ITB 26-04 RECLAIMED WATER RESERVOIR IMPROVEMENT PROJECT

CITY OF PORT ORANGE, FLORIDA
INVITATION TO BID
ITB #26-04-CW
RECLAIMED WATER RESERVOIR IMPROVEMENT
PROJECT
City of Port Orange Purchasing Division
Prepared by: Catrina Wilson
Release Date: May 27, 2026
Bid Due Date & Time: June 24, 2026 @ 2:30 PM
City of Port Orange, Florida
1000 City Center Circle, Port Orange, FL 32129
(386)506-5718
purchdiv@port-orange.org; www.port-orange.org
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Legal Notice to Bidders
ITB # 26-04-CW
RECLAIMED WATER RESERVOIR IMRPOVEMENT PROJECT
Notice is hereby given that the City of Port Orange is soliciting bids for ITB #26-04-CW Reclaimed
Water Reservoir Improvement Project. Bids will be accepted in the City Clerk's office, Port Orange City Hall,
1000 City Center Circle, Port Orange, Florida 32129 until 2:30 PM Eastern Standard Time (EST) on June 24,
2026, which may be amended by addendum issued by the City. All untimely bids will not be considered and will
be returned to the Bidder unopened. All bids will be evaluated to ensure they contain all required forms in
order to deem the Bidder responsive or non-responsive. Bids will be opened and read aloud at 2:30
PM EST in Council Chambers.
There will be a mandatory pre-bid conference and site visit for the project at 10:00 AM EST on June 3, 2026, at
City Hall, Council Chambers (1st floor), 1000 City Center Circle, Port Orange, FL 32129. All prospective Bidders
must attend the meeting and site visit. Only Bidders attending the Mandatory Pre-Bid Conference and Site
visit will be eligible to submit a Bid. All attendees to the Pre-Bid Conference and site visit must sign in. The
representative of each Bidder shall be an authorized employee of the Bidder and MUST sign in accordingly.
Bidders are urged to obtain bid documents and familiarize themselves with the documents prior to the pre-bid
conference.
A Bid Guarantee in the form of a Bid Bond executed by the Bidder and an acceptable surety or a certified check or
bank draft payable to the City of Port Orange, Florida in an amount equal to five percent (5%) of the proposed bid
must be submitted with each bid. If awarded, the Bidder must also be able to obtain payment and performance
bond equal to one hundred percent (100%) of project value from a surety company licensed in Florida and must
submit proof of their present bonding capacity with their submitted bid package in the form of a current (not
older than 3 months) letter from Bidder's bonding agent. Bidder's failure to include the bonding capacity letter
with bid package may result in rejection of Bidder's submittal.
DESCRIPTION: Reclaimed Water Reservoir Lake A and Lake B improvements.
Bidders must be a commercial entity licensed to do business in the State of Florida and perform the
services identified herein. Bidders must be properly registered and licensed to provide the services
identified in the scope of work by all applicable state and local agencies.
All bids are solicited and shall be made pursuant to the Code of Ordinances, City of Port Orange, Chapter 2, Article
VI, Division 2, Section 2-263, and all bids will be evaluated in accordance with the provisions thereof. Code of
Ordinances, City of Port Orange is on file in the Office of the City Clerk, City Hall, 1000 City Center Circle, Port
Orange, Florida 32129 and at www.municode.com.
Copies of the bid documents, requirements, scope of service and all other pertinent information necessary to
submit a complete package may be obtained electronically from the City of Port Orange Purchasing web page at
www.port-orange.org/bids.aspx and DemandStar via their website at www.demandstar.com .
All questions shall be directed in writing to Catrina Wilson, Procurement Manager at cwilson@port-orange.gov
and purchdiv@port-orange.org and reference "Questions on ITB #26-04 Reclaimed Water
Reservoir Improvements" in the subject line. Last day for questions will be June 10, 2026, by 5:00 PM EST.
