Invitation to Bid Stationary High Head Diesel Pump Maintenance

ITB-26-00129

ITB-26-00129 Page 1

SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00129

SOLICITATION TITLE: Stationary High Head Diesel Pump Maintenance

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) is seeking competitive sealed bids from qualified Contractors for maintenance and service of stationary, diesel-driven, high-head pump systems located throughout the County at selected wastewater pump stations. The resulting contract will be for a five (5) year term.

DUE DATE & TIME: February 27th, 2026, 2:00 PM EST

BID SUBMISSION: The County will only accept bids submitted through its electronic bidding system (Euna Procurement). Bids that are submitted or delivered by non-electronic means (hard-copy paper), facsimile, electronic mail (e-mail), electronic file, or means other than through the County's electronic bidding system (Euna Procurement) will not be accepted or considered. Please visit our vendors webpage (hcfl.gov/vendors) for information regarding vendor registration, electronic bid submission, procurement opportunities, and other important resources.

TIMELINESS: To preserve the integrity of the competitive sealed bid process, bids submitted after the due date and time listed above, unless otherwise amended, cannot and will not be accepted. Please do not wait until the last minute, hour, or day to submit your bid, as you may encounter technical difficulties or issues that cannot be resolved before the due date and time. When preparing to submit your bid, please read and follow all instructions regarding formatting and other details related to the form(s) to be used. Again, please do not wait until it’s too late for assistance. We value and need your participation, so the last thing we want is for you to miss this opportunity.

QUESTIONS: ● Questions regarding technical difficulties or errors encountered while submitting proposals through Euna Procurement must be directed to Euna Procurement Support at 1-844-226-3862 or support.bonfire @eunasolutions.com.

● Questions regarding the specifications or solicitation document must be directed to the County using the “messages” section in Euna Procurement for this particular procurement.

IMPORTANT! PLEASE READ CAREFULLY BEFORE SUBMITTING BID

mailto:support.bonfire@eunasolutions.com mailto:support.bonfire@eunasolutions.com

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• To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later.

● Questions regarding vendor registration, training, or general questions must be directed to the Supplier Engagement Team at (813) 272-5790 or iSupplier@HCFL.gov.

CONE OF SILENCE: A Cone of Silence is in effect for this procurement; therefore, no bidder, interested party and/or their principals, officers, employees, attorneys, or agents shall communicate with County employees, the Hearing Master assigned to hear the applicable protest appeal and/or members of the Board of County Commissioners, including their aides and employees regarding this procurement and/or a related protest, except as otherwise provided in the Hillsborough County Procurement Protest Policy and Procedures Ordinance. The Cone of Silence does not prohibit a bidder from communicating with the Director of Procurement, staff in the Procurement Services Department, or the County’s attorney assigned to this procurement. Violating the Cone of Silence may disqualify the bidder from consideration for award. Please refer to the Instructions for complete details about the Cone of Silence.

INSURANCE: Insurance coverage is required for this procurement. Please see ITB-26- 00129 Insurance Requirements Attachment and Special Terms and Conditions.

SURETY (BONDS): Bid, performance, and/or payment surety is not required for this procurement.

E-VERIFY: The Department of Homeland Security's Image Program and E-Verify apply to this procurement. Please see General Terms and Conditions for complete details and requirements.

mailto:iSupplier@HCFL.gov https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI https://library.municode.com/fl/hillsborough_county/codes/code_of_ordinances,_part_a?nodeId=HICOCOORLA_CH2AD_ARTVIPR_DIV3HICOPRPRPOPR_S2-562TI

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1. SPECIFICATIONS

1.1. Scope

1.1.1 The Hillsborough County Water Resources Department (WRD) seeks to award a contract to a qualified Contractor for maintenance and service of stationary, diesel-driven, high-head pump systems (Pump Systems) that are strategically located throughout Hillsborough County (County) at selected wastewater pump stations (currently 40 units in fleet).

1.1.2 To protect the public's health and safety, these Pump Systems are designed to pump incoming raw sewage in the event of routine equipment or power failures. It is essential that a maintenance service contract be in place to ensure proper and reliable operation of these Pump Systems.

1.1.3 WRD’s Project Manager (PM) or their designee will authorize Pump System maintenance and repairs. Pump station sites may be added or deleted as needed during the term of the Contract, in accordance with Section 5.2 (Changes in the Work/Change Orders/Modifications). Emergency repairs and non-standard work hours may be required.

1.2. Minimum Qualifications

1.2.1 The Bidder or principal thereof shall demonstrate recent experience performing repairs to, and routine and corrective maintenance on diesel driven pump sets of comparable size and type to those owned and operated by WRD.

1.2.2 WRD reserves the right to inspect the Apparent Low Bidder's facilities, vehicles, and equipment to determine whether, in the Department's opinion, the Apparent Low Bidder is capable of satisfactory performance, in accordance with 4.21 (Facilities Inspection). Access to the Apparent Low Bidder's facility or provision of the requested information shall be made within five (5) working days of receipt of the County's request. Failure to provide the documentation or failure to meet the qualifications (as determined by the County) shall be sufficient reason to consider the Apparent Low Bidder as nonresponsive or nonresponsible, respectively.

