252666MR_Solicitation_Documents.pdf

INVITATION FOR QUOTES (“IFQ”) – PART I

IFQ Part I Revised 10/11/23 Page 1 of 4

IFQ #: 252666MR

IFQ TITLE: CRANE AND HOIST INSPECTION, MAINTENANCE & REPAIR

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive quotes on the date indicated in OpenGov Procurement (OpenGov), the County’s electronic procurement portal, for the purpose of selecting a Contractor to provide all necessary labor, transportation, material, parts, equipment and resources necessary to perform crane and hoist inspections, maintenance, and repair services for various Sarasota County Departments.

Offerors are required to comply with Part II, Scope of Services/Work Specifications.

OpenGov is located at https://procurement.opengov.com/portal/scgov

Do not submit a quote of more than $150,000.00 per project or per contract year. In the event no responsive and responsible quotes are received under the quote threshold, the County may elect to cancel this IFQ and re-solicit using another procurement method.

2.0 OFFEROR

2.1 For the purpose of this IFQ, the term “Offeror” is defined as the legal entity submitting the offer and/or identified on the electronic bid submittal.

2.2 Offerors intending to submit a bid as a joint venture with another company must provide documentation attesting to the formation of that joint venture with their bid submittal. For purposes of this solicitation, all vendors who make up the joint venture will be considered together as the Offeror.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Offeror must provide two (2) references demonstrating their experience providing crane and hoist inspection, maintenance, and repair services within the past seven (7) years preceding the submission deadline in OpenGov.

3.1.2. Only references submitted at the time of submittal in the format specified by the County will be used to verify qualifications have been met.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFQ, reference to any equipment, material, article or patented process, by trade name, brand name, make or catalog number, shall be regarded as establishing a minimum standard of quality and shall not be construed as limiting competition.

https://procurement.opengov.com/portal/scgov

IFQ Part I Revised 10/11/23 Page 2 of 4

4.2 If an offeror wishes to make a substitution in the specifications, the offeror shall furnish to the County the name of the manufacturer, the model number, and other identifying data and information necessary to aid the County in evaluating the substitution. Any such substitution shall be subject to County approval. Substitutions shall be approved only if determined by the County to be equivalent to the prescribed specifications.

4.3 To be considered, substitutions must be submitted to the Contact listed in OpenGov no later than the Question Submission deadline listed in OpenGov. Substitutions must be identified by brand name, number, manufacturer and model, and shall include full descriptive information, brochures, and appropriate attachments. The County shall respond via addendum in OpenGov indicating whether the substitution has been approved or denied.

4.4 A quote containing a substitution that has not been approved by the County shall be disqualified.

5.0 PRE-BID MEETINGS

All meetings and site visits will take place at the time, date, and location specified in the Solicitation Timeline in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

Refer to Submittal Instructions section in OpenGov for instructions on how to submit an offer. Offerors are advised to review the General Terms and Conditions of Solicitations which are available in OpenGov.

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All offerors must complete the required forms and information included in the Vendor Questionnaire section of OpenGov. Completed forms and other requested documents must be uploaded with offeror’s response in OpenGov. Offerors who fail to complete and upload required forms and documents or fail to provide responses to questions in the Vendor Questionnaire section of OpenGov may be found non-responsive.

7.2 Pricing

All offerors must complete the Pricing Table in OpenGov. Offerors who fail to fully complete the pricing proposal may be found non-responsive.

8.0 AWARD

8.1 It is the intent of the County to award a contract to the responsive and responsible offeror submitting the lowest total bid price. Unless otherwise noted, offerors must submit a price for every line item to be considered for award.

8.2 In the event of a tie, the IFQ tie-breaking procedures identified in the Sarasota County Procurement Manual will apply.

IFQ Part I Revised 10/11/23 Page 3 of 4

8.2.1. To be considered, tied offerors will be required to provide documentation certifying they have implemented a drug-free workplace program meeting the requirements stipulated in Section 287.087, Florida Statutes. Documentation must be provided within the time specified by the County at the time of request.

8.3 Preferences

Offerors wishing to be considered for Local Business Preference or American Business Preference must complete and submit a Local & American Business Certification Form with their submittal. The Local and American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this IFQ, preference shall be given to local businesses and American businesses in accordance with Section 2-215 of the Sarasota County Procurement Code.

Local and American business preferences do not apply in the award of this IFQ, due to Grant funding requirements.

8.4 In the event that no responsive and responsible quotes are received within the quote threshold, the County may elect to cancel the solicitation and re-solicit using the competitive sealed bid process.

