Mitigation_Reconstruction_of_a_Flood_Prone_Home_Project.pdf

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City of Port Orange

ITB-26-18-CW

MITIGATION RECONSTRUCTION OF A FLOOD PRONE HOME

PROJECT

RELEASE DATE: October 9, 2026

RESPONSE DEADLINE: November 13, 2026, 2:30 pm

Please refer to the project timeline in this document for all important deadlines.

#ITB-26-18-CW

Title: Mitigation Reconstruction of a Flood Prone Home Project

Table Of Contents

1. LEGAL NOTICE TO BIDDERS (NON-MANDATORY)

2. SECTION 1 - PURPOSE AND OVERVIEW

3. SECTION 2 - INSTRUCTION TO BIDDERS

4. SECTION 3 - SCOPE OF WORK

5. SECTION 4 - STANDARD PURCHASING DEFINITIONS

6. SECTION 5 - GENERAL TERMS AND CONDITIONS

7. SECTION 6 - SPECIAL REQUIREMENTS / INSTRUCTIONS

8. SECTION 7 - REQUIRED DOCUMENTATION

9. ATTACHMENT 1 - SCHEDULE OF UNIT PRICING

10. VENDOR QUESTIONNAIRE

11. COMPLIANCE WITH OTHER FEDERAL STANDARDS

Attachments:

A - Cover_Page_Label (1)

B - Form 7.1 - Bid Submittal Checklist

C - Forn 7.2 - Bidder's Acknowledgement

D - Form 7.3 - Addendum and Change Order Procedure Acknowledgement

E - Form 7.5 - Public Entity Crimes Statement

F - Form 7.6 - Anti-Collusion

G - Form 7.7 - Statement of Bidder's Qualification

H - Form 7.8 - Professional References for Previous Experience

I - Form 7.9 - List of Subcontractors

J - Form 7.10 - Scrutinized Companies Certification

K - Form 7.11_Hold_Harmless_and_Indemnity_Agreement

L - Form 7.12 - E-Verify Affidavit

M - Form 7.13 - Debarment_Suspension and Other Responsibility Matters

N - Form 7.14 - Affidavit of Compliance with F.S. 287.138

O - Form_7.15_-_No_Submittal

P - Form 7.16 - Representative_Certification Form

Q - Form 7.17_Compliance_with_200.321

R - Attachment R_EXAMPLE FOR SOLICITATION PUBLICATION - Payment and Performance

Bond

S - Current Bonding Capacity Letter (as outlined in Section 6)

T - Exhibit A - Description of Confidential Materials

U - Affidavit Regarding Workers' Compensation

V - APPENDIX A - 44 C.F.R PART 18 CERTIFICATION REGARDING LOBBYING

W - Human Trafficking Affidavit

X - Leased Employee Affidavit

Y - Attachment 1 - Schedule of Unit Pricing

Z - Attachment A_Grant_Agreement_Excerpt_(FEMA_HMGP_4680-029-R)

AA - Attachment B-_Photographic_Documentation

BB - Attachment C_Debarment_Form

CC - Attachment D 2 CFR Part 200 Subpart D Appendix II (up to date as of 10-07-2026)_Current

DD - Attachment E_Foreign_Country_of_Concern (1)

EE - Attachment F_Federal Terms Exhibit

FF - Attachment G_Location_Maps

GG - Attachment H_Certification Regarding Lobbying

HH - Attachment I_Contract

II - Attachment J_Complete Solicitation Document

1. LEGAL NOTICE TO BIDDERS (NON-MANDATORY)

ITB-26-18-CW - Mitigation Reconstruction of a Flood Prone Home Project

Notice is hereby given that the City of Port Orange is soliciting proposals for ITB-26-18-CW - Mitigation

Reconstruction of a Flood Prone Home Project. Bids will be accepted in until 2:30 pm Eastern Standard

Time (EST) on Friday, November 13, 2026, which may be amended by addendum issued by the City. All untimely bids will be rejected. All bids will be evaluated to ensure they contain all the required forms in order to deem the Respondent responsive or non-responsive. Bids will be opened and bidder(s) names and price will be read aloud at 2:30 pm EST in the Council Chambers located on the first floor of City Hall, 1000 City

Center Circle, Port Orange, Florida 32129.

Note: Bids read aloud at the bid opening is not binding until there has been a responsive and responsible review by Purchasing in determining who is the lowest price, responsible, and responsive bidder.

A Microsoft teams link has been added for those Bidder(s) who would like to attend virtually. Refer to the below Timeline for the Microsoft Teams Link.

