232527JR_Part_I,_Part_II,_and_Part_III.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 5

IFB #: 232527JR

IFB TITLE: PUMP AND MOTOR MAINTENANCE

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 contractor to provide labor, materials, supervision, equipment, transportation, tools, and all other necessities to perform pump and motor maintenance services on an as-needed basis as stated herein. Bidders are required to comply with Part II, Scope of Services.

OpenGov is located at https://procurement.opengov.com/portal/scgov

A public bid opening will be held in accordance with Florida Statutes §255.0518. The public bid opening will take place on the bid end date and time listed in OpenGov, or as soon thereafter as possible. The location of the public bid opening will be posted on the County’s Calendar of Events.

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.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide government, commercial, or industrial references, demonstrating their experience providing each service below for utility pumps and motors within the past five

(5) years preceding the submission deadline in OpenGov. A minimum of three (3) references are required for each service below.

IFB Part I Revised 10/11/23 Page 2 of 5

a. Rewinding of utility pumps and motors

b. Reconditioning of utility pumps and motors

c. Repair of utility pumps and motors

3.2 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.

3.3 Required Licenses/Certifications

N/A

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 specifications.

4.3 To be considered, substitutions must be submitted to the 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.

IFB Part I Revised 10/11/23 Page 3 of 5

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 bid price, including line items for percent markup and/or percent discount. Unless otherwise noted, the bidder 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 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.

IFB Part I Revised 10/11/23 Page 4 of 5

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, in 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 POLICY 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.

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

IFB Part I Revised 10/11/23 Page 5 of 5 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.

12.0 PERFORMANCE AND PAYMENT BOND

N/A

(END PART I)

PART II

SCOPE OF SERVICES

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I. OVERVIEW

The Contractor shall furnish all labor, materials, supervision, equipment, transportation, and tools to perform pump and motor maintenance services (rewind, recondition, repair) on an as-needed basis.

A. Public Utilities' pumps and motors manufacturers include but are not limited to:

1. ABS

2. Shinmayawa

3. Aurora

4. Flowserve

5. Flygt

6. Gorman Rupp

7. Goulds

8. Hydromatic

9. Penn Valley

10. Continental

11. Gardner-Denver

12. Hoffman

13. Lamson

14. Cornell

15. Contegra

16. Wilo

17. Crane

18. Tsurami

19. Franklin Electric

20. Sta-Rite

21. Grundfos

II. SCOPE OF SERVICES

A. All work performed shall comply with any applicable federal, state, and local laws, rules, regulations, ordinances, or policies in their most recent form. The Contractor shall perform work in accordance with Original Equipment Manufacturer’s (OEM) specifications or as described herein and all industry standards or best practices as defined by the following organizations:

1. Electrical Apparatus Service Association's (EASA) Recommended Practice, AR100-2015, Section 1 (Electrical Apparatus), Section 2 (Mechanical Repair - Rotating Apparatus), Section 3 (Rewinding I Rotating Apparatus) and Section 4 (Testing) and the EASA Technical Manual

2. National Electrical Manufacturers Association (NEMA)

3. Underwriters Laboratories (UL)

4. American National Standards Institute (ANSI)

5. American Society for Testing & Materials (ASTM)

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6. National Electrical Code (NEC)

7. National Fire Protection Agency (NFPA)

B. PRELIMINARY INSPECTION

1. Contractor shall document existing conditions of sites and equipment (photographs or videos) and submit, via email, evidence to the County before commencing work, upon request from the County.

