Golf_Course_Cart_Paths.pdf

City of New Smyrna Beach

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

ITB 23-26-LS

GOLF COURSE CART PATHS

RELEASE DATE: July 1, 2026 DEADLINE FOR QUESTIONS: July 24, 2026

RESPONSE DEADLINE: August 4, 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 23-26-LS

Golf Course Cart Paths

I. Public Notice II. Introduction

III. General Definitions IV. Due Dates V. Project Specific

VI. Minimum Qualifications VII. Insurance Requirements

VIII. Total Bid Proposal IX. Information for Bidders X. Terms and Conditions

XI. Contractor Specific XII. Required Responses

Attachments:

A - Public Records B - Draft Contract C - Required Documentation and City Forms D - Insurance Requirements E - Aerial Map - Cart Path Repair F - NSB Golf Course Path - Bid Plan Sheet 1 of 3 G - NSB Golf Course Path - Bid Plan Sheet 2 of 3 H - NSB Golf Course Path - Bid Plan Sheet 3 of 3

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I. Public Notice

I.A Notice to Bidders - General

23-26-LS

Golf Course Cart Paths

The City of New Smyrna Beach is seeking sealed bids from qualified and licensed Contractors to furnish all labor, materials, equipment, and supervision necessary to construct, repair, and/or resurface golf cart paths at the New Smyrna Beach Golf Club.

Bid documents are available through the City's eProcurement Portal at https://procurement.opengov.com/portal/cityofnsb document 23-26-LS.

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

End of Advertisement

Publish: Wednesday, July 1, 2026

Newspaper: Daytona News Journal City website: www.cityofnsb.com OpenGov: https://procurement.opengov.com/portal/cityofnsb

II. Introduction

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

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

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

The successful Bidder(s) must demonstrate in their submittal to be the lowest, most responsible and responsive Bidder which best meets the specifications and serves the overall needs of the city. Bids should be prepared in accordance with the instructions herein and all bid prices 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 https://procurement.opengov.com/governments/387/portal/cityofnsb?status=all

3 | P a g e submittals for these commodities/services. The city may withdraw all or part of this ITB at any time to protect the interests of the city.

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

II.A Summary

The City of New Smyrna Beach is seeking sealed bids from qualified and licensed Contractors to furnish all labor, materials, equipment, and supervision necessary to construct, repair, and/or resurface golf cart paths at the New Smyrna Beach Golf Club. Golf cart paths shall be repaired replacing with same in kind 4-inch concrete thickness at min. 3,000 psi at 28 days compressive strength.

The golf cart paths shall be re-constructed or repaired in a manner that results in a path that provides the City with many years of service with little or no maintenance. While the golf carts are primary users, other heavier vehicles will occasionally drive on them for maintenance purposes and therefore the paths should be constructed to accommodate this traffic accordingly. Lastly, there is an existing golf bag drop-off asphalt pavement area that will need to be replaced as shown on the Site Plan (sheet 3 of 3) with the area delineated. The bag drop-off area will be bid as an Optional Bid Item. The optional bid can be replaced with 4-inch concrete in lieu of existing asphalt & base replacement to be consistent with the golf cart path site plans and specifications.

The New Smyrna Beach Golf Club is located at 1000 Wayne Avenue, New Smyrna Beach, Florida 32168. Golf course operations will remain open throughout the project. The anticipated duration is approximately three (3) months, with a preferred start date of September 8, 2026. The City will coordinate with the awarded contractor to finalize the project schedule.

Golf Course Information: The 72-par, 18-hole, golf course at New Smyrna Golf Club measures 6,543 yards from the back tees. It was designed by Donald Ross in 1948 opening for play in 1953.

Recent renovation in 2016 added platinum paspalum grass to the greens, making the surface the best quality in the area.

Located onsite are a fully stocked Pro Shop and practice facilities, both are managed by City Staff. The practice facilities offer a full practice facility maintained with the same attention to detail you would expect on our golf course. The Practice Facility is open every day from 7 a.m.

until 7 p.m., except Monday (closes at 4:00 p.m.) and Tuesday (open at 8 a.m.) and offers:

• Lessons available

• Driving Range

• Practice Bunker

• Chipping Green

• Putting Green

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The course is also home to the Grille, an Italian restaurant that is operated and managed by a third party.