Release Project Date: October 9, 2026

Pre-Proposal Meeting/Site Visit (Non-

Mandatory):

October 15, 2026, 10:00am

Council Chambers, located at the City of

Port Orange at 1000 City Center Circle, Port

Orange, FL 32129

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/28150405

6114909?p=G2axoiMyKY6nFoULVT

Meeting ID: 281 504 056 114 909

Passcode: oq7dt6ZW

Question Submission Deadline: October 22, 2026, 4:00pm

Question Response Deadline: October 29, 2026, 4:00pm https://teams.microsoft.com/meet/281504056114909?p=G2axoiMyKY6nFoULVT https://teams.microsoft.com/meet/281504056114909?p=G2axoiMyKY6nFoULVT

Bid Submission Deadline: November 13, 2026, 2:30pm

Council Chambers, located at the City of

Port Orange at 1000 City Center Circle, Port

Orange, FL 32129

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/26830707

5441200?p=ywJF36vlzfFa4qdrMV

Meeting ID: 268 307 075 441 200

Passcode: Mg9Re7ej

There will be a non-mandatory Pre-Bid Conference and site visit for the project at 10:00 am EST on Thursday, October 15, 2026 at Council Chambers, located at the City of Port Orange at 1000 City Center Circle, Port Orange, FL 32129 Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/281504056114909?p=G2axoiMyKY6nFoULVT Meeting ID: 281 504 056 114

909 Passcode: oq7dt6ZW. All attendees to the Pre-Submittal Conference MUST sign in. The representative of each Bidder shall be an authorized employee of the Bidder and shall sign in accordingly. Bidders are urged to obtain bid documents and familiarize themselves with the documents prior to the Pre-Submittal Conference.

DESCRIPTION: Mitigation Reconstruction of a Flood Prone Home Project. All design and construction shall comply with the Florida Building Code, ASCE 24-14 (or latest edition adopted by the Florida Building Code)

It should state - All design and construction shall comply with the Florida Building Code, ASCE 24-14 (or latest edition adopted by the Florida Building Commission)

Bidders must be a commercial entity licensed to do business in the State of Florida and perform the services identified herein. Bidders must be properly registered and licensed to provide the services identified in the scope of work, by all applicable state and local agencies and FEMA grant requirements.

All Invitation to Bid (ITBs) are solicited and will be evaluated on the requirements outlined in the ITB.

Copies of the bid documents, requirements, scope of service and all other pertinent information necessary to submit a complete package may be obtained electronically from the City of Port Orange Purchasing web page at www.port-orange.org/bids.aspx and OpenGov at https://procurement.opengov.com/portal/portorangefl.

All questions must be submitted electronically via https://procurement.opengov.com/portal/portorangefl. Last day for questions will be Thursday, October 22, 2026 at 4:00 pm EST.

The Cone of Silence begins with the issuance of the solicitation document and continues until City Council meets to make a final decision on an award. During this time respondents, suppliers, contractors and sub-contractors are prohibited from all communications regarding the solicitation with City staff, City consultants, City legal counsel, City agents, or elected officials. Any respondent who initiates any discussions or attempts to influence a member or members of the aforementioned shall be disqualified from continued participation in the procurement process with regard to that particular solicitation. While the Cone of Silence is in effect, all https://teams.microsoft.com/meet/268307075441200?p=ywJF36vlzfFa4qdrMV https://teams.microsoft.com/meet/268307075441200?p=ywJF36vlzfFa4qdrMV http://www.port-orange.org/bids.aspx communications from potential respondents, suppliers, contractors and sub-contractors must be directed to the

Purchasing Division @ purchdiv@port-orange.org.

SPECIAL NOTE: The City of Port Orange has transition from DemandStar to OpenGov for our solicitations.

Bidders who are not listed in OpenGov, will need to be register as soon as possible so in order to submit on this project electronically. Bidders shall create a FREE account with OpenGov by signing up at https://procurement.opengov.com/login. Once you have completed account information, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic submittal.

The City invites bidders to respond to this Initiation to Bid (ITB) for theMitigation Reconstruction of a Flood

Prone Home Project. The City anticipates to awarding to one (1) responsible and responsive bidder.

The City will be offering two different ways in submitting a bid, which is considered a Hybrid submittal for soliciting projects for a limited time only. Bidders are required to submit both an electronic submittal and a hand-delivered submittal. In addition to submitting electronic bids, bidders are also required to submit a hard copy to the City desiring to provide services, as described herein shall submit sealed bids in addition to submitting one (1) original and one (1) digit (flash drive) version in PDF format, in conformance with the detailed submittal instructions.

Project Term: To maintain compliance with FEMA deadlines for completion of work, this Contract shall become effective on the last date the Contract is signed by the Parties. The Contractor agrees to commence work within Ten (10) CALENDAR DAYS from the issuance of the Notice to Proceed letter and shall substantially complete all work on or before November 1, 2027, with an additional THIRTY (30) days for Final

Completion, said date being December 1, 2027 (“Period of Performance”). Final Completion shall include all administrative items to achieve a Certificate of Occupancy from the City.

Bids received after the submission deadline will be rejected.

It is the bidder's responsibility to ensure they commence their upload submittal timely to meet the submission deadline. The City shall not be responsible for delays caused by an occurrence, including the respondent's network delays, bandwidth issues, internet outages, or technical difficulties.

On-line Provider Disclaimer

The City of Port Orange Purchasing Department is the official source to obtain information relating to the City solicitations. All documents regarding this solicitation are posted utilizing an online bid management system, OpenGov. There is no charge to register with OpenGov and/or to participate in the solicitation process.

This is a third-party provider that provides a platform to communicate solicitation information to the Public.