1.3. Minimum Requirements

1.3.1 Contractor shall supply labor, tools, vehicles, fuel, testing equipment, parts, supplies, and materials necessary to perform the work.

1.3.2 Contractor shall be capable of obtaining, interpreting, and following the recommendations given in the manufacturer's manuals, and as directed by WRD for the Pump System and appurtenances.

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1.3.3 Contractor shall be capable of providing the necessary number of Pump System Service Technicians and Unskilled Technicians to meet the projected workload without the use of subcontractors.

1.3.3.1 Service Technicians shall have verifiable work experience on Pump Systems of comparable size and type to those owned and operated by WRD and shall be capable of using all specialized tools or test equipment required by the manufacturer's service manual and by their specialized area of expertise (e.g., mechanic, electrician, and programmer).

1.3.3.2 Unskilled Technicians shall have experience working in and around industrial equipment and be capable of understanding and performing minor tasks under the direct supervision of a Service Technician.

1.3.4 Exception: For the diesel-driven, high-head pump systems the Contractor shall be responsible for acquiring qualified sub-contractors to make repairs on the engines (Caterpillar or John Deere) when necessary.

1.3.5 Contractor shall provide and maintain a 24/7 contact name and number to the County for required emergency services contemplated under the Contract.

1.3.6 Contractor shall be capable of beginning emergency repair services at any point in the County within two (2) hours of notification.

1.3.7 Contractor shall give all notices and comply with all laws, ordinances, rules and regulations applicable to the Work and/or Project. If the Contractor observes that the Specifications are at variance with such laws, ordinances, rules or regulations, then the Contractor will give the County prompt written notice thereof, and any necessary changes shall be adjusted by issuance of an appropriate Change Order, Unilateral Change Order or Modification Agreement to the Contract.

1.3.7.1 If the Contractor performs any work knowing that such work is contrary to such laws, ordinances, rules and regulations and without giving such notice to the County, the Contractor will bear all costs arising therefrom; however, it shall not be the Contractor's primary responsibility to ensure that the Specifications are in accordance with such laws, ordinances, rules and regulations.

1.3.8 Contractor Services

1.3.8.1 The Pump systems currently requiring services under the Contract are listed in Attachment A.

1.3.8.2 Although this solicitation identifies specific Pump Systems to be serviced, the WRD at its sole discretion may add or delete Pump Systems during the

ITB-26-00129 Page 5 contract period, in accordance with Section 5.2 (Changes in the Work/Change Orders/Modifications).

1.3.9 Preventative Maintenance Inspection

1.3.9.1 Schedules

1.3.9.1.1 Each Pump System shall have three (3) Quarterly

Inspections, and one (1) Annual Inspection. The Quarterly and Annual Inspections are based on the pump manufacturer's 250-hour maintenance schedule.

1.3.9.1.2 A quarterly rotation schedule for both Quarterly and Annual Preventative Inspection Services are listed in Attachment E.

The Contractor shall provide dates to complete the rotation schedule.

Dates shall be submitted at least one (1) month in advance on the days the Contractor expects to perform the Preventative Maintenance Inspection Services. All scheduled inspections must be completed within the month they are scheduled.

1.3.9.1.3 The Contractor shall perform the Quarterly

Preventative/Annual Inspection on the scheduled day unless a re-scheduled day is requested and approved by the PM and/or Area Supervisor.

1.3.9.1.4 Preventative Maintenance Inspections may only occur during Normal Work Hours, which are defined as scheduled County workdays, Monday through Friday, between the hours of 7:00 AM and

3:30 PM, EST.

1.3.9.1.5 The schedule shall govern, so long as the scheduled or re-scheduled dates are met and shall be considered authorization to proceed with the Quarterly Preventative/ Annual Inspections. No authorizations for Quarterly Preventative Maintenance/Annual Inspections shall be given or are implied for dates other than those on the scheduled dates provided by the Contractor to the PM.

1.3.9.1.6 For each Quarterly Preventative/ Annual Inspection, the Contractor must contact the area Pump Station Supervisor before entering and after exiting each work site. If the Pump Station Supervisor cannot be reached, the Contractor shall notify the PM.

Attachment D gives the name and contact information for relevant WRD personnel.

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1.3.9.1.6.1 Deletion of a Pump System - WRD may

unilaterally remove a Pump System from Attachment A.

Deletion shall be effective 15 calendar days after the Contractor receives written notice from WRD stating such.

No work shall be done at the deleted site during the 15-day period.

1.3.9.2 Inspections

1.3.9.2.1 Quarterly Pump Maintenance Service -The Contractor

shall perform the services referenced in Attachment B. Price shall include such costs as mobilization, supplying and installing Preventative Maintenance Items, labor, vehicles, equipment, and overhead and profit.

1.3.9.2.2 Annual Pump Maintenance Service - The Contractor

shall perform the services referenced in Attachment C. This price shall include such costs as mobilization, supplying and installing Preventative Maintenance Items, labor, vehicles, equipment, and overhead and profit.

