Halifax Hospital Medical Center

Invitation to Bid for Construction Services

PROJ-26-093B

LINEAR ACCELERATOR REPLACEMENT

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 2

PART I: Introduction and General Conditions

1. Introduction: Halifax Hospital Medical Center d/b/a Halifax Health (“HH”), a special taxing district hospital, shall hereinafter be referred to as HH. HH is requesting bid proposals from qualified contractors for the replacement of the existing linear accelerator equipment within one of the vaults at the Charles L. and Miki N. Grant Cancer Center for Hope, located on the main campus at 303 N. Clyde Morris Blvd., Daytona Beach, FL 32114. The project includes a complete turnkey installation, including assistance with removal of existing equipment, installation of owner-provided Elekta linear accelerator equipment, and all associated mechanical and electrical modifications required to support the new equipment's fit and function in accordance with the project plans and specifications.

HH has 673 beds under one license form the Agency for Health Care Administration (“AHCA”).

The main campus of HH, located in Daytona Beach, includes a Level III neonatal intensive care center and a Level II state-certified trauma center, offering open-heart surgery, neurosurgery, inpatient rehabilitation and other specialty inpatient and outpatient services. The Port Orange campus, located ten miles south of the main campus, is a community hospital providing a broad range of services to the residents of Port Orange and southeast Volusia County. The Halifax

Behavior Services (“HBS”) campus, two miles north of the main campus, provides inpatient and outpatient child, adolescent, and adult psychiatric services. In addition to its inpatient facilities, HH owns and operates outpatient centers in Daytona Beach, Port Orange, Ormond Beach, Palm

Coast, New Smyrna Beach, and Deland.

Further, Halifax Health Medical Center of Deltona (“MCD”) was established and opened in

February 2020. MCD is a 43-bed hospital, separately licensed by AHCA that provides the Deltona community with a hospital and high-quality medical care. In addition, MCD also owns and operates the outpatient centers located in Deltona.

Any references in this ITB document to “Halifax Health” or to “HH” shall be deemed to include all affiliates. Hereinafter, organizations interested in submitting a bid in response to this ITB shall be referred to as “Bidder”. Please thoroughly read this ITB and follow instructions as presented.

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2. Timeline of Events: The table below contains the Timeline of Events for this solicitation. The dates and times within the Timeline of Events are subject to change. It is the responsibility of the Bidder to check for any changes to the Halifax Health Procurement Portal.

2.1 Delays: HH may delay or modify scheduled event dates (Section 2.0) if it is to the advantage of HH to do so. HH will notify Bidder(s) of all changes in scheduled due dates by posting an Addendum on the Halifax Health Procurement Portal.

3. Acceptance and Rejection of Submittals:

3.1 Basis for Acceptance A review team comprised of HH staff and other relevant members as determined by HH will review the bids. HH, in its sole discretion, reserves the right to waive all technicalities or irregularities, to reject any or all bids, including any portion thereof, to award to a single Bidder or to divide the award between Bidders, and to reject all qualifications and/or re-solicit in whole or in part. HH further reserves the right, in its sole discretion, to award a contract to the Bidder(s) whose qualification(s) best serves the interests of HH.

a. When a bid appears to contain an obvious error or otherwise where an error is suspected, the circumstances may be investigated by HH and then be considered and

Event Time (EST) Date

Solicitation advertised and released on the

Halifax Health Procurement Portal

12:00 PM

September 4, 2026

MANDATORY Halifax Health Medical Center 303 N. Clyde Morris Blvd.

Daytona Beach, FL 32114 France Tower - Conference Room D (NOTE: Be prepared for SITE VISITS after meeting. Construction Services/HH Stakeholders will decide at that time if a site visit will occur. See ITB Part II, Project Description & Scope of Work, Item 3.0 for more information)

11:00 AM to 12:00 PM

September 15, 2026

Deadline to submit Questions in the Halifax Health Procurement Portal

September 18, 2026

Anticipated Date of Posting Q&A

Addendum on the Halifax Health

Procurement Portal

September 21, 2026

Deadline to submit ITB and all required documents DUE in the Halifax Health

Procurement Portal

September 25, 2026

Anticipated date to post Notice of Intent to

Award on the Halifax Health Procurement

Portal

3:00 PM

October 5, 2026

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 4 acted upon. Any action taken shall not prejudice the rights of the public or other Bidders.

Where qualifications are submitted in accordance with the ITB but are not entirely clear as to intent or to some particular fact or where there are other ambiguities, clarification may be sought and accepted provided that, in doing so, there is no substantial change to the qualification. The purpose of seeking clarification is to clarify existing information not to allow additional information to be added. HH reserves the right to recommend an award to one or multiple Bidders related to this ITB if it is deemed to be in the best interest of HH to do so and consistent with the solicitation criteria.

3.2 Basis for Rejection In soliciting qualifications, any and all qualifications received may be rejected in whole or in part. Basis for rejections shall include, but are not limited to:

• The qualification being deemed unsatisfactory as to quantity, quality, delivery, price or services offered.

