RFP 2026-01-PW Packet_1.pdf

City of DeFuniak Springs

Requests for Proposals General Contractor Services

RFP 2026-01-PW

GENERAL TERMS AND CONDITIONS

PREPARATIONS OF BIDS/PROPOSALS: Proposals shall be submitted on the forms provided and must be signed by the Bidder or their authorized representative. The person signing the proposal shall initial any corrections to entries made on the attached forms.

Vendors must provide pricing on all items appearing on the bid forms unless specific directions in the advertisement, on the bid form or in the special provisions allowed for partial bids.

Failure to provide pricing on all items may disqualify the bid. Alternative bids will be considered, unless otherwise stated, only if the alternate is described completely, including, but not limited to, sample, if requested and specifications sufficient so that a comparison to the request can be made.

Any questions or inquiries must be submitted in writing, and must be received by the City Clerk no later than August 20, 2026, at 12:00 (noon) to be considered. Any changes to the Request for Proposal will be issued through posted addendum.

SUBMITTED BIDS/PROPOSALS: Proposals must be submitted as directed in the Request for Proposals, and on the forms provided unless otherwise specified. Proposals must be typewritten or printed in ink. Proposals must be mailed or delivered in person. Proposals that are faxed or emailed will not be accepted.

WITHDRAWING BIDS/PROPOSALS: Proposals may be withdrawn prior to the opening date and time upon written request of the Proposer. Negligence on the part of the Proposer in preparing his/her proposal shall not constitute a right to withdraw a proposal subsequent to the proposal opening.

RECEIPT AND OPENING OF PROPOSALS: Proposals shall be submitted prior to the time fixed in the Request for Proposals/Sealed Bids. Proposals received after the time so indicated shall be returned unopened.

PROPOSAL RESULTS: All sealed bids received will be considered confidential and not available for public review until after the bid opening is conducted. Bid and RFP openings will be scheduled and opened accordingly. Please send your request in writing or send an email to cityclerk@defuniaksprings.net to receive sealed bid results after the public opening.

KNOWLEDGE AND EXPERIENCE: If and as requested per document, provide a description of the firm’s knowledge and experience in the industry. Highlight your company’s experience to provide the highest quality and reliable service and support.

REFERENCES: If and as requested per document, projects and accounts within the past five years best illustrating current qualifications for this project.

AWARD OF CONTRACT: It is the policy of the City that contracts are awarded only to responsible bidders. In order to qualify as responsible, a prospective vendor must meet the following standards as they relate to this request:

• Have adequate financial resources for performance or have the ability to obtain such resources as required during performance.

• Have the necessary experience, organization, technical and professional qualifications, skills and facilities.

• Be able to comply with the proposed or required time of completion or performance schedule

• Have a demonstrated satisfactory record of performance.

• Adhere to the specifications of this bid and provide all documentation required of this bid.

The contract will be awarded to the most responsive & responsible bidder(s) based on the best cost, qualifications, and experience, including, the quality of the equipment/services to be provided and the support that the bidder offers during the duration of the contract terms. If the City chooses to select more than one firm for contract, then those firms will be assigned projects through a rotation.

CONTRACT TERMINATION: If at any time the proposer fails to provide proper services during the contract period, the City will have the option to terminate the contract at any time without notice.

RIGHT TO REJECT BIDS: The City reserves the right to reject any and all sealed bids, should the City deem it to be in the best interest of the public.

INSURANCE CERTIFICATES:

Prior to award of this contract, the Contractor shall submit insurance certificates indicating coverage for all vehicles, public liability and property damage in the following amounts:

Comprehensive General:

Liability Auto Liability:

Property Damage:

Personal Injury

$1,000,000/$ 1,000,000 $1,000,000/$ 1,000,000 $1,000,000/$ 1,000,000

Workmen’s Compensation as required by the State of Florida

PRICING: Unless otherwise specified, all prices listed are firm for the term of the contract. All prices should include all labor and material costs, and any discounts offered. All fuel surcharges, delivery charges and miscellaneous charges that are not part of the terms and conditions of this contract will only hold up payment if they are added to the submitted invoice.

