Active SLED Opportunity · FLORIDA · VILLAGES COMMUNITY DEVELOPMENT DISTRICTS, FL
AI Summary
Invitation for bids to supply and deliver golf course aggregate products including various sands and coquina for Villages Community Development Districts in Florida. The contract includes delivery coordination, safety compliance, and requires suppliers with at least five years of relevant experience. Bids due June 18, 2026.
The project generally consists of the supply and delivery of golf course aggregate products and related materials for District-owned and operated golf maintenance facilities and golf-related properties. Products may include, but are not limited to, silica sand, topdressing sand, bunker sand, coquina, granulated quartz, aeration sand, greens mix, and other aggregate materials utilized for golf course and landscape maintenance operations. Work includes coordination of deliveries to multiple District locations, unloading, traffic and safety control where applicable, and compliance with all Contract requirements and specifications.
| Event | Date | Location |
|---|---|---|
| Public Opening | 2026-06-18T19:15:00.000Z | Large Conference Room located at 3571 Kiessel Road The Villages, FL 32163 Microsoft Teams Meeting ID: 242 105 752 080 935 Passcode: m2nC9LA2 Teleconference +1 (872) 239-8225 Phone Conference ID: 616 661 681# |
The Villages Community Development Districts is requesting bids for ITB #26B-032 Executive Golf Aggregate Products. Sealed bids will be received by the Purchasing Department located at 3571 Kiessel Road, The Villages, Florida 32163, bid packets can also be submitted electronically via the OpenGov Procurement Portal, and will be accepted until 3:00 pm on June 18, 2026 for “ITB #26B-032”. Only the vendors’ names of all timely received bids shall be read aloud and recorded at the Public Opening. Suppliers have the option to receive the bid results by submitting a Public Records request to the District Clerk’s office DistrictClerk@DistrictGov.org. A Notice to Respondents including the bid results will also be issued within 2-3 business days and will be posted on both OpenGov and the District websites.
Respondents shall take careful notice of the following conditions of this Invitation to Bid:
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.
A satisfactory bid bond executed by a surety insurer authorized to do business in Florida and the Respondent (Principal) should identify applicable District(s) as the Owner/Obligee, in an amount equal to ten percent (10%) of the proposal and shall be submitted with each response. No bid/proposal shall be withdrawn for a period of ninety (90) days subsequent to the solicitation opening without the written consent of the District.
The Villages Community Development Districts are requesting bids for Executive Golf Course Aggregate Products. Qualified firms wishing to respond to “ITB #26B-032 Executive Golf Course Aggregate Products” must provide all labor, supervision, equipment, tools, materials, and other means necessary to complete the supply and delivery of golf course aggregate products in a manner acceptable to the District, whether directly or through subcontractors or sub-consultants. Use of subcontractors or sub-consultants is permitted; however, the Supplier shall remain fully responsible for all work performed.
The intent of this ITB is to procure a qualified Supplier(s) with a minimum of five (5) years of experience in supplying golf course aggregate products for commercial and/or municipal properties.
It is the intention of the District to award this ITB to the lowest, most responsive, and responsible Supplier(s); however, the District reserves the right to make multiple awards under this solicitation. Awards may be issued to one or more Suppliers, whether by individual item, group of items, on an all-or-none basis, or any combination thereof, as determined to be in the best interest of the District; to reject any and all offers; or to waive any minor irregularity or technicality in submittals received.
The initial term of each Agreement shall be effective upon execution through September 30, 2027, with the option to renew for two (2) additional one (1)-year periods. Following completion of the initial term, the renewal period shall automatically occur on October 1, unless either party provides a minimum ninety (90) day written notice of non-renewal. At a minimum of six (6) months prior to the end of the initial term, Contractor may submit a request in writing to the DISTRICT to negotiate an increase or decrease to the current awarded pricing to become effective for the renewal period. No increase shall exceed 5% without prior approval from the authorized approver as defined in the District Purchasing Policy and Procedure.
This contract is established on an ‘as-needed’ basis for a pool of qualified Suppliers. The District makes no guarantee of any minimum or maximum quantity of products to be purchased under this Agreement. Purchases will be based solely on operational needs, available funding, and issuance of individual purchase orders.
The District reserves the right to evaluate Supplier performance based on delivery timeliness, product quality, order accuracy, and responsiveness. Repeated deficiencies may result in corrective action requirements, suspension, or removal from the awarded supplier pool.
