13-ITB-26-00125 Tree Replanting of Scenic Roads and Miscellaneous Areas.pdf

Invitation to Bid Tree Replanting of Scenic Roads and Miscellaneous

Areas

ITB-26-00125

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SOLICITATION TYPE: Competitive Sealed Bids

SOLICITATION NUMBER: ITB-26-00125

SOLICITATION TITLE: Tree Replanting of Scenic Roads and Miscellaneous Areas

BRIEF DESCRIPTION: The Hillsborough County Board of County Commissioners (County) Engineering and Operations Department is seeking competitive sealed bids from experienced and qualified Contractors with a proven a documented track record of preparing planting areas, soil amendment, planting and removing of various trees and plants, and the required maintenance at various County locations for a one (1) year period.

DUE DATE & TIME: February 27, 2026, 2:00 P.M. Eastern Time (our clock)

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- 00125 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 Engineering and Operations Department is seeking competitive sealed bids from experienced and qualified Contractors to furnish all materials, equipment, and maintenance of traffic and labor as necessary for the preparation of planting areas, soil amendment, planting and removal of designated trees, and the protection and maintenance of plants.

1.1.2 Refer to Exhibits A-G for examples of locations. Additional locations in unincorporated Hillsborough County may be required in accordance with the specifications herein.

1.2. Applicable Publications and Terminology

The following publication(s) of the issue in effect on date of this solicitation, forms a part of this specification:

1.2.1 American Joint Committee of Horticultural Nomenclature, plants.usda.gov

1.2.2 American National Standards Institute (ANSI), https://www.ansi.org

1.2.3 Florida Grades and Standards for Nursery Plants 2022, https://sfyl.ifas.ufl.edu /media/sfylifasufledu/hillsborough/docs/pdf/environmentalhort/grades-and-standards-for-nursery-plants-2022.pdf

1.2.4 Florida Department of Transportation Maintenance of Traffic Standards, https:// www.fdot.gov/construction/engineers/mot/motmain.shtm

1.2.5 Terminology:

1.2.5.1 Final Acceptance: refers to the point in time when all requirements of the specifications are completed, including any punch list items, to the satisfaction of the Project Manager. The contractor shall be notified in writing of Final Acceptance by the Project Manager.

1.2.5.2 Maintenance Period: refers to the time period beginning at the Notice to Proceed and shall continue for twelve (12) months after notification of Final Acceptance.

1.2.5.3 Warranty Period: refers to a twelve (12) month period beginning at Final Acceptance.

file://hcbocc.ad/dfs/Procurement/Groups/Bid%20Master/FY%2026%20(Euna%20Procurement)/ITB/ITB-26-XXXXX%20Tree%20Replanting%20of%20Scenic%20Roads%20and%20Miscellaneous%20Areas/1.%20Pre-Solicitation/plants.usda.gov https://www.ansi.org/ https://sfyl.ifas.ufl.edu/media/sfylifasufledu/hillsborough/docs/pdf/environmentalhort/grades-and-standards-for-nursery-plants-2022.pdf https://sfyl.ifas.ufl.edu/media/sfylifasufledu/hillsborough/docs/pdf/environmentalhort/grades-and-standards-for-nursery-plants-2022.pdf https://sfyl.ifas.ufl.edu/media/sfylifasufledu/hillsborough/docs/pdf/environmentalhort/grades-and-standards-for-nursery-plants-2022.pdf https://www.fdot.gov/construction/engineers/mot/motmain.shtm https://www.fdot.gov/construction/engineers/mot/motmain.shtm

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1.2.5.4 Establishment Period: refers to the time period when plant material is installed and continues for three (3) months after notification of Final Acceptance.

1.2.5.5 Final Establishment Inspection: refers to the time period at the end of the three (3) month Establishment Period and upon notification to the Project Manager by the Contractor, unless this time coincides with the dormancy of any deciduous plant material. In such case, the Final Establishment Inspection shall occur when plant material is in fully leafed-out condition.

1.3. Minimum Qualifications

1.3.1 The Bidder/Proposer or principal thereof shall demonstrate recent experience in providing substantially similar services.

1.4. Minimum Requirements

1.4.1 The landscape installation shall be by a single firm specializing in landscape work.

1.4.2 Specified plant names shall comply with “Standardized Plant Names” as adopted by the latest edition of the American Joint Committee of Horticultural Nomenclature.

1.4.3 The Contractor shall provide stock true to the botanical name and ensure the stock is legibly tagged.

1.4.4 Plant material and tree root balls shall comply with sizing and grading standards in the latest edition of “American Standard of Nursery Stock” as set forth by the American National Standards Institute Z60.1 (ANSI).

