252700CG_Solicitation_Documents_3.5.25.pdf

INVITATION FOR BIDS (“IFB”) - PART I

ADDENDUM 1

IFB Part I Revised 10/11/23 Page 1 of 5

IFB #: 252700CG

IFB TITLE: LIQUID PUMPING SYSTEM SERVICES

1.0 PURPOSE

Sarasota County (“County”), a political subdivision of the State of Florida, will receive bids on the date indicated in OpenGov Procurement (“OpenGov”), the County’s electronic procurement portal, for the purpose of selecting a supplier to provide preventative maintenance, repairs and installation services for liquid pumping systems and related equipment and controls at Sarasota County owned or maintained sites as stated herein.

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

2.0 BIDDER

2.1 For the purpose of this IFB, the term “Bidder” (also identified as “Offeror”) is defined as the legal entity submitting a bid and/or identified on the electronic bid submittal.

2.2 Bidders 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 Bidder.

2.2.1. Bidders proposing to engage in construction contracting as a joint venture or partnership must apply for registration with the State of Florida, Department of Business and Professional Regulation and any other state or local licensing agencies, as required by Florida State Statute 489.119, prior to the date bids are due.

3.0 QUALIFICATIONS

3.1 Required Experience

3.1.1. Bidder must provide verifiable commercial, industrial, or governmental references demonstrating their experience within the past 7 years preceding the submission deadline in OpenGov providing the following services for liquid systems.

A minimum of 2 references are required.

a. Preventative Maintenance

b. Repairs

c. Installation

3.1.2. A single reference may be used to verify multiple

requirements. Each criterion in 3.1.1. a. – c. must be met twice among the references provided. Only references submitted at the time of bid submittal in the format specified

IFB Part I Revised 10/11/23 Page 2 of 5 by the County will be used to verify qualifications have been met.

3.2 Required Licenses/Certifications

3.2.1. Bidder must have a General Contractor or a Plumbing

Contractor license issued by the Department of Business and Professional Regulation Construction Industry Licensing Board by the State of Florida, pursuant to Florida Statutes Chapter

489. Required license(s) must be active at time of bid opening.

Required certification(s) must be achieved prior to bid opening.

3.2.2. Failure to submit proof of required licenses or certifications with bid submittal may result in bidder being declared non-responsive.

4.0 ALTERNATES

4.1 Unless otherwise specifically provided in Part II of this IFB, 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.

4.2 If a bidder wishes to make a substitution in the specifications, the bidder 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 Procurement 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 bid 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 posted in OpenGov.

6.0 SUBMITTAL INSTRUCTIONS

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

IFB Part I Revised 10/11/23 Page 3 of 5

7.0 SUBMITTAL DOCUMENTS

7.1 Vendor Questionnaire

All bidders 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 bidder’s response in OpenGov. Bidders 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 bidders must complete the Pricing Table attached to this solicitation as an Excel file. Bidders who fail to fully complete the Pricing Table, in the format provided, and submit the completed Pricing Table with their bid 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 bidder submitting the lowest total bid price. Unless otherwise noted, bidders must submit a price for every line item to be considered for award.

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

8.2.1. To be considered, tied bidders 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

Bidders 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 & American Business Certification Form can be found in the Vendor Questionnaire section of OpenGov.

In awarding this bid, 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 bid due to grant funding requirements

8.4 Contract

A draft of the contract that the successful bidder(s) will be expected to sign (a Term contract) is posted on the Procurement website shown below. The County may, at its sole discretion, select a different contract

IFB Part I Revised 10/11/23 Page 4 of 5 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 in the bid. 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 bid. The County, at its discretion, may authorize an initial contract for a greater not-to-exceed amount than that submitted by the Bidder.

10.0 COUNTY WORKPLACE COMPLIANCE

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

10.2 Parking – The Bidder’s representatives shall abide by all parking restrictions. The Bidder’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 Bidder must adhere to all Sarasota County security procedures. The Bidder’s work force shall be made up of persons legally authorized to perform work in the United States. The Bidder 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 Bidder 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 Bidder 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 Bidder’s responsibilities herein.

