DEPARTMENT OF MILITARY AFFAIRS CFMO CONTRACT MANAGEMENT BRANCH ISSUED ADDENDUM October 9, 2018 ADDENDUM # 1 Project # 210032 Project Name: CBJTC RV Storage Lot From: Department of Military Affairs, CFMO Contracting Branch This addendum and the listed attachments forms a part of the contract documents and modifies the original bidding documents dated September 27, 2018. Acknowledge receipt of this addendum in your Exhibit 4 Bid Proposal form. Respondents are hereby informed that the Invitation to Bid has been clarified as follows: Any concerns with this addendum should be addressed to ng.fl.flarng.list.cfmo-contracting@mail.mil This addendum consists of 11 pages GENERAL/Pre-Bid Meeting Minutes Bid Opening Date: Tuesday October 30, 2018 at 2:00 pm local time at Robert F. Ensslin, Jr. Armory, Saint Augustine (unchanged) Please see attached CFMO Contracting Branch Mandatory Pre-Bid/Site Visit Agenda for this project and Contractor Sign-In Sheet that was issued at the Pre-Bid/Site Visit. END OF ADDENDUM # 1 dated October 9, 2018
AGENDA PRE-BID / SITE VISIT MEETING Tuesday, October 9, 2018, 9:30 a.m. EST Project # 210032 Camp Blanding RV Storage Lot CBJTC, Starke, FL 1. SIGN-IN OF ALL ATTENDEES: 2. INTRODUCTIONS: 3. PROJECT DESCRIPTION / SCOPE OF WORK: Contractor to supply all labor, materials, and equipment to construct a 300ft X 600ft RV storage lot, to include 6 chain link fence with three strands of barb wire around perimeter per Force Protection Criteria. One 24 ft. sliding gate to be installed for ingress and egress. Concrete aprons to be poured adjacent to existing concrete driveway. Lot to be paved, consisting of a 12 stabilized subgrade, 6 lime rock base plus a 1½ Asphalt overlay. Provide a graded swale around perimeter of lot to provide proper drainage per grading plan. One row of sod shall be installed along all paved surfaces. Other disturbed areas shall be regraded and treated with grass seed, fertilizer and mulch to FDOT grassing standards. Furnish and install all necessary mechanisms, including but not limited to silt fence, to provide adequate erosion and sediment control per detail drawings in plans. 4. SITE CONDITIONS: a. Examine the site for information and conditions under which the work is to be done before submitting the proposal. No allowance will be made for extra expense on the account of error. b. Make deviations as necessary to conform to actual locations and conditions without extra cost. Contractor will field verify all locations, connections, and elevations prior to commencement of work. c. Contractor will verify location and elevation of all underground utilities prior to commencement of any required excavation work if applicable. 5. BID BOND: Bids/Proposals in total excess of $100,000.00, the bidder MUST provide with bid, a good faith deposit in the amount of 5% of the bid by way of a bid bond from a surety insurer authorized to do business in the state of Florida as surety or a certified check or cashier s check accompanying the bid. 1
6. PERMITS: a. The contractor is obligated to apply for, obtain and pay for any/all building permits required from the local authority for construction of this facility. b. In the case of plumbing, electrical, other internal system permits and connection permits, the Contractor is obligated to obtain such permits and pay such fees. c. The Contractor shall determine the permits and fees required by any entity having jurisdiction over any part of the project and shall include the cost of all such permits in his bid proposal. d. The Contractor shall have delivered a copy of the permit to the Project Manager before a Notice to Proceed is issued or any on-site work begins. Failure to do so will cause a Stop Work at the Contractors expense or a Termination for Cause. 7. DEADLINE FOR QUESTIONS FROM BIDDERS: Thursday, October 18, 2018 @ 4:00 pm EST All future requests for questions and clarifications related to the solicitation must be in e-mail format to CFMO, ng.fl.flarng.list.cfmo-contracting@mail.mil. All TECHNICAL questions must be e-mailed as described in the ITB. All questions will be answered in the final addendum, and posted in the same manner as the ITB. 8. FINAL ADDENDUM ISSUED: By Close of Business on Thursday, October 25, 2018. 9. EXHIBIT 4 BID PROPOSAL FORM: Submit one (1) original Exhibit 4 Bid Proposal Form on contractor letterhead for each project. Envelopes must be clearly marked ATTN: - Sealed Bid Project #: (see above as appropriate), Project Name: (see above as appropriate), Attention: CFMO Contract Management Branch. Please note that an individual Bid Proposal packet must be submitted for each project. All submittals are to be included in the bid package submitted. Missing documents may result in a disqualification of bidder. The DMA will not be responsible for bids submitted on forms other than our own, or for information regarding the bid provided by other than this agency. 10. EXHIBIT 5 SUBCONTRACTOR LIST: Submit one (1) copy of Exhibit 5 List of Subcontractors of all major subcontractors. If no subcontractors are used, write No subs used and include the exhibit in your packet. Only the names of the subs need to be listed, license and telephone numbers can be obtained after the bid and only from the winning bidder. 2
