242626MM_Project_Documents.pdf

INVITATION FOR BIDS (“IFB”) - PART I

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

IFB #: 242626MM

IFB TITLE: FIBER OPTIC MATERIALS AND SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting contractors to provide fiber optic materials and services for Sarasota County ("County").

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

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide references demonstrating their

experience providing fiber optic materials and equipment including both of the following on a recurring basis for a governmental, commercial, or institutional entity within the past seven (7) years preceding the submission deadline in OpenGov.

a. fiber optic engineering services

b. installation, repair, and undergrounding services for fiber optic materials and equipment

3.1.2.

3.1.3.

A minimum of 2 references are required. Each reference must include both of the services listed in sections a. and b.

above.

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.

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

3.2 Required Licenses/Certifications

N/A

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Procurement Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

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

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to the Submittal Instructions section in OpenGov for instructions on how to submit a bid. Bidders are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with bidder’s response in OpenGov. Bidders who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

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

All bidders must complete the Pricing Table provided in OpenGov.

Bidders who fail to fully complete the pricing table in OpenGov may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award up to three (3) contracts to the responsive and responsible bidders submitting the lowest total bid prices. Unless otherwise noted, bidders must submit a price for every line item to be considered for award. Work will be assigned in accordance with Section 9 of the Scope of Services.

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

8.2.1. To be considered, tied bidders will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Bidders wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term Contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

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

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

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

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

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.

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.

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

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

12.2 Execution of Bonds and Power of Attorney

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

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

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

PART II

SCOPE OF SERVICES

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1. OVERVIEW

Contractor shall provide fiber optic materials and services on an as-needed basis at locations throughout Sarasota County. Services shall include, but are not limited to: engineering, design, procurement, delivery, installation, maintenance, repair, replacement, testing, and undergrounding of fiber optic systems, cables and equipment. Applicable County systems include, but are not limited to: Enterprise Network (EN) Systems, Outside Plant (OSP), traffic signal communications network, and other general network-type cabling systems.

2. PERSONNEL REQUIREMENTS

A. Contractor shall have, at a minimum:

i. One (1) International Municipal Signal Association (IMSA) Certified Level II Traffic Signal Technician. Only IMSA Certified Level II Traffic Signal Technicians, or personnel under the direct supervision of an IMSA Level II Traffic Signal Technician, shall perform work on any components within the traffic control cabinet.

ii. One (1) or more Building Industry Consulting Service International (BICSI) certified Fiber Optic Technicians.

iii. One (1) Registered Communications Distribution Designer

(RCDD).

3. CONTRACTOR SERVICES

Any use of subcontractors shall be approved in writing, in advance by the County. Contractor shall be reimbursed at the bid line-item price for the work of the subcontractor. In the event there is no line item for such work, Contractor will be reimbursed for the actual cost of the subcontractor’s work. Contractor’s invoices for subcontracted services shall include a copy of the subcontractor’s invoice to Contractor.

Services to be provided under this contract include, but are not limited to:

A. BICSI and RCDD services

B. Computer Aided Design and Drafting (CADD) services

C. Geographic Information Services (GIS)

D. Clerical Support services

E. Right-Of-Way (ROW) strand mapping, design, and permitting

F. Fiber optic cable installation

G. Fiber optic cable terminating, splicing, and testing

H. Intelligent Transportation Systems (ITS) specific items:

i. Installation of fiber optic cable and related connections and infrastructure

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ii. Fiber testing and investigation and repair of outages

iii. Installation and configuration of ITS communication hub cabinet assemblies

iv. Installation and configuration of high-resolution Closed Circuit Television (CCTV) camera systems

v. Installation and configuration of Bluetooth travel time systems

vi. Installation and configuration of wireless (Wi-Fi) antenna for ITS communications

I. Professional Engineer (PE) services – PE must be licensed in the state of Florida

J. Conduit installation – hand-trenched, machine-trenched, or bridge-mounted

K. Directional boring

L. Direct bury by plowing

M. Pull box installation

N. Pull box concrete apron installation

O. Innerduct installation

P. Pole riser installation

Q. Detectable marking tape installation

R. Concrete pole installation

S. Communication or device cabinet installation

T. Route marker or ROW marker post-installation

U. Tree trimming

4. MATERIAL AND WORKMANSHIP REQUIREMENTS

A. Contractor shall comply with all applicable Federal, State, and local rules, regulations, codes, and standards for safety, building, electrical, fire, communications, low voltage wiring, and installation work, including but not limited to the following codes and standards.

