Professional_Engineering_Services_for_Lift_Station_2_–_Design_&_Permitting.pdf

BID DOCUMENTS

FOR

CITY OF SOUTH DAYTONA

Professional Engineering Services for Lift Station 2 –

Design & Permitting

1672 South Ridgewood Ave.

South Daytona, Florida 32119

Telephone: (386) 322-3014

Bid No. 26-ITB-008

Tuesday, June 30, 2026

Professional Engineering Services for Lift Station 2 – Design & Permitting

Invitation To Bid (“ITB”) No. 26-ITB-008

Table of Contents

1. INVITATION TO BID

2. PURPOSE AND OVERVIEW

3. INSTRUCTIONS TO BIDDERS

4. SCOPE OF WORK / BID SPECIFICATIONS

5. STANDARD PURCHASE DEFINITIONS

6. GENERAL TERMS AND CONDITIONS

7. SPECIAL CONDITIONS

8. N/A

9. BID FORM

10. ATTACHMENTS

Attachments:

A - STANDARD AGREEMENT FOR SERVICES

B - fema_contract-provisions-guide_6-14-2021 - This is to be followed. FIRMS agree to the items within this guide.

C - fema-pugpg_fiscal-year-2025 - FIRMS Agree to the Procurement Guidelines listed in the attached.

D - 4680-053-R - For Execution (05-01-26)

E - Attachment H -Certification Regarding Debarment, Suspension, Ineligibility And

Voluntary Exclusion

SECTION 1: INVITATION TO BID

BID NO. 26-ITB-008

Notice is hereby given that the City of South Daytona is soliciting bids for BID NO. 26-ITB-008, Professional Engineering Services for Lift Station 2 – Design & Permitting. Bids are to be submitted via the e-Procurement Portal at https://procurement.opengov.com/portal/southdaytona. Bids will be accepted until 2:00 pm on Monday, August 3, 2026, at which time bids will be opened in the Council

Chamber Room and publicly read aloud. Bids received after the above time and date will be returned unopened. All Bids will be evaluated to ensure they contain all required forms in order to deem the

Bidder responsive or non-responsive.

DESCRIPTION OF WORK

Professional design services to include the evaluation, engineering, and preparation of construction documents for the resiliency upgrades to Lift Station #2 in support of Hazard Mitigation Grant Program

(HMGP) objectives. The Consultant shall assess existing site conditions, structural components, mechanical and electrical systems, and hydraulic capacity, and develop design solutions to elevate the lift station’s lowest finished floor and all critical electrical and control components to a minimum of two (2) feet above the applicable Base Flood Elevation. The design shall include the replacement of the existing

60-kW generator, originally installed in 1989, with a new 75-kW permanent generator, or other appropriately sized unit as determined through engineering analysis and coordination with equipment vendors to ensure adequate capacity for continuous operation of critical infrastructure. The Consultant shall also design the installation of submersible pumps equipped with watertight seals and any associated mechanical, structural, and electrical modifications required for full system integration.

Design services shall incorporate flood and wind resiliency measures consistent with a 500-year storm event, including compliance with National Flood Insurance Program (NFIP) requirements and wind load criteria in accordance with ASCE 7. The Consultant shall evaluate and identify a suitable generator location, whether elevated or relocated outside the Special Flood Hazard Area (SFHA), ensuring adequate space for operation, maintenance, and fueling, and compliance with National Electrical Code (NEC) working clearance requirements. The scope shall include preparation of all necessary plans, specifications, technical details, and bid documents; coordination with permitting agencies; and incorporation of all applicable federal, state, and local regulations. The Consultant shall also provide engineering support during bidding, respond to requests for information, and assist with review of contractor submittals to ensure the final design intent is achieved and that the improvements enhance system reliability, prevent future flood-related damage, and maintain uninterrupted wastewater service to the City of South Daytona and the City of Daytona Beach.

This project is funded through the Federal Emergency Management Agency (FEMA) Hazard Mitigation

Grant Program (HMGP) and is subject to all applicable requirements of 2 C.F.R. Part 200. The fully https://procurement.opengov.com/portal/southdaytona executed agreement is included as part of this solicitation. By submitting qualifications, responding firms acknowledge and agree to comply with all terms, conditions, and provisions contained therein.

