IRFQ_CC_Water_Front_GreenSpace_Addendum_No._1.pdf

Rev. 11/2016

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

Phone: 407-688-5198 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#1 IRFQ 24/25-308

CIVIC CENTER WATEFRONT GREENSPACE

DATE: May 21, 2025

TO: All Bidders/Proposers

FROM: Frank Mascola- Purchasing Coordinator

City of Sanford Purchasing Division

SUBJECT: IRFQ 24/25-308 CIVIC CENTER WATERFRONT GREENSPACE | ADDENDUM #1

This addendum is issued to provide additional information, clarification, corrections, additions, deletions and/or answers to questions concerning the above-referenced solicitation. All information provided in this addendum is incorporated into the solicitation document as set forth therein. All other parts of the solicitation have been maintained as originally distributed. This addendum supersedes any verbal and/or other instructions given to any bidder/proposer qualified to respond pursuant to the requirements set forth in the solicitation document.

I. DUE DATE

This Addendum does not change the solicitation due date. As such, the solicitation response is due no later than June 3, 2025, at 2:00 P.M. Local Time.

II. QUESTIONS AND ANSWERS (Q&A)

The City has received the following question(s) concerning the solicitation:

Q1. Paver Type/Specs: Can you confirm any pattern for the sand-colored brick pavers and dark bordered pavers?

A1. There is no set pattern for the sand-colored brick pavers. We welcome proposed vendors to provide a pattern they feel is optimum for the area with dark border pavers.

Q2. Flowering Plants: Is azalea the only acceptable plant, or are equivalent species allowed based on availability and season?

A2. Azaleas or other equivalent flowering species are allowed based on availability and season.

Q3. Mulch Type: is the “dark chocolate mulch” to be cypress, hardwood, or another material?

A3. Dark chocolate mulch is the aesthetic and open to various mulches that are a dark chocolate color.

Q4. Underground Utilities: Are there known utilities or irrigation systems under the work area that need to be protected or adjusted?

A4. We do not have plans for the irrigation but could mark the heads prior to work starting.

III. CHANGES, ADDITIONS AND/OR CLARIFICATIONS

1. Updated meeting location on original solicitation for consistency. 401 E. Seminole Blvd. Sanford FL

32771

2. WastePro must be used for a roll-off dumpster. Please reach out to the City of Sanford Solid Waste mailto:purchasing@sanfordfl.gov

Rev. 11/2016

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

Phone: 407-688-5198 | Fax: 407-688-5021 | Email: purchasing@sanfordfl.gov ADDENDUM

#1 IRFQ 24/25-308

CIVIC CENTER WATEFRONT GREENSPACE

Department to coordinate. City Hall main # Tel 407.688.5000. ext.5089

3. Staging area along the wall of the Civic Center.

4. Flag Pole stays and is not to be removed.

5. No lighting on pavers.

6. The area is located in a flood zone. Tables are to be secured with pavers surrounding them.

7. Delivery and Set Up are to be coordinated with Al James at 407.688.5129.

8. There is flexibility in hours of operation, which is to be coordinated with Al James at the Civic

Center 407.688.5120 ext. 5607.

9. The area is to resemble a courtyard area.

10. 4 Picnic tables along the senior center are not to be moved.

IV. SIGN-IN SHEET

N/A

V. ATTACHMENTS

Revised Solicitation

Respondents must acknowledge receipt of this Addendum by signing this form below and returning it to the Procurement Division prior to the hour and date specified for receipt of bids/proposals or by including this Addendum with your submittal. Failure to comply may result in the disqualification of your response.

Acknowledgment is hereby made of Addendum #1 to IRFQ 24/25-308 Civic Center Waterfront Greenspace.

Name of Firm/Company Contact Email

Street Address City, State, Zip Code

Telephone Number Fax Number

Authorized Person Printed Name Authorized Person Title

Authorized Person Signature Date of Signature

PUR-F-302 Rev. 03/20161

BIDDER INFORMATION:

Name of Firm:

Address:

Address:

City/State/Zip Code:

Contact Person:

Phone Number:

Fax Number:

Email:…………………………………………………………..

BIDDER’S PRINTED NAME:

Title:

DUE DATE: June 3, 2025 at 2:00 P.M.

Local Time City of Sanford Purchasing Division Contact Person: Frank Mascola, Purchasing Coordinator Address: 300 N. Park Avenue City, State, Zip: Sanford, Florida 32771 Phone Number: 407.688.5028, or ext. 5030 Fax Number: 407.688.5021 Email: purchasing@sanfordfl.gov For Div./Dept./Office: Pamela Lynch, SCRA Executive Director Delivery Address: Sanford City Hall

300 N Park Ave.

Sanford, Florida 32771

ISSUED DATE: Wednesday, May 7, 2025

BIDDER’S SIGNATURE:

Date:

PLEASE RETURN BY DUE DATE AND TIME VIA FAX, MAIL OR EMAIL TO CONTACT PERSON STATED ABOVE.