1.4.5 Plant material shall comply with sizing and grading standards of the latest edition of “Grades and Standards for Nursery Plants: Parts I and II” as set forth by the Florida Department of Agriculture and Consumer Services. All plant material shall be Florida Grade Number 1 or better in quality.

1.4.6 Tree caliper measurement shall be taken 6-inches above ground level if tree diameter is 4-inches or less. If tree diameter is greater than 4-inches, caliper measurement shall be taken at 12-inches above ground level.

1.4.7 No species or size substitutions shall be allowed, unless authorized by the Project Manager.

1.4.8 All plants shall be nursery grown and 100% acclimatized to local planting conditions.

1.4.9 All trees will be inspected and approved for compliance by the Project Manager at the place of growth, with specification requirements for quality, size and variety. When trees cannot be obtained locally, the Contractor shall provide sufficient photographs of

ITB-26-001025 Page 5 the proposed plants for the County to determine compliance with these specifications.

Such approval shall not relinquish the right of inspection and rejection upon delivery at the site.

1.4.10 Mobilization shall include the costs associated with pre-installation activities, site setup, equipment, material handling, and labor and staffing.

1.5. Contractor Submittals

1.5.1 The Contractor shall submit the following prior to commencing with work:

1.5.1.1 Planting schedule detailing the planned dates for each type of planting at each site, provided no later than two (2) weeks prior to beginning work.

1.5.1.2 Certificates of inspection for soil amendments, herbicides, insecticides and fertilizer materials, as required by governmental authorities, manufacturers and/or vendors certified analysis.

1.5.1.3 The following material samples:

1.5.1.3.1 Mulch

1.5.1.3.2 Planting soil backfill with verification of sterilization and the source

1.5.1.3.3 Tree guying system

1.5.2 Material samples and/or the state inspection certificate for plant material shall be submitted to the Project Manager no later than two (2) weeks prior to beginning work.

1.5.3 Upon Final Acceptance of plant material, the Contractor shall provide two (2) copies of written procedures for the maintenance of plant materials over the period of one (1) year.

1.6. Delivery, Storage, and Handling

1.6.1 The Contractor shall deliver fertilizer materials in original, unopened, and undamaged containers showing weight, analysis of the included micronutrients, and the name of the manufacturer.

1.6.2 The Contractor shall take all precautions necessary to prevent damage to plants in preparing them for transport by spraying deciduous plant foliage with an approved anti-desiccant in accordance with best plant transporting practices to prevent dehydration.

1.6.3 Plant material that is observed to be stored improperly shall be reviewed by the Project Manager for acceptance/rejection.

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1.6.4 Plants that are transported on open vehicles shall be covered with a protective covering to prevent wind burn or other damage.

1.6.5 Planting soil backfill shall be kept dry and loose for planting bed mixes.

1.6.6 For each planting site, a minimum of one (1) tree and one (1) shrub shall be labeled with a securely attached waterproof tag that visibly states the botanical and common name.

1.7. Job Conditions

1.7.1 The contractor shall notify the Project Manager at least seven (7) working days prior to the installation of plant material. All plant samples will be reviewed by the Project Manager for approval prior to installation.

1.7.2 The Contractor shall verify all underground and above ground utilities, and notify the Project Manager of any unsatisfactory conditions, prior to beginning work.

1.7.3 The Contractor shall protect existing utilities, paving, landscaping and other facilities from damage caused by landscaping operations. Any damage resulting from the landscape installation process shall be the Contractor’s responsibility to repair.

1.7.4 The Contractor shall contact Sunshine811.com or call 811 a minimum of forty-eight

(48) hours prior to beginning work to notify the appropriate utility entities.

1.7.5 A complete list of plants, including sizes, quantities and other requirements are shown on Exhibits A-G.

1.7.6 The Contractor shall examine the sub-grade and observe the conditions under which work will occur. When conditions detrimental to plant growth are encountered, such as rubble fill, adverse drainage conditions, or obstructions, notify the Project Manager before planting to determine alternative action by Contractor. The Contractor shall be responsible for removing existing vegetation deemed necessary by the Project Manager to conduct required work.

1.7.7 All work shall comply with appropriate regulating authority guidelines for Traffic Controls for Construction and Maintenance Operations. All applicable Florida Department of Transportation Maintenance of Traffic Standards shall be utilized while work is being performed. Contractor shall be responsible for filing and obtaining all required agency permits for traffic control, including temporary traffic control permits.

County permit fees are waived for County projects.

1.7.8 The Contractor shall perform site clean-up during installation of the work. Upon completion of the work, the Contractor shall remove all excess materials, soil, debris, and equipment from the site. Disturbed areas shall be restored to their existing condition or

ITB-26-001025 Page 7 better, with Bahia seed or sod, depending on the location and the previous condition of the site, as determined by the Contractor-provided existing condition photos/videos.

