IFB_23_24-40_Pool_Filters_Replacement_w_AdditionalAttachments.pdf

City of Sanford | Finance Department | Purchasing Division

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

Issuance | Release Date: Tuesday, October 1, 2024

Legal Advertisement Date: Tuesday, October 1, 2024 (Orlando Sentinel)

To: All Prospective Bidders

From: Marisol Ordoñez – Purchasing Manager

Dear Potential Bidder:

The City of Sanford, Florida, a City herein after also referred to as the “City”, announces that it is accepting written bids from all qualified firms or individuals interested in providing the services generally described herein and as specified in the “Scope of Services” of this Invitation for Bid (IFB) document. The successful Bidder(s) must demonstrate in their submittal responsible and responsive Bidder to the solicitation with the lowest overall bid which will best meets the specifications and serves the overall needs of the City.

If you are interested in bidding, please read all requirements carefully and complete the bid in the manner as set forth in this IFB document. Your response is considered a binding offer to perform in the manner described in the bid and shall remain a firm offer for a period of one hundred eighty (180) days from public bid opening.

Also please be aware that, under the competitive process, the stipulations set forth herein are fully binding on the Bidder to the extent that you confirm acceptance by your signature on Attachment “F”, Bid Price Schedule and Acceptance of Bid Terms and Conditions.

There will be a NON-MANDATORY pre-bid meeting schedule for this project on Tuesday, October 8, 2024 at 10:00AM Local Time at 2703 Ridgewood Avenue, Sanford, FL 32773. Questions regarding this solicitation must be received in writing http://www.myvendorlink.com no later than Thursday, October 24, 2024, at 2:00 P.M. Local Time. Responses to those questions considered material to the solicitation shall be distributed via formal addenda and posted on VendorLink.

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

The City welcomes your bid. Bids must be prepared in accordance with the IFB instructions and will be evaluated by the City as stated herein. The City reserves the right to waive any formalities, to reject any or all bid submittals or to re-advertise for bid submittals for these commodities/services. The City may withdraw all or part of this IFB at any time to protect the interests of the City. All bidders are asked to be thorough yet concise in their response. Failure to provide the response in the manner prescribed herein may be grounds for disqualification. Thank you for your interest in doing business with the City of Sanford, Florida.

City of Sanford, Florida | Purchasing Division http://www.myvendorlink.com/

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

TABLE OF CONTENTS

SECTION TITLE PAGE

NUMBER

I Instructions to Bidders 3 II Scope of Services and Technical Requirements 12 III Special Conditions 14 IV Evaluation, Rejection and Award Process 20 V General Terms and Conditions 25

ATTACHMENT TITLE PAGE

NUMBER

A Statement of No Proposal Submittal 34 B Insurance Requirements 35 C Public Entity Crimes Statement 37 D Conflict of Interest Statement 39 E Drug-Free Workplace Certification 41 F Bid Price Schedule and Acceptance of Terms and Conditions 43 G Addendum Receipt Acknowledgement Certification 45 H Organizational Information 46 I Proposed Schedule of Subcontractor Participation 47 J References 48 K Non-Collusion Affidavit 49 L Compliance with the Public Records Law Affidavit 51 M Dispute Disclosure Form 53 N E-Verify Compliance Affidavit 54 O Americans with Disabilities Acts Affidavit 57 P Solicitation Response Identification Label 58 Vendor Form-ACH and W9

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

Section I. Instructions to Bidders

A. Requesting the Solicitation Document.

The IFB documents are available on-line at no charge at My VendorLink:

http://www.myvendorlink.com. Register as a vendor to download the solicitation documents. The City is not responsible for errors and omissions occurring in the transmission or downloading of any documents. In the event of any discrepancy between information on VendorLink the hardcopy specifications, the terms of the hardcopy specifications shall prevail. For more information, call the Purchasing Division at (407) 688-5028 or 5030. Important: The desire of the City to pursue bid submittals shall in no way obligate the City to compensate you for your efforts or to execute a contract with your firm.

B. On-Line Service Provider Disclaimer.

VendorLink has no affiliation with the City other than as a service that facilitates communication between the City and its potential vendors. VendorLink is an independent entity and is not an agent or representative of the City.

The City of Sanford (City) Purchasing professionals provides, from time to time, for online bidding or the response to other forms of solicitation by means of online submissions such as by the specific means of the City using VendorLink (and Internet portal where vendors can register and receive electronic email notifications of upcoming solicitations as they become available) to accomplish an array of actions during the course of City procurement activities. The City does not accept any responsibility for the failure or inability of any vendor to engage in online bidding or the submission of any response to a City procurement activity or for any loss which may arise from the online activities of the City of a vendor’s reliance on information contained on the VendorLink website. Also, untimely submissions will be deemed to be inherently non-responsive and will not be considered in evaluating the competitive bids or responses submitted during the course of a City procurement activity.

