24-8290_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

IRRIGATION PUMP STATION

MAINTENANCE, REPAIRS, AND SERVICES

SOLICITATION NO.: 24-8290

SARAH HAMILTON, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8987

Sarah.Hamilton@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: 24-8290

PROJECT TITLE: Irrigation Pump Station Maintenance, Repairs, and Services DUE DATE: FRIDAY, NOVEMBER 22, 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 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.

Historically, County departments have spent an average of approximately $192,000 over the agreement's three-year term; however, this may not be indicative of future buying patterns.

BACKGROUND

The Road, Bridge, and Stormwater Division (“Division”) utilizes a combination of in-house crews and contracts to maintain irrigation pump stations, lake/pond fountains, and aerators. The Division has 63 irrigation pump stations throughout Collier County in roadway medians and the right-of-way (ROW), providing irrigation for 274 miles of roadway median landscaping.

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 option.

Prices shall remain firm for the initial 365 days 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 bid as outlined below:

• Lowest total bid amount https://procurement.opengov.com/portal/collier-county-fl

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:

• Identify Primary, Secondary, and Tertiary Awardees

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

Preventive maintenance and other critical services, including but not limited to equipment evaluations; training; testing; diagnostic and troubleshooting; technical support and assistance (in-person, offsite, or via telephone); pump and system repairs; parts replacement and installation; pump station purchases and replacements; technical support and assistance; and pond/lake fountain and aerator installation, maintenance, repairs, and replacements.

1. SPECIFICATIONS

1.1. Irrigation Pump Station Preventive Maintenance (PM): PM services are necessary to keep pump stations running optimally.

The Division’s irrigation pump stations include centrifugal or submersible well pump motors. The horsepower (HP) ranges from 5, 7.5, 10, 15, 20, and 25 with various phases and voltages. Markups are not applicable.

• The PM services for centrifugal pumps occur semiannually (twice yearly or as needed) in October/November and

May/June. Submersible well pumps PM services are annual. PM services may be increased or decreased at the Division's discretion.

• Pump motors not listed on the fee schedule shall have preventative maintenance services using the field technician's hourly labor rate. Detailed PM inspections are needed to detect mechanical and electrical defects or conditions that prevent efficient operation.

• The PM services include the following:

1.1.1. Pump Maintenance: Inspect the pump and the entire pumping system for signs of wear; Inspect pump system valves;

Inspect pump screens and clean them; Check pump electric motor windings for degradation and rewinding, if necessary.; Check pump impeller eye clearance; Inspect for excessive wear or corrosion on the pump impeller; Inspect for excessive wear or corrosion on the volute case; Inspect for excessive wear or corrosion on the seal chamber; Grease pump bearings; Tighten all drain and fill plugs; Tighten all electrical connections; Check the temperature sensor to ensure it is functioning properly; Check the flow pressure; and Check wires for damages.

1.1.2. Filter Maintenance: Clean discs and report broken discs for replacement; Check backflush valves are functioning;

Check electrical fuses are functioning on the filter controller; Check the filter controller is set to flush every 24 hours or as needed; Check the discharge pipe is not clogged; and Check inlet flush is set to the proper pounds per square inch (PSI).

1.1.3. Flow Meter: Test the read switch; Check meter spins; Check for excessive discharge from the flow meter; and Test the solenoid.

1.1.4. Incoming Power Source: Check the voltage (units may be single-phase or 3-phase); Check that the ground fault interrupters (GFI) switch is functioning; Check the surge protector is functioning, Inspect the transformer to make sure the enclosure is not rusting; Inspect the panel box and breakers for replacement; and Inspect wires for damage.

1.1.5. Enclosure Maintenance: Check vents for clogs; Clear clogged vents; Check cooling fans are functioning on all systems; Inspect the enclosure for damages and access points for unwanted pests intrusion; Check cables are attached to the well pumps; Inspect the pressure tank for rust; Inspect the pressure tank for replacement; Remove debris, cobwebs, and ant mounds from inside the enclosure; and Inspect enclosure for insects, ants, rats, and mice, and report problems.

1.2. Other Services: The Division may request other services that may include, but are not limited to, irrigation pump station repairs and replacements; technical assistance and support (existing pump station specifications or new pump stations); diagnostic services; system evaluations; training, technical support; lake/pond fountain and aerator maintenance and services. The Division Representative may request an estimate for these services. The fee schedule line items and markups may be utilized for compensation. Markups are applicable.

1.3. Temporary Traffic Control (TTC): Some service areas may require the Contractor to set up Temporary Traffic Control (TTC) at work sites in roadway medians or right-of-way where a lane closure may be required. The Contractor is responsible for TTC. The unit price includes the TTC plan, equipment, setup, maintaining TTC while performing services in the right-of-way and median roadways, and removal. TTC is required for the safety and protection of the Contractor's employees and the traveling public. TTC fee schedule rates or subcontractor services may be utilized. The Contractor providing TTC must have Temporary Traffic Control or Maintenance of Traffic Certification. Markup is applicable for subcontractor services.

1.3.1. TTC shall conform to the current edition of the FDOT’s Standard Plans for Road and Bridge Construction, Index

102, Design Standards Index 600 series, link: Standard Specifications Library (fdot.gov) and The Manual on Uniform Traffic Control Devices (MUTCD), link: https://mutcd.fhwa.dot.gov/index.htm.

1.3.2. The Contractor is authorized to subcontract MOT/TTC. The subcontractor must have current FDOT-approved Maintenance of Traffic or Temporary Traffic Control, Intermediate Level Certification, and insurance required by the County. If the Contractor subcontracts TTC, they must submit an estimate to the Division Representative for approval.