It is the intent of these specifications to describe a complete contract fully acceptable to the District. Even though certain details may have been unintentionally omitted, the Supplier shall nonetheless perform all work necessary to complete the work to the highest industry standards and in a manner acceptable to the District. During the bidding process, the Supplier shall examine existing conditions to achieve a thorough understanding prior to submitting a bid. Any labor, services, materials, or equipment that may reasonably be inferred from the bid documents or from customary industry practices to produce the intended result shall be provided at no additional cost to the District, whether or not specifically stated. Clarifications and interpretations of the Documents shall be issued by the District upon request during the bidding process.
The successful Supplier shall be required to attend a post award coordination meeting after award approval by the District and execution of the Agreement by all parties.
District Executive Golf Maintenance provides for the oversight and contracted maintenance of 45+ different golf related properties including 41 9-hole Executive Golf Courses, as well as several Putt N’ Play, Pitch N’ Putt, Practice Greens and Lawn Bowling Courses. There is a continuing need for the delivery of Golf Aggregate Products to include Silica Sand, Natural Coarse Sand, Natural Fine Sand, G-Angle Bunker Sand, Coquina (crushed), Washed Sand, Granulated Quartz, Aeration Sand, Topdressing Sand and 85/15 Greens Mix. These products are used in varying quantities at various Golf Maintenance Facilities throughout the Villages for golf and golf-related property maintenance. Pricing shall include delivery, upon request, in varying quantities to District-Owned or operated Golf Maintenance Facilities, as well as the Alhambra Storage Facility (2425 El Camino Real, The Villages, Florida).
Failure to meet scheduled delivery timelines without prior District approval may be considered non-performance and may result in order cancellation, removal from the vendor pool, or other remedies available to the District.
The intent of this solicitation is to establish competitively procured unit pricing for anticipated products and deliveries. Products will be ordered and delivered only as needed and are subject to Board approval and annual budget appropriations. All materials supplied shall meet applicable industry standards and be consistent in composition, grading, and performance characteristics suitable for golf course maintenance applications.
This is an as-needed contract. The District does not guarantee any minimum or maximum quantity of products to be ordered under this Agreement. All quantities provided are estimates for the initial term for evaluation purposes only and are based on the District’s long-range maintenance planning and historical demand. Actual quantities may increase or decrease based on operational needs, Board-approved budgets, and available funding.
The quantities provided herein are estimated and represent anticipated usage across multiple Districts.
ADDITIONAL SPECIFICATIONS
The following are specifications the Successful Supplier must adhere to:
Direct delivery to the specified location/address provided by the District designated personnel.
DISTRICT DELIVERIES
The complete order, including backorders, must be fulfilled and/or delivered in accordance with the scheduled time provided by the District. If a delivery cannot be made within the time frame or as instructed to the delivery location, it is the responsibility of the awarded Supplier to contact the District and advise their authorized Representative of the delay and provide a new delivery date.
Once the delivery status of the order becomes overdue, the District reserves the right to cancel the order without notice to the Supplier.
• Any product that is received by the District that is damaged, the awarded Supplier must make arrangements for replacement or credit within 48 hours of notification by the District.
• If applicable, District Representative will notify Supplier of orders that must be shrink-wrapped and palletized to allow for forklift unloading.
• All orders placed prior to the expiration of the agreement and accepted by the successful Supplier will be invoiced at the bid unit price(s), although deliveries may be made after the expiration of the agreement.
Delivery Receipt/Bill of Lading
A copy of the delivery receipt and/or bill of lading must be left with the authorized District Representative. One signed copy must be submitted electronically with the company’s invoice to the District’s Accounts Payable.Invoices shall be submitted electronically to: accountspayable@districtgov.org
The Delivery Receipt must be itemized in detail as per the following:
1. Delivery Location
2. Product Item Number
3. Item Description
4. Item Quantity Ordered
5. Quantity Received
6. Contracted Unit Price
7. Extended Price
8. Total Amount of Bill
9. Name, Contact Number, Signature and Date
10. Purchase Order Number
DELIVERY (Special Instructions):
Delivery is to be made to the individual location/address provided, unless otherwise stated. Delivery will be accepted only between the hours of 9:00 A.M. and 4:00 P.M. Monday through Friday exclusive of District reserved holidays and other days on which deliveries will not be accepted. Deliveries must be made to the specified receiving area. If applicable, deliveries are to be placed on skids or pallets at the receiving area as directed by the District Representative. No skids or pallets will be loaned to Supplier by the District, nor will Supplier be allowed to remove the same from the receiving area for purposes of preparing his shipment at his own warehouse. If applicable, mixed loads of more than one item, color, size, etc. must be sorted when directed by the receiving District Representative. The District will coordinate Forklift and Driver availability for unloading with adequate advance notice. Supplier shall notify third party delivery company accordingly. The maximum height unloaded of any delivery vehicle will be 14’ 0” and the maximum length will be 53’. Any truck, trailer etc. exceeding this height will not be permitted and shipment will not be accepted. Supplier must contact authorized District Representative for delivery schedule and must call 24 hours prior to schedule an appointment for delivery.
