ITB# 2025-12-016 - CRP Resurfacing and Restriping.PDF

Invitation to Bid Village of Palmetto Bay 9705 East Hibiscus Street Palmetto Bay, Florida 33157

TITLE:

Coral Reef Park Tennis Court Resurfacing and Restriping Project

ITB NO.:

2025-12-016

DUE DATE:

Thursday, September 18th, 2025 on or before 11:00 a.m. EST

(Municipal Building)

ISSUED: Tuesday, September 2nd, 2025

CONTACT PERSON:

Procurement Specialist Alessia Bencomo Finance Department – Procurement Division abencomo@palmettobay-fl.gov mailto:abencomo@palmettobay-fl.gov

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

TABLE OF CONTENTS

SECTION 1.0 ADVERTISEMENT 3

SECTION 2.0 INTRODUCTION 4

SECTION 3.0 TERMS AND CONDITIONS 5 - 13

SECTION 4.0 SCOPES OF SERVICES 14 – 16

SECTION 5.0 BID SUBMISSION REQUIREMENTS 17

SECTION 6.0 EVALUATION AND SELECTION CRITERIA 18

SECTION 7.0 SCHEDULES OF EVENTS 19 - 20

SECTION 8.0 REQUIRED BID SUBMITTAL FORMS 21 - 42

SECTION 9.0 OTHER FORMS 43 - 57

SECTION 10.0 EXHIBITS 58 - 73

AGREEMENT 74

Exhibit “A”: USTA Tennis Court Resurfacing Details 75

Exhibit “B”: USTA Generic Stripping Plan 75

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

SECTION 1.0: Advertisement

INVITATION TO BID (ITB)

No. 2025-12-016

The Village of Palmetto Bay is seeking bids from a qualified Company to provide repair, resurfacing and restriping services for eight (8) tennis courts at Coral Reef Park located at 7895 SW 152nd Street, Palmetto Bay, Florida 33157. The Village will receive sealed bids no later than 11:00 a.m. on or before Thursday, September 18th, 2025 (late submittals, email submittals, and facsimile submissions will not be accepted) by the Village Clerk at the Municipal Center located at 9705 East Hibiscus Street, Palmetto Bay, Florida 33157. All bids received will be publicly opened and read aloud on said date and time before the Procurement Specialist.

To be considered, all interested Parties must request copies of the bid documents and submit one

(1) original and a flash drive containing a copy of the entire original submission in one (1) sealed package clearly marked with the bid titled “Coral Reef Park Tennis Court Resurfacing and Restriping Project ITB# 2025-12-016”. THE PACKAGE MUST BE CLEARLY LABELED TO THE ATTENTION OF THE VILLAGE CLERK, INCLUDING THE PACKAGE TITLE. A bid guaranty in the amount of five percent (5%) of the bid must accompany each bid in accordance with the Invitation to Bid (ITB). The respondent shall bear all costs associated with the preparation and submission of the response to the solicitation.

A non-mandatory pre-bid meeting is scheduled for Tuesday, September 9th, 2025, at 11:00 a.m. at the Village Municipal Center at 9705 E. Hibiscus Street, Palmetto Bay, FL 33157. The bid documents may be obtained on or after Tuesday, September 2nd, 2025. The bid document can be obtained by visiting our website www.palmettobay-fl.gov and by clicking Bids & RFP’s. If you cannot download the documents please contact Alessia Bencomo, Procurement Division, abencomo@palmettobay-fl.gov.

No bid shall be withdrawn after the opening of the bid without the consent of the Village for a period of sixty (60) days after the scheduled time of opening and reading bids. The Village reserves the right to reject any and all bids or parts thereof, to terminate the process at any time, rebid the Project, waive any informalities, technicalities or irregularities, to disregard all non-conforming, conditional or counter-bids, to award in whole or in part to one or more respondents, or take any other such actions that may be deemed in the best interest of the Village.

http://www.palmettobay-fl.gov/

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

SECTION 2.0: Introduction

VILLAGE OF PALMETTO BAY (“Village”)

Coral Reef Park Tennis Court Resurfacing and Restriping Project (the “Project”)

Project Address: 7895 SW 152nd Street, Palmetto Bay, Florida 33157

Number of Courts: Eight (8)

Permits The successful bidder shall be responsible for any and all required permits as may be required by any governmental agency, including the scheduling of mandatory inspections.

Concurrent Project:

Bidders shall note that the Coral Reef Park Tennis Court Fencing Replacement shall be concurrently offered for bid with work scheduled accordingly. Specifically, the Fencing Replacement Company shall first remove all existing fencing including posts, rails, lines, gates, fabric and ties for perimeter ten (10) foot fencing and four (4) foot court side fencing; and set new fence posts for same. The Tennis Court Resurfacing Company shall then begin in accordance with Scope of Work. After completion of the Tennis Court Repair, Resurfacing and Restriping project, the Fencing Replacement Company shall return and complete the fencing work including top and bottom rails. lines, fabric, ties and gates.