8.5 Contract

A draft of the contract that the successful Offeror(s) will be expected to sign a Term Contract posted on the Procurement website, shown below.

The County may, in its sole discretion, select a different contract type or make revisions to the one referenced above following the recommended award of this solicitation.

https://www.scgov.net/government/procurement/contract-templates

9.0 PRICING

9.1 As applicable, all trip charges, mileage, vehicle charges, travel time and labor are to be included in the hourly rate. Only time on the job site may be charged.

9.2 As applicable, estimated usage for each item is listed on the bid form.

This is an estimated figure only and no guarantee is made or implied as to the actual quantities that will be acquired under resulting contracts.

Quantities listed herein are subject to increase or decrease during the term of the contract. In either occurrence, the Offeror will perform the work at the unit price as quoted. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the offeror

10.0 COUNTY WORKPLACE REQUIREMENTS

10.1 Smoking – Smoking is not permitted inside any County facility. Smoking is restricted to designated smoking areas outside a facility.

https://www.scgov.net/government/procurement/contract-templates

IFQ Part I Revised 10/11/23 Page 4 of 4

10.2 Parking – The offeror’s representatives shall abide by all parking restrictions. The offeror’s vehicles are subject to the same restrictions, limitations, fines and tickets as posted for any other vehicle. Where time limit restrictions exceed the required time to provide services, arrangements shall be made in advance.

10.3 Alcohol/Drugs – Service personnel under the influence of alcohol and/or non-prescription drugs are not permitted to work in County facilities.

Any person known or thought to be under these influences will be escorted off County property.

10.4 Security - The offeror must adhere to all Sarasota County security procedures. The offeror’s work force shall be made up of persons legally authorized to perform work in the United States. The offeror shall, at the County’s request, submit the following information for each of their employees: name, date of birth, social security number and green card (if applicable).

10.5 Identification - The offeror shall require all employees to visibly wear identification while on County property. Said identification shall contain a color photograph of the employee, the name of the employee and the name of the company. The offeror shall require all employees to wear a company uniform, which shall include the name of the employee and the company. Persons not conforming to this requirement may be denied access to the building. Denial of access does not alleviate the offeror’s responsibilities herein.

11.0 CONTINGENCY

Only applicable if this box is checked.

If during the performance of construction or repair work, an unforeseen circumstance occurs that triggers an additional expense, a contingency of up to 10% may be allowed provided the original quote plus contingency does not exceed $150,000. Any use of contingency funds is subject to the written approval of the County project manager, and any unused contingency shall not be paid out as a part of any final payment.

Part II

SCOPE OF SERVICES

Part II Page 1 of 7

1. OVERVIEW

The Contractor shall provide all necessary labor, transportation, material, parts, equipment and resources necessary to perform crane and hoist inspections, maintenance, and repair services for various Sarasota County Departments. Refer to Attachment 1 – Cranes by Location.

2. SCOPE OF SERVICES

A. All work to be performed shall comply with any applicable federal, state, and local laws, rules, regulations, ordinances, or policies in their most recent form, including but not limited to Occupational Health and Safety Administration (OSHA) standards and regulations, American Society of Mechanical Engineers (ASME) manual B30.2 most current revision, manufacturer’s instructions, and all federal and state laws and industry standards.

B. INSPECTION

i. Contractor shall document existing conditions (photographs or videos) of sites and equipment before commencing work. Contractor shall submit condition evidence to the County, via email, within 48-hours of request from the County.

ii. Upon request of the County and after evaluation of the Work Order (WO), Contractor shall perform initial tests as prescribed below, plus any other applicable tests indicated on the WO. All readings and observations shall be recorded by the tester:

a. Visual: A visual inspection shall be made to assess the general condition of the outside of the equipment for cracks, broken components, and missing parts.

b. Testing: Determine any probable cause of failure, if any, and document pre-service parameters to determine if work is required. Refer to Section C- TESTING for additional requirements.

c. Optional In-depth Inspection: May be requested by the County which shall include opening up/breaking down key components.

iii. During inspections the Contractor shall identify all deficiencies found and provide a Crane Component Condition Report (findings report), by location, to the County contact listed on the WO within five (5) business days of the inspection, unless otherwise listed herein.

Information contained shall include but not be limited to:

a. Crane make/model

b. Problems note

Part II Page 2 of 7

c. Critical nature of repair

d. Checks or measurements taken

iv. The Contractor shall provide, with the findings report, a price quotation, by location, for all repairs needed to bring the equipment to manufacturer’s operating standards. If the County elects to proceed with repairs, a WO (followed by a Purchase Order [PO]) will be issued detailing the approved work.

