25-8331_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

STORM SHUTTER MAINTENANCE, REPAIRS &

REPLACEMENT

SOLICITATION NO.: 25-8331

BARBARA LANCE, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8998

Barbara.Lance@colliercountyfl.gov (Email)

This solicitation document is prepared in a Microsoft Word format. Any alterations to this document made by the Bidder may be grounds for rejection of the bid, cancellation of any subsequent award, or any other legal remedies available to the Collier County Government.

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB) NUMBER: 25-8331

PROJECT TITLE: STORM SHUTTER MAINTENANCE, REPAIRS & REPLACEMENT

DUE DATE: APRIL 1, 2025, AT 3:00 PM EST

PLACE OF BID OPENING: PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FL 34112

All bids shall be submitted online via the Collier County Procurement Services Division Online Bidding System:

https://procurement.opengov.com

INTRODUCTION

As requested by the Facilities Management Division (hereinafter, the “Division”), the Collier County Board of County Commissioners

Procurement Services Division (hereinafter, “County”) has issued this Invitation to Bid (hereinafter, “ITB”) with the intent of obtaining bid submittals from interested and qualified vendors/suppliers/contractors in accordance with the terms, conditions and specifications stated or attached. The vendor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

The results of this solicitation may be used by other County departments once awarded according to the Board of County Commissioners

Procurement Ordinance.

The Facilities Management Division has not been under contract for this service in several years; however, an annual budget of $82,000 has been allocated for this purpose. It is important to note that this allocation does not exclude the possibility of additional appropriations for this service.

BACKGROUND

The Facilities Management Division is soliciting contractor(s) to provide preventative maintenance, repair, and replacement services for the approximately 745 storm shutters installed at various facilities located within Collier County. This solicitation aims to ensure the optimal performance and extend the service life of our storm shutters, which play a crucial role in protecting County assets and infrastructure during severe weather events.

TERM OF CONTRACT

The contract term, if an award(s) is/are made is intended to be for three (3) years with one (1) two (2) year renewal options.

Prices shall remain firm for the initial term of this contract.

Surcharges will not be accepted in conjunction with this contract, and such charges should be incorporated into the pricing structure.

The County Manager, or designee, may, at his discretion, extend the Agreement under all of the terms and conditions contained in this

Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Contractor written notice of the

County's intention to extend the Agreement term not less than ten (10) days prior to the end of the Agreement term then in effect.

All goods are FOB destination and must be suitably packed and prepared to secure the lowest transportation rates and to comply with all carrier regulations. Risk of loss of any goods sold hereunder shall transfer to the COUNTY at the time and place of delivery; provided that risk of loss prior to actual receipt of the goods by the COUNTY nonetheless remain with VENDOR.

AWARD CRITERIA

ITB award criteria are as follows:

➢ The County’s Procurement Services Division reserves the right to clarify a vendor’s submittal prior to the award of the solicitation.

➢ It is the intent of Collier County to award to the lowest, responsive and responsible vendor(s) that represents the best value to the County.

➢ For the purposes of determining the winning bidder, the County will select the vendor with the lowest price as outlined below:

https://procurement.opengov.com/

• Lowest Total Bid

➢ Collier County reserves the right to select one, or more than one supplier, award on a line-item basis, establish a pool for quoting, or other options that represents the best value to the County; however, it is the intent to:

• Identify a Primary and Secondary Awardee o Should the Primary Contractor not be able to provide the services within the time period or is unable to perform the normal or urgent requests, the Division reserves its rights to move to the Secondary, as necessary. The County reserves the right to seek services outside of the contract if the Primary or

Secondary are unable to perform.

➢ The County reserves the right to issue a formal contract or standard County Purchase Order for the award of this solicitation.

DETAILED SCOPE OF WORK

The scope of work for this solicitation is to provide preventative maintenance, repair, both urgent and non-urgent, and replacement services for storm shutters installed at various Collier County facilities. This scope of work covers various types of shutters, including but not limited to roll-down shutters, both electronic and manual, accordion shutters, and panel shutters.

1. Preventative Maintenance

1.1 Preventative maintenance services are required to ensure the continued operation of the shutters and to identify and address potential issues before they lead to failure. The Division will provide a list of shutters, including their locations and whether they are electronic or manual. The list will also specify locations where a lift is required for servicing.

