ITB_25.26-19_Asphalt-Repair-Services.pdf

25.26-19

INVITATION TO BID

ASPHALT REPAIR SERVICES

Point of Contact

Cory Bracy Procurement Manager

Phone: (850) 265-2121 Ext: 2701 Email: purchasing@cityoflynnhaven.com

CITY OF LYNN HAVEN

825 OHIO AVENUE

LYNN HAVEN, FL 32444-2353

PHONE: 850-265-2121

PROPOSED SCHEDULE

EVENT DATE TIME

ITB ISSUANCE DATE Thursday, May 21, 2026 - QUESTION DEADLINE Monday, June 1, 2026 2:00 PM Local Time DUE DATE FOR BIDS Friday, June 12, 2026 2:00 PM Local Time RECOMMENDATION OF AWARD Tuesday, June 23, 2026 5:30 PM Local Time

*Dates in this schedule occurring after the release date may be amended by the City.

The City reserves the right to delay or modify dates and will notify Consultants of all changes.

INDEX

ITB NUMBER 25.26-19

ASPHALT REPAIR SERVICES

Notice for Invitation to Bid ................................................................................................ Page 3

Part I General Information ............................................................................................... Page 4

Part II Required Information From Bidders ..................................................................... Page 10

Part III Acceptance/Rejection ........................................................................................ Page 13

Part IV Scope of Work ................................................................................................... Page 14

The following documents must be returned with your bid:

Bid Form ......................................................................................................................... Page 16

Bid Price Form – Base Bid ........................................................................................... Page 17

Drug-Free Workplace Certification ............................................................................... Page 18

Public Entity Crime Statement ...................................................................................... Page 19

Anti-Collusion Statement ............................................................................................... Page 22

Conflict of Interest Statement ........................................................................................ Page 23

Contractor/Vendor E-Verify Form .................................................................................... Page 25

Affidavit Regarding Use of Coercion for Labor and Services and Compliance with Foreign Countries of Concern ............................................................................... Page 26

All additional supplemental information requested in the ITB and/or Bid Form

The following document should only be returned if you are declining to respond to the bid:

Statement of No-Response ........................................................................................... Page 27

Published one (1) time digitally in Bay County, Florida via the Bay County Public Notices.

INVITATION TO BID

Pursuant to the City Code, the City of Lynn Haven, Florida (The “City”) invites sealed bids for Invitation to Bid (ITB) number 25.26-19 for “Asphalt Repair Services” for the purpose of acquiring continuing services to repair the City’s asphalt on an as-needed basis.

All ITB documents may be obtained from the City’s website at City of Lynn Haven Bid Opportunities or from the City’s OpenBids procurement page at City of Lynn Haven OpenBids Portal. Inquiries regarding bid specifications may be submitted by email to purchasing@cityoflynnhaven.com. Responses to written inquiries will be issued in the form of addenda and posted on the City’s website and/or procurement portal. It shall be the sole responsibility of the respondent to determine whether any addenda have been issued prior to submitting a bid.

Respondents shall submit sealed bids to Lynn Haven City Hall, located at 825 Ohio Avenue, Lynn Haven, Florida, between the hours of 7:30 a.m. and 4:30 p.m. CST, Monday through Friday, until Friday, June 12, 2026, at 2:00 p.m. CST. Alternatively, bids may be submitted electronically through the City’s OpenBids procurement portal prior to the stated deadline. Bids received after the specified time, whether submitted physically or electronically, shall not be accepted and will be rejected. Bids will be reviewed for legal, administrative, and technical sufficiency prior to award by the City.

The City shall accept the Bid of the lowest responsive and responsible bidder.

The City reserves the right to accept or reject any and all bids, proposals, competitive or otherwise, in whole or in part, to waive minor informalities in the solicitation documents, to obtain new bids, or to postpone the bid opening pursuant to the City’s Purchasing Policy as they may deem in the best interest of the City.

The City shall not be liable for any costs incurred by any bidder in connection with its response to this ITB. The City reserves the right to reject any and all bids, to waive any informality in any bid, to solicit and re-advertise for new Bid submittals or to abandon the project in its entirety.

Cory Bracy

850-265-2121 Ext:2701 purchasing@cityoflynnhaven.com https://cityoflynnhaven.com/Bids.aspx?utm_source=chatgpt.com https://www.demandstar.com/app/agencies/florida/City-of-lynn-haven/procurement-opportunities/1d8acbbf-7cb5-44a9-962e-62cc58e39a7b/?utm_source=chatgpt.com mailto:purchasing@cityoflynnhaven.com

ITB NUMBER 25.26-19

ASPHALT REPAIR SERVICES

BID OPENING JUNE 12, 2026 AT 2:00 PM, CST

The City of Lynn Haven, Florida (hereinafter known as “the City”) is soliciting bids from interested and qualified contractors experienced in providing continuing asphalt repair services in accordance with the Purchasing Policies of the City. The intent is to obtain the most advantageous asphalt repair service for the City. Companies must have the capability to perform and complete the services in all respects in accordance with the solicitation documents.