OpenGov does not represent the City nor does communications through this provider constitute communications to the City. The City of Port Orange is not responsible for errors and omissions occurring in the transmission or downloading of any documents from the online website.

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2. SECTION 1 - PURPOSE AND OVERVIEW

The purpose of this Invitation to Bid (ITB) is to solicit competitive bids from Firms or Companies (Bidders) for the Mitigation Reconstruction of a Flood Prone Home Project. The City of Port Orange is seeking interested

Contractors to submit bids for one (1) Home Rebuild Project, which entails the installation of a new elevated manufactured home. The home is located in Port Orange, Florida, in a manufactured home park community.

It is the intent and purpose of the City of Port Orange (City) that this ITB promotes competitive selection. It shall be the Bidder’s responsibility to advise the Purchasing Division if any language, requirements, etc. or any combination thereof, inadvertently restricts or limits the requirements stated in the ITB to a single source.

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3. SECTION 2 - INSTRUCTION TO BIDDERS

The City invites bidders to respond to this Initiation to Bid (ITB) for the Mitigation Reconstruction of a Flood

Prone Home Project. The City anticipates to awarding to one (1) responsible and responsive bidder. The

Contractor and all subcontractors or employees hired by the Contractor shall have all current licenses and permits required for all the work for this project.

Project Term: This Contract shall become effective on the last date the Contract is signed by the Parties. The

Contractor agrees to commence work within Ten (10) CALENDAR DAYS from the issuance of the Notice to

Proceed letter and shall substantially complete all work on or before November 1, 2027, with an additional

THIRTY (30) days for Final Completion, said date being December 1, 2027 (“Period of Performance”). Final

Completion shall include all administrative items to achieve a Certificate of Completion from the City.

The City of Port Orange is now using OpenGov for soliciting city projects. Since this is a new platform for the

City, and to the Bidders, we will be offering two different ways in submitting a bid, which is considered a

Hybrid submittal for soliciting projects for a limited time only. Bidders are required to submit both an electronic submittal and a hand-delivered submittal. In addition to submitting electronic bids, bidders are also required to submit a hard copy to the City desiring to provide services, as described herein shall submit sealed bids in addition to submitting one (1) original and one (1) digit (flash drive) version in PDF format, in conformance with the detailed submittal instructions.

Responses received after the submission deadline will be rejected.

Below are the instructions for submitting both a hard copy and an electronic submittal for this project.

1. Important Instructions for Electronic Submittal - The City is using a hybrid submittal package.

Respondents who are not listed in OpenGov, will need to be register as soon as possible so in order to submit on this project electronical.

Respondents shall create a FREE account with OpenGov by signing up at https://procurement.opengov.com/login. Once you have completed account information, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic submittal.

It is the respondent's responsibility to ensure they commence their upload submittal timely to meet the submission deadline. The City shall not be responsible for delays caused by an occurrence, including the respondent's network delays, bandwidth issues, internet outages, or technical difficulties.

2. Important Instructions for Hand-delivery Submittals - In addition to the receiving of electronic responses, Respondents are also responsible for submitting hand-delivered submittals.

Bids must be delivered in a sealed envelope/package and delivered to:

City of Port Orange City Clerk’s Office

Attn: Catrina Wilson, Purchasing Manager

Purchasing Division

1000 City Center Circle

Port Orange, FL 32129 https://procurement.opengov.com/login

Due to the timing of mail service, the City cautions Bidders to ensure actual delivery of bids to the City prior to the deadline set for receiving bids. Carrier and hand deliveries of bids will be accepted in the City Clerk’s

Office, Port Orange City Hall, 1000 City Center Circle, Port Orange, Florida 32129 until the date and time referenced in the Timeline above or as amended by addendum issued by the City. Bids received after the established deadline shall not be considered.

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

Offers by telephone, email or fax will not be accepted.

All bids will be opened publicly and the names of all Bidders shall be read aloud. All conferences and meetings regarding this ITB are recorded electronically (audio only). The City of Port Orange reserves the right to reject any or all bids or parts of bids if it is in the best interest of the City.

OpenGov Technical Support:

For Technical Support, Respondents can reach the OpenGov Service Desk: Chat (preferred): Click the button in the lower right-hand corner of the portal.

Email: https://procurement.opengov.com/login Phone: 1 (605) 336-7176 Hours: Mon-Fri 7am - 10pm ET

Timely Questions Regarding this Solicitation

The questions and answer module of OpenGov is being utilized for this solicitation. Timely questions concerning this solicitation shall be submitted in accordance with the deadline for questions: Thursday, October

22, 2026 at 4:00 pm ET. Respondents are instructed not to contact the initiating division directly. Consideration for modification or alternation of the documents contained in this solicitation shall be requested during the specified question period, before the applicable deadline. No oral interpretation of the meaning of the plans, specifications, or other contract documentation shall be considered binding. The City shall be bound by information and statements only when such statements are written and executed under the authority of the

Manager, Purchasing Division. Answers for timely questions will be addressed in the OpenGov questions and answer module and an addendum to those questions will be issued and uploaded onto OpenGov.

