ITB 26-08 (AWOS) Level III P/T and Airport Rotating Beacon

Pr oject Manual
Aut omated Weather Observation System
(AW OS) Level III P/T and Airport Rotating
Beacon
Lake Wales Municipal Airport
Hoyle Tanner Project No. 23.855701.05
City of Lake Wales Bid No. 26-08
Marc h 2026
Prepared for:
The City of Lake Wales

TABLE OF CONTENTS
Volume 1 - Bid Documents
Title Page No.
Bidding Requirements
City of Lake Wales Forms and Documents 1-22
Instruction to Bidders IB 1-20
FAA General Contract Provisions 1-36
Davis Bacon Wage Requirements 1-5
Bid Form BF 1-13
Bid Schedule BS 1-1
Bid Bond BB 1-3
Contract Forms
Contract Agreement CA 1-4
Payment Bond Form PB 1-4
Performance and Guarantee Bond Form PG 1-4
Additional Documentation
Notice of Intent NIA 1-1
Notice to Procure NP 1-1
Notice to Proceed NTP 1-1
Final Release of Lien FRL 1-2
Certification of Warranty CW 1-2
TOCVOL1 - 1

INTENTIONALLY LEFT BLANK

City of Lake Wales
Invitation to Bid
Automated Weather Observation System (AWOS) Level III P/T
and Airport Rotating Beacon
BID NO. 26-08
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Cut along border and affix this label to your sealed bid envelope to identify it as a
"Sealed Bid". Be sure to include the name of the company submitting the bid where
requested.
S EALED BID - DO NOT OPEN
S EALED BID NO: 26-08
B ID TITLE: Automated Weather Observation System
(AWOS) Level III P/T and Airport Rotating
Beacon
D UE DATE/TIME: Thursday, April 23, 2026 at 2:00 pm
SUBMITTED BY: _____________________________________
Name of Company
Deliver To:
City of Lake Wales
Attention: Purchasing
201 West Central Avenue
Lake Wales, FL 33853
Please Note: From time to time, addenda may be issued to this bid. Any such addenda
will be posted on the same website, www.lakewalesfl.gov, from which you obtained this
bid. Before submitting your bid you should check our website to download any addenda
that may have been issued. Please remember to sign and return addendum
acknowledgement form with completed bid package if applicable.
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INVITATION TO BID
ITB #26-08
NOTICE IS HEREBY GIVEN that the City of Lake Wales is accepting sealed bids for:
LAKE WALES MUNICIPAL AIRPORT
AUTOMATED WEATHER OBSERVATION SYSTEM (AWOS) LEVEL III P/T
AND AIRPORT ROTATING BEACON
At 2:00 P.M., prevailing time, on Thursday, April 23rd, 2026, in the City Commission
Chambers at the Municipal Administration Building, 201 Central Ave. W., Lake Wales,
Florida, bids will be opened and read aloud.
An original, two (2) copies and (1) electronic copy on flash drive of all bids, including
all executed documents and needed attachments, shall be placed in a sealed envelope,
with label from page 2 of this solicitation affixed and delivered prior to the opening
deadline, 2:00 P.M., prevailing time, on Thursday, April 23rd, 2026.
Intent
The City of Lake Wales is seeking a qualified contractor to construct the Automated
Weather Observation System (AWOS) Level III P/T and Airport Rotating Beacon
Responding to the Invitation to Bid.
Pre-Bid Meeting and Questions
The non-mandatory pre-bid meeting will take place at 2:00 pm on Thursday, April 9th,
2026, at the City of Lake Wales City Hall Commissions Chambers at 201 W. Central
Avenue, Lake Wales, FL 33853. Access to the project site will be available after the pre-
bid meeting. Interested bidders will be granted access to the Airport. No project questions
will be entertained at this time. All questions must be placed in writing as outlined in the
bid documents. Questions deadline will be on Wednesday, April 15th, 2026, at 4:00 pm.
Responding to the Invitation to Bid
All persons and firms wishing to submit bids must obtain a complete copy of the
Invitation to Bid and submit all required forms as outlined in the solicitation document
with their response. Bid specifications and related forms can be accessed on the City's
website, www.lakewalesfl.gov: Departments: Purchasing, or by contacting Cynthia Monk
via email at cmonk@lakewalesfl.gov.
