IFB_25_26-10_Monroe_Hall_Renovations.pdf

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue 2nd Floor Suite 236 Sanford, Florida 32771

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

Issuance | Release Date: Tuesday, March 31, 2026

Legal Advertisement Date: Tuesday, March 31, 2026 (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 meet the specifications and serve 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.

A Non-Mandatory meeting is scheduled for Tuesday, April 7, 2026, at 10:00 AM at City Hall Commission Chambers, 300 N. Park Avenue, Sanford, FL 32771. A walk-through will be performed at Monroe Hall, 400 E.

1st St., Sanford, FL 32771, after the non-mandatory meeting. Questions regarding this solicitation must be received in writing at the address above no later than Tuesday, April 21, 2026 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/

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

TABLE OF CONTENTS

SECTION

I Instruction to Bidders II Scope of Services and Technical Requirement III Special Conditions IV Evaluation, Rejection, and Award Process V General Terms and Conditions

BID DOCUMENTS

00200 Additional Instructions to Bidder 00410 Bid Submission Form 00420 Bid Bond Form 00432 Non-Collusion Affidavit 00438 Compliance with the Public Records Law Affidavit 00440 Bidder Qualification Affidavit 00442 Receipt of Exempt Public Records and Agreement to Safeguard 00450 Certificate of Non-Segregated Facilities Form 00452 Disputes Disclosure Form 00454 Drug Free Workplace Certificate 00456 Unauthorized (Illegal) Alien Workers Affidavit 00460 Americans with Disabilities Act Affidavit 00462 Financial Information Form, when applicable 00470 Instructions on Criminal Background Check 00505 Notice of Intent to Award 00510 Notice of Award 00525 Compliance Requirements for Independent Contractors Applicable to Criminal History

Evaluation 00530 Notice to Proceed Form 00615 Material and Workmanship Bond form 00617 Consent of Surety to Final Payment 00618 Insurance Requirements Matrix Form 00620 Vendor Form W-9 Package 00625 Contractor’s Application for Payment Form 00626 Certificate of Substantial Completion 00627 Certificate of Final Completion 00640 Contractor’s Partial Release of Lien Form 00641 Subcontractor’s Partial Release of Lien Form 00644 Subcontractor’s Final Release of Lien Form 00645 Contractor’s Release of Lien Form 00835 Equal Employment Opportunity 00845 Work Directive Change Form 00850 Change Order Form

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

ATTACHMENTS

Attachment “A” Addendum Receipt Acknowledgment Certification Attachment “B” Organizational Information Attachment “C” References Attachment “D” Contractor Certification Regarding Scrutinized Companies, when required Attachment “E” Proposed Schedule of Subcontractor Participation, if applicable Attachment “F” Bid Price Schedule and Acceptance of Terms and Conditions Attachment “G” Conflict of Interest Statement Attachment “H” Compliance with Public Records Attachment “I” E-Verify Compliance Affidavit Attachment “J” Foreign Country of Concern Attestation, executed with contract Attachment “K” Human Trafficking Affidavit, executed with contract Attachment “L” Public Entity Crime Statement Attachment “M” Solicitation Response Identification Label

Additional Documents Exhibit “A” FEMA Requirements Vendor Package – ACH/W9 Sample of City Contract (Smaller projects) under 5 million

Required Documents Contracts above 5 million are required to use AIA contracts and related documentation (if required) AIA Contract AIA Change Order AIA Payment Bond AIA Performance Bond

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

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.

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 most responsive, responsible Bidder and costs associated with conducting the IFB process and letting the Agreement;

http://dos.myflorida.com/library-archives/records-management/general-records-schedules/ http://dos.myflorida.com/library-archives/records-management/general-records-schedules/

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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 Sanford, Florida 32771

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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 ensure 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 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.

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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.

A Non-Mandatory meeting is scheduled for Tuesday, April 7, 2026, at 10:00AM at City Hall Commission Chambers 300 N. Park Avenue, Sanford, FL 32771. A walk through will be performed at Monroe Hall 400 E. 1st St., Sanford, FL 32771 after the non-mandatory meeting.

