miami b ITB 2027-033-ND.pdf

Invitation to Bid (ITB)

2027-033-ND

Maintenance of Street Lighting on all Roads Within the Miami Beach City Limits

TABLE OF CONTENTS

SOLICITATION SECTIONS:

0100 INSTRUCTIONS TO BIDDERS

0200 GENERAL TERMS AND CONDITIONS

0300 BID SUBMITTAL INSTRUCTIONS & FORMAT

APPENDICES:

APPENDIX A CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVIT

APPENDIX B MINIMUM REQUIREMENTS, SPECIFICATIONS & SPECIAL

CONDITIONS

APPENDIX C COST PROPOSAL FORM

APPENDIX D INSURANCE REQUIREMENTS

APPENDIX E MIAMI BEACH CITYWIDE LIGHTING STANDARDS

SECTION 0100 INSTRUCTIONS TO BIDDERS

1. GENERAL.

This Invitation to Bid (ITB) is issued by the City of Miami Beach, Florida (the "City") as the means for prospective Bidders to submit their qualifications, proposed scopes of work, and cost proposals (the "bid") to the City for the City's consideration as an option in achieving the required scope of services and requirements as noted herein. All documents released in connection with this solicitation, including all appendixes and addenda, whether included herein or released under separate cover, comprise the solicitation and are complementary to one another and together establish the complete terms, conditions, and obligations of the Bidders and, subsequently, the successful Bidders(s) (the "Contractor[s]") if this ITB results in an award.

The City utilizes Bidnet Direct (City of Miami Beach - Bid Opportunities and RFPs | BidNet Direct) for automatic notification of competitive solicitation opportunities and document fulfillment, including the issuance of any addendum to this ITB. Any prospective Bidder who has received this ITB by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this ITB. Failure to receive an addendum may result in disqualification of the proposal submitted.

2. BACKGROUND/PURPOSE.

The purpose of this solicitation is to establish a contract, by means of sealed bids, with a qualified firm(s), to supply all labor, materials, tools, and equipment necessary to provide street lighting maintenance for all roads within the limits of Miami Beach, on an as-needed basis, as further detailed in Appendix B.

On December 22, 2021, the City issued Invitation to Bid (ITB) 2022-094-AY for maintenance of street lighting on all roads within the Miami Beach city limits. On February 9, 2022, the Mayor and City Commission approved the award of contracts on an ordinal basis (primary, secondary, tertiary). The current contracts for these services expire in February 2027. As such, the City is seeking a replacement contract(s) for the maintenance of street lighting on all roads within the Miami Beach city limits with an estimated annual expenditure of $185,000.00. Interested contractors are invited to submit bids in response to this ITB.

3. SOLICITATION TIMETABLE. The tentative schedule for this solicitation is as follows:

ITB Issued October 13, 2026 Pre-Bid Meeting October 28, 2026, at 2:00 pm ET

Join on your computer or mobile app https://teams.microsoft.com/meet/235911736247201?p=B4ogZb5zSpwB1qG4Z9 Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 382 434 102#

Deadline for Receipt of Questions

November 11, 2026, at 5:00 pm ET

Responses Due November 30, 2026, at 3:00 pm ET Join on your computer or mobile app https://teams.microsoft.com/meet/2115367571656626?p=6v9Jjvd5fLnkziKTUZ Or call in (audio only)

+1 786-636-1480 United States, Miami Phone Conference ID: 467 936 240#

Tentative Commission Approval Authorizing Award

TBD

4. PROCUREMENT CONTACT. Any questions or clarifications concerning this solicitation shall be submitted to the Procurement Contact noted below:

Procurement Contact: Telephone: Email:

Natalia Delgado (305) 673-7490 NataliaDelgado@miamibeachfl.gov Additionally, copy the City Clerk on all communications via email at RafaelGranado@miamibeachfl.gov or via facsimile at 786-394-4188.

The Bid title/number shall be referenced in all correspondence. All questions or requests for clarification must be received no later than fifteen (15) calendar days before the date proposals are due as scheduled in Section 0200-3. All responses to questions/clarifications will be sent to all prospective Bidders as an addendum.

5. PRE-BID MEETING OR SITE VISIT(S). A pre-bid meeting or site visit(s) may be scheduled. Attendance for the pre-bid meeting shall be via web conference and recommended as a source of information but is not mandatory. Bidders interested in participating in the pre-bid meeting must follow these steps:

Join on your computer or mobile app https://teams.microsoft.com/meet/235911736247201?p=B4ogZb5zSpwB1qG4Z9 Or call in (audio only) +1 786-636-1480 United States, Miami Phone Conference ID: 382 434 102#

Bidders participating via telephone should email the contact person listed in this ITB expressing their intent to participate via telephone.

6. PRE-BID INTERPRETATIONS. Oral information or responses to questions received by prospective Bidders are not binding on the City. They will be without legal effect, including any information received at the pre-submittal meeting or site visit(s). The City, through Addenda, will issue interpretations or written addenda clarifications considered necessary by the City in response to questions. Only questions answered by written addenda will be binding and may supersede terms noted in this solicitation. Addenda will be released through Bidnet Direct. Any prospective bidder who has received this ITB by any means other than through Bidnet Direct must register immediately with Bidnet Direct to ensure it receives any addendum issued to this ITB. Failure to receive an addendum may result in disqualification of the bid submittal. Written questions should be received no later than the date outlined in the Anticipated ITB Timetable section.

