Purchase of Water Inventory

Invitation to Bid
ITB# 26-UT- 017
Purchase of Water Inventory
Whitney Donovan NIGP-CPP
Purchasing Coordinator
ITB# 26-UT-017 PURCHASE OF WATER INVENTORY

LEGAL NOTICE
Notice is hereby given that the City of Mount Dora is accepting electronic bids only for Sealed Invitation
to Bid # 26-UT-017 to provide utility inventory. Bids will be received until 2:00 p.m. on April 28, 2026.
A pre-bid conference is not applicable for this solicitation.
ITB# 26-UT-017
"PURCHASE OF WATER INVENTORY"
Necessary meetings, unless noted otherwise, will be held via electronic meeting format. Please be advised
that dates and times, are subject to change and updates posted on the City of Mount Dora's website at
www.cityofmountdora.com, on www.demandstar.com and in the City Hall Lobby.
The City of Mount Dora does not discriminate based on age, race, color, sex, religion, national origin,
disability or marital status.
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ITB# 26-UT-017 PURCHASE OF WATER INVENTORY 2

Electronic responses will be the only method allowed for Bidders to respond to this solicitation. Electronic
responses shall be submitted via DemandStar and AURSI in accordance with the submission
requirements outlined in this ITB. DemandStar shall be used for all required bid documents, and
AURSI shall be used for pricing submission only.. All submittals must be compatible with Microsoft
Office 2007 or later. Bidders can only view/submit their Bid and will not have access to any other Bidder's
submittals. The Bidder's Bid may be changed at the Bidder's discretion until the due date and time have
been reached at which time the Bidder will no longer change or have access to the electronic bid submittal.
Bidders who are bidding for the first time are strongly encouraged to contact Demandstar by e-mailing
questions to DemandStar at www.demandstar.com. All bids must be received by the date and time
specified above, when they will be opened, via computer, and publicly read aloud. The bid time shall be
scrupulously observed. The City shall not be responsible for delays or internet outages caused by any
occurrence. The City website does not accommodate electronic responses to bids. Receipt of a bid in any
other form does not satisfy this requirement. No exceptions will be made.
If you have obtained this document from a source other than directly from DemandStar you are not on
record as a plan holder. The Purchasing Department takes no responsibility to provide Addenda to parties
not listed as plan holders. It is the Bidder's responsibility to check with our office prior to submitting your
proposal to ensure you have a complete, up to date package. The Bidder is responsible for verifying they
have received all Bid Addenda. For the purpose of this bid, the term Bidder, Proposer, and Contractor may
be used interchangeably.
CAUTION: Bidders should take caution that the City is not responsible for any power outages or internet
failures. It is suggested that you upload your response in adequate time to assure that it will post on the
day prior to the closing date.
1) INTRODUCTION/OVERVIEW
A) Purpose/Objective
The City of Mount Dora has issued this Invitation to Bid (hereinafter, "ITB"), as a joint solicitation
on behalf of the City, the Community Redevelopment Area (CRA) and the Northeast Community
Redevelopment Area (Northeast CRA), with the sole purpose and intent of obtaining bids from
interested and qualified vendors offering to provide the City's utilities department with a "Purchase
of Water Inventory" in accordance with the specifications stated and/or attached herein/hereto.
The bidder may be referred to herein as the "Vendor, Bidder or Responder" either with
capitalization or not.
If awarded under a contract to provide the equipment a contract will be effective on the date such
contract is approved by the City of Mount Dora (herein after, the "City or City Council"), signed
by all required parties and filed with the City Clerk.
As is more fully explained in Section "6L" of this ITB, an award, if made, will be made to the best
overall bidder(s) whose bid is most advantageous to the City, taking into consideration the
evaluation factors set forth in this ITB. The City will not use any other factors or criteria in the
evaluation of the bids received.
B) Background
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The City serves an area of 12.29 square miles with a population of approximately 18,896. The
City's fiscal year begins on October 1st and ends on September 30th. The Finance Department
maintains the funds and accounts of the City. The Finance Department is responsible for the
custody and accounting of funds in each department.
More detailed information on the government and its finances can be found in City of Mount
Dora's Comprehensive Annual Financial Report for fiscal year 2023-2024 and in the City's
Annual Budget for fiscal year 2025-2026. Copies of these documents may be viewed on
www.moutdora.gov. The City of Mount Dora is exempt from any and all state, local and federal
taxes.
C) Inquiries
Direct questions related to this ITB to Whitney Donovan, Purchasing Coordinator, and submit
such questions in writing to: Finance-Purchasing@cityofmountdora.com. Please include the page
and paragraph number for each question in order to ensure that questions asked are responded to
correctly.
