CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-14
ASPHALT MILLING, PAVING, STRIPING OF ASPHALT ROADS AND PARKING LOTS
INTRODUCTION
The City of Fernandina Beach, Florida is accepting competitive sealed bids for ASPHALT
MILLING AND PAVING OF EXISTING ASPHALTIC ROADS AND PARKING LOTS
USING TYPE S-1 OR TYPE S-3 ASPHALT BETWEEN 1,000-50,000 SQUARE YARDS.
The City of Fernandina Beach will receive sealed submittals electronically via
www.demandstar.com. Submittals must be successfully uploaded to Demandstar.com E-
bidding system prior to the 10:15AM(EST) deadline on July 30, 2026. The bid opening will
begin promptly at that time via Zoom. (information for the Zoom meeting can be found in
the Notice of ITB on the City Website Bids/ Purchasing/Fernandina Beach, FL - Official
Websiteand www.demandstar.com.)
It shall be the sole responsibility of the Bidder to have its Bid submitted electronically via
DemandStar website (www.demandstar.com) and uploaded prior to the 10:15AM
deadline. Facsimile, paper or telegraphic submittals will not be accepted. Delay in delivery
shall be the sole responsibility of the Bidder. Submittals received after the deadline will not
be considered. Award of the Bid is subject to authorization and appropriation of funds in
the fiscal year budget.
BIDDERS ARE REFERRED TO THE ATTACHED GENERAL CONDITIONS FOR OTHER
IMPORTANT INFORMATION REGARDING THE BID PROCESS, REQUIREMENTS AND
EXHIBITS.
The bid shall be submitted on the specified Contact Sheet, hereto attached as “Exhibit A”
and Bid Pricing Form, hereto attached as “Exhibit A-1”. The person signing the Bid
Response Form shall have the authority to bind the proposer to the Bid. All information on
the Bid form shall be provided, or the Bid may not be accepted.
The competitive sealed Bid shall be accompanied by a “Public Entity Crimes”, herein
provided as “Exhibit B”, “Drug-Free Workplace Certification” herein provides as
“Exhibit C”, “E-Verify Statement” herein provided as “Exhibit D”, “Proposer
Acknowledgements and Agreements”, herein provided as “Exhibit E”, “Conflict of
Interest”, herein provided as, “Exhibit F”, “Non-Collusion Affidavit”, herein provided as
“Exhibit G” and “Dispute Disclosure”, herein provided as “Exhibit H”.
CONTRACTOR SHALL SIGN AND INCLUDE EXHIBITS “A-H”. Failure to do so, may
result in rejection of the bid.
“Sample Contract” City of Fernandina Beach provided for informational purposes as
a separate document.
In accordance with Item 16, General Terms and Conditions, please provide proof the
Contractor/Vendor is not listed in the Excluded Parties List System, a federal
suspension and debarment listing.
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CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-14
ASPHALT MILLING, PAVING, STRIPING OF ASPHALT ROADS AND PARKING LOTS
SPECIFICATIONS AND SCOPE:
MILLING AND PAVING OF EXISTING ASPHALT ROADS AND PARKING LOTS USING
TYPE S-1 and S-3 ASPHALT BETWEEN 1,000 – 50,000 square yards
Contractor is to furnish all supervision, labor, equipment, maintenance of traffic and other
material necessary to mill and lay asphalt. Subcontractors must be insured for the
coverage limits required by the City and meet Drug Free workplace requirements.
Contractor will be required to meet all FDOT requirements and will be responsible for
managing all pedestrian and vehicle traffic control and site clean-up.
Type S1 -and Type S3 Asphalt must comply with Florida Department of Transportation
Standards Manual specifications.
Material and installation bid is to be quoted per SQUARE YARD indicating price break
intervals based on quantity.
Milling Bid is to be quoted per SQUARE YARD indicating price break levels based on
quantity.
Targeted date for start of work is 21 days from notice to proceed, depending upon weather.
QUALIFICATIONS:
This is a continuing contract and there is no guaranteed minimum amount that will be
awarded. Amounts shown on Exhibit “A-1”, Bid Pricing Form, are to be used solely for
purposes of establishing unit prices for work performed during the life of the contract.
The City of Fernandina Beach reserves the right to increase or decrease estimated annual
quantities to meet additional or reduced requirements based on the City’s budget.
The Contractor will be required to comply with FDOT specifications and requirements. The
Contractor will be responsible for all maintenance of traffic through job completion. No
separate payment must be made for maintenance of traffic. All clean up and disposal of
excess material will be the Contractor’s responsibility.
Surcharges or fees will not be permitted unless identified and quoted in the original bid and
included in the final contract. Pricing must remain firm through contract duration,
October 1, 2026, through September 30, 2027.
The length of this agreement shall be one year, with two one-year renewals possible based
on the mutual consent of both parties.
