24-8307_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

DEEP INJECTION WELL SYSTEM PREVENTATIVE

MAINTENANCE AND REPAIRS

SOLICITATION NO.: 24-8307

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: 24-8307

PROJECT TITLE: DEEP INJECTION WELL SYSTEM PREVENTATIVE MAINTENANCE

AND REPAIRS

PRE- BID MEETING: January 9, 2024, at 10:00 AM EST

LOCATION: Collier County Landfill, located at 3730 White Lake Blvd. Naples, FL. 34117

DUE DATE: January 28, 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 Solid Hazardous Waste Division (hereinafter, the “Division”), 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.

County departments anticipate spending $55,000 annually; however, with aging equipment and County growth, it is anticipated future spend may exceed this amount.

BACKGROUND

The Solid & Hazardous Waste Management Division is seeking qualified vendors capable of inspecting, maintaining, and making repairs as needed to the County Landfill Deep Injection Well (DIW) system. The DIW system includes the components that make up the DIW and the components of the associated Master Leachate Pump Station (MLPS). These services are needed to maintain the functionality of this essential system and keep its components in good working order. Routine inspections/preventative maintenance and needed repairs are required to ensure continued operations of the DIW system and to identify and address potential problems before a possible failure of the system.

The Collier County Landfill Deep Injection Well currently takes all the leachate flow from the landfill’s MLPS into the (on-site) leachate storage tanks which introduce the leachate into the DIW (based on flows). All maintenance and service repair work performed must ensure proper function and operation of the system’s equipment twenty-four hours a day, seven days a week and three hundred and sixty-five days a year (24/7/365).

For more information please reference:

Exhibit A – Landfill DIW/MLPS Site Locations Exhibit B – DIW/MLPS Site Specifications Exhibit C – Operational Guide Exhibit D – Example Preventative Maintenance Schedule

Presently, County Staff monitors, inspects and maintains the components of the DIW system.

FEMA funding may be used, in part, in support of this service and the vendor must comply with all FEMA grant requirements for any such work.

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.

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 Vendor 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.

FEMA funding may be used, in part, in support of this procurement.

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

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 Primary, Secondary and Tertiary Awardees

Should the Primary not be able to support the work request, the department will move to the Secondary and then Tertiary as necessary.

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 Solid & Hazardous Waste Management Division is seeking qualified Vendors to provide inspections, required reporting, preventative maintenance, and repair services on an as needed basis for County owned deep injection well (DIW) and master leachate pump station (MLPS).

1. LOCATION:

Collier County Landfill 3730 White Lake Blvd.

Naples, FL 34117

2. VENDOR REQUIREMENTS

2.1. Vendor must schedule all site visits with County staff.

2.2. Vendor must sign-in at the Scalehouse prior to coming on site.

2.3. For each site visit, the awarded Vendor will provide an Inspection/Maintenance Service Report. The Report should include the following:

Record of inspection including all findings/remarks for each system component

All preventative maintenance items completed

Recommend repairs, if applicable

The Inspection/Maintenance Service Report must be completed and submitted by Vendor to County Representative upon preventative maintenance completion or within five (5) business days if repairs are recommended.

2.4. The Vendor shall use a County provided Inspection/Maintenance Service Report if requested to do so by the County.

2.5. All system inspections and observations and servicing shall be documented, including notations of repair, cleaning, replacements, etc.

3. PREVENTATIVE MAINTENANCE AND REPAIRS

3.1. Exhibits C – Operational Guide and Exhibit D – Example Preventative Maintenance Schedule should be used as reference.

These documents are subject to change as needed.

3.2. The Vendor shall inspect and maintain all operational components of the system in accordance with the Operational Guide (Exhibit C). Examples include inspection, correction, repair, protection, and functional testing of system components included but not limited to:

HOA (Hand - Off - Auto) switches positions Electrical cabinet/panel spring clips All padlocks (e.g. lubricated) (all gates, valves panels, etc.).

3.3. Work associated with electrical controls and panels. Inspection, testing, cleaning, and repair or replace, as necessary, for system components, included but not limited to:

Exterior of cabinets/panels (i.e., rust, corrosion, etc.)

Interior of cabinets/panels (i.e., water intrusion, insects, etc.)