TAX:

The City is exempt from all sales and federal excise taxes.

GUARANTEES AND WARRANTIES: All parts and labor related to agreements must be guaranteed and include a warranty. If any work is unable to be guaranteed, the contractor must inform the City, in writing, prior to the delivery of an item or any work being performed.

FORCE MAJEURE: Neither party shall be liable for any inability to perform its’ obligations under any subsequent agreement due to war, riot, insurrection, civil commotion, fire, flood, earthquake, storm or any other act of God.

REQUEST FOR PROPOSALS

GENERAL CONTRACTOR SERVICES

You are cordially invited to submit a proposal for General Contractor Services in accordance with the attached specifications, terms, and conditions listed in RFP 2026-01-PW General Contractor Services which can be obtained at https://www.defuniaksprings.net/1230/Bids-RFPs. The City of DeFuniak Springs is seeking one or more qualified contractors to provide on-call general contractor services for municipally managed facilities. The successful contractor(s) must be registered in FL and shall provide all labor, materials, equipment, tools, and supervision necessary for the service, repair, maintenance, replacement, installation, and/or upgrade of building systems in all municipal buildings as needed. The City is seeking to select one or more contractors for a preferred short list with expertise in this field for the following but not limited to: on-call workload needs, typical small and/or planned work, and may include large scale capital work. This will be a three (3) year contract:

2026-2029. All proposals/bids must be received by September 3, 2026, at 2:00 PM (CST).

RFP 2026-01-PW

General Contractor Services City of DeFuniak Springs City Clerk 1350 Baldwin Avenue DeFuniak Springs, FL 32435

INTRODUCTION

The City of DeFuniak Springs intends to contract with a qualified and FL Registered Business as a General Contractor for general building related services including emergencies. The City intends to pre-select one or more qualified General Contractors to provide all labor, materials, equipment, tools, and supervision necessary for the service, repair, maintenance, replacement, installation, and/or upgrade of building systems in all municipal buildings as needed. Award of a contract does not obligate the City to engage the Contractor(s) in performing any minimum amount of service during the contract period. This will be a three (3) year contract: 2026-2029.

SCOPE OF WORK

● On-Call General Contractor Services includes but is not limited to the labor, materials, equipment, tools, and supervision necessary for the service, repair, maintenance, replacement, installation, and/or upgrade of building systems in all municipal buildings in the City.

● Buildings systems include, but are not limited to; Roofing, demolition, framing, drywall, flooring, doors, painting, masonry, acoustical drop ceilings, carpeting, and any other associated building systems as directed.

● Jobs will be priced accordingly either Time and Material or Lump Sum based on scale of work.

● On-Call Contractor Services includes response to service requests as well as emergency response for related electrical needs.

● Contractor must respond to the City, generally the Public Works Director, however there may be a designee, by phone, in a timely manner not more than eight (8) hours after receiving a service request call and must be prepared to have an employee on site within forty-eight (48) hours of the phone call. If service is an emergency, the contractor must respond by phone within one (1) hour and work must be started within four (4) hours. A site visit to a location identified in advance must be scheduled in a reasonable period. This should normally occur within 48 hours, but as needs and circumstances will vary, it is https://www.defuniaksprings.net/1230/Bids-RFPs expected that a contractor will accommodate the needs accordingly. All appointments made between the Contractor and the City must be kept unless the two agree to a change.

Failure on a Contractor’s part to keep appointments may result in termination of the contract. All quotes/estimates for work will be done at no cost to the city.

CALENDAR OF EVENTS

Listed below are the important actions and dates/times by which the actions must be taken or completed. If the City finds it necessary to change any of these dates/times, it will be accomplished by addendum. All listed times are local time in DeFuniak Springs, Florida.