PART I GENERAL INFORMATION

1.1. PURPOSE

The City of Lynn Haven is seeking qualified vendors to provide asphalt repair services on an as-needed basis and to establish a firm fixed price to ensure that the City is always receiving the most economical repair service costs while maximizing the quality and level of service.

1.2. OBJECTIVE

The primary objective of the Invitation to Bid (ITB) is the selection of the most qualified and experienced bidder, at the most economical cost, to provide asphalt repair services across the City of Lynn Haven. It is the intent of the City to enter into an agreement with the selected vendor for a period of two (2) years. The agreement will include three (3), one- year renewal options, that may be exercised at the option of the City. The option period, if exercised, shall be by notice from the City not less than four (4) months prior to the expiration of the current term of its intent to renew.

1.3. ISSUING OFFICE

The contracting agency shall be the City of Lynn Haven, 825 Ohio Avenue, Lynn Haven, FL 32444.

1.4. ADVERTISING

Pursuant to City Code, the City shall advertise in an online publication within Bay County inviting sealed bids for goods or services in excess of $35,000. A copy of the advertisement is incorporated into this ITB process. Copies of the advertisement and specifications are available on the City’s website at www.cityoflynnhaven.com or on the City’s Open Bids page located here.

1.5. PRE-BID MEETING

There shall be no pre-bid meeting for this requirement.

1.6. REJECTION

The City reserves the right to accept or reject any or all bids or to waive any informality existing in any bid, or to accept the bid which best serves the interest and intent of this project from the lowest responsive and responsible bidder.

A. The City may reject bids if:

• The Bidder mistakes or conceals any material face in the bid, or if,

• The bid does not strictly conform to the law or requirements of the bid.

B. The City may, however, reject all bids whenever it is deemed in the best interest of the City to do so, and may reject any part of a bid.

http://www.cityoflynnhaven.com/ https://www.demandstar.com/app/agencies/florida/city-of-lynn-haven/procurement-opportunities/1d8acbbf-7cb5-44a9-962e-62cc58e39a7b/

C. The City reserves the right to waive any minor irregularity, technicality, or omission if the City determines that doing so will serve the City’s best interests. The city may reject any response not submitted in the manner specified by the solicitation documents.

D. The City reserves the right to award a contract to the next most qualified bidder if a successful bidder does not execute a contract within thirty (30) days after approval of the selection by the City.

E. The City reserves the right to cancel a solicitation at any time prior to approval of the award by the City.

F. Bids will not be considered from vendors who are currently involved in official reorganization or bankruptcy proceedings, as well as those involved in litigation with the City.

1.7. LOCAL, STATE AND FEDERAL COMPLIANCE REQUIREMENTS

Bidders shall comply with local, state, and federal directives, orders and laws as applicable to this ITB and subsequent contract(s) including but not limited to:

A. Equal Employment Opportunity (EEO), in compliance with Executive Order 11246, as applicable to this ITB and subsequent contract(s).

B. Minority Business Enterprise (MBE), as applicable to this ITB and subsequent contract(s).

C. Occupational Safety and Health Act (OSHA), as applicable to this ITB and subsequent contract(s).

1.8. INQUIRIES AND ADDENDA

No oral interpretation of this Invitation to Bid shall be considered binding. The City shall be bound by information and statements only when such statements are written and executed under the authority of the Purchasing staff.

All such requests for information shall be made in writing and the person submitting the request will be responsible for prompt delivery. Any interpretation of the ITB, if made, will be made only by addendum duly issued. The City will not be responsible for any other explanation or interpretation of the proposed ITB made or given prior to the award of contract.

All questions or concerns regarding this Invitation to Bid must be submitted by June 1, 2026, at 2:00 p.m. CST. Inquiries must be made in writing or by email and directed to:

Cory Bracy

E-mail: purchasing@cityoflynnhaven.com

All questions submitted in writing prior to the deadline will be compiled and the answers forwarded to all known prospective bidders via addendum. Bidders will make all investigations necessary to thoroughly acquaint themselves regarding delivery of products and/or services as required by the ITB conditions. No plea of ignorance by the bidder of conditions that exist or that may hereafter exist as a result of failure or omission on the part of the bidder to make necessary examinations and investigations, or failure to fulfill in every detail the requirements of the City, shall be cause for additional compensation to the vendor. Each respondent is responsible for determining all factors necessary for the submission of a comprehensive response to the ITB.

1.9. DELIVERY OF BID

Offers by telephone shall not be accepted. Bidders are also instructed NOT to fax their bid. Faxed bids shall be rejected as non-responsive regardless of when the fax is received.

Respondents are cautioned that they are responsible for delivery to the specific location cited above. Therefore, if your bid is delivered by an express mail carrier or by any other means, it is your responsibility to ensure delivery to the above address. This office will not be responsible for deliveries made to any place other than the specified address.

It is the sole responsibility of the bidder to ensure that his or her bid reaches the City on or before the bid opening date. The time and date for receipt of bids will be scrupulously observed. The City shall not be responsible for late deliveries or mail delays.

All bids will be opened publicly and only the names of bidders read aloud.

1.10. WITHDRAWAL OF BID

Bids may be withdrawn prior to the time set for bid opening. Such requests must be in writing and mailed or hand-delivered to the address rendered herein.