2. Upon receipt of the equipment and after evaluation of the Work Order (WO), the Contractor shall perform initial tests as prescribed below, plus any other applicable tests indicated on the WO. All readings and observations shall be recorded by the tester:

a. Initial test: Determine the probable cause of failure, if any, to document certain pre-service parameters, and to determine what work is required.

b. Visual: A visual inspection shall be made to assess the general condition of the outside of the equipment for cracks, broken welds, and missing parts.

c. Insulation to Ground: An insulation resistance test to ground shall be performed, at a voltage suitable for the equipment’s voltage rating and the apparent condition of the equipment. The testing shall be as follows:

i. The initial test voltage shall be 500V (volts) Direct Current.

ii. For motors where there is more than one (1) winding, the insulation shall also be tested between windings, at the test voltage appropriate to the lower voltage winding, with other windings grounded.

iii. The duration of the insulation test shall be one (1) minute.

d. Bearings: The shaft shall be manually rotated to check for any obvious problems with the bearings or shaft.

e. No Load Run: If possible, the equipment shall be run on no load, at nameplate voltage, and checked for balanced currents and vibration.

C. EXAMINATION AND TESTING

1. Tests and Examination During Work

a. Records: Records shall be kept of all tests and examinations carried out during the work. Signed copies of these records shall be provided in original form, at the same time as the motor, to the Facility Supervisor named on the WO upon request.

b. Access: County personnel shall have access to the repair facilities during normal business hours or whenever tests are being performed on County equipment for the purposes of

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 3 of 15 checking progress and inspecting the work. Due to emergency response time and the need for shop inspections, the Contractor’s and subcontractor’s repair facility shall be no more than ninety (90) miles from Sarasota County, without prior County approval.

2. Final Inspection and Test

a. For all motors ≥ 100 HP (horsepower), the County Facility Supervisor listed on the WO shall be informed forty-eight (48) hours prior to performing the final inspection and testing of the motor. The County reserves the right to attend the final inspection.

b. All final inspection and test results shall be sent, in their original form, to the County Facility Supervisor named on the WO when the equipment is returned.

D. REWIND

When a rewind is done in conjunction with a recondition or repair, many of the items below shall be redundant and shall not be performed or charged twice.

The items below apply to stator only (including all labor, materials and testing necessary for "ready-for County-use").

1. Pre-Disassembly Test:

a. Using a 1000V megohmmeter, conduct verification for insulation integrity. Acceptable criteria are 1.5 megohms or higher.

b. Verify that heaters are operational and other attached features such as thermocouples have continuity.

c. Pre-disassembly documentation shall include the condition of mechanical fits (i.e., shaft run-out, frame feet, flanges, etc.), cracked, broken or missing parts, test run at full voltage, current readings, megohm reading, and surge comparison test as received.

d. County Facility Supervisor listed on the WO shall be notified in writing if acceptable criteria are not met.

2. Stripping:

a. Windings shall be removed by temperature-controlled burnout with oven temperature suppression. Burn-out temperature shall not exceed 750 ° (degrees) Fahrenheit.

b. Windings shall be removed in such a fashion as not to damage or distort the core iron. Upon removal of the old windings and insulation, the core shall be thoroughly cleaned and inspected for burrs and brought to a condition acceptable for rewinding. If distorted or damaged iron requires removal from the core, the Contractor shall record the number of individual laminations removed on the shop report and documentation.

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3. Winding:

a. General: Rewound motors shall meet or exceed all OEM operating characteristics unless otherwise specified by the County. Class H insulation shall be used unless otherwise specified by the County. Magnet wire shall be a dual-coated, insulated wire of domestic manufacture that is approved for hermetically-sealed, oil filled motors and meets or exceeds NEMA specification MW-35A. After winding and prior to resin treatment, windings shall be surge-comparison tested and the results documented.

b. Resin Treatment: Windings shall be double dipped with Class H varnish and baked.

4. Motor Leads: Motor leads that are replaced shall be the same material, length and/or appropriate for the motor application, unless otherwise directed by the County in writing. Leads shall be permanently tagged with non-magnetic markers.