ACTION

Advertise RFQ

August 20, 2026 by 12:00 noon local time Last day for questions

September 3, 2026 no later than Closing date 2:00PM local time and will open immediately thereafter

September 14, 2026 Recommendation provided to the City Council to negotiate with the selected firm. RFQ awarded.

EXPERIENCE/QUALIFICATIONS/SKILLS

● The contractor shall be able to demonstrate knowledge, experience, and ability to those items specifically listed in APPENDIX A.

● Contractor (Company) shall have been in business, and registered by the State of FL, as a General Contractor for at least five (5) years.

● Contractor must be a registered business in FL, have a current City of DeFuniak Springs Business Tax Recipient, and have ample facilities, accounts, and equipment required of a qualified General Contractor.

● Must be able to respond to emergencies by phone within one (1) hour and work must be started within four (4) hours if applicable

● Must be able to respond in a timely manner not more than eight (8) hours after receiving a service request call and must be prepared to have an employee on site within forty-eight

(48) hours of the phone call if applicable.

● Must be able to submit any standard cost estimate for planned or scheduled work in a timely manner.

● Must be able to make basic cost estimates for labor included in the project or job assignment descriptions.

● Must be able to read small lettering and serial numbering from plans, blueprints, diagrams and drawings as required.

● Must be able to move, push, or lift items in tight spaces including and/or outside elements.

● Must be able to work in harmony and cooperatively with City staff or personnel when working on assigned site projects during normal working hours

● Design/Build capability preferred.

● Must be professional and presentable when on-site.

● Municipal Experience is preferred but not required.

PROTECTION OF WORK AND PROPERTY

● The successful Contractor shall, during the period of inspection and/or repair, maintain good, clean, safe working conditions at all times and shall be responsible for keeping the areas free from all debris, machine parts, tools, etc. and shall leave the areas clean and orderly.

● All used parts and/or demolished materials must be removed to a point of disposal off the building premises at the close of each working day.

● The Contractor shall continuously maintain adequate protection for all of his items from damage and shall protect the owner’s property from damage, injury or loss arising in connection with this contract.

● The contractor shall have proper safety devices maintained at all times while in use.

● If equipment does not contain proper safety devices and/or is being operated in an unsafe manner, the City shall direct the Contractor to remove such equipment and/or the operator until the deficiency is corrected to the satisfaction of the City.

● The Contractor shall be solely responsible for injury to persons and or City property caused by the operation of the equipment.

SELECTION

The selection of one or more Qualified General Contractors will be based on the following with each category representing 20% based on the following:

Highly Advantageous* 3-5 points: Response excels on the specific criterion

Advantageous 2 points: Response meets evaluation standard for the criterion

Least Advantageous 1 point: Response does not fully meet the criterion or leaves a question or issue not fully addressed

Does Not Meet 0 points: Does not address the criterion

* The Contractor has previous Municipal Experience including Contract qualification

1) Knowledge and Experience

Includes a summary of experience that pertains to the disciplines described in the Section

EXPERIENCE/QUALIFICATIONS/SKILLS.

2) Key Personnel Background

Name, position, and related years’ experience and responsibilities of key personnel assigned to this work.

3) Facilities Description

Provide a detailed summary describing your shop and/or headquarters, and any vehicles/equipment used for work purposes.

4) References

Contractor will provide at least three (3) complete references from companies that have used the Contractor’s services in the past. References must include the following information (must be current):

1. Reference’s organization or company name.

2. Reference’s physical mailing address, phone number and email address.

3. Contact person.

4. Description and date of project and/or type(s) of services provided for each reference.

5. Provide Active Accounts/Contract Agreements you currently do work under.

NOTE: If the Contractor is already pre-qualified for any public contracts, they should list the contract number as well.