PURCHASE ORDER PROCEDURES
The District will issue Purchase Order(s) directly to the awarded Supplier. The District will issue a purchase order on a per order basis and submit delivery orders to the Supplier as needed.
INVOICING PROCEDURES
Each invoice shall be issued by the awarded Supplier per shipment and submitted electronically to the Accounts Payable Department. EMAIL INVOICES DIRECTLY TO: accountspayable@districtgov.org.
To be considered for payment, each invoice must show the following information: a. Purchase Order Number
b. Items description
c. Quantities and Unit
d. Bid Price
e. Extended price and
f. Total price of all items on invoice.
GENERAL SPECIFICATIONS
SUPERVISION
These deliveries will be coordinated with and overseen by District staff. However, this provision in no way excuses the Supplier or relieves in any other way the provision of staffing, labor, equipment, supervision, or delivery of the products required by the Supplier under the Bid.
The Supplier 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 EXECUTIVE GOLF
The Executive Golf Division or designated representative shall serve as the primary point of contact for delivery coordination, quality verification, and acceptance of materials.
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 Supplier during this time and all costs incurred by the District shall be deducted from monies due to the Supplier.
WORKFORCE
It is desired that the Supplier’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. Supplier’s employees should be instructed to be helpful and courteous to residents, other employees, and visitors at all times.
PARKING
Supplier vehicles and trailers shall be parked in a manner that does not impede traffic flow or obstruct visibility at intersections, roundabouts, roadways, or pedestrian pathways. All necessary safety precautions shall be observed when Supplier personnel are operating in or around roadways or delivery areas.
Personal vehicles shall not be permitted at delivery locations. Only clearly marked company vehicles associated with the Supplier shall be allowed onsite unless otherwise approved by the District.
FDOT MOT / TRAFFIC CONTROL (IF APPLICABLE)
When deliveries require operations within or adjacent to active roadways, traffic lanes, or pedestrian areas, the Supplier shall comply with applicable Florida Department of Transportation (FDOT) Maintenance of Traffic (MOT) requirements and all local, state, and federal safety regulations.
The Supplier shall be responsible for implementing and maintaining appropriate traffic control measures, including signage, cones, barricades, and personnel, as necessary to ensure the safety of the public, District staff, and Supplier personnel during delivery operations.
Full-time FDOT MOT Certified personnel shall only be required when the scope of delivery activities meets FDOT thresholds for certified traffic control.
All Supplier and Subcontractor personnel shall wear appropriate personal protective equipment (PPE) while performing deliveries, including but not limited to high-visibility safety vests, protective eye wear, gloves, and any other equipment required for the task being performed.
The Supplier shall be solely responsible for initiating, maintaining, and supervising all safety precautions related to delivery operations. All Subcontractors shall adhere to the same requirements. Proper signage and safety controls shall be in place and clearly visible at all times when delivery activities may impact traffic or pedestrian movement.
SITE CLEANLINESS AND CONDITION
As much as possible, all areas shall be kept free of litter and/or debris. It is expected that the Supplier 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. The Supplier will keep the premises free from accumulations of waste materials, rubbish and other debris resulting from deliveries, and, at the completion of each delivery, will remove all waste materials, rubbish and debris from and about the premises, as well as all tools, equipment, machinery, and surplus materials, leaving the site clean and ready for acceptance by the District. Supplier is responsible for removal of all debris from the project site.
INSPECTION AND ACCEPTANCE
Inspection and acceptance of all materials delivered under this Agreement shall be performed by the District’s designated representative. All products shall be subject to inspection upon delivery to verify compliance with the Contract Documents, including but not limited to product type, gradation, quality, condition, and quantity.