5. Insulation: Windings shall be double dipped with Class H varnish and baked.

6. Final Test: A 1000V megohmmeter shall be used to verify insulation continuity. This reading shall be documented. After reassembly, motor shall be test-run at full voltage and documentation of current reading and vibration readings (on motors 50HP and greater) shall be provided to the County Facility Supervisor listed on the WO when equipment is returned.

E. RECONDITION

Reconditioning shall accompany all maintenance service requests unless the Contractor is otherwise instructed by the County. The Reconditioning process shall include but not be limited to:

1. Pump Reconditioning:

a. Disassemble and clean

b. Measure and record impeller diameter

c. Measure the bearing bores, shells, housings, and shaft journals using a micrometer. Outside diameter of bore of housing shall have 0.000" (inch) to -0.001" loose fit. Repairs are necessary when tolerance exceeds 0.0015". Machine work shall be pre-approved by the County Facility Supervisor named on the WO before being performed. Bearings journals, seal surfaces, and bearing housing restoration shall be done by metalizing and machining or boring and bushing. Documentation of before and after measurements shall be provided to the County Facility Supervisor upon request.

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d. Replace seals, wear rings, and ball bearings. The Contractor shall use only manufacturer-recommended ball bearings and mechanical seals.

e. Change oil or tag unit warning that the unit needs grease or oil

f. Reassemble and test

2. Electric Motor Reconditioning:

a. Pre-Disassembly Test:

i. Using a 1000V megohmmeter, conduct verification of insulation integrity. Acceptable criteria are 1.5 megohms or higher.

ii. Verify that heaters are operational and that other attached features, such as thermocouples, have continuity.

iii. Conduct a single-phase test to check for open rotors. After disassembly, rotors shall be inspected for evidence of damaged, cracked, or open circuit bars or end rings. If there is evidence of faults, the rotor shall be growler-tested. The detection of any defect during testing shall be reported promptly to the County Facility Supervisor named on the

WO.

iv. Pre-disassembly documentation shall include the condition of mechanical fits (i.e., shaft run out), cracked, broken or missing parts, test run at full voltage, current readings, megohm reading, and surge comparison test as received.

The County Facility Supervisor listed on the WO shall be notified promptly if acceptable criteria are not met.

b. Motor Disassembly:

i. Completely disassemble the motor and steam clean all mechanical parts using a mild detergent compatible with winding insulation; thoroughly rinse; bake dry.

ii. Disassembly documentation shall include the cause of failure and/or conditions contributing to failure.

c. Motor Inspection:

i. Visually inspect coils and windings for excessive wear, signs of conductor overheating or fatigue that may not be apparent during an electrical test.

ii. All stators shall be surge-tested with an electronic surge tester specifically designed to apply a surge voltage street test simultaneously between turns of a coil, between phases, from winding to ground and to detect short-circuited turns in winding under test.

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d. Mechanical Fit:

i. Measure the bearing bores, shells, housings, and shaft journals using a micrometer. Outside diameter of bore of housing shall have 0.000" (inch) to -0.001" loose fit.

Repairs are necessary when tolerance exceeds 0.0015".

Machine work shall be pre-approved by the County Facility Supervisor named on the WO before being performed.

Bearings journals, seal surfaces, and bearing housing restoration shall be done by metalizing and machining or boring and bushing. Documentation of before and after measurements shall be provided to the County Facility Supervisor upon request.

ii. Replace bearings per OEM's specifications. All grease fittings, plugs, etc. shall be replaced unless otherwise indicated by the requesting County Facility Supervisor.

