CITY OF PORT ORANGE, FLORIDA

REQUEST FOR PROPOSAL

RFP #___26-06_________

ELEVATION OF 11 FLOOD-PRONE HOMES

City of Port Orange Purchasing Division

Prepared by: Anthony McCall Release Date: July 22, 2026

Revised Date: August 21, 2026

Proposal Due Date and Time:

August 28, 2026 at 2:30 PM

September 11, 2026 at 2:30 PM

City of Port Orange, Florida 1000 City Center Circle Port Orange, FL 32129

(386) 506-5717 purchdiv@port-orange.org www.port-orange.org mailto:purchdiv@port-orange.org http://www.port-orange.org/

Legal Notice to Respondents

RFP-26-06-AM for ELEVATION OF (11) FLOOD-PRONE HOMES

Notice is hereby given that the City of Port Orange is soliciting proposals for RFP-26-06-AM for ELEVATION OF 11 FLOOD-PRONE HOMES. Proposals will be accepted in the City Clerk’s Office, Port Orange City Hall, 1000 City Center Circle, Port Orange, Florida 32129 until 2:30 pm Eastern Standard Time (EST) on Thursday, August 20, 2026, Friday, August 28, 2026, Friday, September 11, 2026, which may be amended by addendum issued by the City. All untimely proposals will not be considered and will be returned to the Respondent unopened. All proposals will be evaluated to ensure they contain all the required forms in order to deem the Respondent responsive or non-responsive. Proposals will be opened, and Respondents names will be read aloud at 2:30 pm EST in the Council Chambers located on the first floor of City Hall, 1000 City Center Circle, Port Orange, Florida 32129.

There will be a non-mandatory Pre-Submittal Conference for the project at 10:00 am EST on Thursday, July 30, 2026 at Council Chambers, Port Orange City Hall, at 1000 City Center Circle, Port Orange, FL 32129, which will also be made available for remote access via the following Teams link:

Prospective respondents are highly encouraged to attend the non-mandatory Pre-Submittal Conference on July 30, 2026 and a Site Visit that will immediately follow the pre-proposal conference. All attendees to the Pre-Submittal Conference MUST sign in. The representative of each Respondent shall be an authorized employee of the Respondent and shall sign in accordingly. Respondents are urged to obtain proposal documents and familiarize themselves with the documents prior to the Pre-Submittal Conference.

DESCRIPTION: Elevation of 11 Flood-Prone Homes.

Respondents must be a commercial entity licensed to do business in the State of Florida and perform the services identified herein. Respondent(s) shall be a certified General Contractor. Respondents must be properly registered and licensed to provide the services identified in the scope of work, by all applicable state and local agencies.

All Request For Proposals (RFPs) are solicited and will be evaluated on the requirements outlined in the RFP.

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

All questions must be submitted electronically via https://procurement.opengov.com/portal/portorangefl. Last day for questions will be Thursday, August 6, 2026 Tuesday, August 25, 2026 at 4:00 pm EST.

The Cone of Silence begins with the issuance of the solicitation document and continues until City Council meets to make a final decision on an award. During this time respondents, suppliers, contractors and sub-contractors are prohibited from all communications regarding the solicitation with City staff, City consultants, City legal counsel, City agents, or elected officials. Any respondent who initiates any discussions or attempts to influence a member or members of the aforementioned shall be disqualified from continued participation in the procurement process with regard to that particular solicitation. While the Cone of Silence is in effect, all communications from potential respondents, suppliers, contractors and sub-contractors must be directed to the Purchasing Division @ purchdiv@port-orange.org.

SPECIAL NOTE:

The City of Port Orange has transitioned from DemandStar to OpenGov for our solicitations. Since this is a new platform for the City, and for the Bidders submitting, we will be offering two different ways in submitting a bid, which is considered a Hybrid submittal for soliciting projects for a limited time only. The timeframe for using this method will end on or about October 1, 2026, for which the City will be requesting electronic bids only. As of right now, Bidders are required to submit BOTH an electronic submittal and a hand-delivered submittal. In addition to submitting electronic bids, bidders are also required to submit a hard copy to the City desiring to provide services, as described herein shall submit sealed bids in addition to submitting one (1) original, three (3) copies and one (1) digital (flash drive) version in PDF format, in conformance with the detailed submittal instructions. If Bidders are not familiar with OpenGov, the platform is FREE in creating an account and signing with OpenGov by signing up at http://www.port-orange.org/bids.aspx https://procurement.opengov.com/portal/portorangefl https://procurement.opengov.com/portal/portorangefl https://procurement.opengov.com/login. For more information, please refer to the solicitation documentation on this change.

