IFB_-_City_Hall_-_Epoxy_(1).docx

City of Pembroke Pines

Epoxy Replacement of the Great Hall of Charles F. Dodge City Hall

Invitation for Bids # PSPW-00-00

General Information

THE CITY OF PEMBROKE PINES

PROCUREMENT DEPARTMENT

8300 SOUTH PALM DRIVE

PEMBROKE PINES, FLORIDA 33025

(954) 518-9020

Table of Contents

ATTACHMENTS

Attachment A: Specimen Contract - Construction Agreement Attachment B: Sample Insurance Certificate Attachment C: Scope of Work Attachment D: Standard Release of Lien Form

SECTION 1 - INSTRUCTIONS

1.1 NOTICE

Notice is hereby given that the City Commission of the City of Pembroke Pines is seeking sealed proposals for:

IFB # PSPW-00-00

Epoxy Replacement of the Great Hall of Charles F. Dodge City Hall

Solicitations may be obtained from the City of Pembroke Pines website at http://www.ppines.com/index.aspx?NID=667 and on the https://ppines.bonfirehub.com/ website.

If you have any problems downloading the solicitation, please contact the Bonfire Support at Support@GoBonfire.com.

If additional information help is needed with downloading the solicitation package please contact the Procurement Department at (954) 518-9020 or by email at purchasing@ppines.com. The Procurement Department hours are between 7:00 a.m. - 6:00 p.m. on Monday through Thursday and is located at 8300 South Palm Drive, Pembroke Pines, Florida 33025.

The City requires all questions relating to the solicitation be entered through the “Messages” section for the specific project on the https://ppines.bonfirehub.com/ website. Under the “Messages” section, vendors will find the “Opportunity Q&A” tab in which they can ask their specific question(s). Responses to the questions will be provided online at https://ppines.bonfirehub.com. Such request must be received by the “Question Due Date” stated in the solicitation. The issuance of a response via Bonfire is considered an Addendum and shall be the only official method whereby such an interpretation or clarification will be made.

Proposals will be accepted until 2:00 p.m., Tuesday, April 22, 2026. Proposals must be submitted electronically at https://ppines.bonfirehub.com/. The sealed electronic proposals will be publicly opened at 2:30 p.m. by the City Clerk’s Office, in the City Hall Administration Building, 4th Floor Conference Room located at 601 City Center Way, Pembroke Pines, Florida, 33025.

1.1.1 VIRTUAL BID OPENING

The City may not be opening up the physical location for public access.

As a result, meetings may be a combination of in-person and virtual, all as provided by law. In any event, the public is encouraged to attend the bid opening process virtually in lieu of attending the meeting in person.

Bid openings for this project will be live-streamed from the City Clerk’s Office, in the City Hall Administration Building, 4th Floor Conference Room located at 601 City Center Way, Pembroke Pines, Florida, 33025 at 2:30 PM on the bid due date.

While recognizing the importance of public accessibility to the bid openings, and considering public health concerns, in the abundance of caution, the City is requesting that interested parties utilize live streaming as a safe way for vendors and the public to view the bid opening process in lieu of attending the meeting in person.

The public is invited to attend the meeting virtually via the Cisco Webex Meetings platform.

The public may download the Cisco Webex Meetings app from https://www.webex.com/downloads.html/, to view and listen to the meeting, however please make sure to mute your phone/microphone/device’s audio and camera as the public may attend the meeting but will not be allowed to comment or participate in the proceedings.

If any member of the public requires additional information about this meeting or has any questions about how to access the meeting, please contact:

Danny Benedit, Procurement Department City of Pembroke Pines 8300 South Palm Drive, Pembroke Pines, FL 33025 954-518-9022 purchasing@ppines.com

1.2 PURPOSE

The City of Pembroke Pines is seeking proposals from qualified firms, hereinafter referred to as the Contractor, to Epoxy Replacement of the Great Hall of Charles F. Dodge City Hall, located at 601 City Ctr Wy, Pembroke Pines, FL 33025, in accordance with the terms, conditions, and specifications contained in this solicitation.

1.3 SCOPE OF SERVICES

1.3.1 PROJECT DETAILS

PART 1 - GENERAL

1.1 SUMMARY

A. This Section includes:

1. High-performance resinous flooring systems.

1.2 SUBMITTALS

A. Product Data: For each type of product indicated.

B. Installer Certificates for Qualification: Signed by manufacturer stating that installers comply with specified requirements.

C. Material Certificates: For each resinous flooring component, from manufacturer.

D. Maintenance Data: For maintenance manuals.

E. Samples: Submit two 6” X 6” samples of each resinous flooring system applied to a rigid backing. Provide sample which is a true representation of proposed field applied finish. Provide sample color and texture for approval from Owner in writing or approved by General Contractor prior to installation.

