24-8253_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

PURCHASE & DELIVERY OF AGGREGATES

SOLICITATION NO.: 24-8253

LEEANN CHARLES, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8987

Leeann.Charles@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.

mailto:Leeann.Charles@colliercountyfl.gov

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 24-8253

PROJECT TITLE: PURCHASE & DELIVERY OF AGGREGATES

DUE DATE: May 8, 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 Road, Bridge, and Stormwater 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.

The County intends to establish term agreement(s) with Contractor(s) to supply and deliver various aggregates and other related commodities to areas throughout the County. Historically, County departments have spent approximately per Fiscal Year (FY) (October 1st through September 30th): FY 21 (8/3/21-9/30/21) = $61,377.66; FY 22 = $169,876.80; FY 23 = $219,022.37; and FY 24 (10/01/23- 03/12/24) = $42,218.08; however, this may not be indicative of future buying patterns.

BACKGROUND

The Road Maintenance Division is responsible for maintaining roads, bridges, sidewalks, roadside ditches, drainage culverts, storm drain systems, curb inlets, and curbs and gutters throughout Collier County. Contractual services are needed to provide various aggregates for maintenance activities and projects.

TERM OF CONTRACT

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

Price increases are authorized 365 calendar days from the agreement anniversary date, in accordance with Section 5 below.

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 unit price as outlined below:

https://procurement.opengov.com/

• Lowest Line-Item Unit Price per Area

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

• Identify Primary and Secondary Awardees per Material/Area

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

Collier County Divisions use various aggregates and related materials in maintaining roadways and other maintenance projects. The Division Representatives will place orders on an as-needed basis with the Contractor's Account Representative to purchase and deliver the materials to designated areas throughout the County.

1. SPECIFICATIONS: Materials listed, if applicable, shall meet or exceed the Florida Department of Transportation (FDOT)

Standard Specifications for Road and Bridge Construction, current edition.

Link: https://www.fdot.gov/programmanagement/implemented/specbooks/default.shtm

1.1. Division III, Materials, Aggregates: Contractors shall review the material specifications, ensuring that the materials they bid meet or exceed the FDOT specifications and gradation requirements. Upon request by Collier County, the Contractor will provide a written certification from a qualified testing laboratory or other acceptable sources to verify materials' compliance with the specifications at no cost to the County.

1.2. Coarse Aggregate, FDOT Section 901, Table 901-1.

1.2.1. #57 Stone: shall conform to the gradation requirements for ¼ to ½ inches.

1.2.2. #89 Stone: shall conform to the gradation requirements for 3/8 inches.

1.3. Fine Aggregate, FDOT Section 902

1.3.1. Sand Fill, Section 902-3: In accordance with the standard.

1.3.2. Screenings, FDOT Section 902-5, Table 902-3: In accordance with the standards of 3/8 inches sieve size with 100% percent passing.

1.4. Base and Stabilized Base Materials, FDOT Section 911: Materials listed in this section must meet Limerock Bearing

Ratio (LBR) 100.

1.4.1. Limerock Base Materials, Section 911-5.2.1, Table 911-4: Materials shall meet the gradation and size requirement for graded base material where at least 97% of the material shall pass a 3-1/2 inches sieve, and the material shall be graded uniformly down to dust. The fine material shall consist of dust of fracture.

1.4.2. Shell-Rock Road Base Materials, FDOT Section 911-2.5: Materials must meet the gradation and size requirement for graded base material where at least 97% shall pass a 3-1/2 inches sieve.

1.4.3. Stabilization Materials, FDOT Section 914: Stabilizer materials shall meet the requirements for subgrade stabilization.

1.5. Riprap (Rubble), FDOT Section 530-1.1.3.2 (Ditch Lining): Riprap is defined as hard sound, durable rubble, free of open or incipient cracks, soft seams, or other structural defects, consisting of broken stone.

1.5.1. 3" – 6" Riprap (Rubble) shall be screened to a size no smaller than 6 inches and no larger than 7 inches.

1.5.2. 6" – 12" Riprap (Rubble) shall be screened to a size no smaller than 6 inches and no larger than 12 inches.

1.6. Other Materials

1.6.1. Overburden Fill: Soil beneath the topsoil and has minimal organic soil matter or biological activity. It should be free of organic matter, so it does not decompose, creating space pockets that will cause settling.

https://www.fdot.gov/programmanagement/implemented/specbooks/default.shtm

1.6.2. Washed Beach Sand: It is mined from the ground, screened, and washed with water to remove the fine silt and any natural contaminates.

