SLED Opportunity · FLORIDA · VILLAGES COMMUNITY DEVELOPMENT DISTRICTS, FL
AI Summary
The Villages Community Development Districts seek qualified contractors for a term contract to provide as-needed asphalt cut and patch services. The contract includes prep work, traffic control, and cleanup with strict licensing and insurance requirements. Quotes are due by April 17, 2026, with a pre-proposal meeting on April 6, 2026.
The intent of this Invitation to Quote (ITQ) is to establish a term contract with one or more qualified Contractors to provide as-needed asphalt cut & patch services to properties throughout the District.
The last day for questions has concluded as of 4/6/26 at 4:00 pm. We received three (3) questions.
All questions and answers are attached.
All insurance companies must have financial rating of A- or higher by A.M. Best Company, Inc. with the exception of self-insured insurance companies.
The Sumter Landing Community Development District is requesting quotes for District Wide Asphalt Cut & Patch Projects. Quotes will be received by electronically via the OpenGov Procurement Portal, or in-person at 3571 Keissel Road, The Villages, FL 32163, and will be accepted until 3:00 pm on April 17, 2026 for “ITQ #26QT-022”. Suppliers have the option to receive the quote results by submitting a Public Records request to the District Clerk’s office DistrictClerk@DistrictGov.org.
Respondents shall take careful notice of the following conditions of this Request for Quotes:
Purpose
The intent of this Invitation to Quote (ITQ) is to establish a term contract with one or more qualified Contractors with a minimum of 5 years of experience in the paving industry to provide as-needed asphalt cut & patch services to properties identified within The Villages Community Development Districts (the “Districts”). Services will be requested on an as-needed basis and may include but are not limited to the following:
• The Contractor shall be responsible for all prep work, such as applying tack coat, etc., to ensure no application of materials will be transferred.
• Suitable surface preparation equipment, traffic control equipment, hand tools, and any other support and safety equipment shall be provided by the Contractor as necessary, to perform the work.
• It is the Contractor’s responsibility to clean up and/or rectify damage to the District’s property caused by any individuals connected with the contractor, to the District Property Management Supervisor’s satisfaction.
• The Contractor shall report all items needing attention. The Contractor shall report any item that affects the appearance of the area or the safety, health, and welfare of residents and employees.
• The maintenance and rehabilitation plan must meet or exceed all federal and state specifications.
•The Contractor shall provide completed pavement without bleeding, rutting, shoving, raveling, stripping, or showing other types of pavement distress or unsatisfactory performance.
The District intends to award contract(s) to the most responsive and responsible Contractor(s) meeting the requirements of this Invitation to Quote.
Because the work will be performed on an as-needed basis and quantities cannot be predetermined, evaluation will be based on the competitiveness and reasonableness of the quoted unit prices rather than a total contract price.
The District reserves the right to award contracts to one or more Contractors in the best interest of the District.
As-needed Services:
This contract may be used on an “as needed basis”. The District does not guarantee a dollar amount to be expended on any resulting contract(s).
Project Assignment
Work under this contract will be issued through individual Purchase Orders for specific projects.
The District may assign work using one or more of the following methods:
• Requesting project-specific quotes from the awarded Contractors
• Selecting the Contractor offering the lowest price for the specific project
• Assigning work based on Contractor availability, response time, and operational needs
The District reserves the right to determine the most appropriate method of assignment for each project.
Contract Term
The initial contract term shall be two (2) years from the date of award, with one (1) optional two (2) year renewal, subject to mutual agreement of the parties and approval by the District. Pricing adjustments for the renewal term, if any, shall not exceed five percent (5%) unless otherwise approved by the District.
Minimum Requirements
Florida State Certified Paving Contractor License
Minimum 5 years’ experience with roadway and parking lot paving.
MOT Certification, Intermediate or engage consultant with intermediate level certification
Required License/Certifications
Florida State Certified Paving Contractor License
Contractor must maintain required insurance coverage as specified in the ITQ document.
Insurance Requirements
Contractor must maintain required insurance coverage as specified in the ITQ document.
General Requirements
Contractor shall provide all labor, supervision, equipment, tools, vehicles, fuel, materials, and incidentals necessary to perform the work.
Services shall be provided on an as-needed, task-order basis, following written authorization from the District or its designee.
All work shall be performed in a professional, timely manner and in accordance with applicable laws, ordinances, safety regulations, and environmental requirements.
This contract is strictly as-needed; the District does not guarantee any minimum volume or dollar amount.
Quoted unit pricing shall include all labor, equipment, materials, supervision, traffic control, disposal, and incidentals necessary to perform the work. Mobilization shall be quoted separately as a lump sum per project.
The vendor/contractor shall maintain Commercial General Liability Insurance at a limit of liability not less than $1,000,000 each occurrence and a $2,000,000 annual aggregate. Due to the nature of the work involved, consultants performing program and/or contract management services are required to maintain $1,000,000 each occurrence and $1,000,000 annual aggregate. The coverage shall not contain any endorsement(s) excluding nor limiting product /completed operations, independent contractors, broad form property damage, X-C-U Coverage, contractual liability or cross liability. The self-insured retention or deductible shall not exceed $50,000.
A Non-Mandatory pre-quote conference will be held on April 3, 2026 promptly at 9:00 am. Interested Suppliers are to meet at: 1A Large Conference Room located at 3571 Kiessel Road, The Villages, Florida, 32163.
The vendor/contractor shall maintain Business Automobile Liability Insurance at a limit of liability not less than $1,000,000 each occurrence. Coverage shall include liability for owned, non-owned, and hired automobiles. In the event the contractor does not own automobiles, the contractor shall maintain coverage for hired and non-owned auto liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.