C. Solicitation Documents from Third Party Providers.

The City Purchasing Division, and its service provider My VendorLink https://www.myvendorlink.com/common/login.aspx are the only authorized sources of solicitation documents/forms. Solicitation documents/forms obtained from any other third-party source may be an incomplete set of documents. Bidders using solicitation documents/forms obtained from any other third-party source are advised to contact the City’s Purchasing Division to provide a contact name, mailing address, phone number, fax number, and email address to obtain a complete set of solicitation documents and to enable notification of required addenda.

D. Americans with Disabilities Act.

Persons with disabilities needing a special accommodation to participate in this bid should contact the Administration at Public Works Department City Hall 300 N. Park Avenue 2nd Floor, Sanford, Florida 32771, telephone 407.688.5080, not later than seven (7) days prior to the date on which the accommodation is requested.

https://www.myvendorlink.com/common/login.aspx

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

E. Office of Record.

The City of Sanford Purchasing Division shall be the official “office of record” for all information transactions and data disbursements associated with this solicitation. The Purchasing Division may be reached Monday through Thursday between 7:00 A.M. to 5:30 P.M., Local Time via phone at

407.688.5030 or 2941 or via fax at 407.688.5021.

F. Public Records.

Under Chapter 119, Florida Statutes, all responses to this solicitation shall be considered public record subject to distribution pursuant to the request for records by any interested party in accordance with controlling law.

G. The Contractor must retain sufficient documentation to substantiate claims for payment under the Contract and all other records, electronic files, papers and documents that were made in relation to this Contract. Contractor must retain all documents related to the Contract for five years after expiration of the Contract, or, if longer, the period required by the General Records Schedules maintained by the Florida Department of State available at: http://dos.myflorida.com/library-archives/records-management/general-records-schedules/

H. IFB and/or Performance and Payment Bond.

An IFB/Performance and Payment Bond is not required for this project if not required.

1. IFB Security Bond: The IFB response shall be accompanied by a Bid Bond equaling five percent (5%) of the total IFB price. Failure to shall automatically render the Bidder as non-responsive.

a. The Bid Bond shall be made payable to the City of Sanford, issued by a Surety firm and through a reputable and responsible surety bond agency licensed to do business in the State of Florida.

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

b. In lieu of a Bid Bond, the Bidder may request the deposit of another type of security, which may be acceptable in the sole discretion of the City (i.e., money order, certified or cashier’s check) drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of five percent (5%) of the total Bid price. Checks must be made payable to the City of Sanford and shall accompany your bid submittal.

c. The terms of the IFB Security Bond shall be:

i. The Bidder shall enter into an Agreement if awarded a contract;

ii. The Surety (or alternate form of security forfeit) shall be responsible for the costs resulting from the failure of the Bidder to enter into an Agreement if awarded to http://dos.myflorida.com/library-archives/records-management/general-records-schedules/ http://dos.myflorida.com/library-archives/records-management/general-records-schedules/

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

the Bidder; including the increased costs associated with awarding to the next most responsive, responsible Bidder and costs associated with conducting the IFB process and letting the Agreement;

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

iv. Any interest earned as a result of the City depositing the accepted Bid Bond into an interest-bearing account shall be retained by the City; and,

d. Return of Bid Bond: As soon as the IFB responses have been evaluated, the City may, at its sole discretion, return or release the Bid Bonds, which in its sole judgment, would not likely be considered for award. All other Bid Bonds will be held until award of this project and the agreement has been executed by the successful Bidder; after which any remaining Bid Bonds will be returned to the respective Bidders. It shall be the sole responsibility of the Bidder to request in writing from the City the return of the Bid Bond or alternative form of security used.

2. Performance and Payment Bond: Upon award of this project, the successful Bidder shall furnish a Performance and Payment Bond, or alternative form of performance and payment security such as; a money order, certified or cashier’s check, cash (U.S. currency only), letter of credit;

equaling one hundred percent (100%) of the total amount awarded under this project. Receipt of said Performance and Payment Bond or alternative form of security; shall occur no later than ten

(10) calendar days after award of this project. No commencement of work shall be authorized by the City without receipt of the Performance and Payment Bond or alternative security.

a. The Performance and Payment Bond shall be submitted in the form of a Payment and Performance Bond; in the amount of one hundred percent (100%) of the total amount awarded under this project, made payable to the City of Sanford, issued by a Surety firm and through a reputable and responsible surety bond agency licensed to do business in the State of Florida.