11. SUBMITTALS REQUIRED WITH BID PROPOSAL FORM (Exhibit 4): Department of Military Affairs (DMA) requires Contractors to submit new qualifications forms for each project. We do not pre-qualify and keep on file. Bidder Qualifications for Award of Contract: Florida State Contractor License (Copy Required) Registration in MyFloridaMarketPlace e-procurement system on MyFlorida.com Any/All Addenda must be acknowledged (on Exhibit 4) Subcontractor List (Exhibit 5) FNG 5085, Contractor Qualification (Exhibit 3) Bid Bond Letter of Confirmation from your bonding company stating that you can bond or have bonded with this company Contractor agreement to perform no less than 15% of project work itself, on company letterhead 12. NON-TECHNICAL SPECIFICATIONS LEVEL 4 (Posted on VBS): Bidding Conditions Section B Contract Conditions Section C NOTE: Insurance requirements Sections C1 and C2 Special Conditions Section D 13. BID OPENING DATE: Bids will be received publicly and read aloud on Tuesday, October 30, 2018 @ 2:00 pm EST. 14. BID OPENING LOCATION: Robert F. Ensslin, Jr. Armory, 2305 SR 207, Saint Augustine, FL 32086. State approved picture I.D. is required for entry into the RFE National Guard Armory. You will be directed to the bid opening location from that point. Bids will be accepted until the time of the Bid Opening and will be date/time stamped in on the Official Time Clock. Bids must be submitted (entirely completed) on Exhibit 4 (copied onto contractors letterhead) and in full accordance with the requirements of the solicitation, bidding conditions and contractual conditions of the Non- Technical Specifications Level 3, and must be original signed documents only. Please contact Contract Management Branch at 904-827-8544 to confirm receipt of bid. Bids transmitted electronically will not be considered. Bids received at the bid opening location designated above after the exact time specified for receipt will not be considered. Bids received at any other Department of Military Affairs or Agency Representative location will not be considered. 3
15. PERFORMANCE BOND AND LABOR AND MATERIAL PAYMENT BONDS: Performance and Labor and Material Bonds are required from any persons or parties entering into a formal contract with the State of Florida for contracts in total excess of $100,000.00 for construction, additions, renovations, repairs, or demolition of any public building pursuant to Florida Statute 255.05(1)(a). These must be supplied to our office within 10 days of contract award. No work may commence, or Notice to Proceed be issued in connection with the contract until the bonds have been submitted to the CFMO-Contract Management Branch. Bonds must be filed and recorded in the county in which the project is located. 16. CONTRACTORS INSURANCE: a. The contractor must provide the owner with proof of insurance within 10 days of contract award. No work may commence in connection with the contract until he has obtained all insurance as specified in the Non-Technical Specifications, Section C and such insurance has been approved by the Owner, nor shall the contractor allow any subcontractor to commence work on his subcontract until all similar insurance required of the subcontractor has been so obtained and approved by Owner. b. All insurance policies shall be with insurers qualified and doing business in Florida through an authorized licensed Florida Resident Agent. 17. DAVIS BACON ACT: Davis Bacon Act does not apply to this solicitation. Maintenance of the payroll records are the sole responsibility of the contractor. Do not send payroll records to the Department of Military Affairs, Construction & Facility Management Office. 18. ACTUAL DAMAGES: Amount based on actual loss to government. Contract will be modified (by Change Order) to reflect actual losses to the government in lieu of daily amount (liquidated damages). 19. CONTRACT AWARD: Per Florida Administrative Code 60D-5.007, the project will be awarded to the responsive and responsible bidder that has submitted the lowest price for the base bid or base bid plus alternate bid items. NOTE: Award of this contract is contingent upon funding from the State of Florida. 20. MY FLORIDA MARKET PLACE: Registration in the MyFloridaMarketPlace (MFMP) Vendor Bid System (VBS) is a requirement for award of any state contract or purchase order. See handout (Contracting Procedures). Any solicitation/information obtained from sources other than the Vendor Bid System should not be relied on by contractors intending to bid on DMA projects. Bid solicitations received from public sources should be followed up by a check of the Vendor Bid System for the original DMA advertisement. 4