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Cut along the outer border and affix this label to the outside of your sealed proposal envelope/package to identify it as a “Sealed Proposal”. Be sure to include the name of the company submitting the proposal where requested.

SEALED PROPOSAL – DO NOT OPEN

RFP #: RFP # ____________

RFP TITLE: ______________________________________________________

DUE DATE/TIME: date, 2026 AT 2:30 PM EST

SUBMITTED BY: __________________________________________

(Name of Company)

ADDRESS: __________________________________________

DELIVER TO: City of Port Orange Attn: ____________________________ Purchasing Division 1000 City Center Circle Port Orange, FL 32129

DATE/TIME RECEIVED: _________________________________________________

(To be stamped by Clerk’s office) https://procurement.opengov.com/login

Contents

SECTION 1 – PURPOSE AND OVERVIEW

SECTION 2 – INSTRUCTIONS TO RESPONDENTS

SECTION 3 – SCOPE OF SERVICES

SECTION 4 – STANDARD PURCHASING DEFINITIONS

SECTION 5 – GENERAL TERMS AND CONDITIONS

SECTION 6 – SPECIAL CONDITIONS

SECTION 7 – PROPOSAL SUBMITTAL & REQUIREMENTS

SECTION 8 – EVALUATION OF PROPOSALS

SECTION 9 – REQUIRED FORMS

FORM 9.1 – PROPOSAL SUBMITTAL CHECKLIST

FORM 9.2 – RESPONDENT’S ACKNOWLEDGEMENT FORM

FORM 9.3 – ADDENDUM AND CHANGE ORDER PROCEDURE ACKNOWLEDGEMENT

FORM 9.4 – DRUG-FREE PREFERENCE STATEMENT

FORM 9.5 – SWORN STATEMENT ON PUBLIC ENTITY CRIMES

FORM 9.6 – ANTI-COLLUSION FORM

FORM 9.7 STATEMENT OF RESPONDENT’S QUALIFICATIONS

FORM 9.8 – PROFESSIONAL REFERENCES FOR PREVIOUS EXPERIENCE

FORM 9.9 - E-VERIFY AFFIDAVIT

FORM 9.11a - CERTIFICATION REGARDING DEBARMENT, SUSPENSION AND OTHER RESPONSIBILITY FORM 9.11b – FEMA’s DEBARMENT FORM

FORM 9.12 – AFFIDAVIT OF COMPLIANCE WITH SECTION 287.138, FLORIDA STATUTES

FORM 9.13 – NON-DISCLOSURE AGREEMENT

EXHIBIT A - DESCRIPTION OF CONFIDENTIAL MATERIALS

FORM 9.14 – NO SUBMITTAL RESPONSE FORM

FORM 9.15 – COMPLIANCE WITH 2 C.F.R. §200.321

FORM 9.16 HOLD HARMLESS AND INDEMNITY AGREEMENT

FORM 9.17 – RESPONDENT CAPACITY AND HOME ELEVATION COMMITMENT FORM

(ATTACHMENT 1) – SERVICES COSTS/FEES PROPOSAL

AFFIDAVIT REGARDING WORKER’S COMPENSATION

LEASED EMPLOYEE AFFIDAVIT

HUMAN TRAFFICKING AFFIDAVIT

BID BOND FORM

CITY SERVICES CONTRACT (FOR INFORMATIONAL PURPOSES ONLY)

SECTION 1 – PURPOSE AND OVERVIEW

The purpose of this Request for Proposal (RFP) is to solicit competitive sealed proposals for the provision of providing qualified Contractors to submit proposals for the Elevation of (11) Flood-Prone Homes. It is the City’s objective to establish a pool of qualified contractors to provide these services. The bids will be set up per property address. The minimum number of properties to be elevated per firm is not guaranteed by the City for the firms selected. The City will award to at least two (2) vendors. This solicitation relates to an elevation project involving eleven (11) single-family homes, which will receive financial assistance from FEMA via the Hazard Mitigation Grant Program (HMGP). Compliance with Federal laws, requirements and submission of grant related forms are MANDATORY components of this solicitation.