1.11. LATE BIDS OR MODIFICATIONS

A. Bids and modifications received after the time set for the bid opening will not be considered.

B. Modifications in writing received prior to the time set for bid opening will be accepted and considered.

1.12. BIDDER RESPONSIBILITIES

The selected bidder shall be required to assume responsibility for all services offered in his bid.

The selected bidder shall be the sole point of contact with regard to contractual matters including payments and work product resulting from the contract.

1.13. DISCLOSURE

All information submitted in response to this ITB shall become a matter of public record, subject to Florida Statutes regarding public disclosure. All information submitted in response to this ITB shall become part of the final contract between the City and the Bidder.

1.14. METHOD OF PAYMENT

Payment shall be made within 30 days after satisfactory delivery of services and submission of a valid invoice to the City of Lynn Haven, Accounts Payable, 825 Ohio Avenue, Lynn Haven, FL 32444.

1.15. COLLUSION

The bidder, by affixing his/her signature to the bid form agrees to the following: “Bidder certifies that his/her bid is made without previous understanding, agreement, or connection with any person, firm, or corporation making a bid for the same items and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action”.

1.16. APPROPRIATIONS CLAUSE

If the contract extends beyond the current fiscal year, which ends on September 30th, the contract shall be contingent upon the availability of funds appropriated for such purposes in the City’s annual budget for the next succeeding fiscal year.

1.17. PUBLIC ENTITY CRIME INFORMATION

A person or affiliate who has been placed on the convicted vendor list following a conviction of a public entity crime may not submit a bid on a contract to provide any goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017, Florida Statutes, for Category Two for a period of 36 months from the date of being placed on the convicted vendor list. Execution and submittal of the Public Entity Crimes Statement shall accompany the Bid Form.

1.18. DISCRIMINATION CLAUSE

The bidder shall not discriminate against any person because of race, color, national origin, age, sex or religion. An entity or affiliate who has been placed on the discriminatory vendor list may not submit a bid on a contract to provide goods or services to a public entity, may not submit a bid on a contract with a public entity for the construction or repair of a public building or public work, may not submit bids on leases of real property to a public entity, may not award or perform work as a contractor, supplier, subcontractor, or consultant under contract with any public entity, and may not transact business with any public entity.

1.19. E-VERIFY REQUIREMENT (FLORIDA LAW)

In accordance with Florida Statutes § 448.095, the Contractor shall be registered with and actively utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all newly hired employees. The Contractor shall provide proof of E-Verify enrollment with its bid or proposal, which may include the E-Verify Company Identification Number or a copy of the executed Memorandum of Understanding (MOU). The City reserves the right to verify such enrollment. Failure to provide proof of registration may result in the bid or proposal being deemed non-responsive. Continued compliance with this requirement shall be maintained throughout the term of any resulting agreement.

1.20. PUBLIC RECORDS

To the extent required by law the bidder shall comply with the Florida Public Records laws expressed in Chapter 119, Florida Statutes, especially including to:

A. Keep and maintain public records that ordinarily and necessarily would be required by the

City in order to perform the service.

B. Provide the public with access to public records on the same terms and conditions that the City would provide the records and at a cost that does not exceed the cost provided in this chapter or as otherwise provided by law.

C. Ensure that public records that are exempt or confidential and exempt from public records disclosure requirements are not disclosed except as authorized by law.

D. Meet all requirements for retaining public records and transfer, at no cost to the City, all public records in possession of the bidder upon the termination of the contract and destroy any duplicate public records that are exempt or confidential and exempt from public records disclosure requirements. All records stored electronically must be provided to the City in a format that is compatible with the information technology systems of the City.

IF THE CONTRACTOR HAS QUESTIONS REGARDING THE

APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE

CONTRACTOR’S DUTY TO PROVIDE PUBLIC RECORDS RELATING TO

THIS CONTRACT, CONTACT THE CUSTODIAN OF PUBLIC RECORDS

AT 850-265-2121 extension 2115, 825 OHIO AVENUE, LYNN HAVEN, FL, 32444 OR publicrecordsrequest@cityoflynnhaven.com.

1.21. ILLEGAL ALIEN LABOR

Bidder shall comply with all provisions of the federal Immigration and Control Act of 1986 (8 U.S.

Code § 1324 a) and any successor federal laws, as well as all provisions of Section 448.09, Florida Statutes, prohibiting the hiring and continued employment of aliens not authorized to work in the United States.

1.22. CERTIFICATES OF INSURANCE REQUIRED

Award of a contract shall require the successful Bidder to maintain general liability insurance in the amount of $1,000,000 per occurrence with a $2,000,000 aggregate limit, automobile liability insurance in the amount of $1,000,000, and workers’ compensation insurance in statutory limits with employer’s liability coverage in the amount of $1,000,000.

Bidders shall submit proof of insurance or a certificate of insurance evidencing the required coverage as part of their bid submission. The City of Lynn Haven shall be named as an additional insured on all applicable liability policies prior to contract execution. Failure to provide the required insurance documentation may result in the bid being deemed non-responsive.

