24-8248_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

Preventative Maintenance and Repairs of Pumps and Ancillary Equipment for Aquatic Facilities

SOLICITATION NO.: 24-8248

LISA OIEN, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8935

Lisa.Oien@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: 24-8248

PROJECT TITLE: Preventative Maintenance and Repairs of Pumps and Ancillary Equipment for Aquatic Facilities

PRE- BID MEETING: May 7, 2024, at 2:00 PM EST

LOCATION: North Collier Regional Park located 15000 Livingston Rd. Naples Fl. 34109 At the Entrance of Sun and Fun Lagoon

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/

INTRODUCTION

As requested by the Parks and Recreation 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.

BACKGROUND

The Parks and Recreation Division is responsible for maintaining seven aquatic facilities throughout Collier County. Each facility has multiple pumps, valves, and motors of varying horsepower to keep the pool amenities running for public use. To maintain the integrity and continuous operation of each aquatic facility a preventative maintenance service is being solicited.

Qualified bidders will provide preventative maintenance of pumps and associated ancillary equipment for aquatic facilities and fountains.

Services to include remedial repairs, and urgent repair services.

Historically, County departments have spent approximately $200,000 annually; however, this may not be indicative of future buying patterns.

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

https://procurement.opengov.com/

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 total price as outlined below:

• Lowest Total Bid

Collier County reserves the right to select one, or more than one suppliers, award on a line item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Award Primary, Secondary and Tertiary vendors

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 intent of this solicitation is to award multiple Contractors to provide preventative maintenance, restoration, and repair services for pumps at Collier County Aquatic Facilities. Preventative maintenance services will help to minimize operational downtime and help insure reliable operating conditions at each facility.

In addition to preventative maintenance the qualified Contractors shall provide maintenance/remedial repairs, replacement, restoration, and complete rebuilding of pump and motor combinations, skimmers, valves, and related parts and supplies. This may include but is not limited to electrical couplings, seals, gaskets, controllers, etc.

1. Service Locations

Preventative maintenance, additional maintenance and repairs/replacements will be requested at Collier County’s Aquatic Facilities located throughout the County. Locations are listed below and an inventory list per location can be found on 24-8248 Attachment B – Locations with Inventory.

• North Collier Regional Park – Sun and Fun Lagoon

15000 Livingston Road, Naples, FL. 34109

• Golden Gate Community Park Aquatic Center 3300 Santa Barbara Blvd., Naples, FL. 34116

• Immokalee Sports Park Aquatic Center

505 Escambia St., Immokalee, FL. 34142

• Eagle Lakes Community Park Aquatic Center 11565 Tamiami Trail East, Naples, FL. 34113

• Big Corkscrew Island Regional Park Aquatic Center

810 39th Ave. NE, Naples, FL. 34120

• Vineyard Community Park Splash Pad 6231 Arbor Blvd. W., Naples, FL. 34119

• Freedom Park Fountain

1515 Golden Gate Pkwy., Naples, FL. 3410

The County retains the right to add or delete any facilities from service provided under the resultant contract as described herein. Any changes will be made in accordance with Collier County’s Procurement Ordinance.

2. Preventative Maintenance

Preventative maintenance services will be carried out twice a year at each of the locations. Following each preventative maintenance service, a completed checklist must be provided detailing the results, services completed, and any specific recommendations for future remedial action upgrades, etc. The report will include but not be limited to a checklist for each unit receiving maintenance service, the date of service, and an attestation signed by the Contractor. The Preventative Maintenance Checklist can be found as, 24- 8248 Attachment A – Preventative Maintenance Checklist.

The following items are the minimum tasks that should be included during a preventative maintenance visit. Contractor must provide service to the following, but not limited to:

Inspection/Maintenance - Pumps, Motors, Valves, and Accessory Equipment

• Visual inspection of all pumps and motors for leaks.

• Check all seals and gaskets.

• Check and record supply voltage.

• Check and record amp.

• Lubricate motors.

• Check and record oil levels.

• Fill oil to the appropriate level as specified by the Manufacturer.

• Exercise all influent and effluent valves associated with pumps.

Inspection /Calibration - for All Aquatic Instrumentation

• Level gauges/sensors

• Pressure gauges/switches

• Scales

• Flow meters

• Chemical meters

Preventative maintenance shall be invoiced as a unit price in accordance with the fee schedule, inclusive of all labor, tools, material, parts and equipment necessary for completion of the work.

3. Additional Services – Maintenance, Repairs, Replacement, and/or Restoration:

The County may schedule additional maintenance as required. Additional/remedial maintenance and/or repair/replacement/restoration services shall be provided and billed per hourly rates and applicable mark-ups in accordance with the fee schedule.

Repairs or findings from preventative maintenance inspection shall be discussed and authorized in writing by Parks and Recreation Division Director, Project Manager, or designee before commencement. No single service work shall exceed $50,000.

4. Scheduled and Urgent Services

Scheduled Services: Scheduled maintenance and repair services will be conducted during normal business hours.

To arrange for an appointment to perform service at a County facility, the Contractor shall contact the County designee a minimum of twenty-four (24) hours in advance of the work. For scheduled maintenance and repair services, the Contractor must be on-site, and repairs must begin within seven (7) days of the purchase order issued for all areas, unless the County approves a different amount of time for response.

Urgent Services: When immediate repairs are needed, staff will notify the contractor via e-mail or phone call.