1. Intent. The intent of this solicitation is to select a successful Bidder for the provision of The Sanford Community Redevelopment Agency (CRA) is seeking bids for Civic Center Waterfront Greenspace improvements.

2. Deliverables and Scope of Services. Since 1958, the Sanford Civic Center has been a great attractor to Downtown Sanford. Many individuals who visit the Sanford Civic Center also visit several businesses while strolling the grid of downtown streets. Over the years, the Sanford Civic Center has made some improvements.

However, bringing improvements to the waterfront greenspace along the side of the Sanford Civic Center facing Lake Monroe would bring an even more aesthetically pleasing experience to visitors.

2.01 Specifications include:

1. Removal of existing concrete

2. Regular sand installed in joints to ensure no shifting

3. Minimum of 4” inches of paver base installed

4. Removal of park tables and park benches

5. Installation of sand color brick pavers, 4700 square feet

6. Reinstallation of park tables and park benches

7. A dark border around the entire perimeter of new brick pavers, 1,800 linear feet

8. Installation of flowers such as azaleas around the oak tree, fifty (50) flowering plants

9. Installation of approximately sixty (60) bags of dark chocolate mulch to go around large trees

10. Installations of estimated two hundred (200) square feet of St. Augustine sod.

11. Purchase is a one-time purchase.

2.02 Questions for this solicitation will end on Tuesday, May 27, 2025, please note that May 26 is Memorial Day our office will be closed.

City of Sanford | Finance Department | Purchasing Division 300 N. Park Avenue, Sanford, Florida 32771

Phone: 407.688.5028, or extension 5030 | Fax: 407.688.5021 FORM

IRFQ-

24/25-308

INFORMAL REQUEST FOR QUOTE

CIVIC CENTER WATERFRONT GREENSPACE

Statement of Inspection: All bidders are hereby required to conduct a site inspection to familiarize them with Sanford Civic Center to personally inspect the various areas and conditions associated with this project. All bidders must include with their submittal Attachment “A”, Statement of Inspection with your bid submittal.

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

Delivery and Set-Up: Delivery shall be made to Sanford Civic Center located at 401 E Seminole Blvd, Sanford, FL between the hours of 7:00 A.M. and 5:00 P.M. Monday through Friday. The successful Bidder shall be responsible for coordinating the delivery of all goods/services in a timely manner.

Partial deliveries or deliveries on any other date and time shall not be allowed unless written authorization has been obtained from the appropriate City authorized representative. The City shall not pay for any storage charges, Cash on Delivery (C.O.D.) shipments, or packaging or drayage charges. The successful Bidder shall be responsible for all risk of loss, any damage and/or stolen materials and equipment while in transit to the Civic Center.

Delivery and Time Performance: Project completion shall be attained no later than 90 days from the date a purchase order has been issued by the City to the successful Bidder. At approximately 45 days after issuance of the purchase order by the City, the successful Bidder shall update the appropriate City representative providing a tentative delivery schedule and project commencement date.

This delivery schedule shall be further updated 30 days as well as twenty-four (24) hours prior to actual delivery to ensure the facility is accessible and ready to receive delivery. Any costs associated with deliveries not properly coordinated with the appropriate City representative shall be borne by the successful Bidder.

Permitting: The successful Bidder shall be solely responsible for all pertinent permits required as well as adhering, meeting and or exceeding all local, state, and national building codes.

City Responsibility: The City shall be responsible for:

a. Provide a designated set-up area for the successful Bidder to deliver all necessary materials and equipment required for this project;

b. Provide access to the work area;

c. The City shall make the facility available for evaluation and inspection accompanied by a City Representative by calling Al James at 407.688.5129 to schedule an appointment; and,

d. Appointments will be given on a first-come, first-serve basis based on availability and will be given between the hours of 7:00 A.M. and 5:00 P.M., Monday through Friday.

Non-Mandatory Pre-Bid Meeting. There will be a non-mandatory pre-bid meeting that will be held on Monday, May 19, 2025, at 401 E Sanford Ave, Sanford FL at 10:00 A.M. Local Time. All interested vendors are encouraged to attend to understand what is expected from the project and walk the area.

Obligations of the Successful Bidder: It is understood that the successful Bidder shall provide and pay for all labor, tools, materials, permits, equipment, transportation, supervision, and any and all other items or services, of any type whatsoever, which are necessary to fully complete and deliver the goods/services requested by the City, and shall not have the authority to create, or cause to be filed, any liens for labor and/or materials on, or against, the City, or any property owned by the City. Such lien, attachment, or encumbrance, until it is removed, shall preclude any and all claims or demands for any payment expected by virtue of this project. The successful Bidder will ensure that all of its employees, agents, sub-contractors, representatives, volunteers, and the like, fully comply with all of the terms and conditions set herein, when providing services for the City in accordance herewith. The successful Bidder shall be solely responsible for the means, methods, techniques, sequences, safety programs, and procedures necessary to properly and fully complete the work set forth in the Scope of Services. The successful Bidder shall use appropriate tools and/or equipment which are in good repair and proper working order, so as to enable the successful Bidder to complete the services required hereby.

