242570FB_Part_I,_II,_III.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 242570FB

IFQ TITLE: LOT MOWING & DEBRIS REMOVAL

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive quotes on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a supplier to provide lot mowing and debris removal on privately-owned properties in Sarasota County for an initial term of three (3) years. Offerors are required to comply with Part II, Scope of Services/Work Specifications.

OpenGov is located at https://procurement.opengov.com/portal/scgov

Do not submit a quote of more than $150,000.00. In the event no responsive and responsible quotes are received under the quote threshold, the County may elect to cancel this IFQ and re-solicit using another procurement method.

2.0 OFFEROR

2.1 For the purpose of this IFQ, the term “Offeror” is defined as the legal entity submitting the offer and/or identified on the electronic bid submittal.

2.2 Offerors 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 Offeror.

3.0 BACKGROUND

Sarasota County must comply with The Sarasota County Property Standards Ordinance, Article XV, Section 54-473 which prohibits excessive growth and improper outdoor storage on private lands. This ordinance provides for the utilization of an abatement process whereby the County will use a contractor to bring such properties into compliance.

4.0 QUALIFICATIONS

4.1 Required Experience

4.1.1. Offeror must provide at least one (1) commercial, industrial, or governmental reference, demonstrating the Offeror has experience providing both criteria below within the past seven (7) years preceding the submission deadline in OpenGov.

a. Lot mowing

b. Debris removal services https://procurement.opengov.com/portal/scgov https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibrary.municode.com%2Ffl%2Fsarasota_county%2Fcodes%2Fcode_of_ordinances%3FnodeId%3DPTIICOOR_CH54ENNARE_ARTXVREPRCO_S54-473PRCODEPUNU&data=02%7C01%7Cjsoto%40scgov.net%7C56c85e4023f64530935208d64a5e71cf%7C9ac90fa4ea4648d79114bbf2fc554d0e%7C0%7C0%7C636778166845093178&sdata=CaoCyL0y3ktix77mMAOh3SQoztlLCrf%2FykGqLYdz6%2FU%3D&reserved=0 https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibrary.municode.com%2Ffl%2Fsarasota_county%2Fcodes%2Fcode_of_ordinances%3FnodeId%3DPTIICOOR_CH54ENNARE_ARTXVREPRCO_S54-473PRCODEPUNU&data=02%7C01%7Cjsoto%40scgov.net%7C56c85e4023f64530935208d64a5e71cf%7C9ac90fa4ea4648d79114bbf2fc554d0e%7C0%7C0%7C636778166845093178&sdata=CaoCyL0y3ktix77mMAOh3SQoztlLCrf%2FykGqLYdz6%2FU%3D&reserved=0 https://na01.safelinks.protection.outlook.com/?url=https%3A%2F%2Flibrary.municode.com%2Ffl%2Fsarasota_county%2Fcodes%2Fcode_of_ordinances%3FnodeId%3DPTIICOOR_CH54ENNARE_ARTXVREPRCO_S54-473PRCODEPUNU&data=02%7C01%7Cjsoto%40scgov.net%7C56c85e4023f64530935208d64a5e71cf%7C9ac90fa4ea4648d79114bbf2fc554d0e%7C0%7C0%7C636778166845093178&sdata=CaoCyL0y3ktix77mMAOh3SQoztlLCrf%2FykGqLYdz6%2FU%3D&reserved=0

IFQ Part I Revised 10/11/23 Page 2 of 5

4.1.2. Offeror must submit at least one (1) reference for each criterion. A single reference may be used to verify multiple criteria. Only references submitted at the time of submittal in the format specified by the County will be used to verify qualifications have been met.

5.0 ALTERNATES

5.1 Unless otherwise specifically provided in Part II of this IFQ, 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.

5.2 If an Offeror wishes to make a substitution in the specifications, the Offeror 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.

5.3 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.

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

6.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit an offer. Offerors 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 Offerors 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 Offeror’s response in OpenGov. Offerors 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.

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

7.2 Pricing

All Offerors must complete the Pricing Table in OpenGov. Offerors who fail to fully complete the pricing proposal may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the lowest responsive and responsible Offeror submitting the lowest total bid price for each Zone.

