232522TEG_PROJECT_DOCUMENTS.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 09/13/23 Page 1 of 4

IFB #: 232522TEG

IFB TITLE: SIESTA KEY STORAGE TANK CLEANING

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a supplier to provide cleaning of the Siesta Key storage tank on an as needed basis as stated herein. Bidders are required to comply with Part II, Scope of Work.

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror” is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their experience providing inspection and cleaning of wastewater storage tanks which required Permit-Required Confined Space Entry Certification within the seven (7) years preceding the submission deadline in OpenGov. A minimum of two (2) references are required.

3.1.2. A single reference may be used to verify multiple requirements.

Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed

IFB Part I Revised 09/13/23 Page 2 of 4 specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified.

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov. Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total extended bid price. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be

IFB Part I Revised 09/13/23 Page 3 of 4 provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term Contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

https://www.scgov.net/government/procurement/contract-templates

IFB Part I Revised 09/13/23 Page 4 of 4

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

PART II

SCOPE OF WORK

Document prepared by Public Utilities/Field Operations

1. OVERVIEW

Sarasota County owns and operates the Siesta Key Master Pump Station (SK MPS) and accompanying CROM® storage tank located at 5200 Oakmont Place, Sarasota, FL 34242 on Siesta Key. As needed, the County must inspect and clean the storage tank to ensure proper operation and safe conditions.

2. TECHNICAL SPECIFICATIONS

A. SITE ACCESS AND STAGING

i. Refer to Attachment A - Site Map for potential staging locations.

The Contractor shall coordinate with County staff on actual staging area(s).

ii. Refer to Attachment A - Site Map for locations for utility connections, including water, sewer, and power.

iii. Refer to Attachment B – CROM® Drawings for access to tank. The ladder shown in sheet 1 of ATTACHMENT B - CROM DRAWINGS to access the dome hatch has been removed. Access is available through the wall manhole detailed in sheet 3 of the drawings.

iv. Contractor shall coordinate with County staff to avoid disrupting onsite operation and maintenance activities.

B. DRAINING

i. The County will drain the storage tank’s contents through existing process piping. Once complete, the Contractor shall furnish all necessary labor, materials, and equipment to completely remove any residual wastewater from the storage tank.

ii. After the tank is completely drained, the Contractor shall collect the accumulated solids and all leftover tank waste from inside the storage tank and haul and dispose of the residuals at the Meadowood Solids Handling Facility located at 4860 17th Street, Sarasota, FL 34235 or as directed by the County.

a. The Contractor shall perform the disposal in compliance with the Florida Department of Environmental Protection (FDEP) regulations.

C. CLEANING

i. The Contractor shall remove all loose materials, manually scrape muck or scale and bag all hardened deposits, squeegee tank floor, and then thoroughly clean interior surfaces of the walls, floor, and dome cover of tank using high-pressure water jet equipment, sweeping, scrubbing, or equally effective means.

ii. The Contractor shall rent a fire hydrant meter from the County at the Sarasota County Government Complex located at 1001 Sarasota Center Blvd., Sarasota, FL 34240.

a. An Application For Fire Hydrant Meter Rental can be found on the Sarasota County website:

https://www.scgov.net/government/public-utilities/customer-service/application-for-fire-hydrant-meter-rental

b. The County will reimburse the Contractor for fire hydrant meter rental fees and water usage with no percent markup.

iii. Spent wash water shall be pumped by the Contractor to the SK MPS wet well (Refer to Attachment A - Site Map)

iv. Cleaning shall yield no visible wastewater residual on the tank interior but shall not be so abrasive that it results in damage to wall, floor, and dome cover protective coatings.

v. Upon completing the cleaning of walls and ceiling, the Contractor shall remove remaining sediment, grit, and any other materials from the storage tank bottom by hauling it away and disposing of it at to Meadowood Solids Handling Facility or as directed by the County (ex. County landfill or Wastewater Reclamation Facility).

a. The Contractor shall perform the disposal in compliance with the FDEP regulations.

vi. Dirt and foreign materials accumulated from the cleaning operation shall be removed from the storage facility by the Contractor. Only liquid sewage shall be disposed of at the SK MPS. The Contractor shall take care to exclude floating debris, settled sand and grit, and other materials that may damage the SK MPS pumps from being discharged to the SK MPS.

vii. After initial cleaning, the Contractor shall perform a visual review of surfaces of the tank and log any observations of potential structural or coating issues (peeling, cracking, rusting, etc.). The Contractor observations shall be reported to the County immediately.