1.8. Materials

1.8.1 Plants

1.8.1.1 All plant material shall be Florida Grade #1 or better in plant quality, unless otherwise noted.

1.8.1.2 Container stock shall be grown in container for sufficient time to enable the root system to have developed, holding the soil together. Container stock shall not be pot bound.

1.8.2 Trees

1.8.2.1 The measurement for height shall be taken from the ground level to the average height of the top of the plant. Height shall not be based on the longest stem.

1.8.2.2 The plant shall be well bushed to the ground and side branches shall be well twigged, unless Standard growth is specified.

1.8.2.3 Standard trees shall have six (6) feet of clear trunk from the ground to the lowest branches, at the time of installation.

1.8.3 Any plant material showing signs of shock will be judged on a case-by-case basis for acceptance or rejection.

1.9. Accessories

1.9.1 Planting Soil Backfill for tree pits shall be sterilized, fertile, friable, of loamy character, and reasonably free from clay, lumps, coarse sands, stones, roots, sticks and other foreign materials. The acidity range shall be between 5.5 and 6.5.

1.9.2 An anti-desiccant shall be applied to plants in accordance to Section 1.6.2 and manufacturer recommendations.

1.9.3 Mulch shall be pine bark nuggets that are clean and free from weeds, moss, sticks, or other foreign materials. Mulch shall be between 2 inches and 3 inches deep, except as noted.

1.9.4 Water shall be free of substances harmful to plant growth and contain less than 300 ppm soluble salts and 10 ppm chlorine. The Contractor shall furnish a water supply from an acceptable source such as deep wells, municipal water supply, or treated wastewater.

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1.9.5 All trees shall be supported using Arbor brace or equal, except as noted on the details sheet of the plans.

1.9.6 The Contractor shall apply a pre-emergent weed killer in accordance with the manufacturer’s recommendations.

1.10. Inspection

1.10.1 The Contractor shall examine proposed planting areas and conditions for plant installation. Contractor shall obtain approval for planting areas from Project Manager.

1.11. Preparation

1.11.1 Planting shall be performed by experienced workmen familiar with planting procedures under the supervision of a qualified supervisor.

1.11.2 Layout of individual tree locations shall be performed by the Contractor prior to starting work at each site. If obstructions are encountered, the Contractor shall not proceed with planting operations until the Project Manager has provided notice and selected alternate planting locations.

1.11.3 The Contractor shall excavate circular plant pits with vertical sides, at a minimum, in accordance with the plan details. Slick sides shall be scarified prior to planting.

1.12. Installation

1.12.1 The Contractor shall set plant material in the planting pit to proper grade and alignment. Plants shall be upright, plumb, and faced to give the best appearance or relationship to each other and trees shall be between 2 inches and 3 inches above the finish grade.

1.12.2 The Contractor shall form a ring of soil around the edge of each planting pit to retain water, in accordance with plan details, and water appropriately. No filling will be permitted around trunks or stems.

1.12.3 The Contractor shall apply mulch to tree planting pits and other designated areas and rake evenly.

1.12.4 The Contractor shall support all trees in accordance with the plan details and acceptable industry standards.

1.12.5 The Contractor shall prune all plants in accordance with accepted industry standards. Do not site prune to achieve Florida #1 grade in shape or size.

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1.13. Maintenance

1.13.1 The Contractor shall begin site area maintenance immediately after Notice to Proceed, including mowing. The plant Maintenance Period shall begin immediately upon planting and continue for one (1) year following Final Acceptance.

1.13.2 Maintenance shall include, but is not limited to, the following:

1.13.2.1 Pruning

1.13.2.2 Cultivating

1.13.2.3 Weeding

1.13.2.4 Mowing

1.13.2.5 Fertilizing

1.13.2.6 Watering

1.13.2.7 Application of appropriate insecticides or fungicides as necessary to maintain trees free from insects and diseases

1.13.2.8 Reposition settled plants to proper grade and position

1.13.2.9 Tighten and repair tree guying and stakes

1.13.2.10 Correct defective work immediately after deficiencies arise

1.13.2.11 Re-mulch disturbed planting areas

1.13.3 Water plants to a saturation depth of three (3) feet, and in accordance with the recommendation in Exhibits A-G.

1.13.4 Maintenance shall include mowing and edging of medians within the project limits of the contracted roadways. Damage to turf/groundcover due to equipment or other Contractor activity shall be repaired by the Contractor at no additional cost to the County.

1.14. Acceptance

1.14.1 The Project Manager shall inspect planted areas to determine acceptance upon the Contractor’s request. The Contractor shall provide notification at least five (5) working days prior to the requested inspection date.

1.14.2 Planted areas will be accepted provided all requirements, including maintenance, have been complied with and plant materials are alive and in healthy, vigorous condition.

