Project Background

The City of New Smyrna Beach, Florida is soliciting Invitation to Bid ITB 'Project ID, 'Project Title for the elevation of 9 flood-prone homes.

This elevation project encompasses nine (9) New Smyrna Beach single-family homes located within Special Flood Hazard Areas (SFHA) classified as Zone “AE”, per FEMA’s Flood Insurance Rate Maps. These homes have experienced structural flooding during October 2016 (Hurricane Matthew) and/or September 2017 (Hurricane Irma). Due to their finished floor elevations being below the Base Flood Elevation (BFE) established by FEMA, all 9 homes are presently in imminent risk of reoccurring flooding.

The Hazard Mitigation Grant Program (HMGP) grant sponsored by the Federal Emergency Management Agency (FEMA) allows for the implementation of long-term hazard mitigation measures after a Presidential major disaster declaration to reduce the loss of life and property due to natural disasters. Following its commitment to serve and protect its residences, the City of New Smyrna Beach has recently secured federal funds from FEMA’s HMGP program to elevate nine (9) homes and therefore, remove them from harm’s way (HMGP Contract No. 4337-197-R).

The elevation project will protect these homes following the 100-year storm event as they will be elevated at least one and a half feet above the BFE or above the highest observed flood level within the structures (whichever is higher) plus three (3) feet higher to account for sea level rise. Consequently, future flood-related damages and flood claims will be reduced and/or eliminated.

Contract Terms

Subject to the availability of funds and the responses to this BID, the City shall select a single Contractor to provide the Work. The Contractor shall be experienced in all aspects of the Work. The Contractor shall commence the Work upon a written Notice to Proceed from the City. All Work must be completed by May 31, 2022 in compliance with the FEMA grant deadlines.

The final acceptance of any successful bid shall be subject to, and contingent upon the negotiation between the parties of a Contract in form and substance acceptable to the City. Nevertheless, it is highly recommended for all bidders to review the Draft Contract (Attachment 8) and the HMGP grant agreement provided as attachments to ensure familiarity with all of the terms and conditions set forth therein prior to bid submittal.

Companies with demonstrated experience and with an interest in making their services available to the City are invited to respond to this BID. “Respondents” means the companies that submit proposals in response to this Invitation to Bid. It is understood that the selected Respondent acting as a partnership, corporation, or other legal entity, is Florida licensed and capable of providing the specified services. The Respondent shall be financially solvent and each of its members if a joint venture, its employees, agents, or sub-consultants of any tier shall be competent to perform the services required under this bid document.

This project is a Federally Funded project and, as such, has specific procurement and reporting processes to be compliant with 2 CFR 200 regulations. This bid for Contractors shall meet all applicable Federal Laws and State Grant Guidance which shall be incorporated into the Draft Contract (Attachment 8).

Additionally, the City encourages participation by respondents who are MBE/WBE business enterprises, as defined in Section 288.703, Florida Statutes. Additionally, the City of New Smyrna Beach shall comply with the requirements of 2 C.F.R. §200.321 ("Contracting with small and minority businesses, women's business enterprises, and labor surplus area firms"). Moreover, the Contractor is also required to take the next affirmative steps, if subcontractors are to be used, to assure that MBE/WBEs are used, whenever possible:

i. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;

ii. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources;

iii. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority businesses, and women's business enterprises (however, this requirement does not authorize the City to break a single project down into smaller components in order to circumvent the micro-purchase or small purchase thresholds so as to utilize streamlined acquisition procedures (e.g. "project splitting");

iv. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority businesses, and women's business enterprises; and

v. Using the services and assistance, as appropriate, of such organizations as the Small Business Administration and the Minority Business Development Agency of the Department of Commerce.

The requirement outlined above does not impose an obligation to set aside either the solicitation or award of a contract to MBEs. Rather, the requirement only imposes an obligation to carry out and document the affirmative steps identified above. (Refer to Attachment 3)

Procurement Portal

City of New Smyrna Beach

Procurement Portal