1-SS-26-00029 Backup.pdf

Yuen Leones Highlight

WWW.FLORIDACOASTEQ.COM

2025 -2026 Parts Pricing

Florida Coast Equipment (FCE) Is the sole supplier for Kubota equipment, rental, service and parts In Hillsborough County. Our servicing branch In Plant City, FL. FCE agreement for 1 year contract with renewable option. In this volatile market we will set the Pricing for Hillsborough County to the Manufacturers Suggested Retail Pricing (MSRP). The Parts Pricing can and will fluctuate based off MSRP set by Kubota. Therefor we cannot lock in pricing or a discount off MSRP.

Parts Pricing:

Signature:

Employee Name: Steve Berdan Date: 10/15/25

Title: ____VP of Aftermarket______ Employee Signature:

KUBOTA

MAINTENANCE, REPAIRS, AND OEM PARTS SUPPLY SERVICES

SCOPE OF SERVICE

The Fleet Management Department (FMD) seeks to establish a Contract with a vendor to provide ongoing and as-needed maintenance, repairs, and supply of Original Equipment Manufacturer (OEM) parts specifically for Kubota-branded equipment, including but not limited to tractors, utility vehicles, mowers, and associated machinery. The initial Contract term shall be for a period of one (1) year from the effective date of the agreement, with a total Contract funding of Two hundred thirty-eight thousand two hundred dollars, $238,200.00. The total Contract amount is based on estimated needs. The County reserves the right to modify the Contract value based on operational needs, funding availability, or changes in service requirements, with mutual agreement and proper documentation.

PURPOSE

The purpose of this Contract is to establish the terms and conditions under which the Contractor shall provide ongoing and as-needed maintenance, repairs, and supply of OEM parts to support the continued performance and reliability of the County’s Kubota-branded equipment. The services outlined in this Contract are essential to maintain operational readiness, extend equipment lifespan, and ensure safe and efficient performance across various County departments that rely on Kubota machinery.

FLEET LOCATIONS

This Fleet locations list is subject to change by the Contract Manager or Project Manager at any time during the term of this Contract. Revision of this list will not require formal Contract modification. The Contract Manager or Project Manager shall notify the Contractor by way of e-mail or verbally regarding any changes to this list. The locations designated to receive services hereunder are:

Fleet Central/Headquarters - 410 South 78th Street, Tampa, FL 33619 Fleet West County Satellite Unit 2 - 9815 Sheldon Road, Tampa, FL 33635 Fleet South County Satellite Unit 3 - 10751 Rhodine, Road, Riverview, FL 33579 Fleet East County Satellite Unit 4 - 14081 Sydney Road, Dover, FL 33527 Fleet Fire Rescue Unit 5 - 9430 E. Columbus Drive, Tampa, FL 33619

COUNTY STANDARD PURCHASE ORDER TERMS AND CONDITIONS

The County’s Standard Purchase Order, (SPO) Terms and Conditions, as adopted by the Hillsborough County Board of County Commissioners and in effect as of the effective date of this Contract, are hereby incorporated by reference and made a part of this Contract as if fully set forth herein. The Contractor acknowledges receipt of or access to said Terms and Conditions and agrees to comply with all applicable provisions. In the event of a conflict between the provisions of this Contract and the SPO Terms and Conditions, the County’s Standard Terms and Conditions shall govern, except as otherwise required by law.

DEFINITIONS

For this Contract, the following terms shall be defined as follows:

1. Kubota Equipment – Any machinery, vehicles, or utility equipment manufactured by Kubota, including but not limited to tractors, mowers, and utility vehicles.

2. OEM Parts – Original Equipment Manufacturer, (OEM) parts, components, and materials that are made by the manufacturer and meet the original specifications.

3. Preventive Maintenance – Scheduled maintenance tasks designed to keep Kubota equipment in optimal working condition.

4. Corrective Repairs – Necessary repairs due to malfunction or failure of any Kubota equipment components or systems, whether mechanical, electrical, or structural.

5. Parts Supply – Provision of OEM or approved equivalent parts, components, or materials for Kubota equipment repair and maintenance, including inventory management and warranty handling.

