Solicitation.pdf

CONSTRUCTION INVITATION TO BID COVER SHEET

SOLICITATION NUMBER: 1201-ITB-25-4

SOLICITATION TITLE: LIBRARY ROOF REPLACEMENT

ISSUE DATE: 07/29/2025

QUESTIONS DEADLINE: 08/12/2025 5PM EST

BID DUE DATE: 08/28/2025 2:00PM EST

PRE-BID MEETING 08/06/2025 10:00AM EST Mandatory in Person

2129 North Congress Avenue Riviera Beach, FL

The City reserves the right to modify or alter the procurement schedule as needed.

PROCUREMENT DEPARTMENT

CONTACT PERSON

Alex Massari

EMAIL ADDRESS: amassari@rivierabeach.org

The City of Riviera Beach reserves the right to cancel this ITB at any time and for any reason before the City Council awards a contract.

Responses must be received electronically ONLY via BidNet

(https://www.bidnetdirect.com/florida/cityofrivierabeach). Responses not received electronically by the deadline, will be rejected.

City of Riviera Beach, Florida

Procurement Department 1481 West 15th Street

Riviera Beach, FL 33404 Web: www.rivierabeach.org

Office: (561) 845-4180 Email: purchasing@rivierabeach.org mailto:amassari@rivierabeach.org http://www.rivierabeach.org/ mailto:purchasing@rivierabeach.org

TABLE OF CONTENTS

TABLE OF CONTENTS

I. NOTICE TO BIDDERS

II. ELECTRONIC BID OPENING

III. GENERAL INFORMATION

IV. SCOPE OF WORK

V. INSTRUCTION TO BIDDERS

VI. SOLICITATION TERMS AND CONDITIONS

VII. STANDARD CONTRACT REQUIREMENTS SPECIAL TERMS AND CONDITIONS

ADDITIONAL ATTACHMENTS AND REQUIRED FORMS:

ATTACHMENT “A” – Offeror’s Required Forms

1. Addendum Acknowledgment

2. Authorized Signatories

3. Certificate of Insurance Acknowledgment Form

4. Cone of Silence Acknowledgement

5. Conflict of Interest Disclosure Form

6. Drug-Free Workplace Form

7. E-Verify Affirmation Statement

8. Human Trafficking Affidavit

9. Litigation Statement

10. Non-Discrimination Affidavit

11. Non-Collusion Affidavit

12. Proposal Certification

13. Public Access Form

14. Public Entity Crimes Affidavit

15. Required References

16. Scrutinized Companies Certification

ATTACHMENT “B” – CONTRACT FOR CONSTRUCTION

ATTACHMENT “C” – LOCAL VENDOR PREFERENCE PROGRAM AND AFFIDAVIT

ATTACHMENT “D” – BID BOND

ATTACHMENT “E” – PERFORMANCE BOND

ATTACHMENT “F” – PAYMENT BOND

ATTACHMENT “G” – SBE PARTICIPATION SCHEDULE 1 AND 2

ATTACHMENT “J” – REQUESTS FOR APPROVED EQUALS

I. NOTICE TO BIDDERS

The City of Riviera Beach utilizes BidNet as its exclusive electronic solicitation platform. Bids must be submitted in BidNet and presented according to this solicitation's instructions and within the stated time constraints.

Bidding documents, including drawings and specifications, Plan Holders List, Bid Form, and Addendum(s), may be uploaded to BidNet when available. The address is: https://www.bidnetdirect.com/florida/cityofrivierabeach.

All communications regarding this solicitation will be directed only to the Procurement Specialist listed on the cover page of this solicitation.

AT THE TIME OF SUBMITTAL, AND AT ALL TIMES DURING THE PERFORMANCE OF THIS CONTRACT, BIDDER WILL BE AN APPROPRIATELY LICENSED CONTRACTOR IN THE STATE OF FLORIDA TO PERFORM THE WORK AS IDENTIFIED IN THE INVITATION FOR BID; ALL PROPOSED SUBCONTRACTORS WILL BE APPROPRIATELY LICENSED AS CONTRACTORS IN THE STATE OF FLORIDE FOR PERFORMING THE PORTION OF THE WORK FOR WHICH THEY ARE RESPONSIBLE.

II. ELECTRONIC BID OPENING

All City of Riviera Beach solicitations will be opened electronically via the BidNet platform (https://www.bidnetdirect.com/florida/cityofrivierabeach) indicated in the solicitation. This meeting will be conducted virtually via the “Microsoft Teams” Platform and in person at the City of Riviera Beach, 1481 West 15th Street Riviera Beach, Florida 33404. Bidders may attend this meeting in real-time on a computer, laptop, or cell phone.

Microsoft Teams:

Get the app now and be ready when your first meeting starts: https://www.microsoft.com/en-us/microsoft-teams/download-app Meeting ID: 299 566 260 523 5 Passcode: kK7NT6vu Dial in by phone +1 872-242-8933,,750360293# United States, Chicago Find a local number Phone conference ID: 750 360 293#

III. GENERAL INFORMATION

A. HISTORY AND BACKGROUND

The City of Riviera Beach (“City”) is located along the Atlantic shores of southeast Florida in Palm Beach County.

With a population of more than 38,000 residents, Riviera Beach is home to one of the most impressive beaches in the southeastern United States, boasting an average year-round temperature of 75 degrees.