C. TESTING - At a minimum, Testing Services shall include the following:

i. OPERATIONAL

a. All cranes and hoists shall be tested to ensure compliance with manufacturer’s recommendation or industry standards to include hoisting and lowering, trolley travel, bridge travel, limit switches, locking and safety devices, checking cables, gearboxes, couplings, motors and their electrical leads and controls, including commutators, brushes, brush holders and bearings, any applicable load limiting or braking devices, gears, thrust bearings, sheaves, and pulleys, guide rails, limit switches, counterweights and any other components.

ii. TRIP TEST SETTING (ELECTRIC)

a. The trip setting of hoist limit switches shall be determined by tests with an empty hook traveling in increasing speeds up to the maximum speed. The actuating mechanism of the limit switch shall be located so that it will trip the switch, under all conditions, in sufficient time to prevent contact of the hook or hook block with any part of the trolley.

iii. HOIST LIMIT SWITCH

a. The upper limit switch of each hoist shall be tried out under no load. Extreme care shall be exercised: the block shall be “inched” into the limit or run in at slow speed. The hoist limit switch, which controls the upper limit of travel of the load block, shall never be used as an operating control. If the switch does not operate properly, Contractor shall remove the unit from service and provide a findings report along with a quotation for repair to the County within three (3) business days of inspection. The County will provide written approval prior to repairs being performed. The unit shall not be put back in service without written approval by the County.

iv. LOAD TESTING

Part II Page 3 of 7

a. Initial Load Test- Required for any existing overhead crane or hoist that does not have documented proof of previous load testing. The initial load test will be 125% of the desired rating.

b. Periodic Inspections- Each overhead crane or hoist shall be load tested at a minimum of 100% but not to exceed 125% of the rated load capacity.

c. Post-load-handling Component Repair or Replacement- Anytime an overhead crane or hoist load-handling component has been repaired or replaced, the overhead crane or hoist shall be load tested. The load test shall be a minimum of 100%, but shall not exceed 125% of rated capacity.

D. REPAIRS- Repairs shall be considered work outside of inspections or maintenance to return nonfunctioning equipment to the same operational state the equipment was in before failure.

i. Repair work shall be authorized by the County contact listed on the

WO, based on deficiencies found by the Contractor during inspections or upon County request. Contractor shall perform no work until receipt of purchase order from the County.

ii. A detailed quote with an estimate of repair costs shall be submitted to the department representative for all corrective work.

iii. Any unsafe conditions discovered during annual inspection shall be corrected before operation of the bridge crane/hoist is resumed.

Repairs shall be completed to ensure the correct functioning of components as approved by the County.

iv. Repair or replacement of parts shall be completed promptly after County approval for safe operation.

v. Only parts designed for the purpose they are being used, and warranted as new, may be used in the repair of the crane/hoist.

vi. The County reserves the right to have the original manufacturer or manufacturer’s representative perform repairs on equipment under warranty.

E. MAINTENANCE SERVICES- Maintenance Services performed by Contractor shall include but not limited to the following:

i. BRIDGE (if existing)

a. Check and add oil to the gear case; lubricate line shaft bearings;

check wheel wear; lubricate wheel gears and bearings; check bridge power conductors; check and adjust control operations.

Part II Page 4 of 7

ii. HOIST

a. Adjust holding brakes; check and add oil to gear case; lubricate upper sheaves; inspect rope drum or chain gear; lubricate wire rope or load chain; lubricate bottom block assembly; inspect hook and latch; check and adjust control operation; test and adjust limit switches.

iii. TROLLEY

a. Adjust brakes; check and add oil to gear cases; check condition of wheel wear; lubricate wheel gears and bearings; check and adjust trolley collectors; check and adjust control operation;

check and tighten all bolts.

iv. MISCELLANEOUS

a. Check and adjust runway power conductors; inspect pushbutton station functions and condition; provide general housekeeping cleaning.

b. Clean and fill gear cases on an annual basis.

3. NEW ASSET SERVICES QUOTE

A. The County may require services on a new County asset or require revisions to an existing asset due to equipment changes.

B. The County shall provide the Contractor with a New Asset Services Quote form, attached and incorporated herein as Attachment 2, when services for a new or revised asset are needed.

C. The Contractor shall have ten (10) calendar days from the date of County’s request to respond by completing and returning the New Asset Services Quote form to the County’s Administrative Agent or designee.

