HomeMy WebLinkAbout25-09-QT Community Center Floor Replacement
REQUEST FOR QUOTE
25-09-QT
Community Center Floor Replacement
Contact Person
Jessica Graham, CPPB
Procurement/Contracts Manager
Phone: (772) 388 – 8231
Email: jessgraham@cityofsebastian.org
*Dates in this schedule occurring after the release date may be amended by the City.
The City reserves the right to delay or modify dates and will notify Proposers of all changes.
PROPOSED SCHEDULE
EVENT DATE TIME
RELEASE DATE: Thursday, January 9, 2025 -
SITE VISIT Friday, January 17, 2025 1:30 PM Local Time
QUESTION DUE DEADLINE Thursday, January 23, 2025 2:00 PM Local Time
QUOTE DUE DATE Thursday, January 30, 2025 2:00 PM Local Time
25-09-QT
Page 2 of 11
TABLE OF CONTENTS
SECTION 1 – INSTRUCTIONS TO BIDDERS 3
SECTION 2 – SCOPE OF WORK 5
SECTION 3 – FORMS 9
• CONTACT INFORMATION SHEET 10
• PRICE PROPOSAL 11
25-09-QT
Page 3 of 11
SECTION 1 – INSTRUCTIONS TO BIDDERS
1.1 PURPOSE
1.1.1 The project consists of removing and replacing existing vinyl flooring
(approximately 3,800 SF) and vinyl wall base in the City of Sebastian’s
Community Center, located at 1805 N. Central Avenue, Sebastian, FL 32958.
1.1.2 The solicitation document is posted on VendorLink
(https://www.myvendorlink.com/). It is the sole responsibility of interested parties
to monitor VendorLink for solicitation opportunities and updates.
1.2 SITE VISIT
1.2.1 A non-mandatory site will be held Friday, January 17, 2025, at 1:30 PM local
time at the City of Sebastian Community Center at 1805 N. Central Avenue,
Sebastian, FL 32958.
1.2.2 Contractors are encouraged to attend the site visit. There is no guarantee that
additional site visits will be scheduled.
1.3 QUESTION DEADLINE
1.3.1 The deadline to submit questions will be Thursday, January 23, 2025, at 2:00
PM local time. Any questions or communication regarding this solicitation must
be emailed to the City’s Procurement/Contracts Manager at
jessgraham@cityofsebastian.org.
1.3.2 The Bidders are responsible for checking for addenda associated with this
solicitation.
1.4 ELECTRONIC QUOTE SUBMITTAL
1.4.1 All quotes must be submitted via VendorLink electronically:
https://www.myvendorlink.com/.
1.4.2 Quotes are due on the date and time indicated on the cover page or as amended by
an addendum issued by procurement.
1.4.3 The Bidder is responsible for submitting their response through VendorLink by the
time and date specified in the solicitation or subsequent addenda. The City shall
not be responsible for delays caused by any occurrence.
1.5 DEADLINE FOR SUBMITTAL OF QUOTES
1.5.1 All quotes are due by Thursday, January 30, 2025, by 2:00 P.M. local time.
Responses received after 2:00 p.m. on this day will be considered late & not
accepted. The City does not accept responsibility for delays, natural or otherwise
25-09-QT
Page 4 of 11
1.5.2 All quotes submitted to the city become public records unless exempt under Florida
or other law.
1.6 AWARD
1.6.1 Award will be made solely at the discretion of the City to the responsive,
responsible respondent(s) offering the best combination of the lowest cost and best
product meeting specifications, at the sole discretion of the City. The award may
be made by bid item, bid group, or all bid items, as determined by the City. Further,
the City may award multiple bidders as deemed in the City's best interest. No
exclusive rights are expressed or implied due to the award of this Request for
Quote. The maximum expenditure allowed under this Request for Quote is
$75,000.00.
1.6.2 The City is not required to act upon any information obtained through this Request
for Quote. However, the City reserves the right to negotiate an agreement or issue
a Purchase Order pursuant to this Request for Quote to the respondent deemed to
be in the City's best interest.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
2.
25-09-QT
Page 5 of 11
SECTION 2 – SCOPE OF WORK
2.1 Main Room, Storage, Bathrooms, Closets and Hallways
2.1.1 The area for vinyl floor replacement is approximately 3,800 SF. The contractor is
responsible for performing field measurements and familiarizing themselves with
the site conditions before submitting their bid. No additional allowances shall be
made due to the bidder’s lack of knowledge of the project requirements and site
conditions
2.1.2 Demolition and removal of all existing vinyl flooring as well as existing vinyl wall
base
2.1.3 Cleaning and preparing the existing concrete floor with the intention of furnishing
and installing concrete self-lever as needed.