Additional information is provided in Section IV of this document. All required documents shall be completed and submitted through the City's eProcurement Portal.

II.B Background

The city serves an area of 41.6 square miles in size and serves a population of approximately 32,852. 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 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 can be found in City of New Smyrna’s Comprehensive Annual Financial Report (CAFR). This report may be viewed on https://www.cityofnsb.com/105/Financial-Reports.

II.C Contact Information

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

Purchasing

II.D Timeline

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

Issue Invitation to Bid Notice July 1, 2026 https://www.cityofnsb.com/105/Financial-Reports mailto:jvivian@cityofnsb.com tel:(386)410-2600;ext=2654

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Pre-Bid Meeting (Mandatory) July 14, 2026, 9:00am New Smyrna Beach Golf Club, located at 1000 Wayne Avenue, New Smyrna Beach, Florida 32168.

Deadline for Written Questions July 24, 2026, 5:00pm

Bid Due Date August 4, 2026, 2:00pm

Bid Opening (Non-Mandatory) August 4, 2026, 3:00pm Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/252747778 503629?p=5SKhrIjB6eFsvZUyzQ Meeting ID: 252 747 778 503 629 Passcode: uF7Hc95f Or dial in by phone 786-636-1338 , Phone conference ID: 409 860 151#

Recommendation to the Commission August 25, 2026

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.

https://teams.microsoft.com/meet/252747778503629?p=5SKhrIjB6eFsvZUyzQ https://teams.microsoft.com/meet/252747778503629?p=5SKhrIjB6eFsvZUyzQ

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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.

Debarment: 1. Prohibits a seller or contractor from bidding on future requirements 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.

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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.

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.

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IV. Due Dates

IV.A Prebid Meeting

There will be a mandatory pre-bid meeting held at 9:00 am on Tuesday, July 14, 2026. The meeting will be held at the New Smyrna Beach Golf Club located at 1000 Wayne Avenue, New Smyrna Beach, Florida 32168.

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 Friday, July 24, 2026. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly.

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

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

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 Tuesday, August 4, 2026 via the City’s e- Procurement Portal.

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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.

V. Project Specific

V.A Scope of Work

The Contractor shall provide all labor, materials, equipment, and supervision necessary to repair and/or replace identified golf cart paths at the City’s golf course. Work shall consist of repairing and or removing existing deteriorated path sections with 4-inch-thick concrete paths constructed in-kind (same alignment, width, and general configuration unless otherwise directed). Prior to starting the project, the Contractor shall provide a Geotechnical Boring prior to commencing any work with one soil boring for each Site Plan sheet showing the paths to be improved. Geotechnical boring must include the estimate seasonal high water table (SHWT) and encounter water level and identify any unsuitable soils for construction (i.e. muck and clay soils) to a depth of 6 feet. Please see enclosed city prepared Site Plan with recent aerial imagery depicting the approximate golf path replacement areas and quantities and is provided in Section XIII, Attachments, of this document and are incorporated by reference to the awarded agreement.

Golf Course Paths Specifications: Proposed 4-inch thick at min. 3,000 PSI concrete at 28 days compressive strength with broom finish over 4-inch compacted subgrade at 98% compaction per AASHTO-180 proctor. Compacted subgrade should extend min. 6-inch beyond the concrete path edge on both sides. Install construction joints at min. 1-inch depth at max. 6-feet spacing (O.C.) and expansion joints at 0.5-inch compressible joint filler at max. 50-feet spacing (O.C.).

Grading and Drainage: Replacement of concrete paths must meet ADA slope requirements. Cross-slope must not exceed 2% and running slope must not exceed 5%. Positive drainage must be provided before and after construction. In areas where ponding and flows are impeded, the contractor shall resolve at its own expense.

Erosion Control: Silt fence must be installed where construction is adjacent to existing water bodies and surfaces to prevent sediment runoff into these areas. Silt fence must be installed per FDEP and FDOT specifications and inspected daily or after a rainfall event that is greater than 0.5-inch in 24 hours.