F. Product Schedule: For resinous flooring.

1.3 QUALITY ASSURANCE

A. Installer Qualifications: Manufacturer's authorized representative who is trained and approved for installation of flooring systems required for this Project.

1. Engage an installer who is approved in writing by resinous flooring manufacturer as qualified to apply resinous flooring systems indicated.

2. Installer Letter of Qualification: Installer to provide letter stating that they have been in business for at least 5 years and listing 5 projects in the last 2 years of similar scope. For each project provide: project name, location, date of installation, contact information, size of project, and manufacturer of materials with system information.

B. Source Limitations: Obtain primary resinous flooring materials, including primers, resins, hardening agents, grouting coats, and topcoats, from single source from single manufacturer. Provide secondary materials, including patching and fill material, joint sealant, and repair materials, of type and from source recommended by manufacturer of primary materials.

C. Pre-installation Conference: Conduct conference at Project site before work and mockups begin.

D. Mockups: Apply mockups to verify selections made under sample submittals and to demonstrate aesthetic effects and set quality standards for materials and execution. Do not cover up mockup area.

1. Apply full-thickness mockups on 16 square foot floor area selected by Architect.

2. Finish surfaces for verification of products, color, texture, and sheen.

3. Simulate finished lighting conditions for Architect's review of mockups.

4. Approved mockups may become part of the completed Work if undisturbed at time of Substantial Completion.

5. Mockup shall demonstrate desired slip resistance for review and approval by Owner’s representative in writing.

1.4 DELIVERY, STORAGE, AND HANDLING

A. Deliver materials in original packages and containers, with seals unbroken, bearing manufacturer's labels indicating brand name and directions for storage and mixing with other components.

1. Maintain containers in clean condition, free of foreign materials and residue.

2. Remove rags and waste from storage areas daily.

1.5 PROJECT CONDITIONS

A. Environmental Limitations: Comply with resinous flooring manufacturer's written instructions for substrate temperature, ambient temperature, moisture, ventilation, and other conditions affecting resinous flooring application.

B. Lighting: Provide permanent lighting or, if permanent lighting is not in place, simulate permanent lighting conditions during resinous flooring application.

C. Close spaces to traffic during resinous flooring application and for not less than 24 hours after application unless manufacturer recommends a longer period.

PART 2 - PRODUCTS

2.1 MANUFACTURERS

A. Manufacturers: Subject to compliance with requirements, provide products by:

1. The Sherwin Williams Company, Cleveland, OH. swflooring@sherwin.com B. Resuflor Deco Flake BC, 20-30 mils nominal thickness. 1. Primer: Resuprime 3579 at 200-300 sq. ft. per gallon.

2. Body Coat: Resuflor 3746 at 200-300 sq. ft. per gallon.

3. Broadcast: Decorative Flakes 6750 or 6755 to excess at 100-200 lbs. per 1,000 sq. ft.

4. Grout Coat: Resuflor 3746 at 160-250 sq. ft. per gallon.

5. Seal Coat: Resutile 4686 at 250-400 sq. ft. per gallon.

2.2 MATERIALS

A. VOC Content of Resinous Flooring: Provide resinous flooring systems, for use inside the weatherproofing system, that comply with the following limits for VOC content when calculated according to 40 CFR 59, Subpart D (EPA Method 24)].

1. Resinous Flooring: 100 g/L.

2.3 HIGH-PERFORMANCE

A. Resinous Flooring: Abrasion-, impact- and chemical-resistant, high-performance, resin-based, monolithic floor surfacing designed to produce a seamless floor.

B. System Characteristics:

1. Color and Pattern: As indicated from manufacturers listed above.

2. Slip Resistance: Provide slip resistant finish.

PART 3 - EXECUTION

3.1 PREPARATION

A. Inspection: Prior to commencing Work, thoroughly examine all underlying and adjoining work, surfaces and conditions upon which Work is in any way dependent for perfect results. Report all conditions which affect Work. No "waiver of responsibility" for incomplete, inadequate or defective underlaying and adjoining work, surfaces and conditions will be considered, unless notice of such unsatisfactory conditions has been filed and agreed to in writing before Work begins. Commencement of Work constitutes acceptance of surfaces.

B. Surface Preparation: Remove all surface contamination, loose or weakly adherent particles, laitance, grease, oil, curing compounds, paint, dust and debris by blast track method or approved mechanical means (acid etch not allowed). If surface is questionable, try a test patch. Create a minimum surface profile for the system specified in accordance with the methods described in ICRI No. 03732 to achieve profile numbers as follows: RESINOUS FLOORING 096723 - 3 C.

1. Thin film, to 10 mils CSP-1 to CSP-3

2. Thin and medium films, 10 to 40 mils CSP-3 to CSP-5

3. Self-leveling mortars, to 3/16” CSP-4 to CSP-6

4. Mortars and laminates, to 1/4” or more CSP-5 to CSP-10 D. Verify that concrete substrates are dry and moisture-vapor emissions are within acceptable levels according to manufacturer's written instructions.