Introduction The Village is soliciting qualified vendors for the repair, resurfacing and restriping of the eight (8) tennis courts located at Coral Reef Park in an effort to enhance the safety, functionality, and overall playing experience for residents and visitors. Over time, the court surfaces have experienced wear due to heavy use and weather exposure, resulting in cracks, fading lines, and surface irregularities.

This project aims to restore the courts to optimal condition, extend their lifespan, and ensure compliance with current industry standards for recreational tennis facilities.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

SECTION 3.0: Terms and Conditions for Receipt of Bids

3.01 Requirement to Meet All Provisions

Each Company submitting a bid shall meet the terms and conditions of the ITB specifications package to the satisfaction of the Village. By virtue of the bid submittal, the Bidder acknowledges and agrees with and accepts all provisions of the ITB specifications. Terms used in these Instructions to Bidders which are defined in the Standard General Conditions of the Construction Contract, NSPE-ACEC Document 1910-8, CSI 56465 (1996 Edition) have the meanings assigned to them in the General Conditions. The term "Successful Bidder" means the lowest, responsive, qualified, responsible Bidder to whom the Village, on the basis of Owner's evaluation as hereinafter provided, makes an award and whose bid the Village determines is in the best interests of the Village.

3.02 Errors and Omissions in ITB

Bidders are responsible for reviewing all portions of this ITB, including all terms of the ITB and requirements of the Village’s Procurement Code. Complete sets of Bidding Documents shall be used in preparing Bids; neither the Village nor the Engineer assumes any responsibility for errors or omissions resulting from the Bidder’s review of the Bidding Documents. Bidders are to promptly notify the Village’s Procurement Specialist, in writing, if the Bidder discovers any ambiguity, discrepancy, omission, or error in the ITB or required forms. Any such notification should be directed in writing promptly after discovery, but in no event later than six (6) calendar days prior to the date for receipt of bids. Modifications and clarifications will be made by addenda as provided below.

Examination of Site

3.02.1 Before submitting a Bid, each Bidder must (a) examine the Contract Documents, Project Specifications and Drawings thoroughly to its full satisfaction and have undertaken the responsibility to determine, within the scope of Bidder’s competence as a licensed General Contractor, that the Project Specifications and Drawings are fit and proper for the performance of the Work and to the best of Bidder’s knowledge are: (i) free from material errors, omissions, and/or inconsistencies; and (ii) are in compliance with applicable laws, statutes, building codes, ordinances, rules and regulations; recognizing however, that a Bidder is not responsible for the design of the Project; (b) visit the site to become familiar with local conditions that may in any manner affect cost, progress or performance of the Work; (c) examine the Project Site to its full satisfaction, including any existing work or improvements in place, and have determined that the same are fit and proper to receive the Work in their present condition and a Bidder waives all claims that they are not in compliance with all data and information with respect to the Project as specified in the Drawings and Project Specifications and/or as provided by Owner and Engineer; (d) familiarize itself with federal, state and local laws, ordinances, rules, policies, and regulations that may in any manner affect cost, progress or performance of the Work; (e) study and carefully correlate Bidder's observations with the Contract Documents; and (f) at Bidder’s own expense, make or obtain any additional examinations, investigations, explorations, tests and studies, and obtain any additional information and data which pertain to the physical conditions including but not limited to surface, sub-surface and underground facilities at or contiguous to the Project site or otherwise which may affect cost, progress, performance or furnishing of the Work and which Bidder deems necessary to determine for its Bid for performing and furnishing the

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

Work in accordance with the time, price and other terms and conditions of the Contract Documents.

3.02.2 Reference is made to the Supplementary Conditions for the identification of those reports of investigations and tests of subsurface and latent physical conditions at the site or otherwise affecting cost, progress or performance of the Work which have been relied upon by Engineer in preparing the Drawings and Specifications. The Village will make copies of such reports available to any Bidder requesting them. These reports are not guaranteed as to accuracy or completeness, nor are they part of the Contract Documents. Before submitting the Bid, each Bidder will, at its own expense, make such additional investigations and tests as the Bidder may deem necessary to determine his Bid for performance of the Work in accordance with the time, price and other terms and conditions of the Contract Documents.

3.02.3 On request, the Village will provide each Bidder access to the site to conduct such investigations and tests as each Bidder deems necessary for submission of its Bid.

3.02.4 The property upon which the Work is to be performed, includes rights-of-way for access thereto and other property designated for use by Contractor in performing the Work, are identified in the Supplementary Conditions, General Conditions Drawings.

3.02.5 The submission of a Bid will constitute a binding representation by the Bidder that he has complied with every requirement of the Contract Documents and that the Contract Documents are sufficient in scope and detail to indicate and convey understanding of all terms and conditions for performance of the Work.