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

b. In lieu of a Payment and Performance Bond, the successful Bidder may select one (1) of the below listed alternative methods to provide the required security:

i. A certified or cashier’s check drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of one hundred percent (100%) of the total amount awarded under this project, made payable to the City of Sanford;

ii. An irrevocable Letter of Credit drawn from a national or state bank whose deposits are insured by the Federal Deposit Insurance Corporation (FDIC), in the amount of one hundred percent (100%) of the total amount awarded under this project, made payable to the City of Sanford. The irrevocable Letter of Credit shall contain the following:

The “Beneficiary” shall be stated as:

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

City of Sanford 300 N. Park Avenue Sanford, Florida 32771

The Letter of Credit shall also contain the following language:

“It is a condition of this letter of credit that it shall be deemed automatically extended without amendment for one (1) year from the present or any future expiration date of this letter of credit unless at least forty-five (45) days prior to such expiration date we notify the beneficiary by certified mail that we elect not to consider this letter of credit renewed for such additional period.”

iii. Cash (U.S. currency only).

c. The terms of the Payment and Performance Bond or alternative form of security used shall be:

i. The successful Bidder shall assure faithful performance of this project;

ii. The successful Bidder shall assure timely payments to all persons providing labor, materials and/or supplies used in the performance of the work associated with this project;

iii. Any interest earned as a result of the City depositing the accepted certified or cashier’s check received into an interest-bearing account shall be retained by the City; and,

iv. Nothing in this section shall be construed to limit the authority of the City Commission, the City Manager, or the Purchasing Manager to require other security in addition to, or in lieu of, those bonds or in circumstances other than those specified herein, when in the best interest of the City.

d. Return of Payment and Performance Bond or alternative form of security used. It shall be the sole responsibility of the successful Bidder to request in writing from the City the return of the Payment and Performance Bond or alternative form of security used. The request shall be considered no earlier than thirty (30) calendar days upon completion and final acceptance of the City, or expiration in a satisfactory manner of the awarded Agreement associated with this project. Payment and Performance Bonds or alternative form of security used shall not be returned unless requested by the successful Bidder in writing.

I. Cone of Silence/Lobbying Black-Out Period; Questions Regarding the IFB

1. Lobbying is defined as any action taken by an individual, firm, association, joint venture, partnership, syndicate, corporation, and/or all other groups who seek to influence the decision of a City Commission Member, the City Manager, any requesting or evaluating City personnel during the black-out period.

2. A lobbying black-out period commences upon the issuance of this solicitation document.

a. For awards requiring City Commission approval concludes at the beginning of the meeting at which the City Commission will be presented the award(s) for approval or a

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

request to provide authorization to negotiate an agreement(s). However, if the City Commission refers the item back to the City Manager for further review or otherwise does not take action on the item, the Cone of Silence / Lobbying Black-out Period will be reinstated until such time as the City Commission meets to consider the item for action.

b. For awards requiring City Manager approval concludes upon issuance of a Notice of Intent to Award.

3. Bidders, Respondents, potential vendors, service providers, lobbyists, consultants, or vendor representatives shall not contact any City Commission member, the City Manager, any requesting or evaluating City personnel concerning an active Solicitation during the Cone of Silence / Lobbying Black-out Period.

4. All questions and inquiries concerning procedural matters shall be directed to the Purchasing Division. Any questions relating to the interpretation of specifications, or any aspect of the solicitation process shall be addressed to the Purchasing Division, in writing, at least ten (10) calendar days before the proposed opening date or prior to the specific date and time specified in this solicitation for questions.

5. Contact or communications by Bidders to any City Commission member, the City Manager, any City personnel initiated during the Cone of Silence / Lobbying Black-Out Period, may result in disqualification from the Solicitation process by the Purchasing Division.

J. Pre-Bid Conference.

There will be no pre-bid conference for this project.

IMPORTANT NOTE: It is imperative that all Bidders have a clear understanding of the scope of services requirements. As such, the City reserves the right to schedule a pre-bid conference. Therefore, in the event a mandatory pre-bid conference is required and/or subsequently scheduled, attendance will be a pre-requisite for a bid submittal; and bid submittals will only be accepted from those who are represented at a mandatory pre-bid conference. Attendance at the pre-bid conference will be evidenced by the Bidder’s/representative’s signature on the attendance roster. In the event of a mandatory pre-bid conference, the time, date, and location of the meeting will be noted in the released Addendum notifying such requirement. Please plan your travel time accordingly.

