24-8246_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

LIFT STATION PREVENTATIVE MAINTENANCE

AND REPAIRS

SOLICITATION NO.: 24-8246

BARBARA LANCE, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8998

Barbara.Lance@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 24-8246

PROJECT TITLE: LIFT STATION PREVENTATIVE MAINTENANCE AND REPAIRS

DUE DATE: MAY 27, 2024 AT 3:00 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System https://procurement.opengov.com/portal/collier-county-fl

INTRODUCTION

As requested by the Facilities Management Division (hereinafter, the “Division or Department”), the Collier County Board of County

Commissioners Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners

Procurement Ordinance.

Historically, County departments have spent approximately $280,000 over the term of the current contract; however, this may not be indicative of future buying patterns.

BACKGROUND

The Facilities Management Division is currently responsible for repairing and maintaining sixty (60) lift stations owned and operated by Collier County. The Division must ensure these lift stations' continuous and proper operation, providing service 24 hours a day, 365 days a year.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with two (2) one (1) year renewal options.

Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this

Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the

County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

➢ It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to the County.

➢ For the purposes of determining the winning bidder, the County will select the vendor with the lowest price as outlined below:

• Lowest Total Bid

➢ Collier County reserves the right to select one, or more than one supplier, award on a line item basis, establish a pool for https://procurement.opengov.com/portal/collier-county-fl quoting, or other options that represents the best value to the County; however, it is the intent to:

• Identify a Primary/Secondary/Tertiary Awardees o Should the Primary Contractor not be able to provide the services within the time period or is unable to perform the normal or urgent requests, the Division reserves its rights to move to the Secondary and Tertiary, as necessary. The County reserves the right to seek services outside of the contract if the Primary, Secondary or Tertiary are unable to perform.

➢ The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

The scope of work is to provide preventative maintenance and repair, both urgent and non-urgent, for lift stations.

1. Preventative Maintenance

Annual inspections are a service requirement to ensure continued operations of the lift stations and to identify and address potential problems before a possible failure of the station. The Division will furnish a comprehensive list of all lift stations. Please see

Attachment A – Lift Stations & Addresses. The Division retains the right to modify the inspection frequency as deemed necessary.

The preventative maintenance services may include but are not limited to the following:

1.1. Grounds Assessment

a) Conduct visual inspection of area surrounding lift station.

b) Identify general items of concern (safety, cleanliness, access, etc.) in the “Notes” section of the issued Division work order.

1.2. Electrical Cabinet/Panel Maintenance

a) Lock out power to the electrical cabinet/panel at the power source.

b) Turn off any door mounted disconnect handles on the electrical cabinet/panel.

c) Open the cabinet/panel door and verify that the power to the cabinet/panel is off by using a DVM (digital volt meter) or other power testing device. Check for power on the line side of any disconnects and fuses before performing any work within the electrical cabinet/panel.

d) Inspect exterior of cabinets/panels for damage and/or vandalism.

e) Inspect warning/informational signage for deterioration/accuracy. Replace as needed.

f) Inspect rubber seal on cabinet/panel doors for tearing or rot.

g) Inspect interior of cabinets/panels for debris, and signs of water intrusion.

h) Inspect interior of cabinets/panels for soot, burn marks, corrosion, or melted wires.

i) Inspect, and test light and alarm systems. Replace as needed.

j) Vacuum debris from bottom of electrical cabinets/panels.

k) Restore power to electrical cabinets/panels that were locked out.

l) Identify electrical cabinet/panel maintenance items that need further attention (water intrusion, damaged wiring, generator receptacle door problem, etc.) in the "Notes" section of issued Division work order.

1.3. General Lift Station Maintenance

a) Inspect exterior of well doors for damage and/or vandalism.

b) Inspect, clean, and test level sensing devices (mechanical float, or transducer). Replace as needed.

c) Inspect, and wash down interior walls as needed.

d) Break up debris mat on surface of water, run pumps manually until they break suction. Repeat as needed.

e) Manually run each pump; check amp draws against full load amps (FLA) of pump. If amp draw is out of range pull pump and inspect.

f) Inspect discharge pipes for leaks and/or damage.

g) Inspect, and lubricate wet well door hinge and slam lock.

h) Identify wet well maintenance items that need further attention (leaking pipe, infiltration, slam lock not engaging, etc.) in the "Notes" section of issued Division work order.