Beyond questions and answers, any and all modifications, clarifications, interoperations and supplemental instructions will be in the form of a written addenda which, if issued, will be available for download. All addenda and questions/answers so issued shall become part of the Contract Documentation and receipt shall be acknowledged of any addenda before formally submitting a bid for this project.

Untimely questions are unable to be submitted in the question-and-answer module, thereafter, Respondents raising critical concerns must email purchdiv@port-orange.org. Critical clarifications may be made via addenda; however, untimely questions may not be considered.

ADDENDA

The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the Proposal Due Date. Addenda will be provided via the City website Purchasing web page at www.port-orange.org/bids.aspx and the OpenGov website at https://procurement.opengov.com/portal/portorangefl. Respondents should not rely on any representations, https://procurement.opengov.com/login mailto:purchdiv@port-orange.org https://www.port-orange.org/bids.aspx statements or explanation other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail. It is the

Respondent’s responsibility to be sure all issued addenda have been received and reviewed. Respondents should acknowledge the correct number of addenda received as part of their proposals by completing Form 7.3 –

Addendum and Change Order Procedure Acknowledgement contained herein. This provision exists solely for the convenience and administrative efficiency of the City of Port Orange. No Respondent or other third party gains any rights by virtue of this provision or the application thereof, nor shall any Respondent or third party have any standing to sue or cause action arising therefrom.

CLARIFICATIONS

It is the Respondent’s responsibility to become familiar with and fully informed regarding the terms, conditions and specifications of this RFP. Lack of understanding and/or misinterpretation of any portions of this RFP shall not be cause for withdrawal of your proposal after opening or for subsequent protest of award. Respondents must contact the Purchasing Representative, at the email provided, should clarification be required. Modification or alteration of the documents contained in the solicitation or contract shall only be valid if mutually agreed to in writing by the parties.

MINIMUM QUALIFICATIONS

Respondents must be commercially licensed to do business in the State of Florida and appropriately qualified in the areas specified in the scope of work and to perform the services identified herein. Respondents must be properly registered and licensed to engage in the scope of work pertaining to this RFP, by all applicable state and local agencies.

Respondents must provide a minimum of three (3) verifiable references from similar scopes of work as identified in this RFP on the provided Form 7.8 – Professional References for Previous Experience. If references cannot be reached using the provided contact information and/or are not responsive, points for this criterion shall reflect as such. The City of Port Orange is not to be used as a reference.

NO LOBBYING

All Respondents are hereby placed on notice that the City of Port Orange Council, City Employees/Staff, nor

Members of the Evaluation Committee (with the exception of the City of Port Orange Purchasing Division personnel designated to receive requests for interpretations or corrections) are not to be lobbied, directly or indirectly either individually or collectively, regarding this RFP. During the entire procurement process, all

Respondents and their subcontractors, sub-consultants, or agents are hereby placed on notice that they are not to contact any persons listed above for such purposes as holding meetings of introduction, dinners, etc., if they intend to submit or have submitted proposals for this project. Any Respondent contacting individuals mentioned herein in violation of this warning may automatically be disqualified from further consideration for this RFP.

SERVICES COSTS/FEES PROPOSAL

The Services Costs/Fees Proposal (Attachment 1) is to be completed as directed and without modification and returned as part of the RFP proposal prior to the RFP deadline for submission. Failure to fill out the Services

Costs/Fees Proposal as directed and without modification may negatively affect the evaluation of your proposal.

If the City has a need to revise the Services Costs/Fees Proposal prior to the proposal submittal deadline, it will do so in a published addendum. If the City does revise the Services Costs/Fees Proposal, respondents must complete and return the City issued revised version of the Services Costs/Fees Proposal. If respondent does NOT complete and return the City issued revised version of the Services Costs/Fees Proposal their proposal may be deemed non-responsive.

EXCEPTIONS TO SPECIFICATIONS

If taking exception to any portion of the RFP specifications, the Respondent must indicate those exceptions as stated on Form 7.2 – Respondent’s Acknowledgement Form.

PROPOSAL SUBMISSION AND WITHDRAWAL

Unless otherwise specified, Respondent shall use the forms supplied by the Purchasing Division. Proposals, once opened, become the property of the City, cannot be withdrawn and will not be returned to the Respondents. Upon opening, Proposals become subject to public disclosure in accordance with Chapter 119, Florida Statutes.

CORRECTION OF PROPOSALS

Correction of inadvertently erroneous proposals shall be permitted up to the time of the RFP opening.

Respondents shall not be allowed to modify their proposals after the opening time and date.

WITHDRAWAL OF PROPOSALS

NO proposal shall be withdrawn for a period of one-hundred-twenty (120) days subsequent to the opening date without the consent of the City of Port Orange. Negligence on the part of the Respondent in preparing the proposal confers no right of withdrawal or modification after the proposal has been opened at the appointed time and place by the City of Port Orange. Any such withdrawn proposal shall not be resubmitted.

REJECTION OF PROPSALS

The City reserves the right to reject any and/or all proposals when such rejection is in the best interest of the City.

