RFQ 26-273 Annual Contract Roof PMI

New Smyrna Beach Utilities, a political subdivision of the State of Florida located in Volusia County, has issued RFQ 26-273 for annual preventative maintenance and inspection (PMI) services across 26 utility sites. The procurement seeks a licensed and insured roofing contractor to provide comprehensive inspection services 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 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. 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). Quotations must be submitted by Thursday, March 26, 2026, at 2:30 p.m. via VendorLink or email to Lauren Wright, Purchasing Agent at lwright@nsbufl.com or 386-424-3016. A 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. 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 at 200 Canal Street to ensure timely service responses; however, no formal set-aside designations or disadvantaged enterprise restrictions have been specified in the solicitation. 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. The roofing systems across the 26 sites vary in material composition (membrane, metal, shingle, tar/gravel, and steel) with installation dates ranging from 1944 to 2023 and varying square footage by location, as detailed in the attached route documentation. 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; unit prices quoted must remain firm for the initial one-year period with price adjustments considered only prior to renewal. No specific budget range or award value has been disclosed in the available documentation, though bidders must provide detailed pricing for each location and service category. The Commission reserves the right to reject any and all quotations, waive informalities, make multiple or split awards, or cancel the solicitation if deemed in its best interest.