1.23. INDEMNIFICATION

To the maximum extent permitted by Florida law, Bidders shall indemnify and hold harmless the City and its officers and employees from any and all liabilities, damages, losses or costs, including, but not limited to, reasonable attorneys’ fees, caused by negligence, recklessness, or intentionally wrongful conduct of the Bidder or anyone employed or utilized by the Bidder in the performance of any Agreement resulting from this bid.

Bidders’ obligation to indemnify and hold harmless shall survive the expiration or earlier termination of any Agreement resulting from this Bid, until it is determined by final judgment that an action against the City or an indemnified party for the matter indemnified hereunder is full and finally barred by the applicable statute of limitations.

1.24. TERMINATION FOR CAUSE OR CONVENIENCE

The City may terminate the contract resulting from this bid for Convenience or Cause. In either case, all notices of termination shall be hand delivered or sent via U.S. Mail – Certified Mail – Return Receipt Requested. Upon termination, the Vendor shall promptly deliver to the City all data, drawings, report specifications, summaries, and other such information, as may have been accumulated by the Vendor in performing this Agreement, whether completed or in process.

• Termination for Convenience. The City may terminate the contract resulting from this bid at mailto:publicrecordsrequest@cityoflynnhaven.com any time for any reason by giving at least thirty (30) days written notice of termination. The City shall pay for all eligible work performed to the date of termination upon receipt of a valid invoice.

• Termination of Cause. If the Vendor fails to comply with any of the terms and conditions of the contract resulting from this bid, the City may give notice, in writing, to the Vendor of any or all deficiencies claimed. The notice will be sufficient for all purposes if it describes the default in general terms. If all defaults are not cured and corrected within a reasonable periods as specified in the notice, the City may, with no further notice, declare the contract to be terminated. The Vendor will thereafter by entitled to receive payment for those services reasonable performed to the date of termination, less the amount of reasonable damages suffered by the City by reason or the Vendor’s failure to comply with the contract.

• Notwithstanding the above, the Vendor is not relieved of liability to the City for damages sustained by the City by virtue of any breach of this Agreement by the vendor and the City may withhold any payments to the Vendor for the purpose of set-off until such time the amount of damages due to the City from the Vendor is determined.

Failure of the Vendor to comply with these provisions shall constitute grounds for the City to immediately terminate the Contract for cause and declare the Vendor to be non-responsible for bidding or proposing on future contract for one year from the date the City notifies the Vendor of such non-compliance.

1.25. CONE OF SILENCE

Respondents to this solicitation or persons acting on their behalf may not contact, between the release of this solicitation and the end of the 72-hour period following the agency posting the notice of intended award, excluding Saturdays, Sundays, and holidays, any employee or officer of the executive or legislative branch concerning any aspect of this solicitation, except in writing to the procurement officer or as provided in the solicitation documents. Violation of this provision may be grounds for rejecting a response.

1.26. PURCHASES BY OTHER PUBLIC AGENCIES/PIGGYBACK

In accordance with § 189.053, Fla. Stat. (2026) and with the contractor’s consent and agreement, other governmental agencies, political subdivisions within Florida, or any other public entity may make purchases under this bid. Such purchases shall be governed by the same terms and conditions stated herein. Further, it is understood that each agency will issue its own purchase order to the contractor. This agreement in no way restricts or interferes with the right of any other public agency to rebid any or all of these items.

1.27. RIGHT TO USE EXISTING CONTRACTS / NON-EXCLUSIVITY

The City reserves the right to utilize any other contract, including, but not limited to, the following: any state of Florida contract, and contract awarded by any other city or county governmental agencies, other school boards, other community colleges/state university system, cooperative agreements, or to negotiate/purchase per City policy directly. The City also reserves the right to bid separately any item(s) and/or service(s) covered under this agreement, if deemed to be in the City’s best interest, at any time during this agreement term.

1.28. PROHIBTION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEALOGICAL INTEREST

IN GOVERNMENT CONTRACTING.

Bidders are hereby notified of the provisions of Section 287.05701, Florida Statutes, that the City will not request documentation of or consider Bidder’s social, political, or ideological interests when determining if the Bidder is a responsible Bidder. Bidders are further notified that the City may not give preference to a Bidder based on the Bidder’s social, political, or ideological interests.

PART II INFORMATION REQUIRED FROM BIDDERS

2.1. BID FORMAT AND CONTENT

All bids submitted in paper shall be in spiral binding, soft-covered presentation binder, or stapled in the upper left-hand corner with all pages 8.5" x 11". Please do not submit hard-covered binders.

One (1) original and three (3) copies and one (1) digital copy in USB form of the bid shall be required with the original signed by a company official with the power to bind the company in its bid and shall be completely responsive to the ITB for consideration. The original shall be clearly marked as “Original”.

Bids and changes thereto shall be enclosed in sealed envelopes addressed to the City of Lynn Haven, Attention: Finance Department, 825 Ohio Avenue, Lynn Haven, Florida 32444, or hand delivered.

Bids shall be sealed and labeled as follows:

ITB No. 25.26-19 June 12, 2026 – 2:00 PM CST Asphalt Repair Services Name and Address of Bidder

Alternatively, electronic bids may be submitted via the City’s OpenBids online page which can be found at https://www.demandstar.com/app/agencies/florida/city-of-lynn-haven/procurement-opportunities/1d8acbbf-7cb5-44a9-962e-62cc58e39a7b/.