Bearings shall be properly lubricated and bearing oil reservoirs shall be filled where practical. All equipment shall be tagged with information as to whether or not bearing oil reservoirs were filled and what type of lubricant was used.

e. Rotor Balancing:

i. All rotors of motors rated at 50 hp/3600/1800 revolutions per minute (RPM) and above shall be two-plane dynamically balanced, with the rotor running at rated speed where practical, but no less than 350 RPM in the balance stand.

ii. Details of the final balance values from the balance/analyzer shall be furnished to the County upon request.

iii. Motor Leads shall be permanently tagged with non-magnetic markers. Motor lead configuration shall not be altered.

f. Insulation:

i. Windings shall be double dipped with Class H varnish and baked.

ii. Machine-finished surfaces bore of the stator lamination and periphery of the rotor laminations shall be cleaned of all varnish and foreign materials. Documentation of this process shall be made and submitted to the County upon request.

g. Final Test:

A 1000V megohmmeter shall be used to verify insulation continuity. This reading shall be documented. After reassembly, motor shall be test run at rated voltage and frequency. No load voltage and phase currents shall be recorded. Vibration mils

Revised 10/07/20 Prepared by Public Utilities/Field Operations Part II - Page 7 of 15 displacement shall be measured and recorded (on motors 50 HP and greater) in the horizontal, vertical, and axial planes on both ends of the motor, or top and bottom of vertical motors.

Documentation of current reading and vibration readings shall be provided to the County Facility Supervisor name on the WO when equipment is returned.

h. Paint:

i. Exterior of equipment shall be properly cleaned of rust and foreign material, prime painted and finish painted with a good grade of machinery enamel, the same color as received unless otherwise specified. Nameplates, machined surfaces, and internal parts shall be protected from paint.

ii. When needed, the interiors of motor frames and parts shall be painted with an insulating paint. This includes rotors, bearing brackets, frame interiors and air deflectors.

Windings shall not be painted.

F. REPAIR

Repairs shall be considered work outside of rewinding or reconditioning to fix equipment that is in disrepair and return it to the same operational state the equipment was in before component failure. Repair work shall be authorized by the County Facility Supervisor based on deficiencies found by the Contractor during inspections or upon County request.

1. During a repair, the Contractor shall record the actions and findings and make them available for review and validation by the County.

Documentation shall include, but not be limited to, records of all the work done, problems noted, checks and measurements taken during the work, repairs carried out, and the final tests conducted prior to shipping. Detailed printed reports of repairs shall be provided when delivered back to designated facilities. All documentation of the repair shall be provided with the invoice.

2. The County reserves the right to have the OEM or OEM representative perform repairs on their equipment (work under warranty, specialty repairs, etc.).

3. Production Well Submersible Pump and Motor Standard Repair Procedures:

a. Remove existing submersible equipment, ancillary devices, and components:

i. The wellhead and Certa–Lok drop pipe, or other piping that may be pulled with the pump, shall not be laid directly on the ground; it is either to be laid on a clean truck bed or on visqueen material placed on appropriately spaced cribbing to prevent deformation of the pipe at a minimum height of six-inches (6”) from the ground.

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ii. Above-ground, non-flanged, well piping and piping shall be placed on appropriately spaced cribbing to prevent deformation of the pipe at a minimum height of six-inches (6”) from the ground and shall be bagged and sealed as soon as the wellhead is removed.

b. Reinstall repaired submersible equipment, ancillary devices, and components:

i. Provide a new 316 stainless steel safety cable, as required.

Contractor shall install the necessary amount of power cable, with no splices, and all electrical parts for proper connections to the motor and control panel. All wiring shall be properly sized for each well, equipment, and condition.

ii. The wellhead penetration for the electrical cable shall be sealed to ensure a watertight seal through the conduit to the control cabinet.

iii. All equipment/materials and parts that shall be placed into the well shall be sprayed with 12% (percent) Sodium Hypochlorite solution inside and out for proper disinfection and the production well shall be properly cleared through a series of bacteriological tests prior to placing the well back into service. All samples and tests shall be obtained and performed by qualified County Operational staff.

a) If the bacteriological tests fail, the Contractor shall, at their own expense, re-chlorinate the well until the bacteriological tests pass.

iv. After the reinstallation is performed, the pump rotation and proper operation shall be verified by the Contractor with the County Facility Supervisor or designee present.