D. DISINFECTION

i. After tank cleaning is inspected and deemed complete by the County, the Contractor shall disinfect the tank by spraying or brushing all the storage tank’s water-contact surfaces with a solution of 200 milligrams per liter (mg/L) chlorine.

ii. The chlorine solution shall be prepared from liquid sodium hypochlorite or other County approved chlorine solution and shall be applied with brushes or spray equipment. The solution shall thoroughly coat surfaces to be treated, including the inlet and outlet piping.

https://www.scgov.net/government/public-utilities/customer-service/application-for-fire-hydrant-meter-rental https://www.scgov.net/government/public-utilities/customer-service/application-for-fire-hydrant-meter-rental

E. INSPECTIONS

i. All work performed by the Contractor and products supplied may be inspected by the County during the time the work is being performed. The Contractor shall rectify any deficiencies within a timeframe given by the County.

F. Prior to commencing work, the Contractor shall perform an initial physical inspection of the exterior and interior of the tank.

i. The Contractor shall record the initial inspection using high-resolution audio/video or still photographs. The digital imagery shall be of the entire exterior and interior of the tank, as well as conditions in the immediate surrounding area of the tank. These images will serve as record of pre-work conditions. The Contractor shall submit these to the County via email or as otherwise instructed by the County’s Project Manager within five (5) business days of request.

ii. Upon completion of the work, the Contractor shall perform a final inspection on the interior of the tank and record the final inspection of the interior of the tank using high-resolution audio/video or still photographs. The digital imagery shall include the entire interior of the tank including but not limited to, the ceiling, vents, hatches, ladders, overflow, inlet/outlet piping, problem areas, and floor.

iii. All digital imagery and written records related to the work performed shall become the property of the County.

3. CONTRACTOR RESPONSIBILITIES

A. The Contractor shall furnish all the labor, equipment, chemicals, materials, and disposal processes required to clean, and disinfect the SK MPS emergency storage tank, and properly dispose of wash water in accordance with all applicable local, state, and federal regulations.

B. The Contractor shall structure its proposed approach to the work to meet the County’s operational needs. The staging area shall be coordinated with the County’s operations staff to ensure that vehicular access is maintained to allow County to perform maintenance operations and/or daily pump station operations.

C. The Contractor shall coordinate work with the County’s Project Manager so there is minimal to no interruption to daily work.

D. The Contractor shall provide each crew with at least one (1) employee on site that can effectively communicate in English with the County staff and with the general public.

E. The Contractor shall be responsible for any damages to County property due to negligence on the part of the Contractor or their employees.

Restoration shall be made to the County’s satisfaction.

F. The Contractor is required to participate in performance or project report meetings as deemed necessary by the County.

G. The Contractor shall be responsible for providing equipment and labor necessary to perform the service described herein and shall also be fully responsible for providing adequate personnel for the performance of the service.

H. All Contractor personnel shall be provided with a means of communicating with Contractor and/or County.

I. All trucks and/or other service vehicles are to be equipped with proper safety equipment and identification.

J. The Contractor shall provide a qualified employee who is present during the work who shall act as a fully authorized agent of the Contractor and who can make on-site decisions. The agent shall be knowledgeable about all procedures and practices applicable to the contracted service requirements and condition.

K. The Contractor shall contact the County’s Project Manager within ten (10) business days of receiving PO to formalize schedule and submit their work plan. Submittal of the work plan shall include method statement of approach, team, resources, materials, and subcontractors. Any deviation from the agreed upon schedule and timeline must be in writing and approved by the County’s Project Manager.

L. The Contractor shall provide a written contingency plan within ten (10) business days of receiving a request by the County.

M. The Contractor shall assure conditions on the work site always reflect good housekeeping and safety practices. The contractor shall be responsible for removing all trash and debris from the work site related to the work performed pursuant to the Work Order (WO).

N. The Contractor shall only store equipment and products directly related to the services at the work site.

O. The Contractor shall properly dispose of all personal debris and debris generated by the Contractor from the site.

4. COUNTY’S RESPONSIBILITIES

A. The County will ensure there is adequate access to the tanks including staging space for the equipment and materials.

B. The County will ensure there is a continuous supply of potable water under pressure for the Contractor’s use.

C. The County will ensure there is a continuous supply of electricity during work and be sure that all circuit breakers are ground-fault protected (see Attachment A for locations of power sources).

5. SUBCONTRACTING

A. The use of subcontractors shall be preapproved in writing by the County.

Changes to subcontractors shall not be permitted without prior written consent.

B. The Contractor shall not be reimbursed for the cost of the subcontractor.

6. SAFETY

A. The Contractor shall always maintain safe working conditions for their employees and for the County’s employees working in other areas of the site.

