RFP_25-WA-01_Water_Treatment_Facility_Re-Roof.pdf

Request for Proposal

NUMBER

RFP # 25-WA-01

Water Treatment Facility Re-Roof

Michele Moore, Finance Director

SECTION 00 02 00

INVITATION TO BID

CITY OF HOLLY HILL, FLORIDA

WATER TREATMENT FACILITY RE-ROOF

BID# 25-WA-01

Notice is hereby given that the City of Holly Hill is accepting Sealed Proposals for the Water Treatment Facility Roof Replacements.

25-WA-01

“Water Treatment Facility Re-Roof”

Sealed proposals will be accepted by the City of Holly Hill, 1065 Ridgewood Avenue, Holly Hill, Florida 32117, until 10:00 am, March 18, 2025 at which time and place all proposals received will be publicly opened and read aloud in the City Hall Large Conference Room.

There will be a non-mandatory pre-bid meeting for this project at 10:00 am on February 25, 2025. The meeting will be held in the City Commission Chamber, located in City Hall, 1065 Ridgewood Avenue, Holly Hill, FL 32117.

Description of work: Services to be provided shall include, but not be limited to, the following:

The City of Holly Hill, Florida, is requesting proposals from experienced contractors to replace the roofs at the Water Treatment Facility. The project purpose if the removal and replacement of an approximately 7,400 square foot modified bitumen roof serving the Water Treatment Facility. A more detailed scope of work can be found in ‘Exhibit A’ of the bid packet. The proposals are to be in accordance with the terms, conditions and specifications stated herein.

Copies of the bid documents may be obtained electronically from VendorLink at www.myvendorlink.com.

Any addenda to these bid documents will be posted on the VendorLink website. It is the contractor’s responsibility to confirm that all addenda have been received prior to submitting a bid for this project. All questions should be directed in writing to the Michele Moore at financedirector@hollyhillfl.org. Questions to be submitted no later than 5:00pm on March 7, 2025.

Local permits must be pulled for this project, but costs of the permit will be paid by the City of Holly Hill.

All bidders are required to complete and submit the “Public Entity Crime Sworn Statement”, Form #PUR 7068, as designated by Florida Statutes, Section 287.133(3)(a), with their bids.

The City of Holly Hill is not responsible for the U.S. mail or private carriers or messengers in regard to mail being delivered by the specified time so that a bid can be considered. No bids received after the time and date specified for the opening will be considered. The City of Holly Hill, Florida reserves the right to reject any and all bids, to waive any and all non-substantial irregularity in bids reviewed, whenever such rejection or waiver is in the best interest of the City.

No bids received after the time and date specified for the opening will be considered. The City of Holly Hill, Florida reserves the right to reject any and all bids, to waive any and all non-substantial irregularity in bids reviewed, whenever such rejection or waiver is in the best interest of the City.

http://www.myvendorlink.com/ mailto:financedirector@hollyhillfl.org

One (1) original and one (1) electronic copy on USB flash drive shall be addressed to City Clerk, City of Holly Hill, 1065 Ridgewood Avenue, Holly Hill, Florida 32117, in a sealed envelope plainly marked on the outside: WATER TREATMENT FACILITY RE-ROOF