K. Interpretation, Questions and Addenda.

All questions relating to this IFB document must be in writing on VendorLink electronically https://www.myvendorlink.com/common/login.aspx no later 2:00 P.M. Local Time on Thursday, October 24, 2024.

1. It is the Bidder’s responsibility to become familiar with and fully informed regarding the terms, conditions and specifications if this solicitation. Lack of understanding and/or misinterpretation of any portions of this solicitation document shall not be cause for withdrawal of bid after opening or for subsequent protest of award. Bidders must contact the Purchasing Division prior to bid opening, should clarification be required.

2. Any interpretations, clarifications, or changes will be made in the form of written addenda issued by the Purchasing Division.

https://www.myvendorlink.com/common/login.aspx

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

3. Any oral communications will not be authoritative and will not be binding on the City.

4. It is the sole responsibility of the Bidder to contact the Purchasing Division prior to submitting a bid submittal to ascertain if any addenda have been issued, to obtain all such addenda, and to return executed addenda with each bid submittal.

5. Addenda will be available to all Bidders on http://www.myvendorlink.com

L. Preparation and Format.

Bid submittals must be prepared in a clear and concise manner to be responsive. Emphasis should concentrate on conformance to the IFB instructions, responsiveness to the requirements, as well as completeness and clarity of content.

M. Bid Completeness and Compliance.

Bid submittals shall contain the information as required in this solicitation. Failure to submit all information as requested, substantially incomplete or lack key information may be rejected by the City.

The following list details the appropriate proposal format:

1. All items contained in the bid must be in total compliance with the specifications of this solicitation.

2. Alternate bids will not be considered unless specifically called for in this solicitation.

3. Bidders’ attention is specifically called to the terms and conditions of this solicitation. As witnessed by the Bidder’s signature on Attachment “F”, Bid Price Schedule and Acceptance of Bid Terms and Conditions. All Bidders, without exception, will be solely responsible for all aspects of the terms, conditions, and special provisions of this solicitation.

N. Joint Ventures.

All Bidders intending to submit a bid response as a joint venture are required to have filed proper documents with the Florida Department of State, the Division of Professions, Construction Licensing Board and/or any other State or local licensing Agency prior to submitting a bid response. Please refer to Section 489.119 Florida Statutes.

Joint venture firms must provide an affidavit attesting to the formulation of a joint venture and provide either proof of incorporation as a joint venture or a copy of the formal Joint Venture Agreement between all joint venture parties, indicating their respective roles, responsibilities and levels of participation for the project.

O. Legal Entity States and Authorized Signatory.

The Bidder must demonstrate that the Bidder/Contractor is in good standing and authorized to conduct business in the State of Florida that the person signing this bid submittal is an Authorized Signatory on behalf of the Bidder to sign bid submittals, negotiate and agreements and related documents to which the Bidder will be duly bound. The Bidder must provide a printout of the status of the business whether sole proprietor, corporation, etcetera from the state of organization and its management personnel. In addition to the aforementioned documents the Bidder must include necessary information to verify the individual signing this bid and or any contract document has been authorized to bind the corporation.

Examples include:

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

Please be sure the bid is signed, properly witnessed, and sealed. Failure to so may result in disqualification.

P. Proprietary Information.

1. In accordance with Chapter 119 Florida Statutes (Public Records Law); and except as it may be provided by other applicable State and Federal Law, all Bidders should be aware the Bid documents are public records. Bidders must identify specifically any information contained in the bid submittals which they consider confidential or proprietary which are assertion to be exempt from disclosure, citing the applicable exempting law.

2. A generic notation that information is “confidential” is not sufficient. Failure to provide the Purchasing Division with a detailed explanation and justification including statutory cites and specific reference to your bid submittal assertion what provisions, if any, you believe are exempt from disclosure, may result in all documents being subject to disclosure in accordance with Chapter 119, Florida Statutes.

Q. Certification of Independent Price Determination.

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

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

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

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

R. Bid Submittal Forms and Reproduction.

1. Bid Forms: All bids must be submitted on the City’s forms and must include all applicable completed attachments included herein. Bids on Bidder’s quotation forms shall not be accepted.

Please ensure all applicable required submittal documents are included with your bid response.

2. Reproduction: Please submit two (2) copies of the bid submittal package, one (1) unbound original and one (1) bound copy. The submittal MUST also include a single CD-ROM or memory stick containing the entire bid submittal formatted to be read with Microsoft® software products or Adobe® PDF software.