Where there is a conflict between this Scope and the applicable code, the most stringent shall govern:

i. American National Standards Institute (ANSI)/ Telecommunications Industry Association (TIA)/Electronics Industries Association (EIA)-569-A - Commercial Building Standard for Telecommunications Pathways and Spaces, latest editions

ii. ANSI/TIA/EIA-606 - The Administration Standard for Telecommunications Infrastructure of Commercial Building, latest edition

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iii. ANSI/TIA/EIA-607 – Commercial Building Grounding and Bonding Requirements for Telecommunications, latest editions

iv. ANSI/TIA/EIA TSB 72 - Centralized Optical Fiber Cabling Guidelines

v. ANSI/TIA/EIA TSB 75 - Additional Horizontal Cabling Practice for Open Offices

vi. ANSI/NFPA 70 Article 318 - Cable Trays

vii. American Society for Testing and Material (ASTM)

viii. Building Industry Consulting Service International (BISCI)

a. BICSI Telecommunications Distribution Methods Manual

b. BICSI Telecommunications Installation Manual

c. BICSI Customer-Owned Outside Plant Design Manual

ix. Underwriters Laboratories (UL)

x. Federal Communications Commission (FCC)

xi. Americans with Disabilities Act (ADA) requirements

xii. Occupational Safety and Health Administration (OSHA) regulations

xiii. National Fire Protection Association (NFPA)

xiv. Institute of Electrical and Electronic Engineers (IEEE) applications standards including, but not limited to, LAN Standard for Ethernet IEEE 802.3

xv. National Electrical Manufacturers Association (NEMA)

xvi. National Electrical Code (NEC)

xvii. National Electrical Safety Code (NESC)

xviii. ISO/IEC - International Standard Organization and International Electrotechnical Commission

xix. FY 24-25 FDOT Standard Specifications, Section 630, Conduit, Section 633, Communications Cable, and Section 635 Pull, Splice, and Junction Box or current specification

B. All cable, equipment, material, and components provided by Contractor shall be guaranteed to be new. The County reserves the right to supply any/all cable, equipment, material, or components out of existing stock.

C. No cable, equipment, material, or components shall be borrowed, substituted, or removed without the written consent of the County.

D. Where applicable, wire, equipment, material, and components provided and installed by Contractor must have been tested by an approved testing facility and listed for the intended use.

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E. All repairs shall be made using Original Equipment Manufacturer (OEM) components. Substitutes are not acceptable unless designated as a replacement by the equipment manufacturer.

F. When practical and possible, Contractor shall utilize existing cable runs and conduits unless directed otherwise by the County.

G. Contractor shall not deviate from the agreed upon installation plan or repair method without consent from the County.

H. Contractor shall firestop all penetrations of floors and walls, including cable "riser" openings. All fire-stopping and sleeves provided shall comply with all local, state, and national codes, as may be amended, including fire stopping code ASTM E814 and UL 1479.

I. When work is assigned, the County will provide Contractor with applicable service and material parameters for the work to be performed, and Contractor shall comply with all such provisions.

Attachment A – Service and Material Parameters is provided as an example of what may be required.

5. TESTING REQUIREMENTS

A. For each reel of fiber optic cable provided by Contractor, prior to installation Contractor shall provide County with the manufacturer's test data showing conformance to the requirements described in section 5.D of this Scope. The manufacturer's test data shall identify each fiber in each cable and list its factory tested attenuation in decibels per kilometer.

B. Contractor shall ensure that each finished and installed fiber optic cable segment is traceable to the test date on file for each step in its manufacturing process.

C. Contractor shall prepare and submit a test procedure for the pre-installation and post-installation tests described herein to the County for approval.

D. The County reserves the right to approve the testing equipment used by Contractor.

E. Contractor shall test the fiber optic cable at the site storage area prior to installation as follows:

i. Test each optical fiber in the cable from one end and one wavelength with an Optical Time Domain Reflectometer (OTDR) compatible with wavelength and fiber type.

ii. Check for continuity, kinks, anomalies, and appropriate attenuation.

iii. Record each measurement with color, location, and type of fiber measured.

iv. If the tested loss per kilometer exceeds the loss from the

Revised 10/07/20 Prepared by Public Works Part II - Page 5 of 12 manufacturer's test data, the County will reject the cable.

v. An electronic and hard copy of test results shall be provided to the County prior to the fiber optic cable being installed.