THE FOLLOWING COMPLIANCE REQUIREMENTS APPLY TO THE FEDERAL RESOURCES AWARDED

UNDER THIS AGREEMENT:

2 C.F.R. Part 200 Uniform Administrative Requirements, Cost Principles, and Audit Requirements for

Federal Awards

The Robert T. Stafford Disaster Relief and Emergency Assistance Act, Public Law 93-288, as amended, 42 U.S.C. 5121 et seq., and Related Authorities

Sections 1361(A) of the National Flood Insurance Act of 1968, 42 U.S.C. 4104c, as amended by the

National Flood Insurance Reform Act of 1994, Public Law 103-325 and the Bunning-Bereuter-

Blumenauer Flood Insurance Reform Act of 2004, Public Law 108-264

31 C.F.R. Part 205 Rules and Procedures for Funds Transfers

All work is specified within the Bid Documents. A digital copy of the Bid Documents may be obtained at no charge via electronic mail by making a request to the Deputy City Clerk at bwitte@southdaytona.org.

The documents will also be made available at the Office of the City Manager located inside City Hall at

1672 South Ridgewood Avenue, South Daytona, Florida. Any addenda to these documents will be posted on the City of South Daytona's Portal (https://procurement.opengov.com/portal/southdaytona). It is the bidder’s responsibility to confirm that all addenda have been received prior to submitting a proposal in response to this request.

The City reserves the right to reject any or all bids, and the award, if award is made, will be made based on the following evaluation factors and the bidder whose qualifications indicate the award will be in the best interest of the City and whose proposal complies with all the prescribed requirements. The selection committee will present top ranked firm to City Council for approval.

Bids shall be:

A. Submitted on standard forms which will be furnished with the Bid/Project Manual;

B. Irrevocable after the time and date set for the opening of bids and for a period of 90 days thereafter;

C. Respondents will submit bids through the e-Procurement Portal at https://procurement.opengov.com/portal/southdaytona.

By/s James L. Gillis, Jr.

City Manager mailto:bwitte@southdaytona.org

SECTION 2: PURPOSE AND OVERVIEW

Purpose

Design and permitting services for Lift Station #2. This FEMA HMGP-funded project is a critical resilience initiative to mitigate roadway flooding and improve stormwater system performance under a 100-year storm event.

1. Project Overview

The selected consultant will provide professional engineering services to evaluation, engineering, and preparation of construction documents for the resiliency upgrades to Lift

Station #2 in support of Hazard Mitigation Grant Program (HMGP) objectives. The Consultant shall assess existing site conditions, structural components, mechanical and electrical systems, and hydraulic capacity, and develop design solutions to elevate the lift station’s lowest finished floor and all critical electrical and control components to a minimum of two (2) feet above the applicable Base Flood

Elevation. The design shall include the replacement of the existing 60-kW generator, originally installed in 1989, with a new 75-kW permanent generator, or other appropriately sized unit as determined through engineering analysis and coordination with equipment vendors to ensure adequate capacity for continuous operation of critical infrastructure. The Consultant shall also design the installation of submersible pumps equipped with watertight seals and any associated mechanical, structural, and electrical modifications required for full system integration.

Design services shall incorporate flood and wind resiliency measures consistent with a 500-year storm event, including compliance with National Flood Insurance Program (NFIP) requirements and wind load criteria in accordance with ASCE 7. The Consultant shall evaluate and identify a suitable generator location, whether elevated or relocated outside the Special Flood Hazard Area (SFHA), ensuring adequate space for operation, maintenance, and fueling, and compliance with National Electrical Code (NEC) working clearance requirements. The scope shall include preparation of all necessary plans, specifications, technical details, and bid documents; coordination with permitting agencies; and incorporation of all applicable federal, state, and local regulations. The Consultant shall also provide engineering support during bidding, respond to requests for information, and assist with review of contractor submittals to ensure the final design intent is achieved and that the improvements enhance system reliability, prevent future flood-related damage, and maintain uninterrupted wastewater service to the City of South Daytona and the City of Daytona Beach.

2. Scope of Services

The Consultant shall provide services including, but not limited to:

Phase 1 – Project Initiation and Data Collection: The Consultant shall conduct a project kickoff meeting with City staff to confirm project goals, schedule, regulatory requirements, and HMGP compliance obligations. The Consultant shall collect and review all available record drawings, prior studies, FEMA flood data, NFIP requirements, geotechnical information (if available), and operational data for the lift station. Field investigations shall be performed to document existing structural, mechanical, and electrical conditions, including verification of elevations, equipment condition, and site constraints. Deliverables shall include a project management plan, schedule, and a technical memorandum summarizing existing conditions and design criteria.