1.6.3. Masonry Sand: Must meet the American Association of State Highway and Transportation Official Standards

(ASHSTO).

1.6.4. Topsoil: Surface soil relatively free of grass, roots, weeds, sticks, stones, or other foreign materials. It shall be suitable for plant growth with organics.

2. ORDERS

2.1. Contractor Account Representative: The Contractor shall assign account representatives for order placements, order resolutions, billing, and other related account activities. Provide contact information upon agreement execution.

2.2. Ordering and Delivery: The County shall provide the Contractor with a purchase order (PO) before or at order placement.

The product will be ordered on an "as needed" basis.

2.2.1. The Division Representative shall email the Contractor and provide the bid line item, including the material name and description, order quantity, and delivery area.

2.2.2. The Contractor shall inform the Division Representative at order placement if the material(s) are available and ready for delivery.

2.2.3. If the Primary Contractor cannot fill orders, the Division may order with the Secondary Contractor.

2.2.4. If materials from all awarded Contractors are unavailable, the County reserves the right to request informal quotes or utilize another agreement to purchase materials following the Procurement Ordinance.

3. DELIVERY: The delivery area map (Attachment I) has five (5) delivery areas throughout the County: 1. Naples, 2. East Naples

& Marco Island, 3. Golden Gate Estates, 4. Eastern Collier County, and 5. Immokalee. The Division Representative will designate the delivery area at order placement.

3.1. Road, Bridge, and Stormwater Division (RBSD) Storage Areas: The Division has two facilities: Naples and Immokalee: 4800

Davis Blvd, Naples, FL 34104 and 425 Sgt. Joe Jones Road, Immokalee, FL 34142

3.1.1. RMD Delivery Days/Hours: Monday through Friday from 8:00 a.m. to 3:30 p.m. EST. There are no deliveries after 3:30 p.m. EST or on the 11 County-observed holidays when County offices are closed: New Year's Day, Martin Luther King Jr. Day, President's Day, Memorial Day, Independence Day, Labor Day, Veteran's Day, Thanksgiving Day, Friday after Thanksgiving Day, Christmas Eve, and Christmas Day.

3.2. Deliveries Countywide: Divisions may request deliveries at County-owned facilities or project locations.

3.2.1. Deliveries throughout the County may occur Monday through Saturday from 7:00 a.m. – 5:00 p.m. EST. Divisions will coordinate with the Contractor.

3.3. Delivery Arrangements: The Contractor Account Representative will contact the Division Representative who placed the order within 24 hours to coordinate the delivery.

3.4. Delivery Guarantee: The Contractor guarantees delivery of materials within forty-eight (48) hours from order placement or as agreed with the ordering Division.

3.5. Delivery Acceptance: The Division Representative has the final authority for the quality and acceptability of the materials. If materials delivered are found to be defective or orders errors by the Contractor, the Contractor shall return them immediately, at no cost to the County.

3.6. Delivery Tickets: Each delivery must have a receipt with the following information: Purchase Order (PO) number, Division name, delivery date, bid line item number/material description/and delivery area, quantity delivered (per ton or cubic yard), unit cost, and extended price.

3.7. Deliveries are "Free on Board" (FOB) Destination.

4. BID SCHEDULE/PRICES: The bid schedule has 13 materials with five delivery areas for each material. The minimum order quantity is approximately 20 tons. Contractors may select the material line items they want to bid on; however, it is required that all delivery areas are bid for that material.

5. PRICE INCREASE: The Contractor may request a price increase annually (365 calendar days from the agreement anniversary date).

5.1. Submit price increase requests in writing by email to the County’s Contract Administrator no less than 30 days before the annual contract anniversary date for consideration.

5.2. Price increase requests review may take over 60 days to complete.

5.3. Retroactive price adjustments are not authorized.

5.4. The Contractor shall provide supporting documentation justifying price increases (examples: Bureau of Labor Statics, supplier material agreements, fuel increases, etc.). If there is no documented proof, price increases will not be considered.

5.5. The Contract Administrator shall analyze prices to determine whether increases are fair and reasonable using the following methods: price competition (reviewing competitive bids or offers), market prices, historical prices, or independent estimates.

5.6. During the review process, the Contractor shall continue to fill all purchase orders received at the current agreement prices.

5.7. The Procurement Director has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended. The bid tabulation shall be modified with the price increases, or an amendment processed, as required, and uploaded into the County’s Finance system.

5.8. Price increase requests are not guaranteed. If approved, the Procurement Director or designee will notify the Contractor in writing with the effective date of any approved price increases.

VENDOR CHECKLIST

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