Faxed or e-mailed bids will not be accepted. Responses may be hand delivered, mailed,
or delivered via courier service to the following address:
City of Lake Wales
Purchasing Department
201 West Central Avenue
Lake Wales, FL 33853
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SPECIFICATIONS/SCOPE OF SERVICES
Bids shall be prepared using the Project Specifications and Exhibits. If it becomes necessary to revise or
amend any part of this bid, an addendum will be issued up to seventy-two (72) hours before the Bid closing
time. Brief Addenda may be issued between seventy-two (72) hours and twenty-four (24) hours before Bid
closing time. Addenda will be posted on the City's website. It is the sole responsibility of the bidders to
check the website to ensure that all available information has been received prior to submitting a bid.
The Owner/Engineer is not responsible for delivery of addenda to prospective bidders.
Each bid must be accompanied by a cashier's check or by a Bid Bond in the amount of five (5) percent of
the Total Bid Price.
If awarded the Contract, the Contractor shall provide a Performance Bond and Payment Bond satisfactory
to the Owner, each to be in a sum of at least equal to the Total Bid Price.
The Owner reserves the right to waive any informalities or technicalities, to reject any or all Bids, or to re-
advertise for Bids. Award, if made, will be to the responsible and qualified Bidder whose Bid is responsive
to the invitation and is most advantageous to the Owner, price and other factors considered.
Liquidated damages for delay in completion of the contract will be in accordance with the Contract
Documents. No Bid may be withdrawn after the scheduled Bid Closing time for a period of one hundred
twenty (120) days.
General Information and Requirements
1. In accordance with Chapter 119, Florida Statutes, all bids received, and all materials contained
therein, once opened are public record, and subject to disclosure to any person, organization, or
firm, including other firms responding to this invitation to bid.
2. In accordance with Section 287.133, Florida Statutes, a person or affiliate who has been placed on
the convicted vendor list following a conviction for a public entity crime may not submit a bid or
proposal on a contract to provide any goods or services to a public entity and may not be awarded
or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any
public entity, and may not transact business with any public entity in excess of the threshold
amount provided in Section 287.017-for CATEGORY TWO for a period of 36 months from the
date of being placed on the convicted vendor list.
3. The City reserves the right to accept or reject any or all bids, or part thereof, to waive any
informalities or technicalities, or to award contracts in the best interest of the City. In all
instances, the City's decision shall be final.
4. The City of Lake Wales is exempt from taxes imposed by the State and Federal Government.
Bids shall not include any taxes or fees.
5. Prospective firms must submit proposals strictly in accordance with the specifications outlined in
the Invitation to Bid. Each variance, if any, to the specifications shall be specifically stated in the
bid.
6. Prospective firms warrant by virtue of submission of bids that all prices, terms, and conditions
stated shall be honored for a period of ninety (90) days after the opening of bids. Any changes at
the time an order is placed shall result in automatic disqualification of the vendor.
7. The original bid shall be signed, in blue ink, by a corporate officer, partner, or proprietor.
8. The City reserves the right to reject any or all items if in its judgment the item does not meet the
needs of the City, or for any reason it deems suitable.
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9. Prospective firms are hereby warned not to contact any City employee or official on matters
relating to this Invitation to Bid, except as indicated herein. Any attempt to do so, or engaging in
lobbying or any other activity interfering with the evaluation process may result in immediate
disqualification of the vendor from any City business.
10. Per City ordinance, agreements and contracts with a term in excess of one year shall include the
following language: "The performance of the City of Lake Wales and its obligation to pay under
this contract is contingent upon annual appropriation by the City Commission of Lake Wales."
Vendors are warned that this requirement is written into the Code of Ordinances of the City, a
public document, and is binding upon all vendors whether or not referenced in any agreement.
11. Prospective firms quoting State of Florida contract pricing must provide the state contract number
and date of expiration in their bids or proposals. Firms will be required to provide a copy of the
entire contract prior to the placing of orders by the City.
