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City of Port Orange

RFP-26-24-CW

RFP 26-24-CW_RE-ADVERTISEMENT FOR THE ELEVATION OF

FLOOD PRONE HOMES

RELEASE DATE: October 14, 2026

RESPONSE DEADLINE: November 13, 2026, 4:00 pm

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

#RFP-26-24-CW

Title: RFP 26-24-CW_Re-Advertisement for the Elevation of Flood Prone Homes

Table Of Contents

1. SECTION 1 - PURPOSE AND OVERVIEW

2. SECTION 2 - INSTRUCTION TO BIDDERS

3. SECTION 3 - SCOPE OF SERVICES AND REQUIREMENTS

4. SECTION 4 - STANDARD PURCHASING DEFINITIONS

5. SECTION 5 - GENERAL TERMS AND CONDITIONS

6. SECTION 6 - SPECIAL CONDITIONS

7. SECTION 7 - PROPOSAL SUBMITTAL & REQUIREMENTS

8. SECTION 8 - EVALUATIONS OF PROPOSALS

9. SECTION 8.1 - EVALUATION PHASE

10. SECTION 9 - REQUIRED FORM / DOCUMENTS

11. PRICE PROPOSAL

12. ATTACHMENTS

13. COMPLIANCE WITH OTHER FEDERAL STANDARDS

Attachments:

A - Form 9.1_Respondent's Submittal Checklist

B - Form 9.2 - Respondent's Acknowledgement Form

C - Form 9.3 - Addendum and Change Order Procedure Acknowledgment

D - Form 9.5 - Sworn Statement on Public Entity Crimes

E - Form 9.6 - Anti-Collusion Form

F - Form 9.7 - Statement of Respondent's Qualification

G - Form 9.8 - Professional Reference for Previous Experience

H - Form 9.9 - Authorized Signatures_Negotiators

I - Form 9.10 - Scrutinized Companies Certification

J - Form 9.11 - E-Verify Affidavit

K - Form 9.12 - Certification Regarding Debarment, Suspension and Other Responsibility

L - Form 9.12(b) – Debarment, Suspension.docx

M - Form 9.13 - Affidavit of Compliance with F.S. 287.138

N - Form 9.14 - Non-Disclosure Agreement for Confidential Materials

O - Form 9.15_Compliance with 2 CFR 200.321

P - Form 9.16 - Representative_Certification Form

Q - FORM 9.17 - Respondent Capacity and Home Elevation Commitment Form

R - Form 9.18_Hold_Harmless_and_Indemnity_Agreement

S - Form 9.19 - Certification Regarding Lobbying

T - Form 9.20 - No Submittal Response Form

U - Cover Page Label

V - Affidavit Regarding Workers' Compensation

W - ATTACHMENT_8-_Grant_Agreement_Excert_(FEMA_HMGP_4673-144-R) (3)

X - Payment and Performance Bond

Y - Human Trafficking Affidavit

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

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

BB - Leased Employee Affidavit

CC - Attachment_1_RFP_26-24_fee_spreadsheet

DD - Attachment_2-_Project_Location_Maps

EE - Attachment_3-_Photographic_Documentation

FF - Attachment_4-_Property_Appraiser_Reports

GG - Attachment_5-_Preliminary_Structural_Engineering_Assessments

HH - Attachment_6-_Structure_Footprints

II - Attachment_7-_Existing_Elevation_Certificates

JJ - Attachment_7b-_Elevation_Certificate_(template_to_use)

KK - Attachment 8_DRAFT Contract for 26-24 Elevation of Flood Prone Homes 10-14-26

LL - Attachment 9_Exhibit_3_Federal_Regulations_and_Contract_Provisions

MM - Attachment 10 - Bid Bond

1. SECTION 1 - PURPOSE AND OVERVIEW

The purpose of this Request for Proposal (RFP) is to solicit competitive sealed proposals for the provision of providing RFP 26-24-CW_Re-Advertisement for the Elevation of Flood Prone Homes.

This solicitation relates to an elevation project involving eleven (11) single-family structures. Respondents may propose any number of structures from one to all eleven that they can complete within the required timeline. No preference will be given if a Respondent bids on all properties.