The only official answer or position of the City will be stated in writing from Finance-
Purchasing@cityofmountdora.com. All questions asked, along with the answers rendered will be
electronically distributed to all vendors registered for this solicitation and additionally, posted on
the City website (www.mountdora.gov) and on DemandStar (www.demandstar.com).
D) Method of Source Selection
The City is using the Bid method of source selection for this procurement, as authorized by
Resolution 2024-36 establishing and adopting the City of Mount Dora Purchasing Policy, as from
time to time amended. Each Bid will be reviewed to determine if the Bid is responsive to the ITB.
Bids deemed to be non-responsive may be rejected. A responsive Bid is one which has been signed
and submitted by the specified Bid deadline, and has provided the information required to be
submitted with the Bid. Poor formatting, poor documentation, incomplete or unclear information
may be considered as a substandard submission and may adversely impact consideration of a Bid.
Bidders who fail to comply with the required and/or desired elements of this ITB do so at their
own risk. Ultimate selection will be based on the lowest, compliant, qualified and responsive bid.
The City may, as it deems necessary, conduct discussions with responsible bidders determined to
be in contention for being selected for award for the purpose of clarification to assure full
understanding of, and responsiveness to solicitation requirements.
E) Pre-Bid Conference
A pre-bid conference is not applicable for this solicitation.
A non-mandatory mandatory pre-bid conference will be held on _______ ,
commencing promptly at ______, and will be held in the Council Chambers, 510 North Baker
Street, Mount Dora, Florida 32757.
If this pre-bid conference is denoted as "mandatory", prospective proposers must be present in
order to submit a bid response.
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F) Projected Timetable
The following projected timetable should be used as a working guide for planning purposes only.
The City reserves the right to adjust this timetable as required during the course of the ITB process.
Event Date
ITB Notice of Advertisement April 28, 2026
Pre-Bid Conference Not Applicable
Last Date for Receipt of Written Questions May 12, 2026 at 4:00 p.m.
Addendum Issued (If Applicable) May 19, 2026
June 2, 2026 at 2:00 p.m.
Bid Opening Date
(See Exhibit "A" for ZOOM info)
Notice of Recommendation June 12, 2026
City Council Meeting Date Not Applicable
2) GENERAL DESCRIPTION - SCOPE OF WORK
The City of Mount Dora ("City") is seeking sealed bids from qualified and responsible vendors
for the furnishing and delivery of water utility inventory materials on an as-needed basis. This is a
requirements-type contract and does not guarantee any minimum purchase. The purpose of this
Invitation to Bid (ITB) is to establish pricing for commonly used water system materials to support
the operation, maintenance, repair, and expansion of the City's water distribution and treatment
infrastructure.
The successful bidder(s) shall supply new, unused, current-production water utility materials that
meet all applicable industry standards, specifications, and regulatory requirements. Materials shall
be suitable for use in municipal potable water systems and compatible with existing City
infrastructure.
Quantities listed in this ITB, if any, are estimated for evaluation purposes only and are not
guaranteed. The City reserves the right to increase, decrease, add, or delete items as operational
needs dictate. Vendors shall clearly identify any minimum order quantities (MOQs) or order
restrictions at the time of bid submission. The City will not be obligated to purchase quantities that
do not meet its operational needs, and any MOQs not disclosed in the bid response may not be
honored.
All materials furnished under this Invitation to Bid shall be new, unused, and of current
manufacture, and shall be suitable for use in a municipal water utility system. Materials shall be
of standard commercial quality and shall meet or exceed all applicable AWWA, ASTM, ANSI,
NSF, and Florida Department of Environmental Protection (FDEP) standards, where applicable.
Where manufacturer names, brand names, or model numbers are referenced, they are intended to
establish a standard of quality and performance and shall not be construed as limiting competition.
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Approved "or equal" products may be submitted for consideration, provided they meet or exceed
the specified requirements and are fully compatible with the City's existing water system
infrastructure.
Bidders proposing an equal shall clearly identify the substitute item and submit sufficient technical
documentation, including manufacturer specifications or cut sheets, to demonstrate equivalency.
Failure to provide sufficient documentation may result in the proposed alternate being deemed
non-responsive. The City reserves the right to determine, in its sole discretion, whether a proposed
substitute is considered an approved equal.
All materials shall be free from defects in material and workmanship. Materials intended for
potable water use shall be certified for potable water applications. Any component with a wetted
surface must comply with applicable NSF and AWWA/ANSI standards.
The City reserves the right to reject any materials that do not conform to these technical
specifications or operational requirements. The materials identified herein represent approved
items. Any proposed alternates must meet or exceed all specified requirements, including but not
limited to dimensions, connections, wall thicknesses, and performance criteria. The Vendor shall
submit sufficient documentation to demonstrate equivalency and compliance for any proposed
alternate. Acceptance of such alternates shall be subject to review and approval by the City.
