242560MM_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

IFB Part I Revised 10/11/23 Page 1 of 5

IFB #: 242560MM

IFB TITLE: AUTOMATIC GATE SERVICES

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 supplier to provide preventative maintenance, repair, and installation services for automatic gates within Sarasota County 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 each of the following categories of service on a recurring basis for a governmental, commercial, or institutional entity within the past seven (7) years preceding the submission deadline in OpenGov:

a. Automatic gate system installation

b. Automatic gate system repairs

c. Automatic gate system maintenance

3.1.2. A minimum of two (2) references is required. Each of the categories a. through c. above must be demonstrated two times among the references provided.

3.1.3. A single reference may be used to verify multiple categories of service. Only references submitted at the time of bid

IFB Part I Revised 10/11/23 Page 2 of 5 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.

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.

IFB Part I Revised 10/11/23 Page 3 of 5

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 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.

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

IFB Part I Revised 10/11/23 Page 4 of 5

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.

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.

12.0 PERFORMANCE AND PAYMENT BOND

Only applicable if this box is checked

IFB Part I Revised 10/11/23 Page 5 of 5

12.1 The awarded bidder will be required to obtain a performance and payment bond equal to N/A. Any bonding company submitting a performance and payment bond to Sarasota County Government must be licensed to transact a fidelity and surety business in the State of Florida, and shall have an A.M. Best rating of: if bond is under $500,000 “B+” (very good) or better, and over $500,000 “A-” (excellent) or better, and a “T” Underwriting Limitation not exceeded by this project’s bond.

12.2 Execution of Bonds and Power of Attorney

12.2.1. If the successful Bidder is a partnership, each bond should be signed by each of the individuals who are partners; if a corporation, the bonds should be signed in the correct corporate name by a duly authorized officer, agent or attorney-in-fact. The appropriate number of bonds should be executed to correspond to the number of signatories to the contract. Each executed bond should be accompanied by (a) appropriate acknowledgment of the respective parties; (b) appropriate duly certified copy of power-of-attorney or other certification of authority where bond is executed by agent, officer or other representative of successful Bidder or surety;

(c) duly certified extract from by-laws or resolutions of Surety under which power-of-attorney or other certificate of authority of its agent, officer or representative was issued.

12.2.2. Attorneys-in-fact who sign bid bonds or performance and payment bonds must file with such bond a certified copy of their power-of-attorney to sign such bonds. Attorneys-in-fact must place name, address, and telephone number on this certificate.

PART II

SCOPE OF SERVICES

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1. OVERVIEW

Contractor shall provide installation, repair, and preventative maintenance services on automatic gate systems at various locations throughout the County. Services shall be provided on an as-needed basis as required by the County. Examples of gate systems within the County include, but are not limited to, sliding, cantilevered, swing, and barrier arm.

2. PREVENTATIVE MAINTENANCE SERVICES

A. Contractor shall provide an annual preventative maintenance (PM) service on designated automatic gate systems. A list of the brands and model numbers for each with their corresponding locations, as of the date of this solicitation, are listed in Attachment A, attached hereto and incorporated herein. Attachment A may be modified from time to time and shall be provided to Contractor at the time of modification.

B. Contractor’s PM price shall include all materials, equipment, labor, supervision, and tools required to perform inspections. There shall be no additional fees for consumable supplies necessary to perform inspections.

C. Contractor shall provide a checklist form to the County that identifies all items inspected, adjusted, or replaced during the PM. A PM visit shall include, but is not limited to:

i. Inspect chain and adjust tension.

ii. Inspect guide rollers and adjust.

iii. Inspect transmissions and adjust.

iv. Inspect all fluid levels and add fluid.

v. Inspect all wheels and adjust or lubricate.

vi. Inspect all operator motors and adjust if required.

vii. Grease and lubricate all gears and fittings.

viii. Inspect all belts and adjust or replace.

ix. Ensure all set points (stops) are functioning properly and at the correct stopping point.

D. Contractor shall perform repairs as identified during a PM service.

i. Contractor shall proceed with repairs and materials required without County approval if the total parts cost less than $100.00 (not including markup).

ii. Contractor shall request approval from the County for repairs requiring parts costing in excess of $100.00 (not including markup).

iii. If Contractor completes any repairs at the PM visit, Contractor may charge their Normal Business hourly labor rate for time spent on repairs that are completed after finishing the PM tasks, along with the cost of any replacement parts. Parts shall be at the cost-plus markup rate as listed on contract Fee Schedule. If the repair cannot be done on the same visit, Contractor shall inform the County and schedule a repair visit within an agreed-upon time frame.