• The qualification does not comply with conditions of the ITB or with the intent of the proposed contract.

• Lack of competitiveness by reason of collusion or knowledge that reasonably available competition was not received.

• Error in specifications or indication that revision would be to HH's advantage.

• Cancellation or changes in the intended project or other determination that the proposed requirement is no longer needed.

• Limitation or lack of available funds.

• Circumstances which prevent determination of the lowest responsible and responsive or most advantageous offer.

• Any determination that rejection would be to the best interest of HH.

3.3 HH reserves the right to reject any or all bids, to waive any technicality, informality or irregularity in the bids received. HH further reserves the right to award the bid to the lowest responsible Bidder whose offer best responds in quality, fitness, and capacity to the requirements of the proposed work or usage and therefore is in the best interest of HH.

4. Development Costs: Neither HH nor its representatives shall be liable for any expenses incurred in connection with the preparation, submission, or presentation of a response to this ITB. All costs and expenses, including reasonable attorney’s fees, incurred by any Bidder in preparing and responding to this ITB are the sole responsibility of the Bidder including without limitation any and all costs and fees related to a protest.

5. Release of News Information and Advertising: The Bidder or Contractor shall not, without prior written consent from HH, make any news release, public announcement, denial and/or confirmation in regard to this Invitation to Bid or any award or action thereunder.

6. Sworn Statement of Public Entity Crimes: Pursuant to Section 287.133(3), (A), Florida Statutes, Public Entity Crimes, a person or affiliate who has been placed on the convicted Bidder list following a conviction for 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 Bidder, supplier, subcontractor, or Bidder 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, for CATEGORY TWO, for a period of

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36 months from the date of being placed on the convicted Bidder list. Bidders shall provide with their bid proposal form Attachment A with proper signature and notarized.

6. Non-Collusion: By submitting a bid, the Bidder certifies that its bid is made without prior understanding, agreement, or connection with any corporation, firm or person submitting an offer for the same materials, services, supplies, or equipment and is in all respects fair and without collusion or fraud. No premiums, rebates, or gratuities are permitted, either with, prior to, or after any delivery of material or provision of services. Bidders shall provide with their bid proposal form Attachment B with proper signature and notarized.

Any violation of this provision may result in disqualification from selection; contract cancellation;

and/or, return of materials, or discontinuation of services and possible removal from HH’s

Vendor/Bid List(s).

8. Non-Conflict of Interest: Bidders review and complete all necessary forms for authentication of bid and HH’s policy statement of non-collusion and non-conflict of interest.

9. Human Trafficking Attestation: Bidders are required to submit with their bid proposals the Florida State form called the Human Trafficking Attestation as per F.S. Section 787.06(13). This form is required for open solicitations as of July 1, 2024. Any bid proposal received without this required signed form will be considered non-responsive and disqualified from taking part in the bid. Bidders shall provide with their bid proposal form Attachment C with proper signature.

10. Scrutinized Companies: Section 287.135(2)(a), Florida Statutes, prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services of any amount if, at the time of contracting or renewal, the company is on the Scrutinized Companies that Boycott Israel List, created pursuant to § 215.4725, Florida Statutes, or is engaged in a boycott of Israel. Section 287.135(2)(b), Florida Statutes, further prohibits a company from bidding on, submitting a proposal for, or entering into or renewing a contract for goods or services over one million dollars ($1,000,000) if, at the time of contracting or renewal, the company is on either the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, both created pursuant to § 215.473, Florida Statutes, or the company is engaged in business operations in Cuba or Syria. The foregoing prohibitions may be waived by HH if the company meets the conditions provided under § 287.135(4)(a), Florida Statutes, or if HH makes a public finding that, absent such an exemption, HH would be unable to obtain the goods or services for which this ITB is offered. With its proposal, Bidder shall, consistent with the requirements of § 287.135(5), certify that Bidder has not been placed on any of the foregoing lists and is authorized to bid on or submit a proposal in response to this ITB and, if awarded, enter into a contract to provide the goods or services for which this ITB is offered. Bidders shall provide with their bid proposal form Attachment D with proper signature.

11. Foreign Countries of Concern: Section 287.138(4), Florida Statutes, prohibits a governmental entity from accepting a bid on, a proposal for, or a reply to, or entering into, a contract with an entity which would grant the entity access to an individual’s personal information, as defined in §

501.171(1)(g), Fla. Stat., unless the entity provides the governmental entity with an affidavit signed by an officer or representative of the entity under penalty of perjury attesting that the entity is: (1) not owned by the government of a foreign country of concern, as defined in §287.138(1)(c), Fla.