-CW
The Cone of Silence begins with the issuance of the solicitation document and continues until City Council meets
to make a final decision on an award. During this time Bidders, suppliers, contractors and sub-contractors are
prohibited from all communications regarding the solicitation with City staff, City consultants, City legal counsel,
City agents, or elected officials. Any Bidder who initiates any discussions or attempts to influence a member or
members of the aforementioned shall be disqualified from continued participation in the procurement process
with regard to that particular solicitation. While the Cone of Silence is in effect, all communications from potential
Bidders, suppliers, contractors and sub-contractors must be directed to the Purchasing Division @
purchdiv@port-orange.org.
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Cut along the outer border and affix this label to the outside of your sealed bid envelope/package to
identify it as a "Sealed Bid". Be sure to include the name of the company submitting the bid where
requested.
SEALED BID - DO NOT OPEN
SEALED BID NO.: ITB #26-04-CW
BID TITLE: RECLAIMED RESERVOIR IMPROVEMENTS
DUE DATE/TIME: June 24, 2026 AT 2:30 PM EST
SUBMITTED BY: ______________________________________________
(Name of Company)
BIDDER'S ADDRESS: ______________________________________________
_______________________________________________
DELIVER TO: CITY OF PORT ORANGE CITY CLERK'S OFFICE
ATTN: Catrina Wilson, Procurement Manager
PURCHASING DIVISION
1000 CITY CENTER CIRCLE
PORT ORANGE, FL 32129
DATE/TIME RECEIVED:_____________________________________________________
(To be stamped by Clerk's Office)
Contents
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SECTION 1 - PURPOSE AND OVERVIEW ................................................................................................................................................. 5
SECTION 2 - INSTRUCTIONS TO BIDDERS ............................................................................................................................................ 6
SECTION 3 - SCOPE OF WORK .................................................................................................................................................................. 10
SECTION 4 - STANDARD PURCHASE DEFINITIONS ........................................................................................................................ 11
SECTION 5 - GENERAL TERMS AND CONDITIONS........................................................................................................................... 14
SECTION 6 - SPECIAL REQUIREMENTS/INSTRUCTIONS .............................................................................................................. 34
SECTION 7 - REQUIRED FORMS ............................................................................................................................................................... 36
FORM 7.1 - BID SUBMITTAL CHECKLIST ..................................................................................................................................... 36
FORM 7.2 - BIDDER'S ACKNOWLEDGEMENT ............................................................................................................................ 37
FORM 7.3 - ADDENDUM AND CHANGE ORDER PROCEDURE ACKNOWLEDGEMENT .......................................... 38
FORM 7.4 - DRUG-FREE PREFERENCE STATEMENT .............................................................................................................. 39
FORM 7.5 - SWORN STATEMENT ON PUBLIC ENTITY CRIMES ........................................................................................ 40
FORM 7.6 - ANTI-COLLUSION ............................................................................................................................................................. 41
FORM 7.7 - STATEMENT OF BIDDER'S QUALIFICATIONS ................................................................................................... 42
FORM 7.8 - PROFESSIONAL REFERENCES FOR PREVIOUS EXPERIENCE .................................................................... 43
FORM 7.9 - LISTING OF SUBCONTRACTORS .............................................................................................................................. 44
FORM 7.10 - SCRUTINIZED COMPANIES CERTIFICATION....................................................................................45
FORM 7.11 - LOCAL BUSINESS AFFIDAVIT OF ELIGIBILITY .............................................................................................. 46
FORM 7.12 - E-VERIFY AFFIDAVIT .................................................................................................................................................. 47
FORM 7.13 - CERTIFICATION REGARDING DEBARMENT ................................................................................................... 48
FORM 7.14 - AFFIDAVIT OF COMPLIANCE WITH F.S. 287.138..........................................................................49
FORM 7.15 - NO BID RESPONSE ........................................................................................................................................................ 50
APPENDIX A - 44 C.F.R. PART 18 CERTIFICATION REGARDING LOBBYING....................................................51
(ATTACHMENT 1) - SCHEDULE OF UNIT PRICING .................................................................................................................. 52
BID BOND ...................................................................................................................................................................................................... 53
PAYMENT & PERFORMANCE BOND (for informational purposes only)....................................................................5
LEASED EMPLOYEE AFFIDAVIT (for informational purposes only) ......................................................................................... 5
AFFIDAVIT REGARDING WORKERS' COMPENSATION (for informational purposes only) ............................................ 5
HUMAN TRAFFICKING AFFIDAVIT (for informational purposes only)...................................................................... 8
CITY OF PORT ORANGE CONTRACT DOCUMENTS (for informational purposes only)..................................................... 569
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SECTION 1 - PURPOSE AND OVERVIEW
The purpose of this Invitation to Bid (ITB) is to solicit competitive sealed bids from Firms or Companies (Bidders)
for Reclaimed Water Reservoir Improvements Project.