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 non-mandatory pre-bid conference/to a mandatory pre-bid conference/or to schedule a mandatory pre-bid conference/non-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 requirements. 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 Tuesday, April 21, 2026.

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.

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

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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 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 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:

http://www.myvendorlink.com/

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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 Tuesday, April 28, 2026. 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 25/26-10 Solicitation Title: Monroe Hall Renovations Date and time bid submittal is due.

Attention: Marisol Ordoñez, Purchasing Manager

For your convenience, Attachment “M”, 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 onetime (1) 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 callbox 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.

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

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 “E”, 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.

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Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

Section II. Scope of Services and General Requirements A. The Contractor shall furnish all labor, materials, equipment, supervision, permits, design services, engineering services, and incidentals necessary to complete the renovation work described herein.

All work shall be performed in accordance with applicable local, state, and federal building codes and regulations.

B. Scope of Services includes the following.

i. Replacement of the roofing.

ii. Replacement of dropped acoustic ceilings (offices only).

iii. Repairs of the damaged T&G ceiling.

iv. Repairs to damaged drywall.

v. Replacement of the flooring throughout including subfloor (and floor joists if necessary).

vi. Replacement of interior bifold door and interior swing door.

vii. Replacement of (1) pair of exterior French doors and (1) swing entry door.

2.01 Codes, Standards & Reference

All work shall conform to the lasts adopted editions of the following as applicable.

2.01.01 International Building Code (IBC)

2.01.02 ACI 301 – Specifications for Structural Concrete

2.01.03 ACI 318 – Building Code Requirements for Structural Concrete

2.01.04 ASTM A36 / A500 – Structural Steel Standards

2.01.05 OSHA 29 CFR 1926 – Safety and Health Regulations for Construction

2.01.06 Local municipal building and permitting requirements

2.02 General Requirements

A. Contractor shall provide the following.

2.02.01 Provide all required architectural and engineering services.

2.02.02 Obtain and pay for all required permits and inspections.

2.02.03 Provide a detailed construction schedule prior to commencement of work.

2.02.04 Coordinate all trades and supervise all phases of work.

2.02.05 Include all costs associated with lead-based paint testing and asbestos survey, if required.

2.02.06 Provide daily site cleanup and final project cleanup.

2.02.07 Protect adjacent finishes and areas not included in the scope.

2.02.08 Provide all required warranties and manufacturer documentation at project closeout.

C. Services to be included are the following.

2.02.09 All design and engineering fees.

2.02.10 Permit fees.

2.02.11 Overall construction schedule.

2.02.12 Include any costs for lead testing and/or asbestos survey.

2.03 Estimate Project Timeline

2.03.1 Project Kickoff & Planning: 1 week after Notice to Proceed

2.03.2 Equipment Procurement & Delivery: 3–4 weeks

2.03.3 On-site Installation: 5–7 business days (weather permitting)

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

2.03.4 System Testing & Turnover: 1–2 days following installation.

2.04 Roofing System Replacement

The Contractor shall remove all and replace existing roofing system in its entirety.