8.2 Offerors are not required to bid on all Zones to be considered responsive, however, Offerors must submit a price for every line item within a Zone to be considered for award of that Zone.

8.3 If a single Offeror is considered the lowest responsive and responsible Offeror for both Zones, the County will contact the Offeror to determine the Offeror’s willingness to perform services in both zones.

Offeror shall be given the option to select which zone they wish to be considered for award if unable to perform services in both zones.

8.3.1. If there is no other responsive and responsible Offeror for the other zone, the County may resolicit for that zone.

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

8.4.1. To be considered, tied Offerors 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.

8.5 Preferences

Offerors 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 and American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this IFQ, 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 IFQ, due to Grant funding requirements.

8.6 In the event that no responsive and responsible quotes are received within the quote threshold, the County may elect to cancel the solicitation and re-solicit using the competitive sealed bid process.

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

8.7 Contract

A draft of the contract that the successful Offeror(s) will be expected to sign (a Term Contract) is posted on the Procurement website, shown below. The County may, in 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 Offeror pricing submitted shall remain firm for the initial Contract term.

9.2 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.

9.3 As applicable, estimated usage for each item is listed on the bid form.

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 quoted. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the offeror.

9.4 An amendment shall be required for price adjustments to be made effective.

10.0 COUNTY WORKPLACE REQUIREMENTS

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 offeror’s representatives shall abide by all parking restrictions. The offeror’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 offeror must adhere to all Sarasota County security procedures. The offeror’s work force shall be made up of persons legally authorized to perform work in the United States. The offeror 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).

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

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

10.5 Identification - The offeror 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 offeror 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 offeror’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 provided the original quote plus contingency does not exceed $150,000. 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.

[END OF PART I]

PART II

SCOPE OF SERVICES

Revised 10/07/20 Prepared by Planning & Development Services Page 1 of 7

1. OVERVIEW

Contractor shall provide lot mowing and debris removal on privately-owned properties throughout Sarasota County. Mowing and debris removal from properties has been divided into two zones, as listed:

A. North Sarasota County: North of Tamiami Trail & Constitution Blvd., east on Clark Road. (SR72) and south of the north Sarasota County boundary.

B. South Sarasota County: South of Tamiami Trail & Constitution Blvd., east on Clark Road. (SR72) and north of the south Sarasota County boundary.

2. WORK ORDERS

A. A Work Order (WO) will be issued to Contractor detailing the work to be performed to bring a property into compliance with Real Property Code of Ordinances Chapter 54, Article XV- Section 473 (Ord. 2011-060).

B. Contractor must perform WOs in the order that they are received.

C. All WOs will be emailed to Contractor. A sample WO - Attachment C is provided.

3. MOWING

A. Contractor shall mow privately-owned property as specified in the WO to three

(3) inches in height. Grass clippings shall be removed from the property or placed in a container or paper bag and placed curbside for pickup.

B. Contractor shall use discretion on the proper equipment needed to satisfy the WO, such as weed eater, bush hog, and the like. Excessive growth includes vegetation growing from private lands into or across public rights-of-way, utility easements, sidewalks, drainage ditches, swales, or streets.

Photos serving as examples of overgrowth are provided as Attachment A.

4. DEBRIS REMOVAL

A. Contractor shall remove debris from privately owned property to curbside, as specified in the WO and described below in Section B through J. If debris not documented on the WO or questionable items are discovered, Contractor shall contact the Code Enforcement Officer identified on the WO for clarification of next action. Issues such as hoarding, fallen trees, and derelict boats may also be included as an abatement request for debris removal.

Photos serving as examples of debris are provided as Attachment B.

B. Garbage:

i. Garbage shall be placed in containers with closed lids, or in closed plastic bags.

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ii. Each garbage container or bag shall not weigh more than 40 pounds.

iii. Construction materials such as lumber and drywall are limited to four (4) thirty-two (32) gallon containers, for additional quantities see Section E.

iv. Place all containers and items no more than three feet from the curb.

v. Stack bags and other items neatly.

vi. Auto parts are not accepted for solid waste pickup. Contact the Code Enforcement Officer identified in the WO if auto parts are found and move to curbside.

vii. Hazardous waste, motor oil, recyclables, needles, or yard waste shall be stored separately and moved to curbside.

