Active SLED Opportunity · FLORIDA · VILLAGES COMMUNITY DEVELOPMENT DISTRICTS, FL
AI Summary
Invitation for Bid for PLC Replacement Program Phase 3 in The Villages, FL, involving engineering, programming, installation, testing, and commissioning of PLC control panels at multiple lift stations. Requires experienced licensed contractor with strict insurance and bonding compliance. Mandatory pre-bid conference on August 18, 2026. Bid due September 3, 2026.
The intent of this ITB is to procure a qualified, professional licensed Contractor that has met all minimum requirements as stated in Part 1 Minimum Requirements section of this document. This project phase of work includes, but is not limited to; engineering and submittals, material procurement, factory assembly, PLC programming & panel OIT programming, hardware and software factory acceptance testing, replacement of existing PLC panels, electrical conduit and cable installation, fiber optic cable, field testing, commissioning, training within the existing remote CSU/ NSU lift station facilities, and complete as-built drawings.
| Event | Date | Location |
|---|---|---|
| Public Opening | 2026-09-03T19:15:00.000Z | Large Conference Room located at 3571 Kiessel Road The Villages, FL 32163 Microsoft Teams Meeting ID: 249 026 705 359 775 Passcode: t5C4nT7o Teleconference +1 (872) 239-8225 Phone Conference ID: 752 497 337# |
The Villages Community Development Districts is requesting bids for PLC Replacement Program Phase 3. 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 Thursday, September 3, 2026 for “ITB #26B-029”. 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.
At least 8 years of overall experience performing PLC/PAC control panel upgrades or installation of new PLC/PAC control panels. At least 5 years of experience performing work in the water and wastewater industry. Demonstrated experience installing the following Allen-Bradley platforms: CompactLogix MicroLogix PanelView Successfully completed at least five control panel installation or upgrade projects within the last 5 years as supported by 5 references. Successfully completed at least one control panel installation of 40 or more control panels under one project as supported by 1 reference. Maintain field service offices within a maximum 2.5 hour driving time from The District. Owns and operates a UL certified panel shop.
The North Sumter County Utility Dependent District is requesting submittals for the PLC Replacement Program Phase 3. Qualified firms wishing to respond to “ITB #26B-029 PLC Replacement Program Phase 3” shall provide all labor, materials, equipment, supervision, and services necessary to complete the Work described in this solicitation and the documents prepared by Jacobs, whether directly or through subcontractors/subconsultants. This does not, however, limit the use of subcontractors or subconsultants. Firms are required to submit an AIA G703 Schedule of Values (or equivalent) for this project in accordance with the requirements of the C700/C800 Contract Documents. The District does not furnish AIA forms.
The intent of this ITB is to procure a qualified Contractor with a minimum of eight (8) years of experience performing projects of similar size and scope involving PLC replacement services. The District reserves the right to award this ITB as deemed necessary, prudent, and in the best interest of the District. Bid evaluation to determine the lowest responsive and responsible Bidder shall include, at a minimum, the total Bid amount and the Bidder’s references. Negative feedback from references may result in bid as being found non-responsible. To determine responsibility, the District may consider the Bidder's experience, references, bid price, and the ability to successfully perform the Work based on minimum contractor qualifications.
The District reserves the right to reject any or all Bids, waive minor irregularities or technicalities, and accept the Bid deemed most advantageous to the District.
It shall be the responsibility of the Bidder to perform all necessary investigations, tests, site visits, and calculations required to determine the quantities and scope necessary for the complete performance of the Work described in the Contract Documents. Unit prices shall apply only to Work specifically identified in the Bid Form as unit price items or to authorized additions or deletions of such Work as directed by the District through a written Change Order.
The unit prices shall represent full compensation per unit for all labor, materials, equipment, supervision, overhead, profit, insurance, testing, commissioning, permitting, mobilization, demobilization, and all other direct and indirect costs necessary to complete the Work. No additional compensation shall be allowed beyond the submitted unit prices.
