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

INVITATION TO BID

FOR

HVAC Replacement at Fish Hawk Recreation Center

ITB #26B-041

Issued By:

Village Community Development Districts

DPM-Facilities

Crystal Ford-Bellamy, Senior Procurement Agent

3571 Kiessel Road

The Villages, FL 32163

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

Date of Issue: Friday, September 25, 2026

Due Date/Time: Wednesday, October 28, 2026 at 3:00 pm http://www.districtgov.org/

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CALENDAR OF EVENTS / BID TIMELINE

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

Issue ITB September 25, 2026

On-Site Pre-Bid Conference

(Mandatory)

October 6, 2026, 9:00am

Fish Hawk Recreation Center 2318 Buttonwood Run, The Villages, FL 32162

Last Day for Questions October 16, 2026, 4:00pm

ITB Submittals Due October 28, 2026, 3:00pm

Purchasing Office 3571 Kiessel Road The Villages, FL 32163

Public Opening (Non-Mandatory) October 28, 2026, 3:15pm

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

Microsoft Teams Meeting ID: 259 801 255 184 157 Passcode: up7mj2dv

Teleconference +1 (872) 239-8225 Phone Conference ID: 717043270#

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

Complete and Ready for Board

Review/Approval

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Disabilities Act (ADA) In accordance with the Americans with

Disabilities Act (ADA), any person requiring a reasonable accommodation to participate in District meetings should contact the

Purchasing Department at least five (5) calendar days prior to the meeting.

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TABLE OF CONTENTS

1. REQUIRED DOCUMENTS CHECKLIST

2. INTENT AND GENERAL INFORMATION

3. PROVIDING BONDING

4. INTRODUCTION

5. SCOPE OF SERVICES

6. BID SUBMITTAL

7. VENDOR QUESTIONNAIRE

8. EXHIBITS/PLANS

9. SAMPLE C520 Agreement

Attachments:

A - Exhibit A - C520 Agmnt btw Own and Cntr_Owners Rep_Fish Hawk

B - Exhibit B - C700 Standard General Conditions

C - Exhibit C - C800 Supplementary Conditions

D - EXHIBIT_D_SLCDD_FISH_HAWK_HVAC_REPLACEMENTS_BID_SET_PLANS_S&S

E - EXHIBIT_E_SLCDD_FISH_HAWK_HVAC_REPLACEMENTS_BID_SET_SPECS_S&S

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1. REQUIRED DOCUMENTS CHECKLIST

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

• Bid Cover Page – Signed and Completed

• Respondents Statement of Experience, Equipment and Personnel & References for Similar Projects - Notarized o List at least five (5) references of similar size and scope, as described in the “Scope of Work” o Must be actively in business and have performed HVAC mechanical installation as their primary business during the past five (5) years for similar commercial style facilities.

• W-9 – Signed and Completed

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

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

Projects - Notarized

• Excel Bid Form(s) submitted in correct format, accurate calculations - Signed and Dated.

NOTE: All price information to be used in the Bid review must be submitted on this Bid form, as is. Manipulating or altering this Bid form may result in this bid being non-responsive. Any exception or deviation from this Bid Form should be included in the Exceptions and Deviations Form to be considered separately.

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

• Exceptions / Deviations Page – Signed

• Bidder’s Certification – Addenda Acknowledged & Signed

• Certification Regarding Scrutinized Companies’ List - Signed

• Drug Free Workplace Certificate – Signed & Notarized

• Anti-Collusion Form - Signed

• Insurance Requirements - Signed

• Certificate of Insurance or Insurance Letter - Informational

• Statement of Terms and Conditions – Signed

• Wildlife Habitat Management Plan – Signed

• Human Trafficking Affidavit - Signed

• Copy of Required/Applicable Licenses or Certifications per specifications o Florida “Class A” Air Conditioning Contractor License or a Mechanical Contractors License o State of Florida Electrical Contractors License o Must be MOT certified – Intermediate level

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• Bonding Requirement Form - Signed

• Bid Bond (5% of bid/proposal amount) REQUIRED WITH SUBMITTAL

• Performance Bond Surety Letter REQUIRED WITH SUBMITTAL

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

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

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

2. INTENT AND GENERAL INFORMATION

2.1. INVITATION TO BID

The Villages Community Development Districts is requesting bids for HVAC Replacement at Fish Hawk Recreation

