Signed_Site_Visit_Sheets_from_3-27-26.pdf

This is a Site Visit Sheets document from New Smyrna Beach Utilities, a political subdivision of the State of Florida located in Volusia County, documenting attendance at a mandatory site visit for RFQ 26-273 Annual Contract Roof PMI held on March 27, 2026. The procurement seeks a licensed and insured roofing contractor to provide annual preventative maintenance and inspection (PMI) services across 26 utility sites, including gutter system inspections, debris removal, sealant and caulking application for minor penetrations, and comprehensive annual roof reports with photographic documentation of all inspected roof systems and identified deficiencies with repair proposals. The contractor must also 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. The mandatory site visit was scheduled for Friday, March 27, 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 the Commission retaining the right to renew for up to three additional one-year periods based on mutual agreement.

Vendors 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. The 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 have been specified. 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). All vendors must comply with E-Verify employment eligibility requirements and execute multiple 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, and unit prices quoted must remain firm for the initial one-year period with price adjustments considered only prior to renewal.