3.03 Inquiries Regarding ITB

Inquiries regarding the ITB, including requests for clarification of the ITB, must be in writing. With respect to questions about the meaning or intent of the Project Specifications or Drawings, all questions shall be submitted in writing to the Village within seventy-two (72) hours after the receipt of the Project Specifications or Drawings. Failure to submit written questions regarding the Project Specifications or Drawings must be made within seventy-two (72) hours of receipt of the Project Specifications or Drawings shall constitute a waiver of all claims associated therewith.

All inquiries shall only be directed to:

Alessia Bencomo Procurement Specialist Finance Department 9705 E. Hibiscus Street Palmetto Bay, FL 33157 Email: abencomo@palmettobay-fl.gov

Oral information is not binding, or the Bidder shall be deemed to have waived all claims regarding the Project. Only questions answered by written addenda will be binding, as set forth in 3.04 below, and may supersede terms in this solicitation. Replies will be issued by Addenda mailed or delivered to all Parties recorded by the Village as having received the bidding documents.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

Inquiries must be received by Monday, September 15th, 2025, no later than 3:00 p.m. The Addendum will be posted by Monday, September 15th, 2025, no later than 5:00 p.m. on DemandStar.

3.04 Addenda to ITB

The Village may modify or clarify the ITB, prior to the submittal due date, by issuing written addenda.

Addenda will be sent via email to the last known address of each Company having received a copy of the ITB for bidding purposes. The Village will make reasonable efforts to notify bidders in a timely manner of modifications to the ITB. Notwithstanding this provision, bidders shall be responsible for ensuring that its submittal reflects any and all addenda issued by the Village prior to the submittal due date regardless of when the bid is submitted. Each bidder should acknowledge receipt of any addenda by so indicating in their bid submission. Each bidder acknowledges receipt of any addenda and is responsible for the contents of the addenda and any changes made to the bid. Failure to acknowledge any addenda may cause the bid to be rejected.

3.05 Bid Withdrawal and Opening

A Bidder may withdraw its bid, without prejudice prior to the time specified for the bid opening, by submitting a written request to the Village Clerk for its withdrawal, in which event the proposal will be returned unopened. No bid can be withdrawn within the ninety (90) day period which occurs after the time is set for the bid closing. A bidder who withdraws its bid prior to the ninety (90) day period may still submit another bid if done in accordance within the proper time frame. If the bidder chooses to withdraw their bid after the bidder has been granted the award, there will be fees and costs owing to the Village that will be incurred as a violation of late withdrawal. Fees will include out of pocket costs that the Village incurred through the process of approval. All bids will be opened and declared publicly. A bidder and/or its representative are invited to be present at the opening of the bid.

3.06 Revision of Bids

At any time during the submittal evaluation process, the Village may require a bidder to provide written clarification of its submittal.

3.07 Reservations of Rights by the Village

The issuance of this ITB does not constitute an agreement by the Village that any award will be issued by the Village. The Village expressly reserves the right at any time to:

− Waive or correct any defect or informality in any response, bid, or bid procedure;

− Reject any or all submittals;

− Reissue an ITB;

− Prior to submission deadline for submittals, modify all or any portion of the selection procedures, including deadlines for accepting responses, services to be provided under this ITB, or the requirements for contents or format of the submittals;

− Bids received after the deadline will not be considered.

− Any late withdrawal from a bidder that was granted award but declined, the Village has the right to award to the second highest bidder.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

3.08 No Waiver

No waiver by the Village of any provision of this ITB shall be implied from any failure by the Village to recognize or act on account of any failure by a bidder to observe any provision of this ITB.

3.09 Cone of Silence

Pursuant to Section 2-138 of the Village Code, all procurement solicitations once advertised and until a written award recommendation has been forwarded by the Village Manager to the Village Council, are under the “Cone of Silence.” The Cone of Silence ordinance is available at https://www.municode.com/library/#!/fl/palmetto_bay/codes/code_of_ordinances?nodeId=CO OR_CH2AD_ARTVOFEM_DIV2COINCOET_S2-138COSI. Any communication regarding this bid shall be made in accordance with the Cone of Silence, the entirety of which is incorporated as if fully set forth herein. Communication between a potential bidder and the Procurement Specialist regarding this bid is exempt from the Cone of Silence, provided that the communication is limited strictly to matters of process or procedure already contained in the solicitation document.

3.10 Submittal and/or Presentation Costs

The Village assumes no responsibility or liability for costs incurred by the bidder prior to the execution of a contract, including but not limited to costs incurred as a result of preparing a response to this ITB.

Bidders are expected to examine the specifications, delivery schedules, bid prices and extensions and all instructions and failure to do so will be at the bidders own risk.