Along the waterfront in Riviera Beach, residents and tourists enjoy the city’s shops, restaurants, and spectacular attractions. The waterfront marketplace draws in crowds of tourists headed for the cruise ships; the Port of Palm https://www.bidnetdirect.com/florida/cityofrivierabeach.

https://www.bidnetdirect.com/florida/cityofrivierabeach.

https://www.microsoft.com/en-us/microsoft-teams/download-app https://www.microsoft.com/en-us/microsoft-teams/download-app tel:+18722428933,,90865774 https://dialin.teams.microsoft.com/4a61d5d0-e622-4436-8931-8d56f4152200?id=90865774

Beach is located in Riviera Beach, and the Margaritaville at Sea cruise ship departs every other day. Riviera Beach is a growing harbor city located along the shores of the Atlantic Ocean in southeast Florida, USA.

The City’s municipal beach is one of the finest in the state. Our beautiful sandy beaches make Riviera Beach an appealing place for sporting events. Our community and visitors provide an interesting, varied mix of young people, families and retirees from just about anywhere.

This project consists of turnkey services for the complete removal and replacement of the existing City of Riviera Beach Library roof. This Invitation to Bid identifies the requirements that are considered to be the minimum by the City. Specific details described within this Invitation to Bid notwithstanding, it will be the obligation of the selected contractor to adhere to accepted industry standard methods and practices in completing work. The selected Roofing Contractor shall furnish all labor, materials, tools, equipment, supervision and permits necessary to remove and legally dispose of the existing roof system, and install a new roofing system including insulation, flashings, sealants, and coping. All contractor’s wishing to submit a bid for the project shall be a legally registered company in the State of Florida with no less than 5 years’ experience as a commercial roofing contractor.

B. BID SUBMISSION:

Electronic bid responses shall be submitted via BidNet in response to this SOLICITATION, prior to the designated bid due date and time indicated on the ITB Cover Page.

It will be the sole responsibility of the Bidder to become familiar with the scope of services, City’s requirements, and systems prior to submitting a bid.

Late submittals and paper bid submittals will not be accepted or considered. BidNet Direct’s platform will not accept late submittals.

C. ADDENDUMS AND INTERPRETATIONS:

The City reserves the right to amend this solicitation prior to the due date. Any change(s) to this solicitation will be conveyed through the written addenda process. Only written addenda will be binding. If an addendum is issued, Bidder must follow the instructions and submit required information, forms, or acknowledge addendum, as instructed therein. It is the responsibility of all potential Bidders to monitor the solicitation for any changing information, prior to submitting their response.

No interpretations of the meaning of the plans, specifications, scope of work or other contract documents will be made orally to any Bidder. Bidders must request such interpretation in writing as instructed in the ITB solicitation package. To be considered, such request must be received by the Questions and Answers deadline as indicated on ITB Cover Page and on Bidnet . Questions received after this time will NOT be answered.

D. QUESTIONS

Prospective Bidders are required to submit any questions related to this solicitation electronically through BidNet by the deadline specified within the solicitation documents. No other forms of submission will be accepted, and only those questions submitted via BidNet will be officially received and addressed. It is the sole responsibility of the Bidder to adhere to this procedure for submitting inquiries.

Responses to all questions received within the designated solicitation period will be posted as an addendum on the BidNet. Bidders are advised that failure to report any known or suspected issues, or failure to seek clarification or correction of any aspect of the solicitation, will be done at their own risk.

https://www.bidnetdirect.com/florida/cityofrivierabeach

THE CONTRACTOR MUST POSSESS BUSINESS LICENSES, APPLICABLE GENERAL OR SPECIALIZED LICENSES, AND CERTIFICATION(S) TO BE CONSIDERED RESPONSIVE AND RESPONSIBLE TO THIS SOLICITATION.

Failure to submit proof all required license(s) and certification(s) with proposal submittal will result in a non-responsive and responsible determination.

Required licenses and certifications will consist of the following, but is not limited to:

State:

• Business License

• Certificate of Good Standing

• General Contractor License

E. CONTRACT PERIOD:

This is a one-time fixed project.

F. CONE OF SILENCE:

Section 2-166 (Cone of Silence) of the City; Code of Ordinances, prohibits any communication, except written correspondence, regarding a particular request for proposal, request for qualification, bid, or any other competitive solicitation between any person’s representative seeking award from such competitive solicitation; and any City Council person or legislative staff, or any City employee authorized to act on behalf of the Council to award a contract under this Bid.

The Cone of Silence shall be in effect as of the deadline to submit the proposal, bids or other response to this competitive solicitation and shall remain in effect and subject to the terms of this section for any person or person’s representative.

The provisions of this division shall not apply to oral communications at any public proceeding, including pre-bid conference, oral presentations before selection committees, and contract negotiations during any public meetings, presentations made to the Council and protest hearings. Further, the Cone of Silence shall not apply to contract negotiations between any employee and the intended awardees, any dispute resolution process following the filing of a protest between the person filing the protest and any employee, or any written correspondence at any time with any employee, Council member, or selection committee member, unless specifically prohibited by the applicable competitive solicitation process.

The cone of silence shall terminate at the time the Council, awards or approves a contract, rejects all bids or responses or otherwise takes action, which ends the solicitation process.

Any Contract entered into in violation of the cone of silence provisions in this section shall render the transaction voidable.