6. Quality Control – The process by which the Contractor ensures that all services and deliverables meet the required standards, specifications, and performance expectations of the County through regular monitoring, inspections, and corrective actions as needed.

7. Sublet Vendors – A third-party entity, approved in writing by the County, to whom the Contractor may delegate certain specialized services or tasks related to the maintenance or repair of Kubota equipment, which the Contractor is unable to perform in-house due to the specialized nature of the work or equipment.

8. Emergencies – Unforeseen events that require immediate attention or response to prevent further damage, system failure, or loss of operational functionality. This includes, but is not limited to, situations like equipment breakdowns, system failures, or natural disasters such as hurricanes, where the immediate restoration of service is necessary to maintain critical operations.

9. Contractor – The individual, company, or entity performing the services specified under this contract for the maintenance, repair, and supply of OEM parts for Kubota equipment.

10. County – The governmental entity referred to as the FMD (Fleet Management Department) within this Contract

11. Remedies – The rights and actions available to the County in the event of the Contractor's breach or failure to perform under this Contract. These actions are available to the County as per the terms outlined in this Contract for non-performance, failure to meet standards, or other contractual violations.

12. Warranty – means coverage provided in accordance with the Kubota Tractor Corporation’s Limited Warranty Policy, including all terms, conditions, and exclusions set forth therein. Warranty coverage is limited to the scope defined by the manufacturer and excludes transportation, damage due to misuse, abuse, improper maintenance, or other exclusions as defined by Kubota.

MINIMUM REQUIREMENTS

The Contractor shall provide comprehensive maintenance, repairs, and OEM parts supply services for the County’s fleet of Kubota-branded equipment in accordance with the specifications set forth herein. These services shall be performed on a scheduled and as-needed basis to ensure safe, efficient, and reliable operation of these assets. The services shall include, but not be limited to, preventive maintenance, corrective repairs, parts supply, and quality control.

PREVENTIVE MAINTENANCE

The Contractor shall perform scheduled preventive maintenance in accordance with manufacturer guidelines to ensure the continued operational integrity and longevity of the County’s Kubota-branded equipment. Preventive maintenance shall be mutually agreed upon by the County and the Contractor. The Contractor shall perform, at a minimum, the following preventive maintenance tasks:

Inspection of engine components, belts, pulleys, hoses, filters, and safety features Lubrication of all moving parts and fittings Battery testing and maintenance Tire pressure and tread checks Fluid level inspections and replacements (oil, hydraulic, coolant, fuel) Functional checks of electrical systems, lights, and indicators Inspection and maintenance of mowing decks, blades, and Power Take-Off (PTO) systems (if applicable)

CORRECTIVE REPAIRS

The Contractor shall perform corrective repairs to address any operational deficiencies, mechanical failures, or safety concerns. Corrective repairs shall be performed upon the County's request and as necessary to maintain functionality. The Contractor shall provide corrective repair services that include, but are not limited to, the following:

On-site or off-site diagnostics and troubleshooting Repair or replacement of failed components excluding wear items due to misuse, abuse, or accidental damage.

Warranty repairs shall be performed at no additional cost to the County when approved by Kubota. All warranty claims must follow Kubota Corporation’s procedures and require prior manufacturer authorization.

Complete disassembly and diagnostic evaluation Rebuild and reassembly to OEM specifications Replacements of major wear components including engines, hydraulics, and electrical systems Testing for functionality, safety, and performance post-overhaul

PARTS SUPPLY

The Contractor shall supply and install OEM Kubota parts or approved equivalent parts required for the maintenance, repair, and operation of the County’s Kubota-branded equipment. The Contractor is responsible for ensuring the availability of all parts necessary to minimize downtime and keep equipment operational. The Contractor is not required to provide routine delivery of parts. Delivery may be provided for large or bulk orders if mutually agreed upon by the Contractor and the County. The Contractor shall ensure the supply of parts as follows:

Procurement of OEM Kubota parts or approved equivalent parts Maintain an inventory of critical parts for high-usage units All parts supplied shall be covered under manufacturer warranty, with terms provided to the County.