The City reserves the right to inspect all materials upon delivery and reject any materials found to
be defective, damaged, or not in compliance with the specifications at no cost to the City. Rejected
materials shall be promptly removed and replaced by the Vendor at the Vendor's expense.
3) BIDDER REQUIREMENTS
I. Miscellaneous
Successful bidder shall supply technical information before or during delivery of the unit.
Technical information shall include shop, service and parts manual covering the equipment
purchased, and an owner's manual.
II. Warranty
Successful Bidder shall provide a product warranty guaranteeing that all materials are free
from defects in material and workmanship for a period of one (1) year from the date of
delivery. The warranty period shall begin upon delivery and shall not be extended due to
storage time or delayed installation.
III. Delivery
Successful bidder(s) shall deliver via FOB Destination if using commercial and common
carrier/freight, to the City of Mount Dora Warehouse, 401 Limit Ave., Mount Dora, FL
32757. Title and risk of loss shall remain with the Vendor until receipt and acceptance by
the City.
The anticipated delivery period shall be specified in the vendor's ITB response. By
submitting a response to this ITB the vendor certifies the stated lead time/delivery period
is a true and accurate time period at the time of bidding.
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4) TERMS AND CONDITIONS OF CONTRACT
The City may develop a Purchase Order with the successful Contractor. Any purchase order
resulting from this ITB shall be subject to the standard terms and conditions of the City and any
terms and conditions included in this ITB. The City reserves the right to include in these
documents such terms and conditions, as it deems necessary for the proper protection of the rights
of the City. The City will not be obligated to sign any contract, agreement or other documents
provided by the Contractor with its submittal.
5) GENERAL TERMS AND CONDITIONS
A) Licenses - Does Not Apply to this ITB
The successful Bidder is required to possess any proper occupational license and/or professional
license, and any other authorizations necessary to provide the needed products and the post
delivery services, if applicable and as required by this ITB pursuant to all applicable Federal,
State and Local Law, Statute, Ordinances, and rules and regulations of any kind.
If required and/or requested, copies of the required licenses must be submitted with the proposal
response indicating that the entity proposing, as well as the team assigned to the City account, are
properly licensed to perform the activities or work included in the contract documents. A
Contractor, with an office within the City is also required to have a business tax receipt.
If you have questions regarding required professional licenses and Business Tax Receipt, contact
the Finance Department at (352) 735-7120.
B) Principals/Collusion
By submission of a Bid, the undersigned, as Bidder, does declare that the only person or persons
interested in the Bid, as principal or principals, is/are named in the Bid and that no other person
has any interest in the Bid or in the contract to be entered into; that the Bid is made without
connection to any other person, company or parties and that the Bid is, in all respects, fair and
submitted in good faith without collusion or fraud.
C) Taxes
The City is exempt from Federal Excise and State of Florida Sales Tax.
D) Relation of City
It is the intent of the parties that the Contractor shall be considered an independent contractor, and
that neither the Contractor nor their employees shall, under any circumstances, be considered
employees or agents of the City, and that the City shall be at no time legally responsible for any
negligence on the part of said Contractor, its employees or agents, resulting in either bodily or
personal injury or property damage to any individual, vendor, firm, or corporation.
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F) Termination
Should the Contractor be found to have failed to perform his services in a manner satisfactory to
the City, the City may terminate this Purchase immediately for cause.
G) Liability
The Contractor will not be held responsible for failure to complete the orders due to causes beyond
its control, including, but not limited to, work stoppage, fires, civil disobedience, riots, rebellions,
Acts of Nature and similar occurrences making performance impossible or illegal.
H) Indemnity
The successful proposer shall indemnify and hold the City harmless from any and all liabilities,
damages, losses and costs, recognizing any applicable limitations under Florida law, with such
indemnification and hold harmless requirements included in the final Agreement executed
between the City and said successful proposer.
I) Assignment
The Contractor(s) shall not assign, transfer, convey, sublet or otherwise dispose of this order, or
of any or all of its rights, or interest therein, or his or its power to execute such order to any person,
company or corporation without prior written consent of the City.
J) Fund Availability
Any orders executed for the goods set forth in this ITB shall be subject to fund availability.
K) Lobbying
All vendors are hereby placed on NOTICE that the City does not wish to be lobbied, either
individually or collectively about a matter for which a vendor has submitted a Bid.
Vendors and their agents are not to contact members of the City Council for such purposes as
meeting or introduction, luncheons, dinners, etc. During the process, from Bid announcement to
final Council approval, no vendor or agent thereof shall contact any administrator or employee
of the City in reference to this Bid, with the exception of the Finance Director or his designee(s).
Failure to abide by this provision may serve as grounds for disqualification under this ITB.