7. BIDDER'S RESPONSIBILITY. Before submitting a response, each Bidder shall be solely responsible for making all investigations, evaluations, and examinations, as it deems necessary, to ascertain all conditions and requirements affecting the full performance of the contract. Ignorance of such conditions and requirements, or failure to make such evaluations, investigations, and examinations, will not relieve the Bidder from any obligation to comply with every detail and with all provisions and requirements of the contract and will not be accepted as a basis for any subsequent claim whatsoever for any monetary consideration on the part of the Bidder.

8. CONE OF SILENCE. Pursuant to Section 2-486 of the City Code, all procurement solicitations, once advertised and until an award recommendation has been forwarded to the City Commission by the City Manager, are under the "Cone of Silence." The Cone of Silence ordinance is available at http://library.municode.com/index.aspx?clientID=13097&stateID=9&statename=Florida. Any communication or inquiry in reference to this solicitation with any City employee or City official is strictly prohibited, with the exception of communications with the Procurement Director or their administrative staff responsible for administering the procurement process for this solicitation, providing said communication is limited to matters of process or procedure regarding the solicitation. Communications regarding this solicitation are to be submitted in writing to the Procurement Contact named herein with a copy to the City Clerk at rafaelgranado@miamibeachfl.gov.

9. METHOD OF AWARD. Following the review of bids and application of vendor preferences, the lowest responsive, responsible bidder(s) meeting all terms, conditions, and specifications of the ITB will be recommended for award by bid item, bid group, or for the entirety of all bid items, as deemed in the best interest of the City, to the City Manager for consideration. After considering the staff recommendation for award, the City Manager shall exercise his due diligence and recommend to the Mayor and City Commission the bid that the City Manager deems to be in the City's best interest. The City Commission shall consider the City Manager's recommendation(s) and may approve or reject the City Manager's recommendation(s).

Notwithstanding the foregoing, should the total award amount fall below the formal bid thresholds detailed in Section 2-366 of the City Code, as may be amended from time to time, the City Manager may issue the award(s) without approval of the Mayor and City Commission. The City Commission may also reject all bids received. In determining the lowest and best Bidder, and in addition to price, Section 2-369 of the City Code provides that the City may consider the following:

• The Bidder's ability, capacity, and skill to perform the contract.

• Whether the Bidder can perform the contract within the time specified, without delay or interference.

• The Bidder's character, integrity, reputation, judgment, experience, and efficiency.

• The quality of performance of previous contracts.

• The previous and existing compliance by the Bidder with laws and ordinances relating to the contract.

10. MULTIPLE AWARD. The City may award two or more vendors (primary, secondary, tertiary, or higher), as available, by line item, by group, or in its entirety, beginning with the lowest, responsive, responsible Bidder (primary), followed by the second lowest, responsive, responsible Bidder (secondary), and continuing with other responsive, responsible bidders in order of the next best cost. The City will endeavor to utilize vendors in order of award. However, the City may utilize other vendors in the event that: 1) a contract vendor is not or is unable to comply with any contract or delivery requirement; 2) it is in the best interest of the City to do so, regardless of reason.

Bidder acknowledges and agrees that this contract and the award of any work hereunder is non-exclusive, and the City may, at its sole and absolute discretion, award similar services or work to other firms under contract with the City (either as a co-primary contractor or as secondary or tertiary contractors). No Purchase Order shall be issued to Contractor, and no work or Services shall be authorized under this Agreement, except at the City's sole discretion. The Contractor shall have no entitlement to perform any services hereunder or to be compensated for any services unless set forth in a written Purchase Order.

11. E-VERIFY. As a Contractor, you are obligated to comply with the provisions of Section 448.095, Fla.

Stat., "Employment Eligibility." Therefore, you shall utilize the U.S. Department of Homeland Security's E- Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the contract and shall expressly require any subcontractors performing work or providing services pursuant to the contract to utilize the U.S. Department of Homeland Security's E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Contract term.

12. BIDNET DIRECT. The Procurement Department utilizes Bidnet Direct, as its electronic bidding (e-Bid) platform. If you would like to be notified of available competitive solicitations released by the City, you must register through Bidnet Direct, www.bidnetdirect.com/florida/cityofmiamibeach. Registration is easy and will only take a few minutes. For detailed instructions on registering and submitting electronic bids, visit How to Become a Vendor? - City of Miami Beach.

If you have any questions regarding this system or registration, please visit the link above or contact Bidnet Direct at support@bidnet.com or 1-800-835-4603 option 2.

13. HOW TO MANAGE OR CREATE A VENDOR PROFILE ON VENDOR SELF-SERVICE (VSS). In addition to registering with Bidnet Direct, the City encourages vendors to register with our online Vendor Self- Service web page, allowing City vendors to easily update contacts, attachments (W-9), and commodity information. The VSS webpage https://selfservice.miamibeachfl.gov/vss/Vendors/default.aspx will also provide purchase orders and payment information.

Should you have any questions, please submit them to vendorsupport@miamibeachfl.gov.

14. SUPPLIER DIVERSITY. The City has established a registry of LGBT-owned businesses, as certified by the National LGBT Chamber of Commerce (NGLCC), and small and disadvantaged businesses, as certified by Miami-Dade County. See authorizing resolutions here.

If your company is certified as an LGBT-owned business by NGLCC or as a small or disadvantaged business by Miami-Dade County, click on the link below to be added to the City's supplier registry (Vendor Self-Service) and bid system (Bidnet Direct, Supplier-to-Government). These are two different systems, and you must register for both.