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

IFB Part I Revised 10/11/23 Page 5 of 5

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. 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.

12.0 PERFORMANCE AND PAYMENT BOND

Only applicable if this box is checked

PART II

SCOPE OF SERVICES

Prepared by General Services Part II - Page 1 of 10

1. OVERVIEW

A. Contractor shall provide the necessary labor, materials, equipment, tools and transportation to provide preventative maintenance, repairs and installation services for liquid pumping systems and related equipment and controls at Sarasota County owned or maintained sites.

B. Liquid pumping systems may be a packaged system with pumps, motors, controls and required piping needed to make such a system function, or systems may be a single component pump and motor with a remote dedicated controller.

i. Some examples of liquid pumping systems are single and duplex lift stations, dosing tanks with controls, inline waste grinder pumps and controls, domestic water pumps and motors with controls, swimming pool pumps and motors with controls, ornamental fountains, aeration fountains with controls, irrigation pumps and motors with controls.

C. The sites and assets requiring preventative maintenance and related services are identified in Attachment A, Liquid Pumping System Services Preventative Maintenance Site List.

D. The County reserves the right to add or remove service locations.

2. PREVENTATIVE MAINTENANCE (PM) SERVICES

A. PM services shall be performed semi-annually and/or annually, as detailed in Attachment A or as mutually agreed upon at the time of request.

i. Semi-annual shall be defined as twice in a 12-month period, with five

(5) to six (6) month intervals between PM services.

ii. Annual shall be defined as once in a 12-month period. There shall be 12-month intervals between annual PM services.

iii. Contractor shall provide crane services for preventative maintenance services, if needed to perform the PM service. The minimum specifications for crane services shall reach a height of up to nine (9) feet above ground level and a lifting weight capacity of at least 1000 pounds.

B. PM Inspection Reports: PM services shall be documented in a PM Inspection Report, including the existing conditions and the recommended solution.

i. The written PM Inspection Report shall be completed at the time of service to a system or device and shall accompany the appropriate invoice upon submittal.

ii. Contractor shall provide a PM inspection report that encompasses and addresses industry-standard PM services that were performed and the results/outcome.

C. During a PM visit, Contractor shall ensure all equipment is in good working order. Contractor shall notify the County of any abnormal conditions or

Prepared by General Services Part II - Page 2 of 10 emergency issues. This can be accomplished verbally if staff is present;

otherwise, notification shall be by phone call or email to the County contact requesting the service. If repairs are identified as a result of a PM service inspection, Contractor shall notify the County of the projected cost of the repair and receive either verbal or written approval before proceeding with the repair. If verbal approval is provided, Contractor’s technician should note the County contact and date in the PM Inspection Report.

D. Pump System Cleaning: Contractor shall clean pump housing, motors, flotation devices, wet well floats and all control cabinets and enclosures.

i. Contractor shall place one (1) ant / insect repellent block, cube or other solution inside motor control housings or cabinet where exposed to the weather.

E. Alarm Operation Verification: Systems with alarm detection shall have their alarm system tested for proper operation by the Contractor.

i. Annunciation may occur in different and varied methods.

ii. Onsite alarm and or remote alarm interfaced with Building Automation Systems (BAS) shall require coordination with the County by the Contractor.

F. Electrical Components: The Contractor shall check and record voltage and ampere readings for each phase.

i. Contractor shall perform visual inspection of circuitry, looking for discolored, loose wiring and connections.

ii. Contractor shall note any variations in readings or visuals on the PM Inspection Report.