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

SECTION 2 – INSTRUCTIONS TO RESPONDENTS

Firms or companies (Respondent) desiring to provide services, as described herein, shall submit sealed proposals, including one (1) original, three (3) copies and one (1) identical digital version in PDF format on USB flash/thumb drive, in conformance with the detailed submittal instructions.

TIMELINE (Eastern Standard Time)

The City reserves the right to alter dates as needed.

DESCRIPTION DATE

Date of Distribution July 22, 2026 Mandatory Pre-Submittal Conference July 30, 2026 Deadline for Questions August 6, 2026 Addendum Posting (If needed) August 13, 2026 Proposals Due August 20, 2026 Evaluation Period August 21 –

August 26, 2026 Public Scoring Meeting August 28, 2026 City Council Meeting for Approval of Recommendation of Award September 1, Proposals must be delivered in a sealed envelope/package and delivered to:

City of Port Orange City Clerk’s Office Attn: Anthony McCall 1000 City Center Circle Port Orange, FL 32129

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

Proposals shall be sealed and Respondents must indicate on the outside of their proposal the following:

a. Request for Proposal (RFP) Number and Title

b. Date of Opening

c. Name of Respondent

d. Address of Respondent

Due to the timing of mail service, the City cautions Respondents to assure actual delivery of proposals to the City prior to the deadline set for receiving proposals. Carrier and hand deliveries of proposals will be accepted in the City Clerk’s Office, Port Orange City Hall, 1000 City Center Circle, Port Orange, Florida until the date and time referenced in the Timeline above or as amended by addendum issued by the City. Proposals received after the established deadline will not be considered.

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

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

PRE-SUBMITTAL CONFERENCE

There will be a mandatory Pre‐Submittal Conference for this RFP on the date and time referenced in the Timeline above at City Hall, Council Chambers (1st Floor), 1000 City Center Circle, Port Orange, Florida 32129. In order to be eligible to submit a proposal, prospective respondents must attend the Pre-Submittal Conference. Submittals will not be accepted from any firms that do not attend this mandatory meeting. All attendees to the mandatory Pre‐

Submittal Conference MUST sign in. The representative of each Respondent shall be an authorized employee of the Respondent and must sign in accordingly.

QUESTIONS

All questions shall reference “Questions on RFP #26-06 Elevation of (11) Flood-Prone Homes” in the subject line. All questions concerning this RFP shall be submitted in writing no later than the date and time referenced in the Timeline above to:

Anthony McCall 1000 City Center Circle Port Orange, FL 32129 amccall@port-orange.org and purchdiv@port-orange.org

ADDENDA

The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the proposal due date. Addenda will be provided via the City website Purchasing web page at www.port-orange.org/bids.aspx and OpenGov at https://procurement.opengove.com/portal/portorangefl.

Respondents should not rely on any representations, statements or explanation other than those made in this RFP or in any addendum to this RFP. Where there appears to be a conflict between the RFP and any addenda issued, the last addendum issued will prevail. It is the Respondent’s responsibility to be sure all issued addenda have been received and reviewed. Respondents should acknowledge the correct number of addenda received as part of their proposals by completing Form 9.3 – Addendum and Change Order Procedure Acknowledgement contained herein.

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

THIS PROJECT WILL RECEIVE FINANCIAL ASSISTANCE FROM FEMA

VIA THE HAZARD MITIGATION GRANT PROGRAM (HMGP).

COMPLIANCE WITH FEDERAL LAWS AND REGULATIONS AND

SUBMISSION OF GRANT RELATED FORMS ARE REQUIREMENTS OF

THIS SOLICITATION

CLARIFICATIONS

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

MINIMUM QUALIFICATIONS

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

Respondents must provide a minimum of three (3) verifiable references from similar scopes of work as identified in this RFP on the provided Form 9.8 – Professional References for Previous Experience. If references cannot be reached using the provided contact information and/or are not responsive, points for this criterion shall reflect as such. The City of Port Orange is not to be used as a reference.

mailto:amccall@port-orange.org https://procurement.opengove.com/portal/portorangefl