PROPOSALS MAY BE REJECTED AND/OR RESPONDENT(S) DISQUALIFIED FOR THE

FOLLOWING REASONS:

1. Failure to update the information on file including address, product, service or business descriptions.

2. Failure to perform according to contract provisions.

3. Conviction in a court of law of any criminal offense in connection with the conduct of business.

4. Evidence of a violation of any federal or state antitrust law based on the submission of proposals or the awarding of contracts.

5. Evidence that the Respondent has attempted to give a City of Port Orange employee a gratuity of any kind for the purpose of influencing a recommendation or decision in connection with any part of the City of

Port Orange purchasing activity.

6. Other reasons deemed appropriate by the City.

OWNERSHIP OF DOCUMENTS

All documents resulting from this solicitation will become the sole property of the City of Port Orange. The

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

AMERICANS WITH DISABILITIES ACT (ADA)

If you need special services provided under the Americans with Disabilities Act, contact the ADA Coordinator in our Human Resources office at 386-506-5560 at least 48 hours before the scheduled event.

REQUIRED DOCUMENTS FOR AWARDED BIDDER

The awarded Bidder shall return all the required post‐award documents within 10 days after the issuance of the

Notice of Intent to Award in order to execute the contract

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4. SECTION 3 - SCOPE OF WORK

4.1. Scope of Services

The proposed project consists of the installation of one new elevated manufactured home on a manufactured home park lot where the existing home has been removed by the City under a separate contract. The original home measured approximately 24 feet by 52 feet (1,248 square feet of heated living area). The replacement structure shall be installed on a permanent foundation and shall not exceed 110 percent of the original square footage, resulting in a maximum allowable size of 1,372 square feet, inclusive of any lifts and landings, in accordance with FEMA Hazard Mitigation Grant Program (HMGP) requirements.

The new structure shall be elevated a minimum of 3.4 feet higher than existing conditions, so that the lowest horizontal structural member is at least one foot above the historic flood elevation and two (2) feet above the

Base Flood Elevation (BFE). All design and construction shall comply with the Florida Building Code, ASCE

24-14 (or latest edition adopted by the Florida Building Code), the National Flood Insurance Program (NFIP) requirements under 44 CFR Part 60, and all applicable local floodplain management ordinances.

The Contractor shall provide all labor, materials, equipment, permitting, engineering, surveys, utility coordination, construction, and other services necessary to deliver a complete, code-compliant, and habitable residence. All mechanical, electrical, plumbing, and utility equipment, including the HVAC system, shall be elevated to the required flood protection elevation. Central air conditioning shall be provided; mini-split systems and window air-conditioning units are not permitted. The elevated condenser platform shall be finished with lap siding that matches the residence.

The residence shall include ADA-accessible features necessary to accommodate occupants with limited mobility, including a code-compliant lift and other accessibility improvements as required by applicable codes and project-specific needs.

All work, including site preparation, staging, construction activities, grading, and restoration, shall be confined to the subject property. The Contractor shall not encroach upon adjacent properties and shall utilize on-site staging areas unless otherwise approved by the Manufactured Home Park’s Community Management.

Prior to construction, the Contractor shall provide a signed and sealed Elevation Certificate documenting the proposed elevations of the structure and upon project completion, the Contractor shall provide a signed and sealed Finished Construction Elevation Certificate.

Upon completion of construction, the Contractor shall restore all disturbed areas. Restoration shall include replacement of sod with material matching the existing grass type and repair of any irrigation system components impacted by construction activities, restoring the system to its pre-construction operating condition.

All debris and waste materials shall be removed and lawfully disposed of, and the completed residence shall be safe for occupancy with all required utilities fully reconnected and operational

4.2. Construction Specifications

1. Construction Requirements

1. General Overview

The Contractor shall provide all labor, materials, equipment, supervision, engineering, surveys, permitting, utility coordination, and related services required to furnish and install one (1) new manufactured home on an elevated permanent foundation. The work shall include, at a minimum:

• Site investigation and topographic survey.

• Preparation of construction plans and permit documents.

• Foundation and elevated home construction.

• Utility disconnection, relocation as necessary, and reconnection.

• Driveway, stairs, lift, landings, and exterior improvements.

• Site grading and drainage restoration.• Landscaping and restoration of disturbed areas.

• Required inspections and elevation certifications.

• Coordination with the City, homeowner, utility providers, and grant administrator.

The replacement dwelling shall not exceed 110 percent of the heated square footage of the original structure including lift and landings and shall comply with all applicable zoning, setback, floodplain, permitting, and

FEMA grant requirements.

2. Foundation and Elevation Requirements

The home shall be elevated on a permanent engineered foundation designed to withstand applicable flood and wind loads. The foundation system shall consist of reinforced concrete piers, columns, pilings, or another approved equivalent system designed by a Florida-licensed Professional Engineer. Concrete shall have a minimum compressive strength of 3,000 psi or as otherwise required by the approved structural design.

The structure shall be elevated a minimum of 3. 4 feet higher than existing conditions, so that the lowest horizontal structural member is at least one (1) foot above the historic flood elevation and a minimum of two (2) feet above the Base Flood Elevation (BFE). All enclosed areas below the elevated floor shall remain non-habitable. Any enclosed areas shall be equipped with engineered flood openings in accordance with code requirements.