2.04.1 Materials and Installation Requirements

2.04.1.1 Shingles shall be GAF Timberline HDZ

2.04.1.2 Underlayment shall be synthetic weather-lock membrane or approved equal.

2.04.1.3 Provide aluminum drip edge at all roof perimeters.

2.04.1.4 Replace all existing lead boots, goose-neck vents, flashing, and roof penetrations.

2.04.1.5 Flash all roof penetrations, vents, and skylights as required for a watertight system.

2.04.1.6 Install sealants at all roof details.

2.04.1.7 Include an allowance for re-nailing roof sheathing if loose decking is identified.

2.04.1.8 Include replacement of any discovered rotten or deteriorated roof decking (unit pricing may be required).

2.04.1.9 Provide wind mitigation report upon completion.

2.04.1.10 Provide manufacturer’s warranty documentation.

2.05 Carpentry

A. The Contractor shall perform the following work.

2.05.1 Remove existing damaged tongue and groove (T&G) ceilings.

2.05.2 Replace with #2 Pine T&G to match existing profile.

2.05.3 Include removal of the existing damaged T&C ceilings.

2.05.4 Remove existing drop ceiling in auditorium.

2.05.5 Include allowance for repair or replacement of damaged or insufficient roof sheathing.

2.05.6 Include an allowance for re-nailing of roof sheathing if insufficient or rotten wood is discovered.

2.05.7 Include removal pf drop ceiling in auditorium.

2.05.8 Include repair or replacement of floor joists as required.

2.05.9 Include cross-member bracing/support for subfloor joints.

2.05.10 Repair or replace damaged door casings as required or needed.

2.05.11 Furnish and place new concrete around support post bases and reinforced areas.

B. Replace the following.

2.05.09 One (1) interior bifold door

2.05.10 One (1) interior swing door

2.05.11 One (1) pair of exterior French doors

2.05.12 One (1) exterior swing entry door

2.05.13 All exterior doors shall be properly flashed, sealed, and weatherproof.

2.06 Dry & Ceiling Work

2.06.1 Repair all damaged drywalls.

2.06.2 Match existing finishes using knockdown texture.

2.06.3 Remove and replace dropped acoustical ceiling systems where indicated.

2.06.4 Replace damaged framing or suspension components as required.

2.06.5 Furnish and install twenty-eight (28) new 10-foot steel support posts with ¼-inch welded steel end plates.

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

2.06.6 Secure top connections using 4-inch lag bolts into existing wood beams.

2.06.7 Anchor post bases using 4-inch expansion bolts into concrete footers.

2.06.8 Ensure posts are plumb, aligned, and structurally secure prior to concrete placement.

2.07 Roofing

2.07.1 Shingles must be GAF Timberline HDZ or equivalent high wind rating.

2.07.2 Underlayment must be a synthetic weather-lock membrane or similar.

2.07.3 Include replacement of the existing roof system. Includes replacement of lead boots, goose-neck vents and other roof penetrations and vent systems.

2.07.4 Include flashing of all roof penetrations, including vents and skylights.

2.07.5 Includes sealants around all roof details for a watertight system.

2.07.6 Include an aluminum drop edge.

2.07.7 Include a wind mitigation report.

2.08 Flooring System Replacement

A. The Contractor shall

2.08.1 Demolish existing flooring and subfloor system

2.08.2 Remove and replace subfloor with new 4’ x 8’ x 3/4” OSB sheathing

2.08.3 Install new vinyl flooring throughout the facility

2.08.4 Install new base molding

B. Flooring Specification are the following.

2.08.5 Product: Rue 9” x 60” EIR SPC Vinyl Tile Plank by Trinity Resilient or approved equivalent

2.08.6 Install per manufacturer’s specifications

2.08.7 Include all transitions, trim, and moisture barrier requirements

2.09 Inspection & Closeout

2.09.1 Coordinate all required inspections with local authorities

2.09.2 Conduct a final inspection with the Owner or Owner’s Representative

2.09.3 Provide warranty documentation, material data, and permit closeout records at project completion

2.10 Warranty & Guarantee

A. Warranty

2.10.1.1 Contractor shall provide a minimum one (1) year warranty on all labor and workmanship from the date of final acceptance

2.10.1.2 Manufacturer warranties for materials shall be transferred to the Owner

B. Guarantee

2.10.1.2.1 Contractor guarantees that all work shall be free of defects and shall correct, at no cost to the Owner, any deficiencies discovered within the warranty period

2.11 Insurance and Bonding Requirements

2.11.1 The successful bidder shall procure and maintain insurance coverage in accordance with the City of Sanford Insurance Requirements Matrix, as applicable to the project type, scope of work, and total contract value. At the time of bid submission, the following minimum

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

insurance coverage shall be acceptable for projects with no unusual hazards and an estimated value between $25,000- $99,999:

2.11.2 Commercial General Liability: $1,000,000 per occurrence / $1,000,000 aggregate/$1,000,000 Products and Completed Operations Aggregate

2.11.3 Workers’ Compensation: 1,000,000

Statutory limits, as required by Florida Law: Employers Liability: $500,000 Each Accident/$500,000 Disease Policy Limit. Automobile Liability: $1,000,000 combined single limit (Any Auto).