Center. Sealed bids will be received by the Purchasing Department located at 3571 Kiessel Road, The Villages, Florida

32163, bid packets can also be submitted electronically via the OpenGov Procurement Portal, and will be accepted until

3:00pm on October 28, 2026 for “ITB #26B-041”. Only the vendors’ names of all timely received bids shall be read aloud and recorded at the Public Opening. Submitters have the option to receive the bid results by submitting a Public Records request to the District Clerk’s office DistrictClerk@DistrictGov.org. A Notice to Respondents including the bid results will also be issued within 2-3 business days and will be posted on both OpenGov and the District websites.

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

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

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

• All questions received by 4:00pm on October 16, 2026 will be considered. Questions will not be answered over the phone. Questions must be in writing and emailed to Crystal Ford-Bellamy at crystal.ford@districtgov.org or submitted though the OpenGov Procurement Portal at https://procurement.opengov.com/portal/districtgov/projects/304116

• The VCCDD and each District reserve the right to reject any and/or all submittals, reserve the right to waive any informalities or irregularities in the submittal, and reserve the right to award Agreement in its best interest.

2.2. MINIMUM REQUIREMENTS

1.) Florida “Class A” Air Conditioning Contractor License or a Mechanical Contractors License.

2.) Must be MOT certified – Intermediate level.

3.) State of Florida Electrical Contractors License.

4.) Must be actively in business and have performed HVAC mechanical installation as their primary business during the past five (5) years for similar commercial style facilities.

2.3. MANDATORY PRE-BID CONFERENCE

A Mandatory pre-bid conference will be held on October 6, 2026 promptly at 9:00am. Interested Contractors are to meet at the Fish Hawk Recreation Center located at 2318 Buttonwood Run, The Villages, FL 32162.

Contractors are required to attend the MANDATORY on-site pre-bid conference for a clear understanding of the project.

Only those Contractors who are present at the MANDATORY on-site pre-bid conference will be permitted to submit a bid in response to this solicitation. Contractor's failure to attend the MANDATORY on-site pre-bid conference shall result in the non-acceptance/rejection of a proposal submittal from Contractor. For directions, please contact Crystal Ford-Bellamy at crystal.ford@districtgov.org https://procurement.opengov.com/portal/districtgov/projects/304116 mailto:DistrictClerk@DistrictGov.org mailto:crystal.ford@districtgov.org https://procurement.opengov.com/portal/districtgov/projects/304116 mailto:crystal.ford@districtgov.org

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In accordance with the Americans with Disabilities Act (ADA), any person requiring a reasonable accommodation to participate in District meetings should contact the Purchasing Department at least five (5) calendar days prior to the meeting by email at crystal.ford@districtgov.org or by phone at (352) 751-6700.

2.4. FORMS & SPECIFICATIONS

Submitters are required to use the official BID FORMS provided with this solicitation and must submit all documents identified herein. Any exception, deviation, or variation from the minimum specifications must be clearly identified on the applicable BID FORM and fully explained on the EXCEPTION / DEVIATION FORM.

2.5. HOW TO SUBMIT A BID

Submitters may submit bids electronically through the OpenGov Procurement Portal or by submitting a sealed hard-copy bid package as described below.

Electronic Submission:

Bids may be submitted electronically through the OpenGov Procurement Portal at the link provided in this solicitation. All required Bid Forms and documents must be completed and included with the electronic submission.

Hard-Copy Submission:

Submitters electing to submit a hard-copy bid shall provide one (1) original, one (1) copy, and one (1) electronic copy on a new USB flash drive. The complete bid package must include all required documents identified in this solicitation and must be submitted in a sealed envelope or package prominently marked with ITB #26B-041, along with the name and address of the Submitter.

The original bid shall contain original signatures and shall be clearly marked “ORIGINAL” on the cover. The bid submittal should be neat and professional in appearance and appropriately bound based on the thickness of the documents.

Hard-copy bids may be mailed or hand-delivered to:

Purchasing Department 3571 Kiessel Road The Villages, FL 32163

All bids, whether submitted electronically or in hard-copy format, must be received by the date and time specified in the solicitation timeline.

