242544TEG_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 4

IFB #: 242544TEG

IFB TITLE: ROUTINE CALIBRATION SERVICES OF LEVEL, PRESSURE, AND FLOW

METERS

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a vendor to provide routine calibration services of level, pressure, and flow meters, as stated herein.

Bidders are required to comply with Part II, Scope of Services.

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their

experience providing routine calibration services of Level, Pressure, and Flow meters within the past five (5) years preceding the submission deadline in OpenGov.

3.1.2. A minimum of two (2) references are required.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model

IFB Part I Revised 10/11/23 Page 2 of 4 number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A bid containing a substitution that has not been approved by the County shall be disqualified.

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible bidder submitting the lowest total bid price for a three-year term. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFB tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

IFB Part I Revised 10/11/23 Page 3 of 4

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed in the bid. This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

https://www.scgov.net/government/procurement/contract-templates

IFB Part I Revised 10/11/23 Page 4 of 4

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The Bidder shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The Bidder shall require all employees to wear a company uniform. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the Bidder’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

PART II

SCOPE OF SERVICES

Document prepared by Public Utilities/Wastewater Page 1 of 5

1. OVERVIEW

Sarasota County Public Utilities uses over 400 instruments, concentrated at Sarasota County’s (County’s) wastewater and water treatment facilities, to accomplish the management of the utility system data. Attachment A - Calibration Frequencies, attached hereto and incorporated herein, contains a current list of the County’s instruments, which may be amended as needed.

Instruments include but are not limited to flow meters, level sensors and pressure gauges.

2. CALIBRATION REFERENCES

A. Frequency of Calibrations includes the quantity, type of instrument, type of service, and frequency of calibration for the instruments. See Attachment A for current calibration quantities and frequencies. Quantities are subject to revision as the utility system evolves. The County will provide updated information to Contractor as required.

B. Table 1- Historical Calibration Hours includes the number of hours that have been expended, historically, on annual or biennial calibrations.

Table 1 – Historical Calibration Hours

Instrument

Type

Water Service Wastewater Service

Annual Calibration

Biennial Calibration

Annual Calibration

Biennial Calibration

Flow

Meters 86 37 50 31

Pressure Gauges 60 67 18 8

Level Sensors 8 39 20 27

Total 154 143 88 66

C. Calibration Values

i. Flow meters shall be calibrated by Contractor within four percent accuracy (+/-4%).

ii. Pressure gauges shall be calibrated by Contractor within two percent accuracy (+/- 2%).

Document prepared by Public Utilities/Wastewater Page 2 of 5

iii. Level sensors shall be calibrated by Contractor within one-tenth of a percent accuracy (+/- 0.1%).

3. CALIBRATION SERVICES

A. Routine Instrument Calibrations

i. For operational and regulatory purposes, the instruments shall be calibrated routinely, adhering to the American Water Works Association (AWWA) M33 manual Flowmeters in Water Supply, in their most current version, to sustain certain levels of accuracy.

ii. Contractor shall be required to provide annual and biennial calibrations for instruments located in the potable water system and in the wastewater system.

iii. Contractor shall ensure that each calibration service be completed to avoid a lapse of calibration certification.

B. Corrective Maintenance Services

i. For corrective maintenance resolving minor repairs, as identified in the Fee Schedule, requiring a quarter-hour or less to complete, discovered during routine calibration services the County may authorize work to be performed while on site or at a future service.

Contractor shall supply everything necessary for corrective maintenance, excluding surge protection parts which shall be the responsibility of the County.

ii. For non-minor corrective maintenance repairs requiring more than a quarter-hour to repair, the Contractor shall provide everything necessary to complete the repair billing in quarter-hour increments as identified in the Fee Schedule.

C. Calibration Reporting

i. Contractor, for each calibration performed, shall provide a calibration certificate and a digital photo, both electronically uploaded by Contractor into the County’s Work Management System (WMS) within 30 days of performing calibration service.

ii. Contractor shall ensure that each certificate includes the following information: serial number, size, manufacturer, location, and all valid National Institute of Standards and Technology (NIST) traceable documentation concerning the measurement and test equipment used in the instrument calibration.