S. Cost of Submittal.

A cost related to the submittals are an operational cost of the Bidder and shall not be passed on to, or be borne by the City. Any and all costs associated with the preparation of the bid will be the sole responsibility of the Bidder. The City shall bear no responsibility for any costs associated with the

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

preparation of the bid including, but not limited to, any administrative or judicial proceedings resulting from the solicitation process.

T. Improper Identification and Timeliness.

The City is not responsible for the failure of a Bidder or the Bidder’s agent to submit responses in a timely manner or for a bid submittal that is not properly addressed or identified. Bid submittals by email, telephone or fax shall be rejected as non-responsive regardless of where it is received.

U. Bid Submittal and Delivery.

1. Sealed bid submittals must be received in the City’s Purchasing Division no later than 2:00 P.M.

Local Time on Thursday, October 17, 2024. Bid submittals received after the stated date and time will not be accepted and will be returned unopened. Under no circumstances shall bids delivered after the time specified be considered. The City shall not be responsible for any occurrence for bid submittals delivered incorrectly or to the wrong address or location. No exceptions will be made. The decision to refuse to consider a bid that was received beyond the date/time established in the solicitation shall not be the basis of a protest. Bid submittals shall be delivered to the below address in a sealed, opaque envelope or packaging material, plainly marked on the outside with the following:

City of Sanford Purchasing Division 300 N. Park Avenue Suite 243 Sanford, Florida 32771 RE: Solicitation IFB 23/24-40 Solicitation Title: Pool Filters Replacement Date and time bid submittal is due.

Attention: Marisol Ordoñez, Purchasing Manager

For your convenience, Attachment “P”, Solicitation Response Identification Label has been provided to properly identify and affix to your IFB response.

2. If submitted by mail, the bid submittal shall be enclosed in a sealed envelope addressed as above.

Bids submitted by mail must be received by the Purchasing Division by the time specified herein for the opening thereof.

a. Please be advised that United States Postal Service (USPS) Express and Priority service class; are delivered to the City in accordance with their own schedule. Each Bidder is responsible for ensuring that their submittal is transmitted in such manner as necessary for deliver to the City as required.

b. The City only collects other USPS mail one (1) time per day upon opening of the local Post Office branch, which is then sorted by the City for delivery to the Purchasing Division and other City departments. Submissions arriving at the USPS after the initial pick-up by the City will be placed in the City’s call-box for pick-up and will not be delivered to or received by the Purchasing Division until the next business day.

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

c. When using the USPS or any other mail delivery services, it is the sole responsibility of the Bidder to ensure that Proposals are received in the Purchasing Division by the due date and time. The City shall not be responsible for delays caused by any occurrence.

V. Public Opening of Bid Submittals.

Bid submittals will be announced publicly by the Purchasing Division on the due date and time or as soon thereafter as possible. The bidders name, their bid amounts and verification of bond submittal, if applicable, will be publicly announced. Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from public disclosure such time as the agency provides notice of an intended decision or until thirty (30) days after opening the bids, proposals, or final replies, whichever is earlier. All other information will be subject to Florida’s Open Government Laws.

W. Sub-Contractors.

Bidders must list any sub-contractors that are proposed to be used to accomplish the scope of services.

Please complete and submit Attachment “I”, Schedule of Proposed Subcontractor Participation. If no subcontractors are going to be used, check the box for “No Subcontracting (of any kind) will be utilized on this project” at the top of the form. The proposed subcontractors must be responsible in their own xxx.

X. W-9 Form.

Bidders that have not done business with the City or have not provided a W-9 within the last two (2) years must submit a W-9 with their bid submittal.

Y. Withdrawal of Bid Submittals.

Bid submittals may not be withdrawn for a period of one hundred eighty days (180) days after the public opening date. In the event an award is not made by the City within one hundred eighty days (180) from the public opening date, the Bidder may withdraw their bid submittal or provide a written extension of their bid submittal.

Z. Ownership of Documents.

All documents resulting from this IFB solicitation shall become the sole property of the City. All bid submittals received from Bidders in response to the IFB solicitation will become the property of the City and will not be returned to Bidders. In the event of an award, all documentation produced as part of the Contract will become the exclusive property of the City.

AA. Failure to Comply with Bid Instructions.

Failure to comply with any of the bid instructions in a manner prescribe herein or failure to adhere to the City’s purchasing policy and procedures may be grounds for disqualification of your bid submittal.