CITY OF HOLLY HILL

VOLUSIA COUNTY, FLORIDA

s/ Joseph A. Forte City Manager

TABLE OF CONTENTS

CITY OF HOLLY HILL

WATER TREATMENT FACILITY RE-ROOF

BID NO. 25-WA-01

ARTICLE DESCRIPTION

1.0 INTRODUCTION/OVERVIEW

1.1 Purpose/Objective

1.2 Background

1.3 Inquiries

1.4 Method and Source of Selection

1.5 Pre-Bid Conference

1.6 Projected Timetable

2.0

GENERAL DESCRIPTION AND SPECIFICATIONS OR SCOPE OF

WORK

3.0 GENERAL RESPONSIBILITIES

3.1 Contractor’s Responsibilities/Requirements

3.2 Drug-Free Workplace

3.3 OSHA Standards

3.4 Damage to public and/or private property

3.5 Hours of Operation

3.6 City’s Responsibilities

3.7 The City’s Right to Inspect

4.0 TERMS AND CONDITIONS OF CONTRACT

5.0 GENERAL TERMS AND CONDITIONS

5.1 Licenses

5.2 Principals/Collusion

5.3 Taxes

5.4 Relation of City

5.5 Term Contracts

5.6 Termination

5.7 Liability

5.8 Assignment

5.9 Lobbying

5.10 Single Bid

5.11 Protest Procedures

5.12 Public Entity Crime

5.13 Conflict of Interest

5.14 Prohibition of Gifts to City Employees

5.15 Immigration Reform and Control Act

5.16 Billing Instructions – Awarded Contractor(s)

5.17 Vendor Preference

5.18 E-Verify Compliance

5.19 Guarantees and Operating Instructions

6.0 INSTRUCTIONS FOR BID

6.1 Compliance with the RFP

6.2 Acknowledgment of Insurance Requirements

6.3 Acknowledgment of Bonding Requirements

6.4 Delivery of Bids

6.5 Evaluation of Bids (Procedure)

6.6 Ambiguity, Conflict, or Other Errors in the RFP

6.7 Proposals, Presentation, and Protest Costs

6.8 Acceptance or Rejection of Proposals

6.9 Requests for Clarification of Proposals

6.10 Validity of Proposals

6.11 Response Format

6.12 Proposal Evaluation Committee and Evaluation Factors

CONTRACTOR CHECKLIST

AGREEMENT

CONFLICT INTEREST AFFIDAVIT

PROPOSER QUALIFICATION

DECLARATION STATEMENT

INSURANCE REQUIREMENTS

DRUG FREE WORKPLACE

NON-COLLUSSION AFFIDAVIT

ACKNOWLEDGMENTS

COMPLIANCE WITH PUBLIC RECORD LAW

REFERENCES

PUBLIC ENTITY CRIMES

VENDOR INFORMATION

E-VERIFY COMPLIANCE FORM

PRICING PROPOSAL FORM

W-9

LABEL

Exhibit A – Water Treatment Facility Re-Roof

1.0 INTRODUCTION/ OVERVIEW

1.1 Purpose/Objective

The City of Holly Hill, Florida, “City”, has issued this Request for Proposal (hereinafter, “RFP”) with the sole purpose and intent of obtaining proposals from qualified and licensed firms to provide for the Water Treatment Facility Re-Roof with the specifications stated and/or attached herein/hereto. The firm awarded this contract must meet or exceed all terms, conditions and specifications of the City. The successful proposer(s) will hereinafter be referred to as the “Contractor”.

The term of this agreement shall be for ninety days (90) days beginning on the date the notice to proceed is issued. This contract may not be renewed. All prices quoted shall remain firm for the duration of this agreement. Also, the City reserves the right to cancel the agreement and/or contract with thirty (30) days written notice for any reason deemed by the City with no right to appeal.

If awarded, a contract to provide these services will be effective on the date contract is approved by the City of Holly Hill City Commission (herein after, the “Commission”), signed by all required parties and filed with the City Clerk.

The specifications included herein are based on requirements to ensure that the lowest practical cost and highest practical quality are obtained at quality prices using the latest technology. The City will not honor or consider any price increase, fuel surcharge or add-on cost during the established performance period.

Termination or cancellation of the contract will not relieve the contractor of any obligations or any deliverables or liabilities entered prior to termination of the contract. The contractor may cancel the resulting contract with a one hundred and twenty (120) days written notice.

The City will notify the contractor in writing of any deficiencies or defaults in the performance of his/her duties under the Contract. The Bidder shall understand that the time limit indicated for completion of this contract and the amount of liquidated damages to be charged against the Contractor shall be declared in default in accordance with the provisions of the specifications as specified on the Agreement Form.

As is more fully explained in Section “6L” of this RFP, an award, if made, will be made to the best overall proposer(s) whose bid is most advantageous to the City, taking into consideration the evaluation factors set forth in this RFP. The City will not use any other factors or criteria in the evaluation of the bids received.

1.2 Background

The City serves an area of less than 4 square miles with a population of approximately 13.108. The City’s fiscal year begins on October 1st and ends on September 30th. The Finance Department maintains the funds and accounts of the City. The Finance Department is responsible for the custody and accounting of funds of each department.

More detailed information on the government and its finances can be found in City of Holly Hill’s Annual Comprehensive Financial Report for fiscal year 2022-2023 and in the City’s Annual Budget for fiscal year 2024-2025. Copies of these documents may be viewed on www.hollyhillfl.org. The City of Holly Hill is exempt from any and all state, local and federal taxes.

http://www.hollyhillfl.org./

1.3 Inquiries

Direct questions related to this RFP to Michele Moore, Finance Director, and submit such questions in writing to financedirector@hollyhillfl.org. Proposers must clearly understand that the only official answer or position of the City will be the one stated in writing and posted on VendorLink (www.myvendorlink.com) from financedirector@hollyhillfl.org. All questions asked, along with the answers rendered will be electronically distributed to firms registered for this solicitation and additionally posted on VendorLink (www.myvendorlink.com).

1.4 Method of Source Selection

The City is using the Competitive Sealed Proposals methodology of source selection for this procurement, as authorized by Resolution 2023-R-82 establishing and adopting the City Purchasing Policy. Each Qualification will be reviewed to determine if the proposal is responsive to the RFP. Proposals deemed to be non-responsive may be rejected without being evaluated by the Selection Committee appointed by the City Manager, which shall be comprised of a minimum of three (3) City employees. The committee will make a recommendation to the City Commission who will make the final selection(s). A responsive proposal is one which has been signed and submitted by the specified Proposal deadline, and has provided the information required to be submitted with the Proposal. While poor formatting, poor documentation and/or incomplete or unclear information may not be cause to reject a Proposal without evaluation, such substandard submissions may adversely impact the evaluation of a Proposal. Respondents who fail to comply with the required and/or desired elements of this RFP do so at their own risk.

The City may, as it deems necessary, conduct discussions with responsible proposers determined to be in contention for being selected for award for the purpose of clarification to assure full understanding of, and responsiveness to, solicitation requirements.

1.5 Pre-Bid Conference

A pre-bid conference is not applicable for this solicitation.