It is the intent and purpose of the City of Port Orange (City) that this Invitation to Bid promotes competitive
selection. It shall be the Bidder's responsibility to advise the Purchasing Division of any language, requirements,
etc. or any combination thereof that inadvertently restricts or limits the requirements stated in this ITB to a single
source.
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SECTION 2 - INSTRUCTIONS TO BIDDERS
Bidders desiring to provide services, as described herein shall submit sealed bids, including one (1) original and
one (1) digital (flash drive) version in PDF format, in conformance with the detailed submittal instructions.
TIMELINE (Eastern Standard Time)
The City reserves the right to alter dates as needed.
DESCRIPTION DATE
Date of distribution May 27, 2026
Mandatory pre-bid conference and site visit June 3, 2026 @10am
Deadline for questions June 10, 2026 by 5:00 PM
Addendum posting (if needed) June 17, 2026
Bids due June 24, 2026 by 2:30 PM
City Council meeting for approval of Recommendation of Award To Be Determined
Bids must be delivered in a sealed envelope/package and delivered to:
City of Port Orange City Clerk's Office
Attn: Catrina Wilson, Procurement Manager
Purchasing Division
1000 City Center Circle
Port Orange, FL 32129
Sealed bids must be delivered no later than the date and time listed in the Timeline above. All times referenced
are local time. Bids shall be sealed and Bidders shall clearly indicate on the outside of their bid the following:
a. Invitation to Bid (ITB) Number and Title
b. Date of Opening
c. Name of Bidder
d. Address of Bidder
Due to the timing of mail service, the City cautions Bidders to ensure actual delivery of bids to the City prior to
the deadline set for receiving bids. Carrier and hand deliveries of bids will be accepted in the City Clerk's Office,
Port Orange City Hall, 1000 City Center Circle, Port Orange, Florida 32129 until the date and time referenced in
the Timeline above or as amended by addendum issued by the City. Bids received after the established deadline
shall not be considered.
Bidders are cautioned that they are responsible for delivery to the specific location cited above.
Therefore, if your bid, proposal, statement or quotation is delivered by an express mail carrier or by any
other means, it is your responsibility to ensure delivery to the above address. The City will not be
responsible for deliveries made to any place other than the specified address.
Offers by telephone, email or fax will not be accepted.
All bids will be opened publicly and the names of all Bidders shall be read aloud. All conferences and meetings
regarding this ITB are recorded electronically (audio only). The City of Port Orange reserves the right to reject
any or all bids or parts of bids if it is in the best interest of the City.
PREBID CONFERENCE
There will be a mandatory prebid conference and site visit on the date and time referenced in the Timeline above
at City Hall, Council Chambers (1st Floor), 1000 City Center Circle, Port Orange, Florida 32129. All prospective
Bidders must attend the meeting and site visit. Only Bidders attending the mandatory pre-bid conference
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and site visit will be eligible to submit a bid. All attendees to the mandatory prebid conference and site visit
MUST sign in. The representative of each Bidder shall be an authorized employee of the Bidder and must sign in
accordingly. The site visit will immediately follow the meeting in Council Chambers.
QUESTIONS
All questions shall reference ''ITB #26-04 Reclaimed Water Reservoir Improvements Project" in the subject line.