Document prepared by Public Utilities/Wastewater Page 3 of 5

iii. Contractor shall ensure that each image, taken at completion of each calibration, is a clear, close-up, high-resolution digital image of the instrument.

iv. The County will review the digital imagery submitted by Contractor and reserves the right to reject any imagery that does not meet County expectations. Any rejected imagery shall be reshot and resubmitted at no additional cost to the County, within five (5) business days of notification by the County.

v. All digital imagery of County assets and written records related to the work performed shall be property of the County.

4. CONTRACTOR RESPONSIBILITIES

A. Contractor shall provide all equipment, tools, materials, transportation, and qualified personnel necessary to perform the services requested herein.

B. Contractor shall ensure that a certified calibration technician performs the calibration services and executes the required certificates. Contractor shall furnish proof of technician certification upon request of the County.

C. Contractor shall comply with all health and safety standards and report any safety-related incidents immediately to the County.

D. Contractor shall provide at least one (1) employee onsite who can effectively communicate in English with the County staff and with the general public.

E. Contractor shall be responsible for any damages to County or personal property due to Contractor or its employees. Restoration shall be made by Contractor to the County’s satisfaction.

F. Contractor may be required to meet with the County to provide data or requested information related to the WO, as deemed necessary by the County.

G. Contractor’s trucks and service vehicles shall be equipped with proper safety equipment and identification.

H. Contractor shall ensure that conditions on the work site reflect good housekeeping and safety practices at all times. Contractor shall be responsible for proper disposal of all trash and debris disposal from the work site related to work performed.

I. Contractor shall report any unserviceable or inoperable instruments to the County upon completion of services.

Document prepared by Public Utilities/Wastewater Page 4 of 5

5. ASSIGNMENT OF WORK

A. The County will issue a Purchase Order (PO), which will be followed by Work

Order (WO) detailing the requested calibration services to be performed at that time.

B. For corrective maintenance, Contractor shall notify the County contact of deficiencies found while performing work, and the County may initially provide verbal approval for repairs, which will subsequently be followed up and confirmed in writing.

6. HOURS OF WORK

A. Normal Business Hours shall be defined as Monday through Friday between

7:00 AM and 3:30 PM Eastern time, except County observed holidays.

B. If Contractor requests to perform work during a weekend or County observed holidays, that request must be pre-approved in writing by the County. No additional fee will be paid for weekend or holiday work.

7. INVOICING

A. Contractor’s invoices shall include the PO and Work Order (WO) number(s).

B. Contractor shall only invoice at the all-inclusive unit prices listed in Fee

Schedule. All trip charges (ex. mileage, vehicle charges, travel time), labor, certifications, supervision, tools, equipment, materials, freight, etc. shall be included. No additional fees shall apply.

8. WARRANTY

All products and/or services provided by Contractor shall be fully warranted from the delivery date to the County for a period of one (1) year, or for the standard warranty period provided by Contractor or by the materials manufacturer, whichever is greater.

9. COUNTY WORK MANAGEMENT SYSTEM

A. The County operates a computer-based WMS. Contractor shall use the

WMS for receiving WOs and reporting performance electronically.

Document prepared by Public Utilities/Wastewater Page 5 of 5

B. Contractor’s employees who are designated to schedule and manage work may attend a WMS training session provided by the County to learn how to properly use the system.

i. This training session is expected to last no longer than one (1) business day.

ii. Contractor’s costs associated with this training shall be an incidental expense and Contractor shall not be reimbursed.

iii. Contractor is not required to purchase software to use the WMS but may be required to install County-provided software on its own computing equipment to access and use the system.

C. Contractor shall maintain computing equipment with the following minimum specifications:

i. Hardware: Any tablet or personal computer running IOS 8 or Windows 7 or later.

ii. Software: Safari or Chrome is required to access the County website.

iii. High speed internet connection and power source.

10. PRICE ADJUSTMENTS

A. Contractor may request a price adjustment in the event unforeseeable conditions result in a pricing disparity where Contractor’s fully burdened cost would exceed the contract price or otherwise create conditions where Contractor is unable to fulfill its contractual obligations.

i. Contractor must provide justification for the requested price adjustment to the County’s satisfaction. Such documentation may include, but is not limited to, documentation of supplier cost increases and anticipated duration of such increases.

ii. The County reserves the right to request that Contractor provide any additional evidence it deems necessary for the appropriate consideration and approval of a price adjustment.

B. Price adjustments may be authorized by the County on a permanent basis or as a time-limited adjustment.

C. Approval of any requested price adjustment is at the sole discretion of the County.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $500,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $1,000,000 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.