HVAC_Repair_and_Preventative_Maintenance_Services.pdf

INVITATION TO BID

011-2025

HVAC REPAIR AND PREVENTATIVE MAINTENANCE SERVICES

City of Lake City

205 N. Marion Ave.

Lake City, FL 32055

RELEASE DATE: March 19, 2025

DEADLINE FOR QUESTIONS: April 2, 2025

PROPOSAL SUBMISSION DEADLINE: April 16, 2025, 2:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

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

Invitation to Bid #011-2025 Title: HVAC Repair and Preventative Maintenance Services

City of Lake City

INVITATION TO BID

HVAC Repair and Preventative Maintenance Services

I. Introduction II. Instruction To Bidders

III. Scope of Work and Related Requirements IV. General Terms and Conditions V. Pricing Proposal

VI. Vendor Questionnaire

Attachments:

A - HVAC_Preventive_Maitenance_Checklist_Sample

B - ADDRESSES

C - city hall layout hvac

1. Introduction

1.1. Summary

INVITATION TO BID

011-2025

Sealed bids will be accepted by the City of Lake City, Florida until Wednesday, April 16, 2025 at 2:00 pm, local time through the City’s e-Procurement Portal, OpenGov Procurement. Any bids received after the above time will not be accepted under any circumstances. Any uncertainty regarding the time a bid is received will be resolved against the Bidder. Bids will not be accepted through any other means. Bid opening will be promptly at 2:15 PM in the OpenGov located on the 2nd floor in City Hall, at which time all bids will be publicly opened and read aloud for the purchase and installation of:

HVAC Repair and Preventative Maintenance Services

Any deviation from the specifications must be explained in detail under “Clarifications and Exceptions”, as part of the Bidder's Response, and each deviation must be itemized by number and must specifically refer to the applicable specification paragraph and page. Otherwise it will be considered that items offered are in strict compliance with these specifications and the successful Bidder will be held responsible for meeting the specification.

All questions related to this ITB shall be submitted in writing through the OpenGov Procurement

Question/Answer Tab via the City's e-Procurement portal, on or before, Question & Answer Submission

Date by Question & Answer Submission Time. Please include the section title for each question, if applicable, in order to ensure that questions asked are responded to correctly.

All questions must be in writing and directed to the Procurement Director. All questions will be answered in writing. Any answers which may alter the scope of work will be answered in the form of addenda. Any and all addenda must be acknowledged through the City's e-Procurement Portal. Deadline for receiving questions is Wednesday, April 2, 2025 at 4:00 pm. Questions received after this date and time will not be considered.

Bidder may not withdraw his/her bid for a period of ninety (90) days following the opening of the responses.

The City of Lake City is exempt from State Use Tax, State Retail Tax and Federal Excise Tax. The bid price must be net, exclusive of taxes. Bidder’s proposal must be dated, signed by authorized representative, title, firm name, address, and telephone number.

Local Vendor Preference: City of Lake City Administrative Policy #18 states that the bid of a resident of

Columbia County, Florida will have a 5% preference over the bid submitted by any non-resident of

Columbia County. A resident is defined as an individual whose primary residence is within Columbia

County, Florida, a partnership whose principals are all residents of Columbia County, Florida, partnership or other business entity whose principal place of business is within Columbia County, Florida, or which maintains a full time business office open to the public within Columbia County, Florida. With these and https://procurement.opengov.com/portal/lcfla?departmentId=all&status=all other contributing factors the City Council reserves the right to award a bid or contract in the best interest of the City.

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of the solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and city holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the Procurement

Department or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

Any Bidder desirous of protesting a bid for any reason must file a written notice of bid protest with the

City Manager’s office within 72 hours following posting of notice of intended award. All protest will be in writing stating the bid being protested and the specific reason of the protest. All protest will be signed by the Protestor and include all detail for a complete and thorough review. The decision of the City

Manager, after consultation with the City Attorney will be issued within five (5) working days of the receipt of the protest, unless additional time is agreed upon by all parties involved should circumstance warrant such a delay.

By submission of his/her bid, the Bidder certifies that:

A. The bid has been arrived at by the Bidder independently and has been submitted without collusion with any other vendor of materials, supplies, or equipment described in the Invitation to Bid.

B. The contents of the bid have not been communicated by the Bidder, his/her employees or agents, to his/her best knowledge and belief, to any person not an employee or agent of the

Bidder or his surety in any bond furnished herewith and will not be communicated to any such person prior to the official opening of the bids.

The City of Lake City reserves the right to accept or reject any/all bids and to award the contract in the best interest of the City of Lake City, Florida.

CITY OF LAKE CITY, FLORIDA

Don Rosenthal

City Manager

1.2. Background

The term of this contract shall be for one year. The City reserves the right to extend the contract period for three (3) additional one (1) year periods upon mutual agreement with the Contractor.

