Active SLED Opportunity · FLORIDA · VILLAGES COMMUNITY DEVELOPMENT DISTRICTS, FL
AI Summary
The Villages Community Development Districts seeks bids for seal coating and striping services for pavement maintenance. The contract includes application of specified seal coating products, primer, and parking lot striping with compliance to ADA standards. Mandatory pre-bid conference on May 19, 2026. Bids due June 11, 2026.
The Contractor shall provide completed pavement without bleeding, rutting, shoving, raveling, stripping, or showing other types of pavement distress or unsatisfactory performance. The services shall include but are not limited to all items listed in these specifications.
| Event | Date | Location |
|---|---|---|
| Public Opening | 2026-06-11T19:15:00.000Z | Large Conference Room located at 3571 Kiessel Road The Villages, FL 32163 Microsoft Teams Meeting ID: 268 877 728 441 45 Passcode: BA9tJ75S Teleconference +1 (872) 239-8225 Phone Conference ID: 979 057 74# |
The Villages Community Development Districts is requesting bids for Seal Coating & Striping Services. Sealed bids will be received by the Purchasing Department located at 3571 Kiessel Road, The Villages, Florida 32163. Bid responses may also be submitted electronically via the OpenGov Procurement Portal. Bids will be accepted until 3:00 pm on Thursday, June 11, 2026 for “ITB #26B-023”. 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 No bid/proposal shall be withdrawn for a period of ninety (90) days subsequent to the solicitation opening without the written consent of the District.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 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 Villages Community Development Districts are requesting bids for Seal Coating & Striping Services. Qualified firms wishing to respond to “ITB #26B-023 Seal Coating & Striping Services” must provide all equipment, labor and materials described in this document, whether directly or through sub-contractors/sub-consultants. This does not, however, limit the use of subcontractors or sub-consultants.
The intent of this project is to procure a qualified, professional Supplier for Seal Coating & Striping, who has five (5) years of experience with projects of similar size and scope for the application of the following specific product:
• SealMaster Polymer – Modified MasterSeal (PMM) and GAF Durashield Pavement Coating
(in standard black and/or in solar gray)
It is the intention of the District to award this ITB to the lowest, responsive and responsible Contractor; however, the District reserves the right to award this ITB as deemed necessary and in the best interest of the District.
Section 1 – Base Bid (Evaluation and Award)
Section 1 requires bidders to provide unit pricing per square yard for each approved seal coating product system. An estimated quantity of 20,000 square yards is listed for each item strictly for evaluation purposes and does not represent a guaranteed quantity of work.
For bid evaluation, the unit prices submitted by each bidder will be multiplied by the estimated quantity to determine a total evaluated price for each line item, and those totals will be summed to determine the Total Evaluated Bid Price.
Award will be made to the lowest responsive and responsible bidder based on the Total Evaluated Bid Price in Section 1.
Actual work will be issued through individual purchase orders or work orders, and the District may utilize any of the approved seal coating systems listed depending on project needs.
Section 2 – Large Project Tier Pricing
Section 2 captures unit pricing for projects exceeding 20,000 square yards. This allows the District to take advantage of reduced pricing that may apply to larger projects.
These prices are not used in determining the bid award but may be utilized when large-scale projects are performed during the contract term.
Section 3 – FDOT Pavement Marking Pricing
Section 3 includes pricing for reflective pavement markers and roadway pavement marking work that may occasionally be required by the District.
These prices are not included in the bid evaluation and are provided only for use if roadway or specialty pavement marking work is needed.
It is also important to note that restriping associated with seal coating of parking areas must be included in the square yard unit price for seal coating services, and therefore is not priced separately.
Purpose of the Structure
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 Contractor shall nonetheless perform all work necessary to complete the project to the highest industry standards and acceptable to the District. All materials and workmanship shall be first class and shall conform to the highest industry standards or the specifications, whichever requirements are more stringent.
Successful Contractor will be responsible for all work according to the scope of work, specifications and attached plans to include all materials, labor, and permitting required to complete the project in a timely and professional manner.