F. After installation (splicing and termination) is complete, and if specified by the County, the Contractor shall test the optical fiber in the cable again for the loss characteristics, as follows:

i. Perform a uni-directional test on all terminated fibers using the

OTDR.

a. Single-mode fiber that is a distance of five (5) miles or less shall be shot at a 1310nm wavelength.

b. Single-mode fiber that is greater than five (5) miles shall be shot at a 1550nm wavelength.

c. Multi-mode fiber shall be tested at an 850nm wavelength.

ii. Results of these tests shall be provided to the County in both a hard copy and electronic format.

iii. Any failure that appears in the Contractor's OTDR results may result in the total replacement of the fiber optic cable at no additional cost to the County, per Warranty section of this Scope.

iv. The County may also perform testing with an OTDR to compare the testing results. If any discrepancies are found, resolution of these items to the satisfaction of the County is required prior to system acceptance.

G. Contractor shall notify the County in writing five (5) calendar days in advance of the testing of the cable so that the County staff may be present for the tests. Test result printouts shall include, but not be limited to, the following:

i. Distance of trace

ii. Total loss

iii. Splice loss

iv. Cable ID

v. Fiber ID

vi. Beginning testing location

vii. Fiber testing location

viii. Operator/technician name or initials

ix. Date and time test was performed

x. Test wavelength

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xi. Test pulse width

xii. Re-factory index

H. The connectivity method between the OTDR and the tested fiber shall be factory-assembled patch cords, pulse suppression, or launch cables equal to 150% of the dead zone as published by the OTDR manufacturer. The launch cable shall have the appropriate connectors to allow for connection to the terminated fiber port without the use of additional couplers.

6. CUSTOMER SERVICE REQUIREMENTS

A. Contractor shall provide installation, maintenance, repair, and support services from a service center, which shall permit adherence to the service response time frame requirements identified in this Scope.

B. Contractor's assigned Contractor Representative shall be responsible for coordinating orders for installations, rearrangements, removals, and repairs, and for resolving billing discrepancies.

C. Contractor shall provide an escalation list of names, addresses, and telephone numbers to the County Administrative Agent or designee within five (5) working days after contract execution.

D. Contractor shall have a Return Material Authorization (RMA) Program to include, at a minimum, the following:

i. Tracking number

ii. Item description

iii. Date initiated

iv. Reason for return

v. Disposition of returned material

vi. Expected resolution date

E. Contractor shall have a Business As Usual (BAU) Program to include, at a minimum, the following:

i. Project tracking number with date

ii. Brief description

iii. Date initiated

iv. Anticipated installation start/delivery

v. Anticipated construction completion

vi. Responsibility/Ownership for completion (e.g., material delivery, additional information, engineering)

vii. Daily updates on standard work request additions/completions and weekly status updates on ongoing

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F. Due to the importance of the Enterprise Network and the Voice Network in the operation of the County’s business, Contractor is required to provide business recovery services to the County in the event of natural and/or other disasters. An emergency business recovery services plan must be submitted by Contractor to the County for approval within thirty (30) days of issuance of a Purchase Order.

G. Contractor shall have a fusion splicer, OTDR, 5,000 feet of 144, or 96, 12-strand single-mode fiber, and 2,000 feet of 24-strand multi-mode fiber cable in inventory for deployment to emergency repair.

7. CONTRACTOR'S RESPONSIBILITIES

A. Contractor must be a member of the Corning Network of Preferred Installers and provide a 25-year manufacturer extended warranty on all applicable work.

B. When required by the work being performed, Contractor or Contractor’s subcontractor performing the work must be pre-qualified by the Florida Department of Transportation (FDOT) in the following work classes:

i. Computerized Traffic Control

ii. Intelligent Transportation Systems

iii. Traffic Signal

iv. Fiber Optic Cable installation, splicing, and testing

C. Every Contractor crew must have at least one (1) employee on site that can effectively communicate in English with the County staff and with the public.

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

E. Contractor shall at all times guard against damage or loss to the property of the County, the Contractor's own property, and/or that of other contractors, and shall be held responsible for replacing or repairing any such loss or damage. When applicable, the Contractor shall provide fences, signs, barricades, flashing lights, etc. necessary to protect and secure the worksite(s) and ensure that all County, State of Florida, OSHA, and other applicable safety regulations are met.

F. Contractor shall ensure that all personnel assigned to projects have the expertise to perform the services and have the ability to operate any and all tools and equipment utilized in conjunction with the service.

G. All Contractor’s personnel, including subcontractors, shall wear uniforms and identification that clearly displays the individual’s name

Revised 10/07/20 Prepared by Public Works Part II - Page 8 of 12 and the firm they represent. County vendor badges, if issued, shall be worn at all times.