1.3. Contact Information

Angel Bryant

Procurement Analyst

205 N Marion Ave

Lake City, FL 32055

Email: bryanta@lcfla.com

Phone: (386) 715-5818

Department:

Procurement

1.4. Timeline

Release Project Date March 19, 2025

Question Submission Deadline April 2, 2025, 4:00pm

Question Response Deadline April 9, 2025, 4:00pm

Proposal Submission Deadline April 16, 2025, 2:00pm

Contractor Selection Date May 5, 2025 mailto:bryanta@lcfla.com tel:(386)715-5818

2. Instruction To Bidders

2.1. Overview

The City of Lake City is accepting bids for HVAC PREVENTATIVE MAINTENANCE AND REPAIR SERVICES.

Bidders shall create a FREE account with OpenGov Procurement by signing up at https://procurement.opengov.com/signup. Once you have completed account registration, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic response.

2.2. Submittal Deadline

Bids shall be submitted via the City's e-Procurement Portal, OpenGov Procurement, no later than Wednesday, April 16, 2025 at 2:00 pm. Late proposals shall not be accepted.

Bids must be submitted via the City's e-Procurement Portal, OpenGov and may not be delivered orally, by facsimile transmission, or by other telecommunication or electronic means.

2.3. Pre-Bid Meeting

There will be no pre-bid meeting associated with this project.

2.4. Questions

All questions related to this ITB shall be submitted in writing via the OpenGov Question/Answer Tab via the City's e-Procurement portal, on or before, Wednesday, April 9, 2025 by 4:00 pm. All questions submitted and answers provided shall be electronically distributed via email to bidders following this solicitation on the City's e-Procurement Portal. Oral answers given by anyone shall not be authoritative.

2.5. Addenda

A. The Procurement Department may issue an addendum in response to any inquiry received, prior to the deadline for questions which changes, adds to, or clarifies the terms, provisions, or requirements of the solicitation. The Bidder should not rely on any representation, statement or explanation whether written or verbal, regardless of the source, other than those made in this solicitation document or in any addenda issued. Where there appears to be a conflict between this solicitation and any addenda, the last addendum issued shall prevail. Bidders will be notified by email when an any addendum are issued.

B. It is the Bidders responsibility to ensure receipt of all addenda and any accompanying documentation. The Bidder is required to Acknowledge receipt of the addenda in the OpenGov system. Failure to acknowledge each addendum in the OpenGov system will prevent your bid from being submitted.

2.6. Contents of Solicitation and Bidders Responsibilities

It is the responsibility of the Bidder to become thoroughly familiar with the requirements, terms, and conditions of this solicitation. Pleas of ignorance of these matters by the Bidder will not be accepted as a basis for varying the requirements of the City or the amount to be paid to the vendor.

https://procurement.opengov.com/signup

3. Scope of Work and Related Requirements

3.1. General Scope of Work

The City of Lake City is soliciting bids to obtain the services of a qualified contractor with experience and qualifications in preventative maintenance and repair of commercial and industrial heating and air conditioning systems, including furnishing of all labor, equipment, tools, materials, incidentals, and the performing of all operations necessary as described in the bid.

The intent of this bid is to establish a relationship with an HVAC contractor capable of providing the full spectrum of services consisting of maintenance, repair, and replacement of the heating, ventilating, and air conditioning systems, subsystems, and components normally considered part of an HVAC system and required for its proper functioning according to standard industry practices and usage.

3.2. Specifications

There are two different types of work anticipated under this contract: 1) preventative maintenance and

2) general and emergency repairs to restore operation of the systems. Prospective bidders are being asked to provide costs for a fixed compensation preventative maintenance contract, which shall include compensation for all filters, belts, other related materials associated with the performance of preventative maintenance, labor, and overhead for each facility.

Compensation for general and emergency repairs to the systems will be on a time and material basis, with the scope of work to be mutually agreed upon by the City and the contractor. The contractor must be capable of making repairs or replacing equipment such as motors, pumps, pulleys, belts, compressors, gauges, instruments , filters, valves, piping, furnaces, boilers, or other appurtenances used to control the temperature, humidity, and air flow, and electrical lines, mechanical and control components are included.Prospective bidders are also being asked to provide a mark-up on parts and materials purchased for general and emergency repairs.

The contractor shall furnish all labor, equipment, parts, and materials, to maintain and operate the respective HVAC systems in first class working order and operating condition at all times. The contractor shall provide the necessary transportation for workmen, materials, and equipment to fulfill the terms of the contract.

HVAC Preventative Maintenance Services shall be performed four times per year during the hours of

8:00 am through 4:00 pm and must be pre-scheduled and coordinated with each Department.

