25-8523_Invitation_to_Bid_(ITB)_Template_1.pdf

(Template Version 1)

COLLIER COUNTY

BOARD OF COUNTY COMMISSIONERS

INVITATION TO BID (ITB)

FOR

BYPASS PUMP PREVENTATIVE MAINTENANCE, REPAIR

AND REPLACEMENT

SOLICITATION NO.: 25-8523

EMILY JACKSON, PROCUREMENT STRATEGIST

PROCUREMENT SERVICES DIVISION

3295 TAMIAMI TRAIL EAST, BLDG C-2

NAPLES, FLORIDA 34112

TELEPHONE: (239) 252-8947

Emily.jackson@collier.gov (Email)

SOLICITATION PUBLIC NOTICE

INVITATION TO BID (ITB)

NUMBER:

25-8523

PROJECT TITLE: BYPASS PUMP PREVENTATIVE MAINTENANCE, REPAIR

AND REPLACEMENT

PRE- BID MEETING: N/A

LOCATION: PROCUREMENT SERVICES DIVISION, CONFERENCE ROOM

A, 3295 TAMIAMI TRAIL EAST, BLDG C-2, NAPLES, FLORIDA

34112

DUE DATE: February 9, 2026 @ 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/portal/collier-county-fl.

INTRODUCTION

As requested by the Public Utilities Wastewater 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 Bidders in accordance with the terms, conditions and specifications stated or attached. The Bidders, at a minimum, must achieve the requirements of the Specifications or Scope of Work stated herein. All references to “Bidder” are also referred to as “Contractor” and “Vendor.”

Historically, County departments have spent approximately $45,000; however, due to Hurricane Ian, the County spent approximately $14M in 2022.

BACKGROUND

The Public Utilities Department has various bypass pumps throughout Collier County which are in need of preventative maintenance, repairs and replacements. The bidder shall, at a minimum, be able to achieve the scope of work listed in this solicitation.

TERM OF CONTRACT/AGREEMENT

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

Prices 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 the County Manager’s designee, may extend the contract under all the terms and conditions contained in the awarded contract for up to one hundred and eighty (180) days. The County Manager or designee shall give the Contractor written notice of the County's intention to extend the contract term prior to the end of the contract term then in effect.

FEMA funding may be used, in part, in support of this procurement.

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

AWARD CRITERIA

ITB award criteria are as follows:

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

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

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

• Lowest Total Bid

Collier County reserves the right to select one, or more than one, Bidder 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 Primary, Secondary and Tertiary

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 Public Utilities Department is seeking qualified Vendors to provide the required routine, preventative maintenance, repair services, and replacements for bypass pumps. Each bypass pump has its own operating manual and specific maintenance requirements to maximize the lifespan of the equipment. All-inclusive hourly rates of the Site Superintendent, Supervisor, and Service Technician shall be provided on the attached Bid Schedule. These rates shall include any travel related expenses, equipment, and labor (excluding sub-contracting).

1. LOCATIONS

The following list is an example of locations that will need service, the County maintains a fleet of fixed and portable bypass pumps:

Station Name Address

Station Name Address

101.12 10861 8th St 179.05 Kingfisher Loop

101.13 9951 8th St 301.01 32 Cheyenne Trail

101.14 9455 8th St 302.00 6000 Rattlesnake Hammock Rd

103.00 2323 Piper Blvd 302.09 5152 Rattlesnake Hammock Rd

104.05 7096 Mill Pond Cir 302.70 Rattlesnake Hammock Rd. East

107.00 10015 Heather Ln 303.00 3557 Bayshore Dr

109.00 6650 Watergate Way 303.04 2503 Weeks Ave

151.00 2016 Bent Tree Ln 304.00 3494 Thomasson Dr

158.00 5605 Strand Blvd 312.24 3925 Tollhouse Dr

167.00 15430 Collier Blvd 318.45 Manatee Rd

168.14 Addison Place 318.46 Bella Tesoro

172.02 Wildflower Cir 406.05 2466 Orchard St

179.04 3716 Helmsman Dr

1.1. The locations included herein are for informal purposes only. Project Manager may add or remove pumps and/or locations by informing the Vendor via email.

2. PREVENTATIVE MAINTENANCE, REPAIRS, CALIBRATION & CERTIFICATION

2.1. Preventative Maintenance (PM) will be conducted on all bypass pumps in accordance with the manufacturers’ recommendations and industry standards.

2.2. For each site visit, the awarded Vendor will provide a bypass pump service report. The report should include the following:

• Remarks for each bypass pump inspection

• Recommend repairs, if applicable

• Site name and address

• Equipment make, model, serial number, and County Asset ID (if applicable)

The bypass service report must be completed and submitted by the Vendor to the County Representative upon preventative maintenance completion or within three (3) business days if repairs are recommended.

Note: Failure to provide the completed, signed and dated report may delay the Vendor’s payment.

2.3. The Vendor must provide a master schedule for preventative maintenance activities.

2.4. Should the repairs cost less than $5,000, the Vendor shall proceed with the repair/replacement upon verbal or written approval by the County Representative.

2.5. Should recommended repairs be equal to or exceed $5,000 while performing preventative maintenance activities, the Vendor shall provide a quote via email within three (3) business days from the date of the preventative maintenance. Labor rates and allowable markup must be billed as listed on the Vendor’s Bid Schedule.