Phase 2 – Preliminary Engineering (30% Design): The Consultant shall develop conceptual and preliminary design alternatives for elevating the lift station structure and critical components to a minimum of two (2) feet above the Base Flood Elevation, as well as options for generator replacement and placement. The Consultant shall perform load calculations to determine appropriate generator sizing

(nominally 75-kW or as otherwise justified), evaluate relocation or elevation alternatives to meet 500-year flood protection requirements, and assess compliance with ASCE 7 wind loading and NEC clearance requirements. Preliminary layouts for submersible pump replacement with watertight seals and associated system modifications shall be developed. An opinion of probable construction cost (OPCC) shall be prepared. Deliverables shall include 30% design drawings, preliminary specifications outline, design criteria report, and OPCC. A review meeting with the City shall be conducted to obtain direction prior to advancing design.

Phase 3 – Intermediate Design (60% Design): Based on City input, the Consultant shall advance the selected alternative into more detailed engineering plans, including civil, structural, mechanical, and electrical components. This phase shall include site grading and drainage considerations, structural design for elevated components, electrical one-line diagrams, generator integration, and control panel elevation details. Coordination with utility providers and identification of permitting requirements shall occur during this phase. Deliverables shall include 60% design plans, outline technical specifications, updated OPCC, and a coordination memorandum summarizing permitting strategy and agency requirements.

Phase 4 – Final Design (90% and 100% Construction Documents): The Consultant shall complete final design documents incorporating all City and regulatory comments. Final plans shall include all necessary details for construction, including structural elevations, generator pad or platform design, anchoring systems for wind and flood resistance, electrical and control systems, and pump installation details. Technical specifications shall be fully developed, and bid documents prepared in accordance with applicable federal, state, and local procurement requirements, including HMGP provisions. The

Consultant shall provide a final OPCC and construction schedule. Deliverables shall include 90% plans and specifications for review, followed by 100% signed and sealed construction drawings, specifications, and bid package.

Phase 5 – Permitting: The Consultant shall prepare and submit permit applications to all applicable agencies, which may include local development review, environmental/resource permitting, floodplain management review, and coordination with FEMA/NFIP requirements. The Consultant shall respond to agency comments, revise plans as necessary, and support the City in obtaining all required approvals.

Deliverables shall include complete permit application packages, response-to-comments documentation, and final approved permits.

Phase 6 – Bidding and Procurement Support: The Consultant shall provide support during the bidding phase, including responding to Requests for Information (RFIs), issuing addenda, attending pre-bid meetings, and assisting with bid evaluation. The Consultant shall review contractor bids for conformance with the design intent and provide a recommendation of award. Deliverables shall include addenda (as required), bid tabulation, and a recommendation letter.

Phase 7 – Engineering Services During Construction (Optional/As Authorized): The Consultant shall provide limited engineering support during construction, including review of shop drawings and submittals, responses to RFIs, site visits as needed, and certification that the project is constructed in general accordance with the design documents. Deliverables shall include submittal reviews, field reports, and record drawing preparation based on contractor-provided information.

All phases shall be completed in compliance with HMGP requirements and all applicable federal, state, and local regulations. The design shall ensure that all critical infrastructure is protected against a 500-year flood event, meets NFIP criteria, and incorporates wind-resistant design in accordance with ASCE 7, resulting in a resilient and reliable lift station system that maintains uninterrupted wastewater service.

This project is funded through the Federal Emergency Management Agency (FEMA) Hazard

Mitigation Grant Program (HMGP) and is subject to all applicable requirements of 2 C.F.R. Part

200. The fully executed agreement is included as part of this solicitation. By submitting qualifications, responding firms acknowledge and agree to comply with all terms, conditions, and provisions contained therein.

SECTION 3: INSTRUCTIONS TO BIDDERS

Firms or companies (Vendor) desiring to provide services, as described herein shall submit sealed bids, including one original copy in conformance with the detailed submittal instructions.

TIMELINE (Local Time):

The City reserves the right to modify these timelines and schedules at any time for any reason.