The foundation design shall comply with the Florida Building Code, including Sections R322 and R404, ASCE

24-14 (or latest version as adopted by the Florida Building Code), National Flood Insurance Program regulations (44 CFR Part 60), and all applicable local floodplain management requirements.

3. Home Design Requirements

The replacement home shall:

• Be a new HUD-certified manufactured home.

• Maintain the same number of 2 bedrooms and 2 bathrooms as the original residence.

• Include a kitchen with pantry, living room, dining area, utility/laundry room, and required storage closets.

• Be white in color unless otherwise approved by the Community Manager.

• Be designed and sized within applicable FEMA HMGP limitations.

Final floor plans and interior layouts shall be coordinated with the homeowner and approved by the City before permit issuance.

4. Access and Accessibility

The home shall provide a minimum of two code-compliant means of egress, including front and rear entrances.

Each entrance shall include concrete stairs, landings, handrails, lift, and associated walkways in accordance with the Florida Building Code.

To accommodate the homeowner's accessibility needs, the Contractor shall provide a lift and any associated accessibility features necessary for safe access to the residence. Lift and landing areas shall be included when calculating the maximum allowable square footage.

Each entrance shall include a minimum 5-foot by 5-foot concrete landing pad. Covered front and rear entry landings shall be provided and shall be included in the total allowable project square footage.

5. Exterior Improvements

The Contractor shall provide:

• A concrete driveway not less than eleven (11) feet wide.

• A driveway length and width sufficient to accommodate two vehicles and the required utility/storage structure.

• A permanent carport.

• A utility room or storage shed (minimum 80 SF) designed in compliance with floodplain requirements.

• An elevated, covered, screened porch with code-compliant railings and finished with lap siding exterior materials matching the residence.

Skirting and enclosure materials below the elevated floor shall be skirted with continuous lap siding or vinyl siding matching the residence and shall incorporate required flood vents.

6. Utilities and Mechanical Systems

All utilities and service equipment shall be elevated or otherwise protected in accordance with floodplain requirements. The Contractor shall coordinate all disconnects and reconnects with applicable utility providers and property management representatives.

Central air conditioning shall be provided. Window-mounted air conditioners and mini-split systems are not permitted. Exterior equipment platforms shall be finished to match the home.

All electrical service from the power source to the meter shall be installed underground and comply with all applicable codes. The electric meter shall be a minimum of 5 feet 5 inches above the ground per FPL standards.

7. Owner-Furnished Appliances

Major household appliances shall be furnished by the homeowner and are not included within the Contractor's scope of work unless specifically identified elsewhere in the contract documents.

8. Site Grading and Landscaping

The Contractor shall provide positive drainage away from the structure and prevent adverse drainage impacts to adjacent properties. A grading plan shall be submitted as part of the permitting process.

To meet permitting and Community Management requirements, the Contractor shall ensure the minimum tree count of two trees with at least one in the front is already existing or planted prior to final inspection. Existing trees within the lot shall be preserved.

Additionally, the contractor shall install decorative landscaping, including planters, with a minimum of 8 shrubs at the front of the home. Sod shall cover the entire lawn area.

All disturbed areas shall be restored upon completion of construction. Restoration shall include sod matching

Community Management requirements, repair of damaged irrigation systems, and installation of landscaping required by Community Management and local code requirements.

9. Elevation Certification

The Contractor shall provide signed and sealed Elevation Certificates using the current FEMA-approved form.

For the Building Permit, submit an Elevation Certificate for Construction Drawings showing proposed elevation of Finished Floor, Lowest Adjacent Grade, Highest Adjacent Grade, and lowest electrical/machinery/equipment elevation. After the stairs are constructed and grading and landscaping is complete, submit an Elevation

Certificate for Finished Construction. After review and approval by the City, a hard copy of the Elevation

Certificate for Finished Construction shall be submitted with wet signatures and not a printed digital stamp. All survey work must be completed under the supervision of a Florida Registered Professional Land Surveyor.

2. Work Requirements

A. Survey and Site Documentation

Prior to commencing construction, the Contractor shall retain a Florida-licensed Professional Surveyor and

Mapper to perform all survey services necessary for project design, permitting, and construction including a topographic survey. Property boundaries shall be identified and staked in the field. The Contractor shall verify all existing site conditions and coordinate any discrepancies with the City prior to construction activities.

Trees, landscaping, fencing, utilities, and other improvements designated by the City to remain in place shall be protected from damage throughout construction. Any damaged improvements shall be repaired or restored to their pre-construction condition at no additional cost to the City.

The Contractor shall prepare a pre-construction video documenting existing site conditions, including the structure, adjacent properties, drainage patterns, sidewalks, driveways, and rights-of-way. The video shall be submitted to the City prior to commencement of work.

B. Utility Coordination

The Contractor shall coordinate the disconnection, protection, relocation (if required), and reconnection of all utilities necessary to complete the project. All work shall comply with applicable utility provider requirements and governing codes.

Water and sanitary sewer service are privately managed by the Manufactured Home Park. Electrical service is provided by Florida Power & Light (FPL). Once a contract is awarded, the Contractor shall coordinate directly with utility representatives and field supervisors to establish utility disconnect and reconnect procedures and minimize service interruptions.