4. Final tests for all repairs shall be conducted using the general guidelines of the authority/resource/agent listed in Section II for that procedure (e.g., general repair, dismantling, vertical motors, winding removal, core preparation, routine overhauls, shaft repair, balancing, reassembly).

G. Any pump and motor maintenance service not covered under this section, Section II, shall be charged at the rates in Exhibit B - Fee Schedule under Repair, Crane, and Assessment section and the Parts and Materials Markups section and pre-approved by the County.

III. DEGRADATION

A. During the course of work, if Contractor finds damage or degradation, Contractor shall contact the County and submit a detailed report of the findings and associated cost to repair if applicable.

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B. At the County’s sole discretion, if County chooses to proceed with work, written approval to make repairs will be provided to the Contractor and the Contractor shall initiate services as requested.

C. At the County’s sole discretion, if County chooses to not proceed with work and would like the unit returned to the location where the Contractor picked it up, Contractor shall prepare and package the equipment and all its parts for safe delivery and return the unit to where it was picked up.

Contractor will receive assessment fee if work has not been performed or hourly rates if work was performed.

D. Operating Environment: Equipment (pumps and motors) operate in severe environmental conditions within the County’s Public Utility System. No service methods performed by the Contractor, or materials incorporated into the maintenance procedures by the Contractor, shall be used which would make the equipment more vulnerable to these conditions than it was originally built.

E. Hazardous Locations: Equipment intended for use in hazardous locations shall have a nameplate to that effect. The repair work shall be done in a facility that has been certified by UL to meet the requirements of UL674 Qualification of Facilities Engaged in the Repair of Electric Motors and Generators for use in Hazardous Locations.

1. Proof of Certification of the facility shall be provided to the County, upon request, prior to beginning repair work.

2. If equipment is no longer considered to be explosion-proof, then the nameplate shall be altered by the Contractor to reflect this, and the motor will no longer be considered suitable for use in hazardous locations. This decision shall be made by the County.

3. Explosion-proof equipment shall be recertified by the Contractor after repair.

IV. MATERIAL REQUIREMENTS

A. All parts supplied or installed shall be OEM or County approved alternate.

Any approved alternates shall be preapproved in writing.

1. In the event that OEM parts are no longer available, Contractor shall provide proof in writing to the County Contact listed on the WO.

2. When requested by the County, Contractor shall provide OEM manuals, schematics, and handbooks in connection with any WO, within five (5) business days of completion of work. Digital format is preferred.

B. Contractor shall order all replacement/repair parts within three (3) business days of corrective maintenance request.

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V. CONTRACTOR RESPONSIBILITIES

A. Every Contractor crew shall have at least one (1) employee on site that can effectively communicate in English with the County staff and with the general public.

B. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location.

C. Contractor is responsible for any damage to County or third-party property caused by the Contractor or their employees. Restoration shall be made to the County’s satisfaction.

D. Contractor is required to participate in performance and Work Order (WO) report meetings as deemed necessary by the County.

E. All employees of Contractor shall be considered to be, at all times, the sole employees of Contractor, under Contractor’s sole direction, unless the use of sub-contractors has been approved by the County.

F. Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. Contractor shall be responsible for all personal trash and debris disposal from the work site.

G. Contractor shall secure all sites upon completion of onsite work at the end of each workday.

H. All Contractor’s vehicles shall clearly show Contractor’s identification and be equipped with proper safety equipment as deemed required by transportation authorities.

I. The Contractor shall ensure staff (supervisors, project managers, technicians, machinist/lather operator, welders, etc.) have transportation to and from County sites to perform assessments and repairs, as requested. The County shall not pay the Contractor additional labor rates for Contractor personnel related to transportation or lack thereof.

J. When requested by the County, and within five (5) business days of request, Contractor shall provide a written contingency plan for an All Hazards Emergency Response Plan which shall identify pre-event and post-event preparations for their equipment on site and their continuity of operations program. Contractor shall address reliability in their All Hazards Emergency Response Plan to show how their continuity of operations in adverse situations shall meet the reliability expectations of the County. For example: tropical storm, hurricane, or similar adverse conditions.