G. Pump and Motor Controls Inspection: Contractor shall check all motor starters, contactors, drives, and relays for proper operation and replace as required.

i. Contractor shall check all level controls for proper operation.

ii. Where controls are open and exposed to the environment or general public, Contractor shall check that control panels are in working condition and locked. The County will provide Contractor with Best Locks for any locks that need replacement.

iii. Contractor shall check all lights, indicator, audible and visual alarms for proper operation.

iv. Contractor shall confirm proper operation and functioning in all modes for the Hand / Off / Auto switch. The Contractor shall short cycle all motors for a minimum of five minutes run time.

v. Contractor shall verify functionality of all circuit breakers and disconnect switches for proper operation.

Prepared by General Services Part II - Page 3 of 10

vi. Contractor shall pull submersible pumps for visual inspection and remove any debris.

vii. Contractor shall open all pump inspection plates and check housing and impellers for wear.

H. Wet Well: Where wet wells are used, Contractor shall confirm proper spacing of all wet well levels, maintain spacing for sensor set points or floats for the following: Off, Lead, Lag, and High Alarm.

i. Contractor shall confirm that float(s) are tethered, hanging free and are clean of debris and grease.

ii. Contractor shall exercise all floats.

iii. As required, Contractor shall be responsible for coordination with the County’s contracted vendor for pumping services. Contractor shall also be responsible for providing this information to the County.

iv. Contractor shall pull submersible pumps for visual inspection and any debris removal.

v. Contractor shall confirm operating pumps are running quietly without excessive vibration.

vi. Contractor shall check conditions of the wet well, check the moveable hatch, manhole rings and covers, hinges, inside of the well for signs of ground water penetration, crumbing walls, debris and grease buildup.

Upon completion, Contractor shall ensure that the wet well casing is secured by pad lock where required.

3. REPAIR AND INSTALLATION SERVICES

A. Contractor shall be responsible for performing repairs, when requested, to the pumps, motors and related equipment and controls. This as-needed service shall be performed on a time and materials basis and only when authorized by the County prior to commencing the work.

i. For all repair service requests initiated by the County, Contractor shall complete the repair by the end of the service call. In the event repairs cannot be completed with the initial response, Contractor shall make every effort to provide limited repair to the system such that it can function effectively until complete restoration can be made.

ii. Contractor shall maintain a file containing a copy of all repairs and replacement parts. The file shall be available to the County upon request by the County. The records shall be available to the County during the duration of the contract period and for a minimum of five

(5) years following contract expiration or termination.

iii. Contractor shall provide crane services for removal and installation of pumps. The minimum specifications for crane services shall reach a height of up to nine (9) feet above ground level and a lifting weight capacity of at least 1000 pounds.

Prepared by General Services Part II - Page 4 of 10

B. Contractor shall be responsible for providing installation of new equipment services at any Sarasota County site, owned or managed. This as-needed service shall be performed on a time and materials basis and only when authorized by the County prior to commencing the work.

i. Contractor shall provide a detailed quote to include the nature of work, the estimated length of the project, the number of work hours, hourly rate, materials and permit (if required).

ii. The hourly rate shall be based on the Fee Schedule for Installation Labor charges.

iii. The Contractor shall add a 10% contingency to the total project estimate to be used only with prior written approval by the County.

iv. Service shall not commence until the County approves the written estimate and issues a purchase order.

v. If unforeseen or unknown repairs not within the scope of the original installation proposal are required, Contractor shall provide a revised proposal with the same criteria that is required for the initial project estimate and indicate the additional costs that will be required from the contingency funds.

vi. No additional work shall commence until the County approves the revised proposal. Evidence of the County’s approval will be through a change order to the original purchase order.

C. All new electrical installation or repair to main electrical service will be the responsibility of the County to provide.

4. CONTRACTOR REQUIREMENTS

A. Contractor shall maintain a General Contractor or a Plumbing Contractor license, certified by the Department of Business and Professional Regulation Construction Industry Licensing Board, by the State of Florida pursuant to Florida Statutes Chapter 489, during the term of the contract.

B. The County may request evidence of licenses at any time and the Contractor shall provide proof of licenses within five business days.

C. Contractor shall follow all current best practice procedures as determined by industry standards or as directed by the County.