A pre-bid conference is applicable for this solicitation.

A non-mandatory pre-bid conference will be held on February 25, 2025 at 10:00 am in the City Commission Chambers, located at City Hall, 1065 Ridgewood Avenue, Holly Hill, Florida 32117.

mailto:financedirector@hollyhillfl.org mailto:financedirector@hollyhillfl.org.

1.6 Projected Timetable

The following projected timetable should be used as a working guide for planning purposes only. The City reserves the right to adjust this timetable as required during the course of the RFP process.

Event Date

Issue RFP Notice February 14, 2025 Non-Mandatory Pre-Bid Meeting February 25, 2025@ 10:00 am Last Date for Receipt of Written Questions March 7, 2025@ 5:00 pm Addendum Issued (If Applicable) March 11, 2025@ 5:00 pm Proposal Opening Date March 18, 2025@ 10:00 am Evaluation Committee March 20, 2025@ 9:00 am Notice of Recommendation March 20, 2025 City Commission Hearing Date April 8, 2025@ 6:00 pm

2.0 GENERAL DESCRIPTION AND SPECIFICATIONS OR SCOPE OF WORK

The City of Holly Hill, Florida, is requesting proposals from experienced contractor(s) to replace the roofs of the Water Treatment Facility located at 453 LPGA Boulevard, Holly Hill, Florida 32117.

Specifications are included on ‘Exhibit A’ of this bid packet.

Any warranties offered for materials and/or labor should be submitted with bid packet for evaluation.

3.0 GENERAL RESPONSIBILITIES

3.1 Contractor’s Responsibilities/Requirements

It shall be understood and agreed that a firm submitting a Proposal shall meet the following responsibilities/requirements:

3.2 Drug-Free Workplace

In accordance with Florida Statute 287.087, preference shall be given to businesses with drug-free workplace programs. Whenever two or more Proposals which are equal with respect to price, quality, and service are received by the City for the procurement of commodities or contractual services, a Qualification received from a business that furnishes a form certifying that it is a Drug Free Workplace shall be given preference in the award process.

3.3 OSHA Standards

Contractor shall adhere to all applicable OSHA standards while performing work within the City.

3.4 Damage to public and/or private property

Extreme care shall be taken by Contractor to safeguard all existing facilities, site amenities, utilities, irrigation systems, windows, and vehicles on or around the job site. Damage to public and/or private property shall be the responsibility of the Contractor and shall be repaired and/or replaced by Contractor at no additional cost to the City. The Contractor shall use all means to protect existing objects, structures and vegetation designated to remain. In the event of damage, the Contractor shall immediately make all repairs, replacements and dressings to damaged materials, to the approval of the City, at no additional cost to the City.

3.5 Hours of operation

All work under this contract shall be performed between the hours of 7:00 am and 5:00 pm, local time, Monday through Friday.

3.6 City’s Responsibilities

City responsibilities include:

• The City will work with the Contractor to develop a schedule and ensure access to all locations assigned under future work orders.

• The City designates the Public Works Administrative Manager as the owner’s representative in all matters regarding this solicitation.

3.7 The City’s Right to Inspect

The City or its authorized Agent shall have the right to inspect the Contractor’s files to determine status of work on this project.

4.0 TERMS AND CONDITIONS OF CONTRACT

The City has developed standard contracts/agreements. The Contractor shall be required to return a signed standard City contract/agreement contained within this RFP with your submittal.

A contract/agreement resulting from this RFP shall be subject to the terms and conditions set forth in a standard City Contract and any terms and conditions included in this RFP. The City reserves the right to include in any contract document such terms and conditions, as it deems necessary for the proper protection of the rights of the City. The City will not be obligated to sign any contracts, maintenance and/or service agreements or other documents provided by the Contractor with their submittal until approved by Commission.

5.0 GENERAL TERMS AND CONDITIONS

5.1 Licenses

The Contractor is required to possess the correct occupational license, professional license, and any other authorizations necessary to carry out and perform the work required by the project pursuant to all applicable Federal, State and Local Law, Statute, Ordinances, and rules and regulations of any kind.

If required and/or requested, copies of the required licenses must be submitted with the bid response indicating that the entity proposing, as well as the team assigned to the City account, are properly licensed to perform the activities or work included in the contract documents. A Contractor, with an office within the City is also required to have a business tax receipt and certificate of use.

If you have questions regarding required professional licenses and Business Tax Receipt and Certificate of use, contact the Building and Zoning Department, (386) 248-9442.

5.2 Principals/Collusion

By submission of this Qualification, the undersigned, as Proposer, does declare that the only person or persons interested in this Bid as principal or principals is/are named therein and that no person other than therein mentioned has any interest in this Bid or in the contract to be entered into; that this Bid is made without connection with any person, company or parties making a Bid, and that it is in all respects fair and in good faith without collusion or fraud.

5.3 Taxes

The City is exempt from Federal Excise and State of Florida Sales Tax.

5.4 Relation of City

It is the intent of the parties hereto that the Contractor shall be legally considered an independent contractor, and that neither the Contractor nor their employees shall, under any circumstances, be considered employees or agents of the City, and that the City shall be at no time legally responsible for any negligence on the part of said Contractor, their employees or agents, resulting in either bodily or personal injury or property damage to any individual, firm, or corporation.