NO LOBBYING

All Respondents are hereby placed on notice that the City of Port Orange Council, City Employees/Staff, nor Members of the Evaluation Committee (with the exception of the City of Port Orange Purchasing Division personnel designated to receive requests for interpretations or corrections) are not to be lobbied, directly or indirectly either individually or collectively, regarding this RFP. During the entire procurement process, all Respondents and their subcontractors, sub-consultants, or agents are hereby placed on notice that they are not to contact any persons listed above for such purposes as holding meetings of introduction, dinners, etc., if they intend to submit or have submitted proposals for this project. Any Respondent contacting individuals mentioned herein in violation of this warning may automatically be disqualified from further consideration for this RFP.

SERVICES COSTS/FEES PROPOSAL

The Services Costs/Fees Proposal (Attachment 1) is to be completed as directed and without modification and returned as part of the RFP proposal prior to the RFP deadline for submission. Failure to fill out the Services Costs/Fees Proposal as directed and without modification may negatively affect the evaluation of your proposal. If the City has a need to revise the Services Costs/Fees Proposal prior to the proposal submittal deadline, it will do so in a published addendum. If the City does revise the Services Costs/Fees Proposal, respondents must complete and return the City issued revised version of the Services Costs/Fees Proposal. If respondent does NOT complete and return the City issued revised version of the Services Costs/Fees Proposal their proposal may be deemed non-responsive.

EXCEPTIONS TO SPECIFICATIONS

If taking exception to any portion of the RFP specifications, the Respondent must indicate those exceptions as stated on Form 9.2 – Respondent’s Acknowledgement Form.

PROPOSAL SUBMISSION AND WITHDRAWAL

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

CORRECTION OF PROPOSALS

Correction of inadvertently erroneous proposals shall be permitted up to the time of the RFP opening. Respondents shall not be allowed to modify their proposals after the opening time and date.

WITHDRAWAL OF PROPOSALS

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

REJECTION OF PROPOSALS

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

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

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 proposals or the awarding of contracts.

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

f. Other reasons deemed appropriate by the City.

OWNERSHIP OF DOCUMENTS

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

AMERICANS WITH DISABILITIES ACT (ADA)

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

SECTION 3 – SCOPE OF SERVICES

SCOPE OF SERVICES

General Overview

The proposed mitigation project involves the elevation of up to 11 structures on a new open foundation on pilings to the proposed design elevation in lieu of stem walls. The habitable living areas of the original structures will be elevated and the area under the elevated home may only be used for temporary storage or parking. The City of Port Orange also proposes to install ADA-compliant access consisting of lift platforms medically required for homeowners for 2 of the residences to be elevated.

This project encompasses turnkey services for the elevation on concrete piers of up to 11 single-family residential structures to be elevated and provide a 9-foot clearance above existing ground, including structural assessment, boundary survey, geotechnical assessment, construction plans, permitting, disconnection and reconnection of all utilities, elevation work, installation of medically-necessary lift platforms on two of the structures, post-improvement elevation certificates, all in coordination with City staff and homeowners. Once the contractor elevates the original structures, the areas under the elevated structures will remain in a non-habitable state as they will strictly serve for temporary storage or parking purposes only. The mitigation project does not include enclosure of any space at grade level below the original structure. The contractor will tunnel underneath the existing structure, install beams, cribbing and jacks for raising structure, raise the structures to the required height and shore up. Two means of ingress and egress shall be constructed to access the elevated living spaces at each property (front and rear), all utilities will be disconnected and reconnected once the structures are elevated, and service equipment will be elevated to the required height.

Gutter downspouts, water spigots, and similar appurtenances shall be extended to a close proximity of natural grade for access and functionality. Ground disturbance will be limited to the parcels with structures to be elevated and will not encroach into adjacent parcels. The staging area will be located on-site.

Under the homes, gravel/rock will be provided. Design foundation to allow for future construction of a minimum of one parking pad (10 feet by 20 feet) under each house. Restore sod for all disturbed areas to match the existing grass type. Prior to sodding, any existing irrigation system that was impacted by the construction, is required to be restored to its previous working condition.