The Work shall be substantially complete within two hundred seventy (270) consecutive calendar days after the date Contract Times commence to run in accordance with Paragraph 4.01 of the General Conditions, and completed and ready for final payment in accordance with Paragraph 15.06 of the General Conditions, not less than 30 days after delivery of punch list after the date when the Contract Times commence to run.
Completion Requirements:
If awarded this construction contract, the Respondent agrees to complete the work covered by this Contract as follows:
The successful Contractor shall be responsible for all Work in accordance with the attached plans and specifications, including all labor, materials, equipment, supervision, permitting, testing, startup, commissioning, cleanup, and incidentals required to complete the project in a timely and professional manner.
Successful Contractor and any subcontractors will be required to attend a pre-construction meeting after the bid award is approved by the District and the Agreement has been executed by all parties.
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.
This project phase of work includes, but is not limited to; engineering and submittals, material procurement, factory assembly, PLC programming & panel OIT programming, hardware and software factory acceptance testing, replacement of existing PLC panels, electrical conduit and cable installation, fiber optic cables, field testing, commissioning, training within the existing remote CSU/NSU lift station facilities, and complete as-built drawings.
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.
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 Tuesday, August 18, 2026 promptly at 9:00 am. Interested Contractors are to meet at:
District Brownwood Office
3571 Kiessel Rd.
The Villages, FL 32163
From there, we will proceed to:
CSU -Lift Station 20: 4230 Deskin Ln, The Villages, FL 34785
CSU Lift Station 29: 3515 Conservation Trail, The Villages, FL 32163
NSU- Lift Station 14: 2045 Canal St, The Villages, FL 32162
NSU- Lift Station 12: 1464 Gayle Mill Dr, The Villages, FL 32162
NSU- Lift Station 5: 1150 Old Camp Rd, The Villages, FL 32162.
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 Veronica Salazar at veronica.salazar@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).
A pre-bid conference will be held on Tuesday, August 18, 2026 promptly at 9:00 am. Interested Contractors are to meet in the parking lot of District Brownwood Office 3571 Kiessel Rd. The Villages, FL 32163 From there, we will proceed to: CSU -Lift Station 20: 4230 Deskin Ln, The Villages, FL 34785 CSU Lift Station 29: 3515 Conservation Trail, The Villages, FL 32163 NSU- Lift Station 14: 2045 Canal St, The Villages, FL 32162 NSU- Lift Station 12: 1464 Gayle Mill Dr, The Villages, FL 32162 NSU- Lift Station 5: 1150 Old Camp Rd, The Villages, FL 32162. 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 Veronica Salazar at veronica.salazar@districtgov.org.
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
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.
WORK HOURS
Work Hours are 7:00 am to 7:00 pm, seven (7) days per week. Contractor will not be expected to work weekends; however, the facility will be available for Saturday and Sunday work if desired. All services shall be scheduled with District designated personnel. Contractor must provide after-hours contact information to the District.
SECURITY/ACCESS
Contractor will be furnished means of access to the service areas. Contractor shall not duplicate any keys issued for such use, or present keys to anyone other than an agent/employee of the Contractor responsible for the area. It is the responsibility of the Contractor to establish procedures that eliminate unauthorized use by Contractor employees of District property.
Any areas to which Contractor is provided access by means of a key, shall be opened for the purpose of this service only. Immediately upon completion of service the area shall be secured. Areas shall be accessed by Contractor personnel only.
Discovery by the District personnel of wrongful use, such as sleeping, non-contract item storage, smoking, etc., will be referred to the Contractor for immediate appropriate action. The Contractor will not allow the use of tobacco products by any employees in any of the District owned properties.
DISTRICT NOTIFICATION IF APPLICABLE
Contractor shall provide the District with a two (2) week advance notification, in writing, prior to the closure of any areas needed for work activities to the facility. Any closure of this facility requires District approval.
PUBLIC NOTIFICATIONS IF APPLICABLE
In the event a facility area is required to be closed for work activities, District designated personnel and the Utilities Division will complete the public notification.
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.