5) Proposal Rate Sheet

a) Provide a comprehensive Rate Sheet with Unit Rates by the HOUR which shall include: labor, equipment, and any related costs to complete work in strict compliance with the specifications, terms, and conditions set forth in the document.

b) Include both Straight Time and Overtime rates per hour.

c) Emergency Rates and Minimums if applicable

d) Include a Materials Markup Percentage (Actual Cost Plus).

APPENDICES

A. General Contractor Definitions and Preferred Requirements B. Knowledge and Experience C. Facilities Description D. References E. Proposal Rate Sheet F. Acknowledgement Forms

APPENDIX A

GENERAL CONTRACTOR DEFINITIONS

AND

PREFERRED REQUIREMENTS

The intention is to procure qualified general contractors who are on site, directly work with staff for items listed here exclusive to the carpentry understanding that some items may be sub-contracted out for larger specific items best performed by those singular professions such as:

drywall work, plastering, tile work, brick work, concrete finishing, acoustical drop ceilings, etc.

The General Contractor shall have at least five years’ experience and shall be the owner/operator of the registered FL business submitting this proposal.

A laborer is considered additional staff used primarily for those purposes.

The Preferred Requirements below are inclusive of abilities and needed experience at a minimum for any Contractor to be considered:

PREFERRED REQUIREMENTS:

● Demolition Work

● All disciplines of Carpentry

● Rough Framing of walls and/or petitions including for windows and doors

● All types of wallboards and finish work including but not limited to: drywall, blueboard, greenboard, and paneling.

● Finish carpentry including trim, baseboard, moldings, paneling, countertops, and pre-hung doors

● Painting and associated caulking and patchwork

● Minor roof repairs as applicable

● Minor tile work ceramic and commercial

● Assembly and setting of mobile office petitions

● Cabinet Work

● Windows

● Doors

● Window Treatments

● Shelving

APPENDIX B

KNOWLEDGE AND EXPERIENCE

Includes a summary of experience that pertains to the disciplines described in the Section

EXPERIENCE/QUALIFICATIONS/SKILLS.

STATEMENT OF QUALIFICATIONS CIRCLE

ONE

Contractor (Company) has full ability to demonstrate and provide, professionally, those services requested specifically but not limited to

APPENDIX B

YES NO

Contractor (Company) shall have been in business as a General Contractor for at least five (5) years.

YEARS IN BUSINESS:

YES NO

There must be at least one (1) Lead Carpenter on staff with more than five years’ experience thereof with said licensing.

NUMBER OF LEAD CARPENTERS:

YES NO

Contractor must be a registered business in FL, hold an active City of DeFuniak Springs Business Tax Receipt (or have the ability to obtain one), have ample facilities, accounts, and equipment required of a qualified General Contractor.

YES NO

Must be able to respond to emergencies by phone within one (1) hour and work must be started within four (4) hours if applicable.

YES NO

Must be able to submit any standard cost estimate for planned or scheduled work in a timely manner not to exceed (10) business days from the time of notification.

YES NO

Municipal Work/Contract Experience YES NO

APPENDIX C

FACILITIES DESCRIPTION

Provide a detailed summary describing your shop and/or headquarters, and any vehicles/equipment used for work purposes.

FACILITY LOCATION/SHOP/PLACE OF BUSINESS ADDRESS

VEHICLES/ EQUIPMENT

APPENDIX D

REFERENCES

PLEASE PROVIDE THREE REFERENCES AS REQUIRED IN BID PACKAGE:

1. Reference’s organization or company name.

2. Reference’s physical mailing address, phone number and email address.

3. Contact person.

4. Description and date of project and/or type(s) of services provided for each reference.

REFERENCE 1:

REFERENCE 2:

REFERENCE 3:

APPENDIX E

PROPOSAL RATE SHEET

On-Call General Contractor Services includes but is not limited to the labor, materials, equipment, tools, and supervision necessary for the service, repair, maintenance, replacement, installation, and/or upgrade of building systems in all municipal buildings in the City of DeFuniak Springs, FL.