Penalties for violation of the Cone of Silence shall be applied per Section 2- 168 (Penalties) of the City; Code of Ordinances.

G. ACCEPTANCE OF BIDS / MINOR IRREGULARITIES

The City reserves the right to accept or reject any and all bids, part of bids and waive minor irregularities or variances to specifications contained in bids, which do not make the bid conditional in nature and minor irregularities in the solicitation process. A minor irregularity shall be a variation from the solicitation that does not affect the price of the contract or does not give an offeror an advantage or benefit not enjoyed by other offerors, does not adversely impact the interests of other firms or, does not affect the fundamental fairness of the solicitation process. The City https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances?nodeId=PTIICOOR_CH2AD_ARTIVOFEM_DIV1.5LORE_S2-166COSI https://library.municode.com/fl/riviera_beach/codes/code_of_ordinances?nodeId=PTIICOOR_CH2AD_ARTIVOFEM_DIV1.5LORE_S2-168PE also reserves the right to reissue an Invitation to Bid.

H. APPROVED EQUALS OR EQUIVALENT

The Contractor may use Approved Equal or Equivalent equipment and parts as applicable to stay in compliance with current industry standards. The Contractor shall provide The Procurement Department Contact the technical specification and data sheets for any hardware, equipment, parts, accessories, licenses, and management controls that meet or exceed the minimum requirement listed herein. Bidders shall complete Attachment “J” - Request for Approved Equal Form and submit a request prior to the bid due date. Approval of such request is at the control and approval of the City.

The City reserves the right to disqualify bidder during any phase of the competitive solicitation process and terminate for cause any resulting contract upon evidence of collusion with intent to defraud or other illegal practices on the part of the Proposer.

I. CHANGES AND ALTERATIONS

Bidder may change or withdraw a Bid at any time prior to Bid submission deadline; however, no oral modifications will be allowed. Modifications shall not be allowed following the Bid deadline.

J. MATERIAL MODIFICATIONS / ALTERATIONS

Material modification and/or alterations to the verbiage or documents herein made by the Offeror’s is expressly prohibited and is not enforceable. Modifications and/or alterations may render the proposal submission void and bar the Offeror from consideration in connection with this solicitation.

K. TRANSACTION FEES

The City of Riviera Beach uses BidNet to distribute bids and proposals. There is no charge to register and participate in the solicitation process, nor will any fees be charged to the awarded Proposer.

IV. SCOPE OF WORK

A. SCOPE

1. Roof System Removal:

The existing roof system, insulation, flashings, and related trims shall be completely removed to the original decking and legally disposed. The removal of the existing roof system shall be coordinated with the installation of the new roof to prevent exposure to weather conditions and potential water infiltration into the building.

Contractor shall provide safety devices, need for chutes and/or cranes for roof material removal, dumpster location, protection from exposure to the weather, protection of property and personnel, building access routes and circulation patterns. Contractor shall submit a plan for use of the premises, parking, security procedures, equipment and materials storage, waste disposal, etc.

2. New Roofing System:

Contractor shall provide and install a new commercial-grade roofing system appropriate for a 15,000 sq-ft facility.

Roofing system must meet Florida Building Code and Palm Beach County wind uplift requirements. Contractor must submit a Florida Product Approval or Miami Dade County NOA for all roof components. The life expectancy of the roofing systems shall be no less than 20 years.

The manufacturer of the roofing system shall have no less than ten (10) years successful experience in producing the materials required for this project. All materials shall be the single product of a standard manufacturer. New roofing materials, with less than 10 years of successful application in the field, will not be accepted for this project.

3. Caulking & Joint Sealants:

All appropriate roof deck joint sealants shall be removed and replaced with high performance sealant as part of the roof system. Contractor shall clean, prime, and install new sealants with new backer rods and bond breakers.

Sealant manufacturer must provide a warranty for a minimum of twenty (20) years for any repairs to maintain joints in a leak free condition and at no cost to the City.

4. Insulation:

Contractor shall install new high-density rigid insulation boards that meet or exceed Florida Building Code R-value requirements. Contractor shall ensure the roofing system manufacturer approves the method of fastening the insulation board through the medium to the roof deck system.

Flat roofs shall be avoided by using tapered insulation to promote positive drainage to the roof drains.

5. Flashing:

All rooftop HVAC curbing, skylights, parapet walls, pipe supports, pipe vents, roof hatch, and other roof penetrations must have new flashing installed as part of this project. All pipe flashings are to be pre-molded and provided with stainless steel pipe clamps at each penetration.

6. Parapet Walls & Coping:

All coping is to be replaced. The height of the existing parapet walls shall be maintained. Base and cap-sheet shall extend up and over the wall.

7. Roof Drains:

Clogged roof drains shall be cleared. All drains shall be removed and reset or repositioned so that the drain is below the roof membrane surface.

8. Night Seals:

Only as much roofing insulation, membrane, and flashing as can be made weather tight shall be demolished and installed each day. Install temporary water tight night seals around all exposed edges of the roofing assembly at the end of each work day and when work must be postponed due to inclement weather. No application of tarps will be acceptable as a temporary seal of an open roof area day or night.

9. Tests:

Contractor shall perform TAS 105 Pull Tests and provide results to Owner/Project Manager.

10. Specifications:

Remove and dispose of existing roof system down to steel deck.

Remove and dispose of all abandoned equipment.

a. Owner to determine items & ensure all electric is disconnected prior to job start.