ROLE OF THE DISTRICT UTILITIES DIVISION:
The Utilities Division shall represent the District during the contract. The Utilities Division shall make periodic visits to the site to observe the progress and quality of the executed work, 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. The Contractor shall remedy any defects immediately or at a negotiated phase of construction as directed by The District.
SUPERVISION / PROJECT MANAGEMENT
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.
Contractor shall supervise, inspect, and direct the work competently and efficiently, devoting such attention thereto and applying such skills and expertise as may be necessary to perform the work. Contractor shall be solely responsible for the means, methods, techniques, sequences, and procedures of construction. Contractor shall perform all work using the latest industry best practices and standards applicable to this work.
The Contractor shall appoint a full time, onsite qualified “Project Superintendent” to coordinate the work. The Contractor shall designate a qualified “Project Manager” as the single point-of-contact for all management level coordination regarding the performance of the agreement. This representative shall always be accessible and available to the District Representative. The Contractor shall provide and maintain a fully functional temporary office trailer for the duration of the project. Contractor shall erect and maintain a six-foot chain link with green windscreen, temporary construction fence around all areas of the construction and or staging for the duration of the project.
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 continue 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.
WORKFORCE
It is desired that the Contractor’s employees be dressed in a uniform fashion with the company identification. Vehicles should be easily identified as well. 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 always.
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
The Utilities Division shall designate a staging area for this project. The staging site shall be used for parking of equipment, storing of materials and supplies, workman parking and debris containers. The staging site must conform to the same safety requirements as above and shall not unreasonably encumber the Site and other areas with construction equipment or other materials.
SAFETY AND PROTECTION
The Contractor shall be solely responsible for initiating, maintaining, and supervising safety precautions always 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 requirements. It is the responsibility of the Contractor to enforce all safety requirements.
Contractor shall refer to OSHA general industry standards regarding safety operations.
Contractor is responsible for appropriate construction signage to indicate safety hazards and always used 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.
PERSONAL PROTECTION
All Contractor and Subcontractors 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 always keep a neat and clean appearance.
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 the project site. The Contractor shall provide debris containers for the storage and disposal of any material, which shall be placed in the approved staging area. Debris being 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.
Any labor, services, materials, or equipment that reasonably may be inferred in the solicitation document or from prevailing customary work procedures to produce the indicated result will be provided whether or not specifically called for in the documents at no additional cost to the District.
SCHEDULE OF VALUES APPLICABLE
Firms are required to submit AIA G703 Schedule of Values (or equivalent) and schedule for this project per C700/C800 requirements.
Schedule of Values shall align with bid form line items and be subject to District approval prior to first pay application
LIQUIDATED DAMAGES
Time is of the essence for this Project. The Contractor acknowledges that the District will suffer financial and operational damages if the Work is not completed within the Contract Times established in the Contract Documents.
If the Contractor fails to achieve Substantial Completion within the required Contract Time, the Contractor shall pay the District liquidated damages in the amount of Five Hundred Dollars ($500.00) for each consecutive calendar day beyond the required date for Substantial Completion until Substantial Completion is achieved.
If the Contractor fails to achieve Final Completion and readiness for final payment within the required Contract Time, the Contractor shall pay the District liquidated damages in the amount of Five Hundred Dollars ($500.00) for each consecutive calendar day beyond the required date for Final Completion until the Work is completed and ready for final payment.
Liquidated damages are intended to compensate the District for damages that are difficult to ascertain and are not intended as a penalty. Liquidated damages for Substantial Completion and Final Completion shall not be assessed concurrently.
PARTIAL UTILIZATION
Prior to Completion of all the Work, Owner may use or occupy any substantially completed part of the Work which Owner and Contractor agree constitutes a separately functioning and usable part of the Work that can be used by Owner for its intended purpose without significant interference with Contractor’s performance of the remainder of the Work.
PROJECT TURN OVER
Cleaning: At Substantial Completion of the Work, Contractor shall clean and remove from the Site all unnecessary items in preparation for utilization by the District. A complete inspection by District Staff will be performed prior to the project turnover. At the completion of the Work, Contractor shall remove from the site all tools, appliances, construction equipment and machinery, and surplus materials and shall restore to original condition all property not designated for alteration by the Contract Documents.