Release Project Date: June 30, 2026

Question Submission Deadline: July 17, 2026, 4:30pm

Response Submission Deadline: August 3, 2026, 2:00pm

Selection Committee Meeting (tentative date):

August 4, 2026

Staff Recommendation to the City Council: August 11, 2026

ELECTRONIC SUBMISSION INSTRUCTIONS:

Bids must be submitted to the portal via https://procurement.opengov.com/portal/southdaytona.

Sealed Bids must be submitted no later than the date and time listed in the Timeline above. All times referenced are local time.

Offers by telephone, email or telegram shall not be accepted. Also, Vendors are instructed NOT to fax their bid package. Faxed bids shall be rejected as non‐responsive regardless of where or when the fax is received.

Bids will be opened publicly, and the names of all Vendors shall be read aloud.

The City of South Daytona reserves the right to reject any or all Bids or parts of Bids if it is in the best interest of the City.

PRE-BID CONFERENCE:

There will be a Mandatory Pre-Bid Conference for the project on NO VALUE at NO VALUE at the NO

VALUE. If mandatory, all attendees to the Pre-Bid Conference must sign in.

EXAMINATION OF CONTRACT DOCUMENTS AND SITE:

Before submitting a Bid, each Bidder must (a) examine the Contract Documents thoroughly, (b) visit the site(s) to familiarize himself with local conditions that may in any manner affect cost, progress or performance of the Work, (c) familiarize himself with federal, state and local laws, ordinances, rules and regulations that may in any manner affect cost, progress or performance of the Work; and (d) study and carefully correlate Bidder's observations with the Contract Documents.

Before submitting his Bid each Bidder will, at his own expense, make such additional investigations and tests as the Bidder may deem necessary to determine his Bid for performance of the Work in accordance with the time, price and other terms and conditions of the Contract

Documents.

On request the City will provide each Bidder access to the site to conduct such investigations and tests as each Bidder deems necessary for submission of his Bid. Bidders making such investigations shall return site to original condition and shall pay for any damages resulting therefrom.

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

BID COORDINATOR:

The coordinator for this Bid is:

Becky Witte, Deputy City Clerk bwitte@southdaytona.org

Phone: 386-322-3011

The City will not respond to oral inquiries. Respondents may submit written (by email or via the portal) inquiries regarding this to the coordinator. Written inquiries must be received by Friday, July 17, 2026 by 4:30 pm to be considered. The City will record its responses to inquiries and any supplemental instructions in the form of written addenda via the City website www.southdaytona.org.

The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the Bid Due Date. Vendors should not rely on any representations, statements or explanations other than those made in this ITB or in any addendum to this ITB. Where there appears to be a conflict between the ITB and any addenda issued, the last addendum issued will prevail. It is the Vendor's responsibility to be sure all correct number of addenda was received. The

Vendor should verify with the designated contact persons prior to submitting a Bid that all addenda have been received. Vendors should acknowledge the correct number of addenda received as part of their

Bids. It is the responsibility of the Vendor to ensure all addenda have been received prior to submitting a bid.

The City of South Daytona reserves the right to consider the omission of an acknowledgment of addendum as cause for rejection of the submittal.

This provision exists solely for the convenience and administrative efficiency of the City of South

Daytona. No Vendor or other third party gains any rights by virtue of this provision or the application thereof, nor shall any Vendor or third party have any standing to sue or cause of action arising therefrom.

CLARIFICATIONS:

It is the Vendor’s responsibility to become familiar with and fully informed regarding the terms, conditions and specifications of this ITB. Lack of understanding and/or misinterpretation of any portions mailto:bwitte@southdaytona.org https://www.southdaytona.org/ of this ITB shall not be cause for withdrawal of your Bid after opening or for subsequent protest of award.

Vendors must contact the Bid Coordinator, 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:

Vendors shall be licensed to do business in the State of Florida. Submit Sunbiz report showing your company registered as “Active”.

Vendors must be properly registered and licensed to provide the goods or services identified in the scope of work, by all applicable state and local agencies.

Vendors must provide a minimum of three (3) verifiable references from similar scope and size of work as identified in this ITB on the provided “Professional References” form. Failure to provide references that verify required experience will cause the Vendor to be deemed non-responsive. The City of South

Daytona is not to be used as a reference.