1.3.9.2.3 The activities required for each type of inspection are given in Attachment B and Attachment C, respectively.

1.3.9.2.4 All fluids, filters, and lubricants shall be considered Preventative Maintenance Items and shall be augmented, applied, or changed as needed or required. The cost for providing and installing shall be included in the cost to perform a Preventative Maintenance Inspection.

1.3.9.2.5 The Contractor shall only furnish and install Preventative Maintenance items which meet or exceed the original equipment manufacturer's specifications. Minor adjustments, alignments, tightening, and cleaning are considered part of the required activities and shall be included in the cost to perform a Preventative Maintenance Inspection.

1.3.9.2.6 Activities for both types of inspections include all Pump System appurtenances and all additional appurtenances such as the fuel polisher, compressor, controls, controller, floats, transducers, block heater, auxiliary power (including inverter, panel, outlets, and breakers) and battery systems, air release valves, and the associated suction and discharge piping.

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1.3.9.3 Follow Up

1.3.9.3.1 The Contractor shall submit within 48 hours of the

completion of a quarterly inspection, repair recommendations, and itemized costs for each pump, to the PM and/or Area Supervisor. All repairs shall be completed within 15 calendar days of authorization unless otherwise agreed upon by the PM.

1.3.9.3.2 Within seven (7) calendar days of performing a

Quarterly Inspection, the Contractor shall provide to the PM an invoice and two (2) copies of a report that provides the following information:

1.3.9.3.2.1 A fully executed copy of Attachment B

1.3.9.3.2.2 Summary of the condition of the Pump System

and Appurtenances

1.3.9.3.2.3 Summary of quarterly preventative maintenance

items used.

1.3.9.3.3 The Contractor shall submit within 48 hours of the

completion of an annual inspection, repair recommendations and itemized costs for each pump, to the PM and/or area supervisor. All repairs shall be completed within 15 calendar days of authorization unless otherwise agreed upon by the PM.

1.3.9.3.4 Within seven (7) calendar days of performing an Annual Inspection, the Contractor shall provide the PM an invoice and two (2) copies of a report that provides the following information:

1.3.9.3.4.1 A fully executed copy of Attachment C.

1.3.9.3.4.2 Summary of the condition of the Pump System

and Appurtenances.

1.3.9.3.4.3 Summary of annual/preventative maintenance

items used.

1.3.10 Repair Services

1.3.10.1 Repair services are defined as supplying all labor, parts, and ancillary services necessary to return the Pump System and Appurtenances to full operation or to upgrade the Pump System or Appurtenances.

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1.3.10.1.1 Labor

1.3.10.1.1.1 Hourly Rates: Skilled and unskilled labor during Normal Work Hours for the repair of Pump Systems and Appurtenances in accordance with the specifications. Hourly rates shall include such costs as are associated with supplying vehicles, tools, equipment, overhead and profit. Bidder shall note the times that are not normally billable and if decided to be recovered, should be included in the bid price for hourly rates.

1.3.10.1.1.2 Labor will be paid in accordance with the pricing line items. The costs for parts and ancillary services will be reimbursed by WRD in accordance with the Terms and Conditions.

1.3.10.1.1.3 Whether as an emergency or as identified

during a Preventative Maintenance Quarterly/Annual Inspection, Repair Services are contemplated, and a work order will be developed and issued by WRD in accordance with the Terms and Conditions.

1.3.10.1.2 Authorization and Documentation

1.3.10.1.2.1 A necessary repair may be discovered during

a Quarterly Preventative/Annual Inspection. The Contractor shall contact the PM and/or area supervisor and provide the itemized, estimated cost of labor and parts to make the repair.

1.3.10.1.2.2 The PM may authorize an ad hoc repair if the

following criteria are met: Parts are readily available; the repair can be made without another site visit; the necessity for the part is deemed critical but not an emergency; and the estimated total cost is determined to be fair and reasonable.

1.3.10.1.2.3 These repair costs shall be itemized, separately invoiced, and submitted with the Quarterly Preventative/ Annual Inspection report and invoice.

Labor and parts shall be in accordance with the line-item pricing.

1.3.10.1.2.4 Addition of a Pump System: Prices for

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Repair shall apply to added Pump Systems. Addition shall be effective 15 calendar days after the Contractor receives written notice from WRD stating such. No work shall be done at the site during the 15-day period.

1.3.10.1.2.5 Verbal authorization may be given in the event

it is determined that the public's health and welfare are at imminent risk, and an emergency is declared by WRD.

1.3.11 Scheduled Repairs

1.3.11.1 If necessary, repair is discovered during a Quarterly Preventative/Annual Inspection, the repair shall be noted and recommended in the Inspection Report.

The PM and/or area supervisor will request an itemized quotation for the recommended repair and, if determined to be fair and reasonable, shall schedule the work.

1.3.11.2 A work order shall be considered authorization to begin repairs and will be issued by the PM in accordance with the specifications. The work order for scheduled repairs shall include a re-test of the Pump System to confirm successful completion of repairs. The re-test shall take place immediately after completion of repairs.

Scheduled Repairs shall be invoiced in the manner outlined in this solicitation.

