INTRODUCTION

The Bay County Board of County Commissioners is seeking bids from qualified vendors for the design, purchase, installation and integration of traffic signal mast arm supports and associated work at designated traffic signal locations that are currently existing on spanwire supports and concrete strain poles.  

The project may be reimbursed by the Hazard Mitigation Grant Program (HMGP) DR-4399-119-R, as approved by the Florida Division of Emergency Management (FDEM), Federal Emergency Management Agency (FEMA) and the Hazard Mitigation Community Development Match Grant (HMGP-CDBG) Program through the Florida Department of Economic Opportunity (FDEO). Funding for the project may be made possible through these grants and is contingent on strict conformance to the guidelines set forth by FDEM, FEMA, and FDEO.   Respondents shall comply with the Federal Regulations Contract Requirements shown at Exhibit 4. 

BID DEADLINE/DELIVERY

ELECTRONIC/SEALED BIDS for ITB NO: 23-10 Traffic Signal Mast Arm Hardening HMGP Project 4399-119-R will be received by the BOARD OF COUNTY COMMISSIONERS OF BAY COUNTY, FLORIDA at the Purchasing Department 840 W. 11^th Street, Suite 2500, Panama City, FL 32401 up until 2:00 pm (CST) on Tuesday, January 31, 2023. Bids will be publicly opened immediately following the deadline. Each bid shall be valid to Bay County for a period of ninety (90) days after the bid opening. ANY BID RECEIVED AFTER THE SPECIFIED TIME WILL NOT BE CONSIDERED.

Bids for this solicitation will be accepted electronically via the Purchasing Department's Bonfire Web portal (https://baycountyfl.bonfirehub.com/portal/?tab=openOpportunities) until 2:00 p.m. (CDT) on the bid date. 

SEALED PAPER Bids shall be delivered to the Board of County Commissioners Purchasing Department, at 840 W. 11^th Street, Suite 2500, Panama City, Florida 32401, no later than the bid deadline. Bidders should submit one (1) original labeled “Original” bid package. Bids shall be enclosed in a sealed envelope bearing the title of the work, the name of the bidder and the date for opening. It is the sole responsibility of the bidder to ensure that the bid is received on time. The County will check the bids and notify the selected bidder at the earliest opportunity. 

Special Accommodation:  Any person requiring a special accommodation at a Pre-Bid Conference or Bid opening because of a disability should call the Purchasing Department   at (850) 248-8270 at least five (5) workdays prior to the Pre-Bid Conference or Bid opening.   For Hearing Impaired, Dial 1-800-955-8771 (TOO), and 1-800-955-8770 (Voice). 

BID DOCUMENTS

Electronic versions of the solicitation documents are available via Purchasing Department's Bonfire web portal https://baycountyfl.bonfirehub.com/portal/?tab=openOpportunities.

Bid documents, plans, blueprints, or other materials may also be obtained by contacting the Bay County Purchasing Department, , 840 West 11^th Street, Suite 2500, Panama City, FL 32401, (850) 248-8270.

For those projects with separate plans, blueprints, or other materials that cannot be accessed through the internet, the Purchasing Department will make a good faith effort to ensure that all registered bidders (those who have been registered as receiving a bid package) receive the documents. 

Proof of Florida Department of Transportation prequalification (current FDOT Certificate of Qualification) for the prime and/or sub-contractor(s) shall be included with the submittal. County staff shall validate certifications using the Florida Department of Transportation’s Procurement Office web site list of prequalified contractors.

Note: Respondents shall attend the pre-bid meeting. Any Respondent who fails to attend will be deemed non-responsive and automatically disqualified from further consideration. The purpose of this meeting is to familiarize respondents with the project and answer questions. All Respondents must be present and signed in prior to the start of the Mandatory Pre-Bid Meeting. The convener of the meeting will collect the sign in sheet(s) and the meeting will “Officially” start. Anyone not signed in at the “Official” start of the meeting will be considered late and will not be allowed to propose on the project. Please allow 10 to 15 minutes to sign in prior to the start of the Mandatory Pre-Bid Meeting.

In the event that any discussions or questions at the pre-bid meeting or afterward require additional clarification the COUNTY will issue a written summary of questions and answers as an addendum to this Invitation to Bid.