24-8300_-_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

Reagent Water Purification System Rental Services

SOLICITATION NO.: 24-8300

MATTHEW WEBSTER, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8491

Matthew.Webster@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: 24-8300

PROJECT TITLE: Reagent Water Purification System Rental Services

PRE- BID MEETING: January 7, 2025 at 9:00 AM EST

LOCATION: North Collier Region Water Plant:

8005 Vanderbilt Beach Road Naples, FL 34120

DUE DATE: January 23, 2025 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 Public Utilities 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 $55,000; however, with aging equipment and County growth, it is anticipated future spend will exceed this amount.

BACKGROUND

High quality water must be utilized when preparing media, reagents, and dilutions to ensure the accuracy and reproducibility of analytical results. The Collier County laboratories produce reagent-grade water in-house. This water is high-quality (Type I) water as defined by Standard Methods for the Examination of Water and Wastewater Online edition, (SM) Section 1080C.

TERM OF CONTRACT

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

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

A Purchase Order shall survive Contract expiration to allow completion of work commenced prior to the contract expiration date.

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 per Category

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 Single Awardee per Category

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 Division is seeking qualified Vendors to establish a rental service contract to provide required routine, preventative maintenance, repair services, and replacements for County Wastewater (Category A) and Water (Category B) Labs. Vendors may bid on one or both Categories.

1. CATEGORIES

CATEGORY A:

South Wastewater Facility:

5600 Warren St.

Naples, FL 34113

Deionizer Unit o One 3.6 cubic foot (CF) anion tank o One 3.6 CF cation tank o One 3.6 CF carbon tank o Two 3.6 CF mixed bed tanks

In-line conductivity meter Ultraviolet light Recirculation pump The system must be capable of producing approximately 1,000 gallons of DI water per month at a minimum flow rate of 10 liters per minute.

CATEGORY B:

North Collier Region Water Plant:

8005 Vanderbilt Bech Road Naples, FL 34120

Deionizer Unit o Three 1 cubic foot (CF) mixed bed DI water tanks o One 1 CF activated carbon tank o One 10” 1.0um prefilter

Totalizing meter In-line conductivity meter The system must be capable of providing a flow rate of 1.25 gallons per minute.

South Collier Region Water Plant:

3851 City Gate Drive Naples, FL 34116

Deionizer Unit o Two 1.5 cu. Ft. mixed-bed deionizer units o One 1.5 cu. Ft. activated carbon unit o One 1.5 cu. Ft. mixed-bed polishing unit

Totalizing meter

Carica Pump Station:

7200 Goodlette Frank Road Naples, FL 34119

Deionizer Unit o Two 1.5 cu. Ft. mixed-bed deionizer units o One 1.5 cu. Ft. activated carbon unit o One 1.5 cu. Ft. mixed-bed polishing unit

Totalizing meter

Goodland Repump Station:

2559 San Marco Road Marco Island, FL 34145

Deionizer Unit o Two 1.5 cu. Ft. mixed-bed deionizer units o One 1.5 cu. Ft. activated carbon unit o One 1.5 cu. Ft. mixed-bed polishing unit

Totalizing meter In-line conductivity meter

2. PREVENTATIVE MAINTENANCE

2.1. Preventative maintenance shall be performed with each visit and may include:

Evaluate overall equipment condition and ensure the system is operational.

Inspect gauges and verify that there are no leaks.

Provide training to personnel on site during the visit.

Verify area near equipment is clear of debris or improperly stored material.

All deficiencies communicated and solutions discussed.

2.2. Preventative maintenance shall be included in the rental unit fee for all items and shall be inclusive of all labor, tools, material, parts, equipment, and all necessary resources to complete the work.

2.3. Material used during preventative maintenance (i.e., hoses, gaskets, sundries) that would be considered part of the service by industry standards shall not be invoiced to the County and shall be included in the rental unit price provided on the awarded Bid Schedule.