1.4. Before Leaving Lift Station

a) Ensure pump HOA (Hand - Off - Auto) switches are in auto position.

b) Ensure electrical cabinet/panel spring clips are fastened.

c) Ensure electrical cabinet/panel padlocks are lubricated and installed.

d) Ensure well pad lock is lubricated and installed.

e) Ensure fence pad lock is lubricated and installed.

2. Repairs

As directed by the Division Representative or designee, the awarded Contractor will make all repairs necessary to bring the lift station to proper operating condition.

2.1 The awarded Contractor(s) will provide the Division Representative or designee, telephone numbers and email addresses for routine, after-hours, and urgent services for twenty-four (24) hours a day, seven (7) days per week, three hundred sixty-five

(365) days per year.

2.2 No single repair project shall exceed $200,000.

2.3 Contractor response time is of great concern to the Division to ensure the lift stations experience minimal downtime.

• Urgent Services: The Contractor will acknowledge an urgent services request via email or phone call within thirty (30) minutes of the request being sent by the Division Representative or designee. An urgent service request requires that the

Contractor be on-site and begin work within two (2) hours after the Division’s initial request and within three (3) hours for the Immokalee, Marco Island and Everglades City areas. The Division Representative or designee must approve a response time that exceeds two (2) hours and three (3) hours for the Immokalee, Marco Island and Everglades City areas.

A one-time $250 Urgent Service Call Fee is allowed when responding in addition to the applicable hourly rates.

• Non-urgent Services: The Contractor will acknowledge a non-urgent services request via email or phone call within two

(2) hours of the request being sent by the Division Representative or designee. A non-urgent service request requires that the Contractor be on-site within eight (8) hours after the Division’s initial request for all areas unless the Division

Representative or designee approves a different amount of time for response.

2.4 Repair services shall be provided and billed per the labor rates in the resultant agreement.

2.5 The Division Representative or designee may request the Contractor to provide a written Time and Materials Not to Exceed

(T&M NTE) quote for any repair services.

2.6 The Contractor(s) shall furnish all necessary qualified labor, materials, equipment, tools, consumables, transportation, skills, and incidentals required for the services requested. All work, equipment, parts, and materials not specified in the work order must meet Collier County Vertical Standards CC Vertical Standards 2021 (colliercountyfl.gov)/Facilities Master Specs and the

Florida Building Code (FBC) Florida Building Code Online. If any work, equipment, parts, and materials are not addressed in the work order or in Collier County Vertical Standards/Facilities Master Specs, approval by the Division Representative or designee shall be required.

2.7 Parts and materials shall be new and free of defects and, at a minimum, meet or exceed the performance specifications of the original equipment. In the event a part(s) is found to be defective, the Contractor shall immediately replace the part(s) at no cost to Collier County.

3. Contractor’s Responsibilities

3.1 The Contractor shall not commence work until a County purchase order is issued.

3.2 The Contractor shall use qualified technicians with experience in servicing various equipment associated with lift stations to complete the work specified in this solicitation. The Division Representative or designee reserves the right to request technician credentials, including, but not limited to, training, certifications, and years of experience. The Contractor must provide the requested credentials to the Division Representative or designee within five (5) business days.

3.3 If any deficiencies are noted in the completed services, such deficiencies will be corrected by the Contractor within twenty-four (24) hours upon notification by the Division Representative or designee. There will be no cost to Collier County for call-backs.

3.4 All Contractors and subcontractors performing service for Collier County are required and shall comply with all Occupational

Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards and any other applicable rules and regulations. Also, all Contractors and subcontractors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site.

3.5 The Contractor must comply with Federal and State right-to-know laws if hazardous materials are used. Material Safety Data

Sheets (MSDS) will be made available and provided to the Division Representative or designee upon request. The Contractor https://www.colliercountyfl.gov/home/showpublisheddocument/103458/638180053906230000 https://www.floridabuilding.org/bc/bc_default.aspx is required to immediately report to the Division Representative or designee any spillage or dumping of hazardous material on

Collier County property. The Contractor shall bear all costs associated with the cleanup of any such incidents.

3.6 The Contractor shall be responsible for removing all debris from the site and cleaning affected areas. The Contractor shall keep the premises free of debris and unusable materials resulting from their work and, as work progresses, or upon request by the

Division’s Representative or designee, shall remove such debris and materials from the property. The Contractor shall leave all affected areas as they were before beginning work.

3.7 The Contractor must be licensed to operate in the State of Florida within Collier County and in possession of a current Business

Tax Receipt, formerly known as Occupational License, necessary to perform the services required.

