25-8392_Solicitation.pdf

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

INSTRUMENT CALIBRATION, REPAIR, AND REPLACEMENT

SERVICES

SOLICITATION NO.: 25-8392

RITA IGLESIAS, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-1033

Rita.Iglesias@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: 25-8392

PROJECT TITLE: INSTRUMENT CALIBRATION, REPAIR, AND REPLACEMENT SERVICES

PRE- BID MEETING: N/A

LOCATION: N/A

DUE DATE: August 8, 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/portal/collier-county-fl.

INTRODUCTION

As requested by the Public Utilities Division (hereinafter, the “Division or Department”), 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 Contractors in accordance with the terms, conditions and specifications stated or attached. The Contractor, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated.

BACKGROUND

Collier County Public Utilities Department is responsible for maintaining various types of instrumentation throughout the County for Water, Wastewater and Irrigation Quality (IQ) facilities, including but not limited to, plants, booster stations, well fields, master pump and lift stations. In order to maintain the integrity and continuous operations of these various instruments, the County is soliciting Contractors to provide instrument calibration (or revalidation), repairs and replacement services for planned and urgent work.

Historically, the County has spent approximately $100,000 annually; however, this may not be indicative of future buying patterns.

TERM OF CONTRACT

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

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

Surcharges and/or travel expenses 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 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 Contractor’s submittal prior to the award of the solicitation.

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

https://procurement.opengov.com/portal/collier-county-fl

For the purposes of determining the winning bidder, the County will select the Contractor with the lowest Total Line Item cost for each Category listed below:

Contractors may bid on one or multiple Categories.

o CATEGORY A - Analyzers o CATEGORY B - Flow Meters o CATEGORY C - Level Control o CATEGORY D – Pressure Calibration

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

o Award a Primary and Secondary Contractor per Category

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

DETAILED SCOPE OF WORK

This solicitation seeks to establish Contractor(s) to provide instrument calibration (or revalidation), repair and replacement services for planned and urgent work.

Provided in this solicitation is a reference Exhibit A “Instrument Manufacturer List” for a list of manufacturers currently being used at the County. This list is for reference only and may change as the utility system evolves.

Should the Primary Contractor not be able to perform the services or fails to under the resultant contract requirements, the County may move to the Secondary Contractor. Secondary Contractor shall assume all duties and responsibilities of the Primary Contractor. The County reserves the right at any time to use other Contractors for the services described by requesting additional quotes from other Contractors, per the Procurement Ordinance, as amended.

The Contractor and employees shall comply with all Occupational Safety and Health Administration (OSHA) safety standards, rules and regulations, as well as all applicable Federal, State and local laws and regulations. The Contractor will supply all required safety equipment and employees who have completed a training class conforming to OSHA Confined Space Standard 29 CFR 1910.146 for performing work in confined space areas where applicable.

The Contractor and employees shall keep the work site area free of debris and trash.

1. Calibration/Revalidation Services

The Contractor(s) shall be required to provide annual, biannual, monthly, weekly and as-needed instrument calibrations, to be performed per the manufacturer and industry specifications for the instruments that will be calibrated.

The table below is provided herein as a reference and includes the quantity, category of instrument, and frequency of calibration required for the instruments. The quantities and categories are subject to change as the utility system evolves. The County will provide updated information to the Contractor as required.

After the award is made, the Contractor shall submit its proposed calibration schedule to the County for approval.

Line Item Category Annual As Needed Monthly Quarterly Semi-Annual Weekly Grand Total

1 Analyzer 30 6 20 20 12 15 103 2 Flow Meter 27 215 32 274 3 Level Control 7 16 23 4 Pressure 13 26 39

77 221 20 20 86 15 439

Calibration Frequency - total number per Category

Grand Total

The Contractor shall ensure that a certified calibration technician performs the calibration services. The Contractor shall furnish proof of the technician’s certification upon the request of the County.

After the award is made, the Contractor will submit, example(s) of their calibration form(s) for each of the four (4) categories of instruments as listed above. The calibration forms should meet or exceed State and local requirements for validation.

The Contractor shall report any instrument performance issues immediately to the appropriate County Representative. The report shall be in writing describing the issue and digital images shall be included to support the issue as appropriate.

The Contractor shall provide within fourteen (14) calendar days after the service, a calibration certificate with each calibration to include the following information: serial number, manufacturer, location and all valid National Institute of Standards and Technology (NIST) traceable documentation concerning the measurement and test equipment used in the instrument calibration.

1.1 Price Methodology and Invoicing for Calibration/Revalidation

The calibration and revalidation will be performed at the Unit Price submitted on the Bid Schedule. The Unit Price for Calibration /Revalidation will be inclusive of labor, materials parts, equipment, travel and all necessary resources needed and any required certification reports.

A confined space entry fee may be added in addition to the Unit Price for calibration/revalidation services, as appropriate.

The invoice shall reference Purchase Order number, facility, instrument location, category of the instrument and unit price (as referenced on the Bid Schedule), date the calibration / revalidation was completed.