QUALITY CONTROL

The Contractor shall maintain and apply effective quality control procedures to ensure that all services performed under this Contract are completed accurately, safely, and in accordance with manufacturer specifications and industry standards. The County reserves the right to conduct periodic reviews, including inspections and documentation checks, to verify that work is being performed correctly and consistently. Any deficiencies identified through these quality control measures must be promptly corrected at no additional cost to the County. Repeated or unresolved deficiencies may result in documentation of non-performance and potential Contract remedies.

KUBOTA MANUFACTURER REQUIREMENT

The Contractor shall be an authorized Kubota service provider and demonstrate extensive experience with servicing Kubota-branded equipment. Documentation of these qualifications must be provided to the County prior to Contract execution. The Contractor must:

Employ factory-trained technicians with relevant Kubota certifications and training Perform services in-house or through approved sublet vendors as necessary (if applicable) Maintain all necessary qualifications and certifications Provide documentation of Kubota service authorization and qualifications before

Contract execution

LOCAL REPAIR FACILITIES

The Contractor shall maintain repair facilities within a reasonable proximity to the County’s operational locations to facilitate timely repairs and minimize equipment downtime. The Contractor shall maintain repair facilities that are reasonably located within the County’s service area to ensure that all services and repairs can be performed in a timely manner. The Contractor shall be responsible for ensuring that their facilities are adequately equipped to handle all necessary repairs and services as outlined in this Contract. Facilities must be:

Properly equipped for maintenance and repair services Staffed by trained personnel during standard business hours and after-hours (if applicable) After-hours services shall only be provided when specifically requested and mutually agreed upon.

Able to accommodate the transport of larger equipment as needed (if applicable)

TYPES OF EQUIPMENT

The Contractor is contractually obligated to perform all necessary services, including but not limited to, preventive maintenance, corrective repairs, and OEM parts supply for the Kubota-branded equipment listed below and any additional Kubota-branded assets added during the Contract term. These services shall be performed in accordance with the manufacturer's specifications and the industry’s best practices to ensure the optimal performance and longevity of equipment. The Contractor shall provide maintenance, repair, and OEM parts supply services for the various types of equipment used by the County, including but not limited to the following types:

UTILITY CART

UTILITY CART 4 WHEEL 4X4

UTILITY CART 4WD

2013 KUBOTA RTV900XTG-H 4X4

2014 KUBOTA RTV-X900

2015 KUBOTA RTV1140

RTV-X900/RTV-X1120D

2016 KUBOTA RTV-X900

2017 KUBOTA RTV-X1140-H

2018 KUBOTA Z421 KWT-60 Z-TURN MOWER

2018 KUBOTA RTV-500/UTILITY CART

2018 KUBOTA RTV-X900 4X4 DIESEL

RIDING LAWN MOWER W/ 72" DECK

UTILITY CART,DIESEL,4X4

RIDING MOWER W/72"DECK

UTILITY CART, DIESEL,4X4

RIDING MOWER W/54"DECK

RIDING MOWER W/72"DECK

RIDING MOWER

UTILITY CART, DIESEL

2021 KUBOTA RTV-X1140W-H

2022 KUBOTA RTV-X900W UTV

2022 KUBOTA RTV-X900W

2023 KUBOTA RTV-X900W UTV

2021, 2022, 2023 KUBOTA RTV-X1140W-H

2023 KUBOTA L3902HST TRACTOR WITH BACKHOE

2023 KUBOTA RTV-X1140WL-H

2024 KUBOTA RTV-X1140WL-H UTILITY VEHICLE

2024 KUBOTA RTV X2-SKLH24 4X4 DIESEL TILT BED UTILITY VEHICLE

AUTHORIZED BRANDS

While this Contract is specifically for Kubota OEM parts and equipment, any recommendations or equivalent components proposed must meet or exceed the performance, durability, and quality of Kubota parts. All substitutions are subject to County review and written approval prior to procurement and/or installation. The Contractor shall be capable of providing service, maintenance, and repairs on a variety of Kubota-branded equipment used by the County.