D. Contractor shall implement and follow all Occupational Safety and Health Administration (OSHA) regulations while performing work under this scope of services.

E. Contractor shall perform Confined Space Entry and shall adhere to the most current version of OSHA Confined Space Standards 29 CFR 1910.146. The County shall be notified in advance before commencing any confined entry work.

Prepared by General Services Part II - Page 5 of 10

F. On County projects where any excavation or demolition will be performed, Contractor shall follow Florida Statutes for Underground Facility locating, per the Underground Facility Damage Prevention and Safety Act, Chapter 556, F.S., and the guidelines of the Sunshine State One Call of Florida, Inc., (SSOCOF).

i. Obtaining information required by statute does not excuse any excavator from performing an excavation in a careful and prudent manner, nor does it excuse the excavator from liability for any damage or injury resulting for any negligence of the excavator, provided the utility line is correctly located.

ii. In the event of any damage to, or dislocation of, any utility in connection with an excavation, the excavator will immediately notify the County of such damage or dislocation.

G. Contractor shall coordinate inspection schedules with the County prior to inspection dates. Contractor may need to be accompanied by County staff during the inspection process.

H. Every Contractor crew must have at least one employee on site that can effectively communicate in English with the County staff and with the general public.

I. Contractor shall provide a qualified employee who shall be present during the course of work, who can make on-site decisions, and shall act as a fully authorized agent of Contractor. The qualified employee shall be knowledgeable about all procedures and practices applicable to the contracted service requirements and conditions.

J. All Contractor’s personnel shall have access to cell phone or radio to communicate with each other, any subcontractors and the County.

K. Contractor’s employees shall have identification, including a uniform or lanyard with badges for the staff identifying the company name.

L. Contractor’s vehicles shall have identification (i.e., a sign affixed to the vehicle) and be equipped with proper safety equipment as required by transportation authorities.

M. Contractor shall coordinate work so that there is minimal to no interruption to daily work at any location and shall notify the County whenever on County property to perform requested work.

N. Mandatory Kick-Off Meeting: Upon approval of the contract, Contractor shall attend a mandatory kick-off meeting with County representatives to discuss important information related to the contract and scope of services.

Additional performance meetings may be required during the term of the contract. The County shall not be responsible for payment to Contractor for any briefings or meetings held between the County and Contractor, as these meetings are to the mutual benefit of both parties.

O. Contractor shall provide the County’s Administrative Agent with either:

Prepared by General Services Part II - Page 6 of 10

i. The phone number of their answering service that is monitored 24-hours per day for emergency response, or

ii. Two points of contact (a primary and a secondary) along with each contact’s phone number.

iii. If the phone number or points of contact change during the duration of the contract, Contractor shall immediately notify the County’s Administrative Agent of the change and provide updated information.

P. All correspondence between the County and Contractor concerning services within the scope of this agreement shall contain the contract number, work order (WO) number (if provided) and purchase order number.

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

R. Contractor shall ensure conditions on the work site always reflect good housekeeping and safety practices. Contractor shall be responsible for all trash and debris disposal, resulting from work performed by the Contractor, from the work site.

S. Contractor shall document and report all safety-related incidents on the project site immediately to the County’s Project Manager or the County’s Administrative Agent.

T. All material stored at a County facility by Contractor or subcontractors working for Contractor to be used in work performed at that facility must be stored in an approved area, authorized by the County representative in charge of the project.

i. Stored tools, equipment and materials (all parts and pieces), belonging to Contractor or a representative (subcontractor) of Contractor, and stored at a County site, will be the sole responsibility of Contractor.

The County shall not be held liable for missing or stolen items.

ii. If required by the County, and within 48 hours written notice by the County’s Project Manager or Administrative Agent, the Contractor shall remove any stored tools, equipment and materials from County sites.

U. Contractor shall be responsible for any and all permitting and must send a copy of the permit to the County’s project manager, as listed on the County’s purchase order, prior to commencing work.