C. Appliances and Electronics

i. Contractor shall move appliances and electronics curbside and call the Code Enforcement Officer identified in the WO to notify them of the type of debris in need of pick up.

ii. Appliances and electronics may include but are not limited to:

a. Stoves, ovens, and stove tops

b. Microwaves

c. Trash compactors

d. Washing machines

e. Water Heaters

f. Televisions

g. Computers

h. Fax machines

i. Keyboards

j. Air conditioners (window units only)

k. Clothes dryers

l. Dehumidifiers

m. Dishwashers

n. Refrigerators and Freezers (remove food and remove doors)

D. Bulk Items

i. Contractor shall move all bulk items curbside and call the Code Enforcement Officer identified in the WO to notify them of the type of debris needed for pick up.

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ii. Bulk items may include, but are not limited to:

a. Furniture

b. Bathroom fixtures – toilet, sink and small vanity.

c. Barbeque grills – remove the propane cylinder before placing the barbeque grill at the curb for pickup.

d. Carpet – must be cut into sections no longer than four feet in length and no heavier than 40 pounds, rolled and tied or folded and tied.

e. Push lawnmowers – remove the oil and gas before placing the mower curbside for pickup.

f. Wooden pallets

g. Any items made of metal that are not food containers are considered bulk items and require notification to be provided to the Code Enforcement Officer identified in the WO.

E. Oversized Items

i. Contractor shall move all oversized items curbside and call the Code Enforcement Officer identified in the WO to notify them of the type of debris needed for pick up.

ii. Oversized items may include, but are not limited to:

a. Basketball poles

b. Bathtubs

c. Carpet – rolls longer than four feet.

d. Christmas trees – Christmas trees taller than six feet tall must be cut in half. Remove all tinsel and ornaments before placing trees curbside.

e. Construction Debris exceeding four 32 – gallon containers.

f. Garage doors and openers.

g. Large exercise equipment (weight machine, treadmill, stationary bike, elliptical machine, etc.)

h. Large glass windows and tabletops

i. Mirrors

j. Pianos and organs

k. Picnic tables

l. Playground equipment

m. Riding lawn mowers

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n. Sheds

o. Sliding glass doors

p. Fencing materials

F. Yard Waste

i. Contractor may take yard debris or choose to leave curbside.

ii. If leaving curbside, Contractor shall prepare as follows:

a. Place yard waste including grass clippings in containers or tie in bundles. Each container, bag or bundle cannot be more than four feet in length or weigh more than 40 pounds per piece.

b. Branches, limbs, and stumps cannot exceed 16 inches in diameter or weigh more than 40 pounds per piece.

c. Yard waste placed in cardboard boxes, wheelbarrows or recycling bins will not be picked up.

iii. Treated wood is not considered yard waste. Place treated wood with garbage for collection.

G. Towable Vehicles

i. The County will address all towable vehicles.

ii. Contractor shall notify the County if any towable vehicles are located on a property where a WO has been issued.

H. Motor Oil and Filters

i. Contractor shall move curbside and prepare as follows:

a. Place oil in plastic containers with a screw top cap. Label the container “used oil.” Place filters in sealed clear plastic bags.

b. If more than five gallons is at curbside, Contractor is to notify Code Enforcement Officer identified in the WO.

I. Tires

i. Contractor shall move curbside and prepare as follows:

a. Automotive tires up to 25 inches in diameter, either on or off the rims, shall be placed next to garbage for pick-up.

b. Limit of four tires. If the number of tires exceeds four, Contractor shall contact the Code Enforcement Officer identified in the WO to schedule a pickup.

c. Contractor shall not place tires in garbage containers.

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J. Needles

i. Contractor shall notify Code Enforcement Officer identified in the WO if needles or lancets are present.

ii. Contractor shall place needles or lancets in a Sharps Container, cardboard box, or other rigid container and set aside for Code Enforcement Officer pick-up.

iii. Contractor shall not place needles or lancets in paper or plastic bags, garbage bins, or recycling bins and shall not place at curb.

