IFB_24_25-30_Concrete_Services-Raw_Material.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 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

Issuance | Release Date: Thursday, September 25, 2025

Legal Advertisement Date: Thursday, September 25, 2025 (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 NOT be a pre-bid conference held for this project. Questions regarding this solicitation must be received in writing at the address below no later than Thursday, October 16, 2025 at 2:00 P.M. Local Time.

Responses to those questions considered material to the solicitation shall be distributed via formal addenda and posted to the City of Sanford website: http://www.sanfordfl.gov

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.

City of Sanford, Florida | Purchasing Division http://www.sanfordfl.gov/

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

TABLE OF CONTENTS

SECTION TITLE PAGE

NUMBER

I Instructions to Bidders 3 II Scope of Services and Technical Requirements 12 III Special Conditions 15 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 Requirement Matrix Form 35 C Public Entity Crimes Statement 38 D Conflict of Interest Statement 40 E Drug-Free Workplace Certification 42 F Bid Price Schedule and Acceptance of Terms and Conditions 44 G Addendum Receipt Acknowledgement Certification 46 H Organizational Information 47 I Proposed Schedule of Subcontractor Participation 48 J Contractor Certification Regarding Scrutinized Companies 49 K References 50 L Non-Collusion Affidavit 51 M Compliance with the Public Records Law Affidavit 53 N Dispute Disclosure Form 55 O E-Verify Compliance Affidavit 56 P Americans with Disabilities Acts Affidavit 59 Q Foreign Country of Concern Attestation 61 R Solicitation Response Identification Label 62

ADDITIONAL

FORMS

Exhibit “A” Price Sheet Vendor Form, W9, and ACH Form

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

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 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

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

407.688.5028 or 5030 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 the Bidder; including the increased costs associated with awarding to the next 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 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

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:

City of Sanford

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

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 request to provide authorization to negotiate an agreement(s). However, if 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 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

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 change the mandatory pre-bid conference/to a non-mandatory pre-bid conference or a non-mandatory pre-bid conference to a mandatory 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 posted on VendorLink VendorLink | Login (myvendorlink.com) electronically no later Thursday, October 16, 2025, at 2:00 P.M. Local Time.

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.

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

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 https://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 he/she/it 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 print out 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:

https://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 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

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

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

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 23, 2025. 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 24/25-30 Solicitation Title: Concrete Services- Raw Materials (City Wide) Date and time bid submittal is due.

Attention: Marisol Ordoñez, Purchasing Manager

For your convenience, Attachment “R”, 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.

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.

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

d. Option to submit through VendorLink is available; however, vendor shall not deem the City for errors or for wrongly submitting solicitations inaccurately through VendorLink.

VendorLink | Login (myvendorlink.com)

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 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

Section II. Scope of Services and Technical Requirements A. The proposed project consists of the construction of type F curb and gutter, driveways, sidewalk and wheelchair ramps as part of the City’s sidewalk and street rehabilitation program.

B. The specifications contained herein outline the basic requirements for the removal/replacement and/or installation of concrete.

1. All work and materials will conform to the latest edition of the FDOT Standard Specifications for Road and Bridge Construction Sections 520, 522, 575 and the FDOT Roadway and Traffic Design standards Index 300, 310, and 515.

2. Contractor shall provide all labor, equipment, tools, transportation, materials, and other items necessary to completely remove and/or install the items specified. This work shall include but not be limited to excavation, clearing and grubbing, disposal, root removal, backfill, compaction, forming, placing, curing, finishing and jointing of concrete. Clean up and restoration of the work area shall be included in the unit prices for each item. Sodding will be bid as a separate unit price per exhibit “A” Price Sheet.

3. Exact location work shall be as directed by the City’s designated representative.

4. Contractor shall provide reasonable measures to maintain vehicular and pedestrian access to business and residences at all times.

5. Properly safety devices shall be used to direct vehicular and pedestrian traffic around and through construction areas at all times during work.

6. All traffic control shall be in accordance with the lasted edition of the Florida Department of

Transportation Roadway and Traffic Design Standards, Section 600-660 and part VI of the MUTCD (Manual of Uniform Traffic Control Devices).

7. Construction debris will not be allowed to accumulate and must be removed daily. Contractor shall confine all work and equipment to within City ROW and easements.

8. Any and all damage to City and/or Private property, caused by the Contractors work or negligent work thereof, shall be immediately cleaned and/or repaired by the Contractor at the Contractors expense.

9. Concrete mix designs will be submitted to the City for approval prior to use on projects.

10. The City reserves the right to require the Contractor to field verify slump/strength on any and all concrete placed. Defective or nonconforming materials are subject to replacement at the expense of the Contractor.

11. Concrete work shall conform to all regulations to local, state, and federal authorities, including safety, health and pollution related.

12. Root Barrier: Contractor may be required to install a root barrier fabric depending upon location of existing trees and the extent of interference caused by them with new work. All root barrier (i.e. BioBarrier or pre-approved equivalent) will be supplied by the City and shall be installed by the contractor per the supplier’s specifications. A designated City representative will determine the use of root barrier prior to commencement of construction.

13. All fill material shall be suitable material that is free of trash, wood, roots, used concrete or other matter/material that would prevent sufficient compaction or be detrimental to the stability of the concrete placed.