K. Contractor shall remove and/or reinstall pumps and motors upon request of the County, which will be reflected on the WO.

VI. ASSIGNMENT OF WORK

A. Service requests will be dispatched by the County by means of a telephone call or email, and a WO number will be issued. This WO number must be referenced on all correspondence, including invoicing.

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B. For repairs, the Contractor shall submit a written estimate within two (2) business days for approval by the County. Estimates shall include:

1. County WO number

2. Itemized description of repair

3. Timeline to complete repair

4. Parts required, with cost and markup broken out

5. Estimated labor hours

C. The County reserves the right to procure repair parts or services from another vendor if the awarded contractor is unable to service the equipment in accordance with the Scope of Services.

D. The Contractor shall complete WOs and return the equipment within the time limit as identified on the WO. Any request for extension must be pre-approved in writing by the County Facility Supervisor identified on the WO.

VII. HOURS OF WORK / INVOICING

A. Standard Repairs provided during normal business hours, defined as Monday through Friday 7:00 a.m. – 5:00 p.m. Eastern Time, except County observed Holidays, shall be invoiced at the Normal Business Hours hourly rate provided on the Exhibit B - Fee Schedule.

B. After Hours Repairs provided after normal business hours shall be invoiced at the After-Hours hourly rate provided on the Exhibit B - Fee Schedule.

After-hours work may only be performed with written pre-approval of the County.

C. Emergency Repairs shall be provided twenty-four (24) hours a day, seven

(7) days a week, including County observed Holidays. Emergency Services shall be paid at the Emergency Repair hourly rate provided on the Exhibit B - Fee Schedule.

D. Contractor shall only invoice for time spent performing the requested services at the rate listed on the Fee Schedule. Hourly charges are to begin when the appropriate technician initiates work on the equipment.

E. Unit Prices reflected in Exhibit B – Fee Schedule shall be all inclusive of labor, equipment, travel, transportation, tools, inspections, testing, incidentals, and any other items or services required to pick up equipment, perform the work requested, and return to County.

1. All transportation charges (including but not limited to, trip charges, mileage, vehicle charges, travel time, additional drivers, fuel, tolls and labor) shall be included in the unit price.

2. If the County decides not to proceed with work following the initial inspection (see Section II - Scope of Services) or due to degradation (as described in Section III - Degradation), Contractor shall be paid an Assessment Fee only. Contractor shall not invoice for any other charges.

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F. Contractor’s invoices for parts and materials shall include documentation clearly showing the total cost paid by Contractor for the parts/materials and show the percent markup, as listed on the Exhibit B - Fee Schedule.

G. Contractor shall be reimbursed for the actual cost of the subcontractor’s work. No markup shall apply. Contractor’s invoices for subcontracted services shall include a copy of the subcontractor’s invoice to the Contractor.

VIII. RESPONSE TIME

A. Normal WOs:

1. Contractor shall respond via telephone or email to acknowledge the initial request within one (1) business day of that request and provide a written estimate within three (3) business days of the initial request via email.

2. If a site visit is required, Contractor will contact the County Facility Supervisor to schedule a site visit and/or equipment transportation to Contractor’s shop within two (2) business days of request.

a. Contractor shall provide a written estimate, including an anticipated date whereby the work shall begin, within two (2) business days after performing a thorough site evaluation/inspection.

3. If an estimate is approved by the County, the County shall issue a WO. If applicable, the County shall advise Contractor of location for pickup of equipment and Contractor shall retrieve the equipment within five (5) business days after County notification. The County reserves the right to transport the equipment to Contractor.