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E. Contractor shall maintain all automatic gates as specified by the design manufacturer’s recommendations.

3. REPAIR AND INSTALLATION SERVICES

A. Contractor shall provide repair and/or installation of automatic gates at any Sarasota County facility, owned or managed. This as-needed service shall be performed on a time and materials basis, based on the rates listed on the contract Fee Schedule, and only when authorized by the County prior to commencing the work.

B. Contractor shall provide, at the request of the County, a written estimate for the cost of services and equipment. When a written estimate is requested by the County, services shall not be performed until the County approves the written estimate and issues a County purchase order.

C. All material stored at a County facility by Contractor or subcontractors working for Contractor to be used in work performed at that facility must be stored in an approved area, authorized by the County representative in charge of the project.

i. Stored tools, equipment and materials (all parts and pieces), belonging to Contractor or a representative (subcontractor) of Contractor, and stored at a County site, will be the sole responsibility of Contractor.

The County shall not be held liable for missing or stolen items.

4. CONTRACTOR RESPONSIBILITIES

A. All work shall conform to existing local codes, national electrical codes, and state and federal regulations including lockout/tag out procedures and standards. It is the responsibility of Contractor and any subcontractors to know and apply the respective code and standard for each work order. The work must be accomplished with professional methods and standards of the trade.

B. Contractor shall not perform any electrical work that requires an electrical contractor, general contractor or building contractor license. The County may self-perform electrical work for automatic gate systems or may have this work performed by other electricians under contract with the County directly. Contractor shall coordinate with the County’s electricians as needed.

C. Every Contractor crew must have at least one employee on site that can effectively communicate in English with County staff and the general public, and shall be present during the course of work, to make on-site decisions, and shall act as a fully authorized agent of Contractor. The qualified employee shall be knowledgeable about all procedures and practices applicable to the contracted service requirements and conditions.

D. All Contractor’s personnel shall have access to cell phone or radio to communicate with each other, any subcontractors and the County.

E. Contractor’s employees shall have identification, including a uniform or lanyard with badges for the staff identifying the company name.

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Contractor’s vehicles shall have identification (i.e., a sign affixed to the vehicle) and be equipped with proper safety equipment as deemed required by transportation authorities.

F. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location and shall notify the County whenever on County property to perform requested work.

G. Mandatory Kick-Off Meeting: Upon approval of the contract, Contractor shall attend a mandatory kick-off meeting with County representatives to discuss important information related to the contract and scope of work.

Additional performance meetings may be required during the term of the contract. The County shall not be responsible for payment to Contractor for any briefings or meetings held between the County and Contractor, as these meetings are to the mutual benefit of both parties.

H. Contractor shall provide the County’s Administrative Agent with either:

i. The phone number of their answering service that is monitored 24-hours per day for emergency response, or

ii. Two points of contact (a primary and a secondary) along with each contact’s phone number.

If the phone number or points of contact change during the duration of the contract, Contractor shall immediately notify the County’s Administrative Agent of the change and provide updated information.

I. All correspondence between the County and Contractor concerning services within the scope of this agreement shall contain the contract number, work order (WO) number (if provided) and purchase order number.

J. Contractor is responsible for any damage to County or third-party property caused by Contractor or their employees. Restoration shall be made to the County’s satisfaction.

K. Contractor shall ensure conditions on the work site always reflect good housekeeping and safety practices. Contractor shall be responsible for all trash and debris disposal from the work site.

L. Contractor shall document and report all safety-related incidents on the project site immediately to the County’s Project Manager or the County’s Administrative Agent.

M. On County projects where any excavation or demolition will be performed, Contractor shall follow Florida Statutes for Underground Facility locating, per the Underground Facility Damage Prevention and Safety Act, Chapter 556, F.S., and the guidelines of the Sunshine State One Call of Florida, Inc., (SSOCOF).

i. Obtaining information required by statute does not excuse any excavator from performing an excavation in a careful and prudent manner, nor does it excuse the excavator from liability for any

Revised 10/07/20 Prepared by General Services Department Part II - Page 4 of 6 damage or injury resulting for any negligence of the excavator, provided the utility line is correctly located.

ii. In the event of any damage to, or dislocation of, any utility in connection with an excavation, the excavator will immediately notify the County of such damage or dislocation and make restoration to the satisfaction of the County.