1. Moisture Testing: Perform tests indicated below.

a. Calcium Chloride Test: Perform anhydrous calcium chloride test per ASTM F 1869. Proceed with installation only after substrates have maximum moisture-vapor-emission rate of 3 lbs. of water/1000 sq. ft. in 24 hours. Perform tests so that each test area does not exceed 1000 sq. ft. and perform 3 tests for the first 1000 sq. ft. and one additional test for every additional 1000 sq ft.

b. In-Situ Probe Test: Perform relative-humidity test using in-situ probes per ASTM F 2170. Proceed with installation only after substrates have a maximum 75 percent relativehumidity-level measurement.

3.2 ENVIRONMENTAL CONDITIONS

A. All applicators and all other personnel in the area of the RF installation shall take all required and necessary safety precautions. All manufacturers’ installation instructions shall be implicitly instructions shall be implicitly followed.

B. Repair damaged and deteriorated concrete according to resinous flooring manufacturer's written instructions.

C. Alkalinity and Adhesion Testing: Verify that concrete substrates have pH within acceptable range. Perform tests recommended by manufacturer. Proceed with application only after substrates pass testing.

D. Resinous Materials: Mix components and prepare materials according to resinous flooring manufacturer's written instructions.

E. Use patching and fill material to fill holes and depressions in substrates according to manufacturer's written instructions.

F. Treat control joints and other nonmoving substrate cracks to prevent cracks from reflecting through resinous flooring according to manufacturer's written instructions.

3.3 APPLICATIONS

A. Install resinous floor over properly prepared concrete surface in strict accordance with the manufacturer's directions.

1. Install the primer and/or base coats over thoroughly cleaned and prepared concrete.

2. Install topcoat over flooring after excess aggregate has been removed.

3. Maintain a slab temperature of 60°F to 80°F for 24 hours minimum before applying floor topping, or as instructed by manufacturer.

B. Apply components of resinous flooring system according to manufacturer's written instructions to produce a uniform, monolithic wearing surface of thickness indicated.

1. Coordinate application of components to provide optimum adhesion of resinous flooring system to substrate, and optimum intercoat adhesion.

2. Cure resinous flooring components according to manufacturer's written instructions. Prevent contamination during application and curing processes.

3. At substrate expansion and isolation joints, comply with resinous flooring manufacturer's written instructions.

C. Sealant: Saw cut resinous floor topping at expansion joints in concrete slab. Fill sawcuts with sealant prior to final seal coat application. Follow manufacturer’s written recommendations.

D. Apply primer over prepared substrate at manufacturer's recommended spreading rate.

E. Slip Resistant Finish: Provide grit for slip resistance.

F. Apply topcoats in number indicated for flooring system and at spreading rates recommended in writing by manufacturer.

3.4 COMPLETED WORK

A. Cleaning: Upon completion of the Work, clean up and remove from the premises surplus materials, tools, appliances, empty cans, cartons and rubbish resulting from the Work. Clean off all spattering and drippings, and all resulting stains.

B. Protection: Protect Work in accordance with manufacturer's directions from damage and wear during the remainder of the construction period. Use protective methods and materials, including temporary covering, recommended in writing by resinous flooring manufacturer.

C. Contractor shall insure that coating is protected from any traffic until it is fully cured to the satisfaction of the coating manufacturer.

1.3.2 GENERAL INFORMATION

· Contractor shall provide all materials, labor, equipment, and any other necessary items required for complete installation.

· Awarded Contractor shall be responsible for the full removal of any paint particles or overspray from any vehicles or adjacent properties that result from the Contractor’s performance of this project.

· The City of Pembroke Pines will help coordinate any parking lot closures deemed necessary.

· The minimum experience required as a licensed Contractor is five (5) years for this project.

· Awarded Contractor shall be responsible for the protection of all adjacent areas and landscaping; and the subsequent restoration of such should damage occur.

· Contractor shall provide all testing, manufacturer warranties, and certifications.

· The Contractor shall employ a competent English-speaking superintendent who shall be in attendance at the project site during the progress of the work. The superintendent shall be the primary representative for the Contractor and all communications given to and all decisions made by the superintendent shall be binding to the Contractor.

· Contractor will be required to schedule all work with the City’s Project Manager.

· Contractor shall be responsible for all debris removal and restoration to any existing areas damaged by the contractor once the project is completed. Site shall be made safe, and clean of debris at the end of each workday.

· All precautions need to be taken for life safety and protection of people, vehicles, and all other structures on the site.

· Contractor shall be cleared and badged by Broward County Schools in the event work is to be completed while school is in session. If so, at least one crew member present at all times shall have the school badge clearance.