The District reserves the right to reject any materials that are damaged, contaminated, improperly delivered, or otherwise fail to meet the specifications or approved submittals. The District will document any deficiencies, defects, or discrepancies identified at the time of delivery or during use.
The Supplier shall promptly replace or provide credit for any rejected or non-conforming materials at no additional cost to the District. Replacement or corrective action shall be completed within a timeframe determined by the District.
Acceptance of materials shall not relieve the Supplier of responsibility for latent defects, non-conformance with specifications, or failure to meet required performance standards. Final acceptance shall be contingent upon the materials meeting all Contract requirements and performing as intended for their specified use.
CORRECTIVE ACTION PLAN
After providing written notice of defective products or a failure to meet the specifications outlined in the solicitation, the District may require the Supplier to correct such deficiencies within a timeframe determined by the District.
If the Supplier fails to timely correct the deficiencies, the District may, without further notice, cause the defective or non-conforming products to be corrected or replaced and shall be entitled to deduct all associated costs from any monies due, or which may become due, to the Supplier.
If the Supplier is diligently pursuing corrective actions in accordance with an approved Corrective Action Plan (CAP), the District may, at its sole discretion, allow the Supplier a reasonable period to complete such corrections.
If the Supplier fails to perform any portion of the services required under this Agreement, the District shall be entitled to deduct from any monies due, or which may become due to the Supplier, the actual costs incurred or reasonably estimated to complete the services not performed.
All costs and expenses incurred by the District pursuant to this section shall be deducted from monies due, or which may become due, to the Supplier. If such costs and expenses exceed the amounts due to the Supplier, the District reserves the right to recover the balance directly from the Supplier.
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 Supplier in default in accordance with applicable provisions of the Agreement.
District expects immediate and sustained contractual compliance, however, the accumulation of multiple notices as indicated above may result in termination of the Agreement for cause as determined by the District, even if the deficiencies described in the notices are corrected.
SATISFACTORY PERFORMANCE
The frequencies and guidelines outlined in this Scope of Work are estimates intended to achieve the desired level of service quality. If these frequencies prove insufficient, the Supplier shall provide any additional services reasonably necessary to meet the required standards at no additional cost to the District.
Performance shall be evaluated at the sole discretion of the District and measured against the maintenance specifications set forth herein. Evaluation will be based on the quality of goods and services delivered, rather than the frequency at which tasks are performed.
The District reserves the right to inspect products, assess overall appearance and quality, evaluate Supplier performance, and modify technical maintenance specifications as deemed necessary to ensure satisfactory results.
Any damage to District property caused by the Supplier shall be repaired by qualified tradesmen, as coordinated through the District Representative, to ensure all applicable warranties remain in effect. All costs associated with such repairs shall be the responsibility of the Supplier and shall be billed accordingly.
SAFETY PROCEDURES
Supplier will adhere to all safety protocols set by the District. Supplier will not be allowed to commence deliveries until all protocols are met. If at any time Supplier does not meet the required safety protocols Owner may require Supplier to cease deliveries until safety procedures are properly met.
Supplier shall refer to OSHA general industry standards regarding safety operations.
Supplier is responsible for appropriate 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. Supplier is responsible for signage removal and disposal.
Supplier will be responsible for the safe unloading of all material onto the District’s site. Supplier will not be permitted to use any products that are not first approved by the District.
PERSONAL PROTECTION
All Suppliers 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.
CHANGES
It may become necessary that additional areas are to be routinely maintained under the same specifications, or as amended by the management or its representative. It is the intent to be able to add or delete areas as necessary with the related cost increases or decreases to be handled through the implementation of a change order approved by the management. The management does reserve the right to disapprove of any changes. In such case other Suppliers may be engaged for the change. Any changes shall be in writing to be legally binding to both parties. No payment shall be made for invoices that do not have written authorization so it is documented.
ALTERNATE BIDS / APPROVED EQUALS / DEVIATIONS
The Bidder shall be responsible for carefully reviewing and fully understanding all requirements and specifications for the golf course aggregate products requested under this ITB. Any deviation from the stated specifications must be clearly identified and described in detail within the Bid submittal. Failure to clearly identify deviations shall be interpreted as the Bidder’s certification that all products offered are in full compliance with the specifications, and the successful Bidder shall be held responsible for providing materials that meet all stated requirements.