3.11 Certification

The bidder must sign all the required forms included under Section 8.0:

1. Drug-Free Workplace Certification

2. Sub-contractor List

3. Governmental References

4. Acknowledgment, Warranty, and Acceptance

5. Non-Collusive Affidavit

6. Sworn Statement on Public Entity Crimes

7. Disability Nondiscrimination Statement

8. Business Entity Affidavit

9. Conformance with OSHA Standards

10. Anti-Kickback Affidavit

11. Statement of Past Contract Disqualifications

12. E-Verify Affidavit

13. Foreign Country of Concern Attestation

14. Affidavit Attesting to Noncoercive Conduct for Labor or Services

3.12 Public Records

Florida law provides that municipal records should be open for inspection by any person under Chapter 119, Florida Statutes, the Public Records law. All information and materials received by the https://www.municode.com/library/#!/fl/palmetto_bay/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTVOFEM_DIV2COINCOET_S2-138COSI https://www.municode.com/library/#!/fl/palmetto_bay/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTVOFEM_DIV2COINCOET_S2-138COSI

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

Village in connection with responses shall become property of the Village and shall be deemed to be public records subject to public inspection after the award is issued.

3.13 Retention of Responses

The Village reserves the right to retain all Responses submitted.

3.14 Insurance/Bonds

1. Upon Village’s notification of award, the bidder shall furnish to the Procurement Division, Certificates of Insurance that indicate that insurance coverage has been obtained which meets the requirements as outlined below; and name the Village as an additional insured.

• Comprehensive General Liability - $1,000,000 combined single limit for each occurrence for bodily injury and property damage – designating the Village as Additional Insured

• Workers Compensation - Statutory Limits

• Automobile Liability - $1,000,000 per occurrence for all claims arising out of bodily injuries or death and property damages.

All insurance policies must be issued by companies authorized to do business under the laws of the State of Florida. The companies must be rated no less than "B+" as to management and no less than "Class V" as to strength by the latest edition of Best's Insurance guide, published by A.M. Best Company, Olwick, New Jersey, or its equivalent.

Certificates of Insurance must indicate that for any cancellation of coverage before the expiration date, the issuing insurance carrier will mail a thirty (30) day written advance notice to the certificate holder.

In addition, the Company hereby agrees not to modify the insurance coverage without thirty (30) day written advance notice to the Village subject to the Village’s approval.

Compliance with the foregoing requirements shall not relieve the bidder of this liability and obligation under this section or under any other section in the Contract.

If the insurance certificate is received within the specified time frame but not in the manner prescribed, the bidder shall be notified of such deficiency and shall have an additional five (5) calendar days to submit a corrected certificate to the Village. If the bidder fails to submit the required insurance documents in the manner prescribed in the Contract within five (5) calendar days after Village notification to comply, the bidder shall be in default of the contractual terms and conditions and award of the Contract will be rescinded, unless such time frame for submission has been extended by the Village.

The bidder shall be responsible for assuring that the insurance certificates required in conjunction with this Section remain in force for the duration of the contractual period of the Contract, including any and all option years or extension periods that may be granted by the Village. If insurance certificates are scheduled to expire during the contractual period, the bidder shall be responsible for submitting new or renewed insurance certificates to the Village at a minimum of thirty (30) calendar

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016 days in advance of such expiration. In the event that expired certificates are not replaced with new or renewed certificates which cover the contractual period, the Village shall suspend the Contract until such time as the new or renewed certificates are received by the Village in the manner prescribed herein; provided, however, that this suspended period does not exceed thirty (30) calendar days. Thereafter, the Village may, at its sole discretion, terminate this contract.

3.15 Accounting

Please note that failure to provide a detailed invoice could result in delay of payment and include termination of any Contract.

Invoices, unless otherwise indicated, must show purchase order number, and shall be submitted to the Village of Palmetto Bay, Parks and Recreation Department, 9705 E. Hibiscus Street, Palmetto Bay, FL 33157.

3.16 Statement of Contract Disqualifications

Each bidder shall submit a statement regarding any past government disqualifications on the form provided in the ITB package.

3.17 Submittal of One Bid Only

No individual or business entity shall be allowed to make more than one bid, or to be interested in more than one bid.

3.18 Exceptions to Specifications

Exceptions to these specifications shall be listed and explained on a separate page titled “Exceptions to Specifications”. This page shall then be attached and submitted at the same time as the bid. Each exception must refer to the page number and paragraph to which it is relevant. The nature and reasoning of each exception, including what, if any, alternative is being offered, shall be explained in its entirety. The Village, at its sole and absolute discretion, may accept or reject any or all exceptions and alternatives. Where exceptions and alternatives are rejected, the Village shall require the bidder to comply with the particular term and/or condition of the bid to which the bidder took exception. Failure to comply may be cause for rejection of the bid.

3.19 Non-Appropriation of Funds

The Village reserves the right to terminate in whole or in part the Contract in the event that sufficient funds to complete the Contract are not appropriated by the Village.

3.20 Property of the Village

All discoveries and documents produced as a result of any service or project undertaken on behalf of the Village shall become the property of the Village.