· Upon completion, contractor shall remove all excess paint or materials that has been misplaced on other surfaces.

· Upon completion of the job, the awarded contractor will remove all surplus materials, scaffolds, etc. from the premises that related to the project.

· Upon completion, contractor shall clean all window glass to be free of excess paint and sealer.

· Verification of all dimensions, square footages and quantities are the responsibility of the contractor.

· Site access would be through the southwest entrance located on Pembroke Road.

· Parking locations will be designated for contractor by the Project Manager.

· Trash removal should be arranged prior to pickup with City Project Manager.

· Area should be maintained clean throughout project.

· The work must be performed Monday through Friday or as approved by the City Project Manager.

· Timeline must be completed during the dates of: July 27th, 2026 to August 24th, 2026.

1.3.3 WARRANTIES

· Contractor shall provide a seven (7) year workmanship labor warranty covering repair of peeling or fading paint, lose or deteriorated sealant on all masonry-to-masonry expansion joints, windows, doors, and other penetrations, removed and replaced by the contractor.

· Upon completion of the project, and with their application instructions and specifications strictly adhered to, the contractor shall provide a written seven (7) year product warranty from the manufacturer.

1.4 PROJECT COST ESTIMATE & TIMELINE

Staff estimates this project to cost approximately $150,000, which does not include permit costs.

Please note that the City will waive all City related permit, license, impact or inspection fees (including the Building Department and Engineering Department Permit Fees) related to this project. Any related State or County fees, for the aforementioned permits, will be paid by the City. Comment by Gomes , Mark [2]: Only Needed for Construction

In addition, the City shall cover the cost for any other permit fees related to external entities through the City’s Owner’s Contingency for this project, therefore proposers should not include permit costs in their total proposal price.

The work shall be completed within 25 days from issuance of CITY’s Notice to Proceed, with an estimated start date of July 27th, 2026.

In addition, please note the city’s average time for a contractor to apply for and receive an approved permit is 30 days; delays in this timeline caused by the contractor’s failure to actively monitor the permit process and submit all required documentation in a timely manner, will count against the project’s contractual completion period.

This contract shall be for an initial two year per with two additional two-year renewal terms.

1.4.1 PERMIT, LICENSE, IMPACT OR INSPECTION FEES Comment by Gomes , Mark: Only Needed for Construction

With the exception of the City related permit, license, impact or inspection fees (including the Building Department and Engineering Department Permit Fees), which will be waived for this project, the City does not anticipate any additional permit, license, impact or inspection fees for this project. Comment by Gomes , Mark [2]: If this option is selected, everything else below can be deleted.

1.5 PROPOSAL REQUIREMENTS

The https://ppines.bonfirehub.com website allows for vendors to complete, scan and upload their documents as part of the proposer’s submittal on the website. (link does not work)

Prospective proposers interested in responding to this solicitation are requested to provide all of the information listed in this section. Submittals that do not respond completely to all of requirements specified herein may be considered non-responsive and eliminated from the process. Brevity and clarity are encouraged.

The Bonfire system utilizes “Questionnaires” to request the following information from prospective proposers.

1.5.1 Pricing Sheet / Bid Tables

1. Bid Table: The vendor must provide their pricing through the designated lines items listed on the Excel Sheet that is available for download on the Bonfire website under the “Pricing Sheet / Bid Table” section. Please follow the instructions given in this package and on the Excel Sheet to complete and upload the information back onto the Bonfire website.

2. Primary Responses: This tab of the Bid Table includes a “Vendor Notes” column for any additional comments regarding the requested line item(s). A comment is required in the “Vendor Notes” column. If the vendor does not need to submit any comments, please enter N/A or similar. Comment by Munarriz, Irene: If not accepting pricing for Alternates, this tab will be titled "Responses" instead.

a. Below is a sample of the “Primary Responses” tab of the Bid Table:

3. Additional Responses: This tab of the Bid Table allows for bidders to submit alternative options. Substitutions of brands or products must be submitted as an alternative for the City’s review and approval. Comment by Munarriz, Irene: Only applicable for Alternates

a. To submit an alternative, the vendor must copy the information for the corresponding line item from the “#” column in the “Primary Responses” tab and paste it into the “Additional Reponses” tab to identify which item they are providing an alternative option for.

b. Vendors are required to identify the substitution of brands or products in the “Vendor Notes” column.

c. For additional information on uploading supporting documentation for the proposed alternative(s), please refer to Section 1.5.4(3).

d. Below is a sample of the “Additional Responses” tab of the Bid Table:

1.5.2 Questionnaires

1. Contact Information Form

2. Proposer’s Background Information

3. Vendor Registration Checklist

4. References Form: Provide specific examples of similar contracts delivered by the proposed team members. Provide details on related projects (preferably where the team was the same). A minimum of 3 references should be from the last five years and should be capable of explaining and confirming your firm’s capacity to successfully complete the scope of work outlined herein. As part of the proposal evaluation process, the City may conduct an investigation of references, including a record check or consumer affairs complaints. Proposers’ submission of a proposal constitutes acknowledgment of the process and consent to investigate. The City is the sole judge in determining Proposers qualifications. In this section you will have the ability to enter information for 5 different references including the Reference Contact Information and the specific Project Information.