In addition to any State or Federal required licensing or certifications, bidder must show
that they are legally licensed to operate in the State of Florida and are properly licensed in
their local municipality according to Ch. 489 Florida Statutes. If such municipality does not
require occupational/business license they must provide documentation that states such
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CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-14
ASPHALT MILLING, PAVING, STRIPING OF ASPHALT ROADS AND PARKING LOTS
licensing is not required. If Bidder’s business office is located in the City of Fernandina
Beach a business tax license is required.
Contract may be terminated by either party with 60 days’ written notification.
AWARD
Award recommendation will be awarded to the most responsive and responsible bidder
offering the best value. The City reserves the right, based upon its deliberations and in its
opinion, to accept or reject any or all proposals. The City also reserves the right to waive
minor irregularities or variations to the specifications and in the bidding process.
Successful Bidder is required to have a Business License in the city where their home
office is located. If Bidder's business office is located in the City of Fernandina Beach a
business tax license is required.
BID PACKAGE
Bid Documents and Specifications are available to download from the City of Fernandina
Beach website at www.fbfl.us/bids, and DemandStar at www.demandstar.com. Questions
regarding bid package can be directed to Wanda Weaks, Purchasing Specialist,
wweaks@fbfl.org.
CONTACT
Specification questions during the bid period must be submitted in writing to Purchasing
Specialist Wanda Weaks at wweaks@fbfl.org.
Bidders are hereby put on notice that no contact will be made with any of the City
Commission members, other City staff, or others that may be involved in the selection
process to discuss this request or to influence the outcome of the selection.
ADDENDA
A written response to bidder questions will be issued via Addendum and posted on the
City’s website at www.fbfl.us/bids and DemandStar at www.demandstar.com. It is the
bidder’s responsibility to check the City’s website for Addenda prior to submitting their bid.
The deadline for questions is ten days before bid opening.
If there is an Addendum it becomes part of the original Bid and must be acknowledged by
attaching a copy of the Addendum, signed by an authorized representative of the person or
company submitting the bid or proposal. Failure to do so may disqualify the bid or
proposal.
INSURANCE REQUIREMENTS
Insurance requirements are outlined in the General Conditions of this Invitation to Bid.
BOND REQUIREMENTS
No Bid Bond is required for this bid.
Page 3 of 24
CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-14
ASPHALT MILLING, PAVING, STRIPING OF ASPHALT ROADS AND PARKING LOTS
EQUAL OPPORTUNITY/AFFIRMATIVE ACTION
To the extent allowable by law the City is an equal opportunity/affirmative action employer.
To the extent allowable by law the City is committed to equal opportunity employment effort
and expects firms that do business with the City to have an affirmative action program.
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CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-14
ASPHALT MILLING, PAVING, STRIPING OF ASPHALT ROADS AND PARKING LOTS
GENERAL TERMS AND CONDITIONS
1. PREPARATION OF BID - INVITATION TO BID will be prepared in accordance with
the following:
a. The enclosed Contact Sheet attached hereto as “Exhibit A” and Bid Form,
attached hereto as “Exhibit A-1”, must be used when submitting your
INVITATION TO BID.
b. All information required by the Contact Sheet and Bid Form must be furnished.
The Bidder must print or type his/her name and manually sign the Form and any
continuation sheet on which an entry is made.
c. Unit prices must be shown and where there is an error in extension of price, the
unit price will govern.
d. Alternate Bids will not be considered unless authorized by the Invitation to Bid.
e. Bidders will not include federal taxes nor State of Florida sales, excise, and use
taxes in prices, as the City is exempt from payment of such taxes. An exemption
certificate will be signed where applicable upon request.
f. Bidders must make all investigations necessary to thoroughly inform themselves
about any and all conditions related to the performance of the contract. Plea of
ignorance by the Bidder of conditions that exists or may hereafter exist as a
result of failure or omission on the part of the Bidder to make the necessary
examinations and investigations, or failure to fulfill in every detail the
requirements provided for in the Purchasing Policy, Purchasing Ordinance and/or
State and Federal Statutes. The City’s Purchasing Ordinance is set forth in
Chapter 2-420, et seq.
g. Prices quoted must be FOB City of Fernandina Beach, Florida with all
transportation charges prepaid unless otherwise specified in the Invitation to Bid.
h. Deliveries are to be FOB Destination unless otherwise specified in the Invitation
to bid.
i. Deliveries are to be made during regular business hours.
j. Bids and Bid prices must be valid for a minimum of ninety (90) days, unless
otherwise stated on the INVITATION TO BID.
2. SUBMISSION OF BID
a. The City of Fernandina Beach has partnered with DemandStar using their E-
bidding platform. All submittals will be received through the DemandStar
E-bidding platform. To register and submit through DemandStar go to
www.demandstar.com/registration.
3. REJECTION OF BID
a. The City reserves the right to accept or reject any or all Bids, to waive
irregularities and technicalities, and to request resubmission or to re-advertise for
the services. The City will be the sole judge of the submittals. The City's
decision will be final.
4. WITHDRAWAL OF BID
a. Bids may not be withdrawn after the time set for the opening for a period of time
as specified.
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