3.3. Preventative Maintenance

These specifications set forth specific, routine preventative maintenance activities that the City expects the contractor will perform on the HVAC systems serving City owned facilities. The prospective contractor shall provide a fixed quarterly compensation basis for performing this preventative work for each system identified. This fixed quarterly compensation shall include the cost for material, equipment, and overhead that are required to perform the preventative maintenance as specified in the checklist

3.4. General Maintenance

1. Check filters and change if needed (filters shall be supplied by the contractor)

2. Inspect the entire system

3. Check all controls including thermostats, and damper operators when necessary

4. Check operation and condition of all components

5. Adjust and check motors, starters, valves, drives, and accessories

6. Lubricate all moving parts, motors, bearings, etc., add compressor oil as needed

7. Clean spray nozzles and air-cooled condensers

8. Acid clean condenser and evaporator coils

9. Check for refrigerant leaks and recharge if needed.

10. Adjust and lubricate damper linkage

11. Inspect air dampers and damper motors

12. Check and adjust: Gas fired unit heaters, gas fired boiler, oil burners, heating equipment controls

13. Inspect all interconnecting refrigerant, condenser water and chilled water piping

14. Inspect all insulation on the equipment and refrigerant piping

15. Inspect all capacity, temperature, and safety devices which control the equipment

16. Inspect stream traps and manual service valves at the equipment

17. Inspect electric wiring from the starter to the motor

18. All refrigerants shall be recovered and recycled in accordance with all applicable federal, state and local regulations.

19. Verify operation of garage carbon monoxide and nitrous dioxide sensors.

20. Check/Monitor and respond to computer control alarms.

21. All belts shall be replaced annually and coil cleaning shall be performed annually

22. Inspect and clean condensation pans and lines

23. Inspect and adjust tension on all belts and replace when necessary

24. Inspect and adjust all relays, contactors, switches, and controls as required

25. Check and maintain compressor oil levels

26. Check and adjust thermostatic expansion valves as required

27. Inspect equipment for rust and corrosion

28. Check and inspect thermostat

29. Install gauges and monitor pressure drops across filter banks and replace when pressure drop exceeds acceptable levels.

30. Tighten all electrical connections

31. Check Freon charge and repair leaks if necessary

32. Once a year disassemble and clean Information Technology inside units at all locations.

32. Make each Department Head aware of any issues that arise during the quarterly inspections

3.5. Air Handler Unit

Dampers: Lubricate bearings; check for proper operation; adjust and calibrate; clean surfaces; tighten connections.

Filters: Clean and replace as required

Heating and Cooling Coils: Clean coils; check for leaks; inspect for corrosion

Motor: Inspect contacts and starter; check for vibration; tighten electrical connections; tighten mountings; lubricate motor

Fan: Clean and inspect; check for vibrations; check fan rotation

3.6. Air Cooled Condenser

Perform necessary startups and shutdowns

Motor: Inspect motor mounts and tighten; inspect coils and contacts; tighten electrical onnections;

lubricate motor bearings

Fan: Check fan for alignment; check shaft for alignment; lubricate bearings; check for bearing temperature; check all belts/couplings; align couplings; tighten mounting bolts.

Condenser Coil: Clean all surfaces; comb bent fins; check for leaks; check for vibration

Frame: Check for damage; clean surface; treat for corrosion; tighten all bolts.

3.7. Air Compressor

Clean exterior of unit (note any leaks or hot marks); check oil levels in reservoir; make note of oil color;

draw all water traps and lines for control circuits; check amp draw of motor under full load conditions;

shut off discharge air (see that compressor unloads); make note of any unusual noises; check operations of electric water traps; check amp draw and bearing on oil cooler for dirt; check pressure drop across oil separator; check separator if drop is more than 8 PSI; change oil; change filter; inspect oil reservoir for cracks or leaks; every 2 years replace programmed control battery; wipe off equipment.

3.8. Preventative Maintenance Checklist

Contractor shall complete and provide checklist (see sample attached to this bid) after each scheduled quarterly maintenance, for all locations associated with this bid, has been completed. Preventative

Maintenance Checklist shall then be approved by the Department Director or Designee, assigned to that location, prior to payment being made and kept on file at each locations department within the City of

Lake City.

3.9. General Repairs

Bidders are required to provide pricing for standard labor hours, evening and weekend labor hours, and holiday labor hours for the performance of repairs that are necessary to ensure that the heating, ventilating, and air conditioning systems operate in accordance with the manufacturer’s specifications.

It is expected that the general repair service will be available 24 hours a day, 7 days a week, year round.

Bidders must also provide a mark-up percentage factor that they would apply to their cost of repair parts in determining the City’s cost for the repair parts. General Repair estimates are to include time and material charges and must be approved in advance by Department Directors with a purchase order.

Providing additional repair services, modifications, project work and new installations are included in the scope, on an as needed basis. Repair estimates for additional or emergency repairs are to include time and materials charges and must be approved in advance by Department Directors with a Purchase

Order. The City reserves the right to change the scope of duties, add sites, delete sites, or take other measures consistent with City policies, procedures, and/or act in other capacities in the best interest of the City.