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

14. Vandalism affecting the appearance or integrity of the concrete will be repaired and/or replaced at the contractor’s expense. In all cases a City representative will make the determination whether repairs and/or replacement are necessary.

15. The City reserves the right to have independent tests performed on concrete and other construction materials utilized at the Cities own expense. If materials are found to be defective or unsatisfactory, the cost of testing will be borne by the Contractor and will be deducted from payment due to the Contractor. Contractor shall be responsible for removal and replacement of construction not meeting specifications.

16. Sprinkler Systems: Contractor shall repair and/or replace, at their own expense, all damage to grass/sod, landscaping, or sprinkler systems as a result of any work outside the designated work area. Repairs will be made with materials equal to or better than existing. Contractor will be compensated for sprinkler repairs and/or installations that are needed due to new sidewalk, driveway, curb/gutter installations, and/or relocations. In all cases, a City representative will make the determination whether repairs and/or replacements are necessary and whether or not they will be compensated for. Compensation for approved repairs/replacements will include the cost of materials plus ten percent (10%) and the cost of the Contractors labor at the rate specified on the bid form. For all compensated sprinkler system repairs, the Contractor shall submit a cost estimate prior to performing the work. Emergency repairs to prevent leaks on systems may be exempt from this requirement, but the Contractor shall at a minimum verbally notify the designated City representative of intentions prior to commencement.

C. CONTRACTOR RESPONSIBILITIES

1. The Contractor shall provide all necessary labor, materials, tools and equipment needed to complete this project.

2. Contractor shall supervise and direct the work competently and efficiently, devoting such attention thereto and applying such skills and expertise as may be necessary to perform the work in accordance with the contract documents. Contractor shall keep on the job-site at all times during its progress a competent supervisor to serve as his representative and oversee the work.

3. Contractor shall secure any and all permits and licenses necessary for the performance of this project. Prior to commencing work copies of these permits and licenses must be furnished to the City of Sanford.

4. Contractor is responsible for verifying existing conditions and to notify the City in writing of any discrepancies, unsatisfactory conditions, etc. prior to start of work. Start of work will indicate Contractor acceptance of conditions and full responsibility for completed work.

5. Contractor shall be responsible and use utmost care in protecting City property. Contractor shall be solely responsible for rectifying any and all damages including any work deemed as not acceptable by the City at no cost to the City.

6. Contractor must schedule all work with City representative

7. At the end of each work day, the Contractor shall insure that all areas are left in a clean, safe and acceptable manner.

8. Contractor shall confine operations at the site to areas permitted by applicable laws, ordinances, permits, and by the Contract documents.

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

9. Contractor may hire qualified subcontractors when required to perform specialized functions or work requiring specialized equipment; however, not before seeking prior written approval from the City. All subcontractors must meet and satisfy requirements applicable to insurance, safety, etc. as the Contractor. In addition, the contractor shall guarantee that each subcontractor possess and maintains required insurance and licenses (Attach proof of proper licenses and signed agreements). Contractor must complete attachment “I”

i. the Contractor will take all reasonable precautions to prevent damage, injury or loss to:

all persons who may be affected by the performance of his operations, including employees;

ii. all materials and equipment; and

iii. all property at or surrounding the work site.

iv. In an emergency affecting the safety of persons or property, the Contractor will act, with reasonable care and discretion, to prevent any threatened damage, injury or loss.

10. The contractor shall assume liability for damage or loss resulting from wrongful act(s) or negligence of its employees, agents, or subcontractors while they are on or off City owned property. The contractor or its insurer shall reimburse the City for any damage or loss within thirty (30) days after a claim is submitted.

D. PRICING

The Contractor shall provide individual unit prices for each item shown on the Exhibit “A”. Bid pricing shall be inclusive of all costs including, but not limited to bonding, labor, materials, equipment, removal and disposal of materials, mobilization, overhead, traffic control, clean up, insurance, profit, and all other related costs. Clearing and grubbing of any existing concrete including disposal shall be included in the individual unit prices and no additional compensation above the unit prices bid will be allowed. The City will require stable pricing for 12 months with an option to revisit pricing based on the current CPI at the time. No changes to pricing can occur prior to the 12 months by the selected vendor.

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

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 five (5) 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 three (3) consecutive year of verifiable experience servicing commercial accounts equal in size and scope to this bid/project.

c. Bidder must comply with all Federal, State & Local laws, rules and regulations. To this end, to be deemed a responsible contractor, the contractor must be in compliance with all zoning codes relative to property used in the course of business, must have paid all Federal, State and local taxes, must have all requisite licenses and permits to conduct business, and must have paid all outstanding fines or fees relating to the conduct of business and violations relating thereto.

d. Must have the ability to perform all work in a professional manner using skilled tradesmen, appropriate equipment consistent with generally accepted standards in the industry and carried out in such a way as to minimize any inconvenience to the City or its citizens.

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 “K”, 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.

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

TITLE: CONCRETE SERVICES-RAW MATERIALS

The 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 that are unrelated to performance may be considered for deletion via an addendum to the IFB solicitation document.

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.

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

Solicitation Number:

IFB 24/25-30

INVITATION FOR BID (IFB)

A TERM CONTRACT

Due Date:

October 23, 2025

F. Term of the Agreement.

An Agreement may be awarded for a one (1) 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.

G. Option to Extend or Renew.

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. 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.

J. Supervision.

The City shall not exercise any supervision or control over the Bidder’s employees performing services under an…