Click to see acceptable certification and to register: https://www.miamibeachfl.gov/city-hall/procurement/how-to-become-a-vendor/.

15. BINDING CONTRACT. The signed bid shall be considered an offer on the part of the Bidder, which shall be deemed accepted upon award of the bid by the City Commission or as delegated by the City Commission.

Said award shall constitute a binding Contract between the City and the awarded Bidder (s). In case of default on the part of the successful Bidder, after said award, the City may take such action as it deems appropriate, including legal action, for damages or specific performance. The contract shall include the solicitation, all addenda issued by the City, and the Bid Proposal submitted by the Bidder. In any discrepancy between the documents, the order of preference shall be as follows: 1) Addendum in reverse order of release; 2) Solicitation; 3) Bid Proposal. In case of default on the part of the successful Bidder, the City may procure the items or services from other sources and hold the Bidder responsible for any excess cost occasioned or incurred thereby.

SECTION 0200 GENERAL TERMS AND CONDITIONS

FORMAL SOLICITATIONS TERMS & CONDITIONS - GOODS AND SERVICES. By virtue of submitting a bid in response to this ITB, Bidder agrees to be bound by and in compliance with the Solicitation Terms and Conditions (dated 3.23.2026), incorporated herein, located at:

https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

GENERAL CONDITIONS FOR CONSTRUCTION CONTRACTS. By virtue of submitting a bid in response to this ITB, Bidder agrees, as applicable, that all work shall be bound by and in compliance with the General Conditions for Construction Contracts (dated 3.23.2026), incorporated herein, located at:

https://www.miamibeachfl.gov/city-hall/procurement/standard-terms-and-conditions/

Balance of Page Intentionally Left Blank

SECTION 0300 BID SUBMITTAL INSTRUCTIONS AND FORMAT

1. ELECTRONIC RESPONSES ONLY. Bids must be submitted electronically through Bidnet Direct on or before the date and time indicated. Hard copy proposals or proposals received through email or facsimile are unacceptable and will be rejected.

A bidder may submit a modified bid to replace all or any portion of a previously submitted bid until the deadline for bid submittals. The City will only consider the latest version of the bid.

Electronic bid submissions may require the uploading of attachments. All documents should be attached as separate files per the instructions included in Section 4 below. Attachments containing embedded documents or proprietary file extensions are prohibited. It is the Bidder's responsibility to ensure that its bid, including all attachments, is uploaded successfully.

Only bid submittals received and time stamped by Bidnet Direct prior to the bid submittal deadline shall be accepted as submitted in a timely manner. Late bids cannot be submitted and will not be accepted. Bidders are cautioned to allow sufficient time to submit bids and upload attachments. Any technical issues must be submitted to Bidnet Direct by contacting 1-800-835-4603, option 2, or support@bidnet.com. The City cannot assist with technical issues regarding submittals and will in no way be responsible for delays caused by any technical or other issue.

It is the sole responsibility of each Bidder to ensure its proposal is successfully submitted in Bidnet Direct prior to the deadline for bid submittals.

2. NON-RESPONSIVENESS. Failure to submit the following requirements shall result in a determination of non-responsiveness. Non-responsive bids will not be considered.

1. Certification, Questionnaire & Requirements Affidavit (Appendix A, uploaded separately to Bidnet Direct).

2. Failure to comply with the Minimum Eligibility Requirements (Appendix B, Section B1, if applicable).

3. Cost Proposal Form (Appendix C)

3. OMITTED OR ADDITIONAL INFORMATION. Failure to complete and submit the Certification, Questionnaire & Requirements Affidavit (uploaded separately to Bidnet Direct), and the Cost Proposal, with the bid and by the deadline for submittals shall render the bid non-responsive. Non-responsive bids will not be considered. With the exception of the Certification, Questionnaire & Requirements Affidavit, and Cost Proposal Form as required and fully executed, the City reserves the right to seek any omitted information/documentation or any additional information from the Bidder or other sources, including but not limited to any firm or principal information, applicable licensure, resumes or relevant individuals, client information, financial information, or any information the City deems necessary to evaluate the capacity of the Bidder to perform in accordance with the contract requirements. Bidder must submit any omitted information/documentation or any additional information within three (3) business days upon request from the City, or the bid may be deemed non-responsive. Non-responsive bids will receive no further consideration.

4. ELECTRONIC BID FORMAT. In order to maintain comparability and facilitate the review process, it is strongly recommended that bids be organized and tabbed in accordance with the tabs and sections specified below. The electronic submittal should be tabbed as enumerated below and contain a table of contents with page references. The electronic bid shall be submitted through the "Documents Tab" in Bidnet Direct.

BID PROPOSAL. The Bid Proposal is to include the following:

• TAB 1 - Certification, Questionnaire & Requirements Affidavit (Appendix A, uploaded separately to Bidnet Direct)

FAILURE TO SUBMIT THE CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS

AFFIDAVITS WITH THE BID SHALL RESULT IN THE BID BEING DEEMED NOT

RESPONSIVE AND NOT BEING FURTHER CONSIDERED

• TAB 2 - Documentation indicating compliance with Minimum Eligibility Requirements (Appendix B, if applicable).

RELEASED VIA AN ADDENDUM) MAY RESULT IN THE BID BEING DEEMED NOT RED.