In addition, do not provide City of Pembroke Pines projects as any of your references and do not utilize any current City of Pembroke Pines employees as reference contacts.

A) References Contact Information

a. Name of Firm, City, County or Agency

b. Address

c. Contact Name

d. Contact Title

e. Contact E-mail Address

f. Contact Telephone # B) Project Information

a. Name of Contractor Performing the work

b. Name and location of the project

c. Nature of the firm’s responsibility on the project

d. Project duration

e. Completion (Anticipated) Date

f. Size of project

g. Cost of project

h. Work for which staff was responsible

1.5.3 Other Completed Documents

1. Attachment A: Non-Collusive Affidavit

2. Proposal Security (Bid Bond Form or Cashier’s Check)

a. Each Proposal should be accompanied by a certified or cashier’s check or by a Bid Bond made payable to the City of Pembroke Pines on an approved form, duly executed by the Proposer as principal and having as surety thereon a surety company acceptable to CITY and authorized to write such Bond under the laws of the State of Florida, in an amount not less than five percent (5%) of the amount of the base Proposal price.

b. Contingency is not to be counted in the total amount the proposal security is based on.

c. Proposers must submit a scanned copy of their bid security (bid bond form or cashier’s check) with their bid submittal through Bonfire.

d. Proposers should also submit their original bid security (bid bond form or cashier’s check) at time of the bid due date, or they may be deemed as non-responsive.

e. The original Bid Bond or Cashier's Check should be in a sealed envelope, plainly marked “BID SECURITY - IFB # PSPW-00-00 “Epoxy Replacement of the Great Hall of Charles F. Dodge City Hall” and sent to the City of Pembroke Pines, City Clerk’s Office, 4th Floor, 601 City Center Way, Pembroke Pines, Florida, 33025.

f. Please see SECTION 4 - SPECIAL TERMS & CONDITIONS of this document for additional information.

1.5.4 Optional Documentation

1. Trade Secrets:

a. The Proposer’s response to this solicitation is a public record pursuant to Florida law, which is subject to disclosure by the City under the State of Florida Public Records Law, Florida Statutes Chapter 119.07 (“Public Records Law”). The City shall permit public access to all documents, papers, letters or other material submitted in connection with this solicitation and the Contract to be executed for this solicitation, subject to the provisions of Chapter 119.07 of the Florida Statutes.

b. Any language contained in the Proposer’s response to the solicitation purporting to require confidentiality of any portion of the Proposer’s response to the solicitation, except to the extent that certain information is in the City’s opinion a Trade Secret pursuant to Florida law, shall be void. If a Proposer submits any documents or other information to the City which the Proposer claims is Trade Secret information and exempt from Florida Statutes Chapter 119.07 (“Public Records Laws”), the Proposer shall clearly designate that it is a Trade Secret and that it is asserting that the document or information is exempt. The Proposer must specifically identify the exemption being claimed under Florida Statutes 119.07. The City shall be the final arbiter of whether any information contained in the Proposer’s response to the solicitation constitutes a Trade Secret.

c. EXCEPT FOR CLEARLY MARKED PORTIONS THAT ARE BONA FIDE TRADE SECRETS PURSUANT TO FLORIDA LAW, DO NOT MARK YOUR RESPONSE TO THE SOLICITATION AS PROPRIETARY OR CONFIDENTIAL. DO NOT MARK YOUR RESPONSE TO THE SOLICITATION OR ANY PART THEREOF AS COPYRIGHTED. ALL DOCUMENTS THAT THE FIRM PURPORTS TO BE CONFIDENTIAL, PROPRIETARY OR A TRADE SECRET SHALL BE UPLOADED TO THE BONFIRE WEBSITE AS A SEPARATE ATTACHMENT, IN THIS SECTION, CLEARLY IDENTIFYING THE EXEMPTION BEING CLAIMED UNDER FLORIDA STATUTES 119.07.

d. The city’s determination of whether an exemption applies shall be final, and the proposer agrees to defend, indemnify, and hold harmless the city and the city’s officers, employees, and agent, against any loss or damages incurred by any person or entity as a result of the city’s treatment of records as public records.

