Sign Materials - Reflective Sheeting

BID NOTICE
Polk County, a political subdivision of the State of Florida, requests the submittal of bids
from vendors that are interested in providing 3M reflective sign sheeting as described
herein. Sealed bids must be received in the Procurement Division, prior to the due date
and time listed below.
Bid Number and Title: 26-302 Sign Materials - Reflective Sheeting
Description: Provide 3M reflective sign sheeting for use by Polk County Roads and
Drainage Division.
Receiving Period: Wednesday, July 8, 2026, prior to 2:00 p.m.
Bid Opening: Wednesday, July 8, 2026, 2:00 p.m.
Attached are important instructions and specifications regarding responses to this Bid.
Failure to follow these instructions could result in Bid disqualification.
Questions regarding this bid should be in writing and should reference the above Bid.
Submit all questions to Divina Arroyo, Procurement Analyst, via email at
divinaarroyo@polkfl.gov or via fax at (863) 534-6789 by 4:00 p.m.; June 29, 2026.
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BID REGISTRATION
You must register using this form in order to receive notice of any addenda to these
documents. Please email or fax the completed form to the Procurement Division as
soon as possible. It is the vendor's responsibility to verify if addenda have been issued.
Bid Number: 26-302
Bid Title: Sign Materials - Reflective Sheeting
This form is for bid registration only. Please scroll down for additional information.
Carefully complete this form and return it to the Procurement Division via e-mail to
procurement@polkfl.gov or fax (863) 534-6789. You must submit one form for each bid
that you are registering for.
Company Name: __________________________________________________
Contact Name: ____________________________________________________
Mailing Address: ___________________________________________________
City: _____________________________________________________________
State: ____________________________________________________________
Zip Code: _________________________________________________________
Phone Number: ____________________________________________________
Email: ____________________________________________________________
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BID SUBMITTAL INSTRUCTIONS
Respondents must submit one (1) original copy of the bid submittal prior to 2:00 p.m. on
the bid receiving date. Bids must be submitted in a "sealed" parcel or electronically
through Polk County's secure website, Kiteworks. Bids will be publicly opened at 2:00
p.m. on receiving date.
Sealed Parcel Submittal:
If you are submitting a sealed parcel bid, please cut along the outer 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.
Sealed Bid. DO NOT OPEN
Sealed Bid Number 26-302
Bid Title Sign Materials - Reflective Sheeting
Due Date/Time: July 8, 2026, prior to 2:00 pm
Submitted by:
Deliver To: Polk County Procurement Division
330 West Church Street, Room 150,
Bartow, Florida 33830
Sealed parcel bids may be mailed, express mailed or hand delivered. It is the Bidders
responsibility to ensure their package is delivered to the Procurement Division prior to
2:00 p.m. on the Receiving date and time referenced above. Bids delivered at 2:00 p.m.
or later will not be accepted.
Electronic Bid Submittal:
If you are interested in submitting your bid electronically bidders may do so via the
County's secure electronic submittal website, Kiteworks. Bidders must email
divinaarroyo@polkfl.gov at least 48 hours prior to bid opening to receive a link to upload
their submittal. Please only upload your documents as a PDF or Excel file for bid
sheets. Please use the naming conventions for your files as follows:
For PDF documents "Bid 26-302 - Title of Document"
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For Excel Bid Sheets "Bid 26-302 - Bid Sheet"
For more instructions, a video tutorial has been produced to further explain the
electronic solicitation submittal process. It can be found by clicking here for Bid
Submittals: https://youtu.be/vkn_7AHgioE. If you need assistance accessing this
website due to ADA or any other reason, please email Divina Arroyo at
divinaarroyo@polkfl.gov.
Procurement recommends that bidders submitting electronically double check the
documents submitted into Kiteworks to ensure all requested information and bid sheet
have been uploaded. Failure to upload the completed bid sheet will result in the bid
submittal being deemed nonresponsive.
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26-302, Sign Materials - Reflective Sheeting
STATEMENT OF NO BID
If you do not intend to submit a bid, please complete the information below and return to
the Procurement Division via fax or e-mail. If returning by mail, please be sure the bid
number and title are clearly marked on the front of the envelope.