The following specifications are set as a minimum to achieve the desired District standards. The overall performance standard is that roadways and parking lots are maintained to District standards. The Contractor shall provide completed pavement without bleeding, rutting, shoving, raveling, stripping, or showing other types of pavement distress or unsatisfactory performance. The services shall include, but are not limited to, all items listed in these specifications.
• “Project” shall be defined by a purchase order together with any subsequent change orders. A new purchase order will be issued for each Project.
• A staging area, when necessary, will be provided by the District Property Management Department.
• The Contractor shall be responsible for all prep work such as applying tack coat, etc. to ensure no application of materials will be transferred.
• Suitable surface preparation equipment, traffic control equipment, hand tools, and any other support and safety equipment shall be provided by the Contractor as necessary, to perform the work.
• Additional equipment will be needed to complete the operations required by the technical provisions for either product. All equipment necessary for the successful completion of projects governed by the technical provisions shall be included in the unit costs associated herein.
• All equipment, tools, and machines used in the performance of this work shall always be maintained in satisfactory working condition to ensure a high-quality product. Availability of quality assurance devices shall be the responsibility of the Contractor.
• It is the Contractor’s responsibility to clean up and/or rectify damage to the District’s property caused by any individuals connected with the contractor, to the District Property Management Supervisor’s satisfaction.
• The Contractor shall report all items needing attention. The Contractor shall report any item that affects the appearance of the area or the safety, health, and welfare of residents and employees.
• The maintenance and rehabilitation plan must meet or exceed all federal and state specifications.
• All debris generated by this work shall be collected and removed by the Contractor at no additional cost to the District.
For District-directed work, application of asphalt cut, and patch shall be done on an as-needed basis per project. The District shall notify the Contractor of each project required to be completed, in any order. And at any time throughout the length of the contract. Each said project shall be completed by the Contractor in its entirety within the time limit(s) as noted on the applicable quantity sheet(s) and as contained within the Purchase Orders and accepted by the Contractor or, if there is no such condition contained within the quote documents, as agreed upon, in writing by the District and the Contractor prior to any installation, with allowance(s) for inclement weather, as noticed by the District in writing to the Contractor.
The Contractor shall make arrangements and meet with appropriate District staff before beginning each project to determine the scope and quantities required of said project.
The Contractor shall attend the meeting prepared with estimated quantities of pavement repairs for each project.
Estimated quantities greater than 10% of the difference between the District and Contractor for each of the pavement repairs shall be resolved by a meeting in the field with a representative of the District and the Contractor and field verifying those items for which there are noted differences. The District has the prerogative to change quantities after the meeting and prior to acceptance of the project, as provided in writing by the District. Said quantity changes by the District shall be done by the Contractor only upon written authorization from the District. The Contractor shall be required to complete said written changes prior to final written acceptance by the District.
ASPHALT PATCH
• Saw cut, Remove, and Replace asphalt up to 3”.
• All seems Must have tack applied before installation of new hot mix asphalt.
• If the asphalt removed exceeds three (3) inches in depth, additional base material (limerock) shall be installed and compacted as necessary to restore the proper base elevation prior to placement of new asphalt.
• All protruding tree roots are to be cleaned out of the area with the cost being an hourly charge for the work performed.
• The area of the new patch will be tested so as not to hold water before any payment will be made.
• All asphalt patches shall extend a minimum of 6 inches beyond the limits of the damaged area and shall be saw cut to produce clean vertical edges prior to installation of new asphalt.
• Asphalt shall be compacted to FDOT Standard Specifications for Road and Bridge Construction Section 334 or equivalent industry standard.
The District shall have the authority to determine the limits of pavement removal and replacement necessary to ensure a stable and durable repair. The Contractor shall extend the limits of the patch beyond the visibly damaged area when directed by the District to address underlying pavement failure or deterioration. Compensation for such work shall be based on the applicable unit prices provided in the Quote Form.
ROOT REMOVAL (INCLUDING DISPOSAL)
Root Removal – Supplemental Service (As Needed Only)
Root removal shall be performed only when encountered within the designated asphalt patch limits and when such roots interfere with proper base preparation, compaction, or pavement installation.
The Contractor shall:
Remove all protruding, exposed, or underlying tree roots within the patch limits as directed by the District.
Excavate roots to a depth necessary to achieve proper compaction and structural integrity of the repaired area.
Remove and legally dispose of all root material and associated debris off-site.
Restore the affected area with suitable base material as required to meet compaction and grade requirements prior to asphalt placement.
Root removal shall include all labor, equipment, tools, hauling, disposal fees, supervision, and incidentals necessary to complete the work.
Method of Compensation:
Root removal shall be compensated at the hourly rate (HR) on the provided Quote Form.
Payment shall be based on actual hours worked.
No separate payment shall be made for disposal, hauling, equipment, or incidentals.
No additional compensation beyond the submitted hourly unit price shall be permitted.
Root removal shall not be included in the square yard pricing for Cut and Patch (1.5"), Cut and Patch (3"), or Lime Rock installation.
Authorization:
Root removal work must be authorized by the District prior to commencement unless it is immediately necessary to maintain structural integrity of the repair area.
Method of Compensation
Root removal shall be compensated at the hourly rate (HR) provided in the Supplemental Services Quote Form.
Payment shall be based on actual hours worked.
No separate payment shall be made for disposal, hauling, equipment, or incidentals.
No additional compensation beyond the submitted hourly unit price shall be permitted.
Root removal shall not be included in the square yard pricing for Cut and Patch (1.5"), Cut and Patch (3"), or Lime Rock installation.
Authorization
Root removal work must be authorized by the District prior to commencement unless it is immediately necessary to maintain structural integrity of the repair area.
