Special Requirements

Special Requirements

Many bids are for specialized products or services and contain requirements designed to meet specific needs.  Listed below are some of the more common special requirements.

Pre-Bid Conference:  Pre-Bid conferences is an opportunity to discuss plans and specifications, and other relevant project information.  All questions are still required in writing and an addendum is issued with the response(s).

Bid Bond:  If a bid bond is required, it will be specifically stated in the contract document.  Bid bonds are held until the contract is awarded by City Commission, at which time all bid bonds other than the awarded vendor are released.  The awarded vendor’s bid bond is released when the contract is executed by the City, unless the bid document stipulates that the bid bond will be held throughout the term of the contract.

A bid bond is recognized as a possible obstacle in your bidding, and is not required on the majority of purchases made by the City.  If a bid bond is required with the bid, the bid will not be accepted without it.

Performance and Payment Bonds:  The awarded bidder shall file with the City a performance bond and a payment bond as security for the faithful performance of the contract and for the payment of all persons supplying labor and materials for the construction of the work.  The bonds shall be issued by a surety company authorized to do business in the State of Florida, which has a Resident Agent in the State of Florida.  Performance and payment bonds are usually required on all formally solicited construction contracts.

Insurance:  Whenever a solicitation requires insurance, the recommended vendor must provide proof of insurance to the City before starting work on the project.  It will be necessary for you to furnish coverage as may be required; and, in addition, the City of Coconut Creek must be named as an additional insured. 

Addenda/Changes in the Bid/RFP:    If any addenda are issued to a solicitation, the City will attempt to notify all known prospective bidders.  The responsibility remains with each bidder, before submitting a bid, to check the division’s webpage to determine if addenda were issued and to make such addenda a part of their bid or proposal.

Bid Document:  Upon learning of an upcoming contract, you may obtain a bid document by electronically by accessing the Procurement Division webpage, or emailing.  When requesting a bid document, provide the title and bid number – usually located in advertisements and notices. 

Cone of Silence:  Means a prohibition on any communications between a potential offeror, bidder, lobbyist, consultant, or City Commissioner and certain members of City staff regarding a particular Request for Proposals (RFP), Request for Qualifications (RFQ), Invitation for Bids (IFB), or any other advertised solicitation from the time a solicitation is advertised to contract award recommendation and does not include written communications on file with the City Clerk.

Right to Protest:  Any actual or prospective bidder who is allegedly aggrieved in connection with a pending award may protest in writing to the Procurement Official.  The written protest will be reviewed by the Procurement Official and the City Attorney’s office, and a written response rejecting or upholding the protest will be issued. 

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