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.
CLOSE OUT DOCUMENTS
The Contractor shall provide the District with three (3) USB flash drives containing complete electronic closeout documentation for the Project. Closeout documentation shall include, at a minimum, project records, approved submittals, operation and maintenance manuals, warranties, lists of subcontractors and suppliers, testing and commissioning documentation, and redlined and record/as-built drawings.
All closeout documents shall be organized, clearly labeled, and submitted in formats acceptable to the District.
The District reserves the right to withhold final payment until all required closeout documentation has been received, reviewed, and accepted by the District.
SATISFACTORY PERFORMANCE
The frequencies and guidelines in this Scope of Work are estimated to achieve the desired quality. If they do not, Contractor shall provide reasonable additional services at no additional cost. Performance shall be measured against these maintenance specifications at District's discretion.
Performance evaluation is based on quality of goods or services delivered, not frequency of tasks performed. District will review appearance and quality, evaluate Contractor performance, and adjust technical maintenance specifications as needed.
Any damage to District property by the Contractor shall be repaired by the respective tradesmen initiated through the District Representative so all warranties remain effective. All billing for said repairs will be directed to the Contractor responsible for said area and cost of repairs.
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.
In the event that additional Work is required, or quantities of unit price items are increased or decreased from those indicated in the Contract Documents, as authorized in writing by the District, the unit prices provided in the Bid Form shall be used as the basis for adjustment of the Contract Price, at the District’s sole discretion.
CHANGES
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 any changes. In such case other Contractors 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.
WORK STANDARDS
Contractor shall perform all work using the latest industry best practices and standards applicable to this work.
ALTERNATE BIDS / APPROVED EQUALS / DEVIATIONS
The bidder 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 bidder 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 bidder will be required to compensate the District for the difference in price entailed in utilizing the next qualified bidder.
RETAINAGE:
The District shall retain 5% of the payments applied for until the project reaches 50% completion, at such time the contractor may apply for a reduction of the retainage.
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.
PAYMENT SCHEDULE
Contractor to submit invoices to AccountsPayable@districtgov.org upon approvals and acceptance by the District for work per the following schedule. All services 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 the services described herein shall be inclusive and final with no additional cost to the District. Firms are required to submit AIA G703 Schedule of Values (or equivalent) and construction schedule for this project per C700/C800 requirements.
Payment for unit price items shall be based on actual quantities installed, verified, and accepted by the District. Payment for lump sum items shall be based on progress toward completion as approved by the District and supported by the Schedule of Values.
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.
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.
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.
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-029 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.
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.
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.
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.
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.
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.
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.
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.
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.
During this blackout period, any attempt to influence the thinking of District Staff, Board Supervisors or District Consultants 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 contract. This does not apply to Pre-Solicitation Conferences, oral presentations before the Selection Committee, contract negotiations, or communications with District Staff, Board Supervisors or District Consultants not concerning this Solicitation.
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.
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.
Payment Applications shall be submitted once monthly on an AIA Document G703 “Application and Certificate for Payment” (or equivalent) as acceptable by the District. The District will promptly inspect the work and review the application for processing and payment. The District will have the right to retain 5% of the funds applied for until the project reaches 50% completion, at such time the Suppler may apply for a reduction of the retainage.
Suppler shall be assessed liquidated damages in the amount of $250.00 per day for every day the project is incomplete after the project completion deadline, barring unforeseen circumstances as approved by the District.
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 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
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:
• NSCUDD 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.
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 a Bid Bond (10% of bid amount)
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 bid and shall be submitted with each response. No bid shall be withdrawn for a period of ninety (90) days subsequent to the solicitation opening without the written consent of the District.
Applicable Districts:
North Sumter County Utility Dependent District
Please upload a Surety Letter from a Certified Company:
Applicable District(s):
North Sumter County Utility Dependent District
Please provide the address for the required field office.
Please provide the address of the required UL certified panel shop.
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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