5.5 Term Contracts

If funds are not appropriated for continuance of a term contract to completion, cancellation will be accepted by this Contractor on thirty (30) days prior written notice.

5.6 Termination

Should the Contractor be found to have failed to perform his services in a manner satisfactory to the City, the City may terminate this without cause or for convenience with a thirty (30) day written notice. The City shall be sole judge of non-performance.

5.7 Liability

The Contractor will not be held responsible for failure to complete contract due to causes beyond its control, including, but not limited to, work stoppage, fires, civil disobedience, riots, rebellions, Acts of Nature and similar occurrences making performance impossible or illegal.

5.8 Assignment

The Contractor(s) shall not assign, transfer, convey, sublet or otherwise dispose of this contract, or of any or all of its rights, or interest therein, or his or its power to execute such contract to any person, company or corporation without prior written consent of the City.

5.9 Lobbying

All firms are hereby placed on NOTICE that the City does not wish to be lobbied, either individually or collectively about a matter for which a firm has submitted a Qualification.

Firms and their agents are not to contact members of the City Commission for such purposes as meeting or introduction, luncheons, dinners, etc. During the process, from Proposal announcement to final Commission approval, no firm or their agent shall contact any other employee of the City in reference to this Bid, with the exception of the Finance Director or her designee(s). Failure to abide by this provision may serve as grounds for disqualification for award of this contract to the firm.

5.10 Single Bid

Each Proposer must submit, with their bid, the required signed contract/agreement and all forms included in this RFP. Only one bid from a legal entity as a primary will be considered. A legal entity that submits a bid as a primary or as part of a partnership or joint venture submitting as primary may not then act as a sub-consultant to any other firm submitting under the same RFP.

If a legal entity is not submitting as a primary, or, that legal entity may not act as a sub-consultant to any other firm or firms submitting under the same RFP nor act as part of a partnership or joint venture to the primary. All submittals in violation of this requirement will be deemed non-responsive and rejected from further consideration.

5.11 Protest Procedures

Any appeal or protest to the Request for Proposal shall be governed by the City of Holly Hill’s Purchasing Policies and Procedures.

5.12 Public Entity Crime

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, bid, or reply on a contract to provide any goods or services to a public entity; may not submit a bid, bid, or reply on a contract with a public entity for the construction or repair of a public building or public work; may not submit bids, bids, or replies 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 for a period of 36 months following the date of being placed on the convicted vendor list.

5.13 Conflict of Interest

Proposer shall complete the Conflict of Interest Affidavit included as an attachment to this RFP document.

Disclosure of any potential or actual conflict of interest is subject to City staff review and does not in and of itself disqualify a firm from consideration. These disclosures are intended to identify and or preclude conflict of interest situations during contract selection and execution.

5.14 Prohibition of Gifts to City Employees

No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan, fee, service or other item of value to any City employee, as set forth in Chapter 112, Part III, Florida Statutes, the current City Ethics Ordinance, and City Administrative Policy. Violation of this provision may result in one or more of the following consequences: a. Prohibition by the individual, firm, and/or any employee of the firm from contact with City staff for a specified period of time; b. Prohibition by the individual and/or firm from doing business with the City for a specified period of time, including but not limited to:

submitting bids, RFP, and/or quotes; and, c. immediate termination of any contract held by the individual and/or firm for cause.

5.15 Immigration Reform and Control Act

Proposer acknowledges, and without exception or stipulation, any firm(s) receiving an award shall be fully responsible for complying with the provisions of the Immigration Reform and Control Act of 1986 as located at 8 U.S.C. 1324, et seq. and regulations relating thereto, as either may be amended. Failure by the awarded firm(s) to comply with the laws referenced herein shall constitute a breach of the award agreement and the City shall have the discretion to unilaterally terminate said agreement immediately.

5.16 Billing Instructions – Awarded Contractor(s)

Invoices, unless otherwise indicated, must show Work Order or Purchase Order numbers and shall be submitted in to the City of Holly Hill, 1065 Ridgewood Ave., Holly Hill, FL 32117. Specific format of the invoice shall be worked out between the City and the consultant prior to the first invoice being submitted. Payment shall be made in accordance with the Florida Prompt Payment Act, as amended from time to time. Final payment will be made with the completed checklist (See EXHIBIT D) is submitted and attached to final invoice.

5.17 Vendor Preference

A local vendor would be interpreted as a bidder, which as of the date of the bid opening, has a valid Business Tax Receipt (BTR) issued by the City of Holly Hill to do business in the City of Holly Hill which authorizes the vendor to provide the goods, services, or construction to be purchased and has a physical address located within the limits of Holly Hill from which the vendor operates and performs business. A Post Office Box cannot be used to establish physical address. A local vendor preference of no greater than 5% (Not to exceed $5,000) of the price submitted by the non-local vendor shall be granted with City Commission approval.

5.18 E-Verify Compliance

The contractor agrees to comply with Section 448.093, Florida Statutes, and to incorporate in all subcontracts the obligation to comply with Section 448.093, Florida Statutes.