THE REMAINDER OF THIS PAGE LEFT INTENTIONALLY BLANK

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

Section II. Scope of Services and Technical Requirements

A. SCOPE OF SERVICES

The bidder shall make themselves familiar with the Larry A. Dale Aquatic Pool Filtration system located at 2703 Ridgewood Avenue, Sanford, FL 32773 (Seminole High School). The Contractor shall provide all labor, materials, equipment, tools and vehicles necessary to perform the duties of this solicitation if awarded a contract. The city will not make available its employees, equipment, tools, vehicles or storage areas for the contractor’s use.

B. The City intends to award a primary contractor for a one time purchase. The City reserves the right to contact the secondary contractor if the primary contractors is considered non-responsive bidder.

I. Location

a. 2024 CIP Parks and Recreation Facilities Aquatic Center Pool Filter Replacement: 2703

Ridgewood Ave., Sanford, FL 32773 (Seminole High School) Larry A. Dale Aquatic Center Pool Filter Replacement.

C. WORK DESCRIPTION: Completely remove the three existing Stark filters and replace them with three new filters. Replace all 3 backwash valves. Replace backwash controller. Repair a small leak in the overhead line at the NW corner of the assembly that directs water to and from the multiport valves.

Addressing any other leaks associated with the current system upon completion. Price to include all labor, parts, plumbing and necessary equipment, plus removal of current system and sand.

D. REPLACEMENT EQUIPMENT: (PENTAIR SA3-144M-10 Stark S Series Filter System 123 SF Total Area, Semi-Automatic Single-Knob Backwash) (CM200): Incl (3) S-144 Horz Filters, Style A, 42" Dia X 41 SF, 100-PSI Rating, Clear Viewport Manways, Diaphragm Valve Piping Kit (shipped in sub-assemblies) w/ 10" Inf/Eff & Waste Flgs, (3) 6" Backwash Valves, Sight Glass/Spool, Inf/Eff Gages. Minimum Backwash Rate: 615 GPM NOTE.

E. ABOVE TANKS WILL INCLUDE 2 STANDARD MANWAYS AND 1 REVERSED MANWAY TO

MATCH ON SITE TANKS). Please state estimated length of time from purchase order receipt until equipment can be ordered and installed.

F. Delivery and Set Up

i. Delivery shall be made to the Larry A. Dale Aquatic Center Pool 2703 Ridgewood Avenue, Sanford, FL 32773 The successful Bidder shall be responsible for coordinating the delivery of all goods/services in a timely manner. The bidder must contact Ryan Ankerson, Pool Supervisor at

407.302.1034 or cell at 407.403.9013. Please note entrance only from 46A (Airport Blvd Road closed no access from Airport Blvd.).

G. Testing

i. Testing is required after the project is completed. Verification that equipment is properly functioning.

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

H. Labor and Materials shall be included in the total cost of the project.

I. Equipment and parts must have a warranty and guarantee.

J. Cleaning Up

i. The successful Bidder shall be responsible for the removal, hauling, and legal disposal of all debris generated as a result of performing the services for this turn-key solution on a daily basis;

including up to, but not be limited to all existing equipment removed, all packaging materials, crating, cardboard, protective packaging, liners, plastic, etcetera. Any dumpsters located within 2703 Ridgewood Avenue, Sanford, FL 32773 shall not be used by the successful Bidder. The successful Bidder shall broom clean the premises at the end of each day and upon completion of delivery, installation and set-up.

K. Permitting

i. The successful Bidder shall be solemnly responsible for all pertinent permits required as well as adhering, meeting and or exceeding all local, state and national guidelines, if any.

L. Existing Material Removal

i. The successful Bidder shall be responsible for the safe removal, hauling and appropriate disposal of existing material removed as a result of this project. Before any removal is to take place, the successful Bidder shall coordinate with the assigned City representative to ensure this activity does not interfere with any other events or projects in progress at the facility as applicable.

M. Additional Documents

i. The Bidder is responsible in completing all the required documents. Include a W9, a copy of the State of Florida license, a copy of their business tax receipt license, and complete the vendor package form if you have not done business with the City.

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

Section III. Special Conditions

A. Qualifications of Bidder.

This bid will be awarded to the lowest responsible and responsive bidder. In order to be considered, the firm must meet all of the following criteria:

1. Qualifications of Bidder:

a. The Bidder must be a provider currently doing business with the general public, currently serving a minimum of three (3) commercial accounts equal in size and scope to this bid/project and be properly licensed to do business in the State of Florida.

b. The Bidder, under its current business name, must also have a minimum of one (1) consecutive year of verifiable experience servicing commercial accounts equal in size and scope to this bid/project.