1.3.12 Emergency Repairs

1.3.12.1 Emergency Repairs are required when it has been determined that the public's health and welfare are at imminent risk. Emergency repairs may be at any time and must begin within two (2) hours of the Contractor's receipt of WRD's notification that such services are required. Emergency Repairs require authorization by the PM or designee.

1.3.12.2 Verbal authorization may be given for Emergency Repairs. Written authorization in the form of a work order will follow and be issued in accordance with the specifications. Emergency Repairs shall be invoiced in accordance with the line-item pricing.

1.3.12.3 WRD reserves the right to supply its own parts and make its own repairs to the Pump Systems and Appurtenances.

1.3.13 Work Orders

1.3.13.1 A Work Order is written authorization by WRD to the Contractor to proceed with services at the cost that has been determined by the PM or designee to be fair and reasonable.

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1.3.13.2 Work Orders are developed with the cooperation of the Contractor and issued by the PM or designee.

1.3.13.3 Each Work Order shall contain the following information:

1.3.13.3.1 Date prepared

1.3.13.3.2 Work Order number

1.3.13.3.3 Site name, Facility ID, and Asset Number

1.3.13.3.4 Purchase Order number

1.3.13.3.5 Work Order amount

1.3.13.3.6 Scope of services

1.3.13.3.7 List of parts supplied by the Department

1.3.13.3.8 Contractor's work schedule

1.3.13.3.9 Notice to Proceed and expected completion date

1.3.13.3.10 A statement as to whether this work or any part thereof is considered an emergency or is a follow-up to a verbal authorization.

1.3.13.4 A release purchase order authorization to proceed will be issued as soon as possible with a Work Order.

1.3.13.5 Work Orders shall be revised after completion of the work to ensure and reflect actual quantities.

1.3.13.6 Revised Work Orders shall be re-issued and shall be used as the basis for invoicing the Contractors services.

1.4 Preparation for Delivery

1.4.1 Delivery of the goods and/or performance of the Services and/or Work must be no later than seven (7) Days after Contractor's receipt of a Purchase Order from the County, with the exception of emergencies. The Contractor shall be solely responsible for all freight charges. Offers that propose delivery timelines that do not fall within the aforementioned delivery time frame will be subject to rejection.

1.4.2 Delivery of Emergency Goods and/or performance of Emergency Services and/or Work, Contractor shall be capable of beginning emergency repair services at any point in the County within two (2) hours of notification.

1.4.3 Delivery location(s) which apply to the Contract include various locations throughout Hillsborough County and are noted in Attachment A.

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2. SPECIAL TERMS AND CONDITIONS

2.0 Allowance

An Allowance, in the amount of $152,000.00, will be added to the total Bid amount to accommodate the cost related to parts materials required to complete repairs that could not have been reasonably defined at time of bid due to the nature of the work (equipment and parts).

Commodities and/or Services ordered through the Allowance are limited to the items/services listed above. Costs for the commodities/services must be pre-approved by the County and deemed to be fair and reasonable by County staff.

2.1 Basis for Award (Overall Low)

Award will be made to the lowest, responsive, and responsible Bidder meeting Specifications.

Award will be made to a single Bidder for all line items. If a Bidder fails to submit an Offer on all line items, then that Bidder is not eligible for award.

2.2 Insurance, Contractor

See ITB-26-00129 Insurance Requirements Attachment for more specific details regarding the type of coverage and amounts required.

2.2.1 No work for the County shall commence or occupancy of any of its property take place until the required Certificates of Insurance and copies of the policies, if requested, are received by the County and written Notice to Proceed is issued to the Contractor by the County.

2.2.2 The insurance coverages and limits required of the Contractor under the Contract Documents are designed to meet the minimum requirements of the County. They are not designed as a recommended insurance program for the Contractor. Contractor shall be responsible for the sufficiency of its own insurance program. Should the Contractor have any questions concerning its exposure to loss under the Contract Documents or the insurance coverages needed therefore, it should seek professional assistance.

2.2.3 If the insurance coverage initially provided by the Contractor is to expire prior to completion of the Work, renewal Certificates of Insurance shall be furnished to the County the ten (10) Days prior to expiration of current coverages.

2.2.4 Should the Contractor fail to maintain the insurance coverages required by the Contract Documents, the County may, at its option, either terminate this Agreement for default or procure and pay for such coverage, charge the Contractor for and deduct the costs of the same from payments due the Contractor. A decision by the County to procure and pay for such insurance coverage shall not operate as a waiver of any of its rights under the Contract Documents.

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2.2.5 Failure of the Contractor to submit the required Certificates of Insurance within the times required by this Section may result in a delay in issuing the Notice to Proceed. The parties specifically agree that such a delay is neither excusable nor compensable and will not entitle the Contractor to a change in the Contract Price or Time.

2.3 Optional Provision for Other Agencies

Unless otherwise stipulated by the Bidder/Proposer in its Offer, the Bidder/Proposer agrees to make available to all government agencies, departments, and municipalities the Offer prices submitted in accordance with the terms and conditions of this Solicitation Document, should any governmental entity desire to buy under the Contract resulting from this Solicitation Document.