Each structure will be required to have both a front and rear entry/egress both equipped with stairs. The stairs shall be FBC compliant, flood resistant, & and have handrails on both sides. Per City Code, a minimum of a 5-foot x 5-foot concrete pad and landing shall be provided for each egress. Additional existing access points currently at grade, such as sliding glass doors, will not be equipped with stairs, although they shall have a wooden deck (min. 60 sq. ft.) with access to the egress landing and stairs. All exposed utilities will be elevated before being reconnected once the structures are elevated. To clarify, any existing overhead electric will be relocated to be underground, requiring new conduit and cable to the point of service.

Contractor shall restore any/all public and private property which was damaged during construction. Restoration is meant to include removal of any spillage or restoring damage to the edge of pavement, sidewalks, driveways, landscaped areas, etc. Contractor shall make repairs consistent with or better than what existed prior to construction.

The project will be designed and constructed in strict compliance with the Florida Building Code and ASCE 24-14 or latest edition, the Federal Flood Risk Management Standards (FFRMS), and shall meet National Flood Insurance Program (NFIP) standards per 44 CFR Part 60, as well as, local floodplain ordinances or any other applicable local regulations. The project shall, at a minimum, provide protection against a 100-year storm event. Activities shall be completed in strict compliance with Federal, State and Local applicable Rules and Regulations.

In the case of homes with attached garages, elevated garages shall be converted to non-air-conditioned storage spaces. Garage doors shall be removed, and garage door openings shall be enclosed with an exterior wall to be constructed with the same material as the existing structure (i.e, concrete block home shall have garage door opening filled with block) and window in accordance with the City’s ventilation requirement. The homes that are part of this elevation project are proposed to be elevated to provide 9 feet of clearance under the structure as follows:

Address

Current

Finished

Floor Elevation

(feet, NAVD)

Proposed Clearance under Structure

(feet)

1 795 Biro Drive, Port Orange Florida, 32129 7.6 9.00 2 111 Fleming Avenue, Port Orange Florida, 32127

3.5 9.00

3 111 Fleming Avenue, Port Orange Florida, 32127

3.6 9.00 4 216 Grant Street, Port Orange Florida, 32127 3.8 9.00 5 5028 Palmetto Street, Port Orange Florida, 32127 4.3 9.00 6 5088 Palmetto Street, Port Orange Florida, 32127 3.6 9.00 7 894 Reservation Court, Port Orange Florida, 32129 7.0 9.00 8 5715 Riverside Drive, Port Orange Florida, 32127 5.1 9.00 9 5817 Riverside Drive, Port Orange Florida, 32127 4.1 9.00 10 5951 Riverside Drive, Port Orange Florida, 32127 4.8 9.00 11 8 Venetian Circle, Port Orange Florida, 32127 4.2 9.00

The project will provide protection against a 100-year storm event (at a minimum). The project will be partially funded by FEMA as part of the Hazard Mitigation Grant Program (HMGP) (75% Federal match) while the remaining 25% local match will be provided by the corresponding homeowners.

Once the house is elevated and the exposed concrete slab is exposed, the outside surface of the concrete slab perimeter will be required to be treated with cementitious material, skim coat, or similar, to provide a uniform and even surface.

When completed, each home will exceed the local Flood Resistant Construction requirements (i.e., having the lowest floor at a minimum of one foot above the Base Flood Elevation (BFE). Although enclosed areas are not anticipated as part of the scope of work of this project, note that in compliance with the NFIP program, any enclosed area below the BFE must have hydrostatic openings consistent with the local building code to allow for automatic entry/exit of floodwaters, and all construction materials below the BFE shall be flood resistant.

Upon completion of the elevation work, the Contractor will be required to provide the City with one (1) Elevation Certificate for Finished Construction for each structure. With each building permit application, an Elevation Certificate for Construction Drawings is required as well as an Elevation Certificate for Building Under Construction when the structure is at the design elevation prior to utility reconnection. Use FEMA Form FF-206-FY-22-152 for all 3 required Elevation Certificate submittals. Expired versions of this FEMA form will not be accepted. A current sample Elevation Certificate template has been attached to this solicitation for reference as G - Attachment 7b – Elevation Certificate (template to use).

The uploaded bid amount must be the same price submitted. There shall be no hidden costs associated with this project. Full disclosure of nature and amount of all fees and charges is mandatory.