2. The Bidder shall submit the following information with their bid submittal:

a. List and provide a brief description of similar work satisfactorily completed with location, dates of contract, names, addresses, email addresses and telephone numbers of owners by completing Attachment “J”, References.

b. List of equipment and facilities available to do the work.

c. List of personnel, by name and title, contemplated to perform the work. All delivery personnel shall have a valid Florida Driver’s License.

The determination on whether a Bidder is responsible or not shall be determined by the City. In order to be responsive, a Bidder must respond to the bid in accordance with all its requirements.

The Bidder shall provide proof of qualification by furnishing copies of letters, certificates, and other pertinent information, which clearly document said qualifications. Failure to provide said documentation may be cause for deeming the Bidder either unresponsive or non-responsible and removing it from further consideration. This is a non-negotiable item. The City may make sure other inquiries as it deems appropriate.

B. Proprietary/Restrictive Specifications, Brand Name or Equal/Deviations.

Specifications listed herein describe the expected minimum standards. These specifications are intended to be descriptive in nature and are not intended to eliminate any Bidder from submitting a bid response.

Unless otherwise specified, the mention of a particular manufacturer’s brand name or number in the specifications does not imply that this particular good is the only one (1) that will be considered for purchase. This reference is intended solely to designate the type or quality of goods that will be acceptable. If a Bidder considers the specification contained herein to be proprietary or restrictive in nature, thus potentially resulting in reduced competition, they are urged to contact the Purchasing Division prior to the bid due date and time. Specifications which are unrelated to performance may be considered for deletion via addendum to the IFB solicitation document.

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

1. Equal offers will be considered and must include descriptive literature and/or specifications.

Failure to provide descriptive literature and/or specifications with equal offers will result in disqualification of the bid.

2. The determination as to whether any alternate good or service is or is not equal shall be made solely by the City and such determination shall be final and binding upon all bidders. The City reserves the right to request and review additional information to make such a determination.

Although the City provides for the consideration of alternate bids, it reserves the right to make an award in the best interest of the City based upon responsiveness and responsibility. Award may not necessarily be given to the lowest bid offered upon an evaluation of responsiveness and responsibility.

3. The Bidder shall be responsible for reading very carefully, and understanding completely, the requirements and specifications of the items bid upon. Unless the bid is in response to a Brand Name or Equal” requirement, deviations from the specifications will only be considered if requested in writing prior to the date and time specified for receipt of bids. Deviations, if accepted, will be specifically addressed and issued an addendum. Any goods or services proposed that are not in compliance with the specifications will not be accepted.

C. Bidder’s Specifications and Not Bidding.

1. Each Bidder shall make accurate and clear statements in their bid response.

2. Where more than one (1) item is listed, any items not bid upon shall be indicated as “NO BID”.

D. Firm Prices.

Prices for goods and/or services covered in the specifications shall be firm; net delivered to the ordering Department/Division/Office, Free On-Board (F.O.B.) Destination, with the Bidder paying all delivery costs, and shall remain firm for the period of any agreement reached as a result of this solicitation. No additional fees or charges shall be accepted.

E. Estimated Quantities.

This IFB contains an estimated number of volume and/or transactions. Although said numbers reflect the City’s average volumes over the past year, the City cannot guarantee that such volume and/or transactions will be the actual amount required and/or purchased. Actual quantities may be more or may be less, and the estimated number of volume and/or transactions contained herein in no way shall obligate the City to commit to said volume and/or transactions.

F. Term of the Agreement.

An Agreement may be awarded for a one (1) year term to begin upon approval and execution by the City; with the opportunity for additional one (1) year renewal periods when in the best interest of the City. Total contract length, including all renewals shall not exceed five (5) years. The decision to renew or extend the contract shall be at the discretion of the City. The successful Bidder(s) shall be required to review the Turf & Landscape Maintenance Services- Various Locations with the City on a semi-annual basis.

G. Option to Extend or Renew.

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

The performance period of any contract or purchase order awarded as a result of this solicitation may be extended upon mutual agreement between the Bidder and the City with no change in terms or conditions. Any extension of performance period under this provision shall be in the City’s best interest and sole discretion. Any agreement or amendment to the contract or purchase order awarded as a result of this solicitation shall be subject to fund availability and mutual agreement between the City and the successful Bidder.

H. Exercise of Option to Extend Term of Contract.

If the City wishes to enter into an option period, the City shall request a written statement of desire to enter into an extension of the performance period from the Bidder.