2. Financial Statements:

a. The City is not requesting the vendor to submit any financial statements for this project and prefers if the vendor does not submit financial statements. In addition, if the City needs a copy of the vendor’s financial statements, the City can contact the vendor after the bid due date to request those documents. However, if the vendor does submit the financial statements, they should be uploaded in this section.

b. Any claim of confidentiality on financial statements must be asserted at the time of submittal. The firm must identify the specific statute that authorizes the exemption from the Public Records Law. Please note that the financial statement exemption provided for in Section 119.071(1)c, Florida Statutes only applies to submittals in response to a solicitation for a “public works” project.

3. Alternatives:

a. If you are submitting an alternative product, please upload any related information in this section (such as specification sheets, etc.).

b. In addition, pursuant to Section 3.7 “Brand Names,” if and wherever in the specifications a brand name, make, name of manufacturer, trade name, or vendor catalog number is mentioned, it is for the purpose of establishing a grade or quality of material only. Since the City does not wish to rule out other competition and equal brands or makes, the phrase “OR EQUAL” is added. However, if a product other than that specified is bid, Proposers shall indicate on their proposal and clearly state the proposed substitution and deviation. It is the vendor’s responsibility to provide any necessary documentation and samples within their bid submittal to prove that the product is equal to that specified. Such samples are to be furnished before the date of bid opening, unless otherwise specified. Additional evidence in the form of documentation and samples may be requested if the proposed brand is other than that specified. The City retains the right to determine if the proposed brand shall be considered as an approved equivalent or not.

4. Additional Information:

a. Please provide any additional information that you deem necessary to complete your proposal in this section, if it has not been requested in another section.

1.6 VENDOR REGISTRATION DOCUMENTS

The https://ppines.bonfirehub.com/ website will allow vendors to update their information and documents on an as-needed basis. This process is intended to make the bidding process easier for vendors that bid on multiple City projects. This process will allow vendors to complete and submit the following standard forms and documents at any time prior to bidding on a project. In addition, the vendors will be able to utilize these same forms without the need to re-fill and re-submit the forms each time they bid on a City project. In the event that the City does not have one of the forms or documents listed below for your company, the City may reach out to your company after the bid has closed to obtain the document(s).

Furthermore, please make sure to update this information on an as-needed basis so that all pertinent information is accurate, such as local business tax receipts, and any other relevant information.

The following documents can be completed prior to the bidding process through the https://ppines.bonfirehub.com/ website and do not need to be attached to your submittal as the Bonfire website will automatically include it.

1.6.1 Vendor Information Form

1.6.2 Form W-9 (Rev. October 2018)

a. Previously dated versions of this form will delay the processing of any payments to the selected vendor.

1.6.3 Company Profile Form

1.6.4 Sworn Statement on Public Entity Crimes Form

1.6.5 Equal Benefits Certification Form

1.6.6 Vendor Drug-Free Workplace Certification Form

1.6.7 Scrutinized Company Certification

1.6.8 E-Verify System Certification Statement

a. Effective January 1, 2021, pursuant to Section 448.095. Florida Statues, the City may not enter into a contract with a vendor/contractor/subcontractor unless that vendor/contractor/subcontractor is registered with and uses the E-Verify system administered by the U.S. Department of Homeland Security (“DHS”).

b. Contractor shall also require all subcontractors to provide an affidavit attesting that the subcontractor does not employ, contract with, or subcontract with, an unauthorized alien. The Contractor shall maintain a copy of such affidavit for the duration of the contract.

1.6.9 Veteran Owned Small Business Preference Certification

a. If claiming Veteran Owned Small Business Preference Certification, business must attach the “Determination Letter” from the United States Department of Veteran Affairs Center for Verification and Evaluation notifying the business that they have been approved as a Veteran Owned Small Business (VOSB).

b. The Veteran Owned Small Business Preference Certification form must be completed by/for the proposer; the proposer WILL NOT qualify for Veteran Owned Small Business Preference based on their sub-contractors’ qualifications.

1.6.10 Local Business Tax Receipts

1.6.11 Local Vendor Preference Certification

1.7 EVALUATION OF PROPOSALS & PROCESS OF SELECTION

A. Staff will evaluate all responsive proposals received from proposers who meet or exceed the bid requirements contained in the solicitation. Evaluations shall be based upon the information contained in the proposals as submitted.

B. Staff will make a recommendation to the City Commission for award of contract.

1.8 TENTATIVE SCHEDULE OF EVENTS

1.8.1 MANDATORY SITE VISIT

There will be a scheduled site visit on March 4, 2026 at 10:00 a.m. Meeting location will be at the Front Entrance of Charles F. Dodge City Center, located at 601 City Center Wy, Pembroke Pines, FL 33025

In the event that a contractor cannot attend the scheduled pre-bid meeting, or if a contractor would like a follow up visit to the site, they may request a site visit by contacting Ivan Ospinal at 954-518-9020 We urge all contractors to attend the scheduled meeting, as a separate or follow-up meeting may not be afforded to the requester due to scheduling and availability of staff to assist with any additional meetings. In addition, if making a request for a separate or follow-up meeting, contractors are urged to make these requests as early as possible.