Requests for approved equals must include sufficient supporting documentation (e.g., product data sheets, gradation reports, or other applicable specifications) demonstrating that the proposed product meets or exceeds the District’s requirements. The District reserves the right to determine acceptability of any proposed alternate or equal product.
Any product delivered that does not meet the District’s specifications, or that differs from the approved submittal, will be rejected. The Supplier shall be responsible for the prompt removal and replacement of non-conforming materials at no additional cost to the District. If the Supplier fails to provide compliant materials within a reasonable time as determined by the District, the District reserves the right to procure the materials from another source and charge the Supplier for any resulting cost difference, including any administrative costs incurred.
WARRANTY / REPAIRS
Supplier warrants that all materials provided are free from defects and conform to specifications. Any defective or non-conforming materials shall be replaced or credited within forty-eight (48) hours of notification.
DAMAGES
Supplier 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. All damages (if any) shall be the responsibility of the Supplier and shall be corrected at the Suppliers expense.
PAYMENT SCHEDULE
Supplier to submit invoices to AccountsPayable@Districtgov.org upon approvals and acceptance by the District for deliveries 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 Statues.
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.
The Supplier shall meet the following minimum qualifications to be considered responsive:
In accordance with Florida Statutes Section 255.05, the awarded Respondent (Principal) shall, before commencing the work, execute and record in the public records of the county where the improvement is located, a payment and performance bond with a surety insurer authorized to do business in Florida as surety. The amount of the Payment and Performance Bonds shall be one hundred percent (100%) of the contracted amount. The awarded Respondent (Principal) is responsible for recording the bonds with the Clerk of the Circuit Court of which the project is located (Sumter, Lake or Marion County). Upon bond submittal, the awarded Respondent (Principal) may be asked to furnish to the District the recording information for the bonds to evidence that the Respondent has met the requirements of Florida law.
A pre-bid conference will be held on NO VALUE promptly at NO VALUE. Interested Contractors are to meet at:
NO VALUE.
Suppliers are required to attend the MANDATORY on-site pre-bid conference for a clear understanding of the project. Only those Suppliers who are present at the MANDATORY on-site pre-bid conference will be permitted to submit a bid in response to this solicitation. Supplier's failure to attend the MANDATORY on-site pre-bid conference shall result in the non-acceptance/rejection of a bid submittal from Supplier. For directions, please contact Crystal Ford-Bellamy at crystal.ford@districtgov.org.
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.
Any awarded Suppler may be asked to execute and record a Payment/Performance Bond complying with the requirements of Florida Statutes Section 255.05 for any individual project with a value exceeding the $200,000.00. In such event, the awarded Respondent (Principal) shall, before commencing the work, execute and record in the public records of the county where the improvement is located, a payment and performance bond with a surety insurer authorized to do business in Florida as surety. The amount of the Payment and Performance Bonds shall be one hundred percent (100%) of the contracted amount. The awarded Respondent (Principal) is responsible for recording the bonds with the Clerk of the Circuit Court of which the project is located (Sumter, Lake or Marion County). Upon bond submittal, the awarded Respondent (Principal) may be asked to furnish to the District the recording information for the bonds to evidence that the Respondent has met the requirements of Florida law.
All bond related fees/expenses are the sole responsibility of the vendor
Applicable Districts:
Village Center Community Development District
Sumter Landing Community Development District
A pre-bid conference will be held on NO VALUE promptly at NO VALUE. Interested Contractors are to meet in the parking lot of NO VALUE. Suppliers are not required to attend the on-site pre-bid conference for a clear understanding of the project, but it is highly suggested they do attend. For directions, please contact Crystal Ford-Bellamy at crystal.ford@districtgov.org.
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).
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.
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 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 use the official “BID FORMS”, and all documents itemized herein are to be submitted. Any variation from the minimum specifications must be clearly stated on the BID FORMS and explained in detail on the EXCEPTION / DEVIATION FORM.
Bids may be considered subject to rejection if, in the sole opinion of the District, there is a serious omission, unauthorized alteration of form, an unauthorized alternate Bid, incomplete or unbalanced unit price, or irregularities of any kind. The District may reject as non-responsive, any or all Bids where Respondents fail to acknowledge receipt of Addenda as prescribed.