2.11.4 Bidders are required to review and complete the City’s Insurance Requirements Matrix Form and acknowledge that insurance requirements may increase based on final contract value, project classification, or exposure. Upon awarding the project, the selected vendor shall submit certificates of insurance and any required endorsements demonstrating full compliance with the City of Sanford Insurance Requirements Matrix, including but not limited to increased limits based on final contract amount Project-specific aggregate limits, if applicable.

2.11.5 Builder’s Risk, Pollution Liability, Professional Liability, or Cyber/Privacy Liability, if required by scope. Naming the City of Sanford as Additional Insured on all policies except Workers’ Compensation and Professional Liability Compliance with AM Best rating requirements (A-, VII or better).

I. The minimum limits stated herein are for bid qualification purposes only and do not relieve the vendor of the obligation to meet all insurance requirements applicable at the time of contract execution.

2.12 Painting and Finishes

2.12.1 Include repairs to drywall using a knockdown texture to closely match existing finish.

2.12.2 Include removal and installation of dropped acoustical ceilings.

2.12.3 Include painting of interior walls, ceiling and trim in owner selected colors.

2.12.4 City prefers Sherwin-Williams or approved equivalent products

2.12.5 Include demolition of the existing sub floors and installation of new 4’x8’x3/4’ OSB subfloor

(and floor joists if necessary)

2.12.6 Properly prepare and prime all surfaces before painting

2.12.7 Colors to be selected by the Owner

2.12.8 Include material and installation of new vinyl flooring and base. Includes Rue, 9” x 60” EIR

SPC Vinyl tile plank by Trinity Resilient, or equivalent (see attached spec sheet).

2.13 Allowances & Contingencies

A. The bid must include allowances for the following.

2.13.1 Roof sheathing replacement

2.13.2 Floor joist repairs/replacement

2.13.3 Hazardous material abatement (if identified through testing)

B. All allowance work requires prior Owner approval before proceeding.

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

2.14 Closeout Requirements

At project completion the Contractor must provide the following.

2.14.1 Final inspection approvals

2.14.2 Wind mitigation report

2.14.3 Manufacturer warranties

2.14.4 Lien releases

2.14.5 As-built documentation (if applicable)

2.14.6 Final comprehensive cleaning of the site

2.15 Bid Requirements

2.15.1 Lump sum pricing

2.15.2 Schedule of values

2.15.3 Project timeline

2.15.4 List of subcontractors

2.15.5 Proof of insurance

2.15.6 Contractor license information

2.15.7 Warranty details

2.15.8 Confirmation that all materials meet specified requirements

2.16 Contact Information

All work to be done during normal working hours unless otherwise agreed upon. The deliver of the products is critical please notify the Civic Center Supervisor (CCS), Alvarise James, Leisure Services Division tel. 407.688.5000 ext. 5607. This project is on a time frame; therefore, the CCS must be notified 24 hours before delivering the products to coordinate the delivery.

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Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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

c. The Bidder must be a registered Bidder to do business in the State of Florida https://dos.fl.gov/sunbiz/search/

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 “C”, 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 request other inquiries as it is deemed 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.

https://dos.fl.gov/sunbiz/search/

Phone: 407.688.5191 or 5030 | Fax: 407.688.5021

Solicitation Number

IFB 25/26-10

INVITATION FOR BID (IFB)

ONE (1) TIME PURCHASE

Due Date:

April 28, 2026

TITLE: MONROE HALL RENOVATIONS

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…