Please see Attachment A for further detail.

1.2 Preventive maintenance services will be conducted annually at least once on all shutters between November 30th and

June 1st. The maintenance frequency for individual shutters or specific sites may be adjusted upon request by the

Division Representative or designee.

1.3 Preventative maintenance services shall be performed in accordance with the manufacturer’s recommendations and industry best practices. The services required may vary depending on the type of shutter and will include, but are not limited to, the following:

• Thorough visual inspection to include but not limited to identifying wear, damage, or rust signs.

• Check the integrity of all components and operating mechanisms.

• Test open and close at least five times to ensure smooth operations. Electric shutter switches should be in the neutral position when not in use. Complete the shutter cycle on automatic shutters before reversing the direction.

Return the switch to the neutral position after the test is completed.

• Clean shutters and tracks to remove dirt, debris, and salt buildup.

• Lubricate moving parts, including but not limited to hinges, rollers, and tracks, with a suitable lubricant.

• Inspect all screws, bolts, and fasteners to ensure they are secure. Tighten any loose components and replace any corroded or damaged screws, bolts, and fasteners.

• Check seals and weather stripping around the edges. Replace any worn or damaged seals and weather stripping.

• Check all power connections and wires for corrosion, signs of overheating, or other abnormalities, if applicable.

• Check the auto-reverse safety feature, if applicable.

• Test the emergency manual override, if applicable.

1.4 The preventative maintenance service on storm panel shutters does not include installing and removing the metal panels.

1.5 After performing preventative maintenance, the contractor must submit the required documentation, as outlined in

Section 7: Records and Documentation.

1.6 The cost of any necessary equipment, such as the lift, to perform this service shall be included in the per-unit cost, with a unit defined as a complete storm shutter system including the shutter, tracks and related components.

1.7 Materials used during the preventative maintenance service that would be considered part of the service following industry standards and stated above, including grease, lube, screws, fasteners, and weather stripping, shall be included in the per-unit cost.

1.8 Preventative maintenance unit pricing is all-inclusive, including but not limited to labor, parts, equipment, tools, required reporting, transportation cost, insurance, overhead, and all the necessary resources needed to perform the work.

1.9 Preventative maintenance will be billed at the flat rate unit price, as specified in the resultant fee schedule of the agreement.

2. Corrective Maintenance, Repairs and Replacement Services

2.1 The Contractor is permitted to perform any needed minor corrective maintenance discovered during the preventative maintenance service, provided that the corrective maintenance can be completed during the preventative maintenance service visit. This corrective maintenance work shall be invoiced separately at the hourly rates in the resultant agreement and repairs to the storm shutter system shall not exceed $250 per unit without prior approval from the

Division Representative or designee.

2.2 The awarded Contractor(s) will provide the Division Representative or designee, telephone numbers, and email addresses for routine, after-hours, and urgent services for twenty-four (24) hours a day, seven (7) days per week, three hundred sixty-five (365) days per year.

2.3 Contractor response time is of great concern to the Division.

• Urgent Services: The Contractor will acknowledge an urgent services request via email or phone call within two

(2) hours of the request being sent by the Division Representative or designee. An urgent service request requires that the Contractor be on-site and begin work within four (4) hours after the Division’s initial request and within five (5) hours for the Immokalee, Marco Island, and Everglades City areas. The Division Representative or designee must approve a response time that exceeds four (4) hours and five (5) hours for the Immokalee, Marco

Island, and Everglades City areas.

o A one-time $250 Urgent Service Call Fee is allowed when responding in addition to the applicable hourly rates.

• Non-urgent Services: The Contractor will acknowledge a non-urgent services request via email or phone call within one (1) business day of the request being sent by the Division Representative or designee. A non-urgent services request requires that the Contractor provide a written estimate via email within four (4) business days after the Division’s initial request and commence work on-site within six (6) business days after the Division’s initial request for all areas unless the Division Representative or designee approves a different amount of time for response.

2.4 Repair or replacement services shall be provided and billed per the labor rates in the resultant agreement.

2.5 The Division Representative or designee may request the Contractor to provide a written Time and Materials Not to

Exceed (T&M NTE) quote for any repair or replacement services.

