDD)

• Sumter Landing Community Development District (SLCDD)

• Brownwood Community Development District (BCDD)

• Village Community Development Districts 1-16 (VCDD 1-16)

• North Sumter County Utility Dependent District (NSCUDD)

• Wildwood Utility Dependent District (WUDD)

• Coleman Ridge Community Development District (CRCDD)

• Middleton-A Community Development District (MCDDA)

• Middleton Downtown Community Development District (MDCDD)

• Eastport Community Development District (ECDD)

• Villages Public Safety Department Dependent District (VPSDDD)

All at the following street address:

Attn: Risk Management Department 3571 Kiessel Road The Villages, FL 32163

3.1. FINANCIAL RATING OF INSURANCE COMPANIES

All insurance companies must have financial rating of A- or higher by A.M. Best Company, Inc. with the exception of self-insured insurance companies.

3.2. COMMERCIAL GENERAL LIABILITY INSURANCE

The vendor/contractor shall maintain Commercial General Liability Insurance at a limit of liability not less than $1,000,000 each occurrence and a $2,000,000 annual aggregate. Due to the nature of the work involved, consultants performing program and/or contract management services are required to maintain $1,000,000 each occurrence and $1,000,000 annual aggregate. The coverage shall not contain any endorsement(s) excluding nor limiting product/completed operations, independent contractors, broad form property damage, X-C-U Coverage, contractual liability or cross liability.

The self-insured retention or deductible shall not exceed $50,000.

• Additional Insured Endorsement. The vendor/contractor shall endorse all Districts as an “Additional Insured” on the Commercial General Liability Insurance with a CG 2010 Additional Insured – Owners, Lessees, or Vendors, and CG 2037. Or they may provide a CG 2026 Additional Insured – Owners, Lessees, or Vendors – Scheduled

Person or Organization endorsement, or similar endorsement providing equal or broader “Additional Insured” coverage. In addition, the vendor/contractor shall endorse all Districts as an “Additional Insured” under their

Commercial Umbrella/Excess Liability as required herein.*

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 12 of 35

• Waiver of Subrogation Endorsement. The vendor/contractor shall provide a waiver of subrogation in favor of the

District, contractor, subcontractor, architects, or engineers for each required policy providing coverage during the life of this contract. When required by the insurer or should a policy condition not permit the contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then the contractor shall notify the insurer and request the policy be endorsed with a waiver of transfer of rights of recovery against others, or an equivalent endorsement. This waiver of subrogation requirement shall not apply to any policy that includes a condition specifically prohibiting such endorsement, or voids coverage should the contractor enter into such an agreement on a pre-loss basis.

3.3. BUSINESS AUTOMOBILE LIABILITY INSURANCE

The vendor/contractor shall maintain Business Automobile Liability Insurance at a limit of liability not less than $1,000,000 each occurrence. Coverage shall include liability for owned, non-owned, and hired automobiles. In the event the contractor does not own automobiles, the contractor shall maintain coverage for hired and non-owned auto liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

• Additional Insured Endorsement. The vendor/contractor shall endorse all Districts as an “Additional Insured” on the Business Automobile Liability Insurance with a CA 0449 or similar endorsement providing equal or broader

“Additional Insured” coverage. In addition, the contractor shall endorse all Districts as an “Additional Insured” under the contractor’s Commercial Umbrella/Excess Liability as required herein.*

• Waiver of Subrogation Endorsement. The contractor shall provide a waiver of subrogation in favor of the District, contractor, subcontractor, architects, or engineers for each required policy providing coverage during the life of this contract. When required by the insurer or should a policy condition not permit the contractor to enter into a pre-loss agreement to waive subrogation without an endorsement, then the contractor shall notify the insurer and request the policy be endorsed with a waiver of transfer of rights of recovery against others, or an equivalent endorsement. This waiver of subrogation requirement shall not apply to any policy that includes a condition specifically prohibiting such endorsement, or voids coverage should the contractor enter into such an agreement on a pre-loss basis.

3.4. WORKER'S COMPENSATION INSURANCE AND EMPLOYERS LIABILITY INSURANCE

The contractor, any sub- consultants or subcontractors, shall maintain their own Worker’s Compensation Insurance and

Employers Liability in accordance with Florida Statute Chapter 440. In case any class of employees engaged in hazardous work at the site of the operations is not protected under the Worker’s Compensation statute, the Vendor shall provide and cause each sub consultant or subcontractor to provide adequate insurance for the protection of its employees not otherwise protected. The Vendor must provide a Certificate of Insurance (COI) showing Worker’s Compensation coverage or must provide an exemption certificate issued by the State of Florida showing that the Vendor is exempt from

Worker’s Compensation insurance requirements. (NOTE: Elective exemptions or coverage through an employee leasing arrangement will be on a case-by-case basis).