NO LOBBYING:

All Vendors are hereby placed on notice that the City of South Daytona Council, City Employees/Staff, nor

Members of the Evaluation Committee (with the exception of the Bid Coordinator designated to receive requests for interpretations or corrections) are not to be lobbied, directly or indirectly either individually or collectively, regarding this ITB. During the entire procurement process, all Vendors 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 Bids for this project. Any Vendor contacting individuals mentioned herein in violation of this warning may automatically be disqualified from further consideration for this ITB.

PRICING SHEETS:

Pricing sheets/Bid Forms are to be completed as directed and without modification and returned as part of the ITB submittal prior to the ITB deadline for submission. Failure to fill out the price sheets/bid forms as directed and without modification may negatively affect the evaluation of your bid.

EXCEPTIONS TO SPECIFICATIONS:

If taking exception to any portion of the ITB specifications, the Vendor must indicate those exceptions as stated on the Vendor’s Acknowledgement Form.

BID SUBMISSION AND WITHDRAWAL:

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

CORRECTION OF BIDS:

Correction of inadvertently erroneous Bids shall be permitted up to the time of ITB opening. Vendors shall not be allowed to modify their Bids after the opening time and date.

WITHDRAWAL OF BIDS:

NO Bid shall be withdrawn for a period of ninety (90) days subsequent to the Bid opening without the consent of the City of South Daytona, Florida. Negligence on the part of the Vendor in preparing the Bid confers no right of withdrawal or modification after the Bid has been opened, at the appointed time and place by the City of South Daytona. Any such withdrawn Bid shall not be resubmitted.

OPENING OF BIDS:

Bids will be received until the date and time stated in this ITB and will be publicly opened and read at the place, time and date stated. No responsibility will attach the City for the premature opening of a Bid not properly addressed and identified.

REJECTION OF BIDS:

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

BIDS MAY BE REJECTED AND/OR VENDOR(S) DISQUALIFIED FOR THE FOLLOWING REASONS:

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

B. Failure to perform according to contract provisions.

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

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

E. Evidence that the vendor has attempted to give a City employee a gratuity of any kind for the purpose of influencing a recommendation or decision in connection with any part of the City’s purchasing activity.

F. Other reasons deemed appropriate by the City.

OWNERSHIP OF DOCUMENTS:

All documents resulting from this project will become the sole property of the City of South Daytona. The

Vendor must meet all requirements for retaining public records and transfer, at no cost, to the City all public records in the possession of the Vendor 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 for under the Americans with Disabilities Act, contact the Deputy

City Clerk at 386‐322-3014 at least 48 hours before the scheduled event.

OTHER REQUIREMENTS:

If this is a federally assisted project it will be subject to Federal Labor Standards which include, the Davis-

Bacon Act (payment of prevailing wage rates) and the Copeland Act (anti-kickback of wages & submission of weekly certified payroll reports), as well as other provisions including 24 CFR 85.36

(bonding requirements), and Section 3 & M/WBE. Laborers and mechanics employed by primary contractors and sub-contractors performing construction work on this project shall be paid wages at rates not less than the prevailing rates as determined by the Secretary of Labor in accordance with the

Davis-Bacon Act. The prime contractor is responsible for the enforcement of wage compliance and support documentation for the duration of the project and may be held liable for wage restitution. The applicable information regarding the laws and regulations stated above would be included in the bid packet.

BOND:

In accordance with section 255.05, Florida Statutes, the Bidder, if awarded the Contract and the bid amount is $100,000 or more, shall execute and file acceptable performance and payment bonds equal to

100% of the contract price within ten (10) days after written notice of the award of contract. No bidder may withdraw their bid for a period of ninety (90) days after the date set for opening of bids.

PAYMENT OF TAXES:

The Contractor will be responsible for payment of all Excise, Sales and Use Taxes, and all other taxes required by law on all materials, tools, apparatus, equipment, fixtures, and incidentals which he purchases or uses for the purpose of fulfilling the work of this Contract, and he shall include all amounts required for such taxes with the item prices bid in his Proposal. No additional payment will be made to cover such taxes. Each Bidder shall thoroughly familiarize himself before submitting a Proposal, with all laws requiring the payment of taxes.