Submit electronically via the OpenGov Procurement Portal or a complete bid submittal packet (1 original and one (1) copy (for a total of 2) and one (1) electronic copy on a new USB flash drive) with all required documents as itemized and included herein to be submitted in a sealed envelope, on the outside of which shall be prominently marked with the following identification ITB #26B-032 with the name and address of the submitter. The bid submittal should be neat, professional in appearance and bound appropriately for the document’s thickness. The original document shall have original signatures and clearly noted with ORIGINAL on the cover. Submittals can also be mailed or hand delivered to the Purchasing Department at 3571 Kiessel Road, The Villages, FL 32163, by the date and time set forth in the timeline.
REQUIRED FOR ALL SERVICES - The contractor shall maintain Cyber Liability Insurance at a limit of liability no less than $1,000,000 per claim/loss and $1,000,000 annual aggregate. Coverage shall include, at minimum, network security liability, data breach liability, social engineering and funds transfer fraud. The self-insured retention or deductible shall not exceed $50,000.
Submitters are fully and completely responsible for the labeling, identification and delivery of their bid submittals. The Purchasing Department will not be responsible for any mislabeled or misdirected submissions, nor those handled by delivery persons, couriers, or the U. S. Postal Service.
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.
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.
Each Respondent 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 the Contract.
Should a Respondent 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 at once notify the Purchasing Department, in writing.
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.
If applicable, estimated quantities are given only as a guideline for preparing a Bid in response to this Invitation to Bid. 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 Contract award.
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.
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 bid, except as hereinafter provided.
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.
The Village Community Development Districts reserves the right to order changes in the scope of work and the resulting Agreement. The successful Respondent has the right to request an equitable price adjustment in cases where modifications to the Agreement under the authority of this clause result in increased costs to the Supplier. Price adjustments will be based on the unit prices proposed by the Supplier in response to this solicitation. Any Agreement resulting from this solicitation may be modified upon written and mutual consent of both parties.
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.
The Respondent 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, Agreement management or any other activity associated with this solicitation and the subsequent work required of the successful Respondent. Any Respondent receiving an award from this solicitation must comply with all Governing Laws and Regulations and be responsible for the compliance of such by any and all subcontractors. Any and all work performed under the resultant contract requiring any State licensing or certification must be performed by workers meeting those requirements.
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
Respondent is responsible for verifying Subcontractor’s satisfactory performance on previous projects. Failure to do so may impact Respondent's responsibility determination.
Supplier will be notified in writing if the District, after due investigation, has reasonable objection to any Subcontractor or Supplier on the DISCLOSURE OF SUBCONTRACTORS, SUBCONSULTANTS AND SUPPLIERS FORM. If the District has reasonable objection to any Subcontractor or Supplier, Contractor shall submit another acceptable one to the District. No increase in contract amount or project completion time will be allowed, unless Supplier can prove substantial increase due to the change, in which case Supplier may request an equitable adjustment to the contract amount or project completion time. If Supplier requests an equitable adjustment as a result of a requested change, Supplier shall make available to the District all documents necessary, as requested by the District, to substantiate such adjustment.
The failure of the District to make objections to any Subcontractor or Supplier on the list shall not constitute a waiver of any right of the District to reject defective work, material or equipment; or work, material or equipment not in conformance with the requirements of the Contract Documents. Should Supplier desire to add, change or delete a Subcontractor or Supplier previously listed, Supplier shall submit written justification for said change to the District for approval prior to the new Subcontractor or Supplier performing any work on the project.
In accordance with Florida Statute 287.057(25), Respondents to this Solicitation or persons acting on their behalf may not contact, between the Issue Date of the Solicitation and the end of the 72-hour period following the agency posting the Notice of Intent to Award, excluding Saturdays, Sundays, and state holidays, any District Staff, Board Supervisors or District Consultants concerning any aspect of this Solicitation, except in writing to the District Purchasing Staff. Violation of this provision may be grounds for rejecting a response.
Unless otherwise provided by law, a contract 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 term of the contract and conditions of renewal or extension, if any, are included in the solicitation and funds are available for the fiscal period at the time of the contract. Payment and performance obligations for the 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 contract 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 price of the supplied or services delivered under the contract or otherwise recoverable.
The Village 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 contract obligations. Supplier shall be responsible for paying any taxes, fees, or similar payments that are required to be paid in connection with the contract 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.