All bidders shall provide a straightforward and concise description of their ability to meet the ITB requirements. The City discourages overly lengthy and costly bids. However, in order for the City to evaluate bids fairly and completely, bidders should follow the format set out herein and provide all of the information requested in the following order, each section organized with tabs.

2.2. BID FORM

Each bidder must complete and submit the Bid Form included herein. The price will be evaluated on the rates submitted. Rates shall include all equipment, labor, materials, freight, required insurance, overhead, profit, etc. to cover the finished product. No taxes will be added to the rates quoted.

All information required by the bid forms shall be furnished. The bidder shall print or type his/her name and manually sign the bid form and each continuation sheet on which an entry is made.

Use additional page(s) to list fees associated with other services your firm offers that you feel may be beneficial to the City.

Any deviation from this ITB will be considered non-responsive.

2.3. EXPERIENCE AND HISTORY

Provide a description and history of the firm focusing on experience.

State the number of years the company has been in business.

Demonstrate the firm’s current capacity and current expertise with asphalt repair services.

Provide at least five (5) examples for which comparable services have been provided.

2.4. PERSONNEL AND EQUIPMENT

The respondent must be able to provide sufficient staff to meet the ITB requirements.

https://www.demandstar.com/app/agencies/florida/city-of-lynn-haven/procurement-opportunities/1d8acbbf-7cb5-44a9-962e-62cc58e39a7b/ https://www.demandstar.com/app/agencies/florida/city-of-lynn-haven/procurement-opportunities/1d8acbbf-7cb5-44a9-962e-62cc58e39a7b/

Contractor personnel shall be readily identifiable while performing work under this Agreement through the use of company uniforms, identification badges, marked vehicles, or other clearly visible company identification. Bidders shall provide a statement describing the identification methods utilized by their company for field personnel.

Provide a statement in the assurance that all personnel are trained, honest, and courteous in support of all services rendered to the City. Identify dedicated management, administrative support staff, and in-house employees. Provide an organizational chart, resumes and summary of key staff qualifications.

Identify number of full-time hourly employees employed by the business currently. Identify number of part-time hourly employees employed by the business currently.

Explain the type of training that is provided to the employees prior to placing them on the job assignment.

The Contractor shall furnish all labor, equipment, tools, vehicles, and materials necessary to perform the asphalt repair services described herein. The Contractor shall provide a list and description of the equipment that will be utilized to perform the work, including paving, compaction, hauling, saw-cutting, and maintenance of traffic equipment, as applicable. The Contractor shall also provide a statement identifying any proposed subcontractors to be utilized under this contract. If no subcontractors will be used, the Contractor shall provide a statement acknowledging that all work will be self-performed.

2.5. QUALITY ASSURANCE

Bidders must describe how it verifies that staff adequately perform work for delivery of the services described under this ITB. Also, include who within your company inspects, approves and verifies delivery of services and how corrective actions with staff are implemented.

2.6. RESPONSIVENESS TO ITB

Bidders shall provide a narrative statement that illustrates their understanding of the requirements of the project. Bids shall include the complete name and address of their firm and the name, mailing address, e-mail address, and telephone number of the person the City should contact regarding the bid.

Bidders shall confirm that the firm will comply with all of the provisions in this ITB and that the firm is not currently involved in official reorganization or bankruptcy proceedings. Bids shall be signed by a company officer empowered to bind the company. A bidder's failure to include these items in their bids may cause their bid to be determined to be non-responsive and the bid may be rejected.

Bidders shall provide a sample invoice with their bid.

2.7. INSURANCE AND LICENSING

Include in your bid the following statements:

A. Municipal license and State registration – The contractor shall be responsible for obtaining and maintaining any licenses required pursuant to the laws of Bay County, the City of Lynn Haven, and/or the State of Florida. Bidders must submit, as part of their bid response, current proof of all required business licenses, registrations, and insurance meeting the City’s minimum coverage requirements. Failure to submit the required proof of licensure and insurance with the bid response may result in disqualification of the bidder.

B. Workers’ Compensation – The bidder shall purchase and maintain Worker’s Compensation insurance as required by Chapter 440, Florida Statutes, and Employer’s Liability insurance with limits of not less than $1,000,000 each accident. Bidders must submit, as part of their bid response, current proof of Workers’ Compensation and Employer’s Liability insurance coverage, or documentation evidencing a valid exemption under Florida law. Failure to submit the required documentation with the bid response may result in disqualification of the bidder. If requested by the City, contractor shall provide to the City an Affidavit stating that it meets all the requirements of Florida Statue 440.02 (18) (d).

o Workers’ Compensation Insurance Coverage:

$1,000,000 Limit Each Accident $1,000,000 Limit Disease Aggregate $1,000,000 Limit Disease Each Employee

C. Commercial General Liability – The bidder shall maintain Commercial General Liability insurance covering all operations, including but not limited to Contractual Liability, Products and Completed Operations, and Personal Injury. Coverage limits shall not be less than $1,000,000 per occurrence and $2,000,000 aggregate. Bidders must submit, as part of their bid response, current proof of Commercial General Liability insurance meeting these requirements. Failure to submit the required proof of insurance with the bid response may result in disqualification of the bidder.