Stat.; (2) the government of a foreign country of concern does not have a controlling interest in the entity; and (3) the entity is not organized under the laws of or has its principal place of business in a foreign country of concern. With its Response, Contractor shall, consistent with the requirements of § 287.138(4), Fla. Stat. and Fla. Admin. Code R. 60A-1.020, submit the Foreign Country of http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0700-0799/0787/Sections/0787.06.html

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Concern Attestation Form (PUR 1355) attesting to the foregoing. Bidders shall provide with their bid proposal form Attachment E with proper signature.

12. Socio, Political, or Ideological Interests in Government Contracting: In accordance with §

287.05701, Fla. Stat., an awarding body may not request documentation or consider a vendor’s social, political, or ideological interests when determining if the bidder is a responsible bidder, and an awarding body may not give preference to a bidder based on such social, political, or ideological interests. Accordingly, any award of a contract pursuant to this ITB shall not be based on any such social, political, or ideological interests and HH shall not require any responsive bidder to provide any documentation pertaining to any such social, political, or ideological interests.

13. Bidders Responsibility: The following requirements must be met for certain Halifax Health facilities and campuses:

13.1 All employees required to be on the job site must adhere to the Halifax Health Badge Policy that badges must be issued prior to the contractor starting work.

13.2 All persons requesting an ID badge from the Security/Badge office will be required to submit a background check and a government issued photo ID.

13.3 An ID will be issued after the background check has been approved by a Security Investigator.

13.4 The awarded Bidder will provide their company name, address, phone numbers, and contact persons for the office and onsite Project Manager/Supervisor’s name and contact numbers to Halifax Health Security Services.

13.5 A signature by a company administrator will be required.

13.6 All persons working on any Halifax Health property will be required to submit to a Criminal

History background check.

13.7 Background checks are only accepted from the Florida Department of Law Enforcement

(FDLE) http://www.fdle.state.fl.us/content/getdoc/2952da22-ba08-4dfc-9e45- 2d7932a803ea/Obtaining-Criminal-History-Information.aspx unless the person resides in another state. In that case, the background check will have to come from their home state law enforcement agency.

13.8 A government issued photo ID is required such as: driver’s license, state ID card, and passport.

13.9 No one allowed under the age of 18.

13.10 Lost badges will be replaced at the contractor’s expense at a cost of $10.00. This can be paid at the hospital cashier and the receipt presented to the Badge office.

13.11 HH will not reprint any badges. If a worker arrives without their credentials, they will have to retrieve their ID or they will not be able to work that day.

13.12 The first time a contractor or any of their employees are caught working without proper credentials, they will be escorted off the property. The second offense will be considered trespassing, and not allowed on HH premises for a minimum of (six) 6 months.

13.13 If trespassed, working privileges will be revoked for six (6) months, the length of the trespass notice.

13.14 Credentials are not allowed to be passed onto other workers, approved or unapproved.

Failure to comply will result in the individual being escorted off the property and/or being trespassed.

13.15 All badges will be returned when project construction is complete. The contractor will be billed $10.00 for each badge not returned after completion of the job. However, returning contractors may keep their credentials.

Statement from Halifax Health Security Services regarding Criminal History checks:

“Persons are subject to be failed for any criminal history involving drugs, theft, weapons, sexual http://www.fdle.state.fl.us/content/getdoc/2952da22-ba08-4dfc-9e45-

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 7 offender, battery (touch/strike), or anything else contained in a history that may constitute a potential risk in our environment. This includes any felony and misdemeanor charges as well as a disposition of a conviction or non-conviction”. “Providing us with a current background check does not automatically allow a person the right to work at Halifax Health, it is our sole discretion.

14. Posting of ITB Award: The award recommendation will be posted on the HH Procurement Portal for a period of no less than 72 hours, not including Saturdays and Sundays or State holidays, as specified in section 110.117, F.S. Information regarding award recommendations will not be given over the telephone. It is the Bidder’s sole responsibility to ascertain the time of posting of the award recommendation.

15. Confidentiality: As a public entity, HH is subject to certain disclosure requirements under the

Florida Sunshine Law, Chapter 119, Florida Statute. As such, HH cannot agree to confidentiality provisions that do not allow for the release of information unless it includes an exception for the release of information as required by law.

16. Compliance with Laws and Regulations: The successful bidder shall comply with all codes, ordinances, rules, statutes, laws and regulations of the State of Florida Agency for Health Care Administration (AHCA), the City of Daytona Beach, Volusia County, Florida, and the State of Florida as they apply to all construction projects.

16.1 The Bidder shall at all times observe and comply with all federal, state, municipal and other local laws, ordinances, regulations, and requirements which in any manner affect the conduct of the work, and with all federal, state and local laws and policies of non-discrimination, sexual harassment, prevailing wages and others applicable thereto; and all such orders or decrees as exist at the present and which may be enacted later, of bodies or tribunals having jurisdiction or authority over the work and no plea of misunderstanding or ignorance thereof will be considered. He shall indemnify and save harmless HH and all its Board of Directors, officers, agents, employees and servants against any requirement, claim or liability arising from or based on the violation of any such law, ordinance, regulation, order or decree, whether by himself or his employees.