All questions concerning this ITB shall be submitted in writing no later than the date and time referenced in the
Timeline above to:
Catrina Wilson, Procurement Manager
1000 City Center Circle
Port Orange, FL 32129
cwilson@port-orange.org
purchdiv@port-orange.org
ADDENDA
The City will issue responses to inquiries and any other corrections or amendments it deems necessary in written
addenda issued prior to the bid due date. Bidders should not rely on any representations, statements or
explanations other than those made in this ITB or in any addendum to this ITB. Where there appears to be a
conflict between the ITB and any addenda issued, the last addendum issued will prevail. The Bidder should verify
prior to submitting a bid that all addenda have been received and reviewed. All addenda will be published on the
City Purchasing web page at www.portorange.org/bids.aspx and the Euna OpenBids (Formally DemandStar)
website at www.demandstar.com.
The City of Port Orange reserves the right to consider the omission of an acknowledgment of addendum
as cause for rejection of the ITB submittal.
This provision exists solely for the convenience and administrative efficiency of the City of Port Orange. No Bidder
or other third party gains any rights by virtue of this provision or the application thereof, nor shall any Bidder or
third party have any standing to sue or cause of action arising therefrom.
CLARIFICATIONS
It is the Bidder's responsibility to become familiar with and fully informed regarding the terms, conditions and
specifications of this ITB. Lack of understanding and/or misinterpretation of any portions of this ITB shall not be
cause for withdrawal of your bid after opening or for subsequent protest of award.
MINIMUM QUALIFICATIONS
Bidders shall be licensed to do business in the State of Florida. Submit Sunbiz report showing your company
registered as "Active".
Bidders must provide a minimum of three (3) verifiable references from similar scopes of work as identified in
this ITB on the provided Professional References form (Form 7.8). Failure to provide verifiable references may
cause the Bidder to be deemed nonresponsive. The City of Port Orange is not to be used as a reference.
NO LOBBYING
All Bidders are hereby placed on notice that the City of Port Orange Council, City Employees/Staff, nor Members
of the Evaluation Committee (with the exception of the City of Port Orange Purchasing Division personnel
designated to receive requests for interpretations or corrections) are not to be lobbied, directly or indirectly
either individually or collectively, regarding this ITB. During the entire procurement process, all Bidders and their
subcontractors, subconsultants, or agents are hereby placed on notice that they are not to contact any persons
listed above for such purposes as holding meetings of introduction, dinners, etc. if they intend to submit or have
submitted bids for this project. Any Bidder contacting individuals mentioned herein in violation of this warning
may automatically be disqualified from further consideration for this ITB.
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SCHEDULE OF UNIT PRICING
Schedule of Unit Pricing is to be completed as directed and without modification and returned as part of the ITB
submittal prior to the ITB deadline for submission. Failure to fill out the Schedule of Unit Pricing as directed and
without modification will negatively affect the evaluation of your bid. If the City has a need to revise the Schedule
of Unit Pricing prior to the bid submittal deadline, it will do so in a published addendum. If the City does revise
the Schedule of Unit Pricing, bidders must complete and return the City issued revised version of the Schedule of
Unit Pricing. If bidder does NOT complete and return the City issued revised version of the Schedule of Unit Pricing
their bid submittal will be deemed non-responsive.
EXCEPTIONS TO SPECIFICATIONS
If taking exception to any portion of the ITB specifications, the Bidder must indicate those exceptions as stated on
the Bidder's Acknowledgement (Form 7.2).
BID SUBMISSION AND WITHDRAWAL
Unless otherwise specified, Bidder shall use the forms supplied by the Purchasing Division. Bids, once opened,
become the property of the City, cannot be withdrawn, and will not be returned to the Bidders. Upon opening,
bids become subject to public disclosure in accordance with Chapter 119, Florida Statutes.
CORRECTION OF BIDS
Correction of inadvertently erroneous bids shall be permitted up to the time of ITB opening. Bidders shall not be
allowed to modify their bids after the opening time and date.
WITHDRAWAL OF BIDS
NO bid shall be withdrawn for a period of one-hundred-twenty (120) days subsequent to the bid opening without
the consent of the City of Port Orange. Negligence on the part of the Bidder's firm in preparing their bid confers
no right of withdrawal or modification after the bid has been opened at the appointed time and place by the City
of Port Orange. Any such withdrawn bid shall not be resubmitted.