The contractor, any sub- consultants or subcontractors, shall maintain their own Worker’s Compensation Insurance and Employers Liability in accordance with Florida Statute Chapter 440. In case any class of employees engaged in hazardous work at the site of the operations is not protected under the Worker’s Compensation statute, the Vendor shall provide and cause each sub consultant or subcontractor to provide adequate insurance for the protection of its employees not otherwise protected. The Vendor must provide a Certificate of Insurance (COI) showing Worker’s Compensation coverage or must provide an exemption certificate issued by the State of Florida showing that the Vendor is exempt from Worker’s Compensation insurance requirements. (NOTE: Elective exemptions or coverage through an employee leasing arrangement will be on a case-by-case basis).
A pre-quote conference will be held on Monday, April 6, 2026 promptly at 9:00 am. Interested Suppliers are to meet at:
1A Large Conference Room, The Villages, Florida 32163
Suppliers are not required to attend the on-site pre-quote conference but are encouraged for a clear understanding of the project. For directions, please contact Crystal Ford-Bellamy at crystal.ford@districtgov.org.
WORK HOURS
Work Hours are 8:00 am to 7:00 pm, seven (7) days per week. 8:00am–7:00pm. Weekend work not required but allowed if approved. All services shall be scheduled with District designated personnel. Contractor must provide after-hours contact information to the District.
EMERGENCY SERVICES AND RESPONSE TIME
Emergency service request response time is to be within 2 hours of initial contact for any and all situations that the District deems necessary. The Contractor shall provide the District with a contact list of employees for emergency response.
SUPERVISION
This work will be coordinated with and overseen by a District Representative. However, this provision in no way excuses the Contractor or relieves in any other way the provision of staffing, labor, equipment, supervision, or execution of the work required by the Contractor under the Quote.
The Contractor shall be or appoint a single point-of-contact for all issues regarding the performance of the agreement. This representative shall be accessible and available to the District Representative at all times.
ROLE OF DISTRICT PROPERTY MANAGEMENT (DPM) SUPERVISOR:
The DPM Supervisor shall represent the District during the construction period. The DPM Supervisor shall make periodic visits to the site to observe the progress and quality of the work executed, at which time the District shall have the authority to disapprove or reject any work that is defective, unsatisfactory, faulty, or does not conform to the requirements of this document and the agreement documents.
PROOF OF PROPER LICENSE AND INSURANCE
The District has the right to request proof of current and proper licensing and insurance certification at any time during the term of the contract. Failure to provide proper documentation may lead to the suspension of the contract until such time that the proper documentation can be provided. The District has the right to have the contract work completed by another Contractor during this time and all costs incurred by the District shall be deducted from monies due to the Contractor.
SUBCONTRACTING
The Contractor may subcontract certain procedures or operations with the written approval of the District Management. Proof of proper licensing and insurance to be provided upon request. The Contractor is held responsible for any work performed by any subcontractor engaged.
WORKFORCE
It is desired that the Contractor’s employees be dressed in a uniform fashion with the company identification. Vehicles as well should be easily identified. A neat and clean appearance should be maintained as much as possible.
The District reserves the right to approve dress codes for the Contractor’s employees. It is required that the Contractor’s employees be dressed in a uniform fashion with the company identification. A neat, clean, well-groomed appearance should be maintained as much as possible. All Contractor and sub-contractor personnel shall wear personal protective equipment in the performance of their duties to include, but not limited to safety vests, protective eye wear or face shields, respiratory protection as required, gloves and protective clothing. Vehicles as well shall be easily identified.
Contractor’s employees should be instructed to be helpful and courteous to residents, other employees, and visitors at all times. Contractor shall refer all public inquiries to the District designated personnel.
PARKING
Contractors’ vehicles and trailers shall be parked where they do not impede traffic or visibility. Contractor vehicles shall be parked in a specific area that has been designated by District designated personnel.
STAGING
Designated staging area shall be confined to the work area. The staging site shall be used for parking of equipment, contractor parking and debris containers. The staging site must conform to the same standards as the safety requirements listed above. Contractor shall confine construction equipment, and the operations of workers to the site and other areas permitted by the District and shall not unreasonably encumber the site and other areas with construction equipment or other materials. The use of existing roads adjacent to the building, which will restrict their use, shall be coordinated with District designated personnel.
MOBILIZATION
Mobilization shall include all costs associated with transporting personnel, equipment, materials, traffic control devices, and other necessary resources to and from the project site.
Mobilization shall be quoted as a lump sum cost per project and shall include, but not be limited to, transportation of equipment and materials, crew travel time, setup and breakdown of equipment, traffic control setup and removal, and site preparation activities required to begin work.
Mobilization shall be charged only once per project, as defined by the issued Purchase Order, regardless of the number of days required to complete the work.
Mobilization shall not exceed twenty-five percent (25%) of the total project cost unless approved in writing by the District.
If multiple repair locations are included under a single Purchase Order within the same general work area, the District may require the Contractor to perform the work under one combined mobilization charge.
The District reserves the right to bundle multiple repair locations into a single project or work order to maximize efficiency and minimize mobilization costs.
No additional charges for travel time, trip charges, fuel surcharges, or mobilization-related costs shall be permitted unless specifically approved in writing by the District.
The District may establish a minimum project value threshold prior to authorizing work when practical.
MINIMUM WORK ORDER/ MINIMUM PROJECT SIZE
The District reserves the right to bundle multiple repair locations into a single project to maximize efficiency and reduce mobilization costs.
When practical, the District may establish a minimum project value prior to authorizing work in order to ensure cost-effective mobilization of labor and equipment.
MOT REQUIREMENTS
Appropriate Maintenance of Traffic (MOT) shall be per FDOT specification and used when personnel and equipment will be conducting work in or around traffic or pedestrians.
Contractor shall have basic and intermediate level FDOT MOT Certified staff on each crew.