The Contractor is required to respond to these urgent calls for assistance within four (4) hours from the time of initial contact and be on-site within eight (8) hours of the County issuing the urgent request. Urgent call-out availability is mandatory to ensure that urgent work is completed. The Contractor must provide a minimum of two (2) 24/7 urgent contact phone numbers to the County departments using this contract; this urgent call-out list is both for routine and after-hours services. Failure to provide coverage may result in termination of the contract.

If a contractor fails to respond to an urgent call within eight (8) hours, the secondary contractor will be contacted, and if necessary, the tertiary contractor will be contacted.

If repairs cannot be completed within twenty-four (24) hours from the County’s initial request, then temporary system options must be provided and approved by the County. The approved temporary system will be provided by the Contractor and billed according to Bid Schedule rates and applicable mark-ups. If the Contractor is unable to complete the repair or replacement of the pump within 72 hours of notification, they must provide a written justification.

Definition of Urgent Service: Urgent services refers to any unscheduled work that requires immediate repair to safeguard the health, safety, and well-being of the County's staff and/or the public.

Scheduled and Urgent services will be billed in accordance with the fee schedule hourly rates and applicable mark-ups. A one-time urgent service fee is allowed when responding to an urgent request, in addition to hourly rates.

5. Work Hours

Normal Business hours are Monday through Friday from 7:00 AM to 6:00 PM, excluding County observed Holidays. After-hours are considered before 7:00 AM and after 6:00 PM on weekdays and at any time on Saturday, Sunday, or County Observed Holidays.

After -hours rate may be calculated at 1.5x the hourly rate in accordance with the fee schedule. If a requested 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.

6. Contractor’s Responsibilities

The contractor(s) shall use a qualified professional (with all related licenses and certifications being current) with experience and ability for all repairs. Each contractor shall ensure that all its personnel assigned to tasks under the agreement are properly trained and equipped. The personnel shall be fully equipped with parts and materials to complete routine repair work without delay.

The Contractor(s) shall furnish all necessary materials, equipment, tools, transportation, skills, and incidentals required for maintenance services, repairs, and miscellaneous services. The Contractor(s) shall comply with all OSHA safety standards, rules, and regulations, as well as all applicable Federal, State, and Local laws, ordinances, rules, and regulations. The Contractor will supply all required safety equipment and properly trained employees. Any fines levied due to inadequacies or failure to comply with any requirements will be the sole responsibility of the contractor(s).

The Contractors may be asked to perform work onsite through in-field services or at a local shop. The awarded Contractors shall provide labor and parts warranties upon completion of work. The Contractor shall have a minimum of three years of commercial experience working on pumps from five horsepower to one hundred fifty horsepower, references shall reflect such experience. The Contractor shall be or have access to a certified service local repair station and warranty station for their products.

The Contractor shall under no circumstances remove any equipment containing a County asset sticker. The Contractor shall request that when replacing equipment, the asset sticker be removed by a County staff member.

7. Warranty

The Contractor(s) must guarantee that all materials are brand new and free from defects, warranted for their merchantability, and meet the performance scope of work of the original material. The warranty period should be a minimum of one year from the date of installation. In the event that a portion, or all of an order, is found to be defective, the contractor shall immediately replace the parts at no cost to the County.

8. Billing and Invoicing:

• No fees shall be charged to the County for any call-backs or work that could not be performed.

• Invoices shall contain details of the services performed and the location of the service. A Collier County Purchase Order number must appear on each invoice.

• Contractors may only charge hourly rates for hours worked at the job site. Hourly rates shall be per the Bid/fee Schedule and shall be all inclusive of labor, administrative hours, overhead, travel related expenses, insurance, required reporting, and equipment use (excluding rental equipment).

• The Contractor shall provide a detailed breakdown of the labor time spent by their employees. This should include the number of hours worked at the established hourly rates and classifications, the cost of all supplies, parts, rental equipment and materials used.

• Materials and rental equipment will be allowed a maximum of 10% mark-up and the use of subcontractors will be allowed a maximum of 15% mark-up. Mark-ups will not be allowed on sales tax, fees, use, and other similar taxes.

• Backup documentation and receipts/invoices for any supply, material, parts, rental equipment and other reimbursables.

However, if any supplies, parts, or materials individually cost less than $500.00, there is no need to provide backup documentation unless requested.

• Freight and shipping charges will not be allowed as separate lines and shall be incorporated into the proposed price.

• A preventative maintenance checklist must be submitted for each location identifying the work performed, photographs of any deficiencies found, and any recommended actions beyond the preventative maintenance schedule. The checklist along with photographs shall be submitted with each invoice for preventative maintenance service.

9. Work Performance:

The County shall be the final authority on any issues that may arise as to the quality and acceptability of any work performed under the resultant contract.

10. Distribution of Work:

It is the intent to award this solicitation to three Contractors - primary, secondary, and tertiary. If the Primary Vendor is not available, the Division Representative or designee will solicit services from the Secondary Vendor, then, if need be, the Tertiary Vendor. While the Division intends to use the Primary, Secondary and Tertiary Vendors for the services outlined in this Scope of Work, the County reserves the right to seek services outside of the contract if the primary, secondary and Tertiary are unable to perform or if pricing seems unreasonable (per the County’s Procurement Ordinance).

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 three (3) 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 BidSync 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.