17. Subcontracting: Bidders submitting qualifications may subcontract portions of the project to subcontractors. If subcontractors are to be used, the name of the proposed subcontractor(s) must be clearly identified in the solicitation. However, following award of a contract, no additional subcontracting or changes in subcontractors will be allowed without express prior written consent of HH. Bidders shall provide with their bid proposal form Attachment F, if applicable.

18. Withdrawal of Bids: Bidders may not withdraw their bid after the bid opening without the approval of HH. Requests to withdraw a bid must be in writing and properly signed. Bidders may, however, withdraw their bid at any time prior to the scheduled bid opening. No bid will be opened which is received after the time and date scheduled for the bids to be received.

19. Halifax Health’s Agent: HHMC, Halifax Health, its employees, or agents, may represent H.H.

Holdings, Inc. in all matters pertaining to this bid submittal and in negotiation of any contract issued pursuant hereto.

20. Investigation: It shall be the responsibility of the Bidders to make any and all investigations necessary to become thoroughly informed of what is required and specified in the bid. No plea of ignorance by the Bidders of conditions that exist or may hereafter exist as a result of failure or omission on the part of the Bidders to make the necessary examinations and investigations will http://www.leg.state.fl.us/Statutes/index.cfm?App_mode=Display_Statute&URL=0200-0299/0286/Sections/0286.011.html

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 8 be accepted as a basis for varying the requirements of HH of the compensation to the Bidder.

21. Bidder Capability: HH reserves the right to require of the Bidder proof of his/her capability to perform as required by the specifications. However, prequalification of the Bidder shall not be required.

22. Trades: Whenever vehicles and/or equipment are offered for trade, if, in the opinion of HH, the price(s) offered is considered by HH to be too low, HH reserves the right to withdraw all or any one of said vehicles and/or equipment and adjust as the final bid offer the difference.

23. Taxes: HH is exempt by law from paying the State of Florida Sales Tax, State of Florida Use Tax and Federal Excise Tax upon HH works and purchases. Include sales tax as appropriate in your bid submission. If Halifax elects to purchase any material required for the performance of this work, a change order will be issued deducting the amount of the purchase including sales tax from the award.

24. Default: In case of default by successful Bidder, HH will procure articles or services from other sources and hold the contractor responsible for any excess cost incurred as provided for in Article 2 of the Uniform Commercial Code.

25. Cancellation: HH reserves the right to cancel the whole or any part of the contract if the contractor fails to perform any of the provisions in the contract or fails to make delivery within the time stated.

The contractor will not be liable to perform if situations arise by reason of strikes, acts of God or public enemy, acts of HH, fires or floods.

25.1 Whenever special conditions are written into the Specifications which are in conflict with conditions stated in the instructions to Bidders, the conditions stated in the Scope of Work shall take precedence.

26. Patented Devices, Materials, and Processes: It is mutually understood and agreed that without exception contract prices are to include all royalties and costs arising in the work. It is the intent that whenever the Bidder is required or desires to use any design, device, material, or process covered by letters or patent or copyright, the right of such use shall be provided for by suitable legal agreement with the patent owner. The Bidder in all cases shall indemnify and save harmless HH from any and all claims for infringement by reason of the use of any such patent design, device, materials, or process, to be performed or used under the contract, and shall indemnify and save harmless HH for any costs, expenses, attorney’s fees, and damages which it may be obligated to pay, by reason of any such infringement at any time during the prosecution or after the completion of the work.

27. Protection and Restoration of Property: It is understood that in the execution of the work herein provided for there may be interference with and/or damage to trees, shrubbery, crops, fences, overhead structures such as poles, wires, cables, underground structures such as sewers, gas mains, telephone conduits and cables, water mains, drains, service connections, wires, pipes, conduits, located along, adjacent to, and/or crossing the locations of the work; and that may be necessary to relocate or reconstruct certain of such structures, improvements, and installations and/or to make repairs to the same by reasons of doing the work herein provided for, and it is therefore particularly and specifically agreed that the Bidder except as otherwise herein provided shall do the work necessary for such relocation, reconstruction, and repair and shall bear and pay all of the cost and expense of such relocation, reconstruction, and/or repair of, and all damage done to any and all such pipe line and other structures, improvements, and installations, including

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 9 service connections, if any, to adjacent property, existing at the date of the execution of the contract and/or existing, during the period of the work to be done under the contract, which may be interfered with, damaged, and/or necessarily relocated, reconstructed, or repaired in the performance of the work herein provided for, including the restoration and resurfacing of unpaved portions of public streets and alleys, rights-of-way, easements, and private property damaged or disturbed by the work, the same to be work or relocation.

27.1 It is further agreed that the owners of any structures, improvements, installations, referred to in the preceding paragraph shall have the right to do the work or any part thereof necessary for the relocation, reconstruction, replacement, repair, and other work required restored to as good condition as the same existed at the time of the commencement of any such by reason of any interference with and/or damage to such structures, improvements, installations, due to the prosecution of the work and upon completion of such work by them done, said owners may render bills to the Bidder for the cost and expenses thereof which bills shall be paid by the Bidder without extra compensation therefore from HH, upon demand by said owners, or upon demand made by HH upon the Bidder for the payment thereof.