4. Work Hours

4.1 Normal business hours are Monday through Friday between 7:00 AM and 5:00 PM, excluding Collier County observed

Holidays. After-hours are considered before 7:00 AM and after 5:00 PM on weekdays and at any time on Saturday, Sunday, or

County Observed Holidays. After-hours rate will be calculated at 1.5x the hourly rate provided on the resultant agreement.

4.2 If a requested repair service starts during normal business hours and extends into the after-hours period, the after-hours rate shall only be charged for time worked during the after-hours period.

5. Records and Documentation

5.1 After performing preventative maintenance or a repair, the Contractor must provide a written report/checklist to the Division

Representative or designee which includes but is not limited to:

a) The services completed.

b) Any issues.

c) Any potential issues.

d) Any deficiencies and abnormalities.

e) And make specific recommendations for future remedial action, if necessary.

5.2 Contractor shall take before and after pictures of all items completed and submit them upon request.

5.3 The Contractor will be responsible for utilizing any systems used by the Division for work requests under this Agreement. The

Contractor will be required to update, complete and close work requests and attach before and after pictures, as necessary.

5.4 The Contractor(s) shall not remove any equipment containing a Collier County asset sticker unless requested by the Division

Representative or designee. The Contractor(s) shall request that, when replacing equipment, the asset sticker be removed by a

Division staff member authorized to adjust the equipment inventory records. The Contractor(s) will place asset stickers on the equipment, as necessary for no charge.

5.5 The Division Representative or designee retains the right to add or to delete any facilities and equipment from service provided under the resultant agreement as described herein, without further Board approval and in accordance with the Procurement

Ordinance, as amended.

6. Invoicing and Markups

6.1 A Purchase Order number must appear on each invoice. Invoices shall be itemized detailing the services performed, service location, service dates, the number of hours worked by each personnel position, and the materials used.

6.2 If applicable, the work order number must appear on each invoice.

6.3 The Contractor may only charge hourly rates for hours worked at the job site. Hourly rates shall be per the resultant agreement, which are inclusive of labor, overhead, travel-related expenses, required reporting, and equipment use, excluding rental equipment.

6.4 The Contractor shall provide copies of receipts for materials costing $500.00 or more, subcontractor invoices, or equipment rental receipts with the invoice.

6.5 The materials and parts will be allowed a maximum of 15% markup, rental equipment will be allowed a maximum of 10% markup, and the use of subcontractors will be allowed a maximum of 15% markup. No markup on ancillary charges, taxes, and freight/shipping shall be permitted.

6.6 Preventative maintenance will be billed at the flat rate unit price per service visit, as specified in the resultant fee schedule.

6.7 Preventative maintenance unit pricing is all-inclusive, including but not limited to labor, parts, equipment, tools, required reporting, transportation cost, insurance, overhead, and all the necessary resources needed to perform the work.

SECURITY, BACKGROUND, IDENTIFICATION

The Contractor is required to comply with County Ordinance 2004-52, as amended. Background checks are valid for five (5) years and the Contractor shall be responsible for all associated costs. If required, Contractor shall be responsible for the costs of providing background checks by the Collier County Facilities Management Division for all employees that shall provide services to the County under this Agreement. This may include, but not be limited to, checking federal, state, and local law enforcement records, including a state and FBI fingerprint check, credit reports, education, residence and employment verifications and other related records. Contractor shall be required to maintain records on each employee and make them available to the County for at least four (4) years.

All of Contractor’s employees and subcontractors must wear Collier County Government Identification badges at all times while performing services on County facilities and properties. Contractor ID badges are valid for one (1) year from the date of issuance and can be renewed each year at no cost to the Contractor during the time period in which their background check is valid. All technicians shall have on their shirts the name of the contractor’s business.

The Contractor shall immediately notify the Collier County Facilities Management Division via e-mail (DL-

FMOPS@colliercountyfl.gov) whenever an employee assigned to Collier County separates from their employment. This notification is critical to ensure the continued security of Collier County facilities and systems. Failure to notify within four (4) hours of separation may result in a deduction of $500 per incident.

Collier County Sheriff’s Office (CCSO) requires separate fingerprinting prior to work being performed in any of their locations. This will be coordinated upon award of the contract. If there are additional fees for this process, the Contractor is responsible for all costs.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients (during the last five (5) years) whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the vendor that best represent projects of similar size, scope and complexity of this project using Form 5 provided in OpenGov as part of the Required Forms. Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work.

mailto:DL-FMOPS@collier mailto:DL-FMOPS@collier