Contractors will be required to provide a valid driver’s license at City Hall required to sign in to show proof of attendance. It is the vendor’s responsibility to make sure that they sign in at the meeting.

1.9 SUBMISSION REQUIREMENTS

Bids/proposals must be submitted electronically at https://ppines.bonfirehub.com/ on or before 2:00 p.m. on April 22, 2026.

Please note vendors should be registered on Bonfire under the name of the organization that they are operating as and it should match the organization name on the documents that they are submitting and utilizing when responding to the solicitation.

In addition, the vendor must complete any questionnaires on the https://ppines.bonfirehub.com/ website and provide any additional information requested throughout this solicitation. Any additional information requested in the solicitation should be scanned and uploaded.

The City recommends for proposers to submit their proposals as soon as they are ready to do so. Please allow ample time to submit your proposals on the https://ppines.bonfirehub.com/ website. Proposals may be modified or withdrawn prior to the deadline for submitting Proposals. Bonfire Support is happy to help you with submitting your proposal and to ensure that you are submitting your proposals correctly, but we ask that you contact Support@GoBonfire.com with ample time before the bid closing date and time.

PLEASE DO NOT SUBMIT ANY PROPOSALS VIA MAIL, E-MAIL OR FAX.

However, please note that any required Bid Bond or Cashier's Check should be in a sealed envelope, plainly marked “BID SECURITY - IFB # PSPW-25-06 Exterior Painting of West Campus Charter School” and sent to the City of Pembroke Pines, City Clerk’s Office, 4th Floor, 601 City Center Way, Pembroke Pines, Florida, 33025.

SECTION 2 - INSURANCE REQUIREMENTS

2.1 INDEMNIFICATION:

Yes No

2.1.1 General Indemnification: The CONTRACTOR shall indemnify and hold harmless the CITY and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense, which the CITY or its officers, employees, agents or instrumentalities may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature arising out of, relating to or resulting from the performance of this Agreement by the CONTRACTOR or its employees, agents, servants, partners, principals or subcontractors. The CONTRACTOR shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the CITY, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorneys’ fees which may issue thereon. The CONTRACTOR expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the CONTRACTOR shall in no way limit the responsibility to indemnify, keep and save harmless and defend the CITY or its officers, employees, agents and instrumentalities as herein provided.

Yes No

2.1.2 Indemnification for Design Professionals and Construction Contracts: The CONTRACTOR shall indemnify and hold harmless the CITY, its officers and employees from any and all liability, losses or damages, including reasonable attorneys' fees and costs of defense, which the CITY, its officers and employees, may incur as a result of claims, demands, suits, causes of actions or proceedings of any kind or nature to the extent such claims are caused by negligence, recklessness, or intentional wrongful conduct of the CONTRACTOR and other persons employed or utilized by CONTRACTOR during performance of this Agreement. The CONTRACTOR shall pay all claims and losses in connection therewith and shall investigate and defend all claims, suits or actions of any kind or nature in the name of the CITY, where applicable, including appellate proceedings, and shall pay all costs, judgments, and attorneys’ fees which may issue thereon. The CONTRACTOR expressly understands and agrees that any insurance protection required by this Agreement or otherwise provided by the CONTRACTOR shall in no way limit the responsibility to indemnify, keep and save harmless and defend the CITY or its officers, employees, agents and instrumentalities as herein provided.

2.2 CONTRACTOR shall not commence work under this Agreement until it has obtained all insurance required under this paragraph and such insurance has been approved by the Risk Manager of the CITY nor shall the CONTRACTOR allow any subcontractor to commence work on any subcontract until all similar such insurance required of the subcontractor has been obtained and similarly approved.

2.3 Certificates of Insurance, reflecting evidence of the required insurance, shall be filed with the CITY’s Risk Manager prior to the commencement of this Agreement. Policies shall be issued by companies authorized to do business under the laws of the State of Florida. The insurance company shall be rated no less than “A” as to management, and no less than “Class VI” as to financial strength according to the latest edition of Best’s Insurance Guide published by A.M. Best Company.