Rubber seals Locks Light and alarm systems Cooling systems Filters

3.4. Inspect, clean, test, repair/replace operational system components of the DIW, included but not limited to safety features:

Fence and Gates Site Lights (functioning during night and off during day) Containment walls (interior and exterior), pads, and tank exteriors Level sensing devices (mechanical float, or transducer) Discharge pipes

3.5. Quarterly clean sediment and debris from the containment-sumps; and pressure wash sump pumps.

3.6. Run pumps manually to ensure proper operation without unusual sounds or leaks.

3.7. All system inspections and observations shall be documented, including notations of repair, cleaning, replacements, etc.

3.8. Clean debris from three (3) DIW pump filter baskets.

3.9. The Vendor will make all necessary repairs to bring the DIW/MLPS to proper operating condition.

3.10. If a repair is recommended, the Vendor will provide a quote to the County Representative within three (3) business days from the date of the inspection, unless it is determined to be an urgent repair, then the Vendor shall work with the County Representative for a quick resolution.

3.11. Should minor repairs or replacement parts be required or recommended by the Vendor while performing the preventative maintenance, and the Vendor is able to repair or replace during the preventative maintenance service, the Vendor shall provide a quote for any parts and labor related to the minor repair in writing prior to the repair and obtain the County Representative or their designee’s approval. Labor rates and markup shall be in accordance with the Fee Schedule.

3.12. No single quote for a single repair project shall exceed $200,000. The County does reserve the right to competitively bid any repair project, if deemed in the best interest of the County. The County also reserves the right to separately purchase equipment required for the job and may request the Vendor to provide delivery and installation services.

3.13. The County Representative shall determine if the quote provided is fair, reasonable and within an acceptable spend threshold.

3.14. Labor rates and applicable markups shall be in accordance with the Fee Schedule.

3.15. Hourly labor rates shall be inclusive of all overhead, insurance, profit, travel, and use of company owned equipment (excluding rental equipment).

3.16. Should the Vendor need to hire a subcontractor, the subcontractor charges may be invoiced at cost plus 15% markup. A copy of the subcontractor’s invoice shall be required with the Vendor’s invoice. The subcontractor’s hourly rate may not exceed the Vendor’s hourly rates listed on the Fee Schedule.

3.17. Parts and materials must conform to the Collier County Vertical Standards, otherwise, they will require written approval from the County Representative or their designee.

3.18. Parts and materials may be invoiced at cost plus 10% markup. Parts/ materials with a single item amount of $500.00 or more shall require the Vendor to provide backup documentation. All shipping or freight charges must have backup documentation regardless of amount. Should the Vendor need to rent equipment to complete the project, rental charges may be invoiced at cost plus 10% markup. A copy of the rental receipt, regardless of amount, showing the cost shall be required with the Vendor’s invoice. Ancillary charges may be transferred to the County in the actual amount; however, mark-ups will not be allowed on taxes, freight/shipping, and/or permits.

4. WORK HOURS AND VENDOR CONTACT

4.1. 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 and vendor shall be paid 1.5x straight time applicable in accordance with the Fee Schedule.

4.2. 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.

4.3. 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.

5. RESPONSE TIMES FOR REPAIRS/REPLACEMENTS

5.1. Normal Request

Vendor shall acknowledge a service request via email or phone call within one (1) business day from the time the County issued the request and begin work within five (5) business days of the initial request.

Additional response time may be approved in writing by the County.

5.2. Urgent Work Request

Vendor shall acknowledge an urgent request via email or phone call within two (2) hours of the request being sent by the County and shall coordinate with the County Representative for arrival time needed.

Vendor shall be paid 1.5x straight time hourly rate(s) in accordance with the Fee Schedule for urgent work requests regardless of the day or time the work is performed.

6. PRICE MODIFICATIONS

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

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.

7. SAFETY

7.1. The awarded Vendors shall comply with all Occupational Safety and Health Administration (OSHA), Environmental Protection Agency (EPA), the National Institute of Occupational Safety Hazards (NIOSH), the American National Standards Institute (ANSI), the National Fire Protection Association (NFPA), the Crane Manufacturers Association of America, Inc. (CMAA), National Electric Code (NEC), American Society of Mechanical Engineers (ASME), State and County regulations while performing work under the resultant Contract. Vendor 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.

7.2. Barricades shall be provided and utilized by the Vendor when work is performed in public areas, or when deemed necessary by the County.

7.3. Hazardous conditions shall be immediately reported to the County.

VENDOR CHECKLIST

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