o Commercial General Liability

Bodily Injury, Property Damage and $1,000,000 Combined Single Limit Personal Injury Liability Each Occurrence, and

$2,000,000 Aggregate Limit

D. Business Automobile Liability – The bidder shall maintain Business Automobile Liability insurance covering all owned, non-owned and hired vehicles, with limits of not less than $1,000,000 per occurrence, Combined Single Limits (CSL), or its equivalent. Bidders must submit, as part of their bid response, current proof of Business Automobile Liability insurance meeting these requirements. Failure to submit the required proof of insurance with the bid response may result in disqualification of the bidder.

o Business Automobile Liability Coverage

Bodily Injury and Property Damage $1,000,000 Combined Single Limit Each Occurrence

2.8. REQUIRED FORMS

The following forms must be included in your bid:

o Signed and completed Bid Form o Signed and completed Bid Price Form – Base Bid o Signed and completed Drug-Free Workplace Form o Signed and completed Public Entity Crime Statement o Signed and completed Anti-Collusion Statement o Signed and completed E-Verify Form o Signed and completed Conflict of Interest Statement o Signed and completed Affidavit Regarding Use of Coercion for Labor and Services and

Compliance with Foreign Countries of Concern o Proof of Insurance with limits as stated in Section 2.5 of the ITB o Licenses held to perform the work

PART III ACCEPTANCE/REJECTION

3.1 AWARD OF CONTRACT

The City reserves the right to reject any and all bids as well as the right to waive any and all informalities, and reserves the right to reject all nonconforming, unresponsive, unbalanced or conditional Bids as described in Section 1.6 of the ITB. The City reserves the right to reject the Bid of any Bidder if the City believes that it would not be in the best interest of the Project to make an award to that Bidder, because the Bid is not responsive or responsible, or the Bidder is unqualified or of doubtful financial ability or fails to meet any other pertinent standard or criteria established by the City.

The City shall accept the bid of the lowest responsive and responsible bidder.

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PART IV SCOPE OF WORK

Asphalt Repair Services

4.1 General

The Contractor shall furnish all labor, materials, equipment, supervision, and incidentals necessary to perform asphalt pavement repairs at various locations throughout the City of Lynn Haven.

Work shall generally consist of saw-cutting, removal, preparation, asphalt placement, compaction, and restoration of asphalt pavement surfaces as directed by the City.

All work shall conform to the latest edition of the Florida Department of Transportation (FDOT) Standard Specifications for Road and Bridge Construction, unless otherwise specified herein.

4.2 Work to be performed

The Contractor shall perform asphalt repair services, at a minimum, as follows:

4.2.1 Surface Preparation

The Contractor shall prepare all repair areas to provide a clean, stable foundation suitable for asphalt placement.

• Saw-cut existing pavement to neat, straight lines forming a rectangular or square patch, unless otherwise approved by the City.

• Remove and dispose of all failed asphalt and unsuitable materials.

• Prepare the subgrade and/or base to a firm, stable condition.

• Where directed, re-compact existing base or place additional base material as needed to achieve a stable foundation.

• Clean all areas of loose debris, dust, and standing water prior to asphalt placement.

4.2.2 Asphalt Installation

The Contractor shall furnish and install asphalt pavement in accordance with FDOT requirements to produce a durable and uniform surface.

• SP 9.5 asphalt mix meeting FDOT specifications.

• Standard patch thickness shall be 1.5 inches unless otherwise directed by the City.

• Place asphalt while hot and workable and compact to FDOT density requirements.

• Finish surface shall be smooth, uniform, and flush with adjacent pavement.

4.2.3 Joint Treatment

The Contractor shall ensure proper bonding between new and existing pavement to prevent premature failure.

• Prepare all edges to ensure proper bonding between existing and new pavement.

• Apply tack coat in accordance with FDOT standards.

• Construct joints to be tight, smooth, and sealed to prevent water intrusion.

4.2.4 Compaction and Surface Tolerances

The completed asphalt patch shall meet established compaction and surface quality requirements.

• Compact asphalt in accordance with FDOT standards.

• Ensure finished surface matches the grading of surrounding pavement.

• The pavement surface shall not vary more than 1/4 inch from adjacent pavement.

• Finished patch shall be free of depressions, bumps, or irregularities.

4.2.5 Maintenance of Traffic

The Contractor shall maintain safe and efficient traffic flow during all site work.

• Provide all maintenance of traffic (MOT) in accordance with FDOT standards.

• Furnish all required signage, barricades, cones, and flagging operations.

• Restore traffic flow as quickly as practicable upon completion of site work.

4.2.6 Cleanup and Restoration

The Contractor shall restore all areas to a clean and acceptable condition upon completion.

• Remove all excess materials, debris, and equipment from the work site.

• Ensure all work sites are restored to equal or better than pre-construction conditions.

• Leave all sites clean, safe and services

4.3 Measurement and Payment

4.3.1 Mobilization

Mobilization shall be compensated as a lump sum for all costs associated with mobilizing resources to perform the necessary work.