B. The Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. The Contractor shall be responsible for removing all trash and debris from the work site related to the services requested herein.

C. The Contractor shall document and report all safety-related incidents on the project site immediately to the County’s Project Manager.

D. The Contractor shall be in compliance with all current and applicable health and safety standards set by Sarasota County, the State of Florida, the Federal Government and its regulatory agencies.

i. The Contractor shall follow all standards pertaining to working in confined spaces. For an example of a confined space entry permit, refer to Attachment C - Confined Space Entry Permit Example.

ii. Any personnel of the Contractor performing this work shall be up-to-date with Occupational Safety and Health Administration (OSHA) Training Standards.

iii. The Contractor shall follow OSHA requirements for working from heights, ventilation, hazardous gas monitoring, and personal protective equipment (PPE).

iv. At all times for the duration of the contract, the Contractor shall maintain employee(s) with current Occupational Safety and Health Administration (OSHA) Permit-Required Confined Space Entry Certification that is available to be assigned to Sarasota County Work Orders.

7. ODOR CONTROL

A. The Contractor shall conduct their work in a way as to minimize odors 24 hours a day while the cleaning work is underway.

B. In the event an odor problem arises because of the tank cleaning, the Contractor shall take all action necessary to abate odor.

C. The County reserves the right to stop or postpone the work if odors become objectionable as deemed so by the County.

8. ENVIRONMENTAL

A. Working hours and equipment placement will need to be coordinated with County staff in order to minimize the impact to the residents neighboring the site.

B. The Contractor shall take every action to minimize the noise caused by their operation.

C. It is anticipated that chlorine will be the only chemical required for the services requested herein. All chemicals used by the Contractor must be preapproved in writing by the County and must be accompanied by an approved Safety Data Sheet (SDS)

D. The Contractor shall take appropriate precautions against leaks, spills, overflows, and other discharges. In the event an incident does occur, the Contractor will remediate in compliance with all applicable laws and regulations at no additional cost to the County.

9. PERMITS

A. The contractor is responsible for determining if a permit is required for any Work Order (WO) and shall obtain all necessary permits.

i. The Contractor shall be reimbursed for the cost of the permit fee only. No percentage markup shall be paid to the Contractor for permit fees.

ii. The Contractor shall provide documentation showing that all permits pulled for the services listed herein have been closed with no open incidents upon completion of work.

10. HOURS OF WORK

A. Standard Working hours are defined as Monday through Friday between 7:00 a.m. – 5:00 p.m. Eastern Time.

B. Weekend and holiday work may be performed upon written preapproval of the County. No additional fees will be considered for weekend and holiday work.

11. INVOICING

A. The Contractor will be issued a Purchase Order (PO) for each service requested. The PO will be accompanied by a WO which will describe the work to be performed, a deadline to complete the work, and the County’s contact information.

B. The Contractor’s invoices shall include the PO and WO numbers.

C. Reimbursable items shall be listed on a separate line on the invoice.

Hydrant rental fees, water usage, and permit fees will be reimbursed at cost. The Contractor shall provide supporting documentation clearly showing the cost paid by the Contractor.

12. PRICE ADJUSTMENTS

A. Contractor may request a price adjustment in the event unforeseeable conditions result in a pricing disparity where the Contractor’s fully burdened cost would exceed the contract price or otherwise create conditions where the Contractor is unable to fulfill its contractual obligations.

i. The contractor must provide justification for the requested price adjustment to the County’s satisfaction. Such documentation may include, but is not limited to, documentation of supplier cost increases and the anticipated duration of such increases.

ii. The County reserves the right to request that the Contractor provide any additional evidence it deems necessary for the appropriate consideration and approval of a price adjustment.

B. Price adjustments may be authorized by the County on a permanent basis or as a time-limited adjustment.

C. No fuel surcharges will be considered.

D. Approval of any requested price adjustment is at the sole discretion of the County.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $500,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.

D. POLLUTION LIABILITY: Contractor agrees to maintain Pollution Liability coverage with limits not less than $1,000,000 per claim/occurrence for bodily injury, property damage and environmental damage from sudden and gradual occurrences resulting from pollution conditions arising out of the work or services performed under this contract (including any transportation and disposal of hazardous materials or pollutants). Coverage shall include, but not be limited to, third party liability, clean up, corrective action including assessment, remediation and defense costs. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Contractor shall provide certificates of insurance evidencing INSURANCE CONTRACT LANGUAGE CLAUSES the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Contractor has obtained a two year extended reporting period endorsement.