SPECIAL REQUIREMENTS:

Prohibited Interests. No official of the City who is authorized in such capacity, and on behalf of the City to negotiate, make, accept or approve, or to take part in negotiating, making accepting, or approving any architectural, engineering, inspection, construction or material supply contract or any subcontract in connection with the construction of the project shall become directly or indirectly interested, personally, in this Contract or in any part thereof. No officer, employee, architect, attorney, engineer, or inspector of or for the City who is authorized in such capacity and on behalf of the City to exercise legislative, executive, supervisory, or other similar functions in connection with the construction of the project, shall become directly or indirectly interested personally, in this Contract or in any part thereof, any material supply contract, subcontract, insurance contract, or any other contract pertaining to the project.

Performance of Work by Contractor. The Contractor shall not sublet, sell, transfer, assign or otherwise dispose of the contract or any portion thereof, or of his right, title or interest therein, without written consent of the City. The Contractor shall perform on the site and with his own organization work equivalent to not less than 50 percent of the total dollar value of the work to be performed under this contract except that work designated hereinafter as specialty work may be performed by subcontractors and the cost of any such specialty work so performed by subcontract may be deducted from the total contract amount before computing the amount of work required to be performed by the Contractor with his own organization.

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

Equal Opportunity Clause. During the performance of this contract, the contractor agrees as follows:

A. The contractor will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. The contractor will take affirmative action to ensure that applicants are employed, and that employees are treated during employment without regard to their race, color, religion, sex, or national origin. Such action shall include, but not be limited to the following: Employment, upgrading, demotion, or transfer; recruitment or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for training, including apprenticeship. The contractor agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided setting forth the provisions of this nondiscrimination clause.

B. The contractor will, in all solicitations or advertisements for employees placed by or on behalf of the contractor, state that all qualified applicants will receive considerations for employment without regard to race, color, religion, sex, or national origin.

C. The contractor will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice to be provided advising the said labor union or workers’ representatives of the contractor’s commitments under this section and shall post copies of the notice in conspicuous places available to employees and applicants for employment.

D. The contractor will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.

E. The contractor will furnish all information and reports required by Executive Order 11246 of

September 24, 1965, and by rules, regulations, and orders of the Secretary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the administering agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.

F. In the event of the contractor’s noncompliance with the nondiscrimination clauses of this contract or with any of the said rules, regulations, or orders, this contract may be canceled, terminated, or suspended in whole or in part and the contractor may be declared ineligible for further

Government contracts or federally assisted construction contracts in accordance with procedures authorized in Executive Order 11246 of September 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order 11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.

G. The contractor will include the portion of the sentence immediately preceding paragraph (1) and the provisions of paragraphs (1) through (7) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to section 204 of Executive Order 11246 of September 24, 1965, so that such provisions will be binding upon each subcontractor or vendor. The contractor will take such action with respect to any subcontract or purchase order as the administering agency may direct as a means of enforcing such provisions, including sanctions for noncompliance. Provided, however, that in the event a contractor becomes involved in, or is threatened with, litigation with a subcontractor or vendor as a result of such direction by the administering agency the contractor may request the United

States to enter into such litigation to protect the interests of the United States.

SECTION 4: SCOPE OF WORK / BID SPECIFICATIONS

SCOPE FOR PROJECT

Design and permitting services for Lift Station #2. This FEMA HMGP-funded project is a critical resilience initiative to mitigate roadway flooding and improve stormwater system performance under a 100-year storm event.

1. Project Overview

The selected consultant will provide professional engineering services to evaluation, engineering, and preparation of construction documents for the resiliency upgrades to Lift

Station #2 in support of Hazard Mitigation Grant Program (HMGP) objectives. The Consultant shall assess existing site conditions, structural components, mechanical and electrical systems, and hydraulic capacity, and develop design solutions to elevate the lift station’s lowest finished floor and all critical electrical and control components to a minimum of two (2) feet above the applicable Base Flood

Elevation. The design shall include the replacement of the existing 60-kW generator, originally installed in 1989, with a new 75-kW permanent generator, or other appropriately sized unit as determined through engineering analysis and coordination with equipment vendors to ensure adequate capacity for continuous operation of critical infrastructure. The Consultant shall also design the installation of submersible pumps equipped with watertight seals and any associated mechanical, structural, and electrical modifications required for full system integration.