• Includes transportation of personnel, equipment, and materials

4.3.2 Asphalt Repair (Square Yard)

Asphalt Repair shall be measured and paid based on completed and accepted work.

• Measurement shall be by the square yard of installed patch.

• Unit price shall include saw-cutting, removal, disposal, preparation, tack coat, asphalt placement, compaction, labor, equipment, and incidentals.

4.4 Additional Work

Work outside the defined scope shall require prior authorization from the City.

• Unauthorized work will not be compensated.

4.5 Work Orders and Response Time

Work shall be performed based on City-issued work orders and required response timelines.

• Routine work: respond within three (3) business days.

• Urgent/emergency work: respond within 24 hours.

REMAINDER OF PAGE INTENTIONALLY LEFT BLANK

BID FORM

ITB NUMBER 25.26-19

BID OPENING JUNE 12, 2026 AT 2:00 PM, CST

DUNS Number

Florida State License Number

Federal Employer Identification Number

Bidder acknowledges receipt of the following Addenda:

No # dated , 2026.

The following checklist is provided as a courtesy and may not be inclusive of all items required within this Invitation to Bid.

One original, three (3) copies and digital copy of ITB (YES) (NO) List of References (YES) (NO) Sample Invoice (YES) (NO) Statement of Proof liability insurance (YES) (NO) Statement of Proof of worker’s compensation insurance (YES) (NO) Statement of Proof of automobile insurance (YES) (NO) Statement of Municipal License/State Registration (YES) (NO) Completed Drug-Free Work Place Form (YES) (NO) Completed Public Entity Crimes Statement (YES) (NO) Completed Anti-Collusion Statement (YES) (NO) Completed Conflict of Interest Statement

(YES) (NO)

We agree to provide asphalt repair services at the prices indicated. If our bid is selected as the most responsible, responsive bidder, we agree that this entire ITB 25.26-19 document will be part of the final contract agreement.

DATE SIGNATURE OF

AUTHORIZED REPRESENTATIVE

This form must be completed and submitted with your bid.

BID PRICE FORM – BASE BID

BID OPENING JUNE 12, 2026 AT 2:00 PM, CST

Item Unit of Issue Per Visit

SP 9.5 Asphalt Square Yard (Sq Yd) $

Mobilization Each $

TOTAL BASE BID $

SUBMITTED BY:

Vendor: Date:

Name:

Address:

Phone Number:

Signature

This form must be completed and submitted with your bid.

Bid Sheet Page 2 of 2 (Initial Here)

DRUG-FREE WORKPLACE FORM

The undersigned vendor in accordance with Florida Statute 287.087 hereby certifies that does:

(Name of Business)

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's 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 proposed 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 on the commodities or contractual services that are under bid, the employee will abide by the terms of the statement and will notify the employer 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 firm complies fully with the above requirements.

Firm

Authorized Signature Date

Printed Name and Title

This form must be completed and returned with your bid.

PUBLIC ENTITY CRIME STATEMENT

SWORN STATEMENT PURSUANT TO SECTION 287.133(3)(A), FLORIDA STATUTES,

ON PUBLIC ENTITY CRIMES

THIS FORM MUST BE SIGNED AND SWORN TO IN THE PRESENCE OF A NOTARY PUBLIC OR

OTHER OFFICIAL AUTHORIZED TO ADMINISTER OATHS.

1. THIS SWORN STATEMENT IS SUBMITTED TO City of Lynn Haven (Print Name of the Public Entity) by (Print Individual’s Name and Title) for (Print Name of Company Submitting Sworn Statement) whose business is and (if applicable) its Federal Employer Identification Number (FEIN) is

(If the entity has no FEIN, include the Social Security Number of the individual signing this sworn statement.)

2. I understand that a “public entity crime” as defined in Paragraph 287.133 (1)(g), Florida Statutes, means a violation of any state or federal law by a person with respect to and directly related to the transaction of business with any public entity or with an agency or political subdivision of any other state or of the United States, including, but not limited to, any bid or contract for goods or services to be provided to any public entity or an agency or political subdivision of any other state or of the United States and involving antitrust, fraud, theft, bribery, collusion, racketeering, conspiracy, or material misrepresentation.

3. I understand that “convicted” or “conviction” as defined in Paragraph 287.133(1)(b), Florida Statutes, means a finding of guilt or a conviction of a public entity crime, with or without an adjudication of guilt, in any federal or state trial court of record relating to charges brought by indictment or information after July 1, 1989, as a result of a jury verdict, nonjury trial, or entry of a plea of guilty or nolo contendere.

4. I understand that an “affiliate” as defined in Paragraph 287.133(1)(a), Florida Statutes, means:

A. A predecessor or successor of a person convicted of a public entity crime; or

B. An entity under the control of any natural person who is active in the management of the entity and who has been convicted of a public crime. The term “affiliate” includes those officers, directors, executives, partners, shareholders, employees, members and agents who are active in the management of an affiliate. The ownership by one person of shares constituting a controlling interest in another person, or a pooling of equipment or income among persons when not for fair market value under an arm’s length agreement, shall be a prima facie case that one person controls another person. A person who knowingly enters into a joint venture with a person who has been convicted of a public entity crime in Florida during the preceding 36 months shall be considered an affiliate.