2.6. Bypass pumps may be subject to inspection by regulatory agencies. The Vendor is required to provide the required maintenance records to the County Representative via email, upon request. Records must be maintained by the Vendor for a minimum of three (3) years from the date of service or per the Exhibit I Federal Contract Provisions and Assurances, when applicable, including time beyond the termination or expiration of the awarded contract.

2.7. Should the Vendor need to hire a subcontractor, the subcontractor charges may be invoiced at the original cost plus 15% markup. A copy of the subcontractor’s invoice shall be required with the vendor’s invoice.

2.8. The Vendor shall perform a joint inspection with the County Representative upon completion of all work, unless waived by the County Representative. The work shall not be deemed complete until all requested documentation has been provided to the County Representative.

2.9. The Vendor may only invoice for actual time at the job site. The County Representative will review and confirm the charges. Travel and related travel expenses will not be accepted.

2.10. At a minimum, the Vendor shall have on staff certified diesel engine repair technicians as well as staff with appropriate certification in bypass pump repair.

2.11. Additional time may be approved in writing or verbally from the County Representative.

3. EQUIPMENT & PARTS

3.1. All equipment and parts provided and installed by the Vendor under the awarded contract must be new, free from defects, and may require approval from the County Representative prior to installation.

3.2. At a minimum, replacement parts and/or maintenance materials shall be based on the manufacturer’s recommendations.

3.3. Equipment and/or parts may be invoiced at the original cost plus 10% markup (markup does not apply to shipping or freight charges). Equipment or parts with a single item amount of $1,000.00 or more shall require the vendor to provide backup documentation.

3.4. Should the Vendor need to rent equipment to complete the project for repairs, preventative maintenance, or replacement, rental charges may be invoiced at the original cost plus 5% markup. A copy of the rental receipt showing the original cost shall be required with the Vendor’s invoice.

3.5. If repairs cannot be completed within twenty-four (24) hours, a temporary bypass system shall be provided upon the request of the County Representative. If the temporary bypass system is not included in the vendor’s fleet, a 5% equipment markup may be applied to the rental invoice.

4. ASSIGNMENT OF WORK

4.1. The Vendor shall provide a company contact name, phone number and email address for all requests and shall be available twenty-four (24) hours per day, 365 days per year.

4.2. If the Primary Vendor does not respond in the required time period for response, the County Representative may solicit the Secondary Vendor and then the Tertiary Vendor.

4.3. The County Representative will issue a Purchase Order. No work shall be performed until the vendor is in receipt of an approved Purchase Order.

4.4. A Purchase Order shall survive contract expiration to allow completion of an order.

5. WORK HOURS

5.1. Normal business hours shall be 7:00am to 5:00pm, Monday through Friday, excluding County observed holidays. Requests outside of normal business hours shall follow the Urgent Response attached herein.

6. RESPONSE TIMES

6.1. Normal Request

• The Vendor shall acknowledge a quote request via email or phone call within one (1) business day from the time the County Representative issued the request.

• The Vendor shall provide a written quote to the requestor via email within three (3) business days of receiving the initial request from the County Representative.

• The County Representative may request that the Vendor shall start work within two (2) business days after a valid Purchase Order has been e-mailed to the Vendor by the County Representative.

6.2. Urgent Request

• The Vendor shall acknowledge an urgent request via email or phone call within one (1) hour of the request being sent by the County Representative.

• The Vendor shall be on-site within three (3) hours. A response time that exceeds the three (3) hours must be approved by the County Representative.

• The Vendor shall be paid time and one half the hourly rate for urgent requests regardless of the day or time the work is performed.

6.3. If the Primary Vendor fails to respond within the required response times for either Normal or Urgent requests, the County Representative will request services from the Secondary and then the Tertiary vendors. If all vendors fail to perform the work, the County Representative reserves the right to seek services outside of the contract.

6.4. Additional time may be approved in writing or verbally by the County Representative.

7. PERMITS

7.1. The Vendor shall be responsible for permit submissions, unless otherwise instructed in writing by the County Representative. Permit fees will be reimbursed at the original cost; no mark-up shall be allowed.

Supporting documentation showing the permit fee paid must be included with the Vendor’s invoice.

7.2. If the work requests warrants engineering services, the Vendor must use a licensed Engineer with all applicable certifications to complete the project.

8. SAFETY

8.1. The awarded Vendors shall comply with all Occupational Safety and Health Administration (OSHA) as well as any applicable federal, state and county regulations while performing work under the resultant Contract. Vendors 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 service areas.

8.2. Barricades shall be provided and utilized by the Vendor when work is performed in public areas, or when deemed necessary by the County Representative, at no additional cost to the County.

8.3. Hazardous conditions shall be immediately reported to the County Representative.

9. PRICE ADJUSTMENT

9.1. Any requested fee adjustment shall be fully documented and submitted to the County Representative no less than thirty (30) days prior to the Contract anniversary date. Any approved fee adjustments shall become effective as of the anniversary date or upon Board approval.

9.2. The Procurement Director or designee has the authority to approve price adjustments in accordance with the Procurement Ordinance, as amended. Price increase requests are not guaranteed. If approved, the Vendor will be notified in writing with the effective date of any approved price increases.

9.3. The County may, after examination, refuse to accept the adjusted rates if they are not properly documented, or considered to be excessive, or if decreases are considered to be insufficient. In the event the County does not wish to accept the adjusted rates, and the matter cannot be resolved to the satisfaction of the County, a contract termination will be processed.