Clean-Up: The successful Bidder shall be responsible for the removal, hauling, and legal disposal of all debris generated as a result of performing the services for this turn-key solution on a daily basis; including up to, but not be limited to all existing equipment removed, all packaging materials, crating, cardboard, protective packaging, liners, plastic, etcetera. Any dumpsters located within Sanford Civic Center shall not be used by the successful Bidder. The successful Bidder shall broom clean the premises at the end of each day and upon completion of delivery, installation and, set-up.

Punch List: The designated City representative and the successful Bidder shall perform an inspection of all items delivered and project completion by the successful Bidder. In the event any deficiencies are identified, a punch list shall be created to outline all deficiencies discovered. After the punch list is issued to the successful Bidder, the successful Bidder shall have 15 days to respond and correct all items listed on the punch list. In the event an item must be replaced, an expected delivery date for said item shall be given to the City. Similarly, in the event an area must be redone, an expected completion date shall be given to the City. Final acceptance and subsequent invoice processing shall not be done by the City until all items on the punch list have been completed.

Public Emergencies: It is hereby made a part of this bid that before, during, and after a public emergency, disaster, hurricane, tornado, flood, or other acts of God, City of Sanford shall require a “First Priority” for goods and services. It is vital and imperative that the health, safety, and welfare of the citizens of Sanford are protected from any emergency situation that threatens public health and safety as determined by the City. The Bidder agrees to rent/sell/lease all goods and services to the City or governmental entities on a “first priority” basis. The City expects to pay contractual prices for all products and/or services under the awarded Agreement in the event of a disaster, emergency, hurricane, tornado, flood, or other acts of God. Should the Bidder provide the City with products and/or services not under the awarded Agreement, the City expects to pay a fair and reasonable price for all products and/or services rendered or contracted in the event of a disaster, emergency, hurricane, tornado, flood, or other acts of God.

The City shall select the lowest quote that is most responsive to the needs of the City as outlined herein. The bidder’s price response shall be accompanied by a detailed description of the requirement service to be offered.

3. Price Submittal. In accordance with the terms, conditions and specifications, I/we, as authorized signatory to commit the firm, do hereby accept in total all the terms and conditions stipulated and referenced in this IRFQ document and hereby submit the following prices for IRFQ-24/25-308, Civic Center Waterfront Greenspace as follows:

The additional attachments must be included with the solicitation in order to be considered a responsive bidder!

Item

1. Include proof of Insurance (copy), complete Insurance Matrix Requirement Form, and submit with your quote submittal.

2. Attachment “A” Addendum Receipt Acknowledgement Certification must acknowledge the addendum(s), if any.

3. Complete attachments B through P

4. Include a completed vendor form (to include confirmation of registration w/ www.sunbiz.com) Vendor must be a register vendor with the state of Florida in order to do business with the city. One-year registration in order to be a responsive bidder.

5. Include a copy of your Florida State License and W9

6. Include a copy of your business tax receipt license

7. Would you consider accepting ACH payment for services rendered, if so, please complete vendor package form?

http://www.sunbiz.com/

a. The City will not consider alternates to the items listed above. If alternates are offered, the City will have the sole and unilateral right to reject the alternate and purchase from vendor providing compliant items. Delivery time will be a factor in the evaluation of this IRFQ.

b. Consumer Price Index (when applicable).

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

c. Unit Price Accuracy: Please check the stated unit prices before submitting your quote; as no change in prices shall be allowed after the due date and time. All prices and notations must be in ink or typewritten. In cases of extended price irregularities, unit price shall prevail. Please note that the City reserves the right to clarify and correct extended price amount errors.

d. City of Sanford is exempt from Sales Tax. Certificate No. 85-8012621681C-8.

e. If you are offering pricing which is based on other entity or agency solicitation pricing, clearly state so and include a copy of the applicable solicitation with your submittal.

f. Please read all terms and conditions, complete the requested information, and sign in the space provided on page 1.

g. If not submitting a quotation, please indicate “NO BID” and return this form.

Critical Data:

a. Please return your quote submittal via fax, mail or email to the requesting Division/Department/Office as outlined on page 1; by no later than the due date and time outlined on page 1 or as revised thereof via written addenda.

b. Please email questions regarding this quotation only to the requesting Division/Department/Office. Any interpretations, clarifications, or changes made will be in the form of written addenda issued by requesting Division/Department/Office.

c. Pursuant to Section 2.2 of the City of Sanford Purchasing Policy, lobbying is strictly prohibited.

d. Please note that all documents sent to the City as part of this IRFQ are considered a Public Record; as prescribed by Chapter 119, Florida

Statutes.

e. Bidder must submit a copy of their Certificate of Insurance with their quote.

f. Any order resulting from this IRFQ shall be subject to the attached General Terms and Conditions and all applicable laws, policies and procedures.

PLEASE COMPLETE AND SUBMIT

Failure to submit this form may be grounds for disqualification of your submittal