Contractor shall be solely responsible for initiating, maintaining and supervising safety precautions and Maintenance of Traffic (MOT) in accordance with all safety Laws and Regulations for the safety of persons or property in the performance of their work. The Subcontractors shall also conform to the aforementioned requirements. It is the responsibility of the general contractor to enforce the safety requirements. Proper signage is to be posted and clearly visible for the safety of workers and residents. MOT shall be provided as part of the Quote Documents.
SAFETY AND PROTECTION
The Contractor shall be solely responsible for initiating, maintaining, and supervising safety precautions at all times while on District Property and in accordance with all Local and State Safety Laws and Regulations for the safety of persons or property in the performance of their work. The subcontractors (if any) shall also conform to the aforementioned requirements. It is the responsibility of the Contractor to enforce all safety requirements.
Contractor shall designate a qualified and experienced safety representative at the site whose duties and responsibilities shall be the prevention of accidents, maintaining and supervising of safety precautions and safety programs. The Contractor shall provide the District with phone numbers, etc. and names of persons to be contacted for safety or repair services outside normal work hours (Normal Work Hours - 8 a.m. to 5 p.m. - Monday through Friday).
The District shall designate access to the site and the staging area for the project. Designated staging area shall be confined to the work area, as applicable. The staging site shall be used for parking of equipment, contractor parking and debris containers. The staging site must conform to the same standards as the safety requirements listed above. Contractor shall confine construction equipment, and the operations of workers to the site and other areas permitted by the District and shall not unreasonably encumber the site and other areas with construction equipment or other materials, or other use of existing roads adjacent to the building, which will restrict their use, shall be coordinated with District designated personnel.
Contractor shall refer to OSHA general industry standards regarding safety operations.
Contractor is responsible for appropriate construction signage to indicate safety hazards and used at all times in any area necessary for the safety of workers, residents, visitors and others. The identifying notification shall remain in place until the services are complete. Contractor is responsible for signage removal and disposal.
Contractor will be responsible for the safe unloading of all material onto the District’s site. Contractor will not be permitted to use any products that are not first approved by the District.
PERSONAL PROTECTION
All Contractors and Sub-Contractors personnel shall wear appropriate personal protective equipment in the performance of their duties to include vests, protective eye wear or face shields, respiratory protection as required, gloves and protective clothing.
SITE CLEANLINESS AND CONDITION
As much as possible, all areas shall be kept free of litter and/or construction debris. It is expected that the Contractor and workers are to be aware of site conditions and keep a neat and clean appearance at all times. All work areas shall meet all safety requirements for pedestrian and vehicular traffic and must be left in a clean and orderly manner.
Contractor will keep the premises free from accumulations of waste materials, rubbish and other debris resulting from the work, and, at the completion of each day of work, will remove all waste materials, rubbish and debris from and about the premises, as well as all tools, construction equipment, machinery, and surplus materials, leaving the site clean and ready for acceptance by the District.
Contractor is responsible for removal of all debris from project site.
The Contractor shall provide debris containers for the storage and disposal of any material, which shall be located in the approved staging area. Debris placed into dumpsters shall be bagged or placed in closed containers before disposal. It is the Contractor’s responsibility to supply or maintain such containers/bags. The use of District debris containers (garbage cans and dumpster) for any refuse disposal by the Contractor is strictly prohibited unless the District has granted authorization of such use.
All work areas shall meet all safety requirements for pedestrian and vehicular traffic and must be left in a clean and orderly manner. All grass areas and/or District or residential property that is damaged while work area is under construction shall be repaired or re-installed by the Contractor before leaving said work areas after completion of work.
MATERIALS
Contractor shall be responsible for all labor, materials and equipment necessary for the proper maintenance and repair of District property described herein. All supplies and materials shall be inclusive in the contract price as requested.
SATISFACTORY PERFORMANCE
It is estimated that the frequency, response times, and specifications set forth in this Agreement will provide the level of quality and performance desired by the District. However, should the services provided be deemed insufficient to meet acceptable industry standards or District expectations, the Contractor agrees to perform such reasonable corrective work as necessary, without additional compensation, to achieve compliance with the Contract requirements.
Satisfactory performance under this Agreement shall be based upon compliance with the technical specifications, restoration standards, and applicable industry best practices for asphalt cut and patch work, as determined by the District in its reasonable discretion.
Satisfactory performance shall be determined by compliance with technical specifications, restoration standards, and industry best practices for asphalt cut and patch work.
Performance will be evaluated based on:
• Structural integrity
• Compaction
• Finish grade alignment
• Drainage performance
• Visual uniformity
• Long-term durability
The District will periodically review completed work for compliance. If deficiencies are identified, the Contractor shall promptly correct such deficiencies at no additional cost to the District. The District reserves the right to require rework of any patch that fails due to improper workmanship, materials, or compaction.
It is recognized that emergency utility repairs, unforeseen subsurface conditions, weather conditions, traffic loads, or third-party activities may impact asphalt performance. However, failures directly attributable to improper installation, inadequate preparation, insufficient compaction, or failure to meet specifications shall be remedied by the Contractor.
Any damage caused by the Contractor to adjacent pavement, curbing, sidewalks, utilities, landscaping, signage, striping, or other infrastructure shall be repaired or replaced by the appropriate qualified trade, coordinated through the District Representative, to ensure all warranties remain intact. All costs associated with such repairs shall be the responsibility of the Contractor.
INSPECTION AND ACCEPTANCE
Inspection and acceptance of product and workmanship shall be accomplished by the District’s designated personnel. The District will perform inspections and document any conditions resulting from deviations performed by the Contractor under the agreement. Any discrepancies shall be corrected immediately.