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Construction Schedule and Phasing: Contractor must provide a detailed construction schedule of the work phasing. This schedule must be approved by the Parks Director and/or Golf Facility Manager prior to Notice to Proceed (NTP) to minimize impacts on existing golf facility operations and businesses.

Permits and Fees: Building Permit is not required on this project by the city. In addition, there is no net increase in impervious areas, therefore, St. Johns River Water Management District (SJRWMD) or FDEP permit is exempt on this project. We do not anticipate any impact to existing wetlands and/or surface waters to construct these improvements as shown on the site plan.

Construction Close-out: Contractor shall submit survey as-built plans of the construction improvements sign-seal by licensed surveyor (PLS or PSM) or professional engineer (PE). The as-built plans must be in AutoCAD Civil 3D 2021 or later version in DWG format and must be submitted within 60 days after construction.

V.B Work Sequence and Specifications

Removal of Existing Path

• Remove existing damaged concrete, or other path materials in designated areas as shown on the Site Plan sheets (total 3 sheets). Please note contractor may bring to the attention of the Parks Director and Manager if there are other areas where concrete replacement may be needed beyond what is shown on the site plan.

• Dispose of all removed materials off-site in accordance with applicable regulations.

• Protect adjacent turf, irrigation systems, utilities, and course features.

Subgrade Preparation

• Excavate to required depth to accommodate 4-inch concrete thickness and subgrade shall extend min. 6-inch beyond the concrete edge on both sides.

• Proof-roll and compact subgrade to provide a stable, uniform surface at min. 98% compaction per AASHTO T-180 Proctor.

• Remove and replace unsuitable materials as necessary.

Concrete Installation

• Construct new cart paths per site plan sheets using 4-inch-thick concrete at min. 3,000 psi at 28 days compressive strength.

• Concrete shall be placed, finished, and cured in accordance with applicable or industry standards for sidewalks or similar flatwork.

• Provide a broom finish or similar non-slip surface texture suitable for golf cart use.

Jointing

• Provide expansion joints, contraction joints, and control joints at appropriate intervals to prevent cracking.

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• Joint spacing and installation shall follow standard industry practices for concrete flatwork.

Alignment and Grade

• Replace paths in-kind, maintaining existing alignment, width, and elevations unless otherwise directed by the City.

• Ensure proper drainage away from the path surface to prevent ponding.

Materials and Construction Requirements: All materials and workmanship shall comply with applicable latest FDOT Standard Plans Index and FDOT Roads & Bridge Specifications and where applicable, including but not limited to:

• Compaction: Achieve required density per city or industry standards

• Joints and edges to be properly finished to ensure smooth transitions

• Grades must promote positive drainage and avoid ponding

Protection and Restoration

• Protect adjacent landscaping, irrigation systems, and golf course features.

• Repair any damage caused during construction at no additional cost.

• Restore disturbed turf areas using sod or seed to match existing conditions.

Traffic Control and Access

• Coordinate work to minimize disruption to golf course operations.

• Provide safe access for golfers and maintenance staff during construction.

• Clearly mark and barricade work areas.

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. The anticipated duration is approximately three (3) months, with a preferred start date of September 8, 2026. The City will coordinate with the awarded contractor to finalize the project schedule.

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

V.D Changes

Compliance with Specifications: All specifications 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:

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

B. The value of any such extra work or change shall be determined in one or more of the following ways: (a) by contract unit prices or (b) by an agreed lump sum price. In the event that the contract unit prices are not available and a lump sum price is not agreed upon, then the value of the extra work shall be determined by (c) the actual cost of:

Labor, including foremen; Materials entering permanently into the work; The rental cost of equipment during the time of use on the extra work; Power and consumable supplies for the operation of power equipment; Insurance; Social Security, Old Age and Unemployment Contributions.

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

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

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

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

V.E 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.

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V.F Inspection and Testing of Materials and Equipment

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

VI. Minimum Qualifications

Bidders responding to this solicitation must demonstrate experience and qualifications in performing work similar in size and complexity to this project.