21. ELECTRONIC FUNDS TRANSERS: The State of Florida highly promotes the use of direct deposit. Payments will be deposited directly into a contractor s account 4 to 10 days before a paper check may be received. An information sheet is available for Electronic Funds Transfers by contacting the Contract Management Office at ng.fl.flarng.list.cfmo-contracting@mail.mil. 22. E-VERIFY SYSTEM: Unauthorized Aliens Checks Through E-Verify System Pursuant to the State of Florida, Office of the Governor, Executive Order Number 11-02 entered on January 4, 2011, Contractor will utilize the U.S. Department of Homeland Security s E-Verify system to verify the employment eligibility of: (a) All persons employed during the term of the Contract by Contractor to perform employment duties within Florida within 3 business days after the date of hire; and (b) all persons (including sub-contractors) assigned by Contractor to perform work pursuant to the Contract with the Department within 90 calendar days after the date the Contract is executed or within 30 days after such persons are assigned to perform work pursuant to the Contract, whichever is later. 23. W-9 INFORMATION: Effective March 5, 2012, State of Florida agencies will not be permitted to place orders for goods and services or make payments to any vendor that does not have a verified Substitute W-9 on file with the Department of Financial Services. Vendors are required to register and submit a Form W-9 on the State Vendor Website https://flvendor.myfloridacfo.com. Vendors who do not have internet access may call (850) 413-5550 for assistance. 24. CFMO PROJECT MANAGER: 25. SITE VISIT: 26. CONTRACTOR QUESTIONS/CONCERNS: NOTICES: NO VERBAL STATEMENTS MADE BY ANY STATE OF FLORIDA EMPLOYEE OR AGENCY REPRESENTATIVE WILL OPERATE TO SUPERSEDE INFORMATION PUBLISHED IN THE SOLICITATION. ONLY WRITTEN ADDENDUMS ISSUED BY THE DEPARTMENT OF MILITARY AFFAIRS CONSTRUCTION AND FACILITY MANAGEMENT OFFICE OR ITS REPRESENTATIVES WILL OPERATE TO ALTER OR OTHERWISE AMEND THIS SOLICITATION. 5
STATE OF FLORIDA DEPARTMENT OF MILITARY AFFAIRS CONSTRUCTION & FACILITY MANAGEMENT OFFICE VENDOR INFORMATION The Construction & Facility Management Office promotes fair and open competition in the directorate s procurement process; as well as, providing professional leadership and guidance in understanding and using the best resources available. We are committed to developing and implementing sound procurement practices; maintaining integrity and public confidence in the objectivity and fairness in awarding public contracts; procuring goods and services at the quality required for the best possible value while building strong successful relationships with all vendors. The following guidelines apply for public advertisement of our directorate s professional services and construction procurements. Professional Services: 1. Professional services (including architectural, engineering, landscape architectural or survey and mapping services) are selected on a qualifications basis per Florida Statute 287.055 via Professional Qualifications Supplement No. FNG 5112 and may or may not require an interview for three short listed firms: 2. All procurements over $35,000 in fees or design services in which the construction estimate is over $350,000 shall be advertised on the Vendor Bid System (VBS) for no less than 10 days. NOTE: Professional services with fees under $200,000 and where construction estimates are under two million dollars $2,000,000 (per project) may be selected from Continuing Statewide Contracts maintained by our office with no advertisement required. 3. Continuing Statewide Contracts are advertised on the Vendor Bid System. Construction: 1. Construction, (including all labor, services and materials provided in connection with the construction, alteration, repair, demolition, reconstruction or any other improvement to real property) is procured pursuant to Florida Statute 255 by way of invitations to bid, publicly opened and read aloud at the location, date and time specified in the solicitation. 2. Projects where the construction estimate is below $200,000 (Level III) are procured by an invitation to bid sent to a minimum of 3 qualified contractors, may also be advertised on the VBS. 6