V. Contractor shall, under no circumstances, remove any equipment containing a County asset sticker. Contractor shall notify the County’s project manager or Administrative agent by phone or in writing that equipment identified for removal contains an asset sticker. Once the asset tag is removed by County staff, the Contractor may proceed with removal.

5. BACKGROUND CHECKS

Prepared by General Services Part II - Page 7 of 10

A. Contractor’s personnel may be required to have unescorted access to County and Judicial offices and other areas containing certain criminal justice records and is now required by federal and state law to submit to an electronic criminal background check, fingerprinting and a biannual short training program provided by the Florida Department of Law Enforcement (FDLE). An authorization and consent for release of personal information form must be completed and acknowledges that Sarasota County Government and the Sarasota County Sheriff’s Office may conduct an investigation of criminal history information on file in local, state or federal agencies. A Secure Criminal Justice Information Services (CJIS) Facilities Addendum is attached hereto and incorporated herein and details the security requirements.

B. All Contractor personnel who will perform services in designated Sarasota County facilities must pass FDLE’s CJIS background checks. Sarasota County will provide the forms to Contractor for completion. Said forms will be forwarded to the County to perform the background checks for acceptance or rejection before Contractor’s personnel may enter County facilities to provide the services herein described.

C. The County reserves the right, in its sole discretion, to preclude or deny access to any person known to be or thought to be a security risk. Failure of Contractor’s personnel who will perform services in Sarasota County facilities to pass the CJIS clearance may result in termination of the Contract.

D. Contractor shall ensure that unauthorized persons cannot gain access to rooms, areas, or buildings under the control of their personnel. At no time shall Contractor violate building and/or room security by propping doors or gates open and leaving them unattended unless the County has provided its own security door monitor. All gates, entrance and exit doors shall be secured at all times.

E. Contractor staff working in the 12th Judicial Circuit Court buildings will also be required to complete an “Authorization and Consent for Release of Personal Information and Criminal Background Check” form provided by the Court.

F. All work performed at the County’s jail facilities shall require Contractor’s employees to provide a Vendor Tool Inventory pursuant to the rules and regulations of the Sarasota County Sheriff’s Office. The County’s jail facilities shall provide Contractor’s employees with the Vendor Tool Inventory form to complete as directed by County Jail staff. The Vendor Tool Inventory form requires Contractor to list all inventory brought into the jail and out of the jail, which shall be verified by County jail staff.

6. HOURS OF WORK

Prepared by General Services Part II - Page 8 of 10

A. Contractor shall be available to perform requested services at the times specified by the County, which include normal business hours, after normal business hours, weekends, and County observed holidays.

i. Normal Business Hours are defined as Monday through Friday 7:00 a.m. – 5:00 p.m., except County observed Holidays.

ii. After Normal Business Hours are defined as Monday through Friday 5:01 p.m. – 6:59 a.m., weekends, and County observed Holidays.

B. Emergency service may occur during normal business hours and after normal business hours.

C. Any service performed outside of normal business hours requires verbal or written pre-approval of the County.

7. DISPATCH OF WORK / RESPONSE TIME

The County will designate each request for dispatch of work as either a maintenance inspection, repair or installation. The County will designate whether a request for service is an emergency or a non-emergency situation.

A. Preventative Maintenance - PM services will be dispatched by means of a phone call or email and may include a work order (WO) number.

i. PM service dates shall be coordinated with the County through a mutually agreeable schedule.

B. Service Calls – Requests for service will be dispatched by means of a phone call or email, followed up with a WO number.

i. The County will designate each service or repair request as either an emergency or a non-emergency situation.

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

C. Non-Emergency Service Calls: Service calls for non-emergencies shall be dispatched by means of a phone call or email.

i. Contractor shall verbally respond to non-emergency service requests within 24 hours of notification.

ii. The County reserves the right to schedule times and dates for performance of non-emergency services.

iii. Unless approved by the County by phone or in writing (via email), the date of service shall not be greater than five (5) business days from the date of the initial service request.

iv. If a WO number is issued, this number must be referenced on all correspondence, including invoicing.