2.1.3.1. Contractors are encouraged to visit the site before preparing a bid to
determine what percentage of the floor will require leveling.
2.1.4 Moisture testing of existing concrete floor before installation will be required
2.1.5 Furnish and install approximately 3,800 SF of new glued-in-place vinyl plank
flooring, with a 20-mil wear layer, with the proper manufacturer’s adhesive.
2.1.6 Furnish and install new 4” primed white solid pine base at the wall edge
2.1.7 The City and contractor will agree to work hours and schedule after the award.
2.1.8 The flooring color to be selected upon contract award.
2.2 Removal of Debris
2.2.1 The contractor is responsible for the dumpster cost and removal of all materials.
The contractor shall keep the worksite free and clear of rubbish and debris at all
times during the performance of services. Any material or waste generated by the
contractor or its employees, agents, and Subcontractors shall be removed and
disposed of by the contractor at its expense to the satisfaction of the City. The
contractor assumes all liability for accidents that may occur due to debris,
equipment, tools, and worksite hazards.
2.3 Length of Project
2.3.1 The awarded contractor will have 30 days from issuance of the NTP to complete
the work.
25-09-QT
Page 6 of 11
2.3.2 The lead time for materials will be addressed with the successful bidder. Once lead
times are determined, the Contractor and the City can mutually agree upon an NTP
date, and that would start the 30 days.
2.4 Work Hours
2.4.1 The City’s standard work hours are 8:00 AM- 4:30 PM. The successful bidder will
meet with City staff to determine the least interfering timeframes. Depending on
task(s), some work may need to be performed outside normal business hours.
2.5 General Conditions
2.5.1 Pricing to include all labor, tools, supervision, materials, equipment, and
mobilization.
2.5.2 The City may reject any or all quotations, or any portion of the quotation, as it
deems in the City's best interest.
2.6 Special Conditions
2.6.1 Quantities: Any quantity or amounts specified is an estimate only and not a
commitment or guarantee of the requirements of the City under this Quote. The
vendor is not authorized to manufacture, produce, ship, or perform unless it has
received a purchase order for items specified in this Quote by an authorized
representative of the City. All invoice prices must be equal to or less than the unit
and aggregate costs specified in the quote. The City shall not be obligated or liable
for payments over the amounts released or requested pursuant to this Quote.
2.6.2 Payment Terms: Successful Bidder shall invoice the City separately for each
order. Upon receipt of an acceptable and approved invoice, payment(s) shall be
made within thirty (30) days for that portion (or those portions) of the Services
satisfactorily rendered (and referenced in the invoice). Invoices shall include a
detailed description of the Services (or parts thereof) provided and shall be
submitted to the City’s Project Manager (an email address will be provided to the
awarded respondent).
2.6.3 Insurance Requirements: See Appendix “A.”
2.7 Permitting
2.7.1 Any owner or owner’s authorized agent who intends to construct, enlarge, alter,
repair, move, demolish or change the occupancy of a building or structure, or to
erect, install, enlarge, alter, repair, remove, convert or replace any impact-resistant
coverings, electrical, gas, mechanical or plumbing system, the installation of which
is regulated by this code, or to cause any such work to be performed, shall first
make application to the building official and obtain the required permit.
25-09-QT
Page 7 of 11
2.7.2 If a permit is required, the contractor shall be responsible for permit application and
all associated fees for all required permits.
2.7.2.1. Contractors can view permit views at:
https://www.cityofsebastian.org/190/Permit-Fees
2.7.3 Before a permit is issued, the awarded contractor and all subcontractors must be
registered with the City of Sebastian Building Department.
2.8 CONTRACTOR MINIMUM QUALIFICATIONS
2.8.1 Award will NOT be made to any bidder who, as determined by the CITY, has an
unsatisfactory performance record, inadequate experience, lack of organization,
labor, and equipment to perform the required services, and is in arrears to the CITY
on a debt or contract or is a defaulter on surety to the CITY or whether the
proposer’s taxes or assessments are delinquent. The City has the right to disqualify
any proposer who does not meet any or all qualifications necessary as determined
by the City.
2.8.2 Contractor must have at least 3 years of verifiable experience performing similar
projects of similar size, scope, and complexity for government (local or federal)
agencies, and the Contractor must have an office within the state of Florida.
2.8.3 If the proposer’s business is located in Sebastian, FL, or Indian River County, they
must provide a copy of their business tax receipt.
2.9 WARRANTY
2.9.1 Contractor shall provide a written warranty for completed work.
2.9.2 The contractor shall warrant and guarantee all goods, labor, and services for a
period of at least one (1) year from the date of acceptance and shall replace or
repair all defects in material or workmanship during the warranty period.