2. Repairs and Replacement Installation Services

The Contractor shall provide all labor, tools, materials, travel, equipment, and safety items necessary to perform repairs and replacements of various types of instruments. This includes compliance with all confined space requirements, as applicable.

Repair and replacement services may include, but are not limited to: on-site repairs, removal, pick-up and delivery, replacement, disassembly, provision of loaner equipment, inspections, condition reports, failure analysis, equipment start-up and training, and calibration or revalidation with factory-approved certification documentation, including test results and the inspection and reporting requirements described below. Specifications for any loaner equipment must be submitted with the quote and approved in writing by the appropriate County Representative.

Inspection The Contractor shall inspect and test the instruments and related components for electrical, mechanical, and physical defects. This includes checking support structures, conduits, grounding, electrical panels, cabinet locks, paint condition, and any other issues that may affect equipment reliability.

Reporting The Contractor shall identify the cause of failure and provide a written report detailing findings, test results, and measurements. A formal repair quote must be submitted using the pricing in the Bid Schedule. This quote must include a written recommendation, with justification, on whether the equipment should be repaired or replaced. This information must be submitted to the appropriate County Representative.

Within five (5) business days of installation the Contractor must provide all manufacturer documentation related to installation, maintenance, programming, specifications, testing, OEM and calibration certifications.

Start-Up and Training Start-up and training must be provided upon request by the County following the initial inspection.

Repair Timeline . All repairs must be completed within the timeframes outlined in Section 3 (Response Time), unless a written extension is granted by the appropriate County Representative. This written approval must be signed, dated, and submitted with the invoice.

Parts and Calibration All replacement parts must meet or exceed OEM specifications. Calibration or revalidation must be completed and results provided to the County within five (5) business days after each repair or replacement.

2.1 Price Methodology and Invoicing for Repairs and Replacement Services

The repairs and replacement work shall be quoted per the pricing structure on the Bid Schedule.

Markup for equipment, parts, and supplies shall not exceed 15%. Copies of purchase receipts for individual items exceeding $500.00 must accompany the Contractor’s invoice submitted to the County for payment.

A confined space entry fee may be added to the quote for repairs and replacements, as appropriate.

The markup shall be limited to 10% for subcontractor fees. Subcontractor fees must be in accordance with the Bid Schedule or lower.

A copy of the subcontractor quote or invoice must accompany the Contractor’s invoice submitted to the County for payment.

The invoice shall reference the Purchase Order number, facility, instrument location, and category of the instrument (as listed on the Bid Schedule). The date of completion and whether the service was for a repair and/or replacement instrument(s). If the work was requested as urgent, this should be noted on the invoice. The invoice should clearly show costs as well as total hours multiplied by the hourly rate as listed on the Bid Schedule. Documentation supporting the invoice charges such as receipts/subcontractor invoices or quotes, proof of list price, County signed and dated approvals for urgent work shall be attached to the invoice.

3. Response Time:

Normal business hours: Monday-Friday, 7:00 am-5:00 pm, except for County observed holidays.

Non-Urgent (during normal business hours)

• The Contractor shall respond via phone call and/or email within two (2) hours after the request from the County has been sent.

• An inspection and written repair estimate/quote report shall be provided to the County within three (3) business days after the initial request from the County was sent.

• Repairs shall be completed within three (3) business days after the issuance of an approved Purchase Order unless additional time is approved in writing.

Urgent (outside of normal business hours)

• Awarded Contractor(s) shall provide an urgent phone number to the County. The Contractor(s) shall update the County if this phone number should change. An employee of the Contractor(s) shall be available to return urgent calls 24 hours per day, 365 days per year.

• The Contractor shall respond via phone call and/or email within thirty (30) minutes after the request from the County has been sent.

• An inspection and written repair estimate report shall be provided to the County within twenty-four (24) hours after the request from the County was sent. A notation shall be made on the report clearly stating “Urgent” work.

• Repairs shall be completed within twenty-four (24) hours after the issuance of an approved Purchase Order unless additional time is approved in writing.

4. Warranty:

The Contractor shall warranty all repairs/replacements performed by the Contractor, including material and workmanship, to operate within acceptable levels (as determined by the County) for a period of at least one (1) year from the date of the completed repair/replacement. Any repaired/replaced equipment by the Contractor that fails to operate accordingly for the duration of the warranty period shall be repaired or replaced by the Contractor without any additional cost to the County. The Contractor shall furnish, without cost to the County, all parts and labor necessary to complete a warranty repair.

5. Assignment of Work:

The County will issue a Purchase Order (or blanket purchase order). No work shall be performed until the Contractor is in receipt of an approved Purchase Order.

A Purchase Order shall survive the Contract expiration to allow work to be completed. Blanket Purchase orders do not survive the Contract. No new services will be requested after the expiration of the Contract.

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 which period of time, eg. 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 provide the information to assess the experience of the Proposer on relevant project work.