3.21 Contract Time

The number of days within which, or the date by which, the Work is to be completed is included in the Contract. Time is of the essence regarding all terms and conditions in the Contract.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

3.22 Liquidated Damages

The bidder and the Village recognize that time is of the essence of this Contract and that the Village will suffer financial loss and other damages if the Work is not substantially or finally complete within the time specified in the Contract. The bidder also recognize the expense and difficulties involved in a legal or arbitration proceeding. The bidder acknowledges and agrees that the actual damages which the Village will suffer in the event of delay in achieving Substantial Completion or Final Completion of the Work are difficult, if not impossible, to determine and that the liquidated damages described are a fair and reasonable estimate of the delay damages which the Village is expected to suffer in the event of such delay. Accordingly, as actual damages cannot be ascertained, the bidder and the Village agree that as liquidated damages for delay, but not as a penalty, the bidder shall pay the Village the amount of One Thousand and 00/100 Dollars ($1,000.00) for each day after the time specified in the Documents for Substantial Completion until the Work is substantially complete.

Liquidated damages shall be deducted from the bidder’s applications for payment. However, if at the time of the bidder’s final application for payment, the bidder is owed insufficient amounts to fully cover the deduction for liquidated damages, then the bidder shall pay the amount due within ten (l0) days of written demand by the Village.

3.23 Litigation

Bidders shall describe any prior or pending litigation or investigation, either civil or criminal, involving a governmental agency or which may affect the performance of the services to be rendered in which the bidder, any of its employees, or subcontractors has been involved in within the last three (3) years.

3.24 Subcontractors

If the bidder intends on Subcontracting out all or any portion of the of the Project, the name of the proposed Subcontracting companies must be clearly disclosed in the bid. Following the award of the contract, no additional sub-contracting will be allowed without the prior written consent of the Village.

In order that the Village may be assured that only qualified and competent Subcontractors will be employed on the Project, each Bidder shall submit with the Bid a list of the Subcontractors who will perform the work for each division of the Project Specifications as indicated on the “List of Subcontractors” form contained within the Bid Form. The Bidder shall have determined to its own complete satisfaction that a listed Subcontractor has been successfully engaged in its particular type of business for a reasonable length of time, has successfully completed installations comparable to that which is required by the Contract Documents and is qualified both technically and financially to perform that pertinent phase of the Work for which it is listed. Only one Subcontractor shall be listed for each division of the Work. The “List of Subcontractors” shall be accompanied by an experience statement with pertinent information as to similar projects and other evidence of qualification, with all applicable licenses, registration or certification numbers noted on the Bid Form opposite its name for each such Subcontractor, person, and organization. No change shall be made to the “List of Subcontractors” after submission of the Bid, unless agreed to in writing by the Village.

The Village may make a determination regarding the responsibility and qualifications of each Subcontractor. To demonstrate qualifications to perform the Work, each Subcontractor must be

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016 prepared to submit, within five (5) days of Village’s request, written evidence of the types set forth in the Request for Letter of Interest, such as financial data, previous experience, licensing, certification, and evidence of authority to conduct business in the Village. If the Village after due investigation has reasonable objection to any proposed Subcontractor the Village before giving the Notice of Intent to Award, shall request the apparent successful bidder to submit an acceptable substitute without an increase in the Bid Price. If the apparent successful bidder declines to make any such substitution, the Contract shall not be awarded to such bidder and the Bid Guaranty of that bidder shall be forfeited. Any Subcontractor so listed and to whom the Village does not make written objection prior to the giving of the Notice of Intent to Award will be deemed acceptable.

Failure to provide the “List of Subcontractors” shall result in the bid being deemed non-responsive.

If the Contract Price is on the basis of Cost-of-the-Work Plus a Fee or GMP, the eventual successful bidder, prior to the Notice of Intent to Award, shall identify in writing those portions of the Work that such bidder proposes to subcontract and after the Notice of Intent to Award may only subcontract other portions of the Work with the Villages written consent.

3.25 Indemnification

The bidder shall indemnify, defend and hold harmless the Village and its officers, employees, agents and instrumentalities from any and all liability, losses or damages, including attorneys' fees and costs of defense at both trial and appellate levels, in which the Village 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 Contract by the bidder or its employees, agents, servants, partners, principals or subcontractors. The bidder 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 Village, and shall pay all costs, judgments, and attorney's fees at both trial and appellate levels which may issue as a result of the bidder’s negligence. The bidder expressly understands and agrees that any insurance required by this Contract or otherwise provided by the bidder shall in no way limit the responsibility to indemnify, hold harmless and defend the Village or its officers, employees, agents, and instrumentalities. One Percent (1%) of the Contract amount shall represent the consideration to be provided for this Indemnification. Nothing contained herein shall be deemed a waiver of Sovereign Immunity provided to the Village under Section 768.28, Florida Statutes.

3.26 Quality

All materials used for the manufacture or construction of any supplies, materials or equipment covered by this ITB shall be new and be the latest model, of the best quality, and of the highest-grade workmanship. The Proposer, in addition to any warranties provided by the manufacturer of the materials, shall provide warranties of MERCHANTIBILITY AND FITNESS FOR A PARTICULAR

PURPOSE.