2.4. The Vendor must provide an estimated annual maintenance schedule.

2.5. For each site visit, the awarded Vendor will provide an Equipment Service Report. The Report should include the following:

Record of inspection including all findings/remarks for each piece of equipment

All preventative maintenance items completed

Recommend repairs, if applicable

The Equipment Service Report must be completed and submitted by Vendor to County Representative upon preventative maintenance completion or within three (3) business days if repairs are recommended. Note: Failure to provide the completed, signed and dated report may delay the Vendor’s payment.

2.6. The Vendor shall use a County provided Equipment Service Report if requested to do so by the County.

3. Delivery

3.1. The Contractor warrants that upon delivery, the equipment rented hereunder shall be in good working condition. If the equipment is not in good working condition upon delivery, the Contractor shall promptly repair or replace the equipment at its sole expense.

3.2. If the equipment requires repair or replacement during the rental period, the Contractor shall promptly repair or replace the equipment at its sole cost and expense; however, if the repair or replacement is due to the County’s abuse, misuse, or neglect, the County shall be responsible for the cost of such repair or replacement.

3.3. Some County sites may be unmanned at time of delivery. The Contractor shall confirm with the Division Representative or designee on arranging delivery services to these sites.

3.4. The Contractor shall coordinate delivery with the Division Representative or designee so there is minimal to no interruption to daily work at any location.

4. EQUIPMENT & PARTS

4.1. All equipment and parts provided and installed by the Vendor under the awarded contract shall be new and free of defects and may require County approval prior to installation. All equipment must meet or exceed the requirements of the following:

5. WORK HOURS AND CONTRACTOR CONTACT

5.1. Normal business hours shall be 7:00am to 5:00pm, Monday through Friday, excluding County observed holidays. After hours are considered to be requests outside of the normal business hours, weekends, and County observed holidays, or in the event of a declared local state of emergency.

5.2. The Vendor shall provide a company contact name, phone number and email address for all requests and shall be available twenty-four (24) hours per day, 365 days per year.

5.3. The County will issue a Purchase Order prior to commencement of work. No work shall be performed until the Vendor is in receipt of an approved purchase order.

6. RESPONSE TIMES FOR SERVICE

6.1. Normal Request

Vendor shall acknowledge a request for service via email or phone call within twenty-four (24) hours from the time the County issued the request.

Vendor shall schedule the service within three (3) business days of the initial request, via email.

6.2. Urgent Request

Urgent requests may consist of system malfunctions, inability to produce reagent grade water, severe leaks, etc.

Vendor shall acknowledge an urgent request via email or phone call within twelve (12) hours of the request being sent by the County.

County and Vendor shall agree to an appropriate arrival time based on the urgency.

A one-time two hundred dollar ($200.00) urgent service call fee is allowed when responding to an urgent request, in addition to the regular hourly rates.

7. PRICE MODIFICATIONS

7.1 The vendor may request a price modification no less than one hundred twenty (120) days prior to the end of the initial contract period for consideration.

Retroactive price adjustments are not authorized.

Submit price increase requests in writing by email to the County Representative or designee no less than 120 days before the end of the initial contract period.

Vendor shall provide supporting documentation justifying price increases (examples: Vendor's material agreements, distributor invoices, proof of fuel increases, etc.). If there is no documented proof, price modifications will not be considered.

County Representative or designee shall analyze prices to determine if increases are fair and reasonable.

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

Price modification requests are not guaranteed. If approved, the Procurement Director or designee will notify the

Vendor in writing with the effective date of an approved price modification.

The Procurement Director has the authority to approve price adjustments in accordance with the Procurement

Ordinance, as amended. The Fee Schedule shall be modified with the price increases, or an amendment process as required, and uploaded into the County's Finance system.

The County may, after examination, refuse to accept the adjusted costs if they are not properly documented, considered excessive, or if decreases are deemed insufficient. In the event the County does not wish to accept the adjusted costs and the matter cannot be resolved to the satisfaction of the County, a contract termination will have to be processed.

VENDOR CHECKLIST

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