H. Contractor shall be responsible for the proper utilization of Personal Protective Equipment (PPE).

I. Contractor shall maintain a clean and professional work environment at all times, and shall provide for the prompt removal of all debris from County property.

J. Contractor shall provide as-built documentation as part of any new installation or project where such documentation is required.

8. PERMITS

A. Contractor is responsible for obtaining all permits for all work requests. The County shall reimburse the Contractor for the actual cost of the permits.

B. For projects associated with new facilities under construction, the Contractor is required to obtain "stand-alone" permits. Sub-permits will not be allowed unless specifically approved by the County.

9. ASSIGNMENT OF WORK

A. Definitions:

i. Normal Working Hours: Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding County holidays.

ii. Scheduled Service: Planned projects, repairs, and maintenance.

iii. Emergency Service: Time-sensitive restoration or repair as determined by the County.

B. The County may require some services and/or project work to be performed only within, or outside of, Normal Working Hours.

C. Service requests will be dispatched to the Contractor deemed best able to meet the requirements of the service, in the sole opinion of the County.

D. The County shall call or email Contractor's service center to request Scheduled or Emergency services. The County shall provide the location and all pertinent information related to the trouble report, including the County's Purchase Order (PO) number.

E. The County shall email Contractor's service center to request services for a new project. The email transmittal shall contain all information necessary for scheduling and responding to the request, including the location where work is to be performed, the County requestor's name and telephone number, the on-site (work location) contact name & telephone number, description of service to be performed, and/or listing of material to be procured and/or installed.

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i. Contractor shall meet and discuss project activities and requirements with the County Project Supervisor prior to commencing any project.

ii. Upon request, the Contractor shall provide an itemized quote, including but not limited to the scope of work, parts, and professional services for a requested project. These estimates shall be approved in writing by County-authorized personnel prior to the commencement of any project. In the event that the County requests a "not-to-exceed" cost for material and labor on a specific project, Contractor shall provide a quote for the "not-to-exceed" amount needed to complete the specific project. The County shall approve the “not-to-exceed” amount for a project prior to commencement of that project.

iii. Upon commencement of a project, Contractor shall keep the County Project Supervisor advised of work progress from commencement through completion, and shall provide a detailed status report on all open projects weekly via email to the County Project Supervisor.

10. RESPONSE TIME

A. Contractor shall initiate service at the County’s request as follows:

i. Scheduled Service: Within five (5) working days of request.

ii. Emergency Service: Within two (2) hours of request, a trained and qualified technician shall be on-site. Once a return to service plan is agreed upon, the items needed for the repair shall be on-site within two (2) hours.

B. Contractor shall notify the County immediately if any condition exists that precludes or inhibits Contractor's ability to satisfy the service request within the above specified time frames. A description of the precluding or inhibiting condition(s) shall be provided to the County with a revised completion date of the service.

11. PRICING

A. The County reserves the right to utilize this Contract to obtain material only, labor only, or a combination of material and labor at the unit prices outlined in the Contract Fee Schedule.

B. Consumable items used for the installation of fiber infrastructure, that are expended to complete the installation process, shall be the sole responsibility of the Contractor. Examples of these items may include but are not limited to: jet line, electrical tape, label tape, solvents, cleaners, cable lube, and polishing paper.

12. ACCEPTANCE AND WARRANTY

A. Any equipment discrepancies, cabling defects, operational difficulties, or other problems encountered during final testing and

Revised 10/07/20 Prepared by Public Works Part II - Page 10 of 12 post-operation evaluation shall be furnished to the Contractor in writing per project phase.

B. Resolution of these items to the satisfaction of the County is required prior to system acceptance. County staff shall verify each of the major components, including, but not limited to, performing random testing of the fiber optic cable.

C. The "acceptance" is defined as the date all required cabling, material, and associated hardware have been installed, tested, operationally activated (when requested), and the required documentation has been presented to the County, and all identified discrepancies have been completed to the County's satisfaction, on a per-project basis.

D. Payment shall be rendered only upon the County's acceptance of said service.

E. Any and all equipment, material, components, cable, etc., provided, installed, and operationally activated by Contractor that is deemed unacceptable by the County or does not comply with the specifications herein and rules, regulations, codes, ordinances, or standards as indicated in other sections of this document, shall be replaced with County-approved and compliant products by Contractor, prior to system acceptance, at no cost to the County.

F. Contractor shall provide routine and emergency service as required and in accordance with manufacturer and warranty standards. Such action shall continue until the problem or problems are 100% corrected. There shall be no charge for any work covered under the warranty period. Contractor shall be responsible for all warranty work even after the contract expires if work/materials are still under warranty.