Pre-Building Permit Application Work Requirements

1. Structural Assessment: Prior to initiating work, the Contractor shall perform structural assessments of each of the properties to be elevated to confirm the structural integrity of the homes and their feasibility to sustain the elevation work successfully. This may also involve a subsurface investigation by a geotechnical engineer, if needed.

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

The Contractor shall compare all drawings and verify the figures before laying out the work and shall be responsible for any errors, which might have been reasonably avoided thereby. Refer to Attachment M - RFP 26-06 Attachment 6 (REVISED) - Structure Footprints during the design phase to confirm sections of the structures to be elevated are included. When the type of equipment selected affects dimensions on the drawings, the Contractor shall adjust such dimensions on the drawings as necessary to avoid any site accessibility concerns, and ensure the Building Permit has been revised accordingly.

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

3. Boundary and Topographic Survey: Prior to Building Permit Application, the Contractor shall complete a Boundary Survey and a Topographic Survey for submittal with the application and for completion of a Site and Drainage Plan. Prior to surveying, the Contractor, to the satisfaction of the City’s Project Manager and Construction Inspector, shall designate all trees, plants, shrubs, fencing, and other items to remain undisturbed throughout the project. These items shall be located and called out on the Topographic Survey.

4. Site/Drainage Plan: On the Site Plan, use the Topographic Survey as the base, to show and dimension building setbacks, stairs/lift, equipment servicing the building with proposed elevation, gravel under the building, driveway, sidewalk, shrubs and trees to meet minimum building permit landscaping requirements, and all existing easements. Call out all items surveyed to remain undisturbed. Call out all items to be demolished.

Add drainage flow arrows showing direction of stormwater runoff to the public conveyance. Add proposed grades if fill and/or excavation is proposed for review. Show silt fence along property line. Show tree barricades for trees to remain undisturbed. Add Port Orange Standard Construction Details to the drawings as applicable: ST-10, M3, M4, M6, M-21, M-22, M-23, M-24, M-25, M-27. https://www.port-orange.org/251/Standard-Construction-Details

5. Elevation Certificate: Elevation Certificate for Construction Drawings showing proposed elevation of Finished Floor, Lowest Adjacent Grade, Highest Adjacent Grade, and lowest electrical/machinery/equipment elevation.

6. Building Permit Application: For the elevation work, the Contractor shall apply for an Alterations Building Permit Application. Fences (including temporary) require a separate Building Permit. Work shall not begin prior to issuance of the Building Permit. Application fees are waived. Resubmittal and reinspection fees are not waived.

Elevation Work Requirements:

1. Surveying: Survey and stake boundaries at each property. For the Building Permit, submit an Elevation Certificate for Building Under Construction when home is at final elevation and prior to removal of lifting equipment. For the Building Permit, submit an Elevation Certificate for Finished Construction after the stairs are constructed and grading and landscaping is complete. A hard copy of the Elevation Certificate for Finished Construction shall have wet signatures and not a printed digital stamp. All survey work must be completed under the supervision of a Florida Registered Professional Land Surveyor.

2. Utility Disconnects/Reconnects: All utilities shall be disconnected and re-connected to the currently functioning utility system. The Contractor shall coordinate with City and Utility Companies to ensure that all utilities are properly disconnected and re-connected in accordance with each individual utility company’s requirements. All electrical services shall be underground from the power source (converted if needed) to the meter location associated with each of the homes to be elevated.

Where it is necessary to maintain any power, water, sewer, gas or electric lines during elevation, such lines shall be so relocated or protected with substantial coverings as to protect them from damage and to afford safety to the workers.

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

The Contractor shall be responsible for ensuring essential systems are maintained in such a manner that damage to the existing property does not occur during utility disconnection: home dehumidification, pool pump circulation, etc.

3. Inspections: During elevation, the Contractor shall continually inspect the work to detect any hazards to workers resulting from weakened or deteriorated floors or walls or loosened material. No employee shall be required or permitted to work where such hazards exist unless they are corrected by shoring, bracing, or other effective means.

4. Protective Apparel: All personnel onsite shall wear personal protective equipment appropriate for the work being performed.

5. Protection of Adjacent Structures and Facilities: No elevation shall be performed that may damage other structures on adjacent properties. If deemed necessary and reasonable by the Construction Inspector, the Contractor shall provide sheet-piling, shoring, plywood, bracing or other such means as may be necessary to ensure protection of structures on adjoining properties and to prevent injury to the people living on the adjoining property.