• TAB 3 - Cost Proposal Form The Cost Proposal Form (Appendix C) shall be completed in its entirety. All corrections on the Cost Proposal Form shall be initialed.

FAILURE TO SUBMIT THE MOST RECENT COST PROPOSAL FORM (EITHER

INCLUDED IN THE ORIGINAL ITB OR RELEASED VIA AN ADDENDUM) MAY RESULT IN

THE BID BEING DEEMED NOT RESPONSIVE AND NOT BEING FURTHER CONSIDERED.

APPENDIX A

Certification, Questionnaire &

Requirements Affidavits

(UPLOADED AS A SEPARATE ATTACHMENT)

FAILURE TO SUBMIT THE CERTIFICATION, QUESTIONNAIRE & REQUIREMENTS AFFIDAVITS

WITH THE BID SHALL RESULT IN THE BID BEING DEEMED NOT RESPONSIVE AND NOT BEING

FURTHER CONSIDERED

OT RESPONSIVE AND NOT BEING FURTHER CONSIDERED

2026-045-ND

Maintenance of Street Lighting on all Roads within the Miami Beach City

Limits

PROCUREMENT DEPARTMENT

1755 Meridian Avenue, 3rd Floor

Miami Beach, Florida 33139

APPENDIX B

Minimum Requirements, Specifications, and Special Conditions

B1. Minimum Eligibility Requirements. The Minimum Eligibility Requirements for this solicitation are listed below. Bidder shall submit the required submittal(s) documenting compliance with each minimum requirement. Bidders who fail to comply with minimum requirements shall be deemed non-responsive and shall not have their bid considered.

1. Bidder (defined as the Firm) must be a State of Florida Certified Licensed Electrical Contractor OR a Miami-Dade County Registered Licensed Electrical Contractor.

Required Submittals: Provide proof of license from the State of Florida Department of Business and Professional Regulations or Miami-Dade County.

B2. Statement of Work Required.

The work shall consist of service, repair, and maintenance of all roads in the City of Miami Beach, including State Roadway Street Lighting System (hereinafter referred to as the Lighting System), which consists of an approximate minimum of 834 street lighting fixtures located along Florida Department of Transportation (FDOT) arterial roadways, and 400 decorative lights. The Contractor(s) will perform continuous repairs and maintenance to the Lighting System to include light pole assemblies, foundation base, wiring, luminaire assembles, conductors, grounding system, pole cable distribution system, fuses, ballast assemblies, pull boxes, conduits, load center, transformers, control devices, photocells, service points, and other related miscellaneous subsystems and appurtenances, in accordance with the requirements of the Contract Documents or as directed by the Public Works Director, or the Street Lighting Operations Supervisor, herewith called Public Works-Operations located at 451 Dade Boulevard, Miami Beach, Florida.

The technical specifications cover the furnishing of all labor, materials, tools, testing, and equipment necessary to maintain the Lighting System (Group 1) in accordance with the latest minimum standards of the National Electrical Code (NEC) and the City's electrical standards. The City may, but is not required to, seek any additional labor, services, and materials needed to maintain the Lighting System pursuant to Group 2 under Appendix C, Cost Proposal Form.

B3. Specifications

GROUP 1 – MAINTENANCE & SERVICES

B3.1. Maintenance:

The Contractor shall ensure that all maintenance services comply with the following:

B3.1.1 Check the physical condition of the concrete base, T-base, hand-hole cover, and base fasteners.

B3.1.2 Check the power feed to the fuse to protect the luminaire.

B3.1.3 Check the fuse and fuse holder as well as their close fit. Replace the fuse and fuse holder as required.

B3.1.4 Physical check of pole circuit grounding.

B3.1.5 Check the physical condition of the arm and the luminaries, replacing components as required.

B3.1.6 Check current feed to luminaries to detect possible wiring problems inside the pole and arm.

B3.1.7 Check lamp condition and replace as required.

B3.1.8 Check power door and replace as required.

B3.1.9 Perform a visual inspection of the illumination pattern for correctness.

B3.2. System Evaluation:

B3.2.1 The City will evaluate the Lighting System on an as-needed basis. Any unsatisfactory situation that falls within the scope of this Contract shall be corrected when requested by Public Works- Operations within 48 hours.

B3.2.2 The Contractor shall perform a complete safety check at each location where any maintenance or work of any type is performed; this safety check shall be noted in the street light maintenance work order form. This form shall indicate the work order number and be signed by the Contractor Master or Journeyman Electrician licensed in Miami-Dade County or the State of Florida.

B3.3. Materials and Construction: All materials and construction shall be in compliance with these specifications.

B3.3.1. All materials delivered to the job shall be new and of the best quality of their respective grades, in accordance with the following specifications, and packed in their original sealed containers. All materials to be installed shall bear the Underwriters Laboratories, Inc. (U.L.) label.

B3.3.2 The Contractor shall use materials mentioned in these specifications as standard, and in no case will a substitute be allowed without written approval by Public Works Operations.

B3.3.3 All work and materials shall be protected at all times. During installation, conduit openings shall be closed with protective caps, and all materials shall be covered and protected against dirt, water, and mechanical or other injuries. All materials damaged during construction shall be replaced or repaired to the original condition by the Contractor.

