Summary

This is a Roof Site Visit Route Sheet document prepared for New Smyrna Beach Utilities, a political subdivision of the State of Florida located in Volusia County, in support of RFQ 26-273 for annual preventative maintenance and inspection (PMI) services. The document identifies 26 utility facility locations requiring roofing contractor services, including the Central Office Building, multiple pump stations, substations, water treatment facilities, and maintenance buildings distributed across New Smyrna Beach. The scope of work encompasses comprehensive annual roof inspections, gutter system inspections, debris removal, sealant and caulking application for minor penetrations, and detailed annual roof reports with photographic documentation of all inspected roof system items and identified deficiencies with repair proposals. Additionally, the selected contractor must establish a dedicated service department providing continuing roof maintenance with daily response capability to leak inspections and repairs, maintain a 24-hour response commitment for leak inspections and emergencies (including regular and after-hours labor), and commit to 36-hour disaster response capability. The mandatory site visit is scheduled for Friday, March 13, 2026, at 9:00 a.m., beginning at 200 Canal Street, New Smyrna Beach, FL 32168, with quotations due by Thursday, March 26, 2026, at 2:30 p.m. The initial contract term is one year with renewal options for up to three additional one-year periods based on mutual agreement.

Evaluation will be based on unit pricing for each of the 26 sites plus hourly labor rates for non-emergency, emergency, and after-hours work, with pricing remaining firm for the initial one-year period and price adjustments considered only prior to renewal. The municipality has expressed a preference for local vendors or those with a branch in Volusia County or within a 40-mile radius of the main site to ensure timely service responses; however, no formal set-aside designations or disadvantaged enterprise restrictions have been specified. Vendors must demonstrate a minimum of five years in business, provide three references for commercial roofing projects completed in Florida with preference for utility or governmental agency experience, and possess comprehensive general liability insurance ($2,000,000 general aggregate/$1,000,000 per occurrence), workers' compensation insurance at statutory limits, and automobile liability insurance ($1,000,000 combined single limits). All vendors must comply with E-Verify employment eligibility requirements and execute compliance affidavits addressing non-collusion, foreign country of concern restrictions, human trafficking prohibitions, and drug-free workplace certification. The roofing systems across the 26 sites vary in material composition and installation dates ranging from 1944 to 2023. No specific budget range or award value has been disclosed, and the Commission reserves the right to reject any and all quotations, waive informalities, make multiple or split awards, or cancel the solicitation.