K. Recycling

i. Contractor shall move to curbside as follows.

a. Place all paper items that are recyclable (clean, not damaged, and dry) in a clear plastic bag. Paper items may include, but are not limited to:

1) Brown paper bags

2) Catalogs

3) Corrugated cardboard

4) Cardboard boxes (must be broken down to a size of two feet by three feet)

5) Junk mail (including window envelopes)

6) Magazines

7) Newspapers and advertisements

8) Phone books

9) Writing and office paper

10) Shredded paper placed in a closed brown paper bag.

b. Place all other recyclables in a clear plastic bag separate from paper items. Other recyclable items may include, but are not limited to:

1) Empty aerosol cans

2) Aluminum cans, foil, and trays

3) Glass bottles and jars (all colors)

4) Milk and juice boxes made from wax-coated paper.

5) No. 1 and No. 2 plastic bottles that have a neck.

6) Steel cans

ii. Each container or bag cannot weigh more than 40 pounds.

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iii. Contractor shall notify Code Enforcement Officer identified in the WO of the presence of recyclables.

5. DETERRED SERVICE

A. Contractor shall contact the Code Enforcement Officer identified on the WO and will be entitled to a deterred service call if:

i. Contractor finds that the work specified within the WO has been completed when they arrive to perform the work.

ii. Contractor is denied access to the property. In this circumstance, Contractor shall retain the original WO until completed.

6. UNSATISFACTORY COMPLETION OF WORK

A. The County will inspect the completed assignment within three business days of notification from Contractor that the work has been completed.

B. Should the County determine the work is unsatisfactory, Contractor shall be notified, and restoration shall be made to the County’s satisfaction within three business days of the original inspection.

C. If the work is deemed unsatisfactory after re-inspection, payment will be withheld for any invoices associated with the WO until corrected.

7. INVOICING DETAILS

A. Invoices must include the following:

i. Invoice number and date submitted.

ii. Purchase order number clearly marked.

iii. Company name, address, city, state & zip code

iv. Contractor’s phone and fax numbers, and email address.

v. Record number submitted by the Code Enforcement Officer.

vi. Address where was work performed, including parcel ID number.

vii. Service date(s) (this must be the date the work is completed and match the date on the photos received from Contractor).

viii. Itemized total amount due for lot mow and/or debris removal (each listed as separate line items if applicable). Detailed itemization for labor hours for debris removal must be included (i.e.: “X” crew x number of hours x hourly rate = total labor). If the invoice is for a complex abatement and is for multiple days, the detailed itemization shall be clearly listed by date on the invoice.

ix. Total amount due.

B. Invoice shall not be approved for payment until a Code Enforcement Officer has inspected and deemed the work satisfactory to specifications.

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C. Invoice shall not be approved if the description of work on the invoice does not match the WO and line item on the Fee Schedule. Invoices submitted without the information outlined above in Section 8.A. will be rejected.

8. CONTRACTOR RESPONSIBILITIES

A. Contractor shall provide sufficient labor and equipment to satisfactorily complete the WO requirements.

B. Every Contractor crew must have at least one employee on site that can effectively communicate in English with the County staff and with the general public.

C. Contractor shall keep fire extinguishers available at all times while performing services.

D. Contractor shall complete requested work on improved and unimproved lots.

Improved is defined as a lot with an existing structure or structures.

Unimproved is defined as a vacant lot.

E. Use of subcontractors is not allowed.

F. Contractor is responsible for work only as specified within the WO. Contractor shall contact the Code Enforcement Officer identified in the WO via phone call or email for instruction if additional work is found at work site that is not listed on the WO.

G. Contractor shall perform work within seven (7) business days (excluding County holidays) of receiving the WO from the County. If more time is needed, Contractor shall contact the Code Enforcement Officer identified on the WO. Any extensions shall be at the discretion of the County’s Code Enforcement Officer and shall be provided to Contractor in writing.

H. Contractor shall notify the Code Enforcement Officer identified in the WO via phone call or email that work has been completed within 48 business hours after completion.

I. Contractor shall submit before and after photos (showing where the work was completed (street address, landmark, front of home) with date and time stamp to the County’s Administrative Agent. For example, when debris is located on a property, as listed on the WO, photo(s) need to be taken of the debris prior to it being moved to curbside, as well as once it has all been moved to curbside. Before and after photos submitted must have a date and time stamp of when taken and show clear indicator(s) (street address, landmark, front of home, and all surrounding areas) of where the work was completed.

[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 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 $500,000.00 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.

[END OF PART III]