OPENING OF BIDS
Bids will be received until the date and time stated in this ITB and will be publicly opened and read at the place,
time and date stated. The City bears no responsibility for the premature opening of a bid not properly addressed
and identified.
LITIGATION HISTORY
The City will consider a Bidder's litigation history information in its review and determination of responsibility.
All Bidders are required to disclose to the City all "material" cases filed, pending, or resolved during the last five
(5)years prior to the solicitation response due date, whether such cases were brought by or against the Bidder,
any parent or subsidiary of the Bidder, or any predecessor organization. If the Bidder is a joint venture, the
information provided should encompass the joint venture (if it is not newly formed for purposes of responding
to the solicitation) and each of the entities forming the joint venture. Although the review of a Bidder's litigation
history is an issue of responsibility, the failure to provide litigation history as required in the Evaluation Criteria
may result in a recommendation of non responsive by the Purchasing Manager.
DEBARMENT HISTORY
The City will consider a Bidder's debarment history information in its review and determination of responsibility.
All Bidders are required to disclose to the City all cases of debarment filed, pending, or resolved by the City or
other public entity during the last five (5) years prior to the solicitation response due date, whether such actions
were brought by or against the Bidder, any parent or subsidiary of the Bidder, or any predecessor organization.
If the Bidder is a joint venture, the information provided should encompass the joint venture (if it is not newly
formed for purposes of responding to the solicitation) and each of the entities forming the joint venture. Although
the review of a Bidder's debarment history is an issue of responsibility, the failure to provide debarment history
as required on the Certification Regarding Debarment, Suspension and Other Responsibility Matters (contained
herein) may result in a recommendation of nonresponsive by the Purchasing Manager.
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REJECTION OF BIDS
The City reserves the right to reject any and/or all bids when such rejection is in the best interest of the City.
BIDS MAY BE REJECTED AND/OR BIDDER(S) DISQUALIFIED FOR THE FOLLOWING REASONS:
(a) Failure to update the information on file including address, product, service or business descriptions.
(b) Failure to perform according to contract provisions.
(c) Conviction in a court of law of any criminal offense in connection with the conducting of business.
(d) Evidence of a violation of any federal or state antitrust law based on the submission of bids or proposals,
or the awarding of contracts.
(e) Evidence that the Bidder has attempted to give a City employee a gratuity of any kind for the purpose of
influencing a recommendation or decision in connection with any part of the City's purchasing activity.
(f) Other reasons deemed appropriate by the City.
OWNERSHIP OF DOCUMENTS
All documents resulting from this solicitation will become the sole property of the City of Port Orange. The Bidder
must meet all requirements for retaining public records and transfer, at no cost, to the City all public records in
the possession of the Bidder upon termination of this Agreement and destroy any duplicate public records that
are exempt or confidential and exempt from public records disclosure requirements. All records stored
electronically must be provided to the City in a format that is compatible with the information technology systems
of the City.
AMERICANS WITH DISABILITIES ACT (ADA)
If you need special services provided under the Americans with Disabilities Act, contact the ADA Coordinator in
our Human Resources office at 3865065560 at least 48 hours before the scheduled event.
REQUIRED DOCUMENTS FOR AWARDED BIDDER
The awarded Bidder shall return all the required postaward documents within 10 days after the issuance of the
Notice of Intent to Award in order to execute the contract.
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SECTION 3 - SCOPE OF WORK
SCOPE OF WORK:
The City currently stores treated reclaimed water in Lake A and B. The work consists of furnishing all labor,
equipment and materials for the following, but not limited to: construction of a ditch to connect Lake A to Lake B
in lieu of the existing interconnecting piping; raising the berm height of Lake B by one foot and modifying its three
emergency overflow weirs to provide additional storage; improving the yard piping to enhance operational
flexibility; and implementing electrical upgrades to the intake pump station and the effluent pump station as
shown in the plans.
DRAWINGS, SPECIFICATIONS AND REQUIREMENTS:
Please see Attachment 2 and 3 published on the City's webpage @ https://www.port-orange.org/bids.aspx and
DemandStar via their website @ www.demandstar.com.
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