The initial term of each Agreement shall be October 1, 2026 through September 30, 2029, with the option to renew for one (1) three (3) year period. 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.
During the solicitation process the Contractor shall examine the bid plans and scope to achieve a thorough working knowledge of the contract prior to submitting a bid. Any labor, services, materials, equipment or tools 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. Clarifications and interpretations of the Bid Documents shall be issued by the District, as requested, during the question and answer time period.
Successful Contractor and any subcontractors will be required to attend a pre-construction meeting after the proposal award is approved by the District and the Agreements have been executed by all parties.
• Five (5) years’ experience in the parking seal-coating industry • Certifications from the product manufacturer for required products
A pre-bid conference will be held on Tuesday, May 19, 2026 promptly at 1:00 pm. Interested Contractors are to meet at:
1A Large Conference Room, 3571 Kiessel Road, The Villages, FL 32163.
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 proposal submittal from Supplier. For directions, please contact Veronica Salazar at veronica.salazar@districtgov.org.
Required for all individual projects at or exceeding $200,000
In accordance with Florida Statutes Section 255.05, the awarded Respondent (Principal) shall, before commencing an individual project with a value at or exceeding the $200,000.00, 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. One Payment and Performance Bond shall be required per individual project. Combined, cumulative, blanket, or aggregate bonding across multiple projects, work orders, task orders, or agreements is strictly prohibited. Each project must be bonded independently based on its individual contract value. 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.
The vendor/contractor shall maintain Business Automobile Liability Insurance at a limit of liability not less than $1,000,000 each occurrence. Coverage shall include liability for owned, non-owned, and hired automobiles. In the event the contractor does not own automobiles, the contractor shall maintain coverage for hired and non-owned auto liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.
The Contractor shall provide completed pavement without bleeding, rutting, shoving, raveling, stripping, or showing other types of pavement distress or unsatisfactory performance. The services shall include but are not limited to all items listed in these specifications.
• Seal Coating – See details and products under SealMaster Polymer – Modified MasterSeal (PMM) and GAF Durashield Pavement Coating (in standard black and also in solar gray).
• Primer – If specified by supervisor, SS-1H tack is to be used.
o It will require five (5) gallons of SS-1H to thirty-five (35) gallons of water.
o Coverage will be ninety (90) square feet per gallon of the final mix.
o SS-1H should be mixed and sprayed out of equipment with a built-in agitator.
o Primer application is not anticipated for all projects. If directed by the District, primer application shall be compensated using the unit price listed in the Supplemental Services section.
• Parking Lot Striping – Parking lots that have been seal coated regardless of the product used shall be striped in accordance with Sherwin Williams spread rate coat. The application shall be one coat as per specifications with reflective glass bead using the following products/materials:
Sherwin Williams Hotline Traffic Paint (White) #TM2524
Sherwin Williams Pro-Park Traffic Paint (Blue) #B97 Series
Glass spheres – Potter Industries, Inc. DOT QPL #S971-0004 Type
o “Project” shall be defined by single purchase order, work order, or task order together with any subsequent change orders. A new purchase order will be issued for each Project.
o The Contractor shall be responsible for all prep-work such as sweeping, taping driveways, or abutting concrete areas.
o The Contractor will be responsible for the string lining and layout of the roadway and parking lot before paving.
o The Contractor shall report any and all items needing attention. The Contractor shall report any item that affects the appearance of the area or the safety, health, and welfare of residents and employees.
o The maintenance and rehabilitation plan must meet or exceed all federal and state specifications for each type of product.
o All handicap spaces are to be compliant with Title II of the Americans with Disabilities Act (ADA).
o Suitable surface preparation equipment, traffic control equipment, hand tools, and any other support and safety equipment shall be provided by the contractor as necessary, to perform the work.
o Additional equipment will be needed to complete the operations required by the technical provisions for either product. All equipment necessary for the successful completion of projects governed by the technical provisions shall be included in the unit costs associated herein.