• Proposed Rate should be for one (1) worker, one (1) hour ONLY.

• List OTHER as applicable.

• Business Hours are defined as Monday - Friday 7:00 am – 5:00 pm.

• Non-Business Hours are defined as scheduled any other after/before Business Hours, and all day/night Saturdays and Sundays.

• Emergency Work – As defined immediate work response and/or unscheduled

BUSINESS HOURS RATE QUANTITY

Lead Carpenter $ per HOUR

Laborer $ per HOUR

OTHER $ per HOUR

OTHER $ per HOUR

NON BUSINESS HOURS RATE QUANTITY

Lead Carpenter $ per HOUR

Laborer $ per HOUR

OTHER $ per HOUR

OTHER $ per HOUR

EMERGENCY WORK RATE QUANTITY

Lead Carpenter $ per HOUR

Laborer $ per HOUR

OTHER $ per HOUR

OTHER $ per HOUR

Minimum Hours if Applicable: ______________________

Materials to be invoiced at actual cost plus __________%

APPENDIX H

ACKNOWLEDGEMENT FORMS

SIGNATORY DECLARATION

I, the undersigned, acknowledge completion and receipt of the Authorized Signatory Declaration Form, and fully understand my responsibility as an Authorized Signatory on this document and all subsequent forms thereof requiring signature. In particular I understand rules regarding the referencing, checking, and verification as necessary for disclosure to award this bid or proposal as requested and defined within this document. The bid document as submitted has not been altered knowing all information must be filled out correctly for consideration. It is hereby understood that the City of DeFuniak Springs reserves the right to reject any and all proposals or parts of proposals; to waive any defects, information, and minor irregularities; to accept exceptions to these specifications; to award contracts, or to cancel this request, if it is in the City’s best interest to do so.

Written Name of Authorized Signatory: _________________________________________

Title: _____________________________________________________________________

Signature: _________________________________________________________________

Date: _____________________________________________________________________

Company: _________________________________________________________________

Address: __________________________________________________________________

Phone: ____________________________________________________________________

Email: ____________________________________________________________________

NON-COLLUSION STATEMENT

By Submission of the Bid or Proposal, the Bidder Certifies that:

1. This bid or proposal has been independently arrived at without collusion with any other competitor or potential competitor;

2. This bid proposal has not been knowingly disclosed and will not be knowingly disclosed prior to the opening of bids or proposals for this project, to any other bidder, competitor, or potential competitor;

3. No attempt has been made to induce any other person, partnership or corporation to submit or not to submit a bid or proposal;

4. The person signing this bid or proposal certifies that he has fully informed himself regarding the accuracy of the statements contained in this certification, and under the penalties of perjury, affirms the truth thereof, such penalties being applicable to the bidder as well as to the person signing in its behalf;

5. That attached hereto (if a corporate bidder) is a certified copy of a resolution authorizing the execution of the certificate by the signatory of this bid or proposal on behalf of the corporate bidder.

Signature:_________________________________________________

Name:____________________________________________________

Title:_____________________________________________________

Date:_____________________________________________________

INDEMNIFICATION AGREEMENT

The successful vendor agrees to indemnify, investigate, protect, defend, and save harmless the City of DeFuniak Springs, FL, its officials, officers, agents, and employees from any and all claims and losses accruing or resulting to any and all contractors, subcontractors, suppliers, laborers and any other person, firm or corporation furnishing or supplying work, services, materials, equipment or supplies in connection with the performance of this contract and from any and all claims and losses accruing or resulting to any person, firm or corporation which may be injured or damaged by the vendor in the performance of this contract. In any case, the foregoing provisions concerning indemnification shall not be construed to indemnify the City for damage arising out of bodily injury to persons or damage to property caused by or resulting from the sole negligence of the City or its employees. This indemnification shall survive the expiration or early termination of this contract.

Signature:_________________________________________________

Name:____________________________________________________

Title:_____________________________________________________

Date:_____________________________________________________