3.10. Contractor's Minimum Requirements

Contractor must have a HVAC Commercial License, be an authorized Service Representative, been in business for a minimum of two (2) years, and be currently providing service for at least two (2) commercial accounts consisting of office, hospital, industrial, or other user space. The contractor shall submit a list of at least three (3) current references, including names, addresses, phone numbers, contact person(s), and current length of time serving each referenced customer. All Contractor's must be qualified and licensed under the laws, rules and regulations of the State of Florida and the City of

Lake City, Florida to perform the work required by these contract documents.

3.11. Delivery

a. All deliveries will be F.O.B. to destinations (departments) within the City of Lake City, Florida and with freight fully prepaid.

b. Time of delivery is an important consideration in making the award and must be adhered to.

c. The City of Lake City reserves the right to cancel any orders, or any part thereof without obligation if delivery is not made within the time specified. Any deliveries made after a cancellation of order(s) may be returned at the vendor’s expense

3.12. Inspection, Identification and Acceptance

a. Inspection and acceptance will be at FOB destination unless otherwise provided. Title to/or risk of loss or damage to all items shall be the responsibility of the successful bidder until acceptance by the buyer.

b. The bidder shall file with the carrier all claims for breakage, imperfections and other losses.

c. All material being delivered shall be marked legibly, in a conspicuous location, with the following information: Purchase Order Number, Quantity, and Vendor’s Name

d. If the order supplied to the City is found to be defective or does not conform to specifications, the

City reserves the right to cancel the order upon written notice to the seller and return the product to the seller at the seller’s expense

3.13. Rejected Items

Delivered items that do not fulfill all requirements will be rejected. Rejected items shall be removed and replaced promptly by the bidder at no cost to the City.

3.14. Audit Procedures

Invoices submitted by the bidder shall be in sufficient detail for a proper pre-audit and post-audit thereof.

3.15. Extra Work

The City, without invalidating this AGREEMENT, may order changes in the operation within the general scope of this AGREEMENT consisting of additions, deletions, or other revisions, price and time may be adjusted accordingly. All such changes in the AGREEMENT may be authorized by a written Change Order to the AGREEMENT and may be executed under the applicable conditions of the AGREEMENT. If the contractor plans to make a claim for an increase in the price or any changes in Product, machinery, or service, he/she must submit said change request in writing for approval or rejection.

3.16. Cancel Agreement

The City has the right to cancel this AGREEMENT for convenience in accordance with, but not limited to, the terms of default as specified herein. In any of the following events the City at any time hereafter shall have the right to immediately terminate the AGREEMENT.

In the event the contractor fails to keep and perform or shall violate any of the terms, covenants and conditions of the AGREEMENT on its part to be kept and performed, and the contractor shall not have cured or corrected such failure or violation within 10 days after written notice thereof shall have been given to the contractor; or immediately should the violation affect the health, safety and welfare of the contractor’s employees, City employees or the public.

In the event the contractor shall, after 3-separate occasions during the term of this AGREEMENT, fail to keep and perform or shall violate any of the terms, covenants and conditions of this AGREEMENT, then the City has the right to terminate this AGREEMENT with no penalties to the City.

In the event the contractor shall cease to operate the business awarded herein, or shall vacate or abandon said premises or not service and maintain the HVAC systems, or if contractor allows his licenses or permits to expire without renewing as required, this AGREEMENT will be declared null and void.

3.17. Protection of Property/Property Conditions

A. If property is damaged performing work specified or is removed for the convenience of the work, it shall be repaired or replaced at the expense of the bidder in a manner acceptable to the

City of Lake City.

B. Bidder shall notify the Contract Manager for the City of the work site having pre-existing damage before beginning the work. Failure to do so shall obligate the bidder to make repairs as addressed in this solicitation.

C. Bidder shall be responsible for securing all work areas to be safe.

3.18. Safety

The Contractor shall be responsible for the safe conduct of his/her personnel during the execution of the work detailed herein. The Contractor shall meet or exceed the standards set for by the Occupational

Safety and Health Administration (OSHA) and requirements established by the Federal, State, and Local agencies. Should an unsafe condition be identified during the execution of this work, the Contractor will immediately suspend such activity until a safe method can be employed.

3.19. Employees

A. Contractor shall be responsible for the appearance of all working personnel assigned to the project. Personnel shall be clean and appropriately dressed at all times. Personnel must wear property identification at all times (company shirts, ID badges, etc.)

B. All personnel of the Contractor shall be considered to be, at all times, the sole employees of the

Contractor, under the Contractor’s sole direction, and not an employee or agent of the City of

Lake City. The Contractor shall supply competent and physically capable employees and the City of Lake City may require the Contractor to remove any employee it deems careless, incompetent, insubordinate or otherwise objectionable and whose presence on city property is not in the best interest of the City of Lake City. The City of Lake City shall not have any duty to implement or enforce such requirements.

