CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-17
INSTALLATION OF FLOORING IN CITY OWNED BUILDINGS
INTRODUCTION
The City of Fernandina Beach, Florida is accepting competitive sealed bids from
qualified Flooring Contractors for the INSTALLATION OF FLOORING in designated
City owned buildings.
The City of Fernandina Beach will receive sealed submittals through
www.demandstar.com. Submittals must be uploaded to Demandstar.com E-bidding
System prior to 11:00AM(EST), 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 Website and
www.demandstar.com.)
It shall be the sole responsibility of the Bidder to have its Bid submitted through the
DemandStar website (www.demandstar.com) and uploaded prior to the 11:00AM
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 INVITATION TO 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 submittal.
“Sample Contract” City of Fernandina Beach provided as separate document.
In accordance with Item 16, General Terms and Conditions, please provide proof the
Contractor 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 26-17
INSTALLATION OF FLOORING IN CITY OWNED BUILDINGS
SCOPE OF WORK
The Contractor shall supply all labor, equipment, and materials necessary to
perform the work under this contract. The work consists of all installation of
flooring in the form of ceramic tile, vinyl plank, engineered wood plank, and
commercial carpet in designated City owned buildings. All work will be
performed in accordance with the specifications provided by the City of
Fernandina Beach.
• The Contractor shall install flooring to clean surfaces. Surface must be leveled to
flooring manufacturer’s specifications.
• The Contractor shall take all precautions to protect furnishings for this work. The
Contractor will be liable for any damages caused through their actions.
• The City of Fernandina shall choose the product and color prior to the start of the
job.
• The Contractor shall maintain a proper dress code for all its employees while
they are on the job site, shirts shall be worn at all times. There will be no loud
radios allowed on the jobsite. The job site is a City of Fernandina Beach property
that MAY be in operation during the project. The Contractors employees must
maintain common courtesy while on the grounds to the staff and visitors.
• The Contractor will be allowed to stage tools and materials on the premises. The
contractor may also arrange for their own dumpster to be used on site.
Placement of the Contractors dumpster or storage trailers will be at the discretion
of the Project Manager.
• The Contractor shall maintain a safe and secure jobsite throughout the project.
All debris is to be disposed of either in the Contractor’s dumpster or legally
offsite.
• The Contractor shall follow all applicable safety practices on each job. OSHA
regulations shall apply.
• The normal work hours of the City of Fernandina buildings are 8:00 a.m. to
5:00p.m, Monday through Friday. The Contractor may work extended hours with
permission from the Project Manager. The Contractor shall notify the Project
Manager in writing to request a substantial completion inspection.
• All work must carry a one-year labor warranty against peeling, bubbling, lifting, or
other workmanship defects.
Any exclusions regarding the installation proposed by the bidder must be expressly
stipulated in the bid submittal.
Contractor is to provide unit pricing for the project per Exhibit A-1 (below) on this
Invitation to Bid document. The pricing for the services contained within this bid shall
remain the same through the term of the agreement beginning October 1, 2026, through
September 30, 2027. Two, one-year extensions may be available based upon mutual
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CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-17
INSTALLATION OF FLOORING IN CITY OWNED BUILDINGS
agreement and same terms and conditions. (See item 7, Award of Invitation to Bid,
General Conditions of Invitation to Bid)
AWARD
Award recommendation will be to the most responsive and responsible bid submittal
offering the best value to the City of Fernandina Beach. The City reserves the right,
based upon its deliberations and in its opinion, to accept or reject any or all bid
submittals. 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.
ITB PACKAGE
Request for Bid Documents and Specifications can be downloaded online at
www.fbfl.us/bids. Any questions regarding the ITB package can be directed in writing to
Wanda Weaks, Purchasing Specialist, at wweaks@fbfl.org.
CONTACT
Specification questions during the submittal period must be submitted in writing to
Wanda Weaks, Purchasing Specialist, 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 submittal and must be
acknowledged by attaching a copy of the Addendum, signed by an authorized
representative of the person or company submitting the bid. Failure to do so may
disqualify the bid submittal.
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.
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CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-17
INSTALLATION OF FLOORING IN CITY OWNED BUILDINGS
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 a vigorous
affirmative action program.
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CITY OF FERNANDINA BEACH, FLORIDA
INVITATION TO BID 26-17
INSTALLATION OF FLOORING IN CITY OWNED BUILDINGS
GENERAL CONDITIONS OF INVITATION TO BID
1. PREPARATION OF BID – INVITATION TO BID will be prepared in accordance
with the following:
a. The Contact Form, attached hereto as “Exhibit A”, and Bid Pricing Form,
attached hereto as “Exhibit A-1” must be used when submitting your BID.
b. All information required by the Contact Sheet and Bid Pricing Sheet 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. 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.
d. 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 Bid
submitter 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.
e. Bidders are encouraged to submit sufficient references and experience
relative to the proposed project and any other relative documents that
demonstrate the capabilities, resumes, and experience of the Bidder to
perform the scope of work specified, however, this information should be
limited to a maximum of 15 pages.
f. Prices quoted must be FOB City of Fernandina Beach, Florida with all
transportation charges prepaid unless otherwise specified in the Invitation to
Bid.
g. Deliveries are to be FOB Destination unless otherwise specified in the
Invitation to Bid.
h. Deliveries are to be made during regular business hours.
i. Bids and Bid prices must be valid for a minimum of ninety (90) days, unless
otherwise stated In 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 PROPOSAL
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
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This is the opportunity summary page. It provides an overview of this opportunity and a preview of the attached documentation.