GEOGRAPHIC PROXIMITY

To ensure timely response and service delivery, the Contractor shall maintain a physical business presence within Central Florida. This presence must include sufficient personnel, equipment, and logistical capacity to respond to service requests in accordance with the response times and performance standards set forth in this Contract. The County shall not be responsible for delays in performance attributable to the Contractor’s failure to maintain adequate proximity or staffing. Noncompliance with the geographic proximity requirements set forth in this clause shall constitute a material breach of Contract and may result in corrective action, including but not limited to issuance of a cure notice or termination for cause.

QUALIFICATIONS AND CERTIFICATIONS

The Contractor shall possess and maintain all necessary, certifications, and qualifications required to perform the services under this Contract in compliance with applicable laws, regulations, and industry standards. The Contractor shall provide evidence of all necessary certifications and qualifications upon request by the County and shall immediately notify the County of any changes to their certifications and qualifications status. The County reserves the right to terminate this Contract if the Contractor fails to maintain the required certifications and qualifications during the term of this Contract. The Contractor agrees to provide verification of the following certifications prior to the commencement of any work.

MANUFACTURER CERTIFICATIONS

The Contractor shall be a certified service provider and/or authorized dealer for Kubota-branded equipment. The Contractor must be authorized to perform diagnostics, maintenance, repairs, warranty services, and OEM parts replacement on all Kubota-branded equipment in use by the County. Proof of current manufacturer certification or OEM authorization must be submitted to the County prior to commencement of any services under this Contract.

TRAINING

The Contractor may, at its discretion, offer optional training for the County’s personnel on the operation, maintenance, and troubleshooting of Kubota-branded equipment covered under this Contract. Such training may be provided either on-site or off-site, as available, and shall be offered at a cost to the County, if applicable. The Contractor shall submit a detailed proposal, including the scope, schedule, and associated costs of any training services upon the County's request. Participation in any training provided by the Contractor shall be voluntary and not a requirement under this Contract.

MINIMUM PERFORMANCE MEASURES

The Contractor is contractually obligated to meet the following performance measures to ensure the timely, efficient, and effective execution of services under this Contract. Failure to comply with these performance standards may result in penalties, corrective action, or other remedies as determined by the County.

Service Hours: Services shall be performed Monday–Friday, 7:00 AM – 5:30 PM (Eastern Standard Time), excluding County holidays and weekends.

Repair Turnaround: Repairs shall be completed within one (1) business day after receipt of the SPO, unless otherwise mutually agreed in advance.

Response Time, Standard Hours: The Contractor shall respond to all non-emergency service requests within one (1) business day during normal business hours (Monday–Friday, 7:30 AM – 5:00 PM, Eastern Standard Time), excluding County holidays and weekends.

Response Time, Emergencies and After-Hours (If applicable): For all service requests received outside of normal business hours, the Contractor must acknowledge the initial request and respond by 8:00 AM the following business day. A response includes confirmation of receipt and coordination of next steps with the County.

For all emergency service requests, the Contractor shall acknowledge the initial request within one (1) hour of email and/or phone notification. This acknowledgement must be followed up by an email and/or phone call to confirm receipt of the request. The Contractor is then required to arrive on-site within two (2) hours of the initial request, unless an alternative timeframe is pre-approved by the County.

These emergency service response requirements apply during all hours, including after-hour periods. After hours are defined as Monday through Friday from 5:31 P.M. to 6:59 A.M.

(Eastern Time), and all-day Saturday and Sunday from 12:00 A.M. to 11:59 P.M.

This clause shall apply only when emergency or after-hours response is relevant to the services covered under this Contract. If emergency response is not applicable to the scope of services, this clause shall not impose additional obligations on the Contractor.

Emergency Services (If applicable): Emergency service requests shall be responded to within two (2) hours of notification. For severe weather events, the County and Contractor will agree on adjusted time frames based on urgency.

WARRANTY AND SERVICE GUARANTEE

The Contractor shall process all warranty claims directly with the manufacturer, eliminating the need for the County to pay for warranty repairs. All parts are warranted per manufacturer specifications, and all workmanship is warranted for a minimum of ninety (90) days after service completion.

Parts Warranty: The Contractor guarantees new parts for the length of the OEM’s warranty from the date of sale to the County. Any failure due to improper workmanship or materials will be replaced at no cost to the County. All parts must meet or exceed OEM specifications.