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1.14.3 The Project Manager will create a punch list for items requiring correction prior to the final compliance re-inspection. An appropriate correction schedule will be determined at the time such corrections are deemed necessary. The Contractor shall provide a minimum 72 hours’ notice prior to the requested re-inspection.

1.14.4 No plant material showing evidence of cable, chain marks, equipment scars or other mechanical damage shall be accepted.

1.15. Warranty

1.15.1 The Contractor shall warrant that all plant material will remain alive and maintain a healthy growing condition for a one (1) year period following completion and Final Acceptance of the entire project.

1.15.2 The Contractor shall replace, in accordance with the plans and specifications, all plants that are dead or in an unhealthy or unsightly condition, as determined by the Project Manager. The cost of such replacement shall be the Contractor’s responsibility.

1.15.3 The Contractor shall follow establishment and recommended watering schedule for all replacement plants after Final Acceptance.

1.15.4 The Contractor shall remove and immediately replace all plants found to be dead or in unhealthy condition as determined by the Project Manager during the Warranty Period. All replacements for removed plants are to occur within three (3) weeks of notification by the Project Manager.

1.15.5 The Contractor shall remove all tree bracing or guying at the end of the Warranty Period.

1.15.6 Warranty shall not include damage or loss of plants caused by fires, floods, rains, lightning storms, vehicles, acts of vandalism, winds over 75 miles per hour, or winter kill caused by extreme cold or winter conditions not typical of the planting area.

1.16. Preparation for Delivery

Delivery of the goods and/or performance of the Services and/or Work must be no later than 120 Days after Contractor's receipt of a Purchase Order from the County. 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.

2. SPECIAL TERMS AND CONDITIONS

2.1 Basis for Award (County’s Best Interest)

Award will be made to the lowest, responsive and responsible Bidder meeting Specifications. If this Solicitation Document contains more than one line item, the County reserves the right to

ITB-26-001025 Page 11 award by line item, by group/section, or by overall total net Bid price, whichever is determined to be in the County’s best interest.

2.2 Insurance, Contractor

See ITB-26-00125 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.

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.

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2.4 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.

2.5 Contract Period for Term Contract

The Contract resulting from this Solicitation Document will be in effect for a one (1)-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).

2.6 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.

2.7 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

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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

2.8 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.

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.

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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.

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.

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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 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.

ITB-26-001025 Page 16

3.18 Day(s)

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

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.

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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.

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

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Work to be performed, along with all other documents submitted by the Bidder/Proposer in response to this Solicitation Document.

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-documents

Offeror is further advised that pursuant to Hillsborough County Code of Ordinances and Laws, Part A, Chapter 2, Article VI, Division 3, Sec. 2-567(b)(i), any protest of the Specifications and/or terms and conditions contained within this Solicitation Document must be received by the County no later than five (5) Business Days before the Close Date/Bid Submittal Deadline set forth in this Solicitation Document.

4.10 Bidder's/Proposer's Understanding of the Solicitation Document

Bidder/Proposer is solely responsible for reading and completely understanding this Solicitation Document in its entirety.

4.11 Brand Names, Etc.

4.11.1 In instances where the Specifications make this subject applicable, any use therein of brand names, manufacturers' names, trade names, information and/or catalog numbers are used solely for the purpose of providing descriptions and for establishing acceptable quality levels. Such references are not intended to place restriction on the Bidders/Proposers (other than as to quality) and Bidders/Proposers may propose and https://hcfl.gov/businesses/doing-business-with-hillsborough/vendors/vendor-policies-forms-and-documents https://hcfl.gov/businesses/doing-business-with-hillsborough/vendors/vendor-policies-forms-and-documents

ITB-26-001025 Page 23 describe upon the Bid/Proposal/Quote forms deviations that the Bidder/Proposer believes to be equal to or better than the requirements set forth in this Solicitation Document. The burden of proof that the Bidder's/Proposer's proposed brand is in fact equal lies with the Bidder/Proposer.

4.11.2 Bidders/Proposers must furnish all requested information in the spaces provided on the Bid Proposal. Additionally, where required pursuant to the provisions of this solicitation, Bidders must submit the following with their Bid Proposal: catalog cuts, sketches, descriptive literature, and/or complete specifications relative to the items proposed and offered. References to previously submitted material concerned with previous Bid Proposals are not acceptable to County.

4.12 Cancellation of Solicitation Document

The County reserves the right to cancel, in whole, or in part, this Solicitation Document when deemed to be in the best interest of the County.

4.13 Compliance With Occupational Safety and Health Act (O.S.H.A.)

In instances where such is applicable due to the nature of a Solicitation Document, all material, equipment, etc., as proposed and offered by the Bidder/…