The Contractor shall conduct the elevation operations to ensure minimal interference with roads, sidewalks, or other adjacent facilities. Any damages caused by the construction operations to adjacent structures, personal property, roads, sidewalks, and other facilities shall be repaired or otherwise compensated for by the Contractor at no expense to the City or additional change orders to the contract.

6. Construction Fencing: Will be required along every road, sidewalk or other access point bordering elevation operations construction fencing not less than six (6) feet in height shall be erected to prevent unauthorized persons from entering the site of such operations.

7. Access: No roads, bridges, sidewalks, or driveways of other properties shall be closed or otherwise obstructed for any length of time without written permission from the City’s Project Manager prior to the Contractor commencing work. The Contractor shall notify the City’s Project Manager and Construction Inspector no less than 2 weeks prior to commencing work requiring a lane closure. If a lane closure is necessary, the Contractor is required to submit a maintenance of traffic (MOT) plan to be reviewed by City staff. The Contractor is responsible for all temporary access needed to access structures on subject properties.

8. Pre-Construction Video: Prior to initiating the elevation work, the Contractor shall prepare a pre-construction video for the purpose of documenting the pre-construction condition of the exterior and interior of each structure to be elevated. Moreover, the pre-construction video shall also document existing drainage patterns from each property, including the front, rear and side yards and the adjacent right-of-way.

9. Staging Areas: The primary staging area should be the private parcels where the houses are located. Due to size limitations of some parcels, a secondary staging area may be available to the Contractor at City-owned undeveloped lots with prior coordination with the City.

Staging areas shall be secured (i.e., fenced) and screened throughout the duration of the work and restored to existing conditions after work completion.

10. Grading: After completing trash and debris removal and any fill placement, the Contractor shall ensure that each property is properly graded with positive drainage to the public conveyance. Throughout the elevation work, care shall be taken to prevent excess drainage onto adjacent property beyond the amount historically draining across the property prior to construction work. The Contractor shall grade and level the surface to meet adjacent contours and return the property to a natural state. Final grades shall be to the satisfaction of the City’s Project Manager. As part of the building permit requirement a general grading plan will be required showing proposed grades and any adjustments to the existing topography.

11. Erosion Control: Contractor shall implement sediment and erosion control measures throughout the duration of construction to avoid sediment transport from the construction sites. Each site must be returned to pre-construction condition including in-kind restoration of landscaping and sodding.

12. Clean Up: The Contractor shall keep the construction site free of rubbish and waste materials and shall restore to it to its original condition or better those portions of the site disrupted by the construction. Clean-up and restoration shall be accomplished on a continuing basis throughout the contract period and in such a manner as to maintain a minimum of nuisance and interference to the Owner, residents, and works at or adjacent to the project site. The Contractor shall also remove, when no longer needed, all temporary structures and equipment used in his operations. It is the intent of this specification that the construction areas and those other areas not designed for alteration by the contract documents shall be restored to their original condition as nearly as possible.

Deliverables:

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

2. Closeout Documents:

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

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

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

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

d. Warranty

e. Final application of payment must be accompanied by:

i. Consent of the surety, to final payment.

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

[END OF SECTION 3]

SECTION 4 – STANDARD PURCHASING DEFINITIONS

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

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

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

3. Appropriate, Appropriated or Appropriation means the adoption by the City Council of the City of Port

Orange a budget for a fiscal year that includes payments to be made under the Contract during the respective fiscal year.

4. 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.

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

6. Bidder or Respondent is a person, firm or entity that submits a Response to a Solicitation. Any Bidder/Respondent may be represented by an agent after submitting evidence demonstrating the agent’s authority. The agent cannot certify as to his own agency status.

7. City means the City of Port Orange.

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

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

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

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

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

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

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

Respondent.

15. OpenGov is the official online repository for all City competitive solicitations.

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

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

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

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

20. 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.

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

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

23. 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.

24. Outlier is a proposal which is determined by the Purchasing Director or Manager to be significantly dissimilar to or inconsistent with competing bids or offers.

25. Pre-Bid/Proposal/Statement/Reply Conference means a meeting conducted by the Purchasing Office, held in order to allow Respondents to ask questions regarding the proposed Contract and particularly the Contract specifications with the City Department requesting the goods/services.