D. Emergency Service Calls: Service calls for emergencies shall be dispatched by means of a phone call; the County shall follow up with written documentation to Contractor regarding that request.

Prepared by General Services Part II - Page 9 of 10

i. Contractor shall be available for emergency service seven days a week, 24 hours a day.

ii. Contractor shall verbally respond to each request for emergency service within one (1) hour of notification and shall have a qualified person on site within two (2) hours of the initial notification.

iii. Contractor shall invoice the County at the applicable emergency rate as indicated on the Fee Schedule.

E. Contractor must respond to the County by phone or in writing as to the status of all work within 24 hours of the County’s request. This response shall occur after any change in project status.

8. PARTS AND MATERIALS

A. All replacement parts shall be original equipment manufacturer (OEM) or approved alternate.

B. The County reserves the right to purchase any parts or materials for Contractor to install, without the addition of Contractor’s markup. The County will notify Contractor by phone or in writing of its intent to purchase any parts or materials to avoid duplication.

C. The County reserves the right to determine the urgency and necessity of emergency shipping and the County shall be responsible for any such charges (i.e., overnight shipping) incurred as a result. At the request of the County, by phone or in writing, Contractor shall perform all tasks for expediting the work and shall include the emergency shipping and other expediting costs in their invoice. Any emergency shipping costs shown on the invoice shall also designate, by name, the County employee who authorized the shipping.

D. Prior to the County’s express acceptance of delivery of products, Contractor assumes full responsibility for all transportation, transportation scheduling, packing, handling, insurance, and other services associated with delivery of all products deemed necessary under this scope of services.

9. INVOICING

A. Contractor shall invoice the County within two weeks of completion of the work. The invoice shall clearly indicate the County’s WO number and PO number. The Contractor shall indicate on the invoice if it is a final billing.

B. Contractor shall only invoice for time spent on the job at the rate listed on the Fee Schedule. Hourly charges are to begin when the appropriate technician arrives at the jobsite. All trip charges, mileage, vehicle charges, travel time and labor shall be included in the hourly rate.

C. If parts and materials are listed on Contractor’s invoice, Contractor shall provide supporting documentation (such as a quote or invoice) indicating the cost paid to the supplier. The markup claimed by Contractor shall be

Prepared by General Services Part II - Page 10 of 10 listed separately (either by total or by individual item) for ease of review and payment by the Clerk of the Circuit Court Finance Office.

D. Rental equipment costs shall clearly show the description of the rental equipment used, number of hours or days of active use on the jobsite, and a copy of the rental equipment invoice shall be submitted with the Contractor’s invoice.

E. Subcontracted services invoiced by the Contractor shall include a copy of the subcontractor’s invoice to the Contractor. Contractor’s percentage markup, as listed on the Fee Schedule, shall be listed separately.

F. Permit charges on Contractor’s invoice shall include a copy of the receipt from the permitting authority and shall clearly show the cost paid by Contractor for the permit. The County shall only pay the amount listed on the receipt from the permitting authority. No percentage markup is allowed.

G. Tax and shipping costs shall be listed separately on Contractor’s invoice and shall be reimbursed at cost. No percentage markup is allowed.

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 year, or for the standard warranty period provided by Contractor or by the materials manufacturer, whichever is greater.

11. PERMITS

Contractor is responsible for determining if a permit is required for any WO and shall obtain all necessary permits. Contractor shall be reimbursed for the actual cost of the permit fee, only. No percent markup shall be paid to Contractor for permit fees.

12. SUBCONTRACTING

A. Subcontracting may not be used to perform PM services.

B. Any use of subcontractors shall be approved by phone or in writing by the County.

C. Contractor shall be reimbursed at the bid line-item price for the work of the subcontractor. In the event there is no line item for such work, Contractor will be reimbursed for the actual cost of the subcontractor’s work plus the percent markup listed on the contract Fee schedule.

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 $500,000.00 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 $1,000,000.00 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.