27.2 The Bidder shall not conduct any generation, transportation, or recycling of construction or demolition debris, clean or general or uncontaminated soil generated during construction, remodeling, repair, and demolition of utilities, structures, and roads that is not commingled with any waste, without the maintenance of the manifest document on file with the Facilities

Director, identifying the hauler, generator, place of origin of the debris or soil, the weight or volume of the debris or soil, and the location, owner, and operator of the facility where the debris or soil was transferred, disposed, recycled or treated. This document must be maintained by the Bidder for three (3) years.

28. Insurance Responsibility for Damage Claims: The successful Bidder shall provide all insurance necessary to protect and save harmless Halifax Holdings, Inc., HH and its Board of Directors, officers and employees. Said insurance shall include contractual liability equal to the following indemnification and hold harmless agreement:

28.1 “The Bidder agrees to indemnify and save harmless HH, its Board of Directors, officers, agents and employees from and against all loss and expenses (including costs and attorneys’ fees) by reason of liability imposed by law upon HH for damages because of bodily injury, including death at any time resulting there from sustained by any person or persons on or account of damage to property, including loss of use thereof, arising out of or in consequence of the performance of this work, whether such injuries to persons or damage to property be due to the negligence of the Bidder, his Subcontractors or HH.”

28.2 The Bidder agrees to purchase a policy of insurance, which shall include HH as an additional insured or provide separate coverage for HH with an owner’s protective policy.

The minimum amounts of insurance shall be as follows, except that no restrictions on occurrence limits will be permitted:

Bodily Injury, Liability, Property Damage Liability

Each Occurrence/Each Occurrence/Aggregate $1,500,000/$250,000/$1,500,000

All such insurance must include an endorsement whereby the insurer agrees to notify HH

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 10 at least thirty (30) days prior to non-renewal, reduction or cancellation. The Bidder shall cease operations on the project if the insurance is canceled or reduced below the required amount of coverage. All costs for insurance as specified herein will not be paid for separately, but shall be considered as incidental to the contract.

29. Workers Compensation Act: The Bidder further agrees to insure his employees and their beneficiaries and to the employees and the beneficiaries of any subcontractor employed from time to time by him on said work, the necessary first-aid, medical, surgical, and hospital services and any compensation provided for in the Workers Compensation Act of the State of Florida that is or may be in force in the State.

29.1 Such insurance shall be placed by said Bidder in a company or association (to be approved by HH authorized under the laws of the State of Florida to insure the liability above specified.

Said Bidder hereby further agrees to indemnify, keep and save harmless HH from all action, proceedings, claims, judgments, awards, and costs, loss, damages, expenses, and attorney’s fees which may in any way come against HH by reason of any accidental juries or death suffered by any of his employees or the employees of any subcontractor employed by him in and about the performance of the work provided for in the contract, and any and all liability resulting thereupon; and said Bidder, in case of any suit, action or proceeding on account of any or all of the foregoing shall defend the same for and on behalf of HH and indemnify HH therefore, and pay the amount of any and all awards and final judgments and orders rendered and entered therein, together with all loss, costs, damages, attorney’s fees, and expenses incurred therein. Said Bidder shall be the sole employer of its employees and workers, and in no way so shall HH be considered a joint employer of same under any circumstance.

30. Subletting or Assignment of Work: If the Bidder sublets the whole or any part of the work to be done under the contract, with or without the written consent of HH, he shall not, under any circumstances, be relieved of his liabilities and obligations. All transactions of the Engineer shall be with the Bidder; subcontractors shall be recognized only in the capacity of employees or workmen and shall be subject to the same requirements as to character and competence. In case any party or parties, to whom any work under the contract shall have been sublet, shall disregard the directions of the Engineer or his duly authorized representatives, or shall furnish any unsatisfactory work or shall fail or refuse in any way to conform to any of the provisions or conditions of the contract, then in that case, upon the written order of the Engineer, the bidder shall require said party or parties in default to discontinue work under the contract. Said work shall be corrected or made good and shall be continued and completed by the said Bidder or by such other party or parties as are approved by the Engineer, in the manner and subject to all of the requirements specified in the contract.

31. Prosecution of Work: The Bidder shall begin the work to be performed under the contract no later than ten (10) days after the execution and acceptance of the contract, unless otherwise provided. The work shall be conducted in such a manner and with sufficient materials, equipment and labor as is considered necessary to insure its completion within the time specified in the contract. The Bidder shall solely be fully responsible for complying with State and local prevailing wage requirements in accordance with the Bidders Certification (see Attachment “B”), and for all wage rate and hour regulations and applications.