1. The Contractor shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the Contractor during the term of the Agreement and shall expressly require any subcontractors performing work or providing services pursuant to the Agreement to likewise utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of all new employees hired by the subcontractor during the Agreement term.

2. That the Contractor understands and agrees that its failure to comply with the verification requirements as set forth herein or its failure to ensure that all employees and subcontractors performing work under this Agreement are legally authorized to work in the United States and the State of Florida constitute a breach of this Agreement for which the City may immediately terminate the Agreement without notice and without penalty. The Contractor further understands and agrees that in the event of such termination, the Contractor shall be liable to the City for any costs incurred by the City as a result of the Contractor’s breach

Contractor shall execute and return the Affidavit of E-Verify Requirements Compliance to City. IN WITNESS WHEREOF, the parties have made and executed this Agreement for the purposes stated above.

5.19 Guarantees and operating instructions

All work performed by Contractor in completing the Project shall be guaranteed by Contractor against all defects resulting from the use of materials, equipment and workmanship for a period consistent with the Contract term.

All warranties will commence when the owner approves the contract is substantially complete. Within the warranty period, the Contractor is responsible for repairs or changes if required in connection with the guaranteed work, which in the opinion of the Owner is rendered necessary as a result of the use of materials, equipment or workmanship which are defective or inferior or not in accordance with the terms of the Contract. Upon receipt of written notice from the Owner, the Contractor shall promptly proceed to correct all defects of guaranteed work to satisfactory condition in accordance with the Contract without expense to the Owner.

If the Contractor, after receipt of any such written notice, fails within seventy-two (72) hours to commence with performance of the work necessary to remedy all defects in the work described in such notice so as to provide Owner with the Project completed in accordance with all requirements of the Contract Documents, or fails to complete the performance of such remedial work within a reasonable time after commencing same, Owner shall be entitled to have such defective work remedied on the account of Contractor and its Surety, in which event, Contractor and its Surety shall be fully liable for all costs and expenses reasonably incurred by Owner in having such defective work remedied. Contractor shall be responsible for collecting, identifying, indexing, and collating the following materials from the subcontractors, and will deliver four copies of the finished document to the Owner for review.

Complete equipment diagrams, operating instructions, maintenance manuals, parts lists, wiring diagrams, pneumatic and/or electrical control diagrams, test and balance reports, inspection reports, guarantees and warranties addressed to the City for which the construction is being performed, as applicable, for each and every piece of Fixed Equipment furnished under this Contract to be supplied in a ring \ard-cover book, properly indexed for ready reference. Also, specific information regarding manufacturer's name and address, nearest distributor and service representative's name, address, telephone number(s), make and model numbers, operating design and characteristics, etc., will be required. All information submitted shall be updated to reflect existing conditions.

Subsequent to the time of Substantial Completion and receipt of As-Builts, Operations and Maintenance Books but prior to the date of Final Completion, Contractor and/or Subcontractor shall provide a competent and experienced person (or persons) thoroughly familiar with the work for a reasonable period of time to instruct City personnel in operation and maintenance of equipment and control systems. This instruction will include normal start-up, run, stop, and emergency operations, location and operation of all controls, alarms and alarm systems, etc. The instruction will include tracing the system in the field and on the diagrams in the instruction booklets so that operating personnel will be thoroughly familiar with both the system and the data supplied.

6.0 INSTRUCTIONS FOR BID

6.1 Compliance with the RFP

Bids must be in strict compliance with this RFP. Failure to comply with all provisions of the RFP may result in disqualification.

6.2 Acknowledgment of Insurance Requirements

By signing the Insurance Requirements included in this RFP, Proposer acknowledges these conditions include Insurance Requirements.

It should be noted by the Proposer that, in order to meet the City's requirements, there may be additional insurance costs to the Proposer's firm. It is, therefore, imperative that the proposer discuss these requirements with the Proposer’s insurance agent, as noted on the Insurance Check List, so that allowances for any additional costs can be made by the Proposer.

The Proposer's obligation under this provision shall not be limited in any way by the agreed upon contract price, or the Proposer's limit of, or lack of, sufficient insurance protection.

Proposer also understands that the evidence of required insurance may be required within five (5) business days following notification of its offer being accepted; otherwise, the City may rescind its acceptance of the Proposer’s bid.

The specific insurance requirements for this solicitation are included as part of this solicitation.

6.3 Acknowledgment of Bonding Requirements

☒By signing its bid, and if applicable, Proposer acknowledges that it has read and understands the bonding requirements for this bid.

☐Bid Bond: Shall be submitted with bid response in the form of certified funds, cashiers’ check, or an irrevocable letter of credit, a cash bond posted with the City Clerk, or bid bond in a sum equal to 5% of the cost bid. All checks shall be made payable to the City of Holly Hill on a bank or trust company located in the State of Florida and insured by the Federal Deposit Insurance Corporation. The Bid Bond shall be retained by the City as liquidated damages if the successful Proposer fails to execute and deliver to the City the unaltered contract, or fails to deliver any required Performance and Payment Bonds or Certificates of Insurance, all within twenty-one (21) calendar days after receipt of the Notice of Selection for Award.