2.6. PUBLIC BID OPENING

Bids received by the submission deadline will be publicly opened and read aloud on October 28, 2026 at 3:15pm at

3571 Kiessel Road The Villages, FL 32163. The public may attend the bid opening in person.

The public opening is for the purpose of recording the names of the Bidders and the amounts submitted. No award decision will be made at the public opening. All bids will be reviewed after the opening for responsiveness, responsibility, and compliance with the requirements of this solicitation.

Bids received after the submission deadline will not be accepted or opened.

In accordance with the Americans with Disabilities Act (ADA), any person requiring a reasonable accommodation to participate in District meetings should contact the Purchasing Department at least five

(5) calendar days prior to the meeting by email at crystal.ford@districtgov.org or by phone at (352) 751-

6700.

2.7. RESPONDENT RESPONSIBILITY

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

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

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

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

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

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

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

Portal and select the "No Bid" option.

2.8. INTERPRETATIONS, CLARIFICATIONS AND ADDENDA

No oral interpretations will be made to any Respondent as to the meaning of the Bid/Contract Documents. Any inquiry or request for interpretation received by the Purchasing Department before 4:00pm October 16, 2026 will be given consideration. All such changes or interpretations will be made in writing in the form of an addendum and, if issued, will be uploaded to https://procurement.opengov.com/portal/districtgov. Each Respondent shall acknowledge receipt of such addenda in the space provided on the Bidder’s Certification Form.

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

In the case of unit price items, the quantities of work to be done and materials to be furnished under this Bid/Contract are to be considered as approximate only and are to be used solely for the comparison of bids received. The District and its

Consultants do not expressly or by implication represent that the actual quantities involved will correspond exactly therewith; nor shall the Respondent plead misunderstanding or deception because of such estimate or quantities of work performed or material furnished in accordance with the Specifications and/or Drawings and other bid documents, and it is understood that the quantities may be increased or diminished as provided herein without in any way invalidating any of the unit or lump sum prices bid.

2.9. GOVERNING LAWS AND REGULATIONS

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

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

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

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

2.10. BLACKOUT PERIOD

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

District's posting of the Notice of Intent to Award, excluding Saturdays, Sundays, and state holidays, any individual https://procurement.opengov.com/portal/districtgov https://procurement.opengov.com/portal/districtgov/projects/220110 https://procurement.opengov.com/portal/districtgov/projects/220110

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2.11. FISCAL YEAR FUNDING APPROPRIATION

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

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

2.12. ADDITIONAL SERVICES/PURCHASES BY OTHER PUBLIC AGENCIES

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

2.13. DIRECT PURCHASE BY OWNER

Each Contractor shall include all applicable Florida sales and use taxes, and any other applicable taxes, for all materials, supplies, and equipment included in its Bid.

The District may, to the extent permitted by law, exercise its right to directly purchase certain construction materials, supplies, and equipment to be incorporated into the Project. If the District elects to make such direct purchases, the

District shall issue purchase orders for the applicable materials, supplies, and equipment. The Contractor shall provide all information necessary to assist the District in the preparation of such purchase orders.

Through its Purchasing Department, the District shall issue a Certificate of Entitlement to the applicable vendor and the

Contractor. The District's purchase order for tangible personal property to be incorporated into the Project shall be attached to the Certificate of Entitlement. A separate Certificate of Entitlement shall be issued for each purchase order.

Each Certificate of Entitlement shall be signed by an authorized representative of the District, which may include the

District Manager, Assistant District Manager, or Director of Purchasing.

Materials, supplies, and equipment directly purchased by the District shall be purchased from vendors selected by the

Contractor at prices negotiated by the Contractor. The Contractor shall provide the District with all information necessary for the proper preparation of the District's purchase orders and shall coordinate the procurement and receipt of such materials, supplies, and equipment in a timely manner so as not to adversely impact the performance or schedule of the

Project.

The Contract amount shall be reduced by the net, undiscounted amount of the District's direct purchase orders, including all applicable sales taxes. The District's issuance of purchase orders shall not relieve the Contractor of any of its responsibilities associated with the materials, supplies, or equipment, except for payment for items directly purchased by the District.

The Contractor shall remain fully responsible for coordination, verification of quantities, submittals, protection, storage, scheduling, shipping, security, expediting, receiving, installation, cleaning, and all applicable warranties associated with materials, supplies, and equipment directly purchased by the District.