5. I understand that a “person” as defined in Paragraph 287.133(1)(e), Florida Statutes, means any natural person or entity organized under the laws of any state or of the United States with the legal power to enter into a binding contract and which bids or applies to bid on contracts for the provisions of goods or services let by a public entity, or which otherwise transacts or applies to transact business with a public entity. The term “person” includes those officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity.

6. Based on information and belief, the statement which I have marked below is true in relation to the entity submitting this sworn statement. (Indicate which statement applies).

Neither the entity submitting this sworn statement, nor any of its officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity, nor any affiliates of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989.

The entity submitting this sworn statement, or one or more of its officers, directors, executives, partners, shareholders, employees, members, and agents who are active in management of an entity, or an affiliate of the entity has been charged with and convicted of a public entity crime subsequent to July 1, 1989. However, there has been a subsequent proceeding before a Hearing Officer of the State of Florida, Division of Administrative Hearings and the Final Order entered by the Hearing Officer determined that it was not in the public interest to place the entity submitting this sworn statement on the convicted vendor list. (Attach a copy of the final order).

I UNDERSTAND THAT THE SUBMISSION OF THIS FORM TO THE CONTRACTING OFFICER FOR

THE PUBLIC ENTITY IDENTIFIED IN PARAGRAPH 1 (ONE) ABOVE IS FOR THAT PUBLIC ENTITY

ONLY AND, THAT THIS FORM IS VALID THROUGH DECEMBER 31 OF THE CALENDAR YEAR IN

WHICH IT IS FILED. I ALSO UNDERSTAND THAT I AM REQUIRED TO INFORM THE PUBLIC ENTITY

PRIOR TO ENTERING INTO A CONTRACT IN EXCESS OF THE THRESHOLD AMOUNT PROVIDED

IN SECTION 287.017, FLORIDA STATUTES, FOR A CATEGORY TWO OF ANY CHANGE IN THE

INFORMATION CONTAINED IN THIS FORM.

(Signature)

Sworn and subscribed before me this day of , 20 .

Personally known (Notary Signature)

OR produced identification Notary Public State of_____________________

My commission expires: ___________________ (Type of Identification)

ANTI-COLLUSION STATEMENT

The bidder by affixing his/her signature to this form agrees to the following: "Bidder certifies that his/her bid is made without previous understanding, agreement, or connection with any person, firm, or corporation making a bid for the same items and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action".

Company: ________

Street Address:

City, State & Zip Code: _________

Telephone: ________

Fax Number: _________

Contact Person:

Contact e-mail address:

Print Name of Authorized Representative:

Signature of Authorized Representative:

Title: Date:

CONFLICT OF INTEREST STATEMENT

STATE OF )

) ss

COUNTY OF )

Before, me the undersigned authority, personally appeared , who was duly sworn, deposes, and states:

1. I am the of with a local office in and principal office in .

2. The above-named entity is submitting a bid for the City of Lynn Haven project described as:

ASPHALT REPAIR SERVICES

3. The Affiant has made diligent inquiry and provides the information contained in this Affidavit based upon his own knowledge.

4. The Affiant states that only one submittal for the above project is being submitted and that the above-named entity has no financial interest in other entities submitting bids for the same project.

5. Neither the Affiant nor the above-named entity has directly or indirectly entered into any agreement, participated in any collusion, or otherwise taken any action in restraint of free competitive pricing in connection with the entity's submittal for the above project. This statement restricts the discussion of pricing data until the completion of negotiations and execution of the Agreement for this project.

6. Neither the entity nor its affiliates, nor anyone associated with them, is presently suspended or otherwise ineligible from participating in contract lettings by any local, state, or federal agency.

7. Neither the entity, nor its affiliates, nor anyone associated with them have any potential conflict of interest due to any other clients, contracts, or property interests for this project.

8. I certify that no member of the entity's ownership, management, or staff has a vested interest in any aspect of the City of Lynn Haven.

9. I certify that no member of the entity's ownership or management is presently applying for an employee position or actively seeking an elected position with the City of Lynn Haven.

10. In the event that a conflict of interest is identified in the provision of services, I, on behalf of the above-named entity, will immediately notify the City of Lynn Haven in writing.

Dated this day of ,20 .

(Affiant)

Typed Name of Affiant

Title

Sworn and subscribed before me this day of ,20 .

Personally known (Notary Signature)

OR produced identification Notary Public State of________________ ____

My commission expires: ______________ ____ (Type of Identification)

CONTRACTOR/VENDOR E-VERIFY FORM

PER FLORIDA STATUTE 448.95, CONTRACTORS/VENDORS AND SUB-CONTRACTORS MUST

REGISTER WITH AND USE THE E-VERIFY SYSTEM TO VERIFY THE WORK AUTHORIZATION

STATUS OF ALL NEWLY HIRED EMPLOYEES.

THIS FORM MUST BE COMPLETED AND SUBMITTED WITH THE BID/PROPOSAL. FAILURE TO SUBMIT THIS

FORM AS REQUIRED MAY DEEM YOUR SUBMITTAL NONRESPONSIVE.

The affiant, by virtue of the signature below, certifies…