B3.4. Contractor Patrol and Maintenance Crews:

B3.4.1 Dispatch patrol crews shall be responsible for conducting bi-weekly patrols of the Lighting System. Patrol logs shall be provided to the City and include the employee’s time card, indicating a nighttime inspection/operation, and shall be included with the monthly invoice. The patrol crew shall immediately report any streetlight outages or service disruptions requiring repair and shall perform minor maintenance tasks, including, but not limited to adjusting or replacing luminaries, lamps, parabolic lenses, fuses, and photocells. All lighting outages shall be addressed within 48 hours of being reported by Public Works-Operations.

B3.4.2 Log all activities, disruptions, and minor repairs in an inspection spreadsheet form that is preferably compatible with Geographic Information System (GIS) for potential integration into a citywide map. These logs should be available upon request on a monthly, quarterly, or annual basis and must include all Lighting System outages and repairs. The Contractor must maintain at a minimum 92% of the lights in working condition, as verified through nightly inspections conducted by the Contractor and the Public Works-Operations staff.

B3.4.3 Perform repairs reported by the patrol crews or directed by Public Works-Operations every Monday through Friday. During the required bi-weekly day inspection, the Contractor must report within 24 hours any lights found not working.

B3.4.4 Respond immediately to emergency or hazardous conditions related to the Lighting System, 24 hours a day, seven days a week, when directed by Public Works Operations.

B3.4.5 For all emergencies and as directed by Public Works-Operations, dispatch maintenance and repair crews with sufficient personnel, material, and equipment resources to safely secure the disruption site and complete the work within 2 hours of an outage being reported to the Contractor or identified by the patrol crew.

B3.5. Permits:

B3.5.1 The Contractor must obtain an annual permit for annual maintenance within the State Roadways (Roadway) from the City of Miami Beach Engineering Right-of-Way Division and the Florida Department of Transportation. There will be no permit fee by the City. If Florida requires a permit fee, the Contractor shall pay the annual permit fee. The City will reimburse the Contractor 100% of the cost of the permits only. Proof of cost will be required for permit(s) attained at the time of invoicing. No administrative fee is allowed to be assessed to the cost of the permit(s), and costs for re-inspections will not be reimbursed.

B3.5.2 When obtaining permits, Contractor must meet all the Maintenance of Traffic (MOT) standards per the latest Florida Department of Transportation Construction Manual.

B3.5.3 Lane closures are to be approved by Public Works-Operations. All planned lane or road closures on Miami-Dade County roadways must be formally permitted via the Department of Transportation & Public Works (DTPW). Any major Roadway intersection that requires significant work, such as trenching, will require the presence of an off-duty police officer.

B3.5.4 When obtaining permits, the Contractor shall give adequate notice to those in control of all properties affected by the maintenance or construction activities.

B3.6. Conduit Wiring:

Conduit and wiring are the same in all locations with minor changes as needed per location (refer to Appendix E, Miami Beach Citywide Lighting Standards).

Underground Conduit shall consist of 2 inch, Schedule 40 PVC. electrical grade conduit.

Conduit shall be installed at least 36 inches below grade.

Conduits must be securely attached using approved couplings to the base sleeves integrated into light pole foundations and electrical pull boxes.

Wiring shall consist of #6 THW copper conductors and #6 THW copper grounding wire.

B3.7. Ground Rod:

Two (2), Ten (10) foot copper/clad ground rods shall be installed in each electrical pull box, and an electric light pole shall be securely grounded as per the NEC and the City of Miami Beach electrical standard.

Electrical wiring will extend through the bases for connection to each pole. The work shall include all excavation, backfill, materials, and labor. Where such surface restoration is required, all work shall be performed in accordance with City standards.

Warning tape shall be placed at least one foot above all electrical conduits. Standoffs shall be used in accordance with the public utility company or as directed.

The Contractor shall also supply and install all items necessary for the proper operation of the Lighting System, including photocells, a ground wire connected to the ground lug at the pole base as shown on the electrical diagram, inline fuses and holders, non-delay fuses rated at 5 amps (either 300 volt or 600 volts depending on each pole), appropriate connectors, miscellaneous wiring, and related items.

B3.8. Utility Locations:

It is the Contractor's responsibility to call for and coordinate all Electrical Utility markings with Sunshine State One Call.

B3.9. Voltage:

The contractor shall verify the appropriate voltage of the work to be performed on-site.

B3.10.Trench Restoration and Compacting:

Trench restoration, compaction, and pavement restoration shall be performed by the Contractor per City standards and the FDOT Construction Standards.

B3.11. Disposal of Mercury, Vapor and High-Pressure Sodium Lamps (at the expense of the Contractor):

A3.11.1 Contractor shall be responsible for selecting a recycling company that complies with all County, State, and Federal regulations and laws.

A3.11.2 Disposal of mercury, vapor, and high-pressure lamps shall be done by one of the recycling companies listed by the Florida Department of Environmental Protection (DEP). The Contractor is responsible for always complying with the latest legislative rules regarding mercury vapor lamps and high-pressure sodium lamps. During the implementation of the Contract, evidence of the recycling process shall be presented quarterly to Public Works-Operations utilizing a service ticket issued by the recycling company to the Contractor. This ticket shall contain the Contractor’s name and address of the Contractor, the date, and the number of items recycled.

GROUP 2 – ADDITIONAL LABOR, SERVICES & MATERIALS

B3.12. Relocation of Facilities. The Contractor shall relocate Roadway street lighting facilities when directed by Public Works-Operations. Payment for this item shall be made upon presentation of appropriate documentation and approval by Public Works-Operations.