1.3.3. The Contractor's employee or subcontractor is responsible for the TTC plan and equipment setup and shall have current FDOT-approved certification. They must be readily available within twenty (20) minutes of the County staff's initial contact to address work zone safety issues.

1.3.4. If the TTC setup does not comply with FDOT standards, the Contractor must cease operations until it is correct per the 600 series design standard.

1.3.5. If the Contractor provides TTC, the invoice shall list the line items on the fee schedule in the TTC section and reflect each piece quantity multiplied by the number of days the TTC is required to complete the work.

2. GENERAL INFORMATION

2.1. Collier County License Requirements: To perform services, you must hold one of the following contractor licenses: Collier

County Irrigation Sprinkler Contractor License, Collier County Landscaping Unlimited (includes irrigation) Contractor, Collier County Plumbing Contractor, or State Certified Irrigation Contractor.

2.2. Certification: Temporary Traffic Control (TTC) or Maintenance of Traffic (MOT) Certification, Intermediate Level. The Contractor shall have certification if they are providing TTC. If a subcontractor is providing TTC, they shall have the certification.

2.3. Experience: Three years minimum commercial experience for similar services in repairing irrigation pump station equipment.

Submit references that provide the experience.

2.4. Service Hours: Services are generally requested during normal business hours; however, the Division may require urgent services beyond normal business hours.

2.4.1. Normal business hours are Monday through Friday from 7:00 a.m. through 5:00 p.m.

2.4.2. Urgent request hours are Monday through Friday from 5:01 p.m. to 6:59 a.m., weekends, holidays, or services during normal business hours Monday through Friday requiring immediate attention with a two-hour response time or less.

Urgent request labor hourly rates will be paid 1.5 times the unit price on the fee schedule.

2.5. Markup: The Contractor shall submit receipts and estimates with the invoice submission for markup verification. Tax and freight charges are authorized; however, these charges have no markup.

2.5.1. Material Markup: A 15 percent markup is authorized for parts and materials not included in the fee schedule. The

Contractor shall provide a receipt(s) with the invoice for reimbursement for parts and materials exceeding $500.00.

Any items below $500.00 may require an itemized record showing the part and cost for reimbursement.

2.5.2. Equipment Markup: A 10 percent markup is authorized for equipment not listed on the fee schedule. The Contractor shall email the Division Representative the estimate to approve rental equipment.

2.5.3. Subcontractor Markup: A 15 percent markup is authorized for subcontractor services. The Contractor shall email the Division Representative the estimate to approve subcontractor services.

2.6. Pass-through Charges: A copy of the receipt is required with invoice submission. The Contractor shall be reimbursed at the actual costs shown on the receipt; there is no markup on pass-through expenses. These charges may include permits, disposal fees, etc.

2.7. Utilities: The Contractor shall be responsible for exercising precautions while working near utilities; therefore, before digging, the Contractor must call Sunshine 811 at 811 or 800-432-4770, Monday through Friday, from 7:00 a.m. to 5:00 p.m. Sunshine 811 needs two (2) full business days' notice. Any damage to utilities is the Contractor's sole responsibility and at no cost to the County. Link: https://sunshine811.com/get-started-create-a-ticket.

https://sunshine811.com/get-started-create-a-ticket

2.8. Work Zone Safety: Contractor shall use caution while working on County Right-of-Way and roadways. The Contractor shall use caution while working in or around County-owned or operated facilities, right-of-way, sides of right-of-way, and roadway medians. When working within a right-of-way (i.e., roads, sidewalks, bike paths, etc.) Follow applicable FDOT and/or MUTCD requirements, such as but are not limited to:

2.8.1. American National Standards Institute/International Safety Equipment Association (ANSI/ISEA) Class 2 or 3 Vests, T-shirts, or similarly labeled garments depending on the time of day.

2.8.2. Appropriate work zone signage, cones, barricades or barrels, arrow panels, flagging personnel, and stop/slow paddles, where necessary, required by law or the County.

2.8.3. An applicable work zone (Maintenance of traffic) plan based on FDOT and/or MUTCD designs on site.

2.9. Work Commencement: Work shall commence with the issuance of a purchase order.

2.10. Work Delays: Immediately notify the Division Project Manager when work is delayed and follow up with an email stating the cause of the delay within 48 hours.

2.11. Contractor Performance: The Division Representative can request services from the Secondary or Tertiary Contractor if the Primary Contractor cannot perform the work or is not within the County timeline. If the Primary Contractor continually rejects work under the agreement, their Contract may be subject to termination. The Secondary Contractor will assume all work under the terms of the Contract. The Division shall have the full authority to utilize the Secondary Contractor as the Primary Contractor during any notice of default, breach, or suspension. The same process follows for the Tertiary Contractor.

2.12. Deficient Work: The Division Representative will notify the Contractor of unsatisfactory work. The Contractor will correct deficient work within five business days, or as agreed to by the County Project Manager, at no additional cost to the County.

2.13. Price Increases: Price increase requests may be submitted annually (365 days from the agreement effective date / anniversary date).

2.13.1. 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.

2.13.2. Submit price increase requests in writing by email to the County’s Contract Administration Specialist no less than

30 days before the annual contract anniversary date for consideration.

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

2.13.4. Retroactive price adjustments are not authorized.

2.13.5. 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.

2.13.6. The Contract Administration Specialist 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.

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

2.13.8. 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.

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 commercial clients (in accordance with Section 2.3 above) 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.