2.4 Price Escalation/De-Escalation (CPI)

2.4.1 Any reference in the solicitation to price adjustments or price escalations shall mean price decreases as well as increases unless otherwise stipulated. Unit prices or rates in contracts that are longer than twelve (12) months and include a provision for price adjustments based on movement in the U.S. Department of Labor's Consumer Price Index for All Urban Consumers (CPI-U) (1982 84=100) may be adjusted annually (contract redetermination period). The awarded unit prices or rates will be effective for one (1) year beginning on the date of purchase order issuance or contract effective date, whichever is later. The awarded vendor may request unit price or rate adjustments no later than 30 days prior to the start of the next contract redetermination period. The unit prices or rates may be adjusted, up or down, based on the percentage movement of the “CPI for All Urban Consumers (CPI-U) 1982-84=100 (Unadjusted)” posted at https://data.bls.gov/cgi-bin/surveymost?bls.

2.4.2 The baseline index will be the month and year in which the contract begins. The adjustments will not be cumulative and will be computed from the original awarded (base) prices or rates. Adjustments shall be computed using the latest cited CPI-U that is published and available on the date the County receives the adjustment request in writing. The unit price(s) changed as a result of these adjustments shall become effective on the first day of the next contract redetermination period. Adjustments will not be retroactive or prorated. If an adjustment is requested during the term of the contract, the County reserves the right to also request an adjustment in the same prescribed manner, especially if the CPI-U decreases and it is deemed to be in the County's best interest. Price adjustments shall be accomplished using the simple percentage method, which will adjust the base rate by the same percentage as the percent change in the CPI- U. Following is an example of the calculation:

https://data.bls.gov/cgi-bin/surveymost?bls

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Calculation Example

CPI2 = CPI-U at time of adjustment calculation (May 2019): 146.8 CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 1.023

Base rate: $1,000.00 Multiplied by 1.023 Equals adjusted rate $1,023.00

For subsequent years, the base rate (CPI1) remains the same and the adjustment calculation will show the change from the base rate. Following shows the second adjustment using the example above:

CPI2 = CPI-U at time of adjustment calculation (May 2020): 140.6 CPI1 = CPI-U at time base rate was awarded and set (June 2018): 143.4

CPI2/CPI1: 0.980

Base rate: $1,000.00 Multiplied by 0.980 Equals adjusted rate $980.00

2.5 Purchase Order/Contract

By submitting an Offer, the Bidder/Proposer declares that it understands and agrees that Bidder’s/Proposer’s Offer in addition to the Specifications, the Instructions, the General Terms and Conditions, the Special Terms and Conditions, the Insurance and Bond requirements, any Amendment(s) issued and all applicable attachments to this Solicitation Document shall become a valid contract between the County and the Contractor upon approval of the contract award by the Board of County Commissioners (if applicable), upon approval of the contract award by the County Administrator (if applicable), or upon the County’s issuance of a Contract Purchase Agreement, Blanket Purchase Agreement, or Purchase Order, whichever occurs sooner.

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2.6 Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a five (5)-year period (ending on the last Business Day of the final month) from the effective date of the Contract as established by the County’s Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA).

2.7 Estimated Quantities

Quantities given represent the best estimate for use and shall be the basis for award. However, these quantities are not intended to represent actual requirements, which are not known at this time and may vary during the Contract Period. The County does not guarantee a minimum total purchase.

Furthermore, the requirements of the County may exceed best estimates and the Successful Bidder/Proposer shall provide such requirements to the extent they are reasonable.

2.8 Hillsborough County Governmental Purchasing Council: Reference Laws of Florida 69-1112 and 69-1119

All Offers received by the County in response to this Solicitation Document shall be considered as Offers to members of the Hillsborough County Governmental Purchasing Council. Members, at their discretion, may utilize the Contract that results from this Solicitation Document. Members may purchase the goods, Services and/or Work under the same terms and conditions as the Contract between the Contractor and the County. Members will issue their own purchase orders, issue payments and coordinate the service locations with the Contractor, as applicable. The Hillsborough County Governmental Purchasing Council consists of the following agencies:

Children’s Board of Hillsborough County City of Plant City City of Tampa City of Tampa Housing Authority City of Temple Terrace Clerk of the Circuit Court Expressway Authority Hillsborough Area Regional Transit Authority Hillsborough County Aviation Authority Hillsborough County Board of County Commissioners Hillsborough Community College Hillsborough County School Board Hillsborough County Sheriff Property Appraiser State Attorney’s Office Supervisor of Elections Tampa Palms Community Development District Tampa Port Authority Tampa Sports Authority Tax Collector

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2.9 Ordering

The County shall issue a Blanket Purchase Agreement (BPA) or Contract Purchase Agreement (CPA) to cover any goods, Services and/or Work to be furnished under this Contract. The County user departments will then issue Standard Purchase Orders against the BPA/CPA on an as-needed basis. The Successful Bidder/Proposer shall deliver the applicable goods, Services and/or Work only upon receipt of a Standard Purchase Order. No goods, Services and/or Work are to be provided until a Standard Purchase Order is issued. However, any Standard Purchase Order issued PRIOR to the end of the Contract Period shall be completed, invoiced and paid after the expiration of the Contract. Orders shall be issued only during the Contract Period. The County reserves the right to modify the delivery location(s) identified throughout the Contract Period.