Labor Warranty: The County will be the sole judge of workmanship quality. Any damaged or non-OEM materials shall be exchanged within a mutually agreed upon time at no cost to the County. Only certified OEM parts and technicians will be used, unless otherwise pre-approved by the County. The Contractor shall correct any defects in workmanship at no additional cost, with a minimum of ninety (90) days after service. In the event of a workmanship issues, the Contractor shall be required to come on-site to review and discuss the matter with the County.

Any disputes regarding workmanship shall be resolved collaboratively between the County and Contractor.

Warranty Process: The Contractor shall handle all warranty claims directly with the manufacturers and provide necessary warranty repairs at no additional cost to the County.

USE OF COUNTY-AUTHORIZED PARTS SUPPLIER

In the event the Contractor is unable to source the required Kubota OEM parts through their own supply channels, the Contractor may, with prior approval from the County, obtain the necessary part(s) through the County’s Vehicle and Equipment Parts Management and Supply Vendor. The Contractor shall only charge the County for labor associated with the installation or service. No markup or reimbursement shall be applied for the part itself when obtained through the County’s supplier. This option is intended to prevent service delays and ensure continuity of operations. All parts procured through the County’s vendor must be properly documented and invoiced in accordance with County procedures. This provision is intended solely to ensure service continuity and shall not substitute the Contractor’s responsibility to maintain access to authorized Kubota OEM parts.

SUBCONTRACTING

The Contractor shall not subcontract, assign, or delegate any portion of the services or obligations under this Contract without the prior written consent of the County. All work shall be performed in-house by the Contractor’s own employees, utilizing the Contractor’s own equipment, tools, and facilities.

The use of third-party vendors, subcontractors, temporary labor providers, or any external entities to perform any portion of the work is strictly prohibited unless expressly authorized in advance and in writing by the County. The County reserves the right to review and approve or deny any subcontractor or third-party vendor proposed for such services. Unauthorized subcontracting shall constitute a material breach of this Contract and may result in termination for cause, withholding of payment, or other remedies available to the County.

COMMUNICATION

The Contractor shall maintain effective, timely, and continuous communication with the County throughout the term of this Contract. A qualified point of contact (POC), based in Central Florida, shall be designated by the Contractor to serve as the primary liaison and must be authorized to respond to service requests, provide updates, and make decisions.

The Contractor’s POC shall be accessible during normal business hours and available by phone and email within two (2) hours for emergencies. Similarly, the County shall assign a

POC to ensure open communication between both parties. All service requests, updates, and emergency notices shall be communicated via phone, email, or other agreed-upon methods.

Email will be the preferred method for non-emergencies, with responses expected within one

(1) business day.

The Contractor shall provide regular updates on services, attend required meetings or site visits, and promptly report any issues affecting performance or compliance. Written records of all communications, including emails, phone logs, and reports, must be maintained and made available to the County upon request. Failure to meet communication requirements including responsiveness, reporting, or availability shall be considered a material breach of Contract and may result in corrective action, including withholding of payment, cure notices, or termination for cause.

REMEDIES AND FINANCIAL CONSEQUENCES FOR FAILURE TO PROVIDE SERVICE

In the event the Contractor fails to perform any required service under this Contract, including but not limited to timely repairs, maintenance, or other services related to Kubota-branded equipment, the County reserves the right to pursue the following remedies and impose financial consequences. These remedies are cumulative and non-exclusive; the exercise of any one remedy shall not preclude the County from exercising any other rights or remedies available under this Contract or applicable law.

Corrective Action: The County may issue a written notice to the Contractor specifying the failure and requiring the Contractor to correct the failure within a reasonable time frame, as determined by the County.

Third-Party Services: If the Contractor fails to cure the deficiency within the time frame specified by the County in a written notice, the County may obtain the required services from a third party. All reasonable and documented costs incurred by the County in procuring such services shall be deducted from any amounts due or payable to the Contractor under this Contract.

Withholding of Payment: The County may withhold payment for any services that are not performed, are improperly performed, or remain incomplete until the Contractor has fully and satisfactorily corrected the deficiencies in accordance with the Contract’s requirements.