12. Prospective firms hereby warrant by virtue of submission of bids that any and all terms,
conditions, and requirements as stated in this document are valid, enforceable, and binding upon
the selected vendor.
Specific Information and Requirements
1. Answers to questions submitted about this Invitation to Bid or the Project will be provided to all
known prospective bidders.
2. The selected firm may not discriminate against any employee employed in the performance of
services, or against any applicant for employment because of race, religion, color, handicap,
national origin, age, gender, or marital status.
3. Bids shall include all information required in the Invitation to Bid. Bidders shall use City standard
forms as included in the Invitation to Bid to submit all information, or shall follow the format
dictated or include the information required herein where no form is provided. Bid documents
shall be arranged in order as indicated on the Bid Contents Form.
4. The City will allow the use of approved subcontractors or third parties in performing work
outlined in this Invitation to Bid.
Evaluation of Bids
The City of Lake Wales shall be the sole judge of the bid and the resulting agreement that is in its best interest
and its decision shall be final. All bidding and award procedures undertaken by the City in regard to this
project shall be consistent with the City's adopted procurement procedures. The City reserves the right to seek
clarification from prospective firms on any issue in a bid, or take any other action it feels necessary to properly
evaluate the bids and construct a solution in the City's best interest.
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BIDDER INSTRUCTIONS AND GENERAL
INFORMATION
BIDDER INSTRUCTIONS: To ensure acceptance of this bid, follow these instructions.
BID DOCUMENTS MUST BE DELIVERED TO THE PURCHASING DIVISION PRIOR TO
THE TIME AND DATE SPECIFIED. THERE WILL BE NO EXCEPTIONS.
1. EXECUTION OF BID: Bid must contain an original signature of an authorized representative
in the space provided on the signature page. Bid must be typed or printed in blue ink. Erasable ink
is not permitted. Corrections made by bidder to any bid entry must be initialed by the person who
signs the bid.
2. NO BID: Bidder not interested in submitting a bid should return a "no bid," with an indication of
the reason for no bid and the interest in future bid solicitations.
3. BID OPENING: It is the responsibility of the bidder to assure that their bid is delivered at the
proper time and place prior to the bid opening. All bid openings shall be public, at 2:00 p.m.
prevailing time, on the date specified in the Notice to Bidders. Bids, which for any reason are not
so delivered, will not be considered. BID SUBMITTAL FORMS USING FACSIMILE OR E-
MAIL WILL NOT BE ACCEPTED.
NOTE: Bidders may call or email the Purchasing Agent only for bid results. The bid recap will be
posted to the City of Lake Wales website at http://www.lakewalesfl.gov within ten (10) working
days after the bid opening date. The bid analysis will also be posted to the City's website as soon
as possible after the bid opening date. Bid files may be examined during normal working hours by
appointment.
4. CITY AS GATEKEEPER OF DOCUMENTS: This document is issued by City of Lake Wales
and as such shall be the sole distributor of all addenda(s) and/or changes to these documents. It is
the responsibility of the bidder to determine issuance of documents directly with the Purchasing
Division. The City is not responsible for any solicitations issued through subscriber, publications,
or other sources not connected with the City and the Bidder should not rely on such sources for
information regarding the solicitation.
5. TAXES: Bidders are responsible for the payment of any applicable taxes that are connected to the
purchase of any materials or subcontractors used in the execution of this bid.
6. DISCOUNTS: Bidders may offer a cash discount for prompt payment; however, such discounts
shall NOT be considered in determining the lowest net cost for bid evaluation purposes. Bidders
are encouraged to reflect cash discounts in the unit price quoted.
7. MISTAKES: Bidders are required to examine the specifications, delivery schedule, bid prices
and all instructions pertaining to the requirements of this bid. Failure to do so will be at bidder's
risk. In case of a mistake in extension of a unit price, the unit price will govern. Corrections made
by bidder to any bid entry must be initialed by the person who signs the bid.
8. INVOICING AND PAYMENT: The successful bidder shall submit a properly certified invoice
to the City at the prices bid. An original invoice shall be submitted to the appropriate Division
at their drawer number, P.O. Box 1320, Lake Wales, Florida 33859. The vendor shall include
the bid number and/or the purchase order number on all invoices. Invoices will be processed for
payment when approved by the user division.