3.27 Protests, Appeals and Disputes

The procedures and requirements for bid protests, appeals and disputes are set forth in the Village Code, Sec. 2-175 (o) – (p), the provisions of which are hereby incorporated as if fully set forth herein, which may be found on www.municode.com:

http://www.municode.com/

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016 https://www.municode.com/library/#!/fl/palmetto_bay/codes/code_of_ordinances?nodeId=COO

R_CH2AD_ARTVIFI_DIV2PRCO_S2-175PRPR

3.28 Force Majeure

The performance of any act by the Parties may be delayed or suspended at any time while, but only so long as either Party is hindered in or prevented from performance by acts of God, the elements, war, rebellion, strikes, lockouts or any cause beyond the reasonable control of such Party, provided however, the Village shall have the right to provide substitute service from third parties or Village personnel and in such event the Village shall withhold payment due for such period of time. If the condition of force majeure exceeds a period of fourteen (14) days the Village may, at its option and discretion, cancel or renegotiate the Contract.

3.29 Work Delays

Should the work be obstructed or delayed required to be done by approved changes in the work or by any default, act, or omission of the Village, or by strikes, fire, earthquake, hurricane, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to local, State or federal government restrictions, then the time of completion may, at the Village's sole option, be extended for such periods as may be agreed upon by the Parties. In the event that there is insufficient time to grant such extensions prior to the completion date of the Contract, the Village Manager may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above.

3.30 Bid Guaranty

The bid must be accompanied by a bid guaranty in the form of a certified check payable to the Village of Palmetto Bay or a Bid Bond (form attached) in the amount of not less than five percent (5%) of the total amount of the bid, issued by a properly licensed surety company. For contracts not exceeding fifty thousand dollars and zero cents ($50,000.00) a bid guaranty is not required.

The Bid Guaranty will be retained until the Parties have executed the Contract and furnished the required Contract Security, whereupon it will be returned; if the successful bidder fails to execute, deliver and furnish the required guaranty within fifteen (15) days of the Notice of Intent to Award, Village may annul the Notice of Intent to Award and the Bid Security of that Bidder shall be forfeited.

3.31 PERFORMANCE AND PAYMENT BONDS

Within ten (10) days of the award of contract, there shall be placed surety bonds, each in the amount of One Hundred percent (100%) of the contract price, and issued by a properly licensed surety company acceptable to the Village. All bonds must be issued by an agent of broker licensed in the State of Florida and authorized to do business under the laws of the State of Florida. The bonds should provide that the surety's liability will be co-extensive with the Contractor’s liability, and should contain a provision that the surety waives notice of changes to the contract, including, but not limited to, changes in the times for performance. For contracts not exceeding fifty thousand dollars and zero cents ($50,000.00) a surety bond is not required.

a. A Performance and One-Year Warranty Bond covering the faithful performance of the contract and a one-year warranty on labor from the date of final acceptance of the work.

b. A Labor Payment Bond https://www.municode.com/library/#!/fl/palmetto_bay/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTVIFI_DIV2PRCO_S2-175PRPR https://www.municode.com/library/#!/fl/palmetto_bay/codes/code_of_ordinances?nodeId=COOR_CH2AD_ARTVIFI_DIV2PRCO_S2-175PRPR

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

SECTION 4.0: Scope of Services

4.01 Scope of Work

The undersigned, as Bidder, hereby declares that the only persons, company, or parties interested in the Bid or the Contract to be entered into, as principals, are named herein; and that this Bid is made without connection with any other person, company, or parties making a Bid; and that it is in all respects fair and in good faith without collusion or fraud.

The Bidder has carefully and to full satisfaction examined any and all information the Bidder deems necessary to submit this bid, including but not limited to, the attached Instructions to Bidders, General Conditions, Supplementary Conditions, Technical Specifications, and Contract and Bonds, together with the accompanying Drawings, Project Specifications and has read all addenda issued prior to the opening of bids; that a full examination of the location of the proposed Work has been made and agrees to furnish, unless otherwise provided, all implements, machinery, equipment, transportation, tools, materials, supplies, labor, and other things necessary to the prosecution and completion of the Work.

The bidder(s) will obtain the required building permits and furnish all labor, materials, and tools necessary to perform the following tasks:

1. Site Preparation

• Remove tennis nets and net posts from each court; stuff/plug net post sleeve hole.

• Clean and remove debris, dirt, dust, grease, oil, contaminants and vegetation from court surfaces and perimeter areas.

• Inspection of existing court conditions to identify cracks, low spots, and damaged areas requiring repair.

2. Surface Repairs

• Filling and sealing of surface cracks or defects using industry-approved materials o For cracks up to half (½) an inch wide, use one hundred (100) percent acrylic emulsion elastomeric crack sealant.

o For cracks up to one (1) inch wide, use one hundred (100) percent acrylic emulsion trowel grade filler.