Furnish and Install NEW Tapered Insulation Package. ¼” per foot, 3” Min Start w/ sumps at drains to ensure positive drainage.

Furnish and Install NEW ½” Gypsum Fiber coverboard, preliminarily attached through to steel deck per FL Approval and manufacturer requirements.

Furnish and Install NEW TWO (2) Ply Modified Bitumen Roof System per FL Approval, Site-Specific Engineering & manufacturer requirements.

All base flashings and curbs shall be flashed per manufacturer requirements.

Furnish NEW Drain Rings, Baskets & Hardware. Flash per manufacturer requirements.

Flash all overflow pipes using liquid flashings per manufacturer requirements.

Furnish and Install NEW 040 Aluminum – Kynar (Standard Color) Coping Cap w/ 050 Continuous Cleat attached per site-specific engineering.

Furnish and Install walk pads at all units and hatch access point.

Furnish and Install NEW Aluminum Line Jacks/Goosenecks/Vents at any existing locations.

Furnish and Install NEW condensate line stands and sacrificial pads.

Furnish and Install NEW Bilco S-50 Roof Hatch w/ LadderUp Safety Bar, including any blocking to ensure proper curb height above new roof system.

Flash all penetrations per manufacturer’s warranty terms.

Provide Owner with FIVE (5) Year Contractor Workmanship Warranty.

Provide Owner with Manufacturer TWENTY (20) Year NDL Warranty.

CONTRACTOR TO FACILITATE AND CARRY ASSOCIATED COSTS FOR ALL LOADING/MOT/OVERHEAD SAFETY AS THEY SEE FIT. THIS IS A “MEANS AND METHODS” ITEM. CONTRACTOR TO INCLUDE ALL PERMITS, ENGINEERING &

DOCUMENTATION REQUIRED TO ATTAIN PERMIT, PERFORM PROJECT AND CLOSE PERMIT.

Project Notes/Requirements:

A. No HVAC or Mechanical work to be carried in Base Bid. Flash items as needed to attain warranty specified.

B. Contractor must visit site and make themselves aware of current conditions. All measurements to be verified by bidding contractors.

C. Buildings are active year-around and all safety requirements to maintain a reasonably safe building will be required. Logistics and Safety Plan will be required to be provided by awarded contractor to establish roof & ground safety measures taken to ensure OSHA compliance and to limit any exposure to Owners/Tenants/Visitors during construction.

D. Roofing Contractor to ensure water tightness each day. Any damages due to negligence by Roofing Contractor will be 100% the liability of the Roofing Contractor.

E. Contractor to provide all testing/engineering/documentation necessary to ensure proper installation of NEW Roof System. This includes but is not limited to: Drainage Calculations, Attachment Engineering, Manufacturer Inspections, etc.

Warranty & Performance Agreement

1. Warranty:

The roofing manufacturer’s warranty shall be for a minimum period of twenty (20) years.

2. Performance Agreement:

The Contractor shall provide a five (5) year performance agreement on labor and material in addition to the manufacturer’s warranty. This performance shall include an annual inspection and written report on for each of the five (5) years. The performance agreement shall include the stipulation that the Contractor shall perform all emergency repairs to all defects or leaks in the roofing system within twenty-four (24) hours of receipt of notice from the owner. This stipulation applies to a leak during construction and a leak during the 5-year performance agreement. Repairs shall include all labor, roofing materials, flashings, etc. When weather permits, all temporary repairs shall be redone and the roof restored to the standard of the original installation.

Bid Package Contractor’s proposal must include the following

b. A detailed description of the work to be performed.

c. A detailed description of the material(s) to be used.

d. A detailed description of warranty coverage, including specific manufacturer and installer warranties.

e. Proof of manufacturer certification as a qualified installer of the product.

d. A list of similar roofing projects completed in the last five (5) years.

Time of Work and Completion.

The contractor shall have work substantially completed by January 16th, 2026 and all work finally completed by January 30th, 2026. The contractor shall not discontinue work for more than three (3) consecutive calendar days without the prior written approval of the City Manager or his/her designee. The work to be completed pursuant to this Invitation to Bid will be scheduled between the hours of 7:00am and 5:00pm, Monday through Saturday, unless the contractor obtains written permission from the City Manager or his/her designee.

The contractor shall be responsible to ensure frequent pick-up of all refuse, rubbish, scrap materials, and debris that result from their operations so that work site presents a neat and orderly appearance at all times. All rubbish, scrap, etc., shall be transported from the premises. NO rubbish shall be deposited as fill on the work site. At completion of work, the contractor shall remove all work materials, tools, construction equipment, machinery, and surplus materials from the work site and shall leave project in ready to use condition.

The contractor shall provide a schedule for the required work and coordinate all required work with other occupancy and/or construction occurring on or in this area by others. Safeguard of all equipment, tools, materials, etc., at the work site shall be the contractor's responsibility. The contractor shall be responsible for the protection of all personnel against hazards and/or injuries due to their construction operations at the work site. Contractor shall correct any and all damage caused by their operations to the City's satisfaction at no additional cost to the City.

The contractor shall have an English-speaking supervisor/representative on the work site at all times, who shall be thoroughly knowledgeable of all plans, specifications, and other contract documents and has the authority to act in the contractor's behalf. The contractor shall be responsible for the appearance of all working personnel assigned to the projects (clean and appropriately dressed) at all times, and their compliance with City Policies and Rules prohibiting smoking and consumption of alcohol and illegal drugs while on City projects.