o All equipment, tools, and machines used in the performance of this work shall be maintained in satisfactory working condition at all times to ensure a high-quality product. Availability of quality assurance devices shall be the responsibility of the Contractor.
o Access / Staging Area and Safety: The District shall designate the access to the site and staging area for the project. The area shall be maintained throughout the duration of the work being performed. The Contractor shall return the staging area to its original condition upon completion of the project. Appropriate safety signs shall be posted by the Contractor.
o Contractor shall assume full responsibility for any damage to any such land or area, or to the owner or occupant thereof, or of any adjacent land or areas resulting from the performance of the work. All areas damaged shall be restored to original condition by the Contractor. This shall occur at no additional expense to the District.
o All products must be new, of current manufacture, and carry standard warranties. Bidders are to submit descriptive literature and/or complete specifications covering products offered. Bids that do not comply with these requirements will be subject to rejection.
o Bidder warrants that all materials and workmanship furnished, whether furnished by bidder or its sub-suppliers, will comply with the District’s specifications, drawings and other descriptions supplied or adopted, and will be new, fit and sufficient for the purpose for which they are intended, of good material, design and workmanship and free from defects or failure.
o All repairs of damage to utilities properly located are the responsibility of the Contractor.
o All processes, systems, and procedures shall be executed in strict conformance to the manufacturer's instructions, the highest industry standards, or the specifications, whichever requirements are more stringent.
o Any alterations or modifications of or to the work performed under this bid shall be made only by written agreement between the Contractor and the District and shall be made before commencement of the altered or modified work. No claims for any extra work or materials shall be allowed unless covered by written agreement.
o Removal of existing pavement markings is not anticipated as part of standard seal coating operations. However, if removal of existing striping or pavement markings becomes necessary due to layout changes, ADA modifications, or other District requirements, such work may be authorized by the District and compensated using the unit prices provided in the Supplemental Services section.
A pre-bid conference will be held on Tuesday, May 19, 2026 promptly at 1:00 pm. Interested Contractors are to meet in the parking lot of 1A Large Conference Room, 3571 Kiessel Road, The Villages, FL 32163. Attendance is not mandatory, but Suppliers are strongly encouraged to attend to obtain a clear understanding of the project. For directions, please contact Veronica Salazar at veronica.salazar@districtgov.org.
Term agreements with individual projects under $200,000
The District reserves the right to request a Payment and Performance Bond in any instance where the project is less than $200,000.00 and involves significant financial exposure or complex construction requirements. If the District requests an bond after award, all bond related fees/expenses shall be negotiated between the awarded Respondent (Principal) and the District.
Applicable Districts:
Village Center Community Development District
Sumter Landing Community Development District
WORK HOURS
Work hours are 7:00 a.m. to 7:00 p.m., seven (7) days per week. Contractor will not be required 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.
EMERGENCY SERVICES AND RESPONSE TIME
Emergency service request response time is to be within 2 hours of initial contact for any and all situations that the District deems necessary. The Contractor shall provide the District with a contact list of employees for emergency response.
SUPERVISION
This work will be coordinated with and overseen by a District Representative. However, this provision in no way excuses the Contractor or relieves the Contractor from providing staffing, labor, equipment, supervision, or execution of the work required under the contract.
The Contractor shall appoint a single point of contact for all issues regarding the performance of the agreement. This representative shall be accessible and available to the District Representative at all times.
ROLE OF DISTRICT PROPERTY MANAGEMENT (DPM) SUPERVISOR
The DPM Supervisor shall represent the District during the project. The DPM Supervisor 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.
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 suspension of the contract until such time as proper documentation is provided. The District has the right to have the 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
Contractor’s employees are expected to be dressed in a uniform fashion with company identification. Vehicles should also be easily identified. A neat and clean appearance should be maintained at all times.
The District reserves the right to approve dress codes for Contractor’s employees. All Contractor and subcontractor personnel shall wear personal protective equipment (PPE) during their duties, including but not limited to safety vests, protective eyewear or face shields, respiratory protection as required, gloves, and protective clothing.
