25-8331R_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

STORM SHUTTERS MAINTENANCE, REPAIRS &

REPLACEMENT

SOLICITATION NO.: 25-8331R

EMILY JACKSON, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8947

Emily.Jackson@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: 25-8331R

PROJECT TITLE: STORM SHUTTERS MAINTENANCE, REPAIRS & REPLACEMENT

DUE DATE: 8/22/2025 3:00pm

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 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 Vendors(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 option.

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 her discretion, extend the awarded contract under all the terms and conditions contained in the contract for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Vendor a written notice of the County's intention to extend the contract term not less than ten (10) days prior to the end of the Contract term then in effect.

All goods are FOB destinations 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 remains 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 the lowest, responsive, and responsible Vendor(s) that represent the best value to the County.

For the purpose of determining the winning Vendor, the County will select the Vendor with the lowest price as outlined below:

https://procurement.opengov.com/

• Lowest Total Bid

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

• Identify a Primary and Secondary Vendor o Should the Primary Vendor not be able to provide the services within the time or be unable to fulfil 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 is 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 details.

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’s 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 opening and closing at least five times to ensure smooth operations. Electric shutter switches should be in a 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 Vendor 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 rate per unit price, 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 stated above, including grease, lube, screws, fasteners, and weather stripping, shall be included in the rate per unit price.

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 per unit price, as specified in the resultant fee schedule of the contract.

2. Corrective Maintenance, Repairs, and Replacement Services

2.1 The Vendor 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 labor rate per hour in the resultant contract, and repairs to the storm shutter system shall not exceed $250 per unit without prior approval from the Division Representative or designee. For repairs exceeding this limit, a quote for the repair shall be provided within five (5) business days and must be approved by the Division Representative or designee before commencing the services.

2.2 The awarded Vendor(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 Vendor response time is of great importance to the County. The responses times are as follows:

• Urgent Services: The Vendor 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 Vendor 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 Vendor 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 Vendor 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 For any repair or replacement service, the Vendor will provide the Division Representative or designee a written Time and Materials Not to Exceed (T&M NTE) quote per the labor rates in the resultant contract.

2.5 The Vendor(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.

2.6 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 Vendor 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 https://www.colliercountyfl.gov/home/showpublisheddocument/103458/638180053906230000 https://www.colliercountyfl.gov/home/showpublisheddocument/103458/638180053906230000 https://www.floridabuilding.org/bc/bc_default.aspx observed Holidays. After-hours are considered before 7:00 AM and after 5:00 PM on weekdays and at any time on Saturday, Sunday, or County Observed Holidays. The after-hours labor rate will be calculated at 1.5x the hourly rate provided in the resultant contract. All non-urgent services are expected to be performed during normal business hours.

After-hours work for non-urgent services requires prior approval from the Division Representative or designee.

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 Vendor(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 Vendor 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 Vendor 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 Vendor 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 Vendor. Permit fees will be reimbursed at cost; no markup shall be allowed. Supporting documentation showing the fee paid must be included with the Vendor’s invoice.

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

6. Vendor’s Responsibilities

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

6.2 The Vendor 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 Vendor must provide the requested credentials to the Division Representative or designee within five

(5) business days.

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

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

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

6.5 All Vendors and subcontractors performing service for Collier County are required 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 Vendors 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 person or property within and around the work site.

6.6 The Vendor 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 Vendor is required to immediately report to the Division Representative or designee any spillage or dumping of hazardous material on Collier County property. The Vendor shall bear all costs associated with the cleanup of any such incidents.

6.7 The Vendor shall be responsible for removing all debris from the site and cleaning affected areas. The Vendor 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 Vendor shall leave all affected areas as they were before beginning work.

6.8 The Vendor must be properly registered to operate in the State of Florida. The Vendor shall obtain and maintain all licenses, permits, and insurance required by any local, state, or federal agency for the services provided under this contract throughout the entire term of the contract.

Required Licenses:

• Collier County Hurricane Shutter/Awning Contractor license.

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 Vendor 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 and is either completed as correct maintenance or will be addressed through a submitted quote, it should be recorded on the submitted checklist.

7.3 The Vendor 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 Vendor will be responsible for utilizing any systems used by the Division for work requests under the resultant contract. The Vendor will be required to update, complete, and close work requests and attach before and after pictures as necessary on a provided system.

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

Division Representative or designee. The Vendor(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 Vendor(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 contract as described herein, without further Board approval and in accordance with the Procurement Ordinance, as amended.

8. Invoicing and Markups

8.1 The 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 Vendor 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 contract, which is inclusive of labor, overhead, travel-related expenses, required reporting, and equipment used, excluding rental equipment, material, parts, and markup.

8.4 The Vendor 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 Vendor shall fully document and submit any requested adjustments 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 Division’s 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 Vendor 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 Division’s 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 Vendor 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).

VENDOR CHECKLIST

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