B3.13. Underground Damages. Contractor shall repair any damage caused by third parties, such as FPL, AT&T, Cable TV, other utilities, or any private contractor. The Contractor must first make repairs, identify who caused the damage, and charge the third party. To determine which entity was working in the area under a City permit, the Contractor may contact the Public Works-Right-of-Way Permits Division. Any underground damage not attributable to a third party shall be repaired by the Contractor at no cost to the City.

If City employees cause damage, the City will be responsible for the damage. An estimated labor cost per hour, equipment, and materials is required for approval by Public Works-Operations, and an invoice must be provided to the City at the end of the month.

In addition, if the Contractor places overhang electrical cables due to underground damage, the Contractor has 30 days to make permanent underground repairs and remove the overhang cable.

B3.13.1 Trenching and Directional Boring:

When making repairs to underground damage, Contractor shall survey the damage to determine the preferred method of restoration. When using directional boring, the Contractor will install underground conduit with a surface-launched drilling rig, causing minimal impact on the surrounding area. When utilizing trenching, Contractor will install underground conduit by excavating the ground.

B3.14. Pull Boxes: Electrical pull boxes 13” x 24” or 17” x 30”, depending on the scope of the work and location, shall be installed at the base of each pole.

B3.14.1 New street light pull boxes shall be:

a) Quazite Polymer Concrete Product No. PGI324BAI2 or approved equivalent - polymer concrete design constructed of Class 1 Concrete having a minimum compressive strength of 2,500 p.s.i. at twenty-eight (28) days, and have an open-bottom with brass hold-down bolts; or

b) (b) Brooks 38 series or approved equivalent.

In either case, the pull boxes shall be constructed per the above-specified manufacturer's size, materials, and performance specifications.

B3.14.2 In situations where the pull box is located outside of the sidewalk, i.e., swale area, the pull box is to have a five ft. concrete apron (6 inches thick) placed around it. The Contractor, in this situation, is to provide the cost of the pull box and installation to Public Works-Operations for approval before completing the work. Electrical pull box installation shall conform to the City’s standard pull box installations

B3.15. Pull Box Cover:

Pull box cover shall be Polymer Concrete Quazite Product No. PG1324HA00 or approved equivalent. No other design, size, modification, or materials shall be acceptable. Pull box covers should be marked "Street Lighting."

B3.16 Traffic Maintenance and Safety Provisions:

The Contractor shall be responsible for the provision, installation, and maintenance of all traffic control and safety devices in accordance with the Florida Department of Transportation Roadway and Traffic Design Standards. In addition, the Contractor is responsible for resetting all traffic control and information signage and pavement marking removed or damaged during the construction period. Excavated material or other stored material adjacent to the pavement Roadway shall be adequately marked for traffic safety at all times.

B3.17. Materials and Workmanship:

The Contractor shall provide the services of all workmen, electrical, tradespeople, and other employees trained and skilled in various occupations; and all materials except such as may be specifically identified; and shall construct entirely ready for its intended purpose, the structure of parts thereof covered by this Contract.

This Contract is intended to provide for the structure or parts thereon under consideration to be fully completed and suitable in every feature for the purpose designed, and the Contractor shall supply all materials and work incidental to, or described or implied as incidental to, the construction included under this Contract, notwithstanding any omission in the specifications. Wherever not explicitly defined, materials and quality of every kind shall be first class. The Contractor shall perform his work in proper sequence to the work of other Contractors and to acts or operations of the City, and shall properly join his work to existing or new construction.

B3.18. Maintenance and Equipment Construction:

The Contractor shall supply all tools and equipment of every kind, in ample quantity and capacity, in good working order and suitable to carry on the work of this Contract. Precautions shall be exercised at all times to protect persons and property. The safety provisions of the latest Occupational Safety and Health Act of 1970 and other applicable laws, building and construction codes shall be observed. Machinery, equipment, and other hazards shall be guarded in accordance with the safety provisions of the "Manual of Accident Prevention in Construction," published by the Associated General Contractors of America, to the extent that such provisions are not in contravention of applicable law.

B3.19 Emergency Work: The Contractor shall be responsible at all times, including normal work hours and on weekends, for the removal of knocked-down poles or parts of a pole, mast arm(s), luminaries(s), and repairs to the electrical system in such a manner as to prevent electrical shock to the department's workforce and to the general public. The Contractor shall respond and complete work, pertinent to emergency notifications received by the City, within 2 hours after receipt of the notification by Public Works-Operations and/or Control Room, and safely secure the disruption site. The Contractor shall also be responsible for responding to all other emergencies determined by the City. This includes circuit outages, lights determined to be high priority, and strong winds or hurricane damage. The Contractor must provide two contact names, (one of which should be a foreman), cell phone numbers, and email addresses for emergency availability 24 hours a day, 7 days a week, 365 days a year. The Contractor must respond to all emails with an update on the work performed and confirmation of the completion of the assigned job or task.

Note: All emergency work includes immediate action for safety measures at the emergency site.

Knock Down: The light poles shall be made safe within 2 hours of notification and shall be installed at the location and in accordance with the details shown on the attached plans. The poles shall be plumbed after erection, and the earth shall be thoroughly compacted around the pole base to prevent shifting. This installation shall be completed within 48 hours after notification by Public Works-Operations. The only exceptions are the unavailability of the City-issued materials or damage to the foundation that requires underground work. Public Works-Operations must verify these exceptions.

B3.20 Roadmap for Repairs and Additional Labor, Services, and Materials (Group 2).