C. Contractor shall assign an “on-duty” supervisor who speaks and reads English.

D. Contractor shall have its employees refrain from the use of tobacco products in the City’s buildings or grounds. Tobacco use will be allowed in designated areas only.

E. Contractor shall be solely responsible for receiving all materials and equipment at site.

3.20. Storage of Materials

Contractor shall discuss material and/or equipment storage areas with the City Contract Manager.

3.21. Disposal of Waste

The successful Contractor shall be responsible for the daily disposal of all waste materials, debris, and any and all excess materials, containers, etc. at an off-site location in accordance with local, state and federal regulations. The City dumpsters are not to be used by the Contractor. Disposal of waste materials shall be in a proper manner in accordance with all environmental guidelines and regulations.

3.22. Hours of Work

A. The successful Contractor will perform installation Monday through Friday from 8:00 AM to 4:00

PM.

B. Extended working hours may be available upon request and approval by the City of Lake City prior to the commencement of the work specified under this contract.

3.23. Warranty

A. The Contractor agrees that the goods furnished under any award resulting from this solicitation shall be covered by the most favorable commercial warranties the Contractor gives any customer for such goods and that the rights and remedies provided therein are in addition to and do not limit those available to the City of Lake City by any other clause of this solicitation. A copy of this warranty shall be furnished with the bid. At a minimum, all work shall be guaranteed by the Contractor against defects resulting from the use of inferior materials, equipment or workmanship for one (1) year from the date of final acceptance of the entire project by the City of Lake City in writing.

B. The Contractor warrants that, unless otherwise specified, all materials and equipment incorporated in this solicitation and under the contract shall be new, in first class condition, and in accordance with the ITB documents. The Contractor further warrants that all workmanship shall be of the highest quality and in accordance with contract documents and shall be performed by persons qualified at their respective trades. Defects discovered during the warranty period shall be corrected by the Contractor to the City of Lake City’s satisfaction.

4. General Terms and Conditions

4.1. Definitions

1.1. Addendum: A written change to a Solicitation.

1.2. Bid, Offer, or Response: Shall refer to any bid, offer, or response submitted in regard to this

Invitation to Bid that if accepted would bind the Contractor to perform the resultant contract.

1.3. Bidder: A general reference to any entity responding to this solicitation and must be the party entering into the Agreement with the City; also includes bidder, contractor, company, respondent, vendor, etc.

1.4. Contract:The Agreement to provide the goods or perform the services set forth in this solicitation.

1.4.1.Purchase of Goods- The contract will be comprised of the solicitation document signed by the vendor with any addenda and other attachments specified incorporated and a City purchase order.

1.4.2.Performance of Services – The contract will be comprised of the Agreement between the City and the vendor, the solicitation document, any addenda, and other attachments incorporated into the agreement.

1.5. Contractor:The vendor to whom award has been made.

1.6. City: Shall refer to City of Lake City, Florida.

1.7. Required Bid Bonds – Bidder is required to send in their bid bonds (if applicable) by the due date and time of the solicitation.

1.8. Invitation to Bid (ITB): Shall mean this solicitation document, including any Addenda, used to communicate City requirements to prospective bidders and to solicit bid responses from them.

1.9. Language: The City has established for purposes of this solicitation that the words “shall”, “must”, or “will” are equivalent in this solicitation and indicate a mandatory requirement or condition, the material deviation from which shall not be waived by the City. A deviation is material if, in the City’s sole discretion, the deficient response is not in substantial accord with this ITB’s mandatory requirements.

The words “should” or “may” are equivalent in this solicitation and indicate very desirable conditions or requirements, but are permissive in nature.

1.10.Owner: Shall refer to City of Lake City, Florida.

1.11.Responsible: Refers to a vendor that has the capacity and capability to perform the work required under a Solicitation and is otherwise eligible for award.

1.13.Responsive: Refers to a Bidder that has taken no exception or deviation from the terms, conditions, and specifications set forth in an ITB. Their bid, offer or response conforms to the instructions and format specified in the solicitation document.

1.14.Solicitation: The written document detailing the solicitation requirements and requesting bids, offers or submittals from Bidders.

4.2. Qualifications of Respondents

The City of Lake City reserves the right before awarding the contract, to require the Bidder to submit such evidence of his 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 respondent.

A. The Bidder is assumed to be familiar with all Federal, State or local laws, codes, ordinances, rules and regulations that in any manner affect the work, and to abide thereby if awarded the

Contract. Ignorance of legal requirements on the part of the Bidder will in no way relieve him of responsibility.

B. Any Bidder may be required to show to the complete satisfaction of the City of Lake City that he/she has the necessary personnel, facilities, abilities, and financial resources to perform the work in a satisfactory manner and within the time specified.

C. Bidder must possess any and all required licenses to perform and complete the work necessary in this project. The Bidder must be licensed at the time of submitting their bid and the license must be in effect for the entire period of the project.