G. The Contractor shall fully warrant all labor furnished hereunder against defect in workmanship for a period of ninety (90) calendar days from date of delivery and acceptance by County, and equipment furnished hereunder against defect in materials for a period of one

(1) year from date of delivery and acceptance by County. Should any defect in materials or workmanship, except ordinary wear and tear, appear during the above-stated warranty period, the Contractor shall repair or replace same at no cost to the County immediately upon written notice from the County.

13. INVOICING AND BILLING

A. All billing invoices submitted to the County shall contain the following documentation and information:

i. Location (County work center and complete address) where work was performed.

ii. County PO Number.

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iii. Name of County contact person generating the service request.

iv. Contractor’s trouble ticket number, if applicable.

v. Contractor’s Time & Materials (T&M) quote, if applicable.

vi. A description of T&M work activity actually performed or a description of trouble clearance.

vii. A list of all materials used to complete the work request or trouble ticket AND a copy of the receipt(s) from Contractor’s supply source detailing the actual cost of the materials used to complete the work request.

viii. Job start date, end date, and time.

ix. Test results completed after installation.

B. The County is required to validate the accuracy of all billing invoices before payment authorization can be made; therefore, billing invoices received which do not contain the required information will result in a delay in payment. Invoices that cannot be validated by the County shall not be paid.

C. Failure to correct deficiencies, losses, or damage to property that was caused by Contractor or its agents within time frames required by the County may result in the County making other arrangements for corrective work and providing Contractor with actual costs, including fully burdened labor rates, for such work. In such case Contractor shall deduct these amounts from Contractor’s next invoice.

14. BACKGROUND CHECKS

A. Contractor's personnel may be required to have unescorted access to judicial offices and other areas containing certain criminal justice records and is now required by federal and state law to submit to an electronic criminal background check, fingerprinting, and a biannual short training program provided by the Florida Department of Law Enforcement (FDLE). Authorization and consent for the release of personal information form must be completed, and the Sarasota County Government and the Sarasota County Sheriff's Office may investigate criminal history information on file in local, state, or federal agencies. A Secure Criminal Justice Information Services (CJIS) Facilities Addendum is attached hereto and incorporated herein, detailing the security requirements.

B. All Contractor personnel performing services in designated Sarasota County facilities must pass FDLE's CJIS background checks. Sarasota County will provide the forms to Contractor for completion. Said forms will be forwarded to the county to perform background checks for acceptance or rejection before Contractor's personnel enter

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County facilities to provide the services described herein.

C. The County reserves the right, in its sole discretion, to preclude or deny access to any person known to be or thought to be a security risk. Failure of Contractor's personnel who will perform services in Sarasota County facilities to pass the CJIS clearance may result in termination of the Contract.

D. The Contractor shall ensure that unauthorized persons cannot gain access to rooms, areas, or buildings under the control of its personnel. The Contractor shall not violate building and/or room security by propping doors open and leaving them unattended unless the County has provided its own security door monitor. All entrance and exit doors shall always be secured.

E. Contractor staff working in the Clerk of Court or Judicial Center for the 12th Judicial Circuit Court will also be required to complete an "Authorization and Consent for Release of Personal Information and Criminal Background Check" form provided by the Court.

(END OF PART II)

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 3

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.

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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. CYBER LIABILITY (TECHNOLOGY ERRORS & OMISSIONS AND NETWORK

SECURITY/PRIVACY LIABILITY): Contractor agrees to maintain Technology Errors & Omissions and Network Security & Privacy Liability insurance, or equivalent coverage, with limits not less than $1,000,000 per claim/occurrence and in the aggregate for professional services rendered under this contract.

Coverage shall include, but not be limited to, technology errors and omissions to cover both liability and property loss exposures including technology services, technology products, media content, network security breaches, extortion threats, crisis management expense, and business interruption and negligent acts, errors, mistakes, and omissions arising out of the work or services performed by Contractor, or any person employed or contracted by Contractor. Coverage shall also include, but not be limited to, coverage for unauthorized access, denial of service attacks, computer viruses, transmission of malicious code, and failure of security; breach of privacy and the failure to protect and disclosure of personally identifiable information, payment card information, and health information; violation of any federal, state or local law

Insurance Template 1 Revised 05/13/16 Page 3 of 3 or regulation in connection with the protection of information including fines and penalties to the extent allowed by applicable law; notification and crisis management costs, identity theft monitoring and regulatory defense;

disclosure of any third party’s proprietary information including, without limitation, trade secrets, and liability for interruption of County or any third party’s business including, without limitation, claims for loss of use and loss of profits. 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.