VI.A Minimum Qualifications

Submittals must include the following required information:

• The Contractor shall have cart path installation on a golf course with a minimum of five years. The supervisor for this project must have the same experience.

• 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.

• 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.

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VII. Insurance Requirements

The selected Firm or Individual providing services to the City of New Smyrna Beach will be required to name the city as an additional named insured with the following minimum coverages.

All insurance minimum coverages extend to any subcontractor, and the General Contractor is responsible for all sub-contractors.

VII.A Insurance Requirements and Acknowledgment

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

Regardless of the type and limit, the City of New Smyrna Beach must be shown as an additional insured with respect to this coverage. The mailing address of City of New Smyrna Beach, 210 Sams Avenue, City of New Smyrna Beach, Florida, 32168 as the certificate holder, must appear on the certificate of insurance.

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

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

Proposer also understands that the evidence of required insurance may be required within fourteen (14) business days following notification of its offer being accepted; otherwise, the City may rescind its acceptance of the Proposer’s bid.

Statement of Insurance Compliance Form provided in the Attachment Section shall be completed and submitted with proposal.

VII.B Worker's Compensation Insurance

The Contractor shall procure and shall maintain during the life of this Contract, Worker's Compensation Insurance for all employees to be engaged in work on the project under this Contract, and in case any such work is sublet, the Contractor shall require the subcontractor similarly to provide Worker's Compensation Insurance for all of the latter’s employees to be engaged in such work unless such employees are covered by the protection afforded by the contractor’s Worker's Compensation Insurance. In case any class of employees engaged in hazardous work on the project under this Contract is not protected under the Workmen’s Compensation statue, the Contractor shall provide and shall cause each subcontractor to provide employer’s general liability insurance for the protection of the subcontractor's employees not otherwise protected under such provisions.

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VII.C Contractor’s Public Liability and Property Damage Insurance

The Contractor shall procure and shall maintain during the life of this Contract, Contractor’s Public Liability and Property Damage Insurance naming the Owner as an additional insured in the amounts not less than those specified in the Supplemental General Conditions. A certificate of such insurance is to be filed with the Owner before any work begins.

VII.D Subcontractor’s Public Liability and Property Damage Insurance

The Contractor shall require each of his subcontractors to procure and to maintain during the life of the subcontract, Subcontractor’s Public Liability and Property Damage Insurance of the type and in the amount specified for the Contractor naming the contractor and Owner as the Additional Insured. A certificate of such insurance is to be filed with the Owner before any work begins.

VII.E Scope of Insurance and Special Hazards

The insurance required in this solicitation shall provide adequate protection for the Contactor and Subcontractors, respectively, against damage claims which may arise from operations under this Contract, whether such operations be by the insured or by anyone directly or indirectly employed the Contractor, and also against and of the special hazards which may be encountered in the performance of this Contract.

VII.F Subcontractor Insurance Requirements

The Contractor shall either (a) require each Subcontractor to procure and maintain during the life of the Subcontractor, the Subcontractor's Public Liability and Property Damage of the type and in the same amounts as in the preceding paragraphs; or (b) insure the activities of the Subcontractors in his own policy.

VII.G Additional Insurance Requirements

The insurance required in the preceding paragraphs shall also provide adequate protection against the following special hazards if applicable:

A. Property damage arising out of blasting or explosions;

B. Property damage arising out of collapse of, or structural injury to any building, caused by grading, excavating, burrowing or filling.

C. Property damage below the surface of the ground including the destruction of wires, conduits, pipe, water mains, sewers and gas mains by digging or burrowing by any mechanical device.

D. The Contractor shall furnish the Owner with satisfactory proof of coverage of the insurance required.

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VII.H Cancellation

Thirty (30) days written notice of cancellation is required. Notice must be sent to the Certificate Holder at the following address:

City of New Smyrna Beach

210 Sams Avenue

New Smyrna Beach, FL 32168

Attention: Finance

VIII. Total Bid Proposal

The City of New Smyrna Beach reserves the right to evaluate the bids received and award the lowest, most responsive and responsible bidder with the Base Bid, Optional items, or any combination thereof as determined to be in the best interest of the City and their funding partners.