The City intends to award work on a time and materials basis (Group 2) in accordance with Section 0100 - Instruction to Bidders, Sub-Section 10, Multiple Award. City departments shall request Purchase Orders to be issued to the primary Contractor on a time and material basis (bid hourly charge(s) plus mark-up for parts or materials). for a specific request or a pre-need encumbrance (blanket order). Pursuant to Section 0100 -

Instruction to Bidders, Sub-Section 10, entitled Multiple Award, secondary and tertiary vendors may also be considered.

B3.20.1. Repairs shall not be performed unless the Contract Administrator or the City designee expressly authorizes.

B3.20.2. Cost estimate (Quotes) shall be requested from the Contractor prior to the performance of any repair work. Quotes will be provided at no additional cost to the City.

B3.20.3. Repairs shall be performed at the hourly rate specified in the Cost Proposal Form. The hourly rate specified shall include full compensation for labor, equipment use, and travel time B3.20.4. Work Day. For billing purposes, regular working hours are from 8:00 am to 5:00 pm, Monday through Friday (excluding holidays). Calls outside these hours and days will be considered non-regular.

B3.20.5 Scheduling/Response Time. Response time requirements shall be as follows:

B3.20.5.1 Non-Emergency Work. When the Contractor has been notified of work, the work shall commence, and the Contractor shall provide a Quote within 48 hours from initial contact by the authorized City representative, unless otherwise specified.

If the work requires a site visit, the Contractor shall provide a Quote within forty-eight (48) hours from initial contact by an authorized City representative, unless otherwise specified. Once the Quotes are reviewed and approved by an authorized City representative, work shall commence within five (5) days.

B3.20.5.2 Emergency Response Time. When the Contractor is notified of an emergency by Public Works-Operations and/or the Control Room, the Contractor shall respond and complete the work within two (2) hours of verbal or written notification, and shall provide a quote for the emergency work within one (1) day. This type of work may be required 24 hours a day, seven

(7) days a week, 365 days a year, including holidays. Exception(s) to response time may be made if a project is unique in nature, as approved by the City in writing.

B3.20.6 Administrative Mark-Up for Parts/Equipment. Contractor shall provide the City with an invoice for each repair or service call. Parts/equipment required for repair or service calls shall be billed on a mark-up above Contractor cost. Evidence of said costs shall be submitted with the invoice.

The mark-up shall not apply to taxes paid by the Contractor. See the example below:

Description Unit Quantity Unit Price Total

Electrical Repair

Labor per Contract Hourly Rate

5 $25.00 $125.00

Materials (w/out tax) - Lump Sum

6 $100.00 $600.00

7% Sales tax on Materials only

1 - $42.00

10% Mark-up on Materials only (excluding taxes)

1 - $60.00

Total $827.00

Further, in determining the cost of materials to which the mark-up or discount may be applied, the City may require the Contractor to seek and document competition from its sources for the required parts or materials or obtain any data available from primary or other secondary sources and use that data to determine a fair and reasonable price.

The cost of any ancillary third-party services provided by the Contractor, with the prior written approval of the City, may be determined in the manner prescribed above and pursuant to City of Miami Beach Citywide Procedure 03.02, as amended. The requesting Department shall provide justification in order to create the Purchase Order.

B4. Special Conditions

1. TERM OF CONTRACT. The term of the Agreement resulting from this ITB shall be for an initial term of three (3) years.

2. OPTION TO RENEW. The City, through its City Manager, will have the option to extend for one (1) two-year renewal term or two (2) one-year renewal terms at the City Manager's sole discretion. The successful Contractor shall maintain the exact terms and conditions included within the originally awarded contract for the entirety of any renewal period. Continuation of the contract beyond the initial period, and any option subsequently exercised, is a City prerogative and not a right of the successful Contractor.

3. COST ADJUSTMENTS. The Contractor may, no earlier than sixty (60) days prior to the anniversary date of the Agreement and no later than thirty (30) days prior to the anniversary date of the Agreement, request a cost adjustment. Any cost adjustment request shall be limited to the change in the applicable Bureau of Labor Statistics index for the local region, or other verifiable evidence of price increases, that occurred between the preceding contract year and the upcoming contract year only. Cumulative or multi-year adjustments are not permitted.

The Contractor must substantiate the requested increase with supporting documentation. The City of Miami Beach, through its city manager, may approve an adjustment request submitted in accordance with the requirements of this Section, or, may terminate the Agreement and readvertise for bids for the goods or services, in its sole and absolute discretion.

Any failure to timely submit a cost adjustment request in accordance with this Section shall constitute a waiver of the Contractor’s right to a cost adjustment for that contract year.

4. COMPLETION OF WORK FROM DATE OF NOTICE TO PROCEED (GROUP 2): A verbal or written instruction from an authorized City representative shall constitute sufficient notice to the vendor to commence work (Notice to Proceed). The Contractor shall state in its Quote how many calendar days after receiving the Notice To Proceed it will need to complete the work, repair, or service. The time for completion may be considered a factor in determining the Contractor to whom the award will be made, as stipulated in Sub-Section 10, Multiple Award.

All work shall be performed in accordance with good commercial practice. The Contractor shall adhere to the work schedule and completion dates, except when delays are caused by acts of nature, strikes, or other circumstances beyond the Contractor’s control. In these circumstances, the Contractor shall notify the City of the delays in advance of the original completion date so that the City can appropriately consider a revised delivery schedule.