D. The New Asset Services Quote, if accepted by the County, shall be effective for the new or revised services for no longer than 120 calendar days while the County prepares a written amendment to the Term Contract to add or revise the asset at the price outlined in the New Asset Services Quote form.

4. CONTRACTOR RESPONSIBILITIES

A. Every Contractor crew must have at least one (1) employee on site who can effectively communicate in English with the County staff and with the general public.

B. Contractor will coordinate work so that there is minimal to no interruption to daily work at any location.

C. Contractor is responsible for any damage to County or third-party property caused by the Contractor or their employees. Restoration shall be made to the County’s satisfaction.

Part II Page 5 of 7

D. All Contractor’s vehicles shall have identification and be equipped with proper safety equipment as deemed required by transportation authorities.

5. ASSIGNMENT OF WORK

A. Service requests will be dispatched by the County by means of a telephone call or email, and a Work Order (WO) number will be issued.

This WO number must be referenced on all correspondence, including invoicing.

B. For repairs identified by inspections, the Contractor shall submit a written estimate within five (5) business days for approval by the County. All repair work must be authorized by the department representative in writing before work is started. Estimates shall include:

i. County WO number

ii. Itemized description of repair

iii. Timeline to complete repair

iv. Parts required, with cost and markup broken out

v. Estimated labor hours

6. RESPONSE TIME

A. Standard Services– Contractor shall verbally or by email respond to each request for Standard service within 24 hours of notification and have a schedule for inspection provided within five (5) business days.

B. Emergency Services – Contractor shall respond verbally or by email to each request for Emergency service within one (1) hour of notification and shall have a qualified person on-site within 24 hours of the initial notification.

7. HOURS OF WORK

Standard working hours are defined as Monday through Friday between 7:00 a.m. - 4:00 p.m., eastern time. Weekend and holiday work may be performed upon written approval of the County. No additional fee shall be considered for weekend and holiday work.

8. INVOICING

A. The Contractor shall only invoice at the rate listed in Pricing Table. All trip charges, mileage, vehicle charges, travel time, and labor shall be included in the rates listed in Pricing Table.

B. The Contractor's invoices for subcontracted services shall include a copy of the subcontractor's invoice to the Contractor. The cost of repairs completed by any third parties shall be paid on a cost “pass-thru” basis. Contractor shall charge the County the same invoice prices it is charged by its supplier.

Part II Page 6 of 7

A copy of the Contractor’s invoice from the supplier for parts shall be submitted with the invoice for payment.

C. Contractor’s invoices for parts and equipment shall include documentation clearly showing the total cost paid by the Contractor for the parts/materials and show the percent markup, if any, as listed on the Pricing Table. In cases where the Contractor manufactures its own parts, , the Contractor shall charge the County the lessor of:

a. The Contractor’s published price for the part, documentation of which shall be provided with associated invoices, or

b. The cost of materials and labor expenses to manufacture the part, plus no more than 10%. Documentation substantiating the price of the manufactured part shall be made available to the County upon request. The Contractor's Invoices shall include the PO and WO numbers.

9. SAFETY AND HEALTH

A. The Contractor shall always be in compliance with all current applicable health and safety standards of Sarasota County, the State of Florida, and the Federal Government and its regulatory agencies. Contractor shall maintain accurate records of all incidents on the WO site. Accidents on County property shall be documented in writing and reported immediately to the County’s Facility Supervisor named on the WO.

B. Work may be located in areas where potential exists for toxic and/or explosive gases. Contractor shall exercise proper standard operating procedures and caution when entering any confined space as well as securing the proper permits. Contractor shall be responsible for following federal guidelines for regulations and standard operating procedures when working in confined spaces.

10. WARRANTY

All work and materials provided by Contractor shall be fully warrantied from the date of County’s acceptance of the work for a period of one (1) year, or for the standard warranty period provided by Contractor or by the materials manufacturer, whichever is greater.

11. SUBCONTRACTING

A. Contractor shall perform all maintenance services without the assistance of a subcontractor, which includes shop/in field technician work.

B. Subcontractors shall be permitted, but not limited to, the following:

i. Pulling or installing equipment (including crane work).

ii. Work relating to UL 674 Certification for Electric Motors and Generators for use in Hazardous Locations.

C. Any use of subcontractors shall be approved in writing, in advance by the

Part II Page 7 of 7

County.

D. The Contractor shall be reimbursed for the actual cost of the subcontractor’s work.

12. COUNTY WORK MANAGEMENT SYSTEM

A. The County utilizes Maximo, a computer-based work management system (WMS). Contractor may opt to utilize the County’s WMS via an internet website for interacting with work orders and reporting performance.