PART II: Project Description and Scope of Work

1. Intent: The intent of this solicitation is to seek the services of a qualified Contractor to provide a complete turnkey project for the replacement of the existing linear accelerator equipment within one of the vaults at the Charles L. and Miki N. Grant Cancer Center for Hope, including

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 11 assistance with removal of existing equipment, installation of owner-provided Elekta linear accelerator equipment, and all associated mechanical and electrical modifications required to support the new equipment's fit and function.

Scope of Work: The qualified contractor shall provide a complete turnkey project for the replacement of the existing linear accelerator equipment within one of the vaults at the Charles L.

and Miki N. Grant Cancer Center for Hope, located at 303 N. Clyde Morris Blvd., Daytona Beach, FL 32114. The scope includes assisting with the removal of existing equipment, installation of owner-provided Elekta linear accelerator equipment, and all associated mechanical, electrical, and infrastructure modifications required to support the new equipment's fit and function in accordance with the project plans and specifications.

The Cancer Center will remain operational during portions of the project, requiring an experienced contractor familiar with the unique requirements of performing construction activities within an active healthcare environment. The contractor shall maintain a safe, clean, and controlled work area and comply with all Halifax Health policies and procedures regarding contractor access, background screening, identification, and infection prevention requirements.

The contractor shall provide a turnkey, all-inclusive scope of work in their bid proposal including, but not limited to, the following:

• Coordinate all project activities with the Halifax Health Facilities & Engineering team.

• Furnish all labor, supervision, materials, equipment, tools, permits, and resources necessary to complete the project.

• Assist with the removal and disposal of the existing linear accelerator equipment.

• Install owner-provided Elekta linear accelerator equipment in accordance with manufacturer requirements and project documents.

• Provide and modify all associated mechanical, electrical, and support systems required for proper operation of the new equipment.

• Perform all work necessary to ensure the new equipment's fit, function, and operational readiness as indicated in the engineering drawings and specifications.

• Coordinate with Halifax Health and equipment vendors as required to facilitate installation, testing, commissioning, and project turnover.

• Provide a complete and operational turnkey installation ready for clinical use.

2. Pre-Bid Meeting and Site Visit: Pre-bid meetings are mandatory. Information on the date, time, and location of the meeting is located in ITB, Part 1, Section 2: Timeline of Events.

a. If needed, Site Visit’s generally take place directly following the pre-bid meeting.

Each Bidder should take this into account with their schedules when attending the pre-bid meeting. If, due to scheduling conflicts between Construction Services and HH Stakeholders, the Site Visit may be postponed until a later date.

Any updates to the postponed Site Visit will be posted via an Addendum to the Bonfire website. It is each Bidder’s responsibility to check the Bonfire website for any changes throughout the bidding process and prior to submitting a bid proposal.

3. General: The following items are standard general conditions that may apply to this solicitation:

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a. Various pre-construction activities associated with the project.

b. Architectural/engineering, review/evaluation, development and construction of the various utilities needed to serve the new structure. Please note that civil engineering services will not be needed.

c. Preparation of the existing site to receive the new building equipment, including any existing infrastructure relocations that may need to be made.

d. Demolition of existing site structures.

e. Analysis and advice on the selection of MEPFP designs, materials and construction techniques that best serve the project cost and schedule, including utility relocations.

f. Locate existing utilities (water, sewer, electric, natural gas, fiber, etc.)

g. Life cycle cost analysis for various alternative equipment or material selections.

h. Coordination of pre-commissioning and commissioning activities.

i. Minimization of site disturbance.

j. Preliminary review of planning and permitting requirements to meet local planning, zoning, and permitting requirements.

k. Identification of long lead and pre-purchase items.

4. Disqualifications of Bidders:

a. Evidence of Collusion.

b. Lack of competency. HH may declare any Bidder ineligible, at any time during the process of receiving Bids or awarding the Contract, if developments arise which, in his opinion, adversely affects the Bidder's responsibility. The Bidder will be given an opportunity, by HH, to present additional evidence before final action is taken.

c. Lack of responsibility as shown by past work judged by HH from the standpoint of workmanship and progress

d. Incomplete work for which the Bidder is committed by Contract, which in the judgement of HH might hinder or prevent the prompt completion of work under the contract

6. Contract: Successful Bidders shall be required to execute a contract with HH at the time the bid award is made. This contract shall provide for the payment of costs and reasonable attorney fees for the enforcement of said contract in the event it is necessary for HH to enforce performance through its attorney. Failure to properly perform any contract shall constitute good cause for the elimination of a vendor or vendors from our bid list. Delivery schedules are a condition to every contract and strict adherence thereto will be required. All contracts shall be construed pursuant to the laws of the State of Florida. At the discretion of HH a Purchase Order may serve as a contract in which case all terms of the bid and the Purchase Order will be binding.

HH payment terms are NET 45 days (F.S. 218.74, Local Government Prompt Payment Act) after

Hospital acceptance of the items ordered. If a discount is offered for prompt payment, the Hospital will date from the date of the receipt of the invoice or receipt of item whichever is later.