2.10 Termination for Convenience

In the event the County elects to terminate the Contract, the County shall provide the Contractor with notice of termination in writing by electronic and/or certified mail. The County shall pay the Contractor for any accepted goods, Services and/or Work provided by the Contractor to the County prior to the Contractor’s receipt of said termination notice.

3. DEFINITIONS

The following words and expressions (or pronouns) shall, wherever they appear in this Solicitation Document and the Contract Documents, be construed as follows unless a different meaning is clear from the context.

3.1 Agreement

"Agreement" shall mean the written agreement between the County and the Contractor covering the goods and/or Services to be provided and/or the Work to be performed pursuant to this Solicitation Document. The Agreement (if one is required for this particular Solicitation Document) will be attached to and made a part of the Contract Documents.

3.2 Amendment(s), Addendum, or Addenda

"Amendment(s)", "Addendum", or "Addenda" shall mean the additional information and/or requirements concerning this Solicitation Document that are issued by the County, in writing, prior to the Close Date.

3.3 Bid(s), or Bidder's Bid

"Bid(s)", "Bidder’s Bid”, "Proposal(s)", or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

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3.4 Bidder

"Bidder" or "Proposer" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.5 Blanket Purchase Agreement (BPA)

“Blanket Purchase Agreement (BPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and any additional terms and conditions of the Contract, if applicable.

3.6 Board of County Commissioners

"Board of County Commissioners" shall mean the Board of County Commissioners of Hillsborough County, Florida.

3.7 Bond

"Bond" or "Earnest Money Deposit (EMD)" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer/Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.8 Business Day(s)

“Business Day(s) "shall mean Monday through Friday excluding public holidays.

3.9 Change Order

“Change Order” shall mean a written order or alteration to a Contract or Purchase Order signed by the appropriate County and Contractor authority directing an addition, deletion, or revision in the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time.

3.10 Close Date

"Close Date" shall mean the date and time set for delivery to the County of all Offers submitted in response to this Solicitation Document.

3.11 Contract or Contract Documents

"Contract" or "Contract Documents" shall mean the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Equal Employment Opportunity and Affirmative Action Requirements, all Amendment(s) issued, the Offer, the Agreement (if applicable), all the attached documents identified in this Solicitation

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Document, all supplementary drawings issued after award of the contract, all Change Orders, all Allowance Authorization Releases, and all provisions required by law to be a part of the Contract Documents, whether actually inserted therein or not.

3.12 Contract Price

"Contract Price" shall mean the total monies payable to the Contractor under the Contract Documents.

3.13 Contract Purchase Agreement (CPA)

“Contract Purchase Agreement (CPA)” shall mean the County’s written document to the Contractor stating the products/Services/Work to be provided, the pricing for said products/Services/ Work, the effective dates for the provision of said products/Services/Work, and additional terms and conditions of the Contract, if applicable.

3.14 Contract Time or Contract Period

"Contract Time" or “Contract Period” shall mean the number of calendar Days stated in the Contract Documents for the completion of the Work and/or the provision of the goods and/or Services specified therein.

3.15 Contractor

"Contractor" shall mean the Successful Offeror, whether a corporation, partnership, individual or any combination thereof, and its, their or his/her successors, personal representatives, executors, administrators, and permitted assignees.

3.16 County

"County" shall mean the Board of County Commissioners, Hillsborough County, Florida, for whom the Contract is being performed.

3.17 County Administrator

"County Administrator" shall mean Hillsborough County's County Administrator, or a designee identified by the County Administrator to perform certain functions on behalf of the County Administrator.

3.18 Day(s)

"Day(s)" shall mean one calendar day.

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3.19 Designee

"Designee" shall mean the person appointed by the Board of County Commissioners and/or the County Administrator to act on his/her behalf.

3.20 Earnest Money Deposit (EMD)

"Earnest Money Deposit (EMD)" or "Bond" shall mean bid bond, performance bond, and/or payment bond and other instruments of security furnished by the Bidder/Proposer and/or Contractor and its Surety in accordance with this Solicitation Document and/or the Contract Documents.

3.21 Electronic Bidding System

"Electronic Bidding System" shall mean the County’s Electronic Bidding System.

3.22 Invitation To Bid

“Invitation to Bid” shall mean the Solicitation Document issued by the County for the goods, Services and/or Work specified herein; and shall include the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, and all Amendment(s) issued.

3.23 Minimum Specifications

"Minimum Specifications" shall mean the portion of the Specifications that address the technical requirements of the Work to be performed under this Contract including materials, equipment, and workmanship.

3.24 Modification Agreement

“Modification Agreement(s)” shall mean the written order to the Contractor authorizing an addition, deletion, or revision in the goods, Services and/or Work to be provided under the Contract Documents or an adjustment in the Contract Price issued after the award of and/or execution of the Contract/Agreement. Such written order must be approved and/or executed by the applicable authorized representatives of the County in accordance with County policy.

Modification Agreements that are required to be approved by the Board of County Commissioners pursuant to County policy must be executed by the Contractor and the Chair of the Board of County Commissioners.