2.9.3 The contractor shall bear all labor, product replacement, mobilization, and
transportation costs for warranted goods and services.
2.9.4 All warranty repairs shall be accompanied by a “No Charge” invoice detailing the
replaced goods, including dimensions and quantity.
2.10 OWNERSHIP OF THE WORK
2.10.1 The contractor is solely responsible for all work, until final completion of the work.
Contractor shall be liable for all damage, theft, maintenance, and safety until such
time as the City of Sebastian issues a notice of final completion of the work. Upon
25-09-QT
Page 8 of 11
completion of each job, the contractor shall submit the following information, as
applicable:
1.1.1.1. Final invoice with documentation.
1.1.1.2. Acceptance from the City of Sebastian Building department
1.1.1.3. Warranty information to include effective dates, contact information, and
details on the scope of coverage.
1.1.1.4. Cut sheets and Operations and Maintenance manuals for any installed
equipment.
1.1.1.5. Any other documents as requested by the City
2.11 LIQUIDATED DAMAGES
The contractor agrees to the use of liquidated damages in the event the contractor fails to
perform by the provisions herein. The Contractor hereby agrees, as part of consideration for
awarding the Agreement, to pay the City the sum of one hundred dollars ($100.00) for each
and every calendar day that the Contractor shall be in default after the time stipulated in the
Agreement for completing the Work. The Contractor and City acknowledge and agree that
said sum is not a penalty but liquidated damages for breach of contract.
On the occasion where the contractor is in default of the Agreement, or any material
provision thereof, or fails to remedy any deficiency in performance, the City may procure
the necessary supplies or services from an alternative source and hold the contractor
financially responsible for any excess costs incurred. The difference between the Bid price
of the product or service and the actual price paid may be deducted from any current or
future obligations owed to the contractor as liquidated damages.
REMAINDER OF PAGE INTENTIONALLY LEFT BLANK
25-09-QT
Page 9 of 11
Section 3
Forms
25-09-QT
Page 10 of 11
CONTACT INFORMATION SHEET
DUE DATE: January 30, 2025
Quotes due on or before 2:00 PM LOCAL TIME
Check the Addenda for any revised opening dates before
submitting your bid. Quote(s) received after the above
date and time will not be opened.
CONTACT:
Jessica Graham, CPPB
Procurement/Contracts Manager
(772) 388-8231
jessgraham@cityofsebastian.org
QUOTE TITLE: Community Center Floor Replacement
QUOTE NO.: #25-09
Proposer Name and “Doing Business As”, if applicable:
Federal Tax Identification Number:
Address:
City: State: Zip Code:
Telephone No: Fax No:
E-Mail Address of Authorized Representative:
I certify that I have carefully examined the Quote document and associated documents, including the Addenda,
accompanying or made a part of this solicitation. I further certify that all information contained in this quote is truthful to
the best of my knowledge and belief and that I am duly authorized to submit this quote on behalf of the company named
above and that the company is ready, willing, and able to perform if awarded.
In compliance with this solicitation, and subject to all conditions herein, I hereby propose and agree to furnish the goods
and /or services specified in the quote at the prices or rates in my proposal and prices will remain for a period of ninety (90)
days to allow the City adequate time to evaluate the proposal.
__________________________________________________________________
Signature of Authorized Representative (Manual)
__________________________________________________________________
Name of Authorized Representative (Typed or Printed)
___________________________________________ ________________
Title Date
Each quote must include the signature of an officer or employee with the authority to bind the contractor in the
space(s) provided.
The City reserves the right to reject any and all quote or to accept any quote or portion deemed to be in the City's best
interest and waive any non-substantial irregularities.
25-09-QT
Page 11 of 11
PRICE PROPOSAL
By affixing their signature to the Price Proposal Form, the Proposer hereby states that they have read all
proposal specifications, terms and conditions outlined in the Request for Proposal and agree to such.
Proposer declares that the individual signing this Price Proposal Form has the legal capacity to sign on
behalf of Proposer and to contractually obligate bidder.
Furthermore, bidder hereby agrees to provide the Services described in the Request for Quote for the unit
or lump sum prices as noted below, which includes all supervision, labor, materials, equipment, supplies,
permitting (if required) machinery, tools, apparatus, insurance, bonds, transportation, overhead, profit,
applicable taxes and costs of all kinds necessary to complete the services.
ITEM DESCRIPTION LUMP SUM AMOUNT
Lump sum amount to demo existing flooring and furnish and install new
flooring per the specifications. $
Bidder Name:
Signature: Date:
Print Name: Title: