Signed_Site_Visit_Sheets_from_3-27-26.pdf

This is a site visit attendance document from New Smyrna Beach Utilities, a political subdivision of the State of Florida located in Volusia County, related to RFQ 26-273 for annual preventative maintenance and inspection (PMI) services. The document records attendance at the mandatory site visit held on March 27, 2026, at 9:00 a.m., beginning at 200 Canal Street, New Smyrna Beach, FL 32168. The procurement seeks a licensed and insured roofing contractor to provide comprehensive inspection services across 26 utility sites, including 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. The 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), commit to 36-hour disaster response capability, and provide warranty coverage for all services and repairs performed. Quotations were required to be submitted by Thursday, March 26, 2026, at 2:30 p.m. via VendorLink or email to Lauren Wright, Purchasing Agent. The initial contract term is one year with the Commission retaining the right to renew for up to three additional one-year periods based on mutual agreement.

Bidders must demonstrate a minimum of five years in business and provide three references for commercial roofing projects completed in Florida, with preference for utility or governmental agency experience. Vendors must 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). 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, as well as references and experience. 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. Unit prices quoted must remain firm for the initial one-year period with price adjustments considered only prior to renewal. 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 if applicable. No specific budget range or award value has been disclosed.