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 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 vendors based on capacity. This solicitation relates to an elevation project involving eleven (11) single-family homes. The City welcomes bids that accurately reflect a contractor’s capacity, including taking exception to bidding on specific addresses. The City’s intent is to not overburden any one contractor and that any and all contractors meet the substantial completion deadline. The homeowners are receiving 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.

2. SECTION 2 - INSTRUCTION TO BIDDERS

Firms or companies (Respondent) desiring to provide services, as described herein, shall submit sealed proposals, including one (1) original, number (4) copies and one (1) identical digital version in PDF format on

USB flash/thumb drive (for physical submittals), in conformance with the detailed submittal instructions.

TIMELINE (Eastern Standard Time)

The City reserves the right to alter dates as needed.

Release Project Date: October 14, 2026

Pre-Proposal Meeting (Non-Mandatory): October 19, 2026, 10:00am

City Hall, Council Chambers (1st Floor), 1000 City Center Circle, Port Orange, FL

32129

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/24174725

0396541?p=TOpGZLLoeVmfOhX1gX

Meeting ID: 241 747 250 396 541

Passcode: 4MT9Zo3s

Question Submission Deadline: October 26, 2026, 4:00pm

Question Response Deadline: November 2, 2026, 4:00pm

Response Submission Deadline: November 13, 2026, 4:00pm

Scoring Meeting (Non-Mandatory): November 18, 2026, 1:00pm

City Hall, Council Chambers (1st Floor), 1000 City Center Circle, Port Orange, FL

32129

Microsoft Teams meeting

Join:

https://teams.microsoft.com/meet/29921065

2442296?p=IX7ss3ntdc6PqiBZyR

Meeting ID: 299 210 652 442 296

Passcode: Rc7QB68X

The City of Port Orange is now using OpenGov for soliciting city projects. Respondents who are not listed in

OpenGov, will need to be register as soon as possible so in order to submit on this project https://teams.microsoft.com/meet/241747250396541?p=TOpGZLLoeVmfOhX1gX https://teams.microsoft.com/meet/241747250396541?p=TOpGZLLoeVmfOhX1gX https://teams.microsoft.com/meet/299210652442296?p=IX7ss3ntdc6PqiBZyR https://teams.microsoft.com/meet/299210652442296?p=IX7ss3ntdc6PqiBZyR electronically. Respondent(s) shall create a FREE account with OpenGov by signing up at https://procurement.opengov.com/login. Once you have completed account information, browse back to this page, click on "Submit Response", and follow the instructions to submit the electronic submittal.

Respondent(s) are required to submit both an electronic submittal and hand-delivered proposal. The City invites

Respondent(s) to respond to this Request for Proposal (RFP) for the RFP 26-24-CW_Re-Advertisement for the

Elevation of Flood Prone Homes. The City anticipates to awarding to multiple responsible and responsive

Respondent(s) . The contract term will be commence work within TEN (10) calendar days from the issuance of the Notice to Proceed and must substantially complete all work on or before January 31, 2028, with an additional THIRTY (30) days for the Final Completion, said date being March 1, 2028 ("Period of

Performance).

Proposals received after the submission deadline will be rejected.

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

On-line Provider Disclaimer

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

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

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

In the event of any discrepancy between information on this website and the hard copy specifications, the terms of the hard copy specification will control.

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

All proposals shall be read aloud. All conferences and meetings regarding this RFP or RFSQ are recorded electronically

(audio only). The City of Port Orange reserves the right to reject any or all proposals if it is in the best interest of the City.

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.

OPENGOV TECHNICAL SUPPORT

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

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

PRE-SUBMITTAL CONFERENCE

https://procurement.opengov.com/login mailto:procurement-support@opengov.com

There will be a Non-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, FL 32129

Microsoft Teams meeting Join:

https://teams.microsoft.com/meet/241747250396541?p=TOpGZLLoeVmfOhX1gX Meeting ID: 241 747

250 396 541 Passcode: 4MT9Zo3s. All prospective Respondents are encouraged to attend the meeting. All attendees to the Pre‐Proposal Conference MUST sign in. The representative of each Respondent shall be an authorized employee of the Respondent and must sign in accordingly.