CORRECTIVE ACTION PLAN
After providing written notice of defective work or a failure to meet specifications outlined in the solicitation, the District may cause the unacceptable or defective work to be corrected. If the District corrects the work, the District shall be entitled to deduct from any monies due, or which may become due to Contractor, the reasonable cost of remedying the defective or unacceptable work. Alternatively, the parties may agree in writing to a Corrective Action Plan (CAP). If the District determines that the Contractor is diligently pursuing the completion of work as is necessary to correct the deficiency in accordance with the CAP, District agrees to allow Contractor to complete correction of the defective or unacceptable work. If the Contractor, for any reason, fails to perform any portion of the services required of the Contractor pursuant to this Agreement, the District shall be entitled to deduct from any monies due or which may become due to Contractor the actual expenditures that are spent or would be necessary to complete the services not performed.
All costs and expenses incurred by District pursuant to this section shall be deducted from monies due, or which may become due to Contractor for its obligations herein. If the costs and expenses exceed the amounts due to Contractor, then the District may recover the same from the Contractor.
The provisions of this paragraph are cumulative to all other provisions of the Agreement and it is not intended that any deductions in payment taken pursuant to this paragraph shall diminish or waive District’s right to declare the Contractor in default in accordance with applicable provisions of the Agreement.
District expects immediate and sustained contractual compliance, however, the accumulation of multiple notices under Section 9.1n of the Agreement may result in termination of the Agreement for cause as determined by the DISTRICT, even if the deficiencies described in the notices are corrected.
ADDITIONAL WORK
From time to time additional work may be requested of the Contractor by District designated personnel. A cost estimate, schedule, or other determining information may be required before approval of work is to be granted. Each situation will be considered on a case by case basis. All additional work shall be completed in a timely manner.
WORK STANDARDS
Contractor shall perform all work using the latest industry best practices and standards as applicable to this work.
ALTERNATE QUOTES / APPROVED EQUALS / DEVIATIONS
The proposer shall be responsible for reading very carefully, and understanding completely, the requirements and the specifications of the items requested. Any deviation from the specifications listed herein must be clearly indicated, otherwise it will be considered that the items offered are in strict compliance with these specifications and the successful proposer will be held responsible. Therefore, deviations must be explained in detail on the form provided. Any item(s) that does not meet District specifications upon delivery will not be accepted and if the item cannot be brought up to the specifications in a reasonable time, the proposer will be required to compensate the District for the difference in price entailed in utilizing the next qualified proposer.
WARRANTY / REPAIRS
The Contractor warrants that all asphalt cut and patch work performed under this Agreement, including all materials and labor, shall be free from defects in workmanship and materials for a period of one (1) year from the date of final acceptance by the District.
Covered failures include, but are not limited to:
• Settlement
• Cracking
• Raveling
• Joint separation
• Edge failure
• Surface deterioration
• Improper compaction
The District shall have sole discretion in determining whether repair or full replacement is required.
All warranty work shall include all labor, materials, equipment, traffic control, restoration, and incidentals necessary to restore the area to a condition equal to or better than the original accepted condition.
Manufacturer warranties shall commence upon final acceptance. Where manufacturer warranties exceed the one (1) year workmanship warranty, the manufacturer’s warranty shall prevail. Contractor shall assist in administration of manufacturer claims.
The workmanship warranty shall remain in effect for one (1) year from the date of final payment unless otherwise specified.
DAMAGES
Contractor shall assume full responsibility for any damage to any such land or property, or to the owner or occupant thereof, or of any adjacent land or areas resulting from the performance of the Work. All damages (if any) shall be the responsibility of the Contractor and shall be corrected at the Contractor’s expense.
The District reserves the right to withhold payment for damages until fully corrected.
PAYMENT SCHEDULE
Contractor to submit invoices to AccountsPayable@districtgov.org upon approvals and acceptance by the District for work per the following schedule. All service will be invoiced as completed and submitted to the District’s designated personnel office. Approval by District Staff prior to payment is required. Payment for services described herein shall be inclusive and final with no additional cost to the District. Payments will be in accordance of Florida Statue.
Contractors are encouraged to visit the location(s) to get a better understanding of what is required and the location of the project.
The contractor shall maintain either a Commercial Umbrella or Excess Liability Insurance at a limit of liability not less than $2,000,000 each occurrence and $2,000,000 aggregate. The contractor shall endorse all Districts as an “Additional Insured” on the Umbrella or Excess Liability Insurance, unless the Commercial Umbrella/Excess Liability Insurance provides coverage on a pure “True Follow- Form” basis, or the District is automatically defined as an additional protected person. Any self-insured retention or deductible shall not exceed $50,000.
The contractor shall maintain a Professional Liability or Errors and Omissions policy at a limit of liability no less than $1,000,000 per claim/loss and $2,000,000 annual aggregate. The contractor shall endorse all Districts as an “Additional Insured” on the Professional and/or Errors and Omissions Liability Insurance.
Submitters are required to fill out the pricing form accordingly, and all documents itemized herein are to be submitted. Any variation from the minimum specifications must be clearly stated on the on the EXCEPTION / DEVIATION FORM.
The contractor shall maintain Professional Liability Insurance for IT Technology including cyber risk policy at a limit of liability no less than $1,000,000 per claim/loss and $2,000,000 annual aggregate. The contractor shall endorse all Districts as an “Additional Insured” on the Professional IT Liability Insurance.
The contractor shall indemnify, defend and hold harmless all of the Districts, its offices, agents and employees from and against any and all claims, losses or liability, or any portion thereof, including attorney’s fees and costs, arising from injury or death to persons, including injuries, sickness, disease or death to contractor’s own employees or damage to property occasioned by a negligent act, omission or failure of the contractor.
Submitted electronically via the OpenGov Procurement Portal with all required documents.