• Leveling and patching of depressions and other surface irregularities to ensure proper playability.

o Patch binder: one hundred (100) percent acrylic emulsion liquid binder (mix on site with sand and cement/level-repair low spots-depressions up to three fourths (¾) inch)

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

3. Resurfacing

• Application of a multi-layer acrylic resurfacing system designed for tennis courts, including base coats and topcoats in standard tennis court colors.

o Filler/acrylic resurfacer (one hundred (100) percent acrylic emulsion resurfacer/mix on site with silica sand/for application on previously colored acrylic surfaces in preparation of new color coating system).

• Use of high-quality, UV-resistant coatings to improve durability and appearance.

o Use one hundred (100) percent acrylic emulsion coating (mix on site with silica sand and water or as per manufacturer’s instructions).

o Application per manufacturer’s instructions (apply filler course and color coating with a fifty to sixty (50-60) durometer, soft rubber squeegee).

o Apply a minimum of two (2) coats of color coating on properly prepared surfaces in accordance to manufacturer’s instructions.

o Note: as may be necessary, hand brush around pre-set fencing posts, lighting poles and pavilion bases.

o Drying time per manufacturer’s instructions.

4. Restriping

• Layout and painting of regulation tennis court lines in accordance with United States Tennis Association (USTA) standards/rules of tennis including blended lines per attached USTA specifications for courts 1-4.

o Use one hundred (100) percent acrylic emulsion primer, clear drying for line marking (prime line markings-prevent under bleed for sharp lines).

o Primer should be applied after masking tape has been laid/seal voids between masking tape and court to prevent under bleeding.

• Application of clear, durable line paint with sharp edges for optimal visibility.

o Use pigmented one hundred (100) percent acrylic emulsion line paint for asphalt courts (apply masking tape for accuracy/prevent under bleeding) – a minimum of one (1) coat or as per manufacturer’s instructions).

o Allow forty-eight (48) hours of drying/curing time before opening for play.

5. Final Inspection & Clean-Up

• Comprehensive review of completed work to ensure compliance with project specifications and quality standards. The Contractor agrees to correct any deficiency, touch up as requested, etc. in a timely manner prior to release of final payment.

• Removal of all construction materials, tools, and waste from the site.

• Install all net posts and netting.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

4.1: Bid Form

ITB# 2025-12-016 - Coral Reef Park Tennis Court Resurfacing and Restriping Project

The Bidder must provide the Village with a detailed price breakdown of the costs associated with the Project.

Total Bid Amount……………………………………… $ Total Bid Amount (in words):

Signature of Official:

Name:

Title:

Company:

Date:

Payment shall be made for the items listed on the Bid Form on the basis of the Work actually performed and completed. Please note that it is the responsibility of the Bidder to accurately measure to provide correct costs on the bid form.

The price listed by the Bidder shall include the total cost to complete the Work including but not limited to materials, labor, equipment, bonds, insurances, etc., as necessary to ensure proper delivery of services and product requested by the Village.

I hereby certify that I am authorized to act on behalf of the Company, individual, partnership, corporation or association making this proposal and that all statements made in this document are true and correct to the best of my knowledge. I understand and agree to be bound by the conditions contained in this ITB and shall conform with all requirements of the ITB.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

Section 5.0: Bid Submission Requirements

BID SUBMITTAL CHECKLIST

In order to be responsive, the bidder must submit the following items:

A. One (1) sealed envelope which includes: One (1) original and a flash drive of your submittal no later than 11:00 a.m. EST September 18th, 2025.

Please be sure that if the package is mailed through FedEx, UPS, USPS, etc., that the package is addressed/labeled to the below department and address. The bid inside the package should also be addressed/labeled to the below department and address.

Village of Palmetto Bay Village Clerk’s Office

9705 E. Hibiscus Street Palmetto Bay, FL, 33157

B. Signed and completed forms from Section 8:

Introduction letter with contact information Years in Business Lead team Information Bid Form

5% Bid Bond Section 8 (Required Bid Submittal Forms) Addendum Acknowledgement

C. Bidders are required to acknowledge receipt of any formal Addendum by signing the Addendum and including it with the bid submission. A Bidder’s failure to include a signed formal Addendum in its bid submission may deem its bid non-responsive.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

SECTION 6.0: Evaluation and Selection Criteria

Evaluation Criteria

EVALUATION OF BIDS/BIDDERS

The Village reserves the right to accept any bid, any part, or parts thereof, or to reject any and all bids. The Village reserves the right to waive minor informalities or irregularities in the bids received, to accept any bid deemed advantageous to the Village, or to reject any and all bids submitted. Conditional bids, or those which take exception to the ITB documents without prior written approval from the Village, may be considered non-responsive and may be rejected.

Award of the Contract is subject to Village Council approval. Other aspects of approval are experience, capability, necessary facilities, and financial resources to complete the Contract in a satisfactory manner within the required time.