TIMELY QUESTIONS REGARDING THIS SOLICITATION

The questions and answer module of OpenGov is being utilized for this solicitation. Timely questions concerning this solicitation shall be submitted in accordance with the deadline for questions: Monday, October 26, 2026 by

4:00 pm. Respondents are instructed not to contact the initiating division directly. Consideration for modification or alternation of the documents contained in this solicitation shall be requested during the specified question period, before the applicable deadline. No oral interpretation of the meaning of the plans, specifications, or other contract documentation shall be considered binding. The City shall be bound by information and statements only when such statements are written and executed under the authority of the Manager, Purchasing Division. Answers for timely questions will be addressed in the OpenGov questions and answer module and an addendum to those questions will be issued and uploaded onto OpenGov. Beyond questions and answers, any and all modifications, clarifications, interoperations and supplemental instructions will be in the form of a written addenda which, if issued, will be available for download. All addenda and questions/answers so issued shall become part of the Contract Documentation and receipt shall be acknowledged of any addenda before formally submitting a bid for this project.

Untimely questions are unable to be submitted in the question-and-answer module, thereafter, Respondents raising critical concerns must email purchdiv@port-orange.org. Critical clarifications may be made via addenda;

however, untimely questions may not be considered.

ADDENDA

The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written addenda issued prior to the Proposal Due Date. Addenda will be provided via the City website Purchasing web page at www.port-orange.org/bids.aspx and the OpenGov website at https://procurement.opengov.com/portal/portorangefl. Respondents should not rely on any representations, 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.

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 mailto:purchdiv@port-orange.org https://www.port-orange.org/bids.aspx 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.

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 PROPSALS

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

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

FOLLOWING REASONS:

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

2. Failure to perform according to contract provisions.

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

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

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

Port Orange purchasing activity.

6. Other reasons deemed appropriate by the City.

OWNERSHIP OF DOCUMENTS

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

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

AMERICANS WITH DISABILITIES ACT (ADA)

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

REQUIRED DOCUMENTS FOR AWARDED BIDDER

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

Notice of Intent to Award in order to execute the contract

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3. SECTION 3 - SCOPE OF SERVICES AND REQUIREMENTS

Insert scope provided by department

3.1. Section 3 - Scope of Services

SCOPE OF SERVICES

General Overview

This solicitation relates to an elevation project involving eleven (11) single-family structures. Respondents may propose any number of structures from one to all eleven that they can complete within the required timeline. No preference will be given if a Respondent bids on all properties.

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 to 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 (Structure #1) 3.5 9.00

3 111 Fleming Avenue, Port Orange Florida, 32127 (Structure #2) 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.

The uploaded bid amount must be the same price submitted in the sealed proposal. 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 6 - 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 https://www.port-orange.org/251/Standard-Construction-Details 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.

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:

a. Consent of the surety, to final payment.

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

[END OF SECTION 3]

4. SECTION 4 - STANDARD PURCHASING DEFINITIONS

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

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

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

Solicitation.

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

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

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

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

Bidder to perform the resultant Contract.

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

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

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

9. City means the City of Port Orange.

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

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

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

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

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

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

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

Respondent.

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

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

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

(RFSQ) or competitive grant process.

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

21. Goods are supplies, materials, or equipment.

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

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

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

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

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

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

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

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

30. Negotiator is a member of the negotiation team.

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

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

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

Qualifications and interest submitted in response to a Request for Statements of Qualifications or a reply submitted in response to an Invitation to Negotiate.

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

34. 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.

35. 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.

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

37. 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.

38. 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.

39. 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.

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

41. 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.

42. 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.

43. Request for Statement of Qualifications (RFSQ) means a formal request to prospective proposers requesting statements of qualifications pursuant to Florida Statute 287.055 “Consultant’s Competitive

Negotiation Act” which has been advertised for Statement in a newspaper.

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

45. 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.

46. Responsible (Bidder/Proposer/Respondent) is a Bidder, Proposer or 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.

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

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

49. 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.

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

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

52. 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.

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

54. 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.

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

56. Unbalanced Bid means a bid that is based on prices which are significantly less than cost for some bid items and significantly more than cost for others.

5. SECTION 5 - GENERAL TERMS AND CONDITIONS

These terms and conditions are standard for and apply to all solicitations for commodities or services issued through the City of Port Orange Purchasing Division; however, said terms and conditions are hereby superseded, in whole or in part, by Section 6, Special Requirements/Instructions. Any conflict between Section 5 and 6, then

Section 6, shall prevail.

READ THIS ENTIRE DOCUMENT CAREFULLY. FOLLOW ALL INSTRUCTIONS.