B. Contractor may elect to attend a WMS training session provided by the County to learn how to properly use the County’s WMS to access work orders and report performance. This training session is expected to last no longer than four hours. The costs associated with training and utilization of the WMS shall be considered overhead and incidental to the contract.

The County will not pay Contractor for attending WMS training.

C. Contractor is not required to purchase or install software to utilize the County’s WMS. If utilizing the County’s WMS, Contractor shall maintain computing equipment with the following minimum specifications:

i. Hardware: Any tablet or personal computer running IOS 8 or Windows 7 or later.

ii. Software: Safari or Chrome.

iii. Internet: High speed internet connection & power source.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 1 of 2

CONTRACTOR’S INSURANCE

Contractor shall, on a primary basis and at its sole expense, maintain in full force and effect, at all times during the life of this Contract, insurance coverage (including endorsements) and limits as described herein. These requirements, as well as the County’s review or acceptance of insurance maintained by Contractor, are not intended to and shall not in any manner limit or qualify the liabilities or obligations assumed by Contractor under this Contract.

Insurance requirements itemized in this Contract and required of the Contractor shall extend to all subcontractors to cover their operations performed under this Contract.

The Contractor shall be responsible for any modifications, deviations, or omissions in these insurance requirements as they apply to subcontractors.

Insurance carriers providing coverage required herein must be licensed to conduct business in the State of Florida and must possess a current A.M. Best’s Financial Strength Rating of A- Class VII or better.

Each insurance policy required by this Contract shall apply separately to each insured against whom claim is made and suit is brought, except with respect to limits of the insurer’s liability.

The Contractor shall be solely responsible for payment of all premiums for insurance contributing to the satisfaction of this Contract and shall be solely responsible for the payment of all deductibles and retentions to which such policies are subject.

Contractor shall furnish Certificates of Insurance to the County Administrative Agent evidencing the types and amounts of coverage, including endorsements, required by this Contract prior to commencement of work and prior to expiration of the insurance contract, when applicable. Such Certificate(s) of Insurance shall, to the extent allowable by the insurer, include a minimum thirty (30) day notice of cancellation (10 days for non-payment of premium) or non-renewal of coverage. Notwithstanding these notification requirements, the Contractor will be required to provide County with 5-day prior written notice of any policy cancellation or non-renewal.

The County reserves the right to review, modify, reject, or accept any required policies of insurance, including limits, coverage, or endorsements, herein from time to time throughout the term of this Contract. County reserves the right, but not the obligation, to review and reject any insurer providing coverage due to its poor financial condition or failure to operate legally.

A. WORKERS’ COMPENSATION: Contractor agrees to maintain Workers’ Compensation insurance in accordance with Florida Statutes, Chapter 440.

Employers Liability to be included with a minimum limit of $100,000.00 per accident/per disease/per employee. If work is to be performed over or adjacent to navigable water and involves maritime exposure, applicable LHWCA, Jones Act, or other maritime law coverage shall be included.

PART III – INSURANCE REQUIREMENTS

Insurance Template 1 Revised 05/13/16 Page 2 of 2

In the event the Contractor has “leased” employees, the Contractor or the employee leasing company must provide evidence of a Workers’ Compensation policy for all personnel on the worksite.

Contractors who are exempt from Florida’s Workers’ Compensation law must provide proof of such exemption issued by the Florida Department of Financial Services, Bureau of Workers’ Compensation.

B. COMMERCIAL GENERAL LIABILITY: Contractor agrees to maintain Commercial General Liability per ISO form CG0001 or its equivalent, including but not limited to coverage for premises and operations, personal injury, products & completed operations, liability assumed under an insured contract, and independent contractors with limits of not less than $1,000,000.00 each occurrence, $2,000,000.00 aggregate covering all work performed under this Contract. Contractor agrees to endorse Sarasota County Government as an additional insured on the Commercial General Liability coverage.

C. BUSINESS AUTOMOBILE LIABILITY: Contractor agrees to maintain Business Automobile Liability with limits not less than $500,000.00 combined single limit for each accident covering all Owned, Non-Owned & Hired automobiles used in the performance of this Contract. In the event Contractor does not own automobiles, Contractor agrees to maintain coverage for Hired & Non-Owned Auto Liability, which may be satisfied by way of endorsement to the Commercial General Liability policy or separate Business Auto Liability policy.

If the Contractor is shipping a product via common carrier, the contractor shall be responsible for any loss or damage sustained in delivery/transit.