Required for all projects when a new building is being constructed from the ground up. The contractor, prior to notice to proceed or commencement of work, whichever occurs first, shall obtain Builder’s Risk Insurance providing coverage to protect the interests of the Districts, contractors, and subcontractors. Coverage shall be written on an All- Risk, Replacement Cost, and Completed Value Form basis in an amount at least equal to 100% of the projected completed value of the project as well as subsequent modifications of that sum. Flat deductible(s) shall not exceed $50,000, wind percentage deductible (when applicable) shall not exceed ten percent (10%), and flood sub limit shall not be less than 25% of the projected completed value of the project. The contractor shall endorse the policy with a manuscript endorsement eliminating the automatic termination of coverage in the event the building is occupied in whole or in part, or put to its intended use, or partially accepted by the District. The manuscript endorsement shall amend the automatic termination clause to only terminate coverage if the policy expires, is cancelled, the District’s interest in the building ceases, or the building is accepted or insured by the District. The contractor shall endorse the District’s as “Additional Insured”, or “Loss Payee”, on the Builder’s Risk Policy. Builder’s Risk Insurance is not required for additions or renovations that will alter and/or add to an existing permanent structure.
Suppliers are fully and completely responsible for submitting a quote prior to the deadline.
The contractor shall be fully and solely responsible for any costs or expenses as a result of a coverage deductible, coinsurance penalty, or self-insured retention; including any loss not covered because of the operation of such deductible, coinsurance penalty, self-insured retention, or coverage exclusion or limitation. For deductible amounts that exceed the amounts stated herein that are acceptable to the District, the Contractor shall, when requested by the District, maintain a Commercial Surety Bond in an amount equal to said deductible amount.
The District reserves the right, but not the obligation, to review and revise any insurance requirement, not limited to limits, coverages and endorsements based on insurance market conditions affecting the availability or affordability of coverage; or changes in the scope of work/specifications affecting the applicability of coverage. Additionally, the District reserves the right, but not the obligation, to review and reject any insurance policies failing to meet the criteria stated herein, or any insurer(s) providing coverage due to its poor financial condition or failure to operate legally. In such events, the District shall provide the contractor with written notice of such revisions or rejections.
Each Supplier shall carefully examine the Drawings and/or Specifications and other applicable documents and inform himself/herself thoroughly regarding any and all conditions and requirements that may in any manner affect cost, progress or performance of the work to be performed under the Contract. Ignorance on the part of the Respondent will in no way relieve him/her of the obligations and responsibilities assumed under Agreement or Purchase Order.
Should a Supplier find discrepancies or ambiguities in, or omissions from, the Drawings and/or Specifications, or should he/she be in doubt as to their meaning, he/she shall notify the Purchasing Department in writing.
The coverages, limits or endorsements required herein protect the primary interests of the Districts, and these coverages, limits or endorsements shall in no way be required to be relied upon when assessing the extent or determining appropriate types and limits of coverage to protect the contractor against any loss exposures, whether as a result of the project or otherwise.
The contractor shall provide the VCDD Purchasing Department with a COI clearly evidencing that all coverage, limits, and endorsements required herein are maintained and in full force and effect and copies of endorsements (additional insured and waiver of subrogation) shall be submitted with the COI. A minimum thirty (30) day endeavor to notify due to cancellation or non-renewal of coverage shall be identified on each COI. In the event the District is notified that the required insurance coverage will cancel or expire during the period of this contract, the contractor agrees to furnish the District prior to the expiration of such insurance, a new COI evidencing replacement coverage. When notified by the District, the contractor agrees not to continue work pursuant to this contract, unless all required insurance remains in effect. The District shall have the right, but not the obligation, of prohibiting the contractor from entering the project site until a new COI is provided to the District evidencing the replacement coverage. The contractor agrees the District reserves the right to withhold payment to the contractor until evidence of reinstated or replacement coverage is provided to the District. If the contractor fails to maintain the insurance as set forth herein, the contractor agrees the District shall have the right, but not the obligation, to purchase replacement insurance and the contractor agrees to reimburse any premiums or expenses incurred by the District.
Mailing address:
Attn: Risk Management Department
3571 Kiessel Road
The Villages, FL 32163
NOTICE: On rare occasions, exceptions to the required insurance limits are needed. The Risk Management department may adjust such requirements if deemed necessary. Exceptions are valid only for the applicable project or fiscal year in which they are granted.
If applicable, estimated quantities are given only as a guideline for preparing a Quote in response to this Invitation to Quote. Actual quantities may vary from the estimates given and are dependent upon the needs of the District and the availability of funds. If unit pricing is being requested for Commodities, the unit price shall remain as accepted at Agreement/PO.
Insurance Agents may also email Certificates of Insurance and endorsements to:
Email: Riskmanagement@districtgov.org
Questions about Insurance Requirements:
Contact Risk Management (352) 674-1828
When certain items of equipment and/or materials are specified and/or described as the product of a particular manufacturer together with any required additional information such as model number, size or catalog number, only such specific items may be used in preparing the quote, except as hereinafter provided.
The Sumter Landing Community Development District reserves the right to order changes in the scope of work and resulting Agreement/PO. The successful Supplier has the right to request an equitable price adjustment in cases where modifications to the Agreement (PO) under the authority of this clause result in increased costs to the Supplier. Price adjustments will be based on the unit prices quoted by the Supplier in response to this solicitation. Any Agreement/PO resulting from this solicitation may be modified upon written and mutual consent of both parties.
The Supplier is required to be familiar with and shall be responsible for complying with the District’s Purchasing Policies and Procedures, District resolutions, District rules, all federal, state and local laws, ordinances, rules and professional standards or regulations that in any manner affect this solicitation, the selection process, protests, award of Agreement /PO, contract management or any other activity associated with this Quote and the subsequent work required of the successful Supplier.
The blackout period is defined as between the time an Invitation to Quote is issued by the District Purchasing Department and the time the Purchasing Staff issues Intent to Award. During this black out period, any attempt to influence the thinking of District staff or officials for or against a specific cause related to a solicitation for goods or services, in person, by mail, by facsimile, by telephone, by electronic mail, or by any other means of communication, may result in disqualification of their award and/or Agreement/PO. This does not apply to pre-quote conferences or communications with District Staff not concerning this solicitation.