Where active utility service must remain in operation during construction, the Contractor shall provide adequate protection to prevent damage and ensure worker and public safety.

All electrical service installations from the utility source to the meter shall be underground where permitted by the utility provider and applicable codes.

All utility costs incurred throughout the duration of the project shall be the responsibility of the contractor.

C. Drawings and Specifications

The Contractor will be responsible for the preparation of the construction plans and specifications related to this project. The Contractor shall check all drawings furnished by his sub-contractor immediately upon their receipt and shall promptly coordinate with the resident regarding any discrepancies.

On the Site Plan, use the Topographic Survey as the base, to show and dimension building setbacks, stairs/lift, equipment servicing the building with proposed elevation, driveway, sidewalk, shrubs and trees to meet minimum building permit landscaping requirements, and all existing easements. Call out all items surveyed to remain undisturbed. Call out all items to be demolished. Add drainage flow arrows showing direction of stormwater runoff to the public conveyance. Add proposed grades if fill and/or excavation is proposed for review. Show silt fence along lot line. Show tree barricades for trees to remain undisturbed, if applicable. Add

Port Orange Standard Construction Details to the drawings as applicable: ST-10, M3, M4, M6, M-21, M-22, M-

23, M-24, M-25, M-27. https://www.port-orange.org/251/Standard-Construction-Details

The Contractor shall compare all drawings and verify the figures before laying out the work and shall be responsible for any errors, which might have been reasonably avoided thereby.

D. Building Permit Application

The Contractor shall apply for a Mobile Home (Replacement) Building Permit Application. Fences (including temporary) require a separate Building Permit. Applicants typically apply for a Carport (Residential) Building

Permit Application for the combined Carport, Shed Driveway, and Skirting. Work shall not begin prior to issuance of the Building Permit. Application fees are waived. Resubmittal and reinspection fees are not waived.

With the Building Permit application, the Contractor will furnish to the City an electronic file of drawings and specifications necessary for the execution of the work. One complete set of all drawings and specifications shall be maintained at the job site.

E. Required Licenses

The Contractor and all subcontractors or employees hired by the Contractor shall have all current licenses and permits required for all the work for which they are hired.

The Contractor shall follow all applicable State, Local and Federal Laws, Regulations, and requirements, and obtain (before starting project work) and comply with all required permits and approvals.

F. Construction Operations

The Contractor shall perform all work in accordance with approved plans, permit requirements, applicable codes, and accepted construction practices. Construction activities shall be conducted in a manner that minimizes disruption to neighboring properties and residents.

All personnel on site shall wear personal protective equipment appropriate for the work being performed and comply with all applicable safety regulations.

The Contractor shall protect all adjacent structures, utilities, roads, sidewalks, landscaping, and other improvements from construction-related damage. Temporary shoring, bracing, fencing, barriers, or other protective measures shall be provided where necessary and when directed by the City's Project Manager or

Construction Inspector.

Any damage resulting from construction activities shall be repaired or replaced by the Contractor at no cost to the City. No additional compensation shall be provided for corrective work resulting from contractor operations.

G. Access and Traffic Control

The Contractor shall maintain access to adjacent properties and public facilities throughout the duration of construction. Roads, sidewalks, bridges, and driveways shall not be closed or obstructed without prior written approval from the City's Project Manager.

https://www.port-orange.org/251/Standard-Construction-Details

The Contractor shall provide a minimum forty-eight (48) hours' notice prior to commencement of work and shall be responsible for any temporary access accommodations required during construction. A Maintenance of

Traffic (MOT) Plan may be required and shall be submitted for City review upon request.

H. Staging Areas

The primary staging area shall be located on the project site. When site constraints prevent adequate staging, the

City may authorize use of designated City-owned properties. Use of City-owned staging areas shall require prior approval and coordination with the City Attorney’s Office.

All staging areas shall be maintained in a clean and orderly condition, secured as necessary, and restored to their original condition upon project completion.

I. Erosion and Sediment Control

The Contractor shall implement and maintain erosion and sediment control measures throughout construction to prevent the migration of sediment onto adjacent properties, roadways, drainage facilities, or waterways.

J. Clean Up

The Contractor shall keep the construction site free of rubbish and waste materials and shall restore to it to its original condition or better those portions of the site disrupted by the construction. Clean-up and restoration shall be accomplished on a continuing basis throughout the contract period and in such a manner as to maintain a minimum of nuisance and interference to the Owner, residents, and works at or adjacent to the project site.

The Contractor shall also remove, when no longer needed, all temporary structures and equipment used in his operations. It is the intent of this specification that the construction areas and those other areas not designed for alteration by the contract documents shall be restored to their original condition as nearly as possible.

3. Deliverables

1. Quarterly Reports

Per FEMA grant requirements, the city must prepare and submit quarterly reports to the State of Florida

Division of Emergency Management in mid-January, mid-April, mid-July, and mid-October of each year while construction takes place. The Contractor will be required to coordinate with the city and the Grant Manager regarding specific information required to prepare the quarterly reports, including project progress, projected schedule (including any revisions), etc., when requested by the city

2. Closeout Documents

A. Copy of the Building Permit Certificate of Completion or copy of the Local Building Official Inspection

Report and Final Approval, as applicable, certifying that the structure is code compliant.