Bid Bonds shall be executed by a corporate surety licensed under the laws of the State of Florida to execute such bonds, with conditions that the surety will, upon demand, forthwith make payment to the City upon said bond. The Bid Bonds of the three (3) highest ranked Proposers shall be held until the contract has been executed by the successful Proposer and same has been delivered to the City together with the required bonds and insurance, after which all three (3) Bid Bonds shall be released to the respective contractors. All other Bid Bonds shall be released within fourteen (14) calendar days of the Selection Committee meeting date. No bids including alternates shall be withdrawn within one hundred and eighty

(180) days after the bid closing date thereof. If a bid is not accepted within said time period it shall be deemed rejected and the Bid Bond shall be released to the Proposer. In the event that the City awards the contract prior to the expiration of the one hundred and eighty (120) day period without selecting any or all alternates, the City shall retain the right to subsequently award to the successful Proposer said alternates at a later time and approved by the Finance Director or designee, and the successful Proposer.

☐ Performance and Payment Bonds: For projects in excess of $300,000, bonds shall be submitted with the executed contract by Proposers receiving award, and written for 100% of the Contract award amount, the cost borne by the Proposer receiving an award. The Performance and Payment Bonds shall be underwritten by a surety authorized to do business in the State of Florida and otherwise acceptable to Owner; provided, however, the surety shall be rated as “A-“ or better as to general policy holders rating and Class V or higher rating as to financial size category and the amount required shall not exceed 5% of the reported policy holders surplus, all as reported in the most current Best Key Rating Guide, published by A.M. Best Company, Inc. of 75 Fulton Street, New York, New York 10038.

Should the contract amount be less than $500,000, the requirements of Section 287.0935, F.S. shall govern the rating and classification of the surety. All performance security under the subsequent contract shall be in force throughout the final completion and acceptance of the project awarded.

If the surety for any bond furnished by Contractor is declared bankrupt, becomes insolvent, its right to do business is terminated in the State of Florida, or it ceases to meet the requirements imposed by the Contract Documents, the Contractor shall, within five (5) calendar days thereafter, substitute another bond and surety, both of which shall be subject to the Owner’s approval.

6.4 Delivery of Bids

All bids are to be delivered before 10:00 a.m., local time, on or before March 18, 2025 to:

City of Holly Hill

City Clerk 1065 Ridgewood Ave.

Holly Hill, Florida 32117

The City shall not accept bids delivered to the City Clerk past the stated date and/or time indicated, or to an incorrect address by proposer’s personnel or by the proposer’s outside carrier. However, the City Clerk, or designee, shall reserve the right to accept bids received after the posted close time only under the following condition: The tardy submission of the bid is due to the following circumstances, which shall include but not be limited to: late delivery by commercial carrier such as Fed Ex, UPS or courier where delivery was scheduled before the deadline.

Proposers must submit one (1) hard copy and one (1) electronic copy on a USB flash drive “Water Treatment Facility Re-Roof”

6.5 Evaluation of Bids (Procedure)

The City’s procedure for selecting is as follows:

1. The City Manager shall approve an Evaluation Committee to review all Proposals submitted in accordance with Statute. At a minimum there will be one non-voting member of the Finance Department as part of the evaluation committee. There shall be a minimum of three voting members of the committee, but always an odd number.

2. Request for Proposals (RFP) issued.

3. Subsequent to the closing of Proposals, the Finance Department shall review the Proposals received and verify whether each Proposals appears to be minimally responsive to the requirements of the published RFP. Sealed bids, proposals, or replies received by an agency pursuant to a competitive solicitation are exempt from s. 119.07(1) F.S. and s. 24(a), Art. 1 of the State Constitution until such time as the agency provides notice of an intended decision or until 30 days after opening the bids, proposals, or final replies, whichever is earlier.

4. The voting committee members shall review each Proposal individually and score each Proposals based on the evaluation criteria state herein.

5. Prior to the first meeting of the evaluation committee, the City will post a notice announcing the date, time and place of the first committee meeting. Said notice shall be posted in the lobby of the City Hall not less than three (3) working days prior to the meeting. The City shall also post prior notice of all subsequent committee meetings and shall post such notices at least one (1) day in advance of all subsequent meetings.

6. The voting members of the committee will compile individual rankings, based on the evaluation criteria as stated herein, for each Proposals to determine committee recommendations. The committee may schedule presentations or demonstrations from the top-ranked firm(s), and may at their discretion make site visits, and obtain guidance from third party subject matter experts. The final recommendation will be decided based on review of scores and consensus of committee.

In general, the City wishes to avoid the expense to the City and to proposers of unnecessary oral interviews. Therefore, the City will make every reasonable effort to achieve the ranking using written submittals alone. If no single top-ranked firm can be clearly identified by review of the written submittals alone, then the evaluator(s) will request the Finance Department to schedule the top ranked firm(s) for oral presentations/interviews. The City reserves the right to withdraw this RFP at any time and for any reason, and to issue such clarifications, modifications, and/or amendments as it may deem appropriate.

Receipt of a Proposals by the City or a submission of a Proposals to the City offers no rights upon the Proposer nor obligates the City in any manner.

Acceptance of the Proposals does not guarantee issuance of any other governmental approvals.