3.5. CYBER LIABILITY INSURANCE

REQUIRED FOR ALL SERVICES - The contractor shall maintain Cyber Liability Insurance at a limit of liability no less than $1,000,000 per claim/loss and $1,000,000 annual aggregate. Coverage shall include, at minimum, network security liability, data breach liability, social engineering and funds transfer fraud. The self-insured retention or deductible shall not exceed $50,000.

3.6. INDEMNIFICATION

The contractor shall indemnify, defend and hold harmless all of the Districts, its offices, agents and employees from and against any and all claims, losses or liability, or any portion thereof, including attorney’s fees and costs, arising from injury or death to persons, including injuries, sickness, disease or death to contractor’s own employees or damage to property occasioned by a negligent act, omission or failure of the contractor.

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 13 of 35

3.7. DEDUCTIBLES, COINSURANCE PENALTIES AND SELF-INSURED RETENTION

The contractor shall be fully and solely responsible for any costs or expenses as a result of a coverage deductible, coinsurance penalty, or self-insured retention; including any loss not covered because of the operation of such deductible, coinsurance penalty, self-insured retention, or coverage exclusion or limitation. For deductible amounts that exceed the amounts stated herein that are acceptable to the District, the Contractor shall, when requested by the District, maintain a

Commercial Surety Bond in an amount equal to said deductible amount.

3.8. RIGHT TO REVISE OR REJECT

The District reserves the right, but not the obligation, to review and revise any insurance requirement, not limited to limits, coverages and endorsements based on insurance market conditions affecting the availability or affordability of coverage;

or changes in the scope of work/specifications affecting the applicability of coverage. Additionally, the District reserves the right, but not the obligation, to review and reject any insurance policies failing to meet the criteria stated herein, or any insurer(s) providing coverage due to its poor financial condition or failure to operate legally. In such events, the District shall provide the contractor with written notice of such revisions or rejections.

3.9. NO REPRESENTATION OF COVERAGE ADEQUACY

The coverages, limits or endorsements required herein protect the primary interests of the Districts, and these coverages, limits or endorsements shall in no way be required to be relied upon when assessing the extent or determining appropriate types and limits of coverage to protect the contractor against any loss exposures, whether as a result of the project or otherwise.

3.10. CERTIFICATE(S) OF INSURANCE

The contractor shall provide the VCDD Purchasing Department with a COI clearly evidencing that all coverage, limits, and endorsements required herein are maintained and in full force and effect and copies of endorsements (additional insured and waiver of subrogation) shall be submitted with the COI. A minimum thirty (30) day endeavor to notify due to cancellation or non-renewal of coverage shall be identified on each COI. In the event the District is notified that the required insurance coverage will cancel or expire during the period of this contract, the contractor agrees to furnish the

District prior to the expiration of such insurance, a new COI evidencing replacement coverage. When notified by the

District, the contractor agrees not to continue work pursuant to this contract, unless all required insurance remains in effect. The District shall have the right, but not the obligation, of prohibiting the contractor from entering the project site until a new COI is provided to the District evidencing the replacement coverage. The contractor agrees the District reserves the right to withhold payment to the contractor until evidence of reinstated or replacement coverage is provided to the District. If the contractor fails to maintain the insurance as set forth herein, the contractor agrees the District shall have the right, but not the obligation, to purchase replacement insurance and the contractor agrees to reimburse any premiums or expenses incurred by the District.

3.11. THE CONTRACTOR AGREES THE COI SHALL:

A. Clearly indicate all the Districts have been endorsed on the Commercial General Liability Insurance and the

Business Automobile Liability Insurance with the appropriate Commercial Liability forms providing equal or greater

“Additional Insured” coverage.

B. Clearly indicate a waiver of subrogation endorsement in favor of all the Districts on the Commercial General

Liability Insurance and the Business Automobile Liability Insurance policies.

C. Clearly indicate all Districts are endorsed as an “Additional Insured”, or “Loss Payee” on the Builder’s Risk

Insurance, and when applicable, “Additional Insured” on the Commercial Umbrella/Excess Liability Insurance as required herein.

D. Clearly identify each policy’s limits, flat and percentage deductibles, sub limits, or self- insured retentions, which exceed the amounts or percentages set forth herein.

E. Clearly indicate a minimum thirty (30) day endeavor to notify requirement in the event of cancellation or non-renewal of coverage.