3. PROVIDING BONDING

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3.1. BID BOND

BID BOND - A satisfactory bid bond executed by a surety insurer authorized to do business in Florida and the

Respondent (Principal) should identify applicable District(s) as the Owner/Obligee, in an amount equal to ten percent (5%) of the bid/proposal and shall be submitted with each response. No bid/proposal shall be withdrawn for a period of ninety (90) days subsequent to the solicitation opening without the written consent of the District.

Must be submitted with bid packet.

3.2. SURETY LETTER

PROJECT AGREEMENT - A satisfactory letter of intent to bond executed by each Respondent identified as the

Principal and an acceptable surety, in an amount no less than one hundred and fifty percent (150%) of the bid amount shall be submitted with each response and identify applicable District(s) (see below) as the Owner/Obligee.

Must be submitted with bid packet.

3.3. PAYMENT/PERFORMANCE BONDS

In accordance with Florida Statutes Section 255.05, the awarded Respondent (Principal) shall, before commencing an individual project with a value at or exceeding the $200,000.00, execute and record in the public records of the county where the improvement is located, a payment and performance bond with a surety insurer authorized to do business in Florida as surety. The amount of the Payment and Performance Bonds shall be one hundred percent

(100%) of the contracted amount. One payment and performance bond shall be required per individual project.

Combined, cumulative, blanket, or aggregate bonding across multiple projects, work orders, task orders, or agreements is strictly prohibited. Each project must be bonded independently based on its individual contract value.

The awarded Respondent (Principal) is responsible for recording the bonds with the Clerk of the Circuit Court of which the project is located (Sumter, Lake or Marion County). Upon bond submittal, the awarded Respondent

(Principal) may be asked to furnish to the District the recording information for the bonds to evidence that the

Respondent has met the requirements of Florida law.

4. INTRODUCTION

The Villages is the largest single-site residential real estate development in the United States spanning over 57,000 acres (71 square miles) in three adjoining counties in Central Florida (Lake, Marion and Sumter). The Villages earned the No.1 ranking as the fastest growing micropolitan area in the United States according to a 2008 Census

Bureau report. The current population is approximately 146,000 residents and growing.

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

As a unit of local government, each District is subject to many of the same State Statutes that regulate cities and counties; of particular interest are those statutes related to ethics in government for the elected Board of

Supervisors, Government in the Sunshine, a cornerstone of local government in the State of Florida which requires that decisions made by any governmental agency be done at a public meeting; the public records law, which means the records of the District are open for review by any citizen; the auditing requirements in which annually the accounting records of the District are audited by an independent certified accountant and the results of such audit are provided to the State Controller and Auditor General; competitive bidding requirements for construction and maintenance contracts; and various other statutory provisions that protect the interest of the public.

5. SCOPE OF SERVICES

5.1. DESCRIPTION OF SERVICES

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DESCRIPTION OF SERVICES

The Sumter Landing Community Development District (“District”) is requesting bids for the HVAC Replacement at

Fish Hawk Recreation Center. Qualified firms wishing to respond to ITB #26B-041, HVAC Replacement at Fish

Hawk Recreation Center, shall provide all equipment, labor, materials, and services required to complete the work described in the Contract Documents, whether directly or through subcontractors. The use of subcontractors is permitted; however, the Contractor shall remain responsible for the performance and completion of all work required under the Contract.

The intent of this ITB is to procure a qualified, professional, and properly licensed Contractor with a minimum of five

(5) years of experience performing HVAC mechanical installation as a primary service. Pricing for the services described herein shall be all-inclusive and final, with no additional cost to the District. Bid pricing shall include, but not be limited to, all labor, materials, equipment, travel time, trip charges, delivery charges, and other costs necessary to complete the Work in accordance with the Contract Documents.

It is the intention of the District to award this ITB to the lowest, most responsive and responsible respondent(s); The

District reserves the right to award this ITB as deemed necessary, prudent and in the best interest of the District. Bid evaluation to determine the lowest and most responsive and responsible respondent(s) will include the Bid total and respondent(s) References.

It is the intent of these specifications to describe a complete contract fully acceptable to the District. Even though certain details may have been unintentionally omitted, the Contractor shall nonetheless perform all work necessary to complete the project to the highest industry standards and acceptable to the District.