2.6 The Contractor(s) shall furnish all necessary qualified labor, materials, equipment, tools, consumables, transportation, skills, and incidentals required for the services requested. All work, equipment, parts, and materials not specified in the work order must meet Collier County Vertical Standards CC Vertical Standards 2021

(colliercountyfl.gov)/Facilities Master Specs and the Florida Building Code (FBC) Florida Building Code Online. If any work, equipment, parts, and materials are not addressed in the work order or in Collier County Vertical

Standards/Facilities Master Specs, approval by the Division Representative or designee shall be required.

2.7 Parts and materials shall be new and free of defects and, at a minimum, meet or exceed the performance specifications of the original equipment. In the event a part(s) is found to be defective, the Contractor shall immediately replace the part(s) at no cost to Collier County.

3. Work Hours

3.1 Normal business hours are Monday through Friday between 7:00 AM and 5:00 PM, excluding Collier County observed Holidays. After-hours are considered before 7:00 AM and after 5:00 PM on weekdays and at any time on https://www.colliercountyfl.gov/home/showpublisheddocument/103458/638180053906230000 https://www.colliercountyfl.gov/home/showpublisheddocument/103458/638180053906230000 https://www.floridabuilding.org/bc/bc_default.aspx

Saturday, Sunday, or County Observed Holidays. The after-hours labor rate will be calculated at 1.5x the hourly rate provided in the resultant agreement.

3.2 If a requested corrective maintenance, repair, or replacement service starts during normal business hours and extends into the after-hours period, the after-hours rate shall only be charged for time worked during the after-hours period.

4. Warranty Language

4.1 All warranty work for new parts, materials and equipment shall be provided by the original warranty supplier. For parts, materials, or equipment purchased but still under warranty, the original warranty supplier shall remain responsible for warranty work until the expiration of the warranty period. Upon expiration of the warranty period, maintenance responsibility shall automatically transfer to the Contractor(s) unless otherwise directed by the County in writing.

4.2 Parts, materials, and equipment shall be new and warranted for a minimum of one (1) year or the maximum period allowed by the manufacturer, whichever is longer. In the event of a defect within the warranty period, the contractor shall, at no cost to the county, replace the defective part and cover all labor costs associated with the removal and replacement of the defective part. The supplier shall ensure that no additional charges (including labor, materials, or other costs) are incurred by the county for warranty-related work.

5. Permitting

5.1 Where necessary, work shall include proper permitting, as required, and the Contractor shall be responsible for permit submissions unless otherwise instructed by the Division Representative or designee. Payment for all such permits issued by Collier County shall be processed internally by the Division. All non-County permits necessary for the performance of the Work shall be procured and paid for by the Contractor. Permit fees will be reimbursed at cost, no mark-up shall be allowed. Supporting documentation showing the fee paid must be included with the Contractor’s invoice.

5.2 All necessary permits must be approved prior to the commencement of any work.

6. Contractor’s Responsibilities

6.1 The Contractor shall not commence work until a County purchase order is issued.

6.2 The Contractor shall use qualified technicians with experience in servicing various equipment associated with automatic and manual shutters to complete the work specified in this solicitation. The Division Representative or designee reserves the right to request technician credentials, including, but not limited to, training, certifications, and years of experience. The Contractor must provide the requested credentials to the Division Representative or designee within five (5) business days.

6.3 The Contractor will maintain a list of shutters, their locations, and other pertinent information determined by the

Division. The Contractor shall submit an updated list at least once a year or at the Division Representative or designee’s request.

6.4 If any deficiencies are noted in the completed services, such deficiencies will be corrected by the Contractor within twenty-four (24) hours upon notification by the Division Representative or designee. There will be no cost to Collier

County for call-backs.

6.5 All Contractors and subcontractors performing service for Collier County are required and shall comply with all

Occupational Safety and Health Administration (OSHA), State and County Safety and Occupational Health Standards, and any other applicable rules and regulations. Also, all Contractors and subcontractors shall be responsible for the safety of their employees and any unsafe acts or conditions that may cause injury or damage to any persons or property within and around the work site.