6.6 Ambiguity, Conflict, or Other Errors in the RFP

If a Proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP, Proposer shall immediately notify the Finance Director, noted herein, of such error in writing and request modification or clarification of the document. The Finance Director will make modifications by issuing a written addendum/revision and will give written notice to all parties who have received this RFP from the Finance Department.

The Proposer is responsible for clarifying any ambiguity, conflict, discrepancy, omission, or other error in the RFP prior to submitting the Proposals or it shall be waived.

6.7 Proposals, Presentation, and Protest Costs

The City will not be liable in any way for any costs incurred by any proposer in the preparation of its Proposals in response to this RFP, nor for the presentation of its Proposal and/or participation in any discussions, negotiations, or, if applicable, any protest procedures.

6.8 Acceptance or Rejection of Proposals

The right is reserved by the City to waive any irregularities in any Proposal, to reject any or all Proposals, to re-solicit for Proposals, if desired, and upon recommendation and justification by the City to accept the Proposals which in the judgment of the City is deemed the most advantageous for the public and the City.

Any Proposal which is incomplete, conditional, obscured or which contains irregularities of any kind, may be cause for rejection. In the event of default of the successful proposer, or their refusal to enter into the City contract, the City reserves the right to accept the Proposals of any other proposer or to re-advertise using the same or revised documentation, at its sole discretion.

6.9 Requests for Clarification of Proposals

Requests by the Finance Director to a proposer(s) for clarification of Proposal(s) shall be in writing.

Proposer’s failure to respond to request for clarification may deem proposer to be non-responsive, and may be just cause to reject its Proposal.

6.10 Validity of Proposals

No Proposal can be withdrawn after it is filed unless the Proposer makes their request in writing to the City prior to the time set for the closing of Proposals.

All Proposals shall be valid for a period of one hundred eighty (180) days from the submission date to accommodate evaluation and selection process.

6.11 Response Format

The Proposals shall be deemed an offer to provide services to the City. In submitting a Proposal, the Proposer declares that he/she understands and agrees to abide by all specifications, provisions, terms and conditions of same, and all ordinances and policies of the City. The Proposer agrees that if the contract is awarded to him/her, he/she will perform the work in accordance with the provisions, terms and conditions of the contract.

To facilitate the fair evaluation and comparison of Proposals, all Proposals must conform to the guidelines set forth in this RFP. Any portions of the Proposals that do not comply with these guidelines must be so noted and explained the Acceptance of Conditions section of the Proposals. However, any Proposal that contains such variances may be considered non-responsive.

Proposals should be prepared simply and economically, providing a straightforward concise description of the Proposer’s approach and ability to meet the City’s needs, as stated in the RFP. All copies of the Proposals should be bound and tabbed. The utilization of recycled paper for Proposal submission is strongly encouraged.

The items listed below shall be submitted with each Proposals and should be submitted in the order shown.

Each section should be clearly labeled, with pages numbered and separated by tabs. Failure by a proposer to include all listed items may result in the rejection of its Proposals.

Title Page:

Title Page shall show the Request for Qualification's subject, title and Proposal number;

the firm's name; the name, address and telephone number of a contact person; and the date of the Qualification.

Table of Contents:

The Table of Contents shall provide listing of all major topics, their associated section number, and starting page.

1) Tab I – Management Summary:

Provide a cover letter, signed by an authorized officer of the firm, indicating the underlying philosophy of the firm in providing the services stated herein. Include the name(s), telephone number(s), and email(s) of the authorized contact person(s) concerning qualification. Submission of a signed Proposal is certification that the Proposer will accept any awards made to him as a result of said submission of the terms contained therein.

2) Tab II – Corporate Experience and Capacity:

The Proposal should state the size of the firm, the location of the office from which the work on this engagement is to be performed and the number and nature of the staff to be employed in this engagement on a full-time basis and the number and nature of the staff to be so employed on a part-time basis.

a. A description of the company, including the number of years in business, number of employees, list of equipment owned by the company, and list of vehicles used for transport.

b. Description of the company as to whether it is a sole proprietorship, partnership, corporation, LLC or Joint- Venture. List all individual owners of ten percent (10 %) or more.

3) Tab III – Customer Listing:

Provide a listing of all previous customers during the past three years for all work of similar size and scope. The services provided to these clients should have characteristics as similar as possible to those requested in this RFP.

Information provided for each client shall include the following:

• Client name, address, and current telephone number.

• Description of services provided.

• Time period of the project or contract.

• Client’s contact reference name and current telephone number.

Failure to provide complete and accurate client information, as specified here, may result in the disqualification of your Qualification.

The City reserves the right to contact any and all references to obtain, with limitation, ratings for the following performance indicators includes:

• On a scale of 1-10, with 1 being very dissatisfied and ten exceeding your every expectation, how satisfied were you with the contractor’s performance?

• What specifically did you like about their approach?

• What do you believe were shortcomings or that they could have done better?

• Did they meet your schedule requirements?

• How were their communications? Were you always kept in the loop?

• How responsive were they in addressing problems?

• How was the quality/experience/personality of their personnel?

• Would you use this Contractor again?

