242611FB_Bid_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 242611FB

IFB TITLE: COUNTYWIDE SAFETY FOOTWEAR

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 suppliers to provide all resources necessary for sizing, selection, and purchase of safety footwear on an as-needed basis for an initial contract term of three (3) years as stated herein.

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

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 safety footwear, along with sizing and selection assistance, 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.

3.2 Responsibility

3.2.1. Bidder(s) shall be required to meet all requirements of Part II Section 3 prior to award and throughout the term of any resulting Contract. During verification of Qualifications, the

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

County will require the apparent low responsive and responsible Bidder(s) to provide evidence demonstrating it satisfies all requirements of Part II Section 3. Failure of the Bidder(s) to provide evidence demonstrating the Bidder’s ability to perform the Scope of Services to the County’s satisfaction may result in a determination by the County that the Bidder(s) is non-responsible.

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

IFB Part I Revised 10/11/23 Page 3 of 5 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 attached to this solicitation as an Excel file. Bidders who fail to fully complete the Pricing Table, in the format provided, and submit the completed Pricing Table with their bid may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award one (1) or more contract(s) on a line-item basis to the responsive and responsible bidder(s) submitting the highest minimum percentage discount off the Manufacturer’s Suggested Retail Price (MSRP). Unless otherwise noted, bidders are not required to submit a percentage discount off MSRP for every line item to be considered for award. The County reserves the right to make multiple awards per line item.

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.

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.

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

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.

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

IFB 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. 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

12.1 The awarded bidder will be required to obtain a performance and payment bond equal to INSERT AMOUNT. 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.

(End of Part I)

PART II

SCOPE OF SERVICES

Revised 10/07/20 Prepared by Public Utilities Part II - Page 1 of 4

1. SAFETY FOOTWEAR SPECIFICATIONS

A. All safety footwear shall be constructed of durable and commercially acceptable materials, such as leather, nylon, polyvinyl chloride (PVC), polyurethane, nitrile, rubber, or other man-made materials.

B. All safety footwear provided under the contract shall meet, at a minimum, one (1) of the following standards in their most current form:

i. Occupational Safety and Health Administration (OSHA) 29 CFR part 1910.136;

ii. National Fire Prevention Association (NFPA),1977 & 1971;

iii. American Society for Testing Material (ASTM) International Standards F2412 and F2413.

C. Wildland firefighting boots and Logger safety footwear shall meet both of the following standards in their most current forms:

i. ASTM D2256 & D7138;

ii. NFPA 1977 & 1971

D. Sizing: Contractor shall have the ability to provide and deliver a variety of safety footwear in Men’s and Women’s industry-standard normal sizes in combination with industry-standard normal widths. Available sizes shall include:

i. Men’s

a. Sizes 7 through 15

b. Widths - B, D, E, EE, EEE

ii. Women’s

a. Sizes 5 through 11

b. Widths medium and wide

iii. A Special Size Markup for sizes not listed in Section 1.D., shall be paid at the price listed on the fee schedule.

2. RETAIL REQUIREMENTS

A. Contractor shall provide a brick-and-mortar location that is no more than five (5) miles outside of the Sarasota County boundary lines and/or:

B. A mobile unit capable of visiting various County sites on a regularly scheduled basis and accepting County employee in-person visits outside of scheduled on-site visits.

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C. Brick-and-mortar and/or mobile location(s) must be open and available to County employees a minimum of six (6) hours per day, between 7:00am and 5:00pm or as otherwise agreed by the County, not less than three (3) recurring weekdays per week. Contractor shall make additional days/times available by appointment upon request, with seventy-two (72) hours notice.

i. Mobile Unit Requirements (as applicable)

a. Contractor’s mobile shoe unit (ex. van or truck) shall service north, central, and south areas of Sarasota County.

b. Mobile unit, in the absence of a brick-and-mortar location, shall be stationed within Sarasota County or no more than five (5) miles outside of the Sarasota County boundary lines during operating hours.

c. The County may request a recurring schedule be provided for County approval setting pre-determined dates and times for visits to County-identified sites on a monthly basis. The County may also request the Contractor visit a designated site upon request, with seventy-two (72) hours notice.