4.3. Award

Award may be made to the Bidder which offers the best value to the City. The City reserves the right to reject any and all offers, to waive non-material irregularities or technicalities and to re-advertise for all or any part of this solicitation as deemed in its best interest. The City shall be the sole judge of its best interest.

4.4. Assignment

The Contractor 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.

4.5. Basis for Bidding

The total amount bid shall be based on quantities, unit prices and/or lump sum(s) according to the "

Pricing Table" provided. Any quantities shown in the Pricing Table are estimates for the purpose of arriving at a total bid price for comparison of Bid Responses.

A Bidders bid prices shall be firm for ninety (90) calendar days after the solicitation opening date, unless stated differently in the Special Terms and Conditions. In the case of a discrepancy between the unit cost and extended cost the unit cost quoted will take precedence and the Procurement Department shall make and note the correction on the Final Bid Tabulation.

4.6. Bidder Eligibility

It is the policy of the City to encourage full and open competition among all available qualified vendors.

All vendors regularly engaged in the type of work specified in the solicitation are encouraged to submit bids. Eligibility requirements for contract award are:

6.1. Have NO delinquent indebtedness to the City of Lake City or other federal, state, or local agencies;

6.2. Shall be regularly and consistently engaged in providing services the same or similar to those being requested in the solicitation;

6.3. Have adequate financial resources, or the ability to obtain such resources as required during performance of the contract;

6.4. Be able to comply with the required or proposed delivery or performance schedule;

6.5. Have a satisfactory record of performance. Vendors who are or have been seriously deficient in current or recent contract performance (when the number of contracts and the extent of the deficiency of each are considered, in the absence of evidence to the contrary or circumstances properly beyond the control of the contractor) shall be presumed unable to meet this requirement. Past unsatisfactory performance will ordinarily be sufficient to justify a finding of non-responsibility;

6.6. Have a satisfactory record of integrity and business ethics;

6.7. Be properly licensed by the appropriate regulatory agency for the work to be performed;

6.8. Not have any previous or current investigations, regardless of disposition or outcome, by the regulatory agency responsible for licensing Contractors; and

6.9. Be otherwise qualified and eligible to receive an award under applicable laws and regulations.

4.7. Cancellation of Solicitation

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.

4.8. Changing of Forms

If the City discovers any bid forms submitted by a bidder in response to this solicitation have been altered the City may, at its discretion, disqualify the Bidder and not consider their bid for award.

4.9. Tax Exempt

The City is generally exempt from Federal Excise Taxes and all State of Florida sales and use taxes. The

City will provide a tax exemption certificate upon request. Contractors doing business with the City are not exempt from paying sales tax to their suppliers for materials to fulfill contractual obligations with the City, nor shall any contractor be authorized to use any of the City’s Tax Exemptions in securing such materials.

4.10. Collusion Among Firms

Where two (2) or more related parties, as defined herein, each submit a bid for the same contract, such bids shall be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control and management of such related parties in preparation of such submittals. Related parties shall mean an interested party or the principals thereof which have a direct or indirect ownership interest in another interested party for the same contract or in which a parent company or the principals thereof of one interested party have a direct or indirect ownership interest in another interested party for the same contract. Furthermore, any prior understanding, agreement, or connection between two (2) or more corporations, firms, or persons submitting a response for the same materials, supplies, services, or equipment shall also be presumed to be collusive. The relationship of manufacturer or their representative(s) providing pricing to distributors while each party submits a bid for the same materials, supplies, services, or equipment shall be presumed to be collusive. Responses found to be collusive shall be rejected. Respondents which have been found to have engaged in collusion may be considered non-responsible, and may be suspended or debarred, and any contract resulting from collusive actions may be terminated for default.

4.11. Conflict of Interest

The award hereunder is subject to Chapter 112, Florida Statutes. All respondents must disclose with their response the name of any officer, director, or agent who is also an employee of the City of Lake

City. Further, all respondents must disclose the name of any City of Lake City employee who owns, directly or indirectly, an interest of five percent (5%) or more of the Bidders firm or any of its branches.

4.12. Conflicts within the Solicitation

Where there appears to be a conflict between the General Terms and Conditions, Special Terms and

Conditions, the Supplemental Terms & Conditions the Statement of Work, the Schedule of Bid Items, or any addendum issued, the order of precedence shall be the last addendum issued, the Schedule of Bid

Items, the Statement of Work, the Special Terms & Conditions, the Supplemental Terms & Conditions and then the General Terms & Conditions. In addition, in the case of a conflict between any term or provision contained in contract documents which cannot be resolved by the order of precedence set forth previously, the term or condition that is more stringent and/or specific shall govern and apply.

4.13. Continuation of Work

Any work that commences prior to and will extend beyond the expiration date of the current contract period shall, unless terminated by mutual written agreement between the City and the vendor, continue until completion without change to the then current prices, terms and conditions.