Unless otherwise provided by law, an Agreement/PO for supplies or services may be entered into for any period of time deemed to be in the best interests of the District; provided the effective period of any resulting Agreement/PO are included in the solicitation and funds are available for the fiscal period at the time of the Agreement/PO. Payment and performance obligations for succeeding fiscal periods shall be subject to appropriation by the District of funds thereafter.
When funds are not appropriated or otherwise made available to support continuation of performance in a subsequent fiscal period, the Agreement /PO shall be cancelled and the Supplier shall be entitled to reimbursement for the reasonable value of any nonrecurring cost incurred but not advertised in the Quote price of the supplied goods or services delivered under the Agreement/PO or otherwise recoverable.
The Villages Community Development Districts are special purpose governmental agencies under Florida law and exempt from Florida sales tax. The tax exempt number will be provided upon request. This exemption does not apply to goods and services purchased separately by a Supplier in connection with its Agreement (PO) obligations. The Supplier shall be responsible for paying any taxes, fees, or similar payments that are required to be paid in connection with the Agreement (PO) work.
Each Supplier shall include Florida State and other applicable sales taxes for all material, supplies and equipment included in its bid.
The District may, if not prohibited by law, exercise a right to purchase directly various construction materials, supplies and equipment that may be a part of the Project. If so, the District will, via its purchase orders, purchase materials and assist the Supplier in the preparation of such purchase orders. The District shall issue a Certificate of Entitlement to each vendor and the Supplier through its Purchasing Department. The District’s purchase order for tangible personal property to be incorporated into the Project must be attached to the Certificate of Entitlement. The District shall issue a separate Certificate of Entitlement for each purchase order. The Certificate of Entitlement shall be signed by an Authorized Representative of the District that may include the District Manager, Assistant District Manager or the Director of Purchasing. The materials shall be purchased from the vendor suppliers selected by the Supplier, for the prices negotiated by the Supplier. The Supplier will provide information to the District to assist in the proper preparation of all purchase orders by the District and will assist in the coordination and receipt of the materials in a timely manner so as not to negatively impact on the performance of the construction activity of the project.
The Contract/Subcontract amount shall be reduced by the net, undiscounted amount of these purchase orders, plus all sales taxes. Issuance of the purchase orders by the District shall not relieve the Subcontractor or Supplier of any of its responsibilities regarding material purchases, or installation, with the exception of the payments for the materials so purchased. Supplier shall remain fully responsible for coordination, correct quantities ordered, submittals, protection, storage, scheduling, shipping, security, expediting, receiving, installation, cleaning and all applicable warranties.
Payments shall be made pursuant to Section 218.70, Florida Statutes, the Prompt Payment Act, and all District policies promulgated thereby.
Any permits, licenses or fees required will be the responsibility of the Supplier.
The Village Community Development Districts actively support the Immigration and Nationality Act of 1952 (INA) and the Immigration Reform and Control Act of 1986 (IRCA), which includes provisions addressing employment eligibility, employment verification, and nondiscrimination and the State of Florida Executive Order Number 11-116 stating Supplier’s shall utilize the U.S. Department of Homeland Security’s E-Verify system to verify the employment eligibility of: all persons employed during the contract term by the Suppler to perform employment duties pursuant to the Contact, within Florida; and all persons, including subcontractors, assigned by the Suppler to perform work pursuant to the Contract with the District. (http://www.uscis.gov/e-verify) Additionally, the Suppler shall include a provision in all subcontracts that requires all subcontractors to utilize the U.S. Department of Homeland Security’s E-Verify system to verify employment eligibility of: all persons employed during the contract term by the Supplier to perform work or provide services pursuant to this contract with the District.
All Service Suppliers and /or vendors who wish to contract with the District to provide services must first certify they have registered with, will participate in, and continue to utilize, once registered, the E-Verify Program (or any successor program implemented by the federal government of its departments or agencies) to verify the work authorization status of all newly hired employees employed by the Supplier’s and/or vendors. Breach of this term or conditions is considered a material breach of the agreement. Participation in the E-Verify program will only be required of the awarded Supplier. To certify participation in the program, awarded Supplier, will be required to sign an E-Verify Supplier Affidavit.
For more information and to register visit https://e-verify.uscis.gov/enroll/.
The Village Center Community Development District, Sumter Landing Community Development District, North Sumter County Utility Dependent District, Wildwood Utility Dependent District, Brownwood Community Development District, Coleman Ridge Community Development District, Middleton A Community Development District, Middleton Downtown Community Development District, Eastport Community Development District, Villages Public Safety Department Dependent District, and Village Community Development Districts 1-16 are local units of special-purpose government and reserve the right to reject any and/or all proposals, reserve the right to waive any informalities or irregularities in the proposal or examination process, reserve the right to select low proposal per item, and reserve the right to award proposals and/or contracts in the best interest of the Districts.
Any headings in this document are for the purposes of reference only and shall not limit or otherwise affect the meaning thereof. Any reference to gender shall be construed to include all genders, firms, partnerships, and corporations. References in the singular shall be construed to include the plural and references in the plural shall be construed to include the singular. Any reference to the “District” or the “Village Community Development Districts” shall be construed to refer to the specific District or Districts for which the solicitation was issued, and those District(s) shall be the legislative authority for all matters concerning this solicitation or the resulting contract(s).
The Districts shall be entitled to audit the books and records of the Supplier or any sub-contractor to the extent that such books and records relate to the performance of the Agreement (PO) or any sub-contract to the Agreement (PO). Such books and records shall be maintained by the Supplier for a period of three (3) years from the date of final payment under the Agreement (PO) and by the sub-contractor for a period of three (3) years from the date of final payment under the sub-contract unless a shorter period is otherwise authorized in writing.