The Village has the right during the evaluation to contact bidders for additional essential information to complete their examination.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

SECTION 7.0: Schedule of Events

The anticipated schedule for selection of Company is shown below:

Bid Phase Date Location Time (If Applicable)

ITB is advertised and issued by Village

Tuesday, September 2nd, Posted on the Miami’s Community Newspaper and Villages’ Website

Non-Mandatory Pre-Bid Meeting

Tuesday, September 9th, Village of Palmetto Bay Municipal Center

9705 E. Hibiscus St, Palmetto Bay, FL 33157

11:00 a.m.

Last day to Submit Questions

Monday, September 15th, Via Email to abencomo@palmettobay-fl.gov

3:00 p.m.

Addendum Posting Monday, September 15th, 2025 Posted on DemandStar 5:00 p.m.

Bid Submission Date Thursday, September 18th, Village of Palmetto Bay Municipal Center

ATTENTION TO THE

VILLAGE CLERK

9705 E. Hibiscus Street Palmetto Bay, Florida

33157

11:00 a.m.

7.01 Contract Award

A. Competency and Responsibility of Company The Village reserves full discretion to determine the competence and financial status, of the bidder. The bidder will provide, in a timely manner, all information that the Village deems necessary to make such a decision.

B. Contract Requirement The bidder to whom award is made shall execute a written Contract with the Village after notice of award. The Contract shall be made in the form adopted by the Village Attorney and a draft is included in this Request.

C. Insurance Requirements The bidder shall provide proof of insurance in the form, coverages and amounts specified in

3.14 of these specifications within ten (10) calendar days after notice of Contract award as a precondition to Contract execution.

D. Business License & Tax The bidder must have a valid Florida issued business license and tax certificate before execution of the Contract.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

E. Failure to Accept Contract The following will occur if the bidder to whom the award is made fails to enter into the Contract: the award will be annulled; any bid security will be forfeited in accordance with the special terms and conditions if a bidder’s bond or security is required; and an award may be made to the next highest ranked bidder with a responsible compensation is negotiated, who shall fulfill every stipulation as if it were the party to whom the first award was made.

F. Completion of Contract The Contract term commences after the Contract has been fully executed and the completion date is determined after all the scope of the project and the Bid Form have been completed.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

SECTION 8.0: Required Bid Submittal Forms

DRUG-FREE WORKPLACE CERTIFICATION

In order to have a drug-free workplace program, a business shall:

1) Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.

2) Inform employees about the dangers of drug abuse in the workplace, the business' policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violations.

3) Give each employee engaged in providing the commodities or contractual services that are under Bid a copy of the statement specified in Subsection (1).

4) In the statement specified in Subsection (1), notify the employees, that, as a condition of working of the commodities or contractual services that are under Bid, the employee will abide by the terms of the statement and will notify the employee of any conviction of, or plea of guilty or nolo contendere to, any violation of Chapter 893 or of any controlled substance law of the United States or any state, for a violation occurring in the workplace no later than five (5) days after such conviction.

5) Impose a sanction on, or require the satisfactory participation in a drug abuse assistance or rehabilitation program, if such is available in the employee's community, by any employee who is so convicted.

6) Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

As the person authorized to sign the statement, I certify that this Company complies fully with the above requirements.

Signature of Official: _____________________________________________________

Name (typed): ___________________________________________________________

Title: __________________________________________________________________

Company: ______________________________________________________________

Date: ___________________________________________________________________

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

SUBCONTRACTOR LIST

The Company shall list all proposed Subcontractors to be used on this project if they are awarded the Contract.

Classification of Work

Subcontractor Name Address Telephone and Fax

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

REFERENCES

Each bid must be accompanied by a list of at least three (3) references from current customers, preferably in the public sector, which shall include all the information requested below. The Village should not be listed as one of the references provided.

Village of Palmetto Bay, Florida • Coral Reef Park Tennis Court Resurfacing and Restriping Project • ITB No. 2025-12-016

VILLAGE OF PALMETTO BAY REFERENCE FORM

Solicitation Information: Coral Reef Park Tennis Court Resurfacing and Restriping Project Invitation to Bid No. 2025-12-016 Name of Company: _________________________________________________________________

To Whom it May Concern, The above reference vendor is submitting on a proposal solicitation or use of bid that has been issued by the Village of Palmetto Bay. We require that the consultant provide written references with their bid submission and by providing you with this document the vendor is requesting that you provide the following reference information. We would appreciate you providing the information requested below as well as any other information you feel is pertinent:

Contracted Services Information:

Scope of Work: ________________________________________________________________________________ Length of Contract: ___________________ Would you enter into a contract with the Company in the future? ____ Yes ____No Were the services provided acceptable and of quality standards: ____ Yes ____ No Was the Company responsive to your requests and resourceful with the task? ____ Yes ____ No Did the Company keep you fully informed of any updates and/or concerns related to the contracted services?