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 14 of 35

F. The original COI and copies of all required endorsements should be forwarded and clearly indicate certificate holder and “Additional Insured” as follows:

Village Center Community Development District (VCCDD) Sumter Landing Community Development District (SLCDD) Brownwood Community Development District (BCDD) Village Community Development Districts 1 – 16 (VCCDD 1-16) North Sumter County Utility Dependent District (NSCUDD) Wildwood Utility Dependent District (WUDD) Coleman Ridge Community Development District Middleton Community Development District A (MCDDA) Middleton Downtown Development District Eastport Community Development District (ECDD) Villages Public Safety Department Dependent District (VPSDDD)

Mailing address:

Attn: Risk Management Department 3571 Kiessel Road The Villages, FL 32163

NOTICE: On rare occasions, exceptions to the required insurance limits are needed. The Risk Management department may adjust such requirements if deemed necessary. Exceptions are valid only for the applicable project or fiscal year in which they are granted.

3.12. OTHER

Insurance Agents may also email Certificates of Insurance and endorsements to:

Email: Riskmanagement@districtgov.org Questions about Insurance Requirements:

Contact Risk Management (352) 674-1828

4. INTRODUCTION

The Villages is the largest single-site residential real estate development in the United States spanning over 57,000 acres

(71 square miles) in three adjoining counties in Central Florida (Lake, Marion and Sumter). The Villages earned the No.1 ranking as the fastest growing micropolitan area in the United States according to a 2008 Census Bureau report. The current population is approximately 146,000 residents and growing.

The Districts are units of special purpose local government each serving a portion of The Villages. Special Districts are widely used throughout the United States to provide for certain service delivery infrastructure such as water management and control (drainage), fire control, road and bridge construction and maintenance, park and recreational facilities, water and sewer systems, sidewalks, multi-modal paths, streetlights, and similar infrastructure that is required to provide urban services to areas that may not have access to such services through a general purpose government such as a municipality.

As a unit of local government, each District is subject to many of the same State Statutes that regulate cities and counties;

of particular interest are those statutes related to ethics in government for the elected Board of Supervisors, Government in the Sunshine, a cornerstone of local government in the State of Florida which requires that decisions made by any governmental agency be done at a public meeting; the public records law, which means the records of the District are open for review by any citizen; the auditing requirements in which annually the accounting records of the District are audited by an independent certified accountant and the results of such audit are provided to the State Controller and

Auditor General; competitive bidding requirements for construction and maintenance contracts; and various other statutory provisions that protect the interest of the public.

5. SCOPE OF SERVICES

5.1. DESCRIPTION OF SERVICES

mailto:Riskmanagement@districtgov.org

Fence Maintenance & Replacement Services ITB #26B-026

Villages Community Development Districts Page 15 of 35

The Villages Community Development Districts are requesting bids for Services for Fence Maintenance and

Replacements. Qualified firms wishing to respond to “ITB #26B-026 Services for Fence Maintenance and Replacements” must provide all equipment, labor and materials described in this document, whether directly or through sub-contractors/sub-consultants. This does not, however, limit the use of subcontractors or sub-consultants.

The District is soliciting bids from qualified contractors to provide maintenance and repair services on an as-needed basis for District facilities. Services will be performed under a continuing services contract utilizing unit cost pricing. The intent of this solicitation is to establish competitively procured pricing for anticipated maintenance and repair work identified in the

District’s long-range maintenance planning documents. The District has developed long-range maintenance projections to assist with planning; however, actual work will be authorized only as needed and subject to Board approval and annual budget appropriations.

The intent of this project is to procure a qualified, professional Contractor, with a minimum of 5 years of experience in the installation of 2, 3 and 4 board fencing, repairs and painting; who has successfully completed a minimum of three (3) projects of similar size and scope. It is the intention of the District to award this ITB to the lowest, most responsive and qualified Contractor; however, the District reserves the right to award this ITB as deemed necessary and in the best interest of the District.

NOTE: Quantities are estimates for the initial term and are based on the District’s long-range maintenance plan and historical demand and are provided for bid evaluation purposes only. Actual quantities may increase or decrease depending on Board-approved budgets. Services will be performed under a continuing services contract utilizing unit cost pricing. The intent of this solicitation is to establish competitively procured pricing for anticipated services as identified in the District’s long-range maintenance planning documents. The District has developed long-range maintenance projections to assist with planning; however, actual work will be authorized only as needed and subject to Board approval and annual budget appropriations.

It is the intent of these specifications to describe a complete contract fully acceptable to the District. Even though certain details may have been unintentionally omitted, the Contractor shall nonetheless perform all work necessary to complete the project to the highest industry standards and acceptable to the District. All materials and workmanship shall be first class and shall conform to the highest industry standards or the specifications, whichever requirements are more stringent.

Successful Contractor will be responsible for all work according to the scope of work, specifications and attached plans to include all materials, labor, and permitting required completing the project in a timely and professional manner.

The initial term of each Agreement shall be October 1, 2026, through September 30, 2028,…