6.6 The Contractor must comply with Federal and State right-to-know laws if hazardous materials are used. Material

Safety Data Sheets (MSDS) will be made available and provided to the Division Representative or designee upon request. The Contractor is required to immediately report to the Division Representative or designee any spillage or dumping of hazardous material on Collier County property. The Contractor shall bear all costs associated with the cleanup of any such incidents.

6.7 The Contractor shall be responsible for removing all debris from the site and cleaning affected areas. The Contractor shall keep the premises free of debris and unusable materials resulting from their work and, as work progresses, or upon request by the Division’s Representative or designee, shall remove such debris and materials from the property.

The Contractor shall leave all affected areas as they were before beginning work.

6.8 The Contractor must be licensed to operate in the State of Florida within Collier County and possess a current Business

Tax Receipt, formerly known as an Occupational License, necessary to perform the required services. The Contractor shall obtain and maintain all licenses, permits, and insurance required by any local, state, or federal agency for the services provided under this agreement throughout the entire agreement term.

Licenses:

• Collier County Hurricane Shutter/Awning Contractor or Collier County or State of Florida Building

Contractor or Collier County or State of Florida General Contractor.

• Licenses are to be submitted with bid submission or prior to Notice of Recommended Award (NORA).

7. Records and Documentation

7.1 Following preventive maintenance, repair, or replacement services, the Contractor must submit a detailed checklist per site, including but not limited to:

• Number of shutters serviced

• Inspection results, identifying any issues, potential problems, deficiencies, or abnormalities

• Completed services

• Specific recommendations for future repairs or replacements

7.2 If a repair is identified during a preventative maintenance service, it should be recorded on the submitted checklist. If the repair qualifies as minor corrective maintenance (as defined in Section 2.1), it may be completed during the service visit, provided the repair to the storm shutter system does not exceed the $250 per unit limit. For repairs exceeding this limit, a quote for the repair shall be provided within five (5) business days. No repairs are to be carried out without prior approval from the Division Representative or designee.

7.3 Contractor shall take at least three (3) before, during, and after pictures of each shutter being maintained, repaired, or replaced and submit them upon request.

7.4 The Contractor will be responsible for utilizing any systems used by the Division for work requests under the resultant agreement. The Contractor will be required to update, complete, and close work requests and attach before and after pictures as necessary.

7.5 The Contractor(s) shall not remove any equipment containing a Collier County asset sticker unless requested by the

Division Representative or designee. The Contractor(s) shall request that, when replacing equipment, the asset sticker be removed by a Division staff member authorized to adjust the equipment inventory records. The Contractor(s) will place asset stickers on the equipment, as necessary for no charge.

7.6 The Division Representative or designee retains the right to add or delete any facilities and equipment from service provided under the resultant agreement as described herein, without further Board approval and in accordance with the Procurement Ordinance, as amended.

8. Invoicing and Markups

8.1 A purchase order number must appear on each invoice. Invoices shall be itemized detailing the services performed, service location, service dates, the number of hours worked by each personnel position, and the materials used.

8.2 If applicable, the work order/task number must appear on each invoice.

8.3 The Contractor may only charge hourly rates for corrective maintenance, repair, and replacement service hours worked at the job site. Hourly rates shall be per the resultant agreement, which is inclusive of labor, overhead, travel-related expenses, required reporting, and equipment used, excluding rental equipment, material, parts, and sub contractor markup.

8.4 The Contractor shall provide copies of receipts for materials costing $500.00 or more, subcontractor invoices, or equipment rental receipts with the invoice.

8.5 The materials and parts will be allowed a maximum of 15% markup, rental equipment will be allowed a maximum of

10% markup, and the use of subcontractors will be allowed a maximum of 15% markup. No markup on ancillary charges, taxes, and freight/shipping shall be permitted.

9. Price Modifications

9.1 The Contractor shall fully document and submit any requested adjustment at least one-hundred and twenty (120) days prior to the contract renewal date.

9.2 All requests must be submitted in writing to the Contract Administrative Agent.

9.3 Price increase requests review may take over sixty (60) days to complete.

9.4 Retroactive price adjustments are not authorized.

9.5 The Contractor shall provide supporting documentation justifying price increases (examples: Bureau of Labor

Statistics, supplier material agreements, fuel increases, etc.). If there is no documented proof, price increases will not be considered.