Design services shall incorporate flood and wind resiliency measures consistent with a 500-year storm event, including compliance with National Flood Insurance Program (NFIP) requirements and wind load criteria in accordance with ASCE 7. The Consultant shall evaluate and identify a suitable generator location, whether elevated or relocated outside the Special Flood Hazard Area (SFHA), ensuring adequate space for operation, maintenance, and fueling, and compliance with National Electrical Code (NEC) working clearance requirements. The scope shall include preparation of all necessary plans, specifications, technical details, and bid documents; coordination with permitting agencies; and incorporation of all applicable federal, state, and local regulations. The Consultant shall also provide engineering support during bidding, respond to requests for information, and assist with review of contractor submittals to ensure the final design intent is achieved and that the improvements enhance system reliability, prevent future flood-related damage, and maintain uninterrupted wastewater service to the City of South Daytona and the City of Daytona Beach.

2. Scope of Services

The Consultant shall provide services including, but not limited to:

Phase 1 – Project Initiation and Data Collection: The Consultant shall conduct a project kickoff meeting with City staff to confirm project goals, schedule, regulatory requirements, and HMGP compliance obligations. The Consultant shall collect and review all available record drawings, prior studies, FEMA flood data, NFIP requirements, geotechnical information (if available), and operational data for the lift station. Field investigations shall be performed to document existing structural, mechanical, and electrical conditions, including verification of elevations, equipment condition, and site constraints. Deliverables shall include a project management plan, schedule, and a technical memorandum summarizing existing conditions and design criteria.

Phase 2 – Preliminary Engineering (30% Design): The Consultant shall develop conceptual and preliminary design alternatives for elevating the lift station structure and critical components to a minimum of two (2) feet above the Base Flood Elevation, as well as options for generator replacement and placement. The Consultant shall perform load calculations to determine appropriate generator sizing

(nominally 75-kW or as otherwise justified), evaluate relocation or elevation alternatives to meet 500-year flood protection requirements, and assess compliance with ASCE 7 wind loading and NEC clearance requirements. Preliminary layouts for submersible pump replacement with watertight seals and associated system modifications shall be developed. An opinion of probable construction cost (OPCC) shall be prepared. Deliverables shall include 30% design drawings, preliminary specifications outline, design criteria report, and OPCC. A review meeting with the City shall be conducted to obtain direction prior to advancing design.

Phase 3 – Intermediate Design (60% Design): Based on City input, the Consultant shall advance the selected alternative into more detailed engineering plans, including civil, structural, mechanical, and electrical components. This phase shall include site grading and drainage considerations, structural design for elevated components, electrical one-line diagrams, generator integration, and control panel elevation details. Coordination with utility providers and identification of permitting requirements shall occur during this phase. Deliverables shall include 60% design plans, outline technical specifications, updated OPCC, and a coordination memorandum summarizing permitting strategy and agency requirements.

Phase 4 – Final Design (90% and 100% Construction Documents): The Consultant shall complete final design documents incorporating all City and regulatory comments. Final plans shall include all necessary details for construction, including structural elevations, generator pad or platform design, anchoring systems for wind and flood resistance, electrical and control systems, and pump installation details. Technical specifications shall be fully developed, and bid documents prepared in accordance with applicable federal, state, and local procurement requirements, including HMGP provisions. The

Consultant shall provide a final OPCC and construction schedule. Deliverables shall include 90% plans and specifications for review, followed by 100% signed and sealed construction drawings, specifications, and bid package.

Phase 5 – Permitting: The Consultant shall prepare and submit permit applications to all applicable agencies, which may include local development review, environmental/resource permitting, floodplain management review, and coordination with FEMA/NFIP requirements. The Consultant shall respond to agency comments, revise plans as necessary, and support the City in obtaining all required approvals.

Deliverables shall include complete permit application packages, response-to-comments documentation, and final approved permits.

Phase 6 – Bidding and Procurement Support: The Consultant shall provide support during the bidding phase, including responding to Requests for Information (RFIs), issuing addenda, attending pre-bid meetings, and assisting with bid evaluation. The Consultant shall review contractor bids for conformance with the design intent and provide a recommendation of award. Deliverables shall include addenda (as required), bid tabulation, and a recommendation letter.

Phase 7 – Engineering Services During Construction (Optional/As Authorized): The Consultant shall provide limited engineering support during construction, including review of shop drawings and submittals, responses to RFIs, site visits as needed, and certification that the project is constructed in general accordance with the design documents. Deliverables shall include submittal reviews, field reports, and record drawing preparation based on contractor-provided information.

