24-8304_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

GREASE TRAP HAULING SERVICES & REPAIRS

SOLICITATION NO.: 24-8304

LISAOIEN, 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: 24-8304

PROJECT TITLE: GREASE TRAP HAULING SERVICES & REPAIRS

DUE DATE: December 30, 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 $55,000 over the term of the current contract, which began on October 22, 2019; however, this may not be indicative of future buying patterns.

BACKGROUND

The Facilities Management Division is currently responsible for providing service for approximately 32 grease traps at various locations throughout Collier County. A list of Grease Trap Locations and sizes is provided with this solicitation, see Exhibit A – Grease Trap locations. Grease Trap sizes range from an under-sink interceptor size to traps as big as 1,250 gallons. The Division must ensure that these grease traps' provide continuous operation and 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 one (1) two (2) year renewal options.

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

The County reserves the right to seek services outside of the awarded contract.

A Purchase Order shall survive contract expiration to allow completion of work commenced prior to the contract expiration date. Blanket Purchase Orders will not survive 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.

https://procurement.opengov.com/portal/collier-county-fl

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 quoting, or other options that represents the best value to the County; however, it is the intent to:

• Identify a Primary and Secondary Awardee 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, as necessary. The County reserves the right to seek services outside of the contract if the Primary or Secondary 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 as needed and urgent grease trap hauling services. The services include removing accumulated grease, oil, and other materials from grease traps, hauling, and proper disposal. The scope of work also includes providing repair services to grease trap structures on an as-needed basis.

1. Grease Trap Hauling Services

As directed by the Division Representative or designee, the awarded Contractor will provide removal, hauling and disposal of accumulated materials in grease traps.

1.1 Material

a. The material primarily consists of raw, untreated grease.

b. Other organics and plastics may be incorporated into the raw grease.

1.2 Procedure for material removal

To include, where applicable, but not limited to:

a Remove covers and remove water in the trap to facilitate cleaning discharged water into the sewer line.

b Remove baffles when possible.

c Remove the accumulated grease from the trap.

d Scrape the sides, the lid, and the baffles with a putty knife to remove accumulated debris.

e Remove the settled solids and remaining liquids.

f Replace the baffle and lid as designed by the manufacturer.

g Refill liquids into the trap.

1.3 Method of Disposal

h The Contractor shall remove raw grease from a grease trap and directly haul it to a State approved disposal and receiving facility.

i The Contractor must arrive on-site with an empty truck. The Division Representative or designee may, at their discretion, accept a partially loaded truck. Such acceptance must be documented on the invoice.

j The Contractor will provide material removal, hauling and disposal at an all-inclusive hourly rate as supplied on the fee schedule.

2. Repairs Services

As directed by the Division Representative or designee, the awarded Contractor will make all necessary repairs to restore the grease trap structure to proper operating condition.

2.1 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.

2.2 Repair services shall be provided and billed per the established hourly labor rates. The Contractor may only charge hourly rates or repair service hours worked at the job site. Hourly rates shall be per the fee schedule, which is inclusive of labor, overhead, travel-related expenses, required reporting, and equipment use, excluding rental equipment.

2.3 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 https://www.colliercountyfl.gov/home/showpublisheddocument/103458/638180053906230000 https://www.floridabuilding.org/bc/bc_default.aspx

Representative or designee shall be required.

2.4 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 Contractor installed part(s) is found to be defective, the Contractor shall immediately replace the part(s) at no cost to Collier County.

3. Response Time and Availability

3.1. 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.

3.2. Contractor response time is of great concern to the Division to ensure the grease traps experience minimal downtime.

• Routine Services: The Contractor will acknowledge a routine service request via email or phone call within thirty (30) minutes of the request being sent by the Division Representative or designee. The Contractor must possess a minimum of two (2) trucks and ensure their availability within four (4) hours of notification.

• 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 with a truck capable of removing a minimum of 4,000 gallons and begin work within one (1) hour after the Division’s initial request and within two (2) hours for the Immokalee, Marco Island, and Everglades City areas.

The Division Representative or designee must approve a response time that exceeds one (1) hour and two (2) 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.

3.3. For routine and urgent service requests, the Contractor will be permitted to charge a two (2) hour minimum for trucks that the Division Representative or designee requested, arrived onsite within the required response timeframe, and were subsequently dismissed by the Division Representative or designee without pumping or hauling waste.