D. Brick-and-mortar and mobile location(s) shall be staffed by trained personnel to assist in the selection, sizing, fitting, and purchase of safety footwear for County employees.

E. Location(s) must be stocked with a wide variety of styles and sizes.

3. CONTRACTOR REQUIREMENTS

Contractor shall submit documentation from each safety shoe manufacturer they are supplying confirming they are an authorized distributor of that manufacturer within five (5) business days of request from the County.

4. DELIVERY AND STOCK

A. Onsite Pickup - All safety footwear not available for immediate pickup, shall be available for pickup at a brick-and-mortar location or delivered to a specified County location within thirty (30) calendar days of ordering.

B. Any delay in the delivery of the safety footwear that exceeds thirty (30) calendar days must be pre-approved in writing by the County’s Administrative Agent or designee.

C. If Contractor fails to deliver safety footwear by an agreed-upon delayed delivery date or the delay was never approved by the Administrative Agent, the County reserves the right to cancel the order at no cost to the County, order a different make/style.

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D. Manufacturer’s name or brand name and style number shall be clearly identified on the safety footwear ordered by the County. This information must correspond with identification as shown on the manufacturer’s price list. In addition, each pair of safety footwear shall be identified with an applicable standard number as identified in Section 1.B. & 1.C.

E. Returns within thirty (30) days of employee receipt of an order shall be accepted by the Contractor for full credit. Replacement footwear must be provided, or full credit must be processed within ten (10) business days of Contractor’s receipt of returned footwear.

5. CONTRACTOR RESPONSIBILITIES

A. Contractor shall have at least one (1) employee available at each retail location who can effectively communicate in English with the County staff.

B. Contractor’s personnel shall be suitably trained and knowledgeable in safety footwear and be able to advise County staff as to the proper fitting and correct footwear selection for all areas of usage (ex: water, concrete, construction, electrical, grease/oil, chemical, etc.).

C. Contractor shall have samples available of the safety footwear, that meet the County’s specifications and are available in the Manufacturer’s catalog, on display in their business location and/or on display in their mobile unit.

D. Contractor shall maintain stock levels to ensure prompt delivery within the specified delivery timeframes described herein.

E. Contractor shall provide immediate notification to the County when any safety shoe model is added or discontinued by a Manufacturer. New brands shall not be added after bid award.

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

G. 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.

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

6. INVOICING

A. Contractor(s) shall be provided with Purchase Order(s) from each County department that will be purchasing safety footwear. County employees will provide upon ordering, the applicable County Purchase Order (PO) number, employee name, and the department to which they belong. All of which shall be reflected on all submitted invoices.

B. Contractor shall submit an electronic copy of the most current manufacturer’s suggested retail price (MSRP) list(s) to the Administrative Agent or designee within five (5) business days of a request from the

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County or as updates or revisions are made to the list. The MSRP price list shall be the standard used to verify invoice pricing unless otherwise noted on the invoice and supported by additional documentation as reflected in Section 4.D.

C. Percentage discounts shall apply to all MSRP and may be greater than, but not less than, the minimum percent discount listed on the Fee Schedule.

D. Pricing shall be all-inclusive; no additional fees, surcharges, etc. shall apply other than the additional fee for Special Size Markup. Refer to Section 1.D.iii.

E. Contractor’s invoices shall reflect the following:

i. MSRP

ii. Percentage discount, no less than what is listed in the Fee Schedule

iii. Special Size Markup (if applicable)

iv. The final cost to the County.

7. WARRANTY

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

B. In the event any of the safety footwear supplied to the County by the Contractor are found to be defective or not conforming to specifications, the County reserves the right to cancel the order and return the safety footwear to the Contractor at the Contractor's expense for full credit.

C. Contractor shall guarantee replacement of improperly manufactured items, including defective materials or products, with replacements receiving overnight shipping, express shipping, or two (2) day shipping to the County if requested, at no additional cost to the County. Otherwise, standard replacement delivery shall be in accordance with Section 4.

(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.

If Contractor is offering mobile unit services, the following Business Automobile Liability Insurance is required.(Addendum 1)

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.

Changes to this Exhibit are indicated using underlined text to show additions and strikethrough text to show deletions. Changes made pursuant to this Addendum No. 1 are in bold.

(End of Part III)