L) Single Bid
Each Bidder must submit, with its bid, all required forms included in this ITB. Only one bid from
a legal entity as primary will be considered. A legal entity that submits a Proposal as a primary or
as part of a partnership or joint venture submitting as primary may not then act as a sub-consultant
to any other firm submitting under the same ITB. All submittals in violation of this requirement
will be deemed non-responsive and rejected from further consideration.
M) Protest Procedures
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Any appeal or protest to the Invitation to Bid shall be governed by the City of Mount Dora's
Purchasing Policies and Procedures.
N) Public Entity Crime
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, proposal, or reply on a contract to provide any goods
or services to the City; may not submit a bid, proposal, or reply on a contract with the City for
the construction or repair of a public building or public work; may not be awarded or perform
work as a contractor, supplier, consultant, subcontractor, or subconsultant under a contract with
the City; and may not transact business with the City for a period of thirty-six (36) months
following the date of being placed on the convicted vendor list.
O) Conflict of Interest
Bidder shall complete the Conflict of Interest Affidavit included as an attachment to this ITB
document.
Disclosure of any potential or actual conflict of interest is subject to City staff review and does not
in and of itself disqualify a vendor from consideration.
These disclosures are intended to identify and or preclude conflict of interest situations during the
selection, award and contract execution processes.
P) Prohibition of Gifts to City Employees
No organization or individual shall offer or give, either directly or indirectly, any favor, gift, loan,
fee, service or other item of value to any City employee, as set forth in Chapter 112, Part III,
Florida Statutes, the current City Ethics Ordinance, and City Administrative Policy. Violation of
this provision may result in one or more of the following consequences:
a. Prohibition by the individual, vendor, and/or any employee of the vendor from contact with
City staff for a specified period of time
b. Prohibition by the individual and/or vendor from doing business with the City for a specified
period of time, including but not limited to: submitting bids, ITB, and/or quotes
c. Immediate termination of any contract held by the individual and/or vendor for cause.
Q) Immigration Reform and Control Act
Bidder acknowledges, and without exception or stipulation, any vendor(s) receiving an award shall
be fully responsible for complying with the provisions of the Immigration Reform and Control Act
of 1986, 8 U.S.C. 1324, and regulations relating thereto, as either may be amended. Failure by the
awarded vendor(s) to comply with the laws referenced herein shall constitute a breach of the award
agreement and the City shall have the discretion to unilaterally terminate said agreement
immediately.
R) Scrutinized Company List
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Pursuant to Fla. Stat. 287.135, a company or other entity is ineligible to, and may not, bid on,
submit a proposal for, or enter into or renew a contract with the City for goods or services of:
i. One hundred thousand dollars or more if, at the time of bidding on, submitting a
proposal for, or entering into or renewing such contract, the company or other entity is
on the Scrutinized Companies or Other Entities that Boycott Israel List, created pursuant
to Fla. Stat. 215.4725, or is engaged in a boycott of Israel; or
ii. One million dollars or more if, at the time of bidding on, submitting a proposal for, or
entering into or renewing such contract, the company: (i) is on the Scrutinized
Companies with Activities in Sudan List or the Scrutinized Companies with Activities
in Iran Terrorism Sectors List, created pursuant to Fla. Stat. 215.473; or (ii) is engaged
in business operations in Cuba or Syria.
The Respondent representative authorized to sign on the required form found below on behalf of
the bidder CERTIFIES that the entity identified as the Respondent is not listed on either the
Scrutinized Companies with Activities in Sudan List; or the Scrutinized Companies with
Activities in the Iran Petroleum Energy Sector List; is not on the Scrutinized Companies or Other
Entities that Boycott Israel List or participating in a boycott of Israel; and does not have any
business operations with Cuba or Syria. Authorized representative understands that pursuant to
Fla. Stat. 287.135 and 215.473, the submission of a false certification may subject the
Respondent to civil penalties, attorneys' fees, and/or costs. A copy of the current list of
"Scrutinized Companies" can be found at the following link: https://www.sbafla.com/reporting/.
S) Billing Instructions - Upon Award
Specific format of the invoice shall be worked out between the City and the contractor prior to
the first invoice being submitted. Payment shall be made in accordance with the Florida Prompt
Payment Act, as amended from time to time.
6) INSTRUCTION FOR BID
A) Compliance with the ITB
Bids must be in strict compliance with this ITB. Failure to comply with all provisions of the ITB
may result in disqualification.
B) Acknowledgment of Insurance Requirements
By signing the Insurance Requirements included in this ITB, Bidder acknowledges these
conditions may include Insurance Requirements.
It should be noted by the Bidder that, in order to meet the City's requirements, there may be
additional insurance costs to the Bidder's vendor. It is, therefore, imperative that the bidder discuss
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