25-8406_Invitation_to_Bid.docx

Procurement Services Division

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

PAINT AND RELATED ITEMS

SOLICITATION NO.: 25-8406

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.

ITB XX-XXXX “Title”

SOLICITATION PUBLIC NOTICE

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 Facilities Management 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 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.

Historically, County departments have spent approximately $675,380.00 over the term of the current agreement(s); however, this may not be indicative of future buying patterns.

BACKGROUND

The Facilities Management Division is responsible for maintaining both the exterior and interior of county-owned buildings, which requires the use of paint and related items. The Division is seeking to award contracts to qualified vendors to supply paint and related items on an as-needed basis for various repair and renovation projects of varying scope and size.

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. Percentage discounts shall remain firm for the initial term of the awarded 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 Agreement under all the terms and conditions contained in this Agreement for up to one hundred eighty (180) days. The County Manager, or designee, shall give the Vendor 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 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 the 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 Vendor, the County will select the Vendor with the lowest price as outlined below:

· Lowest Total Bid

· Collier County reserves the right to select one or more awards 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, Secondary & Tertiary awardees

· Should the Primary Vendor not be able to provide the services within the requested time as indicated at the time of order, the Division reserves its right to move to the Secondary, as necessary. If the Secondary Vendor cannot provide the services within the requested time, the Division reserves its right to move to the Tertiary, as necessary. The County reserves the right to seek services outside of the contract if the Primary, Secondary, or Tertiary 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 paint and related items to County departments/divisions on an as-needed basis.

1. Products

1.1. General Requirements

1.1.1. All bidders must provide a percentage discount off the Vendor’s retail pricing list for each paint and coating category, which shall include each container size, quart, gallon, 5-gallon, etc., offered at retail price under each category listed in the bid schedule and as noted in Section 1.2.

1.1.2. All bidders shall specify the paint or coating manufacturer and corresponding Vendor’s catalog number in the ‘Manufacturer’ and ‘Paint #’ column of the bid schedule.

1.1.3. The paint and coating offered must be the top-tier product line from the stated manufacturer.

1.1.4. The County may request product samples for testing at no cost to the County.

1.2. Paints and Coatings - Product Categories represented below are the general categories of paint commonly used by the County and include all products that fall within each category.

1.2.1. Architectural Paints & Coatings, including but not limited to Interior & Exterior Paints, Primers, Wood Stains & Finishes, Sealcoats/Topcoats, and Varnishes for various surfaces.

1.2.2. Industrial Paints & Coatings, including but not limited to Paints, Primers, Concrete & Masonry Products, and Aerosols for various surfaces.

1.2.3. Specialty Paints & Coatings, including but not limited to Additives, Adhesives, Aerosols, Asphalt, Caulk & Sealants, Cleaners, Colorant, Epoxy, Enamels, Glosses, Grass Marking, Patch & Repair, Porch/Garage Paints, Stripper/Removers, Concrete & Masonry Products, Thinners, Waterproofing, etc.

1.2.4. Automotive Paints & Coatings, including but not limited to Additives, Cleaners, Clearcoats, Hardeners, Primers, Reducers, Solvents, Thinners, Toners, Undercoats, etc.

1.3. Related Items

1.3.1. Supplies shall encompass a comprehensive range of materials, tools, and equipment essential for painting, surface preparation, and related tasks. This includes, but is not limited to, various types of applicators, protective coverings, paint brushes, drop cloths/tarps, liners, pails/buckets/trays, sandpaper and abrasives, paint tapes, rags, adhesives, and cleaning materials necessary to ensure efficient and professional execution of work. All supplies shall be of commercial-grade quality, suitable for professional use, and compliant with industry standards and project specifications.

1.3.2. Equipment and accessories shall encompass a broad range of tools, machinery, and devices essential for painting, surface preparation, and related tasks. This includes, but is not limited to, application tools, power-operated devices, lifting and access equipment, and safety apparatus to facilitate efficient and professional execution of work. All equipment shall be of commercial-grade quality, suitable for professional use, and compliant with industry standards and project specifications.

2. Delivery, Pick up, and Return

2.1. Unless otherwise requested, orders will be picked up and returned by the County.

2.2. If delivery is requested, the Vendor’s delivery driver shall unload the items at the agreed-upon delivery location between 7:30 AM and 4:00 PM Monday through Friday, excluding weekends and County observed holidays.

2.3. Orders with requested delivery shall be completed within three (3) business days after electronic receipt of the order placed by the Division Representative or designee.

2.4. The Vendor shall pick up or accept the return of any items within three (3) business days of receiving a notification indicating something was incorrectly shipped, ordered, or delivered in an unsafe or damaged condition, at no cost to the County.

2.5. Delivery charge on the bid schedule shall encompass all locations within the County.

3. Minimum Requirements

3.1. The Vendor must maintain an established retail location with a service counter within ten (10) miles of the Collier County Government Complex, located at 3301 Tamiami Trail E., Naples, FL 34112.

4. Records and Documentation

4.1. Safety Data Sheet: Vendor shall provide a Safety Data Sheet (SDS) for all paint purchases at the time of purchase or delivery, as required by applicable federal, state, or local laws.

5. General Information

5.1. No minimum order quantities shall apply.

5.2. Warranty

5.2.1. The Vendor shall provide the full manufacturer’s warranty against defects on all paint and related items furnished. The warranty shall start on the date of the delivery, if applicable, and acceptance by the County.

5.3. The County shall receive any additional discounts, specials, or promotions offered by the Vendor during the term of the awarded agreement if they result in a lower cost to the County.

6. Invoicing and Markups

6.1. Each invoice must include a purchase order number. Invoices shall be itemized and detailed, including the manufacturer, material ordered, unit of measure, quantity ordered, retail list price, county price, and the percentage off.

6.2. The work order/task number shall appear on each invoice if applicable.

6.3. The vendor shall be responsible for providing and maintaining its current published retail list price on its website, in a published catalog, or by other methods that the County, at its sole discretion, has authorized for use, and at no cost to the County. This ensures that County staff can verify the applicable discounted pricing.

6.4. Verification of the retail list price, as outlined in Section 6.3, will only be required for individual line items with an extended total of $100 or more. If the retail list price is not verifiable through the sources specified, the vendor shall provide the retail list price documentation.

6.5. No sales transactions shall occur without either a valid purchase order number (including blanket purchase orders previously provided to the vendor) or a Collier County Purchasing Card being presented at the time of purchase.

7. Price Modifications

7.1. The Vendor should notify the County in writing via email within two (2) weeks of a retail list price change.

7.2. Vendor’s retail list price changes shall not affect the agreed-upon discount percentages.

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).

Collier County Sheriff’s Office (CCSO) Get Fingerprinted: The CCSO requires separate fingerprinting prior to work being performed in any of its locations. The Vendor 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)*** image1.png