3.25 Notice

"Notice" shall mean a written notice for the County and the Contractor as set forth in this Solicitation Document and/or the Contract Documents.

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3.26 Notice of Award

"Notice of Award" shall mean the written notice given by the County to the Successful Bidder/Proposer that said Bidder/Proposer has been selected by the County to provide the goods/Services and/or perform the Work specified in this Solicitation Document.

3.27 Notice to Proceed

"Notice to Proceed" shall mean the written notice given by the County to the Successful Bidder/Proposer and/or Contractor of the date for the Work to start and/or for the date of the Successful Bidder/Proposer and/or Contractor to provide the goods and/or Services specified in the Contract Documents.

3.28 Offer(s)

"Offer(s)" or "Bid(s)" or "Proposal(s)" or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Offeror submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Offeror in response to this Solicitation Document.

3.29 Offeror

"Offeror" shall mean any person, partnership, corporation or other entity or organization that has submitted an Offer, Bid, or Proposal to the County in response to a procurement solicitation issued by the County to provide equipment, supplies, materials, or Services.

3.30 Project

"Project" shall mean the entire action and/or improvement which is the subject of this Solicitation Document and/or the Contract Documents.

3.31 Project Manager

"Project Manager" shall mean the duly authorized representative of the Board of County Commissioners during the Contract Period.

3.32 Proposal(s)

"Proposal(s)" or "Bid(s)" or "Bidder’s Bid(s)” or "Quote(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

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3.33 Proposer

"Proposer" or "Bidder" shall mean any person, partnership, corporation or other entity or organization submitting a Bid, Proposal, or Quote to provide the goods, Services and/or Work solicited by the County in this Solicitation Document.

3.34 Purchase Order

“Purchase Order” shall mean the County’s written document to the Contractor authorizing Work.

3.35 Quote(s)

"Quote(s)" or "Bid(s)" or "Bidder’s Bid(s)” or "Proposal(s)" shall mean the offer, bid, proposal, or quote of the Bidder/Proposer submitted on the prescribed forms setting forth the prices for the Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

3.36 Service(s)

"Service(s)" shall mean the activity/improvement and/or the means or methods necessary for implementation and prosecution of the Project and/or Work that is the subject of the Contract Documents.

3.37 Site(s)

"Site(s)" shall mean the area(s) upon or in which the Contractor’s operations are carried on and such other areas adjacent thereto as may be designated as such by the County.

3.38 Solicitation Document

"Solicitation Document" shall mean the solicitation issued by the County for the goods, Services and/or Work specified herein; and shall include the Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, and all Amendment(s) issued.

3.39 Specifications

"Specifications” shall mean the detailed information set forth in the “Specifications” Section of this Solicitation Document describing and/or concerning the goods, Services and/or Work being solicited by the County via this Solicitation Document, including, but not limited to, any terms and conditions contained within the “Specifications” Section, any Amendment(s) issued related to the “Specifications” Section, and/or any drawings or maps relating to the “Specifications” Section of this Solicitation Document.

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3.40 Subcontractor

"Subcontractor" shall mean any person, firm or corporation other than employees of the Contractor who or which contracts with the Contractor to furnish, or actually furnishes labor, materials, and/or equipment for the Work and/or Project to be performed that is the subject of the Contract Documents.

3.41 Successful Bidder/Proposer

“Successful Bidder” or "Successful Proposer" shall mean the Contractor and vice versa, whether a corporation, partnership, individual or any combination thereof, and its, their or his/her successors, personal representatives, executors, administrators, and permitted assignees.

3.42 Surety

"Surety" shall mean any corporation that executes, as surety, the Bidder’s/Proposer's Bid/Proposal bond, and/or any corporation that executed, as surety, the Contractor’s Bid/Proposal, performance, and/or payment Bond.

3.43 Unilateral Change Order

“Unilateral Change Order” shall mean a written order or alteration to a Contract or Purchase Order signed by the appropriate County authority directing an addition, deletion, or revision in the provision of the goods and/or Services or an adjustment in the Contract Price and/or Contract Time that does not require concurrence of the Contractor.

3.44 Work

"Work" shall mean any and all obligations, duties and responsibilities necessary for the successful delivery of the goods and/or the successful completion of the Services, Project and/or tasks assigned to or undertaken by the Contractor pursuant to the Contract Documents, including, but not limited to, the furnishing of all labor, materials, equipment and other incidentals contemplated by and/or related to the Contracted Documents.

4. INSTRUCTIONS

4.1 Bid Submissions

4.1.1 The County shall only accept Offers through its Electronic Bidding System.

4.1.2 Offers delivered by non-electronic means, facsimile, electronic mail (e-mail) or electronic means other than through the County's Electronic Bidding System will not be considered.

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4.2 Non-Discrimination and Compliance with Laws

4.2.1 Bidder shall comply with the requirements of all applicable federal, state and local laws prohibiting discrimination and the rules, regulations, policies, and executive orders promulgated thereunder, all of which are incorporated herein by reference.

4.2.2 The County prohibits any person/business involved in County contracting and procurement activities, to discriminate on the basis of actual or perceived race, color, religion, sex, national origin, age, marital status, disability, sexual orientation, or gender identity or expression.