The contract time for this solicitation shall be for 45 days from issuance of Purchase Order / Notice to Proceed to Project Substantial Completion. The contractor work shall Finally Complete with an additional 15 calendar days from Substantial Completion. Total Calendar Days shall be 60 days unless specifically indicated in the origination of the requisition. The Public Works Department has taken the liberty to utilize the standard bid documents and latest contract to initiate a draft of the necessary bid document and technical specifications. Please find enclosed the draft bid package.

B. CONSTRUCTION ADMINISTRATOR:

Bernard Buxton-Tetteh, is the designated Construction Administrator / Project Manager for this project. The Contractor will work with the Public Works Department and the designated Contract Administrator to complete this project.

A. CONSTRUCTION ADMINISTRATOR RESPONSIBILITIES:

1. The Construction Administrator / Designee shall serve as liaison, coordinate, and approve all work under the contract.

2. The Construction Administrator / Designee shall resolve any disputes.

3. The Construction Administrator / Designee shall perform performance evaluations regularly.

4. The Construction Administrator / Designee shall schedule and conduct contractor performance evaluations, document findings, and review and approve all invoices for work performed or items delivered for payment.

5. The Construction Administrator / Designee shall address and provide assistance when dealing with passenger issues during trips.

6. The City shall make the final decision on how incidents with passengers will be handled.

C. CONTRACTOR RESPONSIBILITES

1. Included in the project is the acquisition of all tools, equipment, materials, and other supplies, including but not limited to fuel, power, water, and communication devices required to complete the project. The work also includes the performance of all labor, work, and other operations required to complete this project

2. The Contractor shall protect and maintain all surfacing and improvements during the entire construction process. Protection of surfacing and improvements may include but is not limited to, the installation of fencing, cabling, or other preventative measures.

3. The Contractor shall be responsible for any and all damage resulting from improper use, damage, or vandalism prior to the City’s acceptance of the project.

4. For contract close, the Contractor shall submit the following:

a. Product list including product name, product number, contact information and method of application for all material used on the project.

b. Warranty letter

c. Submittal documents, including manufacturer’s instructions, field reports, and testing certificates.

d. Maintenance schedule and recommendations.

e. Progress reports identifying project status, percent completion and scheduled time of completion and submitted to the City Designee.

5. This selected Contractor must use effective project management practices while working on this project, consisting of but not limited to clear communication with the City and other parties involved in this project, management of time and resources, and documentation of all services and communication.

6. The Contractor shall maintain all certifications, licenses, bonds, and certificates of insurance for the duration of this project until final acceptance is received.

7. The contractor shall be responsible for protecting all personnel against hazards and/or injuries caused by their operations at the work site.

8. The Contractor shall correct any and all damage caused by their operations to the City’s satisfaction at no additional cost to the City.

9. The Contractor shall be responsible for initiating, maintaining, and supervising all safety precautions and providing reasonable protection to prevent damage to properties surrounding the work site and injury or loss to employees, materials, and equipment in connection with the performance of the work herein.

10. The Maintenance of Traffic (MOT) (if needed): The Contractor shall closely follow the directions provided throughout this document and shall be in conformance with the applicable sections of the FDOT Road Design Standards Index 600.

11. The Contractor shall supervise and direct the work, using the Contractor’s best skill and attention. The Contractor shall work with the Construction Administrator / Project Manager to oversee the development of the project means, methods, techniques, sequences, procedures, and coordination of all portions of the work under this agreement.

12. The Contractor shall enforce strict discipline and good order amongst its employees and other persons carrying out work under this contract. The Contractor shall be responsible to the City for acts and omissions of its employees, subcontractors, and other agents performing portions of the work for or on behalf of the Contractor or any of its subcontractors.

13. The Contractor shall be responsible for protecting all existing utilities, irrigation, drainage structures, pipes, and signs within the limits of this project site. These shall remain in place and be in working condition during and after the completion of this project.

14. The Contractor shall assess the conditions at this site, notify the designated Project Manager in writing of any discrepancies, conflicts, or omissions promptly upon discovery, and make necessary recommendations to resolve identified issues

15. Reporting Dangerous Conditions / Situations: The Contractor shall notify the Construction Administrator / Designee of any and all encounters with unsafe and dangerous conditions and/or unusual situations occurring at the work sites while working on this project.

D. PROJECT MEETINGS

The City may require meetings throughout this project, which will require the participation of the City designee, Contractor, all subcontractors, all sub-consultants, representatives of governmental agencies with jurisdiction in this project area (if applicable), and any others as requested by the City and/or Contractor. The time and place of the meeting will be arranged by the City designee.

1. Pre-Construction Meeting:

After the contract is awarded, the Notice to Proceed (NTP) is received, and work commences, a pre-construction conference will be held between the Contractor, City representative, and others affected by this work. The project schedule and completion dates will be established during this meeting.