5. HOURS OF WORK

A. Contractor shall be available to perform requested services at the times specified by the County, which include normal business hours, after normal business hours, weekends, and County observed holidays.

i. Normal Business Hours are defined as Monday through Friday 7:00 a.m. – 5:00 p.m., except County observed Holidays.

ii. After Normal Business Hours are defined as Monday through Friday 5:01 p.m. – 6:59 a.m., weekends, and County observed Holidays.

B. Emergency service may occur during normal business hours and after normal business hours.

C. Any service performed outside of normal business hours requires written pre-approval of the County.

6. DISPATCH OF WORK / RESPONSE TIME

The County will designate each request for service as either PM service, repair or installation. The County will designate whether a request for service is an emergency or a non-emergency situation.

A. Non-Emergency Service Calls: Service calls for non-emergencies shall be dispatched by means of a phone call or email.

i. Contractor shall verbally respond to non-emergency service requests within 24 hours of notification.

ii. The County reserves the right to schedule times and dates for performance of non-emergency services.

iii. Unless approved by the County in writing (via email), the date of service shall not be greater than five business days from the date of the initial service request.

iv. If a WO number is issued, this number must be referenced on all correspondence, including invoicing.

B. Emergency Service Calls: Service calls for emergencies shall be dispatched by means of a phone call; the County shall follow up with written documentation to Contractor regarding that request.

i. Contractor shall be available for emergency service seven days a week, 24 hours a day.

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ii. Contractor shall verbally respond to each request for emergency service within one hour of notification and shall have a qualified person on site within two hours of the initial notification.

iii. In the event repairs cannot be completed with the initial response, Contractor shall make every effort to provide repair to the system such that it can function effectively until complete restoration can be made.

C. Contractor must respond to the County in writing as to the status of all work within 24 hours of the County’s request.

7. PERMITS

Contractor is responsible for determining if a permit is required for any WO and shall obtain all necessary permits. Contractor shall send a copy of the permit to the County’s project manager, as listed on the WO, prior to commencing work. Contractor shall be reimbursed for the actual cost of the permit fee, only. No percent markup shall be paid to Contractor for permit fees.

8. PARTS AND MATERIALS

A. All replacement parts shall be original equipment manufacturer (OEM) or approved alternate.

B. The County reserves the right to purchase any parts or materials for Contractor to install, without the addition of Contractor’s markup. The County will notify Contractor in writing of its intent to purchase any parts or materials to avoid duplication.

C. The County reserves the right to determine the urgency and necessity of emergency shipping and the County shall be responsible for any such charges (i.e., overnight shipping) incurred as a result. At the request of the County, in writing, Contractor shall perform all tasks for expediting the work and shall include the emergency shipping and other expediting costs in their invoice. Any emergency shipping costs shown on the invoice shall also designate, by name, the County employee who authorized the shipping.

D. Prior to the County’s express acceptance of delivery of products, Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products deemed necessary under this scope of services.

9. INVOICING

A. Contractor shall invoice the County within two weeks of completion of the work. The invoice shall clearly indicate the County’s WO number and PO number.

B. Contractor shall only invoice for time spent on the job at the rate listed on the contract Fee Schedule. Hourly charges are to begin when the

Revised 10/07/20 Prepared by General Services Department Part II - Page 6 of 6 appropriate technician arrives at the jobsite. All trip charges, mileage, vehicle charges, travel time and labor shall be included in the hourly rate.

C. If parts and materials are listed on Contractor’s invoice, Contractor shall provide supporting documentation (such as a quote or invoice) indicating the cost paid to the supplier. The markup claimed by Contractor shall be listed separately (either by total or by individual item) for ease of review and payment by the Clerk of the Circuit Court Finance Office.

D. Subcontracted services invoiced by Contractor shall include a copy of the subcontractor’s invoice to Contractor. Contractor’s percentage markup, as listed on the contract Fee Schedule, shall be listed separately.

E. Permit charges on Contractor’s invoice shall include a copy of the receipt from the permitting authority and shall clearly show the cost paid by Contractor for the permit. The County shall only pay the amount listed on the receipt from the permitting authority. No percentage markup is allowed.

F. Tax and shipping costs shall be listed separately on Contractor’s invoice and shall be reimbursed at cost. No percentage markup is allowed.

10. 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 one year, or for the standard warranty period provided by Contractor or by the materials manufacturer, whichever is greater.

11. SUBCONTRACTING

Any use of subcontractors shall be approved in writing by the County.

Contractor shall be reimbursed at the bid line-item price for the work of the subcontractor. In the event there is no line item for such work, Contractor will be reimbursed for the actual cost of the subcontractor’s work plus the percent markup listed on the contract Fee schedule.

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 $1,000,000.00 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.