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

27. 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/service.

28. 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.

29. 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 Respondent to perform the resultant Contract.

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

31. 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 Respondent, becomes a contract. The Purchase Order is the Bidder’s authority to deliver and invoice the City for the goods or services specified and the City’s commitment to accept the goods or services for an agreed upon price.

32. Request for Proposal (RFP) means a formal request to prospective Respondents requesting qualifications of the Respondent and pricing for a specified good or service which has been advertised for Proposal in a newspaper.

33. Respondent means and entity that has (or will, i.e. “prospective respondents”) submitted a response to a competitive solicitation being issued.

34. 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.

35. Responsible (Respondent) is a Respondent who has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

36. Responsive (Respondent) is a Respondent that has submitted a bid, proposal, statement of qualifications or reply that conform in all material respects to the solicitation.

37. Scope means the extent of the area or subject matter that something deals with or to which is relevant.

38. Scope of Work means a description of the work activities, deliverable and/or timeline that a Respondent must execute in terms of delivering specific commodities or in performance of contractual services.

39. Services include all work or labor performed for the City on an independent contractor basis other than construction.

40. Solicitation means a formal request, as applicable, for prospective Bidders or Respondents to submit a response to an Invitation to Bid, Request for Proposal or Request for Statement of Qualifications.

41. Solicitation Document means a document or collection of documents, either paper or electronic, that contains all information required to conduct a competitive procurement project according to §287.057, Florida statutes.

42. Stakeholder means an individual, who is not likely to become a Respondent, who has and interest in the commodities/contractual services needed.

43. Subcontractor means a person, firm or entity providing goods or services to a Respondent to be used in the performance of the Respondent’s obligations under the Contract.

44. Subject Matter Expert means a person who has working or expert knowledge about a particular topic or field.

SECTION 5 – GENERAL TERMS AND CONDITIONS

These terms and conditions are standard for all contracts for commodities or services issued through the City of Port Orange Purchasing Division. These General Terms and Conditions apply to all advertised Solicitations; however, said terms and conditions may be superseded, in whole or in part, by Section 6, Special Requirements/Instructions.

READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS. YOU ARE RESPONSIBLE FOR

FULFILLING ALL REQUIREMENTS AND SPECIFICATIONS. BE SURE YOU UNDERSTAND THEM.

1. ADDENDA

When specifications are revised, the City of Port Orange Purchasing Division will issue an addendum addressing the nature of the change. Respondents should acknowledge all addenda by completing Form 9.3 contained herein. Failure to acknowledge the correct number of addenda issued may result in rejection of the Response. It is the responsibility of the Respondent to ensure all addenda have been received prior to submitting a proposal.

All Addenda shall be posted by the City on https://procurement.opengov.com/portal/portorangefl and City of Port Orange Purchasing Web page at www.port-orange.org/bids.aspx. The City shall issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the Solicitation Response Due Date. Respondents should not rely on any representations, statements or explanations other than those made in this Solicitation or in any addendum to the Solicitation. Where there appears to be a conflict between the Solicitation and any addenda issued, the last addendum issued shall prevail.

2. ANTI-COLLUSION STATEMENT

By submitting this Response to a Formal Solicitation, the Respondent affirms that this Response is without previous understanding, agreement or connection with any person, business or corporation submitting a Response for the same materials, supplies or equipment, and that this Response is in all respects fair and without collusion or fraud. Additionally, Respondent agrees to abide by all conditions of this Solicitation and certifies that they are authorized to sign this Response for the Respondent. In submitting a Response to the City of Port Orange, the Respondent offers and agrees that if the Response is accepted, the Respondent shall convey, sell, assign or transfer to the City of Port Orange all rights, title and interest in and to all causes of action it may now or hereafter acquire under the Anti-trust laws of the United States and the State of Florida for price fixing relating to the particular commodities or services purchased or acquired by the City of Port Orange. At the City’s discretion, such assignment shall be made and become effective at the time the City tenders final payment to the Respondent.

3. APPLICABLE LAWS

In connection with the furnishing of supplies or performance of work under the Contract, the Respondent agrees to comply with the Fair Labor Standards Act, Equal Opportunity Employment Act and all other applicable federal and state laws, regulations…