B. All Product Specification / Data Sheets (technical standards) satisfying protective requirements on all products utilized.

C. Proof of compliance with Project Conditions and Requirements contained in the FEMA grant agreement.

D. Warranty

E. Final application of payment must be accompanied by:

a. Consent of the surety, to final payment.

b. Final releases or waivers of all lien rights and liens filed in connection with the work.

5. SECTION 4 - STANDARD PURCHASING DEFINITIONS

The City will use the following definitions in instructions to respondents, terms and conditions, special provisions, technical specifications and any other solicitation documents.

1. Addendum is a formal written document, released prior to the public opening that modifies any aspect of a solicitation. Plural: Addenda

2. Alternate Bid means multiple bids with substantive variations from the same Bidder in response to a

Solicitation.

3. Amendment is a formal written agreement, signed by both parties, that modifies and existing contractual agreement.

4. Appropriate, Appropriated or Appropriation means the adoption by the City Council of the City of a budget for a fiscal year that includes payments to be made under the Contract during the respective fiscal year.

5. Best Value means the highest overall value to the City based on factors that include, but are not limited to, price, quality, design and workmanship.

6. Bid is a complete, properly signed response to an Invitation to Bid, which if accepted, would bind the

Bidder to perform the resultant Contract.

7. Bid Guaranty (Bid Bond) guarantees that the Bidder will not withdraw the Bid within the period specified for acceptance and will execute a Contract and furnish required bonds and any necessary insurance within the time specified in the solicitation unless a longer time is allowed by the City. The guarantee will be returned to the Bidder upon execution of a Contract.

8. Bidder, Proposer or Respondent is a person, firm or entity that submits a Response to a Solicitation.

Any Bidder, Proposer or Respondent may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status.

9. City means the City of Port Orange.

10. Competitive (Formal) Solicitation is the process of requesting and receiving two or more sealed bids, proposals, statements of qualifications or replies submitted by responsive Bidders or Respondents in accordance with the terms of a competitive process, regardless of the method of procurement.

11. Competitive Negotiation means a method for acquiring good, services and construction for public use in which discussions or negotiations may be conducted with responsible offerors who submit Responses through a competitive process, regardless of the method or procurement.

12. Competitive Range means the responsive submissions that meet the evaluation criteria and are considered to be reasonably susceptible of award.

13. Construction means the process of building, repairing, improving and alterations, conversion or extension of buildings, parks, utilities, streets or other improvements or alterations to real property.

14. Contract is a written agreement or purchase order issued for the purchase of goods or services.

15. Contractor means the person, firm or entity selling goods or services to the City under a Contract.

16. Deliverables means the goods, products, materials and/or services to be provided the City by a Bidder or

Respondent.

17. Due Date means the date and time specified for the receipt of responses to a solicitation.

18. End User is a person, program, agency or other eligible user who uses a contract to purchase a commodity or contractual service.

19. Evaluation Committee/Team is a temporary group of City personnel who are responsible for the evaluation of proposals as part of a Request for Proposals (RFP), Request for Statements of Qualifications

(RFSQ) or competitive grant process.

20. Evaluator is a member of the evaluation committee/team

21. Goods are supplies, materials, or equipment.

22. Intent to Award is a document that informs the public and respondents of the City’s decision to award a contract pursuant to a previously issued competitive solicitation.

23. Invitation to Bid (ITB) or Bid means a formal request to prospective Bidders requesting pricing for a specified Good or Service which has been advertised for bid in a newspaper.

24. Invitation to Negotiate (ITN) means a formal request to prospective proposers requesting proposed specifications and pricing of a product and/or service which has been advertised for replies in a newspaper.

25. Issues means points, matters or concerns to be addressed during negotiations.

26. Lead Negotiator is the negotiator responsible for leading and facilitating the formal negotiation discussions and selecting other required negotiation team members. Is often the “driver of change” and seeks alternatives/options.

27. Lowest Responsible Bid means the responsive bid meeting all requirements of the specifications, terms, and conditions of the Invitation to Bid resulting in the lowest cost to the City in a total cost concept or based solely on price, taking into consideration the financial and practical ability of the Bidder to perform the Contract, past performance of the Bidder, and compliance with all City ordinances concerning the purchasing process.

28. Lowest Responsible Bidder means the Bidder submitting lowest responsible bid.

29. Negotiation Team is a temporary group of City personnel who are responsible for negotiations as part of an Invitation to Negotiate (ITN).

30. Negotiator is a member of the negotiation team.

31. Non-Professional Services are services performed that are not of a professional nature such as lawn care, security, janitorial, etc.

32. Offer means a complete signed Response submitted to the City in response to a Solicitation including, but not limited to, a bid submitted in response to an Invitation to Bid, a proposal submitted in response to a

Request for Proposal, a quote submitted in response to a Request for Quotation, a Statement of

Qualifications and interest submitted in response to a Request for Statements of Qualifications or a reply…