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7. Commencement of Work: The Contractor is cautioned not to commence any billable work or provide any material or service under this contract until the Contractor receives a purchase order for such work or is otherwise directed to do so in writing by HH.

8. Nonconformance to Contract Conditions: Items offered may be tested for compliance with bid conditions and specifications. Items delivered, not conforming to bid conditions or specifications, may be rejected and returned at vendor’s expense. Bidder's failure to deliver any of the items ordered within the time frame specified will be considered valid grounds for canceling the entire order or any part thereof. Goods or services not delivered as per delivery date in bid and/or purchase order may be purchased on the open market. Any increase in cost may be charged against the bidder. Additionally, the hospital shall be reimbursed by the vendor for documented expenditures including necessary facility modifications. Any violation of these stipulations will result in vendor’s name being removed from HH’s vendor list.

9. Performance Guarantees: The Bidder shall guarantee the work to be free from defects of any nature for a period of one year from and after the final acceptance and payment for the work by

HH, and the Bidder shall maintain said work and shall make all needed repairs and/or replacements during this one year period which in the judgment of the Board of Directors, may be necessary to ensure the delivery of the work to HH in first-class condition and in full conformity with the plans and specifications therefore, at the expiration of the guarantee period.

10. Performance and Payment Bonds: A Performance Bond issued in a sum equal to one hundred percent (100%) of the total contract price issued by a surety company considered satisfactory by

HH and authorized to transact business in the State of Florida shall be required from the successful Bidder for the purposes of insuring the faithful performance of the obligations imposed by the resulting contract.

a. A Payment Bond issued in a sum equal to one hundred percent (100%) of the total awarded contract amount by a surety company considered satisfactory by HH and authorized to transact business in the State of Florida shall be required from the successful Bidder for purposes of protecting HH from lawsuits for non-payment of debts as might be incurred during the successful Bidder’s performance under such contract.

b. The Performance and Payment Bonds shall be in the form and contain the content set forth in Florida Statutes §255.05 and shall be recorded in the public records of HH and filed with HH prior to commencement of the Work.

c. In lieu of the bonds required by this section, the successful Bidder may file with HH an alternative form of security which shall be in the form of cash, money order, certified check, cashier's check, irrevocable letter of credit or a security of the type listed in Part

II of Chapter 625, Florida Statutes. Such alternative forms of security shall be for the same purpose and shall be subject to the same conditions as those applicable to the bonds required by this section. The determination of the value and acceptability of such alternative forms of security shall be made by HH.

d. The bonds shall be executed by the successful Bidder and a surety authorized to do business as a surety in Florida and who is otherwise acceptable to HH. Prior to commencing work, it shall be the successful Bidder’s responsibility to record in the

Public Records of the executed Performance Bond and Payment Bond.

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PART III: The ITB Process

1. Questions Submission: HH invites interested and registered Suppliers to submit questions regarding the ITB. Questions must be submitted via Halifax Health Procurement Portal http://halifaxhealth.bonfirehub.com by the time and date reflected in the ‘Timeline of Events’ section.

A. Bidders are strongly encouraged to ask any questions regarding this ITB prior to end of the Q&A period of September 18, 2026, at 12:00 PM EST.

http://halifaxhealth.bonfirehub.com/

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 15

B. If you have any technical questions related to the Halifax Health Procurement Portal registration or submissions, please contact Bonfire at Support@GoBonfire.com. See Exhibit “A” for frequently asked questions.

2. Addenda to the ITB: HH reserves the right to modify this solicitation by addenda.

Addenda may modify any aspect of this solicitation. Any addenda issued will be posted on Halifax Health Procurement Portal. It is the Bidder’s responsibility to check the tool for any changes throughout the procurement process and prior to submitting a bid.

3. INSTRUCTIONS TO BIDDERS:

3.1 Submission of Bids: General Contractors with demonstrated expertise on similar projects are invited to submit a bid package. A prospective Bidder who does not meet all of the mandatory requirements under this section will not be considered a responsive Bidder and, in HH’s sole discretion, may be deemed ineligible to submit a bid for consideration. Bidders must:

A. Bid submissions will be received through the Halifax Health Procurement Portal http://halifaxhealth.bonfirehub.com for the documents and specification materials set forth in this solicitation. Bid proposals must be submitted no later than the due date of

B. October 5, 2026, at 12:00 PM EST with no exceptions; late bids will not be accepted and will be rejected. NOTE: Hardcopy, Email, and Facsimile (FAX) bid submittals will NOT be accepted.

C. Contact Bonfire technical support at support@gobonfire.com if technical difficulties arise during bid submission. Note: Bidders are strongly encouraged to be proactive with their bid submittals should any technical difficulties arise.

D. Have no conflicts of interest prohibited by applicable law with HH, its Board of Commissioners or Committees, nor with regard to any other work performed by the Bidder for HH.