I. Consumer Price Index All prices on the solicitation shall remain firm for the initial term of this Agreement which is one ( 1) year with an option of one (1) year renewals with the extended term of this Agreement not to exceed five (5) years. Prior to the completion of each one (1) year term, the City may consider a price adjustment, if proposed by the Vendor no sooner than 60 days and no later than 45 days prior to the end of a term, based on Consumer Price Index (CPI) published by the U.S. Bureau of Labor Statistics which measures the average change in the prices paid for a market basket of goods and services. These items are purchased for consumption by the 2 groups covered by the All-Urban Consumers (CPI-U) index. The reference period from which changes in the CPI will be measured from the month that this Agreement took effect and shall relate to the region in which the City is located all as determined by the City’s Finance Director. An adjusted price shall be in effect unless and until later adjusted. The following formula illustrates the computation of a percent change: CPI for current period MINUS the CPI for previous period WHICH EQUALS index point change Divided BY the previous period CPI WHICH EQUALS a sum which is then multiplied by 100 WHICH EQUALS the percent change.

J. Probationary Period.

The first ninety (90) days of the contract are to be considered a “probationary” period. At the City’s discretion, the successful Bidder’s contract may be terminated based on the performance of the Bidder, and a new award may be granted without another formal bid.

K. Supervision.

The City shall not exercise any supervision or control over the Bidder’s employees performing services under an agreement. Said employees shall be accountable not to the City, but solely to the Bidder, who, in turn, is responsible to the City.

L. Inadequate Service.

In cases where materials, goods or services are not properly delivered, performed and/or installed, the Bidder will either remedy the defect to the satisfaction of the City or be responsible for reimbursement of the difference to the City for the subsequent contractor selected to remedy the defect. Acceptance of materials, goods or services shall remain in the City’s sole discretion.

M. Failure of Performance and/or Delivery.

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

POOL FILTERS RELACEMENT

If the successful Bidder fails to perform as required per these specifications or fails to deliver the item(s) or perform the work specified in these specifications, it shall compensate the City for any damages caused by the Bidder’s failure to perform as stated.

N. Protection of Property.

At all times, the successful Bidder shall guard from damage or loss of property of the City, or of other Bidders or contractors, and shall replace or repair any loss or damage unless such damage is caused by the City, other Bidders, or contractors. The City may withhold payment, or make such deductions as it might deem necessary, to insure reimbursement for loss or damage to property through negligence of the successful Bidder or the Bidder’s agents.

O. Unsatisfactory Work.

Unsatisfactory work shall be corrected by the Bidder within twenty-four (24) hours of notification by the City.

P. Service Requirements.

The successful Bidder shall provide sufficient staff, resources, and facilities to ensure that the City’s business is handled in a timely manner. If the Bidder is unable to perform the work in a timely manner as agreed upon, the City shall have the right to rescind the purchase order and award the project to another Bidder.

Q. New Product.

Any and all products provided under this bid shall be new and unused.

R. Compliance with Occupational Safety and Health.

By submission of a bid in response of this solicitation, the Bidder certifies that all material, equipment, etcetera; contained in the bid submittal meets all OSHA requirements. Bidder further certifies that if they are the successful Bidder, and the material, equipment, etcetera; delivered is subsequently found to be deficient in any OSHA requirements in effect on the date of delivery, all costs necessary to bring the material, equipment, etcetera; into compliance with the aforementioned requirements shall be borne by the successful Bidder.

S. Warranty.

The successful Bidder shall fully warrant all equipment furnished hereunder against defect in materials and/or workmanship for the full manufacturer warranty period from the date of delivery/acceptance by the City. Should any defect in materials or workmanship, except ordinary wear and tear, appear during the above stated warranty period, the successful Bidder shall repair or repair same at no cost to the City, immediately upon written notice from the City’s authorized representative. The successful Bidder shall be responsible for either repairing the equipment on site or transporting the equipment to his/her repair facility at no cost to the City. All warranty provisions of the Uniform Commercial Code shall additionally apply.

300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771 Phone: 407.688.5028 or 5030 | Fax: 407.688.5021

Solicitation Number:

IFB 23/24-40

INVITATION FOR BID (IFB)

ONE TIME PURCHASE

Due Date:

October 31, 2024

T. Guaranty

Contractor warrants and guarantees to Owner and Engineer that all Work will be in accordance with the Contract Documents and will be defective. Prompt notice of all defects shall be given to Contractor.

All equipment, materials and installation and workmanship furnished by the Contractor under the terms of the Contract, shall be guaranteed by the Contractor against defective workmanship, mechanical and physical defects, leakage, breakage and other damages and failure, under normal operation for a period of two (2) years or as otherwise specified in the Technical Specifications and after the date of acceptance thereof by the Owner, and each item of equipment or materials and installation proving to be defective within the specified period…