4. Contractor’s Responsibilities

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

4.2 The Contractor shall be responsible for cleaning up any material spills (including raw wastewater, grease, scum, fuel, or any other discharge) in accordance with State, Federal, and local regulations. Spill kits must be readily available on all trucks at all times while performing this agreement.

4.3 The Contractor shall use qualified technicians with experience in servicing various equipment associated with grease traps to complete the work specified in this solicitation.

4.4 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.

4.5 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.

4.6 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 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.

4.7 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.

4.8 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.

4.9 The Contractor is responsible for obtaining and maintaining all licenses, permits, and insurance required by the Florida Department of Environmental Protection (FDEP) or any other local, state, or federal agency for the services provided under this agreement throughout the entire agreement term.

4.10 The Contractor is responsible for immediately informing the Division Representative or designee if the Contractor damages pipes, manholes, property, or any other system appurtenances. The Division will repair any damage caused by the Contractor, and all costs to repair the damage will be charged back to the Contractor.

5. Work Hours

5.1 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. The after-hours rate will be calculated at 1.5x the hourly rate provided on the fee schedule.

5.2 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. Records and Documentation

6.1 The Contractor shall take before-and-after pictures of all completed items, including but not limited to a clean and empty grease interceptor/under-sink trap showing piping inside and the surrounding area, and submit them upon request.

6.2 Each load shall have a load ticket/service manifest signed by an agent of the Contractor and the Division representative or designee. The Contractor is responsible for complying with Florida Department of Environmental Protection (FDEP) requirements for the load ticket/service manifest.

6.3 The Contractor shall maintain hauling records for a period of seven (7) years from the date of service.

6.4 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.

6.5 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.

6.6 The Division retains the right to add or delete any facilities, equipment, or services provided under the resultant contract as described herein, upon notification by the Division Representative or designee to the vendor.

7. Invoicing and Markups

7.1 Each invoice must include a purchase order number. The invoices shall be itemized and detail the services performed, service location, service dates and times, the number of hours worked, and the materials used.

7.2 If provided by the County, the task number must appear on each invoice.

7.3 Each invoice submitted for payment must be accompanied by the Contractor’s load ticket/service manifest for each truck.

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

7.5 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.

7.6 Subcontractor rates cannot me higher than the contracted rates on the fee schedule.

8. Price Modifications Price increase requests may be submitted prior to contract renewal.

8.1 The Contractor shall fully document and submit any requested adjustment at least 120 days prior to the contract renewal date.

8.2 All requests must be submitted in writing to the Contract Administrative Agent.

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

8.4 Retroactive price adjustments are not authorized.

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

8.6 The Contract Administration Agent shall analyze prices to determine whether increases are fair and reasonable.

8.7 The Procurement Director has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended.

8.8 Price increases are not guaranteed.

9. SECURITY, BACKGROUND, IDENTIFICATION

The Contractor is required to comply with County Ordinance 2004-52, as amended. The Contractors providing services to Collier County under this agreement and requiring physical access to Collier County facilities or locations related to security or public safety shall be responsible for the cost of providing background checks for all contracted employees or other representatives, including all subcontractors at every tier (including vendors, repair persons, and/or delivery individuals). This may include but is not limited to, checking federal, state, and local law enforcement records, including state and FBI background screening, employment verifications, and other related records. Collier County background checks are valid for five (5) years and the Contractor shall be required to maintain records of each employee and make them available to the County throughout that specified term.

All contracted employees and subcontractors must wear and display 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.

Assigned badges can be renewed upon expiration at no cost to the Contractor during the time period in which their background check is still valid.

All Contractors under this agreement shall wear appropriate attire that includes the name of the Contractor’s business. If a contracted employee assigned to Collier County separates from their employer the Contractor shall immediately notify the Collier County Facilities Management Division via e-mail (DL-FMOPS@colliercountyfl.gov). This notification is critical to ensure the continued safety and security of Collier County staff, customers, facilities, and systems. Failure to notify within four (4) hours of separation may result in a deduction of $500 per incident. Each badge must be returned to the Facilities Management Operations Center by the assigned expiration date printed on the badge or upon separation of employment of an employee or subcontracted employee.

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

VENDOR CHECKLIST

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