Vehicles shall also be clearly identified.
Contractor’s employees should be instructed to be helpful and courteous to residents, other employees, and visitors at all times. Contractor shall refer all public inquiries to District-designated personnel.
PARKING
Contractors' vehicles and trailers shall be parked where they do not impede traffic or visibility. Contractor vehicles shall be parked in specific areas designated by District personnel.
SECURITY/ACCESS
Contractor will be provided access to service areas. Contractor shall not duplicate any keys issued for such use, or provide keys to anyone other than an authorized employee or agent responsible for the area. Contractor is responsible for establishing procedures that eliminate unauthorized use of District property by Contractor employees.
Areas accessed by Contractor via keys shall be opened only for the purpose of performing the contracted services. Upon completion, areas shall be secured. Contractor shall provide access to District personnel and representatives at all times.
Discovery by District personnel of wrongful use, such as sleeping, non-contract item storage, smoking, etc., will be referred to the Contractor for immediate action. Use of tobacco products by any employees in District-owned properties is prohibited.
SAFETY AND PROTECTION
The Contractor shall be solely responsible for initiating, maintaining and supervising safety precautions at all times at the work site in accordance with all Local, State and Federal Laws, Regulations and Guidelines for the safety of persons or property in the performance of their work for The District. All subcontractors and/or consultants utilized by the Contractor shall also conform to these requirements. It is the responsibility of the Contractor to enforce these safety requirements.
Contractor shall designate a qualified and experienced safety representative at the site whose duties and responsibilities shall be the prevention of accidents, maintaining and supervising of safety precautions and safety programs. The Contractor shall provide the District with phone numbers, pager numbers, etc. and names of persons to be contacted for safety or repair services outside normal work hours (Normal Work Hours - 8 a.m. to 5 p.m. - Monday through Friday).
The District shall designate access to the site and the staging area for the project. Designated staging area shall be confined to the work area, as applicable. The staging site shall be used for parking of equipment, Contractor parking and debris containers. The staging site must conform to the same standards as the safety requirements listed above. Contractor shall confine equipment, and the operations of workers to the site and other areas permitted by the District and shall not unreasonably encumber the site and other areas with equipment or other materials, or other use of existing roads adjacent to the building, which will restrict their use, shall be coordinated with District designated personnel.
Contractor shall refer to OSHA general industry standards regarding safety operations.
Contractor is responsible for appropriate signage to indicate safety hazards and used at all times in any area necessary for the safety of workers, residents, visitors and others. The identifying notification shall remain in place until the services are complete. Contractor is responsible for signage removal and disposal.
Contractor will be responsible for the safe unloading of all material onto the District’s site. Contractor will not be permitted to use any products that are not first approved by the District.
PERSONAL PROTECTION
All Contractor and subcontractor personnel shall wear appropriate PPE, including vests, protective eyewear or face shields, respiratory protection, gloves, and protective clothing.
SITE CLEANLINESS AND CONDITION
As much as possible, all areas shall be kept free of litter and/or debris. It is expected that the Contractor and workers are to be aware of site conditions and always keep a neat and clean appearance. All work areas shall meet all safety requirements for pedestrian and vehicular traffic and must be left in a clean and orderly manner.
Contractor will keep the premises free from accumulations of waste materials, rubbish and other debris resulting from the work, and, at the completion of each day of work, will remove all waste materials, rubbish and debris from and about the premises, as well as all tools, equipment, machinery, and surplus materials, leaving the site clean and ready for acceptance by the District. If District Representative determines deficiencies of site cleanliness, a 24 or 72-hour notice will be issued to contractor.
The Contractor is responsible for rectification of the deficiencies to no cost to the District. If non-compliant, the District reserves the right to bring a third party to complete the work at the cost to the Contractor.
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 is being completed shall be repaired or re-installed by the Contractor before leaving said work areas after completion of work. Contractor will be responsible for protecting finished surfaces, countertops, fixtures and flooring once installed.
