242607FB_Bid_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 242607FB

IFQ TITLE: COMPRESSED GAS OXYGEN FOR MEDICALLY DEPENDENT PERSONS

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 suppliers to provide medical grade compressed gas oxygen in support of two Medically Dependent Evacuation Centers (MDEC’s) within Sarasota County, during a disaster, for an initial term of three (3) years. Offerors are required to comply with Part II, Scope of Services and Attachment A – Disaster Related Contract Provisions.

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

Do not submit a quote of more than $150,000.00 per project or per contract year. 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 QUALIFICATIONS

3.1 Required Experience

3.1.1. Offeror must provide two (2) references demonstrating their experience transporting, refilling, loading, and off-loading gaseous oxygen cylinders within the past seven (7) years preceding the submission deadline in OpenGov.

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

3.2 Required Licenses and/or Certifications

3.2.1. Offeror must have a Medical Oxygen Retailer Establishment License. License must be active at the time of bid opening.

https://procurement.opengov.com/portal/scgov

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

3.2.2. Offeror must submit proof of required license with their submittal. Failure to submit proof of required license may result in Offeror being declared non-responsive.

4.0 ALTERNATES

4.1 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.

4.2 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.

4.3 To be considered, substitutions must be submitted to the 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 quote 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 in OpenGov.

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 up to two (2) contracts to the responsive and responsible bidders submitting the lowest total extended bid price. Work shall be assigned in accordance with Part II Section 4.

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 IFQ tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

8.2.1. 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.

8.3 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.

8.4 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.

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

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

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 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

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).

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.

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

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 Emergency Services Part II - Page 1 of 3

1. OVERVIEW

Sarasota County (County) seeks a qualified contractor to supply and deliver medical compressed gas oxygen on an as needed basis to ensure the County can meet the needs of up to four hundred (400) medically dependent persons requiring oxygen during a disaster or other emergency event.

2. REQUIREMENTS

A. Contractor shall pick-up, fill, and distribute County-owned and/or Contractor-owned medical gas oxygen cylinders to two (2) Sarasota County Medically Dependent Evacuation Centers (MDEC’s). Service shall be accomplished in accordance with all governmental standards, including but not limited to those issued by:

i. Occupational Safety and Health Association (OSHA)

ii. National Institute of Occupational Safety Hazards (NOSH)

iii. National Fire Protection Association (NFPA)

iv. Compressed Gase Association (CGA)

B. Contractor shall guarantee compliance with all State of Florida legal requirements for medical oxygen pick-up, filling, and distribution, including maintaining all necessary permits and licenses throughout the term of the Term Contract.

C. Contractor shall transport oxygen cylinders to and from the following designated MDEC locations:

i. Tatum Ridge Elementary School 4100 Tatum Road Sarasota, FL 34240

ii. Lamarque Elementary School 3415 Lamarque Ave North Port, FL 34286

D. Additional delivery locations within Sarasota County may become necessary due to changing conditions. In such instances, prior coordination will be made between the Contractor and the County.

E. The County may also require additional deliveries within a 24-hour period depending on circumstances and the number of medical emergencies. In such instances, prior coordination will be made between the Contractor and the County.

F. Contractor shall be responsible for loading and off-loading cylinders.

Appropriate equipment shall be utilized for the handling of compressed gas oxygen in accordance with NFPA 53 and NFPA 55.

Revised 10/07/20 Prepared by Emergency Services Part II - Page 2 of 3

G. Contractor shall ensure that all compressed gas oxygen cylinders are properly labeled and validated for use. Contractor will display a sticker or provide a document certifying cylinders passed hydrostatic testing and the date of the test. County shall be notified of any cylinder which does not pass hydrostatic testing within thirty (30) days.

H. Cylinders requiring repair/testing should be completed prior to June 1st so that the cylinders are operational through the hurricane season.

I. Contractor shall ensure that all oxygen cylinders are filled and display a seal over the regulator orifice and/or appropriate valve cover upon delivery to the MDEC’s.

J. Cylinders must display a tag that indicates when the compressed gas oxygen cylinder is FULL, IN-USE, or EMPTY.

i. Once a cylinder is filled, Contractor shall affix a tag identifying it as

FULL.

ii. If a cylinder is no longer required for use, the Contractor will empty the cylinder and tag it as EMPTY.

iii. Contractor shall provide County an initial supply of thirty (30) IN- USE and thirty (30) EMPTY tags. Contractor shall provide County with additional tags on an as-needed basis within two (2) business days after request by the County. All tags shall be supplied at no cost to the County.

K. Contractor shall provide customer support 24 hours per day, 7 days per week, via phone or internet to Sarasota County during a period of disaster.

Contractor shall also be available to provide delivery service at any time during this period to meet emergency requirements.

L. Contractor shall ensure conditions on the work site reflect good housekeeping and safety practices at all times. The Contractor shall be responsible for all trash and debris disposal from the work site.

3. CONTRACTOR RESPONSIBILITIES

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

B. Contractor will coordinate work so that there is minimal to no interruption to daily work at any location.

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

D. Contractor is required to participate in performance and project report meetings as deemed necessary by the County.

Revised 10/07/20 Prepared by Emergency Services Part II - Page 3 of 3

4. ASSIGNMENT OF WORK

A. Service requests will be dispatched by the County by means of a telephone call or email, to the Contractor deemed best able to meet the requirements of the service request, in the sole opinion of the County. A Purchase Order (PO) number will be issued. This PO number must be referenced on all correspondence, including invoicing.

5. INVOICING

A. Contractor shall provide a complete invoice with each order shipped. When orders are shipped directly from the manufacturer, the invoice shall be received within ten (10) working days.

B. The County shall pay Contractor a hazmat service fee for each delivery to ensure the Contractor is in compliance with Florida Department of Transportation standards and regulations.

C. Services provided shall be invoiced at the rates provided on the Fee Schedule.

6. RESPONSE TIME

A. Standard Services– Contractor shall verbally respond to each request for standard service within twelve (12) hours of notification and shall provide requested service within twenty-four (24) hours of notification.

B. Emergency Services – Contractor shall verbally respond to each request for emergency service within one (1) hour of notification and shall provide requested emergency service within six (6) hours of notification.

(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 $1,000,000.00 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.

D. UMBRELLA/EXCESS LIABILITY: Contractor agrees to maintain Umbrella or Excess Liability insurance with limits not less than $5,000,000 each occurrence and in the aggregate. Coverage shall follow the terms of the underlying insurance, including the additional insured provisions.