The uploaded bid must be the same price submitted below. There shall be no hidden costs associated with this project. Full disclosure of nature and amount of all fees and charges is mandatory.

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Silt Fence (for work adjacent to water bodies or surfaces)

250 LF

2 Concrete Cart Path, 4-inch thick at min. 3,000 psi (widths varies between 6’ to 8’ See Site Plan for details) and 4-inch-thick subgrade at 98% compaction per AASHTO T-180 extending 6-inch beyond concrete edge on both sides

7,789 SY

3 Mobilization 1 LS

TOTAL

OPTIONAL BID ITEM

Line Item Description Quantity Unit of Measure

Unit Cost Total

1 Golf bag drop off asphalt replacement 329 SY

TOTAL

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IX. Information for Bidders

IX.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 specifications. Before an award of the contract, the City reserves the right to request additional information to clarify a bid submittal.

IX.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.

IX.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.

IX.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.

IX.E Bid Bond

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

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

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

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

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

The terms of the ITB Security Bond shall be:

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

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

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

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

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

If the contractor selects to submit a cashiers’ check or cash bond it must be received by the City no later than 2:00 pm on Tuesday, August 4, 2026. Please submit in a sealed envelope to the following address:

City of New Smyrna Beach

210 Sam's Avenue

New Smyrna Beach, Florida 32168

Attention: Purchasing Department

Return of Bid Security Bond: As soon as the bid responses have been evaluated, the City may, at its sole discretion, return or release the bid security bonds accompanying such bid responses, which in its sole judgment, would not likely be considered for award. All other Bid Security Bonds will be held until award of this project and the agreement has been executed by the successful https://www.ambest.com/home/

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Bidder; after which any remaining Bid Security Bonds will be returned to the respective Bidders.

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

IX.F Cancellation

The City reserves the right to cancel, in whole or in part, any solicitation when it is in the best interest of the City. Availability of all information related to a cancelled solicitation is subject to Chapter 119, Florida Statutes.

IX.G Certification of Independent Price Determination

By submission of a response, the Bidder certifies that in connection with this bid submittal:

A. The pricing and/or fees associated with this bid submittal have been arrived at independently, without consultation, collusion, communication, or agreement for the purpose of restricting competition, as to any matter relating to such prices with any other Bidder or with any competitor.

B. Unless otherwise required by law, the prices which have been quoted on this bid have not been knowingly disclosed by the Bidder and will not knowingly be disclosed by the Bidder prior to opening, directly or indirectly to any other Bidder or to any competitor.

C. No attempt has been made or shall be made by the Bidder to induce any other person or Bidder to submit or not submit a bid for the purpose of restricting competition.

IX.H City's Rights

The Owner reserves the unqualified right, in the Owner’s sole and absolute discretion, to reject any and all bids, to waive any irregularities, or to accept that bid or combination of bids, which in the Owner’s sole and absolute judgment, shall, under all circumstances, best serve the public interest.

Any bid may be rejected which contains any omissions, erasures, alterations, additions, irregularities of any kind, or items not called for, or which does not contain prices set opposite to each of the several items in the bid form, or in which any of the prices are obviously unbalanced, or which shall in any manner fail to conform to the conditions of the published notice inviting bids.

The City also reserves the right to award a contract based on experience and qualifications or to award only a portion of the services specified, if deemed to be in the City’s best interest.

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IX.I Collusion

More than one (1) bid from an individual, firm, partnership, corporation, or association under the same or different names will not be considered. Reasonable grounds for believing that a Bidder is involved in more than one bid will be cause for rejection of all bids in which such Bidders are believed to be involved. Any or all bids will be rejected if there is reason to believe that collusion exists between Bidders. Bids in which the prices obviously are unbalanced will be subject to rejection.

The Bidder, by affixing its signature to a submitted bid, certifies that its bid is made without previous understanding, agreement, or connection with any person, firm or corporation submitting making a bid for the same item(s), and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action.

IX.J Completeness and Compliance

Submitted Bids shall contain the information as required in this solicitation. Failure to submit the required information, or bids that are incomplete and/or lack key information, may be rejected by the City.