No additional terms and conditions included with the Quote responses shall be evaluated or considered and any and all such additional terms and conditions shall have no force and effect and are inapplicable to this quote. If submitted either purposefully through intent or design or inadvertently appearing separately in transmitting letters, specifications, literature, quote price lists or warranties, it is understood and agreed the general and special conditions in this solicitation are the only conditions applicable to this Quote and the Supplier’s authorized signature affixed to the quote attests to this.
Responses to this Invitation to Quote, upon receipt by the District, become public records subject to the provisions of Chapter 119 F.S., Florida’s Public Record Law. If any Supplier believes that any portion of all of the response is confidential and proprietary, the Supplier shall clearly assert such exception and the specific legal authority of the asserted exemption. All materials that qualify for exemption from Chapter 119 must be submitted in a separate envelope, clearly identified as “TRADE SECRETS EXCEPTION”, with the firm’s name and the bid number marked on the outside. Such designation of an item as a trade secret may be challenged in court by any person. By the Supplier's designation of material submitted to the District as a “trade secret”, the Supplier agrees to hold harmless the District for any award to a plaintiff for damages, costs or attorney’s fees and for costs and attorney’s fees incurred by the District by reason of any legal action challenging the Respondent's “trade secret” claim.
The Supplier by submitting a Quote acknowledges that other public agencies may seek to “Piggy-Back” under the same terms and conditions during the effective period of any resulting Agreement (PO) services and/or purchases being offered in this Quote for the same prices and/or terms being quoted. The successful Supplier has the option to agree or disagree to allow Agreement (PO) Piggy-Backs on a case-by-case basis. Before a public agency is allowed to Piggy-Back any Agreement, the agency must first obtain the Supplier’s approval. Without the Supplier’s approval, the seeking agency cannot Piggy-Back.
The Contractor shall ensure that its employees, agents, and subcontractors assigned to perform services under this Agreement conduct themselves in a professional, courteous, and lawful manner at all times while on District property or while performing services on behalf of the District.
Contractor personnel shall comply with all applicable State Laws, Federal laws, and District policies governing workplace conduct, safety, ethics, and harassment prevention, as such policies may be reasonably applicable to non-District personnel performing services on District property.
In the event the District receives a complaint(s) or otherwise determines that the conduct of any Contractor personnel may be inconsistent with the standard herein or District policies, the District reserves the right to require the temporary or permanent removal of such individual from District property or from performing services under this Agreement.
Any such request shall not be construed as a determination of fault or as a direction regarding the Contractor’s employment or disciplinary decisions, which shall remain the sole responsibility of the Contractor. Failure to comply with this provision shall constitute a material breach of the Agreement and may lead to termination of the agreement.
Please download the below document, complete, SIGN and upload.
Please download the below documents, complete, SIGN and upload.
Instructions for Pricing Form Completion
1) Open Excel
2) There is one (1) form that must be completed.
3) Enter pricing for each of the items in the Price column (yellow)
4) Save and Print each Excel Quote Form from each tab.
6) Sign the Excel Quote Form signature page(s) in blue ink.
7) Scan and upload Pricing Quote Form(s) with your submittal.
Pricing form must be fully completed, signed and submitted.
Pricing MUST be submitted for all Excel Quote Forms.
NOTE: Any exception or deviation from this Quote Form should be included in the Exceptions and Deviations Form to be considered separately.
Please download the below document, complete, SIGN, NOTARIZE & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please download the below documents, complete, SIGN, NOTARIZE & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please provide a current W-9.
Download from the IRS website, complete, SIGN and include in submittal.
IRS Website Link: Form W-9 (Rev. March 2024)
Please download the below documents, complete, SIGN & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please download the below document, complete, SIGN & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please download the below documents, complete, SIGN & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please download the below documents, complete, SIGN, NOTARIZE & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please download the below documents, complete, SIGN & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please download the below documents, complete, SIGN and upload.
Please upload a COI or Letter of Insurance for informational purposes only.
Please download the below document, complete, SIGN and upload.
Please download the below documents, complete, SIGN & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please download the below documents, complete, SIGN, NOTARIZE & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please download the below documents, complete, SIGN & upload.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Do not alter or change this form. Any alteration or change may result in the rejection of the submission.
Please upload copies of required licenses or certifications that have not expired:
1.) Florida State Certified Paving Contractor License
2.) MOT Certification, Intermediate or engage consultant with intermediate level certification
If you elect not to submit a quote, please download the document below, complete and sign the form and return via email to Ariel.Preson@DistrictGov.org.
This form is in Microsoft Word for your convenience to facilitate efficient form completion requiring typed or printed input.
Mandatory - Only those vendors who are present will be permitted to submit a bid/proposal in response to this solicitation
Select "Yes" if projects bid at $200,000 and above.
Please select the ones above AND any additional insurances needed below:
Respondents without these qualifications will be rejected.
Q (State Certified): Asphalt365 has been doing paving work since 1999. We are an insured and licensed contractor, just not State Certified. The type of work requested in the bid package is within our line of work. We've worked for multiple municipalities without being State Certified. I am asking for the Villages to reconsider waiving the State Certified requirement.
A: The requirement for State Certified Contractor licensure is hereby waived for this solicitation. All other terms, conditions, and specifications of the solicitation remain unchanged.
Q (Item #4): For Item #4, while I see that this is SQ YD price, can we safely assume this is by the inch (1")?
A: Yes, per 1" lift
Q (Item #3): Is this based on every inch above three inch or half inch?
A: Per 1/2" lift
SLED stands for State, Local, and Education. These are solicitations issued by state governments, counties, cities, school districts, utilities, and higher education institutions — as opposed to federal agencies.
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