9.6 The Contract Administrative Agent shall analyze prices to determine whether increases are fair and reasonable.

9.7 The Procurement Director has the authority to approve price adjustments in accordance with the Procurement

Ordinance, as amended.

9.8 Price increases are not guaranteed.

SECURITY, BACKGROUND, IDENTIFICATION

The Contractor must comply with County Ordinance No. 2004-52, as amended. The ordinance authorizes criminal history record checks to be conducted by the Facilities Management Division in accordance with Section 125.5801, Florida Statutes (2006), link:

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=01000199/0125/Sections/0125.580

1.html

▪ The link to Collier County’s webpage for Background Checks: https://www.colliercountyfl.gov/government/public-utilities/government-facilities/about-us/background-checks. The webpage provides the following information: Legal Requirements for Background Checks with a link to the ordinance, Scheduling for Fingerprints, Items to Bring, Accepted Payment Methods, Facilities Management Fingerprinting Location, and Questions, Comments, or Concerns contact information.

▪ The Contractors providing services to the County under this agreement and requiring physical access to Collier County facilities or locations related to security or public safety shall be responsible for the cost of providing background checks for all contracted employees or other representatives, including all subcontractors at every tier (including vendors, repair persons, and/or delivery individuals). This may include, but is not limited to, checking federal, state, and local law enforcement records, including state and

FBI background screening, employment verifications, and other related records.

▪ Collier County background checks are valid for five (5) years, and the Contractor shall be required to maintain records of each employee and make them available to the County throughout that specified term.

Identification Badges: All contracted employees and subcontractors must always wear and display Collier County Government identification badges while performing services at County facilities and managed properties.

▪ Contractor ID badges are valid for one (1) year from the date of issuance.

▪ Assigned badges can be renewed upon expiration at no cost to the Contractor during the five (5) period in which their background check is still valid.

Uniforms: All Contractors under this agreement shall wear appropriate attire that has the Contractor’s business name visibly displayed.

Contractor Employee or Subcontractor Separation: If a Contractor’s employee or subcontractor assigned to Collier County’s Contract separates employment, the Contractor is responsible to immediately notify the Collier County Facilities Management Division via e-mail (DL-FMOPS@colliercountyfl.gov). This notification is critical to ensure the continued safety and security of Collier County staff, customers, facilities, and systems.

http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=01000199/0125/Sections/0125.5801.html http://www.leg.state.fl.us/statutes/index.cfm?App_mode=Display_Statute&Search_String=&URL=01000199/0125/Sections/0125.5801.html https://www.colliercountyfl.gov/government/public-utilities/government-facilities/about-us/background-checks https://www.colliercountyfl.gov/government/public-utilities/government-facilities/about-us/background-checks mailto:DL-FMOPS@colliercountyfl.gov

▪ Failure to notify within four (4) hours of separation may result in a $500 invoice deduction per incident.

▪ Each badge must be returned to the Facilities Management Operations Center by the assigned expiration date printed on the badge or upon separation of employment of an employee or subcontracted employee.

Collier County Sheriff’s Office (CCSO) Get Fingerprinted: The CCSO requires separate fingerprinting prior to work being performed in any of its locations. The Contractor is responsible for all associated costs. This will be coordinated upon the award of the contract. A link to the CCSO website's Get Fingerprinted webpage is https://www.colliersheriff.org/how-do-i/get-fingerprinted.

VENDOR CHECKLIST

***Vendor should check off each of the following items as the necessary action is completed (please see, Vendor Check List)***

The County requests that the vendor submits no fewer than three (3) and no more than ten (10) completed reference forms from clients during the last 5 years whose projects are of a similar nature to this solicitation as a part of their proposal. Provide information on the projects completed by the vendor that best represent projects of similar size, scope and complexity of this project using Form 5 provided in OpenGov as part of the Required Forms. Vendors may include two (2) additional pages for each project to illustrate aspects of the completed project that provides the information to assess the experience of the Proposer on relevant project work https://www.colliersheriff.org/how-do-i/get-fingerprinted