All items contained in the bid must be in total compliance with the specifications of this solicitation. Alternate bids will not be considered unless specifically called for in this solicitation.

Bidders’ attention is specifically called to the terms, conditions, and special provisions of this solicitation. Please be aware that, under the competitive process, the stipulations set forth herein are fully binding on the Bidder to the extent that you confirm acceptance by your electronic submission.

By submitting a bid response, the Bidder certifies that the Bidder has fully read and understands this solicitation document and has full knowledge of the scope, nature, quantity, and quality of work to be performed; the detailed requirements of the services to be provided; and the conditions under which the services are to be performed.

IX.K Conditions of Work

Each bidder shall have read and be thoroughly familiar with the Contract Documents. Failure to do so shall not relieve the successful bidder of his obligation to furnish all labor, materials and equipment necessary to carry out the provisions of the Contract Documents and to complete the contemplated work for the consideration set forth in his bid. No effort is made to emphasize any particular provision of the Contract, but bidders must familiarize themselves with every provision and its effect. The Owner makes no representations other than those stated or shown directly in the Contract Documents.

In case there is any item in the Contract Document which is not clear to the bidder, or which may, in the Contractor's opinion, be impossible to comply with, the bidder is urged to

21 | P a g e immediately notify the City by submitting all inquiries via the City’s e-Procurement Portal. If it is considered necessary and time permits, an addendum shall be forwarded to each holder of the drawings and specifications to clarify the question.

The Contractor, by and through the submission of the bid, agrees that it shall be held responsible for having heretofore examined the site, the location and route of all the proposed work and for having satisfied the Contractor as to the character of the route, the location, surface and underground obstructions, the nature of the ground water conditions and all other physical characteristics of the work, in order that it may include in the prices with its bid, all costs pertaining to the work and thereby provide for the satisfactory completion thereof, including the removal, relocation or replacement of any objects or obstructions which shall be encountered in doing the proposed work.

IX.L Cone of Silence/Lobbying

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the seventy-two (72) hour period following the posting of the Notice of Intended Award, excluding Saturdays, Sundays, and legal holidays, any City employee or official concerning any aspect of this solicitation, except in writing to the designated Procurement Officer or as otherwise provided in the solicitation documents. Violation of this provision may result in disqualification of the response.

If a recommendation to award is presented to City Commission for approval or for a request to provide authorization to negotiate a contract and the City Commission refers the item back to the City Manager, Procurement Department and/or the requesting Department for further review or otherwise and does not take action on the item, the cone of silence/lobbying black-out period will continue until such time as the City Commission meets to consider the item for action.

IX.M Conflict of Interest

The award of any contract hereunder is subject to the provisions of Chapter 112, Florida Statutes. Bidders must disclose with their proposal the name of any officer, director, partner, proprietor, associate, or agent who is also an officer or employee of the City or any of its agencies. Further, all Bidders must disclose the name of any officer or employee of the City who owns, directly or indirectly, any interest in the Offeror’s firm or any of its branches or affiliate companies.

IX.N Corporate Standing and Authorized Signatory

The Proposer must demonstrate that the company is in good standing and that the person signing this proposal is an authorized signatory on behalf of the Proposer to negotiate and/or sign contracts, agreements, amendments and related documents to which the Proposer will be duly bound. Examples of satisfactory demonstration documents include:

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A. A copy of your Articles of Incorporation listing the approved signatories of the corporation.

B. A letter from a corporate officer listing the members of staff that are authorized signatories for the company.

Failure to sign and witness the Proposer’s signature form may result in disqualification of the bid.

Please be sure the bid is signed, properly witnessed, and sealed.

IX.O Cost of Submittal

The Bidder understands that any and all costs related to the submittal of a proposal is considered an operational cost to the Bidder and shall not be passed on to or be borne by the City. By submission of a bid, the Bidder agrees that any and all costs associated with the preparation of the bid will be the sole responsibility of the Bidder. The Bidder also agrees that the City shall bear no responsibility for any costs associated with the preparation of the bid including but not limited to any administrative or judicial proceedings resulting from the solicitation process.

IX.P Determining Responsibility

The determination as to whether a Bidder is considered responsible shall be at the sole discretion of the City.