3. Projects where the construction estimates are between $200,000 and $500,000 (Level IV) shall be advertised in the Florida Administrative Register (FAR) and posted electronically on the Vendor Bid System for at least 21 days. 4. Projects where the construction estimate exceeds $500,000 (Level V)shall be advertised in the Florida Administrative Register and electronically on the Vendor Bid System for at least 30 days; as well as in a local paper for one (1) run. Invitations to Bid are awarded to the lowest responsive (submitted all documents required) and responsible (agency technical representative have approved the Contractors Experience Questionnaire and Financial Statement Form FNG 5085) bidder. Prequalification packages are to be submitted with bid in a sealed package. State requires contractor to have successfully completed at least two projects of same size, scope and complexity within the previous 3 years. State of Florida s performance and obligation to pay under a contract is contingent upon availability of funding and an annual appropriation by the legislature. Step #1. MFMP Vendor Registration: All vendors must be registered in the MyFloridaMarketPlace (MFMP), Vendor Bid System (VBS) on the MyFlorida.com website at https://vendor.myfloridamarketplace.com/ in order to receive an award from any state agency. If you have any registration issues, please contact the MyFloridaMarketPlace help desk by e-mail at myfloridamarketplace@myflorida.com or by telephone at 1-866-352-3776. The following two categories are the most commonly advertised by our department: Architectural/Engineering Services 81101508 General & Building Contractors 72121100 There are several pages of commodity codes in which you may qualify to sell or perform services. Look on the MyFlorida.com website to view all commodity codes available. Step #2. Electronic Notification Registration: When you register for the Vendor Bid System also sign up for electronic notification at http://vbs.dms.state.fl.us/vbs/notification_new.selection. Whenever an advertisement is put out under one of the above categories by any state agency, the point of contact you specify in your registration will be notified by e-mail. We also advise to periodically check the Vendor Bid System for advertisements at: http://vbs.dms.state.fl.us/vbs/search.criteria_form. Step #3. Electronic Funds Transfer (EFT): EFT takes about 30 days to become effective. One registration with the Department of Financial Services is good for all state agencies. http://www.fldfs.com/aadir/direct_deposit_web/vendors.htm. 7
Step #4. Attend Mandatory Pre-Bid Meeting: All Department of Military Affairs construction projects have a mandatory pre-bid meeting. Only those firms who have signed in on the sign-in sheet may submit bids for construction projects. Meeting dates are listed in the solicitation posted on the Vendor Bid System. The Non-Technical Specifications, including the State of Florida Terms and Conditions are applicable to all professional services and construction contracts written by the State of Florida, Department of Military Affairs, Construction & Facility Management Office are part of Level III, IV and V. A copy can be obtained from our office for review by calling (904) 827-8544 or 823-0255. The contractor s terms and conditions do not apply. If further assistance is required or if you have any additional questions, the Department of Military Affairs, Construction & Facility Management Office, Contracting Department is pleased to assist. CFMO CONTRACTING BRANCH: ng.fl.flarng.list.cfmo-contracting@mail.mil Cody Kennedy, Chief, Contracting Branch (904) 823-0285 cody.b.kennedy.civ@mail.mil Fred E. Levinson, Contract Manager (904) 823-0255 fred.e.levinson.nfg@mail.mil M J Lanni, Contract Manager (904) 823-0256 m.j.lanni.nfg@mail.mil Rachel E. Sommerer, Contract Manager (904) 827-8544 rachel.e.sommerer.nfg@mail.mil Facsimile Number (904) 823-0189 8
STATE OF FLORIDA DEPARTMENT OF MILITARY AFFAIRS CONSTRUCTION FACILITY MANAGEMENT OFFICE SOLICITATIONS / ANNOUNCEMENTS / ADDENDA / INTENT TO AWARD / BIDDER LIST / SHORT LISTS Instructions for navigating the Vendor Bid System: Florida Administrative Code 60A-1.021 requires electronic posting of advertisements and agency decisions by all state agencies. The following are instructions used to view all advertisements/agency decisions posted by the State of Florida, Department of Military Affairs, Construction and Facility Management Office. Click on this link: http://www.myflorida.com/apps/vbs/vbs_www.search_r2.criteria_form Choose "Department of Military Affairs in the Agency box, as shown below: Agency: Department of Military Affairs Then click on the "Initiate Search" button at the bottom of the page. This will provide a list of all Department of Military Affairs Open Solicitations. Click on the "Number" for the solicitation you want to view, this will open that advertisement. In the Advertisement Console (Documents to Download) select any of the documents pertaining to the advertisement in the Description block to download. To download the documents, simply click on document name, highlighted in blue. 9