4.14. Cost of Preparing Bid Response

All costs incurred by the Bidder for proposal preparation and participation in this competitive procurement will be the sole responsibility of the Bidder. The City of Lake City shall not reimburse any

Bidder for any such costs.

4.15. Execution of Contract

The Contractor to whom the City intends to award a Contract will be required to execute an Agreement within ten (10) days from the date of the Notice of Recommendation for Award, and deliver these executed instruments as instructed to the City of Lake City Procurement Department.

4.16. Interpretation of Contract Documents

Each Bidder shall thoroughly examine the Forms Response Form, and all other papers comprising the

Contract Documents. He shall also examine and judge for himself all matters relating to the location and the character of the proposed work. If the Bidder should be of the opinion that the meaning of any part of the specifications is doubtful or obscure, or that they contain errors or reflect omissions, he should report such opinion or opinions in writing for an interpretation to the Procurement Department at 205

N. Marion Ave., Lake City, FL 32055 or by email to procurement@lcfla.com. Your notification should be done immediately, but in not case no later than seven (7) business days before the due date and time.

The City shall not be responsible for oral interpretation given by any City representative, the issuance of a written addendum being the only official method whereby such an interpretation will be given. The failure of the Bidder to direct the attention of the Purchasing Representative to errors or discrepancies will not relieve the Bidder, should he be awarded the contract, of responsibility of performing the work to the satisfaction of the City of Lake City in accordance with the specifications.

4.17. Liability

The Contractor shall hold and save the City of Lake City, its officers, agents, and employees harmless from liability of any kind in the performance of or fulfilling the requirements of a Contract resulting from this solicitation.

4.18. Notice to Proceed

Following contract award the City shall schedule with Contractor a pre-construction meeting. At that meeting the parties will mutually agree on a projects start date which will be used as the Notice to

Proceed date. The City shall provide the Notice to Proceed (NTP) to the Contractor. Contractor shall sign

NTP acknowledging receipt and agreeing to the dates. The performance period will be defined in the

NTP using the NTP date with the days stated in the Time of Completion paragraph of the Contract

Documents.

4.19. Price Bid

The unit prices, lump sum(s) and total price bid for the work shall be stated in figures in the appropriate places on the prescribed form(s), and shall be firm for ninety (90) calendar days after the solicitation opening date, unless stated differently in the Special Terms and Conditions. In the case of a discrepancy between the unit cost and extended cost the unit cost quoted will take precedence.

4.20. Protests

Protests can only be made by Interested Parties. Any Bidder desirous of protesting a bid for any reason must file a written notice of bid protest with the City Manager’s office within 72 hours following posting of notice of intended award. All protest will be in writing stating the bid being protested and the specific reason of the protest. All protest will be signed by the Protestor and include all detail for a complete and thorough review. The decision of the City Manager, after consultation with the City Attorney will be issued within five (5) working days of the receipt of the protest, unless additional time is agreed upon by all parties involved should circumstance warrant such a delay.

4.21. Public Entity Crime

Pursuant to Section 287.133(12)(a) of the Florida Statutes, 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 Response on a contract to provide any goods or services to a public entity, may not submit a bond on a contract with a public entity for the construction or repair of a public building or public work, may not submit Bid

Responses on leases of real property to a public entity may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for Category Two ($25,000) for a period of 36 months from the date of being placed on the convicted vendor list."

4.22. Public Record

The Owner is a public agency subject to Chapter 119, Florida Statutes. The Contractor shall comply with

Florida’s public records law. Specifically, the Contractor shall:

A. Keep and maintain public records required by the public agency to perform the service.

B. Upon request from the public agency’s custodian of public records, provide the public agency with a copy of the requested records or allow the records to be inspected or copied within a reasonable time at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law for the duration of the contract term and following completion of the contract if the contractor does not transfer the records to the public agency.

D. Upon completion of the contract, transfer, at no cost, to the public agency all public records in possession of the contractor or keep and maintain public records required by the public agency to perform the service. If the contractor transfers all public records to the public agency upon completion of the contract, the contractor shall destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. If the contractor keeps and maintains public records upon completion of the contract, the contractor shall meet all applicable requirements for retaining public records. All records stored electronically must be provided to the public agency, upon request from the public agency’s custodian of public records, in a format that is compatible with the information technology systems of the public agency

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE APPLICATION OF CHAPTER 119, FLORIDA

STATUTES, TO THE CONTRACTOR'S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS AT (386) 719-5826 OR (386) 719-5756, CITYCLERK@LCFLA.COM, CITY CLERKS OFFICE, 205 N MARION AVE., LAKE CITY, FL, 32055.

4.23. Insurance

A. Without limiting Contractor's indemnification, it is agreed that the successful Contractor will purchase at their expense and maintain in force at all times during the performance of services under this agreement the following insurance. Where specific limits are shown, it is understood that they must be the minimum acceptable limits. If successful Contractor's policy contains higher limits, the City of Lake City will be entitled to coverage to the extent of such higher limits.