2. At the pre-construction conference, the Contractor shall identify his designated project manager, foreman, site supervisor, and any additional personnel representing the Contractor and their respective roles and responsibilities for the work. The designated project manager shall represent the Contractor, and communications given to the project manager shall be as binding as if given to the Contractor. Important communications shall be confirmed in writing. Other communications shall be similarly confirmed in written request in each case.

a. At the pre-construction conference, the Contractor shall furnish in writing to the City’s designee the names of persons or entities (including those who are to furnish materials or equipment fabricated to a special design) proposed for each principal portion of the work.

b. The City will promptly reply to the Contractor in writing stating whether or not, after due investigation, has reasonable objection to any such proposed person or entity.

c. The Contractor shall not contract with a proposed person or entity to whom the City has made reasonable and timely objection. The Contractor shall not be required to contract with anyone to whom the Contractor has made reasonable objection.

E. PERMITS

The Contractor shall procure and pay for all permits and licenses, charges, and fees and give all notices necessary and incidental to the lawful prosecution of the work. The Contractor shall include the cost for all permits in the contractor’s base proposal.

The contractor shall possess and keep in force all licenses, business permits, and other permits required to perform the services of this Agreement.

NOTE: Contractor shall not commence any work without obtaining all required permits.

F. PROJECT DURATION

The Contractor shall complete all services no less than Sixty Days (60) from receipt of the Purchase Order and Notice to Proceed (NTP).

Time is of the essence for the Contractor’s performance of the work. The Contractor is expected to complete this project as expeditiously as possible. The work to be performed under this contract shall commence upon issuance of a Purchase Order (PO) and in conjunction with a Notice to Proceed (NTP). No Contract Time extensions will be allowed for holidays or vacations. At a minimum, the selected DBF must adhere to the following schedule as set by the City:

1. The Contractor recognizes that TIME IS OF THE ESSENCE. The Work shall commence within 10 calendar days (6 working days) of the date of the Notice to Proceed.

2. The Work shall be Substantially Completed within 30 calendar days after the date the Contract Time commences to run, as provided in the Notice to Proceed.

3. The Work shall be finally completed on the Final Completion Date and ready for final payment in accordance with this Agreement within 45 calendar days after the date when the Contract Time commences to run as provided in the Notice to Proceed.

4. Preliminary Project Schedule - Within Ten 10 days after notice of award and as a condition precedent to executing the Contract, prior to commencement of any work, the Contractor shall submit their preliminary project schedule to the City for review and approval. The schedule shall be written in sufficient detail to show the chronicled relationship of all major aspects of the project, including procurement of materials, scheduling of equipment, construction, and installation phases with a level of detail.

G. LIQUIDATED DAMAGES

Upon failure of the Contractor to complete the Work within the time specified for completion, the Contractor shall pay to the City the sum of Two Hundred and Fifty Dollars ($500.00) for each and every calendar day that the completion of the Work is delayed beyond the time specified in this Agreement for completion, as fixed and agreed liquidated damages and not as a penalty, so long as the delay is caused by the Contractor.

H. WEATHER

The Time of Completion for this project has been calculated assuming that the weather conditions will be average to moderate. If in the opinion of the City’s Contract Administrator / Designee the weather escalates to a point where the work delays on the project more than the Contractor could have reasonably anticipated or controlled, the Contract Administrator / Designee will make arrangements for extending the time of completion for each individual work order package, once the request has been made for such extensions by the Contractor.

If adverse weather conditions are the basis of a Claim(s) for additional time, such Claim(s) shall be documented by data substantiating that weather conditions were abnormal for the period of time, could not have been reasonably anticipated, and had an adverse effect on the project scheduled activities.

The Contractor will be required to promptly notify the City’s Contract Administrator / Designee in writing of any such delays to the work, explaining its efforts to mitigate the effects of such delays. Any such notification received by the Contract Administrator / Designee more than five business days after the delay has occurred will not be considered. No extension of time shall be granted for delay(s) resulting from typical weather conditions prevailing in the applicable area(s) as defined by the average of the last ten (10) years of weather data recorded with the City and the applicable jurisdiction(s).

I. DELIVERY, STORAGE, AND HANDLING

The Contractor shall coordinate delivery and arrange storage of materials (if needed). Storage space may be limited.

Components sensitive to damage in a harsh environment shall be stored off-site and delivered as needed. The Contractor shall provide all necessary protective covering to prevent damage to surrounding work areas. The Contractor shall be responsible for the on-site security of tools, equipment, and materials.

J. RESPONSE TIME

The Contractor shall respond to requests for services within twenty-four (24) hours of notification by the City.

K. PERSON OF CONTACT

The Contractor shall provide contact information for Primary and Secondary staff within the company who will be responsible for responding to the City's request for support services during the term of this agreement. Contact information shall include the name of the Contact(s), E-mail address, Website Information, Phone Number, and Fax Number.

L. RESTORATION OF PROPERTY

Property - whether public or private - if damaged during construction or removed for the convenience of the work; ALL such property shall be repaired and/or replaced by the Contractor at his/her own expense in a manner acceptable to the City’s Contract Administrator, prior to final acceptance of the work. Restoration of certain items (such as benches, shelters, traffic signs, street signs, fences, sod, etc.) shall be performed promptly for reasons of public safety, health, and welfare.

M. CONTRACTOR AND SUBCONTRACTOR UNIFORM/BADGING

The Contractor employees assigned to this contract must wear a professional uniform with the company name permanently affixed to it. Uniforms shall comply with all safety provisions from the Florida Department of Transportation, OSHA, and the City.

N. CONTRACTOR AND SUBCONTRACTOR VEHICLES

The Contractor’s company vehicles shall be distinctly labeled with the company name; and shall only be parked in designated spaces provided by the City.