E. Adhere to the instructions in this solicitation for the preparation and submittal of bid packet.

F. Complete and provide all mandatory required documents as listed in Section 3.2 below.

G. Be registered to conduct business in the State of Florida.

3.2 Bid Organization and Mandatory Requirements: This solicitation provides potential Bidders with sufficient information to enable them to prepare and submit bids for said project.

HH is supplying a base of information to ensure uniformity of responses. This solicitation also contains the instructions governing the submittal of a bid proposal and the materials to be included therein which must be met in order to be eligible for consideration. All submittals must be complete as to the information requested in this ITB in order to be considered responsive and eligible for award. Bidders providing insufficient details will be deemed non-responsive.

Bid proposals must include the following documents and must be organized as described below:

A. Cover Letter: Limit to one page. The cover letter shall be signed by the Bidders mailto:Support@GoBonfire.com http://halifaxhealth.bonfirehub.com/ mailto:support@gobonfire.com

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 16 authorized representative. The letter shall indicate the Bidder’s commitment to provide the services proposed at the price and schedule as included in their bid proposal.

B. Proposed Scope

C. Project Approach

D. Key Personnel

E. Previous Experience: Provide three (3) examples of similar construction projects that your team has completed and executed.

F. Current References: Minimum of three (3) professional references within the past five (5) years and the same or similar scope as this ITB.

G. Project Schedule Timeline: Provide a preliminary schedule for design and completion of the construction project noting the major milestones.

H. Schedule of Values

I. Billable Rates

J. Include Items L through S below

SUBMIT THE FOLLOWING ITEMS UPLOADED WITH YOUR BID PROPOSAL TO THE BONFIRE SITE

K. Bidders Proposal (Includes items A-J above AND items L through V below)

L. Attachment “A” – Sworn Statement on Public Entities Crimes

M. Attachment “B” – Bidders Certification (Non-Collusion)

N. Attachment “C” – Human Trafficking Attestation

O. Attachment “D” – Scrutinized Companies

P. Attachment “E” – Foreign Countries of Concern

Q. Attachment “F” – Subcontractors List, if applicable

R. Attachment “G” – Total Project Cost (All-inclusive pricing including proposed materials, equipment brands and models (with justifications), and installation methods)

S. Attachment “H” – Bid Questionnaire (Located under “Requested Information” on Bonfire site.)

T. Verification of Business Registration with Florida Department of State, Division of

Corporations (Sunbiz) and any applicable licenses

U. Copy of current Certificate of Insurance with minimum of appropriate coverage

(see ITB PART I: Introduction and General Conditions, Item 28 and Item 29)

V. IRS W9 Form - Completed and signed

REFERENCE THE FOLLOWING DOCUMENTS IN ORDER TO PREPARE THE BID

W. EXHIBIT 1 - Linear Accelerator Bid Set

4. Basis of Award: Contract award may be made to the lowest responsive and responsible bidder that is the most advantageous to HH.

A. Each bid submittal will be reviewed individually and in the context with all other submittals received. Bids must be fully responsive to the requirements described in this ITB and to any subsequent requests for clarification or additional information made by HH through email or written addenda to this ITB. Submittals failing to comply with the submission requirements, fail to respond to any questions, or those unresponsive to any part of this

ITB, may be disqualified. There is no obligation on the part of HH to award the bid to the

PROJ-26-093B – LINEAR ACCELERATOR REPLACEMENT Page 17 lowest priced Bidder. HH reserves the right to award the contract to the Bidder submitting the best overall responsive bid which is most advantageous to the best interest of HH, and consistent with the submittal criteria including specifications provided. HH shall be the sole judge of submittals being in its best interests.

B. As part of the review process, HH may investigate references, including but not limited to, a record check of consumer affairs complaints. Submission of a bid in response to this ITB constitutes acknowledgment of the investigation process and consent to HH’s investigation.

HH is the sole judge in determining Bidder's qualifications.

C. Bid submittals are subject to acceptance within 120 days of opening.

D. Review Team: A review team composed of HH staff shall evaluate and recommend an award to Halifax Health’s Executive team.

E. Review of Submittals: The review team will recommend selection of a Bidder to the Halifax Health Executive team. The Halifax Health Executive Team may approve, reject or revise the review team’s recommendation consistent with the scoring criteria and may direct the review team to commence negotiations with the Bidder selected for award. If the review team is not successful in negotiations with the selected Bidder, HH reserves the right to terminate negotiations with the selected Bidder and proceed to the next selected Bidder and so forth until review team successfully negotiates a contract with a Bidder. During negotiations, HH reserves the right to request additions and/or deletions to the selected Bidder’s bid so long as such additions and/or deletions do not substantively or substantially change the selection of the Bidder based on the scoring criteria.

F. Ownership of Bid Submittals: HH shall retain all bids submitted and reserves the right to use any idea in a bid regardless of whether or not that bid is selected. Further, this ITB and all representations in the bid of the successful Bidder shall be incorporated by reference into the resulting contract.