MATERIALS
Contractor shall provide all labor, materials, and equipment necessary for proper maintenance and repair of District property. Supplies and materials are included in the contract price.
Any labor, services, materials, or equipment reasonably inferred to achieve the intended result shall be provided at no additional cost to the District.
PUBLIC NOTIFICATIONS
District Property Management will notify necessary news media on any planned closures if necessary.
CORRECTIVE ACTION PLAN
After providing written notice of defective work or a failure to meet specifications outlined in the solicitation, the District may cause the unacceptable or defective work to be corrected. If the District corrects the work, the DISTRICT shall be entitled to deduct from any monies due, or which may become due to Contractor, the reasonable cost of remedying the defective or unacceptable work. Alternatively, the parties may agree in writing to a corrective action plan (CAP). If the District determines that the Contractor is diligently pursuing the completion of work as is necessary to correct the deficiency in accordance with the CAP, District agrees to allow Contractor to complete correction of the defective or unacceptable work. If the Contractor, for any reason, fails to perform any portion of the services required of the Contractor pursuant to this Agreement, the District shall be entitled to deduct from any monies due or which may become due to Contractor the actual expenditures that are spent or would be necessary to complete the services not performed.
All costs and expenses incurred by District pursuant to this section shall be deducted from monies due, or which may become due to Contractor for its obligations herein. If the costs and expenses exceed the amounts due to Contractor, then the District may recover the same from the Contractor.
The provisions of this paragraph are cumulative to all other provisions of the Agreement and it is not intended that any deductions in payment taken pursuant to this paragraph shall diminish or waive District’s right to declare the Contractor in default in accordance with applicable provisions of the Agreement.
District expects immediate and sustained contractual compliance, however, the accumulation of multiple notices under Section I.1 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 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.
WORK STANDARDS
Contractor shall perform all work using the latest industry best practices and standards as 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.
WARRANTY / REPAIRS
The Contractor warrants that any failure of materials or labor within one (1) year of acceptance by the District shall be replaced or repaired without charge to the District. District shall make sole determination of repair or replacement. Manufacturer’s Warranty to begin upon acceptance and approval. Warranty shall also cover all materials and labor associated with warranty repairs performed on site. The manufacturer’s warranty shall prevail. All other materials and labor shall be warranted as per the preceding paragraph. Warranty on Quality and Workmanship shall be for one (1) year from date of final payment.
Only manufacturer’s authorized products or District approved equal shall be used in the services described herein. Paint products shall be warranted and the Contractor shall maintain a record of all warranted products. The record of warranted products shall be made available for review by the District at all times.
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 shall submit invoices to AccountsPayable@districtgov.org upon approvals and acceptance by the District for completed work. 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 services described herein shall be inclusive and final with no additional cost to the District.
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.
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.
Bids may be submitted electronically via the OpenGov Procurement Portal or physically as a complete bid packet (1 original plus 1 copy (for a total of 2) plus 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-023 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.
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.
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.
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 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.
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 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.
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.
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, Respondent 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.
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
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 Contract, 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 bids and/or contracts in the best interest of the Districts.
Any headings in this document are for the purposes of reference only and shall not limit or otherwise affect the meaning thereof. Any reference to gender shall be construed to include all genders, firms, partnerships, and corporations. References in the singular shall be construed to include the plural and references in the plural shall be construed to include the singular. Any reference to the “District” or the “Village Community Development Districts” shall be construed to refer to the specific District or Districts for which the solicitation was issued, and those District(s) shall be the legislative authority for all matters concerning this solicitation or the resulting contract(s).
The Districts shall be entitled to audit the books and records of the 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 are two (2) forms that must be completed.
3) Enter pricing for each of the items in the Unit Price column (yellow)
4) The Total column 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:
• Bid Form
• Supplemental Services 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 upload copies of required licenses or certifications that have not expired:
1.) Certifications from the product manufacturer for required products
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 Surety Letter from a Certified Company:
Applicable District(s):
Village Center Community Development District
Sumter Landing Community Development District
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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