O. DAMAGE REIMBURSEMENT

The Contractor shall be solely responsible for and shall reimburse the City any and all costs and/or expenses of any kind or nature relating to the correction of any damage to any City property resulting from the installation, maintenance, or replacement of mounted equipment and infrastructure.

P. WARRANTY

The Contractor shall furnish all pertinent warranty information, including manufacturers’ warranties and effective dates, as they become available, for all new equipment. All materials, parts, components, equipment, and labor work performed shall be fully warranted and guaranteed for a minimum of Twenty (20) years from the date of completion of services and acceptance by the Public Works Department. Parts and equipment shall be replaced during the warranty period and have a warranty matching that of the original part from date of replacement. Repair or replacement defects occurring in labor or product(s) within the warranty period shall be performed and provided at no additional cost to the City.

Q. CLEAN UP

All usable materials and debris shall be removed from the premises at the end of each workday and disposed of appropriately. Upon final completion, the Contractor shall thoroughly clean up all areas where work has been involved as mutually agreed with the associated location Contract Administrator / Designee.

R. WORK ACCEPTANCE

Services to be performed under this agreement will be inspected by an authorized representative of the Park’s and Rec’s Department. This inspection shall be performed to determine acceptance of work, appropriate invoicing, and warranty conditions.

Contractor that requires final acceptance testing. The City shall complete any necessary inspection and testing of the software and related services for compliance with the scope of services, technical specifications, and requirements herein within five (5) business days of delivery or completion of any required services.

The City shall provide written notice of acceptance or rejection within five (5) business days of completion of testing.

The contractor may not invoice the City for any such software or software-related services unless and until the City provides written notice of final acceptance.

S. INVOICING AND PAYMENT

Each invoice shall fully detail the related costs and shall specify the status of the particular task or project as of the date of the invoice with regard to the accepted schedule for that task or project. Payment will be made within forty-five (45) days after receipt of an invoice acceptable to the City, in accordance with the Florida Local Government Prompt Payment Act. If, at any time during the contract, the City shall not approve or accept the Consultant’s/Firm’s work product, and agreement cannot be reached between the City and the Consultant/Firm to resolve the problem to the City's satisfaction, the City shall negotiate with the Consultant/Firm on a payment for the work completed and usable to the City.

NOTE: Payment Retainage is applicable to this agreement at a rate of five percent (5%) and will be withheld until it has been determined that the Contractor has complied with DBRA requirements.

T. CERTIFIED PAYROLL REQUIREMENTS

In accordance with Davis Bacon and related federal requirements, the Contractor shall submit certified payroll with supporting documentation for all employees (workers) including subcontractors that perform services under this agreement. The City will review and approve payrolls and supporting documentation submitted by the Contractor. The City will work with the Contractor to resolve payroll-related issues, interview employees/workers, and follow up as necessary to ensure the information provided is accurate. The City shall ensure restitution due to underpaid workers has been paid prior to project completion and issuance of final payment to Contractor is made.

U. MINIMUM / MAXIMUM QUANTITY

The Minimum Annual Quantity for each bid item is considered zero (0). The Maximum Annual Quantity listed for each bid item shall not be exceeded per year.

V. PRIME CONTRACTOR/SUBCONTRACTORS

Offeror(s) proposals selected as lowest responsible and responsible bidder, and whose bid is in the best interest of the City shall be the prime contractor if a contract is awarded and shall be responsible, in total, for all work of any subcontractors. All subcontractors, if any, must be listed in the proposal. The City reserves the right to approve all subcontractors. The Contractor shall be responsible to the City for the acts and omissions of all subcontractors or agents and of persons directly or indirectly employed by such subcontractors, and for the acts and omissions of persons employed directly by the Contractor. Further, nothing contained within this document or any contract documents created as a result of any contract awards derived from this ITB shall create any contractual relationships between any subcontractor and the City.

V. INSTRUCTION TO BIDDERS

The following information and instructions are given to guide Bidders in properly preparing their bid responses and are standard for Construction Invitations to Bid (CITB) solicitations as issued by the City. These directions and instructions have equal force and weight with the scope of services, specifications, and strict compliance, which is required with all these provisions. The City may delete, modify, or supersede any standard instructions for a particular contract to the Contractor or in the line item. It is the Bidder’s sole responsibility to become familiar with the scope of services, City requirements, and systems before submitting a bid. The solicitation package, exhibits, attachments, addendums, and the successful bid response will be included in any Agreement between the Contractor and the City.

In addition to the documents in Attachment “A”—Bidder’s Required Forms, Bidders must complete any additional project-specific requested forms. Failure to submit the required forms will deem the Bidder Non-Responsive.

A. ELIGIBILITY

No bid response will be accepted from, nor will any contract be awarded to, any person who is in arrears to the City of Riviera Beach upon any debt or contract or who has defaulted, as surety or otherwise, upon any obligation to the City, or who is deemed irresponsible or unreliable by the City Council of Riviera Beach.

B. RESPONSIBILITY

No variation in price or conditions will be permitted based upon a claim of ignorance. Submitting a bid response will be considered evidence that the Bidder has familiarized themselves with the nature and extent of the work, equipment, materials, and labor required.