The Supplier may petition the District at any time for an additional rate adjustment on the basis of extraordinary and unusual changes in the costs of operation that could not reasonably be foreseen by a prudent operator and which, by all reasonable expectations, will continue for at least one (1) year. If the Supplier petitions for such an increase, the Supplier shall also petition for a rate reduction on the basis of extraordinary and unusual changes in the costs of operation that could not reasonably be foreseen by a prudent operator and which, by all reasonable expectations, will continue for at least one (1) year; failure to make such petition may be grounds for Agreement termination.
The Supplier's request shall contain substantial proof and justification to support the need for the rate adjustment. The District may request from the Supplier, and the Supplier shall provide, such further information as may be reasonably necessary in making its determination. The District shall approve or deny the request, in whole or in part, within sixty (60) days of receipt of the request and all other additional information required by the District. Any price redetermination shall be solely based upon the documentation provided and the District reserves the right to rescind any price relief granted should the circumstances change and prices go down.
Any permits, licenses or fees required will be the responsibility of the Respondent.
The successful Respondent must fully indemnify the District(s). Such indemnification will be documented in the Agreement Documents.
The Contractor shall ensure that its employees, agents, and subcontractors assigned to perform services 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.
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 shall constitute a material breach of the Agreement and may lead to termination of the agreement.
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 Supplier to perform employment duties pursuant to the Contact, within Florida; and all persons, including subcontractors, assigned by the Supplier to perform work pursuant to the Contract with the District. (http://www.uscis.gov/e-verify) Additionally, the Supplier 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 bids, reserve the right to waive any informalities or irregularities in the bid or examination process, reserve the right to select low bid per item, and reserve the right to award 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 Respondent or any sub-contractor to the extent that such books and records relate to the performance of the Contract or any sub-contract to the Contract. Such books and records shall be maintained by the Respondent for a period of three (3) years from the date of final payment under the Contract 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 bid response 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 bid. If submitted either purposefully through intent or design or inadvertently appearing separately in transmitting letters, specifications, literature, price lists or warranties, it is understood and agreed the general and special conditions in this solicitation are the only conditions applicable to this bid and the Respondent's authorized signature affixed to the bid attests to this.
Responses to this Invitation to Bid, upon receipt by the District, become public records subject to the provisions of Chapter 119 F.S., Florida’s Public Record Law. If any Respondent believes that any portion of all of the response is confidential and proprietary, Respondent 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 Respondent's designation of material submitted to the District as a “trade secret”, the Respondent 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 Respondent by submitting a bid acknowledges that other public agencies may seek to “Piggy-Back” under the same terms and conditions during the effective period of any resulting contract services and/or purchases being offered in this bid for the same prices and/or terms being bid. The successful Respondent has the option to agree or disagree to allow contract Piggybacks on a case-by-case basis. Before a public agency is allowed to Piggy-Back any contract, the agency must first obtain the Respondent's approval. Without the Respondent's approval, the seeking agency cannot Piggy-Back.
Respondents are hereby notified of the provisions of section 287.05701, Florida Statutes, as amended, that the District will not request documentation of or consider a Respondent's social, political, or ideological interests when determining if the Respondent is a responsible Bidder. Respondents are further notified that the District’s governing body may not give preference to a Respondent based on the Respondent's social, political, or ideological interests.
Please download the below document, complete, SIGN and upload.
Please download the below documents, complete, SIGN and upload.
Instructions to Bidders for Pricing Bid Form Completion
1) Open Excel / Word Document
2) There is one (1) form that must be completed.
3) Enter pricing for each of the items in the Price column (yellow)
4) The Bid Total will auto-fill.
5) Save and Print each Excel Bid Form from each tab.
6) Sign the Excel Bid Form signature page(s) in blue ink.
7) Scan and upload Pricing Bid Form(s) with your submittal.
Pricing form must be fully completed, signed and submitted with Bidder’s submittal.
Pricing MUST be submitted for all Excel Bid Forms.
NOTE: All price information to be used in the Bid review must be submitted on this Bid form, as is. Manipulating or altering this Bid form may result in this bid being non-responsive. Any exception or deviation from this Bid Form should be included in the Exceptions and Deviations Form to be considered separately.
Upload the completed Excel Bid Forms workbook in excel format.
Excel file must contain filled in pricing on all tabs for:
• VCDD Bid Form
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 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, 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 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.
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.
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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