2.6 REQUIRED INSURANCE

CONTRACTOR shall be required to obtain all applicable insurance coverage, as indicated below, prior to commencing any work pursuant to this Agreement:

Yes No ☐ 2.6.1 Comprehensive General Liability Insurance written on an occurrence basis including, but not limited to: coverage for bodily injury and property damage, personal & advertising injury, products & completed operations, and contractual liability. Coverage must be written on an occurrence basis, with limits of liability no less than:

1. Each Occurrence Limit - $1,000,000

2. Fire Damage Limit (Damage to rented premises) - $100,000

3. Personal & Advertising Injury Limit - $1,000,000

4. General Aggregate Limit - $2,000,000

5. Products & Completed Operations Aggregate Limit - $2,000,000

Products & Completed Operations Coverage shall be maintained for the later of three (3) years after the delivery of goods/services or final payment under the Agreement. (For Construction projects: Increase to ten (10) years and include a Designated Construction Project(s) General Aggregate Limit) The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

Yes No ☐ 2.6.2 Workers’ Compensation and Employers’ Liability Insurance covering all employees, and/or volunteers of the CONTRACTOR engaged in the performance of the scope of work associated with this Agreement. In the case any work is sublet, the CONTRACTOR shall require the subcontractors similarly to provide Workers’ Compensation Insurance for all the latter’s employees unless such employees are covered by the protection afforded by the CONTRACTOR. Coverage for the CONTRACTOR and all subcontractors shall be in accordance with applicable state and/or federal laws that may apply to Workers’ Compensation Insurance with limits of liability no less than:

$500,000 Disease – Policy Limit $500,000 Disease – Each Employee

If CONTRACTOR claims to be exempt from this requirement, CONTRACTOR shall provide CITY proof of such exemption along with a written request for CITY to exempt CONTRACTOR, written on CONTRACTOR letterhead.

Yes No ☐ 2.6.3 Comprehensive Auto Liability Insurance covering all owned, non-owned and hired vehicles used in connection with the performance of work under this Agreement, with a combined single limit of liability for bodily injury and property damage no less than:

1. Any Auto (Symbol 1) Combined Single Limit (Each Accident) - $1,000,000

2. Hired Autos (Symbol 8) Combined Single Limit (Each Accident) - $1,000,000

3. Non-Owned Autos (Symbol 9) Combined Single Limit (Each Accident) - $1,000,000

If work under this Agreement includes transportation of hazardous materials, policy shall include pollution liability coverage equivalent to that provided by the latest version of the ISO pollution liability broadened endorsement for auto and the latest version of the ISO Motor Carrier Act endorsement, equivalents or broader language.

Yes No ☐ ☐ 2.6.3.1 If CONTRACTOR requests reduced limits under a Personal Auto Liability Policy and it is agreed to by the CITY, coverage shall include Bodily Injury limits of $100,000 per person/$300,000 per occurrence and Property Damage limits of $300,000 per occurrence

Yes No ☐ 2.6.4 Umbrella/Excess Liability Insurance in the amount of $2,000,000.00 as determined appropriate by the CITY depending on the type of job and exposures contemplated. Coverage must be follow form of the General Liability, Auto Liability and Employer’s Liability. This coverage shall be maintained for a period of no less than the later of three (3) years after the delivery of goods/services or final payment pursuant to this Agreement.

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

☐ 2.6.5 Professional Liability/Errors & Omissions Insurance with a limit of liability no less than $1,000,000 per wrongful or negligent act. This coverage shall be maintained for a period of no less than three (3) years after the delivery of goods/services final payment pursuant to this Agreement. Retroactive date, if any, to be no later than the first day of service to the CITY. (Limit to align with size and scope of the Agreement and exposure inherent with operation/services being performed. For Construction projects: Increase to ten (10) years.)

☐ 2.6.6 Environmental/Pollution Liability insurance shall be required with a limit of no less than $1,000,000 per wrongful act. Coverage shall include: CONTRACTOR’s completed operations, sudden, accidental and gradual pollution conditions. This coverage shall be maintained for a period of no less than the later of three (3) years after the delivery of goods/services or final payment pursuant to this Agreement. Retroactive date, if any, to be no later than the first day of service to the CITY. (Limit to align with size and scope of the Agreement and exposure inherent with operation/services being performed. For Construction projects: Increase to ten (10) years)

The City of Pembroke Pines must be shown as an additional insured with respect to this coverage. The CITY’s additional insured status shall extend to any coverage beyond the minimum limits of liability found herein.

Yes No ☐ 2.6.7 Cyber Liability including Network Security and Privacy Liability with a limit of liability no less than $1,000,000 per loss. Coverage shall include liability arising from: theft, dissemination and/or use of confidential information stored or transmitted in electronic form, unauthorized access to, use of, or tampering with computer systems, including hacker attacks or inability of an authorized third party to gain access to your services, including denial of service, and the introduction of a computer virus into, or otherwise causing damage to, a customer’s or third person’s computer, computer system, network, or similar computer-related property and the data, software and programs thereon. If vendor is collecting credit card information, it shall cover all PCI breach expenses. Coverage is to include the various state monitoring and state required remediation as well as meet the various state notification requirements. This coverage shall be maintained for a period of no less than the later of three (3) years after delivery of goods/services or final payment of the Agreement. Retroactive date, if any, to be no later than the first day of service to the CITY.

The City of Pembroke Pines must be shown as an additional insured with respect…