C. ADDITIONAL TERMS AND CONDITIONS

No additional terms and conditions the Bidder includes with the Bid response will be evaluated or considered. All such additional terms and conditions will have no force and effect and are inapplicable to this Bid if submitted purposely through intent or design or inadvertently appearing separately in transmittal letters, specifications, literature, price lists, or warranties. It is understood and agreed that the general conditions in this Invitation to Bid are the only conditions applicable to this Bid, and the Bidder’s authorized signature on the Bid Form attests to this.

D. SPECIFIC EXPERIENCE REQUIRED

The following expertise is required to be considered for any executed contract(s). Specific references attesting to this expertise must be submitted with the bid.

BIDDERS SHALL NOT INCLUDE ANY WORK PERFORMED FOR THE CITY OF RIVIERA BEACH, NOR LIST ANY CITY STAFF AS REFERENCES, WHEN DEMONSTRATING QUALIFICATIONS, EXPERIENCE, OR CAPABILITIES IN RESPONSE TO THIS ITB. DO NOT INCLUDE PROPOSED TEAM MEMBERS OR PARENT/SUBSIDIARY/AFFILIATED COMPANIES AS

REFERENCES IN YOUR SUBMITTALS.

The Contractor shall have at least three (3) projects of previous roof installation experience. If available, such references should be from public agencies.

Bidder shall submit proof of previous roof installation experience within a five (5) year period of similar scope and scale (or larger) and shall identify the location, dates of services (month/year - month/year), project name and overall scope, scope of work that was self-performed by Contractor, and client name, address, telephone number, and e-mail address for each project listed.

E. AUTHORIZED SIGNATORIES

An authorized officer of the company must sign all associated forms.

F. BID ACCEPTANCE

Bidder warrants, by virtue of bidding, that the bid and the prices quoted in the bid will be firm for acceptance by the City for a period of One Hundred and Twenty (120) calendar days from the date of bid opening unless otherwise stated in the solicitation. The City will award the contract within this period or request from the recommended Bidder an extension to hold pricing until a formal award has been executed.

G. MATERIAL MODIFICATIONS / ALTERATIONS

Material modifications or alterations to the verbiage or documents made by the Bidder are expressly prohibited and are not enforceable. Modifications or alterations may render the Bidder’s submission void and bar the Bidder from consideration in connection with this solicitation.

H. ELECTRONIC BID SUBMISSION DEADLINE:

Electronic Bid Responses will be submitted via BidNet (https://www.bidnetdirect.com/florida/cityofrivierabeach) before the designated bid due date and time indicated in the solicitation. PAPER BID SUBMITTALS WILL NOT BE

ACCEPTED.

I. COST

Pricing shall be submitted in Bidnet, all inclusive, and shall constitute complete compensation. Failure on the part of the Contractor to completely and properly evaluate any factors of costs prior to bidding shall not form a basis for additional compensation.

J. INVOICING AND PAYMENT

Each invoice shall fully detail the related costs and shall specify the status of the particular task or project as of the date of the invoice with regard to the accepted schedule for that task or project. Payment will be made within forty-five (45) days after receipt of an invoice acceptable to the City, in accordance with the Florida Local Government Prompt Payment Act. If, at any time during the contract, the City shall not approve or accept the Consultant’s/Firm’s work product, and agreement cannot be reached between the City and the Consultant/Firm to resolve the problem to the City's satisfaction, the City shall negotiate with the Consultant/Firm on a payment for the work completed and usable to the City.

Note: Payment Retainage is applicable to this agreement at a rate of five percent (5%) and will be withheld until it has been determined that the Contractor has complied with DBRA requirements.

VI. SOLICITATION TERMS AND CONDITIONS

A. AWARD

The City of Riviera Beach shall award the bid to the lowest, responsive, and responsible bidder(s), subject to the Local Vendor Preference provisions outlined herein, where applicable.

To be considered for award:

• Bidders must submit pricing for every item listed in BidNet.

• Each item must fully comply with the specifications provided.

• Failure to meet the specifications of even a single item will result in the entire bid being deemed non-responsive.

B. CONDITIONS AND PACKAGING

Unless otherwise stated in the solicitation or specifically ordered from an accepted price list, deliveries must consist only of new and unused goods and will be the current standard production model available at the time of the solicitation response. The goods must be suitably packaged for shipment by a common carrier. Each container or multiple units or items otherwise packaged will bear a label, imprint, stencil, or other legible markings stating the name of the manufacturer or supplier, purchase order number, and any other markings required by specifications or other acceptable means of identifying Contractor and purchase order number.

C. BIDDER RESPONSIBILITY

The undersigned Bidder affirms that he/she has or will obtain all equipment necessary to complete the work described, that he/she has or will obtain all required permits and licenses from the appropriate agencies, and that his firm is authorized to do business in the state of Florida.

D. LEGAL REQUIREMENTS

Bidders must comply with all provisions of Federal, State, County, and local laws, bid and ordinances, rules and regulations, and any City rules that apply to the items being bid. Lack of knowledge by the Bidder will not be a cause for relief from responsibility or constitute a cognizable defense against the legal effect thereof.

E. LOBBYING ACTIVITIES

ALL CONTRACTORS PLEASE NOTE: Any Contractor submitting a response to this solicitation must comply, if applicable, with the CITY’S Lobbying Ordinance, which is provided in Chapter 2.164 of the City Code of Ordinance.

Copies of the Ordinance may be obtained from the Office of CITY Clerk’s, 600 West Blue Heron Boulevard, Suite #140, Riviera Beach, Florida, 33404.