242545MM_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 232545MM

IFB TITLE: TRANSIT VEHICLE WRAPS

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, to select a supplier to provide vehicle wrapping services 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.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their

experience providing wrapping services for commercial heavy-duty and/or public transit vehicles within the past seven (7) years preceding the submission deadline in OpenGov. A minimum of two (2) references are required.

3.1.2. Only references submitted at the time of bid submittal in the format specified by the County will be used to verify qualifications have been met.

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 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.

IFB Part I Revised 10/11/23 Page 2 of 4

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. 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.

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

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

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.

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

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

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, which shall include the name of the employee and the company. 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

Revised 10/07/20 Document prepared by Transit Admin. & Operations Part II Page 1 of 5

1. Description of Work

A. Contractor shall provide vehicle wrapping services for various County-owned vehicles on an as-needed basis. Services shall include setup of proofs based on conceptual design artwork, provision of wrapping materials, removal of existing artwork if needed, installation of vehicle wraps, and provision of individual logo decals as requested by the County.

B. Work described herein shall apply to the following fleet sections:

i. 35-foot Gillig buses

ii. Paratransit cutaways

iii. Paratransit minivans

iv. Trolleys

v. Other Vehicles

C. Artwork Proofs

i. The County shall provide Contractor with conceptual artwork for each vehicle wrap design that is requested. Contractor shall use the conceptual artwork to develop artwork proofs and shall provide the artwork proofs to County Transit for approval within 14 days of receiving the conceptual artwork.

ii. The County shall retain ownership of such proofs upon termination or expiration of the Contract.

D. Provision of Wrapping Materials

i. Contractor shall provide sample materials demonstrating the wrap colors to County Transit for approval prior to beginning work.

ii. Contractor shall not deviate from these colors and fonts, unless otherwise approved and/or requested by Transit.

a. Colors:

a.1 White: equivalent to AXALTA 828021 EW (PV-Pearl White Diamond) a.2 Black: Trim Black - Used only on the upper portions of the bus doors, to match the color of the tinted glass of the windows a.3 Blue, Aqua, Coral, and Green: See Attachment A, Font and Color Codes

b. Fonts: see Attachment A, Font and Color Codes

Revised 10/07/20 Document prepared by Transit Admin. & Operations Part II Page 2 of 5

c. Contractor will provide the final color specifications used for the wraps to Transit, for documentation and future reference.

iii. Contractor shall utilize the following products:

a. Wrap: The vinyl product used for the wraps will be 3M Premium PSV – 180CV3, as described in the applicable 3M Graphics Product and Instruction Bulletins found at 3Mgraphics.com/TechInfo to ensure the 3M™ MCS Warranty remains in effect.

b. Contractor shall ensure all vehicle wrap material has an over laminate. The over laminate materials used must be 3M™ 8519 Luster Overlaminate.

c. Where the artwork overlaps with windows, FLEXcon© SEETHRU- SIGN product shall be used.

d. Wraps shall not be applied to vehicle roofs or bumpers.

E. Removal of Existing Artwork

If needed, Contractor shall prepare vehicle surfaces by removing any existing decals or wrapping materials, and by removing existing paint where necessary.

F. Installation of Vehicle Wraps

i. Contractor or its installer shall be appropriately certified by 3M to install the requested products (either Contractor is a 3M Certified Graphics Installation Company, and/or Contractor’s installer is certified as a 3M Fleet Graphics Preferred Installer). Transit reserves the right to request proof of certification at any point during term of Agreement, inclusive of any renewals.

ii. Following approval of final production-ready artwork proofs, Contractor shall begin application of wraps within fourteen (14) calendar days, unless otherwise arranged and/or requested by Transit.

iii. For any partial or full-vehicle wraps where the County has already approved artwork proofs of the wrap design, Contractor shall begin application of wraps within seven (7) business days of the issuance of a work order, unless otherwise arranged and/or requested by Transit.

iv. For all partial and full-vehicle wraps, Contractor may remove no more than one (1) vehicle from service at a time, and shall

Revised 10/07/20 Document prepared by Transit Admin. & Operations Part II Page 3 of 5 complete the wrap so that the vehicle can be returned to service within ten (10) calendar days.

