242612MN_Project_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

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

IFQ #: 242612MN

IFQ TITLE: COLLECTION AND RECLAIMING OF MERCURY FROM DEVICES

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 vendor to provide collection, transportation, processing, reclaiming and recycling services for elemental mercury, mercury containing lamps, and mercury containing devices collected at various Sarasota County Government facilities throughout Sarasota County.

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 QUALIFICATIONS

3.1 Required Experience

3.1.1. Offeror must provide a minimum of two (2) references

demonstrating their experience within the past seven (7) years preceding the submission deadline in OpenGov, providing the following services:

a. Collecting and transporting mercury or mercury containing lamps or devices

b. Handling and/or Processing of mercury or mercury containing lamps or devices

c. Reclaiming and recycling of mercury or mercury containing lamps or devices

3.1.2. Each item above (a. - c.) must be met a minimum of two (2) times.

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

3.1.3. A single reference may be used to verify multiple

requirements. 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 the following registrations:

a. Letter or Certificate from the State of Florida Department of Environmental Protection Identification Number permitting the following:

Transporter/Devices (TD) Transporter/Lamps (TL) Handler/Devices(HD) or Large Quantity

Handler/Devices (LHD) Handler/Lamps (HL) or Large Quantity Handler/Lamps

(LHL)

Hazardous Waste Transporter (TRA) Treater, Storer, or Disposal of Hazardous Waste through an Operating Commercial (TSD)

b. Current United States Department of Transportation (DOT) Pipeline and Hazardous Materials Safety Administration (PHMSA) Hazardous Materials Certificate of Registration.

3.2.2. Required certificates/registrations must be active at the time of bid opening and must be achieved prior to bid opening.

3.2.3. Failure to submit proof of required registration(s) or certification(s) within five (5) business days after request from the County 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

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

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.

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 responsive and responsible offeror submitting the lowest total bid price. Unless otherwise noted, offerors 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 &

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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

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.

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

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.

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 Part II - Page 1 of 4

1. OVERVIEW

1.1. Contractor shall provide collection, transportation, processing, reclaiming and recycling services for elemental mercury, mercury containing lamps, and mercury containing devices collected at various Sarasota County Government facilities throughout Sarasota County.

2. SUPPLIES

2.1. Supplies may be requested via phone, e-mail, or on a Contractor supplied form by mutual agreement between the Contractor and County after a County issued Purchase Order is in place. The Contractor shall provide the following supplies at the time of pickup from the specified County facility:

2.1.1. Contractor shall provide Gaylord collection boxes (or approved equal) for the collection of 1, 2, 3,and 4 – foot straight lamps meeting the following specifications:

a. Minimum size of 48” x 40” x 36” sufficient to lay a 4-foot lamp down inside of the box

b. Minimum double wall corrugated cardboard construction

c. Must include 48” x 40” pallets sufficient to hold Gaylord Box (or approved equal) provided above

2.1.2. Contractor shall provide corrugated cardboard collection boxes for the collection of U-tube, CFL’s, Circular, and HID lamps as well as mercury containing devices meeting the following specifications:

a. Minimum size of 21” x 21” x 24” and sufficient to accommodate T-12 U-tube lamps

2.1.3. Contractor shall provide collection containers for the collection of 8 foot straight lamps meeting the following specifications:

a. Corrugated cardboard boxes that are a minimum of 8” x 8” x 96” and sufficient to accommodate an 8-foot lamp inside of the box

OR

b. Fiber drums that are a minimum of 15 inches (15”) in diameter and 96” tall and sufficient to accommodate an 8-foot lamp inside of the box.

2.1.4. Contractor shall be prepared to supply collection containers for the consolidation of elemental mercury product containers on special request from the County. Collection containers for the consolidation of elemental mercury product containers shall meet the following specifications:

a. Five (5) Gallon snap Top Pails with the minimum U.N. rating of 1H2/Y25.

Revised 10/07/20 Part II - Page 2 of 4

3. SERVICE LOCATION SPECIFICATIONS

4.1 Contractor shall coordinate the pickup date and time of materials specified herein from the County sites with the Environmental Specialist or an authorized Sarasota County Hazardous Waste Management representative.

4.2 Pickup of mercury will be scheduled by the County and communicated through a method as agreed upon by vendor and County.