• Additional comments

4) Tab IV, Acceptance of Conditions

Indicate any exceptions to the general terms and conditions of the RFP, and to insurance requirements or any other requirements listed in the RFP. If no exceptions are indicated in this tabbed section, it will be understood that no exceptions to these documents will be considered after the award, or if applicable, during negotiations.

5) Tab V, Documents

• Professional Certifications/Licenses

• Affiliations and/or memberships

6) Tab VI, Required Form Submittals

Required forms:

• Standard Contract

• Proposers Checklist

• Conflict of Interest Affidavit

• Proposers Qualification Form

• Declaration Statement

• Insurance Requirements

• Drug Free Workplace Certification

• Non-Collusion Affidavit of Prime Contractor

• Acknowledgements

• Compliance with Public Records Law

• References Form

• Public Entity Crimes Statement

• Vendor Information

• W9

• Label

7) Tab VII, Price Proposal Form – (The form included in this RFP document must be used)

The proposal should provide the total, all inclusive, maximum fees for this project. The fee should include all direct and indirect costs including out of pocket expenses. If additional work is requested that is outside the Scope of Services of this project, the City of Holly Hill reserves the right to negotiate a fixed fee for such services. Calculation of points for cost will be completed as described in the following EXAMPLE. Lowest Cost Proposed with a weighted multiplier of 85% of an available 100% total value (85-points):

PROPOSAL

COST

LOWEST COST

PROPOSED

% OF LOW

MULTIPLIER TOTALPOINT

S

ASSIGNED

Company #1

$100,000.00 $100,000.00 100.0% 85 85.0

Company #2

$108,000.00 $100,000.00 92.6% 85 78.7

Company #2

$120,000.00 $100,000.00 83.3% 85 70.8

6.12 Proposal Evaluation Committee and Evaluation Factors

All Proposals will be subject to a review and evaluation process. It is the intent of the City that all proposers responding to this RFP, who meet the requirements, will be ranked in accordance with the criteria established in these documents. The City will consider all responsive and responsible Proposals received in its evaluation and award process. For evaluation purposes, the term “Responsible” means: A business entity or individual who is fully capable to meet all of the requirements of the solicitation and subsequent contract. Must possess the full capability, including financial and technical, to perform as contractually required and be able to fully document the ability to provide good faith performance.

Proposals shall include all of the information solicited in this RFP, and any additional data that the Proposer deems pertinent to the understanding and evaluating of the Proposal. Proposers will provide their best price and cost analysis and should not withhold any information from the written response in anticipation of presenting the information orally or in a demonstration, since oral presentations or demonstrations may not be solicited. Each proposer will be ranked based on the criteria herein addressed.

Proposers submitting the required criteria will have their Proposals evaluated by an evaluation committee and scored for the non-price factors to include technical response, proposals and experience. Weights for cost will not be assigned by the evaluation committee. Some exceptions may apply depending on the complexity of the project scope of work. During the evaluation process and at the sole discretion of the City, requests for clarification of one or more proposer submittals may be conducted. This request for clarification may be performed by the City in a written format, or through scheduled oral interviews. Such clarification request will provide proposers with an opportunity to answer any questions the City may have on a proposer’s submittal.

Submissions will be evaluated on a total score basis, with a maximum score of one hundred (100) points.

The following criteria will be used in the evaluation process to determine the successful respondent(s):

Maximum Points Previous commercial experience, including projects for local Cities in Florida on similar projects

Staff Capacity

Cost proposal

Warranties, service level agreements 5 Total Points 100

In general, the City wishes to avoid the expense to the City and to proposers of unnecessary oral interviews. Therefore, the City will make every reasonable effort to achieve the ranking using written submittals alone. If no single top-ranked firm can be clearly identified by review of the written submittals alone, then the evaluator(s) will request the Purchasing Agent to schedule the top ranked firm(s) for oral presentations/interviews.

Drug-Free Workplace: In accordance with Florida Statute 287.087, preference shall be given to businesses with drug-free workplace programs. Whenever two or more Proposals which are equal with respect to quality and service are received by the City for the procurement of commodities or contractual services, a Qualification received from a business that furnishes a form certifying that it is a Drug Free Workplace shall be given preference in the award process. NOTE: In the event, the submitter wishes to provide items specified above and beyond the stated requirements of this request at “no cost” to the City of Holly Hill, these services should be identified and included in the request response.

Tie Breaker: In the event of a tie (with each business certifying that it is a Drug-Free Workplace), both in individual scoring and in final ranking, the firm with the lowest volume of work on City projects within the last five (5) years will receive the higher individual ranking. This information will be based on information provided by the Proposer, subject to verification at the City’s option.

If there is a multiple firm tie in either individual scoring or final ranking, the firm with the lowest volume of work shall receive the higher ranking, the firm with the next lowest volume of work shall receive the next highest ranking and so on. If neither vendor has performed in work in the last five years, the preference will be given to the Proposer within the City limits or principal office closest to City Hall.

CONTRACTOR CHECKLIST

I M P O R T A N T: Please read carefully, sign in the spaces indicated and return with your Qualification.

Proposer should check off each of the following items as the necessary action is completed:

The standard contract/ agreement has been signed and included.

All applicable forms have been signed and included

All information as requested in the Proposer’s Qualification Form is included.

Any addenda have been signed and…