9. CONFLICT OF INTEREST: All bidders must disclose, with their bid, the name of any officer,
Director or agent who is also an employee of the City or any of their agencies. Furthermore, all
Bidders must disclose the name of any City employee who owns, directly or indirectly, any
interest of any amount in the bidder's firm or any of their branches. Award of this bid shall be
subject to the provisions of Chapter 112, Florida Statutes.
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10. WARRANTY: Unless otherwise specified, the bidder agrees that the services furnished under this
bid shall be covered by the most favorable commercial warranty the bidder gives to any customer
for comparable services, and that the rights and remedies provided herein are in addition to and do
not limit any rights afforded to the City by any provision of this bid.
11. ADDENDUM: Any changes in the bid shall be made in the form of a written addendum by the
Purchasing Agent or her representative. No other person shall be authorized to make changes
verbally or in writing.
12. LIABILITY: The vendor shall hold and save the City, Its elected and appointed officials, agents
and employees harmless from liability of any kind in the performance of this bid and against
claims by third parties resulting from the supplier's breach of contract or the supplier's negligence.
13. PATENTS AND ROYALTIES: The bidder, without exception, shall indemnify and save
Harmless the City and its employees from liability of any nature or kind, including cost and
Expenses for, or on account of, any copyrighted, patented or non-patented invention, process, or
article manufactured and used in the performance of this bid. If the bidder uses any design, device
or material coved by letters, patent or copyright, it is mutually agreed and understood without
exception that the bid prices shall include all royalties or cost arising from the use of such design,
device or material in any way involved in the work.
14. BID PROTEST: Any bidder desiring to file a bid protest, with respect to a recommended award
of any bid, shall do so by filing a written protest. The written protest must be in the possession of
the Purchasing Division within 72 working hours of electronic posting of the bid award, unless
only one bid was received.
FAILURE TO FOLLOW BID PROTEST PROCEDURE REQUIREMENTS WITHIN THE
TIME FRAMES PRESCRIBED HEREIN AS ESTABLISHED BY THE CITY OF
LAKEWALES, FLORIDA, SHALL CONSTITUTE A WAIVER OF THE BIDDER'S
RIGHT TO PROTEST AND ANY RESULTING CLAIM.
15. SUMMARY OF TOTAL SALES: At the end of each quarter, the successful vendor is required
to furnish the Purchasing Division with a summary of sales, in total dollars, for the work
performed as a result of this bid.
16. INDEMNIFICATION: In consideration of Ten Dollars ($10.00) and other valuable
Considerations, Seller shall defend (by counsel reasonably acceptable to City), indemnify and hold
Harmless the City, its employees and agents from and against, including, but not limited to, all
liability, claims, suits, demands, damages, losses and costs, including attorney fees, arising out of
or resulting from the performance of its services, provided that any such liability, claims, suit,
demand, damage, loss or expense is (a) attributable to bodily injury, sickness, disease or death, or
injury to or destruction of tangible property (other than the service itself), including the loss of use
resulting there from; and (b) caused in whole in part by an act or omission of the contractor, any
subcontractor, anyone directly or indirectly employed by any of them, or anyone for whose acts
any of them may be liable, whether or not it is caused in whole or in part by the negligence or
other fault of a party indemnified hereunder. The contractor shall indemnify and hold harmless the
City and anyone directly or indirectly employed by it from and against all claims, suits, demands,
damages, losses and expenses (including attorney fees) arising out of any infringement or patent
rights or copyrights held by others and shall defend all such claims in connection with any alleged
infringement of such rights.
17. PUBLIC ENTITY: A person or affiliate who has been placed on the convicted vendor list
following a conviction for a public entity crime may not submit a bid on a contract to provide any
goods or services to a public entity, may not submit a bid on a contract with a public entity for
construction or repair of a public building or public work, may not submit bids on leases of real
property to a public entity, may not be awarded or perform public entity in excess of the threshold
amount provided in Section287.017, Florida Statutes, for CATEGORY TWO for a period of 36
months from the date of being placed on the convicted vendor list. When submitting this bid, the
bidder hereby certifies that they complied with said statute.
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