All materials and workmanship shall be first class and shall conform to the highest industry standards or the specifications, whichever requirements are more stringent.

The successful Contractor shall be responsible for completing all Work in accordance with the Scope of Work, Technical Specifications, and Drawings, including all materials, labor, equipment, and permitting necessary to complete the Project in a timely and professional manner.

The Work shall be substantially complete within fifty-five (55) consecutive calendar days from the date of the Official

Notice to Proceed and shall be finally complete and ready for final payment within eighty-five (85) consecutive calendar days from the date of the Official Notice to Proceed, in accordance with the applicable provisions of the General

Conditions.

Completion Requirements:

If awarded this construction contract, the Respondent agrees to complete the work covered by this Contract as follows:

1. Work shall start at the project site within sixty (60) days after the Effective Date of the Contract, or on the date indicated in the Notice to Proceed, whichever occurs first.

2. Substantially complete in fifty-five (55) consecutive calendar days from date of Official Notice to Proceed.

3. Final completion in eighty-five (85) consecutive calendar days from date of Official Notice to Proceed.

During the bidding process the Contractor shall examine the bid plans and scope to achieve a thorough working knowledge of the contract prior to submitting a bid. Any labor, services, materials, equipment or tools that reasonably may be inferred in the solicitation document or from prevailing customary work procedures to produce the indicated result will be provided whether or not specifically called for in the documents at no additional cost to the District. Clarifications and interpretations of the Bid Documents shall be issued by the District, as requested, during the question-and-answer time period.

Successful Contractor and any subcontractors will be required to attend a pre-construction meeting after the proposal award is approved by the District and the Agreements have been executed by all parties.

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TYPE / DESCRIPTION OF FACILITIES

Village Recreation Centers (VRC) – The Village recreation centers are mid-size recreation centers consisting of large meeting rooms, card room, billiards hall, kitchen, pool and outdoor facilities.

LOCATION ADDRESS

Fish Hawk Village Recreation Center Location/Address: 2318 Buttonwood Run, The Villages, Sumter County, FL 32162

SCOPE OF WORK AND PHASING PLAN

The schedule of work shall include but not be limited to the scope of work outlined below:

Classification of Work:

The Project is classified as a Level 1 alteration per the Florida Existing Building Code (FEBC). The Scope of Work is limited to the removal of existing HVAC equipment and installation of new, high-efficiency equipment serving the same zones and spaces. No modifications to the building envelope, interior or exterior walls, or space configuration are included. Electrical upgrades are limited to those necessary to support the new equipment. Mechanical equipment is being replaced in kind and no changes to the overall electrical load. No changes to ductwork configuration, use, or occupancy classification are proposed. No impact to Life Safety or Fire Protection Systems are anticipated. All new equipment shall comply with the Florida Building Energy conservation code requirements for energy efficiency.

General:

The following summary of work provides a general overview of the scope of work. All scope of work shall be as included in this description plus all other work required to meet the intent of the contract documents included as part of the project contract. The Contractor shall submit a phasing plan to the Owner/Engineer for review and approval prior to commencing any work.

Mechanical:

1. The Contractor is responsible for maintaining building system operations during demolition and installation of new work, providing temporary services as required. The Contractor shall coordinate any shutdowns with the Owner

(and/or Owner’s Representative) and the Building Manager.

2. Prior to equipment submittals or ordering equipment, Contractor to provide complete Test & Balance of existing systems and report findings to the Owner/Engineer. Test & Balance should include data for condensing units, air handling units, as well as supply/return/outside/exhaust airflow in the building. With this Test & Balance, Contractor must point out to the Owner/Engineer any deficiencies or deviations from the contract documents. Additionally, Contractor is responsible for recording the air distribution ratio for each system (grille cfm/total cfm) for all spaces/zones on the system.

3. Removal and replacement of four (4) existing direct-expansion split systems as identified on the plans. Existing direct-expansion split system AU/CU #1, which was replaced in 2023, shall remain in place and is not included for replacement under this project. Replacement systems shall be high-efficiency split system units with dehumidification capabilities via variable speed fans and multi-stage compressors. New condensing units will be mounted on new concrete pads and at grade. New air handling units will be located in the existing mechanical rooms as shown. The existing refrigerant piping and condensate piping will be removed, and new refrigerant lines are to be routed to the indoor air handling units as shown on the plans. The existing standalone control wiring is to remain in place for the connection of new zone sensors. New direct-expansion split systems will be provided with their own internal control systems including new programmable thermostats as shown on the plans. For bidding purposes, Contractors shall include new control wiring from each split system to each thermostat. However, Engineer/Owner will evaluate the reuse of existing wiring if Contractor deems it as acceptable. The new control systems will not be required to connect to an automation system. New outside air dampers and ductwork will be provided and the wiring interlocked to a timer for scheduled building occupancy as shown on the plans.

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NOTE: Direct-expansion split system AU/CU #1 was replaced during 2023 and will remain in place, not included for replacement during this project. Refer to Sheet M-2101 of the Contract Drawings for existing equipment information and associated demolition requirements.

4. After the new HVAC equipment has been installed, the Contractor is responsible for maintaining the same air distribution ratio as documented during the TAB process, based on the replacement air handling unit system airflow.

Any adjustments required to achieve this ratio must be made by the Contractor at their expense. It is the responsibility of the Contractor to coordinate with the Engineer or Owner project manager to verify compliance with these requirements.

5. All new life safety components will interface with the existing fire alarm system. New supply air smoke detectors will be included on all units and Contractor to VIF at time of bidding if fire alarm work is required for integration into existing fire alarm system.

NOTE: Owner will provide ductwork-cleaning services during the project, ductwork cleaning services not included with Contractors Bid submittal.

Electrical:

1. The Contractor is responsible for maintaining building systems operation during demolition and installation of new work, providing temporary service as required. The Contractor shall coordinate any shutdowns with the Owner

(And/or Owner’s Representative) and the Building Manager.

2. Prior to submitting Bid, the electrical contractor shall coordinate any replacement breakers with original panel manufacture to obtain a new breaker that is compatible with the existing panel and matching kAIC ratings. Existing conduits and conductors may be re-used at the discretion of the Contractor given that it is undamaged and in working condition as intended. Conduits may be needed to be extended; existing wires may need not be spliced and shall be replaced instead. Contractor shall verify that existing wiring meets needs and sizing requirements for new equipment per NFPA 70 2023 Edition and equipment manufactures recommended MCA. The Contractor shall provide new labels for disconnects and updated panel schedules.

3. Prior to any work, the electrical contractor shall verify source of power equipment and shutdown equipment.

Once equipment has been verified it’s been de-energized, work may commence.

Permit(s):

Contractor to obtain any and all permits required and to ensure that all work passes all inspections required by the building department and the District. Contractor is to provide the District with a copy of the signed permit(s), retain a copy for the Contractor’s records and required to maintain a posted copy of the permit(s) on the jobsite throughout the duration of the project.

Safety Systems:

Contractor is responsible to inspect and maintain all OSHA approved safety systems, protective measures, lifelines, fall protection, etc. throughout the duration of the project, including, but not limited to protective building/ground feature barricades in the immediate area where work is being performed. Inspection of these systems is the responsibility of the Contractor, per applicable OSHA requirements.

Materials Disposal:

1. Contractor will provide debris collection bins and place them in designated locations as directed by District designated personnel. All debris shall be cleaned up and managed on a daily basis and the site will be returned to a pre-work like area before work concludes each day, as much as reasonable possible.

2. The work area(s) are to be properly barricaded/cordoned off and maintained at all times to ensure public safety.

Equipment Disposal:

Contractor is responsible for disposing of all old, removed, replaced HVAC equipment in a legal manner that meets or exceeds all Federal, State and Local requirements.

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General Requirements/Notes:

1. Contractor shall submit for review a detailed shut down and sequencing plan to the Engineer and the Villages

Community Development Districts for review and approval. All shutdowns will require a minimum of seven (7) days advanced notice.

2. Preparation of these construction drawings is based on existing as-builts and field investigations of as-built conditions. As a result, existing conditions have not been thoroughly verified and reasonable assumptions were made with respect to the concealed or otherwise inaccessible portions of the existing construction and its systems.

As such, depiction of the work to be performed are conceptual in nature and will be subject to adjustments in the field. Contractor shall be responsible for verifying all existing conditions including but not limited to: sizes & locations of all equipment, utilities, piping, ductwork, controls as it pertains to the execution of new work. Contractor shall identify any discrepancies and report information to the Architect/Engineer and Owner in writing for review and adjustments.

3. All work shall be in accordance with the Villages Community Development Districts standards manual which can be found at WWW.DISTRICTGOV.ORG.

4. The Contractor shall notify utility owners two (2) full business days in advance of beginning construction on the job site.

5. Contractor shall comply with all aspects of the town of Sumter County noise ordinances.

6. It is the Contractor's responsibility to replace any existing landscaping (i.e. sod, bushes, trees, etc.), and fencing that may have been removed or has been damaged during construction. Contractor to replace or repair any damaged property or improvements to a condition equal to or better than existed prior to construction.

7. The Contractor shall notify Owner at least three (3) full workdays in advance of all planned service interruptions, and receive county project manager's approval before proceeding with planned interruptions.

8. Contractor is required to obtain from the Engineer of Record and County Project Manager written approval for any deviations from the plans and/or specifications.

9. All construction debris and other waste materials shall be disposed of offsite in accordance with applicable regulations.

10. Work areas are to be cleaned on a daily basis.

11.Removed items that will be re-used shall be stored in a secure location until ready for re-installation. These items shall be protected from damage and the entry of dirt and debris. Any damage to stored re-used items shall be the

Contractors responsibility at their expense.

12. All disturbed areas shall be returned to pre-existing condition of same type and quality.

13.Sod replacement to match pre-project type.

14. Access onto existing streets and drives shall be maintained to local traffic and property owners, respectively.

Contractor shall limit construction activities on public or private roadways.

15. All defective work not accepted by the Engineer, or by the Owners Representative, or by any Government permitting agency shall be immediately repaired by the Contractor at the Contractor's expense.

16. The Contractor shall take all necessary precautions to protect the public health and ensure job safety. The

Contractor shall conform to all applicable Occupational Safety & Health Agency (OSHA) Standards and Federal, State and Local Government safety requirements.

17. The Contractor shall be fully responsible for, and repair or replace, all damages to landscaping, buildings, telephone or other cables, sewer and water pipes, pavement, driveways, walls, sprinkler systems, survey markers, HVAC Replacement at Fish Hawk Recreation Center ITB #26B-

Villages Community Development Districts Page 15 of 33 or other structures which may be encountered whether or not shown on the plans. Contractor to report any damages to existing items to remain prior to beginning construction.

Exhibits:

*Contractor shall examine Exhibits E & D to achieve a thorough working knowledge of the contract prior to submitting a bid. *

5.2. GENERAL CONDITIONS / SPECIFICATIONS

It is the intent of these General Conditions, Specifications, and Bid Package to describe a complete project fully acceptable to the District. Even though certain details may have been inadvertently omitted, the Contractor shall nonetheless perform all work necessary to complete the project to the highest industry standards and to the satisfaction of the District. During the bid process, the Contractor shall examine the bid plans, Contract Documents, and existing conditions to achieve a thorough working knowledge of the project prior to submitting a bid.

Any labor, services, materials, equipment, or other items that may reasonably be inferred from the Contract

Documents or prevailing customary work procedures as necessary to produce the indicated result shall be provided, whether or not specifically called for in the Contract Documents, at no additional cost to the District. Clarifications and interpretations of the Contract Documents shall be issued by the District, as requested, during the designated question-and-answer period.

5.3. OPERATIONS AND COMMUNICATIONS

WORK HOURS

Work hours shall be 7:00 a.m. to 7:00 p.m., Monday through Sunday. The Contractor will not be required to perform work on weekends; however, the facilities will be available for Saturday and Sunday work, if desired.

The work hours stated herein are the project-specific work hours and shall govern in the event of any conflict or inconsistency with work hours identified in the Technical Specifications, C800 Supplementary Conditions, or other

Contract Documents.

SECURITY/ACCESS

Contractor will be furnished means of access to the construction site. Contractor shall not duplicate any keys issued for such use, or present keys to anyone other than an agent/employee of the Contractor responsible for the area.

Any areas, to which Contractor is provided access by means of a key, shall be opened for the purpose of this service only.

Immediately upon completion of service the area shall be secured. Areas shall be accessed by Contractor personnel only.

Discovery by the District personnel of wrongful use, such as sleeping, non-contract item storage, smoking, etc., will be referred to the Contractor for immediate appropriate action. The Contractor will not allow the use of tobacco products by any employees in any of the District owned properties. The Contractor will not allow the consumption of food or drink in any areas other than those locations provided by District designated personnel, (i.e., Contractor’s office, equipment storage areas, etc.)

It is the responsibility of the Contractor to establish procedures that eliminates unauthorized use by Contractor employees of District property.

DISTRICT NOTIFICATION

Contractor shall provide the District’s Representative and the Parks and Recreation Facility Manager with a minimum of two (2) weeks’ advance notice prior to the closure, if required, of any facility area necessary for performance of the Work.

The applicable District

Representative(s) and contact information will be provided to the Contractor following award.

PUBLIC NOTIFICATIONS

In the event a facility area is required to be closed for work activities, District designated personnel and the Parks and

Recreation Facility Manger will complete the public notification.

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EMERGENCY SERVICES AND RESPONSE TIME

Emergency service request response time is to be within two (2) hours of initial contact for any and all situations that the

District deems necessary. The Contractor shall provide the District with a contact list of employees for emergency response.

SUPERVISION

This work will be coordinated with and overseen by a District Representative. However, this provision in no way excuses the Contractor or relieves in any other way the provision of staffing, labor, equipment, supervision, or execution of the work required by the Contractor under the Bid.

The Contractor shall be or appoint a single point-of-contact for all issues regarding the performance of the agreement. This representative shall always be accessible and available to the District Representative.

ROLE OF DISTRICT PROPERTY MANAGEMENT (DPM) SUPERVISOR

The DPM Supervisor shall represent the District during the construction period. The DPM Supervisor shall make periodic visits to the site to observe the progress and quality of the executed work, at which time the District shall have the authority to disapprove or reject any work that is defective, unsatisfactory, faulty, or does not conform to the requirements of this document and the agreement documents.

PROOF OF PROPER LICENSE AND INSURANCE

The District has the right to request proof of current and proper licensing and insurance certification at any time during the term of the contract. Failure to provide proper documentation may lead to suspension of the contract until such time as proper documentation is provided. The District has the right to have the work completed by another Contractor during this time, and all costs incurred by the District shall be deducted from monies due to the Contractor.

WORKFORCE

Contractor’s employees are expected to be dressed in a uniform fashion with company identification. Vehicles should also be easily identified. A neat and clean appearance should be maintained at all times.

The District reserves the right to approve dress codes for Contractor’s employees. All Contractor and subcontractor personnel shall wear personal protective equipment (PPE) during their duties, including but not limited to safety vests, protective eyewear or face shields, respiratory protection as required, gloves, and protective clothing. Vehicles shall also be clearly identified.

Contractor’s employees should be instructed to be helpful and courteous to residents, other employees, and visitors at all times. Contractor shall refer all public inquiries to District-designated personnel.

PARKING

Contractors' vehicles and trailers shall be parked where they do not impede traffic or visibility. Contractor vehicles shall be parked in specific areas designated by District personnel.

STAGING

Designated staging area shall be confined to the work area. The staging site shall be used for parking of equipment, Contractor parking and debris containers. The staging site must conform to the same standards as the safety requirements listed above. Contractor shall confine construction equipment, and the operations of workers to the site and other areas permitted by the District and shall not unreasonably encumber the site and other areas with construction equipment or other materials. The use of existing roads adjacent to the building, which will restrict their use, shall be coordinated with District designated personnel.

MOT REQUIREMENTS

Appropriate Maintenance of Traffic (MOT) shall be provided in accordance with applicable FDOT specifications whenever personnel or equipment are conducting work in or around vehicular or pedestrian traffic.

Contractor shall have Basic and Intermediate Level FDOT MOT Certified staff on each crew prior to commencement of

Work. At the time of Bid submission, Contractor shall provide proof of current certification or documentation demonstrating that the applicable staff are enrolled in or scheduled to attend the required FDOT MOT certification course(s). All required certifications shall be obtained and provided to the District prior to commencement of Work.

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Contractor shall be solely responsible for initiating, maintaining, and supervising all safety precautions and Maintenance of

Traffic (MOT) measures in accordance with applicable laws, regulations, and FDOT requirements for the protection of persons and property during performance of the Work. All subcontractors shall comply with these requirements, and

Contractor…