Certificates of Insurance must be furnished to the City naming the City of Lake City as additional insured. These certificates must provide a ten (10) calendar day notice to the City in the event of cancellation, non-renewal or a material change in the policy.

B. Statutory Workers Compensation insurance as required by the State of Florida.

C. Commercial General Liability insurance to provide coverage of not less than $1,000,000.00 combined single limit per occurrence and annual aggregates where generally applicable and must include premises-operations, independent contractors, products/completed operations, broad form property damage, blanket contractual and personal injury endorsements.

D. Business Vehicle/Umbrella Liability insurance with a minimum limit of $200,000 per occurrence, and $300,000 for all claims arising out of the same incident or occurrence, for property damage and personal injury. Notice, these limits may change according to Florida law and the protections afforded to the City pursuant to sovereign immunity for liability.

4.24. Indemnity

Successful contractor will indemnify and hold Owner and Owner’s agents harmless from any loss, cost, damage or injury sustained by any persons (s) as a result of the actions of employees or officers of the

Contractor, subcontractors or suppliers.

4.25. Liquidated Damages

In the event the bidder is awarded the contract and fails to complete the work within the time limit or extended time limit agreed upon, liquidated damages will be paid to the City of Lake City at the sum of

$500.00 per day for all work awarded under the contract until the work has been satisfactorily completed and accepted by the City.

4.26. Schedule

A. Upon receipt of all required documents a Notice to Proceed will be issued.

4.27. Special Conditions

A. Extended time may be allowed for the completion of this project due to inclement weather.

B. Decisions to allow days added to the contract due to inclement weather will be based upon weather records as recorded with the State of Florida, Division of Forestry located in Lake City, Florida and approved by the City of Lake City Project Manager.

C. In the event additional days are awarded the contractor must notify the City of Lake City

Procurement department at the beginning of work stoppage and each succeeding day until work can be safely resumed.

4.28. Payment

Payment will be based on: (a) City’s acceptance of work, and (b) submitted evidence, if requested by the

City, that all payrolls, materials, bills, and indebtedness connected with the work have been paid. The

City may withhold an amount as may be necessary to pay such claims for labor and services rendered and materials involved with the work. Payment to Contractor will be made within thirty (30) calendar days of receipt of invoice, assuming there are no contested amounts with the invoice.

4.29. Or Equal

Any manufacturers’ names, trade names, brand names or catalogue numbers used in the specifications are for the purpose of describing and establishing general performance and quality levels. Such references are not intended to be restrictive. Bids are invited on these and comparable brands or products provided the quality of the proposed products meet or exceed the quality of the specifications listed for any item. All requests for “or equal” consideration must be received prior to the deadline for receiving questions.

4.30. Experience/References

Bidders must provide a statement of qualifications and include with their proposal a minimum ofthree

(3)references for similar project in the last five (5) years. The list of references must be submitted as a part of the bidder response as provided within the vendor questionnaire. All reference materials provided become the property of the City of Lake City and also become public record.

4.31. Change Orders

A. Notify the City of Lake City of any conditions in the project area that are not addressed within the specifications that may require a change order.

B. Change orders to the scope of work or additional work requested by the City of Lake City must be in written form and initiated by the Contractor.

C. All changes or additions will be approved by the City of Lake City prior to work being initiated.

4.32. Addendum

It will be the sole responsibility of the bidder to contact the Purchasing Department prior to submitting a bid to determine if any addenda have been issued, to obtain such addenda, and to acknowledge addenda with their bid. Failure to submit acknowledgement of any addendum that affects the bid price is considered a major irregularity and will be cause for rejection of the bid.

4.33. Required Documents

The enclosed documents must be executed and returned with bid proposal or the proposal may be considered non-responsive. (Conflict of Interest Statement, Disputes Disclosure Form, Drug Free

Workplace Certificate, Non-Collusion Affidavit of Proposer, References, Public Entity Crime Statement and E-Verify Affirmation Statement.

4.34. Employment Eligibility Verification (E-Verify)

In accordance with State of Florida, Office of the Governor, Executive Order 11-116 (superseding

Executive Order 11-02; Verification of Employment Status), in the event performance of this Agreement is or will be funded using state or federal funds, the CONTRACTOR must comply with the Employment

Eligibility Verification Program(“E-Verify Program”) developed by the federal government to verify the eligibility of individuals to work in the United States and 48 CFR 52.222-54 (as amended) is incorporated herein by reference. If applicable, in accordance with Subpart 22.18 of the Federal Acquisition Register, the CONTRACTOR must (1) enroll in the E-Verify Program, (2) use E-Verify to verify the employment eligibility of all new hires working in the United States, except if the CONTRACTOR is a state or local government, the CONTRACTOR may choose to verify only new hires assigned to the Agreement; (3) use

E-Verify to verify the employment eligibility of all employees assigned to the Agreement; and (4) include these requirement in…