4.2.3 Bidder shall comply with the requirements of all applicable federal, state and local laws and the rules, regulations, policies and executive orders promulgated thereunder, all of which are incorporated herein by reference.

4.3 Award of Contract and Rejection of Bids

4.3.1 A Contract, if awarded, will be awarded to the lowest responsive and responsible Bidder in accordance with this Solicitation Document and applicable law.

4.3.2 The County, in its sole discretion, may determine whether acceptance of the Bid/Quote is in the best interest of the County. Further, the County reserves the right to reject any and all Bids/Quotes and to waive any informality concerning a Bid/Quote whenever such rejection or waiver is in the best interest of the County and in conformance with Florida Law.

4.3.3 The County also reserves the right to reject the Bid/Quote of any Bidder:

4.3.3.1 determined to be non-responsible due to failure to perform properly or timely on a comparable contract; and

4.3.3.2 who is not in a position to perform the contract.

4.3.4 Bidder must have the capacity, knowledge, skill and general ability to fully perform.

Bidder must also have the integrity, reliability and other applicable qualities that will ensure good faith performance. The County reserves the right to require Bidder to submit documentation and other evidence attesting to the Bidder’s responsibility. The County may reject Bidder’s Bid/Quote if, at the County’s sole discretion, Bidder fails to submit documents and evidence of responsibility and/or the County has determined that the Bidder is not responsible.

4.4 Bid Documents

4.4.1 The Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Insurance and Bond requirements, Specifications, Requirements, any

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Amendment(s) issued, together with all the attached documents herein identified constitute the entire Solicitation Document, and must be the basis of all Offers.

4.4.2 Bidder’s/Proposer's Offer pricing, in addition to all Amendment(s) issued, and any other documentation required by this Solicitation Document that is submitted by the Bidder/Proposer in response to this procurement shall constitute the Offer. The Bidder/Proposer is only required to submit its Offer in addition to any Amendment(s) issued and any other documentation required by this Solicitation Document.

4.4.3 The Definitions, Instructions, General Terms and Conditions, Special Terms and Conditions, Requirements, Insurance and Bond requirements, Specifications, Equal Employment Opportunity and Affirmative Action requirements, all Amendment(s) issued, the Bidder’s/Proposer's Offer, the Agreement, if applicable, together with all other attached documents herein identified and all supplementary drawings issued after award of the Contract shall constitute the “Contract Documents” upon the award of this Solicitation Document.

4.5 Bid/Proposal/Quote Pricing

Pricing must be quoted only in the space(s) provided within this Solicitation Document; no other form(s) will be accepted. When applicable, all prices quoted are to be free-on-board (F.O.B.) to the job site or specified delivery location in Hillsborough County, Florida.

4.6 Bid/Proposal/Quote Results

Preliminary results are generally available within two (2) Business Days to Bidders/Proposers in the County’s Electronic Bidding System.

4.7 Bidder/Proposer Request for Interpretation of Solicitation Document

No interpretation of the meaning of the Specifications or Scope of Work contained in this Solicitation or related Contract Documents will be made to any Bidder/Proposer orally. Every request for such interpretation must be submitted in writing through the electronic bidding system (Euna Procurement). To be given consideration, such requests must be received no later than 14 calendar days after the date of Solicitation issuance in Euna Procurement, site visit, or pre-bid conference, whichever is later. All interpretations and supplemental instructions provided by the County will be in the form of a written amendment which, if issued, will be communicated to all Bidders/Proposers who have acknowledged participation within Euna Procurement. All issued amendments shall become part of the Contract Documents. The “Primary Contact” information on Page 1 of this Solicitation is provided in the event assistance is needed. No Bids or Proposals shall be submitted or accepted through electronic mail (e-mail), facsimile, or by hard copy (paper). Bids and Proposals will only be accepted and considered if submitted through Euna Procurement.

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4.8 Bidder/Proposer Responsible for Examining/Investigating Work Site(s)

If applicable to this Solicitation Document, Bidder/Proposer is solely responsible for examining all Sites of the proposed Work and conducting any investigations necessary to inform itself of any difficulties that may be involved in the completion of the Work. Bidder’s/Proposer's failure to conduct such examinations and investigations shall not:

4.8.1 excuse the Successful Bidder’s/Proposer's failure to complete the Work in accordance with the Specifications and requirements set forth in this Solicitation Document based on the Successful Bidder’s/Proposer's ignorance of conditions or difficulties that may exist prior to the Close Date or of conditions or difficulties that may be encountered during the execution of the Work; and/or

4.8.2 be a basis for any claims for additional compensation and/or for any extensions of time.

4.9 Procurement Policy and Procedures and Hillsborough County Ordinance – Protest Process and Procedures

Offeror is advised that by submitting an Offer, Offeror hereby agrees to comply with the County’s Procurement Policy and Procedures, including, but not limited to, the County’s policy and procedures regarding Bid protests and Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3. The County’s Procurement Policy and Procedures can be found on the County’s website at:

https://hcfl.gov/businesses/doing-business-with-hillsborough/vendors/vendor-policies-forms-and-documen…