Should the Contractor fail to complete the work within the number of days as stated in its Quote it is hereby agreed and understood that the City reserves the authority to cancel the Purchase Order with the Contractor and to secure the services of another Contractor (Separate Contractor) to complete the work.

If the City exercises this authority, the City shall be responsible for reimbursing the Separate Contractor for work that was completed and found acceptable to the City in accordance with the contract specifications. The City may, at its option, demand payment from the original Contractor, through an invoice or credit memo, for any additional costs over and beyond the original Contract Price which the City incurred as a result of having to secure the services of a Separate Contractor. If the original Contractor fails to honor this invoice or credit memo, the City may terminate the contract for default.

5. LIQUIDATED DAMAGES: Failure to respond to a service call within the specified time may result in the successful bidder being assessed the additional cost incurred by the City (liquidated damages) for any costs associated with the repairs performed by a Separate Contractor.

6. GUARANTEE AGAINST DEFECTS: The Contractor, in addition to all other guarantees, will be responsible for faulty labor and defective materials or equipment for a minimum of one (1) year after the date of acceptance of the labor, materials, and/or equipment by the City. The Contractor shall promptly correct these deficiencies, at no cost to the City, within 15 calendar days after the City notified the Contractor of such deficiencies in writing. Payment in full for the work does not constitute a waiver of guarantee.

7. USAGE REPORTS: The City may request Annual Usage Reports from the Contractor(s), to include: item number, item description, quantity ordered/supplied, unit/extended costs, and total dollar amount citywide and per department.

8. CUSTOMER SERVICE: Excellent customer service is the standard of the City. As contract employees of the City, all employees will be required to adhere to the City’s “Service Excellence” standards and are expected to conduct themselves in a professional, courteous, and ethical manner in all situations. The Contractor’s employees must work as a cooperative team of well-trained professionals and serve the public with dignity and respect. All business transactions with the City will be conducted with honesty, integrity, and dedication.

APPENDIX C

Cost Proposal Form

APPENDIX C

COST PROPOSAL FORM

Failure to submit Appendix C, Cost Proposal Form, in its entirety by the deadline established for the receipt of bids will result in the bid submittal being deemed non-responsive and being rejected.

Bidder affirms that the prices stated on the proposal price form below represent the entire cost of the items in full accordance with the requirements of this ITB, inclusive of its terms, conditions, specifications, and other requirements stated herein, and that no claim will be made on account of any increase in wage scales, material prices, delivery delays, taxes, insurance, cost indexes or any other unless a cost escalation provision is allowed herein and has been exercised by the City Manager in advance. The Cost Proposal Form (Appendix C) shall be completed in its entirety. All corrections on the Cost Proposal Form (Appendix C) shall be initialed.

Group 1 - MAINTENANCE AND SERVICE

Item Description

Estimated Quantity1 U/M Unit Cost

Total (Quantity_X_U/ M X Unit_Cost)

Maintenance and service per streetlight, per month for streetlights located within the City limits of Miami Beach to include labor and equipment. 834 12 Months $____________EA $___________

Maintenance and service per decorative light, per tree, per month for decorative lights located within the City limits of Miami Beach to include labor and equipment. 400 12 Months $____________EA $___________

SUB-TOTAL – MAINTENANCE AND SERVICE (Line Item 1 – 2) $___________

Group 2 - ADDITIONAL LABOR, SERVICES & MATERIALS

Item Description

(A) Annual

Estimated Quantity1 U/M

(B) Unit Cost

(C)

Total (A X B)

3 Hourly Rate – Regular (per individual) 75 Hourly Rate $____________ $___________ 4 Hourly Rate – Non Regular (per Individual) 50 Hourly Rate $____________ $___________ 5 Hourly Rate – Emergency (per Individual) 25 Hourly Rate $____________ $___________ 6 Backhoe/Excavator (Equipment & Operator) 30 Hourly Rate $____________ $___________ 7 Jackhammer (Equipment Only) 10 Hourly Rate $____________ $___________ 8 Compressor Operator (Equipment Only) 40 Hourly Rate $____________ $___________ 9 Directional Boring (including 2” conduit) 640 Linear Foot $____________ $___________

10 Trenching 640 Linear Feet $____________ $___________

2-inch conduit schedule 40 (Furnish & Install) 10 Linear Foot $____________ $___________

12 #6 Electrical Wires (Furnish & Install) 3,210 Linear Foot $____________ $___________ 13 Pull Boxes (Furnish & Install) 10 Each $____________ $___________

(A) Estimated

Annual Amount1

(B)

Administrative Mark-up

(C) Cost of percentage mark-up

(A x B = C)

(D) Total

(A + C = D) 14 Purchase of Related Parts & Supplies $1,200.00 ___________% $___________ $___________

15 Purchase of Related Equipment $5,000.00 ___________% $___________ $___________ 16 Rental of Related Non-Specified Equipment $1,000.00 ___________% $___________ $___________

SUB-TOTAL – ADDITIONAL LABOR, SERVICES & MATERIALS $___________

GRAND TOTAL ( ITEMS 1-16)

1The estimated amounts stated herein are for calculation purposes only. Actual amounts may be greater or less than the estimated amounts.

APPENDIX D

Insurance Requirements

2027-033-ND

Maintenance of Street Lighting on all

INSURANCE REQUIREMENTS

The Contractor shall maintain the below required insurance and shall furnish proof of such…