4.3 Contractor shall pick up materials within the hours of 8:00 am - 4:00 pm Monday-Friday from the Bee Ridge Chemical Collection Center located at 8750 Bee Ridge Road, Sarasota, FL 34241.

4. PRICING AND INVOICING

4.1. Rates as provided on the Fee Schedule shall be all inclusive containing all supplies, boxes as requested, trip charges, mileage, vehicle charges, travel time, processing, reclaiming, recycling, disposal, and labor.

4.2. The County will not pay surcharges or taxes.

5. MANIFESTS, DISPOSAL RECORDS, AND REPORTS

5.1. Contractor shall complete and provide to the County the Generator’s Copy of the applicable shipping manifest for the waste being transported at the time of pickup.

5.2. Contractor shall provide returned manifests, copies of manifests, certificates of disposal, and any other required documents for the management of waste within Federal, State, or local mandated time frames as specified by Federal Regulation 40 CFR 262.42.

5.3. Certificates of Destruction, Recycling, Disposal, and Treatment shall be issued by the final management facility and must be provided within one (1) year of pickup. Failure to provide certificates may result in the termination of this agreement.

6. SERVICE

6.1. The County intends to create a routine collection schedule. The schedule shall be mutually agreed upon by Contractor and County at the time of award.

6.2. In the event that the County requires a non-scheduled service, the Contractor shall provide pickup, transportation, and/or other services within seven (7) calendar days of the request.

6.3. Contractor shall acknowledge each request for service within 48 hours of notification by email or phone call.

Revised 10/07/20 Part II - Page 3 of 4

7. REQUIREMENTS

7.1. Contractor shall provide all personnel and equipment necessary to perform the services described herein

7.2. All employees of the Contractor shall be considered to be, all times, the sole employees of the Contractor, under the Contractor’s sole direction, unless the use of sub-contractors has been approved by the County.

7.3. 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.

7.4. Contractor’s driver must be able to effectively communicate in English with the County staff

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

7.6. 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.

8. INTERMEDIATE AND FINAL DISPOSAL FACILITIES

8.1. Contractor must provide proof of end-user agreements with all waste handling facilities that will be utilized for this Contract. The County shall approve all waste handling facilities prior to use.

8.2. Contractor shall only utilize facilities that have been approved by the County.

Changes in any initial, interim, or final disposal facilities shall be approved by the County prior to use.

8.3. Certification Documents as required by this solicitation shall be provided for each initial, interim, or final disposal facility. Changes in any initial, interim, or final disposal facilities shall require certification documents be provided to the County prior to use of that facility.

8.4. The County may, at its discretion, perform unannounced on-site inspections or require updated information as deemed necessary at any time during the duration of this agreement.

8.5. Contractor and all initial, interim, or final disposal facilities must maintain the required valid permits for a mercury recovery facility in the state of operation under Chapter 62-737 Florida Administrative Code or applicable state of operation codes and regulations. Failure to maintain these permits will result in the termination of this agreement.

9. REGULATORY REQUIREMENTS

9.1. The County requires that all materials offered for transport be identified, managed, manifested, transported, processed, treated, and/or disposed of as a Universal Waste or Resource Conservation and Recovery Act (RCRA)

Revised 10/07/20 Part II - Page 4 of 4 hazardous waste unless the County provides a written waiver to the Contractor excluding a particular waste stream from this requirement.

9.2. Materials transported may not be disposed of in a municipal or sanitary waste landfill unless the County provides a written waiver to the Contractor excluding a particular waste stream from this requirement.

(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. POLLUTION LIABILITY: Contractor agrees to maintain Pollution Liability coverage with limits not less than $1,000,000 per claim/occurrence for bodily injury, property damage and environmental damage from sudden and gradual occurrences resulting from pollution conditions arising out of the work or services performed under this contract (including any transportation and disposal of hazardous materials or pollutants). Coverage shall include, but not be limited to, third party liability, clean up, corrective action including assessment, remediation and defense costs. If coverage is written on a claims-made basis: a. Any retroactive date shall precede the effective date of this contract; b. Contractor shall provide certificates of insurance evidencing the required coverage for a period of two years after final payment under this contract is made, or provide evidence showing Contractor has obtained a two year extended reporting period endorsement.