Reimbursement of County Costs: If the Contractor’s failure to perform results in the County incurring additional costs—such as for rental equipment, third-party services, or other related expenses—the Contractor shall reimburse the County for all such documented costs.

Dispute Resolution: In the event of a dispute arising under this Contract, the parties agree to first attempt to resolve the matter through good-faith negotiations. If the dispute cannot be resolved within thirty (30) days, the Contract will be subject to termination proceedings by the County.

POST AWARD CONFERENCE

Following Contract award and prior to the issuance of any work authorizations, the Contractor shall attend a post-award conference with representatives of the County’s Fleet Management Department (FMD). The purpose of this conference shall be to review Contract requirements, establish points of contact, confirm operational procedures, and address any questions or concerns related to the execution of the Contract.

MODIFICATIONS

No amendment or modification to this Contract shall be valid or enforceable unless it is in writing, approved by the Board of County Commissioners, and executed by both the Board and the Contractor’s authorized signatory. Modifications may include, but are not limited to, changes in the scope of services, Contract value, term, or any other material provision. All such modifications must be executed as a formal written amendment to this Contract.

However, adjustments to the Contract value or budget line items may be permitted without a formal written amendment if such changes are within the approved Contract limits and the Board of County Commissioners has expressly authorized the Procurement Services Department to implement the adjustments administratively. In such cases, written documentation of the Board’s authorization shall be maintained by the County and shall serve as sufficient approval for the change. No verbal agreements or informal communications shall alter or supersede the terms of this Contract.

INVOICING

The Contractor shall provide a written quote for all requested work prior to performing any services. The quote must include a detailed description of the scope of work, itemized costs, and estimated totals. No work shall begin without prior written approval from the County based on the submitted quote.

Within two (2) business days of work completion, the Contractor shall provide a proper invoice for payment processing. A proper invoice must reference the approved pro forma and include all supporting documentation confirming satisfactory performance, such as delivery confirmations, service logs, and inspection signoffs. The County reserves the right to reject or delay payment for any invoice not preceded by a pro forma invoice, submitted prior to work verification, or lacking the required documentation.

If the County determines that an invoice contains errors, it will be returned to the Contractor for correction. The Contractor shall correct and resubmit the invoice within two (2) business days to ensure prompt payment and continued contract compliance. All final invoices shall be approved by the County prior to electronic submission and shall be submitted as follows:

Final invoice copy to the County upon work completion Original invoice submitted via email to:

Countyfinanceinvoices@hillsclerk.com BOCCInvoices@hcfl.gov and;

Fleetserviceadvisors@hcfl.gov (For invoice processing only)

* TypeItem Line Type Category Unit of Measure Estimated Quantities Estimated Price Estimated Net Price (Column G * H)

Line Hourly Field Labor Rate (Monday–Friday, 7:30 AM – 5:00 PM, Eastern Time) Quantity 929.85 Hour (s) 130 190.00$ 24,700.00$ Line Hourly Labor Rate (Diesel) Quantity 929.85 Hour (s) 700 175.00$ 122,500.00$ Line Hourly Labor Rate (Gas Mower, Handhelds) Quantity 929.85 Hour (s) 100 110.00$ 11,000.00$ Line Allowance (Parts & Miscellaneous etc.) Amount 929.85 Dollar (s) 80000 1.00 80,000.00$

Grand Total: 238,200.00$

Fleet Management Department Estimate

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2025 Store Hours and Holiday Schedule

Normal Business Hours:

Monday - Friday 7:30 am to 5:00 pm Saturday - 8:00 am to Noon Sunday - Closed

2025 Holiday Schedule:

New Years Day: January 1, 2025 Memorial Day: May 24 & 26, 2025 Independence Day: July 4 & 5, 2025 Labor Day: September 1, 2025 Thanksgiving Day: November 27, 2025 Extended Thanksgiving Family Time: November 28 & 29, 2025 Christmas Eve Early Closing: Stores close at 2pm Christmas Day: December 25, 2025 Extended Christmas Family Time: December 26 & 27, 2025