G. Individual Logo Decals

County Transit may request to purchase additional individual Breeze logo and/or Sarasota County logo decals to be used on additional vehicles or to replace damaged or faded decals during the term of the Term Contract. No surface preparation or installation services will apply to the purchase of these logos.

H. Location of Work

i. Preparation of the vehicle surface and application of the wrap shall be completed by Contractor onsite at Transit Administration (5303 Pinkney Ave, Sarasota, Florida). Contractor will be notified by Transit of any location changes.

ii. Work can be performed at Transit Administration seven (7) days a week, between 6:00 A.M. and midnight. If another County location is used, available work hours for that location will be provided to Contractor by County Transit.

I. Pricing

i. Contractor may charge a one-time setup fee per wrap design, for development of artwork proofs.

ii. All materials, equipment, tools, and labor required to provide wrapping materials, prepare vehicle surfaces, install wraps, and provide individual logo decals shall be furnished by Contractor, included in the per-square-foot rate as applicable, and shall not be stored on Transit property without permission from Transit.

J. Initial Vehicles Identified for Wrapping Services

i. The County has identified forty-three (43) vehicles initially requiring full wraps. A list of the County’s current fleet vehicles and the initial vehicles to be wrapped is provided as Attachment B.

ii. Conceptual artwork for the initial vehicle wraps is provided as Attachment C.

iii. Sample photographs of the initial types of vehicles to be wrapped are provided as Attachment D.

K. Ongoing Wrapping Services

Revised 10/07/20 Document prepared by Transit Admin. & Operations Part II Page 4 of 5

The County may request additional full or partial vehicle wrapping services or the replacement of single wrap panels as needed for any County fleet vehicle throughout the duration of the Term Contract.

i. Contractor will be notified of the County’s request for wrapping services in writing by either an employee of Sarasota County or an authorized representative.

ii. Coordination for repairs will be required to minimize vehicle downtime.

2. Performance Standards

A. Quality Control – Inspection and Acceptance

i. All services or tasks performed under the Agreement, and any proposed offsite worksite, shall be subject to inspection and acceptance by Transit representative or an appointed designee. If any of the items described within this solicitation are determined to be unsatisfactory or are found to be otherwise not in accordance with the requirements of this Agreement, the Transit representative or appointed designee shall notify Contractor and Contractor shall take immediate steps toward corrective action and schedule re-inspection with Transit. Transit will be the sole judge as to the acceptability of the work and the suitability of any proposed offsite worksite.

3. Invoicing

Invoices submitted by Contractor shall list the County issued PO number.

Invoices for vehicle wrapping should also include the vehicle number and specify the type of vehicle that was wrapped, and the corresponding line item as shown on the Fee Schedule.

Invoices for decals should include the decal type and the corresponding line item as shown on the Fee Schedule.

4. Warranty

All work and materials provided by Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of two years, or for the standard warranty period provided by Contractor or by the materials manufacturer, whichever is greater.

Revised 10/07/20 Document prepared by Transit Admin. & Operations Part II Page 5 of 5

5. Subcontracting

Any use of subcontractors shall be approved in writing, in advance by the County. Contractor shall be reimbursed at the bid line item price for the work of the subcontractor.

[END OF PART II]

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.

D. GARAGEKEEPER’S LEGAL LIABILITY: Contractor agrees to maintain Garagekeeper’s Legal Liability, or equivalent Garage Liability coverage at a limit of not less than $500,000 per occurrence against Comprehensive and Collision/Upset causes of loss. An “on-hook liability” endorsement, or equivalent coverage, is required for the above limits in the event Contractor is responsible for towing any County vehicles.

Garagekeeper’s Liability coverage shall apply if Contractor exercises the option to wrap vehicles at their own worksite. Contractor shall provide proof of Garagekeeper’s Liability insurance before taking any County vehicle to their worksite.