4. In the event the County elects not to proceed with the work, Contractor, at no cost to the County, shall prepare and package the equipment and all its parts for a safe return to the County. Contractor shall return all equipment and parts belonging to the County to the location of pick up within fifteen (15) business days of notification from the County that the work shall not be performed. Contractor shall be compensated an Assessment Fee for time spent evaluating the equipment and delivery. On the occasion that equipment was transported by the County to Contractor, Contractor shall call or email the County Facility Supervisor to arrange return of the equipment.

B. Emergency Service WOs:

1. Contractor shall be available to provide emergency services twenty-four (24) hours per day, seven (7) days per week, and 365 days per year.

2. Contractor shall respond to County emergency requests within ninety

(90) minutes of request either verbally or by email to the County Facility Supervisor or designee.

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3. Contractor shall coordinate with the County Facility Supervisor for emergency repairs within twenty-four (24) hours of the initial notification from the County.

4. The County may request an estimate from Contractor for the emergency repair work.

C. Emergency service requests shall be completed in no more than two (2) calendar days from the initial notification from the County unless the County approves a later timeframe in writing.

IX. SAFETY AND HEALTH

A. Contractor shall always be in compliance with all current applicable health and safety standards of Sarasota County, the State of Florida, and the Federal Government and its regulatory agencies. Contractor shall maintain accurate records of all incidents on the WO site. Accidents on County property shall be documented in writing and reported immediately to the County’s Facility Supervisor named on the WO.

B. Work may be located in areas where potential exists for toxic and/or explosive gases. Contractor shall exercise proper standard operating procedures and caution when entering any confined space as well as securing the proper permits. Contractor shall be responsible for following federal guidelines for regulations and standard operating procedures when working in confined spaces.

X. WARRANTY

All work and materials provided by Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of one (1) year, or for the standard warranty period provided by Contractor or by the materials manufacturer, whichever is greater.

XI. PERMITS

A. Contractor is responsible for determining if a permit is required for any WO and shall obtain all necessary permits. Contractor shall be reimbursed for the cost of the permit fee only. No percent markup shall be paid to Contractor for permit fees. Contractor’s invoices for permits shall include supporting documentation, clearly showing the cost paid by Contractor for the permit.

B. Upon completion of any work requiring a permit, Contractor shall provide evidence the work was approved by the regulatory authorities and completed. Evidence must be submitted by Contractor with the invoice.

XII. SUBCONTRACTING

A. Contractor shall perform all maintenance services without the assistance of a subcontractor, which includes shop/in field technician work, machining and lathing, and welding.

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B. Subcontractors shall be permitted, but not limited to, the following:

1. Pulling or installing equipment (including crane work).

2. Purchasing of form wound coils.

3. Work relating to UL 674 Certification for Electric Motors and Generators for use in Hazardous Locations.

C. Any use of subcontractors shall be approved in writing, in advance by the County.

D. The Contractor shall be reimbursed for the actual cost of the subcontractor’s work.

XIII. COUNTY WORK MANAGEMENT SYSTEM

A. The County utilizes Maximo, a computer-based work management system (WMS). Contractor may opt to utilize the County’s WMS via an internet website for interacting with work orders and reporting performance.

B. Contractor may elect to attend a WMS training session provided by the County to learn how to properly use the County’s WMS to access work orders and report performance. This training session is expected to last no longer than four hours. The costs associated with training and utilization of the WMS shall be considered overhead and incidental to the contract.

The County will not pay Contractor for attending WMS training.

C. Contractor is not required to purchase or install software to utilize the County’s WMS. If utilizing the County’s WMS, Contractor shall maintain computing equipment with the following minimum specifications:

1. Hardware: Any tablet or personal computer running IOS 8 or Windows 7 or later.

2. Software: Safari or Chrome.

3. Internet: High speed internet connection & power source.

XIV. 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.

1. 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 anticipated duration of such increases.

2. 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.

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

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

(END PART II)

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 $500,000.00 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 $1,000,000.00 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.

(END PART III)