All phases shall be completed in compliance with HMGP requirements and all applicable federal, state, and local regulations. The design shall ensure that all critical infrastructure is protected against a 500-year flood event, meets NFIP criteria, and incorporates wind-resistant design in accordance with ASCE 7, resulting in a resilient and reliable lift station system that maintains uninterrupted wastewater service.

This project is funded through the Federal Emergency Management Agency (FEMA) Hazard

Mitigation Grant Program (HMGP) and is subject to all applicable requirements of 2 C.F.R. Part

200. The fully executed agreement is included as part of this solicitation. By submitting

SECTION 5: STANDARD PURCHASE DEFINITIONS

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

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

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

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

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.

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.

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

Bidder to perform the resultant Contract.

Bid Guaranty (Bid Bond) guarantees that the Bidder (a) will not withdraw the Bid within the period specified for acceptance, and (b) 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.

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

Bidder/Proposer may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status. (See also “Vendor”)

City means the City of South Daytona.

Competitive Negotiation means a method for acquiring goods, services, and construction for public use in which discussions or negotiations may be conducted with responsible offerors who submit Responses through a Request for Proposals, Request for Statements of Qualifications, or Invitation to Negotiate.

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

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

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

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

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

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

Bidder.

Due Date means the date and time specified for receipt of Responses to a Solicitation.

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

Evaluation/ Selection Committee/Team is a temporary group of City personnel who are responsible for the evaluation of proposals, statements of qualifications or replies as part of a Request for Proposals

(RFP), Request for Submission of Qualifications (RFSQ), or Invitation to Negotiate (ITN), Request for

Quotes (RFQ) or competitive grant process.

Evaluator is a member of the evaluation committee/team.

Goods are supplies, materials, or equipment.

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.

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

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

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

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.

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.

Lowest Responsible Bidder means the Bidder submitting Lowest Responsible Bid.

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

Negotiator is a member of the negotiation team.

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

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 submitted in response to an Invitation to Negotiate.

Outlier is a bid, offer, or proposal which is determined by the City to be significantly dissimilar to or inconsistent with, competing bids or offers.

Pre-Bid/Proposal/Statement/Reply Conference means a meeting conducted by the City, held in order to allow Vendors to ask questions about the proposed Contract and particularly the Contract specifications with the City department requesting the goods/services.

Price Analysis is an evaluation of the total cost of a contract in order to determine if the price is reasonable.

Procurement (Process) is a term used in the governmental sector for the combined functions of acquiring (purchasing) needed goods and/or services, receiving and inspection, inventory management, contract administration, and disposal/surplus.

Professional Services means those services within the scope of the practice of architecture, professional engineering, landscape architecture, or registered surveying and mapping, as defined by the laws of the state, or those performed by any architect, professional engineer, landscape architect, or registered surveyor and mapper in connection with his or her professional employment or practice.

Protest is a formalized process by which respondents have an opportunity to challenge a procurement practice or contract award.

Proposal is a complete, properly signed Response to a Request for Proposal, based on performance that is offered rather than on that of price alone, which if accepted, would bind the Vendor to perform the resultant Contract.

Purchase Order is an order placed by the Purchasing Division for the purchase of Goods or Services written on the City’s standard Purchase Order form and which, when accepted by the Bidder, becomes a contract. The Purchase Order is the Bidder’s authority to deliver and invoice the City for Goods or

Services specified, and the City’s commitment to accept the Goods or Services for an agreed upon price.

Request for Proposal (RFP) means a formal request to prospective vendors requesting qualifications of the vendor and pricing for a specified Good or Service which has been advertised.

Request for Statement of Qualifications (RFSQ) means a formal request to prospective vendors requesting statements of qualifications pursuant to Florida Statute 287.055 “Consultant’s Competitive Negotiation Act” which has been advertised for Statement in a newspaper.

Respondent means an entity that has (or will, i.e. “prospective respondents”) submitted a response to a competitive solicitation conducted to create a contractual relationship for the provision of commodities or services.

Response/Submission means all materials submitted to the City by a respondent as part of a solicitation. A response may be called a bid, proposal, statement of qualifications, or a reply, depending on the type of competitive solicitation being issued.

Responsible (Vendor) is a vendor who has the capability in all respects to fully perform the contract requirements and the…