Insufficient time to respond

Do not offer this product

Specifications unclear

Specifications too restrictive

Unable to meet specifications

Unable to meet bond/insurance requirements

Schedule would not permit us to perform

Other (please specify): ___________________________________________
Company Name: _____________________________________________________
Telephone Number: __________________________________________________
Date: ______________________________________________________________
Signature: ___________________________________________________________
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Contents
Bid Notice .................................................................................................................... 1
Bid Registration ........................................................................................................... 2
Bid Submittal instructions ............................................................................................ 3
Statement of No Bid ..................................................................................................... 5
Bidder Instructions and General Information ............................................................... 7
Bidder Instructions ................................................................................................ 7
General Information ............................................................................................. 13
Signature Acknowledgement ..................................................................................... 27
Bidders Incorporation Information .............................................................................. 28
Drug-Free Workplace Form ....................................................................................... 29
Non-Collusion Affidavit of Prime Bidder ..................................................................... 30
Insurance Requirements ............................................................................................ 31
Insurance ................................................................................................................... 32
Affidavit Certification Immigration Laws ..................................................................... 33
EMPLOYMENT ELIGIBILITY VERIFICATION (E-VERIFY) CERTIFICATION .......... 34
SPECIAL CONDITIONS ............................................................................................ 35
QUALIFICATIONS ..................................................................................................... 37
SPECIFICATIONS ..................................................................................................... 38
BID SHEET ................................................................................................................ 42
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26-302, Sign Materials - Reflective Sheeting
BIDDER INSTRUCTIONS AND GENERAL INFORMATION
Bidder Instructions
(To ensure acceptance of the bid, follow these instructions)
Bid Documents Must Be Delivered to the Procurement Division Prior to 2:00 p.m.
On The 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 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: Bidders 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 or submitted electronically at the proper time and place prior to the bid
opening. All bid openings shall be public, at 2:00 p.m., on the date specified in the
Notice to Bidders. If multiple bids are submitted by the same vendor, Procurement
will only open the most recently dated submittal. Bids, which for any reason are not
so delivered, will not be considered. Bid Submittal Forms Using Facsimile or
Email Will Not Be Accepted.
Note: In accordance with Florida Statute 119.071, a listing of vendors that provide a
bid submittal shall be posted to the County's website at
https://www.polkfl.gov/business/procurement/. The sealed bids shall remain exempt
from disclosure, including bid amounts, until recommendation of award or 30 days
after bid opening, whichever event occurs first.
Should the Procurement Director reject all bids, before the recommendation of
award or 30 days after bid opening, and concurrently provide notice of the County's
intent to reissue the bid, the rejected bids will remain exempt from Florida Statute
119.07 until such time as the County provides notice of recommendation of award
of the reissued bid or until the County withdraws the reissued bid. The bid is not
exempt for longer than12 months after the notice of rejection of all bids.
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26-302, Sign Materials - Reflective Sheeting
4. County as Gatekeeper of Documents: This document is issued by Polk County
and as such shall be the sole distributor of all addendums and/or changes to these
documents. It is the responsibility of the bidder to determine issuance of documents
directly with the Procurement Division. The County is not responsible for any
solicitations issued through subscriber, publications, or other sources not connected
with the County 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 the 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
prices 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 an invoice to the
County at the prices bid. An original invoice shall be submitted to the
appropriate User Division. The bidder shall include the bid number and/or the
purchase order number on all invoices. By submitting an invoice, Bidder's Project
Manager or any authorized officer is attesting to the correctness and accuracy of all
charges. Invoices will be processed for payment when approved by the appropriate
Division's Project Manager or designee. The County's payment of an invoice shall
not constitute evidence of the County's acceptance of the Bidders performance of
the Service or the County's acceptance of any work.
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 County or any of their
agencies. Furthermore, all bidders must disclose the name of any County employee
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26-302, Sign Materials - Reflective Sheeting
who owns, directly or indirectly, any interest of any amount in the bidder's firms or
any of their branches. Award of this bid shall be subject to the provisions of Chapter
112, Florida Statutes.
10. Warranty: Unless otherwise specified, the bidder agrees that the goods furnished
under this bid shall be covered by the most favorable commercial warranty the
bidder gives to any customer for comparable goods, and that the rights and
remedies provided herein are in addition to and do not limit any rights afforded to
the County by any other provision of this bid.
11. Addendum: Any changes in the bid shall be made in the form of a written
addendum by the Procurement Director or his representative. No other person shall
be authorized to make changes verbally or in writing. If an addendum is issued, the
addendum sheet should be signed and submitted with your bid submittal.
12. Liability: The vendor shall hold and save the County, its officers, 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 County 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 or used in the performance of the bid,
including its use by the County. If the bidder uses any design, device or material
covered 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. Cone of Silence: Bidders and any prospective bidders shall not contact,
communicate with or discuss any matter relating in any way to this Bid with any
member of the Polk County Board of County Commissioners or any employee of
Polk County other than the County Procurement Director or the individual
designated in the Procurement Division. This prohibition begins with the issuance of
the Bid and ends upon award or execution of the final contract. Any such
communication initiated by a bidder or prospective bidder shall be grounds for
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26-302, Sign Materials - Reflective Sheeting
disqualifying the offender from consideration for an award pursuant to this bid and
for bids or contracts to be awarded pursuant to RFPs, or Requests for Bid that the
County may issue in the future.
15. 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 Procurement Division within three (3)
working days of the Notice of Recommended Award mailing date. All bidders who
bid will be sent a Notice of Recommended Award, unless only one bid was
received.
A copy of the bid protest procedures may be obtained from the Polk County
Procurement Division or can be downloaded from the County's website at
https://www.polkfl.gov/business/procurement/protest-procedures/.
"Failure to Follow Bid Protest Procedure Requirements Within the Time
Frames Prescribed Herein as Established by Polk County, Florida, Shall
Constitute a Waiver of Your Protest and Any Resulting Claim."
16. Indemnification: Vendor, to the extent permitted by law, shall indemnify, defend
(by counsel reasonably acceptable to County), protect and hold the County, and its
officers, employees and agents, harmless from and against any and all, claims,
actions, causes of action, liabilities, penalties, forfeitures, damages, losses, and
expenses whatsoever (including, without limitation, attorneys' fees, costs, and
expenses incurred during negotiation, through litigation and all appeals therefrom)
including, without limitation, those pertaining to the death of or injury to any person,
or damage to any property, arising out of or resulting from (i) the failure of Vendor to
comply with applicable laws, rules or regulations, (ii) the breach by Vendor of its
obligations under any Agreement with the County entered into pursuant to this
solicitation, (iii) any claim for trademark, patent, or copyright infringement arising out
of the scope of Vendor's performance or nonperformance of the Agreement, or (iv)
the negligent acts, errors or omissions, or intentional or willful misconduct, of
Vendor, its professional associates, subcontractors, agents, and employees;
provided, however, that Vendor shall not be obligated to defend or indemnify the
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